Board of Mayor & Commissioners

MINUTES OF REGULAR SESSION PIPERTON BOARD OF MAYOR AND COMMISSIONERS October 20, 2015, 7:00 P.M. The Piperton Board of Mayor and Commissioners met in regular session on October 20, 2015, at 7:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Hugh Davis, Commissioner Mike Binkley, and Commissioner Preston Trotter present. Commissioner Michael Ulczynski, City Manager Steve Steinbach, Fire Chief Reed Bullock and Building Official Tommie Johnson were absent. Finance Director Maria George, City Recorder Beverly Holloway, City Planner Brett Morgan, City Engineer Harvey Matheny, Public Works Director Terry Parker, Police Chief Phil Hendricks were also present, along with Butch Rhea, Gwen Brown, Police Officer Daniel Hyde, Fireman Taylor Page, Liz McCommon, Nell Percer, Ronnie Lee, David Goodwin, Ed Brister, Jim Ragon, Larry Lewis, Charles McElwee, Robert Hodum, Lawrence Russum, Jim Crouch, Dr. Lauren Wiltshire, et al and others in the audience. Agenda item 1. Call to order, establish quorum Action taken: Mayor Coats called the meeting to order at 7:00 p.m., and established that a quorum was present. Agenda item 2. Prayer and Pledge of Allegiance to the American Flag Action taken: Charles McElwee led in the opening Prayer and Commissioner Binkley led in the Pledge of Allegiance to the American Flag. Agenda item 3. Any changes to Agenda; Motion to adopt Agenda Action taken: There was no change to the Agenda and Commissioner Binkley moved to adopt the Agenda, seconded by Commissioner Trotter. The Motion received all affirmative votes. Agenda item 4. Any changes to the Minutes of the Regular Session of September 15, 2015; Motion to adopt the Minutes of the Regular Session of September 15, 2015. Action taken: There were no changes to the Minutes of September 15, 2015, Commissioner Binkley moved to approve the Minutes of 09/15/15, seconded by Vice-Mayor Davis. The Motion received all affirmative votes. Agenda item 5. Review/approval of Financial Reports, Building Inspector’s Report, Fireman’s Report and Police Report Maria George, Finance Director, stated we are at the end of our first quarter and cash positions remain strong, we have purchased the mini excavator and made partial repairs to Mann Drive. Brett Morgan, City Planner, stated for the Building Inspector’s Report for the month of September issued 13 permits (1 permits issued for new single family dwelling and 1 for commercial/industrial), conducted 53 inspections and handled 9 code compliance issues. Fireman Taylor Page stated for the month of September, there were 39 calls, 20 calls in Piperton, 19 calls outside the City of Piperton, medical calls are the leading majority of the calls within the City and outside the City, year to date calls are 386, 51% of it is mutual aid, the ISO grading will be published October 26th, and as of September 30th the department has completed 1934 hours of training combined and last week two of our firefighters passed written practical’s for their fire officer 1 certification. Mayor Coats stated at this time last year there were 218 calls and 386 for this year, the sales tax increase that was passed last January or February allowed us to hire two more 1 firefighters so we are now full time and are also expecting our ISO rating to improve, we are currently at a 5 and hopes it will go to a 4 or 3 after this report, if lucky enough to become a 3 that is a good compliment. Police Chief Phil Hendricks stated during the month of September, there were 54 dispatched calls, 4 incident reports, 3 arrest, and 5 motor vehicles crashes. Action taken: Vice-Mayor Davis moved to approve all department reports as presented, seconded by Commissioner Binkley. The Motion received all affirmative votes. Agenda item 6. Recess; hold Public Hearing concerning Ordinance No. 258-15, amending the Budget for FY 2015-2016, (first amendment) for the City of Piperton Action taken: Commission Trotter moved to recess, seconded by Commissioner Binkley. The Motion received all affirmative votes. Mrs. George stated there were two new lines added, one for the General Fund that was not on last month’s report on exhibit A, this is the addition of the expense for the Hospital Wing membership for the employees and on exhibit C for the water fund on line 3, the addition of insurance workers comp and liability that was not on last month’s report, these are the only two changes from last month. Action taken: Commissioner Binkley moved to reconvene, seconded by Vice-Mayor Davis. The Motion received all affirmative votes. Agenda item 7. Second Reading, Ordinance No. 258-15, amending the Budget for FY 2015- 2016 (first amendment) for the City of Piperton Action taken: Commissioner Binkley moved to accept Ordinance No. 258-15 on second reading to amend the Budget, seconded by Commissioner Trotter. The Motion received all affirmative votes. Agenda item 8. First Reading, Ordinance No. 260-15, amending the Standards for Veterinary Hospital or Clinic in B-2, Minor Planned commercial District and B-3, Major Planned Commercial District Mr. Morgan stated on October 13th the Planning Commission voted to approve amending Ordinance 260-15 which allows Veterinary Hospital to operate as a special exception in the B-2 commercial zoning since then the Planning Commission considered adding the additional use of grooming and boarding at those facilities as a part of the special exception and as staff went through this, staff realized that B-2 is a more structured commercial zoning and B-3 is a more general commercial so staff decided to make both of these special exceptions a part of B-3 as well, the major changes that were made in item 2 as staff deleted the following language “and shall not be used for boarding and grooming”, item 3 stayed the same and in item 4 the previous sentence was deleted and replaced with “The grooming and boarding of domestic pet is allowed for a Veterinarian Hospital or Clinic under certain conditions:” and staff outlined conditions that would protect the City, the animals and the business, Mr. Morgan went over the seven conditions under item 4 for everyone’s benefit, the rest of these conditions of this use are the same. Action taken: Commissioner Trotter moved to approve Ordinance No 260-15 on first reading, seconded by Vice-Mayor Davis. The Motion received all affirmative votes. Agenda item 9. Provenance Subdivision, Acceptance of Water and Sewer for Plat Recording, Resolution 15-179 Harvey Matheny, City Engineer, stated Resolution 15-179 is to consider acceptance specifically the water and sewer improvements in Provenance Subdivision, you may recall back in December 2014 the Board executed a development contract with Hackmeyer, Allen and Goodwin Developments for this property, this project is on Fisherville Road about a mile north of Raleigh LaGrange and is in the City’s annexation reserve area so it is outside of the City Limits and all of 2 the roads and drainage will be ultimately maintained by Fayette County but the water and sewer services in that development will be owned and maintained by the City of Piperton, the staff report that is attached to the Resolution is an acknowledgement that the Public Works Director and I have reviewed, inspected and tested all of the water and sewer facilities and everything is operational and ready to go, this specifically is the City’s acceptance of the property where the drip field area and the wastewater plant reside and this is a requirement before Fayette County will record the plat, they want the conveyance of that property to be made to the City and there has been a deed and has spoken with the City Attorney, there is a warranty deed that has been prepared and signed by the developers for the transfer of that property but it has not been fully signed and executed by the City and Mr. Lawson is reviewing to make sure it is in good order so this also includes not only accepting the water and sewer infrastructure but also acceptance of that property by the City. Commissioner Trotter inquired if the developer expects to start developing lots. Mr. Matheny stated as soon as the plat is recorded. David Goodwin stated the lots are already developed but have been waiting to get the sewer system working to start building. Action taken: Commissioner Trotter moved to approve Resolution 15-179, seconded by Commissioner Binkley. The Motion received all affirmative votes. Agenda item 10. First Reading, Ordinance No. 261-15, Piperton Private Water Wells Regulation Mr. Matheny stated that Ordinance 261-15 is the first reading of a proposed well regulation, that will regulate private wells and there are certain stipulations for the installation of private wells, private wells would not be allowed on commercial zoned properties but would be allowed for industrial zoned properties under certain situations as approved by the Board. Mayor Coats stated if you have an existing well the City cannot compel the resident to hook up to the public water system and if the resident is wanting to install a well and is two acres or above that is allowed for irrigations purposes only, the City is stopping all commercial wells. Vice-Mayor Davis inquired if those who are grandfather in such as AOC, are they prohibited from drilling a new well. Mr. Matheny stated no, it is allowable as approved by the Board under industrial zoned property Mrs. Liz McCommon inquired how will current residents that have been here for years that have city water be notified or enforce not putting a well in, some will go straight to the State to get approval to install without contacting the City. Mayor Coats stated will try to have checks and balances with the State. Mr. Matheny stated that is addressed in the Ordinance and it is correct the well diggers have to go TDEC and get approval to put in the well but the City previously has not had any way to keep up with that and to know where those wells where being installed so there is a provision for an application permit in which they come to get the well permit with the City, the intent is so the City has a way of tracking where new wells are put in because TDEC is not obligated to let us know where a new well is authorized and if it is stated that they have to get the local permit before they can go to TDEC to get the permit will help us keep track, the other provisions in the Ordinance are related to if there is a report of any unhealthy or anything that would affect the health, safety and welfare of the public, the City along with TDEC does have the right to inspect, does have the right to require abatement of the problem; if there is a failure to correct the problem there is step by step process for forcing that compliance. Commissioner Trotter stated as far as communication is concerned, this will be placed on the website as well. Mr. Matheny stated there are only a few well drillers in the region so assuming the Ordinance will be approved staff will get word to all the well drillers so they are aware of it. Jim Ragon inquired if the existing wells will be documented. 3  Mr. Matheny stated TDEC has that documentation and staff has not requested that documentation but that is probably something staff should do to have a record of existing wells. Action taken: Commissioner Trotter moved to approve Ordinance No, 261-15 on first reading, seconded by Vice-Mayor Davis. The Motion received all affirmative votes. Agenda item 11. Any other old/new business, questions or matters from the audience Mr. Matheny stated that the section of I-269 between Hwy 72, with regard to that as you know the alignment of I-269 cut off the very western end of Blue Gray Circle which used to come out and intersect with Hwy 72, just making the Board aware that TDOT has constructed the terminus of that road and the cul-de-sac on the end of that has been reviewed and inspected by the City staff and they have put the City on notice that it is there and it is now our road to maintain from this point forward after the 1 year warranty period. Mayor Coats stated the ribbon cutting ceremony is this Friday at 2:30 and it will be opened after that officially, and also Mann Drive which is the extension of Hwy 196 going across Hwy 72 that leg of Milton Drive has been completed and they are doing some grass work and other things but the asphalt surface has been laid so hopefully we will see some businesses opening in the next 12 months there. Mayor Coats stated there is a public meeting scheduled for Thursday at 6:30 discussing gun regulations. Agenda item 12. Adjournment Action taken: Commissioner Binkley moved to adjourn, seconded by Commissioner Trotter. The Motion received all affirmative votes and the meeting was adjourned at 7:25p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date:______________________ 4