Board of Mayor & Commissioners

MINUTES OF REGULAR MEETING PIPERTON BOARD OF MAYOR AND COMMISSIONERS October 20, 2020, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in regular session on October 20, 2020 at 6:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Mike Binkley, Commissioner Preston Trotter and Commissioner David Crislip. Commissioner Hugh Davis was absent. City Manager Steve Steinbach, Finance Director Maria George, Building Official Tommie Johnson, Police Chief Phil Hendricks, Fire Chief Reed Bullock, City Planner Brett Morgan, City Engineer Harvey Matheny, Public Works Director Bill Kilp, and City Recorder Beverly Holloway were present. Vicki Hancock, William Meacham, Elizabeth McCommon, John McCarty, Officer Scruggs and et al were present in the audience. Agenda item 1. Call to order, establish quorum Action taken: Mayor Henry Coats called the meeting to order at 6:00 p.m., and established that a quorum was present. Agenda item 2. Prayer and Pledge of Allegiance to the American Flag Action taken: Mayor Henry Coats led in the opening Prayer and Vice-Mayor Mike 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 were no changes to the Agenda, Vice-Mayor Mike Binkley moved to adopt the agenda, seconded by Commissioner Preston Trotter. The Motion received all affirmative votes. Agenda item 4. Any changes to the Minutes of the Work Session of September 1, 2020 and the Minutes of the Regular Session of September 15, 2020: Motion to adopt the Minutes of the Work Session of September 1, 2020 and the Minutes of the Regular Session of September 15, 2020 Action taken: There were no changes to the Minutes of the Work Session of September 1, 2020 and the Minutes of the Regular Session of September 15, 2020, Commissioner Trotter moved to approve the Minutes of the Work Session of September 1, 2020 and the Minutes of the Regular Session of September 15, 2020, seconded by Commissioner David Crislip. The Motion received all affirmative votes. Agenda item 5. Review/approval of Financial Reports, Public Works Report, Building Inspector’s Report, Fireman’s Report and Police Report City Manager Steve Steinbach stated our cash position savings and fund balances across the board are strong. Building Official Tommie Johnson stated during the month of September, issued 53 total permits, 8 permits for new single family dwellings, conducted 156 total inspections and handled 2 code compliance issues, and as of now Ms. Reed who was promoted to an inspector is certified in plumbing and mechanical, Daniel Hyde is certified in building and 1 plumbing so everything is covered on the residential side and I am the only commercial inspector currently. Public Works Director Bill Kilp commented September was a very typical month with water, drainage, sewer and street repairs, we continued to see high amount of utility locate request, Harney and myself spent some time evaluating the possibility of accepting waste water from an expanding manufacturing facility (WEC-Locker Company) and thanked Commissioner Trotter for his participation in the review process, there is no recommendation at this point but possibly next month we will have a recommendation, Shaw’s Creek elevated tank evaluation has begun and will be updating the Board on that project, the City is working with residents to complete the annual Backflow Cross- connection inspections services, we have about 350 properties in Piperton that have backflow devices and there are 15 to 20 that have not complied and staff is contacting these residents, we have completed the pressure test in the Provenance Subdivision which is soon to be part of the City’s sewer and water system and suspects they will begin construction there in the future, and Parnell Road is being evaluated for repairs. Fire Chief Reed Bullock stated during the month of September, there were 4 rough inspections and 9 final inspections on homes and there were 22 total calls (20 in the City) with 2 mutual aid calls with Rossville, and did include a Heat Map this month. Police Chief Phil Hendricks stated during the month of September there were 39 dispatched calls, 4 incidents, 2 arrest reports and 0 vehicle crashes, and on the 8th of this month two officers completed three week transitional class and next Monday the 26th a new officer will join the department. Mayor Coats stated this will give a full complement of officers. Chief Hendricks replied yes sir. Mayor Coats inquired to Mr. Kilp about the clearing of a ditch on Hwy 196 by TDOT if they are going to come back and sod or just leave it like that. Mr. Kilp inquired this is near Russell Road, they most likely aren’t going to do anything, I can request it obviously but I have seen that happen before and right now we are having trouble finding stuff, I did ask them to come back to regrade the top banking and it looks like they gave it a shot but it is not the best looking. Action taken: Vice-Mayor Binkley moved to approve all reports, seconded by Commissioner Trotter. The Motion received all affirmative votes. Agenda item 6. Resolution No. 20-231, adjusting the Letter of Credit posted as security for required improvements to Crown Vista Phase 1, on behalf of Crown Property Development, LLC. City Engineer Harvey Matheny stated in June of 2019 the Board approved the development contract with Crown Development LLC for Crown Vista Estates Subdivision which is 11 lot single family subdivision on 18.82 acres, the letter of credit for their surety for the improvements on that project was provided at $100,000.00, the plat was just recorded yesterday and the public improvements are in place with included drainage, water and sewer, the streets in that subdivision are private streets and it will be a gated drive off of Keough but those things were inspected and we recommend reducing it from $100,000.00 to $25,000.00 which covers the warranty period and it actually does cover the final surface asphalt which will be required to be install later. 2  Vice-Mayor Binkley inquired even though it is private we still need to hold money now. Mr. Matheny stated believes that is our normal procedure, the surety is to require that they do stuff prior to the approval and that would include the surface asphalt on the street and we recommend to continue to hold surety until that asphalt is installed. Action taken: Commissioner Crislip moved to approve Resolution No. 20-231 adjusting the security amount from $100,000.00 to $25,000.00 for Crown Vista Ph 1, seconded by Commissioner Trotter. The Motion received all affirmative votes. Agenda item 7. Recess – hold Public Hearing concerning Ordinance No. 330-20, amending the Budget for FY2020-2021 Action taken: Commissioner Trotter moved to recess the meeting, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes. Mr. Steinbach stated this is the second reading on the first budget amendment for fiscal year 2021 and the first reading was held in August, we requested the item be tabled until this meeting as we were adjusting some numbers and contemplating other items obviously with our scheduled budget amendments we are dealing with a constant stream of requests and emergency items ultimately there has to be a cutoff line and as part of this document you will see the highlighted items in your report represent new additional proposed expenditures that were not part of the first reading, the budget amendment request covers our General Fund (Exhibit A), Water Fund (Exhibit B), and Sewer Fund (Exhibit C), General Fund-the first four items are dealing with Administration, we had budgeted and on the books for a couple of fiscal years a part-time administrative person and we are seeing an exponential increase in tasks attributable to our residential growth primarily so the amendment requests along with the admin personnel associated with employee classification change, Maria needs a full-time position and the same thing is applicable to Public Works which is further down, items 5 through 9 represent expenditures attributable to the Governor’s grant that was distribute to communities across the State, item 10-Website Maintenance, annual adjustment to website hosting service, item 11- represents a new item to the budget request is related to our Building Department, for additional mobile license and PDF editor software for mobile applications in the field, item 12 through 14 (Public Works) represents adjustments in compensation to key personnel, item 15-Public Works-Telephone/Data (new entry) cost underestimated but a lot is reclassification of where we are paying for that expense, there is an emergency line for afterhours calls, item 16-Public Works building, this represents a change order to provide for sod in lieu of seed in order to reduce erosion, item 17-Drainage improvements, represents an item that wasn’t budgeted at the beginning of the fiscal year and this will be a capital fund appropriation item (example the Green Trees project), item 18-PW General Purpose F150 Truck, new item-funded primarily by a CARES Grant (balance $3,258.00) that will reduce vehicle occupancy, item 19-PW Computer/Work Station (Fund Appropriation) for the newly added a full time clerk position, item 20-Fire Personnel, increase due to adding part-time administrative assistant, item 21-Fire Incentive Pay- represents an increase to staff compensation (incentive pay), item 22-Fire Payroll Taxes, increase associated with increased staff compensation, item 23-Fire Loose Equipment- increase due to recognition of public donation of $1000.00 from a resident ear-marked for equipment, the associated revenues for these expenditures will be recognized in a followup 3 budget amendment, moving to Exhibit B (Water Fund), item 1 through 4 represents an increase to staff compensation and new position, item 5–Public Notifications (new item) previously paid out of General Fund and the auditor indicated any public notification applicable to utility operations need to be paid for out the Enterprise Fund and this has reduced on the General Fund side and moved to Water and Sewer equally, item 6-Water Valve Mapping (new item) locate/geo-reference all City water valves, and Exhibit C (Sewer Fund), items 1 through 4, associated with staff compensation and new clerk position, item 5-Public Notifications (new item) to created operating expense, item 6-Decommissioning- Greenbrier, transfer over-budgeted funds from Greenbrier to Ridgewood Grove, item 7- Decommission-Ridgewood, receipt of over budgeted funds from Greenbrier to Ridgewood Grove, item 8-Decommission-Ridgewood, increase due to under-budgeted expense, so that is the extent of the requested first budget amendment for fiscal year 2021. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Trotter. The Motion received all affirmative votes. Agenda item 8. Second Reading, Ordinance No. 330-20, amending the Budget for FY 2020-2021 (First Amendment) for the City of Piperton Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 330-20, amending the Budget for FY 2020-2021 (First Amendment) on second reading, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 9. First Reading, Ordinance No. 331-20, amending the Official Zoning Map of the City of Piperton by rezoning from R-C (Rural Conservation) to R-C/CD-O (Conservation Design Overlay) zoning a total of 192.19 acres of property (Map 185 Parcel 001.00 and a portion of Map 182 Parcel 001.00) known as Piperton Hills Phase 1 CD-O City Planner Brett Morgan stated the applicant is requesting approval of rezoning 192.19 acres of land from RC (Rural Conservation) to R-C/CD-O (Rural Conservation with a Conservation Design Overlay) for the proposed single family residential planned development that will consists of 252 lots which puts the density at 1.31 units to the acre which falls under the urban CD-O guidelines being less than 2 units to the acre for development, the applicant has submitted all of the essential materials required for a CD-O (Existing Conditions Map, Master Plan, Outline Plan, Preliminary Site Plan and Common Open Space Improvement and Maintenance Plan), on August 11th the Planning Commission voted unanimously to approve and recommend to the Board of Mayor and Commissioners with conditions (which are included in the attached staff report), Mr. Morgan read the 6 newest conditions that the Planning Commission added that are in red in the staff report. Mayor Coats inquired on Parnell Road. John McCarty, Piperton Hill Engineer, stated our intent was to build Keough all the way until it connects to the existing Keough in some form or fashion depending on the development agreement with Phase 1, Harvey and I have had some discussions whether we build two of the proposed four lanes where the median is supposed to be or do we build it as a three lane road to match the other and pay a fee in lieu of for the remainder part and then improve that remaining section of Keough between our east property line and Parnell so it will function for all of the construction and safety access for fire trucks, our hope is that 4 Parnell will not need that much improvements, I think it just has some potholes right now, the access is construction and temporary emergency access standpoint. Mayor Coats inquired if concrete trucks and stuff be using Parnell. Mr. McCarty stated they can either use Parnell or come in from Keough. Mayor Coats stated I would prefer they use Parnell to get them of Keough with the rest of the traffic. Mr. Morgan stated that was the idea that they would use Parnell. Mr. McCarty stated we are fine with that and whatever minor level of maintenance that has to occur on Parnell. Mayor Coats stated let’s just work with each other, the road is in bad shape and Public Works will be doing some patching. Mr. McCarty stated I think it’s still a chip seal road right now. Mr. Morgan continued reviewing the conditions. Action taken: Commissioner Trotter moved to approve Ordinance No. 331-20 on first reading, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 10. First Reading, Ordinance No. 332-20, amending the Official Zoning Map of the City of Piperton by rezoning from R-C (Rural Conservation) to B-2/PD-O (Minor Planned Commercial/Planned Development Overlay) zoning a total of 21.4 acres of property (being a portion of Map 165 Parcel 022.00) known as Yancey Commercial PD-O Mr. Morgan stated this property is located on Hwy 57 at eastern City Limits, requesting rezoning of 21.4 acres of land from R-C (Rural Conservation) to PD-O (Planned Development Overlay, the acreage is a portion of Map 165 Parcel 022.00 which is a 129.4 acre tract of land which is bisected by Hwy 57, 5 acres lie south of Hwy 57 and 16.40 acres lie north of Hwy 57, the applicant is proposing a B-2 Minor Planned Commercial, O Planned Office and M-1 Light Manufacturing districts as the PD-O’s underlying zoning districts, on page 2 the applicant did provide grounds for amendment and it is consistent with the City of Piperton’s land use map as long as it is developed as a PD-O, they have submitted all necessary documentation required for a PD-O including existing conditions, Map, Outline Plan and the preliminary Site Plan, if you look at the staff report you will see the Outline Plan with a lot of red comments and strikethroughs, those are the comments provided by staff at the Planning Commission level and in the actual zoning ordinance all of that has been addressed by the applicant and so the Outline Plan text that is in the ordinance as the final Outline Plan text for this development, on August 11, 2020 the Planning Commission voted unanimously to approve and recommend to the Board of Mayor and Commissioners the rezoning of 21.40 acres from R-C Rural Conservation to B-2/PD-O Planned Development Overlay subject to 26 conditions. Mayor Coats stated that he had asked City Engineer Harvey Matheny to look into water/sewer for this area since we have Dollar General down there and we should have that information soon. Mr. Morgan stated a big component of this will be the improvement of the Hwy 57, Mr. Matheny and Mr. McCarty will be working with TDOT to make sure the highway is improved accordingly, the Planning Commission tried to look at this as part of the gateway coming from the east into the City and how this will look as it is developed so there are some pretty stringent design standards that have been placed on this and some pretty significant buffers depending on the uses that are being brought in. 5  Action taken: Commissioner Trotter moved to approve Ordinance No. 332-20 on first reading, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 11. Any other old/new business, questions or matters from the audience Vice-Mayor Binkley inquired how the Adair sewer line is coming along. Mr. Matheny apologized for not having the updated information but stated the force main is either completely in or mostly coming from the Hwy 72 site of that project all the way up, I know the pump stations have been delivered to the contractor but doesn’t know if installation has begun on either, there is one down south on Hwy 196 and the larger one is on Hwy 57, we have done some additional testing of the existing line and I think there are some section of that line that have to be cleaned out before we can test them or repairs made, it is still a work in progress and if I had to guess we are looking at some time in the early spring, I don’t know that it will be completed by the end of this calendar year, it is possible. Commissioner Trotter inquired if the line was PVC pipe. Mr. Matheny stated it is 24 inch and pretty sure it is PVC. Vice-Mayor Binkley inquired if all of Piperton Hills would be connected to that also. Mr. Matheny stated that is correct. Vice-Mayor Binkley inquired how long before Piperton Hills gets started. Mr. McCarty stated with the second reading next month, we will finish up the construction drawings for Phase 1 and Keough extension and bring those back through, the final site plan will come through Brett back to the Planning Commission and Harvey will review construction drawings and bring the development agreement before this Board and we are hoping to have that wrapped up early spring so we can start as the weather allows. Agenda item 12. Adjournment Action taken: Vice-Mayor Binkley made a motion to adjourn the meeting, seconded by Commissioner Trotter. The Motion received all affirmative votes and the meeting was adjourned at 6:54 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date:______________________ 6