Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on Monday, June 14, 2004 at 6:00 p.m. with Mayor Doug Bates and the following members present: Laura Whitney, Howard Roberts, Tom Ferguson, Drane Stephens and Leeroy Winburn. Absent was Member Kelly Shannon.

Mayor Bates called the MAP and LGEA public hearing to order at 6:04 p.m. City Clerk Sandra Doane explained the anticipated income and proposed expenditures for the MAP and LGEA funds. The proposed budget for the MAP funds was discussed, which included using most of the funds for the Renaissance and West Owen Street grants match for sidewalks and blacktopping. No LGEA funds are budgeted for expenditure this year. Mayor Bates asked for comments from the public. West Owen Street Re-Development Project Manager Kriss Lowry discussed the possible change in the West Owen Street Project which would change using the MAP money for blacktopping in that area. It was explained that if this does happen we would probably have to use funds from another area of the City as the MAP funds are restricted to streets and roads. With no other written or oral comments from the public regarding the proposed budget for the MAP and LGEA funds, the hearing was closed at 6:15 p.m.

The minutes of the previous regular session held on May 10, 2004 were reviewed. Motion made by Member Winburn and seconded by Member Ferguson to approve the minutes as presented. All members present voted “Yea”.

The minutes of the previous special called meeting held on May 26, 2004 were reviewed. Motion made by Member Roberts and seconded by Member Ferguson to approve the minutes as presented. All members present voted “Yea”.

Subject: FEMA Representative – Art Storey, a representative with FEMA Region 8 was present to discuss the disaster designation with council. Mr. Storey reviewed the steps involved to get FEMA money. The County manager contacts the state with the state then contacting the federal government. A preliminary damage assessment is then done and sent to the regional office. Our designation as a disaster area was signed on Thursday night, June 10, 2004. Eighteen entities have been declared for public assistance. The public assistance is set up with 75% from federal, 12% from state, and 13% from local. The 13% local share can be in-kind services and volunteer hours.

Sixty-six counties in Kentucky were declared for individual assistance. Victims must register at 800-621-FEMA to start the process. They have 60 days from the date of the declaration. Mr. Storey stressed the importance of calling and registering even if you think your insurance will cover everything. If they do not qualify for the grant they could quality under the Stafford Act for a 3% loan up to $240,000 ($200,000 for building and $40,000 for contents). If they receive this application in the mail they must fill it out and send it back or the whole process stops. The total amount of grant is limited to $25,000.00 per person or business.

Kriss Lowry, West Owen Street Re-Development Project Manager, asked if our cleaning up of trees and debris from the properties in this area can be used as part of the in-kind or city portion. These properties, prior to the tornado, did not require debris and tree removal. Mr. Storey stated that probably yes but to ask the County coordinator.

Mr. Storey stated that more information would be given on all the procedures at the next meeting.

Mayor Bates thanked Mr. Storey for attending our meeting and giving us this preliminary information.

Subject: West Owen Street Re-Development Project – Project Manager Kriss Lowry reviewed the acquisition list with council. Reported she is still waiting on the budget amendment approval. Roderick Miles is supposed to be moved out of his house by next weekend. One house has been burned by the Fire Department. Trees are now on the lots after the tornado. She will bid the remaining demolition work to include removing all debris and broken limbs.

She will schedule the bid opening on the Dortha Beach construction for the next meeting. We will probably have to apply for home funds up to $14,999.00 for this construction.

She is concerned that our contractor has quit working entirely. She read a letter from him requesting additional money for his contract because his costs have gone up. She feels most of this is because he took forever to do any work and that it’s not our problem. She suggests sending him a letter to get finished in so many days or we will fire him and get someone else. She has held some money back on the George Owens construction for the outbuilding and other work needed to finish and has 25% retainage on the Rupert Hayden construction. These funds will probably not cover hiring someone else to finish the projects he has started. Council in agreement for Kriss to proceed with sending the letter to Mr. Patrick as discussed. We have until the end of 2004 to finish our project and can receive an extension if necessary.

Subject: Joe Farkas Annexation – Joe Farkas was present to discuss annexation of his property on Mulberry Pike. He is waiting on an okay to sign a contract with his builder. Attorney Brammell has spoken with Mr. Farkas and advised him to attend this meeting. Mr. Farkas was told he would need to present a copy of the plat and deed on this property to Attorney Brammell for preparation of the consent to annex ordinance to be prepared. Mr. Farkas reviewed a plat he has with council that shows 20 lots originally being proposed for 2,300 sq. ft. homes. Attorney Brammell stated it would probably take about two months to get all the paperwork approved. The consensus of council was to proceed with the necessary paperwork to annex the Joe Farkas property on Mulberry Pike into the City limits.

Subject: Loans to Assist Tornado Victims - Brad Burchett, Business Development Officer, with Citizens Union Bank of Shelbyville was present to discuss loan assistance they have available for residents of Eminence and Henry County. Mr. Burchett reported that his bank has two million dollars set aside for victims of Eminence and Henry County for six months at zero interest. At the end of the six months the loan would roll to a monthly amortization at one percent over prime which is currently 5%. This would adjust annually and would have no pre-payment penalties. He will be in town and have applications available. These loans are available for personal or business but must be verified as storm related. They would have a 50,000 maximum with a ten year amortization on the payment.

Subject: Insurance Bids – City Clerk Sandra Doane reviewed the bid spreadsheet from the bid opening of June 7th with council. Both representatives reviewed their plans with council and entertained questions. The bids were as follows:

Recommendation by City Clerk to accept the bid of $32,796.68 from Curneal & Hignite Insurance for the property, liability & auto and the bid from the Kentucky League of Cities of $19,271.00 for the workers compensation. Motion made by Member Roberts to accept the bids as recommended by City Clerk. KLC agent, Marty Memes, advised that if we only accept their workers compensation bid the premium will change to $22,547.00. Member Roberts withdrew his motion. Member Ferguson made the motion to accept the bid of $32,796.68 from Curneal & Hignite for the property, liability and auto and the bid from Kentucky League of Cities of $22,547.00 for the workers compensation as deemed the best bid even though it is the highest bid due to the availability of grants thru this program and the higher employer liability insurance limits of $4,000,000 versus $500,000 or 1,000,000. Motion seconded by Member Whitney. On a call of vote, voting “Yea” were Members Whitney, Roberts, Ferguson, and Winburn. Voting “Nay” was Member Stephens. Motion carried.
Member Stephens left at this time.

Subject: Employee Health Insurance Program – Motion made by Member Roberts and seconded by Member Winburn to retroactively approve the Mayor entering into the agreement with the Office of Public Health Insurance of the Department of Personnel (the “OPEHI”) for employee health care coverage with the Commonwealth Group effective July 1, 2004. All members present voted “Yea”.

Discussion held on allowing employees to waive health coverage. Motion made by Member Roberts to allow any fulltime employee wishing to waive the city’s health insurance coverage in order to obtain coverage elsewhere to be allowed to do so and to pay said employee the comparable state health insurance rate for the current plan they now have less the employers portion of the retirement, social security, medicare and any administrative fees. Motion seconded by Member Ferguson. All members present voted “Yea”. Clarification made that any dollar amount given for waiving of health insurance would have to be taken off the salaries if the employee goes back on the City’s plan in the future.

Subject: Employee Salary Increases – Motion made by Member Roberts to give the salary increases to each employee as proposed per the budget ordinance effective with the June 27, 2004 pay period. Motion seconded by Member Ferguson. All members present voted “Yea”.

Subject: Tornado Cleanup – Mayor Bates reported that the pickup of brush and limbs continues. He had the chipper trucks start in the subdivision due to the utility work being done initially on Main and Elm Streets. Reported that the air quality people were here today and questioned our burning. He is trying to get a waiver for the City as burning has assisted in faster cleanup of debris. Individuals can burn on their own lot with no problem from the state. Fire Chief Lucas stated that the large piles of dried debris create a real fire hazard. They have lifted the burn ban on brush only.

Mayor Bates reported that Natural Products will take the mulch for a fee. He has been told that if we keep the piles low (less than 27’) and don’t pack it down it will not catch on fire. We can give the mulch away for personal use. Member Ferguson stated he has a real concern that Main and Elm are not getting cleaned up. Mayor Bates assured council that he has discussed this with the state foreman of Henry County, Terry Justice and that they will get back to cleaning up tomorrow. Other council members expressed concern over people having been told to put the brush at the front of their property and nothing has been done. They are also concerned about the elderly people who may have large trees or stumps that need removing. Mayor Bates stated that he has negotiated a rate of $71.00 per hour for the Asplundh chipper trucks and crew. The local crews wanted $125.00 per hour or more. Hopefully we can recoup some of our money back. Council expressed concerns that they have not been kept informed.

Presbyterian Minister Thelma King interrupted to say she represented the World Council of Churches who would like to help at the end of the week. They would like a plan on where they should address their work. Mayor Bates stated that the main area of help needed at this time is brush and tree cleanup. Fire Chief Lucas stated that a de-briefing over the disaster with published findings will be done to determine what we did right and what we did wrong. Reverend King will be get informed as the cleanup progresses on were they might help.

Member Winburn expressed concern that the chippers were going onto some properties and not others to get debris. Public Works Director William Smith stated that the chippers did not pickup if big stuff was lying on top or if the wood was too big to chip.

The initial FEMA paperwork shows 27-28 houses totally destroyed in the County, 87 others have major damage and 321 others have minor damage. Fifteen have flood damage.

Subject: Eminence Day – No written report was available. Council reported they felt everything went fairly well with hopes of continuing to grow next year.

Subject: Eminence Tomorrow – Main Street Director Mary Jane Yates discussed the streetscape projects with council. She reported that the architects, CMW, attended the board meeting last week to hopefully avoid some of the hassles in the next phase of streetscape that we have experienced in the first two phases. The Board is recommending that Phase III be revised to include the west side of South Main Street from Shoppers Mart north to the alley and to finish Penn Avenue from Chat-N-Nibble to the new transformer (across the alley beside the restaurant) with sidewalk and curb. Others areas will be looked at if we have any surplus money. Motion made by Member Whitney and seconded by Member Ferguson to approve the revised Phase III construction area as discussed. All members present voted “Yea”.

Ms. Yates reported that the design for the park area is progressing to include the monument and time capsule. Bricks will be sold as a fund raiser for probably $50.00 each. It will cost $20.00 to engrave them with $30.00 being profit. We would need to sell approximately 500 bricks to finance the project.

Ms. Yates reported she has received an e-mail approving a 90-day extension for the façade work including the separate award to Katie Crotzer for the old bank building.

Ms. Yates reported she has received a letter recognizing Eminence as a National Main Street Program for 2004. Under the new guidelines for a national main street program, we received recognition for best customer service at doing business; best streetscape project; best market analysis; and best downtown master plan.

Ms. Yates reported on the summer training she has attended. The main focus was on upper story housing and bed and breakfasts.

Mayor Bates discussed using the line of credit toward completing the park rather than waiting on the fund raiser. He has a verbal agreement with Farmers Deposit Bank to pay ½ of the sidewalk work at $4,200.00. The remaining balance for the park is $15,000.00. Motion made by Member Winburn and seconded by Member Ferguson to authorize the Mayor to use the credit line up to $15,000.00 for the park area work pending okay from Central Bank. All members present voted “Yea”.

Subject: Fire Department Report – Fire Chief Gary Lucas reviewed the May activity report with council. Chief Lucas reported that last year they had 100 responses for the year with them already having 70 for this year. Chief Lucas expressed his concern over the trees that are now leaning and the downed limbs which are not being cleaned up after the tornado. The leaning trees will eventually come down and the limbs create a fire hazard. They will be monitoring this closely. They are waiving the burn permit requirement at this time to allow people to cleanup after the tornado. They have approximately 4,000 hours of work toward the tornado cleanup. The command post is gone as of June 12th. They have had problems with the backup radio system. The tower was torn completely down. They are working on getting it back up at an approximate cost of $6,500.00. The other damage to the fire department includes one truck being beat up with some equipment having blown away and the generator on the truck was damaged beyond repair. They lost a refrigerator in the fire house and have had to replace two truck tires due to thorns. Their fuel costs have been approximately $3,000.00.

Chief Lucas reported that want to do a blanket thank you to all the departments and agencies that assisted during the tornado. They would like to do a cookout to thank everyone. The command post provided service countywide. Chief Lucas stated that there are still brooms, mops and bleach available if anyone needs it.

Subject: Police Department Report – Police Chief Mount Hadden reviewed the monthly activity report with council. Chief Hadden reviewed a letter of recommendation from Congressman Ken Lucas to the Department of Justice supporting our grant application for a school resource officer.

Subject: Public Works Report - Public Works Director William Smith reviewed the monthly activity report with council. Mr. Smith reported that we luckily had no tornado related water leaks. We did receive some damage to pump stations, lost one building entirely and had some equipment damage. The electric outage did cause some problems with pump stations and the plant. Mayor Bates thanked Mr. Smith and his staff for all their hard work during the tornado.

Subject: Administrative Office Report – City Clerk Sandra Doane reviewed the monthly activity report with council.

Subject: Community Center Report – Mayor Doug Bates reviewed the monthly community center activity report with council. Mayor Bates reported that Dr. Rhodes has applied for a $700,000 homeland security grant on behalf of the City and County.

Subject: Holloway Annexation – Attorney Brammell reported that the surveyor has started on some of the research work for the Holloway annexation and is still on target for the field work.

Subject: Warrants – The warrants presented for payment were reviewed. Motion made by Member Roberts and seconded by Member Ferguson to approve the warrants for payment as presented. All members present voted “Yea”.

Subject: Budget Ordinance Fiscal Year July 1, 2004 Thru June 30, 2005 – Attorney Brammell held the second reading of the budget ordinance for fiscal year July 1, 2004 thru June 30, 2005. Motion made by Member Roberts and seconded by Member Ferguson to adopt the ordinance as read. All members present voted “Yea”.

With no further business to discuss, motion made by Member Whitney and seconded by Member Roberts to adjourn. All members present voted “Yea”. Meeting adjourned at 10:22 p.m.

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