Norris City Council

Minutes

Monday, March 14th, 2016

 

 

BE IT REMEMBERED THAT THE CITY OF NORRIS CITY COUNCIL MET IN REGULAR SESSION ON MONDAY, MARCH 14TH, 2016, AT 7:05 P.M. WITH THE FOLLOWING COUNCIL MEMBERS PRESENT:  JACK BLACK, BILL GRIEVE, YORK HAVERKAMP,  AND LORETTA PAINTER.   NOT PRESENT:  CHRIS MITCHELL.

 

The meeting was called to order by Vice Mayor Haverkamp. 

HEAR THE PUBLIC

No comments from the public.

APPROVAL OF MINUTES

1.       The minutes of the February 8th, 2016 council meeting were presented for approval.  Motion was made by Council Member Grieve to approve the minutes.   Motion was seconded by Council Member Painter.  Motion carried by voice vote.

 

OLD BUSINESS

 

2.       Board and Commission Vacancies - None

 

3.       Animal Commission Requested Change - New Pet Foster Care Agreement - Vice Mayor Haverkamp reviewed the new form and stated it is a good form and policy.  He noted animals have been fostered for a number of years, but no form had previously been used.  The form contains a release, discharge, indemnify, and hold harmless section.  Motion was made by Council Member Painter to approve the New Pet Foster Care Agreement and Policy.  Motion was seconded by Council Member Black.  Motion carried by voice vote.

4.       Ordinance 592 - An Ordinance to Amend Title 2, Miscellaneous, Chapter 6 - Norris Library Commission was presented for second reading.    City Manager Hester stated a Public Hearing was held on March 14th, 2016 at 6:30 p.m.   City Manager Hester noted the changes to the Ordinance were recommended by the Norris Library Commission.   Motion was made by Council Member Black to approve Ordinance 592 on second reading.  Motion was seconded by Council Member Painter.  Motion carried by voice vote.

 

 

 

 

5.       Ridgeway Park Additions - City Manager Hester reported the City had joined the USA Community Alliance.   He presented revised pricing for a swing and slide.  Option 1 included a slide and a 2 person swing in the amount of $17,400 and a slide and a 3 person swing in the amount of $19,990.  The installation of the 3 person swing would require cutting down several trees.   City Manager Hester stated delivery would be in 60 - 120 days after order is placed.   Motion was made by Council Member Painter to approve the quote for the slide and 2 person swing set in the amount of $17,400.  Motion was seconded by Council Member Grieve.   Motion carried by voice vote.

 

CITY MANAGER REPORT

City Manager Hester reported on the following:

 

1)      2015 - 2016 Year to Date Budget - Overall expenditures are on target to budget with revenues slightly above estimates.  98% of the 2015 property taxes have been collected, which is on pace with previous years.  Overall the City's financial health continues to be very strong, and the City is in good position for meeting upcoming capital needs such as equipment and road paving.

 

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 require the City to provide match funds of approximately $120,000.  The site survey was completed, and the City is currently working with Norris property owners to allow for easement of the sidewalk. 

b.      Safe Routes to Schools Grant - Preliminary paperwork has been submitted to state and we are waiting on their approval to perform the environmental assessment.

c.       Oil Recycling Grant - NWC Superintendent Wilkerson and Public Works Director Hevel are currently reviewing needs.  Should be completed by October 2016.

d.      Local Parks and Recreation Grant Application - City Manager Hester requested Council approval to apply for a $50,000 LPRF Grant.  The focus of this grant would be resurfacing the tennis courts and updating the adjourning restrooms.  This grant requires a 50% match and if awarded, we can expect the project to be completed in the 2017-2018 fiscal year.  If submission of application is approved, City Manager Hester will schedule two Public Hearings - one the week of March 28th, 2016 and the second the week of April 4th, 2016.  Motion was made by Council Member Black to approve submitting a grant application in the amount of $50,000.   Motion was seconded by Council Member Painter.  Motion carried by voice vote.

 

 

 

3)      Staffing Update

Heather Clark has joined us and will be taking over the part-time Records Clerk position.

 

4)      Annual Spring Clean UpThe dates of April 11 - 15, 2016 have been set for the annual    Norris spring cleanup.

 

5)      Annual Watershed Spring Clean Up - The annual Watershed clean-up will be Saturday, April 2nd, 2016 from 9 a.m. until noon.

 

6)      Point Line Repair on East Norris Rd.Utility work is planned for the week of March 21st, 2016 on East Norris Rd., between Pine Road and Norris Square.  This work will close this section of road to through traffic for 2-3 days.  This work is planned ahead of the pending East Norris Rd. paving project.   An exact timing will be dependent on weather.

 

7)      Update of Watershed Resource Management Plan

The Board is still working on update.  The plan will soon be available for public comment prior to its adoption.  The plan will be posted on the City's website soon.

 

8)      See attached City Manager Report. 

 

NEW BUSINESS

 

9)       Budget Amendments  - none

 

10)   East Norris Road Paving Bid - City Manager Hester reported bids were opened at 10 a.m. on Feb. 26, 2016.  Two bids were submitted - Rogers Group submitted the low bid in the amount of $86,564.25.   Duracap submitted a bid of $93,325.50.  Most of the funds to pay for the paying project come from the State Street Aid Fund which is federal money.   Motion was made by Council Member Grieve to accept the bid from the Rogers Group in the amount of $86,564.25.  Motion was seconded by Council Member Black.  Motion carried by voice vote.

 

11)   City Manager Hester presented the 2016-2017 Budget Calendar for approval.  The calendar is as follows:

 

  • April 11, 2016 - 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 9, 2016 - 7:00 pm 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 18, 2016 - 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 6, 2016 - 6:00pm Public Hearing. Public Hearing on proposed 2016-17 budget.
  • June 13, 2016 - 7:00pm Council Meeting. City Manager to present the 2016-17 Budget to City of Norris Council for final reading of the Ordinance.

 

Motion was made by Council Member Painter to approve the above 2016-2017 Budget Calendar.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

12)   Permanent Easement - Cliff Stephens Property - City Manager Hester report Mr. Stephens had contacted him and wanted to give the 800 square feet of property to the City instead of an easement.  City Manager Hester requested Council approval to accept the property as a gift.   Motion was made by Council Member Black to accept the 800 square feet of property from Mr. Stephens.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

 

13)   Accounts Payable, Minutes, and Reports

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

Motion was made by Council Member Grieve to adjourn.  Motion was seconded by Council Member Painter.  Motion carried by voice vote at 8:12 p.m.

 

 

 

 

 

TO:                        Norris City Council        
FROM:                 Tim Hester                         

RE:                  City Manager's Report                    

DATE:             March 14, 2016

 

1.   2015-16 Year to Date (Estimated through February) Budget.   Overall, YTD Expenditures are on target to budget, and revenues are slightly above estimates.  98% 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 on budget. 

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

  1.  
    1. General Fund             $210,000
    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, and the City is good position for meeting upcoming capital needs such as equipment and road paving.

  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 $120,000.  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.   The site survey was completed, and next steps will be discussed at the council meeting.
    2. Safe Routes to Schools Grant.  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.   Our award of this grant was received and we have begun the planning process for implementation.   Preliminary paperwork has been submitted to the State and we are now waiting for their approval to perform the environmental assessment.
    3. Oil Recycling Grant.   An award has been made by TDEC for an oil recycling grant in the amount of $21,500.   Grant request had been for $27,500.   We will evaluate if we can still upgrade both used oil furnaces at Public Works and NWC operations buildings with the lower funded amount.   This grant is funded 100% and requires no local match.    I attended a mandatory seminar for this grant on February 9th, and we are in the process of developing our specifications for equipment.   This grant should be completed by October 2016.
    4. Local Parks & Recreation Fund Application.  Council approval is requested to apply for a new LPRF grant.   Focus of this grant would be re-surfacing the tennis courts and updating the adjoining restrooms.   This grant requires a 50% match, and if awarded we can expect the project to be completed in the 2017-18 Fiscal Year.  Project budget is estimated at $50,000, meaning the City's responsibility would be $25,000.

 

  1. Staffing Update.  I am pleased to report that Heather Clark has joined us on staff in the City office.  Heather will be taking over the part-time Records Clerk position due to Leanne Eldred's recent retirement.   Please join me in welcoming Heather to our team!

 

  1. Annual Spring Clean Up.  The dates of April 11th through April 15th have been set for the annual Norris spring cleanup.  The City will pick up items curbside that are not too heavy for two men to handle.  Items that cannot be picked up are tires, paint or solvents, unused cleaning supplies, freezers or refrigerators, building materials, or anything with asbestos.

 

  1. Annual Watershed Spring Clean Up. The annual Watershed clean-up will be on Saturday April 2nd, from 9:00am until noon.   Details will be available later in the month via the Town Center Bulletin Board and Norris Bulletin.

 

  1. Point Line Repair on East Norris Road.   Utility work is planned for the week of March 21st on East Norris Road, between Pine Road and Norris Square.   This work will close this section of road to through traffic for 2-3 days, as crews under the supervision of the Norris Water Commission will be upgrading a section of sewer line.  This work is planned ahead of the pending East Norris Road paving project, and exact timing will be dependent on weather.

 

  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.   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.  The expectation is that the Plan will soon be available for public comment prior to its adoption.   Plan will be posted on the City's website soon.