Public Meetings - Portland, Tennessee

The Board of Mayor and Aldermen of Portland, Tennessee, convened on April 20, 2026, at 5:00 PM in the City Hall Council Chambers, presided over by Mayor Mike Callis. The meeting covered a presentation on an upcoming sales tax referendum, updates to public comment rules, a denied gas line extension, and a discussion on liability for a wastewater treatment plant change order. Consent Calendar - The agenda was approved with amendments, including removing a duplicate ordinance and adding Resolution 26-34 for the drought management group. - The consent calendar passed unanimously, including Developer's Agreements for water mains (Fleming Road, Highway 259), a vehicle impoundment fee schedule update (Ordinance 26-14), an airport authority appointment (Resolution 26-31), and prior meeting minutes. Public Comments & Testimony - No members of the public signed up to speak during the public comment period. No public hearings were conducted. Discussion Items - Mayor's Tax Referendum Presentation: Mayor Callis presented a detailed comparison regarding the Portland Investment Act on the May 5th ballot. He stated the half-penny sales tax increase would generate revenue equivalent to a 21.5-cent property tax increase. He illustrated that a homeowner with a $350,000 home would pay $188 more under a property tax hike, while to equal that via the sales tax, a resident would need to spend over $37,000 annually in city purchases ($700/week). He emphasized that Portland's daytime population of 45,346 is 3.2 times its resident population, arguing the sales tax allows non-residents using city services to contribute. He expressed full support for the referendum. - Fire Department - Ordinance 26-17 (OSHA Plan): First reading of an updated Occupational Safety and Health Program Plan. The board passed an amendment to repeal and replace the prior ordinance. Passed as amended. - Fire Department - BRIC Grant Discussion: Chief McDowell discussed applying for a FEMA Building Resilient Infrastructure and Communities (BRIC) grant (75% federal, 25% local match) for a potential third fire station combined with a backup dispatch and satellite police station. Council voiced support for continuing the application process. - Legislative - Resolution 26-33 (Public Comments): Mayor Callis presented an updated public comment policy to comply with state law (Public Chapter 620). The board amended the resolution to set the first comment period (agenda-related, at the beginning) to 5 minutes, and the second period (germane to governmental authority, at the end) to 3 minutes. Passed. - Public Works - Ordinance 26-15 (Detention Pond): First reading to accept the low bid of $85,000 from McCoy Construction for the Airport Road Detention Pond project. The bid was significantly lower than other bids (over $2 million); the contractor stated he has a buyer (TVA) for the excavated dirt. Passed. - Utility Infrastructure - Resolution 26-32 (Gas Extension): The proposed natural gas extension for Coker Ford and Rapids Road was denied due to low interest (27 deposits from over 100 property owners). The board voted to refund the deposits and not proceed with the project. - Utility Infrastructure - Ordinance 26-16 (WWTP Change Order): First reading of a $78,528.67 change order (Change Order 7) with Cumberland Valley Constructors to correct a chemical feed line issue at the wastewater treatment plant. Jessica from OHM explained the current design causes microflock problems and requires dedicated coagulant feed lines. Aldermen expressed strong opposition to the city paying the cost, identifying it as a potential design flaw by the engineer (Hethcoat & Davis) or equipment supplier (Aqua Aerobic). The first reading was passed to keep the construction contract open while the City Attorney investigates liability for the cost. - Utility Infrastructure - Resolution 26-34 (Drought Group): Updated the membership of the drought management group. Passed. - Utility Infrastructure - Drought Update: Warren reported the region moved from D1 (moderate) to D2 (severe) drought as of April 7th. Voluntary water reductions have been requested. Groundwater at the city lake remains stable. The drought management plan is under review. Key Outcomes - Approved Updated Public Comment Guidelines: 5 minutes for agenda items, 3 minutes for other municipal business. - Denied Natural Gas Extension: Deposits to be refunded for the Coker Ford / Rapids Road project. - Advanced Wastewater Treatment Plant Fix: First reading approved; City Attorney directed to pursue liability for the cost. - Accepted Detention Pond Bid: Low bid of $85,000 from McCoy Construction accepted. - Passed First Reading of OSHA Plan with an amendment for repeal and replace. - Endorsed BRIC Grant Application: Council supported applying for a multi-use emergency services facility. - Updated Drought Management Group and initiated plan review.

The Portland Board of Mayor and Alderman convened on April 6, 2026, at 5:00 PM. The agenda included a proclamation for Telecommunicator Week, a substantial update regarding the Portland Investment Act (sales tax referendum on the May 5 ballot), budget discussions, approval of several ordinances and resolutions, a significant update on the Richland Park Splashpad project, and discussions on utility expansions and infrastructure priorities. Consent Calendar - Approved unanimously: Ordinance 26-10 (CSR Engineering for 2026 Point Repair), Ordinance 26-11 (Dogwood Hills daily rates), and the minutes from the March 16 meeting. Public Comments & Testimony - No public comments were made during the public comment period. Major Reports & Proclamations - Proclamation: The Board signed a proclamation declaring April 12–18, 2026 as Sumner County Emergency Communications Telecommunicator Week. - Mayor's Report: Mayor Callis provided updates on the Artemis 2 mission, the America 250 Songwriters Contest, and gave a detailed explanation of the proposed Portland Investment Act (sales tax referendum). He calculated that a half-penny sales tax increase would generate revenue equivalent to a 21.5-cent property tax increase, equating to $188 per year on a $350,000 home. He stressed that the sales tax burdens a wider population (54,000 in the retail trade area) rather than solely city property owners (6,400 parcels). Discussion Items - Community Development (Retail Recruiter): Vice-Mayor Thompson presented Resolution 26-25 authorizing a contract for a retail recruiter. Two proposals were reviewed (The Retail Coach and Retail Strategies). The Board voted unanimously to re-appoint The Retail Coach for a one-year term, citing strong collaboration and community involvement. - Finance (Budget Update): Finance Director Rachel provided a general fund update. Expenses are projected to exceed revenue by $238,000. The next step of payroll is $265,000. A notable savings of $88,000 was achieved by switching workers' compensation carriers. The city's annual audit was received with no findings. Alderman Jennings requested the full 2.4% COLA increase and step plan be included in the draft budget. - Human Resources (Paypoint Recommendation): The Board discussed the compensation study. The regional market data recommends a 2.4% cost-of-living increase. Hazel and Rachel detailed the financial impact, sparking a discussion on employee retention and regional competitiveness. Alderman Jennings advocated for retaining the full recommended COLA in the draft budget to maintain parity with the 50th percentile of the regional market, acknowledging the tight revenue situation alongside the upcoming sales tax referendum. - Parks & Recreation (Splashpad Updates): - Change Order 3 (Schedule Extension): Project manager Harrison Hill requested extensions to April 14 (substantial completion) and April 28 (final completion) due to inclement weather and material delays. The Board discussed contractor performance and potential liquidated damages. The resolution passed with one dissenting vote. - Change Order 4 (Cost Decrease): The Board approved a decrease of $954.62 in the contract amount due to concrete cost savings on the building foundation. - Park Impact Fee Discussion: The Board discussed reallocating funds originally budgeted for pickleball courts to add amenities to the splashpad, including shade structures ($31,000), benches, trash cans, and sodding for erosion control. Landscaping additions were also discussed. - Legislative: - Ordinance 26-12 (Surplus Property Sale): Final approval was given for the sale of 127 acres via auction to fund the wastewater consent order. An amendment was added requiring the property to be auctioned in separate lots. - Resolutions 26-28 & 26-29: The Board unanimously passed a policy allowing electronic participation by council members under specific circumstances (with a 2/3 vote) and ratified Private Chapter No. 31 from the General Assembly (with a 2/3 vote). - Police Department (Impoundment Fees): First reading of Ordinance 26-14 updated the vehicle impoundment fee schedule, increasing outside storage from $25 to $35 per day and adding a $45 per day rate for inside storage. - Public Works (Paving & Brush): - The Board approved using remaining paving funds to install a binder course on the new park access road off Jim Courtney Road. - Public Works provided an update on the extensive winter storm brush pick-up, currently working through sanitation routes and utilizing overtime and heavy equipment. - Utility Infrastructure: - Approved first readings for developer agreements with Sunset Investments for water main installations. - Approved Resolution 26-26 to enter contract negotiations for the Flow Monitoring Sewer Project. - Gas Line Extension: Discussed an estimate of $1.2 million for extending gas lines to Rapids and Coker Ford Roads. With a 70-year payback period based on current interest (26 deposits), the Board decided to defer a final decision to the May meeting and consider an official resolution. - Wastewater Repairs: Staff presented data on residential and commercial usage to the Board in preparation for the Fee Ad Hoc Committee meeting, showcasing how a $1 monthly flat fee per ERU could generate $85,000 annually. Key Outcomes - Resolution 26-25 (Retail Recruiter): Approved, contracting with The Retail Coach for one year. - Ordinance 26-12 (Surplus Land Sale): Passed on second reading with an amendment to auction in separate lots. - Resolution 26-28 (Electronic Participation): Passed with a 2/3 majority vote. - Resolution 26-29 (Ratify Private Chapter 31): Passed with a 2/3 majority vote. - Resolution 26-24 & 26-30 (Splashpad Change Orders): Change Order 3 (schedule extension) passed; Change Order 4 (cost decrease) passed. - Ordinance 26-14 (Impoundment Fees): Approved on first reading. - Park Access Road: Approved paving the binder course immediately. - Budget Direction: Staff instructed to incorporate the full 2.4% COLA increase and step plan into the draft budget. - Gas Line Extension: Decision deferred to the May 2026 meeting for a formal resolution. - Future Meetings: A work study was scheduled for the next meeting to review the budget and capital project requests. The Fee Ad Hoc committee meeting was scheduled for April 7, 2026 at 9:00 AM.

The March 2, 2026, regular meeting of the Portland Board of Mayor and Alderman was called to order but immediately adjourned due to lack of a quorum. No business was conducted, and all agenda items were deferred to a rescheduled meeting. Key Outcomes - The meeting was dismissed because a quorum was not present. - All items on the agenda (including ordinances, resolutions, discussions, and reports) will be taken up at a later, rescheduled meeting.

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.

The Board of Mayor and Aldermen of Portland, Tennessee, held its first regular meeting of 2026 on January 5, 2026, at 5:00 PM in City Hall Council Chambers. The meeting included public comment, committee reports, and significant discussions on natural gas expansion and a federal EPA consent order for wastewater overflows. Key decisions were made to initiate early action projects for sewer repairs and to gauge resident interest in natural gas extension. Consent Calendar - The consent calendar was approved unanimously, including ordinance second readings for the 2025 sidewalk contract and an agreement with Unified Disposal Partners for roll-off dumpster services, as well as minutes and department reports. Public Comments & Testimony - Stephen Gerda, a resident of Coker Ford Road, spoke in favor of extending natural gas service to Rapids Road, Coker Ford Road, and Oak Drive. He stated that his heat pump is ineffective below 35°F and that propane is too expensive. He submitted a petition with 39 signatures from neighbors supporting the project. He expressed strong support for natural gas as a reliable heating source. Discussion Items - Mayor’s Report: Mayor Mike Callis reported positive state budget projections (2% growth for 2026), an audit extension due to federal delays, and traffic data showing 871,000 vehicle counts in one month from seven Flock camera locations, arguing this supports the upcoming sales tax referendum on May 5. He also noted a traffic signal is now possible at Jackson Road and State Route 52, with further study required. Storm damage at the airport was reported, and the new “Starting a Business” webpage was highlighted. - Finance – Budget Amendment (Ordinance 26-01): Finance Director Rachel presented a budget amendment covering animal control conversions, America 250 expenses, road software, traffic engineer, golf equipment, park sidewalks and concession stand, planning professional services, police technology (including body cams), drug fund for a K9, impact fees for a police car and tactical training, park impact fees for projectors, and a sanitation water line. The ordinance was approved on first reading. - Legislative – Resolution 26-02 (White House Utility District MOU): The council approved a non-binding memorandum of understanding with the White House Utility District regarding the city’s waterworks system, contingent upon passage of House Bill 1453 by the Tennessee General Assembly (added by amendment). Discussion centered on addressing sewer debt and interest rate risks. - Parks & Recreation – Loan for Park Improvements: Alderman Brian Woodall proposed a $4 million loan for 20 years to fund soccer field lighting, paving, restroom renovations, and other park upgrades. After discussion, the council voted to defer the item to the February meeting to allow Parks Director Jamie to gather more precise cost estimates for the restroom renovation. - Police/Public Works – Speed Cushions: The cost for speed cushions was reported: approximately $1,500–$2,000 per cushion, with three cushions on Strawberry Street estimated at under $5,000 total. No action was taken. - Utility Infrastructure – Natural Gas Expansion: Alderman Charles Cole led a discussion on extending natural gas to Rapids Road, Coker Ford Road, and Oak Drive. The project is estimated at nearly 3.5 miles of pipe costing around $1 million. Council agreed to send letters to residents asking for a $150 non-refundable deposit to confirm serious interest; if at least 15 deposits are received, the project will proceed. The motion passed. - Utility Infrastructure – EPA Consent Order: Alderman Cole presented the requirements of an EPA Administrative Order of Consent to eliminate sanitary sewer overflows (SSOs). The city is requesting a five-year compliance timeline. An early action plan was outlined, including a 2026 Point Repair Project ($2.65M), CCTV inspections, and flow monitoring ($100K). After extensive debate about costs and rate impacts, the council voted to: - Authorize $100,000 for flow monitoring by Utility Technologies (immediately). - Proceed with the 2026 Point Repair Project using available funds (approximately $3M) in combination with CCTV work by Pipe Check ($125K and $150K) and Utility Technologies flow monitoring. - Issue an RFQ for engineering services for the DeMay Street project to ensure competitive pricing. Key Outcomes - Consent Calendar: Approved. - Ordinance 26-01 (Budget Amendment): Approved on first reading. - Resolution 26-01 (America 250): Approved. - Resolution 26-02 (MOU with White House Utility District): Approved as amended. - Parks Loan: Deferred to February 2026 meeting. - Natural Gas Extension: Council authorized staff to send interest letters with $150 deposit requirement to residents. - EPA Consent Order Early Actions: Approved $100,000 for flow monitoring; approved use of approximately $3M for 2026 Point Repair Project and CCTV work; approved RFQ for DeMay Street engineering.

The Board of Mayor and Aldermen of Portland, Tennessee held a regular meeting on December 1, 2025, at City Hall. Key agenda items included a second reading of the ordinance for a half-penny sales tax referendum, significant discussion on duplex and multi-family zoning regulations, approval of a Parks improvement plan costing an estimated $3.5 million, and updates on road and utility infrastructure projects. Several resolutions and ordinances were approved with votes, and directions were given for further studies. Consent Calendar - Ordinance No. 25-60 (Second Reading): Approved to amend the pay-in-lieu of fee for capital projects and maintenance fees for water, sewer, natural gas, and capacity letters. - Minutes from Work Study and City Council Meeting (November 3, 2025): Approved. - Department Reports: Accepted. Discussion Items Mayor's Report (Mayor Mike Callis) - Provided updates on the $89 million state-funded bypass project (expected completion spring 2028), the $2.6 million splash pad (47% grant-funded, opening Memorial Day 2026), and the Hometown Heroes banner program. - Highlighted owner-occupied homeownership statistics, showing higher rates in Sumner/Robertson counties compared to Davidson/Shelby. - Announced the budget process beginning January 2025 and the May 5, 2025 sales tax referendum (half-penny per dollar) estimated to generate $1.3 million annually. - Noted the penny phase-out and holiday sanitation schedule adjustments. Community Development (Vice-Mayor Megann Thompson) - Resolution No. 25-80: Approved to adopt a new PILOT schedule for industrial development. The schedule includes a pilot for a hotel and Moes restaurant. Passed unanimously. Finance (Alderman Vince Ellis) - Resolution No. 25-81: Approved appropriations for nonprofit charitable organizations totaling $85,000. A discussion followed about potential restructuring of donations, but no action was taken. - Resolution No. 25-86: Approved to dissolve the Industrial Provision Fund from city books. Passed unanimously. Human Resources (Alderman Vince Ellis) - Resolution No. 25-82: Approved an agreement with Paypoint HR, LLC for a compensation study review at $2,500. Passed unanimously. Legislative (Mayor Mike Callis) - Ordinance No. 25-25 (Second Reading): Approved to call a referendum for a half-penny local option sales tax increase. Passed unanimously. - Resolution No. 25-84: Approved a petition to the Tennessee Legislature for legislative changes. Passed unanimously. Parks & Recreation (Alderman Brian Woodall) - Discussion on Parks Improvements: Presented a $3.5 million package including bathroom renovations ($1M), soccer field lighting ($850K), parking lot repaving ($675K-$700K), walking trails, and back access road. Council agreed to explore financing options. Planning & Codes (Vice-Mayor Megann Thompson) - Ordinance No. 25-58 (Second Reading): After extensive debate, the council approved an amendment to remove duplex permitted uses from all zones except RM1, effective two years after adoption of a new Minor PUD (MPUD) ordinance. The amendment and the amended ordinance both passed 4-2 (Aldermen Cole and Ellis opposed). - Ordinance No. 25-61 (First Reading): Approved to increase off-street parking requirements for duplexes to 2 spaces per unit plus guest parking. Passed unanimously. - Resolution No. 25-87: Approved to require digital submissions for permits. Passed unanimously. Police Department (Alderman Drew Jennings) - Resolution No. 25-83: Approved an updated towing policy with primary and secondary response groups. Passed unanimously. Public Works (Alderman Brian Woodall) - Ordinance No. 25-62 (First Reading): Approved a contract with UDP for roll-off dumpster hauling and services. Passed unanimously. - Transfer Station Discussion: UDP representative Bill Beal addressed the council. - Strawberry Street / Jackson Road Traffic Study: Engineer Jason presented findings recommending speed tables and turning restrictions. Council directed further data collection from adjacent signals before final decisions. - Lindsay Kyla Road Emergency: Carlton reported urgent road replacement needed. Cost estimates range from $125,000 plus crane to over $200,000 if contracted. Nine homes affected. Council informed of urgent need. Utility Infrastructure (Alderman Charles Cole) - Resolution No. 25-85: Approved change order for $23,901 for the Sumner County Regional Transmission Main. Passed unanimously. - Water Meter Replacement Project: Discussion postponed pending White House utility district decisions. Key Outcomes - Sales Tax Referendum: Ordinance 25-25 approved to place a half-penny sales tax increase on the May 5, 2025 ballot. - Duplex Zoning Reform: Ordinance 25-58 amended and approved, removing duplex permitted uses from most zones and requiring a new Minor PUD process for developments under two acres. - Parks Funding: Staff directed to explore financing for a $3.5 million package of park improvements. - Nonprofit Donations: Resolution 25-81 approved at $85,000; further discussion on budget structure deferred. - Towing Policy: Updated policy adopted to improve response times. - Traffic Study: Further data collection ordered before implementing changes on Strawberry Street and Jackson Road. - Emergency Road Repair: Lindsay Kyla road repair prioritized; cost estimates to be presented soon. - Compensation Study: Agreement with Paypoint HR approved. - Industrial Fund: Dissolved from city books.

The Board of Mayor and Aldermen met in regular session on November 3, 2025. The meeting opened with prayer, the Pledge of Allegiance, and roll call, followed by unanimous approval of the agenda. No presentations, public comments, or public hearings were held. The board approved consent items, several resolutions, and first-reading ordinances, discussed a possible change in solid-waste tipping fees, and received updates on water system work. Consent Calendar - Unanimously approved Resolution No. 25-75, reappointing Tom Driscoll and appointing Jess Birdwell to the Portland Municipal Zoning Board of Appeals. - Unanimously approved Resolution No. 25-76, appointing James Dipiazza to the Portland Municipal Planning Commission. - Unanimously approved Resolution No. 25-77, reappointing Robert Tooker to the Portland Municipal Planning Commission. - Approved the minutes of the October 20, 2025 City Council meeting as part of the consent calendar. Public Comments & Testimony - No members of the public signed up to speak, and the no-comment record was entered. - No public hearing was scheduled or held. Communications & Mayor's Report - Council members highlighted the successful Halloween event at Richland Park and promoted the 52nd annual Harvest Festival Craft Show on November 8, 2025, at Richland Gym beginning at 9 a.m. Alderman Vince Ellis's birthday was also acknowledged. - Mayor Mike Callis reported commercial progress: Waffle House is open; Zaxby's has submitted a project on Highway 52; Travel Center and Country Inn & Suites have approvals; Scooters is under construction on Highway 52; and work continues on the bypass and North 109 gas-line casings. - Mayor Callis discussed the Portland Investment Act, a half-penny sales tax referendum on May 5, 2026. He said current property tax plus sales tax revenue is just over $9.9 million, while the budgeted public safety cost is $9.5 million. He also said more than $5 million in new public safety spending is needed over the next six years, along with about $1.7 million for employee step-plan raises. If the referendum passes, the revenue split would shift from about 66% property tax and 34% sales tax to about 58% property tax and 42% sales tax, with half-penny revenue projected at more than $7 million over five years. He encouraged residents to vote for the referendum and to contact General Assembly members about restoring state-shared sales tax revenue. - Mayor Callis provided updates on PFAS and fluoride. He noted the EPA has extended its compliance deadline from 2029 to 2031, that mandated testing and treatment could cost millions, and that many scientific unknowns remain. He also described concerns about over-fluoridation, cited toxicity concerns in children, noted that some states and countries have banned fluoride, and said Tennessee and the EPA are reviewing fluoridation requirements. - Mayor Callis encouraged residents and council members to submit recipes for the America 250 community recipe book, which will be sold in 2026 and include historical facts. Legislative: 2026 Meeting Dates - The board considered Resolution No. 25-74, establishing 2026 meeting dates. An amendment to add June 15, 2026 was approved; an earlier proposal to also add November 16, 2026 was withdrawn after discussion about holiday conflicts and the need for council action to cancel scheduled meetings. The amended resolution was approved unanimously. Public Works: Paving, Sidewalks, and Tipping Fees - Resolution No. 25-78 was approved, adopting paving and sealing priorities for fall 2025 and spring 2026 using funds allocated in the 2025-2026 fiscal budget. Airport Road was added because grant funding would take too long; North Leaf and Martin Road were moved to spring 2026. - Ordinance No. 25-59 was approved on first reading. It authorizes acceptance of the best bid for the City of Portland 2025 sidewalk contract, effective December 1, 2025 through December 31, 2026, with a one-year renewal option. The low bidder is Jetton Property Group. - Tipping fees were discussed without a vote. Public Works staff reported that a new transfer station near New Deal has offered tipping fees of about $62 to $62.50 per ton, compared with the current $60 per ton at Gallatin. The projected annual increase would be roughly $13,000 to $15,000, but fuel and maintenance savings could be $15,000 to $20,000 or more. The round trip would be about 18 miles, compared with 42 miles to Gallatin, and wait times would likely be shorter. Staff noted the new station has rail access, contingency plans, and roll-off service. Council asked staff to obtain roll-off pricing, explore a contract, ask about contingency pricing if Gallatin goes down, and compare the total package with current arrangements. Utility Infrastructure - Resolution No. 25-79 was approved, approving change order 1 with Perdue Trucking and Excavation to add $750 per service for installation of a full-circle repair clamp when abandoning old water services in the 2025 Annual Water Service Line Replacement Project. - Ordinance No. 25-60 was approved on first reading. It rescinds Ordinance 25-24 in its entirety and replaces it to amend pay-in-lieu fees for city-completed capital projects for water, sewer, natural gas, and capacity letter maintenance fees. Under the revised approach, developers pay only for the capacity or minimum pipe size they need. Examples cited included a 16-inch water line sized for 2,100 gallons per minute with a single-family home needing 1,000 gallons per minute, which would reduce a pay-in-lieu fee from $29,401 to about $14,000 for a 100-foot frontage. A sewer example using a 30-inch interceptor dropped from $166,000 to $112,500 based on a TDEC minimum 8-inch pipe. Officials noted the ordinance does not address the Didden Ford Road property because that involves upsizing an existing 6-inch line to the 8-inch minimum inside city limits, not pay-in-lieu for a city-completed project. - Staff provided water system updates. The Mason tank has been offline for about two to three weeks for improvements; pitting was found, and after maintenance work starting November 10, the tank is expected online by the end of the following week. Low pressure is expected to continue in some areas for about two more weeks. The Oak Hill tank will then be taken offline for piping improvements, and the new tank, about 40 feet taller, is expected to improve pressure. A booster pump station issue was also discussed; a temporary station is maintaining pressure around 80 PSI while parts are awaited, with an estimated repair timeline of a couple of weeks. Council members urged better public notification, and staff directed residents to sign up for text and email alerts on the city website instead of relying on Facebook. Key Outcomes - Agenda approved unanimously. - Consent calendar approved unanimously. - 2026 meeting dates approved with June 15 added. - Paving and sealing priorities for fall 2025 and spring 2026 approved. - Sidewalk contract ordinance approved on first reading. - Water service line change order approved. - Pay-in-lieu ordinance approved on first reading. - No action taken on tipping fees; staff will return with more cost and contract information. - Water system low-pressure work was discussed, and improved public notification was encouraged. - The meeting was adjourned.