Proposed Norris City Council Minutes

Monday, April 10, 2017

 

 

BE IT REMEMBERED THAT THE CITY OF NORRIS CITY COUNCIL MET IN REGULAR SESSION ON MONDAY, APRIL 10TH, 2017, AT 7:00 P.M. WITH THE FOLLOWING COUNCIL MEMBERS PRESENT:  JACK BLACK, BILL GRIEVE, YORK HAVERKAMP,

CHRIS MITCHELL, AND LORETTA PAINTER.   

 

The meeting was called to order by Mayor Mitchell.

HEAR THE PUBLIC

George Miceli, 98 Butternut, reported the Lions Club repaired the clock in Town Center and the clock is up and is keeping time. 

APPROVAL OF MINUTES

1.       The minutes of the March 13, 2017 Council Meeting was presented for approval.  Council Member Grieve noted a changed was needed on page 1, line 10, offers to officers, and Council Member Painter noted on page 4, line 11, to change Mayor Mitchell to Vice Mayor Haverkamp.   Motion was made by Vice Mayor Haverkamp to approve the minutes with the above changes.  Motion was seconded by Council Member Painter.  Motion carried by voice vote.

 

Mayor Mitchell welcomed the new City Manager, Matthew Marshall, to his first Council Meeting.  Mayor Mitchell asked City Manager Marshall if he wanted to say anything.  City Manager Marshall told Council and the audience he was formerly with the City of Athens as the Director of Purchasing and Risk Management.  He said there was not enough nice things he could say about this town and that people have been very welcoming.   He also stated if you want to meet people, just go to the Post Office.  City Manager Marshall stated your citizens represent you well and you should be proud of that and it was great to be here.

 

OLD BUSINESS

 

2.       Board and Commission Vacancies -  Mayor Mitchell made a motion to appoint the following:   Susan Miceli and George Miceli to the Conservation/Recycle Committee, Chuck Nicholson and Emily Barnes to the Tree Commission, Mike McGee to the Recreation Committee, Dean Harshbarger to the Norris Water Commission, and Joe Deatherage to the Board of Zoning Appeals. Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

 

 

Vice Mayor Haverkamp reported there are two vacancies on the Conservation/Recycle Committee if anyone was interested on being on this committee.  Vice Mayor Haverkamp also reported this committee was looking into having a Junior Member on the Committee.   Council Member Grieve stated there is also an opening on the Tree Commission and Norris Little Theatre.

 

3.       Fundraiser:  Ceiling Fans for Lions Pavilion -City Manager Marshall reported $2,525 had been donated as of April 10, 2017.   Mayor Mitchell stated we have an expert on ceiling fans in the audience - Norris resident Josh Rubins.   Mayor Mitchell asked Mr. Rubins to report on ceiling fan options.   The fans he is proposing are Macro commercial fans and he is recommending   two large 12 ft. fans instead of 6 smaller fans.  He stated he could get the fans at a lower than normal cost from the manufacturer and stated he would not benefit from the sale other than the community benefit and getting the best option for the City.   Mr. Rubins said this system would come with two large fans (made of aluminum) and a wall-mounted control with a touch screen.   Mr. Rubins said the cost estimate for a 3 blade fan (voltage 208/230 single phase) is $2,353 each and $2,268 each (voltage 120) for a 5 blade fan.  The optional flood light kit is $360 each.   The deciding factor on the fans is which voltage will work at the Pavilion.    He noted the fans have a 20 year warranty.   Since the current lights would be above the fans, the light kits would be needed.  Council Member Black stated he recommended going with the six commercial fans ($600 each) and start by installing two above the cooking area and as the money comes install the remaining fans.    City Manager Marshall informed Council that the City's Purchasing Policy requires three quotes on items over $1,000.  City Manager Marshall will put a press release in the Norris Bulletin concerning donations to purchase the fans.  Vice Mayor Haverkamp made a motion to purchase two 12 ft. commercial fans with light kits and authorized City Manager Marshall to obtain three quotes based on specifications of the Marcro fans.   The fans would be purchased within 60 days or as soon as funds are donated.    Motion was seconded by Council Member Black.  Motion carried by voice vote.

 

4.       Eric Harold Park Play Structure - Vice Mayor Haverkamp reported the City has approximately $15,000 for playground equipment.  He noted Council Member Black has reported the play structure could be repaired for approximately $500.  Council Member Black had volunteered to repair the structure, and he plans to enlist the help of the Boy Scouts.   Mayor Mitchell made a motion to authorize Council Member Black to make necessary repairs in the amount up to $500.  Motion was seconded by Vice Mayor Haverkamp.  Motion carried by voice vote.   Vice Mayor Haverkamp said the Recreation Commission would also like to add two swings in the shaded area with one being an infant or special need swing and replace the slide with a split slide.     Vice Mayor Haverkamp made a motion to authorize City Manager Marshall to get bids on the split slide and swings or look into the state program for this equipment.  Motion was seconded by Council Member Painter.  Motion carried by voice vote.   Vice Mayor Haverkamp stated the Recreation Commission is looking at things that are multi-generational.   Vice Mayor Haverkamp would like to see freestanding concrete chess tables somewhere in the area near the library or the Commons.    Mayor Mitchell stated the Commons is a special place and putting structures on the Commons should be done with great thought.    Council Member Painter stated she did not think any structure could be put on the Commons.     Mayor Mitchell stated we needed to really concentrate and think whether we should put any structures on the Commons, and he was not sure we can legally put any structures on the Commons.   City Manager Marshall will research the Commons paperwork to determine what is allowed.  Vice Mayor Haverkamp discussed different chess table options including a freestanding table that could be moved.  Council Member Blacked said as he had previously stated, Avon, Indiana used preformed concrete ping pong tables and it is the most used facility in their parks.  Vice Mayor Haverkamp made a motion to authorize City Manager Marshall to research the cost to install concrete chess tables and concrete ping pong tables near the library or Commons area.  Motion was seconded by Council Member Black.  Motion carried by voice vote.

 

5.       Council Retreat Discussion - Council Member Black requested the Council schedule a retreat.  City Manager Marshall stated that he could provide discussion topics, City Council can provide the topics or MTAS can come and lead the meeting.   Mayor Mitchell stated he is open to a retreat, but he wants the public to be able to attend the retreat.   Council Member Black will develop the agenda for the retreat and submit the agenda to City Manager Mitchell to forward to all Council Members.  A motion was made by Council Member Painter to hold the retreat on Sunday,   April 30th, 2017 at   2 p.m., at the Norris Community Building.   Motion was seconded by Vice Mayor Haverkamp.  Motion carried by voice vote.

 

6.       Amend Budget Meetings for the 2017-2018 Fiscal Year - City Manager Marshall requested the Budget Public Hearing Date be changed from June 5, 2017 to May 31, 2017 due to a scheduling conflict.  Motion was made by Vice Mayor Haverkamp to change the Budget Public Hearing Date to May 31, 2017 at 6 p.m.  Motion was seconded by Council Member Painter.  Motion carried by       voice vote.

 

7.       CITY MANAGER REPORT

City Manager Marshall reported on the following:

 

1)      2016 - 2017 Year to Date City Budget - Overall expenditures are on target to budget with 99.7% of 2016 property taxes collected, which is ahead of normal pace of collections.   Overall the City's financial health continues to be strong and the City is in good position for meeting current capital needs.   However, long term projections indicate that additional revenues and/or change in city services may be necessary in the next 1-3 years.

 

2)      2016 - 2017 Year to Date Water Budget - Overall, NWC operations budget is very tight, with no changes to report from previous months. Water sales project to be $10,000 over budget, but it is apparent the sewer sales will miss the budget as we have now been below projected sewer revenue for eight consecutive months.  Sewer sales project to be approximately $40,000 short of projected annual revenue.   NWC has agreed to delay hiring until the budget detail was clearer.   

 

3)      Grant Updates

a)      T-21 Grant Opportunity - grant was awarded for $347,000 to extend the City sidewalk system to Highway 61.  This will require the City to provide match funds of approximately $145,226.  A Public Workshop concerning the modified site survey was held on Dec. 12, 2016.  Engineer is waiting on notification from the City to start the Environmental Phase of the project.  The status of the easement needed for the project is being researched.  The Environmental Phase of the project will take approximately 6-8 months.  The latest we can start construction is 11/01/2018.  City Manager Marshall stated Council needs to make a decision to proceed with the Environmental assessment. 

b)      Safe Routes to Schools Grant - SRTS is a federally funded program and 100% federally funded; no match is permitted.  We have begun the planning process for implementation.  We have received our signed contract from the State and TDOT is working on the environmental assessment.  Construction should start in May or June 2017.

 

4)      Watershed Cleanup - The annual Norris Watershed Cleanup was held on Saturday, April 1st, 2017 from 9:00 a.m. until noon.  A successful cleanup was held and approximately 35-40 people participated in the cleanup this year.

 

5)      Annual City Spring Cleanup - The Annual City Spring Cleanup was held the week of April 3-7, 2017.   Public Works Director Hevel will have details in the April report.

 

6)      See attached City Manager Report. 

 

NEW BUSINESS

 

8.       Budget Amendments  -  The following budget amendments were presented for approval:

 

Increase / Decrease Code:

Description

Amount

128 - Increase - Refuse Fund

 

 

43230-761

Transfer to Gen. Fund for Refuse Labor

      5,400.00

 

 

 

128 - Decrease - Refuse Fund             27000

Fund Balance Reserve

      5,400.00

 

 

 

 

Increase / Decrease Code:

Description

Amount

110- Increase - Gen. Fund

 

 

36960

Operating Transfer from Other Fund

      5,400.00

 

 

 

110- General Fund                                27000

Fund Balance Reserve

      5,400.00

 

 

 

 

Motion was made by Vice Mayor Haverkamp to approve the above budget amendments.  Motion was seconded by Council Member Painter.  Motion carried by voice vote.

 

9.       Proclamation - Joe Deatherage -  A proclamation was read honoring Joe Deatherage for his service to the City of Norris.   Mr. Deatherage renounced his retirement in order to serve the City of Norris as Interim City Manager.  Mayor Mitchell, on behalf of the Norris City Council and the citizens of Norris extend their sincere gratitude and appreciation to Joe Deatherage for his outstanding job as Interim City Manager for the City of Norris.

 

10.   Resolution 2 - 2017 - A Resolution Adopting a Public Records Policy was presented for approval.   Pursuant to Tennessee Code Annotated, every governmental entity subject to the Tennessee Public Records Act must establish a written public records policy properly adopted by the appropriate governing body by July 1, 2017.  Motion was made by Council Member Grieve to approve Resolution 2-2017.  Motion was seconded by Council Member Black.  Motion carried by voice vote.

 

11.   Budget Review -City Manager Marshall reported a 2017-2018 Budget Workshop was held at 6 p.m.  today.   The first reading of the 2017-2018 City of Norris Budget Ordinance will be on May 8th, 2017.

 

12.   Accounts Payable, Minutes, and Reports

Mayor Mitchell asked Council for questions or comments concerning accounts payable, minutes, and reports.  There were no questions or comments from Council. 

 

13.   Motion was made by Council Member Grieve to adjourn.  Motion was seconded by Council Member Black.  Motion carried by voice vote at 8:45 p.m.

 

_____________________________________                        _____________________________________

Matthew Marshall, City Manager                                                  Janet Parks, City Recorder

 

 

TO:          Norris City Council                                      
FROM:    Matthew Marshall                       

RE:      City Manager's Report                   

DATE: April 10, 2017

 

1.   2016-17 Year to Date (Estimated through March) CITY Budget.   Overall, YTD     Expenditures are on target to budget.  99.6% of property tax has been collected.   Other key revenue categories such as State Sales Tax, Local Option Sales Tax, Wholesale Beer & Liquor Tax are on target to budget.

Overall, the City's financial health continues to be strong, and the City is in good position for    meeting current capital needs such as equipment and road paving. However, long term projections indicate that additional revenues and/or change in city services may be necessary in the next 1-3 years.   The 2016-2017 Year End Undesignated CASH reserves is estimated to be $351,032.  

2.    2016-17 Year to Date (Estimated through March) Water Commission Budget.

Overall, NWC operations budget remain tight with no changes to report from previous months.   Revenue through March 2017 is 73% (excluding CDBG Grant). 

   

Water sales for FYE 2017 project to approximately $10,000 over budget, but it is apparent that sewer sales will miss the budget as we have now been below projected sewer revenues for 9 consecutive months. Sewer sales project to be approximately $40,000 short of projected annual revenue.

We do have two expense items that will offset the current projected revenue shortfall.    The first is unplanned savings of $33k that has resulted in a transition from the retirement of an existing employee to a new hire. 

We also budgeted for a new position beginning October 1 that NWC agreed to delay hiring until the budget detail was clearer.   Should we delay this position until July 1, NWC would save an additional $40k in wages, health insurance, and retirement.

We will continue to monitor closely.

 

 

3.    Grant Updates.   

a.    New Sidewalk Grant.  No change from last month.  Grant was awarded for $347,000 to extend the City sidewalk system to Highway 61.  This will require the City to provide match funds of approximately $145,226 (A report of the expenses is attached).  A Public Workshop concerning the modified site survey was held on Dec. 12, 2016. Engineer is waiting on notification from the City to start the Environmental Phase of the project.  The status of the easement needed for the project is being researched.  The Environmental Phase will take approximately 6-8 months to complete.  The latest we can start construction is 11/01/2018.

 

b.    Safe Routes to Schools Grant.  No change from last month.  Safe Routes to School (SRTS) is a federally funded program focusing on the benefits of children walking and biking to school. Its primary purpose is to encourage elementary and middle school children to safely walk and bicycle to school through infrastructure improvements, educational initiatives, and promotional activities.  Projects and activities are 100% federally funded, no match is permitted.   Our award of this grant was received and we have begun the planning process for implementation.   We have received our signed contract from the State and TDOT is working on the environmental assessment; construction should begin in May or June 2017.

 

 

4.    Watershed Cleanup.   The annual Norris Watershed Cleanup was held on Saturday,                April 1st, 2017 from 9:00 until noon.  A successful cleanup was held and approximately 35-40 people participated in the cleanup this year. 

 

5.    Annual Spring Cleanup.    The Annual City Spring Cleanup was held last week (April 3-7, 2017). 

 

 

 

 

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