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(The January minutes have not yet been approved by the Board)

MINUTES FOR JANUARY 23, 2012

CALL TO ORDER:  Mayor Fultz called the meeting to order at 6:00 p.m.  

 

INVOCATION AND PLEDGE TO THE FLAG:  Alderman Troy Poore gave the invocation followed by the pledge to the American Flag.   

 

ROLL CALL BY THE RECORDER:  Linda Fultz present; Allen Hurst present; Troy Poore present; Lieven Cox present; Mayor Bill Fultz present.  

 

APPROVAL OF MINUTES:  There was a motion by Lieven Cox and seconded by Troy Poore to approve the minutes of the December regular monthly meeting.  The motion passed unanimously.  

 

COMMUNICATIONS FROM THE MAYOR:  Steve Roark was introduced to speak to the Board on behalf of the Clinch Powell RC&D's Appalachian Quilt Trail Guide.  He had been informed that Claiborne County Chamber of Commerce and Tourism did not have any funds available to contribute to the updating of the guide and he had taken on the responsibility to find participants to commit, the full panel cost being $1500, 1/2 panel $800 or 1/4 panel $400.  After discussion there was a motion by Allen Hurst, seconded by Troy Poore that the city would commit to $400.  Discussion on the motion was that should Mr. Roark be able to find enough participants for a full panel it might be that the city cost would be reduced.  The motion passed unanimously. Mayor Fultz introduced the idea of whether or not the city would want to hire an architect to design the installation of walls and an elevator to the upper floor of city hall.  Mr. Cox asked what would be the cost and he was informed that the usual charges of 7% of the project cost.  After discussion of this item it was suggested that Jim Adams be invited to the February work session to discuss the matter.  David Laws stated that Frank Sparkman would come and do a study and make suggestions of what could be done. The Board was also favorable of talking with Mr. Sparkman.  

 

REPORTS OF BOARD MEMBERS AND COMMITTEES AND OTHER OFFICERS:              

Financial  Reports:  There was a motion by Linda Fultz and seconded by Troy Poore to approve the reports as presented.  The motion passed unanimously.

                Utility Board: The city engineer, John Allen, reported that the  2010 CDBG currently under construction by K. Carrender is near completion.  It is "under the gun" for completion of all the paperwork by mid-month and Gail Byrd with ETDD is working toward the closing of the project.  One more day should complete the trunk lines, most connections are yet to be done.  The State monitoring visit is scheduled for February 3rd.  The application for the 2012 CDBG is being compiled by Ms. Byrd.  It is hopeful to go back and pick up areas not yet completed around the existing collection system to complete the 2012 project.  Linda Fultz asked what the amount of the next project would be.  Mr. Allen informed her that around  $500,000 to connect 35 - 55 homes.  And, while the Federal side of the grant concentrates on the low-median income homes, the State is also looking toward relating back to the economy and this project should make sewer accessible to the businesses from the Nettleton Road area.  Alderman Poore asked what percentage would be low income.  It is expected to be at near 100%.  The areas must have septic tank testing done but should be no problem in getting that done.  The Mayor informed the Board that likely areas are White Avenue, Weatherby and Franklin, balance of the area between the ball park and Subway and behind Citizens Bank and the BSU.    There is also a spot between Bolton Circle and Washington Avenue that does not yet have service available.  John Allen stated he will be working on the maps and should be able to let Rose know this week.  Troy Poore stated that he would be changing his motion pertaining to the LMU sewer connection fee invoice as he had previously talked about at the work session to waive the fee entirely.  He made the motion to invoice LMU $110,000 and send along with a letter that in six months the balance of the initial invoice of $223,200 ($113,200) would be due and as long as they maintain and expand their own system and do not access the main line again they will not be assessed any more tap fees.  There was discussion from the Board to the effect that LMU would keep and maintain their pump station.  There was a second from Allen Hurst.  At this point John Allen asked to address the issue of "not ever assessing any more tap fees".  Mr. Allen pointed out that the City only has a 200,000 gallons per day capacity from Claiborne Utilities and with the rapid growth of Lincoln Memorial University that the city would very shortly be at a point that it would need to renegotiate with CUD on gallons per day capacity.  With the motion that LMU would never be assessed any more tap fees this could end up costing the residents of Harrogate huge usage fees.  Mayor Fultz brought up the issue if LMU decided to build or expand properties off the main campus area for businesses would this mean they would not be assessed a connection fee.  The consensus of the BMA was that this motion would not affect any third party properties. After the discussion, Mr. Poore restated his motion to invoice LMU $110,000 and send along with a letter that in six months the balance of the initial invoice of $223,200 would be due and would not be assessed any further connection fees; however when the city's 200,000 gallons per day benchmark is reached and must be renegotiated, then the City of Harrogate, Lincoln Memorial University and Claiborne Utilities will sit down to negotiate a new agreement.  Whatever the cost of the additional gallons per day to be assessed by Claiborne Utilities, then the cost of the City of Harrogate and Lincoln Memorial University will be pro-rated based on the percentage each entity is using at that time of the current 200,000 gpd capacity.   Also, on acceptance of this agreement, a written contract will be drawn up between the two entities (Lincoln Memorial University and City of Harrogate.)  Mr. Hurst agreed to second the motion as restated.  A roll call vote was taken:  Linda Fultz, yes; Allen Hurst yes; Troy Poore, yes; Lieven Cox, yes; Bill Fultz, no.  The motion passed by majority vote.

              Roads Report: Three bids had been received for the wood chipper.  Mayor Fultz opened the bids and read as follows:  Wilder Motor and Equipment, Nashville, Tennessee: $30,005 for a MORBARK BEEVER M12R; Vermeer of Murfreesboro, Tennessee: $30,525 for a Vermeer BC1000XL; and, Vermeer of Kentucky, Elizabethtown, KY:  $33,347.23.  After reviewing there was a motion by Troy Poore, seconded by Allen Hurst, to not take any action on the bids at this time until the bids can be  reviewed further.  The vote was unanimous. Troy Poore stated that he had looked at St. Johns Place being considered to reopen.  He had earlier stated that he thought the property was too steep to build a road; however after looking at it, he now thought it could be done.  The Mayor is to get a couple of quotes on what the cost might be and discuss further at the next work session.

                Parks and Recreation Advisory Board Report:  Linda Fultz reported the Board has not met but will be meeting in February to start work on the Easter Egg Hunt.

              Fire Department Report:  The department had responded to 8 calls, one of which had been a bad wreck on Forge Ridge Road with entrapment.  He wanted to take time to brag on the volunteers.  They had a less-than-15-minutes extrication time. Chief Davis is still working on the ISO challenge with more paperwork to be done.  He still needs more information to come from LMU.  Peyton Bullen will be here on January 31st and February 1st and will likely want to meet with the Mayor on the 31st. Five pagers had been sent off for repair, three were repaired and two could not be repaired.  The replacement cost is $149 each.  One pager had been destroyed at the Mize fire; however the insurance company had sent payment for that pager.  The insurance company had also sent a check for the fire hose tester that was defective.  He would like to replace the fire hose tester. On a final note, Chief Davis had been out in the Rescue truck today to get a quote for lettering and the truck had quit on him again and had to have it towed.  It is now at Hills in Virginia checking to see what will be needed to repair it.

             Book Station Report:  Barbara Ramsey presented a quote from Hick's to put the walls back in the basement as was.  The floors had not been addressed in the quote.  She also stated that the doors need to be replaced and would like to have the doors that are already tinted.   After discussion it was realized that this quote was not for what was intended. So, there was a motion by Troy Poore, seconded by Linda Fultz, to give the mayor authority to get one more quote on the walls with a revision from Hick's and to proceed with the project.  The walls need to be completed by April.  The floors will be dealt with later.  The motion passed unanimously.    

            Report from Building Inspector:  David Laws reported that the letters had been sent out to six property owners.  Four of the six had been returned as undeliverable, one of which (Sue Keck's) had been refused.  The Taylor property is okay, Metts is being cleaned up and the 129 Bristol Road had been cleaned up.  This brought up the question whether to clean up or cite to court.  Mr. Laws said the procedures stated to clean up and attach a lien. Mayor Fultz then asked how long after the lien was attached could the property be sold for the city to recover the costs.  Staff will check with Attorney Roach for his opinion.

 

Mr. Laws reported he had signed all the LMU building permits, but still had the garden center yet to do. When asked if he had all the information needed for the ISO visit Chief Davis stated he needed the fire hydrant flow tests updated by Friday.  The Chief still needed maps and other information for the pre-plans from LMU.

 

Chief Davis also reported that while Doug had the truck at Wynn's to be repaired it had come up in conversation that equipment was needed for the trucks to get ready for the ISO challenge and he had been told about a department that had equipment they were giving away.  As a result, the department had received a trailer and a pick up load of equipment estimated to be a savings of $6000 to the department.

              Planning and Zoning Commission:  Linda Fultz had not been at the meeting but Mayor Fultz reported that no business had been transacted. 

OLD BUSINESS:   None

 

NEW BUSINESS:  There was a motion by Troy Poore, seconded by Lieven Cox, to reappoint the Tree Board:  Chairman Edwin Robertson, Judy Robertson, Steve Roark, Mike Heiskell, Linda Davis, Eddie Lou Shoffner and Sandie Stapleton.  The vote was unanimous.

  PUBLIC FORUM:  Linda Julien, 423 Washington Avenue, was present to ask what she needed to do to get sewer to her home.  She was advised that she would be responsible for the line from her house to the stub out, but the City would need to install the pipe line to her property.  She would be notified when time for her to connect.

 ADJOURNMENT:  There was a motion by Troy Poore, seconded by Allen Hurst,  that the meeting be adjourned.  The Mayor declared the meeting closed.

MEETING OF THE BMA DECEMBER 19, 2011

CALL TO ORDER:  Mayor Fultz called the meeting to order at 6:00 p.m.

  

INVOCATION AND PLEDGE TO THE FLAG:  Alderman Troy Poore gave the invocation followed by the pledge to the American Flag.

  

(At this point the Mayor opened and closed the public hearing for Ordinance 87. Minutes of that meeting are separate from this record.)

  

ROLL CALL BY THE RECORDER:  Linda Fultz present; Allen Hurst present; Troy Poore present; Lieven Cox present; Mayor Bill Fultz present.

  APPROVAL OF MINUTES:  There was a motion by Troy Poore and seconded by Lieven Cox to approve the minutes of the November 10th called meeting and the November regular monthly meeting.  The motion passed unanimously.  

COMMUNICATIONS FROM THE MAYOR:  None

  

REPORTS OF BOARD MEMBERS AND COMMITTEES AND OTHER OFFICERS:

  

             Financial  Reports:  There was a motion by Linda Fultz and seconded by Allen Hurst to approve the reports as presented.  The motion passed unanimously. 

  

             Utility Board:  The 2010 CDBG project is currently under construction by K. Carrender Construction and Gail Byrd with ETDD is working on the 2012 CDBG project application.  In the spring the EPA project to the nursing home out Shawanee Road should get under construction.  Beyond that, the Mayor is anticipating a trip to DC to talk about where funding is to come from.

  

At this point, David Laws presented the pump data on LMU's system from their pump station to Patterson Road.  David stated that these numbers were conservative.  That issue was moved to next month's work session; also to the agenda for January.  The Mayor stated we need to schedule a meeting with LMU.

  

Linda Fultz questioned when the bank (Citizens) might be connected.  They are still having to pump regularly.  Staff stated that Gail Byrd had discussed the need for the economic impact to be a part of the 2012 CDBG application she was working on and the bank and the businesses in that area were to be made a part of the application.  It was noted that the application would not pay for the connections; however making the sewer available to the businesses would add points to the review process.

  

            Roads Report: The Mayor reported that some patchwork has been completed. The Board may want to consider putting lines on the recently paved roads.

   

Troy Poore stated that there is water standing and running across the road above Pump Springs Church, even without the heavy rains water stands there,  and his concern is that it needs to be resolved before the weather gets cold enough to freeze.  The tile needs to be replaced.  The Mayor stated it would be looked at and do whatever needed to be done.

  

Some discussion about the purchase of a wood chipper.  The one on E-Bay had been sold.  No other listings.  There was a motion by Troy Poore, seconded by Allen Hurst, to put the chipper out to bid.  The motion passed unanimously.

  

             Parks and Recreation Advisory Board Report:  No meeting, no report.

  

             Fire Department Report:  The department had responded to 5 calls:  four alarms and one vehicle accident.

  

The old engine in Corbin for pump test won't pass the test.  Wynn's has quoted $6900 (minimum) for rebuilding.  The pressure tests okay; however the volume of water is not there.  When asked if this truck is needed in service for the ISO, Mr. Davis  informed the Board that with the buildings on campus it is needed.  The department could handle a fire with mutual aid; however the truck cannot be certified as is.  All paperwork must be ready by January 15th for the ISO challenge.  It was decided to bring the truck back to the station and re-equip to get what points possible.  The new pumper and tanker trucks need dividers in hose bed  and new truck needs brackets.  Troy Poore made a motion to do whatever needs to be done to meet requirements.  Allen Hurst seconded the motion.  The motion passed unanimously.

    

Mr. Davis reported that the department will flow test hydrants the week after Christmas.  The new truck will go for pump test on Thursday.  It was reported that Montgomery's Grocery (Bill and Carol Montgomery) had made a donation of $500 to the department as well as LMU has donated $2000.

  

            Book Station Report:  Barbara Ramsey reported that the drainage system was now completed, so when could the basement be finished?  The Mayor had called Collett's to do the work; they have not yet returned his call.

  An Open House is planned for April 28th.  

The Mayor stated that the drainage project at the ball field is almost completed too.

  

            Report from Building Inspector:  David Laws reported that Bill Parsons is to clean up his property tomorrow.  He had brought the building permits for the LMU dorms and the Tennis building to city hall; however did not get the Garden Center completed.  One permit for Harrogate South had been signed.

 

He had brought the letters to property owners who need to clean up their property to City Hall to be mailed out with Return Receipt Requested.  He did not have the Taylor's done nor 129 Bristol Road.

 

            Planning and Zoning Commission:  Linda Fultz reported that the P&Z had met on December 12th for the called meeting to review Sunset Digital's site plan.  No one was present from Sunset Digital; however Barron Kennedy recommended approval of their plan.  The P&Z approved their plan.

   

OLD BUSINESS:   Mayor Fultz read on second and final reading Ordinance No. 87, An Ordinance Amending the "zoning Map of Harrogate, Tennessee," by Rezoning Property from R-1 to R-2 medium density residential district.  There was a motion by Troy Poore, seconded by Lieven Cox to approve the ordinance.  A roll call vote was taken:  Linda Fultz, yes; Allen Hurst, yes; Troy Poore, yes; Lieven Cox, yes:  Bill Fultz, abstained.  The motion passed unanimously.

 

NEW BUSINESS:  Mayor Fultz presented Resolution No. 116, A RESOLUTION AUTHORIZING THE BOARD OF MAYOR AND ALDERMEN OF THE CITY OF HARROGATE TO APPLY FOR THE FY 2012 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS UP TO THE AMOUNT OF $500,000.  There was a motion by Troy Poore, seconded by Linda Fultz to adopt the resolution. A roll call vote was taken:  Linda Fultz, yes; Allen Hurst, yes; Troy Poore, yes; Lieven Cox, yes:  Bill Fultz, yes.  The motion passed unanimously.

   

PUBLIC FORUM:  No comments.

  ADJOURNMENT:  There was a motion by Allen Hurst, seconded by Troy Poore,  that the meeting be adjourned.  The Mayor declared the meeting closed. 

MEETING OF THE BMA NOVEMBER 28, 2011

CALL TO ORDER:  Mayor Fultz called the meeting to order at 6:00 p.m.

  

INVOCATION AND PLEDGE TO THE FLAG:  Alderman Troy Poore gave the invocation followed by the pledge to the American Flag.

  

ROLL CALL BY THE RECORDER:  Linda Fultz absent; Allen Hurst absent; Troy Poore present; Lieven Cox present; Mayor Bill Fultz present.

APPROVAL OF MINUTES:  There was a motion by Troy Poore and seconded by Lieven Cox to approve the minutes of the October public hearing and regular monthly meeting.  The motion passed unanimously.

COMMUNICATIONS FROM THE MAYOR:  Judy Robertson and Eddie Lou Shoffner were present to request that the board allow them to decorate the pedestrian bridge over 25E.  They had live garland and wreaths to use.  There was a motion by Troy Poore and seconded by Lieven Cox to permit the Harrogate Garden Club to move forward with their decorations.  The motion passed unanimously.  

 

REPORTS OF BOARD MEMBERS AND COMMITTEES AND OTHER OFFICERS:               Financial  Reports:  There was a motion by Troy Poore and seconded by Lieven Cox to approve the reports as presented.  The motion passed unanimously.                

 Utility Board:  The Mayor reported the 2010 CDBG project had been bid out, contract awarded to K. Carrender Construction and they are currently moving in supplies to begin the project.  The board considered a temporary policy to work with sewer customers who are currently past due if they have contacted city to work out a plan.  Customers who have not contacted city will be disconnected on November 30th as previously notified. Unless other "one-on-one" agreements have been made the policy considered is:  "This temporary policy will be available to sewer customers who are currently past due as of November 20th, 2011, and have contacted the City in an effort to pay off the past due amount.  The customer will be granted a payment plan of 20% of the past due amount as of November 20, 2011,  in addition to the current month's billing.  This payment plan will remain effective unless the customer fails to make payment of the 20% of past due amount and each current month's bill thereafter by 20th of month as stated on each monthly invoice. Should customer fail to make a timely payment then the agreement is voided, water will be disconnected and any unpaid balance plus a $40 reconnection fee will be due before service will be restored."

There was a motion by Troy Poore and seconded by Lieven Cox to accept the policy as stated.  The motion passed unanimously.  There was a motion by Troy Poore and seconded by Lieven Cox to adopt a policy for the adjustment of sewer usage bill.  The policy states:  "Adjustment of sewer usage bill will be for only that adjustment (in gallons) as granted by the Arthur-Shawanee Utility District." The motion passed unanimously.  There was discussion by the Board of a policy for installation costs for the E-One pump systems. 

There was a motion by Troy Poore and seconded by Lieven Cox to adopt the following policy:  "On properties requiring an E-One pump, once the owner has paid for the connection fee and the pump,  the city will bear the cost of installation of the pump at the house/building and installation of two hundred feet (200') of service line.  The property owner will be responsible for the cost of installation of the remainder of the line to the public sewer connection line should the length exceed two hundred feet (200').  The property owner will also provide at the house/building an  electrical connection that meets specifications and will provide electrical power."  The motion passed unanimously.              

Roads Report:  The purchase of a wood chipper was discussed.  Mr. Poore stated that since the liability insurance was not an issue he was not against the purchase of a wood chipper.  After discussion the consensus was to have Rick Davis check out prices on GovDeals.com as well as to check and see if the one he had priced on E-Bay was still available. Okie Wolfe had contacted the Mayor about opening one lane of traffic on Nettleton Road.  She is concerned about her safety when the winter snows come and using the other way out on Nettleton.  The city is waiting for Hatfield and Allen's engineering plan before making any decisions. At this point the Mayor presented pictures that Tammy Clemons had delivered to City Hall showing garbage that was dumped on the Bill Parsons' lot across from her house.  She has complained about this for quite a long time and expects it to be cleaned up.   David Laws is to follow up on this.               

Parks and Recreation Advisory Board Report:  No report given               

Fire Department Report:  Chief Davis was not present; however he had made requests at the work session for more upgrades needed for the ISO challenge.  Those requests were: SCBA testing ($360); Hose strainer (used $625, New $912); (4) pagers for repair and new chargers ($480); Radio Repairs and clips ($300); aerial ladder and ground ladders for testing ($800).  Staff stated that there were budgeted funds for the purchases.  There was a motion by Troy Poore to purchase the used hose strainer and the other items and seconded by Lieven Cox.  The motion passed unanimously.            

Book Station Report:  There had been a previous motion for a camera system as stated  "to approve quote from Dan Hoskins if an  upgrade to a 16-camera DVR could be done at no more than $3000 total cost."  The revised quote came in for an 8-camera DVR at $2991.12 installed with installation of an additional camera in the fire hall.  There was a motion by Troy Poore, seconded by Lieven Cox, to move forward with the installation of the 8-camera DVR.  The motion passed unanimously. Barbara Ramsey was not present for a report from the Committee. There was discussion of the drain system and water box that needed to be installed before the basement is repaired.  There was a motion by Troy Poore and seconded by Lieven Cox to do the installation of the box and drainage at a cost not to exceed $2500.  The motion passed unanimously. The Mayor then brought up the issue of the drainage problem at the Little League Field.  There was a motion by Troy Poore seconded by Lieven Cox to install a drain line from the baseball field to the Surber property; however before doing so a letter granting permission must be received from the Surber and Shackleford property owners.  The motion passed unanimously.  

            Report from Building Inspector:  David Laws reported he had not issued any permits this month.  He had talked to Eddie Gilbert who is experimenting with wind generators but they would be up and down so really did not feel that would require a permit.

 

Mr. Laws reported he is still working on the letters to send out to property owners.  His concern is that he has the correct mailing addresses as well as the tax map and parcel numbers to be specified.  When ready he will e-mail to Rose at City Hall to have printed on city letterhead.  These parcels include the Mize, Metts, Gilbert, Esperenza, and Taylor properties.  Mayor Fultz also requested a letter to 129 Bristol Road where the lot behind the house has multiple cars being parked.  There was also discussion of the Owens/Smith/Greene issue on Carleton.  No action taken.

 

There was discussion of construction projects on campus that may or may not have yet been permitted.  Applications are still needed for the tennis court building, the building at the garden spot on the farm, and the five dorms.  Mr. Laws was in question whether or not to permit all 5 dorms because all would not immediately be completed; however the permit would not expire for 24 month.  Alderman Poore suggested he go ahead and permit all these buildings.

 

           

 Planning and Zoning Commission:  No report.  Mayor Fultz reported that Briar Patch Ventures in the Industrial Park would be coming before the P&Z to ask for site plan approval for their construction project.  However, to move forward with the concrete pad construction Barron Kennedy had suggested that the BMA could grant an "At Risk" approval for Briar Patch to move forward at their own risk if they chose to do so prior to the  P&Z consideration.  There was a motion by Troy Poore, seconded by Lieven Cox to grant the "At Risk" approval pending Planning and Zoning approval.  The motion passed unanimously.

 OLD BUSINESS:   None  

 

NEW BUSINESS:  Maintenance employee Ernie Womack had requested permission to apply for a bus driver position with the school system.  This position is expected to require 1.5 or more hours per day away in the afternoons.  Troy Poore made a motion to approve his request on a  "time-for-time" basis if being paid by the city.  Lieven Cox seconded the motion.  The motion passed unanimously.  Maintenance had also presented a list of tools the department needed.  To date the workers were using mostly borrowed tools.  Also, there is a need for rain gear.  The Board discussed getting prices of tools and gear and report back at work session.  There was a motion by Troy Poore, seconded by Lieven Cox, to pay same Christmas bonuses as last year for city employees.  Motion passed unanimously.  Lieven Cox had mentioned at the work session having a Christmas Party.  Mayor Fultz appointed Mr. Cox to plan the party for whatever he wanted to do.  The Board discussed meeting one time for the December meetings.  Jan Newsome had indicated that the P&Z could be cancelled for December.  So, there was a motion by Troy Poore, seconded by Lieven Cox, to meet on December 19th for the regular monthly meeting.  Motion passed unanimously.  There had been some discussion of whether the City should move forward with redesign of city hall. No action taken at this time.  

The BMA heard on first reading Proposed Ordinance No. 87, An Ordinance Amending the "zoning Map of Harrogate, Tennessee," by Rezoning Property from R-1 to R-2 medium density residential district.  There was a motion by Lieven Cox, seconded by Troy Poore to approve the ordinance on first reading.  A roll call vote was taken:  Troy Poore, yes; Lieven Cox, yes:  Bill Fultz, yes.  The motion passed unanimously.

  

The Debt Management Policy was presented.  There was a motion by Troy Poore, seconded by Lieven Cox  to adopt the Debt Management Policy as presented (The Policy is made a part of this record).  A roll call vote was taken:  Troy Poore, yes; Lieven Cox, yes:  Bill Fultz, yes.  The motion passed unanimously.

 PUBLIC FORUM:  No comments.  

 

ADJOURNMENT:  There was a motion by Troy Poore, seconded by Lieven Cox,  that the meeting be adjourned.  The Mayor declared the meeting closed. 

MEETING OF THE BMA OCTOBER 18, 2011

CALL TO ORDER:  Mayor Fultz called the meeting to order at 6:00 p.m.

  

INVOCATION AND PLEDGE TO THE FLAG:  Alderman Troy Poore gave the invocation followed by the pledge to the American Flag.

  

(At this point the Public Hearing for Ordinance 85 was opened and closed.  Records of that meeting are separate.)

  

ROLL CALL BY THE RECORDER:  Linda Fultz absent; Allen Hurst present; Troy Poore present; Lieven Cox present; Mayor Bill Fultz present.

  

APPROVAL OF MINUTES:  There was a motion by Troy Poore and seconded by Allen Hurst to approve the minutes of the September regular monthly meeting.  The motion passed unanimously.

  

COMMUNICATIONS FROM THE MAYOR:  Mayor Fultz reported that Oxford Circle and some streets in that area were being paved.  Those were the first streets paved when the city was incorporated and were certainly in need of repair.

  

REPORTS OF BOARD MEMBERS AND COMMITTEES AND OTHER OFFICERS:

  

             Financial  Reports:  There was a motion by Troy Poore, seconded by Allen Hurst, to approve the reports as presented.  The motion passed unanimously.  

  

             Utility Board:  The Mayor stated that another meeting is needed with LMU regarding their outstanding connection fees.  There are ten accounts to be cut off after the 10th of next month and eleven more need to have secondary cutoffs installed.

  

            Roads Report:  The Mayor stated as reported earlier there has been some paving done.  He's asked Hinkle for an invoice of paving to date and then see about other streets.  He had noticed that Nettleton Road from 25E down to Ellen Meyers has started cracking and if a bad winter could lead to more damage on the road.

                Parks and Recreation Advisory Board Report:  No report given

               Fire Department Report:  Chief Davis reported the previous weekend had been very unusual.  In a 28-hour period there had been 4 calls.  A fire at  Grant-Lee on campus resulted in 16 trucks and 55 firemen responding.  That fire has resulted in an arson case.  

The Rescue truck has the bed installed and is back in the station; however it has mechanical problems that need corrected--likely due to bad fuel.  He has a quote from Lester Signs for decals for the truck in the amount of $555.87.  Alderman Poore suggested he get other quotes to be sure that price is in line even though he would prefer to buy locally.

  

David Pearman had bought the old house on the Pump Springs Church property on Forge Ridge Road and had asked the department if they could burn it.  Chief Davis stated he would like to use it throughout the winter months as a training site for live burns if council would be in favor of that.  It was recommended that paperwork be in place from the owners stating that was acceptable before preparing to burn.

  

            Book Station Report:  Barbara Ramsey asked when the basement would be finished.  The Mayor stated he needed to talk with Jackie West again about running the line on past his barn which would require more drain pipe to do, but he thought that would satisfy Mr. West.  The Committee is needing space quickly to plan for programs for the children.  Mr. Poore asked if the catch basin could be set, and then in the event of a heavy rain the basin could be pumped which should keep water from the basement until the drain field is finished.   It was determined that could be done.

  Lieven Cox stated that the annual open house in December is being planned as an Official Open House for the renovated building  and plans are being made for a plaque presentation.  The repairs need to be done by that time.    

Mayor Fultz asked about the faucet being repaired.  That has not been done.  The Mayor asked that Doug go purchase a faucet, go to the book station, turn off the water, take off the old faucet and put on the new.  If the old twisted off, then we'd do what was necessary.

  

Ms. Ramsey asked for upgrades to the computers for software (Microsoft Word)  and memory as well as funding for upcoming programs for a total cost of approximately $600.  There was a motion by Troy Poore and seconded by Allen Hurst to approve the spending.  The motion passed unanimously.

  

            Report from Building Inspector:  David Laws reported he now has his State certification.  He had visited the Owens property on Carlton, still has not determined who is the actual owner of the property that she has the complaint about.  The property owner would be the person to send the letter to.  The Mayor stated that the city might be able to buy a strip of 300' by 25 - 30'  that adjoins the fire station there.  The property in question has no outlet but it is believed to be owned by Al and Martha Smith. 

 

Mr. Laws has letters ready to go to the Taylors, Esperanza and Metts on Shawanee Road, the Smith property, and has gotten the address for Jim Gilbert property.  The Mize's still have done nothing.  Mr. Poore asked that he pursue that.  He will bring the letters to city hall to be mailed Certified with Return Receipt Requested.  He has also spoken with Lee Jones at Oasis concerning the building permit for the bathrooms already constructed.

 

            Planning and Zoning Commission:  Linda Fultz was not present, but Mayor Fultz reported that Jan Newsome will be preparing an ordinance for next month to be recommended to the BMA for rezoning of property along St. George Lane.

  

OLD BUSINESS:   The Mayor read on second reading Proposed Ordinance No. 85:  AN ORDINANCE AMENDING THE ADMINISTRATION AND ENFORCEMENT OF THE HARROGATE, TENNESSEE, ZONING ORDINANCE.   There was a motion by Troy Poore and seconded by Allen Hurst to adopt on second reading.  A roll call vote was taken:  Allen Hurst, yes; Lieven Cox, yes; Troy Poore, yes; Bill Fultz, yes.  The motion passed unanimously.

  The Mayor read on second reading Proposed Ordinance No. 86:  AN ORDINANCE AMENDING THE WASTEWATER SERVICE CONNECTION FEES FOR THE CITY OF HARROGATE, TENNESSEE, BASED UPON WATER CONSUMPTION.  This ordinance would amend the sewer connection fees for a dentist office from 750 gallons per day per chair to 200 gallons per day per chair to bring in line with the rate of a physician's office that is 200 gallons per day per examination room.  There was a motion by Troy Poore, seconded by Allen Hurst, to adopt on second reading. A roll call vote was taken:  Allen Hurst, yes; Lieven Cox, yes; Troy Poore, yes; Bill Fultz, yes.  The motion passed unanimously.  

 

NEW BUSINESS:  None 

PUBLIC FORUM:  No comments.

ADJOURNMENT:  There was a motion by Troy Poore, seconded by Allen Hurst, that the meeting be adjourned.  The Mayor declared the meeting closed.

MINUTES OF THE SEPTEMBER 26, 2011 MEETING

CALL TO ORDER:  Mayor Fultz called the meeting to order at 6:00 p.m.

 

INVOCATION AND PLEDGE TO THE FLAG:  Alderman Troy Poore gave the invocation followed by the pledge to the American Flag.

 

ROLL CALL BY THE RECORDER:  Linda Fultz present; Allen Hurst present; Troy Poore present; Lieven Cox present (left at 6:20 p.m.); Mayor Bill Fultz present.

 

APPROVAL OF MINUTES:  There was a motion by Troy Poore and seconded by Allen Hurst to approve the minutes of the August regular monthly meeting.  The motion passed unanimously.

 

COMMUNICATIONS FROM THE MAYOR:  Mayor Fultz reported on his trip to the 2011 Governor's Conference in Nashville.  The Governor had several good things to say about employment in the State.  He's working with USA markets as well as foreign markets to get products and services out.  Tennessee is faring better than a lot of the states.

 

The City had received an e-mail from April Johnson about the LPRF Conversion Process.  The information packet that was sent to Local Parks and Recreation is being reviewed by Larry Hillis.  Their department is also working on the environmental review, and it likely will not be necessary for anyone from the City to go to Nashville.

 

Mayor Fultz asked the Board to consider moving the October BMA meeting to the usual work session time on the 18th at 6 p.m. and have just the one meeting in October.  Linda Fultz stated she would not be able to attend on that date.  After discussion there was a motion by Lieven Cox and seconded by Allen Hurst to have the meeting on that date.  The motion passed unanimously.

 

Cindy Whitt was recognized.  Ms. Whitt spoke to the BMA concerning the upcoming Christmas happenings.  The Knoxville Symphony Orchestra will be coming on Thursday, December 1st, and doing two performances.  The first will be at 4 p.m., the Annual Tree Lighting will be at 6:30 p.m. and the second KSO performance will be at 7:30 p.m.  The total cost for the orchestra is $13,750.  She requested $3500 from the City, Claiborne Tourism will donate $1000, K-N-K Metals is making a donation and LMU will underwrite the balance.  There was a motion by Troy Poore to donate the $3500.  The motion was seconded by Allen Hurst.  The motion passed unanimously.

 

The Mayor reported that Mike Russell from Claiborne Sanitation Department along with a CTAS representative had been looking at the convenience center site at the Industrial Park and had some concerns about having a large enough space that was level.  Solutions are being looked at to make it acceptable.  Sunset Digital is considering a space to be used and Joby Jenkins is still interested in an acre.  Mr. Cox requested if all parties knew that the convenience center was being considered for the industrial park.  Mayor Fultz stated that all adjoining property owners are aware and Mr. Poore stated that Keith Bullen knew about it.

 

The Mayor questioned the Board if the adjoining property owner (the Nevils' property) should be contacted to see if it may be available for purchase.  The consensus of the Board was to see if it would be available.

 

(Alderman Cox exited at this point due to other commitments.)

 

REPORTS OF BOARD MEMBERS AND COMMITTEES AND OTHER OFFICERS:

              Financial  Reports:  There was a motion by Troy Poore, seconded by Linda Fultz, to approve the reports as presented.  The motion passed unanimously.                Utility Board:  Claiborne Utilities District had increased the sewer treatment rate by twenty cents per thousand gallons.  There was a motion by Troy Poore, seconded by Linda Fultz, to increase the Above 2000 Gallons rate from .0077 to .0084 per gallon to compensate for the increase in the charges.  The motion passed unanimously. 

            Roads Report:  James Schenkenfelder had submitted a request and a drawing for signage and marking the pedestrian crosswalk on Harrogate Crossing at the intersection of Hwy 63.  There was concern that this might possibly create more problems if pedestrians would understand this to mean that traffic would be stopping for them to cross. It was decided to get further information about whether this should be done.

 

There was discussion about a sign that had been put up at the 25E/63 intersection for a Tazewell business opening (Bear Bottom Creek).  The sign had been up more than two weeks.  After discussion of this sign and other signage on right-of-ways, the Mayor stated he would take care of this one.

 

             Parks and Recreation Advisory Board Report:  Linda Fultz reported the Board did not meet in September at the regular meeting time because of all the planning and meetings regarding the Labor Day Celebration.  She reported that this year's rescheduled celebration to Saturday the 17th (due to extreme bad weather) had been bigger and better.  Lots of the vendors were already signing up for next year's celebration.  There were suggestions to go with more of the blow-up games because of the long lines for children to participate.  There had been many compliments to the City regarding the event.  The Advisory Board will meet next month to recap any and all changes that need to be made.  Mayor Fultz stated they may want to consider the change to Saturday and even consider a name change rather than the Labor Day Celebration.

 

             Fire Department Report:  Chief Davis reported the FEMA grant applications had been submitted.  The department is working on the ISO package and the review is still scheduled for January 31 and February 1, 2012.  The water company is done with their information packet; however 911 Roger Hager has not had time to complete his though he has had the packet since February.  Mike Campbell (E911 Board Member) is to be contacted by Mr. Poore to see if he will help get the needed information to the department.  Testing of the LMU hydrants is still to be completed.

 

Chief Davis requested to purchase another set of turnout gear (from donated funds) to replace a well worn set.  He also needed 25 pager batteries to replace all batteries some of which are six years old.  Motorola had suggested the batteries be replaced every two years.  There was a motion by Troy Poore, seconded by Allen Hurst, to purchase the set of turnout gear and 25 pager batteries.  The motion passed unanimously.

 

            Book Station Report:  Barbara Ramsey asked when the basement would be finished.  The Mayor stated the drain line would need to be put in first.  There was discussion with Rick Davis what the difference would be to do the straight line or the line with holes.  Mr. Davis stated that to do the line with holes in a rock bed similar to a fill bed should distribute most of the water before it reached the property owner across the field.  It would take approximately two days for the installation.  Plans are to proceed with that installation so the lower level can be finished. 

 

Susan Simmons had contacted Alderman Fultz since she is on the State Regional Library Board and reported that funding had been cut and no longer would Clinch Powell be able to furnish books to any of the book stations across the State.  She is to send information regarding applying for a charter for a city library.  The Mayor suggested the Book Station purchase their own books to replace  the ones being taken out.

 

There was further discussion about the faucet that had not yet been replaced.  Fred had come to check it out but had not been back.  The Mayor stated he would go to the book station and take off the old faucet so a new one could be put on.

 

Regarding the camera security system for the Book Station, Danny Hoskins had presented a proposal; however it was for a four-camera system at $2595.12 installed and no cameras could be added at a later date.  There was further discussion and then a motion by Troy Poore to go ahead with the installation if an  upgrade to a 16-camera DVR could be done at no more than $3000 total cost.  The motion was seconded by Linda Fultz.  The motion passed unanimously.

 

            Report from Building Inspector:  David Laws reported he had sent in his application and fee for the State certification but had not heard back from them yet.

 

Attorney Roach had sent the step-by-step process for dealing with unkept lots and property that had actually been taken from the codes book.  Did the BMA want him to go  with the procedures laid out by the attorney?  He was instructed to move forward with the several properties that had been discussed in previous meetings.  Another property owner from Carleton had brought in pictures of an overgrown lot that was a junk pile overgrown with bushes and weeds that adjoined her property that she wanted  cleaned up.  David Laws is also to check into that location.

 

Mr. Poore questioned how long since Mize's had said they would clean up their property.  (There had been a motion and second the previous meeting to start the process as soon as the attorney responded; however in the meantime the owner had reported to Mr. Laws they were going to clean off the lot).  David Laws was instructed to move on it next month if not cleaned up.

 

Mr. Laws stated he would get the letters done, send to city hall to put on letterhead to be sent out Certified Mail.  He further stated that other than the public officer to file petition, that if there were more than five charges (complaints) from residents that any structure is unfit, then the public officer is to investigate.  Staff at City Hall will need to keep a record of complaints coming in.

 

            Planning and Zoning Commission:  Linda Fultz reported that the Commission had met on Monday, September 19th.  A preliminary plat for Stonefield had been reviewed and approved; however the final plat was not ready for approval.

 

There was action by the P&Z to send an ordinance to the BMA to amend the zoning ordinance to address work construction, structures or other items exempt from permits.

 OLD BUSINESS:  None

NEW BUSINESS:   The Mayor read on first reading Proposed Ordinance No. 85:  AN ORDINANCE AMENDING THE ADMINISTRATION AND ENFORCEMENT OF THE HARROGATE, TENNESSEE, ZONING ORDINANCE.  This ordinance was a recommendation from the Planning and Zoning Commission.  There was a motion by Troy Poore and seconded by Allen Hurst to adopt on first reading.  A roll call vote was taken:  Linda Fultz, yes; Allen Hurst, yes; Troy Poore, yes; Bill Fultz, yes.  The motion passed unanimously. The Mayor read on first reading Proposed Ordinance No. 86:  AN ORDINANCE AMENDING THE WASTEWATER SERVICE CONNECTION FEES FOR THE CITY OF HARROGATE, TENNESSEE, BASED UPON WATER CONSUMPTION.  This ordinance would amend the sewer connection fees for a dentist office from 750 gallons per day per chair to 200 gallons per day per chair to bring in line with the rate of a physician's office that is 200 gallons per day per examination room.  There was a motion by Troy Poore, seconded by Allen Hurst, to adopt on first reading. A roll call vote was taken:  Linda Fultz, yes; Allen Hurst, yes; Troy Poore, yes; Bill Fultz, yes.  The motion passed unanimously.  PUBLIC FORUM:  No comments   ADJOURNMENT:  There was a motion by Troy Poore, seconded by Allen Hurst, that the meeting be adjourned.  The Mayor declared the meeting closed. 

 

MEETING OF THE BMA AUGUST 22, 2011

CALL TO ORDER:  Mayor Fultz called the meeting to order at 6:00 p.m.  INVOCATION AND PLEDGE TO THE FLAG:  Alderman Troy Poore gave the invocation followed by the pledge to the American Flag.   ROLL CALL BY THE RECORDER:  Linda Fultz present; Allen Hurst absent; Troy Poore present; Lieven Cox present; Mayor Bill Fultz present.  APPROVAL OF MINUTES:  There was a motion by Lieven Cox and seconded by Troy Poore to approve the minutes of the July public hearing and the July regular monthly meeting.  The motion passed unanimously.  COMMUNICATIONS FROM THE MAYOR:  Phil Fritts, TN Commission on Fire Fighting to speak to the Board later in the meeting.  REPORTS OF BOARD MEMBERS AND COMMITTEES AND OTHER OFFICERS:              Financial  Reports:  There was a motion by Linda Fultz, seconded by Lieven Cox, to approve the reports as presented.  The motion passed unanimously.               Utility Board:  There was a motion by Troy Poore and seconded by Linda Fultz to approve the revised waiver of connection fee policy to further explain  the term Total Gross Household Income and to allow the city to purchase an E-One pump system if needed and property owners are responsible for total installation costs whether gravity or pump.  (A copy of the policy is attached.) The motion passed unanimously. There was a motion by Troy Poore and seconded by Lieven Cox to work with The Oasis on the connection fee and pay over a two-year period.            

Roads Report:  Mayor Fultz reported that Rick Davis has been working and has almost completed repairs of damages from the flood.  The City will begin resurfacing some streets and likely will begin with Oxford Circle and Coleman Lane since those were the first streets that were paved when the city  was first incorporated. Mayor Fultz opened the discussion of the purchase of a wood chipper.  It had been determined that chips could be disposed of on the property where it grew or stockpiled at another place that could be given to the public or even sold.  Troy Poore suggested the discussion be moved to the next work session.                

Parks and Recreation Advisory Board Report:  Linda Fultz reported that preparations are being made for Labor Day.  The lineup is in place for the entertainment, tee shirts are ordered and a meeting is scheduled with vendors on Tuesday.  She reported that Peggy Stowers had resigned from the Advisory Board; however that position may not need to be filled at this time.              Fire Department Report:  Chief Davis reported the Squirt truck is in service.  The old engine is still out for repair. The Standard Operating Guidelines had been presented to the Board for review. Is the Board ready to approve?  There was a motion by Lieven Cox and seconded by Troy Poore to accept the SOG's.  The motion passed unanimously. The FEMA Assistance to Firefighters Grant application period is open.  Does the BMA wish to apply?  There was a motion by Troy Poore and seconded by Lieven Cox to apply for the grants.  The motion passed unanimously.            

Book Station Report:  Barbara Ramsey reported there were 38 new cardholders, mostly a result of a signup day at Ellen Meyers Elementary.  The computers are installed and working.  The water faucet on the lower level still needs to be fixed.  The Mayor commented he thought that Doug had fixed it.  He will call someone to get it done.  And, there is an Internet policy in place. Lieven Cox stated the Book Station needs a four-camera system to secure the assets.  Mayor Fultz stated that Danny Hoskins is to be in town tomorrow and will ask for an estimate to be ready for the next work session. 

 Report from Building Inspector:  David Laws stated all he had to report was that he had checked on the property at 591 High Street.  Commercial Bank is 2nd lien holder and their intent is to do nothing since USDA is the 1st lien holder.  The pool is empty; however the grass is very high.  David has talked with USDA and they are not concerned about the situation.

 

The status of David's certification was discussed.  The State would not accept a copy of the reissued certification card and he has ordered the large certificate from ICC but it has not yet arrived. 

 

The Mayor stated several properties needed to be looked at and could David come to the next work session to try to get the process started on getting these cleaned up.  David asked about how the Board wanted it done -- letter of warning or citation warning.  At this point it was suggested that the city attorney be contacted with the steps of citing into court.

 

Troy Poore made a motion to begin the process to clean up the Mize property according to the attorney's recommendation.  This situation has gone on too long. After contacting the attorney, begin immediately with the step by step process to attach a lien to the property.  Lieven Cox seconded the motion.  The motion passed unanimously.

 

Penny Hayes from the audience asked to speak at this point.  She stated she had brought the Bobby Metts property to light two or three years ago.  She also had tax maps and tax information on two pieces of property adjoining her property on Shawanee that were infested with little animals.  She was advised that as soon as we have contacted our attorney with the process her complaints will be addressed. 

             Planning and Zoning Commission:  Linda Fultz reported that Terry Seal is the new owner of Briarcliffe subdivision.  He has been advised that before the city can accept into the city street system the roads must be completed.  The P&Z made a motion and second to not accept until paving is complete.   David Laws and Barron Kennedy had submitted suggestions addressing work exempt from permits.  Jan Newsome is to prepare ordinance for review. A business district was discussed for the city but did not take any action on the matter at this time. Since the County had hired Jan Newsome to provide planning services, there was a motion by Lieven Cox, seconded by Linda Fultz, to enter into a one-year contract with the County for the $7250 annually budgeted amount for the city's portion that had been previously paid to the State Local Planning and for the County to apply on behalf of the city for the one-time $4700 transition grant from the State.  This would provide for the City's planning services for the year.  The motion passed unanimously.  OLD BUSINESS:  None   NEW BUSINESS:   The matter of whether or not to allow the County property in the Industrial Park for the purpose of establishing a recycling and transfer waste station had been discussed at the work session.  Lieven Cox suggested that the matter wait until the next work session since Troy Poore had not been present; however Mayor Fultz explained to Mr. Poore what had been discussed. Being considered is a long term lease for one acre of property for $1 per year and a deed to the quarry property on Bristol Road where the convenience center is currently located.  County Attorney Estep will write the lease agreement.  There was a motion by Lieven Cox, seconded by Linda Fultz, to proceed with the agreement.  The motion passed unanimously. There was some discussion of whether or not to sell a lot located at Presidential/Reagan referred to as the tennis court property that had been donated to the city.  The Mayor will go ahead and get the property appraised; however no other action was taken. Joby Jenkins is interested in an acre of property in the Industrial Park; however he was not present to make a request to the Board.  PUBLIC FORUM:  Penny Hayes, 140 Balfour Lane, presented her concerns to the Board.  She had been to the courthouse to obtain information about property owners around her that we letting the houses fall down and were in bad condition and harboring rats and snakes and she wanted it cleaned up.  Another property had a rock wall falling down that made it almost impossible to drive by. The Mayor stated that the next sewer project would take care of the rock wall issue; however David Laws will follow the process based on the attorney’s recommendations for the abandonded property.  Wayne Johnson,  405 Arthur Road, questioned why there were no Porta-Pots back at the horseshoe pits in the park. He was referred to Dan Burns, LMU, for that issue. James Schkenfelder asked about getting the pedestrian crossing at the north end of Harrogate Crossing painted for the walking trail and put up pedestrian crossing signs.  He was asked to draw a sketch of what he had in mind.  He also asked about some property that was being donated for the County to build a convenience.  He was informed that had been taken care of.  Mr. Schkenfelder’s final statement was that the Board not let LMU slide by without paying their sewer connection bill. Penny Hayes then asked about the flooding damages and what was happening with FEMA.  FEMA is saying the county and cities are to get some funding; however nothing was declared for residents. Terry Killion, Railroad Street, asked for Children at Play signs and speed limit signs on the newly paved part of Railroad Street.  She was advised that the Children at Play signs could be installed however the County will have to patrol the street. She was concerned that her grandchildren rode bicycles along there.  She then asked when the road would be completed. Mr. Poore informed her by winter. Mr. Phil Fritts from Tennessee Commission on Fire Fighting was introduced.  Mr. Fritts is also Chief of the Jonesborough Fire Department.  He welcomed the Harrogate VFD to the Tennessee Fire Commission on behalf of the Director in Nashville and explained that all their services are free.  He will work with Chief Davis to get his fighters certified.  He commended the HVFD on the work being done.  Then, Chief Rick Davis was presented an Award of Certification of a Certified Fire Fighter.      ADJOURNMENT:  There was a motion by Troy Poore, seconded by Lieven Cox, that the meeting be adjourned.  The Mayor declared the meeting closed.