Board of Mayor & Commissioners

MINUTES OF REGULAR MEETING OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS December 20, 2022, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in regular session on December 20, 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, Finance Director Maria George, City Planner Brett Morgan, City Engineer Harvey Matheny and City Recorder Beverly Holloway were present. William Meacham, Elizabeth McCommon, Vicki Hancock, Debra Joyner (Fayette Falcon), Letha Granberry, Walter Priddy, Sam Henry (DT Design), Cameron Yates (DT Designs) Alice Cone, Hunt Treadwell, Wesley Wooldridge (Renaissance Group), Jack Murphy and et al were present in the audience. Building Official Elizabeth Reed was 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: Public Works Director Richard Mills led in the opening Prayer and Mayor Coats 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 David Crislip. The Motion received all affirmative votes. Agenda item 4. Any changes to the Minutes of the Regular Session of November 15, 2022: Motion to adopt the Minutes of the Regular Session of November 15, 2022 Action taken: There were no changes to the Minutes of the Regular Session of November 15, 2022, Commissioner Russ Fletcher moved to approve the Minutes of the Regular Session of November 15, 2022, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes. Agenda item 5. Review/approval of Financial Reports, Building Inspector’s Report, Public Works Report, Fireman’s Report and Police Report City Manager Steve Steinbach gave an overview of the financials for the benefit of the new commissioners, we are approaching nearly 7 million in cash and cash equivalents and we will need those monies to help offset capital expenditures and avoid debt, and with regards to our revenue streams; sales tax continues to outperform, our building fund is considerably off at 14% and to off set that we have taken receipt of the ARPA funds which we claimed against lost revenues, and fund balances look good across the various funds. Fire Chief Reed Bullock (filling in for Building Official Elizabeth Reed) stated for the month of November we had 35 active homes, issued 1 new single-family permits, 3 certificates of occupancy were issued, 34 total permits were issued, conducted 137 inspections, and handled 14 code compliance issues. Public Works Director Richard Mills stated the delivery date for the Piper House columns is the first week in January and once on site it will take several days to install. The sewer flow going to Rossville from October 27 through November 28th (32 days) was 1,434,649 gallons which is an average of 44,832.78 gallons per day (56.04% of the allotted 80,000 gallons per 1 month). There were 104 Tennessee 811 locates this month, and 92 total work orders with 1 still pending with 3 after hour emergency call outs. Fire Chief Reed Bullock stated during the month of November, there were 3 rough inspections, 9 final inspections which is down, there were 20 total calls (18 in the City) with the majority being medical calls (6), 3 motor vehicle crashes and 2 mutual calls (Rossville and West Fayette County), calls are trending up, we conducted fire extinguisher training with AOC, and performed business safety checks. We received the first part of the replacement tools that replace the hydraulic line tools, the battery-operated extrication tools and batteries. Police Chief Phil Hendricks stated in the month of November, there were 43 dispatched calls, 3 incident reports, 0 arrest report and 6 motor vehicle crashes. Action taken: Commissioner Crislip moved to approve all reports, seconded by Vice- Mayor Binkley. The Motion received all affirmative votes. Agenda item 6. Lakes of Greenbrier, Phase 3 – Development Contract City Engineer Harvey Matheny stated this phase contains approximately 63.11 acres which will consists of 71 single family residential lots, the summary of the development fees and the surety requirements for off-site and on-site improvements are on page 21 of the contract, total estimated fees are $ 227,663.00 and the total surety is a $200,000.00 letter of credit. Mr. Matheny went over some of the conditions of approval; condition #3, installation of a construction road to Hwy 196 and condition #4 is a requirement to amend the declaration of Conditions, Covenants, and Restrictions of the existing HOA and we did receive that recorded amended from the developer this week, there are off-site easements needed for the construction road and a sewer easement to which we have received the recorded plats, so they have met all of the conditions for the approval. Action taken: Commissioner Bret Morris moved to approve the Phase 3 Development contract, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Mr. Morgan gave a brief update on what transpired at the last Planning Commission; Heavy Machines came in for final site plan approval for their facility located on lots 2 and 3 on Mann Drive and as part of their conditions of approval they are to combine those two lots into one lot, a development agreement is not needed on this as all of the public infrastructure is in place and then the Planning Commission took up a Resolution to amend the Major Road Plan and gave a brief overview regarding Shelby Drive Extension, it became apparent that the alignment of Shelby Drive as it stands now would go through existing properties and affect homes that are up and down Patrick Drive so the new plan that was approved was to realign the road south which would affect only four landowners and I believe they have been spoken too and shown the plan. There were also some minor updates or corrections made to the plan. Agenda item 7. Consideration of proposed Signage/Monuments for City gateway entrances and public spaces (DT Design) Mr. Morgan stated DT Design Studios has contracted with the City for new gateway and public space signage, the City had formed a branding committee that has put in many hours of work and worked with DT Design to come up with a sign that I believe to be a really attractive sign and one that can be scaled down for secondary access entrances into the City, these signs can be used for public spaces such as City Hall, the Public Works Building and the new City Admin Offices and part of their charge was to provide some flexibility in this and I believe that is what has been achieved at this point and the second part of this will be on Piper Park, they were contracted to a master plan on Piper Park. Mr. Sam Henry, project manager with DT Designs, went over the process involved leading up to the final design selection of white bricks, green panels with white text incorporation the City Seal, City name and the City logo. Discussion included two sizes of gateway signs for 2 the major and minor road entrances along with the orientation of the signs along the roadways. We were also tasked with municipal building identification signage. Mr. Morgan stated the Planning Commission did approve this version of the signs and recommended it to the Board for your approval. Action taken: Vice-Mayor Binkley moved to approve the proposed signage/monuments to the City gateway entrances, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 8. Consideration of proposed Piper Park Master Plan (DT Design) Cameron Yates, project manager with DT Designs, went over the process involved in planning Piper Park and discussed the layout design for the park, items to be saved and built upon, items proposed include a 2-acre lake with a fishing pier, a pavilion, walking trails, dog park with seating, a splash pad and additional parking separate from employee parking. Mayor Coats stated the power line will be moved to Stateline Road so it will miss all of the park. Mr. Yates stated the core of the park is a nice grove of old growth trees including pecan and oak trees that would be the phase 1 formal picnic area that would be ADA accessible with concrete pads and preserve as much tree cover as we can on-site. Mayor Coats stated since this is just consideration, we don’t have to vote do we? Mr. Steinbach stated I don’t think so, I think to the extent that the Planning Commission has endorsed this plan unless there are any specific notable objections, I think a lot of this is really related to prioritization of the funding, this is the blue print. Mayor Coats stated this is a multi-year project and I like to see the walking trails and the lake in by 2024 as that is Piperton’s 50th anniversary of being incorporated. Agenda item 9. Resolution No. 22-263, repealing Resolution No. 15-171 in its entirety and authorizing the Mayor to enter into a contract with Unifin, Inc., for collection services of delinquent Traffic Citation Accounts Mr. Steinbach stated in 2014 the City retained Pioneer for debt collection of delinquent traffic citations, and in 2016 the Pioneer contract was assigned to a new firm (Municipal Service Bureau) then in October of this year, Bev received a termination of contract services as they are simply getting out of the business. Staff has recommend Unifin, and the proposal from Unifin was sent to the City Attorney for further review and analysis, it was tweaked with regards to indemnification rules, there is no cost and the fee is 25% of whatever they collect and staff recommends the approval of this vendor. Action taken: Vice-Mayor Binkley moved to approve Resolution No. 22-263, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 10. Appointment of Wayne Kirkpatrick to the Industrial Development Board Action taken: Vice-Mayor Binkley moved to approve the appointment of Wayne Kirkpatrick to the Industrial Development Board, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 11. Any other old/new business, questions or matters from the audience Jack Murphy stated he wanted to thank the Mayor for Piper Park, this is really wonderful. Mayor Coats stated thank you sir, we have been working on it for a while. Mr. Steinbach stated he would like the Board to consider times in early January to hold a work session especially with the new commissioners so please email with availability. 3 Agenda item 12. Adjournment Action taken: Commissioner Morris made a motion to adjourn the meeting, seconded by Commissioner Fletcher. The Motion received all affirmative votes and the meeting was adjourned at 6:45 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date:______________________ 4