BOC Agenda: 09-20-2018

CITY OF FAIRVIEW
BOARD OF COMMISSIONERS

SEPTEMBER 20, 2018
7:00 P.M.

AGENDA

1. Roll Call

2. Call to order by Mayor Carroll
A. Prayer and Pledge

3. Approval of the Agenda

4. Public Hearing – N/A

5. Citizen Comments (Limited to the first 5 citizens to sign in and a limit of 3 minutes each).

6. Awards and/or Recognitions

7. Public Announcements

8. Staff Comments

9. Approval of the Minutes

10. Consent Agenda Consisting of Items as Follows
A. Minutes from the September 6, 2018 Board of Commissioners Meeting
B. Minutes from the September 6, 2018 Board of Commissioners Work Session

11. Old Business
A. Open Board Seat Appointments
A.1) Planning Commission
• Jacob Whitman
• Robert J. DeLiello III
• Hayley Schulist
A.2) Board of Zoning Appeals (no applicants)
A.3) Parks & Landscape Board (verify seats)
B. Resolution 31-18, A Resolution of the City of Fairview Accepting the Lowest Bid for Resurfacing a Portion of Horn Tavern Road
C. Ordinance 2018-19, Park Board Ordinance
D. Ordinance 2018-20, Tree Board Ordinance

12. New Business

13. Manager Items for Discussion
A. Miscellaneous Updates
B. City Attorney Comments

14. Communications from the Mayor and Commissioners

15. Meeting Adjournment

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DISCLAIMER AGENDA FOR BOC MEETINGS
This entire Agenda and all the attached documents for the Board of Commissioners meeting for the date noted herein is a draft and subject to change in accordance with the City Charter, State Statutes, and applicable City Ordinance(s) through the date the Board of Commissioners Meeting is conducted.

Any matters that may be added to the agenda after this posting or the night of the actual meeting will not be included in this posting. It is anticipated such matters will be held to a minimum but the City reserves the absolute right to add any item to the Agenda in accordance with applicable Statutes and or Ordinances.

Planning Commission Agenda: 09-11-2018

AGENDA

Fairview Planning Commission
September 11, 2018, Regular Meeting @ 7 p.m.

• Opening Prayer and Pledge
• Approval of Agenda
• Citizen Comments
(limited to the first five citizens to sign in and three minutes each)

• Approval of Minutes: August 14, 2018 – Regular Meeting

OLD BUSINESS
1. Western Woods Subdivision, Phase 4 – request for subdivision acceptance and reduction to a maintenance bond. 38 lots on 5.9 acres located along Wiley Circle, Spicer Court, and Colquitt Way. Property zoned RS-5 PUD.

NEW BUSINESS
2. Preliminary Plat/Development Plan, Otter Creek Estates. Six (6) proposed lots on 8.8 acres. Property located at 7329 Taylor Road (Tax Map 042, Parcel 77.00). RS-40, Single-Family Residential, Zoning District. Property owned by Tony Cavender.

3. Discussion Item – standard sidewalk policy, variance procedure, and fee-in-lieu fund.

BONDS AND LETTERS OF CREDIT
4. The Meeting Place Church – site performance bond to cover the site in the amount of $22,000.00. Planning commission set the bond at the June 09, 2015, meeting. Bond expires September 15, 2018.

5. First Baptist Church of Fairview – irrevocable standby letter of credit to cover the site in the amount of $15,000.00. Planning commission set the bond at the September 13, 2016, meeting. Bond expires September 15, 2018.

REPORTS FOR DISCUSSION AND INFORMATION

• City Planner
• City Engineer
• City Attorney

COMMUNICATION FROM THE PLANNING COMMISSION MEMBERS

ADJOURNMENT

BOC Agenda: 09-06-2018

CITY OF FAIRVIEW
BOARD OF COMMISSIONERS

SEPTEMBER 6, 2018
7:00 P.M.

AGENDA

1. Roll Call

2. Call to order by Mayor Carroll
A. Prayer and Pledge

3. Approval of the Agenda

4. Public Hearing
A. Item 11A
B. Item 11B

5. Citizen Comments (Limited to the first 5 citizens to sign in and a limit of 3 minutes each).

6. Awards and/or Recognitions

7. Public Announcements

8. Staff Comments

9. Approval of the Minutes

10. Consent Agenda Consisting of Items as Follows
A. Minutes from the August 16, 2018 Board of Commissioners Meeting
B. Minutes from the August 16, 2018 Board of Commissioners Work Session

11. Old Business
A. Resolution 25-18, A Resolution to Annex Certain Territory Upon Written Consent of the Owners and to Incorporate the Same Within the Boundaries of the City of Fairview, Tennessee (Tax Map 42, Parcel 078.00, 8.8 Acres, 7329 Taylor Road, Owner: Tony Cavender)
B. Resolution 26-18, A Resolution to Annex Certain Territory Upon Written Consent of the Owners and to Incorporate the Same Within the Boundaries of the City of Fairview, Tennessee (Tax Map 21, Parcel 61.22, 7.9 Acres, Northwest Highway, Owner: Hudson Family Revocable Trust)

12. New Business
A. Beer Permit for Jefferson’s Restaurant (HG HG LLC) located at 2431 Fairview Blvd, owner: Andrew Deal
B. Ordinance #2018-18, An Ordinance to Amend the City of Fairview Zoning Ordinance by Changing the Official Zoning map for Tax Map 46, Parcel 087.00, Consisting of 48+ Acres, Located at 2451 Fairview Boulevard, From a RS-40 (Low-Density Residential) Zoning District to a CG (Commercial General) Zoning District
C. Speed Limits – Burks
D. Resolution 27-18, Abolishing the Existing Tree Commission and Park Commission
E. Resolution 28-18, Establishing the Parks and Landscape Board
F. Resolution 29-18, Fire Truck Financing
G. Resolution 30-18, A Resolution Requesting the Election of a Court Clerk be Added to the Fairview, Tennessee, Municipal Election Held in Conjunction with the November 6, 2018, State of Tennessee General Election

13. Manager Items for Discussion
A. Miscellaneous Updates
B. City Attorney Comments

14. Communications from the Mayor and Commissioners

15. Meeting Adjournment

BOC MEETING PACKET


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DISCLAIMER AGENDA FOR BOC MEETINGS
This entire Agenda and all the attached documents for the Board of Commissioners meeting for the date noted herein is a draft and subject to change in accordance with the City Charter, State Statutes, and applicable City Ordinance(s) through the date the Board of Commissioners Meeting is conducted.

Any matters that may be added to the agenda after this posting or the night of the actual meeting will not be included in this posting. It is anticipated such matters will be held to a minimum but the City reserves the absolute right to add any item to the Agenda in accordance with applicable Statutes and or Ordinances.

Tree Commission Agenda: 09-04-2018

FAIRVIEW MUNICIPAL TREE COMMISSION MEETING
Tuesday – September 4, 2018
7:00 pm

AGENDA

1. Call Meeting to Order

2. Roll Call

3. Approval of Agenda

4. Approval of Minutes
4.1. Approval of minutes for monthly Tree Commission Meeting on Tuesday, June 5, 2018.
4.2. Approval of minutes for monthly Tree Commission Meeting on Tuesday, August 15, 2018.

5. Old Business
5.1. Landscape Code Review: Continue review document changes Scott McCoy gathered; begin review of other Williamson County municipalities’ Tree and Landscaping ordinances to find best practices.

6. New Business
6.1. Discuss/review Approved Tree List – purpose and implementation

7. Staff Review Meeting Update (Mike Berkley)

8. Update on Tree Bank Funds (Debby Rainey)

9. Citizen Comments

10. Adjournment: (The next Tree Commission Meeting date – Tuesday – October 2, 2018 – 7PM at City Hall)

INVITATION TO BID: Resurfacing of a Section of Horn Tavern Road

INVITATION TO BID

AUGUST 24, 2018

 

Sealed bids for the following will be received by Scott Collins, City Manager, City of Fairview, until 2:00 P.M. on Thursday, September 13, 2018, and at that time will be publicly opened in the city council chambers at Fairview city hall. At the regularly scheduled board of commissioners meeting to be held on Thursday, September 20, at 7:00 p.m. the bid will be awarded to the lowest responsible bidder or all bids will be rejected.

 

ITEM – 1. Resurfacing of a Section of Horn Tavern Road

 

By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder.

 

No submitted bids may be withdrawn for a period of thirty (30) days after the scheduled closing time of the receipt of bids. All bids shall be signed, sealed and addressed to the City Manager, City of Fairview, 7100 City Center Way, Fairview, TN, 37062, and marked as specified in the Bid Documents. The City of Fairview reserves the right to accept or reject any or all bids received, to waive any informalities in bidding and to re-advertise.

 

The location(s) to be resurfaced is as follows:

 

Horn Tavern Road from Highway 96 to a location approximately 200 feet East of Cleveland Lane, an estimated total of 4,600 linear feet.

 

The specifications for the resurfacing are as follows:

 

The surface is to be leveled with CW mix at 50 lbs. per square yard and the wearing surface shall be CW mix in an amount of 165 lbs. per square yard. All bids are to include the resurfacing, clipping the road shoulders, sweeping and tack coats, and all striping.

 

 

All Bids must include the following:

 

Bidder Company Name: _____________________________________________________

 

Bidder Company Address: ___________________________________________________

 

____________________________________________________

 

Bidder Company Contact Information: __________________________________________

 

__________________________________________

 

Printed Name of Authorized Signer: ____________________________________________

 

Signature of Authorized Signer: ________________________________________________

 

TERMS AND CONDITIONS

 

  1. Bids must be submitted on this form only and bear the handwritten signature of an authorized representative of the firm to be considered valid. Be sure the envelope is completely and properly identified and sealed. Telephone bids or fax bids will not be accepted. Unless otherwise stated by the City, no bidder may withdraw its bid for a period of thirty (30) days after the bid opening date.

 

  1. Taxes. The City is exempted from Federal excise taxes and state and local sales taxes and bidders must quote prices which do not include such taxes. An exemption certificate will be furnished upon request.

 

  1. By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder.

 

  1. Contract(s) will be made or entered into with the lowest, responsible, compliant bidder. Responsible bidder is defined as a bidder whose reputation, past performance and relative experience are such that it is capable of satisfying the city’s needs for the services to be provided.

 

  1. The City reserves the right to determine the low bidder either on the basis of the individual costs of the services or the aggregate costs of the services included in this INVITATION TO BID

 

  1. All contracts or purchase orders issued for this award will be governed by the laws of the State of Tennessee.

 

  1. The City, in accordance with its governing directives, reserves the right to reject any and all bids, to waive any informality or irregularities in bids and unless otherwise specified by the bidder, to accept any item.

 

  1. The contract will be awarded only for the work specified herein.

  2. Liability and Insurance:

 

  1. The successful bidder must comply with the following insurance requirements:

Workmen’s Compensation – which shall provide protection against any liability imposed by the Workmen’s Compensation Law of the state in which the work is performed.

Liability Insurance – to defend, indemnify and save harmless the City from all claims and suits for injury or destruction of property and from all expenses in defending said claims and suits, including court costs, attorney’s fees and other expenses caused in any way by the acts or omissions of the Contractor or the Contractor’s agents, employees, or subcontractors during or in connection with said work, excepting on the property damage and bodily injury or death caused by the sole negligence of the City, its agents or employees.

Minimum required coverages are $500,000 for property damage and $1,000,000 for liability.

A Certificate of insurance shall be furnished to the City at the time of contract award wherein the types and amounts of coverage are documented.

 

  1. Invoicing. The City will remit payment to the bidder/contractor for services rendered within fifteen (15) days of invoice receipt of services rendered.

 

 

 

 

 

 

 

IRAN DIVESTMENT ACT AFFIDAVIT

As per Tennessee Code Annotated, Title 12, and effective July 1, 2016:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to § 12- 12-106.

 

 

Signature

 

Date

 

 

 

 

 

******This Document must be signed & included with your Bid Submittal*****

Notice To Consultant Engineers Regarding A Request For Qualifications

NOTICE TO CONSULTANT ENGINEERS REGARDING A REQUEST FOR QUALIFICATIONS

 

August 23, 2018

 

The City of Fairview, Tennessee, an Equal Opportunity, Affirmative Action Employer, seeks to retain the services of a professional consultant engineering firm to provide services related to resurfacing and intersection improvements at SR-100 (HWY-1400) at Cumberland Drive, Fairview, Tennessee. The project, STP-M-100(82), PIN 126869.00, shall be accomplished in accordance with the project application with a completion date of December 31, 2022. The professional consultant engineering consulting firm must be on TDOT’s pre-approved list and must have unlimited status. Responsibilities of the professional consultant engineering firm include, but are not limited to:

 

  • Field surveying required for the design work.

  • Design of plans and specifications acceptable to TDOT, FHWA, and the City of Fairview.

  • Design of traffic management, roadway geometry, pavement, pedestrian access, utilities, etc.

  • Designs shall include compliance with the Manual on Uniform Traffic Control Devices.

  • Estimate project and construction costs.

  • Prepare bid notices and advertisements.

  • Environmental notice on all phases of the project.

  • Attend necessary meetings with TDOT and the City of Columbia related to this project.

  • Provide overall project management in accordance with State and Federal guidelines.

  • Prepare construction documents.

  • Prepare, develop and attend pre-construction conference.

  • Any other services necessary for the design, bidding, performance, construction and inspection of the project.

 

Firms may request consideration by submitting three (3) sets of statements of qualifications to the City of Fairview, Attention Scott Collins, 7100 City Center Way, Fairview, Tennessee, 37062. All statements of qualifications must be received by City Hall at 7100 City Center Way, Fairview, Tennessee 37062 no later than 4:00 p.m. on Thursday, September 20, 2018. Statements of Qualifications submitted shall indicate the scope of services to be completed by any sub-consultants. Contact City Manager Scott Collins at (615) 387-6084 or cm@fairview-tn.org for more information.

 

Prequalification procedures, example letter of interest, list of pre-qualified firms and certified DBEs, TDOT’s standard procurement policy, and additional information can be found at the internet address

www.tdot.state.tn.us/consultantinfo.htm.

 

The City will evaluate the current prequalification statements on file for those submitting letters of interest and qualifications and choose a firm or firms, in accordance with the small purchase procurement procedures adopted under the City’s Consultant Selection Policy, who would make viable candidate(s) from which to make a selection or invite more detailed proposals and/or presentations. The factors that will be considered in evaluation of proposals are:

 

  1. Past experience in the required disciplines with TDOT and other clients. (15%)

  2. Past experience specific to intersection and roadway projects (25%)

  3. Qualification and availability of staff. (10%)

  4. Knowledge of FHWA and TDOT design, R.O.W. and construction (CEI) requirements (15%)

  5. Demonstrated ability to meet schedules without compromising sound engineering practices (10%)

  6. Evaluations on prior projects with TDOT and other clients, if available. (10%)

  7. Ability to successfully manage this project. (10%)

  8. Amount of work under contract with TDOT and other clients (5%)

 

Evaluation proceedings will be conducted within the established guidelines regarding equal employment opportunity and nondiscriminatory action based upon the grounds of race, color, sex, creed or national origin. Interested certified Disadvantaged Business Enterprise (DBE) firms as well as other minority-owned and women-owned firms are encouraged to respond to all advertisements by The City of Fairview. Details and instructions for DBE certification can be found at the following website: www.tn.gov/tdot/civil-rights/small-business-development-program.html

Comprehensive Plan Visioning Event

Fairview Forward
The 2040 Comprehensive Plan

Please join us on August 20th for the Public Kick-off & Visioning Event from 6 to 8 PM at Camp Marymount 1318 Fairview Blvd E, Fairview, TN 37062

Help us plan for the future!
A Comprehensive Plan is a vision for the future of a community as defined by its citizens, and it guides decisions by the City on a variety of issues such as physical development, economic development, transportation, parks and open space, and infrastructure.

Please visit our website for more details!
www.fairview2040.com

Planning Commission Agenda: 08-14-2018

AGENDA

Fairview Planning Commission
August 14, 2018, Regular Meeting @ 7 p.m.

• Opening Prayer and Pledge
• Approval of Agenda
• Citizen Comments – (limited to the first five citizens to sign in and three minutes each)
• Approval of Minutes: July 10, 2018 – Regular Meeting

OLD BUSINESS
1. Western Woods Subdivision, Phase 4 – request for subdivision acceptance and reduction to a maintenance bond. 38 lots on 5.9 acres located along Wiley Circle, Spicer Court, and Colquitt Way. Property zoned RS-5 PUD.

NEW BUSINESS
2. Site Plan, Dollar General Store. Proposed 9,100 SF retail store. 2.36 acres. Property located at 1391 Highway 96 North (Tax Map 018, Parcel 22.02). CG Zoning District. Property owned by Boulevard Investment Group, LLC.
3. Recommendation to the Board of Commissioners on the Rezoning of Property, requested by Loy Hardcastle, Parks Realty. Property located at 2451 Fairview Boulevard (Tax Map 046, Parcel 87.00). 48+ acres. Current zoning district: RS-40, Single-Family Residential; Proposed zoning district: CG, Commercial General.
4. Recommendation to the Board of Commissioners on a Proposed Plan of Services to Accompany Resolution 17-18, a Resolution Calling for a Public Hearing on the Proposed Annexation of Territory into the City of Fairview by Owner Consent (Tony Cavender) and Approving a Plan of Services (7329 Taylor Road; Tax Map 042, Parcel 77.00).
5. Recommendation to the Board of Commissioners on a Proposed Plan of Services to Accompany Resolution 18-18, a Resolution Calling for a Public Hearing on the Proposed Annexation of Territory into the City of Fairview by Owner Consent (John Bledsoe/Hudson Family Revocable Trust) and Approving a Plan of Services (Northwest Highway; Tax Map 021, Parcel 61.22).

BONDS AND LETTERS OF CREDIT
6. Request to set the bond – Otter Creek, Phase 1, Section 1.
7. Request to set the bond amount – Otter Creek, Phase 1, Section 2.

REPORTS FOR DISCUSSION AND INFORMATION
• City Planner
• City Engineer
• City Attorney

COMMUNICATION FROM THE PLANNING COMMISSION MEMBERS

ADJOURNMENT

BOC Agenda: 08-16-2018

CITY OF FAIRVIEW
BOARD OF COMMISSIONERS

AUGUST 16, 2018
7:00 P.M.

AGENDA

1. Roll Call

2. Call to order by Mayor Carroll
A. Prayer and Pledge

3. Approval of the Agenda

4. Public Hearing – N/A

5. Citizen Comments (Limited to the first 5 citizens to sign in and a limit of 3 minutes each).

6. Awards and/or Recognitions

7. Public Announcements

8. Staff Comments

9. Approval of the Minutes

10. Consent Agenda Consisting of Items as Follows
A. Minutes from the August 2, 2018 Board of Commissioners Meeting
B. Minutes from the August 2, 2018 Board of Commissioners Work Session

11. Old Business
A. Second and Final Reading of Ordinance 18-10, An Ordinance of the City of Fairview, Tennessee, Adopting a Schedule for the Retention of Municipal Records

12. New Business
A. Park Board Member Censure/Removal Request
B. Triangle School Events and Uses
C. Ordinances/Resolution Relating to Chipper Service
D. Ordinance 2018-12, An Ordinance to Repeal Section 11-806 of the City of Fairview Municipal Code, as Written, and to Reserve Section 11-806 of the Fairview Municipal Code
E. Ordinance 2018-13, An Ordinance to Ban Smoking on All Property Owned by the City of Fairview and Within All Assets, Facilities and Structures Owned by the City of Fairview, and to Establish a Fine for Violations of the City’s Ban on Smoking on City Owned Properties and Within City Owned Assets
F. Resolution 22-18, A Resolution of the City of Fairview, Tennessee, Designating Certain Items as Surplus and Authorizing Their Disposal (Fire Department Tools & Equipment)
G. Resolution 23-18, A Resolution of the City of Fairview Accepting the Lowest Bid Proposal for Financing the 2018 Fire Pumper Truck and Authorizing the City Manager to Execute the Financing Documents

13. Manager Items for Discussion
A. Miscellaneous Updates
B. City Attorney Comments

14. Communications from the Mayor and Commissioners

15. Meeting Adjournment

BOC MEETING PACKET


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DISCLAIMER AGENDA FOR BOC MEETINGS
This entire Agenda and all the attached documents for the Board of Commissioners meeting for the date noted herein is a draft and subject to change in accordance with the City Charter, State Statutes, and applicable City Ordinance(s) through the date the Board of Commissioners Meeting is conducted.

Any matters that may be added to the agenda after this posting or the night of the actual meeting will not be included in this posting. It is anticipated such matters will be held to a minimum but the City reserves the absolute right to add any item to the Agenda in accordance with applicable Statutes and or Ordinances.

Notice: Fairview Board Openings

CITY OF FAIRVIEW
AVAILABLE BOARD SEATS

Updated as of August 1, 2018

The City of Fairview currently has openings on the following boards:

  • Planning Commission – 1 Citizen seat expiring 6-30-2021
  • Tree Commission – 1 Citizen seat expiring 6-30-2021
  • Park Commission – 1 Citizen seat expiring 8-18-2021
  • Board Of Zoning Appeals – 1 Citizen seat expiring 6-30-2021
  • Board Of Zoning Appeals – 1 Citizen seat expiring 6-30-2020

Select/Download Board Application


Deadline for applications is Wednesday, August 29th 2018 at close of business.