BOARD OF MAYOR AND COMMISSIONERSREGULAR MEETING

APRIL 5, 2012

The Board of Mayor and Commissioners of the City of Dunlap, Tennessee met for aregular meeting on Thursday, April 5,2012, in the George L. Wagner MunicipalBuilding located in Dunlap, Tennessee.

Those in attendance were as follows:

Vice Mayor James D. BarkerCommissioner Jeff HarmonCommissioner Jeff JohnsonCommissioner Judy Layne

The following Board member was absent:

Mayor Dwain Land

Also in attendance were Norman D. Hatfield, Recorder·Treasurer and City AttorneySteve Greer.

1. Vice Mayor Barker called the meeting to order at 6:03 PM, immediatelyfollowing a Public Hearing on Ordinance No. 234.

2. The meeting opened with the Pledge of Allegiance and a moment ofsilence.

3. A motion was made by Commissioner Layne to amend the agenda as follows:

Add item 6g, "audit contract".

The motion was seconded by Commissioner Johnson.

The motion was approved 4-0.

A motion was made by Commissioner Johnson to approve the agenda asamended. The motion was seconded by Commissioner Layne.

The motion was approved 4-0.

4. A motion was made by Commissioner Johnson to approve the minutes of the"March 1,2012 regular meeting", "March 1,2012 public hearing", "February9, 2012 special called meeting", "February 23, 2012 special called meeting",and the "March 8, 2012 special called meeting". The motion was seconded byCommissioner Layne. (Note: minutes were sent to each Board member forreview prior to this meeting).

The motion was approved 4-0.

5a. Vice Mayor Barker presented to the Board Ordinance No. 231, "ANORDINAt\CE TO AlVIENDTHE CITY OF DUKLAP SEWER USEORDINANCE BY DELETING SECTIONS 1 THROUGH 10, ANDSUBSTITUTING IN LIEU THEREOF THE NEW ARTICLES IN THEWORDS AND FIGURES SET FORTH HEREIN, WHICH ARTICLES SHALLHEREINAFTER BE REFERRED TO AS THE SEWER USE ORDINANCE",for the third and final reading. City Recorder Norman D. Hatfield read the"SUMl\1ARY OF CHANGES TO THE SEWER USE ORDINANCE" assubmitted by the City's engineer and noted that each Board member hadreceived a copy of the complete ordinance.

A motion was made by Commissioner Harmon to adopt Ordinance No. 234 onthe third and final reading. The motion was seconded by CommissionerLayne.

The motion was approved 4-0.

5b. Vice Mayor Barker presented to the Board Ordinance No. 236, "ANORDINANCE TO AMEND THE OFFICIAL ZONING MAP TO REZONE APORTION OF PROPERTY ON RANKIN AVENUE FROM R-3 (HIGHDENSITY RESIDENTIAL ZONE) TO ci (GENERAL COMMERICIALZONE), SAID AREA BEING LOCATED WITHIN THE CORPORATELIMITS OF THE CITY OF DUNLAP, TENNESSEE," for the third and finalreading. The ordinance was read aloud by the City recorder.

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A motion was made by Commissioner Johnson to adopt Ordinance No. 236 onthe third and final reading. The motion was seconded by CommissionerLayne.

The motion was approved 4-0.

5c. Vice Mayor Barker presented to the Board Ordinance No. 237, "ANORDINA~CE REGULATING NOISE" for the first reading. The CityAttorney reviewed the provisions of the ordinance with the Board. Lt CoySwanger asked several questions related to provisions of the ordinance andtheir application in the field.

Following the discussion, a motion was made by Commissioner Layne topostpone the first reading and have the City Attorney review addingadditional provisions to the ordinance. The motion was seconded byCommissioner Harmon.

The motion was approved 4-0.

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5d. City Recorder Hatfield requested that Resolution No. 330 for a "457Employee Retirement Plan" be postponed till additional information could bemade available.

The Board agreed without voting to postpone reading of the Resolution.

6a. Vice Mayor Barker presented to the Board the recommendation of MayorLand, that Jan Johnson be reappointed to another term on the EqualizationBoard. Commissioner Johnson noted that he has a conflict of interest (hisfather being the appointee) with the appointment and would not vote.

A motion was made by Commissioner Harmon to appoint Jan Johnson toanother term on the Equalization Board. The motion was seconded byCommissioner Layne.

The motion was approved 3'0'1 with Commissioner Johnson abstaining.

6b. Field Superintendent Clayton Smith asked the Board to declare unneededr>, electrical items out of the new public works operations building as surplus

property. The items are high voltage electrical bar and switch components

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/ -- -, which are being removed. Clayton also asked that they wanted to sell scrapitems to a recycling facility. The items to be sold were as follows:

Scrap copperOld water metersPlasma cutter destroyed by the tornadoAny other scrap items

A motion was made by Commissioner Johnson to declare surplus and sell bysealed bid the high voltage items from the new public works operationsbuilding and to declare surplus any scrap copper, old water meters, plasmacutter and any other scrap items and to sell these items to a recycling center.The motion was seconded by Commissioner Layne.

The motion was approved 4-0.

Gc. Vice Mayor Barker presented a memo from Chamber Director WinstonPickett requesting road closures for the Valley Fest event for April z l» and22nd. The roads would be closed on Friday night April 20 and reopen Sundaynight April 22nd.

A motion was made by Commissioner Layne to approve the road closures asrequested for Valley Fest. The motion was seconded by CommissionerJohnson.

The motion was approved 4·0.

6d. Clayton Smith presented to the Board the bids received for asphalt, gravel,etc, for the East Valley Water project. The bid was advertised in the localnewspaper but only one bid was received. The bid from Lofty Grading &Paving, Inc was for the following:

1. Asphalt for patching, $94.55 per ton2. Tar and gravel per square yard, $6.00 per square3. Gravel per ton hauled inside or outside the City, SIO.OO per ton4. Chat per ton hauled inside or outside the City, $10.00 per ton5. Surge per ton, hauled inside or outside the City, $10.00 per ton

City Recorder Hatfield noted that the bid stated that pricing was only goodfor sixty (60) days.

Following the discussion, a motion was made by Commissioner Harmon toapprove the bid as submitted by Lofty Grading & Paving, Inc. and to approvethe prices after sixty (60) days if there is no change in pricing by the bidder.The motion was seconded by Commissioner Layne.

The motion was approved 4-0.

6e. Field Superintendent Clayton Smith presented to the Board the bids receivedon fencing at the new public works operations building. Two (2) bids werereceived with Clayton recommending the low bid by William Gaston. TheBoard and Clayton discussed an option of adding a device to track the trafficcoming and going. The Board agreed to consider the option at a later date.

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A motion was made by Commissioner Johnson to accept the low bid byWilliam Gaston of $25,200.00 for fencing at the new public works operationsbuilding without option 1 for the tracking device at the gate. The motion wasseconded by Commissioner Harmon.

The motion was approved 4-0.

6f. Lee Greer presented a proposal to the Board of allowing his company toprovide weed control on the east side of Rankin Avenue from Coops Creek toDr Greer's dentist office at no charge to the City. The proposal is to allow himto use his method of weed control versus the City's and compare the areasafter a test period.

Following the discussion, a motion was made by Commissioner Johnson toallow Mr. Greer to proceed with his proposal. The motion was seconded byCommissioner Layne.

The motion was approved 4-0.

6g. City Recorder Hatfield presented to the Board a proposal by Johnson,Murphey and Wright, CPA's, to perform the financial audit for the fiscal yearended June 30, 2012. The fee for the audit was proposed at $25,625.00. CityRecorder Hatfield recommended that the contract be approved.

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A motion was made by Commissioner Johnson to approve the contract asrecommended for $25,625.00. The motion was seconded by CommissionerLayne.

The motion was approved 4-0.

7. Lt. Coy Swanger presented to the Board an activity report of the PoliceDepartment for the month of March, 2012.

7a. Lt. Swanger requested permission to apply for a Governor's Highway SafetyOperations grant. The grant would be a 100% grant and would not requireany local match.

A motion was made by Commissioner Layne to approve the application forthe grant. The motion was seconded by Commissioner Harmon.

The motion was approved 4-0.

7b. Lt. Swanger presented a proposal to the Board to accept a vehicle that wasinvolved in an accident that claimed the life of Brooke Stockwell. Parents ofMiss Stockwell, Scotty and Teresa Stockwell, requested that the vehicle bedonated to the Police Department to be used as a tool in preventing alcoholrelated incidents. Lt. Swanger noted that the insurance company was inagreement with this request.

Following the discussion, a motion was made by Commissioner Johnson toaccept the vehicle as proposed. The motion was seconded by CommissionerLayne.

The motion was approved 4-0.

8. Fire Chief Norman D. Hatfield presented activity reports of the FireDepartment for February and March of 2012.

9. The Board reviewed an activity report of the Natural Gas System for themonth of March, 2012 .

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10. The Board reviewed an activity report of the Water, Wastewater, and StreetDepartments for the month of March, 2012.

lOa. The Board was presented with an engineering contract for the painting of theSouth Ridge water tank. The contract provided for bidding documents,bidding assistance, construction phase services, quality assurance and part-time inspection for $31,500.00.

A motion was made by Commissioner Johnson to approve the contract assubmitted by CTI Engineers, Inc, contingent on review and approval by theCity Attorney. The motion was seconded by Commissioner Harmon.

The motion was approved 4-0.

lOb. The Board was presented with the bids received on five hundred (500) newradio read water meters. Field Superintendent Clayton Smith noted that four(4) bids had been received but that the Manley Sales bid did not meet theminimum specifications. The other three (3) bids were from the samecompany for three (3) different types of meters. During the Discussion, wasnoted that the highest bid was for a meter with a fifteen (15) year new meteraccuracy warranty and no internal moving parts. A combined new meteraccuracy and repaired meter accuracy warranty is offered on the other Itronmeters. The lower bid has internal moving parts that could requirereplacement in ten (10) years. The Board noted that the longer warranty andother aspects of the Itron SM700, although at a higher price, appeared to bethe best bid received.

Following the discussion, a motion was made by Commissioner Johnson toapprove the bid as submitted by Itron for the SM700 radio read meters for$95,225.00. The motion was seconded by Commissioner Harmon.

The motion was approved 4-0.

11. City Recorder Norman D. Hatfield reviewed the monthly financial statementsto the Board.

12. A motion was made by Commissioner Harmon to approve all departmentalreports presented. The motion was seconded by Commissioner Layne.

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The motion was approved 4-0.

13. A motion was made by Commissioner Johnson to adjourn the meeting at 7:06P.M. The motion was seconded by Commissioner Layne.

The motion to adjourn was approved 4-0.

George D. Land, Mayor

ATTEST:

Korman D. Hatfield, City Recorder

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