September 15, 2008 WS - The City of Kingsport

Minutes of the Regular Work Session of theBoard of Mayor and Aldermen City of Kingsport TennesseeMonday September 1 S 2008430 PMCouncil Room City HallPRESENTBoard of Mavor and AldermenMayor Dennis R PhillipsAlderman Valerie JohVice Mayor Benjamin K MallicoteAlderman Larry A MunseyCity AdministrationJohn G Campbell City ManagerJ Michael Billingsley City AttorneyJames H hemming City Recorder1 CALL TO ORDER 433pm by Mayor PhillipsAlderman PatricK W ShullAlderman Jantry ShupePage 1 of 32 ROLL CALL By Deputy City Recorder Gilbert Absent Alderman Charles KMarsh Jr3 WORK SESSION TICKLER Public WorKs Director Ryan McReynolds mentionedadded that he is meeting with Mr Russ Nelson of Energy Services Group in the nearfuture to finalize Phase II of the energy savings program and indicated he would havean update at the next BMA meeting4 REVIEW OF AGENDA ITEMS ON SEPTEMBER 16 2008 REGULAR BUSINESSAGENDA City Manager Campbell members of staff and community membersprovided a summary or presentation for each item on the proposed agenda Thoseitems the Board discussed at greater length or which received specific questions orconcerns includedVI AA1 Public Hearing and Consideration of a Resolution to Amend theResolution for the Plan of Services for the Moccasin Ridge Subdivision Part ofthe RocK Springs Area 1 Annexation Area AF 240 2008 City Planner ForrestKoder presented this agenda item and explained why the majority of the affectedresidents are opposed to having street tights installed as required in the initial Plan ofServices resolution passed when this property was annexedVI B2 Consideration of a Resolution Authorizing the Mayor to Enter into anAgreement with Cain Rash West Architects to Perform the NecessaryArchitectural and Engineering Drawings forVO Dobbins and Consideration of aBudget Ordinance to Establish the Funding for the projecttAF 285 2008

Page 2 of 3Minutes of the Regular Work Session of the Board of Mayor and Aldermen ofKingsport Tennessee Monday September 15 2008Assistant to the City Manager Chris McCartt provided background information on thisaction and stated the City was looking at a design build bid and planningto breakground by the beginning of 2009 Mr McCartt went overthe current committed tenantsand square footage assigned to each He explained the decrease in total buildingsquare footage that took place after learning the Red Cross would be locatingelsewhere He stated that both the second and third floors have addition uncommittedspace which will allow the center to grow and use for business incubator spacetotal construction cost is around84 millionTheAt the request of Alderman Shull Mr McCartt showed adiagram of all three floorsindicating where and how much space each tenant willoccupy As of August 5 2008commitments have been received from the following tenants United WayNeighborhood Service Center American Legion Upper East Tennessee HumanDevelopment Agency Big Brother Sister Program Mountain Region SpeechHearing Susan 8 Komen andfor the Cure and Kingsport TomorrowAlderman Shull expressed concern that the facility square footage seems to keepexpanding making the gym larger and adding additional space to grow as well asconcern that the City is attracting organizations to move from privately owneddowntown spaces such as Mountain Region Speech and Kingsport Tomorrow5 CONSIDER ARCHITECT FOR MEADOWVIEW IMPROVEMENTS City ManagerCampbell provided an informational handout on this project and went overbackgroundinformation regarding the need for this consideration He asked MeadowView GeneralManager Andy King to share with Board members how and why these improvementswill draw additional business to the facility and the regionAlderman Shull indicated he wasagainst adding this item to tomorrow night s meetingagenda to allow more time for citizen review and feedback Vice Mayor Mallicoteresponded that this improvement project had already been discussed by BMA and theBoard now needs to decide who is the best firm to do the architectural work andwhether the cost is acceptableMayor Phillips requested the City Manager put this item on tomorrow night s agendaBMA forconsideration and vote City Manager Campbell added thatmoving ahead withthis initial step will assist in defining future expense as the project moves ahead6 PRESENTATION ON NEW DEVELOPMENTSMATERIALS AGREEMENTSPublic Works Director Ryan McReynolds went over the parameters of previousmaterials agreements approved which have ranged from5000 to118 000 and fromthree to one hundred lots The arrangement has made home ownership in the areavery reachable and has encouraged a wide diversity of available housing

Page 3 of 3Minutes of the Regular Work Session of the Board of Mayor and Aldermen ofKingsport Tennessee Monday September 15 2008Board members further discussed whether a similar type of incentive could encourageimprovement and upgrading older subdivisions and the cost efficiency of doing so aswell as various means of incentive other than a materials agreement arrangement suchas no or lower tap fees levied for development of existing Citylots housingMr McReynolds asked Edinburgh development Danny Karst to speak about the roadimprovement made with City assistance in the Rock Springs area Mr Karst said hemet with City staff about six weeks ago and the improvement was basically completedin three days He thanked City staff for coming out early and staying late to expeditecompletion and decrease inconvenience to traffic on that route and also commendedVic Davis crew on its contribution He described the safety factor of making this roadimprovement as well as the addition of a sidewalk and dedicated turn lane CityEngineer Michael Thompson added that by closing the road during this project anddetouring traffic for a short period of time saved approximately 300 000 to350 000Mayor Phillips asked that a letter of commendation be sent to Vic Davis Construction7 PRESENTATION ON STREET LIGHTING City Traffic Engineer MichaelThompson provided Board members with a copy of the current agreement between Cityand AEP and reported on bulb outages as well as the number of total street lightsThe Board discussed the method and efficiency of current outage reporting and a needto improve the current processAlso discussed was the need to let the public knowhow to report outages possibly through Channel 16 programming and or includingCity onwater bills Mayor Phillips emphasized the need to make servicing outages apriority and to look at renewing revising the current contract8 UPDATE ON TRANSIT This presentation was postponed until a later date9 ADJOURN Seeing no other matters presented for discussion at this worksession Mayor Phillipsad rred the meeting at653 pmTNELIZP ETH A GDENNIS R PHILLIPSDeputy City Record r MayorThe 1odr1