BOARD OF MAYOR AND COMMISSIONERS
REGULAR MEETING
DECEMBER 7, 2017
The Board of Mayor and Commissioners of the City of Dunlap, Tennessee met for a regular meeting on Thursday, December 7, 2017, in the George L. Wagner Municipal Building located in Dunlap, Tennessee.
Those in attendance at the call to orderwere as follows:
Mayor George D (Dwain) Land
Vice-Mayor/Commissioner Jeff Johnson
Commissioner Allen Jones
Commissioners Harmon and Layne were absent.
Also in attendance was Norman D. Hatfield, Recorder-Treasurer andRussell Anne Swafford from the office of City Attorney Steve Greer.
1Mayor Landnoted a quorum was present andcalled the meeting to order at 6:00PM.
2Mayor Land opened the meetingwith the Pledge of Allegiance and a moment ofsilence.
3A motionwas made by Commissioner Jonesto approve the agenda as presented. The motion was seconded by Commissioner Johnson.
The motion was approved by a vote of 3 ayes to 0 nays.
4A motion was made by CommissionerJohnson to approve the minutes of the November 2, 2017regular meeting.The motion was seconded by Commissioner Jones.(Note: minutes were given to each Board member for review prior to this meeting).
The motion was approved by a vote of 3 ayes to 0 nays.
Commissioner Harmon arrived and took his seat on the Board.
5 (a)The Board heard from Debra Hoffman. Mrs. Hoffman stated that she was attempting to start a not-for-profit organization to provide low coat spay/neutering for Sequatchie County. Mrs. Hoffman was requesting that the City support her effort with funding assistance. The Board gave verbal support and informed Mrs. Hoffman that she could make a request in the 2018-2019 budget year, and to meet with the City Recorder/Treasurer for information to be submitted.
No action taken on the request for funding in the current budget year.
6 (a)The Board was presented with Ordinance No. 264, “AN ORDINANCE TO AMEND THE OFFICIAL ZONING MAP TO REZONE PROPERTY OWNED BY DARIN & STACY SMITH ON OLD YORK HIGHWAY FROM C-1 (GENERAL COMMERICAL ZONE) TO R-2 (MEDIUM DENSITY RESIDENTIAL ZONE), SAID ARE BEING LOCATED WITHIN THE CORPORATE LIMITS OF THE CITY OF DUNLAP, TENNESSEE” for the first reading. The ordinance was read aloud by the City Recorder.
A motion was made by Commissioner Harmon to adopt Ordinance No. 264 on the first reading. The motion was seconded by Commissioner Jones.
The motion was approved by a vote of 4 ayes to 0 nays.
6 (b)The Board was presented with Ordinance No. 265, “AN ORDINANCE TO AMEND THE OFFICIAL ZONING ORDINANCE TO CHANGE THE DEADLINE THAT SITE PLANS MUST BE TURNED IN FOR STAFF REVIEW FROM SEVEN DAYS TO TEN BUSINESS DAYS IN THE CITY OF DUNLAP, TENNESSEE”, for the first reading. The ordinance was read aloud by the City Recorder.
Following a brief discussion, a motion was made by Commissioner Johnson to adopt Ordinance No. 265 on the first reading. The motion was seconded by Commissioner Harmon.
The motion was approved by a vote of 4 ayes to 0 nays.
6 (c)The Board was presented wit Resolution No. 2017-18, “A RESOLUTION AUTHORIZING THE CITY OF DUNLAP, TENNESSEE TO PARTICIPATE IN THE TML RISK MANAGEMENT POOL “PROPERTY CONSERVATION MATCHING GRANT PROGRAM”. The resolution was read aloud by the City Recorder.
A motion was made by Commissioner Harmon to adopt Resolution 2017-18 as read. The motion was seconded by Commissioner Jones.
The motion was approved by a vote of 4 ayes to 0 nays.
6 (d)The Board was presented with Resolution No. 2017-19, “A RESOLUTION ESTABLISHING A NATURAL GAS OPERATING RATE FOR THE DUNLAP NATURAL GAS SYSTEM.”
A discussion was began with City Recorder/Treasurer Hatfield explaining the Resolution and the financial reasons an rate increase is recommended. Gas System Manager Swanger also added that a rate increase had not been approved in many years. The Board discussed as to what percentage to increase the rates and reviewed a schedule showing the financial effect at the various percentages.
Following the discussion, a motion was made by Commissioner Johnson to apply a seven (7) percentage increase to the residential, commercial and industrial rates of the Natural Gas System. The motion was seconded by Commissioner Jones.
The motion was approved by a vote of 4 ayes to 0 nays.
Resolution No 2017-19 was then read aloud by the City Recorder.
Following the reading, a motion was made by Commissioner Harmon to adopt Resolution No. 2017-19 as read. The motion was seconded by Commissioner Jones
The motion was approved by a vote of 4 ayes to 0 nays.
7Chief Clint Huthpresented to the Board an activity report of the Police Department for the month of November 2017.
8Fire Chief Norman Hatfield presented an activity report of the Fire Department for the month of November2017.
9The Board reviewed a report of the Natural Gas System for the month of November2017.
10The Board reviewed an activity report of the Water, Wastewater, and Street Departments for the month of November 2017.
10 (a)The Board was presented with a purchase request for water meter reading equipment. City Recorder Hatfield explained that the mobile handheld readers were being supported any longer by Itron and the system needed to move forward to the next generation of radio reading. We were not expecting to make this upgrade till the next budget year, but problems with getting consistent reading days was forcing the change to be made earlier than expected.
Hatfield also noted that the billing software being used is only compatible with Itron from United Systems. As a result, a letter from United Systems was given to the Board stating they are the sole distributor of Itron water and gas products for the State of Tennessee.
The total estimated cost of the collector system is $23,709.00.
Following the discussion, a motion was made by Commissioner Johnson to declare the purchase a sole source purchase, approve the purchase price of $23,709.00 from United Systems and to amend the capital outlay budget for Water Fund for the same amount with the proceeds coming from Fund Balance. The motion was seconded by Commissioner Harmon.
The motion was approved by a vote of 4 ayes to 0 nays.
10 (b)The Board was presented with a leak adjustment from customer 03-044505-15 of $1,174.50. The requested adjustment is for a “once in lifetime adjustment” and the customer did meet the adjustment policies.
A motion was made by Commissioner Harmon to grant the adjustment request. The motion was seconded by Commissioner Jones.
The motion was approved by a vote of 4 ayes to 0 nays.
11Recorder/Treasurer Hatfield reviewed the current financial statements given out to the Board. There were no questions by the Board members.
12A motion was made by CommissionerHarmon to approve all departmental reports presented. The motion wasseconded by Commissioner Johnson.
The motion wasapproved by a vote of 4 ayes to 0 nays.
13A motion was made by Commissioner Jones to adjourn the meeting at 6:55P.M. The motion was seconded by Commissioner Johnson.
The motion to adjourn was approved by a vote of 4 ayes to 0 nays.
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George D. Land, Mayor
ATTEST:
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Norman D. Hatfield, City Recorder
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