Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING JANUARY 15, 2013 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 Attorney Jim Balthrop Alderman Ann Schneider Alderman Bruce Head Staff absent Board absent City Clerk Connie Watson Alderman Clay Sneed 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 Jeff Proctor with Thurman Campbell Group, PLC presented the annual audit for fiscal year 2012 to the Board. 1.3 Alderman Hubbard moved to approve the minutes of the regular meeting of the Board of Mayor and Aldermen held on December 18, 2012. The motion was seconded and approved unanimously. 2.0 Legislative 2.1 Alderman Hubbard moved for the approval of Ordinance 12-14 on 3rd and final 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 6-0 roll call vote. 2.2 Alderman Hubbard moved for the approval of Ordinance 13-01 on 1st reading, an ordinance rezoning the property located at 801 Memorial Boulevard from CC, Core Commercial to CG, Commercial General. The property is owned by Bruce Head. The motion was seconded.  George James, Director of Planning, briefed the Board on the proposal to rezone the property located at 801 Memorial Boulevard. Mr. James stated that the Community Development Department staff approached the property owner regarding rezoning the property. The change was not requested by Mr. Head. Mr. James stated that after researching the type of business and the location, it became apparent that the the current zoning of CC, Core Commercial was not appropriate for the property. Mr. James stated that CC, Core Commercial, is intended for the old downtown district, and does not have requirements for side yards or customer parking and allows buildings to extend from lot line to lot line. He stated that staff is recommending this property be rezoned to CG, Commercial General, from the current CC, Core Commercial, and that the Planning Commission has concurred. The motion was brought back and passed by 5-0-1 roll call vote. Ayes: Carneal, Hubbard, Schneider, Mason, Elli. Nayes: 0 Abstain: Head 2.3 Alderman Mason moved for the approval of Resolution 13-01, a resolution authorizing the issuance of not to exceed eleven million six hundred thousand dollars ($11,600,000) General Obligation Public Improvement Bonds of the City of Springfield, Tennessee. The motion was seconded. Alderman Ellis inquired about what the annual debt service amount would be on a twenty year (20) note for the amount of eleven million six hundred thousand dollars and how it would affect the water and sewer rates. Mr. Ashley McAnulty representing Stephens, Inc., which serves as Financial Advisor for the City, informed the Board that the annual debt service for the eleven million six hundred thousand dollar ($11,600,000) bond would be approximately seven hundred fifty thousand dollars ($750,000) assuming an estimated interest rate of 2.5% for a twenty (20) year note. The City Manager informed the Board to expect sewer rates to increase approximately 8% to 10% for this year. He advised that rates will need to be increased for at least a couple of years in a row. The motion was seconded and passed by 5-1 roll call vote. Ayes: Head, Hubbard, Schneider, Carneal, Mason Nayes: Ellis 2.4 Alderman Hubbard moved for the approval of Resolution 13-02, a resolution authorizing the issuance of not to exceed eleven million six hundred thousand dollars ($11,600,000) in aggregate principal amount of General Obligation Public Improvement Bonds, providing for the issuance, sale and payment of said bonds, establishing the terms thereof and the disposition of proceeds therefrom and providing for the levy of a tax for the payment of principal thereof, premium, if  any, and interest thereon. The motion was seconded and passed by 6-0 roll call vote. 2.5 Alderman Mason moved for the approval of Resolution 13-03, a resolution authorizing the City Attorney to collect a surety bond in the amount of eighty-five thousand seven hundred sixty-five dollars ($85,765.00) for Electrolux Corporation, unless a replacement bond in the amount of eighty-five thousand seven hundred sixty-five dollars ($85,765.00) is presented within twenty-four hours of the expiration date of February 28, 2013. The motion was seconded. The City Manager informed the Board that the surety bond is for the completion of a parking lot at Electrolux. 2.6 Alderman Hubbard moved for the approval of Resolution 13-04, a resolution changing the name of a small portion of Kelton Jackson Road lying between New Hope Lane and the south side of Parcel 12 Group A of Map 91E of the tax maps of Robertson County, Tennessee. The motion was seconded. George James, Director of Planning, informed the Board that this name change is pursuant to a request from the E911 Board and that the Planning Commission concurs with the proposal. This change will affect only two (2) addresses. The motion passed by 6-0 roll call vote. 2.7 Alderman Ellis moved for the approval of Resolution 13-05, a resolution declaring certain property surplus and authorizing the disposal of such property. The motion was seconded and passed by 6-0 roll call vote. The surplus property is from the General Government Buildings, Fire and Finance Departments. 2.8 Alderman Hubbard moved for the approval of Resolution 13-06, a resolution approving a proposal from the Tennessee Department of Transportation (TDOT) pertaining to the construction of a portion of State Route 65 (Highway 431 South) from Old Highway 431 to Walling Road. The motion was seconded. Allan Ellis, Director of Public Works, summarized the contract proposed by TDOT. Roger Lemasters also addressed the Board on the proposed contract with TDOT and the future relocation of the 20”waterline once this second phase of the expansion of Highway 431 is started. The motion passed by 6-0 roll call vote. 3.0 Administrative 3.1 Mr. Cordney Woodard, from the Robertson County YMCA presented a report to the Board on the Springfield Middle School After School Program. The City Manager informed the Board that the YMCA has submitted the first request for reimbursement of expenses incurred during November 5, 2013 through December 13, 2012 in the amount of four thousand five hundred eighty- one dollars and twenty-two cents ($4,581.22). This is the first payment of the twenty thousand dollars ($20,000) donation that the Board authorized. Mr. Nutting recommended authorization of the reimbursement request. Alderman Hubbard moved to authorize the payment to the Robertson County YMCA, in the amount of $4,581.22 for the Springfield Middle School After School Program. The motion was seconded and passed by 5-0-1 roll call vote. Ayes: Ellis, Head, Hubbard, Carneal, Mason Nayes: 0 Abstain: Schneider 3.2 Alderman Mason moved to approve the TVA wholesale fuel cost adjustment from the current amount of $0.02470 per kilowatt-hour to $0.02182 per kilowatt-hour effective February 1, 2013. The motion was seconded and passed by 6-0 roll call vote. This adjustment represents a decrease of 3.4 % in the wholesale electric rates resulting in a decrease of $3.00 to $4.00 on an average residential electric bill. 3.3 Alderman Hubbard moved to approve the retail gas rates of the Springfield Gas Department for the month of January as presented. The motion was seconded and passed by 6-0 roll call vote. The City Manager informed the Board that a discount schedule is included in their packets for approximately one third of the one million dollars ($1,000,000) they had authorized to pass through to certain classes of gas customer during the winter months. Mr. Nutting reminded the Board that nine hundred thousand dollars ($900,000) of the funds have been allotted for residential gas customers and one hundred thousand dollars ($100,000) for small commercial gas customers. January gas bills reflect the discounted rates. Mr. Nutting stated that depending on the weather, he anticipated the discounts to be paid out by March. 3.4 Alderman Hubbard moved for the reappointment of Ms. Wanda Mason to serve on the Planning Commission. The motion was seconded and passed by 6-0 roll call vote. 3.5 Alderman Hubbard moved for the appointments of Ms. MaryNell Mealer for Ward 4 and Mr. Mark Harris, for Ward 6, to serve on the Adult Entertainment Board. The motion was seconded and passed by 6-0 roll call vote. 3.6 Alderman Hubbard moved for the appointment of Mr. Randy Henderson to serve on the Springfield Housing Authority Board. The motion was seconded and passed by 6-0 roll call vote. 3.7 Alderman Hubbard moved to authorize a $1,500 credit to the business that is leasing the city owned warehouse at 200 9th Avenue East. The lessee, Doc Keys, has requested the credit, which is the equivalent of two months’ rent, to offset the expense of adding a restroom and performing electrical work required to make the building usable. The motion was seconded and passed by 5-1 roll call vote. Ayes: Ellis, Hubbard, Schneider, Carneal, Mason Nayes: Head 3.8 Alderman Mason moved for the approval of a Change Order request in the amount of $10,836.15 from the Springfield Gas Department for the James N. Bush Construction Company for the Highway 431 South gas extension project contract from Hwy 41S to Hwy 257. The motion was seconded and passed by 6-0 roll call vote. 3.9 Allan Ellis, Director of Public Works, briefed the Board about the necessity to authorize Carol Croft & Associate, to begin negotiations to purchase three (3) properties located on Queen Ann Court. The consulting company for the engineering project, Gresham, Smith & Partners, recommends the acquisition of these properties in order to prepare for the construction of drainage improvements to relieve the flooding problem in this area. Alderman Hubbard moved to approve authorizing Carol Croft & Associates to begin the negotiation process using the appraisals performed by their company to acquire the three (3) properties located at 2502, 2506, and 2508 Queen Ann Court. The motion was seconded and passed by 6-0 roll call vote. 3.10 Alderman Mason moved to approve Alderman Hubbard’s request to attend the NLC Congressional Cities Conference in Washington, D.C. from March 9 to March 13, 2013. The motion was seconded and passed by 5-0-1 roll call vote. Ayes: Mason, Ellis, Carneal, Head, Schneider Nayes: 0 Abstain: Hubbard 3.11 Alderman Schneider moved to authorize the execution of the proposed contract with Hastings Architects for the design of the new Water/Wastewater Department office facility located on Central Avenue. The motion was seconded. Roger Lemasters, Director of Water/Wastewater Utilities, briefed the Board on the condition of the facility and the extent of the work that will be required. He also informed them about two small changes that will be made to the contract before execution. The motion was passed by 6-0 roll call vote. 4.0 City Manager’s Report Mr. Nutting reported that on Saturday, January 5 a sinkhole developed in the backwash lagoon at the water treatment plant. City Engineer David Brewer has obtained the necessary state permits to repair the sinkhole and a geotechnical firm will be retained to design the repairs to the lagoon. The contractor has completed the construction of the 20-inch water transmission main along Highway 431 South. City staff, the design engineer and the contractor are developing a schedule to pressure test and disinfect the line, and to fill the new elevated water tank near Highway 257. The Police Department is offering free gun locks to gun owners. The locks are available in the lobby at City Hall. 5.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder