Board of Mayor & Aldermen

MINUTES BOARD OF MAYOR AND ALDERMEN REGULAR MEETING AUGUST 20, 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 Alderman Jerome Ellis City Attorney Jim Balthrop Vice-Mayor 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 Hearings: 1. Ordinance 13-14, an ordinance amending Ordinance 13-08 and setting a new property tax rate for Fiscal Year 2014 that is above the certified tax rate. 2. Ordinance 13-15, an ordinance amending the annual budget for Fiscal Year 2013. 3. The submittal by the Springfield Police Department of an application for a 2013 Edward Byrne Memorial Justice Assistance Grant. 2.0 Legislative 2.1 Alderman Mason moved for the approval of Ordinance 13-14 on third and final reading. The ordinance amends Section 10 of Ordinance 13-08 and sets a new property tax rate for Fiscal Year 2014 above the certified tax rate. The motion was seconded and passed by 6-1 roll call vote. Ayes: Mason, Ellis, Sneed, Carneal, Hubbard, Schneider Nayes: Head This ordinance establishes the tax rate for fiscal year 2014 at $1.06. 2.2 Alderman Schneider moved for the approval of Ordinance 13-15 on third and final reading. The ordinance amends the Fiscal Year 2013 annual budget for the City of Springfield by amending the General Fund budget. The motion was seconded and passed by 7-0 roll call vote. 2.3 Alderman Hubbard moved for the approval of Ordinance 13-16 on first reading, an ordinance establishing a new fee for the rental of the Martin Luther King Jr. Park football field. The motion was seconded and passed by 7-0 roll call vote. This ordinance reduces the rental fee from $900 to $700. 2.4 Alderman Hubbard moved for the approval of Resolution 13-17, a resolution authorizing the appropriation of funds in the Fiscal Year 2014 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 advised the Board that state law establishes requirements for the appropriation of funds for the financial aid of nonprofit charitable and nonprofit civic organizations. He stated that the funds have been appropriated as follows: Robertson County Chamber of Commerce, $16,000; Robertson County Historical Society, $12,000; and Robertson County Community Foundation, $25,000. The $25,000 appropriation is from the Springfield Electric Department to help fund “Realizing Robertson’s Future.” The motion passed by 7-0 roll call vote. 2.5 Alderman Hubbard moved for the approval of Resolution 13-18. The resolution authorizes the City Attorney to collect a surety bond in the amount of one hundred thirty-five thousand eighty dollars ($135,080.00) for Legacy Subdivision, Section 5B, for owner Tony Dorris Builders and Developers, LLC. prior to the expiration date of September 13, 2013. The motion was seconded. George James, Director of Community Development, informed the Board that the City has held and renewed this bond for seven years and that it will expire on September 13, 2013. Mr. James stated that Mr. Tony Dorris has been notified through regular and certified mail. The City has not received a response from Mr. Dorris at this time. Alderman Hubbard stated that the Planning Commission has worked with Mr. Tony Dorris in the past and will continue to do so. Alderman Schneider informed the Mayor that she will abstain from voting since she has a conflict of interest related to her job. The motion was brought back to the table and passed by 6-0-1 roll call vote. Ayes: Carneal, Head, Sneed, Mason, Ellis, Hubbard Nayes: 0 Abstain: Schneider 3.0 Administrative 3.1 Alderman Schneider moved to approve the TVA wholesale fuel cost adjustment from the current amount of $0.02222 per kilowatt-hour to $0.01968 per kilowatt- hour, effective September 1, 2013. The motion was seconded and passed by 7-0 roll call vote. This adjustment represents a decrease of 3 % in the wholesale electric rates resulting in a decrease of $1.00 to $2.00 on an average residential electric bill. 3.2 Alderman Hubbard moved for the approval of the August gas rates for the Springfield Gas Department. The motion was seconded and passed by 7-0 roll call vote. 3.3 Alderman Schneider moved to appoint Mr. Bill Moore to serve on the Beer Board for Ward 4. This position became vacant due to the recent resignation of Mr. Randy Williamson from the Beer Board. The motion was seconded and passed by 7-0 roll call vote. 3.4 Alderman Mason moved to authorize the agreement with the Regional Transportation Authority for the 2013-2014 Springfield/Joelton Express bus route and the appropriation of funds in the amount of $20,771.00. The motion was seconded. Alderman Sneed moved to table the motion until more information has been obtained on the statistics of ridership on the RTA bus to determine if the appropriation of funds in the amount of $20,771 for this expense is justified before taking action. The motion was seconded and failed by 2-5 roll call vote. Ayes: Sneed, Head Nayes: Ellis, Hubbard, Schneider, Carneal, Mason Alderman Sneed inquired about the statistics on the ridership of the RTA bus. Alderman Hubbard responded that he had seen the RTA bus at full capacity and has gotten similar reports from other sources. The Mayor informed the Board that due to cuts in federal funding, the projection for the City’s contribution for this program is expected to increase to approximately $60,000 in the following year 2014-2015. Mayor Carneal stated that the projected amount is for next budget year and should not be a factor in the decision that needs to be made by the Board for the 2013-2014 agreement. Alderman Sneed inquired about modifying the City’s tax notice to reflect how the City’s tax money is appropriated. The original motion was brought back and passed by 5-2 roll call vote. Ayes: Carneal, Schneider, Mason, Hubbard, Ellis Nayes: Head, Sneed 3.5 The City Manager provided the Board with a handout containing information on the three (3) houses the City purchased on Queen Ann Court. He reminded the Board that these houses were purchased by the City due to flooding of the area caused by a sinkhole located between Bill Jones Industrial Drive and Queen Ann Court. This is the location of the detention that the City has decided to build to resolve the flooding problem in this area. Mr. Nutting stated that the houses will need to be removed before work can begin. He is seeking the Board’s guidance on the direction they want staff to take to remove these houses and begin the project. Mr. Nutting informed the Board that the State Comptroller’s office has recommended a minimum amount be set on each of the houses that are to be sold. Alderman Hubbard moved to sell each of the houses on Queen Ann Court for $15,000 per house. The motion died for lack of second. Alderman Sneed moved to remove the three (3) houses on Queen Ann Court through a bid process. The motion was seconded. Jim Balthrop, City Attorney, stated that the City has clear title to the properties. Alderman Head asked Alderman Sneed if his motion includes the City’s right to reject any bid. Allan Ellis, Director of Public Works, recommended that a minimum amount be set for each of the houses and that a small bond for cleanup be required. The maker of the motion stated that if the seconder agrees, he would like to include the wording, “the City has the right to reject any or all bids. The seconder agreed with the modification of the original motion. The Mayor stated that bids will be accepted for each separate house. The motion passed by 6-1 roll call vote. Ayes: Hubbard, Schneider, Carneal, Sneed, Head, Mason Nayes: Ellis 3.6 Alderman Hubbard moved to schedule a joint meeting with the Springfield Housing Authority Board of Directors. The motion was seconded. Mr. Nutting, the City Manager, informed the Board that Seth Hudson, Executive Director of the Springfield Housing Authority, told him that it would not be possible to schedule a meeting before the month of October. Mr. Nutting stated that the purpose of the meeting is to bring the Springfield Housing Authority up to date about the City’s progress with regard to the slum clearance program and our efforts to restore neighborhoods. The meeting would also serve to explore ways in which the City and the Springfield Housing Authority can work together to make our neighborhoods safer and more attractive.  The motion passed by 7-0 roll call vote. 3.7 Mr. Bill Goodman, acting as Attorney for the Gorham-MacBane Public Library Board, presented a report on the progress that has been made with regard to the funding, design, and construction schedule for the library renovation and expansion project. Mr. Goodman stated that an amount of nearly $4,400,000 in gifts and pledges has been committed for the funding of the project. He informed the Board that the Library Board has passed a resolution requesting that the City of Springfield act as the Project Manager and Agent for construction oversight, and the deposit and disbursement of funds necessary for the completion of the addition to the Gorham-MacBane Public Library. The City Engineer previously served as Project Manager for the construction of the Highland Crest – College Campus facility. Mr. Goodman said that the final design plans for the library are expected to be available within thirty (30) days for City staff to review and to possibly make a recommendation about when to start construction of the project. Alderman Ellis moved to authorize David Brewer, City Engineer, to serve as the project manager for the expansion of the library and for the City to act as fiscal agent for the disbursement of funds for the project. The motion was seconded. Mr. Nutting informed the Board that the groundbreaking for the building could possibly take place as early as February 2014. He presented a copy of a resolution passed by the Robertson County Commission the previous evening which commits the use of $1,000,000 in reserves from the General Fund balance, during the current fiscal year, to help fund the project contingent upon a similar commitment in this amount of funding by the City of Springfield and the raising of other funds available to the Library group in order to reasonably complete the expansion project as planned. Mr. Nutting also stated that County Mayor Howard Bradley had previously presented him with a letter dated July 12, 2013 informing the Board of Mayor and Aldermen that the Robertson County Budget Committee, in reference to a resolution adopted by the County Commission in November 2011, has authorized the County Mayor to release $1,000,000 toward the library expansion on or before February 28, 2014. Mr. Nutting stated that the amount of $4,385,936 in gifts and pledges has been raised for the construction portion of the project. The amount of $1,165,350 has been deposited in the bank and additional contributions and pledges in the amount of $2,938,668, which includes the $2,000,000 to be contributed by the City and County, is expected to be received in early 2014. He said that additional funds will be raised for furniture, equipment and other necessities once enough money has been provided to fund construction. All of the contributions need to be available in cash to meet the full amount of the construction contract before the contract can be awarded and the City can act as payment agent for the project. The City Manager stated that Mr. Alfred Boyter, Chairman of the Building Committee, has informed him that another possible donor has pledged $200,000  for the project under the condition that the groundbreaking take place before the end of calendar year 2013. Plans are currently underway to meet the deadline to qualify for the donation. The work could consist of the construction of the underground utilities and part of the parking lot. This initial phase of the project would be funded with cash already on deposit. Mr. Nutting informed the Board that the City will have to contribute its $1,000,000 early in 2014 to keep to the proposed construction schedule. Unlike the County which will be making its contribution with cash on hand, the City will be borrowing the money for the project. The Board will have to decide what funding instrument will be used for the borrowing and to determine when to initiate the process to borrow the money. Alderman Hubbard stated that he would like to have some clarity on what the role of the City would be as project manager and financial agent for the project. Mr. Nutting informed the Board that the City Engineer would serve as project manager, just as he had for the college campus project. All of the funds from gifts and donations will have to be placed in a separate escrow account with the City as the fiscal agent. The City will be responsible for paying all contract pay estimates, including its proportionate share, and will bill the County for its proportionate share. The motion passed by 7-0 roll call vote. 3.8 Alderman Ellis addressed the Board on his recommendation to set a minimum fund balance policy for the City of Springfield. He stated that he would like staff to present the Board at the regular meeting in September some options relative to establishing a minimum fund balance policy. No action was taken. 3.9 Alderman Mason moved to approve a parade application submitted by the Leadership Robertson County Class of 2013, to hold an “Alumni Event on the Square.” The event is to take place on September 14, 2013, from 2:30 p.m. to 7:00 p.m., on the west side of the Courthouse Square. The motion was seconded and passed by 7-0 roll call vote. 3.10 The Board discussed the quality of education in Springfield and the future plans for improvement in light of the hiring of a new Director of Schools. The City Manager informed the Board that a group of citizens have formed a “Charter School Committee,” and plan to hold their next meeting, Thursday, August 22, 2013, at 6:00 p.m., in the City Hall Boardroom and encouraged anyone interested in establishing a charter school to attend. 3.11 Gina Holt, Assistant City Manager, addressed the Board on the request from CASA (Court Appointed Special Advocate) for the use of another office space, rent free, for their program. Ms. Holt stated that with the Board’s approval,  CASA has been in the current 281 square feet of office space at the Woodard Hall building since February 2004, at no charge for rent. Ms. Kathy Williams, Executive Director of CASA, addressed the Board on the need for the additional 247 square feet of office space. Ms. Williams informed the Board that with the assistance of twenty-one (21) volunteer advocates, CASA assisted 120 abused and neglected children in the Robertson County Juvenile Court. She explained that the additional space they are requesting would be used for managing and training more volunteers, conducting board meetings and providing space where meetings could take place in a more confidential environment. Ms. Williams informed the Board that CASA has been awarded an additional grant from AmeriCorps and VISTA (Volunteer In Service To America) is expected to join them next year. The additional office space they are requesting would be an asset to the growth of the organization. The Board discussed maintenance cost for the upkeep and the future of the Woodard Hall building. Alderman Ellis moved to approve allowing CASA the use of an additional 247 square feet of office space at the Woodard Hall building, at no charge, until the Board decides to sell the building or the office space is needed. The motion was seconded and passed by 6-1 roll call vote. Ayes: Hubbard, Schneider, Carneal, Head, Ellis, Mason Nayes: Sneed 4.0 Consent Alderman Hubbard moved for the approval of the consent items 4.1, 4.2, 4.3, 4.4, and 4.5 of the agenda. The motion was seconded and passed by 7-0 roll call vote. 4.1 Springfield Police Department request for approval to purchase four (4) police vehicles: three (3) Fords from Ford, Lincoln, Mercury of Murfreesboro, and one (1) Chevrolet from Chevrolet, Buick, GMC, Cadillac of Murfreesboro, in the total amount of $107,175.00 from the State of Tennessee contract. 4.2 Springfield Police Department request for approval to award the bid for a patrol and detector dog to Canine Command, LLC., in the amount of $10,000.00.  4.3 Springfield Electric Department request for approval to award the bid for the tree-trimming contract for 2013-2016 to Asplundh Tree Expert Company at $89.48 per hour. 4.4 Springfield Water/Wastewater Department request for approval to purchase a ¾-ton truck from Walker Chevrolet, in the amount of $22,880.00 from the State contract. 4.5 Springfield Water/Wastewater Department request for approval to purchase a ½ ton, 4X4, crewcab pick-up truck from Country Ford, under State contract in the amount of $24,251.00. Recommend: Country Ford Amount: $24,251.00 Attach: Staff Memo 5.0 City Manager’s Report Mr. Nutting reported that the City has received its final reimbursement check from FEMA in the amount of $86,819.37 for the 2010 flood disaster. The full amount of the reimbursement was placed in the Water Operating Fund. City staff conducted a final construction inspection of the new ladies softball field at Springfield High School on Monday, August 19. The contractor has met all of the project specifications and staff has approved payment to SouthEastern Turf in the full amount of $80,375.00 from the 2013 General Obligation Bond Fund. Lose and Associates has received approval from TDOT for the City of Springfield to begin the bid and construction process for the Roadscape Grant project on Memorial Boulevard. Water/Wastewater Department personnel assisted Cleary Construction today with the connection of the pressure reducing valve (PRV) on Highway 161 in Barren Plains. A pre-construction conference with Insituform, the sanitary sewer rehabilitation contractor, was held on Monday of last week. A notice to proceed was issued with a construction start date of August 24. The time for substantial completion is within 240 days (April 22, 2014) and the contract is to be completed in 270 days (May 22, 2014). 6.0 Adjournment With no further business to discuss, the meeting adjourned. ______________________________ Billy P. Carneal, Mayor Attest: ______________________________ Jane Shugart Murphy, City Recorder