The McMinn County Board of Commissioners met in Regular Session on March 18,2013, at 7:30 pm, in the Blue Room of the McMinn County Courthouse.

Transcription

1 Page Number 488 The McMinn County Board of Commissioners met in Regular Session on, at 7:30 pm, in the Blue Room of the McMinn County Courthouse. Scott Curtis - Present Dale Holbrook - Present Tim King - Present Roger Masingale - Absent Gary Mason - Present J. W. McPhail- Present Bob Powers - Present Tad Simpson - Present Charles Slack - Present Chairman David Crews - Present Copies of the Minutes of the Regular Session on February 28, 2013 were provided to the McMinn County Commissioners. MOTION made by Commissioner Holbrook, and seconded by Commissioner Simpson, to approve the minutes of February 28,2013. Mr. Luallen presented the following resolution to approve and award the Annual Road Striping Bid Extension, along with a letter of recommendation from the Highway Commissioner and a letter from Volunteer Highway Supply Co. Inc. agreeing to the extension with no increase in price. WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and

2 Page Number 489 March 18, 2013 WHEREAS, Randall Moss, McMinn County Highway Commissioner, requests to extend the current bid for road striping for a one year period to the current vendor, Volunteer Highway Supply Co., Inc. for the period of May 1, 2013 through April 30, 2014; and WHEREAS, Volunteer Highway Supply Co" Inc. has agreed to extend the current bid for the additional year period with no increase in price; and (Qrig signed by John M. Gentry) MOTION made by Commissioner Holbrook, and seconded by Commissioner Curtis, to approve this Mr. Luallen presented the following resolution to approve and award the semi-annual bid of motor oil, along with the bid summary sheet and a letter of recommendation from the Highway Department. A RESOLUTION TO APPROVE AND AWARD THE SEMI-ANNUAL BID OF MOTOR OIL WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, the McMinn County Purchasing Department requests the purchase of Motor Oil, fluids and grease for April 1, 2013 through September 30,2013, in order to properly carry out the functions of each department; and WHEREAS, the Department Heads from the departments involved, recommend the bid be awarded to the low bidder per item meeting specifications as indicated on letters of recommendation. (Ong signed by Evonne Hoback) McMinn CoUnty Clerk

3 Page Number 490 MOTION made by Commissioner Powers, and seconded by Commissioner King, to approve this Mr. Luallen presented the following resolution to approve and award the bid for Glock Firearms, with a copy of the letter of recommendation from Sheriff Guy and the Bid Summary Sheet. along A RESOLUTION TO APPROVE AND A WARD THE BID FOR GLOCK FIREARMS WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, the Sheriffs Department requested to bid on Glock firearms, in order to properly carry out the functions of the department; and WHEREAS, Sheriff Joe Guy has recommended the bid be awarded to Craig's Firearm Supply, Inc. of Knoxville, TN, the lowest bidder who exceeded specifications. COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18TH DAY OF MARCH 2013, that this Commission does hereby approve the recommendation of Sheriff Guy. MOTION made by Commissioner Slack, and seconded by Commissioner Simpson, to approve this Mr. Luallen said that the next four resolutions pertain to various types of road paving, and Mr. Dan Evans, from the Highway Department, explained the differences between them, why these various types of paving are used and when they can be used. Mr. Luallen presented the following resolution to approve and award the semi-annual liquid asphalt bid, along with a letter of recommendation from the Highway Commissioner and the bid summary sheet.

4 Page Number 491 A RESOLUTION TO APPROVE AND AWARD THE SEMI-ANNUAL LIQUID ASPHALT BID WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, Randall Moss, McMinn County Highway Commissioner requests the purchase of liquid asphalt for the period of May 1,2013 thru October 31, 2013, in order to properly carry out the functions of the department; and WHEREAS, McMinn County has followed the proper procedures in securing the bids; and WHEREAS, Randall Moss, McMinn County Highway Commissioenr, recommends the bid be awarded to the low bidder, Marathon Petroleum Co., Knoxville, TN and Hudson Materials Company, Chattanooga, TN. COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18TH DAY OF MARCH, 2013, that this Commission does hereby approve the recommendation of the Highway Commissioner. MOTION made by Commissioner Mason, and seconded by Commissioner Slack, to approve this Mr. Luallen presented the following resolution to approve and award the annual micro-paving bid for various county roads, along with a letter of recommendation from the Highway Commissioner and the Bid Summary Sheet. WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, Randall Moss, McMinn County Highway Commissioner has recommended the bid be awarded to the low bidder, Slurry Pavers, Inc. of Glen Allen, VA, for the bid period of April 1, 2013 through September 30,2013.

5 Page Number 492 March IS, 2013 COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE IS TH DAY OF MARCH 2013, that this Commission does hereby approve the recommendation of the Highway Commissioner. MOTION made by Commissioner King, and seconded by Commissioner Simpson, to approve this Mr. Luallen presented the following resolution to approve and award the annual micro-paving bid for State Aid Roads, along with a letter of recommendation from the Highway Commissioner and the bid summary sheet. WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, Randall Moss, McMinn County Highway Commissioner has recommended the bid be awarded to the low bidder, Slurry Pavers, Inc. of Glen Allen, VA, for the bid period of April 1, 2013 through September 30,2013. COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE IS TH DAY OF MARCH 2013, that this Commission does hereby approve the recommendation of the Highway Commissioner.

6 Page Number 493 MOTION made by Commissioner Slack, and seconded by Commissioner King, to approve this Mr. Luallen presented the following resolution to approve and award the annual thin mix paving bid for State Aid Roads, along with a letter of recommendation from the Highway Commissioner and the Bid Summary Sheet. A RESOLUTION TO APPROVE AND A WARD THE ANNUAL THIN MIX PAVING BID FOR STATE AID ROADS WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, Randall Moss, McMinn County Highway Commissioner has recommended the bid be awarded to the low bidder, APAC-Atlantic, Inc. of Knoxville, TN, for the bid period of April 1, 2013 through September 30,2013. COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18TH DAY OF MARCH 2013, that this Commission does hereby approve the recommendation of the Highway Commissioner. COrig signed by John M. Gentry) COrig signed by Evonne Hoback) MOTION made by Commissioner McPhail, and seconded by Commissioner Simpson, to approve this H. A Resolution to Approve and Award the Annual Thin Mix Paving Bid for Various County Roads. Mr. Luallen presented the following resolution to approve and award the annual thinmix paving bid for various county roads, along with a letter of recommendation from the Highway Commissioner and the Bid Summary Sheet.

7 Page Number 494 March 18, 2013 A RESOLUTION TO APPROVE AND AWARD THE ANNUAL THIN MIX PAVING BID FOR VARIOUS COUNTY ROADS WHEREAS, in order to properly perform the essential operations of county government, goods and services must often be let for bid; and WHEREAS, McMinn County has followed the proper procedures in securing the bids; and WHEREAS, Randall Moss, McMinn County Highway Commissioner, has recommended the bid be awarded to the low bidder, APAC-Atlantic, Inc. of Knoxville, TN for the bid period of April 1, 2013 through September 30, COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18TH DAY OF MARCH 2013, that this Commission does hereby approve the recommendation of the Highway Commissioner. MOTION made by Commissioner Mason, and seconded by Commissioner Slack, to approve this Mr. Gentry presented the following resolution to approve the bid for a storage hangar and apron at the McMinn County Airport, along with a letter from Planning Design & Construction Consultants and the Bid Tabulation. Mr. Gentry added that this was approved by the Airport Committee earlier this evening. A RESOLUTION TO APPROVE THE BID FOR A STORAGE HANGAR AND APRON AT THE MCMINN COUNTY AIRPORT WHEREAS, McMinn County was awarded a $950,000 grant from the Tennessee Division of Aeronautics (TAD) to construct a storage hangar and apron to replace the old maintenance hangar that is currently a FAA Part 77 safety area violation; and WHEREAS, the project was properly advertised and bid according to state and local policies; and

8 Page Number 495 WHEREAS, McMinn County's airport engineering company, PDC Consultants, recommends the bid be awarded to the low bidder meeting specifications, Wilson Construction Group of Athens, TN in the amount of $648, including add alternate for the standing seam roof; and WHEREAS, the McMinn County Airport Committee recommends approval ofpdc's recommendation to approve the bid of Wilson Construction Group, LLC. COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18TH DAY OF MARCH 2013, that this Commission does hereby approve the bid of Wilson Construction Group to construct a new 10 unit t- hangar and apron and FURTHERMORE, authorizes the County Mayor to execute all documents necessary to fulfill the intent of this resolution not to exceed the total awarded grant amount of $950, MOTION made by Commissioner Simpson, and seconded by Commissioner Slack, to approve this Mr. Gentry presented the following resolution to approve the bid for a ten unit T-hangar and apron at the McMinn County Airport, along with a letter from PDC Consultants, LLC with a Bid Tabulation. Mr. Gentry said that this resolution was approved by the Airport Committee earlier this evening. A RESOLUTION TO APPROVE THE BID FOR A TEN UNIT T-HANGAR AND APRON AT THE MCMINN COUNTY AIRPORT WHEREAS, McMinn County was awarded a $753,000 grant from the Tennessee Division of Aeronautics (TAD) to construct a ten unit t-hangar and apron to replace the old set oft-hangars that is currently a FAA Part 77 safety violation; and WHEREAS, the project was properly advertised and bid according to the state and local policies; and WHEREAS, McMinn County's airport engineering company, PDC Consultants, recommends the bid be awarded to the low bidder meeting specifications, Wilson Construction Group of Athens, TN in the amount of $583,008.75; and WHEREAS, the McMinn County Airport Committee recommends approval of PDC's recommendation to approve the bid of Wilson Construction Group, LLC.

9 Page Number 496 COUNTY, TENNESSEE MEETING IN REGULAR SESSION THIS THE 18TH DAY OF MARCH 2013, that this Commission does hereby approve the bid of Wilson Construction Group to construct a new 10 unit t-hangar and apron and FURTHERMORE authorizes the County Mayor to execute all documents necessary to fulfill the intent of this resolution not to exceed the total awarded grant amount of $753, MOTION made by Commissioner Curtis, and seconded by Commissioner Slack, to approve this A. A Resolution to Approve the Lease Agreement Between McMinn County and Congressman Chuck Fleischmann. Mr. Gentry presented the following resolution to approve the lease agreement between McMinn County and Congressman Chuck Fleischmann, along with a copy of the lease agreement. A RESOLUTION TO APPROVE THE LEASE AGREEMENT BETWEEN MCMINN COUNTY AND CONGRESSMAN CHUCK FLEISCHMANN WHEREAS, in order to properly perform the duties of county government as prescribed by law, it is often in McMinn County's interest to enter into contracts with other entities; and WHEREAS, McMinn County has entered into a lease agreement contract with Congressman Chuck Fleischmann for the rental of the Congressman's Office on the top floor of the Courthouse; and WHEREAS, the lease amount shall be set at $200 per month for a term of two years to last to the end of the constitutional term of the 113 th Congress; and WHEREAS, both parties wish to enter into this lease so that McMinn County citizens will have a local accessible venue to the services of their United States Congressman and staff; and

10 Page Number 497 NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF McMINN COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18 TH DAY OF MARCH 2013, that this Commission does approve the lease agreement with United States Congressman Chuck Fleischmann and FURTHERMORE resolves to grant authority to the County Mayor to execute the documents and duties stated therein to satisfy the intent of this forig signed by John M. Gentry) forig signed by Evonne Hoback) MOTION made by Commissioner Mason, and seconded by Commissioner Holbrook, to approve this B. A Resolution to Enter an Agreement with the Southeast Tennessee Development District to Provide Planning Services. Mr. Gentry presented the following resolution to enter an agreement with the Southeast Tennessee Development District to provide planning services, along with a copy of the contract. A RESOLUTION TO ENTER AN AGREEMENT WITH THE SOUTHEAST TENNESSEE DEVELOPMENT DISTRICT TO PROVIDE PLANNING SERVICES WHEREAS, McMinn County previously contracted with the Tennessee Local Planning Office to provide technical expertise on issues of planning and community development; and WHEREAS, due to budget constraints, the State of Tennessee dissolved the Office of Local Planning in 2011 leaving a void; and WHEREAS, the SETDD agreed to provide local planning services to McMinn County for $11,250 a year, the same rate the county was paying the State of Tennessee Office of Local Planning; and WHEREAS, the SETDD has offered to extend the contract for two additional years at the same cost of $11,250 per year; and COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18 th DAY OF MARCH 2013, that this Commission does approve the contract with SETDD to provide local planning assistance from July 1,2013 thru June 30, 2015, AND FURTHERMORE RESOLVES, to authorize the County Mayor to execute any documents necessary to fulfill the intent of this forig signed by John M. Gentry) McMinn (;01mtv Mavor

11 Page Number 498 COrig signed by Evonne Hoback) MOTION made by Commissioner Simpson, and seconded by Commissioner Powers, to approve this Mr. Luallen presented two General Purpose School budget amendments, to each Commissioner. a copy of which was provided State Education Funds Regular Capital Outlay EXPLANATION: To enter the carryover revenue & expenditure budget for the Agriculture Livestock Pavilion Grant that was awarded for the period of 05/01/2011 through 08/31/2012. School Board approval: March 7, Direct Federal Revenue Regular Education Program Rural Distance Learning Regular Instruction EXPLANATION: To enter budget for Rural Distance Learning Grant. School Board approval: March 7, MOTION made by Commissioner King, and seconded by Commissioner Slack, to approve these budget amendments. Scott Curtis - Aye Dale Holbrook - aye Tim King - Aye Roger Masingale - Absent Gary Mason - Aye J. W. McPhail- Aye Bob Powers - Aye Tad Simpson - Aye Charles Slack - Aye r'h"'t'ty'l"n n",,,;rt rrpu,,,, _ IiuP

12 Page Number 499 A. A Resolution to Shorten County Road 602 from 2.50 Miles to 2.30 Miles in Length. Mr. Gentry presented the following resolution to shorten County Road 602 from 2.50 miles to 2.30 miles in length, along with a letter of explanation from the Commissioner of Highways. WHEREAS, of Athens; and the State of Tennessee is widening Highway 30-E between the City of Etowah and the City WHEREAS, improvements by the State of Tennessee Department of Transportation and the widening of Highway 30-E have caused County Road 602 in its original position to be shortened; and WHEREAS, McMinn County Highway Commissioner Randall Moss recommends reducing the road from its current 2.50 miles in length to 2.30 miles; and WHEREAS, 30; and County Road 602 in its rebuilt state begins at County Road 603 and extends to Highway COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18 th DAY OF MARCH 2013, that this Commission does hereby approve the recommendation of Highway Commissioner Moss to shorten County Road 602, AND FURTHERMORE, authorizes the County Mayor to execute all necessary documents to fulfill the intentions of this MOTION made by Commissioner Slack, and seconded by Commissioner Mason, to approve this B. A Resolution to Approve the Application Regarding Funding and Placement of a Rural Fire Hydrant. Mr. Gentry presented the following resolution to approve the application regarding funding and placement of a rural fire hydrant on County Road 249.

13 Page Number 500 A RESOLUTION TO APPROVE THE APPLICA non REGARDING FUNDING AND PLACEMENT OF A RURAL FIRE HYDRANT WHEREAS, in order to properly perform the essential means of fighting fires in McMinn County, it is necessary to provide fire hydrants to rural areas; and WHEREAS, it is the policy of McMinn County to aid in the funding of the placement of one rural fire hydrant per year in each fire district; and WHEREAS, the following application has been recommended for approval by the Rural Fire Committee: As a service to the citizens of McMinn County, the approves a grant for payment toward the installation of ONE fire hydrant per fire district per fiscal year. The grant amount is $3, per hydrant, based on available funds and approval of the Budget Committee. I, Harold Eaton, as the Chief of Athens Rural Fire District, wish to request the placement of one fire hydrant at the following location: This form stands as a Hold Harmless agreement whereas McMinn County Rural Fire is not responsible for any fees relating to maintenance of said fire hydrant. The undersigned applicant understands that this hydrant, should its funding be approved by the, will be installed by the local utility provider, and mayor may not be maintained by the utility. The person/group making this request accepts the responsibility of maintaining this hydrant, which could include, but not be limited to: painting, mowing, arranging hydrant testing, keeping maintenance records, etc. As Utility Provider, it is agreed that the installation of this hydrant must be completed and billed to McMinn County within the fiscal year following the year in which the application was approved. If the installation is not completed and billed to McMinn County within that time, this utility provider will assume all costs incurred for the installation ofthe approved hydrant, including costs involving installation, materials, etc. Commissioner Signature: _ (Cont'd)

14 Page Number 501 COUNTY, TENNESSEE, MEETING IN REGULAR SESSION THIS THE 18th DAY OF MARCH 2013, that this Commission does hereby approve this Fire Hydrant Request. MOTION made by Commissioner Mason, and seconded by Commissioner McPhail, to approve this C. A Resolution to Approve Funding an Athens Utilities Board Water Line Extension on County Road 184. Mr. Gentry presented the following resolution to approve funding an Athens Utilities Board Water Line Extension on County Road 184. A RESOLUTION TO APPROVE FUNDING AN ATHENS UTILITIES BOARD WATER LINE EXTENSION ON COUNTY ROAD 184 WHEREAS, there are many residents of County Road 184 who are experiencing problems with unsafe and inadequate wells and have requested assistance with public water service; and WHEREAS, McMinn County has established a special fund consisting of revenues from the Waste Connections Host Fee to address infrastructure needs in the vicinity of the landfill; and WHEREAS, subject to board approval of the 2014 Budget, the Athens Utilities Board (AUB) has offered to extend the water line at an estimated cost of $345,600 providing McMinn County can provide a 55% match of $190,080; and WHEREAS, the County Mayor recommends participating in the project with 20% ($69,120) of the funds sourced from the Capital Fund's Water Line Extension program and 35% ($120,960) funded through the. Waste Connections Host Fee; and WHEREAS, the County Mayor is hereby authorized to execute any and all documents necessary to fulfill the intent of this

15 Page Number 502 COUNTY, TENNESSEE, MEETING IN REGULAR SESSION ON THIS THE 18TH DAY OF MARCH 2013, that this Commission does hereby approve to 55% participation on County Road 184 water line extension project subject to AUB budget approval. COrig signed by Evonne Hoback) MOTION made by Commissioner Powers, and seconded by Commissioner Slack, to approve this A. Budget Committee. Commissioner Curtis said that the Budget Committee met earlier this evening and approved the forms to go out to the Department Heads. B. Emergency Services Committee. Commissioner Simpson said that the Emergency Services Committee met prior to this meeting and they are reviewing the Ambulance Service regulations. A. Swift Museum. Mr. Gentry said that the Swift Museum, after many years offundraising, are breaking ground on their new museum, phase 1. Mr. Gentry said that we applaud their decision to make McMinn County their long term home because there were other locations, especially in Texas, interested having them locate there. in B. VA Clinic. Mr. Gentry said that he has requested an official press release to give an update on the status. Because this clinic is a federal project, and not a county clinic, Mr. Gentry said it would be best to get details from them. C. Justice Center Expansion. Mr. Gentry said that the contractor has secured their bonds and insurance. certificates and added that things should start moving along fairly quickly. Mr. Gentry thanked Judy Brumback for twenty-three years of service as the County Commission minute taker and wished her well in her retirement.

16 Page Number 503 Gabriel 1. Curtis Lisa C. Moates Kimberly M. Stewart Meagan W. Suehs Deborah Wade MOTION made by Commissioner Mason, and seconded by Commissioner Powers, to approve these notary applications. A. Comments by Sheriff Joe Guy Commending the County Commission. Sheriff Guy said that McMinn County has been in existence for 194 years and this is the first time that the County is providing Sheriffs deputies with a hand gun. In the past, the deputies have been expected to purchase their own. their There being no other business, Chairman Crews declared the Commission 7:50 pm. meeting adjourned at EVONNE HOBACK McMinn :it, Deputy 'f-(,-/3 (date)