Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING JULY 19, 2011 Board present Staff present Mayor Billy Paul Carneal City Manager Paul John Nutting Vice-Mayor Bruce Head Asst. City Manager Regina Holt Alderman Willie Mason City Recorder Jane Shugart Murphy Alderman Jerome Ellis City Attorney Jim Balthrop Alderman Ann Schneider Alderman Shane Shoemaker Staff absent Alderman James Hubbard City Clerk Connie W. Watson 1.1 Mayor Billy Paul Carneal called to order the regular meeting of the Board of Mayor and Aldermen at 7:30 p.m. The meeting opened with the pledge of allegiance to the American flag. 1.2 Public Hearing: 1. Ordinance 11-05, an ordinance amending the City of Springfield annual budget for fiscal year 2011. 2. Justice Assistance Grant application for the Springfield Police Department. 1.3 Alderman Hubbard moved to approve the minutes of the regular meeting of the Board of Mayor and Aldermen held on June 21, 2011 and special meetings of June 16 and June 28, 2011. The motion was seconded and approved unanimously. 2.0 Legislative 2.1 Alderman Mason moved for the approval of Ordinance 11-05 on 2nd reading, an ordinance amending the Fiscal Year 2011 Annual Budget for the City of Springfield by amending expenditures and revenues within the General Fund and Utility Fund budgets.  The City Manager briefed the Board on recommended line item amendments and transfers of funds between departments to balance the budget for audit. Mr. Nutting recommended that the Board approve the ordinance on second reading with the suggested amendments as presented. The motion to approve Ordinance 11-05 was brought back and passed by 7-0 roll call vote. 2.2 Alderman Hubbard moved for the approval of Ordinance 11-09 on 1st reading, an ordinance amending Ordinance 97-26 and 05-24 and Title 3, Chapter 1 of the Springfield Municipal Code by Amending Section 3-113 entitled “Court Costs.” The City Manager informed the Board that by increasing court costs from fifty- five dollars ($55.00) to seventy dollars ($70.00) for each litigated case, the City would recover court revenue taken by the State to help fund forensic services provided by the Tennessee Bureau of Investigation. Mr. Nutting also stated that the City Judge has the authority to waive court costs, in whole or in part, at his discretion. The motion to approve Ordinance 11-09 was brought back and passed by 7-0 roll call vote. 2.3 Alderman Schneider moved for discussion of Resolution 11-15, a resolution to amend the E-911 Consolidated Emergency Communication Center Agreement. The motion was seconded and passed by 7-0 roll call vote. The City Manager passed out the revised copy of the agreement. He stated that the resolution allows the City of White House to become a party to the E-911 Consolidated Emergency Communication Center Agreement and makes the White House Police Chief a member of the User Group. The motion to approve Resolution 11-15 was brought back and passed by 7-0 roll call vote. 2.4 Alderman Shoemaker moved for the approval of Resolution 11-14, a resolution to authorize the transfer of City of White House dispatch employees to the City of Springfield. The motion was seconded and passed by 7-0 roll call vote. 2.5 Alderman Hubbard moved for the approval of Resolution 11-17, a resolution to authorize the appropriation of funds in the fiscal year 2012 annual budget for the financial aid of nonprofit charitable and nonprofit civic organizations in accordance with Section 6-54-111, Tennessee Code Annotated. The motion was seconded and passed by 7-0 roll call vote. 2.6 Alderman Ellis moved for the approval of Resolution 11-18, a resolution appointing Tony Felts, Director of Parks and Recreation, to the Business Conduct and Ethics Committee. The motion was seconded and passed by 7-0 roll call vote. 3.0 Administrative 3.1 Alderman Mason moved to approve the TVA wholesale fuel cost adjustment beginning August 1, 2011 from the current amount of $0.02686 per kilowatt-hour to $0.02741 per kilowatt-hour effective August 1, 2011. The motion was seconded and passed by 7-0 roll call vote. This adjustment represents an increase of approximately 0.7% in wholesale electric rates. The net result will be an increase of approximately $0.50 to $1.00 on an average residential electric bill, depending on the usage. 3.2 Alderman Hubbard moved to approve the retail gas rates of the Springfield Gas Department for the month of July as presented. The motion was seconded and passed by 7-0 roll call vote. This adjustment represents an average decrease of 2.3% in the monthly gas rates. 3.3 Alderman Hubbard moved to approve amending the City Charter to change the appointment date of the Vice Mayor. The motion was seconded. The City Manager informed the Board that due to the recent amendment of the City Charter changing the general city election date from June to November, the term of the Vice-Mayor is no longer consistent with the City’s general election cycle. He recommended that an amendment be made to the City Charter to have the term of the Vice Mayor begin the month following the general City election. The motion to approve amending the City Charter was brought back and passed by 7-0 roll call vote. 3.4 Alderman Mason moved to nominate Alderman Hubbard to serve as the new Vice Mayor. Alderman Head moved to nominate Alderman Ellis to serve as the new Vice Mayor. Alderman Ellis was appointed as Vice Mayor by 4-1 vote. The term for the new Vice Mayor will begin immediately and end December 2012, if the proposed amendment to the Private Act Charter is approved by the state legislature. 3.5 Alderman Hubbard moved to approve a proposed agreement with Neel-Schaffer, Inc. to perform a study to develop storm water management fees for a cost not to exceed sixty thousand dollars ($60,000). The motion was seconded. Mr. Nutting informed the Board that Neel-Schaffer is the City’s storm water management consultant and is well qualified to perform the work. He stated that most of the information for the study will be derived from existing maps. Each parcel within the City will be measured to determine the amount of impervious surface that generates storm water runoff from the property. A standard equivalent residential unit fee will be established and fees for individual commercial and industrial properties will be determined based upon how many standard equivalent residential units of impervious surface they have. Mr. Nutting stated that the storm water management fees must be established by ordinance. He reminded the Board that during budget review it was determined the study would be initially paid for with General Fund revenue. The Storm Water Management Fund will reimburse the General Fund for the cost of the study once the collection of the new fees begins. The motion to approve the agreement with Neel-Schaffer, Inc. was brought back and passed by 7-0 roll call vote. 3.6 Alderman Hubbard moved to approve offers to eight (8) property owners for the acquisition of easements for the construction of the Highway 431 South, Phase IIB water transmission main project. The motion was seconded. Mr. Nutting updated the Board on the status of the project redesign. He stated that he has asked for and has received written confirmation from the Tennessee Department of Transportation that the new route of the water line will not conflict with plans for the future widening of Highway 431 South. TDOT stated that there are a few minor issues to resolve but the new route for the water main, as designed, will not conflict with the design plans for the future widening of the highway. Mr. Nutting stated that most of the easement acquisition costs will have to be paid to Robertson County, but it is hoped that the Robertson County Commission will donate the easement. The offer amount for the eight (8) easements totals $12,835. The motion to approve the offers to the eight (8) property owners passed by 7-0 roll call vote. 3.7 Mayor Carneal reported on the status of the meeting of the Robertson County Board of Education concerning issues and concerns pertaining to the levels of academic achievement and diversity of Springfield schools. He stated that although several proposals were presented at the meeting, no action was taken.  Alderman Hubbard addressed the Board expressing his frustration and concern over problems facing Springfield schools. He stated that a lack of economic and racial diversity among the other county schools located outside the city of Springfield is the root of the problem. He presented several proposals he felt that the Board should consider in motivating the Board of Education to develop options to resolve the problems. Mayor Carneal requested that each member of the Board express their opinions and concerns with regard to the status of Springfield schools. Alderman Head moved to authorize the City Attorney to research legal options the Board could exercise in seeking to resolve the problems facing Springfield schools. The motion was seconded. During discussion of the motion, Mr. Nutting expressed his concerns about the school situation and offered an observation with regard to the lack of proportionate representation and voting strength the residents of Springfield have with regard to districting for the Robertson County Commission and the Robertson County Board of Education. He stated that a portion of the city of Springfield is included in five (5) of the twelve (12) county commission voting districts and in four (4) of the six (6) Board of Education voting districts. Mr. Nutting suggested that the City of Springfield should demand that the city should be fully and exclusively included within three (3) county commission districts and that the city should be fully and exclusively represented by one (1) board of education district and half of another. He further stated that Springfield represents one quarter of the county’s population and more than one quarter of the county tax base, and its representation on the Robertson County Commission and the Robertson County Board of Education should be weighted accordingly. Mr. Nutting reminded the Board that voting districts are now in the process of being redrawn due to the 2010 census. His conclusion was that the lack of fair representation of the City of Springfield in voting districts is a contributing factor to the lack of concern about Springfield schools compared with the other schools within the county. The motion to authorize the City Attorney to research legal options the Board could exercise in seeking to resolve the problems facing Springfield schools passed by 7-0 roll call vote. 3.8 Alderman Hubbard moved to approve the following parade applications: 1. Robertson County Fair Association request to hold its annual “Opening of the Fair” parade on August 29, 2011, from 5:00 p.m. to 6:30 p.m. The parade will assemble at Southside Drugs parking lot. The parade will start from 10th Avenue parking lot to the fairgrounds (northbound).  2. Robertson County Chamber of Commerce request to hold a “Pep Rally” on the Square, August 12, 2011, from 3:00 p.m. to 9:00 p.m. The pep rally will be on the west court and 6th Avenue. 3. Greater Faith Community Action Corporation request to hold “Drug Awareness Day” on August 27, 2011, from 10:00 a.m. to 2:00 p.m. on the Courthouse Square. 4. The Life Center of Robertson County request to hold “Cruise-In & Sock Hop” on August 13, 2011, from 5:00 p.m. to 10:00 p.m. on Locust St. between 5th and 7th Ave. The motion was seconded and passed by 7-0 roll call vote. 3.9 Alderman Hubbard moved to approve a request by the Gas Department to approve Change Order Number 2 to the contract with Team Construction, LLC in the amount of $19,847 for additional costs related to the railroad bore at Matthews Road. The motion was seconded and passed by 7-0 roll call vote. 3.10 The City Manager and City Engineer updated the Board with regard to additional expenditures required and previously approved by the Board and the Robertson County Commission’s Building and Ground Committee for the construction of the Highland Crest – College Campus. No action was taken. Mayor Carneal extended his appreciation to David Brewer for his good work representing both the City of Springfield and Robertson County as project manager for the design and construction of the Highland Crest – College Campus. 4.0 Consent 4.1 Alderman Hubbard moved to approve a request by the Gas Department to award the bids for its annual materials supply contracts to various vendors as recommended. The motion was seconded and passed by 7-0 roll call vote. Alderman Hubbard moved to amend the agenda by adding an item 4.2 to discuss and possibly take action on the emergency award of a written quote to install the electrical connection of the D-STATCOM Smart Capacitor Bank at the water treatment plant. The motion was seconded and passed by 7-0 roll call vote. 4.2 Alderman Hubbard moved to approve the emergency award of a written quote to install the electrical connection of the D-STATCOM Smart Capacitor Bank at the water treatment plant to Southeast Electric, Inc. in the amount of $51,185. The motion was seconded and passed by 7-0 roll call vote. 5.0 City Manager’s Report Mr. Nutting distributed information from the Tennessee Municipal Bond Fund regarding the variable rate and fixed rate loan programs. The staff is evaluating options for the financing of long-term debt for the construction of gas system capital improvements in the amount of $1,648,000 beginning in the current fiscal year. 6.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder