Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a special session on Thursday, January 29, 2009 at 6:00 p.m. at the Eminence City Hall Council Chambers with Mayor Jim Petitt and the following members present: Danny Meadows, Polly Troxell, Shawn Bright, Drane Stephens, Lee Ann Armstrong, and Leo Mason. Absent were none. Other individuals present were Attorney William Brammell, City Clerk Sandra Doane, Police Chief Carey Duncan, and Police Major Kevin Kemper.

The purpose of the meeting being called was to discuss and vote on a resolution for a Homeland Security Grant; discuss and approve the spending of the 25% required match/in-kind funds needed on the Crumb Rubber Grant; discuss and possibly name the City Park; discuss and possibly approve the purchase of playground equipment for the park.

Subject: Resolution – Council reviewed 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 mobile data computers and related equipment for the Eminence Police Department and other county agencies at no cost to the City. Motion made by Member Meadows and seconded by Member Mason to approve the resolution as presented. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Crumb Rubber Grant –Member Stephens reviewed the proposed budget for our 2009 Kentucky Water Tire Crumb Rubber Grant Application which requires a 25% match by the City in either cash or in-kind work/services. The total amount needed for this project is $19,544.00 with the 25% match amount being $4,886.00. The grant writing fee of $680.00 has already been donated leaving us a balance of $4,206.00. Member Stephens asked if we could apply the material ourselves. Attorney Brammell stated if the bid does not include this cost, we could do the application ourselves and since this project is under $20,000.00 we do not have to bid unless the grant requires it for other reasons. He stated he would need to read the grant contract documents. Member Meadows questioned how this would be applied. Member Stephens stated when they did the project at the school the crumb rubber came in huge bags which were loaded on a backhoe or bobcat and scattered. It can then be spread with a rake. The budget for the parks was reviewed. Motion made by Member Troxell and seconded by Member Armstrong to approve the City’s 25% match of either cash or in-kind work for our portion of the crumb rubber grant, not to exceed $5,000.00. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Naming of the Park – Member Stephens discussed that it has been suggested to name our park – Coach D Park. Due to Coach Douglas’s involvement with the young people of this community for so long prior to his untimely death it is felt that this might help prevent vandalism as well as honor him in an appropriate manner. Member Armstrong stated she feels this is a great idea and even though lots is being done in his honor she feels this would help deter vandalism. Mayor Petitt suggested seeing what the public might suggest. Member Meadows stated that Coach Douglas has touched a lot of kids in K-12 and if we want to honor him we should just do it or treat as a surprise for his family. He thinks we should just do it. Member Troxell stated she doesn’t want to hurt the family if we suggest it and then go with something else. Member Mason stated he feels we should let his family know up front. Member Stephens stated we could provide an area with tiles for a memorial as a fundraiser. Motion made by Member Armstrong and seconded by Member Stephens to name our park – Coach D Park in honor of Coach Dewayne Douglas. Member Mason questioned what we would do if we receive a lot of slack on this from the public. Council agreed we would not do anything but proceed with our decision. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Playground Equipment Purchase – Member Stephens discussed that this is a great time to purchase playground equipment as at least one of the companies (Play and Park Structures) has it on sale for 35% off the list price if the order is placed by February 27, 2009. We would have to pay for this within 30 days after it is installed. Discussion held concerning if the location was ready with the proper ground prep and if the prices include installation. Member Stephens stated he would check to see if the price for installation is included. The parks budget was reviewed again. Council reviewed some of the structures which are on sale and decided to choose between the Wilderness Track, Triple Thrill, and Ultimate Adventure.

Member Bright stated he would like to have everything planned out for Phase I versus purchasing individual items. Member Meadows stated he agreed but at least we would have something to start with to show people that we are serious about this project. Member Stephens stated we could have the Parks Committee meet before our February 9 meeting to develop total cost estimates for what we want in Phase I. It was asked if we would have to bid this playground equipment with Attorney Brammell stating we would if over $20,000.00 unless it is on the state contract. Other discussion held. Motion made by Member Meadows to authorize bidding for playground equipment based upon the specifications for the Wilderness Track unit with bid due date of February 11, 2009 at 4:00 p.m. Motion seconded by Member Armstrong. On a call of vote by Clerk Doane, all members present voted “Yea”. Member Stephens stated he would take care of the bidding specifications and delivery to the newspaper.

With no further business to be discussed, motion made by Member Meadows and seconded by Member Mason to adjourn. All members present voted “Yea”. Meeting adjourned at 6:45 p.m.

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