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McMinnville board approves downtown event policy, contracts and capital purchases; water-treatment base bid advanced
Summary
The McMinnville Board of Mayor and Aldermen approved a downtown event policy, authorized updated architectural services for a proposed police station, advanced the low bid for a water-treatment plant project and approved two equipment purchase resolutions at its regular meeting.
The McMinnville Board of Mayor and Aldermen met in regular session and took a series of actions across permitting, capital projects and purchases.
Votes at a glance
- Downtown event policy: The board approved a proposed downtown event policy to avoid back-to-back street closures and to set a single application and approval date for annual downtown events. The policy was presented as a way to reduce repeated closures and staff time required for consecutive events.
- AEI Architects contract (police station planning): The board approved an updated contract with AEI Architects and Planners to prepare plans, specifications and bid documents for a potential new police station. The updated contract amount was presented as $125,000 (up from a prior $100,000 figure); if the board elects to include administrative/city-hall space in the scope, an additional $45,000 would be required. Staff reported $200,000 in the police department capital/capital-fees budget to cover current planning expenses.
- Water-treatment plant (base bid): The board voted to move forward with the base bid from W&O for the water-treatment plant, accepting the low bid in the procurement process. Staff and consultants reviewed value-engineering proposals and reported W&O’s base bid of $15,626,000. Staff described funding sources including SRF and ARP funds, and explained that reengineering options would have reduced building size and treatment capacity; staff recommended proceeding with the base project to preserve volume and program scope.
- Fee waivers and commemorations: The board approved rental-fee waivers for the Milner Center for the 2025 McMinnville Special Games and a Child Advocacy Center gala, and approved illuminating the downtown fountain green in May for mental-health awareness.
- Equipment and vehicle purchases (resolutions): The board approved Resolution 2025-06 to purchase battery-operated extrication tools from Navco for $51,583 and Resolution 2025-07 to purchase a Ford police utility vehicle from Ford of Murfreesboro for $44,876 (insurance will reimburse part of the vehicle replacement costs and for vehicle outfitting). Both resolutions authorized the city administrator to issue purchase orders and became effective upon passage.
Several of the votes included recorded roll-call results; the board approved the AEI contract, advanced the water-treatment base bid and passed both purchase resolutions by recorded vote. Staff said funding for the projects will come from a mix of grants, ARP funds and budgeted reserves; the water-treatment project was presented as a $16.5 million total project cost with approximately $7.5 million in grant/forgiveness funding included in the funding plan.
Next steps and context
Staff will return to the board with contract documents, award documents and schedule details as procurement moves to formal contract award stages and as budgets are finalized. Board members asked for additional budget modelling during upcoming finance and departmental budget meetings. The board also directed staff to coordinate event stakeholders about the new downtown event calendar process.
