Norris City Council

Minutes

Monday, March 9, 2015

 

 

 

BE IT REMEMBERED THAT THE CITY OF NORRIS CITY COUNCIL MET IN REGULAR SESSION ON MONDAY, MARCH 9TH, 2015, 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 Chris Mitchell. 

HEAR THE PUBLIC

Harry Shatz, 125 Butternut Drive, thanked the City Workers for the outstanding job they did keeping the roads clear during the recent inclement weather.

Ed McEleney, 123 Reservoir Rd., state the sidewalk in front of the Post Office was very icy and had not been cleared during the recent inclement weather.  City Manager Hester stated that the area and parking lot in the Town Center had been scraped and salted numerous times, but when the temperature was below 20 degrees, salt does not work. 

Rebecca Craig, 38 W. Norris, Chestnut Commons Apartments, asked if the City in the future could clear the Chestnut Commons parking lot.  She stated she was unable to go to work for four days because of the icy condition of the parking lot.  City Manager Hester stated unfortunately the City does not have the equipment and/or personnel to clear private property.    

APPROVAL OF MINUTES

1.       The minutes of the February 9th, 2015 meeting were presented for approval.  Motion was made by Council Member Painter to approve the minutes.  Motion was seconded by Council Member Grieve.   Motion carried by voice vote.

 

OLD BUSINESS

 

2.       Board and Commission Vacancies - None

 

 

3.       CITY MANAGER REPORT

City Manager Hester reported on the following:

 

1)      Revenues and Expenditures are tracking to budget - Revenue and expenditures are on target to budget.  The 2013-2014 year-end undesignated cash reserve in the General Fund was $144,000 and $177,675 in the Watershed Fund.  Overall the City's financial health continues to be very strong.

 

2)      Grant Updates

T-21 Grant Opportunity - Application was submitted November 1, 2014.  Awards are expected to be made in the spring. 

Safe Routes to Schools Grant - City Manager Hester reported the application was submitting in January and awards are expected in September 2015.

 

3)      Sales of Surplus Vehicles - City Manager Hester reported bids were opened on February 20, 2015 and resulted in the sale of the three surplus vehicles.  The total received for the vehicles was $1,825.00.

 

4)      Staffing Updates -City Manager Hester reported Leanne Eldred has resigned from her full-time Administrative Assistant position effective March 13, 2015.  Heather Phillips has agreed to change from the part-time position in the office to the full-time position.  Leanne plans to continue working with us on a part-time basis.  Shirley Walker is retiring as Public Works Director effective June 30, 2015.  A search for a qualified replacement will begin later this month.  Shirley has agreed to continue working on a part-time basis as Building Inspector.

 

5)      Annual Watershed Spring Clean Up - The annual watershed spring clean-up is scheduled for Saturday,  March 28, 2015. 

 

6)       Annual Town Spring Clean-up - The annual town spring clean-up is scheduled for the week of April 20-24, 2015.

 

7)       Winter Weather Clean-up Report - City Manager Hester reported a mix of snow, ice, and sleet presented challenges throughout the City in February.  He stated Shirley Walker and the Public Works Department did an outstanding job of keeping roads as clear as possible during this time.


8)    City Manager Hester reported the 1997 4 x 4 truck broke down twice during winter       

weather clearing.   This was significant since this truck was the only one currently   equipped with a snow plow.  As of result of this, an emergency purchase of a second snow at a cost of $4,500 for the ¾ ton 4 x 4 truck was made and additional salt at a cost of $2,800 was also purchased.  City Manager Hester stated this was an unbudgeted expense that can be paid from the State Street Aid Fund or from the General Fund Undesignated Cash Fund Balance at Council's discretion.  A motion was made by Vice Mayor Haverkamp to pay the $7,300 in emergency purchases from General Fund Undesignated Cash Fund Balance (non-State Street Aid Fund).  Motion was seconded by Council Member Black.  Motion carried by voice vote.

 

 

9)      Update of Watershed Resource Management Plan - The Watershed Board is working to update and revise the Resource Management Plan.  The plan will continue to be worked on and discussed at future Watershed Board Meetings.  The public is encouraged to attend future Watershed Board Meetings.

 

10)   See attached City Manager Report. 

 

NEW BUSINESS

 

4.       Budget Amendments - None

5.       City Manager Hester presented the proposed Budget Procedures and Budget Meetings for the 2015-2016 Fiscal Year.  The calendar is as follows:

 

  • April 13, 2015 - 6:00pm Budget Workshop. City Manager shall file a consolidated budget document with the Council Members in a budget workshop. Additional workshops may be scheduled at the discretion of Council.
  • May 11, 2015 - 7:00pm Council Meeting. The Council Members to review and adopt the annual Budget on first reading. Council Members shall also recommend a capital outlay plan. The Council Members shall review a synopsis of the proposed budget and a statement of the tax rate required to finance the proposed budget.
  • May 20, 2015 - Public Hearing Notice. The proposed budget and a notice of a Public Hearing shall be published in a newspaper having general circulation in the City.
  • June 1, 2015 - 5:30pm Public Hearing. Public Hearing on proposed 2015-2016 budget.
  • June 8, 2015 - 7:00pm Council Meeting. City Manager to present the 2015-2016 Budget to City of Norris Council for final reading of the Ordinance.

 

Motion was made by Council Member Grieve to approve the 2015-2016 Budget Calendar.    The motion was seconded by council Member Painter.  Motion carried by voice vote.

6.       Ordinance 579 - An Ordinance of the City of Norris, Tennessee adopting the 2015 Edition of the International Building Code, Residential Code, Plumbing Code, and Mechanical Code was presented for first reading.  City Manager Hester reported this was an update to the City Building Code and also included mechanical codes.  He noted that Clinton Utilities Board would still do the electrical inspections.  Council requested City Manager Hester have the Board of Zoning review a time limit requirement on all projects.    Motion was made by Council Member Black to approve Ordinance 579 on first reading.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

7.       Ordinance 580 - An Ordinance to Adopt a Fee Schedule for the Norris Municipal Code, Title 12, Building, Utility, etc. Codes, Schedule of Charges for Permits was presented for first reading.   City Manager Hester noted this fee structure is mid-range in comparison with Anderson County, City of Clinton, and LaFollette.    Motion was made by Council Member Black to approve Ordinance 580 on first reading.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

8.       City Manager noted a Public Hearing would need to be scheduled for Ordinance 579 and   Ordinance 580.  Motion was made by Vice Mayor Haverkamp to hold the Public Hearing on Monday, April 13th, 2015 at 5:45 p.m.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

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.

9.       Motion was made by Council Member Grieve to adjourn.  Motion was seconded by Council Member Painter.  Motion carried by voice vote at 7:50 p.m.

 

 

 

 

TO:                        Norris City Council                                        

FROM:            Tim Hester                                        

RE:                  City Manager's Report

DATE:             March 9, 2015

 

1.   2014-15 Year to Date (Estimated through February) Budget.   YTD Revenues and   Expenditures are on target to budget.  Property tax notices were sent in July and were due by August 31 without penalty.  96% of property tax has been collected through February, which is on pace with previous years.   Other key revenue categories (State Sales Tax, Local Option Sales Tax, Liquor & Beer Wholesale Tax) are all on target to budget.

The City finished the 2013-14 budget year with 100% of planned City services and Capital projects funded, and an increase in Undesignated CASH reserves. 

2013-14 Year End Undesignated CASH reserves finished at:

  1.  
    1. General Fund             $144,000
    2. Watershed Fund         $177,675

Overall, the City's financial health continues to be very strong.

  1. Grant Updates.   
    1. New T-21 Grant Opportunity - Our applications for a T-21 grants was submitted November 1.  This is the same TDOT grant program that was used to build new sidewalks along Reservoir Road and Dairy Pond road over the last few years.  It has often been discussed by the Norris Planning Commission that the existing sidewalk system should be extended to Highway 61.  Awards are expected to be made in the spring.

b.    Safe Routes to Schools Grant Opportunity.  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 for the 2015 year; no match is permitted.   An application was submitted in January and awards are expected to be made in September 2015.

  1. Sale of Surplus Vehicles. Bids opened on February 20, 2015 and resulted in the sale of the 3 surplus City vehicles: 2000 Crown Victoria, 2002 Ford Explorer, and a 2003 Ford Explorer.  Total received for the vehicles was $1,825.00.

 

  1. Staffing Updates.  Two employees have announced their intentions to leave their full time positions with the City.  

Leanne Eldred has resigned from her full time Administrative Assistant position effective this month.  Heather Phillips has agreed to change from her part-time position in the office to the full time position.   Leanne plans to continue working with us in the part-time position.

Shirley Walker is retiring as Public Works Director effective June 30.  We will begin a search for a qualified replacement later this month.   Shirley has agreed to continue working on a part time basis as Building Inspector.

  1. Annual Watershed Spring Clean Up - March 28
  2. Annual Town Spring Clean Up - April 13-17

 

  1. Winter Weather Clean Up Report.   A mix of snow, ice, and sleet presented challenges throughout the City in February.   Shirley Walker and the Public Works Department did an outstanding job of keeping roads as clear as possible during this time.   Highlights include:
    1. 36 tons of salt spread ($78.04 per ton = $2809.44)
    2. 10 tons of gravel spread ($15 per ton = $150)
    3. 175 man-hours used clearing roads, with 51 of these during overtime hours, cost of ~$4500
    4. 24 man-hours used clearing sidewalks, cost of ~$600
    5. ~$120 for vehicle fuel

Also of note is that the 1997 4x4 Chevrolet truck broke down twice during clearing operations.   This was significant since this truck was the only one currently equipped with a snow plow, and did keep us from grading on a couple of days.   We were able to apply salt and/or gravel on every day of need.   Cost of repairs to the truck were $628.58.   Also, as an emergency expense, a second snow plow has been purchased at a cost of $4500 for the ¾ ton 4x4 truck.  This is an unbudgeted expense that can be paid for from State Street Aid Funds or from the Undesignated Cash Fund Balance at Council's discretion.

  1. Update of Watershed Resource Management Plan.   The Norris Watershed Board is working to update and revise the Resource Management Plan.   This plan addresses 3 major categories of activities in the Watershed: forest management, recreation, and water quality.   Three public workshops were held in January and February.   The plan will continue to be worked on and discussed at future meetings.  The public is encouraged to attend future Watershed Board meetings and provide input to the Watershed Board regarding one of Norris' most important resources.   Regular meetings of the Norris Watershed Board are on the third Thursday of the month at 5:00pm, at the Norris Community Building.