Collegedale commissioners approve library grant, public-safety grant, IT and public-works purchases; discuss greenway, bridge punch list

Collegedale City commissioners on Aug. 18 approved a series of administrative items including acceptance of a state construction grant for the remodeled library, a $2,000 public-safety grant for employee safety boots, purchases of network hardware and a multipurpose public-works machine, and the city’s June financial report.

City leaders said the meeting also included updates on moving the library back into its remodeled space, cleanup work on the Greenway after recent heavy rains, and outstanding punch-list items on a local bridge project.

The approvals came by roll-call votes with all five commissioners present voting in favor. The commission also discussed information-technology support and inventory findings tied to its current contract with a third-party vendor, and debated the merits of purchasing a multi-function Aspen machine for public works rather than the front-end loader funded in the budget.

Commissioners accepted a construction grant contract for the remodeled city library after staff confirmed two points raised at the prior meeting: the city’s policy includes drug-free workplace provisions, and the renovated library will serve the public as a library for citizens. A commission staff member explained the construction grant repays a portion of remodel costs. The motion to approve passed on a unanimous roll call.

The commission approved Resolution 553, accepting a $2,000 public-safety grant from Public Entity Partners to reimburse purchases of safety boots for employees. The resolution passed unanimously.

On information technology, commissioners authorized purchase of a network switch and wireless equipment. Thomas, introduced as the city’s new IT hire, reported he had found outdated hardware during an inventory and that staff will meet with the vendor identified in the transcript as VC3 to revise the contract to reduce scope to hosting and hourly support. Thomas and other staff said an operating-system upgrade must be completed by October, and the city is conducting an inventory of hardware currently in place. Commissioners directed staff to press the vendor for explanations and to pursue a contract rewrite; the purchase passed unanimously.

Public works presented a request to buy an Aspen multipurpose machine, described by staff as a versatile roadside mower with attachments for ditch cleaning, stump grinding and other duties. The machine, presented as an alternative to the budgeted front-end loader, was quoted at about $232,000 compared with the $225,000 approved in the budget, leaving roughly $7,000 to cover. Staff said the city plans to reuse existing mowers when feasible, may sell a surplus truck through Compass Auction to offset part of the cost, and would rent a front-end loader for occasional one-off projects rather than buy one now. Commissioners discussed worker safety—lighting on trucks and equipment—and staff said they will add or supplement lighting on the new machine as needed. The purchase was approved on a unanimous roll call.

The commission received the June finance report and staff said final numbers will change after the year-end audit expected in September. Staff noted that, after mapping the city’s accounts to the state comptroller’s chart of accounts, some revenues previously combined have been separated by revenue type; staff said the total revenue will remain the same. The June report was approved unanimously.

During city administration and commissioner reports, staff said moving back into the remodeled library had begun but that staff expected a few days of temporary closure while the move is completed. Library Director Gina (first name provided in the meeting) and others were credited for securing grant funding; commissioners said a ribbon-cutting and open house is scheduled for Sept. 18, 4–6 p.m., and that a proclamation and remarks by state legislators will be part of that event.

Commissioners and staff described recent storm damage on the Greenway and work to clear debris. Commissioner comments called for more attention to a chunk of missing concrete and punch-list items at a recently ribbon-cut bridge; staff said they will contact the Tennessee Department of Transportation and the contractor (identified in the meeting as Wright Brothers) to seek a timeline to finish remaining work and open additional lanes. Commissioners also raised a long-running development issue on Appisson Pike (permits remain active, staff said) and a recurring gravel accumulation at Edgemond Road and Lee Highway; staff said they will contact the developer to request cleanup.

Votes at a glance

- Motion to approve minutes of the Aug. 4 meeting — approved (5–0). Motion and second not specified in the transcript. - Approval of library construction grant contract (state construction grant) — approved (5–0). Motion and second not specified in the transcript. - Resolution 553: Acceptance of Public Entity Partners public-safety grant ($2,000) for safety boots — approved (5–0). Mover and seconder not specified in the transcript. - Purchase of network switch and wireless equipment — approved (5–0). Mover and seconder not specified in the transcript. - Purchase of DPW Aspen multipurpose machine (approx. $232,000; budgeted $225,000) — approved (5–0). Mover and seconder not specified in the transcript. - Approval of June finance report — approved (5–0). Mover and seconder not specified in the transcript.

What’s next

Staff said the city will finish the library move-in over the next two weeks and hold the Sept. 18 open house. IT staff will continue the hardware inventory, pursue the contract rewrite with VC3, and report back on the operating-system upgrade due in October. Public works said it will inspect new equipment lighting and pursue ditch-cleaning attachments later in the year. Staff will contact TDOT and the bridge contractor to press for completion of bridge punch-list items and will follow up with the developer about the gravel accumulation at Edgemond Road and Lee Highway.

(Exact quotes in this story are taken from the public meeting transcript.)