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Stamping Ground commission approves routine purchases, RFP for CPA and parking-lot survey; park fountain repair to be revisited
Summary
At a special meeting Aug. 14, the Stamping Ground City Commission approved multiple administrative purchases, a CPA RFP, and a parking-lot survey authorization, and agreed to revisit park fountain repairs after public comment. Several motions passed unanimously or by recorded majorities; one credit-card proposal failed for lack of a second.
The Stamping Ground City Commission on Aug. 14 approved a series of administrative actions including a QuickBooks subscription upgrade, several vendor cancellations and vendor changes, an Amazon Business Prime account, an RFP for a city CPA, and authorization to survey a proposed parking lot.
Mayor Jennifer Jones and the commission voted to upgrade the city's QuickBooks subscription so the finance office can track budgets and retain functionality the current version lacks. The commission also discussed canceling subscriptions for the Toshiba printer, the Pitney Bowes stamp machine and the current credit-card processing service and replacing card payments with Square, contingent on attorney approval.
Commissioners authorized spending on a parking-lot survey of up to $1,000 so the city can obtain an updated survey before deciding whether to proceed with construction; Commissioner Cody Meadows moved the survey authorization and Mayor Jones seconded it. The meeting minutes record the motion as approved.
The commission approved the publication of an RFP for a certified public accountant to serve the city. Commissioners also approved a set of routine purchases and operational items including the purchase of replacement street signs (estimated $1,919.29) and an Amazon Business Prime account shared by the police department, fire department and City Hall (up to $180).
Police Chief John Giles received permission to trial a 30-day radar unit that logs traffic statistics; the commission also approved moving forward with an ammunition purchase under a memorandum of agreement totaling $5,300.
The commission voted to waive fees for participants in the Buffalo Square "227 Yard Sale" on Aug. 30, allowing use of Buffalo Square and the park. Commissioners approved the July financial statements and agreed on candidate dates for a clerk/CPA meeting to discuss fiscal matters.
A motion to limit credit cards to chiefs and cancel assistant chiefs' cards failed for lack of a second, and a separate discussion produced agreement only to solicit cost and process information for a potential forensic audit rather than to authorize one.
The meeting included routine personnel and facilities discussions: Assistant Fire Chief Andrew Tackett reported runs and training hours and noted roof repairs will proceed as coordinated; Commissioner Ken Koger described progress on the Bricks program and research into CivicPlus municipal websites; Commissioner Megan Brown reported work on flagpoles, banners and replacement street signs. Commissioner Cody Meadows said he will meet with the Revenue Cabinet to discuss aligning a Stamping Ground business license with Scott County's process and noted Cilantro Bar and Grill is scheduled to open soon.
Votes at a glance: - Approve June 24, 2025 minutes: Motion by Commissioner Ken Koger; second Commissioner Cody Meadows; recorded as approved; minutes note Commissioners Megan Brown and Dale Perry abstained. - Police ammo purchase (total $5,300, MOA): Motion by Commissioner Cody Meadows; second Mayor Jennifer Jones; recorded as approved. - Purchase street signs (est. $1,919.29): Motion by Mayor Jones; second Commissioner Cody Meadows; recorded as approved 4-1 (Commissioner Dale Perry recorded as voting against). - Waive yard sale fees for Buffalo Square and park (Aug. 30): Motion by Mayor Jones; second Commissioner Ken Koger; recorded as approved 5-0. - Approve July finances: Motion by Commissioner Ken Koger; second Commissioner Megan Brown; recorded as approved 5-0. - Upgrade QuickBooks subscription: Motion by Mayor Jones; second Commissioner Dale Perry; recorded as approved 5-0. - Donate $300 to Heart Association: Motion by Mayor Jones; second Commissioner Ken Koger; minutes record approval with Commissioner Dale Perry recorded as voting against. - Publish RFP for CPA position: Motion by Commissioner Cody Meadows; second Mayor Jones; recorded as approved 5-0. - Survey parking lot (up to $1,000): Motion by Commissioner Cody Meadows; second Mayor Jones; recorded as approved 5-0. - Waive "Zach's" business license fee for the year: Motion by Commissioner Cody Meadows; second Mayor Jones; recorded as approved 5-0. - Purchase Amazon Business Prime (up to $180): Motion by Mayor Jones; second Commissioner Dale Perry; recorded as approved 5-0. - Accept and proceed with P&Z review: Motion by Commissioner Cody Meadows; second Mayor Jones; recorded as approved (minutes contain an inconsistent note that Commissioner Perry voted against). - Adjourn: Motion by Commissioner Ken Koger; second Mayor Jones; recorded as approved 5-0. Meeting adjourned at 9:06 p.m.
The minutes contain two inconsistencies in vote recording: the June 24 minutes approval entry records a 5-0 notation but also states two abstentions, and the P&Z review entry records approval while also noting Commissioner Dale Perry voted against. The article reports both the outcomes and the transcript's inconsistent vote notations to preserve the official record as presented at the meeting.
Next steps: minutes will be brought back for approval at the Oct. 9, 2025 meeting; commissioners plan follow-up on the fountain pump, QuickBooks implementation and obtaining cost estimates for a forensic audit.
