Oakland aldermen approve series of resolutions on contracts, property inspection, paving and billing

At the meeting the Oakland Board of Aldermen took votes on five resolutions affecting town contracts, property negotiations, roadwork and administrative services.

The board approved the following actions during the meeting:

- Resolution 25-07: Renewed a 36-month professional services contract with Stericycle, Inc. for document/shredding services used by the police department and town hall. The contract renewal carries the same rates as the prior contract; the board held a revote requested because the earlier special-call meeting had not allowed public comment. The board approved the resolution.

- Resolution 25-08: Authorized the town manager to enter into negotiations and a 90-day inspection period for property located at 14655 Highway 64/Highway 194, including placing refundable earnest money not to exceed $5,000. The board approved proceeding with inspections and negotiations.

- Resolution 25-09: Authorized solicitation of bids for a spring roadway improvement project backed by a previously approved $250,000 budget amendment for paving. The manager presented maps and cost estimates; the board authorized the bid process. Staff noted some streets in older parts of town and certain subdivisions (including a final lift request in Chickasaw Ridge) for inclusion.

- Resolution 25-10: Awarded the town's utility-billing printing and mail-out contract to DirectFX (outside vendor) after staff analysis showed outsourcing would lower annual costs and reduce staff time. Staff cited an estimated annual cost of roughly $37,500 from DirectFX versus approximately $43,700 in current in-house spend (figures provided by staff during discussion). The vendor will receive an electronic file, provide proofs, print and deliver mail pallets to the Memphis Third Street Post Office for mailing; the board approved the contract award.

- Resolution 25-11: Approved termination of the town's agreement with Forefront Design for full architectural/construction drawings for the proposed new town hall. Staff said the project design had progressed to about 40% and the remaining contract balance was approximately $700,000; the board voted to terminate and recapture funds for more immediate priorities, noting the proposed building cost estimates had risen substantially. The motion to terminate passed.

Why it matters: These resolutions change near-term spending and project priorities: they authorize immediate inspections and bidding processes, shift a recurring administrative task to an outside vendor with estimated recurring savings, and halt an expensive design contract for a proposed new town hall so funds can be reallocated.

Votes and formal actions (as recorded in the meeting transcript): - Resolution 25-07 (Stericycle contract renewal): Motion to approve and revote carried; no roll-call tally was included in the transcript for this item. - Resolution 25-08 (Property negotiations, 14655 Highway 64/194): Motion to approve by Vice Mayor Cates; second by Alderman Hummel; motion carried. Earnest money limited to $5,000 refundable; inspection period 90 days. - Resolution 25-09 (Roadway improvement bids): Motion to advertise for bids supported by a $250,000 paving allocation; motion carried. - Resolution 25-10 (Outsource utility billing to DirectFX): Motion to accept vendor award carried. Staff said DirectFX's bid was approximately $37,500 annually; current in-house approximate cost $43,700 annually (staff labor and printing). Board members discussed staff workload and postal efficiencies. - Resolution 25-11 (Terminate Forefront Design contract): Motion by Alderman Austin, second by Alderman Hummel; motion carried. Staff said previously paid amounts cover work to date and the town would not owe further termination penalties as described by staff.

Board members asked staff to bring bid results, inspection reports and updated cost estimates to future meetings for formal approval as required.

This summary is based on recorded motions and votes in the meeting transcript; where roll-call tallies were not provided in the transcript the article reports outcomes as recorded on the record.