Board of Mayor & Commissioners

MINUTES OF THE REGULAR SESSION OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS November 19, 2024, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in a regular session on November 19, 2024, at 6:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Mike Binkley, Commissioner Russ Fletcher and Commissioner Bret Morris. City Manager Steve Steinbach, Finance Director Maria George, Police Chief Jonathan Roney, Fire Chief Reed Bullock, Building Official Elizabeth Reed, Public Works Richard Mills, City Planner Brett Morgan, and Commissioner-elect Joel Townsend were present. City Engineer Harvey Matheny and City Recorder Beverly Holloway were absent. William Meacham, Elizabeth McCommon, Ronnie Gross, Carolyn Rhea (Fayette Falcon). Vicki Hancock, Harry Hartwig, Mike Hartwig, Jim Ragon, Judge Mark McDaniel, 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: Commissioner-elect Joel Townsend led in the opening Prayer and Commissioner Bret Morris led in the Pledge of Allegiance to the American led Flag. Agenda item 3. Swearing in of newly re-elected Mayor and two Commissioners. Action taken: Judge Mark McDaniel swore in re-elected Mayor Coats, Commissioner Mike Binkley and newly elected Commissioner, Joel Townsend Agenda item 4. Election of Vice-Mayor by the Board Members Action taken: Commissioner Russ Fletcher nominated to re-elect Mike Binkley as Vice- Mayor, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 5. Consideration of any changes to the Agenda; Motion to adopt the Agenda Action taken: There was a change to the agenda with the tabling of item 8 (Piperton Hills, Phase 2 Development agreement), Vice-Mayor Binkley moved to adopt the agenda with the tabling of item 8, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 6. Consideration of the Minutes of the Regular Session of October 15, 2024; Motion to adopt the Minutes of the Regular Session of October 15, 2024 Action taken: There were no changes to the Minutes of the Regular Session of October 15, 2024. Commissioner Fletcher moved to adopt the Minutes of the Regular Session of October 15, 2024, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 7. 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 fourth month of fiscal year 2025, our combined cash savings in Enterprise and General Fund is $5.1 million dollars. The balance sheet for our various funds is strong. Sales tax is keeping pace at 33% at the fourth month of the fiscal year. Building permit income had a lot of activity, there have been a couple of subdivision plats recorded along with a couple of significant large structures that have contributed. 1  Building Official Elizabeth Reed stated for October, we have 43 active new single-family dwellings and had issued 5 new single family dwelling permits. We issued 4 certificate of occupancy, 38 total permits, and our revenues for October were $11,121.80. There were 176 total inspections along with 28 code compliance contracts with the majority of that related to sign removal and grass. Public Works Director Richard Mills stated TDEC/ARPA projects are moving forward on 2 of the projects we have with 1 project having already been submitted to TDEC for construction approval (Piper Farms Sewer). Mayor Coats inquired on the expected start of Piper Farms. Mr. Mills stated I did receive the appraisal and will have follow up paperwork from ARPA and the State that I will have to complete before I can approach the homeowner. I had thought it would have already started. Mayor Coats stated this one thing is holding it up. Mr. Mills stated yes, sir. We will open bids on the decommissioning of the Ridgewood Grove sewer treatment system on December 5th. We have had two contractors reach out for the plans and specs, which is for the removal of the tanks, building, and fence. Anything above ground will be gone and backfilled with sand and sodded. On July 17th, TDEC did an inspection in and around the Greenbrier subdivision, checking the status of septic systems. Of the 96 that were checked 13 have failed. So, for the Board’s consideration the cost is broken down in your packet. If we were to do this in phases, phase 1 would cost $157,500.00 for construction. Phase 2 would be $63,000.00, phase 3 would be $148,000.00, engineering cost and design cost for all three phases would be $62,000.00 for a total cost of $430,500.00. If we were to install sewer in the entire subdivision the cost would increase by $184,620.00 (an additional 3,670 ft). Mayor Coats inquired if you need a decision tonight. I would like time to absorb this. Mr. Mills stated no, sir. Mr. Steinbach stated I will address this in the budget amendment for Phase 1 but that will come with caveats, and I will explain it at that time, but it is good that the Board knows what the total package is. Mayor Coats stated TDEC will eventually go to every home that has a septic system in Piperton and evaluate your system. We will do something based on priority. Mr. Mills stated last week crews repaired an 8-inch ductile iron water main at the intersection of Magnolia Lane and Green Pasture Cove (Twin Lakes). This had been leaking for a while, it was caused by the rubber gasket located inside the bell joint protruding to the outside of the pipe. AT&T was boring above it and caused the water to finally come to the surface. Crews had to remove several sections of a residential driveway to gain access. It has been repaired, the driveway is accessible, and the concrete crew will be there either Friday or Monday to repair the driveway. Fish have been placed in the lake. The sewer flow going to Rossville for October was 1,233,600 million gallons for 09/24 to 10/28/24 (34 days). That is an average of 36,282.35 gallons per day (43.35% of the allotted 80,000 gallons per day). There were 99 Tennessee 811 line locates. There were 144 total work orders with 9 pending. There were 9 after hour call outs. Yesterday, a contractor hit the bridge on Ballard Road causing a lot of damage. Railroad crews were out most of the day yesterday and all day today. They have finished welding the bridge plates back about 4:15 this afternoon. The road is closed, the railroad will run across it to make sure the welds hold and so in the morning we will check and open the road if everything is good. Mayor Coats stated Piper House has been decorated and it looks fantastic. Mr. Steinbach stated he hasn’t had a chance to review the report but how do you explain the anomaly of the reduced sewer flow. Mr. Mills stated drier weather, our guys are constantly looking. We have found several big ones in the last year, and it will continue to be a problem. It is hard to stop. 2  Fire Chief Reed Bullock stated during the month of October, building has increased, and we had 7 permits for sprinkler systems. We responded to 36 total calls (30 in the city). There will be a change to the detail report, it doesn’t accurately a response time. We will change the emergency and non-emergency for a better reflection. Police Chief Jonathan Roney stated in the month of October there were 57 dispatched calls, 5 incident reports, 0 arrest reports and 1 motor vehicle crashes. Officer Jackson completed his FTO training and is now certified. Officer Maxwell completed the rifle instructor training, and we now have two rifle instructors. Our in-car video equipment has been installed in the vehicles. All the new vehicles have hit the street. All four of the flock cameras have been installed. City Planner Brett Morgan stated we have finished with all the approvals on Gateway Plaza. Piperton Preserve Phase 7 (24 lots) has received preliminary approval and will be coming back to the Planning Commission for final. Pyramex Expansion has received preliminary approval and will also be back for final at the next Planning Commission meeting. Ashley Estates has received Planning Commission approval but has not had its first reading before the Board of Mayor and Commissioners. 57 Floors is expected back in December for their first reading on rezoning. There will also be an ordinance concerning solar farms coming to the Board for first reading in December. I am hoping to have the City Hall sign by the next meeting. Mayor Coats inquired on MCR’s status. Chief Bullock stated MCR has walls up and putting top beams up now. Action taken: Commissioner Joel Townsend moved to approve all reports, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 8. Consideration of a Development Agreement for Piperton Hills, Phase 2 Action taken: This item was tabled at the beginning of the meeting. Agenda item 9. Resolution No. 24-304, to adjust the letter of credit posted as security for required improvements to Piperton Preserve, Phase 5 – on behalf of RusDun Farms, Inc. Mr. Morgan (filling in for City Engineer, Harvey Matheny) stated this is to reduce the letter of credit for Piperton Preserve, Phase 5 from $75,000.00 to $25,000.00. The asphalting in phase 5 has been completed and it is entering into the warranty period. This will cover laten defects and sidewalks. The City Engineer recommends the reduction of the letter of credit. Action taken: Vice-Mayor Binkley moved to approve Resolution No. 24-304, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 10. Recess – hold Public Hearing concerning Ordinance No. 398-24, to amend the Municipal Code of the City of Piperton, Tennessee to establish reasonable Municipal Court Cost 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. Chief Roney stated we are requesting the court cost be increased from $100.00 to $110.00. The last increase was in 2013, and this will help with increased costs incurred by Court. Mayor Coats inquired if this was sufficient. Chief Roney stated yes, sir. There were no other comments from the audience. 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. 398-24, to amend the Municipal Code of the City of Piperton, Tennessee to establish reasonable Municipal Court Cost 3  Action taken: Commissioner Morris moved to approve Ordinance No. 398-24 on second reading, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes. Agenda item 12. First Reading, Ordinance No. 399-24, amending the Budget for FY 2024- 2025, (First Amendment) for the City of Piperton Mr. Steinbach gave an overview of the process for the benefit of our newly elected commissioner and the audience. The first amendment is comprised of requests for amendments to the General Fund (Exhibit A), the Water Fund (Exhibit B), and the Sewer Fund (Exhibit C). Starting with the General Fund, the yellow coloring indicates new items not included in the initial budget. These items such as capital improvement priorities and oversights. The pink color indicated adjustments to those numbers after the Board considers it on first reading. We asked the Board to consider appropriations at its September meeting in advance of budget meeting because we knew they were coming and reflected priorities that needed to be expensed in advance of the first amendment. This reflects the items that the Board considered before such as the Piper House. The first amendment for the General Fund (Exhibit A) addresses the items that the Board had considered before such as Piper House Christmas Decorations, the 50-year Piperton Incorporation Anniversary, moving expenses (they were budgeted last fiscal year but not expended until this fiscal year due to the vendor billing two month later), Police Security Cameras, Police moving expenses from Suite A to Suite B, the Fire Department has secured significant grants and ask Chief Bullock to explain. Chief Bullock stated we were awarded two grants by FEMA. The first is $43,000.00 for fire training materials and the second is $66,000.00 for medical equipment. Mr. Steinbach stated each of those requires a 5% city match. Lastly discretionary Christmas bonuses. Moving to the Water Fund (Exhibit B), we did have a reclassification on an employee’s fund percentage between General Fund and Enterprise fund. You will see the reduction in Water and a reduction in Sewer and that also includes the FICA expense. Two new items: Materials/Supplies Maintenance reflects an increase for water line relocation, Facility Maintenance Fee reflects an increase due to State charge based on water service per capita. In September, I asked the Board to approve a Utility Rate Study and a Forensic Accounting for Utility Operations. Lastly the Sewer Fund (Exhibit C), same situation about the employee wages and FICA that was just explained. The rest of these items are new items; Wastewater Pump Station Maintenance and he asked Mr. Mills to explain. Mr. Mills stated we have 7 pump stations in Piperton. These pump stations are in a highly corrosive atmosphere and run 24/7. They must be maintained and have issues we need to take care of on the front end before they break. This is very important. Mr. Steinbach stated previously maintenance cost have been a patch work from other line items and we need to break it out. Ridgewood Grove Sewer Decommission was addressed in Mr. Mills’ public works report and this is a priority. The Board will recall that we surplus the property. We have received an appraisal, and we understand the value. The desire after vetted it with several groups including the Ridgewood Grove HOA, is to sell the property to a private market participant looking for a home site. The property is anticipated to be incorporated back into the Ridgewood Grove subdivision as a conservation lot and subject to the subdivision covenants. The HOA president sent in his requests, and I am considering those which includes a buffer area along the north line of the drip field buffering from the existing residents. We anticipate platting the property that contains 9 acres, and the appraised value is north of $450,000.00. It is my intent to use these proceeds to pay a large part of the Greenbrier sewer extension that Mr. Mills just described. It is an enterprise fund asset. Speaking of the Greenbrier sewer extension, I did put a place holder in for phase 1 only. The City is not in the position to absorb and eat the entire cost of that based on current financial position in the sewer fund. It would have to be a multi-phased endeavor. This secures the engineering design, and the survey associated with that. I have already addressed the Utility Rate Study and the Forensic 4 Accounting. This is being split 50-50 between the water and sewer funds. That is an overview of the budget amendment number one for fiscal year 2025. As part of the second reading, we will dig further into this. Commissioner Townsend inquired the engineer and design cost is $62,000.00 so when you anticipate getting started on this, will it be in this budget? Mr. Steinbach stated he would like to have at least the engineering design done while we are working simultaneously to get the property sold. Commissioner Townsend inquired why the line item shows $250,000.00. Mr. Steinbach stated the phase 1 cost that Mr. Mills had preposed was $157,000.00 so I included that phase 1 because we could at least fund the phase 1 improvement, and I added a contingency on that. The design and the phase 1 construction are north of $215,000.00 or $220,000.00 so I bumped it up not knowing the final cost. Commissioner Townsend stated the expectation is that we might get started on the construction in this budget period. Mr. Steinbach stated possibly in the spring, but I don’t know how long the design will take. Action taken: Commissioner Townsend moved to approve Ordinance No. 399-24 on first reading, seconded by Commissioner Morris. The Motion received all affirmative votes. Agenda item 13. Any other unfinished/new business, questions or matters from the audience Harry Hartwig inquired on paving for Meadowlark subdivision, I believe it’s been twenty plus years ago. Mayor Coats stated the roads have been coded red, orange, yellow and green. I think all red and orange will be paved in the next cycle. I’m not sure what Meadowlark is but I am assuming Mr. Mills that it is orange or yellow? Mr. Mills stated I will check. Mayor Coats stated we are addressing the roads Mr. Hartwig stated there is one space on Yankee Road where the road is failing due to erosion and there is a large hole there. Mayor Coats stated we can do that. Mr. Mills made a note of the issue. Micheal Hartwig inquired on the Aneas Fiber timeline. Chief Bullock stated when did they do your neighborhood? Mr. Hartwig stated five or six weeks ago they ran the line. Chief Bullock stated if they did it five or six weeks ago, it is generally 30 to 60 days after they complete that buildout. Billy Meacham stated this is the new line they installed for Crown. Chief Bullock stated for Aneas, they just ran a line here a few weeks ago and they told him 30 to 60 days after completion of that phase, the service will be available for people to hook up to. Hwy 196 is live along with a couple of spurs off it are live. If you search for Aneas it will bring up, it gives you availability and a contact. Mr. Hartwig stated we have been issues with late trash pickups in Meadowlark. Sometimes our trash isn’t picked up until Monday. Mayor Coats asked him to call Public Works, and they will call Waste Connections. Mr. Meacham stated this was the first week that our garbage has been picked up before dark. Mr. Mills inquired they are picking up after dark? A resident stated yes. Mr. Hartwig stated in our last community club meeting, we did want to recognize the boom truck operators (Rico Beason and Greg Kizer). They have been doing an exceptional job. We have a letter here just thanking them and if the City is still considering Christmas Bonus for exceptional employees. Mr. Meacham stated they do an outstanding job. 5  Mr. Mills stated he receives compliments on those two guys all the time. Agenda item 14. 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 6:50 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date: ______________________ 6