Eminence Kentucky-Minutes

The City Council of the City of Eminence, Kentucky met in a regular session on March 9, 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, 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: County Update - Judge Executive John Logan Brent was present to give an update on county business. Judge Brent thanked the council for their leadership during the recent storm and electrical outages experienced in the County and stated that disasters like this and the tornado a few years ago really brings out the greatness of a small community such as ours. As with any disaster there are always things which can be improved upon and after a de-briefing meeting he now has an emergency shelter box filled with thermometers and personal needs items among other things, which also includes the disaster declaration paperwork for FEMA. The County is looking at purchasing a portable shower which is required for any type of shelter facility. It was also decided at the de-briefing meeting that the County needs a list of people with specific medical needs such as oxygen, wheelchair confined, etc. so these people can be checked on immediately during a disaster situation. This list is currently being compiled for future reference. Member Stephens asked if it has been discussed for us to be a Red Cross County. Judge Brent stated we are considered a quasi Red Cross County with us piggy-backing off of Oldham County, due to the extremely high costs to be a Red Cross County. Judge Brent stated that most of the County’s portion of Red Cross funds goes toward assisting burnout victims, with eight families having already been assisted this year. We received the cots for the shelter from Oldham County. There is a trailer available through the North Central District Health Department which is ready to go in the event the need arises again. Member Meadows stated we have kept 30 of the cots here.

Judge Brent reviewed the new county park project with council giving a history on the purchase of the 50 acres of property in 2006 next to the New Castle Cemetery. Many meetings were held to plan the development of the park with now Council Member Polly Troxell and former Council Member Leeroy Winburn serving on the committee. It was determined that the first sports priority should be soccer facilities with regulation fields, then youth football fields, and lastly a walking trail. Much emphasis was put on making sure we have something for all ages of people. The senior citizens have built a new center with them raising $40,000.00 in cash for a match and the County providing $25,000.00 in cash. The walking trail has been built with a grant and will be blacktopped soon. The County was able to work a great deal with contractors Brent and Barry Bowen who were working at the High School and in need of fill dirt. In exchange for this they agreed to do the soccer fields and actually added the football fields as a bonus. The County has seeded the fields with them to be ready for use in the fall.

Judge Brent stated another priority is a sewage system as there are already two facilities who want to locate on the property – Cedar Lake Lodge and the Henry County Health Department. Judge Brent stated that he and Mayor Petitt have worked on this and was able to obtain a $475,000.00 grant from the legislature for the sewer system. Hopefully by this summer, Cedar Lake Lodge will be building their $2 million facility which will create 30 new jobs in the County. Sale of two acres of the land has brought $90,000.00 back into the County for park infrastructure which will assist with building of two restrooms at $100,000.00 each. A handicapped playground costing $100,000.00 will be installed with $40,000.00 already committed to this project. Wehr Construction will do the installation for free and is scheduled to start next year. The Health Department building has been designed by an architect and is waiting for partial funding.

The only suggestion which was totally nixed from the park project is a skate park as it was felt to be too much of a liability at this time.

There are future phases also planned for the park. Member Stephens asked how much of the acreage is being used for the park. Judge Brent stated all of it is being used. The original acreage was 52 acres with two acres being sold.

Subject: Congressman Geoff Davis Contact – Christina Poole with Congressman Geoff Davis’s office was present to introduce herself to the council and to discuss some of the services offered by their office. Some of the services offered are assistance with Medicare problems, grant assistance, support letters, internships, etc. Ms. Poole sent around a sign up sheet for notification of e-mails and for receipt of Congressman Davis’s weekly e-newsletter. They also assist students who need help getting into West Point or other academies who need congressional support. Congressman Davis is currently assisting an individual from Henry County in this endeavor right now. He also offers a congressional leadership program which is available to high school seniors or college students. Mayor Petitt offered his thanks for all of Congressman Davis’s assistance.

Subject: Introduction – Mayor Petitt introduced our Magistrate Adam West. Mr. West stated they have done a roadside cleanup in Eminence on Hillspring Road and Jackson Road with 40 bags of garbage being collected.

Subject: Minutes – The minutes of the previous special sessions held on February 9, 2009 and February 20, 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 Stephens stated he has checked with Ms. Evans with the grant department to make sure everything was included with our grant with her indicating that our application was the most complete and well written grant she has received. We should hear from the grant between April 1st and April 15th. The park playground structure has been ordered in the red, white, and blue colors and should arrive around the first of April for installation.

Subject: Water & Sewer Ordinance Amendment – Attorney Brammell held the second reading of an ordinance amendment allowing for the sewer tap-on fee to be waived if the City does not have to physically make the tap. Motion made by Member Meadows and seconded by Member Troxell to adopt the ordinance as read. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Police Department Report – Chief Carey Duncan reviewed the monthly activity report with council which showed total contacts of 197 for February with 20 people being arrested on 35 separate charges.

Subject: Property Ordinance Enforcement Report – Chief Duncan stated there were no property ordinance complaints this month.

Subject: Budget Change Request - City Clerk Doane reviewed the financial information on the totaled 2007 police cruiser and the purchase of a replacement 2009 police cruiser. The money needed above what is already budgeted and being received from the insurance company is $2,439.98. Ms. Doane stated that she and Chief Duncan are recommending council make a line item transfer from Police Department Motor Fuels and Lubricants to Police Department Capital in the amount of $2,450.00 to cover this amount and eliminate the need for any kind of lease/loan. Motion made by Member Stephens and seconded by Member Meadows to allow this transfer of $2,450.00 from Police Department Motor Fuels and Lubricants to Police Department Capital. 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 reporting that one of our maintenance buildings was damaged during the recent ice storm with the insurance company declaring it a total loss. Mr. Smith requested Council permission to relocate the replacement building to 750 Ballardsville Road next to the salt shed and one of the other maintenance buildings and requested permission to bid for construction of a 60 X 30 foot replacement building. Motion made by Member Meadows and seconded by Member Armstrong to authorization the bidding for a 60 X 30 foot replacement building and to authorize the relocation of the building to 750 Ballardsville Road. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: GIS System - Public Works Director Smith reported that he is getting ready to accept proposals for a GIS system to map all the water and sewer lines and will have more information on this at a later time.

Subject: Backhoe Purchase - Public Works Director Smith requested permission to proceed with the purchase of a new backhoe which has been budgeted in the amount of $60,000.00. He has checked with the state pricing and can get one which lists for $73,000.00 for the total cost of $57,460.00 which is even less than last year’s price. Discussion held with Member Meadows asking want we might be able to get for our old backhoe. Mr. Smith stated probably $10,000.00. Motion made by Member Armstrong and seconded by Member Troxell to authorize the purchase of a new backhoe in the amount of $57,460.00 using the state contract bidder. On a call of vote by Clerk Doane, all members present voted “Yea”.

Subject: Limited Land Lease – Public Works Director William Smith reviewed the need to re-new our land farming lease with Tim Fitzgerald. Mr. Smith reported that several years ago we were required to plow in sludge on our property and we were required to crop the property with it being determined at that time that it was in the best interest of the City for Tim Fitzgerald to do this for the City. In return for allowing Mr. Fitzgerald to do this, he mows the property with his own equipment and gas on his own time. Motion made by Member Troxell and seconded by Member Bright to authorize the Mayor to enter into a limited land lease agreement with Tim Fitzgerald as it is felt to be in the best interest of the public and the City of Eminence for Tim to do this as he is a trusted City employee which would alleviate security concerns and he is familiar with the lay of the land and the needs for mowing by being at the plant each day. On a call for vote by Clerk Doane, all members present voted “Yea”.

Subject: Presentation – Mayor Petitt presented City Clerk Sandra Doane with a plaque commemorating her designation as a Master Municipal Clerk by the International Institute of Municipal Clerks. This designation required numerous educational points over a several year span with Sandra being only the ninth active City Clerk in Kentucky and one of 615 clerks worldwide to hold this designation.

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 91% of the 2008 property tax billing. Clerk Doane also reported that we have been paid in full for the totaled 2007 Ford Explorer less the amount due to pay off the Ford Motor Credit lease.

Clerk Doane reviewed the occupational/net profits/business license tax collection which is now at 69% of the budget stating that with only one full quarter of occupational tax left to collect in this budget and with the known layoffs we will probably be short in this area but can assume we will be over in some other areas to make up the difference. She will continue to monitor this closely.

Subject: Fiscal Year Ending 6-30-08 Audit Reports – Clerk Doane reported that the audits were presented to the Mayor and Clerk with the City receiving a good report with all areas in compliance and the City in good shape financially. Clerk Doane stated that if anyone has a question to get back with her. Member Bright stated he appreciates the great reports and information.

Subject: Fire Department Report – Member Meadows reviewed the monthly Fire Department activity report with council which shows a total of 35 manpower hours for the month. Member Meadows reported that we have two firefighters that received their 150 hour level to become a certified firefighter this past month.

Subject: Community Center Report – Member Bright reviewed the monthly Community Center activity report with council. Member Bright stated that it was announced and celebrated at last week’s Community Center Board meeting that the school was successful with their grant to operate the Community Center. The grant is for five years with $75,000.0 for the first year with a 10% decrease the next four years not to go less than $50,000.00 per year. This also includes summer program funds in the amount of $5,000.00.

Subject: Festivals Update - Member Armstrong reported that the committee met last week and is recommending incorporating an Eminence Day with the Henry County Youth day which is tentatively set for August 8, 2009. They also would like to include the citywide yard sale on this same date. The advertising as a large group should also be beneficial to all. Citizens should be solicited to assist with this entire project with the City to possibly provide t-shirts for all the volunteers. Member Bright suggested that each committee member be in charge of finding at least 5-6 people to work with this project and to hold another meeting with everyone. Member Armstrong suggested that the booth rental go back to the kids. Consensus of council to hold Eminence Day on August 8, 2009 subject to the meeting with the football sponsors of the youth day.

Subject: Parks Committee Update – Member Stephens reviewed the pricing for Phase I of the Coach D Park. The plastic containment timbers for the large playground area will cost $2,905.00 from Leisure Concepts. Member Stephens stated he did obtain another quote based on the same specifications which came in at $3,409.00. It was discussed again using the existing pool edge as the containment. Member Meadows stated he still feels this is too much liability as this will be like glass. Member Stephens stated he has met with Public Works Director William Smith and determined that they can probably install the timbers. The gravel estimate is $360.00. Member Stephens stated we are still waiting on a call from Kentucky Utilities on the lighting, but could look at putting some lights on 4X4 posts which are 15-20 feet tall and angling them toward the areas we need more light. The basketball courts and volleyball courts do not need a lot of work with no definite estimate at this time. After meeting with Mr. Smith, it was determined that all the bathrooms are functional but will need valve work at a $400.00 maximum cost. The showers will have to be cut off. We will need to install new locking doors and paint. Member Stephens suggested getting estimates for new frames and doors. The cost for two grills is $462.62 from Leisure Concepts and $558.00 from another company. The pavilion materials list cost is $2,572.00 for a 24 X 30 structure which will hold four tables. The Whitney Young Job Corp is not sure they can do this for us until the fall and can no longer do for free with it estimated to cost $2,000.00 in labor. It was discussed that a local contractor could do this for $2,000.00. It was decided to put the pavilion right beside the playground. The concrete needed for the pavilion can be obtained for $75.00 per yard delivered with Pearce giving the best price. We will need between 8 to 10 yards which should cost between $600-750.00 total. Mayor Petitt was asked to see if the local contractor is still willing to do the concrete installation for free. Member Stephens stated he is asking for permission to proceed with ordering the timbers, grills, pavilion work and getting estimates as needed. Judge Brent stated he can get us help with the painting on a rainy day. Discussion held including the baby pool area. It was suggested by the playground equipment dealer to install timbers around the baby pool and put any extra crumb rubber in this area for future installation of a smaller playground unit for younger children. Member Bright asked if we need to be doing anything prior to our unit arriving for installation. Member Stephens stated nothing is holding the installation up. Motion made by Member Troxell and seconded by Member Meadows to authorize the Mayor to enter into an agreement to purchase the timbers for the playground area and the baby pool area; to purchase the grills; to purchase the gravel; to purchase the supplies and get the work done on the bathrooms and proceed with the other bidding and work on the pavilion and doors for a not to exceed price of $12,500.00 total. On a call of vote by Clerk Doane, all members present voted “Yea”. Mayor Petitt once again asked Member Stephens to thank Jennifer Stephens for her excellent work on our crumb rubber grant. Member Troxell expressed her deep appreciation for all the council’s work on this project.

Subject TE-21 Grant Engineer Services – Mayor Petitt reported that we have obtained three proposals for engineering services even though we are not required to bid this type service for our TE-21 grant with the lowest bid being under $10,000.00. Mayor Petitt stated he is reluctant to give out the exact figures unless the Council is truly going to consider them and not re-bid. Council requested to know the proposals and amounts. Clerk Doane reported that the proposals were as follows:

Discussion followed with question being asked if they all received the same information. It was stated they did receive the same information. Public Works Director William Smith stated he has worked with all three of the groups and feels confident that any one of them would do us a good job. Motion made by Member Bright and seconded by Member Mason to approve the lowest bid of QK4 for the engineering services for our TE-21 grant in the amount of $7,950.00 pending the contract documents from the state and their outline of the work required being within the scope of the proposed amount. 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 Meadows 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 Meadows asked if the City’s debris dumping site was still open. Mayor Petitt stated no, but citizens can take debris to the County maintenance barn at 714 Property Road in New Castle from 8:00 a.m. to 4:00 p.m. seven days a week.

Member Meadows stated he would like to give Attorney Brammell the authorization to negotiate giving the Community Center to the school. Attorney Brammell stated he can proceed to negotiate without a motion as everything would have to come back to council. Consensus of council for Attorney Brammell to proceed with negotiations on donating the Community Center property to the School.

Subject: Mayor’s Update – Mayor Petitt reported that we have to decide on the storm debris removal which requires us to chip it into mulch and take to an approved site. Our share of the total cost would be 13% and we would have to front the entire amount with reimbursement to come back to us from FEMA and the state. Based on FEMA’s estimate there is 3,300 cubic yards. The one quote we have received for chipping this is $9,900.00 with an additional cost of $2.50 per cubic yard to dispose of with this amount to be measured by truckload. Member Meadows asked the Mayor to get a quote from Natural Products in Buckner to see if they will chip it and/or take it for a lesser price. Member Stephens asked why we cannot burn this as before. Mayor Petitt stated the EPA will not allow us to burn at this site any longer.

Subject: Business Update/Park – Doug Bates was present to report that he is working on getting the NAPA business back in town and that he is also showing the other vacant buildings for possible business locations.

Mr. Bates reviewed a proposal he has developed to assist with fundraising to build a swimming pool, exercise room, gym, meeting rooms, teen center and concession stand in conjunction to or in addition to the County Park Project. Mr. Bates reiterated that this is his proposal and not the County’s and that he will also be presenting this to the County. This is a long term project which will require several years of fundraising before it will become a reality. Discussion held with the consensus of the council being that it is a well thought out project and concept that Mr. Bates is working on, but that the City cannot commit to any other recreational project as we are working on our own park at this time.

Subject: Mayor’s Update - Mayor Petitt reminded all departments that he would like to have their department budgets for the new fiscal year by April 1st.

It was reported that we have bid out the surplus pool equipment with one contact already being made. Discussion held that we might want to include the fencing in the surplus equipment bid.

With no further business to be discussed, motion made by Member Stephens and seconded by Member Meadows to adjourn. All members present voted “Yea”. Meeting adjourned at 8:18 p.m.

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