Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on August 11, 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.

Subject: Skate Park Proposal – County Magistrate Nick Hawkins was present to discuss a city/county skate park proposal. Magistrate Hawkins stated the County would be willing to financially assist with this project. Also in attendance were New Castle Commission Member Tim Royalty, Reverend Garry Polston, and Mayor Judy Diederich. Mr. Hawkins stated that some young people had approached the New Castle Commission concerning the development of a skate park. Reverend Garry Polston has agreed to assist the kids with this project with the County being approached for a location at the new county park. The County determined this would be too dangerous as there are no sidewalks going out to the park. The New Castle City Commission was then approached again at which time it was discussed partnering with the City of Eminence and the County to locate one in Eminence. Mr. Hawkins stated he would like to discuss this with our parks and recreation committee in detail. Member Bright stated he thought this sounded like a great idea as all parties will finally be working together. Member Browning asked how the kids would get to Eminence if going to the county park is a problem. Mr. Hawkins stated he feels we need to see how the public feels abut this through a local forum. New Castle Commissioner Royalty distributed a handout on skate parks. The interested individuals want to raise money, but will need a facility location. American Ramp Company was used by Carrollton. They have skate ramps for under $25,000.00 with Carrollton spending around 70,000.00 for theirs. Commissioner Hawkins stated there are grants available up to $25,000.00 including a “Tony Hawk” grant. We would need to get the insurance company involved with specifications, etc. Commissioner Royalty also presented pictures from the skate park in Shelbyville. Commissioner Royalty read a letter from New Castle Commissioner Tammy Sharp expressing her support for this project. Consensus of council to proceed with looking into this joint project. Council requested that Mayor Petitt proceed with checking into the skate park at Shelbyville.

Subject: County Business – Magistrate Wayne Gunnell was present to report on County business. Magistrate Gunnell reported that the re-surfacing at the Industrial Park and 2/3 of Clear Creek Road are complete. Mr. Gunnell reported that the Emergency Medical Services ended their year financially slightly in the black which is great. The County is currently taking bids for a new ambulance with the bid opening to be later this month. Magistrate Gunnell sated that the County has applied for a $294,000.00 grant to assist with the infrastructure for a sewer system at the commerce park in Campbellsburg. Magistrate Gunnell reported that the County’s garbage disposal contract is up for renewal on December 31, 2008 and that recycling is still a major concern for the County. Magistrate Gunnell reported that the excavation at the new park is being completed and will have to settle for one year prior to any use. The County is also working on negotiations with National Sale Tire Company which would provide $1,000.00 per month for ten years to help fund the park. Magistrate Gunnell reported that the Fiscal Court meets the third Tuesday of each month if anyone has anything that needs addressing.

Subject: Other Pool Issues – Ann Godbey, Glenda Way and Kelli Louden were all present to discuss concerns they have with the pool and things that are taking place on the premises. Mrs. Godbey expressed her appreciation for all the efforts being made to do something with the pool, but stated that the mosquitoes are a serious problem and what we are using to get rid of them is not helping. If $25,000.00 would renovate the pool, her pledge is still good, but is has been proven that the price is much higher. Mrs. Way stated she agrees with Mrs. Godbey and that three out of seven nights, individuals are having sex on the fence, urinating in public view, etc. Chief Duncan asked if 911 was called for these problems. Ms. Louden stated they have called the office and come by the station, but have not been able to find a police officer. Chief Duncan stated to please call 911 and they will respond to the call. He does not want his officers sitting at the office. Member Bright suggested putting up a sign to vacate the property at night. Mrs. Way stated the problems are not necessarily at night, but during broad daylight. Mayor Petitt stated we could put up signs if it would help. Mrs. Godbey stated she doesn’t have a problem with people having a place to meet and talk if their behavior would improve. Member Stephens suggested a sign to vacate the property by a specific time and to increase patrol in the area during the day. Council all in agreement.

Subject: Chrysler Dealership Property – Betty Tipton, who lives on Eminence Terrace, was present to discuss the condition of the Chrysler Dealership property which borders her property. Mrs. Tipton stated the railroad ties on the back are falling into the residents’ yards and trees and brush are growing all over the place. Member Bright stated he has already asked his employer what they intend to do with this problem and they advised they would start this week cleaning up the property, especially the railroad ties.

Subject: Minutes – The minutes of the previous regular session held on July 14, 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: Bellsouth Utilities Easement – Attorney Brammell reported that he has sent the requested information to AT&T for the easement and verified they had received the information. He stated he also informed them we would send them the easement when the check is processed, which supposedly is in the process.

Subject: Arborview Subdivision – Attorney Brammell reported all the information has been sent to Todd David, attorney for Jim Dobson and that a draft agreement is being worked on for approval on getting the streets repaired properly for dedication to the City.

Subject: Ordinance Updating Compensation Plan – Attorney Brammell held the second reading of an ordinance updating the compensation plan to change our minimum and maximum salaries by grade in order to keep up with the consumer price increase. Motion made by Member Meadows and seconded by Member Browning to approve the ordinance as read. All members present voted “Yea”.

Subject: City Hall Repair Bids – Mayor Petitt reported we have received two bids for the city hall repair work as follows:

Member Bright asked if the work was shown and explained to each bidder. Mayor Petitt stated he did not meet with Mr. Perry and did not even know he had bid the project until he opened the bids received. Member Armstrong stated he feels Mr. Perry’s bid may not be inclusive of all the work specified. Member Thomas asked why we did not call Mr. Perry on his bid. Mayor Petitt stated he feels Mr. Perry should be able to read the bid specifications which clearly stated he should set up an appointment to meet with the Mayor. Member Thomas stated we should contact Mr. Perry on his bid. Attorney Brammell suggested we re-bid the project due to these questions and possible differences between what was bid. Motion made by Member Meadows and seconded by Member Armstrong to reject both bids and proceed with re-bidding the project. All members present voted “Yea”.

Subject: Police Department Report – Chief Carey Duncan reviewed the monthly activity report with council which showed total activity of 277 with 22 arrests on 37 charges.

Subject: Property Ordinance Enforcement Report – Chief Carey Duncan reviewed the monthly ordinance violation report with council which showed seven ordinance violations with four now in compliance, one in non-compliance and two needing follow-up.

Member Bright asked if the VIN on the bikes is still being done by Officer Rankin. Chief Duncan replied they were, but there were not a lot of takers originally. This program has increased with the assistance of the Vanlandingham family.

Subject: Resolution – Attorney Brammell read a resolution authorizing the Mayor to make application for and upon approval to enter into an agreement with the Kentucky Office of Homeland Security to facilitate and administer the project for grant funds to purchase ammunition, rifles and shotguns for the Eminence Police Department at no cost to the City. Motion made by Member Browning and seconded by Member Stephens to approve the resolution as read. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Public Works Department Report – Public Works Director William Smith reviewed the public works department monthly activity report with council. Mr. Smith reported that employee Terry Carson will not be coming back to work on August 15th as originally thought with no date of return available at this time.

Mr. Smith reported that he budgeted for a GIS system and would like permission to proceed with the specifications and bidding process. Motion made by Member Meadows and seconded by Member Armstrong to authorize Public Works Director Smith to proceed with obtaining specifications and bidding for a GIS system. On a call of vote by Clerk Doane, all members present voted “Yea”.

Mr. Smith reported that the blacktopping crew is in this vicinity and he would like permission to proceed with the blacktopping as outlined in the documents before council. Mago Construction Company is approved on the state bid which allows us to use them without bidding the work. Motion made by Member Thomas to proceed with bidding the work. Discussion held with Attorney Brammell explaining that cities are allowed to use bidders who have already qualified under the state bidding contract without having to bid individually. Magistrate Gunnell stated he knows that every month blacktopping will go up from other bidders due to oil prices. Member Stephens stated that other councils have bid this work out with it always coming in higher than the state price. No second was made to Member Thomas’s motion. Motion died for lack of a second. Motion made by Member Bright to accept the state bid pricing from Mago Construction Company and to authorize paving the streets as listed. Motion seconded by Member Stephens. On a call of vote by Clerk Doane, voting “Yea” were Members Bright, Stephens, Armstrong, Browning and Meadows. Voting “Nay” was Member Thomas.

Mayor Petitt reviewed a quote he received from Earl’s Sealing for sealing of the trail in the amount of $3,400.00. The trail is cracking badly. Member Bright stated the trail is used a lot so we do need to keep it maintained. Member Meadows stated he feels it is a waste of money to seal the trail. Member Armstrong suggested we bid to repair the trail only. Council in agreement to bid the trail for repairs only.

Subject: Administrative Office Report - City Clerk Sandra Doane reviewed the monthly administrative office report with council. Clerk Doane reported that we received $3,983.70 from the Eminence Fire & Rescue Department for return of contract fees for the previous fiscal year ending June 30, 2008.

Clerk Doane reported she is working on preliminary figures for revision of the contract with Pleasureville for treatment of the sewage and will be reviewing these with our auditor prior to submission to the Council and Pleasureville Mayor Young.

Subject: Fire Department Report – Member Meadows reviewed the monthly activity report with council. Member Meadows stated that the Fire Department retained $2,000.00 of the City contract fees to have funds to start the new fiscal year. Member Meadows reported that we have received the first check from Cost Recovery Services in the approximate amount of $752.00. These funds will be kept separate by the Fire Board for future equipment replacement.

Member Thomas asked if reports are being kept on all take home vehicles of the City to document gas mileage and use. He stated he would like to see this information in all the department reports. Member Thomas also asked if all the employees with take-home vehicles are reimbursing the City back for the use of the vehicles. Clerk Doane stated that all employees with take-home vehicles are subject to the fringe benefits tax, but only one employee is reimbursing the City back actual money. Member Thomas asked for copies of the fringe benefit program and the documentation on the one employee reimbursing the City for gas/use.

Subject: Community Center Report – Mayor Petitt reviewed the Community Center report with council. Mayor Petitt reported the total July attendance at the Center was 551 with the July rental funds totaling $370.00 and the July fitness room funds totaling $132.00.

Mayor Petitt reviewed a list of Community Life Center Board appointments with Council and requested council approval. Member Stephens asked if they have all agreed to serving with Mayor Petitt stating that have. Member Thomas stated he has a problem with Council Member Bright being on the board. Motion made by Member Stephens and seconded by Member Browning to approve the board appointments as presented by Mayor Petitt and attached hereto. On a call of vote by Clerk Doane, voting “Yea” was Members Stephens, Browning, Meadows, and Armstrong. Voting “Nay” was Member Thomas. Abstaining was Member Bright.

Subject: Festivals Update – Member Bright reported that Music on Main for August had approximately 200 people in attendance. Next month will be the last month for Music on Main this year. The date is September 12th with Silver Wings scheduled to play. Member Bright asked about holding an Eminence Day with September 13th as a tentative date. He has two pages of information from previous dates. Discussion held. It was the consensus that we should plan for next year either for a spring of fall event since it was felt a month was not enough time to do this properly. Member Bright stated he has about fifteen people who are willing to help already.

Subject: Parks Committee Update – Member Stephens reported that the parks & recreation committee held their first meeting and reviewed the engineering report on the pool and the existing conditions. The engineers report that it would cost $330,100.00 to do the needed repairs at the pool not including the bathhouse or electrical work. This report has confirmed that to do the work correctly is going to be too expensive. We did not receive the land and water grant. The committee is recommending that we stop on the pool plan. Member Thomas asked about the cost to the engineers for their services. Clerk Doane stated she would be glad to go look, but Member Thomas just asked that she get this information for him later. Mrs. Way asked if we have plans for anything else. Member Stephens stated that alternative forms of recreation are being looked into including a skate park, pavilion area, updating of the bath houses, a climbing structure, trails around the perimeter, grills, etc. Mrs. Way asked if the pool can be drained. Member Stephens responded that we do drain the pool but it feels right back up with rain and ground water. Mrs. Godbey asked if the pool could be filled in. Member Stephens stated yes, but the full council would need to decide this. Mrs. Godbey suggested something for older kids, such as horseshoes, corn hole, etc. Member Stephens stated we had been waiting on the grant to decide how to proceed and now we can. Mayor Petitt asked if the council wanted to go ahead and address the pool. Member Bright stated we have some fill available but should ask the quarry for fill material and Shelbyville what they used to fill their pool. Consensus of council for the City to pump out the pool to help with the mosquitoes. Member Stephens stated we need to come up with a long term solution rather than continuing to pump this out. Kelli Louden asked why this can’t be resolved if the pool cannot be economically repaired and continues to be an eyesore as well as trouble. Member Browning requested and most members agreed for Mayor Petitt to proceed with checking into options on filling the pool and to check with Shelbyville on what they used to fill theirs in with and the approximate cost.

Subject: Street Cleaning Contract Follow-up – Mayor Petitt reported that we need better information/specifications from the council on re-bidding of the street cleaning as we were unsure of the parameters the council wanted to include in the bid after last month’ meeting. Member Meadows stated he wants us to bid it both ways the same as the previous quote we obtained.

Subject: Downtown Farmers Market – Mayor Petitt stated he has been approached by an individual wishing to have a farmers market in the downtown area. It was discussed that there is a location at the Renaissance Faire, but it may not be getting utilized since the Faire is closed for the season. Member Stephens stated that Cook’s Pharmacy previously let individuals hold a farmers market in their parking lot. Consensus for Cook’s to be asked if they would be willing to do this again.

Subject: Vacant Property Review Board Replacement – Mayor Petitt stated that Kevin Whitt has asked to be replaced on the vacant property review board. Mayor Petitt presented the name of Robert Eades to replace Mr. Whitt and asked for council approval. Member Thomas stated he feels it is a conflict for Mr. Eades to serve on this board as he already serves on the ethics committee. Attorney Brammell stated there is no conflict of interest for someone to serve on two boards. Motion made by Member Bright and seconded by Member Stephens to approve the appointment of Robert Eades to replace Kevin Whitt on the vacant property review board. On a call of vote by Clerk Doane, voting “Yea” were Members Bright, Stephens, Armstrong, Browning and Meadows. Voting “Nay” was Member Thomas.

Subject: Property Tax Rates - Clerk Doane reviewed the proposed property tax rates. Clerk Doane recommended taking the 4% allowed rate on real property which would set the rate at .30 per $100 assessment but recommended keeping the personal rate the same as last year at .495 per $100 assessment and keeping the vehicle and watercraft rate at .266 per $100 assessment. Discussion held with most members not wanting to take the 4% allowed rate as it would increase the taxes on individual property this year. Attorney Brammell stated that taking the compensating rate only maintains the status quo and if taken cannot be made up next year which sets the revenues back. Member Stephens stated he wants to only take the compensating rate and leave the personal, vehicle, and watercraft the same as last year.

Subject: Ad Valorem Tax Ordinance – Attorney Brammell held the first reading of the ad valorem tax ordinance setting the 2008/2009 rates at 28.9 cents per $100 assessment for real property, 49.50 cents per $100 assessment for personal property and 26.6 cents per $100 assessment for motor vehicles and watercrafts.

Subject: Christmas Decorations – Mayor Petitt stated we have budgeted $6,000.00 for new Christmas decorations and would like council approval to proceed with purchasing probably 16 additional lights for the City. Member Stephens stated that in the spirit of the economy we should skip a year. Council was all in agreement not to purchase new lights this year.

Subject: Warrants - The warrants presented for payment were reviewed. Motion made by Member Meadows and seconded by Member Stephens 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. No one had anything to discuss.

Subject: Mayor’s Update – Mayor Petitt reported that the school did not receive their grant for operation of the Community Center. The current contract with the school expires on December 31, 2008 and he and Superintendent Doug Aldridge will be working on this for presentation to both governing bodies.

Mayor Petitt reported that the city-wide yard sale was a success and that we should try to make this an annual event. Mayor Petitt expressed his appreciation to Sharon Fields for heading this project up.

Mayor Petitt reported that a sound study at the Community Center has been done by Tom James, Engineer at no cost to the City. Eminence Speaker donated his services to the City. We will be checking on the actual work cost estimate.

Mayor Petitt reported he has been notified that we did not receive the land and water grant. Only nine were awarded out of 117 applications.

Mayor Petitt stated he would like to set the record straight and stop the rumors and misleading information. Mayor Petitt stated he does not plan to resign as Mayor and has plans to stay through 2014.

Subject: Closed Session – Attorney Brammell stated he had nothing for closed session. Mayor Petitt asked if council member had anything for closed session. No one had anything. Closed session not held.

With no further business to be discussed, motion made by Member Stephens and seconded by Member Armstrong to adjourn. All members present voted “Yea”. Meeting adjourned at 8:15 p.m.

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