Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING MARCH 19, 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 Bruce Head City Clerk Connie Watson Alderman Clay Sneed Board absent Alderman Ann Schneider 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 13-02, ordinance establishing a permit fee schedule for mechanical work and rescinding Ordinance 09-04 in its entirety. 2. Ordinance 13-03, ordinance amending the City of Springfield conditions of Service Manual by amending the section entitled “Gas” by rescinding certain policies in their entirety and substituting new policies. 1.3 Alderman Hubbard moved to approve the minutes of the regular meeting of the Board of Mayor and Aldermen held on February 19, 2013 and the special meeting held on March 5, 2013. The motion was seconded and approved unanimously. 2.0 Legislative 2.1 Alderman Hubbard moved for the approval of Ordinance 13-02 on 2nd reading, an ordinance establishing a permit fee schedule for mechanical work and rescinding  Ordinance 09-04 in its entirety. The motion was brought back and passed by 6-0 roll call vote. 2.2 Alderman Mason moved for the approval of Ordinance 13-03 on 2nd reading, an ordinance amending the City of Springfield Conditions of Service Manual by amending the section entitled “Gas” by rescinding certain policies in their entirety and substituting new policies. The motion was seconded and passed by 6-0 roll call vote. 2.3 Alderman Hubbard moved for the approval of Ordinance 13-04 on 1st reading, an ordinance rezoning a 3.5 acre tract at the corner of Childress Street and Central Avenue from R-7, Residential, to MH 2, Mobile Home Park at the request of Mr. Wayne Briley the owner. The motion was seconded. Mr. Nutting, the City Manager, informed the Board that the rezoning and the creation of a mobile home park would accommodate the relocation of the three (3) mobile homes on Richard Street and three (3) mobile homes on Central Avenue that are improperly located within the current zoning district. Mr. Nutting stated that once the three (3) mobile homes on Central Avenue are removed, the vacant lots would become green space for the mobile home park. He also stated that creating a formal mobile home park within the proposed MH-2 district would allow the owner to replace depreciated mobile homes with mobile homes that are five (5) years old or newer, greatly improving the appearance of the neighborhood and making it possible for new houses to be constructed on the vacant lots on Richard Street at some time in the future. The motion was brought back and passed by 6-0 roll call vote. 2.4 Alderman Mason moved for the approval of Ordinance 13-05 on 1st reading. An ordinance amending Title 8 of the Springfield Municipal Code by amending Chapter 2 entitled “Beer” by rescinding Section 8-211 entitled “On-Premise,” in its entirety and substituting a new Section 8-211 entitled “On-Premise.” The motion was seconded. A Report to the Springfield Board of Mayor and Aldermen about the “Town Hall Meeting” hosted by the Robertson County Chamber of Commerce, on February 28, 2013, was handed out to each Board member. Mr. Nutting stated that the purpose of the meeting was to discuss how the downtown area could be revitalized; the distance requirement for beer sales was just one of many topics discussed that night. The minimum distance requirement for beer sales can be changed by ordinance, if the Board so desires. Mr. Nutting informed the Board that the Community Development Department has measured the distance of all the churches in the old downtown area around The Square and those results were also given to them for reference.  Mr. Nutting informed the Board that a draft of an ordinance eliminating the distance requirement for beer sales by eating establishments located in close proximity to The Square was presented to both the Planning Commission and the Beer Board for their information and comment. Neither body was requested or required to formally take action with regard to the proposal ordinance. The bodies did not endorse or express opposition to the proposed ordinance. After discussion, the motion failed by 3-3 roll call vote. Ayes: Carneal, Mason, Hubbard. Nayes: Head, Sneed, Ellis. 3.0 Administrative 3.1 Alderman Hubbard moved to approve the TVA wholesale fuel cost adjustment from the current amount of $0.02047 per kilowatt-hour to $0.02230 per kilowatt- hour effective April 1, 2013. The motion was seconded and passed by 6-0 roll call vote. This adjustment represents an increase of 0.12 % in the wholesale electric rates resulting in an increase of $0.10 to $0.40 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 March as presented. The motion was seconded and passed by 6-0 roll call vote. 3.3 Alderman Hubbard moved to approve a permit application submitted by Covenant Confirmers Ministries, Inc. to hold a parade on June 1, 2013 from 10:30 a.m. to 1:00 p.m. The parade will assemble at 300 10th Ave East (church parking lot) and proceed to Memorial Blvd., towards 41 North, out of the city limits and return at 1:00 p.m. The motion was seconded and passed by 6-0 roll call vote. 3.4 Alderman Hubbard moved for approval to authorize the proposed Task Order 3A to be performed as part of Gresham, Smith, and Partners engineering contract with regard to the City complying with the EPA Administrative Order on Consent (AOC). The motion was seconded. Roger Lemasters, Director of Water/Wastewater Utilities, addressed the Board in regard to the Task Order 3A, to continue the sewer system assessment program with regard to the areas around the three (3) constructed overflow points. His recommendation is for the Board to authorize Gresham, Smith, and Partners to proceed with Task Order 3A as part of the contract for engineering work for the City’s wastewater collection system and compliance with the EPA Administrative Order on Consent in the amount of $629,759.00.  The motion was brought back and passed by 6-0 roll call vote. 3.5 Alderman Hubbard moved to discuss the purchase of property owned by Mr. Rusty Fox within which part of The Legacy golf course is located. The motion was seconded. Mr. Nutting, the City Manager, explained that approximately 12,977 square feet of Mr. Fox’s property sits within the golf course. The property is located just above the 16th green and includes a small portion of the berm surrounding the green, part of the cart path, and a small well drilled to provide additional water to the adjacent irrigation pond. Mr. Nutting recommended purchasing the land from Mr. Fox at a fair price and compensating him fully for any legal and survey costs he has had to incur to demonstrate his ownership. He also recommended granting Mr. Fox some courtesies with regard to the use of the golf course. Mr. Nutting said that Mr. Fox is requesting access to the sewer main on his property as part of the resolution of this issue. The City Manager stated that there would be no problem in Mr. Fox having access to the sewer at the requested location. He stated that the land ownership issue is strictly a golf course issue and has nothing to do with wastewater utilities. Wastewater utility funds should not be used to help settle a land ownership issue that is a General Fund expense. Mr. Nutting presented a preliminary estimate of the cost to run a sanitary sewer line under the creek to connect to an existing manhole. The preliminary estimate in the amount of $11,136.00 includes only costs for labor, equipment and materials, and does not include permitting or other costs that may necessary. Mr. Rusty Fox addressed the Board about the conditions under which he would be willing to sell the property. He stated that he is willing to sell the property for $5,000.00; with the understanding that he will have access to the sewer system for his surrounding 24 acres of property, will be compensated for any expenses that he has had to incur to prove ownership of his property, and is relinquished of any cost associated with the transfer of ownership. Alderman Ellis moved to approve the purchase of the property from Mr. Fox in the amount of $5,000.00, grant him the necessary easement or right-of-way necessary to connect to the sewer system at the desired location, and reimburse him for any expenses that he has incurred to prove ownership. The motion was seconded and passed by 6-0 roll call vote. 3.6 Alderman Hubbard moved for approval to provide assistance in the construction of athletic facilities at Springfield High School. The motion was seconded. Mr. Nutting recommended that the City of Springfield construct improvements or purchase capital outlay items for the facilities under City contract or purchase order, and that no City funds for the projects be donated directly to Robertson County Schools or the Springfield High School Athletic Association. He  recommended that the school district and the athletic association be consulted about project specifications and schedules before bids or quotes are received and awarded. There will also be a need for Robertson County Schools to accept the improvements for the operation and maintenance of the facilities once they have been constructed or installed. Mr. Nutting presented the proposed expenditures for improvements to the baseball and softball fields to be funded in the amount of $125,000 using bond proceeds. The expenditures include the playing surface, sprinkler system, fencing, and backstop poles and netting for the softball field, scoreboards for the baseball and softball fields, and pipe and materials for the extension of water and sewer mains. He also presented a letter from Dr. Justin Grimes, Principal of Springfield High School, stating that the improvements will be accepted by the School Board. The motion was brought back and passed by 6-0 roll call vote. 4.0 Consent Alderman Hubbard moved to approve the consent portion of the agenda. The motion was seconded and passed by 6-0 roll call vote. 4.1 Finance Department request for approval to award a three-year lease agreement for uniforms for the following departments: General Fund (all), Water/ Wastewater, and Public Works to Cintas as follows: Bid summary: Work Uniforms (11 sets-pants & shirts) $3.38 per employee /per week Oxford Shirts/Khaki Pants (11 sets-pants & shirts) $4.95 per employee/per week 4.2 Springfield Electric Department request for approval to award the bid for two (2) gang-operated Switchgear Assemblies to Cleveland Price, Inc. in the amount of $11,672.00. 4.3 Finance Department request for approval to purchase a utility truck for customer service from TT of F Murfreesboro in the amount of $17,757.00 under State Contract. 4.4 Public Works Department request for approval to award the bid for repair and maintenance of utility street cuts to BAC Paving in the amount of $177,150.00. 5.0 City Manager’s Report Mr. Nutting reported that bids on the General Obligation Bonds, Series 2013 in the amount of $11,500,224.25 were received and awarded on Tuesday, March 12. The closing documents were signed on Friday, March 15 and the funds were wired for closing today. The bonds were sold at an interest rate of 2.86% and carry a rating of “A1” from Moody’s Investors Service. A city-wide codes enforcement survey was conducted on Wednesday, March 13 beginning at 5:30 a.m. using ten (10) two (2) person teams that each drove through a designated section of the city to look for obvious code violations such as overcrowding, heavy trash and litter, cars parked in front yards, and indoor furniture located outside. Notices were left in the front doors of residences or on vehicles. The information was turned in to the Community Development Department for follow-up. A total of eighty-four (84) addresses were identified as having possible violations. A total of eleven (11) unsafe structures have been removed since January 1. Seven (7) have been removed by the property owners and four (4) have been removed by the Public Works Department. Water is slowly being added to the new elevated storage tank on Highway 431 South. 6.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder