City Council

MINUTES OF THE CITY OF BRISTOL,TENNESSEE CITY COUNCIL MEETING May 5,2020 CALL TO ORDER: The City of Bristol, Tennessee City Council meeting was called to order by Mayor Margaret Feierabend on Tuesday, May 5, 2020 at 7:00 P.M. The meeting was held electronically via Zoom. ROLL CALL: Present: Mayor Margaret Feierabend, Vice Mayor Mahlon Luttrell, Councilman Chad Keen, Councilwoman Lea Powers, and Councilman Vince Turner. Others Present: City Manager William Sorah, City Attorney Danielle Smith, City Recorder Tara Musick, and other members of City staff. INVOCATION AND PLEDGE OF ALLEGIANCE: Ms. Caroline Hawthorne, Pastor of Hunt Memorial United Methodist Church and St. Luke United Methodist Church, gave the invocation and Councilman Turner led the pledge of allegiance. DISCUSSION OF NECESSITY FOR CONDUCTING ELECTRONIC MEETING: City Attorney Danielle Smith explained the requirements for holding an electronic meeting. Mayor Feierabend asked ifanyone on Council objected to holding an electronic meeting. No one objected since the electronic meeting is necessary to protect public safety, health, and welfare due to the Coronavirus pandemic. AGENDA ADDITIONS AND / OR CHANGES: None. PROCLAMATIONS AND RECOGNITIONS: National Police Week and Peace Officer's Memorial Day - Vice Mayor Mahlon Luttrell read the proclamation designating the week of May 10-16, 2020, as National Police Week and May 15^^ as Peace Officer's Memorial Day. Children's Mental Health Awareness Day- Mayor Feierabend read the proclamation designating May 7, 2020, as Children's Mental Health Awareness Day. She said Frontier Health is open for business and is there to help during this time of need. Economic Development Week - Councilman Chad Keen read the proclamation designating the week of May 4-9, 2020, as Economic Development Week. Economic Development Director Tom Anderson said he appreciated the recognition for the department. There are several developers with projects in the pipeline and we should see developments and jobs on the horizon. Emergency Medical Services Week- Councilman Vince Turner read the proclamation designating the week of May 17-23, 2020, as Emergency Medical Services Week. Mayor Feierabend said that 911 and  City Council Meeting May 5, 2020 Page 2 of5 the emergency room are still operating and working to protect people from COVID-19 and Ballad Health has also begun elective surgeries again. National Public Works Week - Vice Mayor Luttrell read the proclamation designating the week of May 17-23, 2020, as National Public Works Week. City Manager Bill Sorah said there are a number of skills that go into providing these services day in and day out. The people that provide these services, such as street maintenance, solid waste, water and sewer, are also heroes in our community and without whom life as we know it would not exist. National Teacher Appreciation Week- Councilwoman Lea Powers read the proclamation designating the week of May 4-8, 2020, as National Teacher Appreciation Week. She expressed appreciation to Dr. Tudor for the work her staff does on behalf of the students and citizens ofthe City of Bristol, Tennessee. Dr. Tudor added she would also like to thank the parents. She also mentioned there is a way to thank individual teachers and other school staff through the Facebook page of the school system. PRESENTATIONS: None. PUBLIC HEARINGS: None. APPEARANCE OF CITIZENS: None. APPOINTMENTS: None. ORDINANCES AND RESOLUTIONS: A. First Reading of New Ordinances: None. B. Second Reading of New Ordinances: None. C. Resolutions: Resolution 20-30 - A Resolution Approving Tax Equivalent Payments City Manager Bill Sorah explained this resolution authorizes the distribution of tax equivalent payments from Bristol Tennessee Essential Services (BTES) to the various political subdivisions in which they have a service delivery role. The City of Bristol, Virginia is key amongst the group in addition to Sullivan County, the Town of Bluff City, and portions of Washington County, Virginia all of which are served with municipal power by BTES. The grand total ofthis distribution is $2,476,021.12. It includes $2,358,832.80 for electric facilities, $21,590.51 for telecommunication facilities, and $95,597.81 for cable/internet facilities. Each of the payments is based on a statutory formula and is the maximum amount permitted by law. The payments are made by our tax-exempt utility as compensation for services rendered to it by the municipality which hosts its facility throughout the year. A total of$1,907,462.92 will be distributed as a revenue item to the City of Bristol, Tennessee. Payment is due no later than June 30, 2020.  City Council Meeting May 5, 2020 Page 3 of 5 Vice Mayor Luttrell motioned to approve Resolution 20-30 and Councilman Turner seconded. There was no further discussion and the resolution was approved by unanimous roll call vote. Resolution 20-31 - A Resolution Authorizing the Finance Director to Write Off Uncollectible Utility Receivables The City Manager summarized this resolution authorizes the finance director to write off uncollectible utility debt, which is for services the City provides such as water, sewer, solid waste collection, and stormwater. This is an annual housekeeping measure. Once debt has been on the books for six years, the City has reached the statutory limitation in terms of collection. The services for all of the 473 delinquent accounts were terminated years ago. After exhausting all ofour collection efforts, the accounts were sent to a collection agency to further collection efforts and they are at the end of their process. The write-off for these accounts are for the period of January 1, 2013 to December 31, 2013, totaling $80,713.97. The delinquent accounts are beyond our statutory ability for collection and have been recorded as bad debt expense within the various funds for the services mentioned earlier. Councilwoman Powers asked if this is the amount averaged on an annual basis, or is this year is especially low or high. Tara Musick, Director of Finance, replied it is slightly higher than normal but not excessively so. The trend has shown a slight increase over the last couple of years. Councilman Turner asked if the majority of the accounts are residential or are there some commercial accounts as well. The City Manager replied there is one commercial account that is bankrupt which accounts for approximately $10,000 with the balance of the accounts being mainly small residential. Councilman Turner motioned to approve Resolution 20-31 and Councilman Keen seconded. As there was no further discussion, the resolution passed unanimously by roll call vote. CONSENT AGENDA: City Manager Sorah presented the Consent Agenda to Council. Councilman Keen made a motion for approval and Vice Mayor Luttrell seconded the motion. The following items were approved by unanimous Council roll call vote: ■ Minutes April 7, 2020 City Council Meeting ■ Minutes April 9, 2020 Special Called City Council Meeting ■ Minutes April 16, 2020 Special Called City Council Meeting ■ Minutes April 20, 2020 Special Called City Council Meeting ■ Minutes April 24, 2020 Called City Council Meeting ■ Minutes April 28, 2020 Called City Council Meeting ■ Minutes April 28, 2020 City Council Work Session ■ Minutes April 30, 2020 Called City Council Meeting  City Council Meeting May 5, 2020 Page 4 of 5 BOARD OF EDUCATION LIAISON REPORT: Mayor Feierabend congratulated Dr. Tudor on her new position as Director of Schools. Dr. Tudor expressed her appreciation to the Council and staff for recognizing Teacher Appreciation Week. She thanked local businesses for posting banners of several senior athletes at their stores and the community support is appreciated. Over the next few weeks, students will be dropping off things to the school and picking up their personal belongings and tie up the loose ends of the typical school year. Technically, the last day of school is May 22"^^ and graduation is tentatively set for July 24, 2020. The seniors completed a couple of surveys and overwhelmingly voted to delay graduation in hopes of an in-person ceremony. A virtual type ceremony is being done now for students that will not be able to attend the graduation later due to school, military, and other commitments. She thanked the City for helping to plan a prom which is tentatively scheduled for July 22"^^, contingent upon health department approval and the circumstances at that time. The feeding program will be continued for families over the summer. They were expecting to decrease the numbers of meals provided through the summer. However,there is such a need that the services will continue well into July and possibly increase, but they will not be able to deliver the meals. Family Resource Center support will continue throughout the summer for families that need support or access to resources. Summer school will be provided remotely for the students that are the most at risk and that need to make up credits. Mayor Feierabend asked for clarification as to if the extra food will be continued. Dr. Tudor said the meals and support items will be provided during the summer this year, except delivery will not continue and there will no weekend meals. The regulations to eat on campus have been lifted by the Federal government. Mayor Feierabend reiterated the concern and support for children and their families continues. CITY MANAGER'S REPORT: City Manager Sorah stated as result of conversation during the last meeting. May 12*'^ and May 19^'' at 9:00 a.m. have been added as two additional work sessions. Tuesday, May 26"^ will be the regular budget work session at 9:00 a.m. At the May 12*^ meeting the International Building Codes and the use of tap fees for residential incentives will be topics of discussion. Also, Joel Conkin will talk about the tools that Bristol Housing has in their toolbox. The housing study will be updated and presented on May 19'^. Scott Gibson will be on the phone during that meeting to discuss the refunding of the Series 2013A bonds. The economic development incentive policy will also be revisited on May 19^'' in case City Council has any questions or needs further information. Councilwoman Powers asked if the health department had mentioned when we would be able to go into phase 2. She asked if the meeting on May 19^*^ could be at the Annex if we were in phase 2 at that time. The City Manager said that option could be explored. As long as the number is limited to ten or less the meetings could take place in person with room for social distancing. Staffis working on a way to provide the public an opportunity to participate in discussions if they so desire. Councilwoman Powers stated that while Zoom is great it is very limiting at times and she feels it would be advantageous to meet in person for that agenda. Mayor Feierabend would like a brief update from the Health Department on May 19^*^, if possible.  City Council Meeting May 5, 2020 Page 5 of5 CITY COUNCIL COMMENTS; Councilman Keen expressed appreciation to stafffor all the work and the extra meetings last month. He commented he missed the race fans this time of year. He listed several groups in the city, county, and state that work with our children, including Bristol's Promise and his appreciation for all of their efforts. He thanked April Eads of BTES and Clay Walker of NETWORKS for the work they do for us in regards to economic development. He mentioned the front line workers in Parks and Recreation, Public Works, Police, and Fire and encouraged everyone to say 'thank you' if you see them out in the community. He stated the department heads have challenging times right now and he appreciates them and also the work of the City Manager in updating City Council and continuing to keep our business flowing for the citizens. He recognized that staff already has many tasks, and City Council is adding to the list, as well as stepping up quickly to the current challenges. Mayor Feierabend also added her appreciation. Councilwoman Powers commented that staffknows they and their efforts are appreciated. She continued in regards to the May 19'^ meeting, the capabilities of the IDB in regards to land acquisition could be explored. She said that City Attorney Danielle Smith did send a tremendous email to the State which she has looked at in-depth. It addressed many things Council had previously asked for and the State is going to take a look at. She asked if there has been any response and the City Attorney replied the State has confirmed they are looking at it and they will get back to us as quickly as they can. Since the phases may be addressed on May 1 if the numbers hold, Councilwoman Powers would like someone from the health department to speak at the May 12^'^ meeting. City Manager Sorah said they could open up the meeting on the 12'^ and the 19'^. At some point in the near future, she would like the prior studies reviewed and prioritized so when the time comes the groundwork will be done. Councilman Turner also thanked staff and said things in the community are looking up. Vice Mayor Luttrell encouraged everyone to be considerate of each other and as a community there is a lot of work to do, but we have a good team and he is proud to be a part of it. Mayor Feierabend added that Bristol has numerous parks, in both Tennessee and Virginia, and exploring each of them is a great way to get out during this time. We are fortunate to have a metro health department who has been working hard on guidelines for reopening that go along with the Tennessee Pledge. The virus has not gone away and we need to continue social distancing when we are out and continue washing hands and sanitizing. We should follow the guidelines of the businesses and wear masks when we are out. We need to work hard and work together to prevent a surge. We are still learning about the coronavirus and it is highly contagious. It is important to continue acting like you have the virus and you do not want to spread it and you do not want to get it from others around you. She reminded everyone as we open up people over age 60 and those that are high risk are encouraged to be safer at home. There being no further business, the meeting was adjourned at 8:16 p.m. Market Feierabend, Mayor Tara E. Musick, City Recorder