Norris City Council

Minutes

Monday, July 13th, 2015

 

 

 

BE IT REMEMBERED THAT THE CITY OF NORRIS CITY COUNCIL MET IN REGULAR SESSION ON MONDAY, JULY 13TH, 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, asked how much notice the City was given concerning the work on the bridge over the interstate at the Norris/Clinton exit.  City Manager Hester stated we did not receive any notice as only the jurisdiction where the bridge is located would be notified.

APPROVAL OF MINUTES

1.       The minutes of the June 8th, 2015 meeting were presented for approval.  Motion was made by Vice Mayor Haverkamp to approve the minutes with correction on item 8 - Motion was made by Painter instead of Grieve.  Motion was seconded by Council Member Grieve.   Motion carried by voice vote.

 

OLD BUSINESS

 

2.       Board and Commission Vacancies - A motion was made by Mayor Mitchell to appoint Ralph Jordan as Chairman of the Norris Watershed Board.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

 

3.       Council Review of Watershed Board Code - The Council reviewed the current Watershed Board Code.   After discussion the Council requested the City Manager present an updated ordinance at the next council meeting with the following changes:   20 -103 - The salary of the Secretary/Treasurer would be changed to a percentage instead of a dollar amount.   20 - 102 -the membership of the board would be changed from five to seven with one Council Member and one Norris Water Commission Member being on the board.  The Watershed Board would have the authority to nominate officers except for the Secretary/Treasury, and changes would also be made to 20 - 109 pertaining to general powers and duties.  City Manager Hester noted the ordinance would require two readings and a Public Hearing. 

4.       CITY MANAGER REPORT

City Manager Hester reported on the following:

 

1)      Revenues and Expenditures are tracking to budget - Overall expenditures are on target to budget.  Revenues are projected to be approximately $45,000 above expenditures, including unplanned costs late in the fiscal year for the McNeeley Building repairs.  Final numbers will be available with the completion of the annual audit.

 

2)      Grant Updates

a.       T-21 Grant Opportunity - grant was awarded for $347,000 to extend the City sidewalk system to Highway 61.  This will required the City to provide match funds of approximately $80,000.

City Manager Hester presented the T-21 TDOT Grant Contract for approval.  Council    Member Black stated he did not want to go through with the project because usage would be limited and he felt there was better usage of the matching funds.  City Manager Hester stated that Council could not pick a project that everyone would approve of.   Council Member Painter stated she would like to see all City streets with sidewalks.  Vice Mayor Haverkamp stated he felt a lot of residents will take advantage of the sidewalks once completed and he feels they add to our community.   After Council discussion and comments with the audience, a motion was made by Council Member Grieve to approve the Grant Contract.  The motion was seconded by Council Member Painter.   Motion carried by voice vote.

 

b.      Safe Routes to Schools Grant - City Manager Hester reported the application was         

submitted in January and awards are expected in September 2015.

 

 

3)      McNealy Building Crawlspace Issues  - City Manager Hester reported work by ServPro to remove the existing insulation and drying the space is complete along with the installation of a few new floor joists.  Public Works will now work on additional improvements outside of the crawlspace to improve drainage issues.

 

4)      McNeeley Building HVAC Unit  -City Manager Hester reported one of four HVAC units at this building had quit working and has been replaced at a cost of $3,500.

 

5)      Certificate of Achievement in Financial Reporting  - The City was recognized by the Governmental Finance Officers Association for excellence in financial reporting for the 11th consecutive year.  Congratulations to Janet Parks for this achievement.

 

6)      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.

 

7)      See attached City Manager Report. 

 

 

NEW BUSINESS

 

5.       Budget Amendments - None

6.       City Manager Hester presented carryover balances for 2015 - Norris Little Theatre - $15,783.56, Norris Animal Commission - $919.04, and Norris Recreation Committee - $564.33.  Motion was made by Vice Mayor Haverkamp to approve the carryover balances.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

 

7.       Ordinance 582 - 2014-2015 Budget Amendment Ordinance - City Manager Hester presented Ordinance 582 for first reading.  This ordinance needs two readings but a public hearing is not required as it is an amendment ordinance.   Motion to approve Ordinance 582 on 1st reading was made by Council Member Black.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

8.       Resolution 3-2015 - A Resolution Authorizing the City of Norris to participate in the TML Risk Management Pool "Safety Partners" Loss Control Matching Grant Program was presented for approval by City Manager Hester.  This is a matching grant up to $2,000 for the purchase of safety equipment for the employees.  Motion was made by Council Member Black to approve Resolution 3-2015.  Motion was seconded by Vice Mayor Haverkamp.  Motion carried by voice vote.

9.       Bid Review - New Public Safety Vehicle - City Manager Hester reported bids were opened on July 10, 2015 for the new Public Safety Vehicle.   The City only received one bid.   City Manager Hester reported he had personally invited Fox Toyota and Ray Varner Ford to submit bids but they did not.  The winning bid in the amount of $32,703.25 (2016 Dodge Ram 4 x 4 truck) was submitted by Chrysler-Jeep-Ram of Columbia.  Motion was made by Vice Mayor Haverkamp to accept the bid from Chrysler-Jeep-Ram of Columbia.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

 

10.   Review Title 10, Chapter 4 of City Code - City Manager Hester presented Title 10, Chapter 4 of the City Code for review and discussion.   He noted the code and zoning are in conflict.  City Manager Hester recommended the deletion of this code and noted the one horse farm currently in the City would be grandfathered in.   Council asked City Manager Hester to draft an ordinance for review and send to Planning.   City Manager Hester noted a change in this ordinance would require two readings and a Public Hearing.

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.

11.   Motion was made by Vice Mayor Haverkamp to adjourn.  Motion was seconded by Council Member Painter.  Motion carried by voice vote at 8:55 p.m.

 

 


 

 

 

 

 

 

 

 

 

 

 

TO:                        Norris City Council                                                         FROM:  Tim Hester                        

RE:                  City Manager's Report                                 DATE:             July 13, 2015

 

1.   2014-15 Year to Date (Estimated through June) Budget.   Overall, YTD Expenditures are on target to budget.  Revenues however are above estimates.  97% of property tax has been collected through June, which is on pace with previous years.   Other key revenue categories (State Sales Tax, Local Option Sales Tax, Liquor & Beer Wholesale Tax) are all ahead of budget.  Overall, revenues project to be approximately $45,000 above expenditures, including unplanned costs late in the fiscal year for McNeeley Building repairs and for transition of Public Works Director position.   The City finished the 2014-15 budget year with 100% of planned City services and Capital projects funded, and an increase in Undesignated CASH reserves.   Final year end numbers will be available with the completion of annual audit, but we will be able closely estimate the City's CASH reserve by early August.  The independent audit has begun with preliminary work done week of June 15.   The audit will be completed no later than December 2015.

Estimated 2014-15 Year End Undesignated CASH reserves finished at:

  1.  
    1. General Fund             $190,000
    2. Watershed Fund         $177,717 ($26,762 of this is earmarked for future Rifle Range improvements)

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

  1. Grant Updates.   
    1. New 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 $80,000.  TDOT reports that these types of projects typically take 2-3 years of prep work prior the project breaking ground.  TDOT has authorized us to proceed with the Environmental Phase of the project.  City Council needs to approve the TDOT contract for the Mayor's signature.
    2. 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.
  2. McNeeley Building Crawlspace Issues.   Work has begun to address the issues discovered in one portion of the McNeeley Building crawlspace.  Step 1 involved ServePro working to remove the existing insulation and drying the space.   This and the installation of a few new floor joists have been completed, and re-insulation work will begin soon.  Public Works will then work on additional improvements outside of the crawlspace to improve drainage issues.
  3. McNeeley Building HVAC Unit.  One of four HVAC units at this building had quit working, and has been replaced at a cost of ~$3500.   This unit serves the Museum portion of the building.
  4. Certificate of Achievement in Financial Reporting.   The City was recognized by the Government Finance Officers Association for our excellence in financial reporting.  This is the highest form of recognition in the area of governmental accounting and financial reporting.  Congratulations to Janet Parks for this achievement!  The City has obtained this award for 11 consecutive years.
  5.  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, February, April, and May.   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.