Board of Mayor & Commissioners

MINUTES OF THE REGULAR SESSION OF THE PIPERTON BOARD OF MAYOR AND COMMISSIONERS December 17, 2024, 6:00 P.M. The Piperton Board of Mayor and Commissioners met in a regular session on December 17, 2024, at 6:00 p.m. at City Hall, with Board members: Mayor Henry Coats, Vice-Mayor Mike Binkley, Commissioner Russ Fletcher and Commissioner Joel Townsend. City Manager Steve Steinbach, Finance Director Maria George, Police Chief Jonathan Roney, Building Official Elizabeth Reed, Public Works Richard Mills, Public Works Asst Director Daniel Lovett, City Engineer Harvey Matheny and City Recorder Beverly Holloway were present. City Planner Brett Morgan and Fire Chief Reed Bullock were absent. Judge Mark McDaniel, Nick Pierotti, Elizabeth McCommon, Ronnie Gross, Deborah Joyner (Fayette Falcon). Vicki Hancock, Charlotte Johnson, John McCarty, David Bartlett, Ronnie Gross, Jim Gannaway, Paul Mortimer (57 Floors), Lt. Adam Hursh, 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 Russ Fletcher led in the opening Prayer and Vice-Mayor Mike Binkley led in the Pledge of Allegiance to the American led Flag. Agenda item 3. 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 the current item 8 (Piperton Hills, Phase 2 Development agreement) and adding in its place a new item 8, Consideration of Ordinance No. 401-24 amending the official zoning map-first reading for the 57 Floors PD-O, Vice-Mayor Binkley moved to adopt the agenda with the changes requested on item 8, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 4. Consideration of the Minutes of the Regular Session of November 19, 2024; Motion to adopt the Minutes of the Regular Session of November 19, 2024 Action taken: There were no changes to the Minutes of the Regular Session of November 19, 2024. Commissioner Fletcher moved to adopt the Minutes of the Regular Session of November 19, 2024, seconded by Commissioner Joel Townsend. 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 fifth month of fiscal year 2025, our property taxes are coming in and sales tax is slightly behind projected levels. Building permit income is up, sports betting is tracking well above projected levels as our zoning development fees. We are at our forecast for our revenues. Our balance for the various funds continues to be strong along with our cash positions and cash equivalents. Building Official Elizabeth Reed stated for November, we have 46 active new single- family dwellings and had issued 4 new single family dwelling permits. We issued 1 certificate of occupancy, 22 total permits, and our revenues for November were $6,335.22. There were 179 total inspections along with 24 code compliance contracts with the majority of that related to sign removal and mud in the street. Public Works Director Richard Mills stated TDEC/ARPA projects are moving forward slowly. I received paperwork from CDP for acquiring the needed easement for Piperton Farms. 1 I met with the homeowner yesterday and gave him the paperwork. I should hear from him before the end of the week. The Keough Road drainage repair has been completed. This is on the north side of Keough, east of Hwy 196 along where the TVA powerlines run. On December 3rd, we conducted a pump test at the wastewater treatment plant. This test pressurized the two 12-inch PVC lines going to the river. It was determined that the water being pumped through the lines was not reaching the Wolf River. We found that the two 12-inch pipes had floated out of the ground and were broken. We will have to look at rerouting that section of the pipe. I have reached out to TWRA to receive an easement to relocate the line. The sewer flow going to Rossville for November was 1,553,500 million gallons for 10/28 to 11/25/24 (28 days). That is an average of 55,482 gallons per day (69.35% of the allotted 80,000 gallons per day). There were 67 Tennessee 811 line locates for the month of November. There were 72 total work orders with 5 pending. There were 3 after hour call outs. Commissioner Townsend inquired how much flow will be added by the sewer project that we are adding to the subdivisions? Mr. Mills stated our engineer, Harvey Mathey, did a breakdown a week or so ago but I don’t remember that number at this time, but I can get that to you. Mr. Steinbach stated we are continuing to monitor that. Obviously once we breach those 80,000 gallons a day, the clock starts ticking which is why we prioritized getting our wastewater treatment facility in order. Mr. Matheny report is based on the number of committed lots. I will follow up with Mr. Mills on the higher number, but I suspect we are dealing with I and I into those lines somehow. Once we exceed that number, we have two years to wean ourselves off, so we are monitoring that. Fire Lt. Adam Hursh (filling in for Fire Chief Reed Bullock) stated during the month of November, we had 3 sprinkler permits. We responded to 24 total calls (17 in the city), 5 mutual aid calls in the county and 2 calls on Interstate 269. We are slightly behind with 357 total calls compared to last year at 380 calls. Police Chief Jonathan Roney stated in the month of November there were 53 dispatched calls, 4 incident reports, 0 arrest reports and 9 motor vehicle crashes. Officer Jackson graduated from crisis intervention class in Memphis. We interviewed two candidates for the position opening in January. The four flock cameras read 247,872 vehicles in one month. The seven car cameras read 19,312 licenses plates with 26 hits from them, but the majority was informational. City Engineer, Harvey Matheny stated the C-store on Hwy 57 is moving forward, they are almost completed with the public sewer improvements behind the facility which will ultimately serve other properties to the east as development continues. We have three residential subdivisions that are at various stages of approval and moving into construction phases (Piperton Hills Phase 2, Shaws Creek Phase 3 and Piperton Preserve Phase 7). Pyramex Phase 2 went before the Planning Commission last week for DRC/Final approval and are moving forward as well. Action taken: Vice-Mayor Binkley moved to approve all reports, seconded by Commissioner Townsend. The Motion received all affirmative votes. Agenda item 6. Appointment and swearing in of the new City Prosecutor Mr. Steinbach stated he is pleased to welcome to the City, Nicholas Pierotti. Mr. Pierotti is highly recommended to the City. Action taken: Vice-Mayor Binkley moved to approve the appointment of Nicholas Pierotti, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Mr. Pierotti thanked the Board, City Manager and Chief of Police for the opportunity to serve the City. Action taken: Judge Mark McDaniel welcomed Mr. Pierotti to the City family and administered the oath of office to City Prosecutor, Nick Pierotti. 2 Agenda item 7. Consideration of Resolution No. 24-305, accepting the resignation of Commissioner Bret Morris and declaring a vacancy on the Board of Commissioners Mr. Steinbach stated he received Commissioner Morris’ resignation via email correspondence which is in your packet. He has moved out of the City. The resolution also provides for an announcement of the vacancy for his seat per the charter. That position will be appointed by this Board under the City Manager-Commissioner charter form, there are 90 days to make that appointment. If that appointment is not made, then a special election would have to occur. Action taken: Commissioner Townsend moved to approve Resolution No. 24-305, seconded by Commissioner Fletcher. 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. New Agenda item 8. Consideration of Ordinance No. 401-24, amending the official zoning map of the City of Piperton by rezoning a total of 15.29 acres of property from R-C (Rural Conservation) to PD-O/B-2, M-1, (Planned Development Overlay/Minor Planned Commercial, Office, Light Manufacturing) Zoning known as the 57 Floors PD-O Mr. Matheny stated this item is for consideration of first reading. The applicant, Paul Mortimer, is present. The applicant is seeking to rezone a 15.29-acre parcel to the east of Mt. Zion’s property. This parcel is currently zoned R-C (Rural Conservation) and this would rezone to a PD-O (Planned Development Overlay) that would maintain the B-2, Office and M-1 use. Area 1, which is the smaller area on the Hwy 57 frontage would be office and planned commercial use. The larger area 2 in the back would be for those same uses a well along with M-1. This transitional zoning is to transition from a more intensive development to less intensive as you go to the east. That use does not specifically allow for purely industrial use but one of the items talked about at the Planning Commission intensively was how do we allow some of the industrial uses but still maintain the proper transitional zoning. So, the M-1 use has been proposed however that use was allowed with the provision that retail and wholesale sales are required for M-1 uses in that develop in that area. The other uses are listed on the use table in the ordinance. Also discussed at the Planning Commission was the fact that the Major Road Plan does have a minor collector going through this property from Mt. Zion going to the east. It goes past this property and curves down to Hwy 57. That provision has been added to the Master Development Plan. Mr. Steinbach stated there will be a detailed overview with maps prior to the consideration at second reading. Mayor Coats asked the applicant for an explanation of what you are building first. Paul Mortimer stated the plan is to position a 35,000 foot approximately in the back with a road up the center as shown with potential flex spaces on each side. We are a lumber and flooring distributor. We would have customers come in, load trucks for deliveries to customers and receiving products. There will be a resale showroom with offices and primarily the space will be a warehouse. We service building contractors and professionals in our industry and their customers at times, so we will have a nice showroom. We want to make an attractive building for the public, but our typical customer is a professional contractor. Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 401-24 on first reading, seconded by Commissioner Townsend. The Motion received all affirmative votes. Agenda item 9. Recess – hold Public Hearing concerning Ordinance No. 399-24, amending the Budget for FY 2024-2025, (First Amendment) for the City of Piperton 3  Action taken: Commissioner Townsend moved to recess the meeting to hold a public hearing, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Mr. Steinbach stated the proposed amendments consist of proposed amendments to our General Fund (Exhibit A), the Water Fund (Exhibit B) and the Sewer Fund (Exhibit C). Regarding the color coding: the salmon color indicates a change tha.t occurred after the first reading, the yellow indicates an item that was not approved as part of the initial budget. The budget amendments cover a variety of departments in our General Fund, beginning with the administration. We added a line for the Piper House Christmas decorations. We had a slight increase in the cost expenditure as I was notified by Public Works for extension cords at a couple of thousand dollars additional beyond what was projected. The 50-Year Incorporation Celebration and anniversary came in about $2,500 dollars under budget so that is essentially a wash. We had adjustments in our copy/plotter lease with Police due to moving machines around based on the allowances for the respective copy machines. Computer/software services show an increase for an additional email host for a couple of months. Adding a new line for moving expenses because it was budgeted in the previous year, and we didn’t receive the bill until the new fiscal year. The Piper House FFE (fixtures, flooring, furnishings) reflects an increase for additional desks and chairs that needed to be replaced. The Admin impact fee study (line 7), we received a price from the consultant, said no to the consultant and the consultant came back and said, how about for free. So, we got this study for free, paid for by the Tennessee State Dept. of Economic Community Development. This study will be a consequential study that will be used by other communities therein the sphere of influence of Blue Oval, basically we are going to be developing a model for equitable cost sharing between the city and the developers. We are liquidating that line expense, and the money will go back into the General Fund, and I asked that the Travel/Training Expense (existing line item) in Administration be increased because I will be taking the Certified Public Manager Course through MTAS. Moving to Building/Codes line item 9, Software Support increase related to the new permitting software. Moving to the Police Dept-line item 10, Security Cameras-adding a new line for Suite B and the work has been accomplished. Line 11-Wages-Overtime and Line 12-Enforcement Education reflects an increase in funds that come from the State and allocated to our officers. Line 13- Copier/Plotter was previously discussed in Administrative line 3. Line 14-Household and Janitorial Supplies reflects a nominal increase due to a change in service provider. Line 15- Body Cameras, reflects a cost increase from vendor. Line 16-Flock cameras increase due to onboarding cost. Line 17-Impound Lot Improvements, this was brought to my attention after first reading that the impound yard had come into disrepair, this is a new line for improvement cost. Line 18-Police Moving Expense, similar to Admin, the Police took over Admin’s previous facility that was budgeted last year and cost incurred this year. Line 19-Insurance-W/C & Liab, increases due to new hires and new vehicles. Moving to Fire, Line 20-Fire Vehicle Maintenance-new line item for unforeseen vehicle maintenance. Line 21-Medical Supplies, line 22 and line 23-Fire Grant Expense-these are 5% grant matches that we support. Moving to Public Works, Line 24-Wages and Line 25-FICA-reclassification of employee compensation by fund percentage (General, Enterprise). Line 26-Descretionary Christmas Bonus (new line item) That have been given out, additional expenses for the FICA and a desire to awards some of our public work employees with gift cards. Moving on to Exhibit B (Enterprise Fund – Water). The changes in the proposed amendments since the first reading is for a Skid Steer with attachments. This item came with a glass windshield, and it is advisable not to use glass when bushhogging thus the need for the plexi-glass windshield and that expense is being shared between water and sewer. The other items are as they were in the first reading. Line 5-the Utility Rate Study FY 2025 and then Line 7-Forensic Accounting-Utility Operations are new items. I have asked for the forensic accounting. We have a critical need to understand exactly how are tap fees figure into our revenue stream. Moving on to Exhibit C (Enterprise Fund – Sewer). Many of these expenses are shared again with the Water Fund. It just dawned on me 4 there is a consideration of the bid awarding for the Ridgewood Grove Decommission that has been added here and I wanted the Board to consider the amendment before considering that bid, but I am happy to report as Mr. Mills indicated in his department report that the bid came in considerably lower by about $15,000.00 lower than what we had estimated. So that is indicated in the salmon color for the Ridgewood Grove Decommissioning, and with this we will be removing the operations building and capping off the tanks. It is our hope, having had this property surplus, to go to market. After the sale, we hope to use those proceeds for the sewer expenses associated with Greenbrier. We just address the Skid Steer with attachments. The last item is the Wastewater Treatment Plant improvement & maintenance, we continue and provide for this line time every fiscal year since we took control of the WWTP. We don’t fund it every year. This year after seeing some of the sewer flow numbers to Rossville, we made a strategic decision to expedite our forensic analysis of the outfall lines that Mr. Mills explained to you. Without those lines functioning, we cannot operate the plant. We want to replace some of the lines that are broken and also to reroute. This money will be used for that. We paid for a survey, and we have the sewer easements staked all the way to the river. We know where we a going and a good idea of where we need to reroute. We are fortunate that we have personnel in the city that can operate the equipment that we anticipate renting so that we can clear the pathway back to the river and that is what that expenditure is for. That concludes my overview of the fiscal year 2025 budget amendment. There were no questions from the audience. Action Taken: Vice-Mayor Binkley moved to reconvene the meeting, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 10. Second Reading, Ordinance No. 399-24, amending the Budget for FY 2024- 2025, (First Amendment) for the City of Piperton Action taken: Vice-Mayor Binkley moved to approve Ordinance No. 399-24 on second reading, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 11. Consideration of Bids/Awarding Bid for the decommissioning of the Ridgewood Grove Sewer Treatment Facility Mr. Mills stated on December 5th, we opened bids for the decommissioning of the Ridgewood Grove Treatment facility. There were two bidders. D&E Construction bid $45,650.00 and ABES Contracting bid $69,000.00. It is my recommendation that we accept D&E Construction. Action taken: Commissioner Townsend moved to approve the bid from D&E Construction, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 12. Consideration of Resolution No. 24-306, extending moratorium on solar farms for an additional six months Mr. Steinbach stated in June of this year the Board adopted a moratorium on solar farm/solar farm developments to enable the city sufficient time to prepare an ordinance addressing those. I am not comfortable with the ordinance that the City Planner has provided to me, it is not a bad document, but it is not conclusive of items that I wanted to see in that ordinance. Therefore, I am asking the Board to extend the moratorium for an additional six months while we complete our work on that. Action taken: Commissioner Townsend moved to approve Resolution No. 24-306, seconded by Vice-Mayor Binkley. The Motion received all affirmative votes. Agenda item 13. Consideration of adopting the City of Piperton Parks and Recreation Master Plan as recommended by the Piperton Parks and Recreation Board Public Works Assistant Direct, Daniel Lovett stated last Tuesday the Parks and Recreation Board met to consider the Parks and Recreation Master Plan. They voted to 5 recommend it to the Board of Mayor and Commissioners to approve and adopt the Master Plan. The Master Plan is required for many State grants. Mayor Coats inquired if you met yesterday with one of the grant representatives. Mr. Lovett stated yes sir, I received information on one of the grants we will be pursuing. Vice-Mayor Binkley stated Mr. Lovett did an excellent job on the Master Plan. Commissioner Fletcher stated it was very nicely done. Commissioner Townsend requested if Mr. Lovett would go through it for our benefit. Mr. Lovett stated since we only have one park, the plans were simple, and it is basically to let the State know our economics work and our demographics are so as we build this park it will justify the need for grants. The need for a walking trail will help set us up for a grant. With this being the first park, they are happy to give us a grant to help with the process. They really want to do this. This is a cover all document, it is not too specific because we have one park that technically does not exist yet. Mayor Coats stated Vice-Mayor Binkley is the Chairman and there are two other members on that Board. Mr. Lovett is the liaison to that Board. Commissioner Townsend stated going forward this plan will be charter; it will be revised as we added additional parks. Mr. Lovett stated this is a living document. Action taken: Commissioner Fletcher moved to adopt the Piperton Parks and Recreation Master Plan, seconded by Commissioner Townsend. The Motion received all affirmative votes. Agenda item 14. Consideration of authorizing an intent to apply for a LPRF trails grant benefiting the Piper Park and accepting requisite grant match of 20% Mr. Lovett stated this grant will entail the rocking and paving of our trail. We definitely want to get the main loop which comes out to a half of a mile, but it could be more depending on how the funding works. It would include lighting and possibly trail head parking lot. This is just the intent and not actually applying for the grant. This grant requires an intent to apply two months before we applied, they will review and decide if they are willing to do this. If they are they are then we will bring it back to apply. I am working to get those documents ready so we can apply when we are ready. This part must be done by January 14th. Action taken: Commissioner Townsend moved to approve the intent to apply for a LPRF trails grant, seconded by Commissioner Fletcher. The Motion received all affirmative votes. This Motion received all affirmative votes. Agenda item 15. Consideration of Resolution No. 24-307, nomination and disposal of surplus property (Fire Department) Lt Hursh stated we are requesting to surplus the old recliners. There are five of them in the dayroom. They were purchased at least eight plus years ago for $1600.00. They are worn out and unusable. We are looking for permission to surplus them to be disposed of. Mayor Coats inquired if they are in the budget to be replaced. Lt. Hursh stated they were budgeted in this year’s budget and have been replaced as of yesterday. Action taken: Vice-Mayor Binkley moved to approve Resolution No. 24-307, seconded by Commissioner Fletcher. The Motion received all affirmative votes. Agenda item 16. Any other unfinished/new business, questions or matters from the audience There were no comments from the audience. Commissioner Townsend stated if you live in Greenbrier or anything east of Hwy 196 and have to use Keough road, the hill on the northeast corner of Keough and Hwy 196 is a problem for vision. Although the City keeps it mowed and cleaned up pretty good, there is still a 6 rise there. People have to pull up further to see if there is anyone coming. If some of the larger delivery trucks come through there and cut the corner and you are up, where you can see. You are almost going to get hit every time. I know Highway 196 is a state highway, but I am just wondering if there is any way to level out that hill? Mayor Coats inquired if Mr. Mills could check into that. Mr. Mills stated that he would reach out to TDOT and let you know. Mayor Coats stated we had a very successful open house for Christmas at the Piper House. It was decorated nicely, and I am so proud and humbled that we have a good facility. I want to wish everyone a Merry Christmas and a Happy New Year. Also, city offices will be closed December 24th and 25th this year. Agenda item 17. Adjournment Action taken: Vice-Mayor Binkley made a motion to adjourn the meeting, seconded by Commissioner Townsend. The Motion received all affirmative votes, and the meeting was adjourned at 6:53 p.m. Respectfully submitted, Beverly Holloway, City Recorder Approved: _________________________________date: ______________________ 7