Board of Mayor & Commissioners

MINUTES OF THE REGULAR SESSION OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS October 17, 2023, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in a regular session on October 17, 2023 at 6:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Mike Binkley, Commissioner David Crislip, and Commissioner Bret Morris. Commissioner Russ Fletcher was absent. City Manager Steve Steinbach, Police Deputy Chief Jonathan Roney, Fire Chief Reed Bullock, Finance Assistant Linda Lowrance, Public Works Director Richard Mills, Building Official Elizabeth Reed, City Engineer Harvey Matheny, and City Recorder Beverly Holloway were present. Carolyn Rhea (Fayette Falcon), Elizabeth McCommon, Dave Moore, Vicki Hancock, Letha Granberry, John McCarty, Terry Stage, Ashley Bosse, Donny Stage, Aneel Siddiqui, Imran Siddiqui, Officer Maxwell, Officer Taylor, and et al were present in the audience. Finance Director Maria George 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 Bret Morris 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 was no change to the agenda, Vice-Mayor Binkley moved to adopt, seconded by Commissioner David Crislip. The Motion received all affirmative votes. Agenda item 4. Any changes to the Minutes of the Regular Session of September 19, 2023; Motion to adopt the Minutes of the Regular Session of September 19, 2023 Action taken: There were no changes to the Minutes of the Regular Session of September 19, 2023, Commissioner Morris moved to approve the Minutes of the Regular Session of September 19, 2023, 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, Police Report and Development Activity City Manager Steve Steinbach stated this is the financial report for the first quarter of fiscal year 2024, I don’t have a lot of comments at this time as we are still very much in the process of closing out the books and preparing for the audit. Cash position continues to be strong. On our balance sheet, the budget amendment this evening will address some of the other items across the departments. Property tax payments are starting to come in. Building Official Elizabeth Reed stated we have issued 2 certificates of occupancy along with 4 new single family dwelling permits. There were 44 total permits issued with 123 inspections. There were 18 code compliance contacts. Jackie Smalley is now a certified residential mechanical inspector. Public Works Director Richard Mills stated the Piper House construction is still moving forward. The roof is complete and the house has been painted. Shutters have been installed. The deck on the west side is probably 90% complete. The fire suppression system is being installed. The paving project is scheduled to start next week on Mann Drive. We are waiting on AT&T to mark the phone lines for the Shaws Creek project and it will hopefully begin by the end of this week. Surveying has begun on the TDEC/ARPA projects. The design for the WWTP is on 1 hold and we have provided additional information to TDEC. I would like to get permission from the Board to apply for a TDOT grant in the amount of $125,000.00 to upgrade the signalization at Hwy 57 and Hwy 196. It will be a no match grant and it would be cameras. Action taken: Vice-Mayor Binkley moved to give Mr. Mills permission to apply for the grant, seconded by Commissioner Crislip. The Motion received all affirmative votes. Mr. Mills stated the sewer flow going to Rossville for September was 1,290,900 gallons for 08/28/23 to 09/25/23 (28 days). That is an average of 46,103.57 gallons per day (57.63% of the allotted 80,000 gallons per day). There were 135 Tennessee 811 line locates. There were 88 total work orders with 3 still pending along with 4 after hour call outs on sewer. Fire Chief Reed Bullock stated during the month of September, there were 2 final inspections, with 30 total calls (29 in the City). The quarterly report is included in your packet. There were 320 calls for the quarter (285 in the City). 11% of the calls were for mutual aid outside the city limits, they were mainly to Rossville with 4% to west Fayette County. Police Deputy Chief Jonathan Roney stated in the month of September, there were 46 dispatched calls, 3 incident reports, 0 arrest report and 2 motor vehicle crashes. The department has completed the Narcan class. Next week there will be two officers attending the firearms instructor classes and two other officers attending computer software classes. Mr. Steinbach stated under Deputy Chief Roney’s leadership, the department has been vetting software for their field reporting activities as well as upgrading/updating antiquated equipment for the purpose of improving the departmental operational efficiencies. The focus of that will be addressed on the subsequent item for the records management software. It has been proposed and I fully support moving forward with this. Replacing our current system with the Watson Field Reporting and acquiring new tasers and body cams which will be addressed in the budget amendment. We are also very fortunate to have a generous benefactor to step in to support a large part of the Watson Software Platform for the first year and we will also be recognizing that individual. City Engineer Harvey Matheny stated on the residential side; Piperton Hills Phase 1 is working on the final punch list items now and that plat should be recorded soon. Piperton Preserve Phase 6 is under construction and should be finished in the first or second quarter of 2024. Lakes of Greenbrier Phase 3 should be ready to record maybe by the summer of 2024. Madeline Farms Phase 3 is also underway and anticipating they would also be ready to record their plat in 2024. On the commercial side; the C-store on Hwy 72 is open. We had a pre- construction meeting this week for the C-store that is about to get started on Hwy 57 between the interstate and Commerce Drive. That should be starting soon, but they are waiting on a couple final approvals from TDEC and TDOT. Heavy Machines is under construction and moving along nicely. Ameriflo (next to Commercial Filter) should be turning dirt soon. Tuscan Iron is on tonight’s agenda. They are going through their approval process and should be under construction fairly soon. We just received an application for the November Planning Commission meeting for a commercial development at Hwy 196 and Hwy 57. Mayor Coats stated we also had the grand opening of Piperton Fastlane at Hwy 72 and Casey Road this past week. The Vesta Home Show is scheduled for April 2024 in Piper Hollow. Action taken: Commissioner Crislip moved to approve all reports, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 6: Consideration of Bids for a Records Management Software for the Police Department/Awarding of the Bid Deputy Chief Jonathan Roney stated bids were requested and Watson was the only bid received. The total cost of the bid was $23,367.75 with a yearly cost after of $5,438.75. This software was initially developed for the Memphis Police Department back in the early 2000’s. It has incident, crash reports and e-citations included. It will allow us to access files with the TBI and the FBI. We will no longer have to go through the radio and Fayette County to receive the 2 information. We will be able to see driver’s license and any citations written in the past along with any arrest made. Also, with the incidents and crash reports, it allows us to utilize a tablet to take pictures out in the field to be attached to the report. It keeps officers from returning to the station to take a report. Shelby County Sheriffs’ Department, Memphis Police Department, Oakland PD and Knoxville PD also use this. It is local in Memphis for resolution of problems. The total project will require the purchase of 10 tablets along with 10 digital printers for the e- citations. There is also an interface capability for our court system. The cost of the entire project is $33,992.46 which includes other accessories such as hard cases for the tablets, stands for the cars and thermal paper for the printers. I am asking for approval of the bid. Action taken: Commissioner Morris moved to accept the Watson bid, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes. Agenda item 7. Consideration of the Donny Stage Monetary Donation to the Police Department Deputy Chief Roney stated we were contacted by Mr. Stage who expressed an interest to get involved. We set up a meeting and showed him the different projects we were working on. Mr. Stage volunteered to fund the whole Watson project and I can’t describe how awesome it is that a citizen of the community wants to help out. Mr. Stage wants to donate the entire cost of $33,992.46. I am asking to Board to approve this donation under Resolution No. 23-267. Action taken: Commissioner Morris moved to accept Mr. Stage’s generosity, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes. Mr. Donny Stage stated I don’t take full responsibility for this, it also includes Terry Stage and Ashley Boss; Commercial Filter would not be where it is without a good team. They have just as much in this as I do. I want to say thank you to all law enforcement and first responders who provide a safe and wonderful place to live in and I salute all of you. Agenda item 8. Consideration of Bids for an 8-inch waterline extension from Lake Edge to Critton Drive/Awarding of the Bid Mr. Mills stated we received and opened four bids for this project on October 12th. Argo Construction was the lowest bidder at $103,880.00. This year we had budgeted $170,000.00 for this project and that includes at least 2 hydrants. Staff recommends awarding the bid to Argo Construction. Action taken: Vice-Mayor Binkley moved to accept the low bid from Argo Construction for the extension from Lake Edge to Critton Drive, seconded by Commissioner David Crislip. The Motion received all affirmative votes. Agenda item 9. Consideration of an Accessory Structure application on Lot 28, 140 Lake Edge Dr., Lakes of Greenbrier: Applicant: Dave Moore Mr. Steinbach stated Mr. Moore has requested approval of an accessory structure that exceeds the maximum (30% or 1200 square feet) in the ordinance and has to have Board approval. The lot size is 10 acres. He is proposing a 2400 square feet structure. The Planning Commission did review this. There was also conversation with HOA. Mr. Moore has agreed to brick three sides of this structure with the metal portion facing the south. Based on my assessment and conversation with the City Planner, staff recommends approval of the structure. Action taken: Vice-Mayor Binkley moved to accept the accessory structure application, seconded by Commissioner Morris. The Motion received a unanimous approval. Agenda item 10. First Reading, Ordinance No. 384-23, amending the official zoning map of the City of Piperton by rezoning a total of 14.05 acres of property from R-C (Rural Conservation- 11.95 acres) and from R-1 (Low Density Residential – 2.10 acres) to O (Office) zoning known as the Piper House Property 3  Mr. Steinbach stated this is a portion of the approximately 30 acres of the Piper property that the City acquired. The house is currently under renovations; and in anticipation of the use of the property for administrative offices, I directed our City Planner to move forward with the rezoning of the property in recognition of that. This is a request for the northern most portion consisting of approximately 12 acres maybe, the zoning is consistent with that of our public works facility to the west which was also rezoned to office (O) and staff recommends approval of this, the Planning Commission has reviewed and recommended approval on first reading. Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 384-23 on first reading, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 11. Recess – hold Public Hearing concerning Ordinance No. 380-23, amending the official zoning map of the City of Piperton by rezoning a total of 6.32 acres of property from R-C (Rural Conservation) to B-3, O, M-3/PD-O (Minor Planned Commercial, Office, Planned Industrial/Planned Development Overlay) zoning known as the Tuscan Iron Entries PD-O Action taken: Vice-Mayor Binkley moved to recess the meeting to hold a public hearing, seconded by Commissioner Morris. The Motion received all affirmative votes. Mr. Matheny stated this is to rezone 6.32 acres which is at the corner of Hwy 72 and Milton Drive from R-C to a Planned Development Overlay with the base districts of B-2 (Minor Planned Commercial), Office (O), and M-3 (Planned Industrial). There will be a drive coming off of Milton to serve the parking area, also a right-in/right-out on Hwy 72 and a rear drive into the truck area in the rear. One condition that the Planning Commission required at the meeting last week was to meet fire code and provide 360-degree access around the building. To meet that condition, they will construct a drive from the rear service drive up to parking area to have full coverage around the building. It is a one lot PD-O and the site plan is the master plan for the site. Mr. Steinbach stated there is a subsequent final site plan to come. This is just rezoning. There were no comments or questions from the audience members. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 12. Second Reading, Ordinance No. 380-23, amending the official zoning map of the City of Piperton by rezoning a total of 6.32 acres of property from R-C (Rural Conservation) to B-2, O, M-3/PD-O (Minor Planned Commercial, Office, Planned Industrial/Planned Development Overlay) zoning known as the Tuscan Iron Entries PD-O Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 380-23 on second reading, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 13. Recess – hold Public Hearing concerning Ordinance No. 381-23, repealing Ordinance No. 373-23, in its entirety, and revising/adopting various fees for the City of Piperton Action taken: Commissioner Morris moved to recess the meeting to hold a public hearing, seconded by Commissioner Crislip. The Motion received all affirmative votes. Mr. Steinbach stated the City maintains a comprehensive schedule of all of its fees in one simple document. This update is in recognition of the utility rate amendments for water and sewer that the Board previously approved last month. It also addresses the Road Cut and Boring permits previously approved. It is essentially a housekeeping item. There were no comments or questions from the audience members. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 14. Second Reading, Ordinance No. 381-23, repealing Ordinance No. 373-23, in its entirety, and revising/adopting various fees for the City of Piperton 4  Action taken: Commissioner Morris moved to approve Ordinance No. 381-23 on second reading, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 15. Recess – hold Public Hearing concerning Ordinance No. 383-23, amending a portion of Title 13, Chapter 1, Section 13-104 of the Piperton Municipal code related to overgrown and dirty lots Action taken: Vice-Mayor Binkley moved to recess the meeting to hold a public hearing, seconded by Commissioner Crislip. The Motion received all affirmative votes. Mrs. Reed stated this is cleaning up some of what we have already existing in the ordinance and adding a little bit extra to clean up the City on its main access roads. It will alleviate some of the pressures of maintaining overgrown weeds encroaching from large lots greater than 5 acres by having it cut back a hundred feet from developed land and from road frontage like Keough. There were no comments or questions from the audience members. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 16. Second Reading, Ordinance No.383-23, amending a portion of Title 13, Chapter 1, Section 13-104 of the Piperton Municipal code related to overgrown and dirty lots Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 383-23 on second reading, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 17. Recess – hold Public Hearing concerning Ordinance No. 382-23, amending the Budget for FY 2023-2024, (First Amendment) for the City of Piperton Action taken: Vice-Mayor Binkley moved to recess the meeting to hold a public hearing, seconded by Commissioner Crislip. The Motion received all affirmative votes. Mr. Steinbach stated this is the first amendment to the FY 2024 budget and it consists of proposed amendments to the General Fund, the Water Fund, Sewer Fund and recently added Street Aid Fund to account for the paving bid that was received and accepted by the Board. In the General Fund, we are recognizing receipt of two significant Fire Department grants. Effectively through Chief and his staffs work as I understand it, we are leverage $390,000.00 to be used for a variety of equipment in exchange for the City’s portion of $19,000.00 and change for match grant. We are recognizing the generous contribution of Mr. Stage and his company staff for the Watson software that we discussed. That addresses the revenue items. The expenditure items beginning with the items covered by Mr. Stage’s donations (Court-ADSI interface). Admin-Website Maintenance reflects an increase from our vendor on an annual basis for our website hosting maintenance. Building Dept. Insurance-reflects an increase in premiums across the board under each department. The yellow color coding indicates a line item that was not on the approved budget and the pink indicates changes or additions after the first reading. Police Dept.-item 4 is recognizing the increased cost. TBI-terminal subscription is applicable to the donation. PD Body Cameras and PD Tasers-not previously budgeted, are to replace old equipment. The capital cost is approximately $103,000.00 and we can pay for those over 4 ½ fiscal years, so what is reflected on the budget amendment is the half fiscal year cost for both the body cameras at $5,566.71 and the tasers at $4,680.80. Item 8-PD computer equipment replaces the ID printer. Item 9-tablets, printers and accessories is part of the Watson acquisition of $7,684.71. Item 10-IT Services, we will soon be bidding out a request for IT services City- wide, every department will have their own line items and will be based on a cost addressing the number of work stations, etc. Item 12-PD equipment references the vehicle acquisition and the change out from the vehicles to the trucks. Item 13 is part of the Watson acquisition. The fire safety equipment-items 14, 15 and 16 were not previously budgeted but in anticipation of the grants to be received. Moving on to Public Works-items 17 through 20, we had previously 5 budgeted for a certified wastewater operator for a plant that doesn’t exist so we have taken that money and moved it over for the new Assistant Public Works Director position (80%, 10%, 10% split) and that will be seen also in the water and sewer fund. Item 21-Insurance increases across the board. Item 22, PW Bulldozer-not previously budgeted. Item 23-appropriation to State Street Aid-in recognition of the bids that came in last month and accepted by the Board which expanded the scope of our paving program. That is an overview of the General Fund, moving on to exhibit B (Water Fund). This is all related to the Assistant Public Works Director position, recognizing the reduction and the transfer. Exhibit C (Sewer Fund), all of these line items except line item 6 (which was not a line item on the approved budget) are related to the Assistant Public Works Director position. Item 6-addressed the Emergency Sewer Repair and was approved by the Board due the emergency nature of that sewer failure. Exhibit D (Special Revenue Fund) Street Aid, this was added subsequent to the first reading because of the paving and this recognizes the operating transfer in from the General Fund. The expenditure item is for the paving project that includes the expanded scope and the reason the operating transfer is more is because in that item which is already budgeted is the Keough Road walking trail. That is the report on the Budget amendment for FY 2024 (1st amendment). Commissioner Morris inquired when we will get started on the emergency sewer repairs for the Lakes of Greenbrier. Mr. Mills stated I have spoken with the contractor today and he is looking at about a week and a half before he can start to get materials etc., so maybe in two weeks he should be underway. There were no comments or questions from the audience members. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 18. Second Reading, Ordinance No. 378-23, to delete and replace Ordinance No. 361-22 in its entirety, as to the adjustment of Water Usage Rates Action taken: Vice-Mayor Binkley moved to approve Ordinance No 378-23 on second reading, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 19. Any other unfinished/new business, questions or matters from the audience Mr. Mills stated he had meant to handle this in his public works report earlier. He handed out a guideline for household bulk and brush pickup to the Board earlier. I would like to post this on the website for homeowners so if you would read over this and let me know of any changes needed. Mayor Coats stated we have a new brush truck which is capable of picking up debris, leaves and it will be a free service to our residents. We have already picked up a lot of the storm damage around the City. So, this will be a nice service. Vice-Mayor Binkley stated if we are going to pick up someone’s refrigerator, that doesn’t need to be sitting out there for three days. Mr. Mills stated that is correct and I would like for the homeowner to call on items like that to make an appointment for pickup. We will start it out at once a month but it may need to be changed to twice a month. Brush will be done twice a month, it may or not be needed so it will be a trial. We will eventually mulch up the debris and provide it to the residents. Mayor Coats stated we are a small town but we have some of the best employees in the world working for us. We have the best fire department in the Fayette County area as far as equipment and readiness. Our police department is getting there and will be soon. Our public works department is great. Beverly Holloway, our City Recorder received a proclamation from the Speaker of the Tennessee Senate and Senator Page Walley for her recent award. She is the 2023 Clerk of the Year for the State of Tennessee. It is well deserved. Thank you, Bev. 6 Agenda item 20. 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 6:54 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date: ______________________ 7