Board of Mayor & Commissioners

MINUTES OF REGULAR MEETING OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS November 16, 2021, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in regular session on November 16, 2021 at 6:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Mike Binkley, Commissioner Preston Trotter, and Commissioner Hugh Davis. Commissioner David Crislip was absent. City Manager Steve Steinbach, Police Chief Phil Hendricks, Fire Chief Reed Bullock, Finance Director Maria George, Public Works Director Richard Mills, Building Official Tommie Johnson, and City Recorder Beverly Holloway were present. City Engineer Harvey Matheny and City Planner Brett Morgan were absent. Vicki Hancock, William Meacham, Liz McCommon, Letha Granberry, Deborah Joyner (Fayette Falcon), John McCarty (Madeline Farms), Jim Ragon, Lindsey Matsek (Waste Connections), 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 Coats led in the opening Prayer and Commissioner Preston Trotter 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, Commissioner Trotter moved to adopt the agenda, seconded by Commissioner Hugh Davis. The Motion received all affirmative votes. Agenda item 4. Any changes to the Minutes of the Special Called Work Session of October 6, 2021 and the Minutes of the Regular Session of October 19, 2021: Motion to adopt the Minutes of the Special Called Work Session of October 6, 2021 and the Minutes of the Regular Session of October 19, 2021 Action taken: There were no changes to the Minutes of the Special Called Work Session of October 6, 2021 and the Minutes of the Regular Session of October 19, 2021, Vice-Mayor Binkley moved to approve the Minutes of the Special Called Work Session of October 6, 2021 and the Minutes of the Regular Session of October 19, 2021, seconded by Commissioner Trotter. 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 this is the fourth month of the fiscal year 2022, property taxes are starting to trickle in, sales tax continues to be strong-well above our budgeted amounts, major revenue items are above budgeted estimations with the exception of a couple of line items which is expected to pick up, noticed that our purchase percentages for Water and Sewer with our vendors (Collierville, Marshall Utilities & Rossville) are elevated but our margins are fine, cash positions are strong and balance sheets across all funds are strong, also for the record with regards to the American Rescue Plan-monies that we receive recently at $294,636.47 which is 1 of 2 payments at 12 months apart and we will deposit in our 2nd Century Money Market Account (Sewer Fund) as I anticipated the majority of those monies will be spent in enterprise operations. 1  Building Official Tommie Johnson stated during the month of October we still have 60 single family dwellings under construction, we issued 40 total permits with 10 for new single dwellings, conducted 125 inspections, and handled 32 code compliance issues. Public Works Director Richard Mills stated J.R. Wauford has finished surveying with everything you can see above ground with the wastewater treatment plant and they have started the underground survey, on the Piper Properties (Pinckney House)-Madden Phillips should start around the first of the year removing the two garages, next week we will start advertising for our SCADA control system for the wastewater treatment plant and all the lift stations, I have a pre-bid meeting on December 2nd with any contractor that wants to bid so they can go look at the sites and open bids on January 7th for the SCADA system, the wastewater flow last month from 9/27 to 10/25 was 887,989 gallons which is an average of 32,888.48 gallons per day (41.11% of the allotted 80,000 gallons per day), and the Public Works crews did a 120 line locates and completed 98 work orders for the month. Fire Chief Reed Bullock stated it was a very light month on inspection/permitting, 27 total calls with 22 in the City that were mostly medical (9) with several being outside the City. Police Chief Hendricks stated in the month of October there were 28 dispatched calls, 2 incident reports, 1 arrest and 2 motor vehicle crash reports with no injuries in those crashes. Action taken: Vice-Mayor Binkley moved to approve all reports, seconded by Commissioner Trotter. The Motion received all affirmative votes. Agenda item 6. Waste Connection – Introduction Lindsey Matsek Lindsey Matsek introduced herself to the Board as the new representative for Waste Connection. Agenda item 7. Consideration of Bid/Awarding of Bid, re: Mann Drive Pavement Overlay Public Works Director Richard Mills stated we received and opened bids to resurface Mann Drive, there were 4 bids and the lowest bid was Gibson Paving for $166,775.00 which was a lot more than what we even anticipated for that project and the high bidder was Lehman-Roberts at $230,000.00 and staff would like to reject the bids and rebid in the spring or summer for a better price but we will go ahead and patch Mann Drive with our patching project that was approved last month. Action taken: Commissioner Trotter moved to reject the bids, seconded by Commissioner Davis. The Motion received all affirmative votes. Agenda item 8. Development Contract – Madeline Farms Ph 3 Mr. Mills (standing in for Harvey Matheny) stated Madeline Farms Ph 3 is for 33 single family residential lots on 28.2 acres and brings Madeline Farms to a total of 134 lots, a second connection to Raleigh LaGrange will be installed with Phase 3 of this development and the wastewater treatment drip fields was permitted for 206 lots, the Planning Commission (PC), Design Review Commission (DRC) and the Board of Mayor and Commissioners (BMC) has approved a plan of development with respect to the Development Site Plan, the PC and DRC approved Master Development Plan Amendment and Final Plat on August 10, 2021 and the BMC at its October 19, 2021 meeting approved the CD-O Master Development Plan Amendment, fees and the Surety are summarized on page 21 of the agreement, there will be no water fees due to previous credits noted in paragraph 19 on page 12. Action taken: Vice-Mayor Binkley moved to approve the Development Contract for Madeline Farms Ph 3, seconded by Commissioner Trotter. The Motion received all affirmative votes. 2 Agenda item 9. Resolution No. 21-243, adjusting the Letter of Credit posted as security for required improvements to Piper Hollow, Phase 1-Grove View Investments-on behalf of Arbor View Development, LLC Mr. Mills stated this is a letter of credit adjustment from $290,000.00 to $200,000.00, the developer initially posted $290,000.00 covering onsite infrastructure, the offsite sewer line connection to Living Hope pump station, and the Phase 1 plat was recorded on September 15, 2021 after public infrastructure was installed, inspected and accepted, the Letter of Credit can be reduced to cover the remaining infrastructure as follows: surface asphalt to be installed when 60% of homes are built or four years from plat recording, and the sidewalks to be installed by builders but the developer is financially responsible. Action taken: Commissioner Trotter moved to approve Resolution No. 21-243 reducing the letter of credit from $290,000.00 to $ 200,000.00, seconded by Commissioner Davis. The Motion received all affirmative votes. Agenda item 10. Resolution No. 21-242, adopting an emergency sewer connection policy for City of Piperton, TN residents utilizing private septic systems that have failed Mr. Mills stated we reviewed this at the last meeting and tabled it due to the addition of more verbiage, the new verbiage has been added and this is a guideline for approaching homeowners with failing systems. Mayor Coats stated the current sewer tap fee is $4,000.00 per home, a lot of people have septic systems and they are failing and will need to be hooked up eventually, it looks like we will be able to put a grinder pump in their existing tanks pump it to the road and it will be hooked up, and suggested that the tap fee be reduced from $4,000.00 to $2,000.00 and give the residents two years to pay the $2,000.00 and that is just my suggestion and we will not go over this completely tonight but keep it in your minds and look at the established rates and lessen the burden on those that are already having septic system issues and need to hook up. Commissioner Trotter inquired if you are thinking of this as a special case for those who have septic systems. Mayor Coats stated he has asked the State of Tennessee for $3 million to $5 million dollars to try to sewer all the subdivisions that currently have septic systems and will probably come up in March but it looks hopeful right now as an 80/20 split so that will help cover Meadowlark, Poplar Acres and Piperton Farms and others and we can hook up a force main and pump from there and it will cost the City less because we can’t afford to do gravity so that is something to think about for next month, I would like to get this implemented as we have several systems that we want to do a trial for Piperton Farms since we have a line out on Keough running east to try the grinder pump and tanks to make sure it is applicable to what we want to do. Commissioner Davis inquired on the cost for the homeowner. Mayor Coats stated the cost will be the cost of the pump, the electricity to run the pump and the line going to the line out in their yard and the tap fee of $2,000.00 and that is just my suggestion. Commissioner Trotter inquired if they will still pay a monthly fee to which the Mayor stated yes, it would be the same fee we are currently charging. Action taken: Vice-Mayor Binkley moved to approve Resolution No. 21-242, seconded by Commissioner Davis. The Motion received all affirmative votes. Agenda item 11. Any other old/new business, questions or matters from the audience 1) Mr. Steinbach has a couple updates: we met with Buddy Petty and his associate today and we are in the middle of the followup rate study, its likely we will delay the final report until after the Wauford Study is complete because that will impact how we determine our tap fees and then with regard to the Pinckney House- we have 3  received the initial conceptual internal plans for repurposing the house for admin offices and I am quite pleased with that and excited to share that with the Board as soon as we have the final cost nailed down. 2) Mayor Coats wants to reduce the speed limit on Keough Road from east of Hwy 196 to 30 mph until two things happen, it has gotten out of hand, I know we have gone from 40 to 35 but I want to reduce it to 30 mph until we widen Keough as we have already budgeted for and it is already approved, and the Hwy 57 exit from Piperton Preserve is opened, those two things will alleviate traffic and will make a wider path for the pedestrians and I think until then we need to reduce the speed limit to 30 mph, we will post it on the website to give everyone warning also wants to put up some caution pedestrian signs with the 30 mph speed limits. 3) Mr. William Meacham stated that reducing the speed limit is not going to work, we have a speed limit of 25 mph in Meadowlark and they do 50 mph all day long to which the Mayor stated that is because we don’t have a full force and Mr. Meacham stated he doesn’t know what the answer is but just reducing the speed limit is not going to slow them down. Agenda item 12. Adjournment Action taken: Commissioner Trotter made a motion to adjourn the meeting, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes and the meeting was adjourned at 6:25 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date:______________________ 4