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Agenda for the Regular Meeting of Board of Commissioners
Monday, April 27, 2020 - 7:00 pm
Brentwood City Hall

In the interest of the public health, safety, and welfare of the public, this meeting will be held electronically pursuant to Governor's Executive Order No. 16. Physical presence of the public will be limited, but the meeting may be viewed online at www.brentwoodtn.gov/livestream.

Call to Order by Mayor
Roll Call
Invocation by Commissioner Macmillan
Pledge of Allegiance to the Flag by Commissioner Smithson

Approval or Correction of Minutes

April 13, 2020

Approved

Comments from Citizens – Individuals may comment on any item included in the Consent/Regular agenda or on any other matter regarding the City of Brentwood. All comments should be directed to the Board of Commissioners. Citizens who wish to request that an item be moved from the Consent Agenda to the Regular Agenda for discussion should make that known to the Board at this time.

Report from City Manager
Report from the City Attorney
Reports and comments by Commissioners and Mayor

Note: All matters listed under the Consent Agenda are considered to be routine and will generally be enacted by one motion. Except for any items that are removed from the Consent Agenda, there will be no separate discussion of these items at this time.

Consent Agenda

Resolution 2020-36 - A RESOLUTION AUTHORIZING A FACILITY ENCROACHMENT AGREEMENT WITH CSX TRANSPORTATION, INC. AS PART OF THE WIKLE ROAD WATER LINE PROJECT, for adoption

Approved

Resolution 2020-37 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH INFLO DESIGN GROUP, LLC FOR REVIEW AND PREPARATION OF VARIOUS WATER DEPARTMENT REPORTS, for adoption

Approved

Resolution 2020-38 - A RESOLUTION AUTHORIZING AN AGREEMENT WITH CROSSLIN AND ASSOCIATES, PLLC FOR THE ANNUAL AUDIT FOR FISCAL YEAR ENDING JUNE 30, 2020, for adoption

Approved

Approval of change order with Four Star Paving for roadway repairs and improvements

Approved

Approval of recommended street resurfacing list for Fiscal Year 2021

Approved

Old Business

Other old business

New Business

Other new business

Notice of future appointments of two (2) members to the Library Board (for information only)

Kirk Bednar
City Manager

Anyone requesting accommodations due to disabilities should contact Mike Worsham, A.D.A. Coordinator, at 371-0060, before the meeting.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Approval or correction of minutes from Regular Scheduled Commission meeting

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Approval or correction of minutes from the April 13, 2020 meeting

Background

Staff Recommendation

Fiscal Impact

Attachments

Draft Minutes

Consent 1.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Resolution 2020-36 - Approval of Encroachment Agreement with CSX Railroad for Wikle Rd. Water Line Project

Submitted by:

Chris Milton, Water & Sewer

Department:

Water & Sewer

Information

Subject

Resolution 2020-36 - Approval of Facility Encroachment Agreement with CSX Railroad associated with the Wikle Road Water Line Project.

Background

The Water Services Department staff along with the project engineer are nearing completion of the design for the Wikle Road Water Line improvements project. The project scope includes replacing and upsizing older sections of 8- and 10-inch plastic piping with 12-inch ductile iron pipe, which is the current pipe material standard. The location of the project follows Wikle Road from Franklin Road eastward to Wikle Park and then southward around Flagpole Park to Mallory Park where it connects to an existing 12-inch water line.

Along this route, the water line must cross CSX railroad right-of-way (ROW). See the attached site map for exact location and routing. Staff has been working with CSX to obtain permission to install the new water across the railroad ROW. To obtain permission for this work, CSX requires a Facility Encroachment Agreement be executed by the City. Enclosed for your consideration is a site map and a copy of the agreement form.

Accordingly, staff is recommending approval of the enclosed agreement so we can move forward with bidding this work. For questions, please contact Chris Milton, Water Services Director.

Staff Recommendation

Staff recommends approval of the attached agreement.

Previous Commission Action

No previous Commission action.

Fiscal Impact

Amount :

$8,300

Source of Funds:

Water & Sewer Fund

Account Number:

412-16700-8036

Fiscal Impact:

Initial application and plans review fees total $8,300. Additional fees associated with this project to be paid to CSX for construction oversight, etc. will ultimately exceed $10,000.

Attachments

Resolution 2020-36

Contract No. 2020-023

Site Map

Profile Drawing

Signed Resolution & Contract

Consent 2.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Resolution 2020-37 - Agreement with INFLO Design Group for Review and Preparation of Various Water Department Reports

Submitted by:

Chris Milton, Water & Sewer

Department:

Water & Sewer

Information

Subject

Resolution 2020-37 - Agreement with INFLO Design Group for Review and Preparation of Various Water Department Reports

Background

The Water Services Department is requesting approval of an agreement with Inflo Design Group for preparation, review and updates of various Water Service Department reports and plans required under State and Federal regulations.

Inflow Design Group has previously been contracted by the Department for assistance with preparing reports including the department's annual water loss audit report submitted to the State each year. In addition to this report which will again need to be prepared this summer, the Department intends to update several additional reports or plans in the next several years.

These reports include, a review and update of the department's Sewer Capacity, Management, Operations and Maintenance Plan (CMOM). The CMOM Plan is an EPA regulatory requirement for sewer utilities and provides for an information-based plan focused on reducing sanitary sewer overflows. CMOM Program activities include a wide range of programs such as: developing and maintaining a sewer system model; development and maintenance of an asset management program; implementation of a fats, oils and grease (FOG) reduction program; sewer pipeline cleaning and inspection program; among other activities the department currently manages.

In FY 2021, EPA requires water utilities to develop and implement a "Risk and Resilience Assessments and Emergency Response Plan." This new plan is a requirement of the 2018 Water Infrastructure Act and requires water utilities to hire an outside consultant to complete a risk assessment and review of the department's emergency response plan for the water distribution system and submit findings and certification of completion to EPA.

Other plan updates in the next several years include an updated evaluation of the sewer system emergency response plan and evaluation and improvements from water system leak detection results.

Accordingly, staff is recommending approval of the attached professional services agreement with Inflo Design Group at the hourly rates established in the agreement. The agreement allows for increases in rates based on annual CPI adjustments and renewals annually for continued services as outlined in the agreement.

Should you have any questions, please contact Chris Milton, Water Services Director.

Staff Recommendation

Staff recommends approval.

Previous Commission Action

No previous Commission action.

Fiscal Impact

Amount :

Varies

Source of Funds:

Water Services Budget

Account Number:

Varies

Fiscal Impact:

Work will only be authorized to the extent that approved funding is available in the Water Services budget.

Attachments

Resolution 2020-37

COB Contract No. 2020-048

Signed Resolution & Contract

Consent 3.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Resolution 2020-38 - Authorizing an Agreement with Crosslin and Associates for the Comprehensive Annual Financial Report (Audit) for Fiscal Year 2020

Submitted by:

Karen Harper, Finance

Department:

Finance

Information

Subject

Resolution 2020-38 - Authorizing an Agreement with Crosslin and Associates for the Comprehensive Annual Financial Report (Audit) for Fiscal Year 2019-2020

Background

Please find attached the proposed annual audit contract with Crosslin & Associates, PLLC, for the City's independent auditing services for the fiscal year July 1, 2019 through June 30, 2020. The contract fee of $54,200 covers the base auditing services and preparation of financial statements. The contract fee represents a small increase of $1,300 from the previous year's audit.

In the interest of good governance, in FY 2015, it was decided to solicit proposals from firms interested in performing financial audits for the City. A request for proposals (RFP) was distributed and after evaluating each of the proposals received, the highest composite score of 95 out of 100 was given to Crosslin & Associates PLLC, earning Crosslin the recommendation from staff to be awarded the contract for audit services. The audit for FY 2019-2020 is a one year contract since FY 2018-2019 was the final year of the five year contract with Crosslin. All five audits performed by Crosslin went very smoothly and for that reason, it was determined to recommend one additional year with the intention of soliciting proposals for auditing services for FY 2020-2021.

For FY 2020, Crosslin will assist with the following GASB Statements: No. 84, Fiduciary Activities, No. 87, Leases, No. 88, Certain Disclosures Related to Debt, No. 89, Accounting for Interest Cost Incurred before the End of a Construction Period, and No. 90, Majority Equity Interests. We do not expect any significant impacts from these new standards.

The proposed audit fee is reasonable for the scope of work and is consistent with the original five-year fee proposal. The Finance Department staff will continue to work with Crosslin to keep the hours on the engagement as low as possible. The cost of the audit is allocated to four funds, including the General Fund, Water and Sewer Fund, Municipal Center Fund and Post Employments Benefits Trust. If approved by the Board of Commissioners, the Mayor will electronically sign the agreement with a copy going to the TN Comptroller's Office also.

Should you have any questions or need additional information, please contact the Finance Director.

Staff Recommendation

The staff recommends approval of the accompanying resolution.

Fiscal Impact

Amount :

$54,200

Source of Funds:

Multiple

Account Number:

Various

Fiscal Impact:

General Fund

$29,345

Water Services Fund

$18,950

Municipal Center Fund

$3,685

Post-Employment Benefits Trust

$2,220

Attachments

Resolution 2020-38

FY 2019-2020 Letter of Engagement

Signed Resolution & Contract

Consent 4.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Approval of Change Order for Roadway Repairs and Improvements Contract

Department:

Public Works

Information

Subject

Approval of Change Order for Roadway Repairs and Improvements Contract

Background

Over the past year, the Engineering Department has prepared an Americans with Disabilities Act (ADA) Transition Plan that will guide the City's Public Works Department in performing modifications to existing ADA curb ramps and sidewalks through our Annual Roadway Repairs and Improvements contract. These improvements are required by the ADA to help provide safe and efficient pedestrian access to all.

Within the past several weeks, the Public Works Department has identified 82 ADA ramp retrofits that are timely coordinated with the upcoming FY 2020 repaving work along Granny White Pike, a portion of Virginia Way, Powell Place, and Winners Circle in the Maryland Farms area. This area of town is popular for school and pedestrian traffic and made for an ideal location to begin our multi-year project to retrofit ADA ramps throughout the City. The annual Roadway Repairs and Improvements contract includes a broad range of line items, including one to cover the removal and replacement of ADA ramps. However, it has become evident that a minor contract specification modification is necessary for our ability to construct a functional and lasting product while maintaining aesthetics of the surrounding area and limiting the impacts on existing private landscape features due to ground slope and other factors.

Staff has worked with the City's contractor to identify appropriate solutions to continue to move forward, while installing a durable ADA ramp and limiting the overall impacts on the right of way and private property that immediately surrounds the installation sites.

Staff is recommending the approval of a Change Order (copy attached) to the Annual Roadway Repairs & Improvements contract, to include two additional line items. Item 604-07.30 will cover the installation of a concrete retaining wall or knee wall to be used on a case-specific basis to protect surrounding landscape from unnecessary impacts related to the ADA retrofit. Item 702-01.02 allows for the installation of a 12" deep reinforced concrete curb to be installed at these radius returns preventing buckling, crumbling, and shifting of the ramps due to the weight of vehicular traffic. Please see attached examples of these installations.

Staff believes that the contractor has offered the City a fair price for these two additional options at $22 and $25 per linear foot respectively. The use of these two line items will not affect the overall contract value or budget, rather it allows us to utilize these two additional methods to improve the overall craftsmanship of the installations already contemplated.

Please refer any questions to the Public Works Director

Staff Recommendation

Staff is recommending the approval of a Change Order to the Annual Roadway Repairs & Improvements contract, to include two additional line items.

Previous Commission Action

N/A

Fiscal Impact

Amount :

Source of Funds:

Account Number:

Fiscal Impact:

The approval of this Change Order will not change the overall contract value or budget allotment.

Attachments

Proposal Request and Supplemental Instructions

ADA Ramp Example Installations

Consent 5.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Approval of Recommended Roadway Repairs and Improvements List for FY2021

Department:

Public Works

Information

Subject

Approval of Recommended Roadway Repairs and Improvements List for FY2021

Background

Attached is a list of City of Brentwood-maintained street segments recommended for repair and improvement in FY 2021. The list was partially developed using data from a Commission-approved contract with Data Transfer Solutions (DTS) for a video assessment of all City streets which was conducted in the spring/summer of 2017. In addition, staff physically evaluates the top priorities each year to further refine the list. We consider pavement condition, traffic type, traffic volume, speed limit, current maintenance demands, drainage concerns, reports of pavement failures, and any plans for upcoming water and sewer related work that may impact these streets before preparing the recommended list.

The proposed FY 2021 budget for Roadway Repairs and Improvements is $2,400,000, comprised of $800,000 from the General Fund and $1,135,000 from the State Street Aid Fund and $465,000 in one-time state grant funds in the Capital Projects Fund. The attached list of street segments represents our highest priorities identified at this time. As the work progresses through the year, staff will continually review actual project costs to determine what additional work can be added to the contract in order to optimize the use of available funds.

Staff recommends maintaining approximately a 15% contingency for emergency repairs or unforeseen pavement failures and potential fluctuations in the TDOT asphalt cost index during the course of the fiscal year. Emergency repairs could include pavement buckles from heat or failures experienced throughout the winter months, usually attributed to freeze and thaw cycles. The contingency funds allow some flexibility in adjusting the plan to correct emergency pavement failures. If the contingency is not used by the spring of 2021, we will proceed with repair of the available street or streets from the priority list.

Please direct any questions to the Public Works Director.

Staff Recommendation

Staff recommends the approval of the FY 2021 paving list.

Previous Commission Action

No previous action on this item.

Fiscal Impact

Amount :

$2,400,000

Source of Funds:

See Below

Account Number:

See Below

Fiscal Impact:

The proposed FY 2021 Roadway Repairs & Improvements Budget consists of $2,400,000. Of which $800,000 comes from the General Fund (110-43120-82640), $1,135,000 comes from the State Street Aid Fund (121-43120-82640), and $465,000 from the Capital Projects Fund (311-43100-1000).

Attachments

FY2021 Recommended Roadway Repairs & Improvements List

Other Business 1.a.

Brentwood City Commission Agenda

Meeting Date:

04/118/2020

Notice of Future Appointments of Two Members to the Library Board (for information only)

Submitted by:

Holly Earls, Administration

Department:

Administration

Information

Subject

Notice of Future Appointments of Two (2) Members to the Library Board (for information only)

Background

At the Monday, June 8, 2020 meeting, the Board of Commissioners will appoint two (2) members to the Library Board. The appointees will serve three (3) year terms expiring June 30, 2023. The two positions on the Board are currently held by Laura McClendon and Sree Polavarapu. Applicants must be residents of the City of Brentwood.

Applications must be submitted by May 8, 2020 to the City Recorder at Brentwood City Hall, 5211 Maryland Way, by mail to P. O. Box 788, Brentwood, TN 37024-0788 or online at the City's website - www.brentwoodtn.gov.

Notice of the upcoming appointments and process/deadlines for applications will be published in the Tennessean's Williamson section, posted on the City's webpage and on the Brentwood City Government Cable Channel (BTV).

Staff Recommendation

n/a

Fiscal Impact

Attachments

No file(s) attached.