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Home My WebLink AboutCCMPacket2020-10-13CITY COMMISSION MEETING AGENDA FOR OCTOBER 13, 2020 5:30 PM VIDEO AND/OR AUDIO TELECONFERENCE MEETING Any member of the public who wishes to make comments to the Board of Commissioners is asked to fill out a Public Comment Sheet and return to the City Clerk’s Office no later than 3:30 p.m. on the day of the Commission Meeting. The Mayor will call on you to speak during the Public Comments section of the Agenda. ROLL CALL INVOCATION PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS PRESENTATION(S) 2021 Employee Benefits Renewal - D.J. Story, Peel & Holland BUILD Grant Excursion Boat Landing Concept - Rick Murphy Greater Paducah Economic Development Update - Bruce Wilcox, GPED Items on the Consent Agenda are considered to be routine by the Board of Commissioners and will be enacted by one motion and one vote. There will be no separate discussion of these items unless a Board member so requests, in which event the item will be removed from the Consent Agenda and considered separately. The City Clerk will read the items recommended for approval. I. CONSENT AGENDA A.Approve Minutes for September 22, 2020 B.Receive & File Documents C.Personnel Actions D.Position & Pay Schedule - M SMOLEN E.Pay Grade Schedule - M SMOLEN F.Authorize Annual Payment Paxton Park Golf Course in the amount of $75,000 - M THOMPSON G.Approve FY2021 Contract For Services with Paducah Transit Authority in the amount of $215,000 - J ARNDT H.Approve FY2021 Contract for Services with the Luther F. Carson Four Rivers Center, Inc. in the amount of $54,000 - J ARNDT I.Acceptance of CARES Act funding for COVID-19 Relief through the Department of Local Government in the amount of $1,786,875 - T WILSON J.Application for Center Point Recovery Center - 2020 CDBG Coronavirus Grant - T WILSON K.Application & Acceptance for a First Responders Grant through the Marathon Petroleum Foundation in the amount of $4,800 - S KYLE L.Application and Acceptance of the Kentucky League of Cities Insurance Services (KLCIS) Liability Grant in the amount of $3,000 - R MURPHY M.Health, Vision and Dental Benefit Plan Premiums for 2021- S SUAZO N.Approve Strategic Health Risk Advisor & Strategic Benefit Placement Services with Peel & Holland – S SUAZO O.Administrative Services and Stop Loss Insurance with Anthem Blue Cross Blue Shield - Peel & Holland P.Use of spending credits for eligible employees pursuant to the City’s group health insurance plan for the 2021 plan year - Peel & Holland Q.Approve the Proposal for a Change in the Group Life Insurance with to Mutual of Omaha effective January 1, 2021 - Peel & Holland R.Approve 911 Communications Service Agreement with Melber New Hope Fire District - B LAIRD II. ORDINANCE(S) - ADOPTION A. Collection of property taxes imposed by the Paducah Independent School District - J PERKINS III. ORDINANCE(S) - INTRODUCTION A.Approval of a Renewal Lease Agreement with Forest Hills Village, Inc. - J ARNDT IV. COMMENTS A.Comments from the City Manager B.Comments from the Board of Commissioners C.Comments from the Audience V. EXECUTIVE SESSION September 22, 2020 At a Regular Meeting of the Board of Commissioners, held on Tuesday, September 22, 2020, at 5:30 p.m., Mayor Brandi Harless presided, and upon call of the roll by the City Clerk, the following answered to their names: Commissioners Abraham, McElroy, Watkins, Wilson and Mayor Harless (5). In order to keep the Commission and public safe in the midst of the COVID-19 outbreak and in accordance with Kentucky Executive Order 2020-243 and SB 150, all members of the Board of Commissioners participated using video and/or audio teleconferencing. The public was invited to view the meeting on the government access channel Government 11 (Comcast channel 11). The meeting was also streamed on the City’s You Tube channel for the public’s convenience. Further, members of the public were invited to participate in the meeting to make public comments by joining the virtual teleconference. INVOCATION: Commissioner McElroy led the Invocation. PLEDGE OF ALLEGIANCE Commissioner Abraham led the pledge. CONSENT AGENDA Mayor Harless asked if the Board wanted any items on the Consent Agenda removed for separate consideration. There were no items removed. Mayor Harless asked the City Clerk to read the items on the Consent Agenda. I(A) Approve Minutes for the September 8, 2020 Paducah Board of Commissioners Meeting I(B) Receive & File Documents Minutes File: 1. Notice of Regular Meeting of the Board of Commissioners of the City of Paducah – September 8, 2020 ((Virtual Meeting) Deeds File: 1. Deed of Conveyance – City of Paducah to Midtown Alliance of Neighbors (Lot 1 – Remington Subdivision) ORD 2020-06-8639 2. Deed of Conveyance – City of Paducah to Midtown Alliance of Neighbors (Lot 2 – Remington Subdivision) ORD 2020-06-8639 3. Deed of Conveyance – City of Paducah to Midtown Alliance of Neighbors (Lot 3 – Remington Subdivision) ORD 2020-06-8639 4. Deed of Conveyance – City of Paducah to Midtown Alliance of Neighbors (Lot 11A – Remington Subdivision) ORD 2020-06-8639 Contract File: 1. Interlocal Agreement for Acceptance and Administration of Edward Byrne Justice Assistance Grant (JAG) Award – MO #2380 Financials File: 1. City of Paducah – June Investment Summary Bids: 1. Bid of Youngblood Excavating & Contracting – Peck Education Trail MO #2378 I(C) Personnel Actions September 22, 2020 I(D) A MUNICIPAL ORDER AUTHORIZING THE PURCHASE OF DUMPSTERS, LIDS AND REPLACEMENT PARTS IN AN AMOUNT NOT TO EXCEED $130,000 FOR FY2021 FOR UTILIZATION BY COMMERCIAL BUSINESSES WITHIN THE CITY OF PADUCAH (MO #2381; BK 11) I(E) A MUNICIPAL ORDER ACCEPTING THE BID OF LINWOOD MOTORS FOR SALE TO THE CITY OF PADUCAH NINE (9) POLICE PURSUIT RATED SUV’S IN AN AMOUNT OF $334,929 WITH OPTION TO PURCHASE TWO (2) ADDITIONAL SUV’S AT THE UNIT BID PRICE BEFORE JUNE 30, 2021, FOR USE BY THE PADUCAH POLICE DEPARTMENT AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME (MO #2382; BK 11) I(F) A MUNICIPAL ORDER ACCEPTING THE BID FOR SALE TO THE CITY OF TWO (2) PICKUP TRUCKS IN THE AMOUNT OF $53,600, FOR USE BY THE STREET DEPARTMENT, AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME (MO #2383; BK 11) I(G) A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO ACCEPT A GRANT AWARD AND TO EXECUTE ALL DOCUMENTS NECESSARY TO OBTAIN A 2018 REIMBURSEMENT GRANT THROUGH THE KENTUCKY OFFICE OF HOMELAND SECURITY, LAW ENFORCEMENT PROTECTION PROGRAM, IN THE AMOUNT OF $11,305 TO BE USED TO PURCHASE SEVENTEEN (17) BODY ARMOR VESTS FOR THE PADUCAH POLICE DEPARTMENT (MO #2384; BK 11) Mayor Harless offered motion, seconded by Commissioner Abraham, that the consent agenda be adopted as presented. Adopted on call of the roll, yeas, Commissioners Abraham, McElroy, Watkins, Wilson and Mayor Harless (5) ORDINANCE ADOPTION FY2021 CITY OF PADUCAH PROPERTY TAX LEVY Mayor Harless offered motion, seconded by Commissioner McElroy, that the Board of Commissioners adopt an Ordinance entitled, “AN ORDINANCE FIXING THE LEVIES AND RATES OF TAXATION ON ALL PROPERTY IN THE CITY OF PADUCAH, KENTUCKY, SUBJECT TO TAXATION FOR MUNICIPAL PURPOSES AND FOR SCHOOL PURPOSES FOR THE PERIOD FROM JULY 1, 2020 THROUGH JUNE 30, 2021, WITH THE PURPOSES OF SAID TAXES HEREUNDER DEFINED” PURPOSE RATE PER $100.00 General Fund of the City Real Property $0.267 Personal Property $0.390 Motor Vehicles & watercraft $0.390 September 22, 2020 School Purposes Paducah Junior College Real Estate $0.016 Personal Property $0.016 Motor Vehicles & watercraft $0.031 Total Tax Rate per $100 - real property $0.283 Total Tax Rate per $100 - personal property $0.406 Total Tax Rate per $100 – inventory $0.000 Total Tax Rate per $100 – motor vehicle & watercraft $0.421 Property taxes levied herein shall be due and payable in the following manner: In the case of tax bills which reflect an amount due of less than Nine Hundred Dollars ($900.00), the payment shall be due on November 1, 2020, and shall be payable without penalty and interest until November 30, 2020. In the case of all other tax bills, payment shall be in accordance with the following provisions: The first half payment shall be due on November 1, 2020, and shall be payable without penalty and interest until November 30, 2020. The second half payment shall be due on February 1, 2021, and shall be payable without penalty and interest until February 28, 2021. Adopted on call of the roll, yeas, Commissioners Abraham, McElroy, Watkins, Wilson and Mayor Harless (5) (ORD 2020-09-8655; BK 36) PURCHASE OF REAL ESTATE LOCATED AT 2640 SOUTH 24TH STREET FOR THE “AS IS” PURCHASE PRICE OF $8,000 Mayor Harless offered motion, seconded by Commissioner Wilson, that the Board of Commissioners adopt an Ordinance entitled, “AN ORDINANCE AUTHORIZING AND APPROVING THE PURCHASE OF A CERTAIN TRACT OF REAL ESTATE GENERALLY LOCATED AT 2640 SOUTH 24TH STREET, PADUCAH, McCRACKEN COUNTY, KENTUCKY, FROM WAYNE STRICKLAND, A/K/A CECIL WAYNE STRICKLAND AND HIS WIFE, NANCY CARROL STRICKLAND, FOR A PUBLIC PURPOSE, AND AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATED TO SAME.” This ordinance is summarized as follows: This Ordinance authorizes the City of Paducah, Kentucky, to acquire a certain tract of real property, including structures and improvement, generally located at 2640 South 24th Street, Paducah, McCracken County, Kentucky, from Wayne & Nancy Strickland for the purchase price of Eight Thousand Dollars ($8,000) for the purpose of creating stormwater drainage and management within the area. Adopted on call of the roll, yeas, Commissioners Abraham, McElroy, Watkins, Wilson and Mayor Harless (5) (ORD 2020-09-8656; BK 36) September 22, 2020 FINAL ANNEXATION ORDINANCE FOR BREMER, OLIPHANT & KING Mayor Harless offered motion, seconded by Commissioner Wilson, that the Board of Commissioners adopt an Ordinance entitled, “AN ORDINANCE EXTENDING THE BOUNDARY OF THE CITY OF PADUCAH, KENTUCKY, BY FINALIZING THE ANNEXATION OF CERTAIN PROPERTY LYING ADJACENT TO THE CORPORATE LIMITS OF THE CITY OF PADUCAH, AND DEFINING ACCURATELY THE BOUNDARY OF SAID PROPERTY TO BE INCLUDED WITHIN THE SAID CORPORATE LIMITS” This ordinance is summarized as follows: The City of Paducah hereby approves the final annexation of certain tracts of property contiguous to the present city limits, located at 1815 Olivet Church Road, 6215 Blandville Road and 5269 Hinkleville Road, containing 8.6 acres, more or less. Adopted on call of the roll, yeas, Commissioners Abraham, McElroy, Watkins, Wilson and Mayor Harless (5) (ORD 2020-09-8657; BK 36) ORDINANCE - INTRODUCTION COLLECTION OF PROPERTY TAXES IMPOSED BY THE PADUCAH INDEPENDENT SCHOOL DISTRICT Mayor Harless offered motion, seconded by Commissioner McElroy, that the Board of Commissioners introduce an Ordinance entitled, “ AN ORDINANCE AUTHORIZING THE CITY OF PADUCAH TO COLLECT TAXES FOR THE PADUCAH INDEPENDENT SCHOOL DISTRICT FOR THE PERIOD FROM JULY 1, 2020 THROUGH JUNE 30, 2021” This ordinance is summarized as follows: The Board of Education of the City of Paducah, Kentucky, pursuant to the authority vested in it under its charter and under the laws of the Commonwealth of Kentucky has adopted a resolution and budget levying an ad valorem tax on all real property in said City subject to taxation for school purposes. Pursuant to said resolution, the Board of Education budgets and levies the following taxes for the period of July 1, 2020 through June 30, 2021, an ad valorem tax of eighty-six and 4/10 cents ($0.864) on each one hundred dollars ($100.00) assessed valuation of all real property subject to taxation for school purposes in the City of Paducah, Kentucky, and an ad valorem tax of eighty-six and 4/10 cents ($0.864) on each one hundred dollars ($100.00) assessed valuation of all personal property subject to taxation for school purposes in the City of Paducah, Kentucky, for the support and maintenance of the public schools of said City shall be collected by the City for the Board of Education. PURPOSE RATE PER $100.00 PADUCAH INDEPENDENT SCHOOL DISTRICT Real Estate $0.864 Personal Property (including inventory) $0.864 Taxes authorized to be collected shall be due and payable as set forth in the Ordinance for setting Tax Levies for the City of Paducah for FY2021 as adopted September 22, 2020. September 22, 2020 COMMENTS BY CITY MANAGER Ribbon Cutting – Friday, September 25 @ 10:00 a.m. – Greenway Trail Phase V Ribbon Cutting – Monday, September 28 @ 11:00 a.m. – Noble Park Tennis Courts Lindsay Parish, City Clerk, will be a presenter at the ICMA Conference. Lindsay reports this will be done with Open Counter and will focus on user-friendly permitting. COMMENTS BY COMMISSIONERS Commissioner McElroy thanked all City employees who helped in the installation of the Music Garden in Noble Park. The project was a wonderful partnership, and the ribbon cutting was a great celebration. Commissioner McElroy acknowledged the work that Chris Yarber and his crew are doing to install downtown landscaping. Commissioner Wilson stated that all the ribbon cuttings have been exciting. ADJOURN Mayor Harless offered motion, seconded by Commissioner McElroy, to adjourn the meeting. All in favor. Meeting ended at approximately 5:48 p.m. ADOPTED: October 13, 2020. _____________________________ Brandi Harless, Mayor ATTEST: ________________________________ Lindsay Parish, City Clerk October 13, 2020 Minute File: 1. Notice of Meeting of the Board of Commissioners – Commission – September 22, 2020 2. Notice of Meeting of the Board of Commissioners – Public/Media – September 22, 2020 3. 2020 Workers’ Compensation KLC Safety Grant Award Notice dated June 19, 2020 –– MO #2356 4. 2020 “Our Paducah” Strategic Plan – MO #2368 5. Performance Bond – Youngblood Excavating & Contracting LLC – Peck Educational Trail – MO #2378 Deed File: 1. Quitclaim Deed – City of Paducah – W. M. Curtis Alley Closure – ORD 2020-04-8630 2. Quitclaim Deed – City of Paducah – Kelly Curtis Walker f/k/a Kelly Curtis Morgan – Alley Closure – ORD 2020-04-8630 3. Quitclaim Deed – City of Paducah to Andrew Suggs – Lot 10A – Remington Subdivision – ORD 2020-06-8639 4. Commissioner’s Deed – 418 North 13th Street 5. Deed of Conveyance – Gary E. McDowell to City of Paducah – 612 South 21st Street – MO #2373 Contract File: 1. Notice of Default and Termination of Contract – Huffman Construction LLC – ORD 2020-05-8638 2. Contract Change Order – Jim Smith Contracting Company LLC - resurfacing program ORD 2020-08-8644 3. Contract with Pace Contracting LLC – Flood Pump Station #2 Rehabilitation Project – ORD 2020-08-8652 4. Department of Justice – COPS Hiring Program Grant – MO #2369 5. Contract with Youngblood Excavating & Contracting LLC - $242,690 – Peck Educational Trail – MO #2378 6. Contract with Linwood Motors for the purchase of nine (9) Police Pursuit Rated SUV’s in the amount of $334,929 – MO #2382 7. Contract with Linwood Motors for the purchase of two (2) pickup trucks for use by the Street Department in the amount of $53,600 – MO #2383 Financials 1. Paducah Water Works – August, 2020 Bids 1. Nine (9) Police Pursuit rated SUV’s a. Linwood Motors * Bid Recommended For Acceptance b. Paducah Ford c. Humboldt Chrysler/Dodge/Jeep d. Lonnie Cobb Ford e. John Jones Auto Group 2. Two Pickup trucks – Street Department a. Linwood Motors *Bid Recommended For Acceptance b. Paducah Ford c. Humboldt Chrysler/Dodge/Jeep d. Lonnie Cobb Ford CITY OF PADUCAH October 13, 2020 Upon the recommendation of the City Manager's Office, the Board of Commissioners of the City of Paducah order that the personnel changes on the attached list be approved. Michelle Smolen City Manager's Office Signature 10/8/2020 Date CITY OF PADUCAH PERSONNEL ACTIONS NEW HIRES - FULL-TIME (F/T) PARKS & RECREATION POSITION RATE NCS/CS FLSA EFFECTIVE DATE Newberry, Peyton Parks Maintenance Laborer $16.12/hr NCS Non-Ex October 15, 2020 NEW HIRES - PART-TIME (P/T) PARKS & RECREATION POSITION RATE NCS/CS FLSA EFFECTIVE DATE Cress, John Park Ranger $10.00/hr NCS Non-Ex October 15, 2020 Steward, Alexis Recreation Leader - Athletics $11.00/hr NCS Non-Ex October 15, 2020 Thompson, Molly C.Recreation Leader - Athletics $11.00/hr NCS Non-Ex October 15, 2020 PAYROLL ADJUSTMENTS/TRANSFERS/PROMOTIONS/TEMPORARY ASSIGNMENTS POLICE PREVIOUS POSITION CURRENT POSITION AND BASE RATE OF PAY AND BASE RATE OF PAY NCS/CS FLSA EFFECTIVE DATE Laird, Brian Chief of Police Chief of Police NCS Ex July 1, 2020 $47.51/hr $51.99/hr PUBLIC WORKS POSITION REASON EFFECTIVE DATE Stephenson, Patrick Street Superintendant Resignation August 28, 2020 ENGINEERING POSITION REASON EFFECTIVE DATE Dickey, Thomas Temp Pump Operator Resignation July 6, 2020 October 13, 2020 TERMINATIONS - FULL-TIME (F/T) TERMINATIONS - PART-TIME (P/T) Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Position & Pay Schedule - M SMOLEN Category: Municipal Order Staff Work By: Michelle Smolen Presentation By: Michelle Smolen Background Information: The Position and Pay Schedule proposes recommended changes to staff compensation based on the results of the compensation study. The City budgeted $125,000 for this project. The actual cost of the adjustments are $145,857. The remaining cost will be absorbed in the operating budgets. Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): Implement Measures to Recruit & Retain Quality City Employees Funds Available:Account Name: Account Number: Staff Recommendation: Adopt the proposed Position & Pay Schedule and adjustments. Attachments: 1.MO Position and Pay Schedule FY2020-2021 10-13-20 2.Position and Pay Schedule -October 13 2020 3.Administrative Pay & Position Changes MUNICIPAL ORDER NO. _________ A MUNICIPAL ORDER AMENDING THE FY2020-2021 POSITION AND PAY SCHEDULE FOR THE FULL-TIME EMPLOYEES OF THE CITY OF PADUCAH, KENTUCKY WHEREAS, the City Commission adopted Municipal Order No. 2350 on June 24, 2020, approving the FY2020-2021 Position and Pay Schedule; and WHEREAS, the City Commission adopted Ordinance No. 2020-3-8627 approving a professional services agreement with CBIZ Benefits & Insurance Services for a Classification and Compensation Study; and WHEREAS, the City Commission now wishes to amend the FY 2020-2021 Position and Pay Schedule to make certain adjustments to pay and positions based on the results of the Classification and Compensation Study; and WHEREAS, in order to implement the changes it is necessary to amend the FY2020- 2021 Position and Pay Schedule. BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah hereby amends the FY2020-2021 Position and Pay Schedule for the employees of the City of Paducah as attached hereto and made part hereof (Exhibit A). SECTION 2. That the City of Paducah hereby approves the position and pay adjustments as attached hereto and made part hereof (Exhibit B). SECTION 3. That the FY2020-2021 Position and Pay Schedule wage and position adjustments approved in Section 1 & 2 above shall be effective as of July 1, 2020. SECTION 4. This Order will be in full force and effect from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: ___________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ___________________ Recorded by Lindsay Parish, City Clerk, ________________ mo/Position and Pay Schedule FY2020-2021 10-13-20 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 Section A. ADMINISTRATION AUTHORIZED POSITIONS FY 21 FY 21 BUDGET VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NON-EXEMPT GRADE City Manager 1 1 72.74 72.74 40 E 18 Assistant City Manager 1 1 44.58 47.36 40 E 17 Assistant to the City Manager 40 E Grants Administrator 1 1 21.33 21.33 40 E 10 Business Systems Analyst 1 1 29.41 29.41 40 E 11 Administrative Assistant III Senior Administrative Assistant 1 1 18.80 19.68 40 NE 9 Public Information Officer Communications Manager 1 1 32.70 36.44 40 E 13 Total Budgeted/Filled for Department 6 6 0 0 Note: Moved Grants Administrator position from Finance to Administration Section B. CITY CLERK / CUSTOMER EXPERIENCE DEPT.AUTHORIZED POSITIONS FY 21 FY 21 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NON-EXEMPT GRADE City Clerk / Customer Experience Director 1 1 38.07 38.07 40 E 15 Executive Assistant II / Assistant City Clerk 1 1 23.44 23.44 40 NE 10 Customer Experience Representatives 3 1 19.93 19.93 40 NE 7 1 17.87 17.87 40 NE 7 1 17.87 17.87 40 NE 7 Total Budgeted/Filled for Department 5 5 0 0 Section C. FINANCE DEPARTMENT AUTHORIZED POSITIONS FY 21 FY 21 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NON-EXEMPT GRADE Administration Director of Finance 1 1 68.61 68.61 40 E 17 Executive Assistant I Senior Administrative Assistant 1 1 40 NE 9 Accounting/Payroll Controller 1 1 42.99 43.92 40 E 15 Accounts Payable Clerk Senior Accountant 3 1 26.27 26.99 40 E 12 Accountant 1 20.21 21.32 40 E 10 1 19.89 20.98 40 E 10 Revenue Revenue Manager 1 1 36.88 36.88 40 E 14 Account Clerk 40 NE 40 NE Revenue Tech.3 1 16.07 17.32 40 NE 8 1 15.76 17.32 8 1 15.38 17.06 40 NE 8 Revenue Auditor 1 1 22.73 23.88 40 E 11 Total Budgeted/Filled for Department 11 10 0 1 Note: The Revenue Tech III was removed and a Revenue Tech added. Note: RCSS - Individuals Retain Civil Service Status Section D. INFORMATION TECHNOLOGY AUTHORIZED POSITIONS FY 20 FY 21 FILLED Page 1 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NONEXEMPT GRADE Director Information Technology 1 1 41.42 41.42 40 E 15 Network Administrator 1 1 36.63 36.63 40 E 11 Help Desk Technician 1 1 22.35 22.35 40 NE 8 IT Specialist I 40 NE GIS Specialist 1 1 30.10 30.10 40 E 11 GIS/Manager 40 E Total Budgeted/Filled for Department 4 4 0 0 Section E. PLANNING DEPARTMENT AUTHORIZED POSITIONS FY 21 FY 21 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NONEXEMPT GRADE Director of Planning 1 1 43.55 43.55 40 E 16 Principal Planner 1 1 34.40 34.40 40 E 12 Executive Assistant I Senior Administrative Assistant 1 1 23.81 23.81 40 NE 9 Business Development Specialist 1 1 25.26 25.26 40 E 10 Admin Asst II Administrative Assistant 40 NE 7 Senior Planner 1 1 1 26.50 26.50 40 E 11 Associate Planner Planner 1 1 19.03 21.32 40 E 10 Neighborhood Planner 1 1 18.57 19.03 40 E H Housing Coordinator 1 1 28.47 28.47 40 E N Total Budgeted/Filled for Department 7 6 0 1 Section F. POLICE DEPARTMENT AUTHORIZED POSITIONS FY 21 FY 21 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NON-EXEMPT GRADE Police Chief 1 1 47.51 51.99 40 E 17 Police Assistant Chief 2 2 40.94 40.94 40 E 15 Step 1 35.20 36.08 Step 2 39.56 40.54 Step 3 2 39.94 40.94 Step 4 43.96 45.06 Captains 6 1 40 E 14 2 36.26 37.91 1 36.08 37.72 1 35.21 36.81 1 35.02 36.61 <5 years 36.26 37.91 5 years 32.90 33.72 9 years 33.04 33.86 12 years 34.85 35.72 15 years 34.35 35.21 19 years 34.50 35.36 22 years 4 35.38 36.26 25 years 1 35.20 36.08 Sergeants 9 2 40 NE P 5 years 29.65 29.65 10 years 5 31.13 31.13 15 years 2 32.69 32.69 Page 2 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 20 years 34.32 34.32 25+ years 36.04 36.04 Police Officer 60 5 40 NE J Police Officer - Recruit 5 23.55 23.55 1 year 3 23.55 23.55 3 years 14 24.78 24.78 5 years 7 26.02 26.02 10 years 11 27.32 27.32 15 years 8 28.69 28.69 20 years 7 30.13 30.13 25 years 31.63 31.63 Executive Assistant II Senior Administrative Assistant 1 1 26.10 26.10 40 NE 9 Administrative Assistant III 40 NE D Administrative Assistant II 40 NE 7 Crime Analyst 40 E 10 Crime Analyst II 1 1 40 E 11 Records Division Manager 1 1 21.18 21.18 40 E 9 Senior Records Clerk III 1 1 18.41 19.09 40 NE 8 Records Clerk II 1 1 17.00 17.43 40 NE E Records Clerk I 3 1 17.43 18.83 40 NE 7 2 16.04 16.04 Senior Evidence Technician II 1 1 17.55 18.08 40 NE 8 Evidence Technician I 1 1 16.29 16.29 40 NE 7 Total Budgeted/Filled for Department 89 79 0 10 POLICE DEPARTMENT CON'T AUTHORIZED POSITIONS FY 20 FY 21 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NON-EXEMPT GRADE 911 Communications Services 911 Communications Services Manager 1 1 38.39 38.39 40 E 13 Assistant 911 Communications Services Manager 1 1 40 E Terminal Agency Coordinator 1 1 24.61 24.61 36/48 NE 911 System Administrator 1 1 24.15 24.15 40 E 10 Shift Supervirsor 4 1 1 26.91 26.91 36/48 NE 10 1 25.42 25.42 36/48 NE 10 1 24.95 24.95 36/48 NE 10 1 23.68 23.68 36/48 NE 10 Telecommunicator 14 1 36/48 NE 8 1 16.79 16.79 36/48 NE 8 2 18.60 18.60 36/48 NE 8 1 18.97 18.97 36/48 NE 8 1 19.07 19.07 36/48 NE 8 3 20.65 20.65 36/48 NE 8 1 21.90 21.90 36/48 NE 8 2 22.14 22.14 36/48 NE 8 1 22.56 22.56 36/48 NE 8 1 23.59 23.59 36/48 NE 8 Adminstrative Assistant III Senior Administrative Assistant 1 1 19.07 23.41 40 NE 9 E911 Data Entry Clerk 40 NE * $1.00 per hr. shift differential when they work the evening and graveyard shift. Note: Police Department Secretary/Public Information Officer is provided two hours minimum call-out pay. **Note: Police Department adjustments will be made in accordance to Union Contract once the Captain's promotional process is completed. **911 *Note: 36/48 referes to the 12 hour schedule that has people working an alternating three and four 12-hour shifts per week, or 2184 hours per year New system administrator position added and data entry clerk moved into position. Add Pays: 1) 1 TAC $1/hr 2)1 Radio Administrator $1/hr 3) 2 CTO's $0.50/hr Total Budgeted/Filled for Department 23 20 0 3 Page 3 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 Section G. FIRE DEPARTMENT AUTHORIZED POSITIONS FY 21 FY 21 BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NONEXEMPT GRADE Administrative Division Fire Chief 1 1 55.84 55.84 40 E 17 Deputy Fire Chief - Fire Prevention 1 1 42.25 43.27 40 E 15 Deputy Fire Chief - Operations 1 1 39.73 41.17 40 E 15 Office Manager 40 NE Training Division Battalion Chief/ Training Officer 1 1 32.73 37.43 40 E 13 Fire Prevention Division Battalion Chief/ Fire Marshal E Deputy Fire Marshal 1 1 1 23.27 29.18 E 12 Deputy Fire Marshal III 1 1 23.27 23.85 NE M Deputy Fire Marshal II NE L Deputy Fire Marshal I 1 1 18.93 19.40 NE J Executive Assistant I Senior Administrative Assistant 1 1 22.33 22.33 NE 9 Code Enforcement Supervisor L Code Enforcement Officer II NE Code Enforcement Officer I 3 2 22.60 22.60 40 NE 8 1 21.03 21.03 Code Enforcement Assistant 40 NE C Permit Technician 1 1 18.16 18.16 40 NE 7 Permit Specialist 40 NE Chief Building Inspector 1 1 32.83 32.83 NE 12 Deputy Building Inspector 1 1 25.28 25.28 40 NE 10 Level I 1 1 24.66 25.28 40 NE J Level II 40 NE L Level III+Plans Review 40 NE M Chief Electrical Inspector 1 1 31.34 31.34 40 NE 11 Deputy Electrical Inspector 1 1 26.04 26.04 40 NE 10 Inspector Level I 40 NE J Inspector II+Plans Review 1 1 25.40 26.04 40 NE L Suppression Division Fire Assistant Chief 3 2 24.81 27.06 40 E 14 Step 1 1 25.68 28.01 Step 2 22.20 22.76 Step 3 22.98 23.56 Step 4 2 23.78 24.38 Step 5 1 24.62 25.23 Step 6 25.48 26.12 Step 7 26.37 27.03 Step 8 27.30 27.98 Step 9 1 28.25 28.96 Captains 15 NE I <10 years 2 19.63 19.63 10 years 2 20.12 20.12 15 years 8 20.62 20.62 20 years 3 21.14 21.14 25 years 21.67 21.67 Lieutenants 15 NE H <10 years 7 6 1 17.85 17.85 10 years 2 18.29 18.29 15 years 1 18.75 18.75 20 years 3 19.22 19.22 Page 4 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 25 years 19.70 19.70 Firefighter 27 NE E Firefighter (Appointee)1 13.56 13.56 6 months 15 14.63 14.63 1 year 3 14.99 14.99 3 years 2 15.37 15.37 5 years 15.75 15.75 10 years 16.15 16.15 15 years 16.55 16.55 Firefighter (Relief Driver)NE F COLA + $0.39 + $0.10 2 years 15.81 15.81 3 years 3 16.20 16.20 5 years 4 16.61 16.61 10 years 17.04 17.04 15 years 5 17.45 17.45 Total Budgeted/Filled for Department 74 72 0 2 Note: Executive Assistant I moved to Prevention from Administration Note: Firefighter Relief Driver is not a new position. $0.10 is factored in the pay rate Note: A person may hold the position of Code Enforcement Officer I for a period not to exceed one year without becoming a certified Property Maintenance Inspector. Note: To be considered for the position of Code Enforcement Officer II must obtain Property Maintenance Inspector I, Level I Building Inspector and successful review. becoming certified. Note: Building Inspector levels are equivalent to steps. These levels are dictated by state certification, and successful performance review. Note: Deputy Fire Marshal to have State certification within one year. Note: To be considered for Deputy Fire Marshal II must obtain NFPA Fire Inspector I, and II, and successful review. Note: To be considered for Deputy Fire Marshal III must obtain NFPA Fire protection plan review and successful performance review. Note: As Inspection's Civil Service positions are eliminated through attrition they will be filled as Non-Civil Service positions. Note: RCSS - Individuals Retain Civil Service Status Section H.AUTHORIZED POSITIONS FY 21 FY 21 ENGINEERING BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NONEXEMPT GRADE City Engineer 1 1 64.22 64.22 40 E 17 Assistant City Engineer 1 1 40 E 14 Storm Water & Drainage Engineer 40 E Engineer Project Manager 1 1 26.64 30.50 40 E 13 Engineering Assistant III 40 E M Engineering Assistant II L Engineering Technician 1 1 23.77 24.27 40 E 11 Engineering Tech III 1 1 35.72 35.72 40 E 13 Executive Assistant II Senior Administrative Assistant 1 1 20.73 20.73 40 NE 9 Floodwall Division EPW Floodwall Superintendent 1 1 31.47 31.78 40 E 13 Floodwall Operator 4 40 NE F 80%16.43 16.43 NE F 85%17.45 17.45 NE F 90%18.48 18.48 NE F 95%19.51 19.51 NE F 100%1 3 20.53 20.53 NE F Total Budgeted/Filled for Department 11 7 3 1 Note: positions are eliminated through attrition they will be filled as a Non-Civil Service positions. Note: RCSS - Individuals Retain Civil Service Status Note: As the Floodwall Operators' CS positions are eliminated through attrition they will be filled as Non-Civil Service positions. Section I.AUTHORIZED POSITIONS FY 21 FY 21 Note:* A person may hold the position of Deputy Building Inspector Level I for a period not to exceed two years without becoming certified. Note: A person may hold the position of Deputy Electrical Inspector Level I for a period not to exceed one year without Page 5 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 PUBLIC WORKS DEPT.BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NONEXEMPT GRADE Public Works Director 1 1 47.51 47.51 40 E 16 Assistant Public Works Director 1 1 0.00 0.00 40 E 14 Administrative Assistant III 1 1 17.68 17.68 40 NE 7 Street Division Street Superintendent 1 1 1 0.00 0.00 40 E 13 Street Supervisor 2 2 23.93 24.27 40 E 11 Landscape Supervisor 1 1 29.13 29.13 40 E 11 Equipment Operator 3 NE E 80%16.29 16.29 85%17.31 17.31 90%18.32 18.32 95%19.34 19.34 100%3 20.36 20.36 Concrete Finisher 2 1 NE E 80%16.29 16.29 85%17.31 17.31 90%18.32 18.32 95%19.34 19.34 100%2 1 20.36 20.36 Right-Of-Way Maintenance Person 13 5 NE C 80%15.39 15.39 85%16.35 16.35 90%1 17.31 17.31 95%7 18.28 18.28 100%19.24 19.24 Laborer 2 NE C 80%14.33 14.33 85%15.22 15.22 90%16.12 16.12 95%17.02 17.02 100%2 17.91 17.91 Maintenance Division Fleet / Maintenance Superintendent 1 1 38.36 38.36 40 E 13 Maintenance Supervisor 1 1 25.53 26.60 E 11 Laborer 4 1 NE C 80%14.33 14.33 85%15.22 15.22 90%16.12 16.12 95%17.02 17.02 100%1 2 17.91 17.91 Traffic Technician 1 NE E 80%16.42 16.42 85%17.44 17.44 90%18.47 18.47 95%19.50 19.50 100%1 20.52 20.52 Journeyman Electrician 0 21.70 21.70 NE Master Electrician 1 1 0.00 0.00 NE 10 Maintenance Technician 5 2 NE E 80%16.42 16.42 85%17.44 17.44 90%1 18.47 18.47 95%19.50 19.50 100%1 2 20.52 20.52 Page 6 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 Fleet Maintenance Division Fleet Supervisor 1 1 25.08 25.43 40.00 E 11 Administrative Assistant III 1 1 18.45 18.45 40 NE 7 Fleet Mechanic I NE 8 Fleet Mechanic II 4 1 NE 9 1 20.50 21.01 1 22.14 22.14 1 23.55 23.55 1 23.59 23.59 Solid Waste Division Solid Waste Supervisor 2 1 24.60 25.82 40 E 11 1 24.08 25.05 Compost Operations Supervisor 1 1 23.93 23.93 40 E 10 Administrative Assistant III 1 1 17.68 17.68 40 NE 7 Laborer 3 NE C 80%14.33 14.33 85%15.22 15.22 90%16.12 16.12 95%17.02 17.02 100%1 1 1 17.91 17.91 Truck Driver 15 1 NE C 80%14.80 14.80 85%15.72 15.72 90%16.65 16.65 95%17.57 17.57 100%14 13 1 18.49 18.49 Right-Of-Way Maintenance Person 0 NE C 80%15.39 15.39 85%16.35 16.35 90%17.31 17.31 95%18.28 18.28 100%19.24 19.24 Compost Equipment Operator 2 NE F 80%16.65 16.65 85%17.70 17.70 90%18.74 18.74 95%19.78 19.78 100%2 20.82 20.82 Total Budgeted/Filled for Department 70 38 6 15 Note: positions are eliminated through attrition they will be filled as a Non-Civil Service positions. Note: RCSS - Individuals Retain Civil Service Status Note: As the Floodwall Operators' CS positions are eliminated through attrition they will be filled as Non-Civil Service positions. Note: AFSCME employees in the classificaton above shall be eligible to receive "Shift Differential" of $0.35/Hr. Note: AFSCME employees in the above classification shall be eligible to receive $0.50/Hr as a "Work Leader". Section J. PARKS & RECREATION DEPARTMENT AUTHORIZED POSITIONS FY 21 FY 21 HOURS EXEMPT PAY BUDGET FILLED VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.WORK NON-EXEMPT GRADE POSITION TOTAL NON-CS RCSS/CS RATE RATE Director of Parks & Recreation 1 1 55.04 55.04 40 E 16 Assistant Director of Parks & Recreation 1 1 35.88 35.88 40 E 14 Parks & Recreation Superintendent 1 1 26.14 30.00 40 E 13 Cemetery Sexton 1 1 20.00 20.00 40 E 9 Special Events Superintendent 1 1 30.72 30.72 40 E 12 Recreation Specialist 3 1 17.40 17.57 40 E 8 2 17.84 17.84 Executive Assistant I Senior Administrative Assistant 2 1 21.91 21.91 NE 9 1 19.26 19.96 Administrative Assistant III 1 1 19.26 19.74 NE D Page 7 of 8 CITY OF PADUCAH FY 2021 POSITION AND PAY SCHEDULE October 13, 2020 Administrative Assistant II 1 1 15.69 15.69 NE 7 Maintenance Division Supervisor 2 2 23.06 23.06 E 10 Laborer 10 NE C 80%14.33 14.33 85%1 15.22 15.22 90%1 16.12 16.12 95%1 17.02 17.02 100%5 2 17.91 17.91 Maintenance Technician 1 1 C 80%16.42 16.42 85%17.44 17.44 90%18.47 18.47 95%19.50 19.50 100%20.52 20.52 Right-Of-Way Maintenance Person 2 NE C 80%15.39 15.39 85%16.35 16.35 90%17.31 17.31 95%18.28 18.28 100%1 1 19.24 19.24 Total Budgeted/Filled for Department 27 23 3 1 Note: As positions are eliminated through attrition they will be filled as Non-Civil Service positions. Note: RCSS - Individuals Retain Civil Service Status Note: AFSCME employees in the classificaton above shall be eligible to receive "Shift Differential" of $0.35/Hr. Note: AFSCME employees in the above classification shall be eligible to receive $0.50/Hr as a "Work Leader". Section K. HUMAN RESOURCES & RISK AUTHORIZED POSITIONS FY 21 FY 21 BUDGET VACANT HOURLY WAGE ADJ. HOURLY WAGE ADJ.HOURS EXEMPT PAY POSITIONS TOTAL NON-CS RCSS/CS RATE RATE WORK NON-EXEMPT GRADE Director of Human Resources 1 1 43.75 43.75 40 E 15 Risk Manager 1 1 40 E 13 H R Generalist 2 1 20.71 20.71 40 E 9 1 20.08 20.08 Total Budgeted/Filled for Department 4 3 0 1 Note: Recreation Superintendent moved to Assistant Director Position, and Parks Maintenenace Superintendent moved to Public works, and then Parks & Rec. Super created and Rec. Specialist promoted. FILLED Page 8 of 8 Administrative Pay and Position Changes Effective 7/1/2020 Full Name Previous Job Title Current Job Title Division Previous Hourly Rate Current Hourly Rate Exempt / NonExempt Peery, Laura J Admin Asst III Senior Administrative Assistant E911 19.07 23.41 Non-Ex Townsend, Melanie P Engineer Project Manager Engineer Project Manager Engineering 26.64 30.50 Ex Shelby, Shane E Engineer Technician Engineer Technician Engineering 23.77 24.27 Ex Riley, Keith G Floodwall Superintendent Floodwall Superintendent Engineering 31.47 31.78 Ex Cole, Corie K Accountant Accountant Finance 20.21 20.98 Ex Davenport, Kamra M Accountant Accountant Finance 19.89 21.32 Ex Herndon, Audra J Controller Controller Finance 42.99 43.92 Ex Millay, Stephanie M Revenue Auditor Revenue Auditor Finance 22.73 23.88 Ex Gipson, Erica F Revenue Technician Revenue Technician Finance 15.76 17.32 Non-Ex Guardian, Melanie Revenue Technician Revenue Technician Finance 16.07 17.32 Non-Ex Higgins, Matthew J Revenue Technician Revenue Technician Finance 15.38 17.06 Non-Ex Gray, Kristi L Accountant Senior Accountant Finance 26.27 26.99 Ex Rathman, Ronald R Battalion Chief/Fire Training Officer Battalion Chief/Fire Training Officer Fire 32.73 37.43 Ex Tinsley, Matthew H Deputy Fire Chief - Operations Deputy Fire Chief - Operations Fire 39.73 39.73 Ex Cherry, Joseph G Deputy Fire Chief - Prevention Deputy Fire Chief - Prevention Fire 42.25 43.27 Ex Tinsman, April K Deputy Fire Marshal Deputy Fire Marshal Fire 23.27 29.18 Ex Burton, Joseph L Fire Assistant Chief Fire Assistant Chief Fire 24.81 27.06 Ex Denton, David A Fire Assistant Chief Fire Assistant Chief Fire 24.81 27.06 Ex Hatton, Charles P Fire Assistant Chief Fire Assistant Chief Fire 25.68 28.01 Ex Collins, Deborah S Admin Asst III Administrative Assistant Fleet Maintenance 18.45 18.45 Non-Ex Scutt, James R Supervisor Fleet Supervisor Fleet Fleet Maintenance 25.08 25.43 Ex Smolen, Michelle L Assistant City Manager Assistant City Manager General Adminis 44.58 47.36 Ex Spencer-Gartner, Pamela S Public Information Officer Communications Manager General Adminis 32.70 36.44 Ex Birdsong, Lyndsey M Admin Asst III Senior Administrative Assistant General Adminis 18.80 19.68 Non-Ex Askew, Lamiira A Admin Asst II Administrative Assistant Parks 15.69 15.69 Non-Ex Full Name Previous Job Title Current Job Title Division Previous Hourly Rate Current Hourly Rate Exempt / NonExempt Morsching, Taylor A Parks & Recreation Superintendent Parks & Recreation Superintendent Parks 26.14 30.00 Ex Wilson, Lessa A Executive Asst I Senior Administrative Assistant Parks 21.91 21.91 Non-Ex Wurth, Mary E Admin Asst III Senior Administrative Assistant Parks 19.74 19.96 Non-Ex Edwards, Kelsey B Recreation Specialist Recreation Specialist Parks Services 17.40 17.57 Ex Reason, Melanie R Neighborhood Planner Planner Planning 19.03 21.32 Ex Upchurch, Nancy G Executive Asst I Senior Administrative Assistant Planning 23.81 23.81 Ex Sommer, Joshua P Associate Planner Senior Planner Planning 26.50 26.50 Ex Antonites, Nathan A Police Captain Police Captain Police 35.02 36.61 Ex Baxter, Christopher L Police Captain Police Captain Police 36.08 37.52 Ex Hayes, Joseph A Police Captain Police Captain Police 36.26 37.70 Ex Smith, Matthew L Police Captain Police Captain Police 36.26 37.70 Ex Turner, Troy D Police Captain Police Captain Police 35.21 36.81 Ex Farrell, Mary K Records Clerk I Records Clerk Police 16.04 16.04 Non-Ex Miller, Sabrina Records Clerk I Records Clerk Police 16.04 16.04 Non-Ex Newberry, Robin L Executive Asst II Senior Administrative Assistant Police 26.10 26.10 Non-Ex Fooshee, Amanda J Evidence Technician II Senior Evidence Technician Police 17.55 18.08 Non-Ex Miller, Vicki L Records Clerk II Records Clerk Police 17.43 18.83 Non-Ex Newlon, Kimberly G Records Clerk III Senior Records Clerk Police 18.41 19.09 Non-Ex Orr, Sabrina K Admin Asst III Administrative Assistant Public Works 17.68 17.68 Non-Ex Ferrell, Christopher L Supervisor Maintenance Supervisor Maintenance Public Works 25.53 26.60 Ex Coursey, Jason L Supervisor Street Supervisor Street Public Works 23.93 24.27 Ex Riley, David J Supervisor Street Supervisor Street Public Works 23.93 24.27 Ex Pryor, Latrisha A Admin Asst III Administrative Assistant Solid Waste 17.68 17.68 Non-Ex Saxton, John W Supervisor Solid Waste Supervisor Solid Waste Solid Waste 24.08 25.05 Ex Shelby, William M Supervisor Solid Waste Supervisor Solid Waste Solid Waste 24.60 25.82 Ex Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Pay Grade Schedule - M SMOLEN Category: Municipal Order Staff Work By: Michelle Smolen Presentation By: Michelle Smolen Background Information: Staff is recommending the Commission adopt a new Pay Grade Schedule to reflect the adjustments recommended from the results of the compensation study. Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): Implement Measures to Recruit & Retain Quality City Employees Funds Available:Account Name: Account Number: Staff Recommendation: Adopt the updated Pay Grade Schedule Attachments: 1.pay grade schedule-FY2020-2021 10-13-2020 2.Compensation Study Job Grades to Adopt 10 13 2020 MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER REPEALING THE PREVIOUS FY2020-2021 PAY GRADE SCHEDULE IN ITS ENTIRETY AND ADOPTING A NEW FY2020-2021 PAY GRADE SCHEDULE FOR THE EMPLOYEES OF THE CITY OF PADUCAH, KENTUCKY WHEREAS, the City Commission adopted Municipal Order No. 2349 on June 24, 2020, approving the FY2020-2021 Pay Grade Schedule; and WHEREAS, the City Commission adopted Ordinance No. 2020-3-8627 approving a professional services agreement with CBIZ Benefits & Insurance Services for a Classification and Compensation Study; and WHEREAS, the City Commission wishes to repeal the previous Pay Grade Schedule for FY2020-2021 and adopt a new Pay Grade Schedule to reflect the adjustments recommended from the results of the compensation study. BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah hereby repeals the FY2020-2021 Pay Grade Schedule in its entirety and further adopts a new FY2020-2021 Pay Grade Schedule for the employees of the City of Paducah, Kentucky as attached hereto and made part hereof (Exhibit A). SECTION 2. This Order will be in full force and effect from and after the date of its adoption. __________________________________ Brandi Harless, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ___________________ Recorded by Lindsay Parish, City Clerk, ____________________ \mo\pay grade schedule-FY2020-2021 10-13-2020 City of Paducah, KY Compensation Study Results Pay Grade Schedule - Annual Grade Proposed Job Title Minimum Midpoint Maximum 18 City Manager 111,883 145,448 179,014 17 Assistant City Manager 95,064 121,207 147,350 City Engineer 95,064 121,207 147,350 Director of Finance 95,064 121,207 147,350 Fire Chief 95,064 121,207 147,350 Police Chief 95,064 121,207 147,350 16 Director of Parks & Recreation 80,906 103,155 125,404 Director of Planning 80,906 103,155 125,404 Director of Public Works 80,906 103,155 125,404 15 City Clerk/Director of Customer Experience 75,019 95,649 116,280 Controller 75,019 95,649 116,280 Deputy Fire Chief - Operations 75,019 95,649 116,280 Deputy Fire Chief - Prevention 75,019 95,649 116,280 Director of Human Resources 75,019 95,649 116,280 Director of Information Technology 75,019 95,649 116,280 Police Assistant Chief 75,019 95,649 116,280 14 Assistant City Engineer 69,133 88,144 107,155 Assistant Director of Parks & Recreation 69,133 88,144 107,155 Assistant Director of Public Works 69,133 88,144 107,155 Fire Assistant Chief 69,133 88,144 107,155 Police Captain 69,133 88,144 107,155 Revenue Manager 69,133 88,144 107,155 13 Battalion Chief/Fire Training Officer 62,403 78,004 93,604 Communications Manager 62,403 78,004 93,604 E-911 Communication Services Manager 62,403 78,004 93,604 Engineer Project Manager 62,403 78,004 93,604 Engineer Technician III 62,403 78,004 93,604 Fleet/Maintenance Superintendent 62,403 78,004 93,604 Floodwall Superintendent 62,403 78,004 93,604 Parks & Recreation Superintendent 62,403 78,004 93,604 Risk/Safety Manager 62,403 78,004 93,604 Streets Superintendent 62,403 78,004 93,604 12 Chief Building Inspector 55,224 69,030 82,836 Deputy Fire Marshal 55,224 69,030 82,836 Principal Planner 55,224 69,030 82,836 Senior Accountant 55,224 69,030 82,836 Special Events Superintendent 55,224 69,030 82,836 11 Business Systems Analyst 48,871 61,088 73,306 Crime Analyst II 48,871 61,088 73,306 Engineer Technician 48,871 61,088 73,306 GIS Specialist 48,871 61,088 73,306 Landscape Supervisor 48,871 61,088 73,306 Network Administrator 48,871 61,088 73,306 Revenue Auditor 48,871 61,088 73,306 Senior Planner 48,871 61,088 73,306 Supervisor Fleet 48,871 61,088 73,306 Supervisor Maintenance 48,871 61,088 73,306 Supervisor Solid Waste 48,871 61,088 73,306 Supervisor Street 48,871 61,088 73,306 10 Accountant 43,634 54,543 65,452 Assistant City Clerk 43,634 54,543 65,452 Business Development Specialist 43,634 54,543 65,452 Chief Electrical Inspector 43,634 54,543 65,452 Crime Analyst I 43,634 54,543 65,452 Deputy Building Inspector 43,634 54,543 65,452 Deputy Electrical Inspector 43,634 54,543 65,452 E-911 Shift Supervisor 43,634 54,543 65,452 E-911 System Administrator 43,634 54,543 65,452 Grants Administrator 43,634 54,543 65,452 Master Electrician 43,634 54,543 65,452 Parks Maintenance Supervisor 43,634 54,543 65,452 Planner 43,634 54,543 65,452 Senior Help Desk Technician 43,634 54,543 65,452 Senior Human Resources Generalist 43,634 54,543 65,452 Supervisor Compost 43,634 54,543 65,452 9 Cemetery Sexton 39,754 48,699 57,644 Codes Enforcement Officer II 39,754 48,699 57,644 Fleet Mechanic II 39,754 48,699 57,644 Human Resources Generalist 39,754 48,699 57,644 Records Division Manager 39,754 48,699 57,644 Senior Administrative Assistant 39,754 48,699 57,644 Senior Customer Experience Representative 39,754 48,699 57,644 8 Codes Enforcement Officer I 35,495 43,481 51,468 E-911 Telecommunicator 35,495 43,481 51,468 Fleet Mechanic I 35,495 43,481 51,468 Help Desk Technician 35,495 43,481 51,468 Recreation Specialist 35,495 43,481 51,468 Revenue Technician 35,495 43,481 51,468 Senior Evidence Technician 35,495 43,481 51,468 Senior Records Clerk 35,495 43,481 51,468 7 Administrative Assistant 31,977 39,172 46,367 Customer Experience Representative 31,977 39,172 46,367 Evidence Technician 31,977 39,172 46,367 Permit Technician 31,977 39,172 46,367 Records Clerk 31,977 39,172 46,367 2 Parking & Traffic Control Assistant 19,906 23,887 27,868 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Authorize Annual Payment Paxton Park Golf Course in the amount of $75,000 - M THOMPSON Category: Municipal Order Staff Work By: Mark Thompson Presentation By: Mark Thompson Background Information: The annual payment of $75,000 for support of Paxton Park Golf Course was approved with the list of outside agencies recently in Municipal Order 2379. This Municipal Order authorizes the City to enter into a Contract for Services with Paxton Park Golf Course for the payment of said $75,000. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Other Administrative - Paxton Park Golf Board Account Number: 10000106-580110 Staff Recommendation: Approval Attachments: 1.MO - contract-Paxton Park FY2021 2.Paxton Park Contract MUNICIPAL ORDER _________ A MUNICIPAL ORDER AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE A CONTRACT WITH PAXTON PARK GOLF BOARD, d/b/a PAXTON PARK MUNICIPAL GOLF COURSE, IN AN AMOUNT OF $75,000 FOR SPECIFIC SERVICES AND AUTHORIZING THE FINANCE DIRECTOR TO TRANSFER FUNDS TO SAID BOARD BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the Mayor is hereby authorized and directed to execute a contract with Paxton Park Golf Board in the amount of $75,000 for specific services for the Paducah area. This contract shall expire June 30, 2021. SECTION 2. This expenditure shall be charged to the General Fund - Paxton Park Golf Board - Account No. 1000 0106 580110 SECTION 3. This Order shall be in full force and effect from and after the date of its adoption. ______________________________ Mayor Brandi Harless ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, October 13, 2020 Recorded by Lindsay Parish, City Clerk, October 13, 2020 \mo\contract-Paxton Park FY2021 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Approve FY2021 Contract For Services with Paducah Transit Authority in the amount of $215,000 - J ARNDT Category: Motion Staff Work By: Claudia Meeks Presentation By: James Arndt Background Information: For FY2021, it was decided that a Grant-In-Aid Application process would be used to determine the level of funding for various organizations in the City of Paducah. The City went through a grant application process, The Grant-In-Aid Committee reviewed the applications and then made a recommendation to the City Manager, who, in turn, took the recommendation to the Board of Commissioners. On September 8, 2020, the Board of Commissioners, by Municipal Order #2379, approved the recommendations of the Committee and the City Manager. The Board of Commissioners is now desirous of entering into a contract with the Paducah Transit Authority for FY2021 services in the amount of $215,000, payable in four quarterly installments of $53,750 each. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: General Fund Account Number: 1000-0601-580080 Staff Recommendation: Approve the FY2021 Contract For Services with Paducah Area Transit in the amount of $215,000, and authorize the Mayor to execute same. Attachments: 1.MO - contract-Paducah Transit Authority FY21 2.Paducah Transit Authority Contract MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH PADUCAH TRANSIT AUTHORITY IN THE AMOUNT OF $215,000 FOR PUBLIC TRANSPORTATION SERVICES BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute a contract with Paducah Area Transit System in the amount of $215,000.00, to be paid in equal quarterly allocations of $53,750.00, for public transportation services for the Paducah/McCracken County area. This contract shall expire June 30, 2021. SECTION 2. This expenditure shall be charged to the General Fund, Account No.10000106-580080. SECTION 3. This Municipal Order shall be effective from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, October 13, 2020 Recorded by Lindsay Parish, City Clerk, October 13, 2020 \mo\contract-Paducah Transit Authority FY21 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Approve FY2021 Contract for Services with the Luther F. Carson Four Rivers Center, Inc. in the amount of $54,000 - J ARNDT Category: Municipal Order Staff Work By: Claudia Meeks Presentation By: James Arndt Background Information: For FY2021, it was decided that a Grant-In-Aid Application process would be used to determine the level of funding for various organizations in the City of Paducah. The City went through a grant application process, The Grant-In-Aid Committee reviewed the applications and then made a recommendation to the City Manager, who, in turn, took the recommendation to the Board of Commissioners. On September 8, 2020, the Board of Commissioners, by Municipal Order #2379, approved the recommendations of the Committee and the City Manager. The Board of Commissioners is now desirous of entering into a contract with the Luther F. Carson Four Rivers Center, Inc., for FY2021 services in the amount of $54,000, payable in four quarterly installments of $13,500 each. Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): A-2 Recognize, promote and encourage creative industry growth Funds Available:Account Name: Investment Fund Account Number: 2400-0401-580610 Staff Recommendation: Approve the FY2021 Contract For Services with Luther F. Carson Four Rivers Center, Inc., in the amount of $54,000, and authorize the Mayor to execute same. Attachments: 1.Carson Center Contract 2.MO - Carson Center Contract MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH THE LUTHER F. CARSON FOUR RIVERS CENTER, INC. IN THE AMOUNT OF $54,000 FOR SPECIFIC SERVICES BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the Mayor is hereby authorized to execute a contract with the Luther F. Carson Four Rivers Center Inc. in the amount of $54,000, to be paid in quarterly installments of $13,500 each, to providing “Class Acts”, “First Stages” and “Creative Aging” programs, through the Arts Education Services for Paducah schools, families and senior adults. This contract shall expire June 30, 2021. SECTION 2. This expenditure shall be charged to the Investment Fund, Account No. 24000401-580610. SECTION 3. This Municipal Order shall be effective from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, October 13, 2020 Recorded by Lindsay Parish, City Clerk, October 13, 2020 \mo\contract-Carson Center FY21 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Acceptance of CARES Act funding for COVID-19 Relief through the Department of Local Government in the amount of $1,786,875 - T WILSON Category: Municipal Order Staff Work By: Ty Wilson, Melanie Townsend Presentation By: Ty Wilson Background Information: The Coronavirus Aid, Relief, and Economic Security Act ("CARES" Act) established the Coronavirus Relief Fund and appropriated $150 billion to the fund. Under the CARES Act, the fund is to be used to make payments for specified uses to States and certain local governments. Governor Beshear is apportioning $300 million of the state's Coronavirus Relief Fund allocation for local government reimbursements. The maximum amount that the City of Paducah could receive is $1,786,875. Cities can seek compensation of COVID-related costs such as the purchase of personal protective equipment (PPE) and other medical and protective supplies, costs of COVID-19 testing, emergency medical response expenses, amounts spent on communication and enforcement of public health orders, costs of disinfecting public areas, and payroll expenses for public safety and health employees who have been dedicated to responding to the pandemic. The City has been awarded $1,786,875 in CARES Act funding to reimburse salaries for public safety employees. These funds will be directed back to the General Fund (G/F). These funds are not for a future project. There is no match requirement. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Authorize and direct Mayor to execute all required grant award documents. Attachments: 1.MO award - CARES Act Coronavirus Grant Funding – PD & Fire Salaries 2.Paducah MOA draft MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO ACCEPT A CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT ("CARES" ACT) GRANT THROUGH THE DEPARTMENT OF LOCAL GOVERNMENT IN THE AMOUNT OF $1,786,875 FOR REIMBURSEMENTS FOR THE SALARIES OF POLICE OFFICERS AND FIREFIGHTERS AND AUTHORIZING THE EXECUTION ALL DOCUMENTS RELATED TO SAME BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute all documents necessary to accept a Coronavirus Aid, Relief, and Economic Security Act (“CARES” Act) Grant, in the amount of $1,786,875 for reimbursements of the salaries of Paducah Police Officers and Firefighters beginning March 1, 2020, for the entire allotment. No local cash or in-kind match is required. SECTION 2. This order shall be in full force and effect from and after the date of its adoption. ____________________________________ Mayor ATTEST: _______________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _______________________ Recorded by Lindsay Parish, City Clerk, ________________________ \mo\grants\award - CARES Act Coronavirus Grant Funding – PD & Fire Salaries CCOLE@PADUCAHKY.GOV GRANT INFORMATION AND IDENTIFICATION Project Number: C257 Local Government: City of Paducah Project Name: City of Paducah CRF Reimbursement Federal Agency: U.S. Department of the Treasury CFDA Title: Coronavirus Relief Fund for States CFDA Number: 21:019 Award Year: 2020 Document Description Page 2 2100000782 COVID 19 Relief Fund C257 City of Paducah Memorandum of Agreement Terms and Conditions This Memorandum of Agreement (MOA) is entered into, by and between the Commonwealth of Kentucky, Office of the Governor, Department for Local Government, Office of Federal Grants (“the Commonwealth”) and City of Paducah (“the Contractor”) to establish an agreement for the City of Paducah CRF Reimbursement Project. The initial MOA is effective from October 2, 2020 through March 30, 2021. Scope of Services: Reimbursements for expenses incurred during the COVID 19 pandemic. WHEREAS, the United States Congress enacted the Coronavirus Aid, Relief, and Economic Security Act (CARES Act; P.L. 116-136), which provides assistance to state and local governments; and WHEREAS, Section 5001(d) of the CARES Act provides the eligible purposes for which Coronavirus Relief Fund (CRF) payments may be used; specifically, allowing state and local governments to make payments for programs that 1) are necessary expenditures incurred due to the public health emergency with respect to Coronavirus Disease 2019 (COVID-19); 2) were not accounted for in the budget most recently approved as of the date of enactment [March 27, 2020] of this section for the Commonwealth or local government; and 3) were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020. WHEREAS, the Commonwealth has been duly designated to administer the grant funds for the Project; and WHEREAS, the Contractor has submitted an application for CRF grant funds, and WHEREAS, the Contractor will be the administrator and beneficiary of the grant money from the Commonwealth for the Project as provided the CARES Act under the terms and Document Description Page 3 2100000782 COVID 19 Relief Fund C257 City of Paducah conditions enumerated herein and has further agreed to effectuate the completion of the Project in accordance with those terms and conditions. NOW, THEREFORE, in consideration of the mutual covenants, commitments, and conditions contained herein, the Commonwealth and the Contractor agree as follows: 1. Obligations of the Commonwealth The Commonwealth agrees, conditioned upon the timely performance by the Contractor of its obligations herein, to undertake the following obligations: A. The Commonwealth may, but is not required to, make periodic inspections of the Project and may send inspection reports to the Contractor. Deficiencies identified in an inspection report shall be corrected by the Contractor and their correction reported in writing to the Commonwealth within two weeks of receipt of the inspection report. B. The Commonwealth will cooperate fully with the Contractor in order to facilitate the obligations set out in this memorandum. C. The Commonwealth shall close out the Project upon satisfactory completion of the Project by the Contractor in accordance with the terms and conditions of this MOA and submission of an acceptable project completion report in the form prescribed by the Commonwealth. 2. Obligations of the Contractor The Contractor agrees to undertake the following obligations: A. The Contractor shall perform or cause to be performed all necessary acts to plan, design and complete the Project in accordance with the attached Scope of Work, which is hereby incorporated herein and made a part of this MOA. B. The Contractor shall obtain all necessary permits, licenses, and approvals required for completion of the Project from the appropriate governmental entities. C. The Contractor shall comply with all applicable federal and state statutes, executive orders, regulatory requirements, and policies. D. The Contractor shall use its own procurement procedures that are compliant with all applicable state and local laws for all purchases of goods or services related to the Project. Document Description Page 4 2100000782 COVID 19 Relief Fund C257 City of Paducah E. The Contractor shall submit all Requests for Disbursement on the prescribed forms of the Commonwealth, including copies of paid invoices, cancelled checks and/or bank statements documenting the proper expenditure of funds for reimbursement. F. Beginning upon the effective date of this MOA and regardless of whether any funds have been drawn, the Contractor shall submit quarterly progress reports and a project completion report when the project is final to the Commonwealth in the form prescribed by the Commonwealth until the Project is deemed closed by the Commonwealth. Failure to submit or fully complete any required report will place the Contractor in noncompliance status, at which time the Commonwealth will suspend the release of additional funds until the appropriate documentation has been submitted. G. The Contractor shall retain all records relating to the Project until the records are audited by the Commonwealth, or for no less than five (5) years after the Project has been closed by the Commonwealth, whichever occurs first. H. A copy of the resolution by the Contractor’s governing body authorizing the execution of this MOA is attached, which is incorporated into this MOA as though set forth fully herein. I. The Contractor shall cooperate fully with the Commonwealth and provide any documentation requested by the Commonwealth in order to facilitate the obligations set out in this MOA. J. The Contractor shall be responsible for the expenditure of funds in accordance with the CARES Act and all other applicable laws. Any unauthorized or improper expenditure of funds, or expenditure of funds other than in accordance with the terms of this MOA shall be deemed a default of this MOA by the Contractor. The Contractor shall repay the Commonwealth all funds that are not spent in accordance with this MOA and applicable laws. K. All Contractors, with the exception of Cities with a population of less than one thousand (1,000) people, or which receives and expends less than seventy-five thousand dollars ($75,000) per fiscal year and has no long term debt, covered by KRS 91A.040(2) and (3), respectively, and Districts covered by KRS 65.065(2) or KRS 65A.010 to 65A.090, are subject to an independent annual audit conducted in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, the provisions of Office of Management and Budget Circular A-133, “Audits of State and Local Governments,” if applicable, and the Audit Guide for Fiscal Court Audits issued by the Kentucky Auditor of Public Accounts. The audit report shall include a certification that the funds were expended for the purpose intended. A copy of the audit and certification of compliance shall be forwarded to the Commonwealth, Office Document Description Page 5 2100000782 COVID 19 Relief Fund C257 City of Paducah of Federal Grants, no later than 18 months after the end of each fiscal year in which funds were received by a Contractor. Those Cities and Districts referenced above shall be required to submit a copy of their financial statement, when applicable, to the Commonwealth, Office of Federal Grants, no later than 18 months after the end of each fiscal year in which funds were received by a Contractor. Where a financial statement is not applicable, pursuant to the relevant statute, an audit shall be required. 3. Mutuality of Obligations A. The parties agree that the obligations imposed upon them are for the benefit of the parties and the timely fulfillment of each and every obligation in accordance with this MOA is necessary. The failure of the Contractor to fulfill its obligations under this MOA or the failure of any event to occur by a date established by this MOA shall constitute a breach of the MOA unless the obligation is waived or modified by written MOA of the parties. B. In the event of default by the Contractor, including the failure to meet any time deadlines set out in this memorandum, the Commonwealth may declare this MOA void from its date of execution without further obligation to the Contractor and may commence appropriate legal or equitable action to enforce its rights under this MOA including action for recovery of funds expended hereunder. C. Except as may otherwise be provided herein, the parties to this MOA shall be solely responsible for any costs incurred in fulfilling their obligations under this MOA. If any legal action or other proceeding is successfully brought by the Commonwealth to enforcement this MOA, then the Commonwealth shall be entitled to recover from the Contractor, reasonable attorneys' fees, court costs and all expenses incurred in that action or proceeding, in addition to any other relief to which the Commonwealth may be entitled. 4. Miscellaneous Provisions A. This MOA may be signed by each party upon a separate copy, and in such case one counterpart of this MOA shall consist of a sufficient number of such copies to reflect the signature of each party hereto. This MOA may be executed in two or more counterparts each of which shall be deemed an original, and it shall not be necessary in making proof of this MOA or the terms and conditions hereof to produce or account for more than one of such counterparts. B. The headings set forth in this MOA are for convenience or reference only, and the words contained therein shall in no way be held to explain, modify, amplify or aid in the interpretation, construction or meaning of the provisions of this MOA. Document Description Page 6 2100000782 COVID 19 Relief Fund C257 City of Paducah C. The terms and conditions of this MOA shall be binding upon and shall inure to the benefit of the successors and assigns, respectively, of the parties. This provision shall not be construed to permit assignment by any party of any of its rights and duties under this MOA which assignment shall be prohibited except with the prior written consent of all parties hereto. D. This MOA sets forth the entire understanding of the parties with respect to the subject matter hereof, supersedes all existing MOAs among them concerning the subject matter hereof, and may be modified only by a written instrument duly executed by each of the parties hereto. E. Performance of each of the terms and conditions of this MOA shall be carried out in a timely manner. F. The parties agree that any suit, action, or proceeding with respect to this MOA may only be brought in or entered by, as the case may be, the courts of the Commonwealth of Kentucky situated in Frankfort, Franklin County, Kentucky or the United States District Court for the Eastern District of Kentucky, Frankfort Division. All notices, requests, demands, waivers, and other communications given as provided in this MOA shall be in writing, and shall be addressed as follows: If to the Commonwealth: Department for Local Government Office of Federal Grants 100 Airport Road, 3rd Floor Frankfort, KY 40601 If to the Contractor: The Honorable Brandi Harless Mayor, City of Paducah 300 South 5th St. Paducah, Kentucky 42002-2267 G. The Commonwealth may audit or review all documentation and records of the Contractor relating to this project pursuant to the provisions of KRS 45A.150. Document Description Page 7 2100000782 COVID 19 Relief Fund C257 City of Paducah H. The parties agree that this MOA is not entered into under the provisions of KRS 56.8161 et seq. Pricing: The Commonwealth shall, subject to the availability of appropriate funds, pay the Contractor a sum not to exceed $1,786,875 in accordance with the submission of a Request for Disbursement form, as prescribed by the Commonwealth. Document Description Page 8 2100000782 COVID 19 Relief Fund C257 City of Paducah Memorandum of Agreement Standard Terms and Conditions Revised December 2019 1.00 Effective Date: All Memorandum of Agreements are not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the agreement and until the agreement has been submitted to the government contract review committee. However, in accordance with KRS 45A.700, memoranda of agreement in aggregate amounts of $50,000 or less are exempt from review by the committee and need only be filed with the committee within 30 days of their effective date for informational purposes. KRS 45A.695(7) provides that payments on personal service contracts and memoranda of agreement shall not be authorized for services rendered after government contract review committee disapproval, unless the decision of the committee is overridden by the Secretary of the Finance and Administration Cabinet or agency head, if the agency has been granted delegation authority by the Secretary. 2.00 EEO Requirements The Equal Employment Opportunity Act of 1978 applies to All State government projects with an estimated value exceeding $500,000. The contractor shall comply with all terms and conditions of the Act. 3.00 Cancellation clause: Both parties shall have the right to terminate and cancel this contract at any time not to exceed thirty (30) days' written notice served on the other party by registered or certified mail. . 4.00 Funding Out Provision: The state agency may terminate this agreement if funds are not appropriated to the contracting agency or are not otherwise available for the purpose of making payments without incurring any obligation for payment after the date of termination, regardless of the terms of the agreement. The state agency shall provide the Contractor thirty (30) calendar day’s written notice of termination of the agreement due to lack of available funding. 5.00 Reduction in Contract Worker Hours: The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional Document Description Page 9 2100000782 COVID 19 Relief Fund C257 City of Paducah service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the agreement will be reduced by the amount specified in that document. If the contract funding is reduced, then the scope of work related to the contract may also be reduced commensurate with the reduction in funding. This reduction of the scope shall be agreeable to both parties and shall not be considered a breach of contract. 6.00 Access to Records: The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c). 7.00 Violation of tax and employment laws: KRS 45A.485 requires the Contractor and all subcontractors performing work under the agreement to reveal to the Commonwealth, prior to the award of a contract, any final determination of a violation by the Contractor within the previous five (5) year period of the provisions of KRS chapters 136, 139, 141, 337, 338, 341, and 342. These statutes relate to corporate and utility tax, sales and use tax, income tax, wages and hours laws, occupational safety and health laws, unemployment insurance laws, and workers compensation insurance laws, respectively. To comply with the provisions of KRS 45A.485, the Contractor and all subcontractors performing work under the agreement shall report any such final determination(s) of violation(s) to the Commonwealth by providing the following information regarding the final determination(s): the KRS violated, the date of the final determination, and the state agency which issued the final determination. KRS 45A.485 also provides that, for the duration of any contract, the Contractor and all subcontractors performing work under the agreement shall be in continuous compliance Document Description Page 10 2100000782 COVID 19 Relief Fund C257 City of Paducah with the provisions of those statutes, which apply to their operations, and that their failure to reveal a final determination as described above, or failure to comply with the above statutes for the duration of the agreement shall be grounds for the Commonwealth's cancellation of the agreement and their disqualification from eligibility for future state contracts for a period of two (2) years. [Check box section below need only be included for Contractors that are quasi- governmental entities or 501(c)3 non-profit entities.] Contractor must check one: _____ The Contractor has not violated any of the provisions of the above statutes within the previous five (5) year period. ______ The Contractor has violated the provisions of one or more of the above statutes within the previous five (5) year period and has revealed such final determination(s) of violation(s). Attached is a list of such determination(s), which includes the KRS violated, the date of the final determination, and the state agency which issued the final determination. 8.00 Discrimination: This section applies only to agreements disbursing federal funds, in whole or part, when the terms for receiving those funds mandate its inclusion. Discrimination (because of race, religion, color, national origin, sex, sexual orientation, gender identity, age, or disability) is prohibited. During the performance of this agreement, the Contractor agrees as follows: The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, national origin, sex, sexual orientation, gender identity or age. The Contractor further agrees to comply with the provisions of the Americans with Disabilities Act (ADA), Public Law 101-336, and applicable federal regulations relating thereto prohibiting discrimination against otherwise qualified disabled individuals under any program or activity. The Contractor agrees to provide, upon request, needed reasonable accommodations. The Contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but not be limited to the following; employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensations; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, Document Description Page 11 2100000782 COVID 19 Relief Fund C257 City of Paducah available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. In all solicitations or advertisements for employees placed by or on behalf of the Contractor, the Contractor will, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. The Contractor will send to each labor union or representative of workers with which he/ she has a collective bargaining agreement or other contract or understanding, a notice advising the said labor union or workers' representative of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. The Contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 as amended, and of the rules, regulations and relevant orders of the Secretary of Labor. The Contractor will furnish all information and reports required by Executive Order No. 11246 of September 24, 1965, as amended, and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders. In the event of the Contractor's noncompliance with the nondiscrimination clauses of this agreement or with any of the said rules, regulations or orders, this agreement may be cancelled, terminated or suspended in whole or in part and the Contractor may be declared ineligible for further government contracts or federally-assisted construction contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, as amended, and such other sanctions may be imposed and remedies invoked as provided in or as otherwise provided by law. The Contractor will include the provisions of paragraphs (1) through (7) of section 202 of Executive Order 11246 in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor, issued pursuant to section 204 of Executive Order No. 11246 of September 24, 1965, as amended, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action Document Description Page 12 2100000782 COVID 19 Relief Fund C257 City of Paducah with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States. Document Description Page 13 2100000782 COVID 19 Relief Fund C257 City of Paducah Approvals This contract is subject to the terms and conditions stated herein. By affixing signatures below, the parties verify that they are authorized to enter into this contract and that they accept and consent to be bound by the terms and conditions stated herein. In addition, the parties agree that (i) electronic approvals may serve as electronic signatures, and (ii) this contract may be executed in any number of counterparts, each of which when executed and delivered shall constitute a duplicate original, but all counterparts together shall constitute a single contract. Commonwealth of Kentucky: Commissioner Department For Local Government Signature Title Dennis Keene Printed Name Date City of Paducah: Mayor, City of Paducah Signature Title Printed Name Date Approved as to form and legality: City of Paducah Counsel Signature Title Printed Name Date General Counsel Department For Local Government Signature Title Matthew Stephens Printed Name Date Document Description Page 14 2100000782 COVID 19 Relief Fund C257 City of Paducah Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Application for Center Point Recovery Center - 2020 CDBG Coronavirus Grant - T WILSON Category: Municipal Order Staff Work By: Ty Wilson Presentation By: Ty Wilson Background Information: The Community Development Block Grant (CDBG) program provides assistance to communities for use in revitalizing neighborhoods, expanding affordable housing and economic opportunities, providing infrastructure and/or improving community facilities and services. With the participation of their citizens, communities can devote these funds to a wide range of activities that best serve their own particular development priorities. All project activities must meet at least one of three national objectives: ? benefit to low and moderate income persons; ? prevention or elimination of slums or blight; and, ? meeting particularly urgent community development needs. The Department for Local Government is now accepting applications for CDBG-CV Recovery Kentucky. Due to the COVID-19 Pandemic, Recovery Kentucky Centers began to experience a reduction in program income due to halting or reducing new admissions in response to COVID-19 recommendations for social distancing, reduced group sizes, and other conditions that impacted the number of clients admitted. These applications are for efforts to prevent, prepare for, and respond to the coronavirus. These will be reimbursements for costs incurred by the centers for COVID-19 related expenditures. Centers can receive up to $200,000. The City wishes to apply for a CDBG-CV reimbursement grant up to $200,000 on behalf of Four Rivers Behavioral Health. No local matching funds are required. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Authorize and direct the Mayor to execute all required grant application documents. Attachments: 1.MO app-cdbg- COVID-19 recovery grant MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER AUTHORIZING AN APPLICATION FOR A 2020 CDBG CORONAVIRUS RECOVERY KENTUCKY GRANT IN AN AMOUNT UP TO $200,000 THROUGH THE DEPARTMENT FOR LOCAL GOVERNMENT ON BEHALF OF FOUR RIVERS BEHAVIORAL HEALTH CENTER POINT RECOVERY CENTER FOR COVID-19 RELATED EXPENDITURES AND AUTHORIZING THE EXECUTION OF ALL DOCUMENTS RELATED TO SAME BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute an application and all documents relating to same, requesting a CDBG Coronavirus Recovery Kentucky Grant through the Department for Local Development in the amount up to $200,000 on behalf of Four Rivers Behavioral Health Center Point Recovery Center for COVID-19 related expenses. No local or in- kind match is required. SECTION 2. This order shall be in full force and effect from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: ______________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners ______________________ Recorded by Lindsay Parish, City Clerk, ________________________ \mo\grants\app-cdbg- COVID-19 recovery grant Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Application & Acceptance for a First Responders Grant through the Marathon Petroleum Foundation in the amount of $4,800 - S KYLE Category: Municipal Order Staff Work By: Ty Wilson, Nathan Torian Presentation By: Steve Kyle Background Information: Marathon Petroleum's Logistics and Storage Terminals offers grants to first responder organizations. Grants will be awarded between $100-$5,000. Health and safety is a core value at Marathon. They are committed to operating in a manner that promotes the health and safety of employees and customers, and are focused on making communities stronger, safer places to live, work and play. They provide funding, equipment and support to first responders, government agencies and community-based organizations to increase the overall safety of the communities where they operate. Preference is given to projects and organizations that help communities better prepare for, mitigate the risks of and respond to disasters, hazards and emergencies. The City of Paducah Fire desires to apply to purchase four Ice Commander Suits for water rescues in the amount of $4,800. The current suits that the Fire Department has are in need of an upgrade. There is no local match requirement. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Authorize and direct the Mayor to execute all required grant application documents. Authorize and direct the Mayor to execute all required documents to accept the award if offered. Attachments: 1.MO App - Marathon Petroleum Foundation Fire Dept. 2.First Responder Brochure 20204603 MUNICIPAL ORDER NO. ________ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE A GRANT APPLICATION AND ALL DOCUMENTS NECESSARY FOR A FIRST RESPONDERS GRANT THROUGH THE MARATHON PETROLEUM FOUNDATION IN THE AMOUNT OF $4,800, TO BE USED BY THE PADUCAH FIRE DEPARTMENT FOR THE PURCHASE OF FOUR (4) ICE COMMANDER SUITS FOR WATER RESCUES AND AUTHORIZING THE ACCEPTANCE OF ALL GRANT FUNDS AWARDED NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute a grant application and all documents necessary for a First Responders Grant through the Marathon Petroleum Foundation in the amount of $4,800, for the purchase of four (4) Ice Commander Suits for water rescues for the Paducah Fire Department. No local cash match or in-kind contributions are required. SECTION 2. The City of Paducah hereby accepts all awarded funds and authorizes and directs the Mayor to execute the grant agreement and all other documents necessary to accept the grant funds. SECTION 3. This order shall be in full force and effect from and after the date of its adoption. ____________________________________ Mayor ATTEST: _______________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _____________________ Recorded by Lindsay Parish, City Clerk, ________________________ \mo\grants\ App – Marathon Petroleum Foundation Fire Dept. Marathon Petroleum’s Logistics and responder organizations. Grants will be awarded between $100-$5,000. Eligibility Requirements The grants will be awarded based on the merits of the request and the needs of the The level of involvement the local responder would have with Marathon responder to react as needed in case of has had with the terminal to date (participation in drills, events, etc.). evaluation of funding source, response area, number of Marathon Petroleum facilities impacted, etc. terminal support. For technical questions regarding the online submission process, please contact our administrator, Foundation Source, at 800.839.5316 or premiersupport@foundationsource.com. terminal manager. G R A N T PROGRAMFIRST R ESPONDERS Logistics &Storage Terminals Firefighting Equipment Firefighting Hose Flammable Liquid Training Registration & Fees Foam Application Nozzles and Equipment Foam Proportioning Equipment Incident Command System Equipment Large Diameter Supply Hose Large Flow Water Monitor 250 GPM + Mobile Data Terminal (MDT) - Tablets Personal Accountability Systems Personal Protective Equipment (PPE) Portable Atmospheric Monitor Pre-Incident Planning Software Radio Communication Equipment Self-Contained Breathing Apparatus (SCBA) Thermal Imaging Camera (TIC) Water Manifolds, Wyes & Siamese Dry Chemical Agent Law Enforcement Equipment Flashlights Body Armor/Helmets Cameras - Body Cam/Dash Cam/Drone Cam Computer Systems LEL Meters Bicycles and related accessories Car Tires Radio Communication Equipment Uniforms/Tactical Gear K-9 Equipment Vehicle Accessories Incident Command System Equipment Active Shooter/WMD Training Unmanned Aircraft Systems (i.e. Drones) Items Eligible for Reimbursement Tablets Explosive Ordnance Disposal Equipment Night Sites for Weapons Simunition Rounds Exercise Equipment Swift Water Rescue Equipment Buoys Incident Command System Equipment Personal Floatation Devices (PFD) Portable Stretchers Pressurized Line Guns Rescue Craft Rescue Rope Rope Rescue Equipment (i.e. tripods & carabiners) Submersible Survival Suits Throw Bags Water Self-Rescue Devices Confined Space-Trench Rescue Equipment Air Hose Reels Cribbing Extrication Systems & Equipment Hauling Systems Hydraulic Shoring Systems Incident Command System Equipment Personal Accountability Systems Pneumatic Air Bags Portable Air Supply Portable Atmospheric Monitors Portable Reciprocating Saws & Drills Portable Stretchers Remote Breathing Air Stations Rescue Rope RIT Bags and Equipment Rope Rescue Equipment Self-Contained Breathing Apparatus (SCBA) How to Apply First Responder Grants will be submitted online at the Marathon Petroleum website. https://www.marathonpetroleum.com/Sustainability/Creating-Shared-Value-and- Opportunity/Marathon-Petroleum-Foundation/ When completing an application, be sure to include an evaluation of what the grant would be used for and how it would benefit Marathon Petroleum and the local community. It is recommended that specific details including itemized lists, quotes and photographs be included to aide in the decision-making process. The sustainability plan and dissemination plan sections of the application can be marked as not applicable. Please note, the following items will not be considered under this program: fire foam, weap- ons, and supplemental fire training (Marathon Petroleum already provides as needed). Applications will be reviewed on a monthly basis. Upon review, organizations will receive a letter and email advising the status of their application. Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Application and Acceptance of the Kentucky League of Cities Insurance Services (KLCIS) Liability Grant in the amount of $3,000 - R MURPHY Category: Municipal Order Staff Work By: Ty Wilson, Melanie Townsend Presentation By: Rick Murphy Background Information: The Kentucky League of Cities Insurance Services (KLCIS) program is open to cities and agencies that are current members with general liability insurance coverage. The City of Paducah is eligible for $3,000 worth of funding for a 50/50 matching grant. The Engineering Department seeks to apply for $3,000 for sidewalk and ADA accessible ramp construction. New sidewalks and ADA accessible ramps were installed at Noble Park tennis courts. The total cost of the sidewalks and ramps is $17,538.02, which was paid out of account 23002217-542230. The match requirement will be fulfilled by the prior purchases related to the project. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Authorize and direct the Mayor to execute all required grant application documents. Attachments: 1.MO app & award – klcis grant 2020 – ADA Ramp 2.2020 KLCIS Liability Grant Information MUNICIPAL ORDER NO.________ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE AN APPLICATION FOR A 2020 KLCIS LIABILITY GRANT IN THE AMOUNT OF $3,000 THROUGH THE KENTUCKY LEAGUE OF CITIES FOR REIMBURSEMENT FOR SIDEWALK AND ADA ACCESSIBLE RAMP AT THE NOBLE PARK TENNIS COURTS, ACCEPTING ANY GRANT FUNDS AWARDED BY KLCIS, AND AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATED TO SAME BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute an application to obtain a 2020 KLCIS Liability Grant in the amount of $3,000 from the Kentucky League of Cities. The grant will be used for reimbursement of costs related to the installment of sidewalk and ADA accessible ramp located at the Noble Park tennis courts. The 50/50 match requirement will be fulfilled by the prior purchases related to the project. SECTION 2. That the City of Paducah hereby authorizes the acceptance of any and all grant funds awarded by the Kentucky League of Cities and authorizes the Mayor to execute the Grant Agreement and all related documents. SECTION 3. This order will be in full force and effect from and after the date of its adoption. ______________________________ Mayor ATTEST: ________________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ______________________ Recorded by Lindsay Parish, City Clerk, _______________________ \mo\grants\app & award – klcis grant 2020 – ADA Ramp 2020 KLCIS Liability Grant The KLCIS Liability Grant will be offered from September 14, 2020 to November 6, 2020. Please pay close attention to the following information for this grant. This grant is for the KLCIS Liability insurance members. The 2020 Liability Grant can be viewed online. It is located at www.klc.org. Eligibility o The applying city or agency must be a current member of the Kentucky League of Cities Insurance Services (KLCIS) program with Liability insurance coverage. o Only one application will be accepted from each insured member. Important Safety Grant Program Dates o Application period is from September 14, 2020 – November 6, 2020. o Invoices or purchase orders must be attached to the grant and returned at the same time. o We will accept purchase orders and invoices dated July 1, 2020 to November 6, 2020. o Due to the popularity of this grant, we advise members to apply early. If liability grant applications exceed funds available, grants will be processed on a first-come, first-served basis. o All applications must be submitted online. Application Rules o The Liability Grant is a 50/50 matching grant. o Members with Liability premiums before taxes less than $35,000 are eligible for up to $1,500 grant reimbursements for approved purchases. o Members with Liability premiums before taxes of $35,000 and above are eligible for up to $3,000 grant reimbursements for approved purchases. Eligible Items List: Personnel Services • Employee handbooks and training provided by the KLC Legal Team (will accept invoices during calendar year 2020) Mowers • Mulching mowers or kits to prevent discharge accidents Vehicles • Defensive driver training • Telematic systems that are used to enforce fleet safety and influence safe driving behaviors • Costs associated with conducting pre-hire or annual Motor Vehicle Record (MVR) checks Law Enforcement (must have KLCIS Law Enforcement coverage) • Police accreditation fees (will accept fees paid during calendar year 2020) • Defensive driver training • Body cameras (storage and monthly fees are not included, and Model Policy must be submitted with the application) • Gun safes Parks/Playgrounds • Any fall protection listed under the Consumer Product Safety Committee (CPSC) Guidelines • New playground equipment to replace old equipment Slip and Fall Protection • Sidewalk replacement or repair Utilities • Sewer backup prevention (must have sewer backup coverage with KLCIS) • Cameras, rodding and hydroblasting equipment • Radio read meters (gas and water) • Meter lids that meet liability review guidelines for KLCIS • Hit Kits for natural gas companies to document damaged lines (example Rhino Hit Kit) • Signage for electric utilities (e.g., high voltage, no trespassing) • Trimming trees and bushes All grants are dependent on the availability of funds. Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Health, Vision and Dental Benefit Plan Premiums for 2021- S SUAZO Category: Municipal Order Staff Work By: Stefanie Suazo Presentation By: Peel & Holland Background Information: The following reflect the recommended monthly health insurance premiums, by plan, for the 2021 Calendar year. These are the rates, as presented by DJ Story, of Peel and Holland, which are flat to last year. These premiums allow us to keep our grandfathered status which offers protection to both the employer and the employee and allow us to maintain an acceptable escrow level to cover expected claims and plan costs. As a further note, regarding the City’s health insurance premium, there have not been any increases to cost in the last ten years. Health Insurance: Investor Plan Monthly Premium Elite Plan Monthly Premium Employee $781 Employee $856 Employee/Spouse $969 Employee/Spouse $1,139 Employee Child $825 Employee Child $974 Family $1,118 Family $1,319 The following will reflect the monthly Vision Premium rate for the 2021 Calendar year. The renewal rates will increase 7% from last year. Vision Premiums: Blue View Vision Monthly Premium Employee $6.58 Employee/Spouse $11.51 Employee / Child(ren)$12.51 Family $19.09 The following will reflect the recommended monthly Delta Dental Plan Premiums for the 2021 Calendar year. The premium renewal percentage rate will increase by 0% from last year. Dental Premiums: Delta Dental of KY Monthly Premium Employee $25.95 Employee/Spouse $52.95 Employee / Child(ren)$55.38 Family $90.10 Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): O-1: Implement Measures to Recruit & Retain Quality City Employees - offering a competitive benefit package. Funds Available:Account Name: Account Number: Staff Recommendation: Approve the premiums listed above for Health Insurance, Vision and Dental. Attachments: 1.MO - Heath Vision & Dental Premiums 2021 2.2021 Anthem Blue Vision Renewal 3.2021 Delta Dental Renewal Rates MUNICIPAL ORDER NO. ______ A MUNICIPAL ORDER APPROVING AND ADOPTING THE COMPREHENSIVE HEALTH INSURANCE BENEFIT PLAN PREMIUMS, THE VISION INSURANCE PLAN PREMIUMS, AND THE DENTAL INSURANCE PLAN PREMIUMS FOR CALENDAR YEAR 2021 FOR EMPLOYEES OF THE CITY OF PADUCAH, AND AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATED TO SAME BE IT ORDERED BY THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah approves and adopts the following monthly health insurance premiums for calendar year 2021 for employees of the City of Paducah: Health Insurance: Investor Plan Monthly Premium Elite Plan Monthly Premium Employee $ 781 Employee $ 856 Employee/Spouse $ 969 Employee/Spouse $1,139 Employee Child $ 825 Employee Child $ 974 Family $1,118 Family $1,319 SECTION 2. That the City of Paducah hereby approves the following monthly premiums for the Blue View Vision Plan through Anthem BlueCross BlueShield for vision care for employees for calendar year 2021: Vision Insurance: Monthly Premium Employee $6.58 Employee/Spouse $11.51 Employee Child $12.51 Family $19.09 SECTION 3. That the City of Paducah hereby approves the following monthly premiums for the Delta Dental Plan for optional dental care for employees for calendar year 2021: Dental Insurance Monthly Premium Employee $25.95 Employee/Spouse $52.94 Employee Child $55.38 Family $90.10 SECTION 4. That the premiums for the Comprehensive Health Insurance Benefit Plan, the Blue View Vision Plan and the Delta Dental Plan for employees of the City of Paducah, adopted in Sections 1,2 and 3 above, shall become effective January 1, 2021. SECTION 5. That the Mayor is hereby authorized to execute all documents related to the premiums approved in Sections 1, 2 and 3 above. SECTION 6. This order shall be in full force and effect from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: ______________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ______________________ Recorded by Lindsay Parish, City Clerk, ______________________ \mo\Heath Vision & Dental Premiums 2021 The plan specifications are subject to Delta Dental's standard exclusions and limitations, including: Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Approve Strategic Health Risk Advisor & Strategic Benefit Placement Services with Peel & Holland – S SUAZO Category: Municipal Order Staff Work By: Stefanie Suazo Presentation By: Stefanie Suazo Background Information: The City has utilized the Health Risk Advisor services with Peel & Holland since July 1999 pertaining to issues regarding the administration, renewal, claim resolution, cost containment and bidding process of the City's health insurance plan. Staff recommends entering into a contract with Peel & Holland to continue these services for calendar year 2021. The 1 year contract with Peel & Holland remains flat at $78,900. This fee is payable in four equal installments of $19,725 to be billed quarterly. In addition, there is a fee of $200 per hour subject to a minimum retainer of $5,000 for services requested by the City or the City's legal counsel for issues that arise in connection with employer and employee bargaining, legal matters, disputes of other similar issues. In addition to this cost is an Advisory Agreement Services Addendum. This Addendum would only be in effect if services from the attached form are requested and additional charges and fees will apply. These fees also remained flat Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Authorize the Mayor to execute a contract between the City of Paducah and Peel Holland pertaining to the administration of the City's health insurance. Attachments: 1.MO Peel & Holland Strategic Health Risk Advisor & Benefit Placement Services 2021 2.2021 City of Paducah Agreement MUNICIPAL ORDER NO. ______ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR A STRATEGIC HEALTH RISK ADVISOR & STRATEGIC BENEFIT PLACEMENT SERVICES WITH PEEL & HOLLAND FINANCIAL GROUP FOR ADMINISTRATION OF THE CITY OF PADUCAH’S HEALTH INSURANCE IN AN AMOUNT OF $78,900 PLUS $200 PER HOUR, SUBJECT TO A MINIMUM RETAINER OF $5,000, FOR REQUESTED SERVICES RELATED TO EMPLOYEE BARGAINING, LEGAL MATTERS, AND DISPUTES OR OTHER SIMILAR ISSUES AND AUTHORIZES THE EXECUTION OF THE ADVISORY AGREEMENT SERVICES ADDENDUM BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The City of Paducah hereby authorizes the Mayor to execute a contract for a Strategic Health Risk Advisor and Strategic Benefit Placement Services with Peel & Holland Financial Group, in the amount of $78,900, payable in four equal installments of $19,725 each, for administration services pertaining to the administration of the City of Paducah’s health insurance. An additional fee of $200 per hour, subject to a minimum retainer of $5,000, will be charged for services requested by the City or the City’s legal counsel for issues that arise in connection with employer and employee bargaining, legal matters, disputes or other similar issues. SECTION 2. The City of Paducah hereby authorizes the Mayor to execute an Advisory Agreement Services Addendum with Peel & Holland Financial Group, which provides for additional fees if specific additional services are requested including Carrier Billing Reconciliation, Enrollment Errors, and Benefit Administration System Maintenance for $150 per hour with a $300 minimum and ACA Reporting for $150 per hour with a $1,500 minimum. SECTION 3. Said contract and addendum authorized in Sections 1 and 2 above will be for the 2021 calendar year. SECTION 4. This order will be in full force and effect from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: ________________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ______________________ Recorded by Lindsay Parish, City Clerk, _______________________ mo\contract – Peel & Holland Strategic Health Risk Advisor & Benefit Placement Services 2021 City of Paducah, (Strategic Health Risk ADVISOR) Page 1 of 4 STRATEGIC HEALTH RISK ADVISOR & STRATEGIC BENEFIT PLACEMENT SERVICES THIS CONTRACT, made and entered into on this 6th day of October 2020, by and between Peel & Holland Financial Group, 1120 Main, P.O. Box 427, Benton, Kentucky 42025, hereinafter referred to as "ADVISOR," and City of Paducah, Kentucky hereinafter referred to as the "CLIENT," WITNESSETH: WHEREAS, CLIENT desires to engaged ADVISOR to access its “Strategic Health Risk Advisor System and Strategic Insurance Placement Services System”, hereinafter referred to as “SYSTEM” and ADVISOR desires to accept such engagement; and NOW, THEREFORE, in consideration of their mutual promises, the parties hereto agree as follows: A. ADVISOR perform the following services on behalf of the CLIENT: 1. Review all insurance contracts and employer forms relating to health, vision, dental, and drug benefits, HRA, H.S.A. and make recommendations to the CLIENT on such contracts. 2. Coordinate on-site enrollers or web-based enrollments and assistance with annual open enrollment for eligible employees during the period(s) contracted. 3. Provide assistance with questions on behalf of CLIENT including but not limited to health insurance claims, eligibility, plan selection for employees. 4. Provide consultation on issues relating to co st share, stop-loss and plan administration, and oversight in bid processes annually. 5. Review and provide commentary on plan data such as claims, administrative and reinsurance costs and comparisons of data for varying years on a quarterly basis agreed to committees and/or the City Commission, or City Manager as agreed to by CLIENT. City of Paducah, (Strategic Health Risk ADVISOR) Page 2 of 4 6. Prepare annual request for proposals (RFP) for years CLIENT requests formal bid processes. Provide oversight and coaching services in review of bids, assembly of data received by bidders and make specific recommendations to CLIENT for placement or procurement of health/drug, dental and vision insurance contracts. 7. Review preferred provider agreements and assist client in comparing and selecting preferred provider organizations (PPO). 8. Assist CLIENT with meetings and coach on benefit plan issues with employee groups as requested by CLIENT. 9. When qualified provide advice for all other areas of health, dental and drug plan operations as requested by CLIENT. 10. Provide COBRA administrative services via a separate administrative party as per a separate agreement between, U.S. Admin, LLC. and CLIENT. 11. Provide expert witness services in connection for employer and employee bargaining, legal matters, disputes, or similar issues, as requested by the employer or the employer’s legal counsel. 12. Provide data analytics via Acclaim Health Analytics and NavMD Design180 with customized reporting and care management integration with disease management firms chosen independently by CLIENT. 13. Access to Compliance Dashboard, tool to help assure compliance with health plan laws. B. For the services rendered as described in Paragraph A , Subparagraphs 1 through 10, CLIENT shall pay ADVISOR a fee of $78,900 per annum (fee includes $72,000 for Items 1-10, $6,300 for item 12, and $600 for Item #13). Services shall be billed and payable at a rate of $19,725 per quarter and due each of the following dates: January 1, 2021, April 1, 2021, July 1, 2021, and October 1, 2021, payable within 30 City of Paducah, (Strategic Health Risk ADVISOR) Page 3 of 4 days of each billing statement. Services shall continue for one calendar year from the inception date of this agreement. For services rendered as described in Paragraph A, Subparagraph 11 above, CLIENT shall pay ADVISOR a separate fee of $200.00 per hour subject to a minimum retainer of $5,000.00 per year should services be requested in item 11 above. Invoice for services rendered or retained under Paragraph A, Subparagraph 11, shall be billed monthly as accrued and payable no later than the 10 th of the following month after the billed date. Assuming no services Paragraph A, Subparagraph 11 are requested, then no fee shall be paid under this separate section of the services. Also, due to the nature of benefits such as dental, vision, life, voluntary plans, etc. certain carriers may not waive standard commissions and if such relationship exists then these commissions shall be disclosed, and commissions may be earned in addition to other fees specified within this agreement . The charging of these fees and expenses by ADVISOR for the services enumerated shall not preclude his charging and receiving a commission or fee as an agent or consultant in a separate transaction between CLIENT and ADVISOR should there be any such separate transaction. C. CLIENT acknowledges that, with respect to providing advice and assistance placing insurance-related products, ADVISOR is acting as an insurance agent (as defined in KRS Chapter 304.9-020) and subject to provisions of KRS Chapter 304.11-020 TO 304.11-050. Further CLIENT meets the definition of “client” as denoted in KRS Chapter 304.11-020 TO 304.11-050 for health insurance. D. CLIENT agrees that ADVISOR’s sole responsibility is to provide its best advice in an objective manner in accordance with the terms of the contract. CLIENT understands and acknowledges that in many instances ADVISOR's advice will simply consist of his opinion. Although CLIENT may delegate to ADVISOR certain decisions as part of the service rendered by ADVISOR pursuant to this contract, only CLIENT, and not ADVISOR, shall be responsible for such decisions. ADVISOR's obligation to CLIENT shall be limited to providing CLIENT with his best opinion based upon his professional experience at the time such opinion is presented. CLIENT acknowledges City of Paducah, (Strategic Health Risk ADVISOR) Page 4 of 4 that ADVISOR makes no representations nor warranties concerning the quality, effectiveness, or results of his coaching services, and CLIENT assumes full risk for, and shall hold ADVISOR harmless from, all results of following or rejecting ADVISOR's advice or recommendations. E. CLIENT shall release ADVISOR from providing any services required herein and ADVISOR shall provide a refund to CLIENT, prorated with the length of service rendered, if ADVISOR is prevented from providing the services by sickness, death, or events beyond his control, or if any outstanding bill which is due and payable by CLIENT to ADVISOR for past services is not paid in accordance with this contract. F. Termination: CLIENT agrees that the initial term of this agreement and associated fees shall continue through December 31, 2021 and may continue into the future, as mutually agreed and by extending the agreement in writing . Afterward, either party may termination this agreement, at any time , for any reason, provided a ninety (90) day notice is provided in writing. Fees shall continue to become due and payable throughout the length and term of the entire agreement, even if terminated, unless stipulated otherwise in section E. above. G. This agreement has been entered into by City of Paducah, Paducah, Kentucky and Peel & Holland Financial Group. IN TESTIMONY WHEREOF, Peel & Holland Financial Group and City of Paducah each has caused their name to be hereunto affixed on this date first written above. 10/6/2020 Date: DJ Story, Authorized Peel & Holland Representative Date: City of Paducah Kentucky City of Paducah (Advisory Agreement Services Addendum) Page 1 of 1 Advisory Agreement Services Addendum Additional Human Resources and Financial Support Services Our advisory services assume each client shall maintain employment records, system information and provide for their own carrier bill reconciliation. In the event the services indicated below are requested additional charges and fees will apply. • Carrier Billing Reconciliation: $150 per hour, $300 minimum o Auditing carrier invoices; o Retrospective billing resolution and dispute mitigation • Enrollment Errors: $150 per hour, $300 minimum o Enrollment corrections; o Carrier communications; o Dispute resolution; • Benefit Administration System Maintenance: $150 per hour, $300 minimum o System build, implementation and testing; o Entering, maintaining and updating various records • ACA Reporting: $150 per hour, $1,500 minimum o Training, support and online assistance outside the initial system implementation; o Entering data, uploading reports and assistance with retrospective corrections I/We understand the services as listed above require additional time, effort, support and additional charges shall apply. Date: City of Paducah, Authorized Representative Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Administrative Services and Stop Loss Insurance with Anthem Blue Cross Blue Shield - Peel & Holland Category: Municipal Order Staff Work By: Stefanie Suazo Presentation By: Peel & Holland Background Information: DJ Story of Peel and Holland recommends that the city continue with Anthem Blue Cross Blue Shield for the 2021 plan year, effective January 1, 2021 as the City’s Third Party Administrator (TPA) to provide claims administrative services related to the City’s health insurance plan. Remaining with Anthem offers the best overall option for quality of plans, administrative services and competitive rates and factors. A summary of Anthem’s administrative fees, rates and factors is attached. In addition, since January 1, 2011 the City of Paducah has purchased stop loss insurance with Anthem to protect the City’s health insurance plan in the event of a catastrophic claim(s). It is recommended, for the 2021 plan year beginning on January 1, 2021, the Commission adopt an agreement with Anthem to purchase stop loss insurance which is set at a $175,000 maximum city liability per person (individual stop loss), Anthem assumes liability for all claims in excess of this amount, and $2,437,679.00 maximum city liability of total claims combined (aggregate stop loss limit), Anthem assumes liability for all claims in excess of the aggregate total up to $1,000,000. Premium rates are $92.72 per member per month for individual stop loss insurance, in which there is an increase of 1.41% from last year, and $6.87 per member per month for aggregate stop loss insurance, which stayed the same from last year. Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): O-1: Implement Measures to Recruit & Retain Quality City Employees - offering a competitive benefit package. Funds Available:Account Name: Account Number: Staff Recommendation: Authorize the Mayor to execute ASO agreement with Anthem Blue Cross Blue Shield for administrative services and stop loss insurance. Attachments: 1.MO - health ins-stop loss coverage & administrative services 2021 2.2021 Anthem ASO and Stop Loss Renewal MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER ACCEPTING THE RATES FOR STOP LOSS INSURANCE COVERAGE AND AUTHORIZING AN AGREEMENT FOR ADMINISTRATIVE SERVICES WITH ANTHEM BLUE CROSS BLUE SHIELD FOR THE GROUP HEALTH INSURANCE PLAN FOR THE CITY OF PADUCAH, KENTUCKY FOR THE 2021 CALENDAR YEAR AND AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATING TO SAME BE IT ORDERED BY THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah authorizes and approves an agreement with Anthem Blue Cross Blue Shield as the City’s Third-Party Administrator to provide claims administrative services related to the City’s health insurance plan. The effective date of this Agreement is January 1, 2021 and ending December 31, 2021. SECTION 2. That the City of Paducah accepts the rates offered through Anthem Blue Cross Blue Shield for Stop Loss Insurance Coverage for the group health insurance plan for the City of Paducah, Kentucky. Effective January 1, 2021. The stop loss rates are as follows: 1) Individual Stop Loss - $175,000 maximum City liability per person with a monthly rate of $92.72 per member; and 2) Aggregate Stop Loss - $2,437,679 maximum City liability of total claims combined with a monthly rate of $6.87 per member. Anthem assumes liability for all claims in excess of the aggregate total up to $1,000,000. SECTION 3. The Mayor is hereby authorized to execute all documents relating to administrative services and stop loss insurance coverage as authorized in Sections 1 & 2 above. SECTION 4. This Order shall be in full force and effect from and after the date of its adoption. _________________________________ Brandi Harless, Mayor ATTEST: ____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _____________________ Recorded by Lindsay Parish, City Clerk, ______________________ \mo\health ins-stop loss coverage & administrative services 2021 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Use of spending credits for eligible employees pursuant to the City’s group health insurance plan for the 2021 plan year - Peel & Holland Category: Municipal Order Staff Work By: Stefanie Suazo Presentation By: Peel & Holland Background Information: The City makes financial contributions to subsidize the cost of the premium charges in the approved health and wellness plan. Allocation of spending credits towards the purchase of certain benefits such as health, dental or vision pursuant to the City’s group health insurance plan shall be $8,724 per employee. For those employees who opt out of the City’s group health insurance, who were hired prior to January 1, 2014, and can show proof of coverage under another sponsored group health insurance plan are recommended to receive an employer contribution of $2,850. New participants to the waiver credit, with a hire date after January 1, 2014 are subject to a $500 maximum employer contribution. In addition, any employee should be able to increase their allotment, at the minimum, by participating in the wellness program. This can be achieve through biometric readings ($1,000), not using nicotine ($250), getting a physical and turning in lab work ($250) and participating in six free events ($750) such as walking a 5k. Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): O-1: Implement Measures to Recruit & Retain Quality City Employees - offering a competitive benefit package. Funds Available:Account Name: Account Number: Staff Recommendation: Approve the use of spending credits for eligible employees pursuant to the City’s group health insurance plan for the 2021 plan year Attachments: 1.MO - ins policy credits 2021 2.City of Paducah Wellness Program 2021 MUNICIPAL ORDER NO. ________ A MUNICIPAL ORDER ESTABLISHING POLICY FOR USE OF SPENDING CREDITS TOWARD THE PURCHASE OF CERTAIN BENEFITS SUCH AS HEALTH, DENTAL OR VISION PURSUANT TO THE CITY’S GROUP HEALTH INSURANCE PLAN FOR THE 2021 PLAN YEAR BE IT ORDERED BY THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY: Section 1. To be eligible for the benefits provided in Section 2, employees must timely enroll in that portion of the City’s group health insurance plan referred to as medical and prescription drug coverage. The City shares the cost of medical, prescription drug, dental and vision coverage with the City employees by contributing $8,724 per employee (“base credit”) to be used under the Plan and other applicable credits which may be earned pursuant to the applicable City policy. Section 2. All eligible employees who timely apply for coverage under the City’s group health insurance plan (medical and prescription drug coverage) shall be permitted to redirect any unspent employer contribution toward the applicable pre-tax vehicle (HSA, FSA, HRA) subject to all applicable federal and state laws and regulations and as may be amended from time to time by order of the Board of Commissioners. Any changes requested by the employee due to change in family status shall be considered on a pro-rata basis from the effective date of timely enrollment pursuant to the plan documents of any affected benefit plan. Section 3. A. Employees who opt out of the City’s group health insurance, who were hired prior to January 1, 2014, and can show proof of coverage under another sponsored group health insurance plan shall receive an employer contribution of $2,850. New participants to the waiver credit, with a hire date after January 1, 2014 are subject to a $500 maximum employer contribution which can be applied to an HRA, deposited on an as accrued basis, as established by the City and which can be amended from time to time by order of the Board of Commissioners. In the event the City in its sole discretion does not accept the creditability of the spouse’s employer-sponsored group health insurance plan, other group sponsored health insurance plan, or non-group sponsored health insurance plan, and the employee chooses to remain covered under such group health insurance plan, then such employee shall be governed under the procedures established in Section 4. B. All eligible employees who opt out of the City’s group health insurance plan to enroll in a health insurance plan that is not under a spouse’s employer-sponsored group health insurance or other group sponsored health insurance plan shall not be permitted to participate in an employer contribution of any unspent health insurance credits. Section 4. All eligible employees who opt out of the City’s group health insurance plan (medical and prescription drug coverage) for any reason other than those stated in Section 3 above, shall not be entitled to an employer contribution of unspent credits. Section 5. All eligible employees and their spouse may receive the maximum wellness credit that can be earned and that is $2,250 for an employee and $1,000 for a spouse. Section 6. For all employees who subsequently become eligible for coverage under the City’s group health insurance plan because of initial employment or a qualifying event (i.e., change in family status), and is timely enrolled under the Plan or opts out of the Plan, shall be governed under the same procedures described in Sections 1-4 above, except any benefits shall be applied on a pro-rata basis. Section 7. Except as provided under the applicable plan document covering any benefit plan, or HIPAA’s special enrollment rights or the United States Internal Revenue Code, or any other applicable federal or state law or regulation, or any participant in the City’s group health plan as described in Section 2 or any employee who has opted out of the plan as described in Sections 3 or 4 above, shall be precluded from making any changes to pre-tax elections (HSA, FSA, HRA) once the plan year starts except as otherwise permitted by this Municipal Order. Section 8. This Order shall be in full force and effect from and after the date of its adoption. _____________________________ Brandi Harless, Mayor ATTEST: ___________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ________________________ Recorded by Lindsay Parish, City Clerk, _________________________ \mo\ins policy credits 2021 wellness@peelholland.com | O: (270) 804-7649 | F: (866) 734-3250 PRIMARY 3C CITY OF PADUCAH WELLNESS PROGRAM October 1, 2020 - September 30, 2021 WELLNESS IS MORE THAN NUTRITION & EXERCISE The foundation of this wellness program is based upon education, preventative care, physical biometrics, a health risk assessment, and healthy habit development through wellness challenges. This is YOUR program. Engage in activities that are meaningful to you so you can achieve wellness with purpose. HEALTH RISK ASSESSMENTANNUAL PHYSICAL BIOMETRIC SCREENING HOW IT WORKS REQUIRED ELEMENTS This program consists of a combination of an annual physical with a biometric screening, a health risk assessment, and several different types of approved activities to complete. If eligible, you may also participate in the Healthworks Program if you are a plan member with a diagnosis of hypertension, diabetes, and/or hyperlipidemia. EARN REWARDS! You’ll be rewarded for your hard work towards a healthier lifestyle. Track your progress in WellRight and earn dollars for completing activities. All activities must be logged in WellRight for you to earn wellness dollars. Access WellRight online or by downloading the WellRight app. paducahky.wellright.com INCENTIVE • Rewarded in 2022 and will be applied toward your premium or spending / reimbursement account • Ranges from $250 - $3,250 depending on your participation level • In order to receive ANY incentive, you must complete the required elements of the program wellness@peelholland.com | O: (270) 804-7649 | F: (866) 734-3250 PRIMARY 3C CITY OF PADUCAH WELLNESS PROGRAM October 1, 2020 - September 30, 2021 REQUIRED ELEMENTS COMPLETE BETWEEN 10/1/2020 - 9/30/2021 | EMPLOYEES & SPOUSES ARE ELIGIBLE ANNUAL PHYSICAL Your annual physical is covered 100% under your health plan. Annual physicals are important opportunities for healthcare professionals to observe trends and changes that occur with your physical health over time. HEALTH RISK ASSESSMENT An HRA is a brief survey containing questions about a broad variety of health habits and risks. The survey is administered via WellRight. Your individual responses are never shared with your employer and all data is reported as an aggregate report. Information at the group-level is used solely to develop future programming and benefits. BIOMETRIC SCREENING Good health is built upon a foundation of knowledge. One of the most important things you can do for your health is to “know your numbers.” You will earn incentives for maintaining your levels within the stated ranges, or by improving your previous levels by 10%. The results from your previous year’s screening will be used as a baseline. Your individual lab results will never be shared with your employer or anyone representing your employer. IF BIOMETRICS ARE NOT COMPLETED, YOU ARE SUBJECT TO THE MINUMUM VALUE PLAN IN 2022. INCENTIVES EMPLOYEE SPOUSE Completion of Annual Physical + Biometric Screening $250 $200 BMI ≤ 25 or Total Percent Body Fat: Men ≤ 17% | Women ≤ 24%$200 $100 Blood Pressure ≤ 120/80 $200 $100 Blood Sugar ≤ 106 $200 $100 Total Cholesterol ≤ 200 $200 $100 HDL: Men ≥ 35 | Women ≥ 45 $200 $100 LDL ≤ 100 $200 $100 Tryglycerides ≤ 200 $200 $100 TOTAL POSSIBLE BIOMETRIC DOLLARS $1,250*$700* *NOTE: • If you complete more than one screening during the year, your most recent submission will be used. You can’t combine parts of each screening to achieve the best outcome for your incentive. • Just for completing the screening and physical you earn $250 ($200 for spouses). • You can earn $200 per biometric ($100 for spouses) within range, or if you improve by 10%, up to 5 biometric markers. • Please allow 48 hours before results are uploaded to your WellRIght account. If you don’t see your results after 48 hours, please contact Peel & Holland to make sure your results were received. • These biometric standards are based off advice and recommendations from Peel & Holland’s medical partner. These are a guideline. Please consult your doctor to determine the best standards for your health. wellness@peelholland.com | O: (270) 804-7649 | F: (866) 734-3250 PRIMARY 3C CITY OF PADUCAH WELLNESS PROGRAM October 1, 2020 - September 30, 2021 If you are a TOBACCO/NICOTINE USER, please complete the Tobacco/ Nicotine User challenge on your WellRight account. If you are TOBACCO/NICOTINE FREE, please complete the Tobacco/ Nicotine Free challenge on your WellRight account. To be considered tobacco/nicotine free, you must meet the tobacco/ nicotine free guidelines: • You must be tobacco/nicotine free for 6 months prior to becoming insured or open enrollment. • City of Paducah reserves the right to randomly test, test based on evidence of tobacco/ nicotine use, or on challenge by another member. • If a person is found to have obtained the credit and uses tobacco/nicotine, then they forfeit the credit and will be charged back. • Tobacco/Nicotine products include cigarette, cigars, chewing tobacco, nicotine patch, nicotine gum, nicotine lozenges and electronic cigarettes. TOBACCO / NICOTINE STATUS COMPLETE BETWEEN 10/1/2020 - 9/30/2021 | EMPLOYEES ONLY TOBACCO/NICOTINE USER = EARN $0 TOBACCO/NICOTINE FREE = EARN $250 Plan members with a diagnosis of hypertension, diabetes, and/or hyperlipidemia will be invited to participate in the Healthworks Program. You will meet with a licensed clinician and complete the program requirements in order to receive the incentive. Completion of the program can replace as many as 4 approved activities for a max of $500 (employee) or $200 (spouse). You then have the opportunity to complete 2 additional approved activities (each worth $125 for employees and $50 for spouse) to earn the full incentive for 6 approved activities. Maximum credit for the Healthworks Program may be limited by the program enrollment date as well as completion of the protocol as directed by the clinician. Credit missed due to this limitation can be made up by completing additional approved activities to earn the maximum allowed incentive for approved activities. Your information is confidential will never be shared with your employer or anyone representing your employer. HEALTHWORKS PROGRAM COMPLETED BY PEEL & HOLLAND AT THE END OF THE YEAR | INVITED PLAN MEMBERS ONLY INCENTIVES MUST COMPLETE THE PROGRAM REQUIREMENT TO EARN THE INCENTIVE EMPLOYEE SPOUSE Enroll before December 31, 2020 $500 $200 Enroll before March 31, 2021 $375 $150 Enroll before June 30, 2021 $250 $100 Enroll before September 30, 2021 $125 $50 wellness@peelholland.com | O: (270) 804-7649 | F: (866) 734-3250 PRIMARY 3C CITY OF PADUCAH WELLNESS PROGRAM October 1, 2020 - September 30, 2021 INCENTIVES You have a variety of activities to choose from, each activity is designed to educate and encourage you to make healthy lifestyle choices. Complete up to six approved activities during the 2020-2021 program in order to receive the incentive. Log in to your online wellness account to see approved activities available and complete an approved activity challenge. Other approved activities may be added throughout the program year. APPROVED ACTIVITIES COMPLETE UP TO 6 APPROVED ACTIVITIES | EMPLOYEES & SPOUSES ARE ELIGIBLE CITY APPROVED 5K WALK/RUN EVENT STEPS CHALLENGE MARCH & SEPTEMBER WELLNESS CHALLENGES 1 PER QUARTER COMMUNITY ENGAGEMENT VOLUNTEER, ETC. | UP TO 2 EDUCATION SESSIONS ONLINE | 1 PER QUARTER FINANCIAL PROGRAM COMPLETED ONLINE PREVENTATIVE EXAMS VISION, DENTAL, ETC. | UP TO 3 BIGGEST LOSER 9 WEEKS TO A 5K PROGRAM ACTIVITIES COMPLETED EMPLOYEE SPOUSE 1 COMPLETED $125 $50 2 COMPLETED $250 $100 3 COMPLETED $375 $150 4 COMPLETED $500 $200 5 COMPLETED $625 $250 6 COMPLETED $750 $300 wellness@peelholland.com | O: (270) 804-7649 | F: (866) 734-3250 PRIMARY 3C CITY OF PADUCAH WELLNESS PROGRAM October 1, 2020 - September 30, 2021 INCENTIVE WORKSHEET TOTAL POSSIBLE INCENTIVE EARNED TOWARD 2022 PREMIUM ANNUAL PHYSICAL + BIOMETRIC SCREENING BIOMETRIC RESULTS $200 EACH, UP TO 5 NICOTINE STATUS APPROVED ACTIVITIES HEALTHWORKS PROGRAM *IF INVITED EMPLOYEE MAX INCENTIVE: $2,250 COMPLETED: $250 NOT COMPLETED: $0 • BMI ≤ 25 • Blood Pressure ≤ 120/80 • Blood Sugar ≤ 106 • Total Cholesterol ≤ 200 • HDL: Men ≥ 35 | Women ≥ 45 • LDL ≤ 100 • Tryglycerides ≤ 200 1 RESULT IN RANGE ($200) 2 RESULTS IN RANGE ($400) 3 RESULTS IN RANGE ($600) 4 RESULTS IN RANGE ($800) 5 RESULTS IN RANGE ($1,000) NICOTINE USER: $0 NON-NICOTINE USER: $250 1: $125 2: $250 3: $375 4: $500 5: $625 6: $750 ENROLLED BY:12/31/20: $500 3/31/21: $375 6/30/21: $250 9/30/21: $125 ADDITIONAL APPROVED ACTIVITIES:1: $125 2: $250 3: $375 4: $500 5: $625 TOTAL AMOUNT (MAX $750): __________________ TOTAL TOWARD 2022 PREMIUM: ____________________ ANNUAL PHYSICAL + BIOMETRIC SCREENING BIOMETRIC RESULTS $100 EACH, UP TO 5 APPROVED ACTIVITIES HEALTHWORKS PROGRAM *IF INVITED SPOUSE MAX INCENTIVE: $1,000 COMPLETED: $200 NOT COMPLETED: $0 • BMI ≤ 25 • Blood Pressure ≤ 120/80 • Blood Sugar ≤ 106 • Total Cholesterol ≤ 200 • HDL: Men ≥ 35 | Women ≥ 45 • LDL ≤ 100 • Tryglycerides ≤ 200 1 RESULT IN RANGE ($100) 2 RESULTS IN RANGE ($200) 3 RESULTS IN RANGE ($300) 4 RESULTS IN RANGE ($400) 5 RESULTS IN RANGE ($500) 1: $50 2: $100 3: $150 4: $200 5: $250 6: $300 ENROLLED BY:12/31/20: $200 3/31/21: $150 6/30/21: $100 9/30/21: $50 ADDITIONAL APPROVED ACTIVITIES:1: $50 2: $100 3: $150 4: $200 5: $250 TOTAL AMOUNT (MAX $300): __________________ TOTAL TOWARD 2022 PREMIUM: ____________________ Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Approve the Proposal for a Change in the Group Life Insurance with to Mutual of Omaha effective January 1, 2021 - Peel & Holland Category: Municipal Order Staff Work By: Stefanie Suazo Presentation By: Peel & Holland Background Information: The city received a proposal from Mutual of Omaha to provide employees with group life insurance effective January 1, 2021. Changing providers will result in a savings of over $4k per year, while keeping all benefit levels the same, and offering voluntary products to employees with much lower premiums for benefits related to short-term disability, long-term disability, and voluntary additional life insurance. Does this Agenda Action Item align with a Strategic Plan Action Step? Yes If yes, please list the Action Step Item Codes(s): O-1: Implement Measures to Recruit & Retain Quality City Employees - offering a competitive benefit package. Funds Available:Account Name: Account Number: Staff Recommendation: Sign agreement to provide life insurance to employees with Mutual of Omaha. Attachments: 1.Group Life Insurance Mutual of Omaha 2021 2.2021 VOLUNTARY STD_LIFE_AD&D_VTL_AD&D_VOLUNTAR MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER APPROVING AND ADOPTING THE GROUP LIFE INSURANCE BENEFITS PROPOSAL WITH MUTUAL OF OMAHA IN A TOTAL ANNUAL GROUP PREMIUM AMOUNT OF $44,453.40 FOR EMPLOYEES OF THE CITY OF PADUCAH, AND AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATED TO SAME BE IT ORDERED BY THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah approves and adopts the following group life insurance premiums for employees of the City of Paducah: SECTION 2. That the City of Paducah hereby accepts and approves the Group Insurance Proposal with Mutual of Omaha Insurance Company dated September 16, 2020, for Basic Term Life and AD&D, Voluntary Term Life and AD&D, Preferred Choice Voluntary Short-Term Disability and Voluntary Long-Term Disability for the employees of the City of Paducah and authorizes the Mayor to execute all documents related to same. SECTION 3. That the premiums for the Group Life Insurance Plan, for employees of the City of Paducah, adopted in Section 1 & 2 above, shall become effective January 1, 2021. SECTION 4. This expenditure will be charged to various accounts. SECTION 5. This order shall be in full force and effect from and after the date of its adoption. ______________________________ Brandi Harless, Mayor ATTEST: ______________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ____________________ Recorded by Lindsay Parish, City Clerk, _____________________ \mo\Group Life Insurance Mutual of Omaha 2021 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Approve 911 Communications Service Agreement with Melber New Hope Fire District - B LAIRD Category: Municipal Order Staff Work By: Justin Crowell Presentation By: Brian Laird Background Information: The Melber New Hope Fire District is seeking to enter into an agreement with the City of Paducah in order for the Paducah Police Department 911 Communications Services Division to dispatch calls for the District in exchange for a fee. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: The City of Paducah desires to enter into an agreement with the Melber New Hope Fire District in order for the Paducah Police Department 911 Communications Services Division to dispatch calls for the District in exchange for a fee, pursuant to the provisions in the City of Paducah 911 Communications Services Agreement. Attachments: 1.MO agree-dispatch services – Melber 2.911 Communications Service Agreement Melber 10_8_20 MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER APPROVING AN AGREEMENT WITH MELBER NEW HOPE FIRE DISTRICT FOR DISPATCH COMMUNICATION SERVICES, AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT BE IT ORDERED BY THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY: SECTION 1. Recitals and Authorization. That the City of Paducah hereby approves a 911 Communications Service Agreement (the “Agreement”) with Melber New Hope Fire District, in substantially the form attached hereto and made part hereof (Exhibit A), for 911 Dispatch Services. Further, the Mayor of the City of Paducah is hereby authorized to execute the Agreement. SECTION 2. Term. That the initial term of the Agreement shall be for a period of four (4) years. Such term shall automatically renew at the end of the Initial Term and any subsequent terms thereafter for an additional four (4) years unless either party terminates the Agreement as specified in the Agreement or otherwise places the other Party on notice of its intent to renegotiate the terms of this Agreement by providing written notification of such intent no later than six (6) months before the termination of the then applicable term. SECTION 3. This Order shall be in full force and effect from and after the date of its adoption. ______________________________________ Brandi Harless, Mayor ATTEST: ________________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, __________________ Recorded by Lindsay Parish, City Clerk, _____________________ \mo\agree-dispatch services – Melber Exhibit A 911 Communications Service Agreement CITY OF PADUCAH 911 COMMUNICATIONS SERVICE AGREEMENT This Communications Service Agreement (hereinafter "Agreement") is made and entered into by and between the City of Paducah, Kentucky, a municipal corporation, (hereinafter "Paducah") and Melber New Hope Fire District (hereinafter “the District" or "Parties" where Paducah and the District are referred to collectively) pursuant to KRS 79.110 et. seq. RECITALS WHEREAS, Paducah Police Department 911 Communications Services Division (hereinafter "Paducah 911") is a certified Public Safety Answering Point (hereinafter "PSAP”) which been providing 911 communications services to its citizens and visitors since July 1, 2016; WHEREAS, in doing so, Paducah provides 911 communications services to citizens and visitors of other governmental and emergency service agencies for a fee; WHEREAS, Paducah agrees to dispatch calls for the District in exchange for a fee, pursuant to the provisions as stated herein. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND CONDITIONS IDENTIFIED HEREIN; THE PARTIES HEREBY AGREE AS FOLLOWS: 1. SCOPE OF COMMUNICATIONS SERVICES. The Parties shall perform communications services in accordance with the terms and conditions contained within the current Policies and Procedures Manual and pursuant to a Dispatch Protocol agreed upon by both Parties. The Parties attach hereto the Current Dispatch Protocol, with the agreement and understanding that changes to the current Protocol may be necessary in the future. As such, the Parties agree to consult with each other prior to making any changes to the current Protocol. 2. PRIORITY OF COMMUNICATIONS SERVICES. Priority of communications services shall be allocated equally among all Users and according to Paducah 911's Policies and Procedures Manual. 3. DEFINITIONS. a. “Calls For Service" means all incoming phone calls and all events in CAD that generate an incident number. b. "Call Rate" means the fee per call for service. The Call Rate is determined by taking the projected budget for the upcoming fiscal year, excluding expenses relating to infrastructure and dividing it by the total number of projected calls for service for the upcoming projected fiscal year. 4. TERM. This Agreement shall become effective on the date the Agreement is fully executed. The Initial Term of this Agreement shall be for a period of four (4) years. Such term shall automatically renew at the end of the Initial Term and any subsequent terms thereafter for an additional four (4) years unless either Party terminates this Agreement as specified in Paragraph 5 herein or otherwise places the other Party on notice of its intent to renegotiate the terms of this Agreement by providing written notification of such intent no later than six (6) months before the termination of the then applicable term. 5. TERMINATION. a. Termination without Cause. This Agreement may not be terminated without cause during the first two (2) years of this initial contract. Thereafter, if the District terminates this Agreement without cause before the termination date, it shall be subject to a termination fee equivalent to the total fees paid by the District to Paducah, as stated more particularly in Paragraphs 6 and 7 of this Agreement, during the previous twelve (12) months. The Parties expressly agree that this termination fee constitutes a reasonable estimate of Paducah' s loss from the early termination of this Agreement, and that the amount of the fee is in the nature of liquidated damages, and not a penalty. The District waives all rights to protest the amount of the termination fee, and agrees to be unconditionally bound thereto. Either Party may notify the other Party of its intent to not renew this Agreement at the end of the then applicable term by providing written notice to the other Party of its intent to not renew this Agreement no less than six (6) months prior to the expiration of the then applicable term. b. Termination for Cause. Either party shall have the right to terminate this Agreement upon written notice for cause. The term "cause' shall include (i) the failure of a party to perform and/or comply with any of their obligations or duties as specifically required by this Agreement or (ii) the failure of the District to pay any submitted invoice within sixty (60) days following date of invoice. In the event a party elects to terminate this Agreement for cause, the terminating party shall provide the defaulting party with written notice of its intent to terminate and the grounds for that termination. Upon receipt of that notice, the defaulting party shall be accorded a period of ten (10) business days within which to remedy the stated grounds. In the event the defaulting party fails or is unable to remedy the deficiency within the ten (10) day cure period, the terminating party shall have the right to terminate this Agreement and be relieved from all of its obligations hereunder. Upon termination, the terminating party shall have all rights and remedies as provided by law, subject to the limitations and exclusions that are contained in this Agreement. 6. COMMUNICATIONS SERVICE FEE. a. The District shall pay a fee for communications services provided by Paducah. The amount the District shall pay for communications services equal to all of the District's Calls For Service in the previous month multiplied by the then applicable Call Rate. b. During Paducah's Fiscal Year 2021, the Call Rate shall not exceed Twenty-one Dollars and Fifty Cents ($21.50). Thereafter, and for the remainder of the term of this Agreement, the Call Rate shall not be increased more than 2% annually. c. Because the Call Rate is calculated using projected expenses and Calls for Service, if it is determined that the amount paid by the District was less than that actually owed, Paducah will send an invoice to the District following the end of the applicable Fiscal Year for the difference. If it is determined that the amount paid by the District was more than that actually owed, Paducah will issue a refund and/or credit to the District following the end of the applicable Fiscal Year. 7. PAYMENT. Paducah shall send monthly invoices to the District for the Communications Service Fee and Infrastructure Fee. The District shall pay the monthly invoices within thirty (30) days of the date of the invoice. After sixty (60) days of non-payment, this Agreement shall be subject to Termination for Cause by the City as more particularly described in Paragraph 5(b). 8. INFRASTRUCTURE. Paducah will purchase the infrastructure upgrade for all systems and pay all implementation costs related to the infrastructure upgrade to enable the Paducah staff to provide efficient and expedient communications services to all Users/Parties. All costs related thereto shall be included in the formula for determining the Infrastructure Fee. The District will be responsible for ensuring that its field software and hardware devices are compatible with Paducah's software and hardware. 9. DEPARTMENT/PADUCAH STAFF. The staff of Paducah 911 will be employees of Paducah, subject to Paducah' s and Paducah 911’s policies and procedures, and will be supervised by the 911 Communications Services Manager, who will report directly to the Police Chief. If deemed necessary, Paducah will hire additional staff to ensure all calls for service generated as a result of this Agreement are handled efficiently and expediently. New hires will be employees of Paducah and subject to Paducah's and Paducah 911’s Policies and Procedures. Any issues concerning a Paducah employee shall be addressed with the Manager and/or Police Chief. 10. LIAISONS OF THE PARTIES. The Police Chief and the 911 Communications Services Manager are the authorized representatives for purposes of administration of this Agreement on behalf of Paducah. Danny Thurston will serve as the District's liaison. 11. 911 COMMUNICATIONS SERVICES USER GROUP. A 911 Communications Services User Group (hereinafter "User Group") will be created which consists of Paducah Fire, the 911 Communications Services Manager and one person who will represent all six Fire Protection Districts, i.e., West McCracken Fire Protection District, Concord Fire Protection District, Lone Oak Fire Protection District, Hendron Fire Protection District, Reidland-Farley Fire Protection District, and Melber New Hope Fire District. The User Group shall meet quarterly or more often as necessary. The User Group members shall meet to discuss strategic issues and matters of mutual interest and concern and shall report to the Chief of Police those recommendations which the User Group deems of significant import. The Parties expressly acknowledge and agree that Paducah is not required to implement said recommendations and that a failure to do so will not be a material breach of this Agreement. The District hereby agrees and acknowledges that additional members may be added to the User Group at the discretion of Paducah. 12. ADDITIONAL AGENCIES. All Parties acknowledge and agree that Paducah may provide communications services to other agencies without the consent of the District. In the event this occurs, the Communications Service Fee shall be reduced commensurate with the decrease in percentage of Calls for Service for West McCracken Fire Protection District, Concord Fire Protection District, Lone Oak Fire Protection District, Hendron Fire Protection District, Reidland-Farley Fire Protection District, and Melber New Hope Fire District as compared to the total Calls for Service. 13. NONDISCRIMINATION. The Parties shall comply with all applicable federal, state, and local laws regarding nondiscriminatory employment practices, whether or not said laws are expressly stated in this Agreement. The Parties shall not discriminate against any employee or applicant because of race, color, religious creed, national origin, physical disability, mental disability, medical condition, marital status, sexual orientation, sex, or age. 14. COMPLIANCE WITH LAW. The Parties shall comply with all applicable legal requirements including all federal, state, and local laws, ordinances and resolutions, whether or not said laws are expressly stated in this Agreement. 15. INSURANCE. a. The District shall maintain general and auto liability insurance, including bodily injury and property damage, with a single combined liability limit of not less than $1,000,000 for claims arising out of and in connection with the provision of service by Paducah under this Agreement. Paducah shall be named as an additional insured on the District's policy. An endorsement shall be provided which states that the District's insurance is the primary insurance and that no other insurance affected by Paducah will be called upon to contribute to a loss under this coverage. The District shall furnish Paducah with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by Paducah. b. Paducah shall maintain general and auto liability insurance, including bodily injury and property damage, with a single combined liability limit of not less than $1,000,000 for claims arising out of and in connection with the provision of service by Paducah under this Agreement. The District shall be named as an additional insured on Paducah's policy. An endorsement shall be provided which states that Paducah's insurance is the primary insurance and that no other insurance affected by the District will be called upon to contribute to a loss under this coverage. Paducah shall furnish the District with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the District. 16. CONFIDENTIAL INFORMATION. a. The term "Confidential Information" shall mean any and all information which is disclosed by either Party ("Owner") to the other ("Recipient”) verbally, electronically, visually, or in a written or other tangible form which is either identified or should be reasonably understood to be confidential or proprietary. Confidential Information includes, but is not limited to, trade secrets, computer programs, software, documentation, formulas, data, inventions, techniques, marketing plans, strategies, forecasts, customer lists, employee information, financial information, confidential information concerning Owner's business, as Owner has conducted it or as it may conduct itself in the future, confidential information concerning any of Owner's past, current, or possible future products or manufacturing or operational methods, including information about Owner's research, development, engineering, purchasing, manufacturing, accounting, marketing, selling or leasing, and any software (including third party software) provided by Owner. Owner's Confidential Information shall be treated as strictly confidential by Recipient and shall not be disclosed by Recipient except to those third parties with a need to know and that are operating under a confidentiality agreement with. non-disclosure provisions no less restrictive than those set forth herein. This Agreement imposes no obligation upon the Parties with respect to Confidential Information which either party can establish by legally sufficient evidence: (a) was in the possession of, or was rightfully known by the Recipient without an obligation to maintain its confidentiality prior to receipt from Owner; (b) is or becomes generally known to the public without violation of this Agreement; (c) is obtained by Recipient in good faith from a third party having the right to disclose it without an obligation to confidentiality; (d) is independently developed by Recipient without the participation of individuals who have had access to the Confidential Information or (e) is ·required to be disclosed by court order or applicable law, provided prior notice is given to the Owner. The Recipient shall not obtain, by virtue of this Agreement, any rights, title, or interest in any Confidential Information of the Owner. Within fifteen (15) days after termination of this Agreement, each party shall certify in writing to Owner that all copies of Owner's Confidential Information in any form, including partial copies, have been destroyed or returned to Owner. b. The Parties acknowledge that governmental agencies are required to release certain information pursuant to requests made under the provisions of the Kentucky Open Records Act and/or the Freedom of Information Act and further acknowledge and agree that a response in compliance therewith is not a breach of this Agreement. c. Each Recipient shall protect all Confidential Information received pursuant to or as a result of this Agreement with at least the same degree of care and confidentiality, but not less than a reasonable standard of care, with which Recipient utilizes for Confidential Information. d. The terms of this Paragraph shall survive termination of this Agreement. 17. INDEMNIFICATION. To the extent not prohibited by the Kentucky Constitution or Kentucky law, the District shall indemnify, hold harmless, and defend Paducah (including its elected officials, officers, agents and employees) from and against any and all claims (including all litigation, demands, damages, liabilities, costs, expenses, and attorney's fees) resulting or arising from Paducah's performance, or failure to perform, under this Agreement except that the District shall not be required to indemnify, hold harmless, or defend Paducah from and against any claims resulting or arising from the negligence of Paducah, its elected officials, officers, agents or employees. 18. FORCE MAJEURE. If by reason of force majeure, Paducah is unable in whole or in part to perform the services under this Agreement, Paducah shall not be considered in breach during the continuance of such inability. The term ''force majeure" as used herein shall mean the following: acts of God; strikes, lockouts or other industrial disturbances; acts of public enemies; orders or restraints of any kind of the government of the United States or of the State or any of their departments, agencies or officials, or any civil or military authority; insurrections, riots, landslides, earthquakes, fires, storms, droughts, floods, explosions, breakage or accident to machinery, transmission pipes or canals; or any other cause or event not reasonably within the control of Paducah. 19. RELATIONSHIP OF THE PARTIES. It is expressly understood that no agency, employee, partnership, joint venture or other relations is established by this Agreement. Nothing contained in this Agreement is intended to, nor shall it be construed in any way, to be a joint powers agreement of any kind. 20. CONTINUOUS SERVICE DELIVERY. The Parties agree that there is a public health and safety obligation to ensure uninterrupted and continuous service delivery to Paducah and the District. In the event of a material breach, Paducah will continue to provide services under this Agreement during any dispute resolution process and the District will continue to make payment of any fees owed during said process. Additionally, in the event the Agreement is terminated for any reason, the Parties agree to cooperate in transitioning the District to a new service provider for a reasonable period of time. The District will continue to be responsible for its fees, as set forth herein, during said transition period. 21. NO EXPRESS OR IMPLIED WARRANTY. Paducah provides the hardware, software, and ancillary systems without any warranty or condition, expressed or implied. Paducah specifically disclaims any implied warranties of title, merchantability, fitness for a particular purpose, and non-infringement. The District acknowledges that the systems may not operate continuously without interruption. Paducah makes no representations, warranties, or guarantees regarding uptime for the systems. Paducah agrees to pursue remedies through the vendor for the systems to all software problems arising from software provided by the vendor. Remedies for problems arising that are caused by circumstances outside of the vendor's control (network connection issues, user errors, hardware failures, etc.) shall be pursued by Paducah until a resolution is achieved. Paducah shall not be liable to the District for a hardware, software, or ancillary system failure for any direct, indirect, special, incidental, punitive, or consequential damages and losses incurred as a result thereof. 22. NOTICES. All notices required or contemplated by this Agreement shall be in writing and shall be delivered to the respective party as set forth in this section. Communications shall be deemed to be effective upon the first to occur of: (a) actual receipt by a party's Authorized Representative, or (b) actual receipt at the address designated below, or (c) three (3) working days following deposit in the United States Mail of registered or certified mail sent to the address designated below. The Authorized Representative of either party may modify their respective contact information identified in this section by providing notice to the other party. To: City of Paducah Attn: Mayor City Hall 300 South 5th Street Paducah, KY 42003 To: Melber New Hope Fire District Attn: Chairman of the Board Danny Thurston 2905 County Line Road Melber, KY 42069 23. HEADINGS. The heading titles for each paragraph of this Agreement are included only as a guide to the contents and are not to be considered as controlling, enlarging, or restricting the interpretation of the Agreement. 24. SEVERABILITY. If any provision of this Agreement (including any phrase, section, covenant, or condition) is held by a court of competent jurisdiction to be invalid or unenforceable, the Agreement shall be construed as not containing that provision, and the remainder of this Agreement shall remain in full force and effect; provided, however, this paragraph shall not be applied to the extent that it would result in a frustration of the Parties' intent under this Agreement. 25. GOVERNING LAW, JURISDICTION, AND VENUE. This Agreement shall be governed in accordance with the laws of the Commonwealth of Kentucky. Should any dispute arise between the Parties, the Parties shall submit the dispute for administered mediation. The situs of the mediation shall be in Paducah, Kentucky, and shall be mediated by an experienced local mediator· selected by the Parties and paid for jointly and equally by the Parties. In the event the Parties are unable to resolve- the dispute through mediation, any unresolved dispute shall be brought exclusively in a state court located in McCracken County, Kentucky. By execution of the Agreement, each of the Parties consent to the exclusive jurisdiction of such courts, and waive their right to challenge jurisdiction or venue in such courts. Each Party also waives their right to trial by jury. In the event a dispute must be resolved through litigation, the prevailing party shall be entitled to recover the costs and expenses of the dispute from the other party, including its reasonable attorney fees. 26. ASSIGNMENT AND DELEGATION. This Agreement, and any portion thereof, shall not be assigned or transferred, nor shall any of the Parties' duties be delegated, without the written consent of the other Party. Any attempt to assign or delegate this Agreement without the written consent of the other Party shall be void and of no force or effect. Consent by a Party to one assignment shall not be deemed to be consent to any subsequent assignment. 27. SUCCESSORS. This Agreement shall bind and inure to the benefit of all successors and assigns of the Parties and any associates in interest, and their respective directors, officers, agents, servants, and employees, and the successors and assigns of each of them, separately and collectively. 28. MODIFICATIONS. This Agreement may not be modified orally or in any manner other than by an agreement in writing signed by both Parties. 29. WAIVERS. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of this Agreement. Each Party shall have the right at all times to enforce the provisions of this Agreement in strict accordance with the terms hereof, notwithstanding any prior conduct or custom. The failure of a Party to enforce its rights under this Agreement shall not be construed as having created a custom which is contrary to specific provisions of this Agreement, or as having in any way or manner modified or waived such provisions. All rights and remedies of the Parties shall be cumulative, and the exercise of one right or remedy shall not be deemed a waiver or release of any other right or remedy. 30. ENTIRE AGREEMENT. This Agreement, including all documents incorporated herein by reference, comprises the entire integrated understanding between the parties concerning the services described herein. This Agreement supersedes all prior negotiations, agreements, and understandings regarding this matter, whether written or oral. This Agreement may not be amended except in writing signed by a duly authorized representative of each Party. 31. SIGNATURES. The individuals executing this Agreement represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this Agreement on behalf of the respective entities. This Agreement shall inure to the benefit of and be binding upon the Parties hereto and their respective successors and assigns. IN WITNESS WHEREOF Paducah and the District do hereby agree to the full performance of the terms set forth herein. CITY OF PADUCAH MELBER NEW HOPE FIRE DISTRICT By:__________________________ By:______________________________ Title: Mayor Title: Chairman of Board Date:____________________ Date:_________________ APPROVED AS TO FORM: By: _________________ Title: Legal Counsel APPROVED AS TO FORM: By:__________________ Title: Legal Counsel 223963 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Collection of property taxes imposed by the Paducah Independent School District - J PERKINS Category: Ordinance Staff Work By: Jonathan Perkins Presentation By: Jonathan Perkins Background Information: Each year, the Paducah Independent School District Board of Education (BOE) sets its tax levy for real estate and personal property pursuant to the authority vested in it under its charter & the Laws of Kentucky. The BOE authorizes the City of Paducah to collect the School District's property taxes for them under KRS 160.460. For the period July 1, 2020 through June 30, 2021 the BOE has levied the following tax levies and has authorized the City of Paducah to collect those taxes: Real Estate $.864 per $100 AV Personal Property (including inventory) $.864 per $100 AV Taxes collected by the City of Paducah for the BOE is due and payable as set forth in the City's ordinance to collect its own property taxes. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Staff recommends for passage. Attachments: 1.Ordinance - Paducah Independent School authorization to collect ad valorem taxes - Sept 2020 K:\City Clerk\ORD\FINANCE\Paducah Independent School Authorization To Collect Ad Valorem Taxes - Sept 2020.Docx ORDINANCE NO. 2020-______-_________ AN ORDINANCE AUTHORIZING THE CITY OF PADUCAH TO COLLECT TAXES FOR THE PADUCAH INDEPENDENT SCHOOL DISTRICT FOR THE PERIOD FROM JULY 1, 2020 THROUGH JUNE 30, 2021. BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. KRS 160.460 authorizes designated cities, such as the City of Paducah, to collect taxes assessed by independent school districts. Pursuant to this authority, the Board of Commissioners hereby authorizes the Director of Finance to collect taxes assessed by the Paducah Independent School District. SECTION 2. The Board of Education of the City of Paducah, Kentucky, pursuant to the authority vested in it under its charter and under the laws of the Commonwealth of Kentucky has adopted a resolution and budget levying an ad valorem tax on all real property in said City subject to taxation for school purposes. Pursuant to said resolution, the Board of Education budgets and levies the following taxes for the period of July 1, 2020 through June 30, 2021, an ad valorem tax of eighty-six and 4/10 cents ($0.864) on each one hundred dollars ($100.00) assessed valuation of all real property subject to taxation for school purposes in the City of Paducah, Kentucky, for the support and maintenance of the public schools of said City shall be collected by the City for the Board of Education. SECTION 3. The Board of Education of the City of Paducah, Kentucky, pursuant to the authority vested in it under its charter and under the laws of the Commonwealth of Kentucky has adopted a resolution and budget levying an ad valorem tax on all personal property in said City subject to taxation for school purposes. Pursuant to said resolution, the Board of Education budgets and levies the following taxes for the period of July 1, 2020 through June 30, 2021, an ad valorem tax of eighty-six and 4/10 cents ($0.864) on each one hundred dollars ($100.00) assessed valuation of all personal property subject to taxation for school purposes in the City of Paducah, Kentucky, for the support and maintenance of the public schools of said City shall be collected by the City for the Board of Education. SECTION 4. The City of Paducah shall collect the following taxes for the Board of Education: K:\City Clerk\ORD\FINANCE\Paducah Independent School Authorization To Collect Ad Valorem Taxes - Sept 2020.Docx PADUCAH INDEPENDENT SCHOOL DISTRICT Real Estate $0.864 Personal Property (including inventory) $0.864 SECTION 5. Taxes authorized to be collected herein shall be due and payable as set forth in Ordinance No. 2020-09-________. SECTION 6. The provisions of this ordinance are severable. If any provision, section, paragraph, sentence or part thereof shall be held unconstitutional or invalid, such decision shall not affect or impair the remainder of this ordinance, it being the legislative intent to ordain and enact each provision, section, paragraph, sentence and part thereof separately and independent of each other. SECTION 7. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. ________________________________________ Mayor ATTEST: ______________________________ Lindsay Parish, City Clerk Introduced by the Board of Commissioners September ___, 2020 Adopted by the Board of Commissioners _______________, 2020 Recorded by Lindsay Parish, Paducah City Clerk, _______________, 2020 Published by The Paducah Sun, ______________, 2020 Ordinance Prepared by Stacey Blankenship, KKHB ORD/FIN/Paducah Independent School authorization to collect ad valorem taxes 09-2020 Agenda Action Form Paducah City Commission Meeting Date: October 13, 2020 Short Title: Approval of a Renewal Lease Agreement with Forest Hills Village, Inc. J ARNDT Category: Ordinance Staff Work By: James Arndt Presentation By: James Arndt Background Information: The City of Paducah currently leases its real estate development to Forest Hills Village, Inc., for specified annual rental amounts. The existing lease agreement will expire on December 31, 2020. The parties desire to continue their lease relationship, with the new term of lease being for ten years, commencing January 1, 2021 and terminating December 31, 2030. Does this Agenda Action Item align with a Strategic Plan Action Step? No If yes, please list the Action Step Item Codes(s): Funds Available:Account Name: Account Number: Staff Recommendation: Authorize the Mayor to execute the Renewal Lease Agreement. Attachments: 1.Forest Hills - Renewal Lease Agreement 2.Ordinance - Forest Hills Lease ORDINANCE NO. 2020-____-________ AN ORDINANCE APPROVING A RENEWAL LEASE AGREEMENT WITH FOREST HILLS VILLAGE, INC, AND AUTHORIZING THE MAYOR TO EXECUTE SAID LEASE WHEREAS, the City of Paducah currently leases its real estate development to Forest Hills Village, Inc., for specified annual rental amounts; and WHEREAS, the existing lease agreement will expire on December 31, 2020; and WHEREAS, the parties desire to continue their lease relationship in accordance with the terms and provisions of a Renewal Lease Agreement. NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah, Kentucky, hereby approves the Renewal Lease Agreement with Forest Hills Village, In., which shall have the following terms: A. The term of the renewal lease shall be for ten (10) years, which shall commence January 1, 2021, and terminate on the 31st day of December, 2030. B. The annual lease payments shall be determined by multiplying the lease payment as of December 31st of the preceding year by the average Consumer Price Index “CPI” for Urban Consumers over the previous two years, as published by the Bureau of Labor Statistics of the United States Department of Labor for the year ending in the two previous Novembers, which will be averaged together to determine applicable CPI. Provided, however, that in the event that COLA is less than zero, the annual lease shall not be adjusted for COLA, but rather the annual lease payment shall remain the same as the preceding year. C. Forest Hills Village, Inc. shall pay the annual Lease Payments in twelve (12) equal successive monthly payments on or before the tenth (10th) of each month of the annual lease term. D. Such other customary terms and conditions as may be approved by the Corporation Counsel for the City of Paducah. SECTION 2. The Mayor of the City is hereby authorized to execute the renewal lease agreement approved in Section 1 above. SECTION 3. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. ______________________________ MAYOR ATTEST: ________________________________ Lindsay Parish, City Clerk Introduced by the Board of Commissioners, October 13, 2020 Adopted by the Board of Commissioners, ________________, 2020 Recorded by Tammara S. Brock, City Clerk, ______________, 2020 Published by The Paducah Sun, _____________, 2020 \ord\lease-forest hills – 2020-2030