2008 MBA Minutes

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April

COOPERTOWN BOARD OF MAYOR AND ALDERMAN

MEETING MINUTES

April 22, 2008

  I.                      Call to Order                                                                                                                                                                                                                                                                        

II.                        Pledge of Allegiance                                                                                                                                                                                                                                                            

III.                      Roll Call: Terri Brown conducted roll call. The following were present:                         

Mayor Danny Crosby                                                                                                             Vice-Mayor Donnie Gill

Alderman Larry Muhlstadt

Alderman Peggy Ruth                                                                                                                                                                                                                                               

IV.                Bank Balances:        General Government: $ 206,175.39                                                                                    State Street Aid: $ 1000.00                                                                                                  Landfill/Legal Fund: $  2824.74                                                                                               Hands Up to Coopertown: $0.00         

                                 Drug Fund: $6187.16 

V.            Public Forum:

Mrs. Glenda Slawson spoke to the board regarding meeting minutes not up-to-date on website.

Mrs. Glenda Slawson questioned the use and performance of Tessa, the Police Department’s drug dog. She requested the Board of Alderman and City Recorder provide copies of all expenses related to Tessa.

John Poole spoke to the Board and audience members regarding the audit for the 2006-2007 fiscal year. Mr. Poole indicated the town of Coopertown is financially sound. The area for suggested improvement lies in division between tasks. With that said, Mr. Poole went on to say that in small municipalities, division is next to impossible because it leads to hiring several people who work part-time hours rather than having only a couple of full-timer staffers handling all tasks.

VI         Waive the oral reading of the minutes of the Mayor and Board of Alderman meeting for March 25, 2008. Motion made by Alderman Gill to accept and seconded by Alderman Muhlstadt. The vote was as follows:

                  Alderman Ruth: Yes

                  Alderman Muhlstadt: Yes

                  Alderman Gill: Yes

VII.       Reports from Committees:

                        Alderman Muhlstadt stated all regular Finance meetings are held at 7:00 p.m. the second Tuesday of every month.

IX.        Old Business: 

                        The purchase of a tractor was discussed again. The previous quote failed to include a cab therefore Mayor Crosby sought out additional quotes. Clarksville New Holland came in as low bidder, quoting a price of $6983.00 per year on a five year term. Alderman Ruth requested an in-paper bidding process occur before any decision is finalized. Mayor Crosby indicated he would contact Gary Jaeckel with MTAS and if Mr. Jaeckel directs him to do an in-paper bid he will oblige.  Alderman Gill motioned we accept the bid from Clarksville New Holland.  Alderman Muhlstadt seconded the motion. The vote was as follows:

                        Alderman Ruth: No

                        Alderman Muhlstadt: Yes

                        Alderman Gill: Yes                                                                                                                                         

X.         New Business:

A.            Mayor Crosby indicated that both business tax and beer license renewals will occur at the first of the year. This will make notification and tracking more streamlined and accurate.

B.            Interim Chief Jesse Burchwell discussed a bullet proof vest grant.  The normal cost of a vest is $499.00 but with the grant, the city would pay only $399.00 per vest but be reimbursed 50% of that amount. Alderman Gill motioned that the police department pursue the grant.  Alderman Muhlstadt seconded the motion.  The vote was as follows:

               Alderman Ruth: Yes

               Alderman Muhlstadt: Yes

               Alderman Gill: Yes

C.           Interim Chief Burchwell discussed a program for attracting and retaining new police officers.  A new candidate would sign a contract prior to attending the Walker State Police Academy.  In brief, this contract states that Coopertown’s Police Department would cover all costs and expenses related to initial training and uniforms for the applicant.  Upon completion of the course the officer would pay the police department back and commit to a three year term as a police officer for Coopertown.  Alderman Gill accepted the contract.  Alderman Ruth seconded the motion.  The vote was as follows:

Alderman Ruth: Yes

Alderman Muhlstadt: Yes

Alderman Gill: Yes

D.           A letter from Attorney John Holt addressed the monies sitting in the Landfill Legal Fund. According to Holt, the letter’s terminology states simply that any funds not used for the legal fees can be used toward other programs that would benefit the community.  The Mayor asked that the Board consider placing half of the funds into the Backpack program and the other half into the Senior Citizens Center Abused Foundation for the Elderly fund.  Alderman Muhlstadt motioned to accept this plan.  Alderman Gill seconded the motion. The vote was as follows:

Alderman Ruth: No

Alderman Muhlstadt: Yes

Alderman Gill: Yes

E.            The Mayor brought Resolution 2008-001 to the Board for approval.  This resolution allowed for the use of the Mayor’s personal equipment such as an LB90 backhoe, a TL90 New Holland tractor and a 6800 Kubota.  It also states that any emergency repairs be the sole responsibility of the City of Coopertown, including but not limited to oil and filter changes, power steering fluid changes, tire replacement, glass breakage, any and all accidents resulting in damage to said equipment. Alderman Ruth noted that the verbiage of Resolution 2008-001 mentioned the Mayor being a non-profit 501C3 organization. The resolution was killed due to inaccurate verbiage. The City Recorder will re-type the resolution and present it at the next MBA meeting.

F.            Mayor Crosby proposed Cooper Nicholson Road receive a coat of tack under  state bid. We need an estimated 23 tons at a cost of $1150.00 per load plus a $28.00 hauling charge per load.  Estimated total cost will run between $14-$16,000.00.  Errell Dowlen took about 11 loads. The area by the William’s home will be skipped during this project.  Alderman Gill motioned to move forward with the tacking project.  Alderman Muhlstadt seconded that motion.  The vote was as follows:

Alderman Ruth: Yes

Alderman Muhlstadt: Yes

Alderman Gill: Yes

G.           Mayor Crosby invited Sgt. David Cole to explain the need to extend video camera warranties. The cost is $700.00 per unit for a term of two years.  Three units are slated to expire.  Total cost is $2100.00. Alderman Gill motioned to approve buying the extended warranties. Alderman Muhlstadt seconded the motion.  The vote was as follows:

Alderman Ruth: Yes

Alderman Muhlstadt: Yes

Alderman Gill: Yes

H.           Sgt. Cole went on to state that the Police Department purchased two used squad cars.  Monies to purchase these cars will be taken from the Drug Fund and the General Fund – Capital Outlay – State Surplus.

XI.        Communications from the Mayor:

The Personnel Committee has narrowed the search down to three candidates for Police Chief – one of which is Interim Chief Burchwell. Alderman Ruth suggested the Alderman pair up with a Personnel Committee member and assist with the interview process.

Adjournment at 8:34 PM

Minutes submitted by Vicky Bumgardner

Complete minutes recorded on CD and on file

March

COOPERTOWN BOARD OF MAYOR AND ALDERMAN

MEETING MINUTES

March 25, 2008

  I.                      Call to Order                                                                                                                                                                                                                                                                        

II.                        Pledge of Allegiance                                                                                                                                                                                                                                                            

III.                      Roll Call: Terri Brown conducted roll call. The following were present:                         

Mayor Danny Crosby                                                                                                             Alderman Larry Muhlstadt                                                                            Alderman Robert Dale Anderson                                                                                    Vice-Mayor Donnie Gill

Alderman Peggy Ruth                                                                                                                                                                                                                                               

IV.                Bank Balances:        General Government: $ 219,524.37                                                                                    State Street Aid: $ 60,890.86                                                                                               Landfill/Legal Fund: $  2824.74                                                                                               Hands Up to Coopertown: $81.20                                                                                                                                                                

V.            Public Forum:

Mrs. Glenda Slawson spoke to the board regarding old business from January 2007 MBA meeting. Ms. Slawson stated at the meeting it was mentioned the attendance of Mr. Rhodes to building inspection school. Mayor Crosby stated the school had not been held as of this date.

Mrs. Slawson also spoke to the board regarding Terri Brown as the temporary City Recorder. Ms. Slawson stated at the MBA meeting on 8/28/07 Mayor Crosby announced Ms. Brown as the temporary City Recorder until the Personnel Committee voted her as the permanent City Recorder and as of this date it had not been voted on.

VI         Waive the oral reading of the minutes of the Mayor and Board of Alderman meeting for February 26, 2008. Motion made by Alderman Gill to accept and seconded by Alderman Muhlstadt. The vote was as follows:

Alderman Ruth: Yes

                  Alderman Muhlstadt: Yes

                  Alderman Anderson: Yes

                  Alderman Gill: Yes

VII.       Reports from Committees:

                        Alderman Anderson spoke of the Personnel Committee meeting that was held in March, 2008. Mr. Anderson read the letter of resignation from the interim Chief of Police Mike Rose. The Personnel Committee reviewed several applicants for the position and voted to appoint Mr. Jesse Burchwell as our acting Chief of Police

IX.        Old Business: 

                        Bidding out work for the City of Coopertown: Mr. Gordon Rhodes, Superintendent of Roads, spoke and gave a brief overview of the work that had been performed on Cooper Nicholson Road by Mr. Joe Thompson, of Thompson Tree Service. Mr. Rhodes also mentioned he had contacted 4 individuals/businesses to get new bids to finish the work and only received 1 official bid. Mr. Rhodes stated a representative from the Tree Doctor came out and reviewed the job with him in which they marked the trees that would need to be cut and those that just needed trimming. Mr. Rhodes presented the bid paperwork to the board. Mr. Rhodes also stated this particular work was something that could not be performed by the street crew as we do not have a cherry picker that is needed.  Alderman Ruth gave information from MTAS regarding taking bids on work after a certain dollar amount. Alderman Anderson stated he thought we should get bids and bring those bids, for large jobs, back to the board for voting. After much discussion, Mayor Crosby made a motion to advertise for bids & the board giving Mr. Rhodes the authority to take lowest bid and scheduling the work to be performed. Alderman Gill seconded the motion. The vote was as follows:

                        Alderman Ruth: No

                        Alderman Muhlstadt: No

                        Alderman Anderson: No

                        Alderman Gill: Yes                                                                                                                                         

X.         New Business:

   A.         Mayor Crosby informed the Board of Alderman we had received a GHSO Hispanic Driver Training Grant. Several of the Aldermen asked what the grant was all about. Mayor Crosby asked Ms. Sarai Reed, one of the audience members and former employee of the city who had written the paperwork for the grant, to explain what the grant consisted of. After Ms. Reed’s brief overview of the grant, a motion was made by Alderman Gill not to accept the grant and was seconded by Alderman Muhlstadt. The vote was as follows:

               Alderman Ruth: Yes

               Alderman Muhlstadt: Yes

               Alderman Anderson: Yes

               Alderman Gill: Yes

   B.         Alderman Anderson read a letter from Chief Shane Ray, Chief of the Pleasant View Volunteer Fire Department, regarding the contract and payments to the fire department for the cities contract. Mr. Ray stated in his letter that the city was not late on its contract payments. He also stated that an invoice had been delivered to the city the end of January and had been promptly paid at that time. Mr. Ray informed the Board of Alderman that future business between the city and the fire department would be conducted with Mr. Robert Dale Anderson the person in which the city had appointed to oversee all business with the fire department.

   C.        Mayor Crosby gave pricing and information from two companies on a tractor for the city to purchase. Hutson of Clarksville’s state bid for a John Deere, 95 HP 6430, 2 WD, $40,442.18, with front end loader $59,017.03. Five year lease program with a monthly lease payment of $10,209.70. Dickson Equipment came in with a state bid for a Clarksville New Holland of $31,490.12 which included 2WD, with cab, 85 HP, a monthly lease payment of $6297.83. The city would have a up front deposit on the lease of $1000. At the end of 60 months if we chose not to keep the tractor, they would keep the $1000. If the city decided after 60 months to keep the tractor, they would return our $1000 deposit. Alderman Gill made a motion to go with Dickson Equipments lease program with a monthly lease payment of $6297.83. Alderman Muhlstadt seconded the motion. The vote was as follow:

               Alderman Ruth: Yes

               Alderman Muhlstadt: Yes

               Alderman Anderson: Yes

               Alderman Gill: Yes

   D.        Mayor Crosby gave pricing and information from one company on a backhoe for the city to purchase. Mayor Crosby informed the board that Hutson of Clarksville could not give state bid on a backhoe; however another bid he received was from Nashville Ford Tractor Company. Their state bid was on a New Holland 1395, 90 HP, a five year lease with warranty for $$69,544.50 total and a monthly payment of $13,908.74 or we could lease with no warranty for a total of $65,946.55 and a monthly payment of $13189.12. This would be a lease purchase program. After much discussion amongst the board members, Alderman Gill made a motion to purchase the backhoe from Nashville Ford for the monthly payment of $13908.71 which includes the warranty. Alderman Muhlstadt seconded the motion. The vote was as follows:

               Alderman Ruth: No

               Alderman Muhlstadt: Yes

               Alderman Anderson: Abstain

               Alderman Gill: Yes

   E.         After the voting, Mayor Crosby asked the board how they wanted him to handle getting the road work done without purchasing a backhoe. Mayor Crosby also stated that he was not going to sit by and not get the work done on the cities roads. Alderman Gill made a motion the city purchase diesel and makes all necessary repairs needed to the backhoe while in use by the city. Alderman Muhlstadt seconded the motion. The vote was as follows:

               Alderman Ruth: No

               Alderman Muhlstadt: Yes

               Alderman Anderson: Yes

               Alderman Gill: Yes

   F.         Mayor Crosby informed the board they never voted to accept the dump truck that he gave to the city. Alderman Anderson and Alderman Gill thanked the Mayor for the dump truck. Alderman Gill then made a motion the city accept the gift of the dump truck and was seconded by Alderman Muhlstadt. The vote was as follows:

               Alderman Ruth: Yes

               Alderman Muhlstadt: Yes

               Alderman Anderson: Yes

               Alderman Gill: Yes

   G.        Mayor Crosby stated to the board he had received bids from Lojac on the paving of Old Hwy. 431, Rawls Road and Windland Dr. There was discussion amongst the board regarding the figures from Lojac. The Homeowners Association of Windland Estates informed the Mayor they had $3000 they would donate towards the shoulder work giving them a walking/running area for the residence. Alderman Ruth felt Windland Estates was a low priority area as it was a neighborhood and not a high traffic area. Alderman Muhlstadt asked Ms. Ruth what she felt was priority. Ms. Ruth stated she felt Rawls Rd. and Old Hwy. 431 was priority as it was a high traffic area. Alderman Muhlstadt stated he felt Rawls Rd. and Windland Dr. were the most priority and stated we could amend the budget to pave these two roads based on figures and also stated we were way ahead for the year. Mayor Crosby stated Rawls road was in real bad shape and if not tackled now it would end up costing a lot more to fix. Alderman Anderson said he knew Rawls road was in bad shape, but wasn’t sure of Old Hwy 431 as he had not really looked at it, but could. Mayor Crosby explained the problems that occur on Old Hwy. 431. Alderman Anderson asked the Mayor if the city could patch the problem areas for now and Mayor Crosby stated he would check with Lojac. A motion was made by Alderman Muhlstadt to pave Rawls Road and Windland Dr. based on the balances in the accounts as of today and was seconded by Alderman Gill. The vote was as follows:

               Alderman Ruth: Yes

               Alderman Muhlstadt: Yes

               Alderman Anderson: Yes

               Alderman Gill: Yes

   H.        Mayor Crosby brought before the board the Backpack Program at Coopertown Middle School. Mayor Crosby stated he had spoken with Ms. Patty, Manager of the cafeteria at the school, and she informed him she needed another $1000 from the city to take on the months of April and May. Mayor Crosby stated he wanted to use $1000, the remainder allotted for donations from the general fund, the Legal/Landfill Fund balance of $2824.74 and $81.20 remaining in the Hands Up to Coopertown Fund for the Backpack Program. Mayor Crosby gave a brief overview of the Backpack Program. Alderman Ruth stated we could not use the funds from the Legal/Landfill Fund as it had been designated for a specific purpose. Mayor Crosby stated a letter had been sent out to citizens in 2005 stating if the funds were not used for the legal fees they would be used in other areas helping the cities citizens as needed. Alderman Anderson asked the Mayor to see if we could legally use the funds. Mayor Crosby informed the board he would get with the city attorney for direction or clarification. Alderman Anderson made a motion the city use a $1000 from the general fund and the remaining $81.20 in the Hands Up to Coopertown fund as a donation to the Backpack Program and come back to the board next month with the information from John Holt, the city attorney. Alderman Gill seconded the motion. The vote was as follows:

               Alderman Ruth: Yes

               Alderman Muhlstadt: Yes

               Alderman Anderson: Yes

               Alderman Gill: Yes

XI.        Communications from the Mayor:

                        Mayor Crosby stated he was working with individuals associated with the Shriners Circus and would be offering to take the children of the Backpack Program to the circus next year at no charge to anyone. The tickets and food would be taken care of for each child attending.

                        Mayor informed the board the street crew was working on getting a lot of culverts replaced at this time.

Adjournment at 9:31 PM

Minutes submitted by Terri A. Brown

Complete minutes recorded on CD and on file

Minutes approved by Mayor Crosby

February

COOPERTOWN BOARD OF MAYOR AND ALDERMAN

MEETING MINUTES

February 26, 2008

  I.                      Call to Order                                                                                                                                                                                                                                                                        

II.                        Pledge of Allegiance                                                                                                                                                                                                                                                            

III.                      Roll Call: Terri Brown conducted roll call. The following were present:                         

Mayor Danny Crosby                                                                                                             Alderman Larry Muhlstadt                                                                            Alderman Robert Dale Anderson                                                                                    Vice-Mayor Donnie Gill

Alderman Peggy Ruth                                                                                                                                                                                                                                               

IV.                Bank Balances:        General Government: $ 206,333.40                                                                                    State Street Aid: $ 44,244.60                                                                                               Landfill/Legal Fund: $  2824.74                                                                                               Hands Up to Coopertown: $81.20                                                                                                                                                                

V.            Public Forum:

Mrs. Glenda Slawson spoke to the board regarding the I24 Lighting Project. Ms. Slawson stated there were no resolutions or ordinances set for the lighting project nor was there a tax in Coopertown: therefore, a bond could not be issued.

Mrs. Slawson also spoke to the board regarding the Drug Fund. Ms. Slawson stated the Drug Fund account, as of June 26, 2007, had $8162.40 and the last time it was reported on the agenda the total was $2801.12. Ms. Slawson said that she was told the fund was under the guidance of the Police Chief and was not public knowledge. Ms. Slawson presented the board with an MTAS book stating it had information regarding these funds being public knowledge.

Mrs. Slawson spoke to the board regarding the wages of E. J. Bernard. Mrs. Slawson stated that she had obtained copies of Mr. Bernard’s W2’s from his wife and Mr. Bernard did not make $57,000 as the Mayor had stated at the Personnel Committee meeting. Mayor Crosby stated to Mrs. Slawson he was talking about the first year Mr. Bernard was in service as Police Chief with the city when he made this type of salary.  

VI         Waive the oral reading of the minutes of the Mayor and Board of Alderman meeting for January 23, 2008. Motion made by Alderman Anderson to accept and seconded by Alderman Gill. The vote was as follows:

Alderman Ruth: Abstained

                  Alderman Muhlstadt: Yes

                  Alderman Anderson: Yes

                  Alderman Gill: Yes

VII.       Reports from Committees:

                        Alderman Anderson spoke of the Personnel Committee meeting that was held on February 18^th, 2008. Mr. Anderson stated the committee came up with the different qualifications for the Chief of Police, the starting salary of $36,000 - $50,000. Mr. Anderson also stated a background check would be done by a qualified agency or qualified police officer.

                        Alderman Anderson also spoke to the board about the patrolman interview they had with Mr. Jesse Burchwell. Mr. Anderson stated Mrs. Paula Retaliatta, Mrs. Shannon Crutcher and he were present for the interview. Mr. Anderson stated Sgt. David Cole did the background investigation and gave the committee his findings. After the Personnel Committee met with Mr. Burchwell, he had an interview with the Police Chief.

                        Alderman Muhlstadt reported to the board that the Finance Committee met for the first time this calendar year. He stated some of the figures were low and some very high. Obviously some of them were out of place and all were noted for corrections so the City Recorder could investigate and make corrections.

                        Alderman Ruth wanted to make a follow up on the Personnel Committee meeting and asked if Mrs. Retaliatta was a new member and Mr. Anderson stated she was. Mrs. Ruth also questioned the city regarding the payment to the PV Fire Department for the fire contract. Mrs. Ruth was told the city had not received a bill, but had been paid twice the month of December. Mrs. Ruth stated the Fire Department had sent a bill via certified mail. Terri Brown, the City Recorder, stated a new bill had not been received. Alderman Anderson asked Mrs. Ruth if she had asked Chief Shane Ray about the new engine and Mrs. Ruth stated she had not. Mayor Crosby told Mr. Anderson to speak to Mr. Ray about the certified mail and get the date the letter was sent and who signed for it and to handle all dealings with the fire department as he was appointed to this position by the board.

IX.        Old Business: 

                        Ordinance 2007- 23 – 2nd Reading, 2007-2008 Personnel Policy. A motion was made by Alderman Gill to accept the police as presented by the Personnel Committee and was seconded by Alderman Anderson The vote was as follows:

                        Alderman Ruth: No

                        Alderman Muhlstadt: Yes