City Council

City of Crossville 392 N. Main Crossville, TN 38555 Minutes Tuesday, December 12, 2017 6:00 PM Council Chambers City Council Mayor James Mayberry Mayor Pro-Tem J. H. Graham, III Council Member Pamala Harris Council Member Scot Shanks Council Member Danny Wyatt City Manager Greg Wood City Clerk Sally Oglesby City Council Minutes December 12, 2017 The City Council for the City of Crossville met in regular session on Tuesday, December 12, 2017, at Crossville City Hall. Roll Call Present: 5 - Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry Others present were City Manager Greg Wood, City Attorney Greg Ridley, City Clerk Sally Oglesby, David Beaty, Andy Vaughn, Kevin Music, Tim Begley, Billy Martin, Ashana York, Valerie Hale, Jim Young, Willard Dale, Gary Nelson, Bill Oglesby, Ed Camera, Sue York, Carmen Wyatt, Bruce Wyatt, Levonn Hubbard, Leah Crockett, Tammie French, Clark Annis, Mike Turner, Steve Powell, Ashley Richards, Maricruz Martinez, Daisy Ayala, Gracey Whittenburg, Madilyn Rymer, Chris Bennett, and Fred Houston. BEER BOARD Mayor James Mayberry was present and presiding. He called the Beer Board to order at 5:45 p.m. Present: 5 - Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry 1. Rite Aid #11912 An application was submitted for an off-premises beer permit by Walgreen Co. dba Rite Aid #11912 located at 1106 N. Main St. This is a new owner. Chief Beaty reported a clear-records report and recommended approval. A motion was made by Mayor Pro-tem J. H. Graham, seconded by Council Member Danny Wyatt, that the off-premises beer permit be approved for Rite Aid #11912. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry 2. Citgo Food Mart An application was submitted for an off-premises beer permit by Chandrakant Patel for Citgo Food Mart located at 294 Elmore Rd. This is a new owner. Chief David Beaty gave a clear records report on the applicant and recommended approval. A motion was made by Mayor Pro-tem J. H. Graham, seconded by Council Member Danny Wyatt, that the off-premises beer permit be approved for Citgo Food Mart. The motion carried by the following vote: City of Crossville Page 1 City Council Minutes December 12, 2017 Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry With no further business, the Beer Board was adjourned at 5:47 p.m. REGULAR MEETING The City Council for the City of Crossville held its regular meeting on Tuesday, December 12, 2017, at Crossville City Hall. Call to Order Mayor James Mayberry was present and presiding. He called the meeting to order at 6:00 p.m. Willard Dale of the Southwest Baptist Church provided the invocation. The Young Marines presented the colors and led the Pledge of Allegiance. 1. Proclamations/Presentations a) Student of the Month b) Holiday Card Winners a) Student of the Month - Madilyn Rymer was nominated because of her “caring” character trait b) Holiday Card Winners - Eight schools participated in the annual holiday card contest, which has been sponsored by the City of Crossville since 2001. One winner from each school was chosen: Brown Elementary - Kaidense Loshbough Crab Orchard Elementary - Daisy Ayala Glenn Martin Elementary - Ashana York North Cumberland Elementary - Madison Cook Pleasant Hill Elementary - Ryleigh Forbeck Stone Elementary - Dalton Westervelt Cumberland County High School - Gracey Whittenburg Stone Memorial High School - Chloe Melton City Clerk Sally Oglesby was recognized on her last meeting before retirement after over 32 years. The Presentations were made. 2. Public Comment Ed Camera, representing CoLinx, thanked Sally Oglesby for her assistance over the years. 3. Appointments - NONE City of Crossville Page 2 City Council Minutes December 12, 2017 4. Consent Agenda Approval of the Consent Agenda A motion was made by Mayor Pro-tem J. H. Graham, seconded by Council Member Scot Shanks, to approve the Consent Agenda as presented. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry a. Approval of minutes (11/14) The Minutes were approved as recommended. Ordinances on First Reading b. Ordinance closing an undeveloped right-of-way for McClanahan and Whitehead property Roy J. and Nancy McClanahan and Charles W. Whitehead own property that borders an unimproved right-of-way off Old Jamestown Road. They requested that the right-of-way be closed in its entirety and joined to their properties. A survey of the unimproved right-of-way that shows the agreed division of property between the two adjacent property owners was provided. The unimproved right-of-way was originally a portion of Crabtree Rd that extends north of the interstate. When I-40 was constructed it bisected the road, leaving the southern portion as an unimproved right-of-way. A new road was constructed along the interstate’s right-of-way for connection to the remainder of Crabtree Rd. Planning Commission met on 11/16/2017 and recommended approval of right-of-way closure. This Ordinance was approved on first reading. Additional Consent Items c. Approval of Sewer Line Extension on Short Road Property owner Anthony Findley has requested a sewer line extension along Short Road. The property Mr. Findley has purchased was recently annexed into the City of Crossville. The length of the extension is approximately 425 feet, to be installed on the western right-of-way of Short Road. Since the property is inside the City, the property owner is responsible for the material cost of the mainline utility extension. Attached is the cost sheet, prepared by the City’s Utility Maintenance Department. Per the City’s Utility Extension Ordinance, the material cost that the property owner is responsible for is calculated on the minimum need for the owner. In this case, a 2-inch low pressure sewer line would meet the needs of the owner. Since the City is projecting the sewer line to eventually be extended the length of Short Road, a 4-inch line is preferable for the City. The cost difference between the 2-inch line and 4-inch line falls to the City. City of Crossville Page 3 City Council Minutes December 12, 2017 The material cost for Mr. Findley is $1,269.88. The total cost of the project is $13,761.65, which would mean the cost to the City is $12,491.77. Mr. Findley would be required to pay the City of Crossville the $1,269.88 before any work would be done. Crossville Regional Planning Commission met on 11/16/2017 and recommended approval of the utility extension. This extension was approved as recommended. d. Approval of Joint Funding Agreement with USGS for a stream gage located on Basses Creek below Lake Tansi The City has had a joint funding agreement with USGS for a number of years for a stream gage on Basses Creek that fulfills one of the requirements for the water harvesting line permits. The extension of this agreement will be through December 31, 2020 when the requirement terminates. USGS will provide $21,258 and the City will provide $26,192 over the term of the agreement. The agreement has not been received, but conversations with USGS indicate that the funding will remain the same. This Agreement was approved as recommended. e. Approval of grant contract and local match deposit for Seal/Stripe Runway and Taxiway project TDOT-Aeronautics awarded the City a 95% grant in the amount of $637,042 for sealing and striping the airport runway and taxiway. The local share will be $33,528 for a total project of $670,570. This Contract and local deposit was approved as recommended. f. Approval of contract for signalization at West Avenue & Fourth Street A contract has now been received for the funding of the traffic signal replacement at West Avenue and Fourth Street. The funding will be 100% for the signalization and 80% for ADA curb ramps/drainage through the City’s allocation of Surface Transportation Block Grant Funds. This Contract was approved as recommended. g. Approval of Certified Sites Grant Program contract As approved at the October meeting, a grant application was submitted to the Tennessee Dept. of Economic and Community Development for funds to cover the costs for due diligence studies and surveys required for the Certified Sites program on the site at Interchange Park. The committee met on November 27 and approved the 100% grant. The application was submitted for $4,298 to cover: · $2,300 Site Survey · $1,200 Phase I Environmental Site Assessment update · $ 548 Threatened and/or Endangered Species Review · $ 250 Cultural Resources Review This Contract was approved as recommended. City of Crossville Page 4 City Council Minutes December 12, 2017 h. Approval of Amendment 1 of contract with TDOT on Northwest Connector acquisition In a review of TDOT contracts, it was discovered that TDOT had not amended the City’s contract to add ROW funding for Section II to the project. This amendment was provided to cover those costs for Section II and be ready when the Notice to Proceed is issued by TDOT. This Contract was approved as recommended. i. Approval of Ingress/Egress Easement for Colinx on Interchange Drive Council previously approved a licensed ingress/egress on the eastern side of the Butch Smith Property on Interchange Drive. It has been requested to convert this license to a permanent easement. This Easement was approved as recommended. j. Approval of disposal of surplus items from Garrison Park Approval was requested to declare items removed during the demolition of Garrison Park to be surplus and sold at www.govdeals.com and/or sold as scrap iron. These items are expected to be doors, fencing, and tin roofing. The value is expected to be over $2,500. The disposal of surplus items was approved as recommended. k. Approval of budget for demolition at Garrison Park Staff feels that the consultant’s estimate for demolition of the stadium is too low due to the tipping fees for disposal. However, since we need the concrete and brick material to fill in the old water treatment plant location so the area can be opened up to hikers, we can avoid the tipping fees for all but the wood. We can sell the metal, doors, etc. on GovDeals and preserve the bricks we need to build a wall (or keep in place) to establish an outdoor exhibit of old photos from the original park when it hosted the professional team. Estimated Budget: $10,000 Excavator Rental x 2 weeks: 5,000 Tipping Fees 5,000 Contingency $20,000 Total This budget was approved as recommended. l. Approval of temporary street closings for Run to Read 5K and 1-Mile Walk The Cumberland County Imagination Library and Cumberland County School’s Coordinated School Health Program are planning their annual “Run to Read” 5K and 1-Mile Walk on Saturday, April 7, 2018. They will use the route starting at Stone Memorial High School and Cook Road and begin at 7:30 a.m. They should be completed by 9:30 a.m. The temporary street closings were approved as recommended. City of Crossville Page 5 City Council Minutes December 12, 2017 5. Bids/Purchases (Bid tabulations are attached and made a part of these minutes.) A motion was made by Mayor Pro-Tem J. H. Graham, seconded by Council Member Pamala Harris, that bid items "a" through "d" be approved as recommended. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry a. Water Meters The Catoosa Utility Department is having to replace water meters more frequently. Because the warranty begins as soon as they are purchased by the City, they will purchase in limited quantities. The purchase of 96 water meters at a cost of $10,842.24 was approved. b. 2018 Fireworks Bid An RFP was sent out to firework display companies wishing to place a bid on the City of Crossville 4th of July fireworks show for 2018, 2019, & 2020 with a maximum budget amount of $30,000 per show. Two companies responded: Pyro Shows of Lafollette, TN and J & M displays of Dothan, AL. The last time the fireworks was bid it was for two years. During that time frame, prices went up 9%, with another price increase expected after the first of the year. The Marketing Director recommended to enter into a three year contract with J & M Displays beginning in 2018 and running through 2020 not to exceed $30,000 per year. The proposal was approved as recommended c. Trees Bids were received for the purchase of trees for Main Street, City Hall, Industrial Boulevard, and Meadow Park Lake. The City has a grant of $8,640 that will cover $4,320 of the costs. The remaining money will come out of the Tree Board budget. The only bid submitted was from Cherry Creek Nursery of Cookeville in the amount of $10,655. The Urban Forester recommended acceptance. This purchase was approved as recommended d. I/I Improvements Bids were received on Thursday, December 7, for the I/I project. Although 2-3 bids were anticipated, only one bid was received from Portland Utilities Construction in the amount of $1,125,738.47. The consulting engineering recommended acceptance. Thie bid was approved as recommended City of Crossville Page 6 City Council Minutes December 12, 2017 6. Other Business a. Discussion and action on sewer line and water line to Meadow Park Water Treatment Plant J.R. Wauford Engineering has developed the estimates for each route. The detailed estimate was provided (attached and made a part of these minutes). The estimated cost of the water line is the same in each scenario because the route of the waterline does not change. The estimated route totals are as follows: Spruce Loop Tie-In Route $1,455,000 Lantana Road Tie-In Route $1,488,000 Difference of $30,000 The existing line on Lantana Road does not have enough flow to keep the line clean and if we connect to this line it would help with future maintenance cost. If the line was installed in this location, it would also be cheaper and easier to maintain in the future because it is not a cross country line. Tim Begley recommended the tie-in on Lantana Road. Upon the approval of the Board of Education, a 4-way valve will be included in the plans. A motion was made by Mayor Pro-tem J. H. Graham, seconded by Council Member Pamala Harris, that the route with a tie-in on Lantana Road be approved for the sewer line. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry b. Discussion and action on Crossville Sports Council In 2014, the City contracted with Lose and Associates to complete a Recreation Master Plan. Several recommendations of that plan are being implemented, including updating Garrison Park and a shooting sports park. Section 3.14 of the plan recommended the formation of a Citizen Advisory Board for Parks and Recreation. This has not been done. But, seeing a need, at this time a citizen initiative has come together to implement this recommendation. There have been three meetings to discuss the formation of this committee and what its role would be. As the discussions have progressed, both the excitement and scope have heightened. This can be attributed to several factors. Two of the driving forces have been the high quality of facilities already established in the City and also the amount of untapped potential there is in the City and surrounding County. This has led the group to an understanding that it needs to reach beyond just the involvement of recreation activities, but the need to encompass support functions including the accommodations and food service community. The group sees their role as a promoter of the City and County to support existing opportunities, but also to step out and potentially add new opportunities. They see a need for a central clearing house to make sure tournaments and other events do not conflict with those in the City and County, or other activities nearby that could impact the success of our events. They would work with accommodation providers to assure City of Crossville Page 7 City Council Minutes December 12, 2017 that good deals were offered, rooms filled, and incentives provided to allow us to compete with other communities. Now is the time to bring this organization before the City Council to formalize the process and create a channel of communication as a recognized entity working for the improvement of utilization of all available recreation amenities in the City in a manner which benefits City residents with improved recreation opportunities and provides economic growth through increased revenues to local business. Membership structure of this committee is envisioned as interested community leaders, with support and input from City, County, and State Park staff as needed. The group also feels there needs to be representation from each of the following formal and informal groups: Lake Commission, Trails Community, Shooting Sports Park, Hotel Motel Industry, Convention and Visitors Bureau, and several members from the community at-large who can represent interests including, golf, basketball, softball/baseball, soccer, agritourism, flag football, etc. A motion was made by Council Member Danny Wyatt, seconded by Council Member Scot Shanks, that staff be directed to prepare an ordinance establishing a Crossville Sports Council. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry c. Discussion and action on proposal to Crab Orchard Utility District As brought up in the December 5th work session, Mayor Pro-Tem J.H. Graham, III requested that the City Manager be authorized by City Council to offer one million gallons of potable water to Crab Orchard Utility District with no minimum purchase requirement at existing rates. The City Manager has drafted the letter to Crab Orchard, but has not been sent out, pending approval of Council. It was also requested that copies of the letter sent to all regulatory agencies. A motion was made by Mayor Pro-tem J. H. Graham, seconded by Council Member Danny Wyatt, that the City Manager be authorized to make the offer to Crab Orchard Utility to sell them 1,000,000 gallons of potable water, with no minimum purchase, at existing utility district rates and the letter be copied to all regulatory agencies. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry d. Discussion and action on purification of wastewater through the water treatment plants As brought up in the December 5th work session, Mayor Pro-Tem Graham brings forth the following: “Scientific and medical advancements in late 1800’s have led to public health changes in early 1900’s for minimum services, including drinking water treatment and distribution, drainage, garbage collection, and sewer collection and treatment. All these have added nearly 30 years to life expectancies between 1900 and 2000. The average life expectancy was 47 in 1900 and rose to 77 in 2000. In the suburbs of southern Los Angeles, a group of structures exists for water treatment facilities. Each day, 185 million gallons of raw sewage flows in, and eventually, treated water flows out. This water is nontoxic, but it’s also non-potable. City of Crossville Page 8 City Council Minutes December 12, 2017 This water used to pump through long pipes to be dispersed into the Pacific Ocean, but now more than half of the treated water goes next door to be treated by water district. It is strained through microscopic filters, then forced by reverse osmosis through super-fine membranes, then finally bombarded with super high-intensity ultraviolet light. What flows out of this facility is sufficient to meet the daily demands of roughly 850,000 people and is as pure as a sparkling glass of premium ice water. Pumping stations return it to the Orange County aquifer to percolate into wells for future drinking. The process costs less and consumes less energy than importing water from the Colorado River, or Watts Bar in our case. It’s about technology, invention, and efficiency. I submit that a request be made of the City Manger to discuss these thoughts with appropriate engineers, and further to receive costs estimates for these alternatives, including permit application requirements.” The Mayor Pro-Tem also asked that the City Manager be also authorized to receive cost estimates for such a system. A motion was made by Mayor Pro-tem J. H. Graham, seconded by Council Member Pamala Harris, that this be in the form of a motion and that the City Manager act on it as soon as possible. The motion carried by the following vote: Aye: 5- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris, Council Member Scot Shanks and Mayor James Mayberry 7. City Attorney's Report City Attorney’s Report City Attorney Ridley reported no new litigation had been filed since the last meeting. This Report was received and filed 8. City Manager's Report City Manager's Report City Manager Greg Wood gave the monthly revenue reports for sales tax, wholesale beer, and retail liquor. He also presented reports on fire events, water loss, building permits, special projects, and bonded debt. Mayor Mayberry thanked DCI for the donation of the new floor at the depot. The money came from the Taste of Crossville fundraiser. Councilmember Wyatt commented that he felt like the City should pay for the flooring since it is the City's building and DCI should use their money in other ways. He also commented, as did other members, that the flooring looks great and is something to be proud of. Mayor Mayberry also stated that DCI does a lot for downtown with their decorations and the City Christmas tree. Councilmember Shanks stated that he is supportive, but would abstain from voting due to his sister being the Chair of DCI. A motion was made by Council Member Danny Wyatt, seconded by Mayor Pro-tem J. H. Graham, that DCI be reimbursed for the cost of the flooring of the depot and a budget amendment be passed on first reading. The motion carried by the following vote: City of Crossville Page 9 City Council Minutes December 12, 2017 Aye: 4- Mayor Pro-tem J. H. Graham, Council Member Danny Wyatt, Council Member Pamala Harris and Council Member Scot Shanks Abstain: 1- Mayor James Mayberry Mayor Mayberry thanked Mikki's Frame Shop for the cabinets and work on the depot. Mayor Mayberry mentioned the Open House at the Palace on Thursday, Dec. 14, and a reception on Tuesday, Dec. 19, for Sally Oglesby. Councilmember Wyatt asked about the receipt of money due from Coca Cola. It was reported that it had not yet been received. ADJOURNMENT With no further business, the meeting was adjourned at 6:49 p.m. City of Crossville Page 10