The City Council for the City of Crossville, Tennessee met in special session on Monday, December 21, 2009, at Crossville City Hall.

Roll Call.

Present: Councilman Boyd Wyatt, Sr., Councilman Carl Duer, Councilman Jesse Kerley, Mayor J. H. Graham, III. Absent/Excused: Mayor Pro-Tem Earl Dean. Others present were City Manager Ted Meadows, Attorney Joe Looney, City Clerk Sally Oglesby, Steve Hill, Fred Houston, Bill Rogers, Helen Blackwood, Chris South, Brian Templeton, Rodgers Spencer, Jerry Garrison, Heather Mullinax, Don Napier, Karli Threet, Andy Vaughn, Thomas Wolf, Derrick Clemow, and Neal Richardson.

Mayor J. H. Graham, III was present and presiding. He called the meeting to order at 3:00 p.m.

ITEM #1 – CONSENT AGENDA

A motion was made by Councilman Duer, seconded by Mayor Graham, that all items on the consent agenda be adopted as presented:

a) 3^rd Reading of Ordinance annexing 5 acres on Genesis Road

b) Resolution approving a plan of services for the annexation of 5 acres on Genesis Road

c) 2^nd Reading of Ordinance amending the FY09-10 budget for bio-diesel equipment in the amount of $48,000

Vote: Motion carried by unanimous roll call vote (summary: Yes = 4). Yes: Councilman Boyd Wyatt, Sr., Councilman Carl Duer, Councilman Jesse Kerley, Mayor J. H. Graham, III. Absent: Mayor Pro-Tem Earl Dean.

ITEM #2 – MATTERS RELATIVE TO FIRE HALL #3

Councilman Boyd Wyatt expressed concern over the estimated cost for site preparation at the proposed site at the corner of Holiday Drive and Sparta Highway. He also reported receiving calls from residents in the area. City Manager Ted Meadows stated that the original proposal was based on plans for a single-story building. However, since that time, the plans are now for a two-story structure that would reduce the site preparation costs and fit the topography of the land. The bays would likely be on the lower level and Holiday Drive used for ingress and egress.

Assistant Fire Chief Chris South reported that they had looked extensively at locations. The ISO ratings now require access of 1.5 road miles for service. He projected that the location needs to be between Holiday Drive and Tennessee Ave., with the Holiday Drive location being optimal. Brian Templeton of Upland Design Group was present to discuss the proposed contract for design of Fire Hall #3. Once under contract, they would look at the possibilities and bring back the pros and cons for different locations.

A motion was made by Councilman Wyatt, seconded by Mayor Graham, that the contract with Upland Design Group for the design of fire hall #3 be approved and a budget amendment passed on first reading. Vote: Motion carried by unanimous roll call vote (summary: Yes = 4). Yes: Councilman Boyd Wyatt, Sr., Councilman Carl Duer, Councilman Jesse Kerley, Mayor J. H. Graham, III. Absent: Mayor Pro-Tem Earl Dean.

ITEM #3 – MATTERS RELATIVE TO CITY HALL EXPANSION

Councilman Wyatt requested discussion on the need for more space as discussed in a memorandum from the City Manager. Mr. Meadows stated that the projections are based on a population of 25,000 in the next 20 years. He projected a City Hall needing 36,000 s.f. of office space. Mayor Graham stated that he believed that the City Hall needs to reflect the community and that he believed that the cost would be close to $200/s.f. to build, not including land, parking, and furnishings. He also stated that the police and fire departments are also in need of additional space that must be considered. The City Clerk was asked to look at potential grant sources. At the request of Mayor Graham, Neal Richardson of Upland Design Group confirmed that $200/s.f. would be a good projection for costs. The City Manager and Finance Director were asked to see what $5,000,000 of debt would cost the General Fund. Councilman Wyatt also requested more information on the debt requirements of all the General Fund projects and what a penny on the property tax rate would generate.

ITEM #4 – MATTERS RELATIVE TO CARYONAH DAM REPAIRS

City Manager Ted Meadows reported that the permits had been received from Water Pollution Control and a pre-construction conference was held with the contractor. A Notice to Proceed was issued effective December 21, 2009. The contractor must begin implementation by December 31, 2009 and assume all costs and responsibilities for any needed pumps on January 15, 2010. The project is to be complete by May 29, 2010. With all the rain, there are now three pumps operating with 17mgd of water being pumped out each day. To date, $196,000 has been spent on the project. Of that, engineering fees accounted for almost $90,000, which is a one-time cost. The remaining costs are on-going until the contractor takes over.

ITEM #5 – MATTERS RELATIVE TO ANNUAL REPORT

City Manager Meadows request approval for the costs of $8,500 to produce the annual report. Councilman Kerley questioned the requirements to produce the report. If it isn’t required, he suggested that it should be bid due to the cost involved. Mayor Graham responded that he felt it was imperative to present to the citizens the results of the audit and an accounting for the activities being conducted by the various departments of the City. Mr. Meadows stated that the largest portion of the cost is the printing, which is being done by TAP Publishing at a cost of $5,000. In addition, there is a cost to insert it in the Crossville Chronicle. Because there are so many entities involved, it would not require bidding.

A motion was made by Mayor Graham, seconded by Councilman Duer, that approval be given for the $8,500 cost of the annual report. Vote: Motion passed (summary: Yes = 3, No = 1, Abstain = 0). Yes: Councilman Boyd Wyatt, Sr., Councilman Carl Duer, Mayor J. H. Graham, III. No: Councilman Jesse Kerley. Absent: Mayor Pro-Tem Earl Dean.

ITEM #6 – MATTERS RELATIVE TO INTER-BASIN TRANSFER PERMITS

The applications for the inter-basin transfer permits have been submitted. These permits are required because the City’s service area extends into 3 different water basins. Post-facto approval was requested for the application fees which totaled $17,250. The permits are based on a cost of $1,000 per 500,000 gallons per day and are good for five years.

A motion was made by Councilman Wyatt, seconded by Councilman Kerley, that post-facto approval be given for the application fees for the inter-basin transfer permits. Vote: Motion carried by unanimous roll call vote (summary: Yes = 4). Yes: Councilman Boyd Wyatt, Sr., Councilman Carl Duer, Councilman Jesse Kerley, Mayor J. H. Graham, III. Absent: Mayor Pro-Tem Earl Dean.

ITEM #7 – MATTERS RELATIVE TO LOCK REPAIRS AT CENTENNIAL PARK

Steve Hill reported on the locks repairs required due to the vandalism at Centennial Park and the soccer complex. The most expensive was the replacement of the locks to the controls on the irrigation system. The locks were replaced with the same type lock, which were effective in not allowing access. Because they got in the administration building and got keys, all the locks were re-keyed. Since the only places they couldn’t get in were those with dead bolts, dead bolts were installed on all the other doors. The City Manager was charged with discussing security with the Police Department and the Parks and Recreation Director.

ITEM #8 – MATTERS RELATIVE TO MEETING WITH THE U.S. ARMY CORPS OF ENGINEERS

Mayor Graham reported on a meeting held with the U.S. Army Corps of Engineers regarding the Meadow Park Lake dam project. At the meeting, discussions were held on the dam project and whether it is or is not the regional water supply project. The City’s challenge has been to help them understand that they are one and the same. Mayor Graham asked the Corps representatives what the City would get, when would we get it, and how much it will cost, if the City put up $45,000. The federal funds available would cover 75% of the costs. Representatives of Congressman Davis’ office were also present at the meeting. No commitments were made.

On a separate project, Deborah Tuck from the regulatory branch indicated that she had reviewed the water harvesting project and would be issuing the nationwide permit for that project.

ITEM #9 – MATTERS RELATIVE TO INTERSECTION OF VILLAGE LANE AND GENESIS ROAD

Mayor Graham reported he had been approached by Kelly Amber about the occurrence of several accidents at the intersection of Village Lane and Genesis Road. City Engineer Tom Wolf reviewed the roads and accident reports, as well as consulted with TDOT, since it is a state-highway. Based on that review, both he and TDOT believe that the accidents are due to poor weather conditions, vehicle defects, driver distractions, and driver actions rather than specific road conditions. At his request, TDOT will be installing some additional advisory signs. He also recommended more speed limit enforcement.

Mayor Graham stated his willingness to try some new advisory signs and see if that helps. If not, the City may have to look at installing a turning lane.

ITEM #10 – MATTERS RELATIVE TO UTILITY WORK FOR THE COTTON PATCH PROPERTY

City Manager Meadows stated that the sewer line extension requested by the developer to the development will be completed prior to it being needed.

ITEM #11 – MATTERS RELATIVE TO HIDTA GRANT

Assistant Police Chief Darrell Sherrill presented a grant contract with the Appalachia High Intensity Drug Trafficking Area to cover drug enforcement overtime costs up to $15,000. This is the third year the City has received this grant.

A motion was made by Councilman Wyatt, seconded by Councilman Kerley, that the 2010 grant contract with the Appalachia HIDTA be approved. Vote: Motion carried by unanimous roll call vote (summary: Yes = 4). Yes: Councilman Boyd Wyatt, Sr., Councilman Carl Duer, Councilman Jesse Kerley, Mayor J. H. Graham, III. Absent: Mayor Pro-Tem Earl Dean.

With no further business, the meeting was adjourned at 3:55 p.m.