Board of Mayor & Commissioners

MINUTES OF REGULAR MEETING OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS November 15, 2022, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in regular session on November 15, 2022 at 6:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Mike Binkley Commissioner David Crislip, Commissioner Russ Fletcher, and Commissioner Bret Morris present. City Manager Steve Steinbach, Police Chief Phil Hendricks, Fire Chief Reed Bullock, Public Works Director Richard Mills, Building Official Elizabeth Reed, Finance Director Maria George, City Judge Mark McDaniel, and City Recorder Beverly Holloway were present. William Meacham, Elizabeth McCommon, Vicki Hancock, Debra Joyner (Fayette Falcon), Letha Granberry, Charles Bryan, Walter Priddy, Doug and Patti Anderson, Kym Morris, Jackson Morris, Officer Craig and et al were present in the audience. City Engineer Harvey Matheny and City Planner Brett Morgan were absent. 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: Commissioner David Crislip led in the opening Prayer and Vice-Mayor Mike Binkley led in the Pledge of Allegiance to the American Flag. Agenda item 3. Swearing in of new Commissioners Judge Mark McDaniel swore in the newly elected commissioners: Russ Fletcher and Bret Morris Agenda item 4. Election of Vice-Mayor by Board Members Commissioner Crislip nominated to re-elect Mike Binkley as Vice-Mayor, seconded by Commissioner Bret Morris. There were no other nominations. The Motion received all affirmative votes. Agenda item 5. Any changes to Agenda; Motion to adopt Agenda Action taken: There were no changes to the agenda, Vice-Mayor Binkley moved to adopt the agenda, seconded by Commissioner Russ Fletcher. The Motion received all affirmative votes. Agenda item 6. Any changes to the Minutes of the Regular Session of October 18, 2022: Motion to adopt the Minutes of the Regular Session of October 18, 2022 Action taken: There were no changes to the Minutes of the Regular Session of October 18, 2022, Commissioner Crislip moved to approve the Minutes of the Regular Session of October 18, 2022, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 7. Review/approval of Financial Reports, Building Inspector’s Report, Public Works Report, Fireman’s Report and Police Report City Manager Steve Steinbach stated for the fourth month of FY 2023, cash positions, fiduciary funds and the balance sheet continue to be strong, property taxes are trickling in, sales tax continues to be strong with the rest of the items tracking on course with a decreasing building permit income otherwise we are still in good shape and we have also received the second part of the American Rescue Plan funds. 1  Building Official Elizabeth Reed stated as previously stated the permits are decreasing and for the month of October we had 38 active homes, issued 2 new single family permits, 13 certificates of occupancy were issued, 26 total permits were issued, conducted 177 inspections, and handled 42 code compliance issues. Public Works Director Richard Mills stated the last scans have been done on the wastewater treatment plant and Pickering Engineering has reviewed the reports and everything looks good with the structure of the plant, all the columns on the Piper House front porch have been removed and new support bracing has been installed while we wait on the new columns to arrive. This year Public Works has partnered with Carl Perkins for adopt an angel and with a lot of support from the community our sponsorship grew from 2 kids to 5. The sewer flow going to Rossville was 1,087,375 gallons which is an average of 35,076.61 gallons per day (43.85% of the allotted 80,000 gallons per month). There were 88 Tennessee 811 locates this month, and 128 total work orders with 2 still pending with 10 after hour call outs. Fire Chief Reed Bullock stated during the month of October, there were 9 final inspections with very few permits issued, there were 28 total calls (24 in the City) with the majority being medical calls (8) and four fire alarms, we conducted driver training with the Collierville Fire Department at Johnson Park, attended two community events and finishing up a basic firefighter class with reserves. Police Chief Phil Hendricks stated in the month of October, there were 52 dispatched calls, 6 incident reports, 2 arrest report and 5 motor vehicle crashes. Action taken: Vice-Mayor Binkley moved to approve all reports, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 8. Piperton Historic Renovation (Pinckney/Piper House) bid approval/award Mr. Mills stated we received and opened 1 bid on October 24th for $595,000.00 (Roy Thomas Roofing & Restoration), this was an error due to a website called Construct Connect that site had a budget number of $600,000.00 listed for a roof replacement, and this site is often visited by contractors. I have no idea where they came up with that number. Staff recommends rejecting the bid. Action taken: Vice-Mayor Binkley moved to reject the bid of $595,000.00, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 9. Piperton Historic Renovation (Pinckney/Piper House) bid approval/award Mr. Mills stated due to the previous bid we rebid the roofing for November 8th, we received three bidders: Diversified Builders, Inc. - $145,995.40, Roy Thomas Roofing & Restoration - $95,000.00 and Bluff City Exteriors - $28,450.00 and staff recommends awarding to the lowest bidder - Bluff City Exteriors. Action taken: Commissioner Fletcher moved to approve/award the bid to Bluff City Exteriors for $28,450.00, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 10. Recess – hold Public Hearing concerning Ordinance No. 363-22, repealing Ordinance No. 355-22, in its entirety, and revising/adopting various fees for the City of Piperton Action taken: Vice-Mayor Binkley moved to recess the meeting to hold public hearing, seconded by Commissioner Morris. The Motion received all affirmative votes. Mrs. Reed stated under section C - item g; the electrical permits and inspections needs to be updated from Chickasaw Electric to the State of Tennessee, item I- deleting all re- inspections fees at $50.00 and replacing with re-inspection fees applicable to all inspection types under Building, Plumbing, and Mechanical permits as follows: 1st re-inspection $.00, 2nd re-inspection $50.00, 3rd re-inspection $100.00, 4th re-inspection $150.00, and 5th or more $200.00, these changes are in preparation of trying to give some relief to the builders and also 2 these re-inspection policies will be similar to Collierville, we also plan on integrating on-line permitting software and on-line credit card payments in the future. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 11. Second Reading, Ordinance No. 363-22, repealing Ordinance No. 355-22, in its entirety and revision/adopting various fees for the City of Piperton Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 363-22 on second reading, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 12. Recess – hold Public Hearing concerning Ordinance No. 365-22, amending the budget for FY 22-23, (First Amendment) Action taken: Commissioner Morris moved to recess the meeting to a public hearing, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Mr. Steinbach stated this item covers 4 funds (Exhibit A – the General Fund, Exhibit B – Water Fund, Exhibit C – Sewer Fund and Exhibit D – Sanitation), so beginning with Exhibit A, the General Fund (these are broken down by department) so for Admin, line item 1- Data Processing Support increased due to server enhancements, equipment replacement, LGC support fees, line item 2- GPS Monitoring increased due to new equipment installation and increased cost, line item 3- Employee Benefits/Dinner increased costs of employee related benevolence items, line item 4- Building/Office Rental increased due to lease extension for Admin, line item 5- Building Department GPS Monitoring increased due to new equipment same with the Police Department-GPS Monitoring on line item 6, line item 7- Equipment increased due to police car outfitting rolling over into FY2023, Fire-line item 8- Maintenance increased due to TOSHA inspection repairs, line item 9- GPS Monitoring increased due to new equipment installation and increased cost, line item 10- Turnouts increased due to equipment for 1 new hire and 1 reserve, Fire-Auto Extraction Tools (Grants) line item 11- Auto Extrication Tools (Grant) increased for small hydraulic ram, mount and shoe plates, line item 12- Auto Extrication Tools (Grant) increased to amount of actual Grant expenditure and will be reimbursed through Grant proceeds, line item 13-Fire Personal Equipment increased due to 1 new hire and 1 reserve, Public Work line item 14 - GPS Monitoring increased due to new equipment installation and increased cost, line item 15- Insurance, W/C and Liability increased due to premium increase. Exhibit B (Water Fund) line item 1- Data Processing Support Charges increased due to meter vendor fees not previously budgeted, line item 2- GPS-Monitoring increased due to new equipment installation and increased costs, line item 3- Facility Maintenance Fee increased due customer count increase (State charge), line item 4- Insurance, W/C and Liability insurance increased due to increased premium. Exhibit C (Sewer Fund) line item 1- GPS Monitoring increased due to new equipment installation and increased costs, line item 2- Railroad sewer line extension design, this is a rollover from FY2022 it reflects an increase due to license fee ($11,500) and liability risk insurance fee ($2,000), line item 3- reflects a new item for Railroad sewer line extension for the extension of the sewer line under the railroad, the design has been completed and approved by the railroad and they have accepted our fees. Exhibit D (Sanitation) line item 1 reflects the cost increase since the FY2023 budget was adopted for the acquisition of a brush truck previously approved by the Board. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 13. Second Reading, Ordinance No. 365-22, amending the Budget for FY 22-23, (First Amendment) Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 365-22 on second reading, seconded by Commissioner Morris. The Motion received all affirmative votes. 3 Agenda item 14. Any other old/new business, questions or matters from the audience Mayor Coats went over the proposed plans for Piper Park, the proposal includes a 2.5 acre lake, a 1.5 mile walking trial, a dog park, a splash park for the kids with a couple of pavilions, this is a place to fish, hold a picnic however it will not include any soccer fields, etc. Agenda item 15. Adjournment Action taken: Vice-Mayor Binkley made a motion to adjourn the meeting, seconded by Commissioner Morris. The Motion received all affirmative votes and the meeting was adjourned at 6:40 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date:______________________ 4