Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on Monday, June 8, 2009 at 6:15 p.m. at the Eminence City Hall Council Chambers with Mayor Jim Petitt and the following members present: Danny Meadows (arriving late), Polly Troxell, Shawn Bright, Drane Stephens, Lee Ann Armstrong, and Leo Mason. Absent was none.

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: Accident and Sickness Proposal for Volunteer Fire Department – Charles Cravens with Curneal and Hignite Insurance, Inc. was present and reviewed a proposal for accident and sickness insurance for the volunteer fire department. Mr. Cravens reported that this type of coverage has always been available, but has really come to light and been sought after since 911. Mr. Cravens explained that volunteers only have workers compensation through the state and that volunteers really do suffer financially if hurt while volunteering for the fire department as their normal job normally will not provide any benefits.

Member Bright asked if references have been checked. Clerk Doane stated that none have been checked based upon our current relationship with Curneal and Hignite for the past several years. Mr. Cravens gave the names of several fire departments with whom they do business and stated he would be glad to send a list of references if desired. The 3 year guarantee annual premium will be $1,162.00 or with a cost of living adjustment it would be $1,329.00. Member Armstrong stated she feels we need to offer some type of incentive for the volunteers to stay. Motion made by Member Stephens and seconded by Member Mason to accept the quote of $1,162.00 annually for the volunteer accident and sickness insurance coverage for the Fire Department and to authorize Mayor Petitt to sign any paperwork necessary to start this coverage effective July 1, 2009. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Instant Alert & Communication System – Member Stephens introduced Jerry Von Dielingen with Community Safe. Mr. Von Dielingen reviewed his proposal to provide the City with an alert system which would be phone and web-based. The City would have to setup the accounts and could have numerous lists. The Eminence School uses this system and per Mr. Von Dielingen they are very happy with the system. They provide 24/7 support and allow for voice, text and e-mail messaging. The proposal includes unlimited calling, unlimited lists and is the actual voice of the person sending the message not a synthesized voice. The program allows for 10 pieces of information per customer. They do not charge for on-going support or re-training. The price for unlimited use is $2.00 per household and allows four phone numbers, one text and one e-mail per household. They allow a 25% leeway on the total users. They offer a yearly or two year guarantee contract and will allow us to try it for 30 days free. Clerk Doane asked how much the list would cost from AT & T. Mr. Von Dielingen did not know but stated it is very inexpensive. Member Stephens asked council not to vote at this time so we can review both proposals.

Subject: Minutes – The minutes of the previous regular sessions held on May 11, 2009 and the special session held on May 29, 2009 were reviewed. Mayor Petitt asked for any additions or changes to the minutes. With no additions or changes forthcoming, Mayor Petitt stated they would stand approved as presented.

Subject: Annexation – Attorney Brammell stated that Kathryn Way has signed the consent to annexation form for annexation of her property consisting of approximately six acres located at 811 Elm Street, 819 Elm Street and adjoining lot. Attorney Brammell held the first reading of an annexation ordinance to annex this property into the city limits. Member Stephens asked if there had been any changes to the annexation area since the last meeting. Attorney Brammell stated there had not been any changes.

Subject: Community Center Transfer Status Report – Attorney Brammell reported he has developed a draft agreement and deed for the proposed transfer of the community center property to the school. Based upon conversations he has had with Superintendent Don Aldridge it is felt that the State Department of Education might have problems with agreeing to our stipulations. A draft has been sent to the state for their approval with nothing being heard back yet. Mr. Aldridge has indicated he will contact the state on this. Member Bright asked if we could do a separate agreement with the school on things we want to see continued at the Center. Attorney Brammell stated we could, but it would not be as enforceable as it would be within the deed. Member Stephens stated the major point is for the city to protect the citizens and make sure the stipulations on the use of the center are met.

Subject: Police Department Report – Police Chief Carey Duncan reviewed the monthly activity report with council which showed total contacts of 255 for May. Chief Duncan reported that 30 individuals were arrested on 64 charges.

Subject: Property Ordinance Enforcement Report – Chief Carrey Duncan stated there were twelve property ordinance violations this month, with eleven now in compliance and one still pending.

Subject: Public Works Department Report – Public Works Director William Smith reviewed the monthly activity report with council. Mr. Smith stated he needs council to authorize the Mayor to enter into the contract for the bid approved last month with QK4 for the GIS/GPS mapping services. Member Stephens asked if Attorney Brammell has reviewed the contract with Mr. Brammell stating he has reviewed it and has no problems. Motion made by Member Troxell and seconded by Member Mason to authorize the Mayor to enter into an agreement for services with QK4 and to complete any other paperwork necessary to proceed with getting the GIS/GPS mapping service project underway. The total accepted bid from QK4 was $17,192.84 with the software to be purchased from another company. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Surplus Pool Equipment – Mr. Smith reported that we have re-bid the surplus pool equipment for sale with two bids having been received. Mayor Petitt presented the two bids as follows:

Discussion held with it being decided to proceed with selling this equipment. Motion made by Member Armstrong and seconded by Member Meadows to accept both bids as presented for a total amount of $201.00. On a call of vote by Clerk Doane, all members present voted “Yea”.

Mr. Smith reported he has used some of the fencing in the concrete work at the park to save some money on purchasing wire and will keep the remainder of the fencing for the same purpose, but has taken the fence posts to the recycling company in Pleasureville were he received approximately $135.00.

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 95.42% of the 2008 property tax billing with liens having been filed on all unpaid tax bills. Clerk Doane reported that we have received $10,330.25 from the Housing Authority for payment in lieu of taxes. Clerk Doane reported a lot of time during May was devoted to budget preparation for the new fiscal year.

Subject: Occupational Tax/Net Profits/Business License Review - Clerk Doane reviewed the occupational/net profits/business license tax collection which is now at 89% of the budget.

Subject: Fire Department Report – Member Meadows reviewed the monthly Fire Department activity report with council which showed a total of 35 manpower hours for the month and five runs and special details.

Subject: Community Center Report – Member Bright reviewed the monthly Community Center activity report with council which shows a total attendance for May of 916. Member Bright reviewed the income for the month and year.

Subject: Festivals Update – Member Armstrong reported that no meeting has been held since her last report but that one is scheduled for Wednesday, June 10, 2009 at 7:15 at the Community Center.

Member Bright reported that this year’s first Music on Main will be Friday night, June 12th with the Sugarfoot band scheduled to play. Most of the festivities associated with Music on Main will be basically the same as last year. The Church will be holding a fish fry dinner with Hot Diggity Dawg also selling hot dogs and grilling burgers. The DJ will start at 5:00; the band will play from 7:00-11:00; and there will be playground equipment set up.

Subject: Parks Committee Update – Mayor Petitt thanked the Parks Committee for all their hard work on the renovations at the park. Member Stephens reported that Phase I of the parks renovation is essentially finished with the rubber mulch installed, swings updated, basketball court re-surfaced; new rims installed, pavilion built, grills installed and new doors installed on the bathhouse. We still need to get the new doors sealed and painted as well as the pavilion. He has two quotes on this and will be getting two more. Member Stephens stated the building itself needs some work as there is some rotten wood which needs to be replaced. We can either do this now or proceed with painting and do the repairs next year. Member Stephens suggested we paint the doors now and the pavilion ends with gray being suggested as a color for the doors. Member Mason stated he feels we need a professional to do the building/painting work. Member Stephens reported we approved $16,000.00 to complete the renovations with $14,259.10 having been spent to date which would leave a balance of $1,740.90 and if the painting comes in no more than $1,000.00 we would have enough to purchase the sign in this year’s budget. The best quote he has received for the sign is $477.00 which looks really great on the design paperwork. Motion made by Member Stephens and seconded by Member Troxell to amend the $16,000.00 approved to complete the renovations to include purchasing the park sign and to proceed with the painting as discussed. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Authorization to Dismiss Legal Action – Attorney Brammell explained that we have been included in a legal action due to our claim for back taxes in the amount of $111.65. This is a very involved lawsuit with over 40 defendants and it would not be cost effective for us to battle over such a small amount and possibly end up having to do depositions, etc. We are only a nominal defendant in this suit and he would like permission to ask for an Order dismissing us from this legal action. Motion made by Member Meadows and seconded by Member Stephens to authorize Attorney Brammell to proceed in asking for an Order dismissing us from this legal action named NAJA, LLC v Jacks Company, LLC et al. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Property Enforcement Ordinance Summary – Attorney Brammell explained that Chief Duncan has revised the property enforcement ordinance with a summary to be read. He suggested that each council person read the entire ordinance thoroughly, especially on the discretionary areas, before the second reading to make sure they are okay with this as written. Attorney Brammell held the first reading of the summary of the revised property enforcement ordinance.

Member Bright suggested that the ordinance revision committee meet prior to the next council meeting with Chief Duncan and Attorney Brammell to review this ordinance in its entirety.

Subject: Special Meeting – Mayor Petitt explained that we will need a special meeting this month to hold a public hearing on the Municipal Aid Program (MAP) funds and the Local Government Economic Assistance (LGEA) funds. Other items to be included in the special meeting include the second reading of the budget ordinance; salary changes for the new fiscal year; line item changes for the current fiscal year budget; possible second reading of the revised property enforcement ordinance; and second reading of the Way annexation ordinance. Mayor Petitt stated the meeting must be at least seven but not more than twenty-one days from the publication in this week’s paper. Discussion held with Wednesday, June 17, 2009 at 6:30 being okay with most of the council.

Subject: Community Center Board Appointment – Mayor Petitt reported that Debbie Hartford has asked to be replaced on the community center board. Mayor Petitt recommended Margie Zaring as her replacement. Motion made by Member Armstrong and seconded by Member Troxell to approve the appointment of Margie Zaring as a member of the community center board to replace Debbie. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Warrants - The warrants presented for payment were reviewed. Motion made by Member Bright and seconded by Member Mason 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 Stephens gave an overview of the other quote for an alert system from One Call Now. Member Stephens reported that Mr. Nalia had an emergency last month and could not attend our meeting but did meet later with the City Clerk and himself. The One Call Now appears to deliver the messages quicker, allow more numbers per household, and they will input the original numbers for you. They are the provider of the service for the Henry County School System and Henry County Government. No piggy-backing is allowed due to privacy and restrictions on the number of calls which the County government has purchased. This is also done through the State Police Post which would create some issues as well. After our meeting with Mr. Nalia and our request for a quote for unlimited calling, we have received a quote from him with a four year premium guarantee at $1.50 per household or business. We can discontinue the contract at the end of any year if we desire too without penalty. Discussion held including whether we could try the One Call Now for a trial basis if we choose them. Motion made by Member Bright to accept the new proposal for unlimited calling with One Call Now for the four year guarantee pricing of $1.50 per call, which for 1,200 locations would total $1,800.00 and to authorize the Mayor to enter into the agreement with One Call Now. Motion seconded by Member Stephens. On a call for vote by Clerk Doane, voting “Yea” were Members Bright, Stephens, Armstrong and Troxell. Voting “Nay” were Members Mason and Meadows. Motion carried. Consensus to ask for a 30 day trial period.

Member Bright stated he would like to congratulate the Fire Department on raising $30,900.00 for the Crusade for Children.

Member Troxell stated she would like for us to come up with a plan for citizens, and particularly the elderly, to have a designated place to go during storms and tornado warnings. Discussion held of possible locations with the consensus being to check with several possible locations and report back to council.

Subject: Mayor’s Update – Mayor Petitt reported we are still waiting on paperwork for the sidewalk grant. We have not had any correspondence with them for several weeks.

With no further business to be discussed, motion made by Member Bright and seconded by Member Mason to adjourn. All members present voted “Yea”. Meeting adjourned at 8:12 p.m.

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