Ashland commissioners approve multiple contracts, accept USAR grant and confront $750,000 overrun on Winchester Avenue streetscape

The Ashland Board of City Commissioners on Thursday approved a series of ordinances and contracts, accepted a U.S. Homeland Security grant to equip a regional urban search-and-rescue trailer, and learned that changes to the Winchester Avenue streetscape project have increased costs by about $750,000 beyond the original contract.

Why it matters: The Winchester Avenue increase represents a major unplanned expense for a downtown capital project and prompted commissioners to press staff about who authorized extra work. The actions taken Feb. 27 advance multiple city infrastructure, public-safety and economic-development projects while also raising questions about project oversight.

The board unanimously adopted several second-reading ordinances including change orders for the 20 Sixth Street pump station rehabilitation project — increasing that contract by $19,749 — and a separate change order increasing demolition costs at 2414 Beach Street by $1,600. The board also approved amendments to the city’s classification and compensation plan that add a director of engineering job description and revise other job descriptions.

City fire leadership described a $280,000 U.S. Homeland Security grant that will provide a 20-foot collapse-rescue trailer equipped for regional response; the city’s share of that purchase is about $6,700. “This is gonna be a 20 foot trailer with equipment that we will be able to use for our collapse rescue response,” the Fire Chief said, adding the equipment strengthens the area’s ability to respond to disasters without waiting on resources from larger cities.

On the consent agenda the commission approved acceptance of the USAR trailer grant. The board also approved a first-reading contract with JMK Electric Company Inc. for a backup generator at the Ashland Police Department for $76,300 and a first-reading ordinance to make a $50,000 minority loan to M and J’s Rolling Cafe LLC using community development block grant (CDBG) funds.

Commissioners authorized the mayor to apply for $10 million in fiscal 2026 congressional appropriations through Congressman Hal Rogers’ office for the City of Ashland Conference Center Project and authorized the mayor to accept the funds if awarded. They also concurred in the mayor’s reappointment of Jim Maggard to the Public Arts Council for a three-year term ending March 12, 2028.

The meeting turned tense during discussion of item G, a first-reading ordinance to apply to the KYOVA Interstate Planning Commission for $750,000 in additional funds for the Winchester Avenue streetscape project, with a required 20% local match. Commissioners and staff said the additional funds were needed because work beyond the scope of the original contract has already been completed and billed.

City staff and the mayor outlined a list of unapproved or additional items that contributed to the $750,000 increase, including: brick paver repairs at a church on 17th Street; added concrete entranceways at several locations; extra handicap ADA ramps; enlarged entrances at 18th and Henry Clay; rework of curb islands and drive entrances after truck damage; additional surveying; extra roadway excavation at the Paramount parking lot; rental message boards tied to lighting delays; and modified drive entrances for local businesses. The board was told that some approvals appear to have occurred without formal commission authorization.

Mayor and staff said money has already been spent and the city must cover the additional costs; one commissioner thanked staff member Beach for catching the unapproved changes. The board voted to approve submission of the application for the additional $750,000 and the 20% match requirement.

Otherbusiness: the board voted to accept a bill of sale from Kentucky Power transferring ownership of certain Winchester Avenue streetlight poles to the city for a total nominal purchase price of $1. The commission also recessed into an executive session to discuss property acquisition and possible litigation; upon return the mayor announced no action was taken in executive session. The meeting was recessed in memory of Randy Memmer.

Votes at a glance - Ordinance (2nd reading) — Change orders #2 and #3, 20 Sixth Street pump station rehabilitation: increase $19,749 — motion moved and seconded; voice vote carried. - Ordinance (2nd reading) — Amend classification/compensation plan and adopt director of engineering job description: motion moved and seconded; voice vote carried. - Ordinance (2nd reading) — Change order #1, demolition of 2414 Beach Street: increase $1,600 — motion moved and seconded; voice vote carried. - Consent resolution — Accept consent agenda including USAR trailer grant (KY Homeland Security, ~$280,000 total; city share ~$6,700): motion moved and seconded; voice vote carried. - Ordinance (1st reading) — Change order #4, 20 Sixth Street pump station rehabilitation: increase $3,784 — motion moved and seconded; voice vote carried. - Contract (1st reading) — JMK Electric Company Inc., backup generator for Ashland Police Department: $76,300 — motion moved and seconded; voice vote carried. - Ordinance (1st reading) — Minority loan 2025-MD-001 to M and J’s Rolling Cafe LLC (CDBG): $50,000 — motion moved and seconded; voice vote carried. - Ordinance (1st reading) — Authorize application for $10,000,000 congressional appropriation for Ashland Conference Center project (Hal Rogers office): motion moved and seconded; voice vote carried. - Appointment — Reappointment of Jim Maggard to Public Arts Council through 03/12/2028: motion moved and seconded; voice vote carried. - Ordinance (1st reading) — Apply to KYOVA Interstate Planning Commission for $750,000 (Winchester Avenue streetscape) with 20% match: motion moved and seconded; voice vote carried. - Ordinance (1st reading) — Bill of sale with Kentucky Power for Winchester Avenue streetlight poles (total cost $1): motion moved and seconded; voice vote carried. - Executive session — Motion to enter executive session to discuss property acquisition and possible litigation: motion moved and seconded; followed by return with no action taken.

What commissioners asked for next: Several commissioners urged better use of local engineers and closer oversight of project approvals after the Winchester Avenue overrun. Staff said they will continue working with the contractor and engineering firm to complete the project and pursue available funding.

(Quotes in this story come from the meeting transcript: the Fire Chief and the staff member who presented ordinances.)