Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on April 13, 2009 at 6:15 p.m. at the Eminence City Hall Council Chambers with Mayor Jim Petitt and the following members present: Danny Meadows, Polly Troxell, Shawn Bright, Lee Ann Armstrong, and Leo Mason. Absent was Member Drane Stephens.

Mayor Petitt reminded everyone to have their cell phones either off or on silent and not to ask to speak unless on the agenda.

Subject: Minutes – The minutes of the previous regular session held on March 9, 2009 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: Crumb Rubber Grant Follow-up – Member Armstrong stated we are still waiting to hear from the grant which should be any day. The playground structure has been installed with the rubber being the main holdup to getting it open to the public.

Subject: Community Center – Mayor Petitt stated he would like to have a consensus of the council that they want Attorney Brammell to proceed with the possible transfer of the Community Center property to the Eminence School System. Council in agreement for Attorney Brammell to proceed with negotiations.

Subject: Police Department Report – Chief Carey Duncan reviewed the monthly activity report with council which showed total contacts of 276 for March with 14 people being arrested on 26 separate charges.

Subject: Property Ordinance Enforcement Report – Chief Duncan stated there were two property ordinance complaints this month, both of which are now in compliance.

Subject: Surplus Police Department Radios – Mayor Petitt reported that the Police Department have new handheld radios and would like to have permission to sell the old ones to another department. They would like to use the proceeds to purchase car chargers. Motion made by Member Bright and seconded by Member Troxell to declare the old police department handheld radios as surplus as they are outdated and to authorize the selling of these to another department contingent upon Attorney Brammell checking the Kentucky Revised Statutes to make sure we can sell to another department without going through the bidding process. 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 monthly activity report with council. Member Meadows asked if anyone has been hired yet to assist with mowing. Mayor Petitt stated he has hired Matthew McAllister for this part-time position.

Subject: Storage Building Bid Opening – Mayor Petitt opened the following bids for the replacement of our maintenance building which was declared a total loss by our insurance company after the recent ice storm:

Discussion held. Motion made by Member Troxell and seconded by Member Mason to accept the lowest bid of $22,450.00 from B & L Custom Pole Barns of Turners Station, KY. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: GIS System Proposals – Public Works Director Smith reported that he has gotten the GIS system information out seeking proposals and anticipates getting several. We may have to scale back on the GPS equipment depending on the price we get for the GIS.

Subject: Surplus Pool Equipment Bid Opening – Mayor Petitt opened the following bid for the surplus pool equipment:

Motion made by Member Meadows and seconded by Member Mason to reject the bid from Terry True and to re-bid with the possibility of getting photos onto the website and/or in the bid packets. On a call of vote by Clerk Doane, all members present voted “Yea”.

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 93.9% of the 2008 property tax billing.

Clerk Doane reported we received $5,192.00 from the Commonwealth of Kentucky as a subsidy per HB406 for participating in the State Health Insurance Program.

Clerk Doane reported we have received reimbursement from Homeland Security in the amount of $987.00 for the Police Department shotguns.

Clerk Doane reported that Assistant City Clerk Mullins continues to deal with FEMA on the ice storm expenses.

Subject: Occupational Tax/Net Profits/Business License Review - Clerk Doane reviewed the occupational/net profits/business license tax collection which is now at 71% of the budget with us ideally to be at 75% collection at the end of the first three quarters.

Subject: Fire Department Report – Member Meadows reviewed the monthly Fire Department activity report with council which shows a total of 96.25 manpower hours for the month.

Subject: Community Center Report – Member Bright reviewed the monthly Community Center activity report with council which shows a total attendance for March of 1,112.

Subject: Festivals Update – Member Armstrong reported that August 8th has been confirmed as Eminence Day (Eminence Arts & Music Festival). Committee chairs have been chosen with a lot of great ideas having been discussed so far. Member Mason stated he wants it known that it is not the City’s fault that the Renaissance Festival has cancelled their event even though we are being accused of this. Mr. Frederick made his own decision to cancel.

Subject: Parks Committee Update – Member Armstrong reported that the playground equipment has been installed with great feedback being heard in the community. We are waiting on the crumb rubber grant so we can move forward. The fence will continue to stay up until we have the rubber installed.

Member Armstrong reported she obtained to price quotes on upgrading the basketball court as follows:

Jeff Cozine, Eminence, KY - $2,000.00 and
Corey Whitaker, Smithfield, KY - $3,150.00.

Member Meadows suggested waiting on upgrading the basketball court until we hear from the crumb rubber grant as we may have to use our money for the rubber if we do not get the grant. Member Mason suggested getting a more detailed quote from Jeff Cozine to make sure they are both quoting on the same specifications. Mayor Petitt stated we can have a special meeting once both quotes are determined to have the same specifications and when we hear from the grant. Member Armstrong stated she hates to wait on this as we need to upgrade the basketball court for the older kids. She already has the stencils for the court and the rims ready to proceed. Consensus of council was to wait until we can determine that both individuals are quoting for the same specifications and until we hear from the crumb rubber grant.

Member Armstrong reported that the parks and recreation committee met on April 2, 2009 to discuss the overall parks project. The Eminence Football team will be doing the landscaping under the Coach D Park sign in honor of Coach Douglas. Member Meadows stated he would like to have the fencing bid out with the other park equipment once we take it down if it cannot be used somewhere else. Member Armstrong reported that she met with Kentucky Utilities and all the lights are working except two. Member Bright stated there is lots of work to be done on the park with bids being obtained on the doors for the bathrooms, gravel being needed on the lot, the pavilion to be built, etc. Mayor Petitt reported we can get a 50% discount on Porter Paint in LaGrange.

Subject: Project Prom – A request for assistance with Eminence Project Prom was reviewed. Discussion held with Attorney Brammell advising Council they cannot give a cash donation, but could assist with paying for invoiced items. Motion made by Member Armstrong and seconded by Member Bright to pay up to $500.00 in expenses for Eminence Project Prom with proper receipts as it is in the best interest of the entire community to keep our young adults in a safe environment after prom. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Ordinance Updating Compensation Plan – Attorney Brammell reviewed with council that we need to update our compensation plan on a yearly basis to keep up with the consumer price increase as our salaries are set between a minimum and a maximum by grade. This update does not automatically give any employee an increase in pay, but merely keeps our ranges within the appropriate levels. Attorney Brammell held the first reading of an ordinance updating the compensation plan.

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

Subject: FEMA Designation of Applicant’s Agent – Attorney Brammell read a resolution designating Robin Mullins as the City’s agent for the FEMA application and related paperwork. Motion made by Member Meadows and seconded by Member Troxell to adopt the resolution as read. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: FEMA Contract – Attorney Brammell stated that all contracts on behalf of the City require the Mayor’s signature rather than our agent as suggested by FEMA. He has reviewed the contract and discussed one concern he had with a representative of the state and is recommending the Mayor be authorized to sign the contract on behalf of the City. Motion made by Member Troxell and seconded by Member Mason to authorize Mayor Petitt to enter into the contract on behalf of the City for participation in the Federal Emergency Management Agency program. 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 Music on Main will be held in June, July and September with August being skipped due to the Eminence Day festivities.

Member Troxell thanked everyone for all their hard work so far on all the projects.

Subject: Mayor’s Update – Mayor Petitt reported he has contacted Shane Tucker with the state concerning our TE-21 grant. Mr. Tucker reported that our project is currently still undergoing approval from FHWA and that he will get a contract to us as soon as possible.

Mayor Petitt reported he just received the last departmental budget he has been waiting for and will be getting with the committee soon to review them.

Mayor Petitt stated that there is still a lot of individual cleanup needed from the storm in a lot of areas. We will need to address this with our property ordinance soon if the citizens do not get their properties cleaned up.

With no further business to be discussed, motion made by Member Bright and seconded by Member Meadows to adjourn. All members present voted “Yea”. Meeting adjourned at 7:18 p.m.

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