Workshop Meeting August 19, 2014

The workshop meeting of the City Commission of the City of Lakesite was held on August 19, 2014 at 5:00 p.m. at the Lakesite City Hall, 9201 Rocky Point Road, Lakesite.

Meeting was CALLED TO ORDER by Mayor Kenneth Wilkerson at 5:00 p.m.   City Commission members present were Mayor Kenneth Wilkerson, Vice Mayor John McPherson, Commissioners Valerie Boddy, David Howell and William Neighbors. Also present were David Edwards, City Manager, City Recorder Jodi LaCroix, Dan Maxwell, Building and Code Official, Utilities and Maintenance Official David Tate and City Attorney Sam Elliott.

Members of the public present:  Vern Thomas and Carlos Wilson

Mayor Wilkerson reviewed the agenda for the 7:00 meeting.

David Edwards, City Manager

Dr. Edwards had several items to update the Commission on:

Waste Hauler Contract:  Dr. Edwards stated that our waste hauler is proposing another 3 year extension on their contract, which expires June 30, 2015.  TCA 6-19-101 (13) states: “Make contracts with any person, firm, association or corporation, for public utilities and public services to be furnished the city and those therein. Such power to make contracts shall embrace the power, expressly conferred, to make exclusive contracts; and when an exclusive contract is entered into, it shall be exclusive not only against any other person, firm, association, or corporation, but also as against the city itself.  Such contracts may be entered into for the period of twenty-five (25) years or less, but not longer.”

Mayor Wilkerson asked Mr. Elliott if our original bid was for 3 years and we have extended it several times already and the State allows up to 25 years, can we just keep extending?

Mr. Elliott stated that when we originally bid the contract, the option for a rollover was in the bid and everyone had the same opportunity to bid on this.  It may not hurt to speak with Honna Rogers at MTAS to get an opinion.

Dr. Edwards said that Doug McGill is proposing this extension from July 1, 2015 to June 30, 2018 with no CPI increase for the entire three years of the contract. 

Mr. Neighbors feels it would be to our benefit to go forward with this but agreed we should check with MTAS.

Mr. Elliott said the Commission could conditionally approve this subject to clarifying legally with MTAS. Mr. Elliott would feel more secure with MTAS weighing in on this.

Budget:  Dr. Edwards stated he had no budget updates but we are in good shape one month into the new fiscal year.  He will have the reports next month.

Inspector Insurance:  Dr. Edwards spoke about insurance coverage for our inspectors.  He looked into whether our electrical inspector, Lonnie Stephenson was covered and was told no.  The insurance people told him we can contract him as a contract employee or put him on the payroll.  Dr. Edwards proposes buying his insurance for him so he is covered. 

Mr. Elliott suggested that Dr. Edwards to check with Soddy Daisy to see how they are handling it with Mr. Stephenson, as he does inspections for them as well.

Poe Property:  The papers are downtown and being signed.

Movies on the Diamond:  Dr. Edwards passed this to Mr. Maxwell.  Mr. Maxwell stated he has been raising money in the community for this event.  Our two financial institutions have asked for W9’s, which are typically used for contractors.  Is this a problem?  Mr. Elliott said no.  Dr. Edwards stated that one asked for an invoice.  Mr. Elliott said to give them a letter of acknowledgement of donation.

Mr. Maxwell stated the movie will be September 12^th.  He found a local place to rent the equipment.  We are going to rent a popcorn machine for the Girl Scouts to sell popcorn out of.  CVS is donating the popcorn and soda for them.  He has had a very good response from the business community.

Mrs. Boddy said she had talked to several businesses and they wanted to know about feasibility.  Mr. Maxwell said that if the response is good, the city can purchase the equipment and we can do more of this.  The only cost will be the copyright of the movie being shown. 

Mr. Maxwell also stated he has been videoing the businesses that have contributed.  Image Photography is going to take the video and edit it and it will be shown prior to the movie. He has also asked each business to make coupons for their business for us to put out for movie goers.   Mr. Maxwell would like one of the Commissioners to “MC” the event.

Mayor Wilkerson asked if we could have a public opinion survey on this to gauge reaction and was told yes.

Mrs. Boddy asked how often we would do this.  Mr. Maxwell stated it all depends on the response we get.

Lakesite Sign:  Dr. Edwards spoke about the Lakesite sign that was damaged by a vehicle several months ago.  Our insurance does not cover it.  We have a $5,000 deductible.  The cost for a new sign is approximately $4,000.  To try to repair the sign is $1,600 and that would be patch work and not really a good option. 

Mayor Wilkerson said either option is within our City Manager’s purview.  The replacement seems to be the better option. He asked Mr. Elliott if we have a judgment on the operator of the vehicle.  Mrs.  LaCroix will put a packet together for Mr. Elliott and send it over to him.

ClerkBase:  Dr. Edwards spoke about the new ClerkBase software that is now up and running. Mrs. LaCroix made sure the Commissioners knew how to use the software to find agendas and minutes.  She showed them how the agenda backup was linked in.  She had several questions of the Commission regarding ClerkBase.

Do we want the draft minutes on ClerkBase?  People are already requesting drafts and they are public record.  Draft minutes are marked with a water mark as unofficial and draft.  The Commission felt that this was a good idea.

Does the Commission want the workshop minutes on ClerkBase?  Workshops are where some discussions come in to play and are also a vital part of the process even though decisions are not made during workshops.  The Commission felt that this was a good idea.

ClerkBase would like to know if we want them to go back historically to our cities incorporation, which is 1972, with our Minutes. The initial cost given to us was approximately $15,500. There are options on how this can be done. 

Vice-Mayor McPherson asked if something were to happen, we have all this information we are giving ClerkBase?  Mrs. LaCroix said yes. She has this information on her computer and on backup.  It is also stored on ClerkBase’s server.

Dr. Edwards expressed his pleasure with the ease of ClerkBase. Just today he had to look some things up.

Mayor Wilkerson said this should be brought upstairs on the regular agenda for a vote of the Commission.

Trail of Tears:  Carlos Wilson of the Trail of Tears Association was introduced to the Commission.  He spoke regarding the Trail of Tears National Historic Trail, along the “Taylor Route”.  The Trail of Tears travels through 5 states. The National Park Service would like to partner with Lakesite to erect 6 signs identifying portions of this historic route taken by the Cherokee Indians.  The signs shall measure 32” x 48” in size and would be provided by the National Park Service.  They ask that we provide the poles and manpower to put the poles in place.  

Mayor Wilkerson asked Mr. Tate if he saw a problem with providing poles and manpower and was told no problem.

This matter will be brought upstairs for a Commission vote.

David Tate, Utilities and Maintenance

Pond Leakage:  Mr. Tate said he has been researching bentonite for the pond.  There are several kinds; sodium which gels, mixes and expands and calcium which sits and spreads.  There are three ways to seal it.

1.       Take 6 to 8 inches of dirt off, spread the bentonite and put the dirt back

2.      Put on top of the ground, work into the soil

3.      Sprinkle out and let it go

Each of the three options will require the draining of the upper pond.  Mr. Tate feels the second option is the most cost effective and that is the option he recommends.  He is getting pricing now and told the Commission the bentonite is not very expensive.

Street Lights:  Mr. Tate said the bids are ready to go out.  There will be 6 lights, the specifications will include any demo and clean-up.  Dr. Edwards said we are budgeted for 6.  Vice-Mayor McPherson would like to see a light closer to the walkway.

Mayor Wilkerson commented that his grandson had a birthday party at the park and many compliments were passed regarding on how good the park looked.  He thanked Mr. Tate for his work there.

Dan Maxwell, Code Enforcement, Building and Zoning

Traffic Radar Signs:  Mr. Maxwell spoke to the Commission regarding the possible purchase of a traffic radar sign.  Packets were e-mailed to the Commission showing three configurations.  Mr. Maxwell recommended the radar sign called SP100 Solar for $2,599 with a data option-$400 and universal bracket kit-$125 for a total of $3,124.  The sign is an 11” digital, overall size is 23” x 30” and comes with a locking mechanism.  Mr. Maxwell stated we can use existing speed signs located within the city.

TWRA:  Mr. Maxwell stated he met with the Tennessee Wildlife Resource Agency people regarding the pond and the steps that are being taken regarding the health of the pond.  We are in good shape.  We need to buy five grass carp and get them in the pond.  By October, the algae should be gone.  The clarity looked normal. 

Mr. Maxwell stated that in the spring TWRA will come out and put big cat fish (5 to 8 pounds) in the pond for a fishing rodeo or a fishing derby. 

Mayor Ken Wilkerson – Public Safety

Mayor Wilkerson spoke about the new FEMA maps that have come into the office.  They are re-designing areas that are pre-existing.  This is just a notification and nothing needs to be done.

The workshop adjourned at 7:00 p.m.

The next workshop meeting will be held on September 16, 2014 

ATTEST: ____________________________                                    Minutes Approved by the City

                 Jodi P. LaCroix, CMC                                                       Commission on September 16, 2014

                 City Recorder                                                       

                                                                                                ____________________________

                                                                                                Mayor Kenneth Wilkerson

Regular Meeting August 19, 2014

The regular meeting of the City Commission of the City of Lakesite was held on August 19, 2014 at 7:00 p.m. at the Lakesite City Hall, 9201 Rocky Point Road, Lakesite.

Meeting was CALLED TO ORDER by Mayor Kenneth Wilkerson at 7:00 p.m. Commissioner Howell gave the Invocation followed by the Pledge of Allegiance.  City Commission members present were Mayor Wilkerson, Vice Mayor John McPherson, Commissioners Valerie Boddy, David Howell and William Neighbors.  Also present were City Manager David Edwards, City Attorney Sam Elliott, City Recorder Jodi LaCroix, Maintenance and Utilities Official David Tate and Building Official Dan Maxwell.

Also present were Vern Thomas, Jack Brellenthin, Janice Atkinson, Laura Horne, Carolyn Horne, Joan Kirby, John Scott, Eddie and Katie Holloway, Michelle Wilson, Everett Winters.

Approval of Minutes

Communications

Report of the City Manager

Dr. Edwards reported that there is a new feature on our website called ClerkBase and is very impressive.  How much do we want to put on it?  He suggested all minutes back to the 1972 incorporation of the city at a cost in the neighborhood of $15,000.  Dr. Edwards said this is a great tool and we are the first city in Tennessee to have it.  There is money budgeted to do this.  He urged our residents to look at this.  We have our Ordinances, Resolutions, and our Charter on there.  Mayor Wilkerson agreed with Dr. Edwards and said it was very informative.

Motion made by Vice-Mayor McPherson, seconded by Mr. Neighbors and approved unanimously to implement ClerkBase back to 1972.

Dr. Edwards said the audio-visual work is scheduled to be done on the meeting room starting next week.

Report from the Hamilton County Sheriff’s Department

Janice Atkinson from the H.C. Sheriff’s Department gave the department’s monthly report.

Mayor Wilkerson told Ms. Atkinson that there are still parking problems and speeding problems on Chimney Lake Drive.  Our speed control devices were removed by residents and put to the side of the road and have since been re-mounted. She will notify patrol.

Report from the Dallas Bay Volunteer Fire Department

Chief Jack Brellenthin gave the fire departments monthly report.

Chief Brellenthin said many people asked about the fire on Hixson Pike last week.  It was a hay fire.  He also asked about the sidewalk next to Arby’s and if Lakesite has jurisdiction over it.  The grass in the field at the corner is obstructing vision.  Mr. Tate said he is trying to reach someone with the State to get this taken care of as we have received complaints.

Citizens wishing to be heard

Michele Wilson appeared before the Commission with a letter from the Soddy Daisy High School asking for a donation to go towards radio headsets for the football team.  This was an unexpected expense and they would like to ask for Lakesite’s help.  Mayor Wilkerson passed the letter to Dr. Edwards for the next meeting.

John Scott thanked the city for hiring Dan Maxwell as he is doing a wonderful job.

Everett Winters from Chimney Hills Association asked about paving of the entrance to Chimney Hills. Dr. Edwards said we have not talked to our engineer, Ric Gibbs yet about the paving.  We normally do this in the fall so we will find out soon to get the list of recommendations.   Mr. Winters thanked the city for their efforts regarding the speeding and parking issues in Chimney Hills. 

Commission/Committee Reports

Mayor Wilkerson reported that there was a homeless person behind McConnell School, beside Loftis School.  The Sheriff’s Department has addressed this issue.  He also spoke on the increase in the near past on door to door soliciting.  These groups move through the area and are very forceful and obnoxious.  We do have an ordinance against this without a permit from the City Commission.  Feel free to ask them for their permit or call the Sheriff’s Department.

Mrs. Boddy reported that we are one month into the new fiscal year and it is too soon to get into any details.  The city is in excellent fiscal shape.

Mr. Neighbors reported that he talked to the EPB contractors that are trimming the trees and they are doing a good job.  This will help us out in the winter months if repairs need to be done to the lines.

Mr. Howell reminded everyone that the 4^th of July picnic and fireworks were moved to Labor Day weekend.  The BBQ and fireworks will be Saturday, August 30^th, starting at 6:00.  The City provides the BBQ, the residents bring the side dishes.  Fireworks will be at dusk.

Mr. Howell also told the audience about the new venture that is being started:  Movies on the Diamond.  The first movie to be shown will be the new Disney movie Bears and will be September 12 at dusk.  Mr. Maxwell said this will be a great family event.  It is sponsored by several businesses in Lakesite.  The Girl Scouts will be selling popcorn and soda. Mr. Howell reminded everyone to bring their blankets and chairs.

Old Business

New Business

Contract extension for Waste Connections of Tennessee Inc.  Dr. Edwards stated that Waste Connections, our current hauler has served the city for several years and they do a good job for us.  Complaints are minimal.  Due to the pricing, we are able to keep the pickups at twice per week. They have approached us to renew the contract for three (3) years and there would be no CPI increase for the entire three year extension.

The current contract expires June 30, 2015.  Research done with T.C.A. appears to say we can extend the contract for 25 years.  Our City Attorney advises us to double check with the Municipal Technical Advisory Service (MTAS) on this. If MTAS says there is no reason not to do it, Dr. Edwards would like to move forward with this.

Motion made by Mr. Neighbors, seconded by Mr. Howell and approved unanimously to approve to extend the contract with Waste Connections of Tennessee Inc. until June 30, 2018 with proviso that legality is approved by MTAS.

Trail of Tears: Mayor Wilkerson stated that the Trail of Tears Association and the National Park Service have provided information and mapping showing that part of the Trail of Tears took place through Lakesite.  They would like to partner with us for signage.  There would be 6 signs showing the route.  They would provide the signs while we would provide the poles.

Motion made by Mr. Howell, seconded by Mrs. Boddy and approved unanimously to authorize Mayor Wilkerson to sign the partnership document presented by the National Park Service regarding the installation of the 6 signs.

Adjournment

As there was no other business, motion made by Mr. Howell to adjourn.  ADJOURNMENT took place at 7:57 p.m.

The next meeting will be held on September 16, 2014. 

ATTEST: ____________________________                                    Minutes Approved by the City

                 Jodi P. LaCroix, CMC                                                       Commission on September 16, 2014

                 City Recorder                                                       

                                                                                                ____________________________

                                                                                                            Mayor Kenneth Wilkerson

Beer Licensing Board August 19, 2014

A meeting of the Lakesite City Commission sitting as the Beer Licensing Board of the City of Lakesite, duly advertised and posted, was held on August 19, 2014 at 8:00 p.m. at the Lakesite City Hall, 9201 Rocky Point Road, Lakesite.

Meeting was CALLED TO ORDER by Chairman Kenneth Wilkerson at 8:00 p.m. Members present were Chairman Kenneth Wilkerson, Vice Chairman John McPherson, Board Members Valerie Boddy, David Howell and William Neighbors.  Also present were City Manager David Edwards, City Attorney Sam Elliott, City Recorder Jodi LaCroix, Building Official Dan Maxwell and Utilities and Maintenance Official David Tate.

Members of the public present:  Eddie and Katie Holloway, Vern Thomas, Joan Kirby, Laura Horne, Carolyn Horne, John Scott.

Approval of Minutes

Business

Adjournment

As there was no other business, ADJOURNMENT of the Beer Licensing Board took place at 8:08 p.m.

ATTEST: ____________________________                                    Minutes Approved by the Beer

                 Jodi P. LaCroix, CMC                                                       Licensing Board

                 City Recorder

                                                                                                ____________________________

                                                                                                            Chairman

The Minutes of the Beer Licensing Board will not be approved until the next Beer Licensing Board Meeting.