Board of Mayor and Aldermen - Regular Meeting

The time is now 6:45 and I'll call the parks and recreation committee meeting to order. Have Justin Scott to speak on the bids for the Rocket Park Pavilion.

Thank you. Um so we um as you know if you don't I encourage you to go to Rocket Park. Uh we have uh installed a brand new playground uh thanks to public works and um we've put playground chips down borders. I was actually down there last week and had some kids just going wild on this thing. So it was so cool. Um but that's beside the point. I'm here to talk about pavilions. So, we um we have four small pavilions that are down there now that have single um uh picnic tables under and our goal was to come in there and rip those up. We would like to lay down two uh new pavilions. These will be 20 by 20 uh p uh pavilions with like a 24x 24 pad. Public works is going to do the the pour. Um, but we when we started getting pricing, we knew we're going to have to bid this out. So, we ended up bidding this out. This is these are metal structures with metal roofs. Uh, we're looking at sometime around spring of 2026 for the demo, the pads, and the pavilions to be installed. We did receive three bids uh during this process. Recreation Concepts came in at 5760955. Uh, Larsener LLC came in at 585 and Carolina Recre and Design came in at 8396675. Uh just to recap, this is a this is part of a the local LPRF grant, local parks and recreation fund grant. Again, thanks to Lyndon for uh applying for that and getting that. 115,000 was awarded with a match of 115,000 which total 230,000 uh for the project. Uh but the uh the pavilions were included in in and going towards the capital purchase. Um and so it is my recommendation uh to recommend

REC concepts for the 57 60955 for the two 20x 20 pavilions. These are going to be great. Uh we get to pick the color scheme. So uh the color of the frame, the metal frame, the color of the roof. We'd like to match it to what we currently have down there with the Rocket Park clubhouse and just tie it all together and make it look uniform. Uh we are going to put uh with a 20 x20 pad, we are looking at putting a few more picnic tables on that spot and a grill at each one of those. So uh two families could be there. They're not going to be side by side. These are going to be offset pavilions so you won't feel like you're on sitting on top of somebody.

Great. Anybody have any questions for Justin? Let's do a recap there real quick. The these are these are in the budget and part of the local parks grant grant. Yes sir. The whole the total

the total so we were awarded 115,000 with a match of 115,000. The total was 230,000 and 116,000 of that grant funding went towards capital purchases which included the two pavilions. We still have more things that we're going to obviously do down there with paving, a reconstruction of the tennis court. Uh so we have a lot more that we're going to have to try to do with this this funding. But this was a project that we wanted to go ahead and get done. This will kind of fall in our timeline as far as uh in 2026 uh in the spring of 2026. This will be perfect for us. Obviously, people are not raining pavilions. Well, they may be today with what 72 degrees. Um, but this isn't the time of the year that people typically rent. So, we thought, you know, we could push this to 2026 and get this done.

Sounds great. Do I hear a motion to um approve this to send before the full board? I'll make a motion to approve. Second. So, I have a motion and a second. All in favor? I I motion carries. Now on to B, the bid for the Miller Center sound system.

Absolutely. So I've been talking about a sound system for a while. Uh this is something that we desperately need. Uh just give you a prime example, we have the arts and craft fair that's here uh this weekend. They obviously want a sound system. Um, I am currently renting a sound system uh to provide for them so they can make announcements and we can also play Christmas music during the uh the the the rental. Uh, but we we obviously need this. Um, this is in our capital projects. Uh, we did have a mandatory site visit on the 29th of October and we opened the bids on November 10th. Uh we received one bid uh and that was from the sound machine for $19,9. I had budgeted $19,150. Um I believe I can find that additional $750 somewhere in my budget to make that work. What this is going to look like is there's going to be um there's going to be from the catwalk there's going to be speakers that are going to be suspended over the arena. We're going to have a cabinet which is similar to probably what's behind back there that's going to have our amplifiers, our receivers, everything on it, transmitters, and it will um we it'll be portable. I can move it throughout the gymnasium. Uh but I wanted just basically a plugandplay. I wanted to hit the power button, turn on the microphone, and start speaking, make it very simple, but it's also adaptable. So, if someone with a small band wants to come in and plug into it, I'll have plenty of ports there to push it. Uh, we're talking eight large PeyV speakers, uh, with plenty of with plenty of power. Um, I did have Joe Harvey come and also look at the project to make sure that I was meeting the demand of the space and what we have because it's a lot of space. Uh, I also want something that sounds good and it's quality.

I think as many events as you have there with Gayla and different things sound system is absolutely and I'm looking at Januaryish for this to be installed uh which would be great for our spring rentals we have those bigger events in the spring so any questions? No, he answered my question because it is such a large space. That was I was like, how do you know? But if you've had people come and take a look at it then and you feel comfortable with it, then I'm good. I'll I'll make a motion. I'll second. So, a motion and a second. All in favor?

I. Okay. Motion carries. And C, we have the naming of the park at the end of Potter Lane. Okay, I can take this one. Okay.

Um, get this started here. So, um, I think we're all familiar with the Potter Lane project over at the end of Potter Lane. Uh it's a multiple purpose but its main purpose was to address storm water in the area. Um secondary purposes are educational, environmental and wreck benefits. So this is a general idea of where the property is. There we go. right here. Um you can see these arrows show the storm water flow uh coming from the Milner Rec Center and also from the south which is uh Garfield Street straight through this property ultimately down to uh the intersection of Chancery and Smithville Highway. So, we looked at acquiring uh these two properties and we did so with the cooperation of the property owners who are here right now uh Jimmy and Barb Potter. Um so, their property is the the yellow highlighted property on this map here. Um what used to be a house will now be a storm water detention pond. But um this is the plan for going forward. You can see the orchard here in the back which was through the tough grant that Lyndon uh got for us and the rest the whole project is being done with the grant. So I think there is there a

match? Yes. maybe $10,000 or something. It's 15% or 10. No, it's 5%. Probably it's 5%. Okay. Small. It's a small amount, but um they're out there working now. Um making progress. Maybe halfway done. I'd say they're about 30 33% done right now. They they got stopped on there's a big storm or sewer drain that they're having to deal with. Yeah. That they and then there they need a pole removed. Utility pole removed.

Okay. So, that project is in the works and we just in talking with uh Mr. Potter, you know, just going over the history of the property. Um, it's been in the Potter family for 50 years. Originally purchased by El Nora, known as Norah Potter. That's that's your mother. um in 1970. Uh formerly the street was named West Sight Street. So that's interesting. Um renamed to Potter Lane during 911 addressing. Do you know when that was?

Um no, it was several years ago. I couldn't tell you. But um now this property will be part of our park system. So, um, the proposal is that we name the park Nora Park after Nora Potter and we think it's very fitting and um, we would invite the potters up to say a few words if if you would like. If not, I've shared this information with everyone and um, it's a good story. I I read what you put on your information and you did a great job. Well, I just I copied and pasted, so you did great.

Um, so I I guess my question is, um, would you support naming this park Nora Park going forward? I think it's very fitting. I do, too. Yeah, for sure. Is that something you call for a vote on or we might as well? Wouldn't hurt. All right. Is this just parks and wreck, though? Yes. Senator, I'll make a motion um that we recommend to the full board that we name the new park on Potter Lane Nora Park. So, does it go to the full board or is it This is my first uh park naming project. So, I'm not sure. Just in case. Okay. Just in case. Absolutely. Yes, I'll second it.

All right. We have a motion and a second. All in favor? I I Okay, motion passes. Thank you. Thank you. There's no other business for the parks and recreation committee. We will stand adjourned.

It's 7:00. We will call to order this regularly scheduled meeting of the McMill City Board of Mayor and alderman. First item on the agenda is roll call. Sally Brock is absent. Dedra Dunlap present. Steve Harvey here. Rachel Kirby here. Carrie Morton here. Carrie Young Bloodood here. Mayor Chastain present. Item two is the consent agenda including the minutes from the October 28th regular session. Uh I will entertain a motion to approve the consent agenda as read. Motion to approve. Motion by Miss Dieter Dunlab. Second. Second by Miss Carrie Morton. Any questions or discussion? All in favor?

I. Motion passes. Item three is recognition of visitors. If anyone wishes to address the board, please come on up and state your name for the record.

Hi everybody. My name is Marissa Chapman, the interim director at Magnus Library. I came in today to one introduce myself to the ones who don't know me. To the ones that do, hi. Um, I dropped off something at each one of y'all. I'm probably gonna say um a lot because I'm really nervous. This is only my second time doing anything like this. H I really just wanted to highlight just a couple of things. You know, our story time, we added a third one a week and we're already growing even from that over the last couple of weeks. It's crazy. I love it though. I did want to extend an invitation to everyone that's here, including any anybody back here that wants to come in and wants to read to our kids. I would absolutely love for y'all to do it. Y'all could have a blast with these little three and four year olds mostly. We have some youngers and some that are older and they would eat up anybody coming to read to them. But I do have a calendar here if y'all want to do it. If not tonight and you want to email me, please do so. My email's at the bottom and I will get back to you as soon as I possibly can with if that date works or not. But it is usually Wednesdays and Thursdays. And then besides that, you know, y'all can read over the sheet, but I just wanted to know if y'all have any questions for me. anything about the library or myself or anything.

My grandchildren loved your story time. Mine do too. Thank you. And I do too. We have a blast. I love it. Anything else? My kids love the playroom, the little kids room. Thank you. We're constantly trying to update it and get new puzzles and stuff. We have so many kids that will come in and they're like, "We've done all of these so many times." And I'm like, "Okay, I'll find more. Well, fun more. Let's go buy some more. So, it's it's fun. I see that you had a local author's day. Yes. Do you all do like workshops and things like that as well?

So, we don't necessarily, but we have a group that is called the writers prologue and they meet the first Saturday of the month at the library. Okay. We usually try to make sure to let everybody know that it's happening. They sometimes cancel last second. So, it's all I always give them the email to the lady who's over it, but they help with everything from writing to publishing and all of that. That's really neat. That's a resource I didn't realize that you provided. So, thank you. Of course. Sounds good. Okay. Thank you guys so much. Thank you. And if you hand that to us, I'll pass it around.

Item four is petitions. There are none. Item five is discussion items. Item 5 A is the adoption of an administrative hearing officer.

Good evening. So, I just wanted to write it by you to possibly adopt a administrative hearing officer. Um, essentially, they can act somewhat similar to a judge. They are not limited to the $50 fine that the city judge is currently limited to. For residential property that is owner occupied is $500 um per the violation. for all other property is $500 per violation per day. Um and so the thought process with this is I'm going down to talk to the city at town of Morrison on December 1st. I would act as Morris's um administrative hearing officer. Their building official would act as ours and then we can do that swap those services and it be no cost to either city. Um and then we gain that additional tool for code enforcement. So, you're limited to $500 per day.

If it's non-residential property, 500 per violation per day. So, as it goes through the process, they'd have to have the hearing. The findings get assessed. They have to be given a minimum of 10 days, a maximum of 120 days to to come into compliance. If they come into compliance, the fees are off the table at that point. If they don't, then those fees would be assessed. But with it, they are remedial fees, not punitive. So they're meant to compel them to come into compliance, not necessarily put a slap on them for not being in compliance. And so the judge will have the authority to decide how many days they get to come into.

They said we have to give 10 to 120. 10 is a minimum. It'd be based on on all the factors of how much stuff is there, what what all the elements are tied to that to within that range. Yeah. So, where would we know about this? Would we be um how would we keep up with this? What's going on with you?

I can do this as far as that goes. We can give you guys an update on on staff reports. I can send out. We can let you know as far as what's going on with this. I said I'm set to go to Morrison um December 1st, see if they want to go into this um and then we can kind of sort it out for there and then be coming up with the ordinance to the full board for adoption of that. Would they come to our board meetings to No, it's we get the case, we give them citation, we send it to um the administrative hearing officer, they review it, they would set the hearing date. Same thing if for Morrison, they would send it to me. We set that hearing date and then we come and take care of it from there. So do you already know who that person is in Morrison?

That is Stan Phillips. Stan Phillips. So these are reason like you would give them reasonable amounts of times depending on make sure we give reason. Can you give us an overview of the ordinances that they would be enforcing that? We can enforce all the adopted building codes, plumbing code, mechanical codes, um fire codes, zoning code, animal ordinances. All are those adopted codes. We can enforce them. Okay. And there's no appeal above that. It had to go through the court. So it appeal to the court from there to the court. Chancery court.

There's a commission created not under this a no that's the next one coming up. Oh, I'm sorry. That's the public got a turn. But right now it's just fact. I mean we're not need any action. No, I just wanted to discuss it and see if you guys wanted to kind of move forward with it. I didn't want to get too far in advance and talk to Morrison. I didn't want to talk to Morrison outside of making you guys aware. I think it's a good idea. There's a lot of things that need to be enforced that are not currently. So, I I don't have an issue with it.

Can I add one thing? MCAST did a great u beginners's guide to Tennessee clearance that we can I can share with you, please. And there's a really great four-page summary of the whole undertaking. Nice. I'll share that with you by email, please. Yes. Yeah. I just say proceed and and gauge them in Morrison and then let us know. Okay. So, we've never had this before and Morrison hasn't either. No. There's a few cities. There's about probably 10 that do it that I'm aware of.

That just comes with your jobs now. It there's no more payment. I this just comes with your job. Yeah, there's so this is Sorry. No, go ahead. I was just asking if it would be once a month or how often would you have the court? It would depend on how many code cases we get set up. So it could be one maybe a meeting a month. Okay. Probably at max, but it would just depend on how many code cases each city would have on that. Sorry, Nolan. Go ahead.

No, no problem. Uh so we currently take uh cases to court to municipal court. So this would take some of that off of the municipal court and put it into a new uh forum. So it's not really additional work. It's just moving who hears the cases. Sounds good to us, I guess.

All right, the next one. TA Title 13, Chapter 1, Slim Clearance Act. What we're looking to do, adopt this is part two. What this does is provides a complete path from if we have trouble properties, vacant properties, houses, other properties, commercial that are falling apart, haven't been maintained. This would provide a path by setting up a commission. Um, in the ordinance that the commission would consist of seven people. It's broke down by neighborhoods. So, we would have equal representation from across the city. We would get the properties, they would be notified, that would put on a list that would go to that commission. They would review it, make sure it meets all the requirements, give the property owner additional time to fix it, 90 days. If not, then they can recommend that it come to this board. Then if you guys find that it meets all that criteria in which to proceed forward, then we can pursue intimate domain and take over that property, get that building removed, sell it and spur that redevelopment. Well, currently we can address the property, but if we don't have that means to get it, we've had quite a few where we've been mowing for quite a few years. it doesn't go up for tax sale, then we're kind of eating taking care of that property and not getting that tax revenue or that redevelopment on that. So, this would fill in that gap.

Do you have a lot of those on the books that are there? There's my property that we can get on there. I know we got at least three that we're mowing pretty regularly. So, are those people just not wanting to be compliant or that means to be compliant? I think some of them that the property owner has passed away that never changed hands. We have some that are just making the property move. So, they're they're out of city or out of town, out of state, that type of thing. So,

cuz I know you guys worked with a property on a street that I know of and you worked with the owners and I of course and it was, you know, this one died, then it went to this one. you know, that's that's finally all washed itself out. So, I do feel like you guys are fair in trying to help these property owners get their places to where they need to get, but I just know that some won't be compliant.

No. And this would be in addition to, and like I said, there's very specific criteria that have to be met in order for it to proceed through the process. And so, it' be it would be select properties. It wouldn't be just from a general standpoint. So, Any further questions in that regard? Motion to approve. I'll second. All right. Any further questions or discussion? All in favor? I. Motion passes.

All right. Last one is adoption of uh title 65413. This is for cleaning up properties. So this would expedite our process, shorten it down. Um we have to give a minimum of 10 days or 20 days if they meet certain employment criteria. Um our basis is going to be use of 20 days is we don't necessarily know if they are engaged in transportation or communication. We don't know what everybody does. So we'll give them 20 days. They have a right to a hearing. If they don't go to that hearing or if that hearing occurs and it maintains, then we can enter onto the property, clean up the property, and then we will add that file a lean and then add that lean to the tax rules. Currently, our process is we file the lean with the clerk at the county. Hopefully, we get it if it sells. A lot of these transfer under different types of dees where there's not a title search so that doesn't come up and we don't always recoup that cost associated with clean up the properties. If we can put on the tax ro we're going to have a much better opportunity to recoup those cost.

For the record we were still under item five discussion items and we've now gone down into the action items. So, we'll have to vote on that by roll call again in a minute. Sorry. It's all right. Do you want to back up and do that now?

Well, no, because there's something else we've got to discuss under discussion items that's not on here. Uh, item 5B is uh a request by McMinnville special games to host the sprints for specials on April 25th of next year. Um, I have the letter uh for the record in my email, but um the uh request has already been cleared by law enforcement on the city and county side in terms of the route. Uh, no issues with that, Chief. All right. So, if there's any questions for the McMinnville special games representatives, they are here. If not, I'll entertain a motion to approve their letter to host their race.

Motion to approve. Motion by Miss Morton. Second. Second by Mr. Harvey. Any questions? All in favor? I. Uh, so now we move down into item six regarding ordinances number 2025-22 and 23. 22 was the first one. Slow clearance. So yeah. So in regards to the motion that Mr. Harvey made, we'll have to do a roll call vote for that. So we had a motion and a second. Um, so now we'll call for the vote. Dietra Dunlap. Hi. Steve Harvey, yes. Rachel Kirby, yes. Carrie Morton, yes. Carrie Young Bloodood, yes. Mayor Cheste,

I motion passes. And then now we'll proceed into item uh 2025-23. Yes. Like I said, this one just shortens that time frame. Guess it's clean up, put that lean on the tax roll so that we have a better chance of recouping those costs. All right. I have a motion to approve. I'll make a motion to approve. Second motion by Miss Young Bloodood, second by Miss Morton. Any questions or discussion? Hearing none, we'll call for the vote. Peter Dunlap, hi. Steve Harvey, yes. Rachel Kirby, yes. Carrie Morton, yes. Carrie on Blood, yes.

Mayor Chest. I motion passes. Item seven is recognition of employees and departmental reports. If anybody has anything for the board, come on up. Yes, I'll come on. All right. Saturday, we had an adoption event, Tractor Supply. We showcased four dogs, one of which got adopted. Lucky 8-month-old little pup. So, he got adopted. We probably about 30 or 40 people show up to it and see the dogs and everything. We got some monetary donations. He was great all around and we hope to continue having those on a monthly basis, everything. Uh, pavement condition index, I talked to Garber today. It has been completed. They're gathering the raw data and we should have the results coming right after Thanksgiving. At that point, I'll host or I'll have a presentation for you all, run you through everything and the plan for paving going forward. See your Christmas lights should be finished and put up on Friday. We had over 100,000 lights put up this year. Should be great Christmas and an excellent, you know, showcase of what we have done. H I think that's oh lane lane about 30 33% have been done. They've done the pavilion and the seating and then they're really working on the ponds. As I said previously there is a big sewer line that's vacant that was in there and we're going to cap it and get rid of it. And then there's a utility pole. We're waiting for one utility to come and remove their line and we'll move the pole and we'll they'll be good to continue forward with that. But the pond is what they're working on right now. It's quite large. A lot larger than I expected, actually.

And deep. Yes. Yes. I've walked in it. It's quite deep. And you get stuck if you're not careful. Found that the hard way. So, everything's moving along quite well. The paving on the hill and all that. We've already done all the paving on that. Yeah. Everything went went well. Perfect.

No problems there. Okay, that's it. Wanted to mention again the uh 54th annual Warren County Arts and Craft Fair is this weekend. Uh begins Friday at 10:00 a.m. and closes at 8:00 and then Saturday from 10:00 to 6:00 free admission. Um our employee lunchon December 4th at the Milner starts at 12:30. Encourage you to be there. Uh we also have our Christmas parade that weekend which will be Saturday, December 6th at 2 p.m. Rene's been working hard on that. And if you haven't visited the Park Theater website, I encourage you to do so. There's a lot of events going on right there. Uh Joe and Ashley are super busy right now. Uh but it starts this weekend, I think, to through December 19th. There's like just show after show. So encourage you to check that out. Thank you.

Thank you, sir.

Just want to give y'all an update on how our camera system is working. LPRs. We've had, you know, a lot of successes with it. Um, recover stolen vehicles. We had a trailer for Wilson County and and we get the alerts when it comes through in the city, you know, since we've had them put up if there's anything entered. And we've had missing persons located. We had the re most recent one was a man from um Indiana that been reporting reported missing a week prior and we got the alert on our system that he was going up down the road. So, we had our officers out trying to find him and then um one of our officers that lives in Cooper was headed home and he got behind him in uh White County and they worked with him and got him stopped and got him back to where he belonged. So, that was really good. He's, you know, had some dementia, just really didn't know where he was at. So,

you know, that happened. So, it's um it's done very well um and continues to do so. we get because the officers will get the alert whether they're on duty or off and then they'll they'll look at it and and call in and stuff. So, just wanted to give you the update on that.

Mr. Mine, do you have anything for the board? Well, I guess uh Jordan, did you want to talk about the Love It Amp concert series uh announcement? That was really the only thing I had. I thought that was pretty exciting. That is exciting. It is very exciting. Very exciting.

Yeah. So, this was something that uh Jennifer Flat Meredith with Main Street McMinnville and I had uh co-put in an application for this music series um through the Levit Foundation. And it was kind of a long process as you might remember. We had to go through a voting process with the community. And after the voting process and putting in uh letters of support, we were awarded that this morning. So that's again a six year or a three-year concert series. We'll have seven per year starting in 2026. It'll be in the falls um of each year down on the lot. And really the the heart of it is to bring like diversity to the music scene. So we're really looking forward to working with different organizations and maybe some different musical groups that we haven't had in McMinnville before to bring some fun and flavor to the square. So thank you to everyone that that voted for that. We appreciate you.

Thank you. He's very cool, Mr. Hurdle. Nothing. All right. If there's nothing else to come before the board, we'll stand a journ. Thank you all. That was very exciting.