Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING NOVEMBER 20, 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 Alderman Ann Schneider City Clerk Connie W. Watson Alderman Bruce Head City Attorney Jim Balthrop Alderman Shane Shoemaker Board absent Vice Mayor Jerome Ellis 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: Ordinance 12-13, an ordinance amending the Springfield Municipal Code entitled “Business, Peddlers, Solicitors, Etc.” by amending Chapter 2 entitled “Peddlers, Etc.” 1.3 Alderman Hubbard moved to approve the minutes of the regular meeting of the Board of Mayor and Aldermen held on October 16, 2012 and the special meeting held on October 23, 2012. The motion was seconded and approved unanimously. 2.0 Legislative 2.1 Alderman Shoemaker moved for the approval of Ordinance 12-12 on 3rd and final reading, an ordinance establishing a new schedule of fees for the golf course and rescinding Ordinance 12-04 in its entirety. The motion was seconded and passed by 5-0 roll call vote. 2.2 Alderman Hubbard moved for the approval of Ordinance 12-13 on 2nd reading, an ordinance amending Ordinances 08-32 and 10-05, and Title 9 of the Springfield Municipal Code entitled “Business, Peddlers, Solicitors, Etc.” by amending Chapter 2 entitled “Peddlers, Etc.” by rescinding Sections 9-214, 9-215, 9-216, 9-  217, 9-218, 9-219, and 9-220 in their entirety and substituting and adding new Sections 9-214, 9-215, 9-216, 9-217, 9-218, 9-219, 9-220, and 9-221. The motion was seconded and passed by 5-0 roll call vote. 2.3 Alderman Hubbard moved for the approval of Ordinance 12-14 on 1st reading, an ordinance establishing a fee in the amount of four dollars ($4.00) to obtain Springfield Police Department traffic accident reports online through CARFAX. The motion was seconded and passed by 5-0 roll call vote. 2.4 Alderman Hubbard moved for the approval of Resolution 12-28, a resolution authorizing the distribution of longevity pay to all full-time employees of the City of Springfield. The motion was seconded and passed by 5-0 roll call vote. The City Manager informed the Board that the amount of the longevity pay for each employee is determined by their years of service. 2.5 Alderman Schneider moved for the approval of Resolution 12-29, a resolution to declare property as surplus and authorize the disposal of such property. The motion was seconded and passed by 5-0 roll call vote. 2.6 Alderman Hubbard moved for the approval of Resolution 12-30, a resolution authorizing the City Attorney to collect a Surety Bond in the amount of ninety- five thousand seven hundred sixty dollars ($95,760.00) for Robmont Subdivision for developer Bill Wyatt, unless a replacement bond in the amount of ninety-five thousand seven hundred sixty dollars ($95,760.00) is presented within twenty- four (24) hours of the expiration date of December 6, 2012. George James, Director of Planning, informed the Board that the Planning Commission did not meet last month so they have not reviewed the Surety Bond for Robmont Subdivision. He stated that staff did not anticipate any problems with this Surety Bond since this is a renewal of an existing bond and recommended the Board’s approval. The motion was brought back and passed by 5-0 roll call vote. 3.0 Administrative Alderman Willie Mason arrived late. 3.1 Alderman Shoemaker moved to approve the TVA wholesale fuel cost adjustment from the current amount of $0.02629 cents per kilowatt-hour to $0.02694 cents per kilowatt-hour effective December 1, 2012. The motion was seconded and passed by 6-0 roll call vote.  This adjustment represents an increase of 2.8 % in the wholesale electric rates resulting in an increase of $2.00 to $3.00 on an average residential electric bill. 3.2 Alderman Hubbard moved to approve the retail gas rates of the Springfield Gas Department for the month of November as presented. The motion was seconded and passed by 6-0 roll call vote. 3.3 Alderman Mason moved to approve the proposal from Hastings Architecture Associates, LLC, for design services for the renovation of the old Precision Products building located at 724 Central Avenue. The motion was seconded and passed by 5-1 roll call vote. Ayes: Carneal, Shoemaker, Mason, Schneider, Hubbard. Nayes: Head The contract is for the lump sum fee of $197,300. 3.4 Alderman Hubbard moved to make the following board appointments for four- year terms beginning December 1, 2012 and ending November 30, 2016.: Planning Commission Representing Mr. Andy Yant Ward 4 Mr. David Allen Ward 5 The motion was seconded and passed by 6-0 roll call vote. 3.5 Alderman Schneider moved to make the following board appointments for four- year terms beginning December 1, 2012 and ending November 30, 2016. Adult Entertainment Board Representing Dr. Tom Onstott Ward 5 Mr. Greg Bell At-Large The motion was seconded and passed by 6-0 roll call vote. 3.6 Alderman Mason moved to make the following board appointment: Indust. Dev. Board and Health Representing and Education Facilities Board Mr. Bruce Gregory At-Large The motion was seconded and passed by 6-0 roll call vote. Mr. Gregory will serve the remainder of the unexpired term of Mr. Jason Reynolds, which will expire on September 30, 2015. 3.7 The Board briefly discussed the status and performance of Springfield public schools. The Board members expressed concern and disappointment with the performance of the public schools serving Springfield students. No action was taken. 3.8 Assistant City Manager Gina Holt, addressed the Board on the proposed contract for the group health insurance plan for city employees. She stated that our current health plan provider, Blue Cross & Blue Shield, has agreed to renew our contract for another year with an increase of approximately 9%. The current plan is a fully insured plan with an individual deductible of $3,500 and $7,000 for family. Employees pick up the first $1,500 of the deductible and the City pays the remaining $2,000 through the HRA. Employees pick up the first $3,000 of the deductible for either employee plus one or family coverage and the City pays the remaining $4,000 through the HRA. In the proposed plan, the deductible will increase to $4,000 for employee and $8,000 for family. The employee will still pay the first $1,500 for single coverage or $3,000 for family and the City will pay the remaining $2,500 or $5,000 for family coverage through the HRA. Ms. Holt explained that there are no other changes to the health plan and the employees will still be responsible for co-pays, specialty visits, prescriptions, etc. The proposed plan will become effective January1, 2013. Alderman Hubbard moved to approve the proposed contract with Blue Cross & Blue Shield for group health insurance for city employees. The motion was seconded and passed by 6-0 roll call vote. 3.9 Alderman Hubbard moved for discussion about projects to be funded with the proposed General Obligation Bonds, Series 2013. The motion was seconded. The City Manager briefed the Board on possible projects to be funded with bond proceeds. After discussion, the Board agreed to defer from taking action on determining the projects to be funded with the General Obligation Bonds, Series 2013 until the December regular meeting. 3.10 Alderman Hubbard moved to approve leasing the City owned warehouse located at 200 9th Avenue East. The motion was seconded. Assistant City Manager, Gina Holt, informed the Board that she had been contacted by a business that is interested in leasing the warehouse. The business is currently located in Indiana but plans to relocate to Tennessee. She reminded them that the City recently received the building from Hail and Cotton as donated property. The longer term plan is to eventually demolish the warehouse to provide room to expand the Police Department. Ms. Holt stated that she had been  informed by the interested tenant that the majority of his business is conducted via the internet and that the business will have few “walk-in” customers. He plans to use the building mainly for the storage of architectural salvage materials and antiques. She stated that the tenant will be responsible for the interior and exterior maintenance and any work necessary to bring the building into compliance with codes. Ms. Holt outlined the proposed graduated rental payment agreement. The monthly rental for the first three (3) years will be graduated starting at $750.00 and lock in at $1,500.00 for the last three (3) years of the lease. The motion was brought back and passed by 6-0 roll call vote. 3.11 Alderman Hubbard moved for the approval to proceed with the construction of a portion of the Greenway project using remaining funds to be reallocated from previously approved projects. The motion was seconded. The City Manager briefed the Board on the written request submitted to the Tennessee Department of Transportation by Allan Ellis, Director of Public Works, for the reallocation of funds previously awarded to the City, but as yet unused. Mr. Ellis has requested that the funds be used to fund the construction of a portion of the Greenway along South Main Street between 9th Avenue and Central Avenue. The City has already secured right-of-way for the construction of the remainder of the Greenway project along South Main Street, Central Avenue, Richard Street and John Patterson Street to the Bransford Community Center. Mr. Nutting reminded the Board that it is going to be expensive to create a pedestrian crossing at the railroad track, due to the regulations that have to be met, but the City must overcome this hurdle if we expect to eventually complete the full project and extend it to the Bransford Community Center. The funds that the City is requesting to be reallocated include one hundred thousand dollars ($100,000) in federal HPP funding which require no local match. If this funding is not reinstated, it is scheduled to revert back to TDOT. The City is also requesting that remaining funds from the Springfield Central Business District Sidewalk Improvements – Phase 1 and 2 project in the amount of three hundred forty-seven thousand nine hundred ninety-six dollars and seventy cents ($347,996.70) be reallocated to the new proposed Greenway project. These funds will require that the City provide a twenty percent (20%) match. Mr. Nutting stated that staff is seeking Board authorization to proceed with the construction of a portion of the Greenway along South Main Street using the reallocated funds, if TDOT approves the request. The motion was brought back and passed by 6-0 roll call vote. 3.12 Alderman Hubbard moved to approve authorizing Gresham, Smith and Partners to proceed under their contract with Task Orders 1 and 2 to perform data  collection, reporting and construction design related to meeting the requirements for sewer system rehabilitation under the EPA Administrative Order on Consent. The motion was seconded and passed by 6-0 roll call vote. Task Order 1 has an anticipated cost of approximately $753,449. The work will cover the time period that will end on March 24, 2013 and is intended to produce documents that will comply with the AOC including the submittal of a Capacity Assessment Plan, an SSES Work Plan, an Information Management System Program, and a Sewer Overflow Response Plan. Additionally, Task Order 1 will begin the process of gathering information that will be used to develop plans and specifications for the construction in the three (3) sewer sub-basins. Task Order 2 has an anticipated cost of approximately $447,049. The work is intended to extend from March 24, 2013 to September 24, 2013. The work will include implementation of the work that is explained in the EPA submittals of March 24, 2013. Additionally; Gresham, Smith and Partners will be performing work that will result in getting construction started in the three (3) sub-basin. 3.13 Mr. Gene Beck, President of the Springfield High School Athletic Association, addressed the Board on the association’s request for monetary assistance for the construction of on-campus athletic fields and support facilities for all sports at the Springfield High School. No action was taken. 4.0 Consent Alderman Head moved to approve the consent portion of the agenda. The motion was seconded and passed by 6-0 roll call vote. 4.1 Springfield Electric Department request for approval to award the bid for a new Digger Derrick mounted truck to Tri-State International Trucks of Murray, Inc., in the total amount of $208,856.00. The total amount is net of a $6,500.00 credit for a trade-in. 4.2 Springfield Electric Department request for approval to award the bid for a 69-kV breaker to Alstrom Grid, Inc. in the amount of $39,890.00. The breaker is for the backup transmission line at the Russellville/Adairsville Substation. 4.3 Springfield Fire Department request for approval to award the bid for fire protective turnout gear to Municipal Emergency Services in the amount of $2,300.00 per suit ($1,470.00-coat and $830.00- pants). This agreement will be for one (1) year and include all alterations and embroidery. 4.4 Springfield Electric Department request for approval to award the lease agreement for flame resistant uniforms to Aramark Uniform Services in the amount of $6.90 per week per employee. 5.0. City Manager’s Report Mr. Nutting reported that the competitive sale date for the General Obligation Refunding and Public Improvement Bonds, Series 2012 will be Wednesday, December 5 at 9:30 a.m. The pre-closing signing date will be Friday, December 14 at 10:00 a.m., and the closing will take place on Tuesday, December 18 by 11:00 a.m. The City will be notified next week by Moody’s Investor’s Service about their determination of a bond rating for this issue. The contractor for the 20-inch water transmission main project has crossed Batson Boulevard with the transmission line and has crossed Highway 431 South with an 8-inch water main. The TDOT contractor is very close to completing the drainage repairs under Highway 431 South which will allow the two ends of the water transmission main to be connected at that location. This should allow the water transmission main contract to be completed by the end of the year. Since January 1, 2012; a total of fifty (50) unsafe structures have been removed, thirty-six (36) by property owners, twelve (12) by the Public Works Department and two (2) by City contractor. 6.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder