Eminence Kentucky-Minutes

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

The minutes of the previous regular session held on June 14, 2004 were reviewed. Motion made by Member Shannon 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 June 17, 2004 were reviewed. Motion made by Member Winburn and seconded by Member Whitney to approve the minutes as presented. All members present voted “Yea”.

Subject: County Business – Magistrate Wayne Gunnell was present. Mr. Gunnell reported that Henry County is no longer contracting with Oldham County for jail services due to the cost and inability to negotiate a better price with them. Henry County has contracted with Bullitt, Franklin and Carroll Counties to house our prisoners. Shelby County will also be used in approximately twelve months when their facility is complete. Chief Hadden asked how they would know which jail to use. Mr. Gunnell stated a meeting is scheduled for tomorrow with the jailer but that most of the time the initial arrests will go to Carroll County as they have the best rate. The total County jail budget is approximately $480,000.00.

Mr. Gunnell reported that he followed up after the recent meeting with the transportation cabinet and that they have no money available to blacktop the main street and it could be as late of the end of next year before it can be scheduled.

Mr. Gunnell expressed his appreciation for Sandy Rhodes and Chief Hadden’s assistance on the Homeland Security grant application.

Mr. Gunnell stated that the fiscal court meets the third Tuesday of each month if anyone would like to attend or if an issue needs to be addressed on our behalf.

Mayor Bates informed council that the Henry County Harvest Showcase will be held on July 31st from 10:00 until 6:00.

Subject: West Owen Street Re-Development Project – Project Manager Kriss Lowry was present to present a status report on the West Owen Street Re-Development Project. Ms. Lowry reported she is still working on the acquisition of some properties.

Ms. Lowry reported she received two quotes on the demolition of 215 West Owen Street as follows:

Her recommendation is to award the bid to Greg Wright Trucking. Motion made by Member Stephens and seconded by Member Winburn to accept the bid for demolition of 215 West Owen Street from Greg Wright Trucking in the amount of $4,800.00. All members present voted “Yea”.

Ms. Lowry reviewed a letter she sent to the contractor, Ted Patrick, concerning his lack of response to completing the required work on the George Owens and Rupert Hayden houses. It appears he has walked off the job. She has also discovered that he has not paid for some cabinets and flooring. Ms. Lowry reported she has a letter ready to mail out to him advising him that he is fired. We will need to bid the work back out. No bids were received on the Dortha Beach new house construction, so this will also need to be re-bid. These will be re-bid with the bid dates of July 19th for George Owens, July 27th for Rupert Hayden and August 9th for Dortha Beach. Kriss asked that any contractors we might know be asked to bid on these projects.

We are still paying temporary relocation for Rupert Hayden at the rate of $95.00 per week. She has asked Mr. Hayden to go ahead and proceed with getting homeowners insurance on his house. He has some moving expense money coming to him which could be used by him to pay for the insurance.

Ms. Lowry reported that the state has finally approved the budget amendment. The financial report was reviewed.

Subject: Meeting Place Request – Mayor Bates reported that he has been asked by the Henry County Concerned Citizens if they could use city hall as a meeting place. Consensus of council that city hall not be used. The library was suggested as an alternative.

Subject: Free Use of City Trailer – Member Roberts asked if an individual could be allowed to use the City’s now vacant trailer for storage of clothing and other items which are given to individuals in the community. She currently uses a paid storage building and is open two days a week to distribute the clothing. Attorney Brammell stated that we would have to have some form of compensation along with a written agreement similar to the one we had previously with Ben Dunn (County Bo’s). Member Stephens stated he felt we needed more information before a decision could be made.

Subject: Police Department Report – Police Chief Mount Hadden reviewed the monthly activity report. The report shows 268 citations being written. The report is the total for the Eminence Police Department and does include Smithfield. He will break this out next month. The federal overtime grant also has some work in Smithfield with road checks. He is keeping a list of calls for service outside the City. Most agencies in the County are short on personnel. Emergency calls are being made to the Eminence Police Department with everyone working together and sharing equipment.

Several properties in town were discussed which need cleaning up. Some require follow-up from previous letters being sent out. It was also discussed that the shoes be removed from the pole beside Browning’s.

Subject: Fire Department Report – Fire Chief Gary Lucas reviewed the monthly activity report with council. Eleven runs were reported outside of the tornado related calls. Between the hours of 6:00 a.m. and 6:00 p.m. all departments are dispatched on a fire due to the lack of personnel available.

Chief Lucas reported he has been having difficulty getting the information together for FEMA. He has given the bids to Robin Mullins on the radio and antenna replacement. He will be doing the installation free to charge.

Chief Lucas reported that the department is preparing to burn 110 West Owen Street for our re-development project, but is concerned that the shingles are still there. This will be looked into.

Subject: FEMA Progress Report – Council reviewed a progress report from Robin Mullins, the City’s agent for the FEMA claims filing. Two project worksheets have been sent in to date. She is still waiting on information from Chief Lucas to complete the protective measures worksheet and information from our insurance agent to finish the buildings damage worksheet.

Subject: North Main Street Development – Nothing to report. It appears this will not be developed.

Subject: Eminence Tomorrow Report – Main Street Director Mary Jane Yates reported on the status of the façade grant program. It is moving along well with a verbal extension being given to us until the end of October for completion. DeVary’s Quality Heating is working in the alley on their tuck pointing. Three businesses on Penn Avenue are getting new awnings and new paint. Unfortunately no repairs are now planned for the former House Calls property since the extensive storm damage. We will have money left over but will use as much as possible. No new people can participate in this grant. Ms. Yates stated she has given Katie Crotzer a two week deadline to contact her on the status and anticipated completion date on the old bank building. This was under a separate $10,000 grant agreement.

Ms. Yates reported that at the streetscape board meeting today the MAC and CMW change orders were reviewed. Once everything is final, a small amount of funds should be left for Phase III construction. We will be able to get an exact cost estimate for Phase III once this is complete.

Mayor Bates stated he has been able to get Bellsouth to lower the price for utility work to $8,041.00. They originally requested in excess of $30,000.00. The total of the other changes total $50,930.70 additional funds. These changes have been reviewed and discussed at length with the contractor and engineer and per Mayor Bates will need to be paid. Motion made by Member Roberts and seconded by Member Ferguson to approve Change Order #2 in the total amount of $50,930.70. All members present voted “Yea”.

Ms. Yates reviewed the re-design of the park area. The City will be selling engraved bricks. Lucas Monument will be engraving the bricks. Participants will have a choice of location either in the veteran, business or individual sections. Ellie Brammell is chairing the committee for ordering of the bricks. Letters will be sent out and an advertisement will be put in the newspaper. Each area can accommodate 180 bricks. Three lines of 10 characters per line can go on each brick.

Mary Jane Yates tendered her resignation as Main Street Director effective August 7th. She will assist in the transition of her job to someone else. The next Board meeting is August 2nd at 5:15 p.m.

Subject: Public Works Report – Public Works Director William Smith reviewed the monthly activity report with council. Mr. Smith reported that a change in the street cleaning needs to be made. The current machine we use mostly just moves the dirt around and the employee who has been doing this no longer can. Reported he has obtained a quote from Ricky Doyle (Clean Sweep Services) for twice a month for a total of $200.00. The other estimate he received was a lot higher. Motion made by Member Stephens and seconded by Member Whitney to authorize Mayor Bates to enter into the contract for street cleaning with Clean Sweep Services as discussed above. All members present voted “Yea”.

Mr. Smith reported he is shopping for a lift for use at the Community Center. It needs to be able to go through a 6 foot door opening. The budget contains $3,500.00 for a lease/purchase of a lift. Member Ferguson suggested checking in Carrollton.

Mr. Smith reported he has obtained three bids under three state contracts for purchase of a new truck. He needs to phase out the 1993 dodge. He is undecided whether to get a ¾ or 1 ton truck. The budgeted amount for a truck is $20,000.00. The average price appears to be $17,000.00. Motion made by Member Roberts and seconded by Member Shannon to authorize the purchase of a truck and equipment up to $18,500.00 in the size decided upon by Mr. Smith. All members present voted “Yea”.

Mr. Smith reported that County Bo’s has vacated the City’s building. The back of the building was stripped by the tornado. It was turned into the insurance company. Mr. Smith requested council consider demolishing the building.

Subject: Administrative Office Report – City Clerk Sandra Doane reviewed the monthly activity report with council. Ms. Doane reviewed the monthly financial information pertaining to the tornado and the streetscape project.

Ms. Doane reported to council on the need for a replacement phone system. The current system does not work properly and many times you cannot even utilize the intercom part of the phone. This system was not updated when we purchased the building and is outdated. The budgeted amount for a new system is $4,000.00. One estimate has been received for this amount. Council in agreement to purchase a new system but requested that another quote be obtained and presented both back to council in the near future.

Subject: Community Center Report – The Community Center activity report was reviewed. The Board did not meet this past month. Council requested that more specific information might be needed on the parent’s night flier.

Subject: Crabb Avenue Lot Purchase – Mayor Bates informed council that he purchased the condemned Mary Charlotte lot on Crabb Avenue for $3,350.00 on behalf of the City. There is an approximate $1,000.00 bill for the master commissioner that will have to be paid and the prior year’s taxes. We will get a deed later.

Subject: Joe Farkas Annexation – Attorney Brammell reported that he has received a plat from Joe Farkas’s surveyor for annexation of 37.052 acres on the right side of Mulberry Road. Joe and Elizabeth Farkas have signed a consent for annexation. William Smith questioned if this was the entire property of Mr. & Mrs. Farkas. Attorney Brammell stated he felt it was as that was what was requested. Attorney Brammell held the first reading of an ordinance annexing 37.052 acres of the Joe & Elizabeth Farkas property into the city limits. Public Works Director William Smith stated that Mr. Farkas is requesting a waiver of connection to the city’s sewer due to the distance involved to connect. Per Attorney Brammell there is not need to waive, as per our ordinance it is not reasonably available to Mr. Farkas at this time per our ordinance. We have made the same allowance for other individuals who have the same distance issue.

Subject: Holloway and Coomes Annexation – Attorney Brammell reported he is waiting on survey work and other information for these annexations.

Subject: Elmcrest Street Dedication and Acceptance – Public Works Director William Smith reported that the developer is making repairs to the streets. The acceptance and dedication, along with the acceptance agreement will be done when the repairs are complete and inspected by the City.

Subject: Warrants – The warrants presented for payment were reviewed. Motion made by Member Roberts and seconded by Member Stephens to approve the warrants for payment as presented. Motion carried unanimously.

With no further business to discuss, motion made by Member Stephens and seconded by Member Stephens to adjourn. Motion carried unanimously. Meeting adjourned at 8:25 p.m.

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