Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING APRIL 16, 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 City Clerk Connie Watson Alderman Bruce Head 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 Public Hearing: Ordinance 13-04 , 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 owner, Mr. Wayne Briley. 1.3 Alderman Mason moved to approve the minutes of the regular meeting of the Board of Mayor and Aldermen held on March 19, 2013. The motion was seconded and approved unanimously. 2.0 Legislative 2.1 Alderman Hubbard moved for the approval of Ordinance 13-02 on 3rd and final reading, an ordinance establishing a permit fee schedule for mechanical work and rescinding Ordinance 09-04 in its entirety. The motion was seconded and passed by 7-0 roll call vote. 2.2 Alderman Hubbard moved for the approval of Ordinance 13-03 on 3rd and final 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 7-0 roll call vote. 2.3 Alderman Schneider moved for the approval of Ordinance 13-04 on 2nd 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 and passed by 7-0 roll call vote. 2.4 Alderman Hubbard moved for the approval of Ordinance 13-06 on 1st reading, an ordinance amending Title 8 of the Springfield Municipal Code by amending Chapter 2 entitled “Beer” by rescinding Section 8-211 in its entirety and substituting a new Section 8-211. The motion was seconded. After lengthy discussion, Alderman Sneed moved to amend the proposed ordinance by removing the paragraph establishing an overlay district for on- premise beer sales near and around The Square, and changing the minimum distance requirement for on-premise beer sales from 300 feet to 250 feet. The motion to amend the ordinance was passed by a 4-3 roll call vote. The motion to approve Ordinance 13-06, as amended, was passed by a 5-2 roll call vote. Ayes: Head, Sneed, Schneider, Ellis, Hubbard Nayes: Carneal, Mason 2.5 Alderman Hubbard moved for the approval of Ordinance 13-07 on 1st reading, an ordinance establishing the schedule of fees for city cemeteries by rescinding Ordinance 09-14 in its entirety and substituting a new schedule of fees. The motion was seconded. Alderman Sneed moved to amend the ordinance by increasing lot fees at the Elmwood Cemetery to eight hundred dollars ($800.00) and Odd Fellows Cemetery to five hundred dollars ($500.00). The motion to amend was seconded and passed by 7-0 roll call vote. The original motion was brought back and passed by 7-0 roll call vote. 2.6 Alderman Hubbard moved for the approval of Resolution 13-11, a resolution accepting the Robertson County Hazard Mitigation Plan by the City of Springfield, Tennessee. The motion was seconded. Mr. Nutting informed the Board that the City has prepared its own hazard mitigation plan for years, but the state is now requiring that all city priorities be consolidated within a county plan. He stated that the plan was reviewed by staff to make sure that the City of Springfield priorities were included. All cities within the county will have to ratify the plan. The motion passed by 7-0 roll call vote. 2.7 Alderman Sneed moved for the approval of Resolution 13-12, 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 property declared surplus included automobiles, computer equipment and other items from the Police Department, and the old telephone system recently taken out of service at City Hall. 2.8 Alderman Hubbard moved for the approval of Resolution 13-13, a resolution authorizing the issuance, sale, and payment of capital outlay notes not to exceed $453,880 pursuit to the informal bid process. The motion was seconded. The City Manager informed the Board that originally there were plans for issuance of two (2) notes, one being a six (6) year note for a new computer system for the city, but since the computers will not be purchased this year, a decision was made to convert all the other notes into one four (4) year note. Although all the funds will be on one note, the funds will be responsible their respective items. The motion passed by 7-0 roll call vote. 3.0 Administrative 3.1 Mr. Cordney Woodard, representing the Robertson County Family YMCA, presented a report on the most recent expenditure of funds for the Springfield Middle School Afterschool Program. Mr. Woodard requested that any funds remaining at the conclusion of the current fiscal year be used to fund the program throughout the summer to serve the current participants. Mr. Nutting said that approximately half of the allocated funds have been expended to date. He recommended it would be best to have a new appropriation for the program as part of the fiscal year 2014 budget, which begins July 1, 2013, rather than to encumber the balance of any remaining funds against the current fiscal year budget. Mr. Hubbard moved to approve the expenditures as presented and to authorize the YMCA to expend the balance of any remaining funds through June 30, 2013. The motion was seconded and passed by 6-0-1 roll call vote. Ayes: Hubbard, Carneal, Sneed, Head, Ellis, Mason Abstain: Schneider 3.2 Alderman Schneider moved to approve the TVA wholesale fuel cost adjustment from the current amount of $0.02230 per kilowatt-hour to $0.02341 per kilowatt- hour, effective May 1, 2013. The motion was seconded and passed by 7-0 roll call vote. This adjustment represents an increase of 1.38 % in the wholesale electric rates resulting in an increase of $1.00 to $1.50 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 April. The motion was seconded and passed by 7-0 roll call vote. 3.4 Alderman Schneider moved to authorize the proposed three (3) year contract with Thurman Campbell Group for the audit of the financial statements of the City. The motion was seconded and passed by 7-0 roll call vote. The agreed upon fees were as follows; the 2013 audit - $50,000; the 2014 audit - $51,000; and the 2015 audit - $53,000. 3.5 Mr. Nutting, the City Manager, presented a summary of the property acquisition negotiations with regard to the drainage improvement project planned for the Queen Ann Court area. The spreadsheet included two (2) appraisal values, one “not subject to flooding,” and one “subject to flooding.” Also listed were the last offers made by the City and the last counter offers received from the property owners. Mr. Nutting recommended to acquire the Lee property at 2502 Queen Ann Court at the “not subject to flooding” appraisal amount of $112,000 and the Batson property at 2508 Queen Ann Court at the “not subject to flooding” appraisal amount of $87,500. These two properties have not been as adversely affected by high water as the two middle properties have been. He recommended acquiring the Batson property at 2506 Queen Ann Court (the former McNabb property) at the “subject to flooding” appraisal amount of $71,100. This is one of the two middle properties that have been adversely affected by high water. Mr. Batson purchased this property in April 2011 for the amount of $45,000 with full knowledge of the high water situation. Lastly, Mr. Nutting recommended the acquisition of any of the above properties through eminent domain, should the owner of the property reject the Board’s offer to purchase. 3.6 Alderman Schneider moved for approval to offer the amount of $112,000 for the property located at 2502 Queen Ann Court, owned by Mr. Ben Lee. The motion was seconded and passed by 7-0 roll call vote. 3.7 Alderman Hubbard moved for approval to offer the “subject to flooding” appraisal amount of $71,100 for the property located at 2506 Queen Ann Court, owned by Mr. Billy Batson, as recommended. The motion was seconded. Alderman Hubbard subsequently moved to amend the recommended offer from $71,100 to the “not subject to flooding” appraisal amount of $83,600. The motion was seconded. Mr. Nutting reminded the Board that the City offered to purchase the property from the real estate company for $50,000; but the real estate company sold it to Mr. Batson for $45,000 instead. The motion failed to pass by 2-5 roll call vote. Ayes: Hubbard, Head Nayes: Schneider, Carneal, Sneed, Ellis, Mason Alderman Sneed moved to amend the motion by changing the offer from $71,100 to $67,100 with the stipulation that Mr. Batson be responsible for the removal of the home within ninety days of sale. The motion died for lack of a second. Mr. Ellis moved to amend the motion by rescinding the offer of $71,100 and not purchasing the property. The motion died for lack of a second. The original motion to offer to purchase the property at 2506 Queen Ann Court for $71,100 was brought back and passed by 5-2 roll call vote. Ayes: Carneal, Sneed, Mason, Schneider, Ellis Nayes: Head, Hubbard 3.8 Alderman Sneed moved for approval to offer the “not subject to flooding” appraisal amount of $87,500 to Ms. Jean Batson for the property at 2508 Queen Ann Court. The motion was seconded. Alderman Sneed subsequently moved to amend the motion by changing the offer amount from $87,500 to $78,740; with the stipulation that the owner shall be responsible for removing the house within ninety days of sale. The motion died for lack of a second. The original motion was brought back and passed by 7-0 roll call vote. 3.9 Alderman Hubbard moved for approval to enter into a license agreement with the Tennessee Department of Transportation (TDOT) granting the City permission to use the right-of-way to install and maintain roadway landscaping along US Highway 41 (SR 11). The motion was seconded. City Attorney Jim Balthrop advised that the contract requires the City to carry liability insurance in the amount of $300,000 per person and $1,000,000 per occurrence. He informed the Board that the City currently carries liability  insurance in the amount of $300,000 per person and $700,000 per occurrence. Mr. Balthrop recommended that the Board approve the agreement with the stipulation that he discuss the insurance issue with TDOT representatives and have the liability insurance coverage per occurrence reduced to match the City’s current level of coverage. Allan Ellis, Director of Public Works, explained that the work is being performed under the roads cape improvement grant. The beautification improvements will extend from the CSX Railroad bridge to Blackpatch Drive. The motion passed by 7-0 roll call vote. 3.10 The Board was presented with a copy of Form CT-0253 entitled “Report of Debt Obligations” that was filed with the Tennessee Comptroller’s Office. The report provides a summary of the General Obligation Bonds, Series 2013 that were sold on March 19, 2013. No action was required by the Board. 3.11 Ms. Margot Fosnes, Director of Robertson-Springfield Chamber of Commerce, addressed the Board on a proposal to create a Downtown Springfield Advisory Committee to be appointed by the Board of Mayor and Aldermen. She informed them of the “town hall” meeting that was held on February 28, 2013, attended by business and property owners interested in the old downtown area. The committee could make recommendations and propose ideas for improvements. Ms. Fosnes stated that several people have expressed an interest in serving on the committee, and may be contacted depending on the action taken by the Board. Alderman Sneed moved for the approval of a Downtown Springfield Advisory Committee, based on each Board member appointing someone from their ward. Each appointee will serve a six (6) year term, contingent on the Board members term. The motion was seconded and passed by 7-0 roll call vote. 3.12 Mr. Nutting updated the Board on the steps being taken to comply with the EPA Administrative Order on Consent and specific requirements related thereto. 3.13 The Mayor made the recommendation of putting the discussion for Woodard Hall building on the agenda for the special meeting. 3.14 The special meeting to review the proposed FY 2014 budget is scheduled for May 14, 2013. 4.0 Consent Alderman Hubbard moved for the approval all the consent items on the agenda. The motion was seconded and passed by 7-0 roll call vote. 4.1 Springfield Water/Wastewater Department request for approval to award the bid for repair of a raw water pump in the amount of $11,094.96, to Southern Electric Motor. Recommend: Southern Electric Motor Amount: $11,094.96 Attach: Staff Memo 4.2 Public Works Department request for approval to extend the contract for mowing of right of ways and litter control for an addition twelve (12) months. Recommend: TRH Contracting, Springfield, TN Attach: Staff Memo 5.0 City Manager’s Report Mr. Nutting reported that four (4) written quotes from vendors were submitted for the scoreboard for the Springfield High School baseball field. The cost is under the $10,000 sealed bid limit. A purchase order has been issued to the company providing the lowest quote and bond proceeds will be used pay for the scoreboard. Delivery and installation of the scoreboard should be in early May. The Tennessee Charter Schools Association has confirmed the Board’s visit to two charter schools in Nashville on Wednesday, May 1. The Board will be visiting STEM Prep at 8:00 a.m. the school is located at 3748 Nolensville Pike next to the zoo. A visit to Nashville Prep will follow at 10:30 a.m. The school is located at 330 10th Avenue North in the TSU Avon Williams Campus. Matt Throckmorton, Executive Director, will accompany the Board on the visits. Staff will have City vehicles available to car pool. 6.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder