CITY OF SPRING HILL BOARD OF MAYOR AND ALDERMEN PUBLIC HEARING MINUTES MONDAY, DECEMBER 17, :55 P.M.

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1 CITY OF SPRING HILL BOARD OF MAYOR AND ALDERMEN PUBLIC HEARING MINUTES MONDAY, DECEMBER 17, :55 P.M. Mayor Dinwiddie called the meeting to order at 7:00 p.m. Aldermen present: Chad Whittenburg, Keith Hudson, Eliot Mitchell, Mayor Dinwiddie, Allen Hall, Jonathan Duda, Rick Graham and Amy Wurth. Absent: Bruce Hull. Also present: Tim Underwood, City Attorney; Victor Lay, City Administrator; Jim Smith, Finance Director; April Goad, City Recorder. General Announcement - The procedural ntles for public comment will be as follows: Items will be taken in order of the agenda. Audience members wishing to speak must be recognized by the Mayor and will have five minutes to address the Board of Mayor and Aldemlen. No rebuttal remarks are permitted. I. Consider Resolution , to accept the audit report for fiscal year (recommended by the Budget and Finance Advisory Commillee on December 10, 2012) Jim Smith, Finance Director. 2. Consider Resolution , to authorize employee Pay Scale Plan. (recommended by the Budget and Finance Advisory Commillee on November 13, 2012; deferred on November 19, 2012) Shelley Taylor, HR Director. 3. Consider Resolution , to reduce the Letter of Cred it for Cherry Grove Addition, Phase 4, Section 2. (recommended by the Planning Commission on November 13, 2012) Chris Brooks, Codes Director. 4. Consider Resolution , to accept quote from Video Latitude for remote video monitoring systems. (recommended by the Budget and Finance AdVisory Commillee on December 10, 2012) Jolm Pewitt, GISnT Director. 5. Consider Second and Final Reading of Ordinance 12-20, to amend Spring Hill Municipal Code Title 18, Chapter I, Subsection (I), modifying the fee for water irrigation meters. (recommended by the Budget and Finance Advisory Committee on November 13,2012) Amy Wurth, Alderman. 6. Consider Resolution , to approve the Williamson County Natural Hazard Mitigation Plan. 7. Consider Resolution , to provide citizens with the choice to participate in curbside recycling. (no recommendation by the Budget and Finance Advisory Committee on December 10, 2012) Amy Wurth, Alderman. 8. Consider Resolution , to choose a signal configuration alternative for the intersection of Duplex Road and Port Royal Road. (recommended by the Transportation Advisory Commillee on December 10, 2012) Concerned Citizens: David Hubner of Wyngate spoke in regard to item #7, recycling. He is in favor and wishes the city will continue to move ahead in this area. Motion to adjourn was made by Mr. Mitchell and seconded by Mrs. Wurth.

2 Meeting adjourned at 7:08 p.m. APriIG~t~

3 Mayor Dinwiddie called the meeting to order at 7: 10 p.m. CITY OF SPRlNG HILL BOARD OF MAYOR AND ALDERMEN REGULAR MEETING MINUTES MONDAY, DECEMBER 17,2012 7:10 P.M. Aldermen present: Chad Whittenburg, Keith Hudson, Eliot Mitchell, Mayor Dinwiddie, Allen Hall, Jonathan Duda, Rick Graham and Amy Wurth. Absent: Bruce Hull. Also present: Tim Underwood, City Attorney; Victor Lay, City Administrator; Jim Smith, Finance Director; April Goad, City Recorder. The Pledge of Allegiance was led by Mr. Whittenburg. The Invocation was led by Mr. Graham. Invocation Approval of the Agenda. Mr. Mitchell moved to approve. Motion seconded by Mr. Whittenburg. Mayor stated he will be adding Resolution , support of Newtown Connecticut. Mr. Duda moved to amend a~enda to add Resolution , Support of Safe Routes to School Grant. Mr. Lay stated that the deadline is January 1S t after the next meeting. Vote Unanimous. Added as Number 11 under new business. Mr. Hall moved to add Resolution , to appoint member of Parks and Recreation Commission. The Mayor asked if it has been advertised. Mr. Graham seconded. Unanimous. Item #12 new business. Vote to amend agenda, Unanimous. Comments by the Mayor: Resolution , support of Newtown, CT. Mayor spoke about the tragedy and asked that everyone keep them in our thoughts and prayers. The Mayor read the resolution. The Mayor moved to approve. Motion seconded by Mr. Whittenburg. Vote: Unanimous. He will be sending a copy of this resolution to Newtown CT this week. Concerned Citizens: None CONSENT AGENDA 1. Board approval: a. Financial Report of November 2012 b. Public Hearing and Regular Meeting Minutes of November 19, Departmental Reports for November 2012: a. Legislative Department (V. Lay) (none) b. Fire Department (Swindle) c. Police Department (Brite) d. Emergency Communications (Reeves) e. Library (Couch) f. BuildingIPlanning, Codes Enforcement and Storm WaterIMS4 (Brooks) g. Utility Billing (Younger) h. Parks & Rec (Fischer) I. Court Report (J. MitchelVB. Morgan) J. Public Works (Streets, Water Distribution, and Sewer Collection System) (Foster) k. Water Treatment (Giles) I. Waste Water Treatment (Massey) m. GIS/IT (Pewitt) (none) n. Human Resources (Taylor) (none) 3. Committee/Commission Minutes to be accepted in monthly records: Page 1 0/5 BOiVIA Meeting Agenda

4 a. Planning Commission minutes of November 13,2012 (approved) (Brooks) b. Board of Zoning Appeals minutes of October and November 2012 (no meetings) (Hall, Brooks) c. Historic Commission minutes of September 24, 2012 (approved); December 3, 2012 (not yet approved) (Duda) d. Budget and Finance Advisory Committee minutes of November 13,2012 (approved) (Whittenburg, Mitchell, and Graham) e. EDC Minutes September 2011-November 2012 (unavailable) (1. Schwartz) f. Parks and Recreation Committee minutes November 15, 2012 (unavailable) (Hudson/Fischer) g. Storm Water Advisory Committee November 26,2012 (Warf/HuJJ) h. Library Board of Trustees Minutes September 18, 2012 (Couch, Whittenburg) 1. Transportation Advisory Committee Minutes October 15, 2012 (adopted) and November 19, 2012 (not yet adopted). (HaJJ, Duda, Wurth) J. Website Steering Committee Minutes October 11, 2012 and November 8, 2012 (not yet adopted) (E. Mitchell, Hall, Hudson) Motion to approve consent agenda by Mrs. Wurth. Motion seconded by Mr. Hall. Discussion: None. Vote: Unanimous. PREVIOUS BUSINESS 1. Consider Second and Final Reading of Ordinance 12-20, to amend Spring Hill Municipal Code Title 18, Chapter I, Subsection (1), modifying the fee for water irrigation meters. (recommended by the Budget and Finance Advisory Committee on November /3,20/2) (Amy Wurth, Alderman) Mrs. Wurth moved to approve. Motion seconded by Mr. Hudson. Discussion: Mrs. Wurth stated this is administrative to insure that the pricing matches code and true cost. This will update the code and get accurate cost. Mr. Hall stated that he supports but is concerned about this conflicted prior change back in He discussed section of the code and the amendment from His concern is that the ordinance says that a separate water tap is required. He discussed the code and the codification process. Mr. Underwood stated it will need to be properly codified so we should check with MTAS. Mr. Underwood stated he has not been asked to research this issue. Mr. Hall asked if we pass this, we can correct the contradiction later. Mr. Lay recorrunended passing this to satisfy the problem with the cost of the tap. He also discussed the tap being off the main or off the service line, which will need to be determined. Mr. Duda stated it is an excellent point. Code was codified in 2010, and is it our intent to erase the paragraph containing the rate table for hydrants. Mr. Duda asked about suspending the rules and taking a recess to allow attorney to review. Mr. Underwood recommended deferral. Mr. Duda stated that the third whereas has a preamble that belongs in a enactment statement. Mr. Duda moved to defer. Motion seconded by Mr. Hall. Discussion: Mr. Mitchell clarified the request to the attorney. BOMA discussion. Mr. Lay stated that it was the intent to delete rate table since we sell them at cost. Mr. Underwood discussed this matter, stating that this will need to be looked at from a historical perspective. Roll Call to approve Second and Final Reading of Ordinance 12-20: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Allen Hall, aye; Jonathan Duda, aye; Rick Graham, aye; Amy Wurth, aye. Motion Carried 8/0. NEW BUSINESS I. Consider Resolution , to accept the audit report for fiscal year (recommended by the Budget and Finance Advisory Committee on December 10, 2012) Jim Smith, Finance Director Mrs. Wurth moved to approve. Motion seconded by Mr. Graham. Discussion: Mr. Duda thanked Mr. Bellefant and Mr. Smith for getting this prepared before the end of the year as required by state law. Roll Call to approve Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Page 2 0/5 SOMA Meeting Agenda /2-17-/2

5 2. Consider First Reading of Ordinance 12-22, to amend Budget for fiscal year , to include: a) the Derryberry Lane Lift Station, as approved in the Capital Improvement Plan; b) pay increases for employees with wages/salaries currently below grade minimum, as the first phase ofthe Employee Pay scale Plan implementation; c) design and installation of a traffic light system at Duplex Road and Port Royal Road; d) purchase and installation of remote video monitoring systems. (Recommended by the Budget and Finance Advisory Committee on December 10,2012) Victor Lay, City Administrator Motion to adopt by Mrs. Wurth. Motion seconded by Mr. Whittenburg. Mr. Mitchell asked Mr. Smith to do a quick itemization for the record. Mr. Smith explained the amounts and reasons for the amendment. Mr. Whittenburg asked when this is to be effective. Mr. Smith stated it was figured for January 1 51 but it can be retroactive. Mr. Lay stated that it can be added as an amendment to be retroactive. Mr. Duda had questions about the Derryberry lift station and the casing for the bore under 65. He asked if this is the sewer pump station that was to be installed by the developer and we are going forward because there is an immediate need. Mr. Lay verified that it is. Another developer has stepped up to contribute to the cost of this sewer pump station. Roll Call to approve First Reading of Ordinance 12-22: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchel1, aye; Mayor, aye; 3. Consider Resolution , to authorize employee Pay Scale Plan. (Recommended by the Budget and Finance Advisory Committee on November 13, 2012; deferred on November 19, 2012) (Shelley Taylor, HR Director) Motion to approve by Mrs. Wurth. Motion seconded by Mr. Hudson. Discussion: Mr. Hudson stated his notes state the BOMA suggest that we phase during June. Shelley Taylor explained the overajj plan for implementation. Mrs. Taylor stated if the budget is passed, it would go forward. Mr. Duda clarified this first phase is to bring employees to the minimum for those who are below. Phase 2 will be completed by June and evaluations and training will also be considered. Mrs. Taylor confirmed. Mr. Duda stated he was appreciative of the opportunity to get information and questions answered and Shelley has done a great job and also to the board for the time to review it. Mr. Whittenburg asked for an amendment adding a fifth whereas: Whereas, this first phase will be implemented retroactively to Jan. 1,2013. Mr. Duda asked the purpose. Mr. Lay responded this is proper procedure to have money in place before implementation. Roll Call to amend Resolution adding fifth whereas this first phase of the employee pay scale plan shall be retroactive to January 1st, 2013: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Allen Hall, aye; Jonathan Duda, aye; Rick Graham, aye; Amy Wurth, aye. Motion Carried 8/0. Roll Call to approve Resolution as amended: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Allen HaJJ, aye; Jonathan Duda, aye; Rick Graham, aye; Amy Wurth, aye. Motion Carried 8/0. 4. Consider Resolution , to reduce the Letter of Credit for Cherry Grove Addition, Phase 4, Section 2. (Recommended by the Planning Commission on November 13, 2012) (Chris Brooks, Codes Director) Motion to approve by Mrs. Wurth. Motion seconded by Mr. Hall. Discussion: Mr. Hall stated he was under the impression that the agreement that bond amounts would not be reduced beyond the amount needed for public improvements. He intends to make a motion it be increased from $7,800 to $33,074 which includes the sidewalks. Mr. Duda stated that the BOMA should have a set process for bonds and will be introducing a resolution next month to that effect. Mrs. Wurth stated she would not support an amendment to this resolution. Mr. Hudson stated he will not support amendment either. No motion to amend. Roll Call to approve Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, nay; Mayor, aye; Allen Hall, aye; Jonathan Duda, aye; Rick Graham, aye; Amy Wurth, aye. Motion Carried 7/1. Page 3 0/5 SOMA J'vleeling Agenda /2-/7-/2

6 5. Consider Resolution , to accept quote from Video Latitude for remote video monitoring systems. (Recommended by the Budget and Finance Advisory Committee on December 10, 2012) John Pewitt, GIS/IT Director Motion to approve by Mrs. Wurth and seconded by Mr. Whittenburg. Roll Call to approve Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Allen Hall, aye; Jonathan Duda, aye; Rick Graham, aye; Amy Wurth, aye. Motion Carried 8/0. 6. Consider First Reading of Ordinance 12-21, to limit parking on public streets in residential zoned property. (Amended by City Attorney) Eliot Mitchell, Alderman Motion to approve was made by Mr. Mitchell and seconded by Mr. Hudson. Discussion: Mr. Mitchell explained the intent of this ordinance. Mr. Hall discussed that it had been changed. Mr. Underwood stated it has, but it has not been acted on, it was deferred in November. Roll Call to approve Resolution 12-21: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Allen Hall, aye; Jonathan Duda, aye; Rick Graham, aye; Amy Wurth, aye. Motion Carried 8/0. 7. Consider First Reading of Ordinance 12-24, establishing minimum age requirement for city elected and appointed officials. Allen Hall, Aldermen Motion to approve was made by Mr. Hall. Motion seconded by Mr. Hudson. Discussion: None. Roll Call to approve First Reading of Ordinance 12-24: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; 8. Consider Resolution , to approve the Williamson County Natural Hazard Mitigation Plan. Motion to approve was made by Mr. Graham and seconded by Mr. Hall. Discussion: None: Roll Call to approve Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; 9. Consider Resolution , to provide citizens with the choice to participate in curbside recycling. (No recommendation by the Budget and Finance Advisory Commi//ee on December /0,20/2) Amy Wurth, Alderman Mrs. Wurth moved to approve. Motion seconded by Mr. Hall. Discussion: Mrs. Wurth discussed this item, stating she isn't in support of mandated curb side recycling. Mr. Hudson asked to suspend the rules to allow information obtained from Waste Management. Mayor stated that they will provide details. Mr. Underwood stated they had discussions with Waste Management. He explained if we make it a 6 year agreement we can do away with the recycling and they can offer recycling by request. Mr. Mitchell stated that he passed around a proposed amendment to Mrs. Wurths resolution. He explained his amendments, stating that he wants to bundle all curbside services such as chipping, brush removal, etc. He moved to amend the resolution to include the amendments he distributed. Motion seconded by Mr. Hall. Mr. Hall asked for clarification on certain issues. Mr. Mitchell clarified that he was talking about county property tax, not city. Mr. Mitchell explained how it works, so did Mr. Duda. Mr. Hall stated his concern is that if we implement as Mrs. Wurth or Mr. Mitchell has proposed, the cost being transferred to the public. Mr. Duda stated he's not sure this can be easily implemented by staff. Mr. Mitchell stated that you would need a spreadsheet. Mr. Hall stated this would also need input from Waste Management. Mr. Lay stated there would be. Mayor stated that Public Works does a great job of keeping things picked up and keeping the city clean. Mr. Hall clarified the city does not make money on this. BOMA discussed cost and city obligation. Roll Call to amend Resolution : Chad Whittenburg, nay; Keith Hudson, nay; Eliot Mitchell, aye; Mayor, nay; Allen Hall, aye; Jonathan Duda, nay; Rick Graham, nay; Amy Wurth, nay. Motion Failed 6/2. Page 4 0/5 SOMA Meeting Agenda 12-/7-/2

7 Resolution as written: Mr. Whittenburg thanked Mrs. Wurth for coming up with a solution but will not support the resolution and he does not feel that the city should subsidize. Mr. Duda stated that he is committed to reviewing any proposal. He is not content with the prospect that costs will go down for solid waste when we are producing more. He is in support of curbside recycling as it is written. Mr. Whittenburg stated that this was not recommended by the BFAC. Mayor is not in favor of this resolution. He stated this will cost citizens $8 a year. Roll Call to approve Resolution : Chad Whittenburg, nay; Keith Hudson, nay; Eliot Mitchell, nay; Mayor, nay; Allen Hall, nay; Jonathan Duda, nay; Rick Graham, aye; Amy Wurth, aye. Motion Failed 6/ Consider Resolution , to choose a signal configuration alternative for the intersection of Duplex Road and Port Royal Road. (Recommended by the Transportation Advisory Committee on December 10, 2012) Mr. Mitchell moved to approve. Motion seconded by Mr. Hall. Mr. Duda moved to amend to CDM Option Alternatives that the TAC has recommended. BOMA has accepted the TAC's recommendation of order. Motion seconded by Mr. Hall. Discussion. Mr. Mitchell stated he is supportive of a signal in this area and making it safe. Roll Call to amend Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Roll Call to approve Resolution as amended: Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; 11. Consider Resolution Safe Routes to School Motion by Mr. Duda. Seconded by Mrs. Wurth. Discussion: Mr. Duda explained. No specific project is named. Mr. Whittenburg thanked Mr. Duda. Roll Call to approve Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; 12. Consider Resolution Parks and recreation member appointment: Mr. Hall moved to approve. Motion seconded by Mr. Graham. Mr. Hall explained. Mayor stated that he wants a notice run. Mr. Hudson stated that the Parks and Recreation Board would like to defer so that this can be properly advertised. They will be meeting tomorrow. Motion to defer by Mr. Hudson. Motion seconded by Mrs. Wurth. Mr. Whittenburg stated that the two received should be considered. Roll Call to defer Resolution : Chad Whittenburg, aye; Keith Hudson, aye; Eliot Mitchell, aye; Mayor, aye; Concerned Citizens: George Jones, 486 Beechcroft Road. He is not against recycling but is against forcing it on people. He believes the board has made mistakes for instance by signing the contract prematurely. Motion to adjourn made by Mrs. Wurth and seconded by Mr. Whittenburg. Meeting adjourned at 9: 16 p.m. Page 50/5 BOMA Meeting Agenda