Board of Mayor & Commissioners

MINUTES OF THE REGULAR SESSION OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS August 20, 2024, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in a regular session on August 20, 2024, 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. City Manager Steve Steinbach, Police Chief Jonathan Roney, Fire Chief Reed Bullock, Public Works Richard Mills, Finance Director Maria George, City Engineer Harvey Matheny, and City Recorder Beverly Holloway were present. Billy Meacham, Vicki Hancock, Carolyn Rhea (Fayette Falcon), Jim Ragon, Letha Granberry, Elizabeth McCommon, Charlotte Johnson, Ronnie Gross, Darron Davis (TC Energy), David Michael (TC Energy), Justin Stroupe, and et al were present in the audience. City Planner Brett Morgan and Building Official Elizabeth Reed 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: Fire Chief Reed Bullock 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 a change to the agenda with the postponing of item 14 of the Fee Ordinance until the September meeting, Vice-Mayor Binkley moved to adopt the agenda with postponing item 14, seconded by Commissioner Bret Morris. The Motion received all affirmative votes. Agenda item 4. Any changes to the Minutes of the Regular Session of July 16, 2024, Motion to adopt the Minutes of the Regular Session of July 16, 2024 Action taken: There were no changes to the Minutes of the Regular Session of July 16, 2024. Commissioner Russ Fletcher moved to adopt the Minutes of the Regular Session of July 16, 2024, seconded by Commissioner David Crislip. 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 we are two months into the new fiscal year and into our audit period. Our cash position is resilient after enduring several major capital projects. Our sales tax numbers have trended down the last two months. Sales tax revenue will rebound, and I am not overly concerned with several new business coming forward and several more in the pipeline. Balance sheets for each of the funds are strong. We did receive our utility rate study update, and I will forward that to you with comments. Fire Chief Reed Bullock (filing in for Building Official Elizabeth Reed) stated for July, we have 35 active new single-family dwellings which is up over the previous year. Inspections are starting to pick up with a total of 178 for the month. We issued 30 total permits. There were also 28 code compliance contracts with the majority of that related to grass. Public Works Director Richard Mills stated we are still moving forward with our projects that the TDEC/ARPA money is funding. Piper Park lake is about 80% full and we will be adding the overflow to it next week. The color looks great. On Monday, August 12th at Madeline Farms Subdivision, a contractor working on adding the turn lanes and damaged the 12” ductile water 1 line that services Madeline Farms, Raleigh LaGrange Road and Fisherville Road, causing us to shut it down and make a 2 ½ hour repair to the line. The sewer flow going to Rossville for July was 1,402,900 million gallons for 06/26/24 to 07/25/24 (29 days). That is an average of 48,375.86 gallons per day (60.47% of the allotted 80,000 gallons per day). There were 91 Tennessee 811 line locates. There were 126 total work orders with 10 pending. There were 8 after hour call outs. Mayor Coats stated the Piper House looks great and there will be an open house on September 5th from 4 to 7 pm. So please come and look at the house. I am very proud of it. Fire Chief Reed Bullock stated during the month of July, permits are still very slow. We responded to 37 total calls (22 in the city) with 7 motor vehicle calls on I-269. There was one house fire (non-sprinkled) in the city. There were 8 mutual aid calls with 5 medical that will be reimbursed from the County. Police Chief Jonathan Roney stated in the month of July, there were 61 dispatched calls, 8 incident reports, 1 arrest reports and 5 motor vehicle crashes. Our new officer has started. Sergeant Craig attended a drone class and received certification and a free drone. Officer Jackson attended instructor development class and received certification. The flock cameras have received the first approval and has been sent to the environmental committee for approval. City Engineer Harvey Matheny (filling in for City Planner Brett Morgan) stated during the last Planning Commission/DRC meeting, we reviewed subdivision regulations pertaining to sidewalk regulations. There will be a public hearing on that item at next month’s meeting. On the Hwy 57 C-Store which is under construction, there were considerations for architectural revisions primarily related to the stone facing around the columns. A darker stone base around the columns was approved. Next month, we anticipate three items on the agenda; 1) a screening proposal for Royal Towing on Hwy 57, 2) Ashley Estates which is a proposed 93-lot subdivision requesting rezoning two parcels to a CD-O and it does include the future extension of Shelby Drive and 3) 57 Floors on Hwy 57. Mayor Coats inquired on the new Major Road Plan maps to which Mr. Matheny stated some of the maps have been revised and some of the mapping updated, but if is still a work in progress but most of the Major Road Plan has been incorporated. I believe the alignment of Shelby Drive is in the process of being updated. Mr. Matheny stated 57 Floors will be the next thing on the agenda, it will be a PD-O for a 15-acre tract east of Mr. Zion on the northside of Hwy 57. It is about 15.3 acres, and it is a PD-O rezoning proposal for a 35,000-sf warehouse that would be for wholesale and retail of hardwood flooring with two commercial outparcels along the highway frontage. Update on the Hwy 57 widening from Collierville out to the interstate; the latest update is that TDOT would like to get that project on the October bid letting which is great but there are some funds that they have obligated for the project that we need to jump through some hoops to make sure that we get some things done before that October bid letting to still happen. One of the items that TDOT is working with both Collierville and Piperton to resolve are the cost for each jurisdiction for water and sewer relocations primarily. We don’t have any sewer on the Piperton side, but we have some water lines that need to be relocated and TDOT gives you the option of either you move the utilities out of the way before they start their project, or they can put the relocation in their contractor bid which is normally what we do. So, our utility relocations are fairly straight forward but the property owner on the north side of the highway (Frank Fitzgerald) who owns the parcels on both the Collierville and Piperton side has requested that water stubs be provided to those parcels for future development, and he will pay for out of pocket. We need to bring an agreement to the Board for your consideration, it would be an agreement between the City and Frank Fitzgerald for him to pay that estimated costs for those waterlines. Mayor Coats inquired if this needs to be done before the next meeting or call a special called meeting? 2  Mr. Steinbach stated we are waiting to hear from Collierville and Harvey will advise me and then I will advise the Board. Mr. Matheny stated it is scheduled to be on Collierville’s Board agenda on the first meeting of September which is the second Monday and TDOT would like to have it as soon as possible so they can keep their project in the October bid letting. We will get the agreement drafted and get it to you and Mr. Fitzgerald as well. Action taken: Vice-Mayor Binkley moved to approve all reports, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 6. Mayoral Proclamation – Celebrating Cornerstone COGIC’s new Family Life Center opening Mayor Coats stated Reverend Irons, and his congregation is an outstanding church with outstanding community service. This is in appreciation of what they have done for the city. There will be a dedication of their new Family Life Center. Action taken: Commissioner Morris moved to approve the proclamation for Cornerstone Church, seconded by Commissioner Crislip. The Motion received all affirmative votes. Agenda item 7. Consideration of TC Energy’s (David Michael) Donation for Park Benches for Piper Park Mr. Mills stated per Resolution No. 23-267, this is a request to accept a donation from TC Energy to the City to purchase 26 park benches for our new park that is under construction in the amount of $28,000.00. Mr. David Michael and Darren Davis are here from TC Energy. Mr. David Michael stated it is an honor to be here. TC Energy which is the parent company of the ANR pipeline system. We have been a part of this community since 1955. We have three major lines that traverse through this county and city. There is a portion of the line that goes through a portion of Piper Park. We recently completed a pipe class change replacement where we took pipe out of service and put new pipe in to meet the growing number of residents in the area. Mr. Mills was very instrumental in helping us to get that taken care of and working with the landowners. At TC Energy, we believe in being a good neighbor and we believe in working on special projects and we saw an opportunity with the Piper Park to partner with the City of Piperton and to make this contribution of $28,000.00 on behalf of TC Energy’s to buy those park benches. Mayor Coats stated thank you very much, it is most appreciated. You are first donation, and we thank you very much. Action taken: Vice-Mayor Binkley moved to accept TC Energy’s donation, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 8. Consideration of acceptance of $42,568.56 FEMA grant for fire training materials and acceptance of $65,953.51 FEMA grant for medical equipment and committing to corresponding financial match Chief Bullock stated FEMA notified us last week that two of the grants submitted in January were chosen to be funded. The first item was for fire protection and safety grant in the amount of $42,568.56 and of that $2,027.08 is the City’s obligation. The match is 5 percent. This will allow us to expand our fire extinguisher training. The second item is for a $65,953.51 grant for medical equipment (Life Pack 35) and our match portion is $3,140.65. Chief Bullock commended Lt. Hursh for a great job on the applications. Action taken: Vice-Mayor Binkley moved to accept the two FEMA grants, seconded by Commissioner Fletcher. The Motion received all affirmative votes. 3 Agenda item 9. Resolution No. 24-300, to create a Parks and Recreation Advisory Board Mr. Steinbach stated in anticipation of the Piper Park, we have discussed and looked at a variety of options for funding sources for the continued improvements that we anticipate. The master plan was prepared and subsequently amendment but before we go any further, we felt it necessary and an appropriate requisite for securing third party grants and funding. This is creating the City’s first Parks and Recreation Advisory Board. The resolution drafted is straight forward, the Board will serve as an advisory and in an advisory compacity to this Board. They will have no specific authority with regards to appropriations without approval from this Board. It is a three-member board and will be appointed by the Mayor to a two-year terms. Any bylaws established will be approved and sanctioned by the Board of Mayor and Commissioners. Action taken: Commissioner Fletcher moved to approve Resolution No. 24-300, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 10. Recess – hold Public Hearing concerning Ordinance No. 393-24. Updating fees for the Building Permits and inspections Action taken: Vice-Mayor Binkley moved to recess to hold Public Hearing, seconded by Commissioner Crislip. The Motion received all affirmative votes. Chief Bullock (filling in for Building Official Elizabeht Reed) stated this addresses the increased cost of operating the building department, covering inspections and related cost. We are seeking to increase the fee by five cents from $.10 to $.15 cents per square foot under roof. Elizabeth did research surrounding areas and did speak with the builders regarding this and didn’t receive any negative feedback. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 11. Second Reading, Ordinance No. 393-24, updating fees for Building Permits and inspections Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 393-24 on second reading, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 12. Recess – hold Public Hearing concerning Ordinance No. 394-24, repealing Ordinance No. 279-17 and re-establish an updated Occupational Safety and Health Program Plan, devise rules and regulations, and to provide for a Safety Director and the implementation of such program plan Action taken: Commissioner Fletcher moved to recess the meeting to hold a public hearing, seconded by Commissioner Morris. The Motion received all affirmative votes. Chief Bullock stated TOSHA requires this previously adopted plan be updated every seven years. Staff is asking for a reaffirmation of the same program to continue to comply with state law. Action taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 13. Second Reading, Ordinance No. 394-24, repealing Ordinance No. 279-17 and re-establish an updated Occupational Safety and Health Program Plan, devise rules and regulations, and to provide for a Safety Director and the implementation of such program plan Action taken: Commissioner Morris moved to approve Ordinance No. 394-24 on second reading, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 14. First Reading, Ordinance No. 395-24, repealing Ordinance No. 390-24, in its entirety and revising/adopting various fees for the City of Piperton 4  Action taken: This item was postponed at the beginning of the meeting. Agenda item 15. BZA reappointment approval for the expiring terms of Dr. Darryl Dixon (two years) and Mr. Harry Hartwig (one year) Mayor Coats stated both would like to continue to serve. Action taken: Vice-Mayor Binkley moved to approve the reappointment of Dr. Darryl Dixon’s and Mr. Harry Hartwig’s terms to the BZA, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 16. Parks and Recreation Advisory Board appointments; Mike Binkley (two years), Blair Etz (two years) and Justin Stroupe (two years) Mayor Coats stated Mike Binkley will chair the board for two years along with Blair Etz and Justin Stroupe. Action taken: Commissioner Fletcher moved to approve the three appointments, seconded by Commissioner Morris. The Motion received four affirmative votes with Vice-Mayor Binkley abstaining. Agenda item 17. Any other unfinished/new business, questions or matters from the audience There was none. Agenda item 18. 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 6:35 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date: ______________________ 5