Board of Mayor and Aldermen - Regular Meeting

The time is now 6:45. I'll call the parks and recreation committee meeting to order. We'll hear from Joe Harvey.

All right. Thank you for seeing me. Um, you can see before you, uh, I'm, uh, making a request to accept the bid from, uh, Showpro LLC to install, um, a motor system for our lighting rig that sits in front of the stage. Currently, it is what you refer to as dead home, meaning it doesn't move at all. And to get to it, we currently have to rent a a lift just to and put a maintenance person on it because I don't get on lifts. um uh to get up to it. So that to do anything to change a light to um uh to move a light even the slightest bit. So um we uh we got we put this out to bid and we originally budgeted at about $59,000. Uh we gotten a couple of quotes. The main one that we based it off of was a quote from Spectrum Sound out of Nashville. Um, and then we also got some other quotes uh between this, but this was the only bid we received. And this one comes in uh about half of what we budgeted for. So,

that's a good thing. That's always good.

Uh, and the reason for that is um the some of the other companies that we looked at Spectrum and then another one based out of Greensboro, North Carolina, they were going to use custommade uh motors and uh trusses. So it was that, you know, takes everything up uh really high dollar. Those are people who do things like they one of the companies uh was the company that put together the u uh the curtain at the Grand Lobby. So that's a really specialized piece whereas what we're doing is literally just raising and lowering. We want to not have to uh uh rent a lift and we want to keep people off of ladders. So, that's the reason for this. And it gives us access to be able to change things up for um future shows. The only uh kind of curve ball that we have run into with it is um because of where it is currently hung and some of the duck work to get all the equipment in, we're going to have to move it back about 4T. So, um uh Tim from uh Show Pro didn't think that was going to be any kind of issue, but uh yes, that's uh the plan. and uh we're really excited about it. So, uh if you got any questions, I'll be more than glad to answer them now.

I I'll make a motion that we approve this. Okay. I have a motion. Second. Have a motion and a second. All in favor? I I motion passes.

We've had a lot of great shows recently down at the park theater. We just had the fabulous Thunderbird this f past weekend. And uh this coming weekend, we have uh the piano men, which is uh uh celebrating the music of Elton John and Billy Joel. So, if you like any kind of top 40 music, that pretty much covers the the gamut. Uh so, feel free to come out to that. And then on Saturday, if you got a kid or a grandkid that needs a reward for how good they did on TCAP this week, uh bring them out to the uh uh Rock and Roar Dino Show that we've got on Saturday at 2:00. Nice short show. It's a puppet show with a little bit of multimedia stuff in it. Should be a good time. So, uh, uh, we got a lot of good stuff going on down at the park and, uh, we hope to see you there.

Thank you guys.

Thank you, Jeff. There's nothing else to come before the parks committee. We'll call our meeting ajourned. Don't make me do that.

Sorry. Is it 650 and I'll call the streets and sanitation committee meeting to order. The first item on the agenda is to discuss the request to approve the bid from Sain Construction to construct and complete the Bobby Ray Wetland Park project.

Yes, we review this project out and same was our lowest bid. We have previous history with them as well. I believe it comes to the Miller Center. So, we have a history and the lowest bid for us. Uh it came in at 1.148 million. I talked to the CFO and the project manager regarding this. I said, "You get it. We're going to have to bring that down below, you know, half a million, probably closer to 430,000, 450,000." He said, "No problem. We'll work with you. We'll get that down and we want to be your contractor." So I said, "All right, then. You know, you work with us and get that down. We have that history. You're looking I'll make the recommendation." That's why.

So, are we going to get that in writing? Well, you know, we we the negotiation happens and then once we be able to sit off the table, but they seem more than willing to work with us and get it all over. So, I do see on here the the hardcape. That's what they're mostly going to start working with. It's getting the price down. Yeah, the hardcape is pretty much the parking, the everything like that. So, we'll be able to remove the parking and things like that and just put like loose gravel down kind of for the parking for that area and any kind of walking path instead of having concrete walking paths, they'll be more gravel or just kind of open past water. Okay?

Cuz that looks like that that's a that's a bulk of money right there. It is. It's a chunk. It is a chunk. We have Did you send them a plan for them to to bid off of? Yeah. Yeah. They have data the construction documents and the drawings and everything. So that's how they came up with the figure for it. Okay. Do they say when they could start? Uh they do not say when they could start, but they are on a hard deadline since this is grant money. So they have to finish it at a certain time, which is before the end of the year. It's before what? The end of the year. Yeah.

And they understand that as well. I relay that to you. Um, I'll make a motion to accept Sain's bid. Um, along with the with them coming down to the amount of money that we need them to give them. This is going full board, right? Yes. I'll second it. I have a motion and a second. All in favor say I. I. Uh motion carries. There's nothing further. Um I I did have a question about the Potter Lane project. Yes, that seems to have come to a halt.

Yes. Um you would like to know more about that, I would uh recommend talking to our legal counsel further more about it. Okay. Thank you. something happened. Um, there's nothing else. This many is a jar.

is 7:00. We will call to order this regularly scheduled meeting of the McMill Board of Mayor and alderman. At the conclusion of the meeting, we will call an executive session to discuss a couple of legal matters if Libby and Samantha will stay afterwards. Uh the first item on the agenda is roll call. Sally Bar present. Dietra Dunlap present. Steve Harvey here. Rachel Kirby here. Carrie Morton here. Carrie Young Bloodood here. Mayor Chest Aine present. Uh item two is the consent agenda that includes the minutes from the March 24th regular session. If there are no requests for additions, corrections, or deletions, we'll approve the consent agenda and the minutes as read. So move. Motion by Miss Dietra Dunlap. Second.

Second by Miss Carrie Morton. All in favor? I. Motion passes. Item three is recognition of visitors. If anyone wishes to address the board, please come to the podium and state your name for the record. Hearing none. Item four is petitions. There are none. Item five is discussion items. Item 5a is a request for waiver of fees for the annual McMinnville special games. Uh 2026 event that is scheduled for May 9th uh at the Milner Recreation Center. Again, this is something we typically do for nonprofit and charitable organizations. I'll entertain a motion to approve their letter. So move. Motion by Miss Sally Brock. Second.

Second by Miss Rachel Kirby. All in favor? I. Motion passes. Item 5B is a quarterly report from the Industrial Development Board. Chair recognizes Wendy Snape.

Good evening everyone. Michelle, I'll have my quarterly report. Um, if you have any questions, I would answer. Any highlights you want to give us?

There's been a lot happening here lately. So, um, I will mention opportunity zone meetings. Um, currently the way the opportunity zone and funding is set, we had not had any census tracks within the city limits that were eligible. It we have one that's out the Morris and Biola area. the new map. We're currently reviewing census tracks. I believe we have five that will be eligible. So, we are working with executive bail to submit letters to the governor's office to request those census tracks be added to the opportunity zone fund which will start the map in 2027. So, that will allow any projects that come into community to pull down from that fund that helps with the capital stack if they don't have enough funding. Um, but there are two or three tracks that we're very interested in getting added and that would be city limits down towards depot bottom area, the Morrison Street area. Um, and there's some others that we're looking at really. We're trying to put a priority level on those. So, that's really big right now. And then, um, our revision report, which was our strategy work that we did with TVA and the group out of Florida, we've got that report back. So, we're beginning work with that. Of course, one of the big things we'll be doing first is bidding out for new website and branding on our economic development portion. So, that'll be a lot of stuff coming up. Um, and then our next um quarterly industry lunchon will be April 29th. We are planning to have it at the admin building and we'll be talking about emergency preparedness with some of our industries across the community. Oh, one other big thing. So, um I know the city had applied for the Brownfield redevelopment grant. we had worked on that together and then uh the IDB we were awarded $367,000 on that for five different parcels. So we have began we've begun work with the engineering environment but getting that started. All right. Anybody have anything? Thank you.

Uh item six is action items. Item 6A is the approval of cancellation of T dot grant projects uh from 2015 and 17. Nolan, you want to give us some context on this? Yes. So, uh these two T do projects were good ideas when they were awarded, but after years of delays, rising costs, and ongoing funding commitments, they're no longer efficient to execute them through the T dot process. The first one is the Sparta Street sidewalk project uh that was awarded in 2015 and the 2017 crosswalk. Uh it's a I forget what the grant is, but it's through T DOT. It's at uh the intersection of the bypass and Old Smithville and North Chancery. So, um, each year we're required to have x amount of money in our budget tied up that we can't use for the match. This year it's $100,000. By cancelling those projects, we can turn around and immediately invest that money in either those projects or other projects that we deem to be a higher priority and and do that. So, um, just trying to I I feel like, and Lyndon could probably speak to this, in the next year or two, we could have the the sidewalk project done along Sparta Street for a fraction of the cost. And the money that we have contributed thus far to the projects is not lost. We have engineering plans for both projects that we can use uh to proceed. Um it would be done through the T dot local programs. We would execute those

internally. So we're not going to lose any money. We are going to lose some money. The grant we lose the grant money we don't have yet. That's right. But since the projects were awarded over 10 years ago or you know around 10 years ago when we go to execute these projects the cost that we thought they would be 10 years ago is obviously not the same. So I think it would be difficult to make those happen when they finally do get to um where we can construct them. If we do it in house, we can do it much cheaper.

Of course, when you have a grant project, time and money just exponentially build on each other and it ends up being um not what you thought initially. And Sparta and Cross or Cookville had similar projects that they've also canceled recently. So I think we had to pay into that anyway. Didn't we have to pay in a certain amount? It's been so long ago. Yeah. So um there's a certain amount that we have paid thus far for each project. Um probably a 955 match. Um I think the information's in the packet. Um

I just was making sure that was the same thing I was remembering. We had to pay in a certain amount. Yeah. Anyway, for that,

so on the 2015 project, we have paid $351,000, but we do expect T DOT to be sending us back um $140,000 for reimbursement. Um so that's on the Sparta sidewalk project. So I think that's what $230,000 that we've paid since 2015. And then uh the other one um expenses to date are 71,000 and we have plans for both. So got a little ahead of ourselves on the uh discussion. I need a motion to approve this cancellation. I'll make the motion.

Motion by Miss Cara Blood. Second. Second by Miss Sally Brock. Any other questions or discussion? Hearing none, we'll call for the vote. Sally Brock, yes. Dietra Dunlap, hi. Steve Harvey, yes. Rachel Kirby, yes. Carrie Morton, yes. Carrie Young Bloodood, yes. Mayor Chest,

I. Motion passes. Item seven is recognition of employees and departmental reports. If anybody has anything, come on up. Just want to recognize our training officer, Captain Zack Fletcher. He applied for and was awarded a grant from the Tennessee State Fire Marshall's office. It was just a shade under $28,000 for rescue equipment, rope rescue, and swift water, but very little swift water equipment came with the grants. Mostly ropes, but it's a zero match grant. So pretty much all

Brenda Miller um graduated from her CFL program. So I'm excited to say all three of the accounting full-time staff downstairs have their certified municipal financial officer um designation. And she's here at every board meeting, but you may have never met her. She's behind the scenes running, making sure Facebook and YouTube and all of that stuff is running. So, if you see her, please please let her know that that she's doing a great job. Thank you,

Justin. Nothing. No. So, we have the uh child advocacy gayla this weekend. Uh soccer started last weekend. and it was huge success. Uh we are hiring for lifeguards and getting the pool ready. We took a lot of pool reservations already. So, a lot of pool parties coming up. So, we're really excited. Uh baseball season's going to kick up here in the next few weeks. So, there's a lot of things happening parks and wreck. We're ready to rock and roll.

Awesome. I think you need I think you need to tell Joe that he has to stay for the full board meeting every time he comes. We were talking about that, you know, he makes he makes a grand entrance and then he makes a grand exit.

Mr. Mine, do you have anything for the board? No. Mr. Pearl? No. All right. Uh, we'll stand a journ. Just a reminder, we do have to clear the boardroom for an executive session. Thank you all.