Commission Meeting Minutes
THE MINUTES OF THE REGULAR MEETING
OF THE BOARD OF COMMISSIONERS OF
THE TOWN OF LOOKOUT MOUNTAIN, TENNESSEE
August 12, 2008
The Board of Commissioners of the Town of Lookout Mountain, Tennessee, met in regular session at the Town Hall on Tuesday, August 12, 2008, at 5:00 o’clock p.m., the following being present:
Greg Brown, Mayor
Dan Crates, Commissioner
Will Moses, Commissioner
Carol Mutter, Commissioner
Edward L. Mitchell, Commissioner
Brian C. Smith, Town Attorney
Ansley Moses, Town Consultant
Chief Randy Bowden
Bobby McDaniel
John Wilson
Sam Smartt
Mayor Brown called the meeting to order and recognized a quorum for the conduct of business.
Upon motion of Commissioner Mutter, seconded by Commissioner Crates and unanimously approved, the minutes of the July 22, 2008 regular meeting of the Mayor and Board of Commissioners of the Town of Lookout Mountain, Tennessee, were approved, subject to the inclusion of the language for the Resolutions honoring Susan Taylor and Buck Stamps and ordered entered in the Town’s Minute Book.
Ansley Moses presented the Financial Report for the Town for the month of July 2008. He asked the members of the Commission to pay particular attention to the new format for the presentation and further advised that the Town would be expected to have the matrix expenditure to pay for the new fire truck within the next two to three weeks. He has reduced the Department of Education budget by $6,300.00 because of the lower request submitted by the school principal and school board. He also advised that the WWTA surcharge of $8.00 per month per customer would be voted on at the August 27, 2008 meeting of the WWTA Board.
After some discussion and upon motion of Commissioner Mitchell, seconded by Commissioner Moses and unanimously approved, the Financial Report as presented was approved.
Commissioner Mutter presented the report for the Fire & Police Department that Chief Bowden would be traveling to South Dakota to inspect the finished product of the fire truck within the next week and that the Town expected delivery of the truck around the first week of September.
Commissioner Moses made a report for the Parks & Playground Department and advised that the program was between sports and not terribly active at present. However, he reported especially that there would be a memorial service for Buck Stamps at the school gymnasium on Sunday, August 17, 2008 at 2:30pm to be followed by the Lookout Mountain Hall of Fame induction at 4:00pm at the gym. He also advised that the award ceremony for the summer program would take place over the Labor Day weekend with details to publicize later.
Finally, he reported that the State has not given a response at the present for the grant application for improvement of the Mountain Maze project.
Commissioner Mitchell reported for the Educational Department and stated that school had started on August 12, 2008 and that there were 23 more students at the school than were present last year.
Commissioner Crates reported for the Public Works Department and it was overseeing the finalization of the paving work and looking at improvements for the intersection of Fleetwood Drive and West Fleetwood Drive and Dogwood Lane and Augusta Drive.
Under the heading of new business, Sam Smartt appeared to ask the Commission to abandon the right-of-way of a platted and currently unused alley way running from East Brow Road to North Bragg Avenue, known as Old Depot Street. The matter had been considered by the Hamilton County Regional Planning Agency and considered the matter and rendered a recommendation for approval of the abandonment subject to the approval of the Lookout Mountain Engineer and all public utilities.
Having considered the matter and upon motion of Commissioner Moses, seconded by Commissioner Mutter and unanimously approved, the following ordinance was adopted upon first reading:
AN ORDINANCE TO ABANDON A PLATTED ALLEY
WAY KNOWN AS OLD DEPOT STREET LOCATED BETWEEN
NORTH BRAGG AVENUE AND EAST BROW ROAD
SUBJECT TO THE RIGHTS OF UTILITY COMPANIES HAVING
EASEMENTS THROUGH THE ALLEY WAY
Whereas, upon application of Sam Smartt, Jr. and upon application of Roger B. Riemer, surveyor, and it appearing that there are no parties to the abandonment, the described property shall be, upon passage of this ordinance upon second reading, abandoned:
Being property described as:
The abandonment of the Unit Block of Old Depot Street beginning on the east line of the 700 block of North Bragg Avenue and southeast 262 feet to the east line of the 700 block of East Brow Road. Said street separates Lots 6 and 12, Block Q, Lookout Mountain Company Edition Number One as shown by Plat of Record in Plat Book 2, Page 42 from Lot 21 Crest Place as shown by Plat of Record in Plat Book 13, Page 21 in the Hamilton County Register’s Office.
This ordinance shall take effect upon its passage, the public welfare requiring it.
Passed upon first reading August 12, 2008.
Mayor Brown then reported upon the Hall of Fame Induction and Memorial Celebration for Buck Stamps. He then proceeded to suggest that a sidewalk study group be formed to study public and privately funded improvement to the Town’s sidewalk system and reminded the Commission that the money had been approved for the engineering study of the walk way from Caldwell Corners to the Commercial District. He intended to appoint Grant Law, Chris Crimmins, Susan Probasco, Miller Wilburn, Dan Crates and Greg Brown to the committee. The committee’s function would be to review and report to the Commission its findings as to the feasibility and potential cost of creating the walk way.
There being no further business, the meeting was thereupon adjourned until the meeting of the Mayor and Board of Commissioners on Tuesday, September 9, 2008 at 5:00 o’clock p.m.
THE MINUTES OF THE REGULAR MEETING
OF THE BOARD OF COMMISSIONERS OF
THE TOWN OF LOOKOUT MOUNTAIN, TENNESSEE
July 22, 2008
The Board of Commissioners of the Town of Lookout Mountain, Tennessee, met in regular session at the Town Hall on Tuesday, July 22, 2008, at 5:00 o’clock p.m., the following being present:
Greg Brown, Mayor
Dan Crates, Commissioner
Will Moses, Commissioner
Carol Mutter, Commissioner
Edward L. Mitchell, Commissioner
Brian C. Smith, Town Attorney
Ansley Moses, Town Consultant
Susan Taylor
Gwen Tugman
Jim Haley
Cliff Martin
Lee Dyer
Rick Dockery
Bobby McDaniel
Mayor Brown called the meeting to order and recognized a quorum for the conduct of business.
Upon motion of Commissioner Mitchell, seconded by Commissioner Crates and unanimously approved, the minutes of the June 10, 2008 regular meeting of the Mayor and Board of Commissioners of the Town of Lookout Mountain, Tennessee, were approved and ordered entered in the Town’s Minute Book.
Ansley Moses presented the Town’s Financial Report. After presentation and discussion, upon motion of Commissioner Mutter, seconded by Commissioner Moses and unanimously approved, the Financial Report as presented was approved.
Mr. Moses then presented the proposed budget for the current fiscal year which was adopted at the June meeting. Since the June meeting, he has revised the budget to reflect an increase in the income to the Town from the State shared revenues of the Hall Income Tax to $831,000.00. He suggested that the only changes on the revenue side of the proposed budget are the change in Hall Income Tax projection and the interest on investments. After a review of all proposed expenditures for the year, he projected a surplus of $37,000.00 with no change in the current tax rate indicated.
After all of which, upon motion of Commissioner Moses, seconded by Commissioner Mitchell and unanimously approved, the budget was adopted upon second reading.
Commissioner Mutter presented the report for the Fire & Police Department and presented a review of the activities of the department during the previous month. Mayor Brown inquired whether it would be possible to present a spreadsheet of the statistics comparing calls year to year and month to month. The department was to look into such.
Commissioner Moses made a report for the Parks & Playground Department and advised of the successful completion of the State Dixie Youth Baseball Tournament and gave thanks to the Commission for the funding for the improvements to the Town Common, to all of the volunteers assisting in running the tournament, to the baseball board for its assistance headed by Lee Dyer, to Coaches Dockery, Crimmins and Brown for the 11 and 12 year old team, especially to Rick Dockery and staff and suggested a bonus to Rick Dockery in the amount of $500.00 plus an additional $500.00 bonus to his staff to be distributed at the discretion of Mr. Dockery. Upon motion of Commissioner Moses, seconded by Commissioner Mutter and unanimously approved, the bonus to Mr. Dockery and staff were approved.
Commissioner Mitchell had reported for the Educational Department and advised that the school was gearing up for the beginning of classes on August 12, 2008. He advised that enrollment should be up by approximately 25 students, that the new teacher authorized in the budget has been retained and is in place as an additional 5th grade teacher.
Commissioner Crates reported for the Public Works Department and presented the map showing the paving of 5.1 miles or approximately 25% of all the Town’s roads which was completed. He advised that residents of Augusta Lane have raised questions about the need for additional signage at the intersection of Augusta and Dogwood Drive. He suggested that the trees and bushes be cut back to increase visibility and that a study be made of the new signage coming down Augusta onto Dogwood.
The same questions were raised about the intersection of Fleetwood Drive and West Fleetwood Drive. After making a study, it was decided that matters will be considered further at the August meeting.
Mr. and Mrs. Cliff Martin, residents of 118 West Fleetwood Drive appeared to raise questions regarding the stone wall and gate entrance erected at their neighboring property on the east by Dr. Hopper and wife. He advised that it is impossible to exit from his driveway and be able to see traffic on either West Fleetwood Drive or Sylvan Road. He raised questions as to how the structure was built without a variance being applied for or issued and asked the Commission to look into whether the variance was needed and advised what needs to be done. The Mayor and Commissioners will take the matter under advisement and report at a later meeting.
Under the category of new business, Commissioner Mutter presented a proclamation and honor Resolution for Susan Taylor. After a review of the Resolution, upon motion of Commissioner Mutter, seconded by Commissioner Mitchell and unanimously approved, the Resolution was adopted.
Whereupon, Rick Dockery and Lee Dyer made special comments in recognition of the services of Ms. Taylor throughout the years.
Mayor Brown then introduced a Resolution calling for the naming of the circle around the Little League ball field and in the Town Commons in honor of the service over the years of Buck Stamps, said roadway and parking area to be named “Buck Stamps Place”. He further advised of the memorial for Buck Stamps at the Presbyterian Church on August 17, 2008. Upon motion of Commissioner Moses, seconded by Commissioner Mitchell and unanimously approved, the Resolution was adopted.
Mayor Brown further commented on his attendance of a meeting with the WWTA regarding the position of an $8.00 per month fee on all users of the Town’s sewer system for seven years in order to retire debt associated to do the work of inspecting all lines to the house to the sewer connections and to replace and fix all damaged lines. The cost throughout the WWTA network is estimated in excess of $45 million dollars and the fee is an effort to spread the cost among all users.
There being no further business, the meeting was thereupon adjourned until the meeting of the Mayor and Board of Commissioners on Tuesday, August 12, 2008 at 5:00 o’clock p.m.
THE MINUTES OF THE REGULAR MEETING
OF THE BOARD OF COMMISSIONERS OF
THE TOWN OF LOOKOUT MOUNTAIN, TENNESSEE
The Board of Commissioners of the Town of Lookout Mountain, Tennessee, met pursuant to advertisement, for the Regular Meeting of the Mayor and Commissioners on Tuesday, June 10, 2008, at 5:00 o’clock p.m., and for purpose of holding, the following being present:
Greg Brown, Mayor
Carol Mutter, Commissioner
Dan Crates, Commissioner
Will Moses, Commissioner
Edward Mitchell, Commissioner
Michael G. Williams, Substitute Town Attorney
Ansley Moses, Town Consultant
Randy Bowden, Chief
Mayor Brown called the meeting to order and recognized a quorum for the conduct of business.
Upon motion of Commissioner Mitchell, seconded by Commissioner Mutton and unanimously approved, the minutes of May 13, 2008 regular meeting of the Mayor and Board of Commissioners of the Town of Lookout Mountain, Tennessee were approved and ordered entered in the Town’s Minute Book.
Ansley Moses presented the Town’s Financial Report through the month of May, 2008, wherein Mr. Moses stated that the Town’s income was dwindling after tax season, but that the Town had collected ninety-eight percent (98%) of its budgeted income. Mr. Moses stated that departmental expenses to date were eighty-nine percent (89%) of budgeted amount and that the final annual expenses are expected to come in under budget. Mr. Moses stated that the Town had a Thirty-one Thousand Dollar ($31,000.00) exposure for remaining capital outlays and circulated a hand-out summarizing corrections to previous fiscal year budget allocations to restricted accounts.
Commissioner Moses suggested buying a second computer for Ansley Moses’ office to prevent accounting errors. Ansley Moses stated that budget was maintained on Quickbooks. Mayor Brown stated that he would look into issue of purchasing additional computer.
Ansley Moses next discussed projections for revenue surpluses for month of June, interest on investments held by Duncan Williams, matured Certificate of Deposit, and the General Fund Reserve.
Commissioner Crates clarifies income figures in Ansley Moses’ Financial Report memo which suggests increasing budget amounts for Town’s legal fees to $33,000.00, an additional $2,950 for Town Hall elevator and increasing fees to Ansley Moses to $15,500 for his attendance at Waste Water Treatment Authority meetings.
Ansley Moses states that Public Works Dept. is over budget, need to raise budgeted amount to $15,000.00. Commissioner Crates asks if overage due to fuel prices, and Mr. Moses responded that he was not sure how much is due to fuel prices, but that new tires had been purchased for police vehicles.
Ansley Moses stated that Fire & Police car repairs budget must be increased to $9,000.00. Chief Bowden stated that a new water pump was installed on the Town’s fire truck.
Ansley Moses stated that the Fire & Police Misc. budget item raised to $6,500.00, that salaries had been based on hourly figures and that next Fiscal Year Budget included amount paid during last year plus 3% increase, raising budgeted amount by $11,000.00 to $12,000.00. Mr. Moses discussed leak in Town’s water line caused increase in water costs, stated that some of the money paid as a result of the leak had been refunded.
Commissioner Moses stated that more water was being used to prepare fields at the Commons for state tournament and verified that the proper water meter is being used. Stated that monthly deficit is increased, but will have a surplus for the fiscal year.
Mayor Brown asked why some budget accounts are under budget and why funds excess funds for under-budget item can’t be applied to shortfalls for other items, noting that there are significant accounts that are under budget. Commissioner Mitchell suggests a review of “Chart of Accounts” to go over proper allocations.
Upon motion of Commissioner Mutter, seconded by Commissioner Moses and unanimously approved, the Financial Report was approved increasing expense items from $108,651 to $206,950.
Next Ansley Moses summarized memorandum regarding assumptions for preparation of Town’s next Fiscal Year Budget. Mr. Moses reported that a 2% raise for Town employees would result in a savings of $11,000.00 over a 3% raise and that the final Budget was dependant on the allocation of Tennessee State Hall Taxes. Mr. Moses suggested rescheduling Budget meeting until July 22nd Meeting of Mayor and Board of Commissioners that Hall Tax allocation numbers would be known. Mayor Brown noted that if Hall Tax numbers come in significantly lower than expected, Town must look at lowering expenses or increasing property taxes. Mayor Brown also stated that he and Commissioners must know the Hall Tax allocation numbers before approving the Budget and that next meeting date had been set for July 22nd, 2008.
Ansley Moses next reported that he had talked with the Town’s insurer and that the Town had received a credit of approximately $21,000.00 toward its general insurance premium, that the Town’s worker’s compensation cost had been lowered to approximately $120,000.00, a 4% decrease. Mr. Moses reported that education expenses had increased to $255,000.00 reflecting increased enrollment and hiring of new teacher. Mr. Moses further reported a reduction for Capital Outlay expenses that may require a transfer of funds from the general reserve fund to a restricted reserve fund, such transfer having been left out of next years budget. Mr. Moses stated that if Town doesn’t receive
grant, Town must scale back expenses. Mr. Moses stated that funds may be transferred between reserve funds to cover short-falls.
Mr. Moses next reported that the Town is safe on cable television fees and that an appeal will be made to Lookout Mountain, Georgia for parks & recreation expenses.
Mr. Moses reported that the Budget presented reflects a surplus of approximately $120,000.00 and that said Budget contains some guess work, but that it is reasonable and conservative.
Mayor Brown stated that there needed to be a first reading Budget and that some changes were likely to be made in July. Commissioner Moses stated that he also had some minor changes to add to the Budget.
Commissioner Moses asks if Town can dip into general fund to pay expense items. Mayor Brown stated that Town Attorney Brian Smith advised that Town can not get funds from general fund, and cannot pay expenses out of surplus. Under funded items will be part of next years Budget. Mayor Brown reported that Budget was getting tight and that a business would adjust budget or prices. Mayor Brown noted that prices had not been increased in at least 2 years and that Town might have to raise prices.
Upon motion of Commissioner Crates, seconded by Commissioner Moses, with all Commissioners in favor, the Budget was approved on a first reading.
Commissioner Mutter inquired again about request to Lookout Mountain, Georgia to contribute funds for parks & recreations expenses to cover salaries and benefits. Ansley Moses stated that such a request should be made.
Next, Ansley Moses reported that The City of Red Bank, Tennessee had objected to the additional fees proposed by the Hamilton County Waste Water Treatment Authority and stated that he would keep the Commission informed regarding the subject.
Commissioner Mutter reported for the Fire & Police Department and presented the monthly incident report for the month of May 2008. She stressed that there was nothing of dramatic importance and that Fire & Police personnel were doing a good job. Chief Bowden reported that there had been a theft reported but that it appeared to be an inside job involving a housekeeper or boyfriend or the resident.
Commissioner Moses reported on the Parks & Playground Department stating that intra-league play is over and that All-Stars are currently practicing. Commissioner Moses reported that work at the Commons, including painting of a wall, was coming along, that the grass looked good and that they were set for the State tournament during July 13 – 20. Commissioner Moses also asked where the Town could a handicapped parking sign.
Commissioner Mitchell reported on the Department of Education and introduced Paula Gossett, principal of Lookout Mountain Elementary, who reported a drop in enrollment during the previous year and stated that the school did not fill a teaching position in the previous year. Mrs. Gossett reported that the school will be adding 17 – 20 new students and will need to add a teacher for the upcoming school year. She further reported that the PTO is working hard and that 5 new white boards had been installed at a cost of approximately $35,000.00. She stated that there would be 11 new kindergarten students, with 33 enrolled in kindergarten for the next year and 41 – 42 enrolled in 5th grade. Commissioner Moses pointed out that the total enrollment would not be set or known until fall enrollment was complete. Mrs. Gossett invited all to visit the school and reported that the summer hours for the library were 9:00 am through 2:00 pm on Tuesdays, Wednesdays and Thursdays.
Commissioner Crates reported on the Public Works stating that the Town was still waiting for the commencement of the anticipated paving job and that the commencement delay was due to a paving job downtown. Commissioner Crates noted that the paving should commence the following week. Mayor Brown asked if the pricing for the paving job was fixed and Commissioner Crates responded that the price was fixed.
Chief Bowden reported that the State Championship Baseball Tournament was set for July 13 through 20 and that additional officers would be required during the tournament for traffic and security. Commissioner Moses asks for suggestions from Chief Bowden. Mayor Brown suggests that Commissioner Moses and Chief Bowden meet to discuss specific requirements for the tournament and Chief Bowden stated that he wanted all to be aware of the costs for extra officers during the tournament.
Old Business: No items of old business were on the discussion agenda.
New Business: The Commission considered a request for a variance from the local zoning ordinance allowing a building height of 24 feet, noting that the code calls for a maximum building height of 20 feet. The Applicant noted that the additional 4 feet of height would not block the views from neighboring lots and stated that he would not have a residence above the grocery store that will occupy the proposed building. Applicant noted that he would be able to sleep above the store in a weather emergency to ensure that store was open, but that he would not rent the second floor and no one would regularly reside there. Mayor Brown asked substitute town counsel about consent requirements for zoning variance. Michael Williams, substitute town counsel, advised that the consent of neighboring property owners was not required but was traditionally obtained. Upon motion of Commissioner Moses, seconded by Commissioner Mutter, all being in favor thereof, the Commission granted the requested variance allowing a building height of 24 feet.
Mayor Brown reports that the selling of wine at the grocery store requires submission of a petition of 10% of registered voters to the election commission, then the matter will be placed on a ballot as a referendum, and that the petition must be accompanied by a letter from the City Attorney. Applicant reported that constructions was underway, that the footings were being dug and that the opening was expected in September.
Mayor Brown had some concluding remarks and asked whether Town Ordinances had been posted on webstite. Chief Bowden reported that the zoning ordinace had been posted on website and that the electronic file of the old ordinances had been lost. Bowden stated that they were trying to get the current ordinance on CD so that they could be uploaded to the website. Mayor Brown next asked if the holiday trash pick-up schedule could be put on website and whether Commission meeting minutes were being posted. Chief Bowden reported that they are posted when received from City Attorney’s office.
There being no further business, the regular meeting were thereupon adjorned until the regular meeting of the Mayor and Commissioners of the Town of Lookout Mountain, Tennessee on Tuesday, July 22, 2008 at 5:00 pm.
THE MINUTES OF THE REGULAR MEETING
OF THE BOARD OF COMMISSIONERS OF
THE TOWN OF LOOKOUT MOUNTAIN, TENNESSEE
May 13, 2008
The Board of Commissioners of the Town of Lookout Mountain, Tennessee, met, pursuant to advertisement, for the Bi-Annual Meeting on Tuesday, May 13, 2008, at 5:00 o’clock p.m., and also for the purpose of holding public hearing upon the adoption of the new Lookout Mountain Municipal Code and for the purpose of holding, the following being present:
Greg Brown, Mayor
Carol Mutter, Commissioner
Dan Crates, Commissioner
Will Moses, Commissioner
Edward Mitchell, Commissioner
Brian C. Smith, Town Attorney
Ansley Moses, Town Consultant
Randy Bowden, Chief
Bobby McDaniels
Johnny White
&
