MINUTES
COOPERTOWN
BOARD OF MAYOR AND ALDERMEN
March 24, 2009
I. The meeting was called to order by Mayor Sam Childs at 7:00 p.m.
II. The meeting attendees pledged allegiance to the Flag.
III. Acting City Recorder, Vicky Bumgardner, called the roll. The following were present:
Vice Mayor Ruth
Alderman Long
Alderman Anderson
Alderman Lee
Mayor Childs
IV. Acting City Recorder, Vicky Bumgardner, presented the current bank balances:
1. General Fund $129,687
2. Drug Fund $10,281
3. State Street Aid $52,432
V. Public Forum –

No speakers.

VI. Approve Minutes for 2-24-09 & Minutes from Beer Board 2-24-09
Mayor Childs asked for a motion to approve the meeting minutes from February 24, 2009. Alderman Anderson requested Alderman Jack Long’s name be corrected to read “Robert Dale Anderson”. Jack Long was not present for the Beer Board meeting.

Mayor Childs asked for a motion to approve the Mayor and Board of Aldermen meeting minutes from February 24, 2009.
Alderman Anderson made a motion to accept the Mayor and Board of Aldermen meeting minutes from February 24, 2009.
Alderman Lee seconded the motion.
Mayor Childs asked for discussion. There was none.
All in favor signified by saying aye:

Vice Mayor Ruth Aye
Alderman Long Aye
Alderman Anderson Aye
Alderman Lee Aye

The motion passed by a unanimous vote.
Mayor Childs asked for a motion to approve the amended Beer Board meeting minutes from February 24, 2009.
Vice Mayor Ruth made a motion to accept the Beer Board meeting minutes from February 24, 2009.
Alderman Anderson seconded the motion.
All in favor signified by saying aye:

Vice Mayor Ruth Aye
Alderman Long Abstained – not present for meeting
Alderman Anderson Aye
Alderman Lee Aye
The motion passed with three ‘ayes’ and one abstention.

VII. Comments from the Aldermen/Committee Reports
Robert Dale Anderson – Chairman of the Fire Safety Committee gave a brief report regarding last week’s meeting.
Mike Owens – Chairman of the Police Advisory Committee shared the committees work on implementing a neighborhood watch program in Coopertown. Oak Pointe Subdivision will be a pilot site for a kick-off to announce the program. Hot dogs, sodas, and music will be provided. Mr. Owens asked that the board members be in attendance to help generate
neighborhood interest in assisting the Coopertown Police Department by policing their own residential areas and notifying the Police Department of any suspicious activities or happenings that may occur. The tentative date for the kick off will be Thursday, April 16 at 6:30 p.m.

Mayor Childs said there was a Roads Improvements meeting on the 13th. It was a get-to know-each-other meeting. The mission is to have citizens contact us regarding road issues such as potholes that need to be filled.

Mayor Childs asked Susan Slawson to give status report on behalf of the Personnel Committee regarding where the hiring process is for a new City Recorder. Ms. Slawson indicated 13 applicants applied for the position. The board narrowed the applicants to four individuals who were brought in for an interview with the Personnel Committee. Of those four, only two were selected to spend a full day working with City Clerk, Vicky Bumgardner. Mayor Childs asked the board members if they’d like to now interview the final two candidates. No board members wanted to interview the candidates. Mayor Childs asked Vicky Bumgardner, City Clerk to share her evaluation of each individual with the committee. Ms. Bumgardner stated both were excellent choices but that Rhonda Bogard stood out primarily due to her computer skills.

Mayor Childs asked for a motion to make an offer to Rhonda Bogard.
Alderman Lee motioned we select Rhonda Bogard as our new City Recorder.
Vice Mayor Ruth seconded the motion.
Mayor Childs asked for discussion. There was none.
Mayor Childs asked for a vote to offer the City Recorder position to Rhonda Bogard.

The roll call vote was:

Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes

The motion passed unanimously.

Mayor Childs stated the Historical Committee met on March 16, 2009. Some artifacts were reviewed and they discussed applying for a grant for a getting a Coopertown museum.
Mayor Childs also stated that the Planning Commission met on their regularly scheduled third Tuesday of the month.
Mayor Childs shared the courses that he’s attended recently: Greater Nashville Regional Council on March 18. They discussed how to write grants and try to get grant money for road work in the city. Yesterday, Mayor and Alderman Lee attended the TML Regional meeting in downtown Nashville and the grant writing topic came up again. Pursuing grant monies is planned.

The final meeting Mayor Childs shared with the group was the Community Development Committee meeting coming up March 30, 2009. This is their first meeting. We will discuss a Coopertown Free Day at Honeysuckle Hill Farm, also known as “the pumpkin farm”, owned by Jeff Alsup. The committee is also planning on a first annual Clean-Up Coopertown Day for Saturday April 18, 2009.

VIII. Police Chief’s Report
Chief Zimmerlee presented an overhead showing the Police Department’s February statistics.
Alderman Long asked Chief Zimmerlee how many officers Coopertown has at present. Chief stated “4 Full-time”. Alderman Long asked if the Chief felt the citizens of Coopertown were getting their monies worth. The Chief stated they are doing the best they can with the staffing at present. Vice Mayor Ruth asked if there are still reserve officers. Mayor Childs stated, “Yes.” Alderman Long asked if they patrolled by themselves. Chief Zimmerlee stated, “No.”

IX. Old Business
1. Resolution 2009-003; Donation to Coopertown Middle School’s Girls’ Softball Team
Mayor Childs read the ordinance in part. The ordinance stated the school would receive the final $900 in the donations budget to use toward equipment and uniform expenses. Mayor Childs asked for a motion to approve donating $900 to the CMS Girls’ Softball Team.

Alderman Long motioned to donate $900 to the CMS Girls’ Softball Team.
Alderman Anderson seconded the motion.
Mayor Childs asked for discussion.
There was no discussion.
Mayor Childs asked for a vote.

The roll call vote was:
Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes
The motion passed unanimously.

Alderman Anderson stated he has received two checks totaling $200 from Shannon Crutcher and Dick Crutcher to help this program. Mike Ellerd has also helped get donations from Wal-Mart and Lowes totaling approximately $400.00 in all.

2. Resolution 2009-004; Donation/Waiver of building Permit Fee for Coopertown Middle School’s Football Field Concession Stand.
Mayor Childs stated the cost of the building permit would have cost the school $1,768.00. Mayor Childs asked for a motion to waive the building permit fee for CMS’s concession stand.
Alderman Lee motioned we waive the permit fee for CMS’ concession stand.
Alderman Anderson seconded the motion.
Mayor Childs asked if there was any discussion.
There was no discussion.
Mayor Childs asked for a vote.
The roll call vote was:

Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes
The motion passed with a unanimous vote.

X. New Business
1. Letter to State in Support of Agri-tourism Signs on Hwy 431 and Hwy 49
Mayor Childs asks that the board consider sending a letter to the state in support of putting signs in support of Jeff Alsup’s Honeysuckle Hill Farm. Those signs would be placed on Hwy 431 and Hwy 49.
Mayor Childs asked for a motion to approve sending a letter to the state requesting signs for Honeysuckle Hill Farm.
Alderman Lee motioned we write a letter to the State in support of the signs for Honeysuckle Hill Farm.
Alderman Ruth seconded the motion.
Mayor Childs asked for further discussion.
There was no discussion.

The roll call vote was:
Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes
The motion passed unanimously.

Alderman Long suggested we attach a link on our web page that would direct you to Honeysuckle Hill Farm’s website.

2. Resolution 2009-005; Donations made to Coopertown Schools Shall be made to School Principals NOT to Individual Programs.
Mayor Childs asked for a motion to make checks payable to the Coopertown Principals rather than to individual programs.
Alderman Long stated he feels it’s a good idea to specify in the resolutions what the earmark is for. Mayor Childs stated, “That’s what we’re trying to avoid - we don’t want to give monies to all the sports teams but not the computer labs for example.” The Mayor went on to explain we want the Principals to tell us what they need and that in conversation with the
Principal the other day they would have allocated that money to the softball team. They’re in a better position to allocate the funds.
Mayor Childs asked for a motion to approve Resolution 2009-005.
Vice Mayor Ruth motioned to approve Resolution 2009-005.
Alderman Long seconded the motion.

The roll call vote was:
Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes
The motion passed unanimously.

Alderman Long asked Mayor Childs if there was a reason the Backpack Program was not funded. Mayor Childs stated he does not have funds in the budget for a donation to the Backpack Program but will give a personal check tonight to help the program. He then challenged Alderman Long to match it. Mayor Childs stated it’s okay for citizens of Coopertown to give money in support of this program and suggested Alderman Long head up the program and get community funding. Vice Mayor Ruth clarified that this program is
not unique to our school. It operates in other county schools. Mayor Childs stated we’d discuss the risks to the towns budget and then discuss this further at that point. Alderman Anderson shared with the board members a flyer from the Coopertown PTO announcing their fourth annual golf tournament. The PTO is looking for local business sponsors. Monies will go to the Middle School’s PTO. Alderman Anderson asked that we post this flyer for all to see.

3. Resolution 2009-006; Disposal of City Owned, Surplus Equipment
Mayor Childs stated he tried to locate a Coopertown city ordinance for disposing of city owned surplus equipment including capital goods. Because one could not be found, one had to be drafted. Mayor Childs listed all the city items that fall under “surplus” as included on Resolution 2009-006. The Mayor or City Recorder can deem items as surplus and dispose of capital goods using one of four options: sealed bids, public auction, transfer from one
department to another or sell them to another police department/city.
Alderman Long questioned the Mayor as to selling and transferring the gun and two squad cars before getting the board’s approval, deeming them as surplus. Mayor Childs said that Gary Jaeckel with MTAS advised that this was okay and that having this resolution would act as a good paper trail.
Mayor Childs asked for a motion to approve disposal of surplus property that we have
(Resolution 2009-006).
Alderman Lee made a motion to approve Resolution 2009-006.
Vice Mayor Ruth seconded that motion.
Mayor Childs asked for discussion.
There was no discussion.

The roll call vote was:
Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes
The motion passed unanimously.
4. Mayor Childs pulled items 4. & 5. from New Business due to time constraints. They will come before the board at next month’s meeting.

XI. Comments from the Mayor
1. Community Day at Honeysuckle Hill Farm Mayor Childs introduced owner, Jeff Alsup, at this point. Jeff stated the purpose for this day
is to bring the community together and to let citizens know what the farm is all about. Last year a fund raiser for the Backpack Program was held and Ms. Patty with Coopertown Middle School came out to sell food. The plan for this year is to invite Ms. Patty back out to sell hamburgers & hot dogs with the monies going toward the Backpack Program.

2. Appointment of Backup City Judge
Mayor Childs asked that the board appoint Kate Dyer, Attorney whose office is located in Pleasant View, as our backup city judge. She would come in to watch Judge Porter for a while and then come in and run court for a while.
Mayor Childs asked for a motion to appoint Kate Dyer as backup city judge.
Alderman Long motioned to appoint Ms. Dyer as backup city judge.
Alderman Lee seconded the motion.
Mayor Childs asked for discussion.
There was no discussion.

The roll call vote was:
Vice Mayor Ruth Yes
Alderman Long Yes
Alderman Anderson Yes
Alderman Lee Yes
The motion passed unanimously.

3. Town’s Current Financial Risks
Mayor Childs listed issues that could cause the city major financial hardship. The list of items includes: I-24 lawsuit – six total – if we lose we pay a $10,000 deductible to TML. A felon was ticketed and went before Judge Jones in Springfield. General Sessions Court Judge Jones stated we were illegal throughout the entire year and threw out the ticket. We got legal June 6 of 2008. Greg Smith, Attorney for the people who got traffic tickets on I-24
has been threatening a class action lawsuit, however, he no longer is pursuing heavily the class action. He has obtained a list of people who received tickets, mailed letters to those individuals asking them to fill in the amount they had to pay for their citation and mail it back in an attempt to retrieve that money from Coopertown. Approximately 3,000 tickets were issued and if we lose this could cost us a lot of money – this is not part of the budget.
EEOC complaint – if we lose this harassment lawsuit we could pay the full amount – TML does not cover harassment lawsuits. Building permits – previous administration budgeted for $250,000, we dropped it to $100,000 and so far this year we’ve received $17,000 - projections at this rate show we’ll fall $70,000 short. Police lawsuits – we just won an age discrimination lawsuit – they have 30 days to appeal. We have a race discrimination lawsuit, again, not covered by TML. If we lose we’ll pay the full amount. And there are
some wrongful termination lawsuits outstanding. None of these are included in the budget. One of the Aldermen has sued us. He won his case, we made a deal, he backed out of the deal and we’re going forward with an appeal. At present it’s cost us $9,000 and could cost us up to $12,000. The credit card companies have hired a company by the name of Trustkeepers – we accept credit cards for payment of our citations – the credit card company wants to make sure we are compliant and our computer system is handling credit
card payments in a safe manner. They have scanned our system to locate fail points that could compromise credit card information. We have hired a computer programmer to get us compliant and have paid out $2000 at this point. IRS mismatch between W2’s and 941’s has cost the city $26,000 in penalties and late fees and has the town owing another $48,000. We
may not get all of that back due to the statute of refunds expiring. But we will most likely get the $48,000 back.
Harassment training was provided to all city staff – general harassment policy adopted last month – disc available to anyone who wants to know what our policy is and for training new hires.

XII. Additional Comments from Mayor and Aldermen
Alderman Long asked about tools found belonging to former Mayor. Alderman Long asked where they were found. Gordon Rhodes stated in the back of the tool box under a 20 ft. log chain in the four by four. Alderman Long asked what was found. Mr. Rhodes said there was a big socket set and a half of another socket set. Alderman Long asked if they had been returned. Mr. Rhodes said no. Mayor Childs said the items would be returned if they are his.
Alderman Long referred to the list of items that Danny Crosby submitted and that the city indicated were no longer here. Mayor Childs stated that to the best of our knowledge they were not here. Alderman Long then asked for a copy of the inventory for the Street Department. Mayor Childs said he could get a copy of the list. Mayor Childs stated that since these items were on the list, and since they did appear, Danny Crosby will get these items back but we will look for receipts first. Mr. Crosby will be asked to sign a sheet saying he got his tools back. Alderman Long asked about the root rake. Mayor Childs stated he did not know about a root rake. Gordon said that the root rake was on the list but that it’s not at Danny Crosby’s house, because it was broken and he didn’t want it.

XIII. Adjournment
Mayor Childs asked for a motion to adjourn the meeting.
Alderman Lee motioned to adjourn the meeting.
The motion was seconded by Vice Mayor Ruth.
All in favor signified by saying aye.

Vice Mayor Ruth Aye
Alderman Long No
Alderman Anderson Aye
Alderman Lee Aye
The meeting was adjourned at 8:10 PM
Minutes submitted by: Vicky Bumgardner, City Clerk
Minutes approved on: ______________________ Signed: ____________________________
Mayor
Attest by: ___________________________
City Recorder