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HomeMy WebLinkAboutAgenda Packet 06-24-2025 CITY COMMISSION MEETING AGENDA FOR JUNE 24, 2025 5:00 PM CITY HALL COMMISSION CHAMBERS 300 SOUTH FIFTH STREET 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 place it in the box located at the end of the Commissioner’s desk on the left side of the Commission Chambers. The Mayor will call on you to speak during the Public Comments section of the Agenda. ROLL CALL INVOCATION PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS EMPLOYEE INTRODUCTIONS Wes Banks, Planning Dept. Intern - C. GAULT EMPLOYEE INTRODUCTIONS Alyssa Blanchard, Engineering Intern - G. GUEBERT PRESENTATION Citizens' Academy Graduation - Cathy Bryant-Quimby PUBLIC COMMENTS MAYOR'S REMARKS 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 June 10, 2025 B. Receive & File Documents C. Personnel Actions D. Approve the Job Grade Schedule for FY2026 - S. WILCOX E. Approve the Position and Pay Schedule for FY2026 - S. WILCOX F. City of Paducah FY2026 Title VI Program Plan Adoption - S. WILCOX G. Employment Agreement with Matthew Wentworth - B. LAIRD H. Authorize the City Manager to release a Request for Bids for a Non- Exclusive Telecommunications Franchise - L. PARISH I. Approve Contract For Services with Paducah Junior College, Inc., for the Community Scholarship Program in the amount of $100,000.00 - D. JORDAN II. MUNICIPAL ORDER(S) A. Authorize the City Manager to release a Request for Proposals for Design and Construction Administration Services for the design of a new Maintenance Building for the Parks and Recreation Department - A. CLARK B. Authorize the City Manager to release a Request for Proposals for the construction of a restroom facility at Robert Coleman Park - A. CLARK C. School Resource Officer Agreement with Paducah Public Schools - B. LAIRD III. ORDINANCE(S) - ADOPTION A. Health Insurance Fund - budget amendment for FY2025 - J. PERKINS IV. COMMENTS A. Comments from the City Manager B. Comments from the Board of Commissioners V. EXECUTIVE SESSION June 10, 2025 At a Regular Meeting of the Paducah Board of Commissioners held on Tuesday, June 10, 2025, at 5:00 p.m. in the Commission Chambers of City Hall located at 300 South 5th Street, Mayor George Bray presided. Upon call of the roll by City Clerk, Lindsay Parish, the following the following answered to their names: Commissioners Henderson, Smith, Thomas, Wilson, and Mayor Bray (5). INVOCATION Commissioner Thomas led the Invocation. PLEDGE OF ALLEGIANCE The Mayor led the pledge. ADDITION The City Manager added the following item to the agenda: A Municipal Order to Approve an Agreement with KEES for Hotel Metropolitan Executive Director Search. PRESENTATION Communications Manager Pam Spencer provided the following summary: Paducah Cooperative Ministry Executive Director Lacy Boling provided an overview of various local and state statistics regarding how a lack of housing is driving homelessness. Boling first mentioned the number of students in the McCracken County and Paducah Public school systems who were enrolled in McKinney-Vento programming for homeless assistance during the 2024- 2025 school year (248 in Paducah and 212 in McCracken County). Boling also pointed out the results of the 2024 McCracken County Point in Time count which noted an increase in the homeless population count to nearly 200. As determined by the Kentucky Housing Corporation, McCracken County currently has a housing supply gap of 3,805. This number is expected to increase by 39 percent by 2029. The fair market rent is $992 in McCracken County for a two- bedroom apartment which means the estimated hourly wage that a full-time employee must earn to afford a home at HUD’s fair market rent is $19.08. Boling then shared similar statistics for the State of Kentucky noting the lack of a housing supply. PUBLIC COMMENTS Randall Barnes thanked the Commission and the Brooks Stadium Board for their work in donating land to be used for the new Paducah Tilghman Softball facility. Rhonda Smith spoke about Southside Public Art Update and Affordable Housing. CONSENT AGENDA Mayor Bray asked if the Board wanted any items on the Consent Agenda removed for separate consideration. No items were removed. Mayor Bray asked the City Clerk to read June 10, 2025 the items on the Consent Agenda. I(A)Approve Minutes for the May 27, 2025, Board of Commissioners meeting. I(B)Receive and File Documents I(C) Reappointment of Ryan Garner and Joint Reappointment of Bill Bartleman, to the Paducah- McCracken County Convention Center Corporation Board. These terms shall expire June 30, 2028. I(D)Appointment of Alexis Marrs to replace Heather Coltharp, whose term expired, and Jana Dawson, to replace Michael Campbell, who resigned, to the Historical & Architectural Review Commission (HARC). Said terms shall expire June 10, 2028, and November 27, 2026, respectively. I(E)Appointment of Leslie Heath to the Paducah Planning Commission, to replace Micky Carman, who resigned. Said term shall expire August 31, 2027. I(F)Personnel Actions Commissioner Henderson offered Motion, seconded by Commissioner Smith, that the items on the consent agenda be adopted as presented. Adopted on call of the roll yeas, Commissioners Henderson, Smith, Thomas, Wilson and Mayor Bray (5). MUNICIPAL ORDER APPROVE AN AGREEMENT WITH KEES (KRISTNER EDDY EXECUTIVE SERVICES) FOR EXECUTIVE SEARCH SERVICES FOR HIRING THE HOTEL METROPOLITAN EXECUTIVE DIRECTOR Commissioner Smith offered Motion, seconded by Commissioner Henderson, that the Board of Commissioners adopt a Municipal Order, entitled, “A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH KISTNER EDDY EXECUTIVE SERVICES, INC. (KEES) FOR EXECUTIVE SEARCH SERVICES RELATED TO THE HOTEL METROPOLITAN EXECUTIVE DIRECTOR POSITION.” Adopted on call of the roll yeas, Commissioners Henderson, Smith, Thomas, Wilson and Mayor Bray (5). (MO #3054; BK 14) ORDINANCE ADOPTION BUDGET ORDINANCE FY2026 Commissioner Thomas, offered Motion seconded by Commissioner Wilson, that the Board of Commissioner adopt an Ordinance entitled, “AN ORDINANCE ADOPTING THE CITY OF June 10, 2025 PADUCAH, KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1, 2025, THROUGH JUNE 30, 2026, BY ESTIMATING REVENUES AND RESOURCES AND APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT.” This Ordinance is summarized as follows: Adopting the City of Paducah annual budget for Fiscal Year July 1, 2025, through June 30, 2026, by estimating revenues and resources and appropriating funds for the operation of City Government at $137,778,934, and summarized by fund as follows: FUNDSAPPROPRIATIONS 1000GENERAL $51,198,934 2300MAP3,116,000 2400INVESTMENT7,887,440 2500TIF123,000 2000E9113,343,495 2200OPIOID53,096 2700COURT AWARDS112,165 2800ROOM TAX1,855,000 3000DEBT5,567,361 4000CIP11,947,805 4200BOND FUND33,795,280 5000SOLID WASTE8,052,519 5300TRANSIENT BOAT DOCK444,544 1100RENTAL 142,513 7000FLEET MAINTENANCE1,092,826 7100FLEET LEASE TRUST2,853,765 7200INSURANCE1,330,581 7300HEALTH INSURANCE4,045,470 8100PFPF 731,715 8400OTHER TRUSTS85,425 $137,778,934 Adopted on call of the roll yeas, Commissioners Henderson, Smith, Thomas, Wilson and Mayor Bray (5). (ORD 2025-06-8847; BK 37) ORDINANCE INTRODUCTION FY2025 BUDGET AMENDMENT HEALTH INSURANCE FUND – Commissioner Wilson offered motion, seconded by Commissioner Thomas, that the Board of Commissioners introduce an Ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO. 2024-06-8815, ENTITLED, “AN ORDINANCE ADOPTING THE CITY OF PADUCAH, KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR June 10, 2025 JULY 1, 2024, THROUGH JUNE 30, 2025, BY ESTIMATING REVENUES AND RESOURCES AND APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT.” This Ordinance is summarized as follows: That the annual budget for the fiscal year beginning July 1, 2024, and ending June 30, 2025, as adopted by Ordinance No. 2024-06-8815, be amended by the following re-appropriations: Transfer $710,000 from the Health Insurance Funds’ fund balance to the FY2025 Health Insurance Claims Account. OTHER BUSINESS EMPLOYEE CONCERN APPEAL Communications Manager Pam Spencer provided the following summary: City of Paducah Fire Department employee, Matt Meiser, brought forth an employee concern appeal to the Board of Commissioners as permitted in the City’s Employee Concerns Policy regarding the City’s Progressive Discipline Policy. DISCUSSIONS Communications Manager Pam Spencer provided the following summaries: Spec Building Discussion and Grant Award Greater Paducah Economic Development President/CEO Bruce Wilcox provided a brief history of the construction of spec buildings in Paducah and McCracken County, summarized current spec buildings across Kentucky, and announced that the local community has been successful in receiving a $2 million grant toward the construction of a spec building. In March, the City approved a letter of support with the McCracken County Fiscal Court supporting GPED’s application for grant funding through the Kentucky Product Development Initiative (KPDI) to construct a 100,000-square-foot speculative building in Industrial Park West. The competitive grant has been approved with an award of $2 million. Future action would be taken by the City Commission to formally accept the grant. Riverfront Infrastructure Improvement Project (BUILD Grant) Update Engineering Project Manager Melanie Townsend updated the Board on the construction projects included in the Riverfront Infrastructure Improvement Project (BUILD grant project). Construction on this project started in November 2024. Since then there has been significant work in the area on the river side of the floodwall near the transient dock with concrete work th now beginning. The reconfiguration of the Convention Center floodwall opening at North 5 Street is underway and expected to continue until August. Later this summer there will be work thrdnd on the intersections of 6 and Park Avenue; 3 and Madison; and 2 and Jefferson. One of the most substantial projects included in this Riverfront Infrastructure Improvement Project is the construction of a new riverfront excursion pier. This new landing pier will greatly enhance the experience and accessibility for Paducah’s riverboat passengers. This week, June 10, 2025 demolition work by Jim Smith Contracting began on the river side of the floodwall just downstream from the Foot of Broadway in preparation for the pier’s construction. One lane of Water Street is closed between Broadway and Jefferson. Later this month, contractor, C.J. Mahan, will mobilize to start the pier construction with materials and equipment arriving by barge. Crews will work Monday through Saturday on this phase of the project which is expected to wrap up with the substantial completion of the pier and excursion plaza by spring to summer of 2026. Crews will not be working on July 4. Since much of the pier work will be facilitated from a barge, the Foot of Broadway, Schultz Park, the transient dock and landmass, and the Greenway Trail (except on the river side of the floodwall between Broadway and Jefferson Street) will remain open during construction. Please note that part of this work will include pile driving which is planned to start at the end June/early July. Pile driving is expected to last until early September and will be noisy. This 540- foot pier requires numerous mooring and support piles that will be driven into the riverbed leading to the noise. This pier will have 18 piles that are 48 inches in diameter and three mooring dolphins of equivalent size. Furthermore, there will be dozens of smaller support piles and a bulkhead. The machinery (a pile-driving hammer) to install these piles will be located on a barge and held in place by a crane. The barges will be in place for the project’s duration. After the piles are completed, the decking for the pier will be installed from the barge along with a 15-foot wide sidewalk to connect the pier to the landing at the Broadway floodwall opening. Paducah is using a $10.4 million grant (Better Utilizing Investments to Leverage Development (BUILD) Grant) through the Maritime Administration along with $3.5 million in State funds to cover the majority of the project’s construction cost. COMMENTS: Commissioner Henderson attended the Southside Revitalization meeting. He thanked Planning Director Carol Gault and the Planning Department team for the presentation. He wants to continue to make the Southside an affordable place for families to live. Mayor Bray said he was unable to attend, but he had heard great things about the meeting and is encouraged by the discussion. Commissioner Smith also attended the meeting. He wishes for the City to work to preserve the history of the Southside. EXECUTIVE SESSION: Commissioner Henderson offered motion, seconded by Commissioner Smith, that the Board of Commissioners go into closed session for discussion of matters pertaining to the following topics: Discussions of proposed or pending litigation against or on behalf of the public agency KRS 61.810(1)(c) June 10, 2025 Adopted on call of the roll yeas, Commissioners Guess, Henderson, Smith, Wilson and Mayor Bray (5) RECONVENE IN OPEN SESSION Commissioner Wilson offered motion, seconded by Commissioner Henderson, that the Paducah Board of Commissioners reconvene in open session. Adopted on call of the roll yeas, Commissioners Henderson, Smith, Thomas, Wilson, and Mayor Bray (5). ADJOURN Commissioner Thomas offered Motion, seconded by Commissioner Smith, that the meeting be adjourned. Adopted on call of the roll yeas, Commissioners Henderson, Smith, Thomas, Wilson, and Mayor Bray (5). TIME ADJOURNED: 7:20 p.m. ADOPTED: June 24, 2025 George Bray, Mayor ATTEST: Lindsay Parish, City Clerk June 24, 2025 RECEIVE AND FILE DOCUMENTS: Contract File: 1. Mutually Agreeable Staffing Agreement – TempsPlus, Inc. – MO #3033 2. Participation Addendum – NASPO ValuePoint (Xybix Systems) – MO #3040 3. Transfer of Maintenance Rights for KY 3238 (Water Street) from Commonwealth of Kentucky to City of Paducah (ORD 2023-05-8773) 4. Communications International – purchased off previous contract – Quote – MO #3044 Financials: 1. Letter of Engagement – Williams Williams & Lentz –GPED audit Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Approve the Job Grade Schedule for FY2026 - S. WILCOX Category: Municipal Order Staff Work By: Stefanie Wilcox Presentation By: Stefanie Wilcox Background Information: Each grade in the Job Grade Schedule is being increased to coincide with the fiscal year 3% cost of living adjustment provided for all non-union positions. The schedule also creates an Assistant Director of Planning position in the Planning Department at grade 14. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: City Staffing Needs Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approve the updated Job Grade Schedule to be effective June 26, 2025, with recommended changes. Attachments: 1. MO job grade schedule FY2026 2. Job Grade Schedule 06 26 2025 MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER APPROVING THE JOB GRADE SCHEDULE FOR THE EMPLOYEES OF THE CITY OF PADUCAH, KENTUCKY FOR FISCAL YEAR 2026 BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The City of Paducah hereby adopts and approves the Job Grade Schedule for Fiscal Year 2026 as attached hereto. SECTION 2. This Order will be in full force and effect from and after the date of its adoption. __________________________________ George Bray, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _______________________ Recorded by Lindsay Parish, City Clerk, ________________________ \\mo\\job grade schedule FY2026 Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Approve the Position and Pay Schedule for FY2026 - S. WILCOX Category: Municipal Order Staff Work By: Stefanie Wilcox Presentation By: Stefanie Wilcox Background Information: Approve the Position and Pay Schedule for all City personnel to include the budgeted 3.0% cost of living adjustment effective June 26th, per negotiated terms of labor contracts with AFSCME, Police, and Fire, as well as an adjustment for all other non-union City employees. The Position and Pay schedule adds the following newly budgeted positions; an Assistant Director of Planning in the Planning Department, three Firefighters in the Suppression Division of Fire, a Code Enforcement Officer in the Prevention Division of Fire, three Right of Way Maintenance positions in the Street Division of Public Works, and one new Recreation Specialist for the Recreation Division of the Parks Department. The Pay and Position Schedule also includes newly filled positions, new vacancies, and other position changes over the last few months. Does this Agenda Action Item align with a Commission Priority? Yes If yes, please list the Commission Priority: City Staffing Needs Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approved the recommended changes for the Fiscal Year 2026 Position and Pay Schedule to be effective June 26, 2025. Attachments: 1. MO Position and Pay Schedule FY2025-2026 2. Position and Pay Schedule -Jun 26 2025 MUNICIPAL ORDER NO. __________ A MUNICIPAL ORDER ADOPTING THE POSITION AND PAY SCHEDULE FOR THE FULL-TIME EMPLOYEES OF THE CITY OF PADUCAH, KENTUCKY FOR FISCAL YEAR 2026 BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah hereby adopts the FY2026 Position and Pay Schedule for the employees of the City of Paducah as attached hereto. SECTION 2. This Order will be in full force and effect from and after the date of its adoption. ______________________________ George Bray, Mayor ATTEST: ___________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _______________________ Recorded by Lindsay Parish, City Clerk, ______________________ mo/Position and Pay Schedule FY2025-2026 Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: City of Paducah FY2026 Title VI Program Plan Adoption - S. WILCOX Category: Municipal Order Staff Work By: Stefanie Wilcox Presentation By: Stefanie Wilcox Background Information: The City of Paducah (City), as a federal grant recipient, is required by the Federal Transit Administration (FTA) to conform to Title VI of the Civil Rights Act of 1964 and its amendments with a new Program Plan Adoption each year. Section 601 of Title VI of the Civil Rights Act of 1964 requires that “No person in the United States, on the grounds of race, color or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination, under any program or activity receiving Federal financial assistance.” Presidential Executive Order 12898 addresses environmental justice in minority and low-income populations. Presidential Executive Order 13166 addresses services to those individuals with limited English proficiency. The City is committed to enforcing the provisions of Title VI and protecting the rights and opportunities of all persons associated with the agency. The city’s commitment includes following all applicable laws and regulations that affect the region and those organizations, both public and private, which participate and benefit through our programs. The City will take positive and realistic affirmative steps to ensure that all persons and/or firms wishing to participate in its programs are given an equal and equitable chance to participate. Along with the Title VI Program, a Disability Nondiscrimination Policy and an accommodation request process will be created as well. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approve and renew the City of Paducah Title VI Program Plan effective July 1, 2025. Attachments: 1. MO Title VI Program Plan FY26 2. FINAL COP Title VI Plan FY26 MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER ADOPTING THE TITLE VI PROGRAM PLAN FOR THE CITY OF PADUCAH FOR JULY 1, 2025 THROUGH JUNE 30, 2026 WHEREAS, the City of Paducah (City), as a federal grant recipient, is required by the Federal Transit Administration (FTA) to conform to Title VI of the Civil Rights Act of 1964 and its amendments; and WHEREAS, the City is committed to enforcing the provisions of Title VI and protecting the rights and opportunities of all persons associated with the agency; and WHEREAS, the City now wishes to approve and implement the City of Paducah Title VI Program Plan. NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah hereby approves and implements the City of Paducah Title VI Program Plan, which shall be effective July 1, 2025, through June 30, 2026. SECTION 2. That the Mayor is hereby authorized to execute all documents necessary as authorized in Section 1, above. SECTION 3. This order shall be in full force and effect from and after the date of its adoption. ____________________________________ George Bray, Mayor ATTEST: _______________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, __________________ Recorded by Claudia Meeks, Assistant City Clerk, _____________________ \\mo\\Title VI Program Plan FY26 TITLE VI PROGRAM PLAN City of Paducah July 1, 2025 June 30, 2026 Daron Jordan, City Manager Stefanie Wilcox, Human Resources Director & Title VI Coordinator 1 TABLE OF CONTENTS I. Glossary/Definitions .................................................................................... 3 II. Overview ..................................................................................................... 8 a. Policy Statement .................................................................................... 9 III. General Reporting ...................................................................................... 13 a. Organizational Chart ............................................................................ 18 IV. Statement of Assurances ............................................................................ 20 V. Program Review Procedures ..................................................................... 23 a. Special Emphasis Program Areas ........................................................ 23 b. Sub-Recipient Review Procedures ...................................................... 24 VI. Programs or Activities Subject to Title VI ................................................ 25 VII. Compliance ................................................................................................ 27 VIII. Environmental Justice................................................................................ 28 IX. Training ..................................................................................................... 29 X. Data Collection/Reporting Analysis .......................................................... 30 XI. Complaint Procedure ................................................................................. 31 a. CITY Title VI Investigations, Complaints and Lawsuits .................... 34 XII. Public Participation Plan ........................................................................... 35 XIII. Language Access Plan ............................................................................... 39 XIV. Minority Representation ............................................................................ 46 XV. Demographics of CITY ............................................................................ 47 XVI. Review of STA Directives ......................................................................... 49 XVII. Compliance/Noncompliance ..................................................................... 50 XVIII. Appendices ................................................................................................ 51 XIX. Board Policy Approval .............................................................................. 61 2 I. GLOSSARY/DEFINITIONS Affirmative Action: a good-faith effort to eliminate past and present discrimination in all federally assisted programs and to ensure future nondiscriminatory practices. African American (Black): A person having origins in any of the black racial groups of Africa. American Indian or Alaska Native: a person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment. Applicant: an eligible public entity or organization that submits an application for financial assistance under a program administered on behalf of the State. Asian: a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam. Assurance: a written or signed by the agency head in which a recipient agrees to administer federally assisted programs in accordance with civil rights laws and regulations. Beneficiary: any person or group of people (other than states) entitled to receive benefits, directly or indirectly, from any federally assisted program (i.e., relocated persons, impacted citizens, communities, etc.). CITY: shall refer to the City of Paducah, a home rule city of the Commonwealth of Kentucky. City Manager: The City of Paducah City Manager is responsible for Title VI activities in accordance with KYTC policies and directives as well as state/federal statute/law and state/federal administrative regulations and have the authority to appoint Title VI Designee(s) for the City. Complaint: a verbal or written allegation of discrimination that indicates that a federally assisted program is operated in such a manner that it results in disparity of treatment to persons or groups of persons because of race, color or national origin. Compliance: a satisfactory condition wherein an applicant, recipient, or sub recipient has effectively implemented all of the Title VI requirements or can demonstrate that every good-faith effort toward achieving this end has been made. Contract: a mutually binding legal relationship or any modification thereof obligating the seller to furnish supplies or services, including construction, and obligating the buyer to pay for them. Throughout this document, a lease is considered a contract. Contractor: any person, corporation, partnership, organization, or incorporated association that participates, through a contract or subcontract, in any program or activity covered by this plan including lessees. 3 Discrimination: involves any act or inaction, whether intentional or unintentional in any program or activity of a federal aid recipient, sub recipient, or contractor, which results in disparate treatment, disparate impact, or perpetuating the effects of prior discrimination based on race, color, sex, national origin, age, disability or in the case of disability, failing to make a reasonable accommodation. Division: one of the administrative subdivisions of an office of the Kentucky Transportation Cabinet. The term district should be considered equivalent to division as an administrative subdivision of an office of the KYTC. Federal Assistance: Grants and loans of federal funds The grant or donation of federal property and interests in property The detail of federal personnel The sale and lease of, and the permission to use (on other than a casual or transient basis), federal property or any interest in such property without Consideration or with nominal consideration, or with consideration which is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale or lease to the recipient Any federal agreement, arrangement, or other contract that has, as one of its purposes, the provision of assistance Federal Highway Administration or FHWA: agency within the U.S. Department of Transportation that supports State and local governments in the design, construction and federally and tribal owned lands (Federal Lands Highway Program). Grantee: any public or private agency, institution or organization to whom federal financial assistance is intended for any program. Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture or origin, regardless of race. Interpretation: The process of listening to something in one language and orally interpreting it in another. The mix of LEP services under the Oral Languages Services is as follows: Hiring bilingual staff Hiring staff interpreters Using telephone interpreter lines Using community volunteers Use of family members, friends, and other customers/passengers as interpreters 4 KentuckyTransportationCabinetorKYTC:theagencyofKentuckychargedbyitslawswiththe responsibility for all modes of transportation. Limited English Proficiency or LEP: Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write or understand English can be limited English proficient. Metropolitan Planning Organization or MPO: policy board of an organization created and designated to carry out the metropolitan transportation planning process. MPOs are required to represent localities in all Urbanized Areas (UZA) of populations over 50,000, as determined by the US Census. MPOs are designated by agreement between the Governor and units of general- purpose local government that together represent at least 75 percent of the affected population (including the largest incorporated city, based on population, as named by the Bureau of the Census) or in accordance with procedures established by applicable State or local law. When submitting the transportation improvement program (described below), to the State for inclusion in the statewide program, MPOs self-certify that they have met all federal requirements. Minority: A person or groups of persons differing from others in some characteristics who may be subjected to differential treatment based on race, color or national origin. Includes African Americans, Hispanics or Latinos, American Indian or Alaska Native, Asians and Native Hawaiian or Other Pacific Islander. Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Non-compliance: the condition wherein a recipient has failed to meet prescribed requirements and has shown a lack of good-faith effort in implementing all of the Title VI requirements. Non-minority or non-minority group people: Caucasians Persons: Where designation of persons by race, color or national origin is required, the following designations ordinarily may be used: White not of Hispanic origin, Black not of Hispanic origin, Hispanic, Asian or Pacific Islander, American Indian or Alaskan Native. Additional subcategories based on national origin or primary language spoken may be used, where appropriate, on either a national or a regional basis. Primary recipient: KYTC or any department, division, or agency authorized to request federal assistance on behalf of sub-recipients and to distribute financial assistance to sub- contracts for carrying out a program. Program: includes any highway, project, or activity that provides services, financial aid or other benefits to individuals, including education or training, work opportunities, health, welfare, rehabilitation, housing or other services, whether provided directly by the recipient of federal financial assistance or provided by others through contracts or other arrangements with the recipient (i.e. Planning, Environment, Design, Right-of-Way, Construction, Safety, & Research). 5 Program area officials: the officials who are responsible for carrying out technical program responsibilities. Public participation: an open process in which the rights of the community to be informed to provide comments to the Government and to receive a response from the Government are met through a full opportunity to be involved and to express needs and goals. Recipient: Kentucky or any political subdivision or instrumentality thereof or any public or private agency, institution, or organization or other entity; or any individual in Kentucky to whom federal assistance is extended, either directly or through another recipient, for any program. Recipient includes any successor, assignee, or transferee thereof. The term recipient does not include any ultimate beneficiary under any such program. Examples of recipients include MPOs, Council of Governments (COG), towns, cities, counties, school districts or any sub recipient. Secretary: The chief administrative officer of the Kentucky Transportation Cabinet or KYTC. Statewide Transportation Improvement Program or STIP: statewide transportation improvement program (STIP) for all areas of the State covering a period of at least four years. The STIP is a staged, multi-year, statewide intermodal program of transportation projects, consistent with the statewide transportation plan and planning processes as well as metropolitan plans, transportation improvement programs (TIP), and planning processes. The STIP must be developed in cooperation with the metropolitan planning organizations (MPO), public transit providers, and any Regional Transportation Planning Organizations (RTPO) in the State and must be compatible with the TIPs for the metropolitan areas in the State. Statewide Transportation Plan or STP: a long-range transportation plan that provides for the development and implementation of the multimodal transportation system (including transit, highway, bicycle, pedestrian and accessible transportation) for the State. This plan must identify how the transportation s sustainability goals for at least a 20-year planning horizon. Sub-grantee: Any public or private agency, institution, or organization to whom federal financial assistance is intended (through another recipient) for any program. Title VI Officer, Coordinator or Liaison: refers to the responsible City official in matters relating to Title VI. The Title VI Officer, Coordinator or Liaison reports to and assists the City Manager of the City in carrying out the required Title VI responsibilities. Title VI Program: the system of requirements developed to implement Title VI of the Civil Rights provisions of other federal non-discrimination authorities to the extent that they prohibit discrimination on the grounds of race, color, national origin, sex, age and disability, including income level and Limited English Proficiency in programs or activities receiving federal financial assistance. Translation: Translation is the replacement of a written text from one language into an equivalent written text in another language. 6 Transportation Improvement Programs or TIP: plan developed by Metropolitan Planning Organization cooperation with the State and public transit providers detailing a list of upcoming transportation projects, covering a period of at least four years. It should include capital and non- capital surface transportation projects, bicycle and pedestrian facilities and other transportation Strategic Highway Safety Plan. The TIP should include all regionally significant projects receiving FHWA or FTA funds, or for which FHWA or FTA approval is required. White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. 7 II. OVERVIEW Title VI of the Civil Rights Act of 1964 is a non-discrimination statute. Specifically, Title VI provides that no person in the United States shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance (42 U.S.C. Section 2000d). Each federal department and agency, which is empowered to extend Federal financial assistance to any program or activity, by way of grant, loan, federal personnel or any federal agreement contract is authorized and directed to make the provisions of Section 2000d of this title. The City of Paducah Board of Commissioners is the governing body of the City. As a recipient of federal funds through grant program(s), the City is subject to Title VI of the Civil Rights Act of 1964. The City works to ensure that nondiscriminatory services are offered throughout the region thereby enhancing both the quality of life and the economic vitality. Non-Discrimination Authorities Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq.) Section 162 (a) of the Federal Aid Highway Act of 1973 (23 USC 324) Age Discrimination Act of 1975 Section 504 of the Rehabilitation Act of 1973 Americans With Disabilities Act of 1990 Civil Rights Restoration Act of 1987 49 CFR Part 21 23 CFR Part 200 U.S. DOT Order 1050.2 Executive Order #12898 (Environmental Justice) Executive Order #13166 (Limited-English-Proficiency) 8 City of Paducah th 300 South 5 Street Paducah, KY 42003 (270) 444-8550 Fax: (270) 444-8515 www.paducahky.gov The City of Paducah The City of Paducah (CITY) is committed to a policy of non-discrimination in the conduct of its business, including its Title VI responsibilities delivery of equitable and accessible transportation services. CITY recognizes its responsibilities to the communities in which it operates and to the society it serves. It is CITY is accomplished. Statement of Policy: CITY as a federal grant recipient, is required by the Federal Transit Administration (FTA) to conform to Title VI of the Civil Rights Act of 1964 and its amendments. Section 601 of Title VI States, on the grounds of race, color or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination, under any program or activity receiving Federal financial assistance. Presidential Executive Order 12898 addresses environmental justice in minority and low-income populations. Presidential Executive Order 13166 addresses services to those individuals with limited English proficiency. CITY is committed to enforcing the provisions of Title VI and protecting the rights and opportunities of all persons associated with the agency. CITY following all applicable laws and regulations that affect the Region and those organizations, both public and private, which participate and benefit through our programs. CITY will take positive and realistic affirmative steps to ensure that all persons and/or firms wishing to participate in its programs are given an equal and equitable chance to participate. CITY-recipients and contractors are required to prevent discrimination and ensure nondiscrimination in all of their programs, activities and services. CITY is responsible for providing leadership, direction and policy to ensure compliance with Title 9 VIofthe1964CivilRightsActinrespecttoitstransitservices.Anyperson(s)whofeelsthat they have been discriminated against is encouraged to report such violations in writing to the local office: CITY is to: A. Encourage local transit agencies to provide that the level and quality of public transportation service is provided in a nondiscriminatory manner; B. Promote full and fair participation in public transportation decision-making without regard to race, color, or national origin; C. Make efforts to provide meaningful access to programs and activities by persons with limited English proficiency; D. Identify and address, as appropriate, disproportionately high and adverse human health and environmental effects, including social and economic effects of programs and activities on minority populations and low-income populations; E. Work to prevent the denial, reduction, or delay in benefits related to programs and activities that benefit minority populations or low-income populations and to notify beneficiaries of protections available under Title VI; F. Adhere to the Title VI reporting requirements of the Federal Transit Administration through the annual Certification and Assurance module in TEAM and provide written Title VI policy documentation every three years as required in as required in FTA circular 4702.1A; G. Provide public notification of Title VI protections in all public places were CITY conducts business or operations. The responsibility for carrying out CITY by the City Manager to Stefanie Wilcox, a Title VI Compliance Officer who will receive and investigate Title VI complaints which come through the complaint procedure. However, all managers, supervisors and employees share in the responsibility for making CITY success. Additional information concerning CITY be found on the CITY www.paducahky.gov or by calling 270-444-8800. 10 City of Paducah th 300 South 5 Street Paducah, KY 42003 (270) 444-8800 Fax: (270) 444-8515 www.paducahky.gov City of Paducah Title VI Policy Statement It is the policy of the City of Paducah (CITY) to afford equal opportunity to all persons to the end that no person in the United States shall, on the grounds of race, color, sex, disability, age or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal financial assistance from the U.S. Government. Program and activities to which this policy applies include, but are not limited to, the use of grants in connection with federal-aid highway systems, the Surface Transportation and Reauthorization & Reform Act of 2015, the Highway Safety Act of 1966 and the National Traffic and Motor Vehicle and Safety Act of 1966, leases of real property and the grant of permits, licenses, easements and rights of way covering real property, Urban Mass Transportation Research Programs, and other grants for the support of basic scientific research. This policy shall be prominently posted in all personnel office, EEO offices, and on the CITY internal website. Signed and approved this ________ day of June 2025. __________________________________________ Daron Jordan City Manager 11 12 III. GENERAL REPORTING TITLE VI NOTICE TO THE PUBLIC See next page for the notice that is posted in all CITY administrative reception areas and transfer centers. The text is printed on all route and schedule guides and is stated on the CITY website. 13 City of Paducah th 300 South 5 Street Paducah, KY 42003 (270) 444-8550 Fax: (270) 444-8515 www.paducahky.gov Notifying the Public of Rights Under Title VI City of Paducah (CITY) The CITY operates its programs without regard to race, color and national origin in accordance with the Title VI of the Civil Rights Act. Any person who believes she or he has been subjected to discrimination prohibited under Title VI may file a complaint with CITY. To request or receive additional information on CITY a complaint, please contact the person listed below: Stefanie Wilcox, Title VI Coordinator City of Paducah th 300 South 5 Street Paducah, Kentucky 42003 Telephone: 270-444-8540 TTY 800-648-6056 Email Address: swilcox@paducahky.gov Visit website: www.paducahky.gov To file a discrimination complaint, the written complaint must be filed to the address above within 180 days of the alleged discrimination. Written complaints may also be filed with the U.S. Department of Transportation/Federal Transit Administration (FTA) no later than 180 days after the date of the alleged discrimination, unless the time for filing is extended by FTA. Attention: Title VI Program Coordinator, th East Building, 5Floor-TCR, 1200 New Jersey Ave., SE Washington, DC 20590. Written complaints may also be filed with the KYTC Office of Transportation Delivery Project Manager or Title VI Coordinator, Kentucky Transportation Cabinet, 200 Mero Street, Frankfort, KY 40622. To accommodate limited English proficient individuals, oral complaints to be documented and/or translated may also be given at the above address. If information is needed in another language, contact CITY at 270-444-8540. 14 15 City of Paducah th 300 South 5 Street Paducah, KY 42003 (270) 444-8550 Fax: (270) 444-8515 www.paducahky.gov Notificación al público de los derechos bajo el Título VI City of Paducah (CITY) CITY opera sus programas sin tener en cuenta la raza, el color y origen nacional de acuerdo con el Título VI de la Ley de Derechos Civiles. Cualquier persona que crea que ella o él ha sido agraviada por cualquier práctica discriminatoria illegal bajo el Titulo VI puede presenter una queja ante CITY. Para más información sobre el programa de derechos civiles de CITY y los procedimientos para presentar una queja, comuníquese con el CITY a: Stefanie Wilcox, Coordinador Título VI Ciudad de Paducah 300 Calle Quinta Sur Paducah, Kentucky 42003 Teléfono: 270-247-7171 TTY 800-648-6056 Dirección de correo electrónico: swilcox@paducahky.gov Visite el sitio web: www.paducahky.gov Para presentar una queja por discriminación, la queja por escrito debe presentarse a la dirección antes mencionada dentro de los 180 días de la supuesta discriminación. Las quejas por escrito también se pueden presentar ante el Departamento de Transporte de los EE. UU. / Administración Federal de Tránsito (FTA) a más tardar 180 días después de la fecha de la supuesta discriminación, a menos que el FTA prorrogue el plazo de presentación. Atención: Coordinador del Programa Título VI, Edificio Este, 5to Piso-TCR, 1200 New Jersey Ave., SE Washington, DC 20590. También se pueden presentar quejas por escrito ante el Gerente del Proyecto de Entrega de la Oficina de Transporte de KYTC o Coordinador del Título VI, Gabinete de Transporte de Kentucky, 200 Mero Street, Frankfort, KY 40622. Para dar cabida a personas con conocimientos limitados de inglés, las quejas orales que deben documentarse y / o traducirse también pueden presentarse en la dirección anterior. Si necesita información en otro idioma, comuníquese con CITY al 270-444-8540. 16 Title VI Program Coordinator or Liaison Daron Jordan, City Manager, has overall responsibility for implementation, compliance and reporting with respect to Title VI. Inquiries related to these activities should be directed to: City Manager Title VI Coordinator Daron Jordan Stefanie Wilcox thth 300 South 5 Street 300 South 5 Street Paducah, KY 42003 Paducah, KY 42003 (270) 444-8800 (270) 444-8800 (270) 444-8503 (270) 444-8540 djordan@paducahky.gov swilcox@paducahky.gov Stefanie Wilcox is designated as the Title VI Coordinator and is responsible for the oversight and coordination of CITYnce with Title VI and all related statutes, regulations and directives. The Title VI Coordinator has direct access to the CITYCity Manager. General responsibilities of the Title VI Coordinator include but are not limited to the following: Coordinating Title VI program development with Metropolitan Planning Organizations (MPOs), Local Public Agencies (LPAs) and CITY managers and staff Establishing procedures for processing Title VI program reviews and/or sub-recipient/contractor reviews Coordinating Title VI training for CITY staff, sub- recipients/contractors and stakeholders Preparing required reports Providing guidance and advice on the Title VI Program to CITY staff Annually updating CITY Plan 17 CITY OF PADUCAH TITLE VI ORG CHART 18 The summary of race and national origin for City of Paducah employees is as follows: RACE/NATIONAL ORGIN NUMBER PERCENTAGE White Females 75 24% White Males 191 62% African American Females 8 3% African American Males 26 8% Hispanic Females 3 1% Hispanic Males 3 1% Other Females 2 1% Other Males 2 1% Total 310 100% 19 IV. STATEMENT OF ASSURANCES City of Paducah th 300 South 5 Street Paducah, KY 42003 (270) 444-8800 Fax: (270) 444-8515 www.paducahky.gov STANDARD TITLE VI ASSURANCE City of Paducah The City of Paducah, ( condition to receiving any Federal financial assistance from the U.S. Department of Transportation, it will comply with Title VI of the Civil Rights Act of 1964, 78Stat. 252, 42 U.S.C. 2000d-4 (hereinafter referred to as the and all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, (49 CFR, Part 21) Nondiscrimination in Federally Assisted Program of the Department of Transportation- Effectuation of Title VI of the Civil Rights Act of 1964 (hereinafter other pertinent directives, no person in the United States shall, on the grounds of race, color, national origin, sex, age (over 40), religion sexual orientation, gender identity, veteran status, or disability be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the Recipient receives Federal financial assistance from the U.S. Department of Transportation, including the Federal Highway Administration, and hereby give assurance that it will promptly take any necessary measures to effectuate the agreement. This assurance is required by subsection 21.7(a) (1) of the Regulations. More specifically and without limiting the above general assurance, the Recipient hereby gives the following specifies assurances with respects to its Federal-aid Highway Program: 1. That the Recipient agrees that each and each as defined in subsections 21,23(b) and 21.23I compliance with all requirements imposed by, or pursuant to, the Regulations. 2. That the Recipient shall insert the following notification in all solicitations for bids for work or material subject of the Regulations made in connection with the Federal-aid Highway Program and, in an adapted form in all proposals for negotiated agreements. 20 Statement of Assurances Page 2 of 3 Construction Proposals The City of Paducah, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252) and the regulations of the Federal Department of Transportation (49 CFR, Part 21), issued pursuant to such Act, hereby notifies all bidders that it will affirmatively insure that the contract entered into pursuant to this advertisement will be awarded to the lowest responsible bidder without discrimination on the grounds of race, color, national origin, sex, age (over 40), religion, sexual orientation, gender identity, veteran status, or disability. Agreements for Other Services Compliance with Regulations: The Consultant shall comply with the regulations of the City of Paducah and the Department of Highways, relative to nondiscrimination in Federally Assisted Programs of the CITY, Department of Highways (49 CFR, Part 21) which are herein incorporated by reference and made a part of this contract. 3. That the Recipient shall insert one of these nondiscrimination clauses in every contract subject to the Act and the Regulations. 4. That the Recipient shall also insert into every relevant contract a clause stating that the contractors will not discriminate against any employee or applicant for employment because of race, color, national origin, sex, age (over 40), religion, sexual orientation, gender identity, veteran status, or disability. 5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, these assurances shall extend to the entire facility and facilities operated in connection therewith. 6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of real property, these assurances shall extend to rights to space on, over, or under such property. 7. That these assurances obligate the Recipients for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the form of, personal property, real property or interest therein or structures of improvement thereon, in which case the assurance obligates the Recipient or any transferee for the longer of the following periods: (a) the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefit; or (b) the period during which the Recipient retains ownership or possession of the property. 21 Statement of Assurances Page 3 of 3 8. The recipient shall provide for such methods of administration for the program as are found by the Secretary of Transportation, or the delegated authority, to give a reasonable guarantee that it, other recipients, sub grantees, contractors, subcontractors, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed by or pursuant to the Act, the Regulations and these assurances. 9. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Act, the Regulations, and these assurances. These assurances are given in consideration of, and for, obtaining all Federal grants, loans, contracts, property, discounts, and/or other Federal financial assistance extended after the date hereof, to the Recipient by the U.S. Department of Transportation under the Federal-aid Highway Program. The person whose signature appears below is authorized to sign these assurances on behalf of the Recipient. Signed and approved this day of June 2025. __________________________________________ Daron Jordan City Manager 22 V. PROGRAM REVIEW PROCEDURES Each division within CITY and all its departments and program areas are responsible for the following under Title VI: Collecting and analyzing data on minority and low-income populations to determine the potential impact of proposed plans, programs and projects Ensuring all contract documents contain the appropriate Title VI provisions Consulting with the Title VI Officer, Coordinator or Liaison and the City Manager when complaints are received, prior to sending any information to KYTC. Ensuring that all people are treated equitably regardless of race, color or national origin Monitoring Title VI accomplishments, notifying the Title VI Officer, Coordinator or Liaison of problem areas and summarizing activities for inclusion in the Title VI Plan Update Developing and updating internal policies and procedures to ensure Title VI compliance during all phases of projects and activities Ensuring that all business pertaining to the selection, negotiation, and administration of consultant contracts and agreements is accomplished without discrimination based on race, color or national origin Ensuring that efforts are made to include minority and women owned businesses in consideration for contracts Ensuring that internal and external publications and all other relevant communications disseminated to the public include the Title VI policy reference Providing reasonable accommodations, information in the appropriate language or interpreters as needed for individuals with disabilities and LEP persons Special Emphasis Program Areas The CITY collected through program review procedures, the Title VI Coordinator will determine whether a discrimination. The Title VI Coordinator will notify the City Manager of the CITY, who will ensure that the program area complies with the remediation plan. 23 Sub-Recipient Review Procedures Each sub-recipient of federal funds under grants administered by the CITY shall have a Title VI plan which shall be available for review by CITY staff. The CITY shall periodically review all programs funded through federal assistance for those sub-recipients who have been found by the CITY to be in non-compliance with Title VI. Reviews will use a desk audit, self-survey, and/or onsite inspections. Employees or grant sub-recipients who refuse to voluntarily comply with Title VI or to take corrective actions required by the CITY shall face disciplinary action, or in the case of grant sub-recipients, may face termination or suspension of the contractual relationship with the CITY. Any trends, patterns of discrimination, or complaints filed against a sub-recipient will automatically trigger the review process. 24 VI.PROGRAMS OR ACTIVITIES SUBJECT TO TITLEVI A. Development Block Grant (CDBG), U.S Innovation and Opportunity Act (WIOA), funding and U.S. Health and Human Services, Administration for Community Living programs. Funds are designated for the following program areas: Housing Community Projects Public Services Public Facilities Economic Development Community Emergency Relief Fund U.S. Department of Labor WIOA Transportation Aging The U.S. Department of Housing and Urban Development (HUD) funded Community Development Block Grant (CDBG) program for DLG, Federal Highway Administration, Department of Labor, WIOA, and Health and Human Services, Administration for Community Living to provide assistance to communities for use in revitalizing neighborhoods, expanding affordable housing and economic opportunities, providing infrastructure and/or improving community facilities, providing workforce development to the Purchase region, and the provision of services for our Senior Citizens. B. The Land and Water Conservation Fund (LWCF) provides federal grant funds to protect important natural areas, to acquire land for outdoor recreation and to development or renovate public outdoor recreation facilities such as campgrounds, picnic areas, sports & playfields, swimming facilities, boating facilities, fishing facilities, trail, natural areas and passive parks. Potential Beneficiaries: Cities and counties, state and federal agencies are eligible to apply for funding. The maximum grant amount is $250,000. The minimum amount is $12,500. It is a 50% matching reimbursement program. C. The Recreational Trails Program provides grant funds to develop and renovate recreation trails for both motorized and non-motorized use. It does not fund equipment such as mowers and gators. Potential Beneficiaries: Eligible applicants are city and county governments, state and federal agencies, and non-profit organizations. 25 D. The ARC is a federal-state economic development program. To assist in the economic development of Appalachia through a diversity of projects in the areas of public infrastructure (water, sewer, solid waste, housing, and telecommunications), human resource development (education/workforce development, affordable/accessible healthcare, and leadership development) and business/entrepreneurial development. Potential Beneficiaries Local governments, special districts, and non-profit entities that include Kentuckys 51 most eastern and south-central Counties are eligible to apply for the grant dollars. Thirty-two distressed counties also have access to a separate restricted allocation of funds. E. The National Forest Receipt-Sharing Payments - funds to counties. The State Local Finance Officer receives notice of wire transfer from the US Department of Agriculture Forest Service for funds to be distributed annually to various counties. Potential Beneficiaries: Counties. - State Local Finance Officer receives a check annually from the US Army Corps of Engineers. The check is deposited with the KY State Treasurer, authorization for payment to Counties is processed and checks are then prepared to send this money to the Counties in accordance with the statement from the federal government which was enclosed with the check. Potential Beneficiaries: Counties. The Kentucky Infrastructure Authority administers two federal grant programs from the Environmental Protection Agency: 1. Capitalization Grants for Clean Water State Revolving Funds provides assistance for: (1) construction of publicly owned wastewater treatment works; and (2) nonpoint source management activities. Funds are loaned to local government entities. 2. Capitalization Grants for Drinking Water State Revolving Funds provides assistance for infrastructure improvement projects that are needed to achieve or maintain compliance with Safe Drinking Water Act requirements, protect public health, and assist systems with economic need. Funds are loaned to local government entities. 26 VII. COMPLIANCE A. The CITY shall make every effort to regulate, monitor, review, and report on the federal programs to assure compliance. B. Upon a finding by the CITY of noncompliance, CITY shall take the following actions with regard to: 1. Processing The compliance officer shall immediately notify the Responsible Official in writing of the violations held to constitute noncompliance with Title VI and of the steps necessary to correct these violations. 2. Reporting The compliance officer shall notify the sub-recipient or employee found to be in noncompliance, and corrective measures necessary to remedy the violations. 3. Resolution The CITY shall attempt to secure voluntary compliance with Title VI. In the event that efforts to secure voluntary compliance are not secured within a reasonable period of time, the compliance officer will notify the Responsible Official, in writing, of the recommended corrective action. 4. Enforcement of corrective actions The Responsible Official shall implement corrective actions within thirty (30) days of receipt and acceptance of the notification of recommended corrective action. Employees or grant sub-recipients who refuse to voluntarily comply with Title VI or to take corrective actions required by the CITY shall face disciplinary action, or in the case of grant sub- recipients, may face termination or suspension of the contractual relationship with CITY. 5. Monitoring of programs The CITY shall undertake to periodically monitor all programs funded through federal assistance for those sub-recipients who have been found by the CITY to be in non-compliance with Title VI. 27 VIII. ENVIRONMENTAL JUSTICE (EJ) Executive Order (E.O. 12898) was issued to focus federal attention on the environmental and human health conditions in minority and low-income communities to promote non- discrimination in federal programs substantially affecting human health and the environment and to provide minority and low-income communities access to public information on and an opportunity for public participation in matters relating to human health or the environment. The CITY will utilize the US Census Bureau data, the American Community survey data, and the following checklist to identify targeted populations: Make a list of potential demographic groups to consider for the region or start with the required EJ populations defined by the Executive Order and supportive guidance Consider groups that are underrepresented in typical public involvement and transportation decision making processes, have limited access to the full benefits of the transportation system or have encountered disproportionate impacts from past transportation decisions Decide on the level of detail required for identifying groups spatially and identifying data sources to use to conduct a spatial demographic profile Engage leaders and representatives of demographic groups to help identify target populations, spatially and non- spatially 28 IX. AGENCY TITLE VI TRAINING PLAN All CITY staff will be provided with the Title VI plan and will be educated on procedures and services available. Each employee is required annually to receive and document Title VI training clarification, if necessary. This information will also be part of the CITY orientation process for new hires. Annual employee training will be conducted in April and/or May of 2025. Each employee will view the training at their individual workstation. Employee will sign an acknowledgement (see example at Appendix F) that they have understood the Title VI training and have the responsibility of abiding by the Title VI nondiscrimination plan. Those training records will be on file at the CITY. Part of CITY Title VI plan is deciding what level of staff training is needed. It is important that staff members, especially those having contact with the public, know their obligation to provide meaningful access to information and services for Title VI covered persons. Even staff members who do not interact regularly with Title VI covered persons should be aware of and understand the Title VI plan. Properly training staff is a key element in the effective implementation of the Title VI plan. Staff and Operations staff are trained to recognize when a Title VI covered person is need of assistance. This awareness training, which is delivered by video, is included in Reservations Orientation and Initial On-The-Job Training. 29 X. DATA COLLECTION/REPORTING/ANALYSIS Statistical data on race, color, national origin, sex, age, disability, and LEP of participants in and beneficiaries of the CITY gathered, analyzed, and maintained by the CITY to determine the transportation investment benefits and burdens to the population, including minority and low-income populations. Each of the CITY gathering procedures will be reviewed regularly to ensure sufficiency of the data in meeting the requirements of Title VI program administration. Analysis of the data collected by the program emphasis areas may include: The race, color, national origin, sex, age, disability, income and LEP of the population eligible to be served Socioeconomic Assessmen impacts to the human environment Persons to include in the decision-making process Percent of benefits allocated to persons below the poverty line vs. persons above the poverty line Distribution of benefits (dollars, facilities, systems, projects) to groups and communities Projected population increases versus planned facilities and types of facilities Language needs assessment Transportation needs of all persons within boundaries of plans or projects Strategies to address impacts The manner in which services are or will be provided and the related data necessary for determining whether any persons are or will be denied such services on the basis of prohibited discrimination The location of existing or proposed facilities connected with the program and related information for determining whether the location has or will have the effect of unnecessarily denying access to any persons on the basis of prohibited discrimination The present or proposed membership, by race, color, national origin, sex, disability and age, in any planning or advisory body which is an integral part of the program Strategies to disseminate information 30 XI. CITY TITLE VI COMPLAINT PROCEDURE These procedures cover all complaints under Title VI of the Civil Rights Act of 1964, Executive Low- for Person with Limited English Pro activity administered by City of Paducah. Any person who believes she/he or any specific class of persons has been subjected to discrimination or retaliation prohibited by any of the Civil Rights authorities, based upon race, color, or national origin by City of Paducah (hereinafter referred to as CITY may file a written complaint in accordance with the following procedure: Who can file? Any person who believes theyor with a specific class of personswere subjected to discrimination on the basis of race, color, or national origin in the programs and activities of a CITY may file a Title VI complaint. Where can one file? Complaints may be filed with KYTC, FHWA Division Offices, the FHWA Headquarters Office of Civil Rights, the United States Department of Transportation (USDOT) Departmental Office of Civil Rights, or the U.S. Department of Justice. See addresses below. When must one file? According to U.S. DOT regulations, 49 CFR § 21.11(b), a complaint must be filed not later than 180 days after the date of the last instance of alleged discrimination, unless the time for filing is extended by the investigating agency. What should a complaint look like? Complaints should be in writing and signed and may be filed by mail, fax, in person, or e-mail. However, the complainant may call CITY and provide the allegations by telephone, and the agency will transcribe the allegations of the complaint as provided over the telephone and send a written complaint to the complainant for correction and signature. A complaint should contain at least the following information: A written explanation of what has happened; A way to contact the complainant; The basis of the complaint (e.g., race, color, national origin); The identification of a specific person/people and the respondent (e.g., agency/organization) alleged to have discriminated; Sufficient information to understand the facts that led the complainant to believe that discrimination occurred in a program or activity that receives Federal financial assistance; and The date(s) of the alleged discriminatory act(s). Complaint should indicate if the alleged discrimination is on-going. 31 How are complaints routed? FHWA is responsible for all decisions regarding whether a complaint should be accepted, dismissed, or referred to another agency. With this understanding, complaints should be routed in the following ways: All complaints should be routed to the FHWA Headquarters Office of Civil Rights (HCR) for processing. HCR is responsible for all determinations regarding whether to accept, dismiss, or transfer Title VI complaints filed against CITY. Complaints filed with CITY will be forwarded to KYTC, KYTC will forward the complaint FHWA Division Office, which will forward the complaint to HCR. If a complaint is filed with KYTC, then the KYTC will forward the complaint to FHWA Division Office, which should forward the complaint to HCR. CITY and KYTC must log all complaints received. When HCR decides on whether to accept, dismiss, or transfer the complaint, HCR will notify the Complainant, the Kentucky FHWA Division Office, KYTC, and CITY. Complaints may be sent to: Kentucky Transportation Cabinet Office for Civil Rights th 200 Mero Street, 6 Floor Frankfort, KY 40622 And/Or US Federal Highway Administration Kentucky Division John C Watts Federal Building 330 W Broadway St Ste 264, Frankfort, KY 40601 Attention: Civil Rights Specialist And/Or Federal Highway Administration Headquarters - Office of Civil Rights 1200 New Jersey Avenue, SE HCR-40, Room E81-101 Washington, DC 20590 202-366-0693 or Fax: 202-366-1599 TTY: 202-366-5751 Additionally, complaints may be filed with the U.S. Department of Justice at: Federal Coordination and Compliance Section - NWB Civil Rights Division U.S. Department of Justice 950 Pennsylvania Avenue, N.W. Washington, D.C. 20530 32 What are the potential outcomes for processing a complaint? There are four potential outcomes for processing complaints: above), contains sufficient information to support a claim under Title VI, and concerns matters under the FHWA Division Office a written notice that it has accepted the complaint for investigation. Preliminary review: if it is unclear whether the complaint allegations are sufficient to support a claim under Title VI, then HCR may (1) dismiss it or (2) engage in a preliminary review to acquire additional information from the complainant and/or respondent before deciding whether to accept, dismiss, or refer the complaint. above), is not in writing and signed, or features other procedural/practical defects, then HCR will send the complainant, respondent, and FHWA Kentucky Division Office a written notice that it is dismissing the complaint. Referral\\Dismissal: if the complaint is procedurally sufficient but FHWA (1) lacks jurisdiction over the subject matter or (2) lacks jurisdiction over the respondent entity, then HCR will either dismiss the complaint or refer it to another agency that does have jurisdiction. If HCR dismisses the complaint, it will send the complainant, respondent, and FHWA Kentucky Division Office a copy of the written dismissal notice. For referrals, FHWA will send a written referral notice with a copy of the complaint to the proper Federal agency and a copy to the USDOT Departmental Office of Civil Rights. HCR is responsible for conducting all investigations of KYTC and CITY. In the case of a complaint filed against CITY, HCR may either conduct the investigation itself, or it may delegate the investigation to KYTC. If HCR chooses to delegate the investigation of CITY, HCR will communicate its acceptance of the complaint to the complainant and respondent, but KYTC will conduct all data requests, interviews, and analysis. KYTC will then create a Report of Investigation (ROI), which it will send to HCR. Finally, HCR will review the ROI and compose a Letter of Finding based on the ROI. All Letters of finding issued by FHWA are administratively final. What are the timeframes for investigations? For FHWA, there is no regulatory timeframe for completing investigations. However, FHWA strives to complete all tasks within 180 days from the date of acceptance. If KYTC is delegated an investigation from FHWA, 23 CFR §200.9(b)(3) provides that KYTC must complete investigations within 60 days of receipt (meaning the date it receives the delegated complaint from FHWA). Investigation files are confidential and will be maintained by KYTC. The contents of such files will only be disclosed to appropriate KYTC personnel and federal authorities in accordance with Federal and State laws. KYTC will retain files in accordance with records retention schedules and all Federal guidelines. 33 A. CITY TITLE VI INVESTIGATIONS, COMPLAINTS AND LAWSUITS FTA Circular 4702.1B, Chapter III, Paragraph 7: In order to comply with the reporting requirements of 49 CFR 21.9(b), FTA requires all recipients to prepare and maintain a list of any of the following that allege discrimination In accordance with 49 CFR 21.9(b), CITY must record and report any investigations, complaints, or lawsuits involving allegations of discrimination. The records of these events shall include the date the investigation, lawsuit, or complaint was filed; a summary of the allegations; the status of the investigation, lawsuit, or complaint; and actions taken by CITY in response; and final findings related to the investigation, lawsuit, or complaint. The records for the previous three (3) years shall be included in the Title VI Plan when it is submitted to Kentucky Transportation Cabinet. CITY has had no investigations, complaints, or lawsuits involving allegations of discrimination on the basis of race, color, or national origin over the past three (3) years of calendar years 2021, 2022 and 2023. A summary of these incidents is recorded in Table 1. Table 1: Summary of Investigations, Lawsuits, and Complaints Date Summary Status Action(s) (Month, Day, Year) (include basis of Taken complaint: race, color, or national origin) Investigations 1. N/A N/A N/A N/A N/A 2. Lawsuits 1. N/A N/A N/A N/A N/A 2. Complaints 1. N/A N/A N/A N/A N/A 2. 34 XII. PUBLIC PARTICIPATION PLAN Public Involvement Plan/Community Outreach The Public Participation Plan for CITY was developed to ensure that all members of the public, including minorities, disabled, low income, LEP populations, are encouraged to participate in the decision-making process. The public outreach strategies described in the Plan are designed to provide public with effective access to information about CITY services and to provide means for considering public comment. Community Outreach is a requirement of Title VI. Recipients and sub-recipients shall seek out and consider the viewpoints of minority and low-income populations in the course of conducting public outreach. Recipients have wide latitude to determine what specific measures are most appropriate and should make this determination based on the composition of the affected population, the public involvement process, and the resources of the recipient. As an agency receiving federal financial assistance, we have made the following community outreach efforts: Conduct local or regional public / information meetings as requested Utilizing CITY Monthly Updates to reach educate and inform the public on various programs Conducting meetings with local officials and interested community leaders Using e-mail distribution lists to provide information to interested persons and agencies Committee reports during the monthly CITY Using the CITY Web Site, Facebook and Instagram to post projects/information/comments and providing a link for public feedback Address civic groups, chamber meetings, government meetings Attending fiscal court and city council meetings Utilize existing services / programs at the CITY to distribute information (i.e. Housing, Aging, Workforce Investment) Use surveys in newsletters, mail-outs, emails, Survey Monkey, etc. to gain public input Third Party Groups The CITY will seek to increase public outreach to the underserved populations by contacting third party groups and asking for their assistance in creating public awareness concerning transportation related issues. The agencies, groups or people that wish to provide assistance can be utilized to distribute materials pertaining to the statewide planning process. The members may be able to utilize their brochures, newsletters, word of mouth, etc. concerning public meetings, announcements of public review and comment periods for statewide planning documents by sharing and distributing the information with the populations they service. These groups may include, but not be limited to the following: 35 Senior citizen centers Public libraries Public health departments Public transit authorities NAACP Housing authorities Post offices United Way Churches Migrant education programs Adult education programs Chamber of commerce Community based services Human relations commissions State government agencies Disabled American Veterans Public Meetings The CITY will hold local or regional public information/input meetings as requested to provide additional opportunities for public comments. Newspapers Information can be sent to the local newspapers in the region. While none are identified as targeting specific traditionally underserved audiences, all have the potential to have traditionally underserved subscribers. Information can be distributed to the newspapers relating to media releases with announcements of meeting dates and locations, announcements of documents available for public review and comment, and information about the statewide planning process. Radio Information can be sent to radio stations that serve the region. None are identified as targeting specific traditionally underserved audiences, but all have the potential to have traditionally served underserved listeners. Public meeting invitations can be sent to the stations along with media releases with announcements of meeting dates and locations and information about the statewide planning process or statewide documents available for public review and comment. Television Information can be sent to television stations that serve the region. This could include regular network broadcast stations as well as local cable access channels that may be available throughout the region. These channels can also be utilized in creating public awareness. Traveling Exhibits Traveling exhibits may be used to display information about public meetings, review of statewide documents and the statewide planning process. The following locations may be utilized to display information: Public libraries Post offices 36 County courthouses City halls Community centers, meeting halls, churches Chamber of commerce KYTC Highway District 1 office City of Paducah office Schools Public housing authorities Senior citizen centers or housing Malls, restaurants, shopping centers Special event locations Other identified locations through planning process Coordinated Pubic Transit-Human Services Transportation Plan (Coordinated Plan) (FAST) Act as amended by Federal and State Grants under Section 5311 Rural Area Formula Program, Appalachian Development Transportation Assistance, Commonwealth Veterans Transportation Program and JARC (Job Access and Reverse Commute) Programs under the Federal Transit Act of 1964, as amended funds would be used for capital equipment and transit st operations. Under the requirements of Moving Ahead for Progress in the 21Century (MAP-21) and the Enhanced Mobility of Senior and Individuals with Disabilities Program (5310) meetings are and will be held to make improvements on a local coordinated plan for public transit. Public Notification. The CITY will disseminate Title VI Program information to employees, contractors, sub- recipients and beneficiaries, as well as to the public. A variety of public notification and participation procedures will be used to encourage the early and continuous involvement of citizens, communities, and others interested in the planning process and decisions of the CITY. The CITY will discuss and/or distribute Title VI information using mass media including, but not limited to the following: Policy statements Inclusion of Title VI language in contracts New employee orientation Federal EEO posters CITY website Standard procedures manual Significant publications, i.e., newspapers, brochures, and written literature Mailings Meetings open to the public Events Further notices informing the public and all employees that the CITY complies with Title VI of the Civil Rights Act of 1964 will be displayed in a prominent place. 37 Customer Complaint Process Citizens may call the CITY at 270-444-8540 to lodge a complaint or comment. All complaints/comments are input into a database and then distributed to the relevant manager who researches the complaint and responds back to the citizen. Bilingual Outreach Upon request CITY provides Spanish-speaking guests with information on public transit services in Spanish. Staff will assist with outreach programs and public meetings as requested. CITY submits an annual Section 5304 request to the Kentucky Transportation Cabinet and as part of this process a regional coordination meeting is conducted. All meetings will seek to incorporate minority, individuals with disabilities Practices which will be included: a. Scheduling meetings at times and locations that are convenient and accessible for minority and LEP communities b. Coordinating with community and faith-based organizations, education institutions, and other organizations to implement public engagement strategies that reach out specifically to members of affected minority and/or LEP communities. c. Providing opportunities for public participation through means other than written communications, such as personal interviews or use of audio or video recording devices to capture oral comments. 38 XIII. LANGUAGE ACCESS PLAN CITY t Administration Office of Civil Rights, dated April 13, 2007. CITY recognizes the need to provide equal service opportunities for all individuals in the service area. Most individuals living in the United States read, write, speak, and understand English. There are many individuals, however, for whom English is not their primary language. The 2020 census shows that 40.5 million individuals speak Spanish and over 10.8 million individuals speak an Asian or Pacific Island language at home. If these individuals have a limited ability to read, write, speak, or understand English, they are limited English proficient, or Language for LEP individuals can potentially hinder some individuals from arranging transportation services needed. The Federal Government funds an array of services that can be made meaningfully accessible to otherwise eligible LEP persons. The Federal Government is committed to improving the accessibility of these programs and activities to eligible LEP persons, a goal that reinforces its equally important commitment to promoting programs and activities designed to help individuals learn English. Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d et seq., and its implementing regulations provide that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination under any program or activity that receives Federal financial assistance. The Supreme Court, in Lau v. Nichols, 414 U.S. 563 (1974), interpreted Title VI regulations prohibits conduct that has a disproportionate effect on LEP persons because such conduct constitutes national origin discrimination (page 5). reprinted at 65 FR 50121 (August 16, 2000), directs each Federal agency to examine the services it provides and develop and implement a system by which LEP persons can meaningfully access those services. Federal agencies were instructed to publish guidance for their respective recipients in order to assist them with their obligations to LEP persons under Title VI. The Executive Order states that recipients must take reasonable steps to ensure meaningful access to their programs and activities by LEP persons (Pages 5-6). The U.S. DOT published revised guidance for its recipients on December 14, 2005. This document states that Title VI and its implementing regulations require that DOT recipients take responsible steps to ensure meaningful access to the benefits, services, information, and other important portions of their programs and activities for individuals who are Limited English Proficient (LEP) and that recipients should use DOT LEP Guidance to determine how best to comply with statutory 39 and regulatory obligations to provide meaningful access to the benefits, services, information, and other important portions of their programs and activities for individuals who are LEP (page 6). - Dependent Guidelines for FTA Recipients which was published on April 13, 2007. Chapter IV, Part 4 of this Circular reiterates the requirement to take responsible steps to ensure meaningful access to benefits, services, and information for LEP persons and suggests that FTA recipients and sub-recipients develop a language implementation plan consistent with the provisions of Section VII of the DOT LEP guidance (page 6). In accordance with the Executive Order, the U.S. Department of Transportation issued Policy Guidance Concerning Recipients Responsibilities to Limited English Proficient (LEP) Persons, which is modeled after guidance. As described in the guidance, DOT recipients are required to take reasonable steps to ensure meaningful access to their programs and activities by LEP persons. The guidance applies to all DOT funding recipients, which include state departments of transportation, state motor vehicle administrations, airport operators, metropolitan planning organizations, and regional, state, and local transit operators, among many others. Coverage extends to a entire program or activity, i.e., to all parts of a operations. This is true even if only one part of the recipient receives the Federal assistance. For example, if DOT provides assistance to a state department of transportation to rehabilitate a particular highway on the National Highway System, all of the operations of the entire state department of transportationnot just the particular highway program or projectare covered by the DOT guidance. The DOT guidance outlines four factors recipients should apply to the various kinds of contacts they have with the public to assess language needs and decide what reasonable steps they should take to ensure meaningful access for LEP persons: 1. The number or proportion of LEP persons eligible to be served or likely to be encountered by a program, activity, or service of the recipient or grantee. 2. The frequency with which LEP individuals come in contact with the program. 3. The nature and importance of the program, activity, or service provided by the recipient to lives. 4. The resources available to the recipient and costs. The greater the number or proportion of eligible LEP persons; the greater the frequency with which they have contact with a program, activity, or service; and the greater the importance of that program, activity, or service, the more likely enhanced language services will be needed. Smaller recipients with more limited budgets are typically not expected to provide the same level of suggest a balance that ensures meaningful access by LEP persons to critical services while not imposing undue burdens on small organizations and local governments. After completing the above four-factor analysis, recipients can determine the appropriate of LEP services required. Recipients have two main ways to provide language services: oral 40 interpretation either in person or via telephone interpretation service and written translation. The correct mix should be based on what is both necessary and reasonable in light of the four-factor analysis. For instance, a motor vehicle department or an emergency hazardous material cleanup team in a largely Hispanic neighborhood may need immediate oral interpreters available and decide to hire full-time bilingual staff. In contrast, there may be circumstances where the importance and nature of the activity and number or proportion and frequency of contact with LEP persons may be low and the costs and resources needed to provide language services may be high in which pre-arranged language services for the particular service may not be necessary. The languages spoken by the LEP individuals with whom the recipient has frequent contact often determine the languages into which documents will be translated and the types of interpreters provided. Plan for Assisting Persons of Limited English Proficiency How to Identify an LEP Person Who Needs Language Assistance? Below are tools to help identify persons who may need language assistance: 1. Examine records requests for language assistance from past scheduled transportation needs to anticipate the possible need for assistance at upcoming appointments; 2. When CITY sets up at events, set up a sign-in sheet table, have a staff member greet and understand English, ask a question that requires a full sentence reply; 3. Staff should keep lists of individuals seeking language assistances on telephones, in office and on vehicles; 4. Post a notice of available language assistance on CITY vehicles, subcontractor vehicles and reception area. 5. Persons who do not speak English as their primary language and who have a limited ability These individuals may be entitled to language assistance with respect to a particular type of service, benefit or encounter. acquisition and the displacement of persons from their residences and business may not be oses of this requirement, It also does not include transit stations, power substations, or any other project evaluated by the National Environmental Policy Act (NEPA) process. Facilities included in the provision include, but are not limited to, storage facilities, maintenance facilities, operations centers, etc. In order to comply with the regulations, CITY will ensure the following: CITY will complete a Title VI equity analysis for any facility during the planning stage with regard to where a project is located or sited to ensure the location is selected without regard to race, color, or national origin. City of Paducah will engage in outreach to persons potentially impacted by the siting of the facility. The Title VI equity analysis must compare 41 the equity impacts of various siting alternatives, and the analysis must occur before the selection of the preferred site. When evaluating locations of facilities, CITY will give attention to other facilities with similar impacts in the area to determine if any cumulative adverse impacts might result. Analysis should be done at the Census tract or block group level where appropriate to ensure that proper perspective is given to localized impacts. If CITY determines that the location of the project will result in a disparate impact on the basis of race, color, or national origin, CITY may only locate the project in that location if there is a substantial legitimate justification for locating the project there, and where there are no alternative locations that would have a less disparate impact on the basis of race, color, or national origin. CITY must demonstrate and document how both tests are met. CITY will consider and analyze alternatives to determine whether those alternatives would have less of a disparate impact on the basis of race, color, or national origin, and then implement the least discriminatory alternative. M EANINGFUL A CCESS F OUR F ACTOR A NALYSIS (1) T HE NUMBER OR PROPORTION OF LEP PERSONS ELIGIBLE TO BE SERVED OR LIKELY TO BE ENCOUNTERED BY A PROGRAM, ACTIVITY OR SERVICE OF THE RECIPIENT: FROM THE U.S. CENSUS BUREAU 2019 ACS 5-YEAR ESTIMATES, 58.5 MILLION PEOPLE OF THE U.S. POPULATION WERE HISPANIC OR LATINO ORIGIN MAKING PEOPLE OF HISPANIC ORIGIN THE LARGEST ETHNIC OR RACIAL MINORITY. 40.7 MILLION IS THE NUMBER OF U.S. RESIDENTS 5 AND OLDER WHO SPEAK SPANISH AT HOME IN. THIS IS A 135 PERCENT INCREASE SINCE 1990 WHEN IT WAS 17.3 MILLION. THOSE WHO SPEAK SPANISH AT HOME CONSTITUTED 12.5 PERCENT OF U.S. RESIDENTS 5 AND OLDER. MORE THAN HALF OF THESE SPANISH SPEAKERS SPOKE ENGLISH VERY WELL. Kentucky Demographics: According to the U.S. Census Bureau, the American Community Survey 5-Year Estimate indicated that Kentucky was ranked 39 out of 50 by percent of population Age 5+ Spanish Speaking. The total number of Spanish Speaking in Kentucky was 113,336 out of a total population of 4,526,154 Age 5+. According to these statistics 2.5% of Kentucky Residents Age 5+ are Spanish Speaking. (2) THE FREQUENCY WITH WHICH LEP INDIVIDUALS COME IN CONTACT WITH THE PROGRAM, ACTIVITY, OR SERVICE: The numbers are clearly showing an increase in the number of foreign-born residents in Kentucky as well as an increase in the number of Spanish Speaking residents. CITY will continue to monitor changes in demographics as they become available through Census and Studies. CITY will also work closely with local agencies in an effort to monitor developments in the region. CITY will monitor the frequency with which LEP individuals come in contact with the program and services. CITY will report all encounters with LEP persons on the OTD Section 5304 Monthly 42 Report. Reporting accuracy will improve with ongoing training and tracking measures implemented. (3) T HE N ATURE AND I MPORTANCE OF THE P ROGRAM, A CTIVITY, OR S ERVICE P ROVIDED BY THE P ROGRAM: CITY understands they play an important role in the lives of our community. The individuals utilizing public transportation services in the region need this mobility to maintain a continued quality of life. A LEP inability to use public transit may hinder their ability to access health care, education or employment. CITY will continue to outreach to all individuals and promote their efforts. This will increase their need to promote their services for individuals to realize the service is available. When they speak to groups, they make them aware they will assist any individual with LEP. (4) T HE R ESOURCES A VAILABLE TO THE R ECIPIENT AND FOR LEP O UTREACH, AS WELL AS THE COSTS ASSOCIATED WITH THAT OUTREACH: These additional language assistance tools will be utilized to assist LEP individuals at no additional cost: www.freetranslation.com is used to translate Transportation Committee agendas and other documents as necessary. With adequate notice CITY Studies interpreters to provide information in other languages. The ESL contact person is Weihong Gao and may be contacted at 270/809-4103. An alternate contact for translation services is Vince Medlock and he can be reached at 270/293-8315. 43 The University of Tennessee Martin provides a third translation option through their Office of International Affairs. The contact person is Ms. Lori Jackson and she can be contacted at 731/881- 3582. Karli Smith is a Program Resource Specialist and she can be reached at 731/881-7420. The International Admissions office can be reached at 731/881-7344. The US Census 2000 Language Identification Flashcard is available to assist staff in assessing LEP needs. A Google Translation Browser has been added to the CITY website, so all posted documents are available in multiple languages. IMPEMENTATION PLAN Staff Training Part of CITY staff members, especially those having frequent contact with the public, to understand the obligation to provide meaningful access to information and services for LEP persons. Likewise, staff members who are less likely to interact with LEP persons should also be aware of and have a level of understanding of the resources available to CITY for assisting LEP persons. Properly training staff is key in the effective implementation of a LEP plan. Staff will be trained annually to recognize when a LEP person is in need of language assistance and respond by providing information in a format that the LEP person can understand. L ANGUAGE A SSISTANCE M EASURES 1. Staff will take reasonable steps to provide the opportunity for meaningful access to LEP clients who have difficulty communicating in English. 2. The following resources will be available to accommodate LEP persons: a. A list of volunteer Spanish Language interpreters will be maintained and will provide within a reasonable time period. b. Language interpretation will be accessed for all languages through a telephone interpretation service for critical need situations. 3. Network with local human service organizations that provide services to LEP individuals and seek opportunities to provide information about the transit program and services. 4. 5. Incorporate an option for machine transition into multiple languages for CITY (www.purchaseadd.org). Outreach Techniques When the staff prepares a document or schedules a meeting for which the target audience is expected to include LEP individuals, the documents, meeting notices, flyers, and agendas will be printed in an alternative language based on the known LEP population. Interpreters will be available as requested. 44 Monitoring and Updating the LEP Plan This plan is designed to be flexible and is one that can be easily updated. As such, it is important to consider whether new documents and services need to be made accessible for LEP persons, and also to monitor changes in demographics and types of services, and to update the LEP plan when appropriate. At a minimum, the CITY will follow the Title VI program update schedule for the LEP plan. Each update should examine all plan components such as: 1. How many LEP persons were encountered? 2. Were their needs met? 3. What is the current LEP population in the OTO region? 4. Has there been a change in the types of languages where translation services are needed? 5. Determine whether local language assistance programs have been effective and sufficient to meet the need. 6. Determine where CITY Plan 7. Determine whether complaints have been received concerning the failure to meet the needs of LEP individuals 8. Maintain a Title VI complaint log, to include LEP issues and basis of complaints. Safe Harbor Provision of written materials for LEP population. The Safe Harbor Provision stipulates that, if a recipient provides written translation of vital documents for each eligible LEP language group that constitutes five percent (5%) or 1,000 persons, whichever is less, of the total population of persons eligible to be served or likely to be affected or encountered, then such action will be considered strong evidence of compliance with s. Translation of non-vital documents, if needed, can be provided orally. If there are fewer than 50 persons in a language group that reaches five percent (5%) trigger, the recipient is not required to translate vital written materials but should provide written notice in the primary LEP language group of the right to receive competent oral interpretation of those written materials, free of cost. SPEAK TOTALS BY COUNTY Total Pop 5 years Speaks English Less Percentage County and Older Than Very Well (%) McCracken 63,305 726 1.1 American Community Survey 5-Year Estimates (2017-2021) As outlined in the previous chart, McCracken County does not contain a LEP group of over 1,000. CITY will provide good faith efforts to meet the needs of the LEP population, if and when necessary. CITY may determine, based on the Four Factor Analysis, that even though a language group meets the threshold specified by the Safe Harbor Provision, written translation may not be an effective means to provide language assistance measures. 45 XIV. MINORITY REPRESENTATION Title 49 CFR Section 21 5(b)(1)(vii) states that a recipient may not, on the grounds of race, color advisory or similar body which is an integral part of the - related, nonelected planning board, advisory councils or committees, or similar committees, the membership of which is selected by the recipient, must provide a table depicting the racial breakdown of the membership of those committees, and a description of efforts made to encourage the participation of minorities on such committee. The CITY governing body consists of five (5) board members elected by City residents. There is a Mayor that serves a four-year term, and City Commissioners that serve two-year terms. The highest voted for Commissioner serves as Mayor-Pro-Tem in the absence of the Mayor.. Currently the five members consist of, four (4) men and one (1) woman with four (3) Caucasians and one (2) African American. CITY excluded from participation in or denied the benefits of its services. Efforts to encourage participation of minorities on the board are a mission of the board of commissioners. As well, CITY strives to ensure that the composition of the employee body reflects a representation of minority participation. CITY will continue to encourage minority groups to consider employment with the City. 46 XV. DEMOGRAPHICS OF CITY Percent of Minority Population Percent of Adult Population with a Disability Percent of Population in Poverty Status 47 Percent of Population Over 65 Years of Age Percent of Population with Limited English Proficiency (LEP) Population Estimates, July 1, 2024 (V2024) -- Paducah city, McCracken County, KY." Quick Facts, https://www.census.gov/quickfacts/fact/table/paducahcitykentucky,mccrackencountykentucky/PST045223. Accessed 12 June 2025. 48 XVI. REVIEW OF STA DIRECTIVES The CITYtes and requirements under the law and as directed by KYTC/FHWA to accomplish the goals of the Title VI Act of 1964. The table below is a list of resources that include laws, procedures, directives, plans and/or guidance used by the CITY to develop and administer Title VI implementation. DIVISION/OFFICE PROCEDURES, MANUAL, DIRECTIVE KYTC Official Order 110248: Standard Title VI Assurance (6/27/2016) KYTC Official Order 110249: Title VI Policy Statement (6/27/2016) KYTC Title VI Program Plan (10/1/2021 9/30/2022) KYTC Language Access Plan (LAP) (10/1/2020 9/30/2021) FHWA Title VI Implementation Plan Checklist FWHA (Video) Overview of Civil Rights Program Requirements for Local Public Agencies United States Code Title VI 1964 Civil Rights Act 49 XVII. COMPLIANCE/NONCOMPLIANCE REPORTING Throughout the year, the Title VI Coordinator periodically meets with the directors and the division heads of CITY to review the policies and procedures relative to Title VI. This includes, but is not limited to, a review of files and statistics of complaints received for investigation and services offered to recipients and beneficiaries of CITY's services. In the event of noncompliance with this, plan or applicable regulations and laws are determined via a complaint investigation or through the self-survey process; the CITY will make every effort to attain full compliance. The Title VI Coordinator shall notify the appropriate program head in the event a complaint investigation, compliance review or self-survey indicates noncompliance. The notification shall state the condition of noncompliance, recommended approach to correct the situation, and the time period for the response and corrective action. The Title VI Coordinator may conduct an interview to consult with the program head regarding the correct approach to remedy noncompliance. 50 1 XVIII. APPENDICES 1 Appendices A-E contain the U.S. DOT Order No. 1050.2A 51 APPENDIX A During the performance of this contract, the contractor, for itself, its assignees and successors 1. Compliance with Regulations: The contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Non-discrimination in Federally assisted programs of the U.S. Department of Transportation, Federal Highway Administration, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract. 2. Nondiscrimination: The contractor with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project or program set forth in Appendix B of 49 CFR Part 21. 3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding, or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment each potential subcontractor or supplier will be Acts and the Regulations relative to nondiscrimination on the grounds of race, color or national origin. 4. Information and Reports: The contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information and its facilities as may be determined by the Recipient or the Federal Highway Administration to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the contractor will so certify to the Recipient or the Federal Highway Administration, as appropriate and will set forth what efforts it has made to obtain the information. 5. Sanctions for Noncompliance: nondiscrimination provisions of this contract, the Recipient will impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to: 52 a. withholding payments to the contractor under the contract until the contractor complies; and/or b. cancelling, terminating, or suspending a contract, in whole or in part. 6. Incorporation of Provisions: The contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The contractor will take action with respect to any subcontract or procurement as the Recipient or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the contractor becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the contractor may request the Recipient to enter into any litigation to protect the interests of the Recipient. In addition, the contractor may request the United States to enter into the litigation to protect the interests of the United States 53 APPENDIX B CLAUSES FOR DEEDS TRANSFERRING UNITED STATES PROPERTY The following clauses will be included in deeds effecting or recording the transfer of real property, structures, or improvements thereon, or granting interest therein from the United States pursuant to the provisions of Assurance 4: NOW, THEREFORE, the Department of Transportation as authorized by law and upon the condition that the (Title of Recipient) will accept title to the lands and maintain the project constructed thereon in accordance with (Name of Appropriate Legislative Authority), the Regulations for the Administration of Federal Highway Program, and the policies and procedures prescribed by the Federal Highway Administration of the U.S. Department of Transportation in accordance and in compliance with all requirements imposed by Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Non- discrimination in Federally-assisted programs of the U.S. Department of Transportation pertaining to and effectuating the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252; 42 U.S.C. § 2000d to 2000d-4), does hereby remise, release, quitclaim and convey unto the (Title of Recipient) all the right, title and interest of the U.S. Department of Transportation in and to said lands described in Exhibit A attached hereto and made a part hereof. (HABENDUM CLAUSE) TO HAVE AND TO HOLD said lands and interests therein unto (Title of Recipient) and its successors forever, subject, however, to the covenants, conditions, restrictions and reservations herein contained as follows, which will remain in effect for the period during which the real property or structures are used for a purpose for which Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits and will be binding on the (Title of Recipient), its successors and assigns. The (Title of Recipient), in consideration of the conveyance of said lands and interests in lands, does hereby covenant and agree as a covenant running with the land for itself, its successors and assigns, that (1) no person will on the grounds of race, color or national origin be excluded from participation in, be denied the benefits of or be otherwise subjected to discrimination with regard 2 to any facility located wholly or in part on, over or under such lands hereby conveyed \[,\] \[and\] (2) that the (Title of Recipient) will use the lands and interests in lands and interests in lands so conveyed, in compliance with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Non- discrimination in Federally assisted programs of the U.S. Department of Transportation, Effectuation of Title VI of the Civil Rights Act of 1964, and as said Regulations and Acts may be 2 Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to make clear the purpose of Title VI 54 amended \[, and (3) that in the event of breach of any of the above-mentioned non-discrimination conditions, the Department will have a right to enter or re-enter said lands and facilities on said land, and that above described land and facilities will thereon revert to and vest in and become the absolute property of the U.S. Department of Transportation and its assigns as such interest existed 3 prior to this instruction\]. 3 Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to make clear the purpose of Title VI 55 APPENDIX C CLAUSES FOR TRANSFER OF REAL PROPERTY ACQUIRED OR IMPROVED UNDER THE ACTIVITY, FACILITY, OR PROGRAM The following clauses will be included in deeds, licenses, leases, permits or similar instruments entered into by the (Title of Recipient) pursuant to the provisions of Assurance 7(a): A. The (grantee, lessee, permittee, etc. as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest and assigns, as a part of the consideration that: 1. In the event facilities are constructed, maintained or otherwise operated on the property described in this (deed, license, lease, permit, etc.) for a purpose for which a U.S. Department of Transportation activity, facility, or program is extended or for another purpose involving the provision of similar services or benefits, the (grantee, licensee, lessee, permittee, etc.) will maintain and operate such facilities and services in compliance with all requirements imposed by the Acts and Regulations (as may be amended) such that no person on the grounds of race, color or national origin, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities. B. With respect to licenses, leases, permits, etc., in the event of breach of any of the above Non-discrimination covenants, (Title of Recipient) will have the right to terminate the (lease, license, permit, etc.) and to enter, re-enter, and repossess said lands and facilities thereon, and hold the same as if the (lease, license, permit, etc.) had never been made or 4 issued. C. With respect to a deed, in the event of breach of any of the above Non-discrimination covenants, the (Title of Recipient) will have the right to enter or re-enter the lands and facilities thereon, and the above described lands and facilities will there upon revert to and 5 vest in and become the absolute property of the (Title of Recipient) and its assigns. 4 See footnote 9 5 Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to make clear the purpose of Title VI 56 APPENDIX D CLAUSES FOR CONSTRUCTION/USE/ACCESS TO REAL PROPERTY ACQUIRED UNDER THE ACTIVITY, FACILITY OR PROGRAM The following clauses will be included in deeds, licenses, permits, or similar instruments/ agreements entered into by (Title of Recipient) pursuant to the provisions of Assurance 7(b): A. The (grantee, licensee, permittee, etc., as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby covenant and agree (in the case of deeds and leases color or national origin, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities, (2) that in the construction of any improvements on, over, or under such land, and the furnishing of services thereon, no person on the ground of race, color, or national origin, will be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination, (3) that the (grantee, licensee, lessee, permittee, etc.) will use the premises in compliance with all other requirements imposed by or pursuant to the Acts and Regulations, as amended, set forth in this Assurance. B. With respect to (licenses, leases, permits, etc.) in the event of breach of any of the above nondiscrimination covenants, (Title of Recipient) will have the right to terminate the (license, permit, etc., as appropriate) and to enter or re-enter and repossess said land and the facilities thereon and hold the same as if said (license, permit, etc., as 6 appropriate) had never been made or issued. C. With respect to deeds in the event of breach of any of the above nondiscrimination covenants, (Title of Recipient) will there upon revert to, vest in and become the absolute property of (Title of Recipient) and its assigns. 6 Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to make clear the purpose of Title VI 57 APPENDIX E During the performance of this contract, the contractor, for itself, its assignees, and successors in - discrimination statutes and authorities; including but not limited to the following: Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin) and 49 CFR Part 21; The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects); Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex); Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27; The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age); Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin or sex); The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not); Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation and certain testing entities (42 U.S.C. §§ 12131 -- 12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38; 59 The Federal Aviation Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin and sex); Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 ET seq). 59 APPENDIX F Active employees will complete the training and sign an acknowledgement (example below) that they understand the training and will abide by the Title VI nondiscrimination plan in accordance with the training. CITY OF PADUCAH TITLE VI ANNUAL TRAINING I confirm that I listened, and understood the Title VI training, also I understand that as an employee, it is my responsibility to abide by the Title VI nondiscrimination plan, in accordance with the training. If I have questions about the plan, or materials presented I understand it is my responsibility to seek clarification. Employee Signature________________________________________ Date___________________________________________________________ Print name___________________________________________________ XVIII.BOARD POLICYAPPROVAL POLICY APPROVAL BY THE GOVERNING BOARD is made this _____ day of June 2025. George P. Bray, Mayor City of Paducah Mayor Signature Date Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Employment Agreement with Matthew Wentworth - B. LAIRD Category: Municipal Order Staff Work By: Brian Laird Presentation By: Brian Laird Background Information: Matt Wentworth is a retired Paducah police officer who returned to work with us last year. He currently serves as part of our deflection team. Kentucky Retirement Systems requires an annual contract for retired police officers to return to work. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approve the employment agreement. Attachments: 1. MO agree-employment – Matthew Wentworth – PD 2025-2026 2. 2025 Wentworth contract MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER APPROVING AN EMPLOYMENT AGREEMENT BETWEEN THE CITY OF PADUCAH AND POLICE OFFICER MATTHEW WENTWORTH, AND AUTHORIZING THE MAYOR TO EXECUTE SAME BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. Authorization. The Board of Commissioners of the City of Paducah hereby approves and the Mayor of the City of Paducah, Kentucky, is hereby authorized to execute an Employment Agreement with Police Officer Matthew Wentworth to be employed in the Paducah Police Department. SECTION 2. Effective Date. This Order shall be in full force and effect on and after the date as approved by the Board of Commissioners of the City of Paducah, Kentucky. _______________________________ George Bray, Mayor ATTEST: ______________________________________ Claudia S. Meeks, Assistant City Clerk Adopted by the Board of Commissioners, ______________________ Recorded by Lindsay Parish, City Clerk, _____________ \\mo\\agree-employment – Matthew Wentworth – PD 2025-2026 Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Authorize the City Manager to release a Request for Bids for a Non-Exclusive Telecommunications Franchise - L. PARISH Category: Municipal Order Staff Work By: Lindsay Parish, Michelle Smolen Presentation By: Lindsay Parish Background Information: This Municipal Order authorizes and directs the City Manager to issue and advertise a Request for Proposals for non-exclusive telecommunications franchises in accordance with Code of Ordinances Chapter 108. All recommended franchise agreements will be brought back to the City Commission for approval and execution at the conclusion of the RFP review process. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approve. Attachments: 1. MO RFP – Telecommunications Franchise 2025 MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER AUTHORIZING AND DIRECTING THE CITY MANAGER TO INITIATE A REQUEST FOR PROPOSALS FOR A NON-EXCLUSIVE TELECOMMUNICATIONS FRANCHISE IN PADUCAH, KENTUCKY, IN ACCORDANCE WITH CHAPTER 108 “TELECOMMUNICATIONS” OF THE CODE OF ORDINANCES BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City Manager is hereby authorized and directed to develop, advertise, and initiate a Request for Proposals for the purpose of soliciting non- exclusive telecommunication franchises within the City of Paducah. SECTION 2. This Order will be in full force and effect from and after the date of its adoption. ______________________________ George Bray, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _________________ Recorded by Lindsay Parish, City Clerk, _________________ MO\\RFP – Telecommunications Franchise 2025 Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Approve Contract For Services with Paducah Junior College, Inc., for the Community Scholarship Program in the amount of $100,000.00 - D. JORDAN Category: Municipal Order Staff Work By: Claudia Meeks, Daron Jordan Presentation By: Daron Jordan Background Information: The FY2025 Budget was approved on June 11, 2024, by Ordinance No. 2024- 06-8815. The budget included payment to Paducah Junior College, Inc., for continued support of the Community Scholarship Program , in the amount of $100,000. The Board of Commissioners is now desirous of entering into a contract with Paducah Junion College, Inc. for FY2025 services in the amount of $100,000 payable by June 30, 2025. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Communications Plan: Account Name: Investment Fund Funds Available: Account Number: 2400 0401 580790 Staff Recommendation: Approve Contract with Paducah Junior College, Inc., in the amount of $100,000. Attachments: 1. mo - contract - Paducah Junior College FY25 - community scholarship 2. Contract For Services - PJC Community Scholarship FY2025 MUNICIPAL ORDER NO. ______ A MUNICIPAL ORDER OF THE CITY OF PADUCAH AUTHORIZING AN FY2025 CONTRACT FOR SERVICES WITH PADUCAH JUNIOR COLLEGE, INC., FOR THE COMMUNITY SCHOLARSHIP PROGRAM IN THE AMOUNT OF $100,000, AND AUTHORIZING THE MAYOR TO EXECUTE SAID CONTRACT, THE MEMORANDUM OF UNDERSTANDING REGARDING THE COMMUNITY SCHOLARSHIP PROGRAM, AND ANY OTHER DOCUMENTSRELATED THERETO. SECTION 1. That the Mayor is hereby authorized to execute a contract with Paducah Junior College, Inc. in the amount of $100,000 for the Community Scholarship Program, which shall be payable no later than June 30, 2025. This contract shallexpire June 30, 2025. The Mayor is further authorized to execute a Memorandum of Understanding creating a public-private educational partnership, as well as any other documents related thereto. SECTION 2. This expenditure shall be charged to the Investment Fund, Account No. 24000401-580790. SECTION 3. This Municipal Order shall be effective from and after the date of its adoption. ____________________________________ George Bray, Mayor ATTEST: ____________________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners June 24, 2025 Recorded by Lindsay Parish, City Clerk, June 24, 2025 \\mo\\contract – Paducah Junior College FY25 – Community Scholarship CONTRACT FOR SERVICES This Contract for Services, effective this _______ day of _________, 2025, by and between the CITY OF PADUCAH (“City”) and PADUCAH JUNIOR COLLEGE, INC. (PJC, Inc.). WITNESSETH: WHEREAS, promoting education to students in the Paducah/McCracken County area and exposing them to post-secondary education serves a valid public purpose; and WHEREAS, improving the education level of our community’s young people will both make the Paducah workforce more attractive to investors and employersand enhance the life potential of individual students; and WHEREAS, the City of Paducah desires to contract with PJC, Inc., for the services to be described herein under the terms and conditions set forth in this Contract for Services. NOW THEREFORE, in consideration of the foregoing premises and the mutual covenants as herein set forth, the parties do covenant and agree as follows: SECTION 1: TERM The term of this contract for services shall be from the effective date of the contract until June 30, 2025. SECTION 2: TERMINATION Either party may terminate this Contract for Services upon failure of any party to comply with any provision of this agreement provided any such party notifies the other in writing of such failure and the breaching party fails to correct the breach within thirty (30) calendar days of the notice. SECTION 3: OPERATIONS PAYMENT In consideration of providing education and training and to carry out the objectives of PJC, Inc., the City shall pay PJC, Inc., the sum of ONE HUNDRED THOUSAND AND NO/100 ($100,000) DOLLARSin a one-time amount no later than June 30, 2025. PJC, Inc., shall provide an invoice to the City of Paducahprior to payment being made. In the event that this contract for services is terminated, the City shall not be obligated to make any further payments. SECTION 4: OBJECTIVES AND SERVICES - PJC, Inc., will guarantee Paducah and th McCracken County 8 graders who meet prescribed standards through their final four years of high school, a tuition scholarship for up to sixty (60) hours of college credit at WKCTC. SECTION 5: ACCOUNTING (A) PJC, Inc., shall conduct all accounting, payroll, and financial management. (B) PJC, Inc., shall supply an annual financial audit to the City within two weeks of its completion. (C) PJCwill provide a written financial report as of December 31st and June 30thduring the term of this contract to the City Manager's Office by the 15th day of the 2nd month following the reporting date. The financial report, at minimum, shall disclose the dollar amounts that the City, County and others (each shown separately) have contributed to the PJC for the Community Scholarship program by fiscal year and the interest earned thereon. The report shall fully disclose how funds were used by fiscal year and purpose. SECTION 6: ENTIRE AGREEMENT This contract for services embodies the entire agreement between the parties and all prior negotiations and agreements are merged in this agreement. This agreement shall completely and fully supersede all other prior agreements, both written and oral, between the parties. SECTION 7: WITHDRAWAL OF FUNDS Notwithstanding any other provision in this Contract for Services, in the event it is determined that any funds provided to PJC, Inc. are used for some purpose other than in furtherance of the services described herein, the City shall have the right to immediately withdraw any and all further funding and shall immediately have the right to terminate this Contract for Services without advance notice andshall have the right to all remedies provided in the law to seek reimbursement for all monies not properly accounted. Witness the signature of the parties as of the year and date first written above. CITY OF PADUCAH ____________________________________ GEORGE BRAY, Mayor PADUCAH JUNIOR COLLEGE, INC. Name________________________________ Title_________________________________ Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Authorize the City Manager to release a Request for Proposals for Design and Construction Administration Services for the design of a new Maintenance Building for the Parks and Recreation Department - A. CLARK Category: Municipal Order Staff Work By: Amie Clark Presentation By: Amie Clark Background Information: Authorize the City Manager to release a Request for Proposals for the Design and Construction Administration Services for a new maintenance building for the Parks and Recreation Department. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Communications Plan: Account Name: Maintenance Bldg Design Funds Available: Account Number: PA0137 Staff Recommendation: Approve Attachments: 1. – Parks & Rec Maintenance Building Design and Management MUNICIPAL ORDER NO. ______ A MUNICIPAL ORDER AUTHORIZING AND DIRECTING THE CITY MANAGER TO INITIATE A REQUEST FOR PROPOSALS FOR DESIGN AND CONSTRUCTION ADMINISTRATION SERVICES FOR A NEW MAINTENANCE BUILDING FOR THE PARKS AND RECREATION DEPARTMENT BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City Manager is hereby authorized and directed to develop, advertise, and initiate a Request for Proposals for the design and construction management services for a new maintenance building for the Parks and Recreation Department. SECTION 2. This Order will be in full force and effect from and after the date of its adoption. ______________________________ George Bray, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _________________________ Recorded by Lindsay Parish, City Clerk, _________________________ MO\\RFP – Parks & Rec Maintenance Building Design and Management Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Authorize the City Manager to release a Request for Proposals for the construction of a restroom facility at Robert Coleman Park - A. CLARK Category: Municipal Order Staff Work By: Amie Clark Presentation By: Amie Clark Background Information: Authorize the City Manager to release a Request for Proposals for the construction of a public restroom facility to be located in Robert Coleman Park. Does this Agenda Action Item align with a Commission Priority? Yes If yes, please list the Commission Priority: Southside Improvements. Communications Plan: Account Name: Robert Coleman Spray Ground Project Funds Available: Account Number: PA0134 Staff Recommendation: Approve Attachments: 1. MO RFB – Restroom Robert Coleman Park MUNICIPAL ORDER NO. ______ A MUNICIPAL ORDER AUTHORIZING AND DIRECTING THE CITY MANAGER TO INITIATE A REQUEST FOR BIDS FOR THE CONSTRUCTION OF A RESTROOM FACILITY AT ROBERT COLEMAN PARK BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City Manager is hereby authorized and directed to develop, advertise, and initiate a Request for Bids for the construction of a restroom facility at Robert Coleman Park. SECTION 2. This Order will be in full force and effect from and after the date of its adoption. ______________________________ George Bray, Mayor ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, _________________________ Recorded by Lindsay Parish, City Clerk, _________________________ MO\\RFB – Restroom Robert Coleman Park Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: School Resource Officer Agreement with Paducah Public Schools - B. LAIRD Category: Municipal Order Staff Work By: Brian Laird Presentation By: Brian Laird Background Information: In 2021, the Paduah Police Department and Paducah Public Schools entered a partnership for school resource officers. This agreement was funded partially by a COPS grant which has expired. The current agreement between the City of Paducah and Paducah Public Schools expires June 30, 2025. This new one-year agreement outlines cost sharing for the continued partnership. Paducah Public Schools will reimburse the City for 70% of the cost for each police officer. This agreement was approved by the Paducah Public School Board on May 12, 2025. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approve the agreement Attachments: 1. MO Paducah Independent School District – Resource Officers 2025 2. sro agreement signed MUNICIPAL ORDER NO. _______ A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE A SCHOOL RESOURCE OFFICER AGREEMENT BETWEEN THE CITY OF PADUCAH AND THE PADUCAH PUBLIC SCHOOL SYSTEM FOR SCHOOL YEAR 2025 BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY, SECTION 1. That the City of Paducah hereby authorizes the Mayor to execute a School Resource Officer Agreement with Paducah Public Schools, in substantially the form attached hereto and made part hereof (Exhibit A). SECTION 2. This Order shall be in full force and effect from and after the date of its adoption. ______________________________ Mayor George Bray ATTEST: _____________________________ Lindsay Parish, City Clerk Adopted by the Board of Commissioners, ____________________ Recorded by Lindsay Parish, City Clerk, _____________________ \\mo\\Paducah Independent School District – Resource Officers 2025 Agenda Action Form Paducah City Commission Meeting Date: June 24, 2025 Short Title: Health Insurance Fund - budget amendment for FY2025 - J. PERKINS Category: Ordinance Staff Work By: Kristi Gray, Audra Herndon, Jonathan Perkins Presentation By: Jonathan Perkins Background Information: In order for the City to cover all 'health insurance fund claims' it will be necessary for a budget amendment to be authorized by the City Commission. The FY2025 'Claims' account will be increased by $710 thousand and fully funded by the Health Insurance Funds' fund balance for the same. Does this Agenda Action Item align with a Commission Priority? No If yes, please list the Commission Priority: Commission Priorities List Communications Plan: Account Name: Funds Available: Account Number: Staff Recommendation: Approve the budget amendment Attachments: 1. ORD budget amend FY2025 – Health Insurance 2. FY2025 Claims projection ORDINANCE NO. 2025-_____-_______ AN ORDINANCE AMENDING ORDINANCE NO. 2024-06-8815, ENTITLED, “AN ORDINANCE ADOPTING THE CITY OF PADUCAH, KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1, 2024, THROUGH JUNE 30, 2025, BY ESTIMATING REVENUES AND RESOURCES AND APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT” WHEREAS, in order for the City to cover all health insurance fund claims, it is necessary for a budget amendment to be authorized by the City Commission. NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the annual budget for the fiscal year beginning July 1, 2024, and ending June 30, 2025, as adopted by Ordinance No. 2024-06-8815, be amended by the following re-appropriations: Transfer $710,000 from the Health Insurance Funds’ fund balance to the FY2025 Health Insurance Claims Account. SECTION 2. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. ______________________________ George Bray, Mayor ATTEST: ___________________________ Lindsay Parish, City Clerk Introduced by the Board of Commissioners, June 10, 2025 Adopted by the Board of Commissioners, ______________________ Recorded Lindsay Parish, City Clerk, _________________________ Published by The Paducah Sun, _______________________________ \\ord\\finance\\budget amend FY2025 – Health Insurance 5/22/2025 Claims are exceeding the FY2025 (current fiscal year) appropriated Health Insurance claims account. The following table is a 30K foot view of the situation: Medical Claims – FY2025 (fiscal year NOT completed as of this writing, values are estimates or projections) Health Insurance Fund Current $2.394M Appropriation – FY2025 Fiscal Year Claims paid-to-date$2.674MClaims paid through May 14, 2025 HUB Projected Total Claims for FY2025$3.100MProjections by DJ Story Total needed to get through FY2025Need BOC budget adjustment $0.706M approval JSA: Premiums paid to City’s plan 7/1/24 – $215,207 March 31, 2025 Claims paid for JSA July 1, 2024 – March $297,946 31, 2025 ’s subsidy for JSA claims through ($82,739) March 31, 2025 Source for JSA data is DJ Story; source for HUB Projected claims through FY2025 is DJ Story with HUB We need to ask the BOC to amend our FY2025 budget by asking for a budget amendment of $706,000. This will hopefully cover the balance of FY2025 claims.