Board of Mayor and Aldermen - Regular Meeting

it is 635 will probably streets and sanitation committee made in the order they have three items on the agenda for the evening

Yes. Item number one is the rental of the air curtain incinerator for our brush at our Class 3 landfill. Currently, we have a bunch of brush out there that we need to dispose of. We put bids out earlier this year for brush disposal. We only got one bid from Big Woody's down in Chattanooga. He has been tied up in Nashville with the ice storm. He has not been able to come out at all this year and may not come out at all the entire year. So our suggestion is to rent an air curtain burner. That way we can burn five tons an hour of our brush that's out there. We collect maybe 10, 12 tons on a good day total throughout the city. So we burn five tons an hour for five hours. We get 25 tons burned. That eliminates what we pick up, and then we get to eat into our Class III landfill as well. Big Woody's typically a six-figure deal with him. When he comes and grinds all of our brush up and hauls it off, We can rent an air curtain incinerator for $15,000 over two months and burn a large chunk of what he would otherwise just chip and dispose of.

So you think two months is what we're going to need?

No, it gives us a good idea of what we're going to need in the future and what we need to budget for. This is kind of a trial. helps us eat into what we currently have out there, because right now we're overflowing with brush, and we need to dispose of it somehow, someway. And this seems to be the most prudent way to get rid of a lot in a kind of quickish manner.

Are we under any contract or anything with them, or are we just bringing it month to month, right now?

Right now it's month to month. I'm recommending two months to kind of a trial, see how it goes.

So then we'll assess it again at the end of that time?

Mm-hmm. We'll assess it in that time, see how much we got to eat out of our brush pile. We have to make reports to the state for it as well. We've already finalized permits and everything. If we do decide to go forward with it, that way we don't have to wait, get permits, and do all that.

Do we have the manpower to run this? Absolutely, we do.

Where is it?

We're going to place it at the transfer station. We've blocked off a little area up there where Class 3 landfill is. So we'll load it up. We'll run it across the scales. We'll weigh it. And then we'll go and start loading it up and start burning it. That way we can keep track of how much tonnage we're getting rid of on a day-to-day basis. Okay.

We'll make a motion to approve.

And I'll second it. All in favor? Aye. Motion carries.

Our second item is the plant materials for our Potter Lane project. Easy Tree Nursery. We looked at different nurseries throughout. county to see which ones kind of had the plant materials we needed every nursery had some or a little bit but easy tree and nursery seemed to have the most under one roof so we're recommending going with them with the amount of 11 619 dollars and 25 cents we still have about 300 to 400 plants to purchase but they're a little more niche really wetland related plants We're going to have to outsource those because no nursery here is carrying them through our research. But 593 on this run, 300 to 400 on the next run.

I'll make a motion to approve.

I'll second it. All in favor? Aye. Motion carries.

So where are we at with the other deal that's just over? What do you mean? This is...

The Potter Lane project?

Yeah.

Yeah, we're probably... The city has taken over the construction of the project. We are probably 75% of the way through it. We have to be finished by September, and we expect that the project will be completed on September 11th. and all submittals for reimbursements to the state will happen at that time as well. So we're on track, we're on pace to get it all done. We just wanted to make sure we can order the plant materials and get that going so we'll have it in stock and then go out and just start planting as soon as we're done, making the pathways, putting the signage up, and pouring what's remaining likely concrete.

I did say the piece of equipment did arrive.

Yes, so we did have to order some equipment to produce some of the fishing touches on the project. There's very large headwalls to install, so we had to get a bigger excavator out there to be able to pick the headwalls up, put them in place, and cement them in. Next item is our vehicle maintenance oil storage tank. So, in the past, the city garage takes use of oil from citizens, you know, do it yourself, they bring their oil in, they store it and they heat their building with. The storage tank is very old, possibly was kind of, probably was handmade at the city garage 20, 30 years ago, something like that. So going through it, we realized that we're out of compliance with state regulations in terms of how we store our used oil. And so this tank helps us get into compliance. It's double walled. It's got a certain amount of UL, I think is what it's called. But it brings us into compliance that we need to be for our used oil storage. It's in the budget. We made sure to budget for it. I believe it's capital. It was one of the only capital purchases we had for it. We got two bids for it. One was $11,000. One was $25,000.

What was the difference in those two tanks? Anything?

I don't think there was any difference. We looked at the warranties. We tried to figure out what the difference was, but it was pretty much the same tank. Yeah. Just, I don't know. They used to shoot from different places. But we're recommending the one for $11,440.

Big difference in price. Yeah.

Make a motion to approve.

And I'll second it. All in favor? Aye. Aye. Motion carries. Is there anything else to come before strength and sanitation?

I'm good.

We stand adjourned. Thank you.

I agree.

I'm so sorry Yeah, water.

Oh, it's Sally. She's not here.

And Rachel's not here. What do you want me to do?

There won't be a quorum for the meeting because neither one of them are coming. Sorry, Ricky. There's no quorum.

All right. I would do it, but they won't let me.

Ricky is two weeks, okay?

Deitra. Deitra. I'm waiting for it.

The time is 6.55. We'll call the Parks and Rec Committee to order. We will hear from Joe Harvey about a proposal for performance at the Park Theater.

Thanks, guys. Thanks for making time for me today. Yeah, so we have begun negotiations with the Yonder Mountain String Band to have them perform February 4th at the Park Theater as part of our Bluegrass concert series. So this will be, it looks like, we haven't hammered out everything, but it looks like this will be the second show in that series. But this band is a mainstay in both the jam band and the bluegrass genre. They've been around since at least the 90s, but they're a great band. I think they'll do a great job of bringing people to the park theater. It'll be something that's both inside the wheelhouse of what we've done, but also something kind of new for us. So we're really excited about it. This is money that's already in the budget, so we're just looking for approval to spend it. If you have any questions, we'd be more than glad to answer them.

I saw they had an electric bass in their router.

Yeah, we might have to... I think I've got a buddy who I can borrow one from. But if it doesn't fit their needs, that's a pretty cheap rental from SIR out of Nashville.

This is one of the bigger names that will be in the Park Theater. They've played everywhere. Red Rocks, Bonnaroo, The Ryman... Telluride Bluegrass Festival. I mean, they've been all over.

I was trying to see if they'd ever played Lockett. You know, if they'd ever played Lockett in Virginia. I bet you they have. Like I said, they're a mainstay in that bluegrass and jam band circuit. I think it's going to be a really good show.

I will make a motion that we approve.

I'll second it.

I have a motion and a second. All in favor? Aye. Motion carries.

I was getting ready to prompt you, but I didn't want to overstep my bounds.

We were just considering.

Well, guys, thank you all so much. Just giving an update on what we have happening at the Park Theater. We've got Matilda Jr. happening at the end of this month. It's going to be a great production by Warren Arts. And then this weekend we have a fundraiser for Caring Hearts United, which is one of our... CONCESSION GROUP THAT WE USE REGULARLY. THEY'RE A GREAT GROUP. THEY HELP TO FUND LOCAL HOSPITALS. IT'S A GREAT CAUSE, SO IF YOU'RE AROUND, COME OUT AND SUPPORT THAT ONE. AND THEN NEXT WEEKEND, WE GOT TWO BIG SHOWS. WE GOT THE SHAKE, RATTLE, AND ROLL, WHICH IS KIND OF A MILLION-DOLLAR Tribute Act. And then on the Saturday night, the 22nd, we've got a songwriter's round with a reverb round. It's going to be really, really cool. Different show. It's going to be very intimate and it should be a good time. While I'm here, I wanted to say last time how much we were going to miss Nolan. He was a great person to work with for us at the Park Theater. He was always there for us, so we're going to miss him. But I also wanted to commend the board on the appointment of... The one I'm now calling my boss boss, Justin. Dude brings goodwill and hard work to everything he does. So really great job. I can't speak highly enough of Justin and y'all's decision to make him in them. Thank you so much, guys. I hope to see y'all at the park.

Thank you, Joe. Thank you. There's nothing else for Parks and Rec. We stand adjourned.

TRY ONE MORE TIME.

We're going to go ahead and get started.

At 7 o'clock, we'll call to order this regularly scheduled meeting of the McMinnville City Board of Mayor and Alderman. The first item on the agenda is roll call, which not all of us can do on our new system.

Oh, I'm in.

Item two is the consent agenda, which includes minutes from the July 28th regular session. If there are no requests for additions, corrections, or deletions from those minutes, I'll entertain a motion to approve. Somebody's going to have to say that out loud because I can't see anything on my end. Oh, okay.

So, Carrie, I made a second, and now we're all voting. Now we're all voting.

Motion and a second, all in favor of approving the consent agenda.

Yes. Aye.

Motion passes.

Item three is recognition of visitors. If anyone wishes to address the board, come to the podium and state your name for the record. Okay, none. Item four is petitions. There are none. Item five is discussion items. The loan item in this section has been withdrawn by the sender. to perhaps be considered at a later date. Item six is action items. Item 6A is ordinance number 2026-13, amending the municipal code of city administrator residence requirements to allow for exceptions by the board of mayor and aldermen. This is the first reading of this ordinance to become effective. I have a motion to approve. So essentially the reason that we're amending this right now is because there is a requirement that the city administrator must live within the city limits and none of the applicants live in the city limits. so that would preclude all of them from holding this position so this ordinance doing it by exception gives potential applicants time to move here things like that but could also be waived again by exception with approval by the board under certain circumstances so

I have a question on that I thought the current one said that they have to live with they have to live here within 90 days but we're making it six months is that what the changes so the current one gives them three months already the top is extended to six months and gives the board of the ability to make an exception on a case-by-case basis

You're correct. It currently is within 90 days of the first day of employment. And doesn't allow for exceptions? No.

Okay.

Yeah. We're 100% on the no exceptions under the current one. Yeah. Okay. I'll make a motion to approve.

A motion by Ms. Morton.

I'll make a second.

Second by Ms. Dunlap. Any questions or discussion?

what's the benefit to us realistically because I mean it's important to be here in the city why why give them more time three months is 90 days is pretty decent get with the current housing market

financial situation with lenders interest rates things like that I mean three months might not be feasible especially if it were somebody coming from out of state they had children they had to relocate their school systems that was that was something that I took into consideration on that

So if they were moving, uprooting children, would you want to make them do it in three months or stretching it out another extra month or so to let it be halfway through the school year rather than in the middle of like the first quarter or first half of the year?

Any other questions or discussion? Hearing none, we'll call for the vote. I'm an aye. all right motion passes item 6b is alcoholic beverage board reappointments uh jessica carreon and shannon hayston are both up for reappointment members of the beer board have asked us to consider their reappointment for terms running june 2026 to june 2028 and then at a later date we will have to appoint someone else in the community given the passing of Mr. Lester Cowell. I'll entertain a motion for the reappointments. So moved. Motion by Ms. Morton. Second. Second by Mr. Harvey. Any questions or discussion?

Yeah, I sit on that board, and yes, she brings a whole new ballgame because she's fluent in other language, and Shannon's been on that board for a long time as well. And I think she also, with her knowledge, especially in the fact right now that we don't have a chairperson in losing Mr. Cowell. So I appreciate keeping those two. All right.

We'll call for the vote. Aye. Aye. Aye. AND ITEM 6C IS APPROVAL OF GENERAL FUNDING OF THE RECENTLY APPROVED BRAG GRANTS, RESOLUTION NUMBER 2026-40. IT WAS ADOPTED ON 7-28 FOR THE TOURISM AND MARKETING DEPARTMENT.

SO I BROUGHT THIS BEFORE Y'ALL LAST WEEK, OR THE LAST MEETING, AND IT WAS APPROVED. HOWEVER, SINCE THEN, I'VE BEEN CONTACTED BY OUR GRANT ADMINISTRATOR, THE UPPER COMMON DEVELOPMENT DISTRICT, THAT THERE IS AN UPDATE TO HOW THE FUNDING PAYMENT AND REIMBURSEMENT SYSTEM WILL TRANSFIRE. THAT IS DIFFERENT THAN WHAT YOU HAD ALL VOTED ON AND APPROVED. So initially, I had stated that when we receive an invoice, UCDD will submit that invoice to the state, the state will provide the money to us, and then that money will go out to the firm hired. It is not the case, unfortunately. We will receive the invoice, we will need to pay for it up front, then UCDD will submit a reimbursement request to the state and we'll be reimbursed. They told me that that process typically takes about 30 days. BUT AS THAT IS THE CASE, WE CANNOT RUN THIS OUT OF THE TOURISM FUND BECAUSE WE WOULD BE USING THEN HOTEL, MOTEL TAX REVENUES TO PAY FOR A NON-TOURISM RELATED ENDEAVOR. SO IT WILL NEED TO BE RUN OUT OF THE GENERAL FUND IF WE ARE TO MOVE FORWARD WITH THIS.

WHAT ABOUT THAT LAST STATEMENT ON THE AGENDA SAYS POSSIBLY REIMBURSED IN THE NEXT FISCAL YEAR?

CORRECT. SO AS THERE'S MULTIPLE PHASES TO THIS PROJECT, AND SO AS WE'RE, WE'LL BE INVOICED AS THE PHASES TRANSFER, SO THERE'S PHASE ONE, WHICH IS THE HISTORICAL DATA COLLECTION FOR EACH PROPERTY. THEN PHASE TWO ARE THE SOIL SAMPLES, IF FOUND NECESSARY, AFTER THE DATA COLLECTION PHASE. DEPENDING ON HOW IT UNFOLDS, IT IS POSSIBLE THAT THE PHASE TWO'S MAY you know, transpire, you know, in a May timeframe and we're invoiced and paying in June, then therefore we would not get the reimbursement until the following fiscal year in July to August. So it is possible that this could go over multiple fiscal years. Again, there's no money out of the general fund. It will not change the overall fund balance, but it could change it from year to year.

We'll need a motion and a second to consider approval.

Can you just tell us in two sentences, like, what exactly it's for, just as a... Yeah, so it's a state grant, the Brownfield Redevelopment Area Grant.

Through a prior program with the state and the IDB, two of these properties were put into a... put through a program as... HIGH POTENTIAL SITES FOR REDEVELOPMENT, AND SO THIS IS TO DO ENVIRONMENTALS ON THOSE TO SEE IF THERE'S CONTAMINATION TO ASSIST IN THE REDEVELOPMENT PROCESS. WHICH PROPERTIES ARE THEY? THEY'RE 605 AND 619 MORRISON STREET. THE OLD SHALEMORE AND THE POWER MEDIC PROPERTIES.

OKAY, THANK YOU. I'll make the motion.

Motion by Ms. Youngblood. Second by Ms. Morton. Any further questions or discussion? Hearing none, we'll call for the vote. Thank you. Motion passes. Thank you. Adam 7 is recognition of employees and departmental reports. If anybody has anything for the board, come on up.

I'm going to do my best to fill the shoes of the one Justin Scott when it comes to departmental reports. So I'll give it my best right here. All right. I'm sure you've all seen the mast arms going up around town and the new signal heads going up. We're about 80% to 85% done with this project total. you the last ones to go will be image c we had a little problem out there but we fixed it you should see those go up very soon and then once all of those are up you'll see the cameras start going up that are just for protection of cars we expect that to be done probably the next month So that project will be closed. And then we'll move on to our next TDOT project, which will be the redoing the intersection of McDonald's and Dairy Queen. So we'll have all those upgraded as well, hopefully even this fiscal year.

What was that second one?

The second one, the other TDOT project, the upgrading of the signal heads and the cameras of the McDonald's intersection and the Dairy Queen, O'Reilly's, they're redoing that intersection. We expect that to go out to bid here and there.

What's the status on the control box that got hit?

The control box got hit. We got an estimate from Davis Elliott, who's been doing all of our construction around town, and we sent it to our claims adjuster. He has sent it to PEP. We expect to hear from them in the coming weeks. Once we get the green light, Davis, that's already on site, will fix that box and get it done so you're not waiting at that light for five minutes, just a turn left to go to Crowley. so that should be that's coming down the line as well we just had to go through the insurance and everything it's unfortunately taking longer than expected about the timing of the lights from old Sheldon Road all the way to the Chevy dealership so the timing of the lights they will all change with the new camera and radar with the exception of the Mulliken Street intersection and the Cadillac Lakers All the other ones will change and be updated with the time. So in theory, you shouldn't get stopped at every... I mean, you know what they say, right? You hit one, you hit them all? Yeah. Yeah, and unfortunately that seems to run true.

Yeah.

But hopefully that will change. The detection cameras are a lot better than the loop detectors that are underground, so they should be detecting cars faster and sending the signal to the cabinet to change faster. Okay.

Chief? Chief? Riggie? Mr. Scott? I have nothing. Mr. Perl? No. All right. If there's nothing else for the board, we'll stand adjourned. Thank you.