BMA Meeting Minutes

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City of Harrogate

Minutes for the Meeting of the Board of Mayor and Aldermen

October 23, 2017, at 6:00 PM

Harrogate City Hall, 138 Harrogate Crossing

 

The regular monthly meeting of the Harrogate BMA was called to order at 6:00 PM, followed with the invocation by Alderman Gary Burchett, and the pledge to the flag.

 

ATTENDANCE ROLL CALL:

Gary Burchett             Present

Lieven Cox                  Arrived at 6:06

Sylvia Donahoe           Present

Linda Fultz                  Absent

Allen Hurst                  Present

 

APPROVAL OF PREVIOUS MINUTES:

Motion: To Approve as presented; Sylvia Donahoe

Second: Gary Burchett

Unanimous consent – Motion adopted

 

COMMUNICATIONS FROM THE MAYOR:

A survey from the Local Parks and Recreation Master Plan was handed out to the audience for completion. These surveys are paramount in determining the needs and wants of amenities in our new city park by local residents.

 

TREASURER’S REPORTS:

Motion: To pass as presented; Sylvia Donahoe

Second: Gary Burchett

Unanimous consent – Motion adopted

 

UTILITY BOARD:

Discussion only - No formal action taken

Sam Reed reported that everything is good, and that an inspection of the pump stations is scheduled for November 7th

 

ROADS REPORT:

Discussion only - No formal action taken

Bristol an Shawanee roads will be striped before Thanksgiving

 

PARKS AND RECREATION ADVISORY BOARD:

Discussion only - No formal action taken

Surveys were given a week extension for submitting on the LPRF Master Plan Grant

 

FIRE DEPARTMENT REPORT:

Discussion only - No formal action taken

Chief Cupp reported the HVFD responded to 7 calls in September

Annual “Truck-or-Treat” is scheduled for Oct. 31st, 5:00-7:00 PM

HVFD needs: 5 helmets @$1200 each; 3 pagers @ $1275 each. Ok’d by Board since money has already been approved in the budget for these expenditures

The fire department has 4 new members

 

 

BOOK STATION REPORT:

Discussion only - No formal action taken

Landscaping by Down to Earth is scheduled for some time around the first of November

An assortment of unused books will be sold for $150

Alderman Sylvia Donahoe volunteered to deliver a donation of puzzles to KARM

 

REPORT FROM BUILDING INSPECTORS:

No report - Mr. Laws not in attendance

 

 

PLANNING AND ZONING COMMISSION:

The rezoning request for 545 Forge Ridge Road will be placed back on the P&Z agenda for November

OLD BUSINESS:

None

 

NEW BUSINESS:

None

 

 

PUBLIC FORUM:

Jeff Arnold asked about a permit to move a doublewide. He was advised to go before Planning and Zoning in November since there were some issues with sewer and/or septic availability

Attorney Seth Oakes gave an update about Queens Lane and Dover Avenue. He is waiting to hear back from David Stanifer and the Judge. Mr. Oakes will talk to the Mayor to see if a new survey and deed will be needed.

Alderman Burchett asked Mr. Oakes why the City should have to bear the cost of legal fees and surveys for a dispute between property owners where a city street is involved. The short answer was, if the City has a right-of-way claim, it has a responsibility to assert those claims. If not, the City could incur damages for doing nothing. Mr. Oakes will provide the Board with case law from MTAS regarding right-of-way claims.

 

 

ADJOURNMENT:

Motion: To adjourn: Gary Burchett

Second: Sylvia Donahoe

Vice-Mayor Allen Hurst declared the meeting adjourned at 6:21 PM

 

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City of Harrogate

Minutes for the Meeting of the Board of Mayor and Aldermen

September 25 2017, at 6:00 PM

Harrogate City Hall, 138 Harrogate Crossing

 

Prior to the regular meeting, a public hearing was held for any comments to be made for Ordinance 108. No public comments were made and Mayor Linda Fultz declared the hearing closed.

The regular monthly meeting of the Harrogate BMA was then called to order at 6:03 PM, followed with the invocation by Alderman Gary Burchett, and the pledge to the flag.

 

ATTENDANCE ROLL CALL:

Gary Burchett             Present

Lieven Cox                  Present

Sylvia Donahoe           Present

Linda Fultz                  Present

Allen Hurst                  Absent

 

APPROVAL OF PREVIOUS MINUTES:

Motion: To Approve as presented; Lieven Cox

Second: Sylvia Donahoe

Unanimous consent – Motion adopted

 

COMMUNICATIONS FROM THE MAYOR:

A structural engineer will be assessing the damage at the City Hall building that is due to possible improper construction.

The Board agreed that the City will not apply for the TDOT Transportation Alternative Projects grant this year.

There was no decision made to eliminate the monthly Work Sessions. Alderman Lieven Cox suggested possibly cutting the work sessions down.

Mayor Fultz asked staff to send an email to the Board highlighting and outlining the items discussed at the work sessions.

 

TREASURER’S REPORTS:

Motion: To pass as presented; Gary Burchett

Second: Sylvia Donahoe

Unanimous consent – Motion adopted

 

UTILITY BOARD:

Discussion only - No formal action taken

Sam Reed reported that everything is under control.

One of the drip systems is up and running. Mayor Fultz stated that George Coots will be helping the city with repairs to the pumps to keep from having to send them off to be worked on.

John Allen from Hatfield and Allen was present to discuss the reason why the city was not awarded the 2017 CBDG grant.

Mr. Allen would like to set up a conference call with ECD to go over the application, then have a meeting with TDEC.

Utility training for the BMA is not required at this time.

CUD purchased 4 old scrapped sewer pumps that came from the Patterson station.

An E-One pump has been installed at the sports park.

 

ROADS REPORT:

No formal action taken

Vice-Mayor Allen Hurst was not in attendance to report.

 

PARKS AND RECREATION ADVISORY BOARD:

Discussion only - No formal action taken

Surveys will be prepared to send out to the residents for the Master Park Plan that the City is working on with Claiborne County and Community Development Partners.

 

FIRE DEPARTMENT REPORT:

Discussion only - No formal action taken

Chief Cupp reported the HVFD responded to 22 calls in August.

Ladder testing will be in October.

Extrication equipment has been serviced.

Pump test has been completed and passed.

Chief Cupp reported that the fire department is in need of another set of gear for a new volunteer who is planning to go to the Academy in December.

The volunteer needs a set of gear before he can go. He also asked to purchase hoodies for the fire department and 2 NY Hooks.

After Mayor Fultz confirmed there was enough money in the budget for those items, Chief Cupp was advised to go ahead with the purchases.

Chief Cupp will be attending an instructor class on October 2nd.

 

Motion to sale tower truck and get estimates on a new truck.

Motion: To approve: Gary Burchett

Second: Sylvia Donahoe

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes,

Sylvia Donahoe - Yes, Linda Fultz - Yes, Allen Hurst - Absent

 

BOOK STATION REPORT:

Discussion only - No formal action taken

Director Barbara Ramsey reported the Book Station needs to get rid of books before they can have a Halloween party for the kids. A date will be set soon for the book sale.

 

REPORT FROM BUILDING INSPECTORS:

Discussion only - No formal action taken

3 permits issued in August

Letters were prepared by David Laws for the complaints of the dogs in Parkview Sub-division and the old swimming pool.

There was discussion about a complaint of an aggressive dog on Pump Springs Rd and about hearing gun shots within city limits.

David Laws will prepare letters to send out the homeowners of both properties, however there is not an ordinance in place about shooting guns.

Mayor Fultz asked staff to contact the builders on Brunswick Drive about the possible need for a building permit.

 

PLANNING AND ZONING COMMISSION:

Did not meet.

 

OLD BUSINESS:

Final Reading of Proposed Ordinance 108 to amend Zoning Map for property at 283 Forge Ridge Road from R-1 Low Density Residential, to B-1 General Business

Motion: To approve: Gary Burchett

Second: Lieven Cox

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes,

Sylvia Donahoe - Yes, Linda Fultz – Yes, Allen Hurst – Absent

Unanimous consent – Motion adopted

 

 

NEW BUSINESS:

Road Block for Fire Dept. MDA Fill the Boot - Oct. 7

Motion: To approve: Lieven Cox

Second: Sylvia Donahoe

Unanimous consent – Motion adopted

 

Road Block for Special Olympics - Oct. 14 (with rain date of Oct. 21)

Motion: To approve: Lieven Cox

Second: Sylvia Donahoe

Unanimous consent – Motion adopted

 

Motion to rescind previous vote on lowest quote for mower for non-delivery of goods, and approve the next lowest quote of $15,200 from Bobby's Cycle Works

Motion: To approve next lowest quote: Sylvia Donahoe

Second: Lieven Cox

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes,

Sylvia Donahoe - Yes, Linda Fultz – Yes, Allen Hurst – Absent

Unanimous consent – Motion adopted

 

The Board will further discuss the possibility of eliminating work sessions. No motion was made to eliminate.

 

The Board does not wish to apply for the TDOT TAP grant this year. No motion was made to apply.

 

PUBLIC FORUM:

John Von Elling of 230 Wole Run spoke to the BMA about hearing gun shots within the city limits, possible around Iris Drive. He stated his concerns,

but the City does not have an ordinance in place for this matter. Also, Mr. Von Elling asked if there have been any applications submitted for "granny pods" in which the Mayor told him that there have not been.

 

 

ADJOURNMENT:

Motion: To adjourn: Sylvia Donahoe

Second: Lieven Cox

Mayor Fultz declared the meeting adjourned at 7:19 PM

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City of Harrogate

Minutes for the Meeting of the Board of Mayor and Aldermen

August 28, 2017, at 6:00 PM

Harrogate City Hall, 138 Harrogate Crossing

 

The regular monthly meeting of the Harrogate BMA was called to order by Mayor Linda Fultz, at 6:00 PM, followed with the invocation by Alderman Gary Burchett, and the pledge to the flag.

 

ATTENDANCE ROLL CALL:

Gary Burchett              Present

Lieven Cox                  Present

Sylvia Donahoe           Present

Linda Fultz                  Present

Allen Hurst                  Present

 

APPROVAL OF PREVIOUS MINUTES:

Motion: To Approve as presented; Lieven Cox

Second: Gary Burchett

Unanimous consent – Motion adopted

 

COMMUNICATIONS FROM THE MAYOR:

An LPRF Planning Grant meeting is scheduled for Tuesday, August 29th. Mayor Fultz and Recorder Debra England will be attending.

 

TREASURER’S REPORTS:

Motion: To pass as presented; Sylvia Donahoe

Second: Allen Hurst

Unanimous consent – Motion adopted

 

UTILITY BOARD:

Discussion only - No formal action taken

Sam Reed reported everything is running smoothly. Fluid is in the drip systems with one system needing some minor repair. One E-1 pump had defect in installation and had to be repaired but not replaced.

 

ROADS REPORT:

Discussion only - No formal action taken

Vice-Mayor Allen Hurst reported paving of High Street, Brunswick, Shawanee, and Picadilly.

Maintenance staff has been doing the pot hole patching, striping parking lot at City Hall, and will be striping the parking lot at the Book Station.

Aldermen Sylvia Donahoe and Lieven Cox checked the intersection at Scott and Tower Street to evaluate whether or not a stop sign is needed. The BMA will not make a hasty decision and will come to a consensus at the next work session.

 

PARKS AND RECREATION ADVISORY BOARD:

Discussion only - No formal action taken

Vendor kick-off meeting for the Labor Day Event is scheduled for Tuesday August 29th, 6:00 PM here at City Hall. Mayor Fultz reported that the fireworks set-up may have to be moved due to the corn fields in the area where they used last year to shoot off the fireworks. TN Highway Patrol, EMS and Harrogate Fire Dept. will be on premises. County will send a deputy to do a drive through.

Aldermen Sylvia Donahoe and Lieven Cox volunteered to work at the event, but still need volunteers to help.

 

 FIRE DEPARTMENT REPORT:

Discussion only - No formal action taken

Chief Cupp reported the HVFD responded to 15 calls in July.

SOG’s are finished and will be given to the Board for approval.

Materials for Fire Prevention Week at area schools need to be ordered, and also need to buy Halloween candy for Truck-or-Treat night here at the fire department.

Ladder truck needs to be repaired in order to be certified for insurance purposes. The Board asked Chief Cupp to get quotes for the repair. Mayor Fultz asked if there were any grants available for the purchase of a new truck, but Chief Cupp said those were very hard to get. Chief Cupp reported that we have mutual aid agreements with Middlesboro and TNT Fire Depts. in the event the ladder truck has to be taken out of service.

Annual pump tests to be Sept. 19th, extrication equipment needs to be inspected, costs for both approximately $900

Mayor Fultz asked if the County had been doing better with dispatching to HVFD; Chief Cupp said “some”

Seven people in extrication class, all members now certified.

 

BOOK STATION REPORT:

Discussion only - No formal action taken

Director Barbara Ramsey reported the yard sale proceeds were $400 and donated leftovers to Shawanee Baptist Church.

New shelves had been installed and look good.

Book sale is scheduled for September 5th and will run about 2 months.

Volunteers are needed. Suggestion made for Barbara to call Servolution and area schools for possible volunteers.

 

REPORT FROM BUILDING INSPECTORS:

Discussion only - No formal action taken

No permits issued in July

The burning and smoke issue on Parliament has been resolved.

Noise complaints from the Oasis are no longer an issue. Restaurant has closed.

Building on Divine Street with complaints of falling down has been inspected and seems fine; not an issue.

Attorney Seth Oakes reported that John Turpin, representative with Harrogate FBC, will work directly with him on the property transfer; the EMS agreement is in draft form to send to Mayor Fultz and amends paragraph 11 regarding indemnification; Nikki Price, of legal counsel for LMU, will be taking care of the property transfer between LMU and the City, and will send documents to Mr. Oakes upon completion for execution; Mary Peters will be responsible for having the survey and deed prepared for closing R-O-W on her property if she decides to do that; MTAS has not replied yet to the issue of the gate on Dover Avenue, however the City takes no position pro or con. It appears that a neighbor wants access and the survey shows the property belongs to the City. Mr. Oakes stated that the neighbor needs to do whatever he needs to do to obtain R-O-W access because the City is not taking a position, and the City has no intention of suing to have the gate taken down; Notices for a meeting will be sent to every owner whose property touches Queens Lane, for September 19th at 4:00 at City Hall.

 

PLANNING AND ZONING COMMISSION:

Gil Elliott and Chuck Sharpe requested rezoning of property on Forge Ridge Road.

P&Z committee recommended rezoning 283 Forge Ridge Road from R-1 to B-1.

 

UNFINISHED BUSINESS:

Quotes for purchase of 72 pole mounted snowflake lights Holiday Designs - $340.00 each; Temple Display - $345.00 each; Display Sales - $374.25 each

Motion: To approve lowest quote: Allen Hurst

Second: Gary Burchett

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes,

Sylvia Donahoe - Yes, Linda Fultz – Yes, Allen Hurst – Yes

Unanimous consent – Motion adopted

(Quotes made part of minutes)

 

NEW BUSINESS:

First reading of Proposed Ordinance 108 to amend Harrogate Zoning Map from R-1 Low Density Residential, to B-1 General Business, for property located at 283 Forge Ridge Road

as recommended by Planning and Zoning on August 14, 2017

Motion: To approve: Allen Hurst

Second: Sylvia Donahoe

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes,

Sylvia Donahoe - Yes, Linda Fultz – Yes, Allen Hurst – Yes

Unanimous consent – Motion adopted

(Proposed ordinance made part of minutes)

 

 

PUBLIC FORUM:

Troy Poore, Jefferson Street, informed the Board that he thinks a stop sign at Jefferson is a bad idea. It is on the steepest 50 feet in the city. There has not been a stop sign there in the 37 years he has lived there, and 3 days after the sign went up, he stopped for the sign but the car coming in the other direction did not. He reiterated that adding a stop sign coming down Jefferson is a real bad idea and that in winter time it will be bad. He stated that a more confusing situation has been created. When he gets hit from the confusion of the sign…he’ll be back. He said it should have been thought out better than a knee-jerk reaction to a complaint.

 

ADJOURNMENT:

Motion: To adjourn: Allen Hurst

Second: Sylvia Donahoe

Mayor Fultz declared the meeting adjourned at 7:01 PM

 

 

 

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City of Harrogate

Minutes for the Meeting of the Board of Mayor and Alderman

July 24, 2017, at 6:00 PM

Harrogate City Hall, 138 Harrogate Crossing

Prior to the regular meeting, a public hearing was held for any comments to be made for Ordinance 107. No public comments were made and the Vice-Mayor Allen Hurst, declared the hearing closed. The regular monthly meeting of the Harrogate BMA was then called to order at 6:08 PM, followed with the invocation by Alderman Gary Burchett, and the pledge to the flag.

ATTENDANCE ROLL CALL:

Gary Burchett             Present

Lieven Cox                 Present

Sylvia Donahoe          Present

Linda Fultz                 Arrived at 6:26 PM

Allen Hurst                 Present

 

APPROVAL OF PREVIOUS MINUTES:

Motion: To Approve as presented; Lieven Cox

Second: Sylvia Donahoe

Unanimous consent - Motion adopted 

 

COMMUNICATIONS FROM THE MAYOR:

The City had received an invoice from Vaughn & Melton for engineering work done on the greenway project. The Mayor asked the Board if they were in agreement not to move forward with the Phase V section of the Daniel Boone greenway trail project. Due to the Hwy 63 road expansion, the greenway would need to take a different route and involve non-reimbursable costs for new easements and engineering. The consensus of the Board was to not move forward with the project. The Mayor will contact the engineering firm and let them know.

The Mayor asked the maintenance workers to read the water meter at the Cumberland Gap High School athletic fields monthly so they will only be billed for sewer usage.

 

TREASURER'S REPORTS:

Motion: To pass as presented; Sylvia Donahoe

Second: Lieven Cox

Unanimous consent - Motion adopted

 

UTILITY BOARD:

Discussion only - No formal action taken

Sam Reed was introduced to the Board as the official Waste Water Systems Operator. He will oversee the work and reports for the utility system. He reported we are up to date and in compliance with the state. Mr. Reed requested the purchase of a spare board for the drip system, as the one we have is not in great shape. Another drip system is needed at the CGHS pump station. He will know more about costs and get quotes when he goes to the convention in August.

 

ROADS REPORT:

Discussion only - No formal action taken

Vice-Mayor Allen Hurst reported the paving would begin in about a week. 

 

PARKS AND RECREATION ADVISORY BOARD:

Discussion only - No formal action taken

Staff reported that the consultants for the Recreation Master Plan Grant Project will soon be contacting the City regarding the Sports Park plans.

The Labor Day event planning is underway.

 

FIRE DEPARTMENT REPORT:

Discussion only - No formal action taken

Chief Cupp reported the HVFD responded to 18 calls in June.

2 new medical bags are needed. Board advised Chief Cupp to get quotes.

3 volunteers are in state training.

 

BOOK STATION REPORT:

Discussion only - No formal action taken

Director Barbara Ramsey reported the yard sale benefiting the library will be held on Aug. 5th, and requested a light fixture be replaced with an LED fixture. Vice-Mayor Allen Hurst said it could be changed out at the same time the others that are being converted are done. 

 

REPORT FROM BUILDING INSPECTORS:

Discussion only - No formal action taken

David Laws was not in attendance to report.

Staff reported 2 new permits had been issued in June.

 

PLANNING AND ZONING COMMISSION:

Did not meet due to having no issues on the agenda

 

UNFINISHED BUSINESS:

Final reading of Ordinance 107 approving amendments to the FY 2017 budget.

Motion: To approve amendments: Lieven Cox

Second: Sylvia Donahoe

Unanimous consent - Motion adopted

(Ordinance 107 made part of these minutes)

 

NEW BUSINESS:

Sewer rate increase to Option C on the suggested rate increases. ($12.50 per 1000 gallons over minimum (2000 gallons) usage)

Motion: To approve Option C: Gary Burchett

Second: Lieven Cox

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes, Sylvia Donahoe - Yes, Linda Fultz - had not arrived at voting time, Allen Hurst - Yes

Unanimous consent - Motion adopted

 

Purchase of security cameras for park, shop, and HVFD #2

Motion: To approve purchase of cameras: Lieven Cox

Second: Sylvia Donahoe

ROLL CALL BY THE RECORDER: Gary Burchett - Yes, Lieven Cox - Yes, Sylvia Donahoe - Yes, Linda Fultz - had not arrived at voting time, Allen Hurst - Yes

Unanimous consent - Motion adopted

 

PUBLIC FORUM:

John Turpin and Bill Duncan representing First Baptist Church of Harrogate - Mr. Turpin inquired about the status of the quitclaim deed the Board had approved for the city property adjoining the church property on Catalpa Ave., Pine Ave., and Kirby Street. Mayor Fultz reported that it is still in the legal process with our city attorney. Mr. Turpin then asked about contacting the utilities involved, at which point the Mayor indicated that they would need to do that instead of the city.

 

Larry and Bonnie Motter, 309 Tower Street, questioned R-O-W at Dover Avenue. Mr. Motter stated that he was not asking that the gate be removed; he only wants access to the road. Mr. Motter then presented the BMA with a letter by Mrs. Motter regarding removal of a stop sign at Scott Road and Tower Street, and asking the Board to drive up there to evaluate the safety of the intersection and the appropriate solution. A written response of the evaluation was requested. Alderman Donahoe and Alderman Cox said they would drive up there and take a look. 

 

Barbara Taylor, 158 Parliament Road, reported the burning at 180 Parliament Road is a continual issue causing dense smoke to the point that they cannot be outside. Ms. Taylor is asking the City to do something about it if at all possible. She stated that she appreciates what we have already done. Staff was asked to check with MTAS for an ordinance to address the issue of burning. 

 

ADJOURNMENT:

Motion: To adjourn: Allen Hurst

Second: Sylvia Donahoe

Mayor Fultz declared the meeting adjourned at 6:44 PM

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