Norris City Council Minutes

Monday, June 12, 2017

 

 

 

BE IT REMEMBERED THAT THE CITY OF NORRIS CITY COUNCIL MET IN REGULAR SESSION ON MONDAY, JUNE 12TH, 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

Randy Williams, 104 Upper Clear Creek Road, Andersonville, stated he and his brother, Duane Williams, 121 Crescent Rd., grew up in Norris and that they were concerned about the changes in the Norris Police and Fire Departments.  He wants to know what is going on and what changes are being made.  Mayor Mitchell stated Council would be spending a significant amount of time on this topic later in the meeting and encouraged Mr. Williams to bring his questions up during this session if any of his questions are    not discussed.

APPROVAL OF MINUTES

  1. The minutes of the May 8th, 2017 Council Meeting were presented for approval.  Motion was made by Council Member Black to approve the minutes.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.

 

OLD BUSINESS

 

  1. Board and Commission Vacancies - None to present.  Mayor Mitchell noted there are currently openings on Planning, Community Development, and Norris Little Theatre.

     

  2. 2017-2018 Budget Ordinance No. 600 – 2st Reading – City Manager Marshall presented the 2017-2018 budget with no changes to the property tax rate.   He also noted the budget has no COLA or STEP increases for employees, but this can be revisited after the cost of the medical insurance is determined in October 2017.  Also the two capital outlay notes totaling approximately $73,000 will be paid in full.  Motion was made Vice Mayor Haverkamp to approve the 2017-2018 Budget Ordinance No. 600 on second reading.   Motion was seconded by Council Member Grieve.  Motion carried by voice vote.  

     

  3. Ordinance 601 - An Ordinance Reorganizing and Restructuring the Police and Fire Departments  –2nd Reading – City Manager Marshall gave a summary of this Ordinance.  He noted other cities in the state have already moved away from the combined departments over the last 20 years and we are one of the few cities in the state that still have a Public Safety Department.  He stated back in the 1970s it was possible to do both police and fire, but now it is a challenge.  City Manager Marshall stated the reason for the separation is to allow the police to specialize in police matters.  City Manager Marshall also said the City wants to improve the ISO rating and noted that on the last ISO rating the water supply had more points than the Fire Department.  The Fire Department will be working to improve the ISO rating by focusing on fire prevention, inspections, and public education.  City Manager Marshall said under the 2017-2018 Budget Ordinance, Fire Chief Hackler will receive no pay and there is no funding increase for the separation of the Police and Fire Departments.  Both Interim Public Safety Director Gary Wood and Asst. Fire Chief Scott Hackler support the change.  Darryl Kerley, Oak Ridge Fire Chief, President of the Anderson County Fire Chiefs Association, and a Fire Commission for the State of Tennessee spoke on training requirements for firefighters, and stated he supports what the City of Norris is doing and will assist in any way he can.  Rocky Top Fire Chief Ronnie Spitzer said Volunteer Firefighters are special people.  He stated Rocky Top had three full-time firefighters and they work 24 on and 48 off.  He stated Norris might want to look in the future to hire a full time firefighter that works during the day.  Motion was made by Vice Mayor Haverkamp to approve Ordinance 601 on second reading.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.  

     

  4. Sidewalk to Highway 61 Grant – City Manager Marshall informed Council of the need to make a decision concerning the environmental study.   The cost for the study will be $11,835 and is required before pre-construction and usually takes 4-6 months to complete.  The cost for the environmental study is included in the amount the City will be paying for pre-construction cost and grant match – approximately $145,000.   Mayor Mitchell said there is also a need for repairs to existing sidewalks, and additional new sidewalks, but this takes a long time to accomplish.  Mayor Mitchell stated the City will continue to try and get grants for this work.   City Manager Marshall informed Council he was making a list of the City sidewalks and the condition of the sidewalks for the Public Works Department.  Motion was made by Council Member Grieve to approve proceeding with the environment study for the Sidewalk to Highway 61 Grant.  Motion was seconded by Council Member Painter.   Motion carried by voice vote.

     

  5. 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 99.6% of 2016 property taxes 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.

     

  2. 2016 – 2017 Year to Date Water Budget – Overall, NWC operations budget remains tight, with no changes to report from the previous months. Revenue through May 2017 is 81% (excluding CDBG).  Water sales are projected 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 are projected to be approximately $40,000 short of projected annual revenue.   NWC has agreed to delay hiring until the budget detail             is clearer.   

 

  1. Grant Updates

  1.  
    1. T-21 Grant Opportunity – No change from last month.  The grant for $347,000 was awarded to extend the City’s 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.  The 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 date to start construction is November 01, 2018. 

    2. Safe Routes to Schools Grant – No change from last month.  SRTS is a 100% federally funded program; 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.

       

  1. Police Chief  – An offer has been made to William Kain, contingent on the applicant passing a drug test, psychological evaluation, and physical.   Mr. Kain has a Masters Degree in Criminal Justice and is currently the Police Chief of Baneberry, Tennessee.   Mr. Kain’s  tentative start date is July 3, 2017.

 

  1. Lion’s Club Pavilion Public Works will be installing the fans this week.  We are still accepting donations to have it fully paid by donations.  The amount left to be raised is $242.

 

  1. Recreation City Manager Marshall discussed the donated money for the Ridgeway Park project and found there were no restrictions and the City is allowed to use the monies donated for other parks.  City Manager Marshall stated the quotes ranged from $2,700 to $8,700 for three swings (1 regular, 1 toddler, and 1 ADA).  The estimated cost for the swings at Eric Harold Park is approximately $3,500.  He has also asked for quotes on the concrete table tennis tables and chess tables.   Council Member Painter asked where the concrete tables would be put.   City Manager Marshall will do more research concerning the concrete tables.  Motion was made by Vice Mayor Haverkamp to spend up to $3,500 for the purchase of swings for Eric Harold Park.  Motion was seconded by Council Member Black.  Motion carried by voice vote.

  2. See attached City Manager Report. 

 

NEW BUSINESS

 

  1. Budget Amendments  -  None

 

  1. Ordinance No. 602 – An Ordinance to Amend Ordinance 588 Dealing With Title 18, Water and Sewer, Chapter 1, Section 110; and Chapter 1, Section 113 – 1st Reading – City Manager Marshall presented Ordinance No. 602 for first reading.  The amendment is needed due to the Water Department being referred to as the Watershed Department in Ordinance 588.  Motion was made by Vice Mayor Haverkamp to approve Ordinance No. 602 on first reading.  Motion was seconded by Council Member Grieve.  Motion carried by voice vote.  

     

  2. Resolution No. 3 -2017 – A Resolution to Amend the Internal Control Policy of the City of Norris -  City Manager Marshall stated the sections pertaining to Public Safety Policies to Rifle Range Permits and Hunting Class Permits were needed as a result of 2015-2016 audit findings.  Motion was made by Council Member Black to approve Resolution No. 3-2017.  Motion was seconded by Council Member Painter.  Motion carried by voice vote.  

 

  1. Resolution No. 4 -2017 – A Resolution to Authorizing the City of Norris to Participate in the TML Risk Management Loss Control Grant Program was presented for approval by City Manager Marshall.   The Resolution authorizes the City to submit an application for a Safety Partners Loss Control Matching Grant up to $2,000.  Motion was made by Council Member Grieve to approve Resolution No. 4-2017.  Motion was seconded by Council Member Painter.  Motion carried by  voice vote.  

 

  1. Resolution No. 5 -2017 – A Resolution to Adopt and Approve the Anderson Co. Hazard Mitigation Plan was presented for approval by City Manager Marshall.   The Resolution approves and adopts the Anderson County Hazard Mitigation Plan in its entirety.  City Manager Marshall stated Department Heads would receive a copy of the plan and City Employees would receive training.  Motion was made by Vice Mayor Haverkamp to approve Resolution No. 5-2017.  Motion was seconded by Council Member Grieve.  Motion carried by  voice vote.  

 

  1. Surplus Items

City Manager Marshall requested approval to sell the following surplus City vehicles on Gov. Deals: 1997 Chev. 1500 4x4 Truck and 2008 Dodge Durango.  City Manager Marshall stated selling the vehicles on Gov. Deals would allow the City to receive the best price for the vehicles.  Motion was made by Council Member Grieve to approve the sale of the two vehicles on Gov. Deals.   Motion was seconded by Council Member Painter.  Motion carried by voice vote.

  1. 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.

     

  2. Vice Mayor Haverkamp informed Council he will be moving to Scotland later this year.  He will submit a resignation letter with the date of his resignation to Council as soon as the date is finalized in order for Council to fill this position.

     

  3. Motion was made by Council Member Grieve to adjourn.  Motion was seconded by Council Member Painter.  Motion carried by voice vote at 8:55 p.m.

 

_____________________________________                        _____________________________________

Matthew Marshall, City Manager                                                  Janet Parks, City Recorder

 

 

 

 

TO:                       Norris City Council                                      
FROM:                 Matthew Marshall                        

RE:                  City Manager’s Report                     

DATE:             June 12, 2017

 

1.   2016-17 Year to Date (Estimated through May) 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, 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.   The city’s general fund expenditures through May are at 87%.

  1. 2016-17 Year to Date (Estimated through May) Water Commission Budget.  Overall, NWC operations budget remain tight with no changes to report from previous months.   Revenue through May 2017 is 81% (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.

  2. Grant Updates.   

  1. 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.

     

  2. 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; we would like to bid this project out as soon as we can.

     

  1. Police Chief.   An offer has been made contingent on the applicant passing a drug test, psychological evaluation, and physical. 

     

  2. Lion’s Club Pavilion.    Public works will be installing the fans this week.   We are still accepting donations to have it fully paid for by donations.  The mount left to be raised it $242.

     

  3. Recreation I have researched the restrictions on the donated money for these projects and found that it allows us to use the monies donated for not just Ridgeway Park, but other parks.  I have received the quotes back on the swings.  I estimate the swings at Eric Harold Park costing approximately $3,500.  We would do the installation ourselves and use some of the playground surface left over from the Ridgeway playground project.    I have asked for quotes on the concrete table tennis tables and chess tables.