February 5, 2003
Special Meeting
 

The City of Cynthiana Board of Commissioners met in a special session on February 5, 2003 at 2:00 P.M.   Present were Mayor Wells, Attorney Lair, Commissioners Clayton, Doan, and Martin.  Commissioner Conner arrived around 2:15 P.M.
Mayor Wells called the special session to order and stated the following items will be discussed at this special session: 1.     A. Keller Dam with Mary Gregory of FEMA 2.     Lights at Industrial Park 3.     T-21 Grant update 4.     Water distribution 5.     Trilogy	AGENDA FOR SPECIAL MEETING
Mayor Wells recognized Mary Gregory from the Public Assistance Unit of the Division of Emergency Management.  Also present was Mr. Vaughn of PEH Engineering firm.  Ms. Gregory gave each Board member a copy of the project worksheet.	MARY GREGORY A.   KELLER DAM PROJECT
The worksheet advised that the repair of the cap on the A. Keller Dam has been designated Disaster #1388, and FEMA has allotted $50,700.00 to replace the cap on the dam that was washed away in July 2001.  Upon inspection by FEMA, the dam needs other extensive repairs.  The scope of work includes the removal 100’x20’x 10’ of trees and miscellaneous debris from behind the dam. The City will need to lower the pool level behind dam so that the missing thick section of natural stone can be replaced.  The City will have to grout and reset natural stone courses immediately below the lost section of concrete cap, and form and replace the 150’x4’x1.5’ section of concrete cap of dam.  Since this structure is over 85 years old, it is classified as a historic structure, therefore, the City is to coordinate with environmental, historic and other agencies prior to commencing work.  All of this work must be accomplished before the cap can be replaced.
Ms. Gregory stated she did not think FEMA would fund if all of the repairs are not made. The time allotted for this project will expire February 15, 2003, but if the City will write a letter stating the reasons for not being able to commence the project, Ms. Gregory can allow an extension of time.
Mayor Wells advised that Dave Kennedy had solicited a quotation from PEH Engineers to do an assessment of the dam to determine the repairs that are needed on the dam before the cap can be replaced.  The level of water behind the impoundment has been high and the weather has not been conducive to a close inspection of the dam.  Ms. Gregory felt that FEMA would take all of this into consideration.
Ms. Gregory stated that this is a very beautiful old structure that would fall under the guidelines set forth by the Kentucky Heritage Council and the Division of Water.  The question on the table is if the City of Cynthiana can afford the repairs once they are determined.  Ms. Gregory suggested the City pursue all avenues of funding – Historical Society, grants, and maybe it could become a community project.
Ms. Gregory noted that FEMA normally does not give any money to repair dams, but since this dam is owned by a governmental entity instead of the Corp of Engineers, this project was funded.
Ms. Gregory suggested the City of Cynthiana write a letter requesting an extension.  During this time, an engineering firm could be hired to evaluate the structure.  If another extension would be needed, the second request would have to go through FEMA.  If engineers would give a projected finish date, they will possibly grant extensions.
Ms. Gregory said that the A. Keller Dam is a beautiful structure, but ultimately the decision to repair is up to the applicant.  Mayor Wells thanked Ms. Gregory for attending and providing the information.
Mayor Wells stated the next item on the agenda to be discussed will be the Water Distribution.  Mark Woodford, Joe Lewis, and Bob Sturdevant of Quest Engineers, Inc. attended the meeting for this discussion.	WATER DISTRIBUTION DISCUSSION & OPTIONS
Mr. Woodford advised that Quest had been contacted regarding the lack of pressure in the Eastside School area and the Millersburg Pike area.  In an effort to provide adequate pressure in this area, Quest Engineers suggests the following solutions:  1.     A water line could be run directly from the U.S. 27 Tower to U.S. 62   East in front of Eastside School and loop into the existing water line near the Republican Pike.  2.     A water line could be run directly from the 1 mg tower behind the Middle School and follow the easement that was secured for the raw water line.  This would allow HCWA to tap onto this line and should improve the pressure on Millersburg Pike. 3.     The line from the 1 mg tower could then be extended along the easement for the raw water line to the Eastside School.  This would help to turn the water over in the tower more frequently plus would provide a large line that HCWA could tap into.  This would allow the 8” line to serve the school and businesses in the Oddville Avenue vicinity. Mr. Woodford advised this scope of work could be accomplished in three phases.  The line from the U.S. 27 Tower would cost approximately $60,000 for a 10” line.  Phase B & C would cost about $240,000.  Commissioner Clayton asked if a 12” would be better. Mr. Woodford advised that once the trench was dug you could put in whatever size line you wanted. Quest Engineers, Inc. stated Phase C is the better solution, but Attorney Lair noted this solution is not feasible for the developers. The developers would like to have a guarantee from the City, but Commissioner Clayton stated the City could not in any way give a guarantee, but engineers could compose a letter stating what water pressure should be available if line is run from U.S. 27 tower to U. S. 62 E. Danny Northcutt of HCWA acknowledged that HCWA would be interested in running a line from the U.S.  27 North tower to U.S. 62E. Attorney Lair suggested the City meet with the developers and HCWA representative Danny Northcutt to see if they could negotiate a plan to run a line from the US 27 tower to U.S. 62 East. Mayor Wells requested Danny Northcutt, Nancy Brunker Garrison, Joe Rorer, and Commissioner Doan meet with her on Friday morning, February 7, 2003 at 9:00 A.M. to negotiate the construction of a water line.  Mayor Wells advised that something should be available for the Board of Commissioners to consider at the regular meeting scheduled for February 11, 2003.   The next item on the agenda was the lighting at the Business Park II. Joe Lewis of Quest Engineers advised that it would cost about $20,000.00 to run the conduit underground at the Park.  He advised grant funds are available.  It will cost the City about $10.00 per month for each light at the park.  Joe Lewis suggested the City install the conduit and the lights, but not turn them on until it is necessary. Commissioner Clayton and Commissioner Martin agreed the conduit needs to be run at one time and gates need to be installed.  Mayor Wells recognized Dave Kennedy, Administrative Assistant.  Mr. Kennedy advised he and Nell Anne Gossett have been working with the Renaissance Streetscape Committee to enable businesses in a two-block area move their utility lines to the rear of their buildings. A Tea-21 grant would assist with this project.  The City will apply for $415,105.00, but we do not anticipate receiving the full amount.  The City will need to provide a resolution stating the City will provide 20% match of any money we are awarded.  In-kind work would be allowable.  This work could not even begin until the fall of the year. The Silver Status carries a direct appropriation of $62,000.00.  This could be used toward our match.  Commissioner Doan made a motion to accept Resolution 2003-#1 to submit an application for TEA-21 funds for City Streetscape Improvements and authorize Mayor Wells to sign project related materials.  Commissioner Clayton seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes; Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried. Mayor Wells noted that Dave Kennedy is serving as the Interim Director of the Renaissance Kentucky program since Nell Anne Gossett has resigned.  Mr. Kennedy will need to be officially approved on February 11, 2003. There being no further business to discuss, Commissioner Doan made a motion to adjourn.  Commissioner Conner seconded.  In favor: Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Meeting adjourned at 4:42 P.M.	LIGHTING @ BUSINESS PARK II TEA-21 GRANT APPLICATION RESOLUTION 2003-#1 ADJOURNMENT