Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING AUGUST 21, 2012 Board present Staff present Mayor Billy Paul Carneal City Manager Paul John Nutting Alderman James Hubbard Asst. City Manager Regina Holt Alderman Willie Mason City Recorder Jane Shugart Murphy Vice Mayor Jerome Ellis City Clerk Connie W. Watson Alderman Ann Schneider City Attorney Jim Balthrop Alderman Bruce Head Alderman Shane Shoemaker 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 Hearings: 1. Ordinance 12-10, an ordinance amending Ordinance 05-19 and Title 17 of the Springfield Municipal Code entitled “Refuse” by rescinding Sections 17-113 and 17-114 and substituting new Sections 17-113 and 17-114. 2. Resolution 12-13 adopting a proposed Drought Management Plan for the City of Springfield water system. 1.3 Alderman Schneider moved to approve the minutes of the regular meeting of the Board of Mayor and Aldermen held on July 17, 2012 and the special meeting held on August 7, 2012. The motion was seconded and approved unanimously. 2.0 Legislative 2.1 Alderman Shoemaker moved for the approval of Ordinance 12-10 on 2nd reading. An ordinance amending Ordinance 05-19 and Title 17 of the Springfield Municipal Code entitled “Refuse” by rescinding Sections 17-113 and 17-114 in their entirety and substituting new Sections 17-113 and 17-114. The motion was seconded and passed by 7-0 roll call vote. 2.2 Alderman Schneider moved for the approval of Ordinance 12-11 on 1st reading. An ordinance amending the Fiscal Year 2012 Annual Budget for the City of  Springfield by amending certain General Fund and Utility Fund budgets. The motion was seconded. The City Manager briefed the Board on recommended line item amendments and transfers of funds between departments to balance the budget. The motion passed by 7-0 roll call vote. 2.3 Alderman Hubbard moved for the approval of Resolution 12-01, a resolution adopting a Drought Management Plan for the City of Springfield water system. The motion was seconded. The City Manager reminded the Board that the Tennessee Department of Environment and Conservation, Division of Water Supply has previously approved the Drought Management Plan attached to Resolution 12-01 as Exhibit A. The motion was brought back and passed by 7-0 roll call vote. 2.4 Alderman Hubbard moved for the approval of Resolution 12-14, a resolution rescinding Resolution 12-11 in its entirety and authorizing the appropriation of funds in the fiscal year 2013 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. The City Manager informed the Board that Resolution 12-11, which had been previously approved with an amount of $41,000 allocated to the Robertson County Chamber of Commerce, included $25,000 intended for “Realizing Robertson’s Future". Mr. Nutting stated that the $25,000 should have been allocated to the Robertson County Community Foundation instead. He stated that the new resolution reflects the proper allocation of funding to the Robertson County Community Foundation for the “Realizing Robertson’s Future” project. The amounts of $16,000 for the Robertson County Chamber of Commerce and $12,000 for the Robertson County Historical Society remain unchanged from last year. The motion was brought back and passed by 7-0 roll call vote. 2.5 Alderman Schneider moved for the approval of Resolution 12-15, a resolution declaring certain property surplus and authorizing the disposal of such property. The motion was seconded and passed by 7-0 roll call vote. The surplus property included radio equipment for all City departments, Fire Department uniforms, a Police Department portable generator and a Gas Department pickup truck. 2.6 Alderman Hubbard moved for the approval of Resolution 12-16, a resolution authorizing the City Attorney to collect on a Surety Bond guaranteed by Lexon Insurance Company for Legacy Subdivision, Section 5B, for Tony Dorris Builders and Developers, LLC unless a replacement bond in the amount of one hundred thirty-five thousand eighty dollars ($135,080) is presented twenty-four (24) hours prior to the expiration date of September 13, 2012. The motion was seconded. George James, Director of Planning, stated that it is the recommendation of the Planning Commission for the Board of Mayor and Aldermen to authorize a one (1) year extension for the Surety Bond for the Legacy Subdivision. The expiration date of the Bond would be September 13, 2013. The motion passed by 7-0 roll call vote. 3.0 Administrative The Mayor informed the Board that Robertson County Chamber of Commerce has submitted a parade application for a concert benefiting “Robertson County Reads” and an amendment to the agenda was in order. His recommendation is to place it as item 4 of 3.7. Alderman Hubbard moved for the amendment of the agenda by adding the parade permit request for a concert benefiting “Robertson County Reads” as item 4 to 3.7. The motion was seconded and passed by 7-0 roll call vote. 3.1 Alderman Shoemaker moved to approve the TVA wholesale fuel cost adjustment from the current amount of $0.02287 cents per kilowatt-hour to $0.02421 cents per kilowatt-hour effective September 1, 2012. The motion was seconded and passed by 7-0 roll call vote. This adjustment represents an increase of 1.6 % in the wholesale electric rates resulting in an increase of $1.00 to $2.00 on an average residential electric bill. 3.2 Alderman Schneider 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. 3.3 Alderman Hubbard moved to approve a request from the Springfield Electric Department to purchase three (3) steel poles from Tennessee Valley Authority (TVA) for the Adairville 69-kV transmission line. The motion was seconded. Robert Gardner, Director of Electric Utilities, informed the Board that there is only one other supplier, Stuart C. Irby Company, for the transmission line steel  poles they use. He stated that the bid from Stuart C. Irby for the total cost of the poles was $24,060.00, nearly $7,000 more than the cost to purchase directly from TVA ($17,367.40.) The motion passed by 7-0 roll call vote. 3.4 Acting Fire Chief Jimmy Hamill addressed the Board on the request to donate the surplus Fire Department uniforms (included in Resolution 12-15) to the nationwide Bereavement Uniform Program. He informed them that the program makes available a free Class A dress uniform for a firefighter burial to families who cannot afford to purchase one. The motion passed by 7-0 roll call vote. 3.5 Alderman Mason moved for the approval to authorize the execution of a bill of sale for the purchase of distribution lines that originate at the District substation on Josephine Street from Cumberland Electric Membership Corporation. The motion was seconded. Robert Gardner, Director of Electric Utilities, briefed the Board on the correspondence and negotiations with Cumberland Electric Membership Corporation (CEMC) for the acquisition of two distribution lines. He stated that during the construction of South Springfield Substation in 2008, Springfield Electric had converted the CEMC Pleasant View transmission line to a double- circuit, which has been beneficial to them. Due to that, they are willing to sell the two distribution lines at the District Substation for $1.00 rather than the original offer of $26,291.06. The motion passed by 7-0 roll call vote. 3.6 Mr. Thomas Walker addressed the Board on his appeal of the decision of the Construction Board of Adjustments and Appeals, ordering the removal of a sub- standard house located at 2011 Woodland Street that he owns. Codes Administrator Mark Fields presented the Board with a power point presentation illustrating the condition of the property at 2011 Woodland Street owned by Mr. Thomas Walker. Alderman Head moved to allow Mr. Walker six (6) months to make the necessary repairs needed to bring the house up to code standards, with the stipulation that a qualified licensed contractor be hired to make the necessary repairs. The motion was seconded and failed by 2-5 roll call vote. Ayes: Hubbard, Head. Nayes: Schneider, Carneal, Shoemaker, Ellis, Mason. 3.7 1. Alderman Ellis moved to approve a parade application from the  John Hunt Morgan Camp 270 S.C.V. to hold a “Dedication of Confederate Memorial” at the Courthouse on September 23, 2012. The memorial ceremony will start at 3:00 p.m. and end at 5:00 p.m. The motion passed by 7-0 roll call vote. 2. Alderman Mason moved to approve a parade application from the Robertson County Fair Association to hold the “Opening of 2012 Fair” parade on August 27, 2012, from 5:00 p.m. to 6:30 p.m. The parade will start on 10th Avenue East to Memorial Blvd and end at the Fair Grounds. The motion was seconded and passed by 7-0 roll call vote. 3. Alderman Ellis moved for the approval of a parade application from Springfield High School for their annual “Springfield High School Homecoming” parade on September 28, 2012 from 4:00 p.m. to 4:30 p.m. The parade will assemble and start on the corner of 10th Avenue and Main Street and proceed to 5th Avenue and end up at the Springfield Middle School. The motion was seconded and passed by 7-0 roll call vote. 4. Alderman Mason moved for the approval of a parade application from the Robertson County Chamber of Commerce for a concert benefiting Robertson County Reads. The event will take place on September 15, 2012 from 4:00 p.m. to 10:00 p.m. at the Courthouse Square. They are requesting to close off the west side of the Square. The motion was seconded and passed by 7-0 roll call vote. 3.8 Alderman Hubbard moved to approve a request from the Public Works Department for the extension of the contract with Sessions Paving Company for street repair and maintenance for an additional twelve (12) months. The motion was seconded and passed by 7-0 roll call vote. 3.9 Alderman Hubbard moved to approve the proposal from Gresham Smith and Partners for engineering services for the ongoing drainage problems at the sinkhole and detention pond serving the greater Queen Ann Court/Bill Jones Industrial Drive area. The motion was seconded. The City Manager informed the Board that the construction and acquisition of properties for this project would be funded with a bond issue. He stated that Carol Croft and Associates has been retained to provide appraisal services and that we are working to purchase the three (3) properties located at 2502, 2506, and 2508 Queen Ann Court. Mr. Nutting reminded the Board that in 2011 $57,000 had been borrowed to purchase the property located at 2506 Queen Ann Court and that this amount remains in General Fund reserves. He informed the Board that there is enough money available through the Storm Water Management budget to fund the engineering contract to get the project started. He stated the three properties on Queen Ann Court would be purchased when the  bonds are sold. He recommended for the Board to approve the proposal presented by Gresham Smith and Partners in the amount of $46,060. The motion to approve the proposal from Gresham Smith & Partners for engineering services passed by 5-2 roll call vote. Ayes: Schneider, Carneal, Hubbard, Ellis, Mason. Nayes: Hubbard, Shoemaker. 3.10 City Attorney Jim Balthrop presented each Board member an outline of a proposed lease agreement for the Bransford Community Center. No action was taken. 3.11 Ms. Kathy Raglin, Executive Director of the Robertson County FamilyYMCA, addressed the Board on the request for $20,000 to help fund their “After School Program,” for Springfield Middle School students. The Board deferred from taking any action on the request until more information is available on how the funds will be used. 3.12 Alderman Hubbard moved for the approval of the request from the Gorham- Macbane Public Library for additional funding in the amount of $2,166. The funding will provide a 2.5% cost of living increase for library employees. The City Manager stated the donated funds would be taken from budget savings or from reserves. The motion passed by 7-0 roll call vote. 4.0 Consent Alderman Hubbard moved for the approval of consent item 4.1, 4.2, and 4.3. The motion was seconded and passed by 6-0-1 roll call vote. Ayes: Hubbard, Schneider, Carneal, Shoemaker, Head, Mason. Nayes: 0 Abstain: Ellis 4.1 Gas Department request for the approval to purchase three (3) Ford extended cab pickup trucks for the total amount of $57,585.00 on state contract with TT of F Murfreesboro Inc. 4.2 Parks and Recreation Department request for the approval to purchase one (1) pickup truck for an amount of $19,195.00 on state contract with TT of F Murfreesboro, Inc. 4.3 Acquisition of an easement from the E. B. Ellis family for the Highway 41 South sewer extension project in the amount of $6,600. 5.0. City Manager’s Report Mr. Nutting announced that Lieutenant Jeff White will be retiring from the Springfield Police Department effective September 4 after thirty-two (32) years of service to accept the position of Chief of Police for the City of Ridgetop beginning September 5. He congratulated Lieutenant White on his appointment and expressed his appreciation for his outstanding service and dedication to the Police Department and the citizens of Springfield. Mr. Nutting distributed a copy of a proposed resolution to amend the City Charter as it pertains to the election date of the Vice-Mayor to be consistent with the new general election date. The proposed resolution will be placed on the agenda for possible action at a meeting date closer to January 2013 when the Tennessee General Assembly will next convene. Mr. Nutting distributed spreadsheets illustrating the E-911 Dispatch budget for fiscal year 2013 and how costs are allocated among Springfield, Robertson County and White House, and the actual county-wide calls for service by agency for fiscal year 2012. Mr. Nutting requested the Board to call a special meeting before the September 18 regular meeting to take action on the ordinance amending the annual budget for the fiscal year ending June 30, 2012, in order to assist the auditing firm in completing the annual audit in a timely manner. The Board agreed by consensus to schedule a special meeting for September 4 at 11:30 a.m. 6.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder