Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on December 8, 2008 at 6:15 p.m. at the Eminence City Hall Council Chambers with Mayor Jim Petitt and the following members present: Danny Meadows, Treva Browning, Shawn Bright, Drane Stephens, Richard Thomas, Jr. and George Armstrong. Absent were none. Several members of the public were also present.

Mayor Petitt reminded the public to turn off their cell phones; to not be talking during the meeting, and if they were not on the agenda they are not allowed to speak.

Mayor Petitt offered his congratulations to the new council coming in for 2009 and offered his thanks to the out-going council members.

Subject: Police Department Report – Police Chief Carey Duncan reviewed the monthly activity report with council which showed total contacts of 197 with 27 arrests on 49 charges. Chief Duncan reported the total gallons of gas used for November was 548.2 gallons. Chief Duncan noted a commendation letter for Major Kemper which is in their folders.

Subject: Property Ordinance Enforcement Report – Major Kevin Kemper reported he is still working on the property beside Todd Toole on South Main which needs mowing. Major Kemper stated he did have to enforce one animal violation on a rooster within the city limits. He was told by the owner that the rooster would be removed within two days.

Member Bright stated he appreciates the report detail from the police department as it assists him in informing the public.

Subject: Public Works Department Report – In the absence of Public Works Director William Smith, the public works department monthly activity report was reviewed by council. Mayor Petitt stated that Public Works Director Smith would discuss in detail next month the issue with the developer of the Quail Run Subdivision which is mentioned in his report.

Subject: Administrative Office Report - City Clerk Sandra Doane reviewed the monthly administrative office report with council. Clerk Doane reported that we have now collected approximately 77% of the 2008 property tax billing which she feels is great with the current state of the economy. Clerk Doane reported she has renewed two certificates of deposit at PBI Bank for six months at a rate of 4.09% with a 4.l6% APY. All the local banks were checked for the best interest rate prior to renewal. Clerk Doane reported she attended two trainings on behalf of the City – one for the TE-21 grant and one for the Police Department Homeland Security grant.

Subject: Fire Department Report – Member Meadows reviewed the monthly Fire Department activity report with council showing seven total runs and special details. Member Meadows thanked outgoing Council Member Treva Browning for her service on the Fire Department Board the past two years.

Subject: Fire Board Appointments – Mayor Petitt stated our agreement with the fire department requires three appointments to the Fire Board from the City with two to be from the council and one at-large member. Mayor Petitt presented the names of Council Member Meadows, Council Member-Elect Lee Ann Armstrong, and Missy Ayers as Fire Department board members starting on January 1, 2009. Motion made by Member Bright and seconded by Member Stephens to approve the appointment of Danny Meadows, Lee Ann Armstrong, and Missy Ayers as Fire Board members effective January 1, 2009. On a call of vote by Clerk Doane, voting “Yea” were Members Bright, Stephens, Armstrong, Browning and Meadows. Voting “Nay” was Member Thomas.

Subject: Community Center Report – Member Bright reviewed the monthly Community Center activity report with council. Member Bright stated the board is meeting to evaluate the use of the center and are looking into getting the rental rates up. As they do this, they would like for the board to have a committee who would decide who can rent the center, who gets charged and the rate. Mayor Petitt stated he feels the board would also like to have some no charge or low charge activities. The idea of taking a percentage on proceeds from certain types of rental has also been discussed. Member Thomas stated that the directors wanted to have live music this summer and they were turned down so why is this now okay. Member Bright stated he has checked and the zoning at the Center is B-3 which will allow for live music so teen dances, bands, etc. could be allowed. Member Meadows stated he would like to see a list of approved activities and non-approved activities prior to giving authority for a board committee to have full control on the rentals. Member Bright stated he would work on this for next month’s meeting.

Subject: Parks Committee Update – Member Stephens stated the committee is moving on the crumb rubber grant for the playground and that any support letters which the council could obtain would be great. The committee is recommending to start the parks project with what is called Phase I which will include the surface work, building of a pavilion and playground equipment. Don Daniels with the Whitney Young Job Corp has offered to build the pavilion free except for the materials. Member Stephens stated this should be placed close to the actual playground area. He is getting bids on playground equipment. Consensus of council for Member Stephens to proceed.

Subject: Community Center Rental Agreement – The community center rental agreement with the school for operations of the center was discussed. Attorney Brammell stated he made one change to the agreement which was presented for review last month which was the addition of a representative from both the City and the school on the board. Motion made by Member Meadows and seconded by Member Browning to authorize the Mayor to enter into the interlocal agreement related to the management of the community life center with the Eminence Independent School District. On a call of vote by Clerk Doane, voting “Yea” were Members Meadows, Browning, Bright, Stephens, and Armstrong. Voting “Nay” was Member Thomas.

Subject: Minutes – The minutes of the previous regular session held on November 10, 2008 were reviewed. Mayor Petitt asked for any additions or changes to the minutes and with none forthcoming, stated they would stand approved as presented.

Subject: Community Center Building Storm Damage Repairs Bid Opening and Contract Award – Mayor Petitt opened the following bids for repairs to the community center building.

M & K Construction, Eminence, KY - $20,602.00 with a discount of $400.00 to be given for the emergency securing of the building if the successful bidder;
Rod Raisor, Eminence, KY - $18,650.00;
Jeff Perry & Sons, Eminence, KY - $26,400.00;
Homes Plus Construction, Eminence, KY - $23,350.00 (bid received prior to advertisement and specifications);
Homes Plus Construction, Eminence, KY - $19,500.00 (late bid received after due date);
B & B Porter Enterprises, LLC – Shelbyville, KY - $22,330.00;
Jackie Randall Roofing – Smithfield, KY - $17,500.00.

Discussion held. Attorney Brammell stated that we cannot accept the late bid regardless of the circumstances, but if we wish to consider the early bid he sees no reason we cannot do so if it meets the specifications. Motion made by Member Thomas and seconded by Member Browning to accept the lowest bid from Jackie Randall Roofing in the amount of $17,500.00. On a call of vote by Clerk Doane, voting “Yea” were Members Thomas, Browning, Meadows, Bright, Stephens and Armstrong.

Subject: Pleasureville Contract Negotiations – Attorney Brammell stated that after reviewing the current contract with Pleasureville for treatment of their sewage, he has determined that no changes are necessary to the contract to change the price to treat Pleasureville’s sewage. The contract is a 40 year contract which allows for review and change of the price on a two year basis with Pleasureville having an appeal process should they disagree. Member Meadows asked how we can make sure this is reviewed every two years instead of waiting so long in between. Mayor Petitt stated he would work on seeing that this does not happen again. Member Thomas suggested we should look at this when we look at Eminence’s rates. Attorney Brammell stated we can look at this more often than two years but definitely need to do this every two years. Mayor Petitt stated that based upon Attorney Brammell’s letter, Pleasureville has been billed this month at the new rate of $1.83 per 1,000 gallons.

Subject: Community Safe – Member Stephens stated he would like to wait until the new council is seated prior to moving any further on this project. He is still checking with the other company, One Call, for their quote.

Subject: Newly Elected Officials Training - Mayor Petitt reminded council of the newly elected officials training on January 12-January 14, 2009.

Subject: Crumb Rubber Grant – Member Stephens reported he is working on the crumb rubber grant which is due by December 31, 2008. The mulch needs to be a specific depth and three different quotes must be submitted with the bid. He is anticipating covering a 40 X 80 foot area. Letters of support are needed for the grant with Member Stephens asking for council assistance with obtaining these from various individuals. This grant will be a 75/25 match with the 25% match allowable as in-kind. The individual writing the grant will be donating their fee as part of the match. The City should not be out any money on this grant.

Subject: Planning and Zoning Commission Appointment - Mayor Petitt stated that the City’s representative, Garland Frazier, has resigned his position on the planning and zoning commission effective December 31, 2008. Mayor Petitt submitted the name of Howard Roberts as the replacement for the next two years. Motion made by Member Meadows and seconded by Member Stephens to approve the appointment of Howard Roberts as the City’s representative on the planning and zoning commission. On a call of vote by Clerk Doane, voting “Yea” were Members Meadows, Stephens, Browning, Bright, Thomas, and Armstrong. Voting “Nay” were none.

Subject: ABC Administrator Appointment – Mayor Petitt stated with Member George Armstrong leaving the council at the end of year, it is necessary to appoint a replacement to the position of ABC administrator for the City. Mayor Petitt recommended Council Member Elect Lee Ann Armstrong as the ABC administrator effective January 1, 2009. Motion made by Member Bright and seconded by Member Browning to approve the appointment of Lee Ann Armstrong as ABC administrator for the City of Eminence effective January 1, 2009 replacing George Armstrong. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: January Meeting Date Change – Mayor Petitt stated that due to the new official training being on our meeting date in January it will be necessary to change our meeting date. Discussion held with January 20, 2008 at 6:15 p.m. being selected as the new date for the January meeting. Attorney Brammell stated this would have to be handled as a special called meeting with no regular meeting to be held in January.

Subject: Warrants - The warrants presented for payment were reviewed. Motion made by Member Meadows and seconded by Member Browning to approve the warrants for payment as presented. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: New Business/Council – Mayor Petitt asked if any council member had anything they wanted to discuss.

Member Bright stated he forgot to mention when he was talking about the community center earlier that the school should know on February 2, 2009 on their grant application. There is 5.1 million dollars available with eight out of ten applications getting funded so the school is very optimistic about this grant.

Member Thomas suggested donating the community center to the school. Discussion held with Attorney Brammell being asked to check into the general rules on making a donation of this size by the City.

Attorney Brammell reminded all incoming council members that they must be sworn in prior to January 1st with written certification due to the County Clerk by the person doing the swearing in.

Subject: Mayor’s Update – Mayor Petitt reported that we are working with KIPDA on obtaining an engineer or architect to assist with the transportation grant requirements. Member Meadows asked if this grant is even worthwhile and perhaps we should start putting money back each year until we have enough to do sidewalk work on our own.

Mayor Petitt thanked the City for the flowers and concern shown to him at his mother’s recent death.

Mayor Petitt presented plaques to outgoing Council Members Treva Browning, George Armstrong and Richard Thomas thanking each of them for their service to the City.

With no further business to be discussed, motion made by Member Bright and seconded by Member Stephens to adjourn. All members present voted “Yea”. Meeting adjourned at 7:26 p.m.

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