Norris City Council UNAPPROVED Minutes
Monday, February 13, 2017


BE IT REMEMBERED THAT THE CITY OF NORRIS CITY COUNCIL MET IN REGULAR
SESSION ON MONDAY, FEBRUARY 13TH, 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

Lester Murphy, 100 Dale Rd. and Chairman of the Norris Animal Shelter, expressed concern with the
path to the animal shelter area. The new building for the oil furnace blocks the outside light and the
path is totally dark and is also uneven. Interim City Manager Deatherage reported he is working with
Public Works Director Hevel to put a light on the back of the building to correct this problem.

George Miceli, 98 Butternut, wanted to recognize Sam Ogburn and give kudos for the professional and
considerate manner he handled a situation involving the death of one of Mr. Miceli’s neighbors.

Harry Shatz, 125 Butternut, asked if anyone had heard of any bear sightings in Norris and if there was an
action plan or protocol on this. Interim City Manager said he was not aware of any sighting and was not
aware of any action plan or protocol. Council Member Painter stated she had been told of a bear
sighting on Hickory Trail near the end of December 2016. Council Member Grieve stated it was best to
not use bird feeders or leave food out for outside animals.

 

APPROVAL OF MINUTES

1. The minutes of the January 9th, 2017 Council Meeting were presented for approval. Motion
was made by Vice Mayor Haverkamp to approve the minutes. Motion was seconded by
Council Member Grieve. Motion carried by voice vote.

 

OLD BUSINESS

2. Board and Commission Vacancies - Mayor Mitchell made a motion to appoint Roy Langheld
to the Board of Zoning Appeals. Motion was seconded by Council Member Grieve. Motion
carried by voice vote.

Mayor Mitchell made a motion to appoint Ron Hill to the Planning Commission and to renew
Ed Meyer to Planning Commission. The appointments would be for a three year term.
Motion was seconded by Council Member Black. Motion carried by voice vote.

Mayor Mitchell made a motion to appoint Hannah Lawson to the Norris Animal Shelter
Commission. Motion was seconded by Council Member Painter. Motion carried by voice vote.

3. Eric Harold Park Play Structure – The Recreation Committee will be meeting next week
concerning the play structure to discuss options for replacing or repairing the structure.

4. Fundraiser: Ceiling Fans for Lions Pavilion – Interim City Manager Deatherage reported $1,625
had been donated as of January 31, 2017. Interim City Manager Deatherage noted that Public
Works Director Hevel is a certified electrician and he will work with him to pre-wire for the
fans.

5. Mitch Loomis, East Tennessee Development District – Grant Update – Sidewalk Grant - Mr.
Loomis gave an update on the Sidewalk Grant to Highway 61. He reported the engineering
firm, Cannon and Cannon, is waiting on notification from the City to start the Environmental
Phase of the project. The City is responsible for all pre-construction costs and the City’s match
once construction is started will be approximately $86,000 – this amount is subject to change
once the bids are received. The construction phase must be started by November 8, 2018.
Mayor Mitchell noted when the grant was originally awarded, Council had been told the match
would be around $80,000. The estimated match as of January 2017 is around $145,000. Mr.
Loomis said Council needs to make a decision if they want to proceed with this project. Mayor
Mitchell stated the funding of this project could be discussed during the 2017-2018 Budget
Workshops in March and April. Mayor Mitchell reported Council had been told previously the
City cannot borrow funds for the match requirement, but after additional research a loan could
be obtained for the match requirement.

Safe Routes to School Grant – Mr. Loomis noted this is a 100% federally funded grant. We are
waiting on the Environmental Phase to be completed and clearance from TDOT to go forward
with the bids. Mr. Loomis reported the grant would be used for speed tables, markings,
signals, and a sidewalk going behind the Norris Middle School. Council Member Painter noted
there is no sign on Deer Ridge noting the school zone. Mr. Loomis noted a scope change can be
done on this and changes can be made at the pre-construction meeting. Construction will
probably begin in May or June 2017.

Used Oil Grant - Mr. Loomis stated the grant was a 100% funded grant, but some items were
purchased that were not approved items under the grant. The total expenses paid were
$18,717.31 but only $13,293.00 were covered under the grant - the general fund shortage is

$2,924.66 and the water fund shortage is $2,499.65. Mr. Loomis noted the City would be
applying for a 100% grants to purchase a trailer to haul the used oil.

6. Margaret Norris – MTAS, Review of City Manager Search – Margaret Norris reported the City had
20 applicants for the City Manager position. Ms. Norris stated she was willing to help the City
with the screening and executive search as much as the City wants. The Council discussed the
search meeting schedule and posting requirements. A motion was made by Vice Mayor
Haverkamp to authorize Margaret Norris to screen and rate the applications and approve the
following City Manager Search Meeting schedule: Feb. 20, 2017 at 4 p.m. – Council to review,
score, and determine candidates for interview process; Feb. 27, 2017 at 5 p.m. – Interviews; Feb.
28, 2017 at 5 p.m. – Interviews; March 1, 2017 at 5 p.m. – Interviews, discussion, and possible
vote on City Manager if second interviews not required; and March 4, 2017 at 1 p.m. – Council will
conduct second interviews, if needed, and possible vote on City Manager position. Motion was
seconded by Council Member Grieve. Motion carried by voice vote. Mayor Mitchell asked Ms.
Norris if the City Manager contract needed to be reviewed. S. Norris said the position was an at
will position and an offer letter would be given with the salary and benefits listed.

7. CITY MANAGER REPORT

Interim City Manager Deatherage reported on the following:

 1) 2016 – 2017 Year to Date City Budget – Overall expenditures are on target to budget with
99% 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 on target for the
year but it is apparent the sewer sales will miss the budget as we have now been below
projected sewer revenue for seven consecutive months. 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 forthe 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.

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.

c) Oil Recycling Grant – An award has been made by TDEC for an oil recycling grant
in the amount of $21,500. The State completed the final inspection on
December 27, 2016. It was previously reported this was a 100% funded grant
and required no local match, but upon submitting invoices to the State, some of
the paid expense items were not listed on the grant budget and were not
reimbursed by the State. An amendment to the State grant budget was
requested, but was not approved. The total expenses for the Oil Grant were
$18,717.31 - $13,293.00 was covered by the Oil Grant leaving a shortage of
$5,424.31. The General Fund shortage is $2,924.66 and the Water Fund shortage
is $2,499.65. Interim City Manager Deatherage requested approval to pull the
$2,924.66 shortage from the General Fund Reserve Balance. Motion was made
by Council Member Black to approve the transfer of $2,924.66 from the General
Fund Reserve. Motion was seconded by Council Member Painter. Motion carried
by voice vote.

 4) TML Casualty Loss Control Survey and Recommendations – The report was received in
January 2017 and has four items of exposure observed during the survey. TML will be
notified due to the search for a new City Manager, the survey recommendation will be
reviewed and necessary changes will be made on or before Sept. 30, 2017. Vice Mayor
Haverkamp noted Council had been told in November 2016, the play structure at Eric Harold
Park needed to be torn down per the TML Loss Control Survey, but the actual written report
from TML states the structure needs repair or possible replacement. Interim City Manager
Deatherage and Council Member Black will check the structure to verify if repairs can be
made or not.

 5) Clear Creek Biota Sampling Proposal - Gerry Middleton, a biologist with TDEC Division of
Remediation (Oak Ridge Office) has requested permission from the City of Norris to
conduct a study in Clear Creek (Watershed). If permission is granted, the study would start
in mid-April and likely be concluded by the 1st week of May. This project could be an
outreach opportunity for a local school science class for possible participation. Interim City
Manager Deatherage stated the Norris Water Commission approves this study and noted
this would be discussed at the Watershed Board Meeting on Feb. 16, 2017. Motion was
made by Council Member Grieve to approve the sampling proposal. Motion was seconded
by Council Member Black. Motion carried by voice vote.

 6) Community Center Public Wifi – The City can upgrade our current Comcast service to include
a Wi-Fi Pro router to allow for Public Wi-Fi service in the Community Center building. The
new wireless router would allow access to be set by timer at our discretion with no data cap.
This upgrade would include a higher internet speed for the City Office. The current monthly
internet charge is $131.36. The total monthly card with the update is $134.80. Council
concurred with Interim City Manager Deatherage and the upgrade will be requested.

 7) See attached City Manager Report.

 

NEW BUSINESS

 8. Budget Amendments - none

 9. Resolution 1 - 2017 – Resolution for Tennessee Municipalities to Restore Local Control was
presented for approval. Stacey Pratt, with ASAP Anderson County, stated the resolution
urges the Tennessee General Assembly to repeal any preemption of local smoke-free air and
other tobacco-related laws, and restore the right of local governments to enact and enforce
smoke-free air and other tobacco-related laws. Motion was made by Vice Mayor Haverkamp
to approve the resolution. Motion was seconded by Council Member Black. Motion carried
by voice vote.

 10. Proclamation – Colton Zenni - A proclamation was read honoring Colton Zenni for receiving the
prestigious rank of Eagle Scout in the Boy Scotts of America. Colton had fulfilled all of the
requirements in addition to completing his Eagle Scout Project which involved building a roof on
the state in front of Norris Middle School. He raised over $6,000 and supervised youth and
adults as they worked more than 900 hours to complete the project. The City of Norris on
behalf of all its residents recognized this bright and outstanding young man for his many
accomplishments and specifically receiving this prestigious rank.

11. Watershed Resource Management Plan Approval – The City of Norris Watershed Board
approved the Resource Management Plan at their January 19th, 2017 meeting and approved
the plan be sent to Norris City Council for final approval. Motion was made by Council
Member Black to approve the Watershed Resource Management Plan. Motion was
seconded by Council Member Grieve. Motion carried by voice vote.

12. Budget Schedule – The following 2017-2018 Budget Schedule was presented for approval.


 Budget Procedures and Budget Meetings for the 2017-2018 Fiscal Year

Reference: TCA 6-56-206, budget estimates. This law also provides for a budget calendar,
which is summarized below:

*March 22, 2017 - 6:00 p.m. Budget Workshop with Department Heads.

City Council will meet with Department Heads to review department budgets.

*April 10, 2017 – 6:00 p.m. Budget Workshop. Interim 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 8, 2017 – 7:00 p.m. 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 17, 2017 – 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 5, 2017 – 6:00 p.m. Public Hearing.

Public Hearing on proposed 2017-2018 budget.

*June 12, 2017 – 7:00 p.m. Council Meeting.

2017-2018 Budget presented to Norris City Council for final reading of Ordinance.

Motion was made by Council Member Painter to approve the 2017-2018 Budget Schedule.
Motion was seconded by Council Member Grieve. Motion carried by voice vote.

13. 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.

 
14. Motion was made by Council Member Painter to adjourn. Motion was seconded by Council
Member Grieve. Motion carried by voice vote at 9:58 p.m.


 

_____________________________________ _____________________________________

Joe Deatherage, Interim City Manager Janet Parks, City Recorder

 
TO: Norris City Council

FROM: Joe Death rage

RE: City Manager’s Report

DATE: February 13, 2017

 1. 2016-17 Year to Date (Estimated through January) CITY Budget. Overall, YTD
Expenditures are on target to budget. 99% of property tax has been collected. Other key
revenue categories such as State Sales Tax, Local Option Sales Tax, and 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.

2. 2016-17 Year to Date (Estimated through January) Water Commission Budget.
Overall, NWC operations budget remain tight with no changes to report from previous
months. Revenue through Jan. 2017 is 57% (excluding CDBG Grant).

Water sales project to be on budget through Jan. 2017, but it is apparent that sewer sales
will miss the budget as we have now been below projected sewer revenues for 7
consecutive months. Sewer sales project to be approximately $30k 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 – 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. 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.

c. Oil Recycling Grant. An award was made by TDEC for an oil recycling grant in
the amount of $21,500. The final state inspection was on December 27, 2016. It
was previously reported this was a 100% funded grant and required no local
match, but upon submitting invoices to the State some of the paid expense items
for the Oil Grant were not listed on the grant budget and were not reimbursed by
the State. An amendment to the State grant budget was requested, but was not
approved. The total expenses for the Oil Grant were $18,717.31 - $13,293.00 was
covered by the Oil Grant leaving a shortage of $5,424.31. The General Fund
shortage is $2,924.66 and the Water Fund shortage is $2,499.65. A copy of the
breakdown is attached.

4. TML Casualty Loss Control Survey and Recommendations. The report was received
in January 2017 and has 4 items of exposures observed during the survey. A copy of the
survey recommendations is attached. TML will be notified due to the search for a new
City Manager, the survey recommendations will be reviewed and any necessary changes
will be made on or before 09-30-2017.

5. Clear Creek Biota Sampling Proposal. Gerry Middleton, a biologist with TDEC Division
of Remediation (Oak Ridge Office) has requested permission from the City of Norris to
conduct a study in Clear Creek (Watershed). If permission is granted, the study would start
in mid-April and likely be concluded by the 1st week of May. The request was sent to all
City Council Members. This project could be an outreach opportunity for a local school
science class for possible participation. Norris Water Commission approves of this study.
This will also be discussed in the Watershed Board Meeting on 2/16/2017.

6. Community Center Public Wife. The City can upgrade our current Comcast service to
include a Wi-Fi___33 Pro router to allow for Public Wi-Fi___33 service in the Community
Center building. The new wireless router would allow access to be set by timer at our
discretion with no data cap. This upgrade would also include a higher internet speed for
the City Office. The current monthly internet charge is $131.36. The total monthly cost
with the update is $134.80 per month, an increase of $3.44.