Town Council - Regular Meeting

Thank you. you Thank you. ¶¶ Thank you. Thank you.

Good evening and welcome to our town council meeting in June. I'm going to call our meeting to order and prayer tonight will be done by Smyrna Police Department Chaplain Tim York and our pledge will be done by Assistant Town Manager Todd Spearman. If you'll stand with us, please.

Father, we thank you for this evening.

Thank you for our city and for those who serve. Lord, we're so thankful for our nation that we soon will celebrate 250 years as a country. Thank you for your protection. We pray for those who serve our nation tonight and those who may be in harm's way at this moment. We pray for your protection upon them. Thank you for those who serve our community. We pray that you would bless them, protect them and their families. And Father, we pray that you'll provide wisdom tonight in all that's done. And may you get the glory we ask in your name. Amen.

Amen.

Pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.

Thank you, Tim and Todd. Ms. Amber, if you will do roll call, please.

Present.

Councilwoman Peebles.

Here.

Councilman Colt.

Yes, ma'am.

Councilman short here. Councilman Sullivan here. Vice mayor Atkins here. Mary here. Okay. We'll move on to item three, which is approval or corrections of the minutes of May 12th, 2026 regular meeting in the May 28th, 2026 workshop meeting of the town council. Kyle, are these in order?

They are in order subject to any additions or subtractions from the council.

Perfect. That's kind of new, looking over and seeing Kyle there, so we're glad to see you there. Council, any additions or corrections?

Make a move to approve the minutes.

Have a motion to approve. Do we have a second?

Second.

Motion and a second. Any discussion? All in favor say aye. Aye. Any opposed? Minutes pass. Any awards or recognitions tonight, Dave or Amber? No.

No, Mayor, but we did just talk about the weather as we were walking in, and I said we were in the green cone. We are now in a severe thunderstorm warning, so if anything were to happen and we get any tornado warnings or watches for this facility, we will need to go shelter in place in the basement. In the basement.

I thought you were going to say the bathroom.

No, I don't think we'll all fit, but we'll follow Mr. Spearman down there.

Got it. Okay, so... Somebody will keep up with that, I'm assuming. Todd's got it. Okay. We'll move on to the consent agenda. And these are items that are determined by the town manager to be routine items and not necessarily needing individual discussion. I do like to read these so that those at home watching or in the audience know what we're voting on. And you'll have to be patient because we've got quite a few tonight. The first is the approval of the terms of an authorization for the mayor to execute a contract with the Tennessee Department of Finance and Administration Strategic Technology Solutions Division to accept the fiscal year 24, year 3 DHS state and local cybersecurity grant award. Item B is approval of the terms of an authorization for the mayor to execute a contract with Leidos Dynetics Defense Sensors, the state of Tennessee approved vendor for network penetration testing services. Item C is approval of the terms of and authorization for the mayor to execute a contract with S2K Consulting for telephone line audit services. Item D is approval of the terms of and authorization for the mayor to execute a contract with Turner Security for the purchase and installation of security cameras at Lee Victory Park. Item E is approval of the terms of and authorization for the mayor to execute a contract with Chris Whitaker Construction to replace the metal roof and add wood decking to the Hilltop Rosenwald Park picnic shelter. Item F is approval of the terms of and authorization for the mayor to execute an annual contract with Rawlins Excavating for concrete work. Item G is approval of the terms of and authorization for the mayor to execute a contract with S&W Contracting to replace the existing traffic cabinet at the intersection of Sam Ridley and Weekly Lane. Item H is approval of the terms of and authorization for the mayor to execute a time extension with TDOT for PIN 125507 ITS Phase 3, 4, and 5 to February 28, 2027. to complete the project and submit all closeout documentation. Item I is approval of the terms of and authorization for the mayor to execute a contract with TLC Pro Roofing to install a spray-on rubber membrane over the existing roof at the building and grounds maintenance shop. Item J is approval of the terms of and authorization for the mayor to approve the purchase of two single-person brush trucks. Item K is approval of the terms of and authorization for the mayor to execute an agreement with Bush Construction relative to gas construction. Item L is approval of the terms of and authorization for the mayor to execute an agreement with BH Homes relative to the emergency water line replacement contract. Item M is approval of the terms of and authorization for the mayor to execute a contract with Industrial Facilities Solutions to conduct work needed by the water plant and wastewater plant. Item N is approval of the terms of and authorization for the mayor to execute the water treatment chemical contracts for the water plant for fiscal year 26-27. item always approval of the contract terms of an authorization for the mayor to execute a contract extension with d r t for the lagoon sludge removal at the water plant item p is approval of the terms of an authorization for the mayor to execute a contract extension with chemical vendors for the water and wastewater treatment plants for fiscal year twenty six twenty seven an item q is approval of the terms of an authorization for the mayor to execute a contract with site industries for the fire department apparatus service These are our consent agenda items. Do I have a motion? Yes.

There was two action items related to the workshop, one for D and one for item J. For item D, we were able to remove the language within the contract from the vendor. that conflicted with our standard addendum, that language was removed and the signature page was added. As it relates to item J, which is the approval of the brush trucks, there was one in question, The check engine light was on it, and we were going to bring that into the shop. When they brought it into the shop, they found that the reason for the check engine light was for routine maintenance type of items and not necessarily repairs. So we had worked out that we would maintain the price of this vehicle at the 110, the one that was going into the shop. The Rollins Construction, who brought that into the shop, said what I'd proposed is that we just split that routine maintenance expense and that's what we would recommend as well.

Okay. Questions on this? Yeah.

So you want to split it rather than them paying for it before we actually buy it from them?

If it were repairs to the vehicle that were something that we would be concerned about, then we would have said no. But because they were found to be routine maintenance items that caused the check engine light to come on, Those would have been things that we would eventually have to do anyway, but we agreed to split that cost.

I would like to pull this item off, Mayor, if we could, to discuss it.

Okay. So item J, we'll pull off. Okay. Any other questions on consent? Seeing none, do I have a motion?

We'll approve the consent agenda and remove item J for discussion.

Okay. We have a motion. Do we have a second?

Second.

Motion and a second. Any other discussion? All in favor say aye.

Aye.

Any opposed? Motion passes for consent other than item J. So we'll move back to item J, which is approval of the terms of and authorization for the mayor to approve the purchase of two single-person brush trucks. Questions?

Yeah. So, you know, I raised the question at the work session, I was kind of uncomfortable with, you know, buying we're, we're giving a annual contract to a vineyard vendor. And then a couple items later, we're buying two used trucks from them. And I just want to make sure that we're totally transparent and everything. And so I appreciate Dave sending me the, I guess it's the attorney general's opinion. on how you purchase used equipment if it's within five percent of the, I guess, the market range. What I did not understand was the data that was sent. Maybe Tom can explain that. We've got a On the 2019 Kenworth T370s, we have a MSRP, we have a finance, retail, wholesale, and trade-in. And I assume these are different costs for those different categories. The one that we need to look at is the 124, or it's about 124,000. That's the manufacturer's suggested retail price. Correct. And why are we choosing that versus trade-ins or retail? Why are we choosing the upper cost of that to compare with the 5%?

Well, that's because that's in mind. Well, when you look at the attorney general's opinion, it says to use a nationally accredited service to provide the value of the vehicle. MSRP is a typical standard for the purchase price of a vehicle. And with this one being a used vehicle. It came in at 124, so less than the 5%. But that wasn't the only due diligence that we did do. We did provide some comps that we saw out there related to other similar vehicles that was also provided in that document to just in short, and while the Attorney General's opinion says that you can't use that for verification of price, we certainly wanted to go above and beyond that. Yeah.

I went online today and did some research. I just want to make sure the whole council I don't have a comfort level with this process. If it was me, we would put it out for bid, accept bids, and then compare them. And then I guess the other question is, why are we considering used vehicles? I know it's a money saver, but are we actually inheriting someone else's problems with the used vehicles? And I think that's a discussion the council needs to have.

If the Attorney General says there's a process and we follow the process, I don't have an issue with that. And then... Well, it's not the process.

It's the valuation of the vehicles and whether it lies within the 5% range.

The last line says 5% of the highest value of the documented range. So you were asking why we chose the highest value. It says 5% of the highest value.

Well, that's what the language says, but as a council...

Okay, yeah, I got you. I understand the discussion, but as far as why we're looking at that number, because I think that's what it says to look at. We did talk about this in the workshop about the vehicle, and I asked some questions about... mileage and estimated life and all of that. Dave followed up with an email that kind of gave us some of that detail. I also did some Google searching on kind of the particular models we were looking at, the engines that were in them, and what the lifespan was. And I'm comfortable that they have about a 15 to 20 year lifespan. And a new truck, if we bought a new one, it would be 200,000 plus. So we're basically getting two for the price of one that we should get 15 to 20 years out of is the way I looked at it.

We've reached an option to do this too.

Obviously, there's a gamble there because it's still a used vehicle. I don't know how we would bid. used vehicle because there's not like there's I mean how do you have somebody submit a bid to sell me their used vehicle I get it if we were buying new I don't know how you bid used that's my only thing and have we done this in the past by used vehicles from vendors that we utilize I don't know

But Jerome, I don't want the citizens to get the impression that we're doing anything wrong by buying something because it's already been stated that we are not doing anything.

And I'm not saying we're doing that. I'm just saying.

But I don't want to give that impression.

Yeah. Well, I'm not giving that impression.