Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on Monday, April 12, 2004 at 6:00 p.m. with Mayor Doug Bates and the following members present: Kelly Shannon, Laura Whitney, Howard Roberts, Tom Ferguson, Drane Stephens and Leeroy Winburn. Absent were none.

The minutes of the previous regular session held on March 8, 2004 were reviewed. Motion made by Member Stephens and seconded by Member Ferguson to approve the minutes as presented. All members present voted “Yea”.

Subject: West Owen Street Redevelopment Project – Project Manager Kriss Lowry reviewed the monthly activity report with council. The status of several of the properties we are trying to purchase was discussed. All of the second priority properties are on hold at the present. We have eight properties to clear and demolish structures from. The Fire Department is scheduled to burn four of the houses.

Kriss reported that the Edna Fisher home is virtually complete. An occupancy certificate has been issued for George Owens with some outside work still to be done. We have paid the rent on George Owens for the next three weeks which should give him enough time to get moved back into his new home.

Kriss reviewed the financial report. The City’s required balance left to pay is $19,696.00. The entire project is currently showing a net -784.00. She requested that we look for local contractors for the remaining house to be built for Dortha Beach.

Ms. Lowry reviewed the demolition bids received for the other houses to be demolished on West Owen Street. They were as follows:

Greg Wright Trucking – Irvine, KY - $14,050.00
Bruin Excavating & Demolition – Falmouth, KY - $15,900.00
Rynes Heavy Equipment - Eminence, KY - $21,103.00

Kriss reported she has worked with Greg Wright before and he does good work. She recommended accepting his lowest bid of $14,050.00. Rick Rynes stated he felt his bid was higher due to the septic tanks, wells, and cisterns that were mentioned in the bid specifications and that he was misinformed that they would all have to be filled in. Motion moved by Member Stephens to award the demolition bid to Greg Wright Trucking for $14,050.00 as the lowest and best bid. Motion seconded by Member Shannon. All members present voted “Yea”.

Subject: Bid Opening – Truck for Sale – Mayor Bates held the bid opening for sale of a 1983 Ford F150 truck. The following bid was received:

Discussion held. Member Roberts stated he feels it should be worth more than $200.00. Public Works Director stated it hasn’t been used in over a year. The cost to advertise the truck for sale was discussed and compared to how much we could really anticipate receiving for the truck. Member Stephens moved to accept the bid from Jason Fitzgerald in the amount of $205.00 for sale of the 1983 Ford truck. Motion seconded by Member Ferguson. On a call of vote, voting “Yea” were Members Shannon, Whitney, Stephens, Ferguson and Winburn. Voting “Nay” was Member Roberts.

Subject- Proposed Development North Main Street – Mayor Bates reported that nothing has been heard from the developer on the project.

Subject: Eminence Day Update – Mayor Bates reported that Eminence Day is scheduled for May 22. Information concerning the proposed activities was distributed to the council. Council suggested a plaque recognizing all the efforts of Donna McClamroch and the students be given to them.

Subject: Administrative Office Report – City Clerk Sandra Doane reviewed the monthly activity report with council. She reported that the installation and training dates for the new computer hardware and software are still scheduled for April 14th through April 16th with possible return training dates of April 26th and 27th.

Ms. Doane reported she is working on assembling the budget for the Mayor and budget committee for final submission to council. As part of this process, renewal quotes for existing health and other insurance coverages will be received. She will be getting additional health quotes and will be bidding the other coverages. Council requested that she get specific information for the budget on the health insurance and find out what percentage all fourth class cities pay on employee and family health insurance. Ms. Doane stated she cannot get the specific information on the health insurance renewal and additional quotes until they are made available by the companies which will probably be mid-May. She stated she would not be able to get all the fourth class city information either unless there is already a survey available through the League of Cities. Member Stephens offered to assist with getting at least five other cities. Clerk Doane stated she would also get as much information as she could on this.

Mayor Bates and Clerk Doane stated that they have not done anything yet on the transfer of funds.

The interim financing was discussed with Attorney Brammell stating that the financing was to be the standard yearly variable rate versus a fixed rate. Question asked if it could be a fixed rate for a year. Mayor Bates stated that both banks quoted the rate as a variable and that we just want to clarify that the council understood it was a variable rate. Member Stephens moved to approve Central Bank for the interim financing on the streetscape project at a 4% variable rate. Motion seconded by Member Ferguson. On a call of vote, voting “Yea” were Members Shannon, Roberts, Stephens, Ferguson and Winburn. Abstaining was Member Whitney.

The third quarter budget comparison was discussed briefly by Clerk Doane. Council asked to get any questions back to her for next month. Some final adjustments will need to be made in the line items prior to year end.

Subject: Ordinance Updating Compensation Plan – Attorney Brammell held the second reading of an ordinance updating the compensation plan for the City. Member Stephens moved to adopt the ordinance as read. Motion seconded by Member Shannon. All members present voted “Yea”.

Subject: Community Center Report – The community center report was reviewed. The center was used 1,345 times last month, mostly due to the exercise equipment. Two applications have been sent in; one for the Character Education Grant in the amount of $927,000.00 and one for the Jordan Grant in the amount of $2,500.00. Dr. Rhodes is working on the Ohio Valley United Way 2005 Campaign Drive. The money collected for this will now come back to our County. Mayor Bates stated he presented Dr. Rhodes with the appreciation plaque at the Board meeting as she has been unable to attend our meetings due to her health.

Council was informed that the Harvest Community Church will be terminating their contract with the City for use of the Center effective May 1st. They will be holding services at the Methodist Church.

Member Shannon reported she has had several comments on the center being dirty. She feels we need to get it cleaned up or we will lose rentals as we go into the wedding season. Member Stephens stated that the commodes are broken in the men’s restroom. It was suggested to check with Dr. Rhodes on the current cleaning job and get a quote for additional cleaning services if needed.

Member Stephens also questioned how we intend to make up the lost income from the Church contract termination. Mayor Bates stated he hopes to rent the office. He has also asked that the lights in the gym area be left off when not in use.

Subject: Eminence Tomorrow – Main Street Director’s Report – Main Street Director Mary Jane Yates reviewed the status of the Main Street projects.

Reported that the façade grant program has $3,600.00 funds unspoken for as the Coomes’ property owners are not interested. Someone else is interested. We need to have all the work complete by July 15, 2004 for us to receive reimbursement. Member Ferguson questioned whether the current problems with the streetscape project would hold the façade work up in the Penn Street area. Mary Jane will check into this.

The streetscape project is on hold pending signoff from the phone company. It will then need to go to MAC Construction for pricing. Hopefully this week will get this finalized. Once the paperwork is in order, MAC expects to complete the street in one week.

Regarding the controversy over moving the monument in the part, Mayor Bates explained that the monument had to be moved from the construction area for its own protection and that the only secure place for it inside a fenced area was the sewer plant. No disrespect was intended and it will be moved back to the area soon.

Mary Jane reported that discussion has been held by the Board on selling engraved bricks to help pay for the park area of the streetscape project.

Mary Jane reported that a new director, Shawn Dyer, has been appointed on the state level for the renaissance funds. She had been given a date of April 15th for announcement of the TEA-21 funds for Phase IV. After checking it turns out that this is a release date for funds already announced and is not Phase IV funds.

Subject: Subway - Mayor Bates reported that the highway department will not allow a direct entrance into the new Subway off Highway 55 and are making them use the street for the entrance. The street (Mason Avenue) will need to be enlarged to accommodate two-way traffic.

Subject: Police Department – Chief Hadden reviewed the monthly activity report with council.

Chief Hadden reported that some letters have been sent out by Sandy and Robin on the property ordinance, but to please call if you see an area they need to address. The ordinance needs revising to be more stringent.

Chief Hadden reported that Detective Kemper has received a letter of commendation from the FBI for his assistance in the apprehension of a suspect in the shooting that occurred March 1, 2004 in Eminence.

Subject: Interlocal Agreement With Smithfield – The interlocal agreement with Smithfield has been signed and approved by both cities, but does still need the Attorney General’s approval for it to be valid. The work was due to commence April 15th. Attorney Brammell recommends not starting the work until the agreement has been signed off on by the Attorney General.

Subject: Public Works Report – Public Works Director William Smith reviewed the monthly activity report with council.

Mr. Smith reported that Louis Edday wants to build a new house and not hook onto the City’s water. Per a previous agreement with him, he is entitled to a free sewer connection. Bill questions whether he will be subject to the impact fees. Attorney Brammell feels that no requirement exists to pay a sewer connection based on the previous agreement and that the previous precedent of not charging impact fees for existing agreements has been set. Consensus of council was not to charge an impact fee to Mr. Edday.

Street lights for the Elmcrest Subdivision were discussed. Seven HPS Colonial style street lights have been proposed for this area by Kentucky Utilities. Member Shannon moved to authorize the Mayor to enter into a contract extension to approve adding these seven lights to our existing street light contract for the Elmcrest Subdivision. Motion seconded by Member Winburn. All members present voted “Yea”.

Subject: Holloway Annexation – Attorney Brammell reported that he met with Bill Smith on the maps for the Holloway annexation and has written to Division 5 to determine who is authorized to give the consent to proceed in the right of way. The surveyor is to write a metes and bounds description. Hopefully we can address this at the next meeting.

Subject: Elmcrest Subdivision Street Dedication - Public Works Director Smith reported that he has spoken with Mr. Tingle and that they are waiting to get the streets back up to the required specifications prior to signing the agreement.

Subject: Fire Department Report – The monthly fire department activity report was reviewed.

Subject: Warrants – The warrants presented for payment were reviewed. Member Winburn moved to approve the warrants for payment as presented. Motion seconded by Member Whitney. All members present voted “Yea”.

Subject: Closed Session – Member Shannon moved to go into closed session to discuss possible purchase of property and possible litigation. Motion seconded by Member Whitney. All members present voted “Yea”.

Subject: Annexation of Coomes & Turgeon Properties – Member Shannon moved to authorize the annexation into the City of the John W. Coomes Estate and the Joseph Turgeon properties on the west side of Highway 55, to authorize an exchange deed for a 60’ right of way from Highway 55 to the sewer plant on the Coomes property parallel with the Bohannon property and to give a parcel at the back of the sewer plant property adjacent to the Coomes property to the Coomes and to authorize the hiring of a surveyor to performs tasks as necessary associated with the above. Motion seconded by Member Whitney. All members present voted “Yea”.

With no further business to discuss, motion moved by Member Shannon and seconded by Member Whitney to adjourn. Motion carried unanimously. Meeting adjourned at 8:50 p.m.

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