Call for Special Meeting

City of Crossville 392 N. Main Crossville, TN 38555 Minutes Thursday, October 10, 2013 3:30 PM Council Chambers Call for Special Meeting Mayor J.H. Graham, III Mayor Pro-tem Danny Wyatt Council Member Jesse Kerley Council Member George Marlow Council Member Pete Souza City Manager David Rutherford City Clerk Sally Oglesby Call for Special Meeting Minutes October 10, 2013 The City Council met in special session on Thursday, October 10, 2013, at Crossville City Hall. Mayor J. H. Graham, III was present and presiding. He called the meeting to order at 3:50 p.m. Roll Call Present 4 - Mayor Pro-tem Danny Wyatt, Mayor J.H. Graham III, Council Member Pete Souza, and Council Member Jesse Kerley Absent 1 - Council Member George Marlow Others present were City Manager David Rutherford, City Attorney Kenneth Chadwell, City Clerk Sally Oglesby, Jim Hilborn, Clark Annis, Evan Sanders, Fred Houston, Darlene Barnwell, Heather Mullinix, Andy Vaughn, Tim Begley, Sarah Hazleton, and Terry White. 1. Matters relative to I/I Improvements City Manager David Rutherford reviewed the project and strongly recommended moving forward with a contract with GRW Engineers in an amount not to exceed $75,000. Included in the $75,000 cost is $66,950 for CSL who will install the flow monitors as a subcontractor to GRW Engineers. The City has a Tennessee Healthy Watershed Initiative grant of $30,000 to cover a portion of the costs. In an earlier contract with the City, GRW identified several areas in 2010 that needed to be the top priorities for improvements. These areas were outlined in the request letter in 2011 for funding through the State Revolving Loan Funds. The SRF funding approved by Council on October 8 can be used only in the areas outlined in the request letter. Should the costs be lower than estimated, the City can request the scope of the project be increased to use all the funds available. Jim Hilborn stated that he had received competitive quotes on the flow monitors from 3 companies and CSL was the lowest quote, which need to go in during dry weather for 3-4 months. They need the dry weather for a base line and then rainy weather to continue the study. They are ready to install them in November and leave them in through January. The SRF money will be used for the TV and smoke tests and the report. Following the completion of the report, the project will be bid. Councilman Souza commented that he considered it a major issue that needs to be addressed and that this phase will stop some of the major areas that need to be brought under control. Mayor Graham reminded the Council that I/I is a never ending problem. Mayor Pro-Tem Wyatt asked for more information about the flow monitoring report . The response was that it will show what unwanted water is coming in and where. City Manager Rutherford reported that three areas had been identified. Clark Annis informed the Council that the study will determine the options and the best method for curing the problem. He further explained that the City is hoping to get CDBG funds every 2 years to help cover costs. Mayor Graham expressed his concern about the replacement of all the grinder pumps that were installed around the same time and may needed replacement at the same time. City Manager Rutherford asked Evan Sanders to explain the funding agencies rules on the use of force accounts. Mr. Sanders stated that SRF allows them on a very limited basis, but the City must show that they have the equipment and experienced labor in place. He also explained that City of Crossville Page 1 Call for Special Meeting Minutes October 10, 2013 most of the techniques for I/I repairs are very specialized. Approval from SRF would be a last resort if there were no other options. CDBG will not allow force account except in extreme instances. A motion was made by Mayor J.H. Graham III, seconded by Council Member Pete Souza, that a contract with GRW Engineers for I/I studies and engineering in an amount not to exceed $75,000 be approved. The motion carried by the following vote: Aye: 4- Mayor Pro-tem Danny Wyatt, Mayor J.H. Graham III, Council Member Pete Souza and Council Member Jesse Kerley ADJOURNMENT With no further business, the meeting was adjourned at 4:14 p.m. City of Crossville Page 2