Portland Board of Mayor and Aldermen Meeting Summary – August 17, 2026

The Portland Board of Mayor and Aldermen met on August 17, 2026, in City Hall Council Chambers. The board approved multiple zoning, annexation, utility, and planning items, and held discussions on park lighting, paving, sewer capacity, utility rates/fees, and a proposed homelessness study.

Consent Calendar

• Ordinance No. 26-39 (engineering services for Shaub Road Natural Gas Station stabilization), Ordinance No. 26-43 (FY 2026-27 budget amendment), approval of August 3, 2026 minutes, and department reports were approved unanimously by consent.

Public Comments & Testimony

• Stephanie Hubbard asked the council to allow Sean Ray, described as a retired military senior systems engineer and designer, to conduct a no-cost homelessness study for the city. She requested cooperation, data sharing, a single point of contact, and an agreement to reconvene in 90 days to review the findings and possible grants.
• No citizens signed up to speak on the advertised public hearings.

Public Hearings and Alcohol Beverage Board

• Ordinance No. 26-34 (second reading) rezoned 120 Old Westmoreland Road from R-15 and County Agricultural to RM-1 PUD. Staff reported the 26.6-acre project would contain 94 single-family lots, about 3.5 dwelling units per acre, and an estimated 207 residents. A traffic study found no warranted road improvements; council members discussed traffic and infrastructure concerns, including water pressure and sewer backups in the area, before the ordinance was approved.
• Resolution No. 26-55 annexed about 23 +/- acres at 120 Old Westmoreland Road with written owner consent and adopted a plan of services. It was approved. Staff noted the full development parcel is larger because part of the original property was already in the city.
• Ordinance No. 26-35 (second reading) rezoned 609 Highway 52E from RS-40 to GCS for the Portland Learning Center. It was approved, with discussion noting the property had operated commercially despite never receiving commercial zoning.
• The Alcohol Beverage Board approved the on-premises beer permit application from Juan M Beltran Castro for Degollado 4 Inc. at 301 North Broadway, the former Pizza Hut building. The permit met all requirements.

Reports, Recognitions, and Committee Updates

• The Portland Chamber of Commerce was recognized as Chamber of the Year by the Tennessee Chamber of Commerce Executives.
• The mayor reported the new raw water intake was installed and operational, all three raw water pumps were installed, and work continued on utility and park projects. Employee recognition included Sherry’s municipal clerk certification and Portland Fire Department water rescue training.
• Council members highlighted the Portland Youth Football League ribbon cutting, a Kirby Industries project and 3D model, and the upcoming America 250 celebration.
• Resolution No. 26-68, honoring America’s 250th anniversary and the rule of law, was approved unanimously.

Planning and Codes Discussions

• Ordinance No. 26-25 (second reading) declared a public alley surplus and authorized its abandonment. The board amended the ordinance to require that any city interest in the alley be quitclaimed to the adjacent property owner, that new lots be deed-restricted to single-family residential use, and that the owner reimburse the city’s $1,500 appraisal cost. Property owner Kevin Childers addressed the council and agreed to pay that cost. The ordinance was then approved. The alley area was estimated at 6,000 square feet with an appraised value just under $15,000.
• Resolution No. 26-69 approved a design review standards appeal for 200 Kirby Drive, allowing metal siding to match the existing building on an expansion in an industrial district. Council members noted most industrial buildings were grandfathered before design review regulations and that the expansion was away from the road. It was approved; a site plan will still go through the planning commission.
• Ordinance No. 26-44 (first reading) rescinded and replaced the Vail Crest developer agreement with Om Sai Hotel Inc. Staff said the previous agreement expired and the capacity letter needed updating. It was approved on first reading.
• In a discussion on a requested homelessness study, council members generally opposed committing city funds. Concerns included staff time to compile records, lack of identified funding, and the city’s existing annual allocations to nonprofits. No formal vote was taken; the discussion concluded the timing was not right. A council member later noted that local Realtor associations could seek National Association of Realtors grants to pay for such a study at no cost to the city.

Parks & Recreation

• Alderman Brian Woodall led a discussion on lighting at Meadowbrook Park. Options included testing two or three solar lights at about $4,000-$5,000 each, reusing old outfield light poles, hardwiring lights, or a combination. No vote was taken; staff will research costs and options.

Public Works

• Council discussed the planned 9/11 memorial being built by Kirby Industries with donated labor and materials. The memorial, about 25 feet long and 25 feet wide with a 10-foot monument and five benches, will be placed in front of City Hall and will include lighting. The annual 9/11 ceremony is scheduled for September 11, 2026, at Southern Occasions.
• In the paving discussion, staff proposed shifting funds from Summer Drive and Dogwood to park paving, generating roughly $38,000-$40,000 and combining with $60,000 already allocated for the park. Parking lot estimates were about $40,000 for the back lot and $60,000-$65,000 for the upper lot. Staff also discussed walking trail pavement repair, sealcoating, and scheduling around football and soccer use. The consensus was to move forward with estimates and scheduling.

Utility Infrastructure

• Resolution No. 26-70 authorized change order #1 in the increased amount of $45,925.00 with Haren Construction Company for the ARPA Raw Water Source Improvement Project. Approved. Staff explained the increase involved raising an air injection line above a natural gas transmission line, with hope that clawback funding would cover the cost.
• Resolution No. 26-71 approved final change order #9 decreasing the Oak Hill Water System Improvements contract by $17,756.01. Approved.
• Resolution No. 26-72 approved final change order #1 decreasing the Oak Hill Elevated Tank Improvements contract by $38,043.20. Approved.
• Resolution No. 26-73 authorized contract negotiations with Blank and Ship CPA for utility rate consulting, limited to sewer and natural gas. The motion followed a review of five proposals; costs discussed included $10,000 for wastewater and $14,000 for natural gas. Approved as amended.
• Resolution No. 26-74 terminated the contract with Phoenix Fabricators and Erectors, LLC for the Oak Hill Elevated Water Tank Improvements Project as part of the non-competitive TDEC ARPA water grant with Sumner County. Staff said work was completed but the contractor had not finalized change orders. Approved.
• In the capacity letters discussion, staff and the city’s attorneys recommended continuing to issue capacity letters as in the past until official EPA/TDEC guidance is received. No formal vote was taken.
• In the rates and fees discussion, staff presented rate study data using average flows and equivalent residential units. The calculated ratio was 1:3:25 for residential, commercial, and industrial average flow, and an example of about $0.74 per month on the residential flat rate for every $1 million borrowed. No rate was adopted. The board directed staff to get more information from Blank and Ship and to explore loan/drawdown options, with discussion of a possible new fee beginning around January or February 2027.

Key Outcomes

• Approved consent calendar items, all three public hearing zoning/annexation items, the beer permit, America 250 resolution, alley surplus ordinance with amendments, design review appeal, Vail Crest developer agreement replacement on first reading, and four utility resolutions.
• Directed staff to research Meadowbrook lighting and park paving options and to follow the consensus to proceed with paving estimates.
• Took no formal action on the homelessness study, capacity letters, or utility rate structure, but requested follow-up information from consultants and staff.