Portland Board of Mayor and Aldermen Meeting – February 2, 2026

The Board of Mayor and Aldermen met on February 2, 2026, at Portland City Hall. The meeting was called to order at 5:03 PM, recessed at 6:05 PM due to computer connectivity issues, reconvened at 6:11 PM, and adjourned at 7:31 PM. Present were Mayor Mike Callis, Vice-Mayor Megann Thompson, Aldermen Charles Cole, Vince Ellis, and Brian Woodall, along with City Attorney John Bradley and City Recorder Tracy Kizer. Aldermen Mike Hall, Drew Jennings, and Jody McDowell were absent. The agenda was amended, on a motion by Alderman Cole, to add a utility director discussion as Item 21.D.

Presentation

• Shoals Technologies Group representatives Brandon Moss and James Hart were recognized for donating a fully outfitted police car, valued at approximately $60,233. Police Chief Arnold thanked them and said the vehicle would be used by the traffic unit.

Public Comments & Testimony

• No members of the public spoke during the public comment period or at the public hearings for Ordinance 26-01 and Ordinance 25-61.

Communications from Council Members

• Alderman Woodall announced the Daddy/Daughter Dance on February 7, 2026, at Richland Gym; tickets are available through the parks department.
• Alderman Cole thanked city workers for their work during Winter Storm Fern.

Mayor’s Report

• Mayor Callis reported that Alderman McDowell had returned home and was welcomed by a gathering at the downtown mini park.
• Winter Storm Fern statistics: city employees worked 450 man-hours, plowed approximately 225 miles of road, applied nearly 20,000 gallons of brine, and used 200 tons of salt. The city has four plows and only two working salt spreaders after mechanical issues. The Mayor discussed adding equipment, including a dump-truck snow package estimated at $50,000, and exploring calcium for use at lower temperatures.
• Residents with storm damage were encouraged to complete the TEMA damage assessment form. Brush and limb pickup began, with limbs required to be cut to 8 feet or shorter. The Convenience Center will be open February 4-7 from 8 AM to 4 PM for brush and limb drop-off.
• The Portland Chamber of Commerce is organizing cleanup assistance for elderly and disabled residents.
• Mayor Callis asked council members to review Public Chapter 411, which may allow council members to join meetings by Zoom under limited circumstances; the City Attorney will review it.
• The turning lane from Vaughn Drive to Highway 31W at the Highway 31W/109 intersection will be reinstalled. The curb radius will be adjusted, and the city will partner with the state on concrete work.

Consent Calendar

• Approved by voice vote: Resolution 26-03 (re-appoint Ted Jernigan to the Portland Municipal Planning Commission), Resolution 26-11 (appoint Chraig Patel to the Portland Municipal Planning Commission), department reports, and minutes from the January 5, 2026 meeting.

Community Development

• Resolution 26-04, repealing and replacing Resolution 24-89 with updated economic incentive guidelines and authorizing the Industrial Development Board to negotiate tax incentives, was approved. Director Sherry Ferguson said the IDB may negotiate incentives up to 10 years, and any agreement longer than 10 years would require council approval. The resolution adopted the Standard PILOT Incentive Schedule for industrial and commercial projects.

Finance

• Ordinance 26-01, the second reading of the FY2025-26 budget amendment, was approved.
• Resolution 26-05, accepting the best proposal for General Contractor Consulting Services, was approved.
• Resolution 26-06, accepting a proposal for Electrical Consultant Services from Stewart Consulting and Project Management, failed. Alderman Woodall expressed concerns about unknown project-based costs and the company having no prior municipal project history; all four present members voted no.

Fire Department

• Resolution 26-07, authorizing a request for proposals for an Emergency Warning System, passed 3-1. Aldermen Cole, Ellis, and Vice-Mayor Thompson voted yes; Alderman Woodall voted no. Woodall cited liability and maintenance concerns, Thompson said the system would likely be too costly but supported obtaining cost proposals, and Ellis said cell phones are a good public safety tool.
• Resolution 26-08, selecting a fireworks display proposal for the 2026 and 2027 Middle Tennessee Strawberry Festival, was amended to award the contract to Impact Pyro and passed. Fire Chief Thornton reported three bids: $19,000, $19,450, and $20,000. Impact Pyro had 2,510 total shots, with 52% at 2.5 inches or larger, and did not include a tariff provision.

Legislative

• Resolution 26-09, honoring the principles and ideals of the United States during the 250th anniversary, was approved.
• Ordinance 26-02, first reading to repeal and replace Ordinance 20-19 and to surplus and sell at auction a residential lot on Strawberry Street, was approved. Habitat for Humanity declined the lot, and sale proceeds will go to the Richland Gym bathroom renovation.
• Ordinance 26-03, first reading to surplus and sell approximately 127 acres in multiple parcels with proceeds directed to the Wastewater Consent Order, was amended to obtain an appraisal of the 127 acres in totality and input from the auctioneer. The ordinance was then deferred until that information is received.

Municipal Airport

• Ordinance 26-04, first reading authorizing acceptance of the best bid for the Portland Municipal Airport Roof Project, was approved. Airport Director Doug Hunter recommended the low bid from Accurline Building Systems for $91,723.81. Bids ranged from roughly $90,000 to $203,300.

Parks & Recreation

• The council discussed a 50/50 park grant. A letter of intent was submitted listing bathroom renovations, pickleball courts, a new playground with splash pad, soccer field lighting, and a weather warning system. Alderman Woodall recommended removing the Richland Gym bathroom renovation from the grant because of ADA-compliance risks. Staff will bring ADA and grant-scope information to the first March meeting. The grant application filing deadline is the end of March.
• Director Jamie White reviewed 30% plans for the Richland Gym restroom and conference room renovation. The 60% plans are expected on February 25 and the 90% plans on March 25. Council discussed having a general contractor review the plans to reduce change orders.

Planning & Codes

• Ordinance 25-61, second reading to amend zoning ordinance Section 4-103 on accessory off-street parking requirements for residential activities, was approved.

Police Department

• Ordinance 26-06, first reading to purchase approximately 0.08 acres adjacent to the Police Department, was approved. The property appraised at over $16,000; the city will pay $15,000 and install a fence.

Public Works

• Resolution 26-10, authorizing the Mayor to enter into an agreement with a qualified contractor for construction of the Regional Detention Basin on Airport Road, was deferred. Discussion focused on the need for competitive bidding, a developer’s agreement, and surety such as a letter of credit. The City Attorney and Public Works Director will review bid requirements.
• Resolution 26-12, installing traffic calming measures on Strawberry Street based on the traffic study, was approved. The estimated cost is less than $7,000. Mayor Callis also reported the city is seeking to add the Jackson Road and Highway 52E traffic signal to the S-MAK grant.
• Ordinance 26-07, first reading to repeal and replace Title 17 of the municipal code, was discussed. Public Works Director Cobb explained the rewrite condenses sanitation regulations from 28 sections to 19 and moves rate and policy details into a separate policy document.

Utility Infrastructure

• Ordinance 26-05, first reading authorizing a Developer’s Agreement with Joey Rollins for water improvements to install a six-inch water main through Harper Road Subdivision, was amended to change the subdivision size from 20 lots to 8 lots in Section 1, then approved as amended.
• Resolution 26-13, authorizing Barge Design Solutions Inc. to perform on-call engineering services, was approved. This added a fourth on-call firm. Discussion included whether the city should build an in-house engineering department; the council agreed to consider the topic during budget work-study sessions.
• Resolution 26-14, authorizing professional engineering services for the EPA Administrative Order on Consent to meet Sanitary Sewer Evaluation Survey deadlines, was approved. OHM will lead on a time-and-material basis. Discussion noted this is the city’s first EPA consent order, that the city has been under TDEC consent orders since 2006, and that the EPA became involved after a TDEC demand letter in November 2025.
• Discussion of the Utility Director position: Alderman Cole suggested restructuring the role to focus on sewer and EPA-related work. Vice-Mayor Thompson recommended discussing it during budget work-study. Mayor Callis said the engineer position has been posted, but few candidates with EPA/SSES experience are available.

Key Outcomes

• Approved: consent calendar; Resolutions 26-04, 26-05, 26-07, 26-08, 26-09, 26-12, 26-13, and 26-14; Ordinances 26-01, 26-02, 26-04, 26-05, 26-06, and 25-61; and procedural discussion of Ordinance 26-07.
• Failed: Resolution 26-06 (Electrical Consultant Services).
• Deferred: Ordinance 26-03 (127-acre auction) pending appraisal and auctioneer input; Resolution 26-10 (Airport Road detention basin) pending bid and surety details.
• Referred: engineering department and utility director restructuring to budget work-session discussions.
• A possible special-called meeting may be needed depending on the Sumner County Commission vote on $12 million in state funding for the city.