Council considers leasing building for police storage
Lead Summary
By
Brandy Chandler-brandychandler@gmail.com
The Hillsboro City Council considered a lease agreement proposed by Hillsboro Safety and Service Director Ralph Holt for a structure for storage of police department property during their regular session May 10. After council stalled in making a decision, Holt said that he would lease the building on a month-to-month basis.
In his report to council, Holt asked that a five-year lease agreement be considered for a building owned by Buck Wilkin, which is situated behind the Hillsboro Police Department on West Walnut Street. Holt said the building was necessary for storage space, so that items being stored in the old fire and police station on South High Street could be moved out and so other items being stored in the new police station could be moved for better use of the temporary holding area. Holt said that there were funds to cover the $368 per month in the police department funds.
Council president Lee Koogler asked Holt if the matter needed to be considered immediately or if there was time to put the matter in committee. Holt said he would like to see the matter voted on that night, and Koogler called for discussion by council members.
Noting there may be enough funds in the budget now, Koogler asked Holt if there were enough funds in the police department budget in future years.
"We won't know that until next year," Holt said. "And then the next year, and the next year."
Holt said that when the police department moved into their new headquarters, "we knew they were short on storage."
Council member Bill Alexander questioned Holt and Hillsboro Police Chief Nick Thompson on what types of items needed to be stored, how soon they needed to be moved, how essential the additional storage was, and if the storage matter affected the safety of citizens. Thompson said a state agency reviewing the police department suggested that any item that could be used as a weapon be removed from the sally port area, such as tire irons.
"It's a badly needed additional space," Thompson said.
Thompson said many of the items that need stored include area filing cabinets holding old records, case files and evidence. When asked by council member Dave Shoemaker if the records could be scanned and transferred to electronic filing, Thompson said that could work in some instances, but by law many original items needed to be kept.
Holt said that it was not intended for the building to be a "catch-all," but the old police and fire stations needed to be cleaned out due to the recent interest in purchasing the building.
Council member Peter Pence asked if the lease agreement was an option to buy, and Holt said it was not, but he could speak with Wilkin on possibly purchasing the property.
Hillsboro Mayor Dick Zink said the city should consider a lease/purchase contract, as that was how the city was able to acquire the property that currently houses the police department, and it could result in permanent storage space for the city. Thompson said that the "police department property surrounds" Wilkin's property.
Koogler said he wanted the finance committee and property maintenance and restoration committee to further review the matter and then report back to council.
Holt then addressed Hillsboro Law Director Fred Beery, asking if it was sufficient to change the lease to a month-to-month contract, taking out the five-year portion, and enter into the contract without council's approval, "since it's a necessity."
Beery said that the safety and service director is authorized to do that. "You can spend your appropriated funds," Beery said.
Koogler asked Holt if he still wanted council to review the five-year lease, and Holt said that he did.
In other business, council met in executive session for approximately 30 minutes at the end of the council meeting for the purpose of security. Koogler noted that Beery had been consulted on the reason for executive session, and he felt it was appropriate.
After council voted to go back into regular session, council voted 6-0 to authorize Holt to negotiate new contracts for fire services with townships in Highland County.
Holt told The Highland County Press that he hoped to have negotiations completed prior to the next council meeting. While "each township will be different based on the different number of (fire/EMS) runs," the townships can each expect an increase in the cost of services, Holt said.
Holt said that he could not say how much of an increase individual townships could expect.
During the mayor's report, Zink told council that he would be "working on a plan to present to city council on our financial situation after we meet with the finance committee next time and get some issues cleared up there."
Koogler said that the finance committee would be meeting some time next week to further discuss a pending deficit reported to the city by auditor Gary Lewis during the April 12 council meeting. Lewis said that the city could face a deficit of more than $400,000 by the end of 2011.
During the auditor's report, Lewis said, "Mr. President, my report is going to be the mayor's and safety and service director's reports. I have nothing to add this evening. You have my reports on file, and they balance."
Koogler asked if there were any questions for Lewis, and there were not.
In other business, council:
• Heard Zink report that the city was getting ready to sign a contract with the village of Lynchburg for IT services and that the village would pay $10,000 plus the cost of travel. Once the system is set up, Zink said, there will be minimal upkeep.
• Heard Zink report that there will be a Memorial Day Service at 10 a.m. on the lawn of the Highland County Courthouse, followed by services in area cemeteries.
• Heard Koogler report that he would be making some changes to council committees, noting that some of the committee assignments he made at the beginning of the year were tentative. Koogler said that he would not break up committees that had good working histories and that the new assignments would take effect upon his issuance of the new committees, which could be expected within the next week.
• Voted to waive the three-reading rule and pass 6-0 a resolution authorizing the mayor to prepare and submit and application for Community Development Block Grant Funds, which would be used for paving a portion of Beech Street.
• Voted to waive the three-reading rule and pass 6-0 a resolution authorizing the application for 2010 Federal Emergency Management Agency assistance to firefighters. The grant program, according to Holt, would fund 90 percent of certain types of equipment, training and vehicles, and would value at more than $547,000, making the city's contribution $57,000, and it would be used to purchase a new tank truck, to replace one that is 20 years old, new SCUBA equipment and training. Pence asked Beery if the city had to appropriate the $57,000 into next year's funds. Beery said they did not have to be appropriated until they were awarded the grant, and if the city could not come up with the matching funds, they did not have to accept the grant.
"It wouldn't be the first time," Beery said.
• Voted to table an ordinance that would amend existing legislation regarding building inspections, at the recommendation, according to Zink, of deputy city law director Kathryn Hapner.[[In-content Ad]]
In his report to council, Holt asked that a five-year lease agreement be considered for a building owned by Buck Wilkin, which is situated behind the Hillsboro Police Department on West Walnut Street. Holt said the building was necessary for storage space, so that items being stored in the old fire and police station on South High Street could be moved out and so other items being stored in the new police station could be moved for better use of the temporary holding area. Holt said that there were funds to cover the $368 per month in the police department funds.
Council president Lee Koogler asked Holt if the matter needed to be considered immediately or if there was time to put the matter in committee. Holt said he would like to see the matter voted on that night, and Koogler called for discussion by council members.
Noting there may be enough funds in the budget now, Koogler asked Holt if there were enough funds in the police department budget in future years.
"We won't know that until next year," Holt said. "And then the next year, and the next year."
Holt said that when the police department moved into their new headquarters, "we knew they were short on storage."
Council member Bill Alexander questioned Holt and Hillsboro Police Chief Nick Thompson on what types of items needed to be stored, how soon they needed to be moved, how essential the additional storage was, and if the storage matter affected the safety of citizens. Thompson said a state agency reviewing the police department suggested that any item that could be used as a weapon be removed from the sally port area, such as tire irons.
"It's a badly needed additional space," Thompson said.
Thompson said many of the items that need stored include area filing cabinets holding old records, case files and evidence. When asked by council member Dave Shoemaker if the records could be scanned and transferred to electronic filing, Thompson said that could work in some instances, but by law many original items needed to be kept.
Holt said that it was not intended for the building to be a "catch-all," but the old police and fire stations needed to be cleaned out due to the recent interest in purchasing the building.
Council member Peter Pence asked if the lease agreement was an option to buy, and Holt said it was not, but he could speak with Wilkin on possibly purchasing the property.
Hillsboro Mayor Dick Zink said the city should consider a lease/purchase contract, as that was how the city was able to acquire the property that currently houses the police department, and it could result in permanent storage space for the city. Thompson said that the "police department property surrounds" Wilkin's property.
Koogler said he wanted the finance committee and property maintenance and restoration committee to further review the matter and then report back to council.
Holt then addressed Hillsboro Law Director Fred Beery, asking if it was sufficient to change the lease to a month-to-month contract, taking out the five-year portion, and enter into the contract without council's approval, "since it's a necessity."
Beery said that the safety and service director is authorized to do that. "You can spend your appropriated funds," Beery said.
Koogler asked Holt if he still wanted council to review the five-year lease, and Holt said that he did.
In other business, council met in executive session for approximately 30 minutes at the end of the council meeting for the purpose of security. Koogler noted that Beery had been consulted on the reason for executive session, and he felt it was appropriate.
After council voted to go back into regular session, council voted 6-0 to authorize Holt to negotiate new contracts for fire services with townships in Highland County.
Holt told The Highland County Press that he hoped to have negotiations completed prior to the next council meeting. While "each township will be different based on the different number of (fire/EMS) runs," the townships can each expect an increase in the cost of services, Holt said.
Holt said that he could not say how much of an increase individual townships could expect.
During the mayor's report, Zink told council that he would be "working on a plan to present to city council on our financial situation after we meet with the finance committee next time and get some issues cleared up there."
Koogler said that the finance committee would be meeting some time next week to further discuss a pending deficit reported to the city by auditor Gary Lewis during the April 12 council meeting. Lewis said that the city could face a deficit of more than $400,000 by the end of 2011.
During the auditor's report, Lewis said, "Mr. President, my report is going to be the mayor's and safety and service director's reports. I have nothing to add this evening. You have my reports on file, and they balance."
Koogler asked if there were any questions for Lewis, and there were not.
In other business, council:
• Heard Zink report that the city was getting ready to sign a contract with the village of Lynchburg for IT services and that the village would pay $10,000 plus the cost of travel. Once the system is set up, Zink said, there will be minimal upkeep.
• Heard Zink report that there will be a Memorial Day Service at 10 a.m. on the lawn of the Highland County Courthouse, followed by services in area cemeteries.
• Heard Koogler report that he would be making some changes to council committees, noting that some of the committee assignments he made at the beginning of the year were tentative. Koogler said that he would not break up committees that had good working histories and that the new assignments would take effect upon his issuance of the new committees, which could be expected within the next week.
• Voted to waive the three-reading rule and pass 6-0 a resolution authorizing the mayor to prepare and submit and application for Community Development Block Grant Funds, which would be used for paving a portion of Beech Street.
• Voted to waive the three-reading rule and pass 6-0 a resolution authorizing the application for 2010 Federal Emergency Management Agency assistance to firefighters. The grant program, according to Holt, would fund 90 percent of certain types of equipment, training and vehicles, and would value at more than $547,000, making the city's contribution $57,000, and it would be used to purchase a new tank truck, to replace one that is 20 years old, new SCUBA equipment and training. Pence asked Beery if the city had to appropriate the $57,000 into next year's funds. Beery said they did not have to be appropriated until they were awarded the grant, and if the city could not come up with the matching funds, they did not have to accept the grant.
"It wouldn't be the first time," Beery said.
• Voted to table an ordinance that would amend existing legislation regarding building inspections, at the recommendation, according to Zink, of deputy city law director Kathryn Hapner.[[In-content Ad]]