Call for Special Meeting

City of Crossville 392 N. Main Crossville, TN 38555 Minutes Tuesday, August 6, 2019 6:00 PM Conference Room 317 Call for Special Meeting Call for Special Meeting Minutes August 6, 2019 Call to Order The City Council for the City of Crossville met in special session on August 6, 2019 at Crossville City Hall. Mayor Pro Tem Gernt was present and presiding. He called the meeting to order at 6:00 p.m. Roll Call Present 3 - Council Member Rob Harrison, Mayor Pro-tem Art Gernt, and Council Member Scot Shanks Absent 2 - Council Member J. H. Graham, and Mayor James Mayberry Others present were City Manager Greg Wood, City Attorney Will Ridley, City Clerk Valerie Hale, Heather Mullinix, Andy Vaughn, Fred Houston, Kevin Music, Billy Martin, Jim Young, Levonn Hubbard, Chris South, Chris Kendrick, Robert D. Kimbro, Jr., Rima Austin, and Tim Begley. 1. Consent Agenda A motion was made by Council Member Rob Harrison, seconded by Mayor Pro-tem Art Gernt, to approve the Consent Agenda. The motion carried by the following vote: Aye: 3 - Council Member Rob Harrison, Mayor Pro-tem Art Gernt and Council Member Scot Shanks Absent: 2 - Council Member J. H. Graham and Mayor James Mayberry Ordinances on Third Reading a. 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 adopted on third reading. Ordinances on Second Reading b. Ordinance amending FY19-20 Budget for payment of capital outlay notes for the radio communications system. A budget amendment must be passed to authorize the payment of the capital outlay notes for the radio communications system. City Council voted on July 23, 2019 to pay the notes rather than extending the loan. City of Crossville Page 1 Call for Special Meeting Minutes August 6, 2019 This Ordinance was approved on second reading. 2. Other Business a. Ordinance amending FY2018-19 Budget Amendment Year End Adjustment Grinder pumps are under budget due to sales and inventory adjustments; therefore, a $60,000 budget amendment is necessary. A motion was made by Council Member Scot Shanks, seconded by Council Member Rob Harrison, to approve first reading of the budget amendment. The motion carried by the following vote: Aye: 3- Council Member Rob Harrison, Mayor Pro-tem Art Gernt and Council Member Scot Shanks Absent: 2- Council Member J. H. Graham and Mayor James Mayberry b. Approval of resolution and budget amendment for 2018 CDBG Sewer Rehab Bid The 2018 CDBG Sewer Rehab project bid from Portland Utilities Construction Co. is recommended by the Engineer of record. City Staff recommends the approval of the bid at the amount of $593,168.00 without the deductive alternate. The contract amount of $593,168.00 exceeds the original estimated cost in the grant by $124,329.00 and a resolution stating the City will be responsible for all local cash matching funds is needed for the completion of the project and a budget amendment ($150,000) for the additional monies is required. City staff recommends the additional work because it would be funded next year as a part of a City-funded I&I project and the engineering is already complete in this project. A motion was made by Council Member Rob Harrison, seconded by Council Member Scot Shanks, to award the bid to Portland Utilities Construction Co.in the amount of $593,168.00 by approving the resolution and approve budget amendment on first reading. The motion carried by the following vote: Aye: 3- Council Member Rob Harrison, Mayor Pro-tem Art Gernt and Council Member Scot Shanks Absent: 2- Council Member J. H. Graham and Mayor James Mayberry c. Discussion and action on Brookhaven and Highland Lane Water line Project Bids Several issues arose prior to the bids being opened for this project. After the bids had been opened it was clear that several of the issues had not been resolved for all bidders. City Engineer Tim Begley recommends rejecting all of the bids due to several reasons. He explained that this project was originally designed to utilize grant funds left over from the downtown waterline replacement project. When the City discovered that easements would be necessary, the decision was made that the easements could not be acquired and the project completed in the grant time frame. The project was then put on hold. City of Crossville Page 2 Call for Special Meeting Minutes August 6, 2019 By setting the project up for the grant, the line items were divided into two sections which caused some confusion on the bidding. The projects need to be combined and Mr. Begley stated that some contractors could have been confused on the issue, with one bidder only submitting a bid on a portion of the project. City Engineer Tim Begley stated there was a comment made by a contractor at the pre-bid meeting concerning the existing concrete asbestos line, which could have scared some bidders. Mr. Begley stated that asbestos is only harmful if you inhale it and that asbestos water lines are not harmful. He stated he feels the contractors did not have good clarification on the issue. One bidder withdrew his bid at the bid opening before his bid was open. The project also had a short construction period in order to meet the previous grant deadline. The plans and specifications require adjustment for competitive bidding; therefore, City Staff recommends the rejection of all bids and to rebid the project with a longer construction period and modifying the plans and specifications. A motion was made by Council Member Scot Shanks, seconded by Council Member Rob Harrison, to approve the rejection of all bids. The motion carried by the following vote: Aye: 3 - Council Member Rob Harrison, Mayor Pro-tem Art Gernt and Council Member Scot Shanks Absent: 2 - Council Member J. H. Graham and Mayor James Mayberry d. Approval of contract amendment for engineering services for Brookhaven and Highland Lane Water line Project Rebid City Staff recommends an amendment to ECE’s contract in a total amount of $25,530 for the rebid of the project with modification from the original grant contract package, several clarifications in the bid package and increasing the construction time on the project with Contract Administration not to exceed two months. A motion was made by Council Member Rob Harrison, seconded by Council Member Scot Shanks, to approve a contract amendment with ECE in a total amount of $25,530 for the rebid of the project with modification from the original grant contract package. The motion carried by the following vote: Aye: 3- Council Member Rob Harrison, Mayor Pro-tem Art Gernt and Council Member Scot Shanks Absent: 2- Council Member J. H. Graham and Mayor James Mayberry Adjournment Council member Shanks referenced an item on the work session held prior to the Special Call Meeting, "Discussion and Action on Holiday Lake Water Level and Maintenance." The Water Resources Supervisor, Jerry Kerley, was not present for the work session but was in attendance for the Special Call Meeting. Council member Shanks would like to see the item on the August agenda for discussion so that a decision can be made to allow the homeowners on Holiday Lake to make plans if the water level is going to be lowered. Jerry Kerley was asked to bring information City of Crossville Page 3 Call for Special Meeting Minutes August 6, 2019 regarding Lake Tansi lake lowering to the Council meeting on August 13 and Council member Shanks will meet with Holiday Lake's new owner prior to the August 13 meeting for consultation on the matter. With no further business to discuss, the meeting adjourned at 6:07 p.m. City of Crossville Page 4