Call for Special Meeting

City of Crossville 392 N. Main Crossville, TN 38555 Minutes Tuesday, July 23, 2019 7:30 AM Conference Room 317 Call for Special Meeting Call for Special Meeting Minutes July 23, 2019 Call to Order The City Council for the City of Crossville met in special session on July 23, 2019 at 7:30 a.m. Mayor James Mayberry was present and presiding. He called the meeting to order at 7:31 a.m. Rollcall Present 5 - Council Member J. H. Graham, Council Member Rob Harrison, Mayor Pro-tem Art Gernt, Council Member Scot Shanks, and Mayor James Mayberry Others present were Scott Humphrey, Heather Mullinix, Jessie Brooks, Assistant City Clerk Malena Fisher, City Clerk Valerie Hale, City Manager Greg Wood, and City Attorney Will Ridley. 1. Consent Agenda Approval of the Consent Agenda A motion was made by Mayor James Mayberry , seconded by Council Member Scot Shanks, to approve the Consent Agenda Items 1 a through d. The motion carried by the following vote: Aye: 5- Council Member J. H. Graham, Council Member Rob Harrison, Mayor Pro-tem Art Gernt, Council Member Scot Shanks and Mayor James Mayberry a. Approval of grant application for Public Entity Partners Matching Grant Program Public Entity Partners offers a 50% grant every year on a first-come, first-serve basis to encourage the purchase of employee safety devices, equipment and safety training, or employee education/training that is necessary to control an employee safety hazard. The City is eligible for $3,000 to cover $6,000 of expenditures. The departments are submitting lists of items that they would like to purchase. Approval to submit the grant application is requested. This Resolution was approved as recommended. Ordinances on Third Reading b. Ordinance amending FY18-19 Budget Sales Tax Audit City of Crossville was selected by the State of Tennessee Department of Revenue for a sales tax audit. This audit period was December 1, 2015 through December 31, 2018. The process took approximately 9 months to complete. The auditors found two issues to be addressed, sprinkler heads and industrial manufacturing. City of Crossville Page 1 Call for Special Meeting Minutes July 23, 2019 The first determination was that the City was not charging tax on sprinkler heads, nor has it ever. This will be corrected by charging taxes in the future. The second determination was that the City charged companies for industrial manufacturing sales tax or exempted these companies without an exemption form. The amount assessed to the City for these issues is $12,541.16. The total including interest is $14,645.45, which will require a budget amendment. This Ordinance was adopted on third reading. c. Ordinance amending FY18-19 Budget Year-End Adjustments The budget must be equal to or be greater than the actual expenditures at the end of the year. These amendments are to bring the budget up to the actual expenditures in these departments. This Ordinance was adopted on third reading. Ordinances on Second Reading d. Ordinance amending FY19-20 Budget for Centennial Park Asphalt Walking Trails Proposals were received June 18, 2019 for asphalt for the walking trails at Centennial Park. Two bids were received and staff recommends Freitag Construction, the low bidder. Total price quoted for the project is $61,462.50. $45,000 was budgeted for the project. A budget amendment in the amount of $20,000 is necessary. This Ordinance was approved on second reading. Bids/Purchases e. Approval to purchase Fire Department Support Vehicle This Purchases was approved as recommended. 2. Other Business a. Ordinance amending FY19-20 Budget for payment of capital outlay notes for the radio communications system. A resolution must be passed to authorize the issuance of the 3-year capital outlay notes for the radio communications system. Documents were presented to the Council to renew the 3-year capital outlay note. Council member Graham stated that original loan was for $1.2 million and recommended paying the loan off. Finance Director Fred Houston indicated that the City has the cash available. Council members discussed the communications system and its life expectancy and that there are not any future obligations for maintenance and the radios are maintained by the County. Council members also discussed the pros and cons of paying the loan City of Crossville Page 2 Call for Special Meeting Minutes July 23, 2019 off. A motion was made by Council Member J. H. Graham, seconded by Mayor James Mayberry, to pay back the loan in full and include first reading of the necessary budget amendment. The motion carried by the following vote: Aye: 5- Council Member J. H. Graham, Council Member Rob Harrison, Mayor Pro-tem Art Gernt, Council Member Scot Shanks and Mayor James Mayberry Adjournment Council member Graham stated he gave the Council members information regarding a planned residential area adjacent to the airport for those that own airplanes. City Manager Wood advised that sponsorships are available for the annual Airport Open House/Fly-In and that he had received several commitments already. Council member Graham asked the City Attorney the status of the current lawsuits. He had nothing to report other than the Northwest Connector Section 3 acquisitions have been completed. The meeting adjourned at 7:44 a.m. City of Crossville Page 3