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Spring Hill Board of Mayor and Alderman meeting will come to order on Monday, December 1st at 6 p.m.

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Let the record reflect that all the members are present, except for Alderman Kanapari.

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At this time, we will recess for an executive session.

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Spring Hill Board of Mayor and Alderman will reconvene at 7-0-1. Let the record reflect that

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all the members that are still present except for Alderman Carey, Pastor Doe.

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Lower is yours,

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ma'am.

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Thank you very much. It's an honor to be here. We can pray. Heavenly Father,

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we come before you today with open hearts and open minds seeking your

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guidance and wisdom as those in this room conduct the business of our

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community. Grant them clarity in the decisions, compassion and their actions

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and the courage to do what is right even when it is difficult. Lord may the work

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today strengthen the well-being, safety and unity of all who call this

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community home. Bless our leaders our residents keeping us mindful of those

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in need, and strengthen our commitment to the common good.

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We ask for your blessing on this meeting and on the work to be done in Jesus' name, Amen.

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Please stand with me for the Pledge of Allegiance.

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I pledge allegiance to the flag of the United States of America and to the Republic for

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for which it stands, one nation under God,

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indivisible, with liberty and justice to all.

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Thank you ma'am.

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I'm looking for approval of the agenda.

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Vice Mayor Linville.

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Move to approve the agenda.

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Motion by Vice Mayor Linville.

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Second by Alderman Murray.

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All those in favor of the agenda, please say aye.

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Agenda is approved.

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Mayor's comments.

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Board, I'm gonna bore you with a quick history lesson

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if you're okay with that.

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that. Back in December of 1944, right, General MacArthur was preparing for the Philippines

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campaign when a major typhoon struck the U.S. Navy's third fleet. And the storm sank

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three of the destroyers, killed 790 soldiers, damaged nine aircraft, swept about 100 aircraft

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off the carriers and into the sea. It's one of the larger losses of battleship

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and men outside of combat in World War II.

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And the damage could have been worse and would have been worse

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if it hadn't been for the leadership

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of five-star Admiral William Bull Halsey,

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because Admiral Halsey ordered the fleet to sail

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into the center of the storm.

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Rather than allow the storm to steer the ships,

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Admiral Halsey took control,

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let the ships ride the waves instead

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of being rolled by them, because he knew

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that you don't survive storms by running from them.

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You meet them head-on, courage, discipline, and unity.

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So we have a very difficult decision coming up in two weeks when it comes to sewer allocation.

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And I'm not trying to equate, you know, our remaining wastewater capacity to a military

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wartime loss, but regardless of what we do, someone, likely many someone's, are going

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to be dissatisfied.

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I think we're all aware of what the consequences may be regardless of what different decisions

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we make. The lessons here are the same as Admiral Halsey, though. Our professional

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staff has done all they can to analyze and advise us and prepare us, but the

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decision and whatever comes with it are for this board to own. So we're not going

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to run from the decision. We're not going to defer it. We're not going to

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delegate it. We're going to give it our focus, act with courage, be disciplined,

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be united, meet ahead on. We're all elected to make hard decisions, not

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just comfortable ones. This is going to be one of those moments, unfortunately. So we

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need to sail into the storm, not because it's easy, not because it's popular,

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because it's necessary and the right thing to do. Come out on the other side,

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having taken responsibility and acting as needed, Spring Hill is going to be

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better for it.

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Any department head comments or administrator comments, Mr.

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Napier, any department heads, seeing none, any citizen comment,

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seeing none, any

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any acknowledgments from the board.

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Any none, consent agenda, Ms. Goad please.

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Consider resolution 25269 designating a schedule

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for the city of Spring Hill public meetings

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for the 2026 calendar year.

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Consider resolution 25270 to authorize the purchase

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of replacement FRP weirs and scum baffles

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for clarifier number one

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at the Water Reclamation Facility.

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Consider Resolution 25271 Authorizing Expenditure for the Microsoft Office 365G1 Subscriptions

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for Additional Users.

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Consider Resolution 25272 to award the bid for the wastewater treatment plant demolition

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and grading.

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Consider Resolution 25273 to vacate a 10-foot portion of a dedicated drainage easement

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to the rear of lot 240 Cherry Grove Edition Phase 5 better known as 2975

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Stewart Campbell Point.

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Consider resolution 25275 to authorize the

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disposal of public works vehicles and equipment on Gov deals.

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Consider

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resolution 25277 to authorize the issuance of a request for proposals

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RFP and the solicitation of sealed quotations for the Pickett Ridge sewer

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Lift Station Improvement Project.

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Consider Resolution 25278 to authorize the creation of

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a new project titled Decentralized Treatment System Number 1 and to Allocate Initial Design

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Funding in Budget Amendment Number 2.

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Consider Resolution 25279 to authorize creation of a

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new project titled Decentralized Treatment System Number 2 and to Allocate Initial Design

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funding in Budget Amendment No. 2.

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Consider Resolution 25280 to authorize the creation

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of a new project titled Decentralized Treatment System No. 3 and to allocate initial design

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funding in Budget Amendment No. 2.

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Consider Resolution 25281 to authorize the creation

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of a new project titled Reclamation Plan Assessment and Corrective Action Plan and

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to declare initial planning funds in Budget Amendment No. 2.

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Consider Resolution 25280

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to authorize the creation of new project title reclamation plant and advanced purification

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facilities plan and to declare initial planning funds in budget amendment number two.

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Consider Resolution 25283 to amend the Resolution 25236 for the Reservoir project.

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Consider Resolution 25284 to amend Resolution 24253 to increase the project budget by

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$2,140,391.31 for a total of $3 million.

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Consider Resolution 25285 to amend Resolution 25267 to authorize the Mayor to execute a

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lease agreement for the temporary relocation of Water and Sewer Division staff to the former

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police headquarters.

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Thank you, Ms. Goode.

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Move to approve the consent agenda.

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Motion by Vice Mayor Linville.

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Second.

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Second by Alder and Murray.

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Please vote on the consent agenda.

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The consent

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agenda is approved, 8 to 0.

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New business, item number one, consider resolution 25-274,

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formally requesting a third Williamson Health ambulance

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to be based in Spring Hill.

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Move to approve resolution 25-274.

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Motion by Vice-Marie Linville.

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Second.

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Second by Alderman Murray.

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Chief Temple, floors yours.

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Thank you.

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This resolution just simply allows

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staff to have a more in-depth conversation

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with the Williamson Health and Williamson County to try to establish a base for a third EMS unit.

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Currently we have two that are in the city, Medics 16 and Medics 17.

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We also house one of their EMS supervisors as well within the city.

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It is a benefit to city residents to have another ambulance.

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Currently there's about one for every 34,000 people and obviously the faster we're growing.

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The call volume increases and so forth and we need another EMS transport unit.

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Timing for this is ideal because obviously they're going to be going into

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budget prep just as we are. We built station four specifically for another

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unit as well where we have two dedicated bunk rooms as well as a storage

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room and base space for another EMS unit. So we preemptively have already had

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those discussions that we want to make sure that we're able to absorb

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another unit and staff. Again I think timing is ideal for this resolution to

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move forward thank you chief before I open the floor for questions or comments

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I'm going to make a motion to amend resolution 25274 to add an additional

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now therefore be it further resolved the city of Spring Hill board of mayor and

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alderman direct staff to distribute copies of this resolution to the eight

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members of the Williams and County Commission who represent districts that

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includes Spring Hill district one commissioners Lisa Lennox and

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Commissioner Ricky Jones district to Commissioner Betsy Hester and Commissioner Judy Herbert

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District 3 Commissioner Jennifer Mason and Commissioner Guy Cardin and District 9 Commissioner Chas Morton and Commissioner Matt Williams

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second by

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Vice Mayor Linville any discussion on the amendment

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His voice vote on the amendment all those in favor of the amendment say aye

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Vice Mayor Linville back to the motion as amended thank you mayor

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I just wanted to share a couple quick points on this one.

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Obviously, you know, we've laid the groundwork with Fire Station 4 to be able to accommodate these sort of requests.

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You know, we're a quickly growing city.

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The quarter that Fire Station 4 serves is very densely populated with residential homes,

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and that will only continue to increase as June late continues to build out.

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And so, you know, response times are crucial in those sort of situations.

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So my hope is that as Williamson County is going through their budget cycle, that they

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would take a look at all the data, take a look at the numbers that would really necessitate

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this sort of investment from them, and also provide service and improvement to how our

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citizens are being served here in Springfield.

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Thank you, Vice Mayor Linville, Alderman Fuqua.

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Thank you, Mayor.

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You had mentioned an increase of call volume.

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What is the average call volume between the two on a daily basis, Chief?

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It's really a moving target.

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What I did provide you in your packet is just a summation from 2022 to present actually November 24th.

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And you can see the call increases every single year we're going up.

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Some days are obviously busier than others.

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I think a normal call day would be seven to ten calls per day.

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We're running first responder calls, so we're running parallel with the EMS Transport Unit

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with the paramedics that are on the ambulances.

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So these numbers are reflective only of our first response calls.

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That does not also include other calls for service that Williamson Health handles where

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we're not responding.

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There are some real basic medical calls that we don't send fire apparatus to.

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And there's also calls outside the jurisdiction that those two medic units are having

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to handle as well.

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So this is just our data, the fire department's data, first responder calls

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that we assist Williamson Health on. We've been seeing anywhere from a four to

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seven percent increase of calls per year and that's pretty consistent with what

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I'm looking at with the MS data. I appreciate that and you actually answered

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one of my questions. I see in the what was provided in the packet is in

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2022 we were looking at roughly about 2,000 calls a year and then this

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year we're running for almost 2,300. The citizens around the new fire station

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obviously by this edition are going to see quicker response times because we're

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talking about one of the most densely populated areas and I think for a

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Williamson County base it being right there on Buggner it also gives a

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quicker response time and access to rural Williamson County and one that's

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densely populated.

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For county standards as well, so I think that this makes sense. I appreciate this before

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us tonight and fully support it, and I hope Williamson County does the same. Thank you.

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Thank you Alderman Fuqua, Alderman Murray. Thank you, Mayor. Yeah, I just want to say

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that I believe this would be a great win for the city, for our citizens, obviously

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to reduce response time to to have the actual vehicles to do that and not

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necessarily burden fire. I realize it's not on every call but when you do run

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parallel that could pose a problem if there were some issues at the same

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time. So I think it'd be a great win for our citizens and for obviously we

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continue to grow the calls are just gonna be there's gonna be more so I

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I think it's it's impeccably good timing I would encourage Williamson County to support this as well I'm going to support it and I hope they do.

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Thank you Alderman Murray Alderman Hartwell.

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Thank you Mayor.

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Question.

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And I was just asking my colleague here with the new hopefully EMS system that we're going to try to implement for a station for.

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Will that one also service the more county side.

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So we are under an interlocal agreement with Williamson Health to cover the city, and it's at no cost to the city.

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So the ambulances that are stationed here currently do not cost the city anything to have that covered.

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It's all with an interlocal agreement.

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In the past there have been different variations of privatized ambulances,

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and I can speak from my 32 years as a paramedic that very problematic,

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And we're definitely not dealing with a caliber of EMS providers that we have with Williamson Health.

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I'm very, very comfortable with those providers providing EMS to the city.

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We also have a supervisor in place that also runs from our city.

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And we are going to be moving them from Port Royal Station, Station 2 to Station 3 on the Williamson side to allow them better coverage.

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So with with the opening of station for we've been able to shuffle some resources around and give them some additional space

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So that's also a benefit to Williamson County as well

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This just makes sense as was mentioned earlier as our population increases

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Both with medical conditions and age and things like that

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People continually rely on 9-1-1 for their health services, which is problematic because then it causes the call volume to go up

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uh, Alderman, uh, weren't mentioned something that, that, you know, really reminded me earlier

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is that the call volume here is also problematic because when they transport to Vanderbilt

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or to Williamson Health up in Franklin, you know, they're out of, out of pocket time

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is up to two hours where we don't have a replacement ambulance. And it isn't until

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they, they enter what's called system status management where they, both ambulances

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are committed before they, they have another ambulance from another jurisdiction come

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down to cover the city. So operationally we do a really good job with it obviously

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with our first responders as well but another ambulance is absolutely needed.

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This is amazing so we're excited. I know I am. Thank you Alderman Hartwell, Alderman

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Davis. Thank you mayor.

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First of all I think this is wonderful it's at no

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cost of the city. Our city is growing so we need this to do the health of our

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constituents for the health of our community right. Also you mentioned that

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these will service the Murray County side but I imagine and please do correct

235
01:18:45,960 --> 01:18:51,640
me if I'm wrong a Long Thompson Station road those neighborhoods are

236
01:18:51,640 --> 01:18:56,520
growing as well right so it's it's station four is right there so we're

237
01:18:56,520 --> 01:19:02,040
going to be servicing that area as well so not only are we talking about Spring

238
01:19:02,040 --> 01:19:06,820
Hill here but we are also talking about Thompson Station as well and servicing

239
01:19:06,820 --> 01:19:11,860
them and you know ensuring that they have a better chance at survival should

240
01:19:11,860 --> 01:19:14,920
something happen should something happen to one of their children or

241
01:19:14,920 --> 01:19:18,940
anything like that because being a mom that's really important that we're

242
01:19:18,940 --> 01:19:22,980
there that if we have an aging parent that we you guys are able to to get

243
01:19:22,980 --> 01:19:26,720
they're two hours out of pocket so I think it would be in that everybody's

244
01:19:26,720 --> 01:19:31,400
best interest if Williamson supports this I know that I feel like most of our

245
01:19:31,400 --> 01:19:36,020
board is you know we're in support of this because we're always in support of

246
01:19:36,020 --> 01:19:39,400
something that's going to help our community so thank you for bringing this

247
01:19:39,400 --> 01:19:44,620
up and kind of taking on this charge we really appreciate it thank you all

248
01:19:44,620 --> 01:19:49,600
them and Davis Alderman Warner thank you mr. Mayor in context I am a

249
01:19:49,600 --> 01:19:54,040
paramedic for Williamson health and I do work medic 16 medic 17 here in spring

250
01:19:54,040 --> 01:20:01,320
hill and service the citizens of spring hill and I know firsthand the need for a

251
01:20:01,320 --> 01:20:06,560
third ambulance in our city possibly a fourth very soon we're the fastest

252
01:20:06,560 --> 01:20:11,900
growing city in the county and we have been behind most of the cities in the

253
01:20:11,900 --> 01:20:20,580
county do have more ambulances than Spring Hill, and our population needs that third ambulance.

254
01:20:21,340 --> 01:20:24,020
This does come to a cost for the county.

255
01:20:25,140 --> 01:20:30,540
County personnel, people who live in the county of Williamson, do pay for this service.

256
01:20:31,160 --> 01:20:35,800
That ambulance cost, the people on board cost, the equipment cost.

257
01:20:35,800 --> 01:20:42,320
So there is a cost that is incurred by the county and thankfully the city

258
01:20:42,320 --> 01:20:48,720
historically has negotiated that it costs the city nothing. So I think that's a

259
01:20:48,720 --> 01:20:54,200
fantastic deal and adding a fire station and allowing those ambulances to be

260
01:20:54,200 --> 01:21:01,660
housed in those stations at no cost is extremely effective. So I implore you

261
01:21:01,660 --> 01:21:07,020
pleased to contact your county commissioner and explain the situation

262
01:21:07,020 --> 01:21:14,680
here to add that third ambulance which is definitely needed here for the for the

263
01:21:14,680 --> 01:21:19,140
future and the health of our citizens and we are in a strange area that we

264
01:21:19,140 --> 01:21:23,180
work two counties it's a Williamson health working in Murray County so it is

265
01:21:23,180 --> 01:21:28,140
a little odd and we do not charge Murray County either for that service so

266
01:21:28,140 --> 01:21:34,860
Williamson health has has rightfully given that service to us and we're very

267
01:21:34,860 --> 01:21:39,720
thankful for that and thankful for the city for the housing and allowing them

268
01:21:39,720 --> 01:21:44,440
to be here so please contact your county commissioner thank you all of them and

269
01:21:44,440 --> 01:21:49,560
Warner all of them in a minute thank you mayor I'm not sure you keep track of

270
01:21:49,560 --> 01:21:55,720
every one of the order they went in but this is a no-brainer right we we

271
01:21:55,720 --> 01:21:59,960
We demand this for our citizens, especially to have a vacancy like we currently do in

272
01:21:59,960 --> 01:22:02,720
a house that's empty, essentially the fire station.

273
01:22:03,480 --> 01:22:08,680
As being an individual that lives in the war that this would service primarily being a

274
01:22:08,680 --> 01:22:14,460
taxpayer in Williamson County, I fully expect everybody that represents Williamson County

275
01:22:14,460 --> 01:22:17,360
on our behalf to stand up and say, hey, we need this.

276
01:22:18,180 --> 01:22:22,940
Nothing's worse than having a child that falls or something that happens to them

277
01:22:22,940 --> 01:22:25,440
and you have no way to transport them to a hospital.

278
01:22:26,580 --> 01:22:28,380
I've been fortunate, my child has fallen,

279
01:22:28,520 --> 01:22:30,260
the fire department has come and take care of them,

280
01:22:30,420 --> 01:22:31,960
it's nothing that required transport,

281
01:22:32,580 --> 01:22:34,000
but heaven forbid if it did,

282
01:22:34,080 --> 01:22:35,480
we wouldn't have that opportunity, right?

283
01:22:36,640 --> 01:22:38,600
I think this goes without question.

284
01:22:39,800 --> 01:22:41,380
The city of Spring Hill deserves this.

285
01:22:41,820 --> 01:22:42,980
The fact that the people here,

286
01:22:43,020 --> 01:22:44,600
even though we're a split county, like you said,

287
01:22:45,920 --> 01:22:50,020
there should be no denial of opportunity

288
01:22:50,520 --> 01:22:55,080
for safety for transport regardless of what side of the city that they're on.

289
01:22:55,440 --> 01:23:00,460
So I would fully expect my commissioners to stand for this to make a lot of noise to make this happen.

290
01:23:00,800 --> 01:23:03,560
If there's anything that we can do to help out, please follow me and let us know.

291
01:23:04,380 --> 01:23:09,740
Thank you Alderman Jimenez. Let me say the city does pay for ambulance services.

292
01:23:09,960 --> 01:23:16,020
City residents do play county property taxes and the county property tax rate is higher than the city property tax rates.

293
01:23:16,020 --> 01:23:19,100
We're absolutely paying for this service already

294
01:23:19,820 --> 01:23:25,560
Not only that but the vast vast vast majority of the county sales tax revenues comes from within municipalities

295
01:23:25,560 --> 01:23:30,300
So again, it's municipalities generating revenues for the county to provide these services

296
01:23:30,980 --> 01:23:36,200
I think anybody can look at the ambulance distribution around the six municipalities in Williamson County

297
01:23:36,200 --> 01:23:42,180
And it is very obvious that we are on a population basis the greatest underserved

298
01:23:42,180 --> 01:23:58,280
And so while this will have the most immediate impact in Spring Hill, it will have a positive impact across Williamson County because that ambulance at Thompson Station, that ambulance in Bethesda will stay out in those districts and service those residents more than the need to come into Spring Hill as it is today.

299
01:23:59,240 --> 01:24:04,620
And Alderman Jimenez, you're absolutely correct. There's eight county commissioners that represent all or part of Spring Hill.

300
01:24:05,780 --> 01:24:10,160
13 is what it takes to get this done on the county commission level of five

301
01:24:10,160 --> 01:24:13,560
extra votes of five reasonable people who are looking to benefit the entire

302
01:24:13,560 --> 01:24:17,560
county doesn't seem like a very big lift to me so thank you for bringing this to

303
01:24:17,560 --> 01:24:21,880
us to use Temple. Any other questions or comments? Seeing nothing please vote on

304
01:24:21,880 --> 01:24:23,560
resolution 25274.

305
01:24:45,620 --> 01:24:48,780
Item is approved 8-0. Item number two consider first

306
01:24:48,780 --> 01:24:53,260
ruin of ordinance 25-27 in acting and adopting a supplement S6 to the

307
01:24:53,260 --> 01:24:58,920
Code of Ordinance. Move for approval of the first reading of Ordinance 25-27.

308
01:24:59,020 --> 01:25:04,120
Motion by Vice Mayor Lindell. Second by Alderman Murray. Ms. Goode, do you have

309
01:25:04,120 --> 01:25:05,080
anything for us on this?

310
01:25:07,520 --> 01:25:09,440
Any comments or questions for Ms. Goode?

311
01:25:11,460 --> 01:25:12,000
All right, please

312
01:25:12,000 --> 01:25:14,100
vote on first reading of Ordinance 25-27.

313
01:25:30,520 --> 01:25:32,700
First reading of Ordinance 25-27 has

314
01:25:32,700 --> 01:25:37,920
approved 8-0. Item number three, consider resolution 25-276, establishing

315
01:25:37,920 --> 01:25:42,440
and authorizing the Employee Service Appreciation Award for Elderville City of

316
01:25:42,440 --> 01:25:45,900
Spring Hill employees for the 2025 eligibility year.

317
01:25:46,340 --> 01:25:49,180
Move to approve Resolution 25-276.

318
01:25:49,380 --> 01:25:52,640
Motion by Vice Mayor Lindblum. Second by Alderman Murray. Mr. Napier.

319
01:25:54,300 --> 01:26:00,460
Thank you, Mr. Mayor. Members of the Board, this is an opportunity to improve the

320
01:26:00,460 --> 01:26:05,940
end-of-the-year awards that we do for the employees wherein we generally will

321
01:26:05,940 --> 01:26:13,460
have what has historically been called a Christmas bonus program wherein the more

322
01:26:13,460 --> 01:26:20,040
tenured employees get a higher pay allocation and pursuant to the amount

323
01:26:20,040 --> 01:26:24,500
of years that they've served as compared to those in the lower end of their

324
01:26:24,500 --> 01:26:29,060
tenure with the organization. The proposal as before you tonight is to

325
01:26:29,060 --> 01:26:34,140
change that program in such a way that all full-time employees would

326
01:26:34,140 --> 01:26:43,120
receive a $500 single payment at the end of the year. That would be a $500 post-tax benefit

327
01:26:43,800 --> 01:26:50,200
as well as for part-time employees a $250 post-tax single payment at the end of the

328
01:26:50,200 --> 01:26:57,180
year. The idea being that for those that have been in the organization longer, they

329
01:26:57,180 --> 01:27:03,060
certainly will benefit more by looking at this program in terms of the amount of dollars

330
01:27:03,060 --> 01:27:09,180
that they actually take home relative to what previously they've been awarded, and furthermore

331
01:27:09,180 --> 01:27:13,940
with respect to those who have been in the organization a shorter amount of time or on

332
01:27:13,940 --> 01:27:20,100
the lower end of the income bracket, they will actually be benefited more substantially

333
01:27:20,100 --> 01:27:22,800
than historically with the current program that's in place.

334
01:27:23,080 --> 01:27:31,560
And so it does benefit those that have been in the organization longer with respect

335
01:27:31,560 --> 01:27:37,400
to what they currently receive and then secondly again to restate those that earn less will

336
01:27:37,400 --> 01:27:42,500
actually be benefited proportionately more effectively with this program.

337
01:27:42,740 --> 01:27:47,640
Now this is a more expensive program than what we currently do.

338
01:27:48,060 --> 01:27:54,740
We will be needing $250,000 more from the general fund as well as $75,000 more from

339
01:27:54,740 --> 01:28:00,900
the enterprise funds, but we do we do believe that this is a better approach

340
01:28:00,900 --> 01:28:06,780
and something that will benefit employees more effectively. Thank You Mr.

341
01:28:06,860 --> 01:28:12,860
Napier. Comments or questions from the board? Alderman Davis. I know this is the

342
01:28:12,860 --> 01:28:19,600
bonus. Is that going to be, is that going to affect their Christmas party or

343
01:28:19,600 --> 01:28:22,660
anything like that? I just wonder because I think that's that's important

344
01:28:22,660 --> 01:28:27,340
for employees to get together during the holidays

345
01:28:27,340 --> 01:28:32,240
and to really have that time to mingle and get to know each other.

346
01:28:33,360 --> 01:28:34,220
Mr. Mayor.

347
01:28:34,820 --> 01:28:35,600
Mr. Napier.

348
01:28:35,760 --> 01:28:37,240
Alderman, thank you for that question.

349
01:28:37,760 --> 01:28:39,620
The answer is no, none of that will change.

350
01:28:39,840 --> 01:28:43,400
The only thing it changes is replacing the old program with the new program.

351
01:28:44,700 --> 01:28:45,640
Alderman Jimenez.

352
01:28:46,500 --> 01:28:46,940
Thank you, Mayor.

353
01:28:47,700 --> 01:28:51,480
Mr. Napier, is there anybody that's currently on the more vetted side

354
01:28:51,480 --> 01:28:54,780
of the current employees that receives more than $500

355
01:28:55,260 --> 01:28:55,900
into your bonus?

356
01:28:57,940 --> 01:28:59,320
I don't believe so.

357
01:28:59,520 --> 01:28:59,660
Okay.

358
01:29:00,420 --> 01:29:02,660
My only thing is as long as we have no one

359
01:29:02,660 --> 01:29:05,520
that currently exceeds that, this is great.

360
01:29:05,700 --> 01:29:07,440
If we have somebody that does, is there a way

361
01:29:07,440 --> 01:29:08,640
we could grandfather them in?

362
01:29:08,860 --> 01:29:10,600
If you don't believe so, I believe that no one does.

363
01:29:11,140 --> 01:29:13,500
But could there be a way to where we're not taking away

364
01:29:13,500 --> 01:29:15,360
from those people who may have earned more

365
01:29:15,360 --> 01:29:16,180
through tenureship?

366
01:29:17,380 --> 01:29:17,920
Thank you.

367
01:29:18,860 --> 01:29:19,900
Mr. Mayor, go ahead, Mr. Mayor.

368
01:29:19,900 --> 01:29:20,800
To respond briefly.

369
01:29:20,800 --> 01:29:25,220
I really don't think we're going to have an adverse impact in any way.

370
01:29:25,900 --> 01:29:26,860
Vice Mayor Lendville.

371
01:29:27,560 --> 01:29:27,900
Thank you Mayor.

372
01:29:28,640 --> 01:29:29,160
Mr. Napier.

373
01:29:29,300 --> 01:29:29,700
Cool question.

374
01:29:30,060 --> 01:29:34,780
So I know in the memo says that funding for the partial year cost is available within

375
01:29:34,780 --> 01:29:35,960
the existing fiscal year budget.

376
01:29:36,360 --> 01:29:38,480
Is that basically for roles that have been approved?

377
01:29:41,120 --> 01:29:44,880
Mr. Mayor, Mr. Vice Mayor, thank you for that question as well.

378
01:29:45,520 --> 01:29:48,420
That is primarily funded through what we call slippage.

379
01:29:49,600 --> 01:29:55,300
However, with respect to the budget that you hopefully and favorably approve for the next

380
01:29:55,300 --> 01:29:59,820
fiscal year, we will not have to rely on slippage in order to fund this.

381
01:30:00,000 --> 01:30:00,500
This effort.

382
01:30:01,100 --> 01:30:05,600
My next question, so I appreciate it. Appreciate it. Yeah, beating me there. Thank you.

383
01:30:05,600 --> 01:30:06,740
Thank you, Alderman Hartwell.

384
01:30:07,900 --> 01:30:14,280
Thank you, Mayor. Mr. Carter, instead of, and you may have already started mind boggling

385
01:30:14,280 --> 01:30:21,320
about this, but instead of funding for a bonus financially, have you thought about days off

386
01:30:22,080 --> 01:30:27,220
instead and then that way it's not, it's just a day off and all of them not together

387
01:30:27,220 --> 01:30:35,680
and I don't know that's just what I would do is that is that an option instead of financially

388
01:30:35,680 --> 01:30:44,320
just dishing out money. Mr. Napier. Thank you Mr. Mayor. Madam Alderman thank you. The

389
01:30:45,120 --> 01:30:55,400
answer is by replacing the current program with a day off I would argue that employees

390
01:30:55,400 --> 01:31:02,100
would probably adversely impacted in that the the financing that they

391
01:31:02,100 --> 01:31:06,600
historically have received would go away. They can choose. You can even give them

392
01:31:06,600 --> 01:31:13,300
the option to choose if they want three days off that equals up to $500 or I'd

393
01:31:13,300 --> 01:31:19,180
rather have three days off and take a vacation. I'll spend $500 on some shoes.

394
01:31:21,060 --> 01:31:31,820
just options. I have to play devil's advocate. Mr. Mayor, Madam Alderman, I love your perspective.

395
01:31:32,260 --> 01:31:39,400
I really do. And I think it's employee centric. And I have to confess I did not think as broadly

396
01:31:39,400 --> 01:31:45,400
as you are suggesting this evening. But I do have an idea with respect to ways in

397
01:31:45,400 --> 01:31:51,760
which we can enhance time off as well and it certainly would be less expensive than

398
01:31:51,760 --> 01:31:59,380
what we're talking about this evening but you know I I can't say that I went

399
01:31:59,380 --> 01:32:02,640
down those roads as it relates to the brainstorming that we did as staff

400
01:32:02,640 --> 01:32:10,000
well. Thank you Alderman Hartwell Alderman Murray. Thank you Mr. Napier

401
01:32:10,000 --> 01:32:14,360
just quick question it does say for the 2025 eligibility year are you

402
01:32:14,360 --> 01:32:20,400
looking at this I mean a lot obviously a lot of places have kind of set bonuses

403
01:32:22,810 --> 01:32:29,230
not always guaranteed but they may have a set are you is this like an

404
01:32:29,230 --> 01:32:34,770
alternative to say this is what I'd like to do this year and moving forward or is

405
01:32:34,770 --> 01:32:39,490
this something we just want to do this year and reevaluate for that. Mr. Mayor

406
01:32:39,490 --> 01:32:41,570
Mr. Alderman, thank you.

407
01:32:42,310 --> 01:32:48,610
The answer that I would offer is that if you support this program,

408
01:32:48,830 --> 01:32:52,450
this is likely the standard that I would suggest that we budget for every year.

409
01:32:53,410 --> 01:32:58,770
Without a doubt, however, if there were budget reasons that the program couldn't be funded,

410
01:32:59,690 --> 01:33:05,530
the BOMA retains the authority and ability to make that consideration each budget year.

411
01:33:05,530 --> 01:33:10,990
But I would suggest that this is the plan that we would bring forward year after year

412
01:33:13,550 --> 01:33:15,030
Thank You alderman Murray

413
01:33:17,790 --> 01:33:22,110
Mr. Napier did you anything further? No, sir any further comments or questions from the board?

414
01:33:24,590 --> 01:33:27,090
Please vote on resolution 25276

415
01:33:35,000 --> 01:33:36,540
Item is approved 8 to 0

416
01:33:36,540 --> 01:33:45,200
I'm number four consider resolution 25-286 to to accept the arbitrage compliance report and authorized payment of IRS

417
01:33:45,200 --> 01:33:51,020
tax liability for general obligation of bonds. Move to approve resolution 25-286.

418
01:33:51,080 --> 01:33:57,720
Motion by Vice Mayor Linville. Second by Alderman Murray. Ms. Holden. Good

419
01:33:57,720 --> 01:34:04,420
evening. We had a regular check-in with our municipal advisor Cumberland

420
01:34:04,420 --> 01:34:09,180
securities a couple months ago. They recommended that we did do an arbitrage

421
01:34:09,180 --> 01:34:15,600
study on our 2020 bonds okay so a third party company did that arbitrage study

422
01:34:15,600 --> 01:34:20,180
they do it for a living they do it all day long and they came back with saying

423
01:34:20,180 --> 01:34:26,580
that we owed arbitrage on our 2020 bonds now what is arbitrage arbitrage means

424
01:34:26,580 --> 01:34:32,980
you earned too much interest on bond proceeds it is not a penalty you're

425
01:34:32,980 --> 01:34:36,740
not being penalized by the federal government but you are saying they

426
01:34:36,740 --> 01:34:43,120
saying that we earned too much interest, okay? So the arbitrage report is saying

427
01:34:43,120 --> 01:34:49,040
that we owe a little over a hundred thousand dollars to the IRS in unearned

428
01:34:49,040 --> 01:34:56,380
interest that we should have not earned, okay? How does this happen? Typically this

429
01:34:56,380 --> 01:35:00,980
happens because you don't meet spend down requirements and bonds, so you have

430
01:35:00,980 --> 01:35:06,080
like a 24 month spend down 36 month 48 month spend down requirements and

431
01:35:06,080 --> 01:35:12,060
bonds. We did not meet those spin-downs, so therefore we came into the arbitrar

432
01:35:12,060 --> 01:35:18,960
situation where we're earning interest that we should have not earned. Okay? It

433
01:35:18,960 --> 01:35:22,380
happened. We have to accept it. It sucks. I know.

434
01:35:25,100 --> 01:35:27,460
But going forward with future

435
01:35:27,460 --> 01:35:31,380
bond issuance is how do we prevent this? First of all, we meet the

436
01:35:31,380 --> 01:35:35,040
spin-downs. So when we borrow money, we know what projects we're going to

437
01:35:35,040 --> 01:35:39,760
spend it on, we have timelines, we have cash spend-downs. The other part of that is that

438
01:35:39,760 --> 01:35:44,940
the finance office is keeping detailed records of when money is being spent, when it's being

439
01:35:44,940 --> 01:35:50,040
taken out of the accounts, what it's being invested in, all of those things so that way

440
01:35:50,040 --> 01:35:55,100
we can meet those spend-down requirements. I do not suspect that this will be an issue

441
01:35:55,100 --> 01:36:00,020
going forward. This is just unfortunately what has happened. I will be happy to

442
01:36:00,020 --> 01:36:05,320
answer any questions Scott Warner was here to do a presentation to BFAC earlier

443
01:36:05,320 --> 01:36:10,560
today so hopefully BFAC can help with the conversation as well. Thank you Ms.

444
01:36:10,660 --> 01:36:14,220
Holden, Mr. Napier. Thank you Mr. Mayor and thank you Ms. Holden for that

445
01:36:14,220 --> 01:36:19,360
information. I think it's important to note and the BFAC talked quite a bit

446
01:36:19,360 --> 01:36:24,900
about this earlier today that that this is indeed not a penalty hence the

447
01:36:24,900 --> 01:36:29,920
reason we're not going to see any of this in the qualifications if you will

448
01:36:29,920 --> 01:36:34,120
or qualifying statements that the audit is being prepared for now.

449
01:36:34,560 --> 01:36:39,240
And so I really appreciated the word that was used

450
01:36:39,240 --> 01:36:43,900
by the consultant earlier today wherein he said we are obligated

451
01:36:43,900 --> 01:36:47,560
to rebate the federal government with regard to this money

452
01:36:47,560 --> 01:36:50,100
that we should, you know, we shouldn't have earned essentially.

453
01:36:50,740 --> 01:36:54,320
So to be clear and to be purposely emphatic, not a penalty,

454
01:36:54,800 --> 01:36:57,340
but rather a rebate that we're obligated to pay

455
01:36:57,340 --> 01:37:06,260
And furthermore it closes this issue for us from here on out. Thank you. Mr. Napier vice mayor Linville anything from the BTEC perspective

456
01:37:06,260 --> 01:37:06,720
Yeah

457
01:37:07,720 --> 01:37:11,200
Misholding and mr. Napier have done a good job summarizing the conversation of beef ag

458
01:37:11,200 --> 01:37:17,200
One thing I would add is one of the one of the reasons this happens often is because we borrowed at a lower rate and interest rates on

459
01:37:17,200 --> 01:37:20,440
deposits came in a lot higher than we expected and so

460
01:37:21,040 --> 01:37:23,480
That's why we had additional interest income

461
01:37:23,480 --> 01:37:29,440
So, that was part of the wonkiness of 2020 with rates being low for a period and actually

462
01:37:29,440 --> 01:37:29,920
thereafter.

463
01:37:30,560 --> 01:37:33,020
Thank you Vice Mayor Linville Alderman Jimenez.

464
01:37:33,560 --> 01:37:34,100
Thank you Mayor.

465
01:37:34,780 --> 01:37:41,100
This is the reason why the IRS shouldn't exist in the first place but beyond that we asked

466
01:37:41,100 --> 01:37:46,100
and they did explore every avenue possible to keep the money that we could to explore

467
01:37:46,100 --> 01:37:47,460
loopholes that we needed to.

468
01:37:48,460 --> 01:37:52,220
I have a lot of faith that they look to keep as much money as possible so we're

469
01:37:52,220 --> 01:37:53,600
We're not just surrendering this money.

470
01:37:54,280 --> 01:37:57,560
If we don't give it to the IRS, they're going to show up at our front door, and it doesn't

471
01:37:57,560 --> 01:38:01,540
sound like we have a good list of ways that we need to keep it, so this keeps us out of

472
01:38:01,540 --> 01:38:01,920
some trouble.

473
01:38:02,260 --> 01:38:05,800
I don't like giving up 100 grand, but we'll do what we've got to do, so.

474
01:38:06,700 --> 01:38:07,400
Thank you, Alderman.

475
01:38:07,740 --> 01:38:09,800
Jimenez, it's a bit of a racket, right?

476
01:38:09,940 --> 01:38:11,820
The IRS gets it instead of the bank getting it back.

477
01:38:13,970 --> 01:38:17,430
Seeing nothing further, please vote on Resolution 25-286.

478
01:38:27,320 --> 01:38:31,520
Item is approved 8-0, Vice Mayor Linville for the work session, please.

479
01:38:42,690 --> 01:38:50,710
All right, we will open up work session discussion with item number one, which is the decentralized sewer system standards briefing. Mr. Allen,

480
01:38:52,800 --> 01:38:53,640
turn it over to you.

481
01:38:57,230 --> 01:39:07,730
All right, I'm going to apologize in advance. This is by far going to be one of the driest presentations you guys have gotten. There are 21 slides, but there are a lot of people wanting a lot of details.

482
01:39:07,730 --> 01:39:11,490
So we're going to put this out and go through it at a high level tonight

483
01:39:11,490 --> 01:39:18,030
And then we will distribute this PowerPoint out for comment to the development community through our list that we've developed with

484
01:39:18,030 --> 01:39:19,690
development service and comms and

485
01:39:19,690 --> 01:39:25,350
Keep that open for feedback for a couple weeks while we're finalizing our submittal to the state. So

486
01:39:26,570 --> 01:39:30,930
As you guys are aware, this has come out of the sewer moratorium discussions

487
01:39:31,450 --> 01:39:37,470
There's some provisions in state law that talk about under a moratorium if you can't allow public connection to a public system

488
01:39:37,470 --> 01:39:39,690
You have to make provision for some other alternatives.

489
01:39:40,250 --> 01:39:47,130
After multiple site visits with other utilities, consultation with folks at TDEC, this is our

490
01:39:47,750 --> 01:39:51,170
draft for you guys that we promised we would deliver at the 1st of December.

491
01:39:51,510 --> 01:39:56,350
So we are primarily talking about the Bioclear Treatment System.

492
01:39:56,570 --> 01:40:02,670
It's a decentralized alternative sewer system and it's produced by a company called Aquapoint.

493
01:40:04,010 --> 01:40:10,230
you can see in this picture you've got the kind of the four settling tanks so

494
01:40:10,230 --> 01:40:13,350
the first part of it as well as the control building so we're not talking

495
01:40:13,350 --> 01:40:19,610
about a terribly large or complex system it's fairly self-contained there are

496
01:40:19,610 --> 01:40:22,950
basically the water comes in it goes through these tanks it's pumped out

497
01:40:22,950 --> 01:40:25,750
there's a little bit of UV that's done it's taken to a level that's

498
01:40:25,750 --> 01:40:30,550
acceptable to then be dripped out into underground pipes that are in the

499
01:40:30,550 --> 01:40:35,670
soil, and it settles in from there. This is just an example of a few of the

500
01:40:35,670 --> 01:40:39,450
different configurations. You can run these systems in series to get higher

501
01:40:39,450 --> 01:40:43,590
treatment standards. You can also run them in parallel to get more treatment, so

502
01:40:43,590 --> 01:40:48,330
we really like that part of it, and this is primarily what the city of the town

503
01:40:48,330 --> 01:40:53,750
of Thompson Station to the north of us uses. This shows you photo on the

504
01:40:53,750 --> 01:40:58,710
left, the drip dispersal field being put in the native soils, and then you

505
01:40:58,710 --> 01:41:01,630
You have a larger diagram on the right that kind of shows how it's all interconnected.

506
01:41:02,570 --> 01:41:06,350
So you have treatment first, and then dispersal into the soils through these drip systems

507
01:41:06,350 --> 01:41:07,290
in these little pipes.

508
01:41:09,680 --> 01:41:14,340
So your main system components, you've got these primary septic settling tanks that

509
01:41:14,340 --> 01:41:15,620
are partially buried.

510
01:41:15,700 --> 01:41:17,460
You just saw the tips of them sticking out of the ground.

511
01:41:17,980 --> 01:41:20,840
You have the fiberglass and PVC treatment units.

512
01:41:21,140 --> 01:41:22,420
Those are also partially buried.

513
01:41:22,740 --> 01:41:26,200
They have a small vent that's visible, they have a 50-year useful life.

514
01:41:26,720 --> 01:41:29,860
There's a pump and recirculation tank required for flow management.

515
01:41:29,860 --> 01:41:35,980
There's a small operation building that houses these pumps as well as the control panels in the UB treatment system and

516
01:41:37,320 --> 01:41:42,220
It can be connected to SCADA for monitoring alarms so we can look at it remotely if something happens

517
01:41:42,220 --> 01:41:47,600
We can get a signal set back to home base and send somebody out to get on it quick to take a look at it

518
01:41:48,480 --> 01:41:56,280
Operations and maintenance they treat up to 20,000 gallons per day in a single unit. It's a relatively low maintenance system requires periodic inspections

519
01:41:57,820 --> 01:41:59,980
Maintenance must be performed by a licensed operator.

520
01:42:00,200 --> 01:42:03,080
We have several on staff that have the qualifications to do that.

521
01:42:03,800 --> 01:42:08,460
We do have to do some pumping every few years as part of the maintenance of the tanks themselves.

522
01:42:08,660 --> 01:42:10,480
That's how we manage the solids portion of it.

523
01:42:11,600 --> 01:42:15,100
Relatively low energy usage compared to some other options that we're looked at.

524
01:42:15,200 --> 01:42:20,120
So we're looking at almost less than 1.3 watts per gallon treated.

525
01:42:20,820 --> 01:42:29,340
And then ultimately, this gets us to a point where we've got a clean effluent that we can basically disperse through the subsurface pipes.

526
01:42:30,580 --> 01:42:32,100
You guys still with me so far?

527
01:42:33,700 --> 01:42:38,800
Is there anything that you don't understand? I know I'm using a lot of technical terms, so it's okay to interrupt me and ask a question.

528
01:42:41,620 --> 01:42:42,680
All right, we're going to keep going.

529
01:42:43,640 --> 01:42:49,440
So general site requirements, you've got to have the right kind of soils on the site for the system to work.

530
01:42:49,440 --> 01:42:52,780
You can't just go put this system in on any site anywhere.

531
01:42:53,100 --> 01:42:58,380
It has to have some very specific criteria on the site that it has to meet.

532
01:42:58,680 --> 01:43:01,000
And so not every site will be able to use these.

533
01:43:02,600 --> 01:43:06,660
So basically those soils have to be able to support that dispersal.

534
01:43:07,120 --> 01:43:09,320
That has to be confirmed by a soil scientist.

535
01:43:09,520 --> 01:43:12,800
You'll hear me talk several times as we go through these requirements in these slides.

536
01:43:14,120 --> 01:43:20,400
we will have a requirement for a Tennessee licensed soil scientist to vet and

537
01:43:20,400 --> 01:43:24,120
review all these things. That's going to be that's almost as important as a

538
01:43:24,120 --> 01:43:29,580
licensed engineer signing off on the design of it. The ultimate footprints

539
01:43:29,580 --> 01:43:33,700
need to be determined by those two professionals working together and no

540
01:43:33,700 --> 01:43:38,060
final design decisions really get made until that soil testing is complete.

541
01:43:38,060 --> 01:43:42,820
If you don't have the soils right, then you really don't have a system.

542
01:43:43,120 --> 01:43:47,980
And that is what we heard loud and clear from the divisions of TDEC Water Resources Group

543
01:43:47,980 --> 01:43:48,820
that review these.

544
01:43:49,340 --> 01:43:53,120
We heard it loud and clear from Consolidated Utilities District and we heard it loud and

545
01:43:53,120 --> 01:43:54,700
clear from the town of Thompson Stations.

546
01:43:55,060 --> 01:43:57,460
You have to get the soils right.

547
01:43:58,440 --> 01:44:00,900
If you don't, you're going to have problems.

548
01:44:01,220 --> 01:44:05,220
And when we talk about that report that was referenced about some failing systems

549
01:44:05,220 --> 01:44:10,620
and things like that in places around the state it's the design requirements and not having enough

550
01:44:10,620 --> 01:44:15,540
contingency of reserve soils and getting those loading rates right on the front end combined

551
01:44:15,540 --> 01:44:20,180
with poor maintenance and operations that led to stuff basically overflowing and sitting on the ground

552
01:44:20,180 --> 01:44:26,760
we're just not going to have that here in Spring Hill. So after talking with everybody and looking

553
01:44:26,760 --> 01:44:30,780
at lots of options from an ownership and permitting standpoint it's going to be important

554
01:44:30,780 --> 01:44:35,560
to the state that the system be owned by the city of Spring Hill, they're looking for us to

555
01:44:35,560 --> 01:44:42,300
permit it through TDEC under our operating permit. The land for the drip fields as well as the

556
01:44:42,300 --> 01:44:46,080
facility itself are going to be required to be dedicated to the city of Spring Hill.

557
01:44:46,920 --> 01:44:51,100
You will get lots of feedback on that comment. We've already had some conversations with some

558
01:44:51,100 --> 01:44:57,040
folks. Well hey, if I'm doing a temporary system, why do I have to give you this land if

559
01:44:57,040 --> 01:44:59,920
it's going to be essentially decommissioned.

560
01:45:00,000 --> 01:45:01,440
And taken out of service later on.

561
01:45:02,420 --> 01:45:06,380
The conversation that we've had with the folks that asked that question is, we believe that

562
01:45:06,380 --> 01:45:10,740
there are ways to draft up the documents as part of the memorandum of understanding process,

563
01:45:11,260 --> 01:45:15,840
to have them dedicate that land to us, use it temporarily for the time being, and when

564
01:45:15,840 --> 01:45:20,360
the additional capacity on the larger system is available that they can connect back into,

565
01:45:21,280 --> 01:45:25,320
when we decommission the system, they can get the land reverted back to their ownership.

566
01:45:25,320 --> 01:45:27,860
So we'll handle that in the MOU process.

567
01:45:28,920 --> 01:45:32,100
That's going to be a question that some people are probably going to hit you guys with.

568
01:45:33,620 --> 01:45:37,720
So the development community would bear the cost of design permitting and construction

569
01:45:37,720 --> 01:45:40,020
until dedication and acceptance by the city.

570
01:45:40,500 --> 01:45:43,520
Performance of maintenance and bond requirements from the UDC would be applied.

571
01:45:43,660 --> 01:45:46,200
We're going to treat this just like any other piece of public infrastructure.

572
01:45:46,820 --> 01:45:51,020
They're going to do everything that they normally would, just like they would a water line or a fire hydrant.

573
01:45:51,100 --> 01:45:52,980
They're going to follow that same process.

574
01:45:52,980 --> 01:45:55,940
we're not going to get out of that or deviate away from that.

575
01:45:56,540 --> 01:46:01,240
And then the city would hold and maintain the operating permit and we would be the sole

576
01:46:01,240 --> 01:46:01,660
operator.

577
01:46:02,000 --> 01:46:06,940
So we will likely retain some third-party services to assist us and be a backup to

578
01:46:06,940 --> 01:46:11,840
our staff and have training resources and backups available to them, but we're going

579
01:46:11,840 --> 01:46:12,980
to take this on and run it.

580
01:46:13,100 --> 01:46:15,280
That's the clear expectation we're hearing from everybody.

581
01:46:16,500 --> 01:46:21,830
As far as the governance and approval sequence, the developer will submit a Memorand of

582
01:46:21,830 --> 01:46:24,730
Understanding to that we'll refer to as the MOU

583
01:46:25,510 --> 01:46:31,990
They will submit that to be reviewed and evaluated by Boma. Boma shall approve or disapprove that in a public meeting

584
01:46:34,090 --> 01:46:41,610
The upon the approval of that the developers engineers submits design documents to TDAC to get the issuance in the city's name

585
01:46:42,890 --> 01:46:50,090
City there the system plans would need to receive written approval for myself the city wastewater operator that has a license over it

586
01:46:50,090 --> 01:46:57,570
And then that would be submitted on to TDEC for the Division of Water Resources to do the formal final silo.

587
01:46:57,990 --> 01:47:02,630
TDEC is not going to waive their right to approve it.

588
01:47:02,890 --> 01:47:05,710
We are allowed to adopt standards that are stricter than the state,

589
01:47:05,890 --> 01:47:08,690
which is what we are doing by adopting the Bioclear system.

590
01:47:09,310 --> 01:47:14,030
So basically they're looking for us to say that it meets what we've adopted that's more stringent

591
01:47:14,030 --> 01:47:16,970
and then they'll do the final review on the official permitting of it.

592
01:47:18,210 --> 01:47:23,810
Until that process is done, no applications to Planning Commission will be accepted.

593
01:47:24,130 --> 01:47:30,570
So, they have to have the BOMO approved MOU and follow through on all of that to go to the Planning Commission.

594
01:47:33,110 --> 01:47:37,570
Now, before I go on, let's clarify that and make sure everybody understands that.

595
01:47:37,690 --> 01:47:42,270
Earlier on, before we really started going around and visiting and doing research and talking about it,

596
01:47:42,270 --> 01:47:48,410
We had some conversations about a possibility of maybe doing a higher conceptual level analysis

597
01:47:48,410 --> 01:47:54,230
based on soil maps, doing an MOU approval, and then figure out the details at the Planning

598
01:47:54,230 --> 01:47:59,250
Commission and going from there, you know, not having to do as much design up front.

599
01:48:00,010 --> 01:48:04,810
I have been universally told that that was a terrible idea and a terrible suggestion

600
01:48:04,810 --> 01:48:05,790
that I gave you guys.

601
01:48:06,390 --> 01:48:11,030
Every utility district we've talked to, folks at the state, absolutely not because

602
01:48:11,030 --> 01:48:16,850
you're risking not getting the soils right. So that is a significant change from

603
01:48:16,850 --> 01:48:20,750
what we had initially talked about based on all the advice that our staff has

604
01:48:20,750 --> 01:48:25,770
received. So we will be expecting that MOU package to have the full blown design

605
01:48:25,770 --> 01:48:28,870
with all the details from the soil scientists and the engineer and the

606
01:48:28,870 --> 01:48:34,310
system fully designed so that you guys know absolutely what can go on the

607
01:48:34,310 --> 01:48:35,470
ground and serve on a site.

608
01:48:38,260 --> 01:48:41,180
Within that the, do you guys have any questions

609
01:48:41,180 --> 01:48:41,800
questions about that.

610
01:48:44,710 --> 01:48:45,530
Alderman Warnett.

611
01:48:46,230 --> 01:48:52,810
Thank you, Chair. I just have one question, and you may have answered it, but so the Bioclear

612
01:48:52,810 --> 01:48:58,070
System will be purchased and installed by the developer, and the City of Spring Hill will

613
01:48:58,070 --> 01:49:00,210
maintain that from that point on.

614
01:49:01,030 --> 01:49:05,190
Once it's turned over to us and accepted, we'll take on the operations and maintenance

615
01:49:05,190 --> 01:49:05,590
of it.

616
01:49:05,590 --> 01:49:05,770
Correct.

617
01:49:06,670 --> 01:49:07,030
Thank you.

618
01:49:09,230 --> 01:49:15,510
The wastewater is going to be collected via gravity or small diameter pressure

619
01:49:15,510 --> 01:49:21,470
mains to a centralized bio-clear system on these sites. We're clarifying that

620
01:49:21,470 --> 01:49:25,890
because some of the utilities we visited with they use recirculating sand

621
01:49:25,890 --> 01:49:30,990
filter systems and those systems actually have larger tanks that are

622
01:49:30,990 --> 01:49:36,510
individually in each lot oftentimes in the front yard and we had a lot of

623
01:49:36,510 --> 01:49:42,330
concerns about we were advised that there's some long-term maintenance

624
01:49:42,330 --> 01:49:46,150
concerns in terms of being able to get updated media and maintain those over

625
01:49:46,150 --> 01:49:50,730
time it's getting harder and harder to do that and then also in some of these

626
01:49:50,730 --> 01:49:55,570
neighborhoods that we're looking at that are considering retrofitting you may

627
01:49:55,570 --> 01:49:59,430
already have 200 houses in there that don't have anything in the front yard

628
01:49:59,430 --> 01:50:03,710
and switching to have one or two of these very large tanks with these

629
01:50:03,710 --> 01:50:08,370
I mean, we're talking something that's as big around as this podium, right?

630
01:50:08,470 --> 01:50:14,150
It is not small, and so two of them kind of next to each other in a front yard, 200 houses

631
01:50:14,150 --> 01:50:16,810
with that and maybe 200 houses without that.

632
01:50:17,270 --> 01:50:22,270
We think that that's going to create a lot of issues within the market and within people

633
01:50:22,270 --> 01:50:24,710
trying to still go on and carry on with that.

634
01:50:25,150 --> 01:50:28,930
So that's why we've shifted more towards bio-clear because it doesn't require those

635
01:50:28,930 --> 01:50:34,410
individual tanks in the actual yards themselves and will create that visual ice ore, especially

636
01:50:34,410 --> 01:50:38,470
on – and a lot of these situations we're looking at folks trying to adapt to already

637
01:50:38,470 --> 01:50:41,810
established neighborhoods that have multiple phases on the ground.

638
01:50:43,730 --> 01:50:48,610
The tree deffluent goes through the shared drip subsurface disposal fields, and again,

639
01:50:48,710 --> 01:50:51,850
no individual tanks actually on the residential lots themselves.

640
01:50:51,990 --> 01:50:55,390
It's going to go separately to the bio-clear facility itself.

641
01:50:56,710 --> 01:51:03,470
Design flow, we're looking at the same assumption that we've made in all of our calculations

642
01:51:04,070 --> 01:51:06,630
in terms of our allocations that we've been talking about.

643
01:51:06,790 --> 01:51:10,850
So we'll be looking at actual based on 250 gallons a day per equivalent dwelling unit.

644
01:51:11,550 --> 01:51:16,550
And then the design has to include 100% of the design flow for the primary field and

645
01:51:16,550 --> 01:51:18,290
a 50% reserve field area.

646
01:51:18,430 --> 01:51:22,430
And that's based on guidance from Consolidated Utility District, who's widely regarded

647
01:51:22,430 --> 01:51:25,550
it as having some of the best specifications.

648
01:51:27,830 --> 01:51:30,290
Sight and soil evaluation, again, this is very important.

649
01:51:30,990 --> 01:51:35,330
We need to have the evaluation and certification by a Tennessee licensed soil scientist that's

650
01:51:35,330 --> 01:51:40,690
got to be a requirement, lifted, you know, some specifications in terms of number of

651
01:51:40,690 --> 01:51:45,650
borings per acre and depth and things like that, again, based on consolidated utility

652
01:51:45,650 --> 01:51:46,710
districts requirements.

653
01:51:46,710 --> 01:51:58,010
And then ultimately, you know, their soil scientist report has to document all the specific things about why they believe the loading rate can be supported that they're going to recommend in the design.

654
01:51:59,490 --> 01:52:04,190
This is the first pass at a table for soil suitability and loading rates.

655
01:52:04,550 --> 01:52:08,490
I currently have our consultant that we retain to do the specifications.

656
01:52:08,650 --> 01:52:12,310
They're double checking this to make sure that this is reasonable for our area.

657
01:52:13,150 --> 01:52:21,570
but this is largely taken off of, again, CUD's specifications and some other old textbooks that I've got.

658
01:52:23,090 --> 01:52:29,110
The reserve area, so you're going to have an area set aside for the treatment facility itself.

659
01:52:29,610 --> 01:52:36,330
You're going to have a primary drip field and then we're going to have a requirement for another 50% of reserve areas.

660
01:52:36,570 --> 01:52:39,150
So this is one of those things that's really important.

661
01:52:39,150 --> 01:52:43,470
They're going to go out there, they're going to make all these evaluations, but it depends

662
01:52:43,470 --> 01:52:45,150
on native undisturbed soils.

663
01:52:45,590 --> 01:52:49,710
What happens if during construction, even though they do everything right, they put

664
01:52:49,710 --> 01:52:55,190
their fences up, they protect it, all it takes is one person on the grading crew to

665
01:52:55,190 --> 01:53:00,150
not pay attention and they go and run a heavy piece of equipment through there and they

666
01:53:00,150 --> 01:53:05,210
obliterate a third of the drip field area before it's actually installed.

667
01:53:05,950 --> 01:53:11,030
Well, if that happens, you might lose the actual loading capacity and the treatment capacity

668
01:53:11,030 --> 01:53:12,210
of that section of soil.

669
01:53:13,590 --> 01:53:18,250
So that combined with things happen over time, what if it clogs, what if something happens,

670
01:53:18,450 --> 01:53:20,230
what if it's, you know, all kinds of different things.

671
01:53:20,670 --> 01:53:25,150
Having these reserve fields in these reserve areas are important so that we make sure

672
01:53:25,150 --> 01:53:28,230
that the loading rates that they put in there and the amount of flow that they

673
01:53:28,230 --> 01:53:32,030
put in, we don't just have enough for the design, we have reserve in case some

674
01:53:32,030 --> 01:53:34,470
of that ceases to function or we have some maintenance issues.

675
01:53:34,470 --> 01:53:41,510
So this is your backup field essentially and this this came on heavy guidance from Consolidated Utility District

676
01:53:41,510 --> 01:53:46,510
who actually hired and retained their own soil scientist on staff to help keep up with all this.

677
01:53:46,530 --> 01:53:50,090
They have well over a hundred different systems that they're monitoring and maintaining.

678
01:53:52,110 --> 01:53:58,110
So 50% of the primary field equal or superior soils talking about having it planted, fenced

679
01:53:58,110 --> 01:54:01,210
and marked reserve for future disposal use no construction or grading.

680
01:54:01,210 --> 01:54:03,430
So this has got to be sectioned off and left alone.

681
01:54:06,880 --> 01:54:09,380
That, I think that we will get a lot of feedback on.

682
01:54:10,300 --> 01:54:17,540
That is what we're getting feedback on is considered best practice, but it is just full

683
01:54:17,540 --> 01:54:17,800
disclosure.

684
01:54:18,640 --> 01:54:25,620
It does appear to be a little bit more conservative and will put us right up there with CUD as

685
01:54:25,620 --> 01:54:29,460
opposed to being more middle of the road, so I would definitely expect some feedback

686
01:54:29,460 --> 01:54:30,220
on that front.

687
01:54:30,640 --> 01:54:35,000
And people will come at it from terms of, okay, I have this much area, but if I

688
01:54:35,000 --> 01:54:38,760
have to have this reserved area. I've got to lop this piece off so my primary field

689
01:54:38,760 --> 01:54:42,740
is actually only this and I can only do this off of it. That's the general nature I

690
01:54:42,740 --> 01:54:46,680
believe of how that feedback is going to go. Any questions about that?

691
01:54:52,550 --> 01:54:53,210
So if my

692
01:54:53,210 --> 01:54:57,670
primary drip field is this, I need a reserve field of that.

693
01:55:00,150 --> 01:55:00,590
Got it.

694
01:55:05,410 --> 01:55:06,790
So just

695
01:55:06,790 --> 01:55:11,650
again first pass at a table you know this is a fixed-film biologic

696
01:55:11,650 --> 01:55:16,110
treatment system, clarify recirculation disinfection, we've got

697
01:55:16,110 --> 01:55:21,170
influent screening for pretreatment, we're looking at sizing the EQ basins for

698
01:55:21,170 --> 01:55:25,490
four hours of peak flow, hydraulic loading is going to be per manufacturer

699
01:55:25,490 --> 01:55:29,850
certified data, anti-deck approval, there's redundancy for greater than or

700
01:55:29,850 --> 01:55:33,930
equal to a day's average flow, recircular ratios based on manufacturer

701
01:55:33,930 --> 01:55:39,430
specs are three to one to a five to one minimum, disinfection, UV or tablet

702
01:55:39,430 --> 01:55:44,590
coronation. We will likely lean towards, pretty heavily towards UV on that front.

703
01:55:44,750 --> 01:55:48,630
We feel better about that. And then there are the performance standards for

704
01:55:48,630 --> 01:55:54,270
milligrams per liter in terms of BOD, TSS, and some nitrogen stuff if required,

705
01:55:54,350 --> 01:55:57,330
which we'll have to have that conversation with TDAC to see how

706
01:55:57,330 --> 01:55:58,370
strict that part's going to be.

707
01:56:01,000 --> 01:56:03,980
On the disposal systems themselves, we're

708
01:56:03,980 --> 01:56:08,380
looking again at subsurface drip or shallow pressure dose trenches. The

709
01:56:08,380 --> 01:56:14,280
depth to the limiting layer we're looking at you know 24 to 36 inches again

710
01:56:14,280 --> 01:56:19,620
design flow basis a hundred percent of design flow field construction we're

711
01:56:19,620 --> 01:56:24,860
looking roughly 18 to 24 inches deep 2 feet wide 6 feet on center spacing that's

712
01:56:24,860 --> 01:56:28,640
straight down line manufacturers recommendations drip tubing half inch

713
01:56:28,640 --> 01:56:33,360
to 1 inch diameter with the minors at roughly 2 foot spacing and then

714
01:56:33,360 --> 01:56:37,020
they'll have to be some pressure testing to show that there's no leaks at

715
01:56:37,020 --> 01:56:41,540
100 psi for 15 minutes and then the reserve field needs to be fully

716
01:56:41,540 --> 01:56:46,500
cleared and ready for future activation and fully protected. We talked about

717
01:56:46,500 --> 01:56:50,220
site setbacks and buffers. I expect this is something that we'll also get some

718
01:56:50,220 --> 01:56:55,260
feedback on so don't be surprised if folks call you on this one. In terms of

719
01:56:55,260 --> 01:56:59,720
setting minimum distance and buffers looking at making sure that the field

720
01:56:59,720 --> 01:57:03,700
is any point on the field is at least 200 feet away from a residential

721
01:57:03,700 --> 01:57:09,860
structure, 50 feet away from a property line, 100 feet from a potable well, 10 feet

722
01:57:09,860 --> 01:57:15,160
from a water storm main, 100 feet from a stream, sea coal, or drainage way, and

723
01:57:15,160 --> 01:57:20,220
then 50 feet in terms of away from the disposal field to the bio-clear

724
01:57:20,220 --> 01:57:24,940
plant. And so that's a combination of things from a variety of places,

725
01:57:25,220 --> 01:57:29,760
manufacturers recommendations, as well as some other standards from Thompson

726
01:57:29,760 --> 01:57:32,100
station and some other research that we did on that.

727
01:57:33,320 --> 01:57:37,900
On the construction inspection side, we expect to include in the specifications a requirement

728
01:57:37,900 --> 01:57:40,860
for a pre-construction meeting with the city engineer and the inspectors.

729
01:57:41,560 --> 01:57:45,560
The key inspection points will be the bio-clear structure excavation and foundation.

730
01:57:45,860 --> 01:57:48,800
We want to make sure we get it right before we set it down.

731
01:57:48,920 --> 01:57:50,900
We want to make sure we get the pipe bedding and testing correct.

732
01:57:51,540 --> 01:57:54,840
That drip field installation is going to be very critical that we handle that right

733
01:57:54,840 --> 01:57:57,860
and we don't over disturb those native soils while we put them in.

734
01:57:58,520 --> 01:58:02,720
On the control panel, electrical side, we just make sure that startup goes correctly

735
01:58:02,720 --> 01:58:07,120
and all that gets installed right, and then ultimately there'd be a system startup and

736
01:58:07,120 --> 01:58:10,600
demonstration that we'd have to go through and clear before we release bonds and took

737
01:58:10,600 --> 01:58:12,000
acceptance and ownership of it.

738
01:58:12,700 --> 01:58:19,560
We'll require record drawings with GIS's GPS requirements, as well as AS builds that

739
01:58:19,560 --> 01:58:23,140
have to be signed and sealed, all that has to correlate to the standard operating

740
01:58:23,140 --> 01:58:25,920
permit conditions that TDEC gives on those plans.

741
01:58:27,400 --> 01:58:30,880
And then from an operations and maintenance standpoint, we've got to have a licensed

742
01:58:30,880 --> 01:58:33,160
wastewater operator, at least class two.

743
01:58:33,580 --> 01:58:36,260
We'll have to have some monthly sampling at each of those sites.

744
01:58:36,440 --> 01:58:39,880
We can run that through our lab up at the plant, or we can farm it out.

745
01:58:40,280 --> 01:58:43,420
Either way, we've got the things in place to get that done.

746
01:58:44,800 --> 01:58:48,260
Maintenance is going to require a quarterly cleaning of the filters, pumps, and blowers.

747
01:58:48,480 --> 01:58:53,440
And then for the systems larger than 10,000 gallons a day, we will likely spend

748
01:58:53,440 --> 01:58:57,380
a little extra money of our own probably and put those on SCADA telemetry so that we

749
01:58:57,380 --> 01:59:02,100
can there's a problem we can get alarm signal back at home base and dispatch a crew to work

750
01:59:02,100 --> 01:59:02,480
on it.

751
01:59:03,860 --> 01:59:09,180
As far as easements dedication and financial assurances, the system parcel itself is like

752
01:59:09,180 --> 01:59:11,920
we talked about at the beginning, it's got to be dedicated to the city at or before

753
01:59:11,920 --> 01:59:17,060
first final plat, we'll be looking at a minimum 20 foot access easement so if it's set

754
01:59:17,060 --> 01:59:20,880
back on a parcel that's not right on the road or something like that we need access,

755
01:59:20,880 --> 01:59:22,980
We need at least 20 feet to get back to it.

756
01:59:25,240 --> 01:59:30,760
Performance bonds will likely be per UDC requirements, maintenance bonds will be per UDC requirements.

757
01:59:30,900 --> 01:59:32,520
We're not looking to reinvent the wheel there.

758
01:59:33,700 --> 01:59:38,400
And then we'll likely have insurance maintained by the developer until the city accepts it.

759
01:59:39,560 --> 01:59:44,960
Smiddle requirements for the MOU, you know, concept plan of generally what they're doing

760
01:59:44,960 --> 01:59:49,120
on the site as well as an application, they'll have to have the soils evaluation

761
01:59:49,120 --> 01:59:53,240
report that will be from the licensed soil scientists, the engineering design

762
01:59:53,240 --> 01:59:56,520
report that will come from their licensed engineer, the full set of

763
01:59:56,520 --> 01:59:59,860
construction drawings sealed with any easement dedications or

764
02:00:00,000 --> 02:00:05,220
Land dedications that need to be taken care of, the standard operating permit application

765
02:00:05,220 --> 02:00:11,780
listed in the city as the applicant, the operation and maintenance manual for the specifics of what

766
02:00:11,780 --> 02:00:18,280
they're proposing, and then ultimately to come off of it as built drawings and certifications

767
02:00:18,280 --> 02:00:21,500
will have them sign a form committing to doing that as part of the MOU process.

768
02:00:22,400 --> 02:00:27,460
And any other unique conditions or things like that that apply to that site. I know

769
02:00:27,460 --> 02:00:32,480
one of the things that was discussed early on was folks saying hey if I'm

770
02:00:32,480 --> 02:00:36,360
changing you know I'm changing my plan you know I had this financial plan put

771
02:00:36,360 --> 02:00:39,820
together I was planning on building it this way I'm trying to adapt to put this

772
02:00:39,820 --> 02:00:45,980
system in please don't penalize me by making me go through you know a whole

773
02:00:45,980 --> 02:00:49,660
extra process with BOMA or opening up my entitlements or things like that if

774
02:00:49,660 --> 02:00:54,000
all I'm doing is just reworking an area in a future phase to put this

775
02:00:54,000 --> 02:01:00,220
system in, you know, can we figure out a way to do that? Staff's proposal for that is to,

776
02:01:00,660 --> 02:01:05,020
in those situations through the MOU process for the board to use their discretion and

777
02:01:05,020 --> 02:01:11,020
adding a condition to those MOUs to basically say, if it really is truly just, I'm making

778
02:01:11,020 --> 02:01:14,720
an adjustment to put this in temporarily to get us over the hump until we get the

779
02:01:14,720 --> 02:01:19,240
bigger expansions done, then maybe we could consider doing administrative approvals at

780
02:01:19,240 --> 02:01:21,880
the staff level to expedite them and move them forward.

781
02:01:22,100 --> 02:01:24,180
We don't want to overly penalize people

782
02:01:24,180 --> 02:01:25,200
that are trying to collaborate

783
02:01:25,200 --> 02:01:26,700
and work through a difficult situation.

784
02:01:29,220 --> 02:01:33,600
And with that, I think that's it, so I'll take any questions.

785
02:01:34,120 --> 02:01:35,560
Back to the board for questions or comments

786
02:01:35,560 --> 02:01:36,220
from Mr. Allen,

787
02:01:39,130 --> 02:01:39,590
Alderman Davis.

788
02:01:40,290 --> 02:01:40,970
Thank you, Chair.

789
02:01:42,010 --> 02:01:44,970
So I know it depends on how many units, right?

790
02:01:45,130 --> 02:01:46,710
They put in there, but on average,

791
02:01:46,850 --> 02:01:49,010
what do you think our developers

792
02:01:49,010 --> 02:01:51,470
are going to have to allocate as far as land goes?

793
02:01:52,990 --> 02:01:56,310
Generally, the rule of thumb, when you're just

794
02:01:56,310 --> 02:01:58,630
kind of first looking at it, before you really

795
02:01:58,630 --> 02:02:01,550
get the soil scientists out there doing their thing

796
02:02:01,550 --> 02:02:03,810
and really evaluating it, is usually

797
02:02:03,810 --> 02:02:07,610
about 10 residential units per one acre of good soils.

798
02:02:08,390 --> 02:02:09,950
So it's usually about a 1 to 10 ratio.

799
02:02:10,870 --> 02:02:11,650
That's usually where it's done.

800
02:02:11,750 --> 02:02:13,190
Now, if you have better soils, it can be better.

801
02:02:13,310 --> 02:02:15,470
But that's what I've always used

802
02:02:15,470 --> 02:02:17,250
when I've done them on the private side.

803
02:02:17,250 --> 02:02:19,370
and that's usually been pretty close.

804
02:02:21,250 --> 02:02:25,890
And we're going to ask that they also have connections

805
02:02:25,890 --> 02:02:29,230
to our sewer system, so they'll either,

806
02:02:29,570 --> 02:02:32,710
so they're going to be putting horizontal end

807
02:02:32,710 --> 02:02:34,490
as well as these units,

808
02:02:34,550 --> 02:02:36,110
and I'm just trying to understand that as well.

809
02:02:37,110 --> 02:02:40,130
That, I think, really is going to be on a case-by-case basis.

810
02:02:40,690 --> 02:02:42,730
Some of the systems that are being talked

811
02:02:42,730 --> 02:02:49,450
about and considered may not be temporary. We may work with them to just make them permanent parts

812
02:02:49,450 --> 02:02:55,570
of our system and we may even consider bringing forward an offset agreement of their sewer development

813
02:02:55,570 --> 02:03:00,910
fees. You know if they were going to pay you know $1.5 million in sewer development fees and

814
02:03:00,910 --> 02:03:04,950
we're going to leave it as a permanent system then we may just offset those sewer fees

815
02:03:04,950 --> 02:03:08,790
toward that capital investment and give them a credit on their building permits as they come

816
02:03:08,790 --> 02:03:15,550
through. There are lots of things that we can do like that. Try to take the sting

817
02:03:15,550 --> 02:03:18,010
out of it while people are trying to collaborate and work with us.

818
02:03:20,200 --> 02:03:20,440
Alderman

819
02:03:20,440 --> 02:03:29,180
Morgan. The 50% rule that you're adding on to the field, is that a T-deck

820
02:03:29,180 --> 02:03:36,300
requirement or just a good practice? That's a best management practice. So I

821
02:03:36,300 --> 02:03:39,920
can see from the developer's point of view that they're potentially could be

822
02:03:39,920 --> 02:03:47,760
large portion of their lots that are going to be allocated just to the strip field where

823
02:03:47,760 --> 02:03:54,560
they might have put houses or businesses. In the future, when these are removed, they're

824
02:03:54,560 --> 02:03:59,480
able to build on that piece of property. Is that correct? That this is an unusual piece

825
02:03:59,480 --> 02:04:04,900
of property after the system is removed. That's my understanding. Yes. Thank you.

826
02:04:06,580 --> 02:04:13,860
Mayor fitter. Thank you chair. Mr. Allen. Talk to us about what expected next steps from here could look like

827
02:04:13,860 --> 02:04:22,120
would we be looking at resolution to adopt this is is policy and kick it off and then we go get approval from T

828
02:04:22,120 --> 02:04:28,540
deck. What's what's that? What's next? I'd like to get a resolution in front of you guys with the

829
02:04:29,260 --> 02:04:34,220
the formalized formatted standards document that has it all formally documented everywhere and

830
02:04:34,220 --> 02:04:38,520
get approval on that and then we kick off the approval process with TDEC and get that going.

831
02:04:38,920 --> 02:04:45,980
Any any guesses you want to make on what that the length of that process with TDEC?

832
02:04:47,180 --> 02:04:54,120
Typically our spec updates have only taken between 30 and 40 days so I would guess about a month

833
02:04:54,120 --> 02:05:01,440
is based on past experience. Are we thinking we would want to be through that process before

834
02:05:01,440 --> 02:05:06,880
before we start receiving any of these potential MOUs.

835
02:05:09,420 --> 02:05:11,140
Ultimately, that's the board's discretion.

836
02:05:11,940 --> 02:05:13,520
I'm comfortable with taking them early.

837
02:05:13,640 --> 02:05:16,600
We've had a few folks ask, and I basically told them,

838
02:05:16,780 --> 02:05:19,580
if they're comfortable with working in the gray area,

839
02:05:19,580 --> 02:05:21,120
while we're working out the final details,

840
02:05:21,440 --> 02:05:23,560
I mean, a lot of this stuff is pretty free.

841
02:05:23,560 --> 02:05:25,140
A lot of it's pretty cut and dry,

842
02:05:25,300 --> 02:05:27,620
but I think you'd have to be comfortable with the idea

843
02:05:27,620 --> 02:05:29,940
that you have to go rework some of this.

844
02:05:30,080 --> 02:05:31,220
There may be a tweak here.

845
02:05:31,220 --> 02:05:33,380
they're based on a comment we get from somebody or somebody.

846
02:05:33,720 --> 02:05:37,600
The folks I've talked to seem to be comfortable with that, starting the process earlier, so

847
02:05:37,600 --> 02:05:39,700
as long as they're comfortable with it, I am.

848
02:05:39,760 --> 02:05:49,680
I would anticipate there'd be a bit of an early demand, right, and then six months

849
02:05:49,680 --> 02:05:56,560
a year from now, that flow of applications would be something less is kind of how

850
02:05:56,560 --> 02:05:57,620
I think this would go.

851
02:05:58,720 --> 02:06:02,280
I would welcome it because it would also help plug any holes.

852
02:06:02,280 --> 02:06:06,900
Yeah, what if we miss something and what if they go? Hey, we thought about this or we need this or something like that

853
02:06:06,900 --> 02:06:11,400
It gives us a chance to kind of stress test this out of the gate and tweak it before it gets final. Yeah

854
02:06:11,400 --> 02:06:13,500
See, I was thinking about it as workflow coming in

855
02:06:13,500 --> 02:06:19,560
You know if you're if you're able to space these out a little bit on the front end and then you're able to still process these in a

856
02:06:19,560 --> 02:06:20,200
timely manner

857
02:06:23,060 --> 02:06:25,080
I think I would generally support

858
02:06:26,260 --> 02:06:30,380
accepting applications as soon as we adopt a policy which I would assume would be on the

859
02:06:31,200 --> 02:06:37,220
15th then? Is that when we meet next? Yeah. You know that would give you a chance to stress

860
02:06:37,220 --> 02:06:43,760
test some and maybe stretch out the work a little bit while we're waiting on some final

861
02:06:43,760 --> 02:06:51,340
TDEC approvals. I would anticipate the first one or two that come in front of us are probably

862
02:06:51,340 --> 02:06:56,040
going to get a lot more discussion and questions and then we'll probably have the process

863
02:06:56,040 --> 02:07:00,860
walk down pretty good after that. Thank you, Chair.

864
02:07:03,450 --> 02:07:05,190
Alderman Jimenez. Thank you, Chair.

865
02:07:06,350 --> 02:07:12,970
What would you estimate? I know Alderman Davis said how many homes he said about 10 homes per system, per acre, so to speak.

866
02:07:13,610 --> 02:07:20,810
What would you estimate the cost of that? If you were to throw a wild dart and hit someone on the board, where would you estimate that cost to be?

867
02:07:22,390 --> 02:07:27,190
I've not built a bio-clear system, so I don't have a great feel for what the cost is.

868
02:07:27,190 --> 02:07:29,810
Makes sense. I asked that because

869
02:07:30,930 --> 02:07:33,150
Being in the housing market being a lender

870
02:07:33,890 --> 02:07:40,330
Spring Hill is not the most affordable place that you can buy a home at if we want to look at affordability for our citizens

871
02:07:40,330 --> 02:07:42,430
we have to figure out a way that I

872
02:07:44,010 --> 02:07:45,570
Don't want to say help developers

873
02:07:46,130 --> 02:07:51,090
Bury this cost, but if not it goes in the cost of the home, right? They got to pass it on somewhere

874
02:07:52,050 --> 02:07:57,350
What can we do as a city to promote keeping housing affordable for the new

875
02:07:57,350 --> 02:08:01,650
developments that will come up without skyrocketing them through the roof based

876
02:08:01,650 --> 02:08:04,690
on the needs that they have to have in order to build? Does that make sense?

877
02:08:06,290 --> 02:08:15,690
Yeah, it makes sense. You can you have some measure of discretion in a few

878
02:08:15,690 --> 02:08:20,790
different areas in the municipal code to soften things a little bit if it's

879
02:08:20,790 --> 02:08:23,010
related to an affordable housing issue.

880
02:08:23,890 --> 02:08:25,130
Let me stop you real quick.

881
02:08:25,630 --> 02:08:26,970
I apologize, I wasn't super clear.

882
02:08:27,110 --> 02:08:29,970
I mean specifically towards the additional sewer work

883
02:08:29,970 --> 02:08:30,870
that they would have to do.

884
02:08:31,570 --> 02:08:35,310
I think your best tool on that is offering offset agreements

885
02:08:35,310 --> 02:08:36,530
for sewer development fee.

886
02:08:37,270 --> 02:08:39,390
They have to pay a fee with every building permit

887
02:08:39,390 --> 02:08:41,310
that's essentially an impact fee for sewer.

888
02:08:41,890 --> 02:08:43,730
So if you offset that and say, hey,

889
02:08:43,750 --> 02:08:45,950
instead of charging you that for your building permit,

890
02:08:46,150 --> 02:08:47,990
since you're putting this in on the front end,

891
02:08:47,990 --> 02:08:51,950
we're basically gonna add up all those fees for all of your permits they're

892
02:08:51,950 --> 02:08:57,450
eligible under the system will apply those fees toward that system then when you

893
02:08:57,450 --> 02:09:00,950
come in and get your building permit you get a credit on your building but you

894
02:09:00,950 --> 02:09:07,730
don't have to pay that part of the building right with okay and and for

895
02:09:07,730 --> 02:09:10,630
those of you on the board I'm bringing that up because we have to keep

896
02:09:10,630 --> 02:09:15,510
housing semi-affordable here like we can pass this on but someone's gonna pay

897
02:09:15,510 --> 02:09:19,670
for it and it's not going to be us with existing houses, it's going to be the people that are

898
02:09:19,670 --> 02:09:23,930
looking to purchase their new home, their first home, something of that nature. It'll help

899
02:09:23,930 --> 02:09:27,710
home values, I'm sure, because it's going to bring the houses of Spring Hill up in

900
02:09:27,710 --> 02:09:31,490
value because they're going to have to charge more. But how do we offset this cost as

901
02:09:31,490 --> 02:09:37,790
a negotiation factor to make this maintain an affordability down the road? So just

902
02:09:37,790 --> 02:09:41,470
a thought, it's something I would like to discuss more in depth. Again, I don't

903
02:09:41,470 --> 02:09:44,670
want to surrender the farm to the developers and say, here, you can have this all

904
02:09:44,670 --> 02:09:48,330
for free but I'm thinking about the end user when I think about this. It's all

905
02:09:48,330 --> 02:09:55,910
thank you. On the the 110 is that what the 50%

906
02:09:55,910 --> 02:10:01,190
reserve so you talking say that again sorry so in acres 43,000 some odd

907
02:10:01,190 --> 02:10:06,330
square feet so easy math let's just say that the 110 one acre for 10 units is

908
02:10:06,330 --> 02:10:11,510
that including the 50% reserve on that so you need 21,000 square feet 22,000

909
02:10:11,510 --> 02:10:17,110
square feet for 10 units or do you need the entire acre so it's technically it

910
02:10:17,110 --> 02:10:26,410
would be two acres per 10 units if I remember correctly and it's been about

911
02:10:26,410 --> 02:10:34,090
six years since I've done one so the last one I did was in another city

912
02:10:34,090 --> 02:10:39,190
in Williamson County how about that if I remember correctly the initial

913
02:10:39,190 --> 02:10:47,510
estimate was for 120 houses and that was backed in on a 1 to 10 ratio and then

914
02:10:47,510 --> 02:10:53,850
the reserve number was added on to that as extra. Okay, so it's technically a two

915
02:10:53,850 --> 02:10:58,050
two acres for 10 units that way that you can accommodate the 50%. Right, you

916
02:10:58,050 --> 02:11:01,990
figure out what you need for that and then you have the extra reserve

917
02:11:01,990 --> 02:11:08,910
requirement on top of it. So if we're talking about this for short term and

918
02:11:08,910 --> 02:11:15,990
and then discussing some, we have short term, medium range with our long term

919
02:11:15,990 --> 02:11:26,850
goals of opening up the plant, I can see where this becomes viable but I'm

920
02:11:26,850 --> 02:11:32,410
really curious to Alderman Jimenez's point on you know if you're gonna

921
02:11:32,410 --> 02:11:35,810
to try to build it out for say a couple hundred units.

922
02:11:36,110 --> 02:11:37,350
A, it's going to take a lot of land,

923
02:11:37,570 --> 02:11:38,930
it's going to take a big investment.

924
02:11:39,570 --> 02:11:43,210
I've mentioned several times on ensuring that those

925
02:11:43,210 --> 02:11:45,410
that are up-running this cost to ensure

926
02:11:45,410 --> 02:11:47,970
that their development survives, that they get that back

927
02:11:47,970 --> 02:11:51,090
and that there's some accessibility to that land

928
02:11:51,090 --> 02:11:53,770
for whatever phase it's placed on,

929
02:11:53,910 --> 02:11:55,270
that way it can be developed.

930
02:11:55,410 --> 02:11:57,870
Do we have any encouraging insight

931
02:11:57,870 --> 02:11:59,310
that that can be done?

932
02:11:59,470 --> 02:12:01,870
I think last time we spoke about it,

933
02:12:01,870 --> 02:12:07,970
once it's rededicated systems pulled up can it be built on I think that was a

934
02:12:07,970 --> 02:12:13,630
question that we had asked previously that's my understanding I've got I've

935
02:12:13,630 --> 02:12:18,450
got that out to a few people to get multiple opinions make sure we got it

936
02:12:18,450 --> 02:12:22,030
covered but the feedback I've gotten so far it doesn't seem to be any issue

937
02:12:22,030 --> 02:12:26,170
with it because remember it's getting treated a good bit of the way before

938
02:12:26,170 --> 02:12:29,850
then dispersed. Thank you, Mr. Allen.

939
02:12:31,950 --> 02:12:34,630
Mayor Fitter. Thank you, Chair. Alderman Jimenez,

940
02:12:35,070 --> 02:12:41,650
you said something about affordability and it reminded me of the conversation we had

941
02:12:41,650 --> 02:12:47,330
several months ago. We had some presentations around infrastructure development districts

942
02:12:47,330 --> 02:12:56,590
And I would fully anticipate these systems potentially being part of IDDs as well.

943
02:12:57,310 --> 02:13:04,590
You know, there's another municipality within Williamson County that is very, very close to adopting a framework around their IDD policy.

944
02:13:04,990 --> 02:13:13,570
So I think we'll start to hear again requests for that and requests for these systems to be included in the IDDs.

945
02:13:13,570 --> 02:13:19,450
they could easily trigger that investable number that we heard from the presenters several

946
02:13:19,450 --> 02:13:24,070
months ago, especially as the other municipality wrapped up their policy here.

947
02:13:24,950 --> 02:13:26,850
I think they're trying to wrap it up this month.

948
02:13:31,050 --> 02:13:31,950
Any additional comments?

949
02:13:32,950 --> 02:13:34,830
I have a couple quick questions on this as well.

950
02:13:35,710 --> 02:13:38,810
First thing I want to do is give a shout out to the staff because that was an incredibly

951
02:13:38,810 --> 02:13:39,930
detailed presentation.

952
02:13:40,270 --> 02:13:44,730
We gave you all the charge of coming back to us in 90 to 120 days with these standards

953
02:13:44,730 --> 02:13:50,250
and you all hit that timeline so I appreciate the perseverance and the

954
02:13:50,250 --> 02:13:54,950
level of detail you all put in so thank you for that. Big props to the

955
02:13:54,950 --> 02:13:58,310
Spring Hill water leadership team the Spartan team there were there are a lot

956
02:13:58,310 --> 02:14:04,110
of people to thank. Second question I've got is is the Bioclear system a

957
02:14:04,110 --> 02:14:08,470
single vendor like provided by a single vendor? I believe so I believe the

958
02:14:08,470 --> 02:14:13,550
company name is Aquapoint. Okay is there any fear of that by limiting to

959
02:14:13,550 --> 02:14:18,510
one standard from one vendor but it would increase the cost because there's

960
02:14:18,510 --> 02:14:25,630
market inefficiency there for that specific system in Spring Hill. I don't

961
02:14:25,630 --> 02:14:30,850
think so. I'm not anticipating us just doing tons of these and they're already

962
02:14:30,850 --> 02:14:34,590
approved in other jurisdictions around us so it's not like we're doing a

963
02:14:34,590 --> 02:14:37,890
first-of-its-kind where they can jack the price up and say oh hey this is

964
02:14:37,890 --> 02:14:44,490
we're at but if you know I don't I could be wrong but I don't believe so and then

965
02:14:44,490 --> 02:14:47,910
one just one other note just to Mayor Fitter's point I would be comfortable

966
02:14:47,910 --> 02:14:51,650
accepting applications you know in advance of a formal approval from TDEC

967
02:14:51,650 --> 02:14:57,110
as long as that's disclosed to the parties who are pursuing that sure any

968
02:14:57,110 --> 02:14:59,970
additional comments on this item all right thank you mr.

969
02:15:00,000 --> 02:15:05,120
Mr. Allen, I guess you're still up for item number two, sewer moratorium update. So we'll

970
02:15:05,120 --> 02:15:08,960
take it back to you, Mr. Allen. Mr. Napier and Ms. Sanders, if you have anything to add.

971
02:15:11,440 --> 02:15:13,380
Did you want to lead it all for your major's role?

972
02:15:16,260 --> 02:15:24,180
So on this one, after last BOMA meeting, you know, we had gotten direction from the

973
02:15:24,180 --> 02:15:30,060
board to go meet with the development community. So we went and had that meeting. As you can

974
02:15:30,060 --> 02:15:35,500
imagine it was a bit tense at times. But overall I think it was a pretty productive conversation.

975
02:15:38,080 --> 02:15:46,060
Really out of that we took the feedback. We showed a first draft of the tier one allocation

976
02:15:46,060 --> 02:15:50,400
groups that we came up with. Definitely got some feedback there. We've captured

977
02:15:50,400 --> 02:15:55,460
that in a memo that's in the packet. I'm going to go ahead and hit the highlights of that just

978
02:15:56,060 --> 02:16:01,700
for folks that may not have been able to attend or just watching to try and keep up with it.

979
02:16:02,640 --> 02:16:06,620
Lots of questions out there about how we came up with the allocation tiers, what's the basis

980
02:16:06,620 --> 02:16:11,560
for it, so I'll try and cover that as best I can. Feel free to pop in with questions as we go

981
02:16:11,560 --> 02:16:19,100
through it. Really the the core issue that we've got it down to is after doing all of our

982
02:16:19,100 --> 02:16:22,580
research and taking feedback from everybody and trying to be as fair and

983
02:16:22,580 --> 02:16:29,180
equitable as possible. Staff is making a recommendation that Boma vacate a portion

984
02:16:29,180 --> 02:16:32,880
of sewer reservations dedicated legacy point as well as Spring Hill Commerce

985
02:16:32,880 --> 02:16:37,560
Center. It's our opinion that there is not a significant reasonable set of

986
02:16:37,560 --> 02:16:42,560
criteria to apply equitably in order to justify these two projects consuming

987
02:16:42,560 --> 02:16:45,900
all the remaining sewer capacity available when other projects have

988
02:16:45,900 --> 02:16:50,480
similar situations that merit consideration in a fair and equitable distribution.

989
02:16:52,200 --> 02:16:56,520
Where we find ourselves at is when we've done the math and we'll go over it again here in

990
02:16:56,520 --> 02:16:56,920
the memo.

991
02:16:58,520 --> 02:17:04,940
If you hold to a line that says we're going to hold the full reservation for Legacy Point

992
02:17:04,940 --> 02:17:12,780
as well as the full reservation for Spring Hill Commerce Center, then there's really

993
02:17:12,780 --> 02:17:14,240
nothing left for anybody else.

994
02:17:14,240 --> 02:17:20,760
Vesting doesn't matter, capacity letters doesn't matter. If you hold that, that's

995
02:17:20,760 --> 02:17:25,680
all that's left. So you're allocating all that's left just to those two projects

996
02:17:25,680 --> 02:17:32,820
and nobody gets anything else. In our research of it, you know, the initial

997
02:17:32,820 --> 02:17:38,420
thought that we had was that Legacy Point and Spring Hill Commerce Center

998
02:17:39,180 --> 02:17:43,040
perhaps merited some higher consideration because they had specific

999
02:17:43,040 --> 02:17:47,620
conditions in their entitlement documents that were adopted by

1000
02:17:47,620 --> 02:17:52,300
ordinance and then they also have essentially a public-private financing

1001
02:17:52,300 --> 02:17:56,340
structure through tax increment finance districts for infrastructure

1002
02:17:56,340 --> 02:18:00,180
primarily associated with some economic development targets that came

1003
02:18:00,180 --> 02:18:04,440
through at the time of their approval. In our research of that and working

1004
02:18:04,440 --> 02:18:12,620
with Mr. Carter's team and getting lots and lots of feedback about that we

1005
02:18:12,620 --> 02:18:18,480
have changed our allocation approach and so regardless of whether it has a TIF

1006
02:18:18,480 --> 02:18:23,280
district with it or a separate development agreement if a project has

1007
02:18:23,280 --> 02:18:28,560
another agreement outside of their initial entitlement approval where they

1008
02:18:28,560 --> 02:18:32,660
got their zoning and their plans put in place we're generally trying to treat

1009
02:18:32,660 --> 02:18:35,920
those all at the same level and that's the basis for the group one

1010
02:18:35,920 --> 02:18:41,780
tier and so some examples that we have in there you have Barton Hills who

1011
02:18:41,780 --> 02:18:43,460
who has a substantial development agreement

1012
02:18:43,460 --> 02:18:45,280
separate from their entitlement approval

1013
02:18:45,600 --> 02:18:48,800
to prepay fees towards, I believe,

1014
02:18:48,880 --> 02:18:51,280
a booster station as well as the Arbor Valley water tank.

1015
02:18:51,700 --> 02:18:53,100
You also have Arbor Valley,

1016
02:18:53,240 --> 02:18:55,060
who did a development agreement

1017
02:18:55,060 --> 02:18:56,900
separate from their entitlement approvals

1018
02:18:57,460 --> 02:19:00,240
to put millions of dollars into building the water tank

1019
02:19:00,240 --> 02:19:01,180
that we have out there,

1020
02:19:01,400 --> 02:19:03,060
similar situation with June Lake.

1021
02:19:03,960 --> 02:19:06,620
John Mayor Builders as well as Bell Springs

1022
02:19:06,620 --> 02:19:10,360
are being given credit for the development agreement

1023
02:19:10,360 --> 02:19:14,800
they did with the city in 2014 when they partnered with the city to build

1024
02:19:14,800 --> 02:19:19,880
reserve boulevard which was built to provide access to those properties and

1025
02:19:19,880 --> 02:19:23,480
open up that roadway if they hadn't done that there wouldn't be any access there

1026
02:19:24,560 --> 02:19:31,100
and it's a similar line of reasoning on down the line in that group that takes

1027
02:19:31,100 --> 02:19:37,580
up about 207,000 gallons a day so that leaves us then with this permit ready

1028
02:19:37,580 --> 02:19:41,900
vacant lot and so talked about all these different ways of organizing this

1029
02:19:41,900 --> 02:19:44,960
right like do they have construction approval did they have site plan

1030
02:19:44,960 --> 02:19:47,840
approval what level of besting are they at have they started horizontal

1031
02:19:47,840 --> 02:19:51,980
construction have they gone vertical well we already addressed the issue of if

1032
02:19:51,980 --> 02:19:55,280
you've got a building permit you're getting a CEO we're not going to be that

1033
02:19:55,280 --> 02:19:58,100
city we're not gonna be the city that gives somebody a building permit it

1034
02:19:58,100 --> 02:20:01,020
says oh now that you're halfway done or you're completely done with the

1035
02:20:01,020 --> 02:20:04,100
building you don't get to move in that family doesn't get to close on

1036
02:20:04,100 --> 02:20:06,800
that house that tenant doesn't get to start their business in that building

1037
02:20:06,800 --> 02:20:10,700
That's that's not who we are. So we've already set that. So that took about

1038
02:20:10,700 --> 02:20:15,960
365,000 gallons off-table so that we can honor the commitments that we made as a

1039
02:20:15,960 --> 02:20:20,740
city to those people that made those investments. This allocation of what's

1040
02:20:20,740 --> 02:20:25,680
left is this group one of what's left about 207 goes to that and then you've

1041
02:20:25,680 --> 02:20:30,300
got about 6,200-500 left over that we're talking about just making

1042
02:20:30,300 --> 02:20:34,640
available for permit ready vacant lots. So if you got allocation in

1043
02:20:34,640 --> 02:20:39,520
group one you don't get to double dip and get anything out of group two there's

1044
02:20:39,520 --> 02:20:42,940
about sixty two thousand five hundred left over to try to allocate to some of

1045
02:20:42,940 --> 02:20:49,120
these these projects that are left and so why this matters when you subtract

1046
02:20:49,120 --> 02:20:56,240
these amounts and you run the math of the math on this thing the 207 plus the

1047
02:20:56,240 --> 02:21:01,600
62 five that's pretty much everything that's left and so either give it all

1048
02:21:01,600 --> 02:21:06,680
the legacy point and project suitcase or we spread it around and then within the

1049
02:21:06,680 --> 02:21:11,300
62.5 left try and satisfy as many of the builders as possible and help them

1050
02:21:11,300 --> 02:21:15,840
survive long enough for some alternative systems to come online. The

1051
02:21:15,840 --> 02:21:20,360
basis for that group one allocation comes from a legal opinion that was

1052
02:21:20,360 --> 02:21:24,300
researched. The notion of that is that plan developments whether it's a

1053
02:21:24,300 --> 02:21:28,220
PD or a PUD we have both right depending on which version of the

1054
02:21:28,220 --> 02:21:30,180
zoning ordinance we've looked at over the last decade,

1055
02:21:30,740 --> 02:21:32,920
they're zoning tools and they're not contracts.

1056
02:21:33,660 --> 02:21:35,660
They don't create special promises

1057
02:21:35,660 --> 02:21:37,240
between the city and a developer

1058
02:21:37,240 --> 02:21:39,320
unless a separate development agreement exists.

1059
02:21:40,280 --> 02:21:42,120
So only actual development agreements

1060
02:21:42,120 --> 02:21:43,700
create binding obligations.

1061
02:21:43,700 --> 02:21:45,020
For it to be a contract,

1062
02:21:45,320 --> 02:21:47,280
both sides have to make promises.

1063
02:21:47,480 --> 02:21:48,920
That is the city and the developer.

1064
02:21:49,340 --> 02:21:52,580
The zoning approvals alone do not constitute a contract.

1065
02:21:53,380 --> 02:21:54,900
And so because of this,

1066
02:21:55,140 --> 02:21:56,360
that is the basis for staff

1067
02:21:56,360 --> 02:22:01,860
placing only true development agreement projects in Group 1. We believe this protects the city from

1068
02:22:01,860 --> 02:22:07,740
allegations of contract zoning risks as well as keeping the process as fair and equitable as

1069
02:22:07,740 --> 02:22:08,160
possible.

1070
02:22:10,710 --> 02:22:11,830
Any questions on that part?

1071
02:22:14,660 --> 02:22:17,320
All right. So when we do the capacity math,

1072
02:22:17,700 --> 02:22:20,920
we start at 5 million gallons a day, which is our rating for average flow.

1073
02:22:21,640 --> 02:22:28,000
Existing flows are at 4.2, so we subtract that off. We subtract off 100,000 gallons a day

1074
02:22:28,000 --> 02:22:32,620
for a safety reserve. You pull off 65,000 gallons a day for the critical

1075
02:22:32,620 --> 02:22:36,140
infrastructure exemption. That's the hospital and the public works relocation

1076
02:22:36,140 --> 02:22:42,180
which we have to do to expand the sewer plant. Then you pull off another 365,000

1077
02:22:42,180 --> 02:22:44,940
gallons a day for the active building permits, right? You've got a building

1078
02:22:44,940 --> 02:22:50,340
permit, you get a CEO. Then you pull off 207.403 for that group one

1079
02:22:50,340 --> 02:22:56,660
allocation and then group two has 62,500 left gallons per day. That's only

1080
02:22:56,660 --> 02:23:00,380
97 gallons per day remaining. So that basically allocates everything that we

1081
02:23:00,380 --> 02:23:03,300
have left. We're completely allocated at that point.

1082
02:23:05,500 --> 02:23:08,100
That's why fairness, clarity,

1083
02:23:08,380 --> 02:23:12,040
and legal consistency are so important in how we discuss this and go about this.

1084
02:23:13,720 --> 02:23:20,460
So the follow-ups are we've asked the development community to provide their

1085
02:23:20,460 --> 02:23:25,880
18 months sewer needs by Wednesday December 3rd this week. We plan to

1086
02:23:25,880 --> 02:23:30,960
circulate this memo we've already you know we published in the packet we're

1087
02:23:30,960 --> 02:23:36,800
having this conversation tonight about it and then we are gonna publish our

1088
02:23:36,800 --> 02:23:41,200
crack at group two allocations to try and fairly and equitably distribute

1089
02:23:41,200 --> 02:23:46,000
that of what's left. Really tonight what it comes down to and I think this

1090
02:23:46,000 --> 02:23:50,080
alludes to the mayor's comments at the beginning of the meeting. We

1091
02:23:50,080 --> 02:23:52,040
We got to have a key policy question answered.

1092
02:23:52,880 --> 02:23:59,340
Staff's gone about as far as we can go in terms of making proposals and what's the fairest

1093
02:23:59,340 --> 02:24:01,520
and most equitable way to try and distribute this.

1094
02:24:02,780 --> 02:24:07,840
None of that means anything if you guys make a decision and you decide we're going to

1095
02:24:07,840 --> 02:24:11,880
fully honor the legacy point reservation and we're going to fully honor the suitcase

1096
02:24:11,880 --> 02:24:12,480
reservation.

1097
02:24:13,360 --> 02:24:17,720
If you honor both of those, none of this work on these allocations in these proposals

1098
02:24:17,720 --> 02:24:21,040
those matters because there's nothing left for anybody else so all those other

1099
02:24:21,040 --> 02:24:24,960
projects as well as all the stuff that could be in group two they don't get

1100
02:24:24,960 --> 02:24:32,720
anything they stop they're done and so both situations have consequences both

1101
02:24:32,720 --> 02:24:36,760
have conditions but the question is does Boma intend to fully honor the legacy

1102
02:24:36,760 --> 02:24:41,200
point in Spring Hill Commerce Center sewer reservations if your answer to

1103
02:24:41,200 --> 02:24:45,020
that is yes like I said those commitments consume the remaining

1104
02:24:45,020 --> 02:24:49,960
available capacity. There's no capacity left for any other project regardless of

1105
02:24:49,960 --> 02:24:54,320
status or regardless of vested. It eliminates the entire staff proposal

1106
02:24:54,320 --> 02:25:00,740
that we just discussed. It's off the table. If your answer is no, then we can

1107
02:25:00,740 --> 02:25:04,060
attempt to share what remains across the development community in the farthest

1108
02:25:04,060 --> 02:25:07,640
way possible as proposed in section one and then going through the group two

1109
02:25:07,640 --> 02:25:12,680
allocations. That's the policy decision you guys have got to wrestle with and

1110
02:25:12,680 --> 02:25:13,560
that you have to make.

1111
02:25:14,640 --> 02:25:18,500
That choice defines what we do next and how we proceed.

1112
02:25:19,280 --> 02:25:22,700
And we really can't go forward until we have that conversation

1113
02:25:22,700 --> 02:25:23,740
and make that decision.

1114
02:25:24,560 --> 02:25:27,640
So whichever path you choose in the discussion tonight,

1115
02:25:27,760 --> 02:25:29,300
we're obviously not voting on it, but we

1116
02:25:29,300 --> 02:25:32,000
need some guidance on where you'd like us to take this.

1117
02:25:33,160 --> 02:25:36,820
That will steer what we prepare for the next BOMA meeting

1118
02:25:36,820 --> 02:25:40,080
in terms of putting some sort of legislative action

1119
02:25:40,080 --> 02:25:46,140
in place so that we can memorialize this and officially take action so that

1120
02:25:46,140 --> 02:25:49,820
ultimately we can open back up the development services department and

1121
02:25:49,820 --> 02:25:53,140
start processing application applications again and get people back to

1122
02:25:53,140 --> 02:25:53,300
work.

1123
02:25:56,110 --> 02:25:59,170
I think with that we'll take questions. Alright we'll bring you back to the

1124
02:25:59,170 --> 02:25:59,770
board for discussion.

1125
02:26:03,420 --> 02:26:08,160
Alderman Werner. Thank you chair. I think this

1126
02:26:08,160 --> 02:26:12,980
proposes outstanding the staff did a fantastic job. It's a terribly

1127
02:26:12,980 --> 02:26:18,200
difficult decision. I mean there's no getting around this and where we're

1128
02:26:18,200 --> 02:26:25,640
going to move forward. I fully support moving forward with this proposal and I

1129
02:26:25,640 --> 02:26:31,660
know it's going to be difficult with legacy and with the Spring Hill Commerce

1130
02:26:31,660 --> 02:26:38,000
Center there'll be some discussion but I think this proposal is as fair as

1131
02:26:38,000 --> 02:26:42,040
possible at this time and I support them for with that.

1132
02:26:45,430 --> 02:26:48,530
Alderman Davis. Thank you

1133
02:26:48,530 --> 02:26:59,230
Chair. Yeah, very hard decision but I just want to thank our staff. This was

1134
02:26:59,230 --> 02:27:08,570
hard. I know you all had to field a lot of questions from us, from our

1135
02:27:08,570 --> 02:27:14,930
different scenarios together to help us think through this. And I appreciate that. But I

1136
02:27:14,930 --> 02:27:19,290
also want to look at our development community and thank you all too. I know everybody has

1137
02:27:19,810 --> 02:27:25,710
been a part of these meetings and stepped up to help each other out in some way. We're

1138
02:27:25,710 --> 02:27:31,650
not all getting what we want here. We would love to say yes to everybody. You

1139
02:27:31,650 --> 02:27:37,370
guys would love to have your full development built out. But it's a collaboration of

1140
02:27:37,370 --> 02:27:43,490
working together and I feel like as this sewer moratorium and our sewer system

1141
02:27:43,490 --> 02:27:47,870
evolves things will change and I feel like the city of Spring Hill will be

1142
02:27:47,870 --> 02:27:51,710
better but I also feel like our developers that worked with us and

1143
02:27:51,710 --> 02:27:57,070
through this we will remember that and we will appreciate that and that will

1144
02:27:57,070 --> 02:28:01,810
make you stronger within our community as well so thank you because everybody's

1145
02:28:01,810 --> 02:28:04,890
not getting what they want but I feel like everybody's coming to the table

1146
02:28:04,890 --> 02:28:11,210
with something for us to work with while we're putting ideas together and solutions together

1147
02:28:11,210 --> 02:28:16,330
to move forward in this new terrain we're in. So I would be in favor of this because I think it's

1148
02:28:17,030 --> 02:28:20,910
more fair than what we were able to do, but thank you.

1149
02:28:24,290 --> 02:28:32,690
Thank you, Chair. Mr. Allen, I've got a question on the second category. Has it been

1150
02:28:32,690 --> 02:28:37,350
considered by staff you've got some that are going to be in that category you're

1151
02:28:37,350 --> 02:28:43,730
going to have some some developments that are fairly new that are going to be

1152
02:28:43,730 --> 02:28:49,110
spread out I mean I know that we've got several that are under development we've

1153
02:28:49,110 --> 02:28:54,930
got one that's 2014 I think another one that's 2016 one that's 2017 is tenure

1154
02:28:54,930 --> 02:29:01,630
are going to be counted in that last remaining allocation and then in some

1155
02:29:01,630 --> 02:29:07,630
of those older developments to answer that yes yes and then my second question is through

1156
02:29:07,630 --> 02:29:12,910
the life of those projects you know they they evolve have we thoroughly looked at some of

1157
02:29:12,910 --> 02:29:18,810
those documents and different development agreements to ensure that we're we're not missing something

1158
02:29:18,810 --> 02:29:25,630
because like the one from 2014 over the life of that project their quote unquote investment

1159
02:29:25,630 --> 02:29:31,270
to the city should be significant enough to warrant, you know, first categorization.

1160
02:29:31,590 --> 02:29:38,030
So I just want to make sure that post the decision that's made in two weeks that we're considering

1161
02:29:39,830 --> 02:29:45,390
tenure, be making sure that we're looking at well over a decades worth of documentation

1162
02:29:45,390 --> 02:29:48,130
to ensure there's not something that we're missing.

1163
02:29:48,650 --> 02:29:50,010
I have confidence in the staff.

1164
02:29:50,170 --> 02:29:50,990
I'm just looking for record.

1165
02:29:52,390 --> 02:29:56,910
We've done the best we can in a very, very challenging situation.

1166
02:29:58,650 --> 02:29:59,850
Not all those developed.

1167
02:30:00,000 --> 02:30:06,000
Agreement are written to the same standard, same level of expertise, so we've tried to take

1168
02:30:06,000 --> 02:30:12,600
into account context and timing and things like that. For instance, I think I'm the only

1169
02:30:12,600 --> 02:30:17,740
person left, I think it's just me, Patrick, and John Mayer that were involved in the crafting

1170
02:30:17,740 --> 02:30:19,420
of the reserve boulevard agreement.

1171
02:30:23,300 --> 02:30:25,620
John can punch me if he wants later for this, but

1172
02:30:25,620 --> 02:30:29,460
feel pretty confident that if John had known there were going to be a sewer

1173
02:30:29,460 --> 02:30:33,360
issue like this 10 years later he would have inserted a stipulation into his

1174
02:30:33,360 --> 02:30:37,960
development agreement about some sort of guarantee your capacity. In 2014 when

1175
02:30:37,960 --> 02:30:43,140
that was done we had just commissioned and opened the expansion of this the

1176
02:30:43,140 --> 02:30:48,200
last major expansion of the sewer plant. All this coming to the level that

1177
02:30:48,200 --> 02:30:53,500
happened back then. So that agreement is not written nearly to the

1178
02:30:53,500 --> 02:30:57,380
sophistication level of some of the more recent ones in the last last two or

1179
02:30:57,380 --> 02:31:02,020
three years, but does that warrant them being treated different differently, right?

1180
02:31:02,220 --> 02:31:05,860
They had the same intent. He still put millions of dollars with multiple

1181
02:31:05,860 --> 02:31:09,340
properties in to build the road to create access that we only had to then

1182
02:31:09,340 --> 02:31:12,860
come back in atop. So we're trying to honor the spirit and the principle of

1183
02:31:12,860 --> 02:31:17,420
things, even though like if we can give you the list of all the development

1184
02:31:17,420 --> 02:31:21,560
agreements that have been looked at, they very wildly in their

1185
02:31:21,560 --> 02:31:25,300
sophistication in their documentation. So at the end of the day we had to make

1186
02:31:25,300 --> 02:31:29,780
judgment calls and just do the best we could on it. Okay and then I'm gonna pick

1187
02:31:29,780 --> 02:31:33,580
on one specifically because they're well represented in the room but if you

1188
02:31:33,580 --> 02:31:39,300
look at harvest point you have it's it's not on the tier one but you know

1189
02:31:39,300 --> 02:31:44,560
the development of and I forget the roadway but the partnership between the

1190
02:31:44,560 --> 02:31:50,740
county them the city when Mr. Lay sat as administrator being one number two

1191
02:31:50,740 --> 02:31:57,160
I think there's a development agreement as recent as 2022 so it's looking at like some

1192
02:31:57,160 --> 02:32:01,780
of that context and I don't know about everybody in the room but that's the calls that I've

1193
02:32:01,780 --> 02:32:09,000
been fielding you know and try to understand the logic and how we've gotten to the point

1194
02:32:09,000 --> 02:32:15,400
of making this decision so I appreciate it it's been very complicated but looking for

1195
02:32:15,400 --> 02:32:22,000
two weeks in the recommendation that's kind of what I will be looking for is how

1196
02:32:22,000 --> 02:32:27,740
that that second round is staged out to be as equitable as first harvest point

1197
02:32:27,740 --> 02:32:30,340
is going to be addressed in group two thank

1198
02:32:32,740 --> 02:32:34,180
you all to make a quaint Alderman

1199
02:32:34,180 --> 02:32:41,100
him and I thank you chair I'm gonna steal the mayor's example at the

1200
02:32:41,100 --> 02:32:44,880
beginning of the session about us being on a ship together going towards

1201
02:32:44,880 --> 02:32:49,740
eye of the storm. I don't think there's a better example of that from our

1202
02:32:49,740 --> 02:32:54,240
community, from you as developers and builders and from us as a board, but to

1203
02:32:54,240 --> 02:32:58,920
divide it up like it states here on this document. I think it shows that all of us

1204
02:32:58,920 --> 02:33:02,560
are going to give some in hopes that we can keep people working, keep people

1205
02:33:02,560 --> 02:33:06,660
moving forward, keep amenities coming to the city, homes coming to the city

1206
02:33:06,660 --> 02:33:07,900
for the people that want to live here.

1207
02:33:10,620 --> 02:33:12,040
I think this is a great way to

1208
02:33:12,040 --> 02:33:14,500
divide it up. I think that some of the other projects that we have may

1209
02:33:14,500 --> 02:33:18,780
They take a lot longer, and there's no sense in just waiting around and keeping things

1210
02:33:18,780 --> 02:33:19,820
still in the meantime.

1211
02:33:20,020 --> 02:33:24,020
There's no sense of having people that can't work because we have no projects for them.

1212
02:33:24,940 --> 02:33:29,840
This was never intended to bankrupt developers, but if we put a stop to it, it could.

1213
02:33:31,040 --> 02:33:35,640
I would like to see, there is one gentleman, he was in here a couple of sessions back.

1214
02:33:36,320 --> 02:33:40,880
He had 1200-ish, or maybe he had 12 units used, but I think his name was Hank.

1215
02:33:41,260 --> 02:33:42,220
You guys may remember him.

1216
02:33:42,340 --> 02:33:42,960
His name's Hank.

1217
02:33:43,200 --> 02:33:43,780
His name's Hank.

1218
02:33:43,780 --> 02:33:46,640
I would love to see, we were all small people

1219
02:33:46,640 --> 02:33:47,440
at one point, right?

1220
02:33:48,000 --> 02:33:49,360
And now we've become something bigger.

1221
02:33:49,720 --> 02:33:51,720
I would love to see his numbers added on here

1222
02:33:51,720 --> 02:33:54,660
as an allocation, I'm assuming as developers

1223
02:33:54,660 --> 02:33:56,860
we could find a way to make him fit.

1224
02:33:57,740 --> 02:33:59,420
So maybe that's one thing that we could potentially

1225
02:33:59,420 --> 02:34:00,940
throw in there so we don't bankrupt

1226
02:34:01,320 --> 02:34:03,280
one of those smaller places I can't take

1227
02:34:03,920 --> 02:34:06,980
the brunt of this ride to the eye of the storm

1228
02:34:06,980 --> 02:34:08,820
so to speak, that's it.

1229
02:34:13,300 --> 02:34:15,000
Any additional comments, questions?

1230
02:34:15,780 --> 02:34:17,880
I have a couple of thoughts as well.

1231
02:34:18,840 --> 02:34:24,960
I think one thing that I would just encourage the development of community is the note in

1232
02:34:24,960 --> 02:34:28,340
the memo about providing 18 months sewer needs by December 3rd.

1233
02:34:28,380 --> 02:34:35,160
I think it's incredibly important because I think just most people have done that.

1234
02:34:35,160 --> 02:34:35,860
That's great to hear.

1235
02:34:36,700 --> 02:34:39,560
But if there is anyone who hasn't, I think the timing of the need is almost as important

1236
02:34:39,560 --> 02:34:46,040
as the need itself to make sure that we're not in a spot where we're allocating capacity

1237
02:34:46,040 --> 02:34:48,660
that may not be buildable for five years.

1238
02:34:49,300 --> 02:34:55,040
And so I think that's important because that allows us to explore other potential solutions

1239
02:34:55,040 --> 02:34:57,440
like we saw on the agenda tonight.

1240
02:35:00,120 --> 02:35:06,140
My hope is that the development community has shown an incredible amount of willingness

1241
02:35:06,140 --> 02:35:09,340
to partner with us as we find solutions for everyone right now.

1242
02:35:09,340 --> 02:35:15,660
I appreciate that and we'll need to continue that sort of that sort of

1243
02:35:15,660 --> 02:35:20,060
spirit over the next you know few years as we work through the situation. I agree

1244
02:35:20,060 --> 02:35:24,860
with many of my colleagues here that what was laid out by staff in the memo

1245
02:35:24,860 --> 02:35:31,560
makes a lot of sense in helping everyone move forward. That would be my direction as well.

1246
02:35:31,920 --> 02:35:36,240
Aldermen Murray. Yeah thank you Chair not not to pile on but I want to thank our

1247
02:35:36,240 --> 02:35:45,660
development community for their patients, their collaboration. Obviously lots

1248
02:35:45,660 --> 02:35:50,720
aren't even said that I agree with to revisit it, but I just want to thank you

1249
02:35:50,720 --> 02:35:59,100
what you do. And my hope is that we get to a place to where we're never in a

1250
02:35:59,100 --> 02:36:06,940
situation like this again and so that everyone can thrive and not just survive

1251
02:36:06,940 --> 02:36:13,640
but thrive and be great partners like you currently are so thank you for that and

1252
02:36:13,640 --> 02:36:21,320
as that's already been mentioned I appreciate most fair and equitable way

1253
02:36:21,320 --> 02:36:27,180
to to do this to to help our partners out so that's that's any

1254
02:36:29,930 --> 02:36:30,190
additional

1255
02:36:30,190 --> 02:36:38,090
comments on this item. Thank you board. We'll move on to Mr. Allen. Just make sure. So we're

1256
02:36:38,090 --> 02:36:44,330
going to prepare an ordinance in two weeks that will commemorate this as well as we'll

1257
02:36:44,330 --> 02:36:48,570
release the group two allocations before them but we'll prepare an ordinance to basically

1258
02:36:48,570 --> 02:36:51,010
document spreading it around.

1259
02:36:54,390 --> 02:36:58,910
And then we will also bring back resolution on the

1260
02:36:58,910 --> 02:37:04,090
alternative systems at the same time so we can give folks some clarity on that so

1261
02:37:04,090 --> 02:37:09,310
they can start doing some stuff. All right thank you Mr. Allen. I'll go too far

1262
02:37:09,310 --> 02:37:14,310
because item number three is yours as well. SHW-SFR funding update and next

1263
02:37:14,310 --> 02:37:20,750
round submissions. Oh yeah so on that that's the state revolving loan fund

1264
02:37:20,750 --> 02:37:24,410
program so around this time of year every year they open up for

1265
02:37:24,410 --> 02:37:36,380
applications. We found out that we are gonna get three projects worth five, five

1266
02:37:36,380 --> 02:37:43,900
and a half million dollars in this last go around. So we'll be coming to you how

1267
02:37:43,900 --> 02:37:47,320
to originally toss it to Rebecca. Hey let's put that in the budget amendment.

1268
02:37:47,520 --> 02:37:50,380
She's like, yeah, you haven't actually taken that from the board to approve the

1269
02:37:50,380 --> 02:37:54,580
contracts yet. So let's hold off on that. So she was right on that one. But

1270
02:37:54,580 --> 02:37:59,200
So we'll be bringing that as we get that dialed in, but we'd like to keep the momentum going.

1271
02:38:00,260 --> 02:38:04,240
So I'll likely be bringing a resolution either early January.

1272
02:38:05,260 --> 02:38:09,160
I might try and get it in December if we've got time, but basically just outlining some

1273
02:38:09,160 --> 02:38:12,480
project proposals, some of the ones that we didn't get last year that I think still

1274
02:38:12,480 --> 02:38:18,240
are worthy of merit that we could put in there again related to a variety of things,

1275
02:38:18,240 --> 02:38:23,760
some smaller some of our distribution and collection projects that you know

1276
02:38:23,760 --> 02:38:26,940
don't necessarily have to be rate funded you know we can wait a little while

1277
02:38:26,940 --> 02:38:30,200
longer and take the federal funds route and go a little slower and do the

1278
02:38:30,200 --> 02:38:33,920
process to get those things funded so we'll try and pick up somewhere between

1279
02:38:33,920 --> 02:38:36,840
another three and five million again so we'll start that with the resolution

1280
02:38:36,840 --> 02:38:40,680
authorized staff to submit and then it takes about a year to go through the

1281
02:38:40,680 --> 02:38:43,500
process as we go through it then we'll bring it back to actually adopt

1282
02:38:43,500 --> 02:38:46,200
the contracts and then we'll go and put them in the budgets and keep

1283
02:38:46,200 --> 02:38:46,560
Thanks, Bill.

1284
02:38:47,240 --> 02:38:48,240
So that's very good.

1285
02:38:48,500 --> 02:38:49,800
Any questions or comments from Mr. Allen?

1286
02:38:52,320 --> 02:38:52,880
Thank you.

1287
02:38:53,800 --> 02:38:56,800
I'll move on to item number four, Development Services Department Update.

1288
02:38:57,200 --> 02:38:57,480
This is Sanders.

1289
02:38:57,880 --> 02:38:58,580
Thank you, Vice Mayor.

1290
02:38:59,680 --> 02:39:03,340
Given that it is so late, I'm just going to get the HDMI cord.

1291
02:39:03,800 --> 02:39:06,340
I'm going to give you my presentation from this chair if that's okay.

1292
02:39:07,200 --> 02:39:07,600
For me.

1293
02:39:07,920 --> 02:39:08,040
Okay.

1294
02:39:21,290 --> 02:39:23,050
I'm just going to give the presentation from here.

1295
02:39:23,130 --> 02:39:23,450
That chair.

1296
02:39:23,810 --> 02:39:23,850
Yes.

1297
02:39:45,650 --> 02:39:56,770
I wanted to give you a presentation version of the director's report that was included

1298
02:39:56,770 --> 02:39:58,470
in your last agenda packet.

1299
02:39:59,810 --> 02:40:10,990
The reason being is at the beginning of this year I presented to the BOMA my six month

1300
02:40:10,990 --> 02:40:15,290
needs assessment of the Development Services Department.

1301
02:40:16,570 --> 02:40:21,770
Through my assessment, I had found that the department was essentially incomplete.

1302
02:40:25,230 --> 02:40:32,890
The analogy that I've been using is that I was hired to fly a plane that was incomplete.

1303
02:40:33,490 --> 02:40:34,750
We hadn't finished building it.

1304
02:40:34,750 --> 02:40:41,490
It was operating under a skeleton crew, and the systems and the equipment were outdated.

1305
02:40:42,930 --> 02:40:46,890
So while flying the plane, we had to rebuild it.

1306
02:40:50,020 --> 02:40:53,200
We had several vacancies at the beginning of this year.

1307
02:40:53,600 --> 02:40:59,920
We had no onboarding procedures, no training plan for our new employees or existing employees,

1308
02:41:00,520 --> 02:41:02,200
no standard operating procedures.

1309
02:41:03,880 --> 02:41:06,480
We had no document management system.

1310
02:41:06,480 --> 02:41:10,280
Our filing system was essentially based on planning commission round.

1311
02:41:11,200 --> 02:41:17,360
So in order to access project approvals or files, you had to know which planning commission

1312
02:41:17,360 --> 02:41:19,300
meeting that particular project went to.

1313
02:41:23,310 --> 02:41:30,170
Application review processes and tracking practices were disjointed, incomplete, or

1314
02:41:30,170 --> 02:41:33,370
sometimes non-existent, the engineering division, for example.

1315
02:41:36,490 --> 02:41:42,010
staff wasn't effectively enforcing the Planning Commission's and the BOMA's

1316
02:41:42,010 --> 02:41:46,550
approvals or the Unified Development Code to the degree that we should have been.

1317
02:41:48,090 --> 02:41:54,710
We also had no long-range planning program. So moving forward now that we

1318
02:41:54,710 --> 02:41:59,810
understood the needs and we've assessed the needs of the department in order to

1319
02:41:59,810 --> 02:42:04,570
fulfill our responsibilities and our obligations to this board, but also to the citizens and

1320
02:42:04,570 --> 02:42:06,230
our development partners.

1321
02:42:07,340 --> 02:42:10,830
We established several department goals to work towards over the year.

1322
02:42:13,440 --> 02:42:17,780
Among those was to establish onboarding training and standard operating procedures,

1323
02:42:18,970 --> 02:42:26,480
to implement information sharing and document management systems, to improve our responsiveness,

1324
02:42:26,480 --> 02:42:32,120
our review practices and our turnaround times for our customers, and to prepare

1325
02:42:32,120 --> 02:42:34,360
and implement a long-range planning program.

1326
02:42:36,710 --> 02:42:37,910
Well, first you have to start

1327
02:42:37,910 --> 02:42:44,390
with the vacancies, right? In order to effectively achieve those goals, we had

1328
02:42:44,390 --> 02:42:51,250
to fill our vacancies. We went 18 months without a city engineer. We

1329
02:42:51,250 --> 02:42:57,570
had essentially a part-time contract engineer who was helping to supervise

1330
02:42:57,570 --> 02:43:07,690
an associate engineer. Our building official was a vacancy that happened this spring. We

1331
02:43:07,690 --> 02:43:13,090
didn't have an engineering technician, but you gave us one in the budget. We had vacant

1332
02:43:13,090 --> 02:43:19,050
building inspector positions, electrical inspector positions, planning positions. We needed

1333
02:43:19,050 --> 02:43:24,510
plans examiners to widen or deepen our bench for building permit plans review.

1334
02:43:24,510 --> 02:43:31,770
All of these vacancies had negative impacts on our ability to support our customers, on

1335
02:43:31,770 --> 02:43:38,610
our ability to respond to our customers in a timely manner, to generate reviews in a

1336
02:43:38,610 --> 02:43:44,970
timely manner, to it created a bottleneck in the reviews because we had more people

1337
02:43:44,970 --> 02:43:49,110
applying for approvals than we had staff to review them.

1338
02:43:50,550 --> 02:43:59,270
Our review quality had diminished, we had unmanageable case loads, we had employee fatigue

1339
02:43:59,270 --> 02:44:06,370
and burnout, we had serious morale issues and all of those things made it difficult for

1340
02:44:06,370 --> 02:44:08,290
us to achieve our goals.

1341
02:44:09,490 --> 02:44:14,210
So I want to talk to you a little bit tonight about our staffing accomplishments.

1342
02:44:14,210 --> 02:44:20,030
The Development Services Department, for the first time ever, is fully staffed.

1343
02:44:22,280 --> 02:44:30,020
You helped me to reclassify several positions in the Codes Division that helped to deepen

1344
02:44:30,020 --> 02:44:30,500
our bench.

1345
02:44:31,180 --> 02:44:37,100
So now instead of just one person reviewing all building permits, or any permits coming

1346
02:44:37,100 --> 02:44:39,080
through the Codes Division, is now three.

1347
02:44:40,940 --> 02:44:42,600
That's a huge increase for us.

1348
02:44:42,600 --> 02:44:50,660
you'll see next why in my next slide. So among those reclassified positions you

1349
02:44:50,660 --> 02:44:56,720
gave me the opportunity to promote three employees. One of those employees has

1350
02:44:56,720 --> 02:44:59,800
worked for the City of Spring Hill for 20 years in the same position.

1351
02:45:02,480 --> 02:45:11,480
We finally were able to fill the city engineer position. We filled the engineering tech position,

1352
02:45:11,880 --> 02:45:16,880
that administrative support position for the engineering division, and we filled all of

1353
02:45:16,880 --> 02:45:23,900
our vacancies in the planning division. This is why it was so important for us to add more

1354
02:45:23,900 --> 02:45:32,220
plan reviewers to staff. In the third quarter, the codes division processed and reviewed

1355
02:45:32,220 --> 02:45:40,420
and issued permits for 938 applications. During the majority of this time, we only had one

1356
02:45:40,420 --> 02:45:44,040
person, Victor Woods, reviewing these applications.

1357
02:45:46,830 --> 02:45:49,690
This doesn't even include inspections. So

1358
02:45:49,690 --> 02:45:57,290
Dex, patio covers, patios, patio covers, pools, those things don't take much time, but apartment

1359
02:45:57,290 --> 02:46:05,190
complexes, you know, multifamily developments, commercial developments, industrial developments,

1360
02:46:05,350 --> 02:46:09,230
those take a lot of time to review because we're dealing with life safety.

1361
02:46:11,250 --> 02:46:11,750
Similarly,

1362
02:46:12,110 --> 02:46:18,310
the engineering division reviewed 137 applications. The engineering division touches a project

1363
02:46:18,310 --> 02:46:19,130
constructed every stage.

1364
02:46:21,330 --> 02:46:23,250
Construction plans, for example,

1365
02:46:26,110 --> 02:46:28,310
that's a large and substantial

1366
02:46:28,310 --> 02:46:34,670
review. We're reviewing water and sewer infrastructure that the city is eventually going to accept

1367
02:46:34,670 --> 02:46:39,550
and maintain. We're reviewing roads that the city is eventually going to accept and

1368
02:46:39,550 --> 02:46:47,010
maintain. We're reviewing stormwater infrastructure that prevents property damage. We're reviewing

1369
02:46:47,010 --> 02:46:54,290
drainage reports that have hundreds of pages of technical information, but then the engineer

1370
02:46:54,290 --> 02:46:59,830
who reviews all of those construction plans has to take all of that information and make

1371
02:46:59,830 --> 02:47:03,930
sure that it's not conflicting with another piece of the project.

1372
02:47:05,050 --> 02:47:12,850
We had one associate engineer performing the bulk of those reviews, and our contract

1373
02:47:12,850 --> 02:47:19,550
engineer was overseeing him and his work to ensure that it was correct.

1374
02:47:21,070 --> 02:47:27,250
Planning division reviewed 361 applications. A lot of those went to Planning

1375
02:47:27,250 --> 02:47:31,570
Commission. A lot of them were just zoning compliance reviews for building

1376
02:47:31,570 --> 02:47:37,590
permits, sign permits, administrative approvals, you know, all of the things

1377
02:47:37,590 --> 02:47:44,930
that keep the projects moving throughout the entire development review process.

1378
02:47:48,640 --> 02:47:52,260
During this time though, I'm sorry to say that we didn't meet our turnaround time goal.

1379
02:47:54,560 --> 02:48:02,800
At the, I guess in July of this year, the Development Services Department established

1380
02:48:02,800 --> 02:48:09,980
a goal of turning around permits or reviews within 30 working days so not

1381
02:48:09,980 --> 02:48:10,480
the weekends.

1382
02:48:13,300 --> 02:48:16,580
A lot of the reviews that we performed during this time, yeah we

1383
02:48:16,580 --> 02:48:24,560
did but there were some that extended 50, 60 plus days. A lot of that has to

1384
02:48:24,560 --> 02:48:30,900
do with just the sheer volume of the applications that we that we received

1385
02:48:31,760 --> 02:48:36,940
but a lot of it was because of the things that I've talked about, the staffing, the bottleneck.

1386
02:48:40,320 --> 02:48:45,680
The next thing I want to talk to you about in terms of progress on achieving our goals are

1387
02:48:45,680 --> 02:48:52,180
department systems, organization, and operations. This is improvements to our application review processes.

1388
02:48:52,760 --> 02:48:55,440
It's improvements to our customer service and our customer support.

1389
02:48:56,700 --> 02:49:02,620
Improvements to project management and our improvements to our software needs.

1390
02:49:02,620 --> 02:49:03,800
So,

1391
02:49:07,710 --> 02:49:14,070
in the third quarter, we made several improvements to application review.

1392
02:49:14,710 --> 02:49:20,810
Prior to the third quarter of this year, there was no zoning compliance performed for single

1393
02:49:20,810 --> 02:49:28,410
family residential, for multi-family residential, any sort of development.

1394
02:49:28,570 --> 02:49:29,730
There was no zoning compliance review.

1395
02:49:30,570 --> 02:49:37,030
We have now changed those procedures to require zoning compliance for single-family residential

1396
02:49:37,030 --> 02:49:42,730
building permits, for sign permits, and other miscellaneous permits like pools and fences

1397
02:49:42,730 --> 02:49:50,390
and decks and all of the things that allow our existing property owners to invest and

1398
02:49:50,390 --> 02:49:51,310
improve their properties.

1399
02:49:53,330 --> 02:49:57,650
We implemented application completeness reviews and compliance reviews.

1400
02:49:57,650 --> 02:50:06,930
So prior to the third quarter, if your application was incomplete, we would still take it to Planning Commission.

1401
02:50:08,050 --> 02:50:13,570
And that would result in the Planning Commission having to review the same project on multiple agendas.

1402
02:50:15,590 --> 02:50:22,710
State also changed the Vested Property Rights Act and says that you are now vested in the codes,

1403
02:50:22,710 --> 02:50:27,910
adopted at the time that you submitted the application once your application is

1404
02:50:27,910 --> 02:50:34,650
deemed substantially compliant. So it is very important for this staff to

1405
02:50:34,650 --> 02:50:38,450
perform that completeness review and ensure that applications are complete

1406
02:50:38,450 --> 02:50:45,790
before we even do a compliance review for vesting law purposes. We also have

1407
02:50:45,790 --> 02:50:50,030
a technical review team a lot if you don't know what the technical review

1408
02:50:50,030 --> 02:50:54,170
team is it's it's multiple city staff members from Spring Hill water so we

1409
02:50:54,170 --> 02:51:05,190
have water sewer public works fire parks planning codes engineering I'm gonna

1410
02:51:05,190 --> 02:51:11,930
leave folks out capital improvements all of these are are your your staff who

1411
02:51:11,930 --> 02:51:16,810
are participating in in development review to ensure that the codes that

1412
02:51:16,810 --> 02:51:24,870
that you have adopted by ordinance are being implemented through development requests. Every

1413
02:51:25,570 --> 02:51:31,310
project, every application type has a checklist, and that checklist identifies information.

1414
02:51:31,870 --> 02:51:36,530
We have never gone through the exercise of saying, okay, technical review team, who's

1415
02:51:36,530 --> 02:51:41,630
reviewing which item on this checklist? So there were some oversights, right? There

1416
02:51:41,630 --> 02:51:46,270
are blind spots there. So we've closed those blind spots. We now know we have

1417
02:51:46,270 --> 02:51:50,670
assignments for the various aspects of development that need to be reviewed for

1418
02:51:50,670 --> 02:51:52,870
compliance with the regulations that you've adopted.

1419
02:51:54,970 --> 02:51:56,870
The second is to customer

1420
02:51:56,870 --> 02:51:57,750
service and support.

1421
02:52:01,070 --> 02:52:04,870
We have implemented planner of the day, inspector of the day,

1422
02:52:05,150 --> 02:52:11,150
technician of the day. What does that mean? It means that planner of the day

1423
02:52:11,150 --> 02:52:15,890
for example means that anyone with a planning or zoning question can swing

1424
02:52:15,890 --> 02:52:20,310
by development services can pick up the phone and call us and they can expect to be connected

1425
02:52:20,310 --> 02:52:25,830
with a planner that day and answer their questions, whether it's a real estate agent or a small

1426
02:52:25,830 --> 02:52:31,010
business owner or just a property owner wanting to know what they can and can't do in their

1427
02:52:31,010 --> 02:52:31,370
backyard.

1428
02:52:34,130 --> 02:52:39,930
That provides predictability, that improves our responsiveness, and it improves our

1429
02:52:39,930 --> 02:52:40,570
customer support.

1430
02:52:40,570 --> 02:52:41,630
The

1431
02:52:44,450 --> 02:52:50,350
next improvement that we are currently working on implementing is this idea of Planner

1432
02:52:50,350 --> 02:52:51,210
as Project Manager.

1433
02:52:52,050 --> 02:53:01,270
This is an emerging industry practice where a planner essentially becomes the project

1434
02:53:01,270 --> 02:53:06,990
manager on behalf of the city side, not to replace the development or the applicant's

1435
02:53:06,990 --> 02:53:07,870
project manager.

1436
02:53:10,150 --> 02:53:10,510
Why?

1437
02:53:10,750 --> 02:53:11,710
Why should we do this?

1438
02:53:11,710 --> 02:53:17,390
Well, Spring Hill's development review process moves a project through three divisions.

1439
02:53:18,510 --> 02:53:21,410
You first initiate your request through planning.

1440
02:53:22,190 --> 02:53:25,110
Once you get your planning approval, then you got to get your construction and plan

1441
02:53:25,110 --> 02:53:26,470
approval through engineering.

1442
02:53:27,330 --> 02:53:31,990
Then once you have that construction plan approval and you've had your preconstruction

1443
02:53:31,990 --> 02:53:36,230
meeting and you've installed your erosion control, then you're eligible for your

1444
02:53:36,230 --> 02:53:37,990
building permit to be issued.

1445
02:53:37,990 --> 02:53:44,830
And so for most folks who have experienced the development review process in

1446
02:53:44,830 --> 02:53:50,790
Spring Hill or elsewhere, they're used to that. But for other folks who, you

1447
02:53:50,790 --> 02:53:57,970
know, development isn't their primary profession. It's a small business owner or

1448
02:53:57,970 --> 02:54:03,250
it's a single-family homeowner. They get very confused by the process.

1449
02:54:06,610 --> 02:54:06,610
Our

1450
02:54:07,610 --> 02:54:11,610
But everyone else hasn't had that luxury or that opportunity.

1451
02:54:12,590 --> 02:54:17,230
So this idea of planner as project manager will actually benefit our development community,

1452
02:54:17,350 --> 02:54:22,310
but also our small businesses, also our real estate agents, also our private property owners.

1453
02:54:23,590 --> 02:54:29,750
So basically when an application is submitted, your assigned planner, your project manager,

1454
02:54:29,910 --> 02:54:34,230
is going to reach out to you and greet you and say, I'm here to walk you through the process.

1455
02:54:35,250 --> 02:54:41,970
They are going to coordinate with the technical review team and assist you with getting those comments from the technical review team.

1456
02:54:43,150 --> 02:54:52,490
They are going to then guide you through the planning commission process, the post-approval process, right?

1457
02:54:52,570 --> 02:54:59,970
If you had any conditions of approval or modifications that you had to make to your project or your planning commission approval, they're going to guide you through that process.

1458
02:54:59,970 --> 02:55:04,790
They're then going to hand you off to engineering.

1459
02:55:05,690 --> 02:55:10,550
They're going to continue to coordinate with you as engineering is reviewing your construction plans.

1460
02:55:11,270 --> 02:55:16,170
Same with building permit. Once engineering is good to go with your construction plans,

1461
02:55:16,610 --> 02:55:19,870
your assigned planner is going to reach out to you and say, hey, great news.

1462
02:55:20,510 --> 02:55:22,090
You're eligible for a building permit now.

1463
02:55:23,570 --> 02:55:27,250
And then they're going to continue that through the modification process.

1464
02:55:27,250 --> 02:55:29,910
there's a final plot that has to be filed, right?

1465
02:55:30,130 --> 02:55:32,050
So all of these different processes,

1466
02:55:32,270 --> 02:55:33,310
they're going to shepherd you.

1467
02:55:33,490 --> 02:55:36,410
It's essentially a personalized service tailored

1468
02:55:36,410 --> 02:55:38,810
to your project, your application,

1469
02:55:39,050 --> 02:55:40,970
and the requirements that you have to fulfill

1470
02:55:40,970 --> 02:55:43,250
in order to get that certificate of occupancy.

1471
02:55:45,570 --> 02:55:49,290
So right now, we are currently training

1472
02:55:49,290 --> 02:55:51,830
all of our planners on project management

1473
02:55:52,890 --> 02:55:56,850
so that when we implement this practice in January of 26,

1474
02:55:56,850 --> 02:55:58,750
they'll be able to hit the ground running.

1475
02:56:03,340 --> 02:56:06,920
Second to last, review and permitting software.

1476
02:56:07,500 --> 02:56:12,620
Development services worked with our current software provider for the last 18 months

1477
02:56:13,270 --> 02:56:16,260
to improve functionality, features and processes.

1478
02:56:19,780 --> 02:56:21,160
We've been unsuccessful.

1479
02:56:22,920 --> 02:56:29,600
Our current deficiencies include that our software is not customized to Spring Hill's needs.

1480
02:56:29,600 --> 02:56:29,760
needs.

1481
02:56:32,160 --> 02:56:36,840
You can only email or drop off a paper application in order to apply for a building

1482
02:56:36,840 --> 02:56:43,100
permit. None of our neighbors. All of our neighbors have moved past that. There's no

1483
02:56:43,100 --> 02:56:50,100
public-facing side to the review process. I think we've mentioned to you before that

1484
02:56:50,700 --> 02:56:56,260
the software is insufficient in tracking and reporting based on our needs. I've had

1485
02:56:56,260 --> 02:57:00,260
to retask many staff members and development services

1486
02:57:00,260 --> 02:57:03,100
to support Spring Hill Water and understanding

1487
02:57:03,940 --> 02:57:07,180
what our vested obligations are for sewer capacity.

1488
02:57:08,920 --> 02:57:11,160
Planning and engineering aren't even integrated

1489
02:57:11,160 --> 02:57:12,660
into our current software program.

1490
02:57:13,520 --> 02:57:15,720
Project review and management is absent

1491
02:57:15,720 --> 02:57:20,080
and anytime we need to update it, we have to pay a fee.

1492
02:57:22,780 --> 02:57:26,440
So city staff, multiple city staff departments

1493
02:57:26,440 --> 02:57:32,700
and the administration are working through the process of reviewing other software providers

1494
02:57:33,360 --> 02:57:39,840
with the expectation that they improve our customer service or in our customer's experience.

1495
02:57:40,220 --> 02:57:43,180
So it's easier for someone to apply for a permit.

1496
02:57:43,960 --> 02:57:46,360
They can apply at two o'clock in the morning if they wanted to.

1497
02:57:48,020 --> 02:57:54,940
Online submittal, transparency, permitting history, tracking, viewing comments in

1498
02:57:54,940 --> 02:58:01,000
in real time, say, Ryan, associate engineer makes comments on the plans that were submitted

1499
02:58:01,000 --> 02:58:07,160
for construction plan review, there are software programs out there that will notify the applicant

1500
02:58:07,160 --> 02:58:10,280
and they can see those comments in real time and start to address them.

1501
02:58:12,420 --> 02:58:19,940
We need something that's affordable and self-customize, has a self-customization opportunity, application

1502
02:58:19,940 --> 02:58:23,000
review function, enterprise capabilities.

1503
02:58:23,000 --> 02:58:35,080
We intend to bring something for you to consider in, perhaps, February for moving towards a

1504
02:58:35,080 --> 02:58:37,440
different software provider to meet those needs and expectations.

1505
02:58:38,620 --> 02:58:41,820
The other thing I wanted to give you an update on is long-range planning.

1506
02:58:42,400 --> 02:58:46,180
So we've issued the request for qualifications for that community engagement plan.

1507
02:58:46,720 --> 02:58:50,280
We're responding to questions about that RFQ.

1508
02:58:50,280 --> 02:58:58,940
Those answers will be posted on our website, and the city staff have already started preparing a needs assessment for Spring Hill Rising.

1509
02:58:59,520 --> 02:59:05,940
Next steps, consultant interviews, BOMA contract award, preparation of that community engagement plan.

1510
02:59:06,300 --> 02:59:14,860
And then we're going to be ready to start assembling an advisory committee to help guide the preparation of the plan to be a sounding board

1511
02:59:14,860 --> 02:59:21,800
and to be ambassadors of the Spring Hill Rising update effort.

1512
02:59:24,080 --> 02:59:25,760
I'm not done tinkering though.

1513
02:59:28,080 --> 02:59:31,800
You know, we still have a lot of work to do to improve this department,

1514
02:59:32,420 --> 02:59:36,080
to get it where it needs to be, to adequately support our customers,

1515
02:59:36,660 --> 02:59:38,640
to align with industry standards.

1516
02:59:40,140 --> 02:59:44,080
We're going to continue to monitor and improve outlying review times.

1517
02:59:44,080 --> 02:59:50,520
times. We are in the process of implementing a document management system, so you don't

1518
02:59:50,520 --> 02:59:56,580
have to be clairvoyant or have been here for years and years and years to remember when

1519
02:59:56,580 --> 02:59:59,980
then the Legacy Point project went to Planning Commission in Beaumont.

1520
03:00:00,370 --> 03:00:05,410
So that you can track down those approvals and those obligations, those conditions of approval.

1521
03:00:06,330 --> 03:00:15,230
We're going to continue to improve customer service and offer training to our employees so that they're meeting our customer service expectations.

1522
03:00:16,250 --> 03:00:21,450
We're going to implement our document standard operating procedures.

1523
03:00:21,450 --> 03:00:38,970
We are going to work with our geographic information system staff to improve all of our data to ensure that they are up, that they are receiving the data that they need to have our computer information up to date and in real time.

1524
03:00:39,550 --> 03:00:47,850
And we are going to work with other departments on an integrated department coordination so that we're not operating in silos anymore.

1525
03:00:47,850 --> 03:00:48,010
more.

1526
03:00:50,520 --> 03:00:56,940
So with that I will be preparing a round of 2026 department goals and I will likely

1527
03:00:56,940 --> 03:01:03,460
bring them to you in January for feedback. I fully anticipate that they will include a

1528
03:01:03,460 --> 03:01:10,840
lot of these but more goals to improve our processes.

1529
03:01:12,980 --> 03:01:13,720
Thank you.

1530
03:01:13,720 --> 03:01:17,880
Sanders. I'll bring it back to the board. Any questions or comments from the

1531
03:01:17,880 --> 03:01:24,260
Sanders? Mayor Fitter. Thank you Chair. I don't have any questions Miss Sanders. I

1532
03:01:24,260 --> 03:01:29,380
just want to acknowledge that you know things have been very difficult in

1533
03:01:29,380 --> 03:01:34,060
development services in the past year and I just want to express my

1534
03:01:34,060 --> 03:01:40,180
appreciation for your focus on process improvement within your department

1535
03:01:40,180 --> 03:01:44,520
and focusing on improving the customer experiences despite all the challenges

1536
03:01:44,520 --> 03:01:49,720
that we've had both internal and external with your department. So I don't want it

1537
03:01:49,720 --> 03:01:54,940
to go unacknowledged or unspoken but it's very much appreciated.

1538
03:01:56,200 --> 03:02:02,040
I know many of your customers have expressed frustration at times with

1539
03:02:02,040 --> 03:02:06,160
your department and I think you've acknowledged those rightfully so at

1540
03:02:07,000 --> 03:02:15,320
But I think they're hearing tonight as well the efforts that you've made to improve and we'll all look to continue to see so thank you.

1541
03:02:15,580 --> 03:02:17,380
Thank you.

1542
03:02:17,760 --> 03:02:20,260
Additional comments on this item. Alderman Hartwell.

1543
03:02:20,800 --> 03:02:24,500
Thank you chair. I just want to say is it as you continue to lead the pack we have your back.

1544
03:02:24,840 --> 03:02:26,560
Hey that rhymes. Thank you.

1545
03:02:27,780 --> 03:02:28,520
Alderman Davis.

1546
03:02:29,300 --> 03:02:35,860
I'd like to echo that, but I'm very excited about being able to sync everything and do

1547
03:02:35,860 --> 03:02:36,200
it online.

1548
03:02:36,480 --> 03:02:43,120
I think that's going to be really, really, really helpful for our community and it's

1549
03:02:43,120 --> 03:02:43,380
needed.

1550
03:02:46,770 --> 03:02:48,970
It's about meeting their needs, not ours.

1551
03:02:50,750 --> 03:02:51,210
Thank you.

1552
03:02:51,430 --> 03:02:51,790
Thank you.

1553
03:02:52,430 --> 03:02:58,010
We'll move on to item number five, discussion of the 2026-2027 budget calendar, Mr. Napier.

1554
03:02:58,010 --> 03:03:05,810
Thank you, Mr. Chairman members of the board. Thanks for hanging in there with for these critical conversations

1555
03:03:05,810 --> 03:03:08,190
We've got a couple more. We want to go over with you real quickly

1556
03:03:09,150 --> 03:03:15,610
the budget calendar is one that I think is a real pivotal step that we need your

1557
03:03:15,610 --> 03:03:22,010
Support for as it relates to preparing the next budget as you are probably aware

1558
03:03:22,010 --> 03:03:26,110
We are gearing up for that work to take place and as you can tell by looking at your calendar

1559
03:03:26,110 --> 03:03:32,470
that tonight's work actually is the first step with respect to a number of

1560
03:03:32,470 --> 03:03:40,350
steps that most specifically include the board all along the way so that by the

1561
03:03:40,350 --> 03:03:45,770
time we get to formal delivery of the budget you have had numerous touch

1562
03:03:45,770 --> 03:03:52,210
points that help us to create the budget to the extent that when we sit

1563
03:03:52,210 --> 03:03:57,870
down with you at the formal delivery, we are simply reviewing the work that you told us

1564
03:03:57,870 --> 03:04:03,650
to do and the means by which we have accomplished what it is that you've asked us to put together

1565
03:04:04,250 --> 03:04:05,550
by way of budget design.

1566
03:04:05,770 --> 03:04:10,750
And you can tell that by looking at all of the green spaces on your calendar if you

1567
03:04:11,370 --> 03:04:17,150
printed it in color like I have here tonight, there are a number of places along the

1568
03:04:17,150 --> 03:04:20,690
way where we're coming to you for feedback, we're coming to you for direction.

1569
03:04:21,510 --> 03:04:34,430
So that, again, the effort to approve it on a formal basis is hopefully streamlined and very much a review for your purposes of formally adopting the budget.

1570
03:04:35,490 --> 03:04:44,790
And so with that, Mr. Chair, either myself or the very capable finance team that helped put this together can hopefully answer any questions you might have.

1571
03:04:45,870 --> 03:04:48,930
We'll bring it back to the board. Any questions on the budget calendar?

1572
03:04:51,300 --> 03:04:57,200
I know according to the timeline we did review this at BFAC last month and we had great discussions.

1573
03:04:57,360 --> 03:05:02,820
The only thing that we discussed at the time was in the past we've previously had some

1574
03:05:02,820 --> 03:05:04,960
standalone work sessions on the budget.

1575
03:05:05,380 --> 03:05:09,840
It looks like the ones here integrated into the meetings, hopefully with this new process

1576
03:05:09,840 --> 03:05:13,120
we won't be doing any more work sessions, so I'd love to see that.

1577
03:05:15,290 --> 03:05:16,730
Any additional comments?

1578
03:05:19,110 --> 03:05:23,190
Bring it to item number six, discussion of the ordinance for budget amendment number

1579
03:05:23,190 --> 03:05:30,050
fiscal year 2526 thank you Mr. Chairman members of the board what you're

1580
03:05:30,050 --> 03:05:36,570
looking at in terms of your support and adoption is a 14.6 million dollar

1581
03:05:36,570 --> 03:05:42,390
amendment that covers a number of direction items that the the board has

1582
03:05:42,390 --> 03:05:47,170
weighed in heavily on already and a number of things that we believe you've

1583
03:05:47,170 --> 03:05:51,010
told us to try to accomplish with respect to the authority that this

1584
03:05:51,010 --> 03:05:59,190
amendment would create. Namely, a few items here. The traffic calming program. The board

1585
03:05:59,190 --> 03:06:04,230
has discussed this program a number of times prior to tonight, not the least of which was

1586
03:06:04,230 --> 03:06:10,170
one of the discussions that we took up during the special session a few weeks back. We

1587
03:06:10,170 --> 03:06:15,010
have some numbers, as you can see in your memo, that puts that together and puts

1588
03:06:15,010 --> 03:06:21,370
it into motion if, of course, you approve the budget authority that this amendment asks

1589
03:06:21,370 --> 03:06:21,730
for.

1590
03:06:22,390 --> 03:06:26,950
In short, we're talking about two positions for the police department, some equipment

1591
03:06:26,950 --> 03:06:33,910
purchases that would help the department do the job and consistent with the resolution

1592
03:06:33,910 --> 03:06:40,070
that you passed a number of months ago to adopt this program and get it rolling.

1593
03:06:40,070 --> 03:06:47,490
Just to be clear, Tyler's department will also be involved, as you well know, with regard

1594
03:06:47,490 --> 03:06:51,570
to the warrant studies that are pivotal for this program to take place.

1595
03:06:52,490 --> 03:06:58,630
Secondly, we also cover in this amendment the development of the Public Works Construction

1596
03:06:58,630 --> 03:06:59,130
Crew.

1597
03:06:59,970 --> 03:07:06,030
You can see that that total package with respect to equipment and personnel is in the

1598
03:07:06,030 --> 03:07:07,430
neighborhood of $4.3 million.

1599
03:07:07,430 --> 03:07:12,590
dollars not unlike what we talked about also in the special session that took

1600
03:07:12,590 --> 03:07:20,450
place a couple weeks ago we would contend that by adopting this effort you

1601
03:07:20,450 --> 03:07:25,590
will recoup your expenses for this program particularly as it relates to the

1602
03:07:25,590 --> 03:07:30,650
equipment purchases necessary for this program to work in the CSA project alone

1603
03:07:30,650 --> 03:07:35,770
and the site development costs that you are allowed to defer if if indeed

1604
03:07:35,770 --> 03:07:41,410
you would continue to adopt this budgetary authority that this program is created by.

1605
03:07:42,730 --> 03:07:49,250
A number of other things, CSA for example, with the passage of this amendment, we will be able

1606
03:07:49,250 --> 03:07:55,550
to move forward with 1.3 million dollars in orders that need to take place right away

1607
03:07:56,070 --> 03:08:01,830
in order to accommodate the lead times that are necessary for some of the fixtures at CSA

1608
03:08:01,830 --> 03:08:05,770
and the site development work specifically were required to be in place.

1609
03:08:07,070 --> 03:08:14,470
Furthermore, there's been a lot of talk about the transaction that took place with respect to the county commission

1610
03:08:14,470 --> 03:08:22,070
in Murray County and the school board to support the work needed over at Battle Creek and Malinmore.

1611
03:08:23,370 --> 03:08:28,490
This amendment allows for $400,000 to be advanced toward that project

1612
03:08:28,490 --> 03:08:33,530
project, and certainly that project has been identified as a pretty high priority for this

1613
03:08:33,530 --> 03:08:36,290
group, and hopefully we can get started right away.

1614
03:08:37,330 --> 03:08:41,930
A number of other things that this amendment covers as well, but those are certainly the

1615
03:08:41,930 --> 03:08:48,450
larger touch points and highlights, and with your blessing we can get forward on,

1616
03:08:48,670 --> 03:08:54,370
get moving forward on a number of programs that you have identified as being as important,

1617
03:08:54,370 --> 03:08:58,150
As well as some capital efforts that we'd like to get underway with

1618
03:09:04,380 --> 03:09:05,940
Cool, I will

1619
03:09:07,200 --> 03:09:08,400
comment on

1620
03:09:09,100 --> 03:09:16,920
The traffic calming had several conversations with mr. Scroggins and chief bright today in regard if you'll remember when we did that

1621
03:09:16,920 --> 03:09:22,860
Resolution, I think that the board's intent was to transfer funds from public works to the police department

1622
03:09:23,440 --> 03:09:26,260
For the number of one hundred and fifty thousand dollars

1623
03:09:27,000 --> 03:09:31,020
couple months ago, I emailed Ms. Holden to get that done.

1624
03:09:31,180 --> 03:09:33,120
There's been internal conversations of, okay,

1625
03:09:33,160 --> 03:09:34,560
well, what do we do about vehicles

1626
03:09:34,990 --> 03:09:37,160
and truly outfitting these?

1627
03:09:37,800 --> 03:09:40,760
We'll commend the team, the police department,

1628
03:09:40,920 --> 03:09:43,060
public works or finance department.

1629
03:09:43,260 --> 03:09:45,280
They found all of those funds internally,

1630
03:09:45,880 --> 03:09:47,820
made some unique transfers.

1631
03:09:48,100 --> 03:09:50,200
That way they can make this happen today,

1632
03:09:51,010 --> 03:09:54,360
rather than coming back to us in the 2627

1633
03:09:54,360 --> 03:10:00,360
for the ask of the asset portion of that so I commend them for that my one

1634
03:10:00,360 --> 03:10:05,320
thing that I am going to ask from this board in regard to that is that this is

1635
03:10:05,320 --> 03:10:13,780
a completely separate new creation within Chief Breit's department to

1636
03:10:13,780 --> 03:10:20,020
accommodate the goal of traffic safety uniquely in neighborhoods so this

1637
03:10:20,020 --> 03:10:26,960
reflect the way that we judge the ask for budget year 2627 so please keep that

1638
03:10:26,960 --> 03:10:29,480
in mind. Thank you all.

1639
03:10:31,770 --> 03:10:35,550
Your fitter. Thank you chair. Request of

1640
03:10:35,550 --> 03:10:40,770
misholding I think I heard the number at the beginning this nets out to 14.6

1641
03:10:40,770 --> 03:10:46,410
in total. Do you have that broken out by fund? My pen just exploded up here so

1642
03:10:48,790 --> 03:10:52,670
We can email it. Yeah, we have it on several different Excel spreadsheets

1643
03:10:52,670 --> 03:10:55,770
broken out by funds. We'll have to combine that all together but we can

1644
03:10:55,770 --> 03:10:57,410
email that out to the board tomorrow.

1645
03:11:02,030 --> 03:11:05,350
So I don't see any other light so I'm

1646
03:11:05,350 --> 03:11:14,390
gonna go to item number two if I can pull it up really quick. I got a text

1647
03:11:14,390 --> 03:11:20,270
from Alderman can a party with a couple of questions in regards to the

1648
03:11:20,270 --> 03:11:27,390
construction team and despite his absence I'd like to address those if the

1649
03:11:27,390 --> 03:11:35,350
board would oblige those those concerns in the the text exactly says no

1650
03:11:35,350 --> 03:11:38,290
discussion please but I hope we will have questions tonight concerning

1651
03:11:38,290 --> 03:11:43,210
cost benefits and project size limits how we address purchasing contracting

1652
03:11:46,410 --> 03:11:50,070
I feel like that is something

1653
03:11:50,070 --> 03:11:52,430
that a constituent sent him and

1654
03:11:52,430 --> 03:11:53,870
then he just forwarded it on.

1655
03:11:54,550 --> 03:11:56,550
So I feel like, you know, let's

1656
03:11:56,550 --> 03:11:57,850
let's hash that out real quick.

1657
03:11:58,090 --> 03:12:00,530
So I've provided the board one

1658
03:12:00,530 --> 03:12:02,510
this document that shows Buckner

1659
03:12:02,510 --> 03:12:05,030
Lane south just a bid sheet to

1660
03:12:05,030 --> 03:12:07,110
move earth and do other things

1661
03:12:07,110 --> 03:12:09,030
also found an excavation

1662
03:12:09,030 --> 03:12:11,550
company in the northeast that

1663
03:12:11,550 --> 03:12:12,410
had their bid sheet.

1664
03:12:12,910 --> 03:12:13,190
So I feel like that is

1665
03:12:13,190 --> 03:12:16,990
that was available so I'm going to pass that around. Some of those numbers that we had talked about

1666
03:12:16,990 --> 03:12:24,310
our Saturday work session a couple of weeks ago was a little off to the market compared to this.

1667
03:12:24,730 --> 03:12:31,550
So we're showing excavator usage at $290 plus dollars per hour,

1668
03:12:33,230 --> 03:12:40,510
dozers $190 to $225. So I backed into some math of what it's going to cost us in labor

1669
03:12:40,510 --> 03:12:43,810
talking with Mr. Scroggins, we're probably going to be in the neighborhood of

1670
03:12:43,810 --> 03:12:47,610
twenty to twenty-five dollars an hour for the employees that operate these

1671
03:12:47,610 --> 03:12:55,090
machines. If you back into what it costs us to provide those benefits, you can

1672
03:12:55,090 --> 03:13:00,410
add an additional ten dollars per hour on a two thousand and eighty hour work

1673
03:13:00,410 --> 03:13:04,570
year. So we're, our laborers can cost us roughly say twenty-five dollar an

1674
03:13:04,570 --> 03:13:08,290
hour. Employees can cost us thirty-five an hour. Then you take the

1675
03:13:08,290 --> 03:13:13,850
machine depreciation fuel maintenance we're operating these machines at roughly

1676
03:13:13,850 --> 03:13:20,810
$95 an hour be able to accomplish some of the tasks throughout the city not

1677
03:13:20,810 --> 03:13:27,150
only under budget but significantly so these calls that passing around here show

1678
03:13:27,150 --> 03:13:34,250
about a 220% increase in what we'll be able to operate this team with so I

1679
03:13:34,250 --> 03:13:35,330
I think that that's significant.

1680
03:13:36,210 --> 03:13:38,970
The commitment on what we tackle again

1681
03:13:38,970 --> 03:13:41,430
in that Saturday session I had requested

1682
03:13:41,430 --> 03:13:45,930
that from Mr. Napier that we do the construction team,

1683
03:13:46,070 --> 03:13:48,130
if fully approved, their own CIP

1684
03:13:48,130 --> 03:13:50,390
that guarantees operate it like a business,

1685
03:13:50,810 --> 03:13:53,270
make sure that one project's done,

1686
03:13:53,630 --> 03:13:55,350
we go immediately to the next.

1687
03:13:56,030 --> 03:13:59,730
And while development is obviously gonna slow down

1688
03:13:59,730 --> 03:14:00,790
to the sewer moratorium,

1689
03:14:01,410 --> 03:14:04,030
we'll still be able to execute projects

1690
03:14:04,030 --> 03:14:10,230
for our constituents that we always hear stop development but get things done so this is it

1691
03:14:10,230 --> 03:14:14,990
Mr. Napier if you kind of take over what it looks like on maybe this department

1692
03:14:15,650 --> 03:14:21,930
do we still go to bid being that we're going internally do we not have to do that is there

1693
03:14:21,930 --> 03:14:28,370
a policy that we need to follow in terms of guidelines or any type of context to again

1694
03:14:28,370 --> 03:14:30,890
answer this constituents questions.

1695
03:14:34,280 --> 03:14:38,020
Mr. Chairman, Mr. Alderman, thank you for

1696
03:14:38,020 --> 03:14:46,800
that very thorough discussion and detail. The fact is with respect to the

1697
03:14:46,800 --> 03:14:54,200
development of this of this unit within the organization, the site development

1698
03:14:54,200 --> 03:14:59,100
work that many of our projects will require along with street work and so

1699
03:14:59,100 --> 03:14:59,740
forth that

1700
03:15:00,000 --> 03:15:06,280
We are hopeful with the right equipment this team will be able to adopt into their daily

1701
03:15:06,280 --> 03:15:15,140
practices. There won't be a need to bid out work pertaining to site development or street

1702
03:15:15,140 --> 03:15:21,320
projects of various magnitudes. Now certainly there will be street projects that will be

1703
03:15:21,320 --> 03:15:28,200
outside the scope of this unit built into the organization. And from that standpoint

1704
03:15:28,200 --> 03:15:34,860
point we will still need to bid certain projects because of their breadth that will be outside

1705
03:15:34,860 --> 03:15:36,000
of our expertise.

1706
03:15:36,940 --> 03:15:43,580
But for the most part site development work, street work, and even flat work will be things

1707
03:15:43,580 --> 03:15:45,800
that this unit will be able to accomplish.

1708
03:15:46,380 --> 03:15:51,160
To give you a few statistics that will hopefully help you feel good about moving in this

1709
03:15:51,160 --> 03:15:52,960
direction from a financial standpoint.

1710
03:15:53,900 --> 03:16:09,440
We believe that we will be saving somewhat in the neighborhood of 25 percent from a profit margin standpoint that would otherwise be paid out to, you know, bid projects of this nature.

1711
03:16:10,180 --> 03:16:21,460
And so if indeed you're interested in reinvesting that work into other projects that need to be done in order to benefit the public, then this is a good move that you would want to make.

1712
03:16:23,160 --> 03:16:29,000
Again, additionally, as I mentioned earlier, with the site development work and CSA alone,

1713
03:16:29,800 --> 03:16:35,200
we believe that you will be saving money enough to pay for the equipment that will have a 10

1714
03:16:35,200 --> 03:16:38,660
to 12-year life amortized over time.

1715
03:16:38,920 --> 03:16:45,500
And so in that one project, you'll be able to buy the equipment, if you will, that

1716
03:16:45,500 --> 03:16:49,060
will enable us to do work from here on out for the next decade or so.

1717
03:16:49,580 --> 03:16:55,820
And so as your as your administrator and from the the finance team and and of course

1718
03:16:56,420 --> 03:16:59,480
You know Tyler's efforts, we think it's a good move

1719
03:17:05,090 --> 03:17:10,930
Thank you chair in addition to what you were saying about the bid and about whether or not this makes sense financially

1720
03:17:11,690 --> 03:17:16,610
All of us are ran up to Home Depot and picked up a piece of wood to fix a project around the house because it was cheaper

1721
03:17:16,610 --> 03:17:19,410
than calling Mr. Mayor's crew out there to fix it, right?

1722
03:17:19,550 --> 03:17:22,710
That means if we have to bid it out when we can fix it internally cheaper, it's better

1723
03:17:22,710 --> 03:17:27,210
off to do so, which is why some of us do at-home repairs and things like that.

1724
03:17:28,070 --> 03:17:31,770
Essentially, this is going to provide us an avenue to do those at-home repairs.

1725
03:17:31,990 --> 03:17:35,850
We have the handyman or women, so to speak, in-house to accomplish this,

1726
03:17:35,930 --> 03:17:38,050
and many cities around us currently do this.

1727
03:17:38,230 --> 03:17:40,810
We don't need to be able to pick up the phone every time we need something fixed.

1728
03:17:43,590 --> 03:17:44,790
This will allow us to do that.

1729
03:17:44,790 --> 03:17:50,390
This will allow us to stay ahead of the needs of what our community requires of us in order

1730
03:17:50,390 --> 03:17:54,210
to keep everything up to speed, everything up to date, and everything maintained.

1731
03:17:54,970 --> 03:17:59,810
In addition to that, heaven forbid, we have some big catastrophic emergency.

1732
03:18:00,290 --> 03:18:04,150
We have the equipment that we will have on hand to start moving stuff immediately.

1733
03:18:04,430 --> 03:18:06,950
We don't have to wait for other people to show up to start moving stuff.

1734
03:18:07,870 --> 03:18:13,070
This won't just benefit us today, not a project tomorrow, not a project a year

1735
03:18:13,070 --> 03:18:13,430
from now.

1736
03:18:13,430 --> 03:18:17,090
this is going to benefit us for the lifetime of the city of Spring Hill and

1737
03:18:17,090 --> 03:18:20,230
hopefully it's something that we adopt and continue through the lifetime of the

1738
03:18:20,230 --> 03:18:24,890
city of Spring Hill and it's something that grows. In addition, it employs

1739
03:18:24,890 --> 03:18:28,750
people. I know I talk about employing people quite a bit, but it employs people

1740
03:18:28,750 --> 03:18:32,950
and keeps money within our community. It puts paychecks in people's mailboxes,

1741
03:18:33,030 --> 03:18:38,070
allows them to spend money at the diner up the street or the Wakin House or the

1742
03:18:38,070 --> 03:18:41,410
insurance company in order to bring money back into our community. So

1743
03:18:41,410 --> 03:18:46,150
So it's not just about whether or not we can have a construction crew and a bunch of cool

1744
03:18:46,150 --> 03:18:47,850
equipment that moves stuff around.

1745
03:18:48,070 --> 03:18:50,150
It's about what it does to fuel our community as well.

1746
03:18:51,030 --> 03:18:51,650
So that's all I have.

1747
03:18:54,070 --> 03:18:55,170
Thanks, Mayor Fitter.

1748
03:18:55,630 --> 03:18:56,070
Thank you, Chair.

1749
03:18:57,410 --> 03:19:01,390
I think I just want to call it attention to the fact that this is a budget allocation

1750
03:19:01,390 --> 03:19:01,990
discussion.

1751
03:19:02,690 --> 03:19:04,450
This isn't an expenditure of funds.

1752
03:19:04,670 --> 03:19:09,790
There's additional steps that have to be taken before any of these personnel

1753
03:19:09,790 --> 03:19:17,690
are hired or any of this equipment is purchased. There is plenty of time to draft a policy

1754
03:19:17,690 --> 03:19:20,790
around how this personnel and equipment will be deployed.

1755
03:19:23,590 --> 03:19:26,250
I'm with you in favor of having

1756
03:19:26,250 --> 03:19:32,970
a dedicated schedule around this barrel city crew and work policy around what they take

1757
03:19:32,970 --> 03:19:38,170
on and what they don't as well. But that not being in place isn't a reason to not

1758
03:19:38,170 --> 03:19:43,170
allocate the funds within a budget amendment. We can certainly take the time to do that

1759
03:19:43,170 --> 03:19:48,490
before we expend any of these funds, make any of these hires, or set the crew out on

1760
03:19:48,490 --> 03:19:56,690
project number one. So I think I understand where the citizen's question is coming from,

1761
03:19:56,830 --> 03:20:01,730
but I don't know that it impacts a ballot allocate, a budget allocation discussion.

1762
03:20:05,680 --> 03:20:07,200
Any additional comments on the sign-up?

1763
03:20:09,400 --> 03:20:11,440
All right. With that, we'll move to a

1764
03:20:11,440 --> 03:20:13,340
I'm sorry, Alderman Hammond has anything for me?

1765
03:20:13,780 --> 03:20:15,560
Alderman Warner, Alderman Hartwell,

1766
03:20:16,200 --> 03:20:20,240
Alderman Foucault, Mayor Fitter, Alderman Murray,

1767
03:20:20,980 --> 03:20:23,980
Alderman Davis, nothing for myself either.

1768
03:20:24,820 --> 03:20:26,080
Any citizen comments?

1769
03:20:28,460 --> 03:20:31,620
With that, we will adjourn at 9.20 p.m.