From the City Manager • Kevin Helms

Street, traffic, drainage projects underway

September 20, 2011 5:40 PM

Previous Columns
Office making audiovisual improvements

City has many capital projects underway

Oak Hill's response to May floods is ongoing

Two public meetings collect comments on three topics

Update on traffic projects

City changes meeting dates to facilitate preparation

Follow the rules of the road for walking, biking

Oak Hill making greener choices for sustainability

State charter determines what City can, can't do

City manager system has a hundred-year history

City has new procedures, streamlined processes

In addition to the various policy initiatives that the City has undertaken as described by Mayor Austin McMullen column here, Oak Hill is also working on a number of projects that deal with the day-to-day delivery of City services.

First among these is the recent adoption of the City budget for the 2011-12 fiscal year. As this document establishes what the City does during any given 12-month period of time, it is of extreme importance. You can see the budget here.

A number of other projects are each in a different stage of development, including a traffic calming program, drainage study, sign inventory, Otter Creek Road drainage improvements, intersection improvements, and street pavement analysis.

Traffic calming draft plan presented

The City recently held a public meeting on the traffic calming program. At this meeting, various ideas regarding the draft plan were presented to citizens in attendance. Information was also provided regarding traffic counts at various locations throughout the City. The meeting was very helpful to staff in getting direction from the citizens as to what should and should not be included in the final plan. The intent of this plan is to have a document in place that outlines how a citizen can request that the City address various traffic issues on City streets throughout the City.

A common concern that would be addressed by this plan is vehicles speeding through neighborhoods. The plan will outline the process that a citizen should take to have the City initiate a review of street conditions in a particular area. It will also outline a number of solutions that might be available to address particular issues.

If the request meets the criteria to warrant action based upon traffic data and neighborhood concern, the plan would have a list of progressively designed steps that could be taken to address the problem. The neighborhood group would assist the City in selecting the steps that they feel are most appropriate for their area. This plan is expected to be finalized within 60 days and will be available on the City’s website for citizen use. However, if a particular situation poses a severe enough threat, the City may have to take action outside the scope of this traffic calming plan to expedite changes needed to address life, health, and safety.

Drainage study completed

The results of the City-wide drainage study have been presented in a public hearing and have been on the City website for several months. The presentation of this information completes the first phase of the study to address drainage issues. The study identified various basins and sub-basins within the City that share issues related to drainage. It also prioritized these as to the areas that most need to be addressed. The City is currently assessing what the next step in this process should be.

Street sign assessment required

Although federal guidelines have changed regarding the date at which non-functioning street signs within the City must be replaced, an assessment and maintenance plan is still required in the next two years. As a result, the City is putting together a plan to meet these requirements. Once that plan is finalized, we will begin changing out non-functioning signs in accordance with federal requirements.

The first set of federal guidelines required that all signs, regardless of condition, be replaced by January 2015. Due to the enormous cost of this undertaking nationwide, the requirements were amended to mandate replacement of a sign once its life-cycle or ability to function as designed has ended. This is a much more common-sense approach to improving our roadways. The sign inventory will allow us to determine which signs need to be replaced based on condition, not an arbitrary date.

Otter Creek roadwork

By the time you receive this newsletter, work will likely already have begun along Otter Creek Road near the intersection with Franklin Pike. The work will improve the ditch line along a section of the roadway. While the road will be open to traffic during construction, the City encourages residents and visitors to reduce trips through the area as much as possible until the work is complete. Building upon our effort to keep residents more informed on City activities, a meeting was held recently to discuss the project. All residents along the eastern portion of Otter Creek Road were invited to meet with City staff, the City Engineer, and the contractor who will be doing the work.

Franklin/Battery/Harding improvement

Over a year ago, the City put forth three road projects for consideration. After receiving public comment, these projects were ranked as to their importance to Oak Hill. They were then submitted to the Nashville area Metropolitan Planning Organization for funding consideration based upon the priority determined by the MPO.

Our first choice (turning lane for vehicles traveling East on Tyne Boulevard and turning South on Franklin Pike) was passed over. However, our second priority was selected for funding, and the City was notified that the MPO would provide 80% of the estimated $1.8 million required to upgrade the intersection at Franklin Pike, Battery Lane, and Harding Place.

The project will include the addition and/or extension of turning lanes and should provide safer ingress and egress for residents on South Curtiswood Lane and Hazelwood Circle. After receiving the funding announcement, Mayor McMullen and I met with Tennessee Department of Transportation officials to seek additional assistance. Following that meeting, we were notified that TDOT would fund the additional 20% of the project. While the City will oversee the project, the total cost of the project will be provided by outside funding sources. It appears that the City will provide local funding only should we choose to add additional features to the project that are outside the scope of work. This has been considered as an option so that we can add some features that would make the intersection more aesthetically pleasing. The project will likely take three years to complete, but design work will begin soon.

Engineer evaluating every mile

In an effort to better manage our roadways, extend their useful life, and be able to better project budgeting needs for roadways in the future, the City Engineer is undertaking a project on behalf of Oak Hill to evaluate every lane mile of roadway within the City.

This evaluation will determine the condition of pavement and treatments needed to extend its useful life. As the cost of paving has soared with increased petroleum costs, alternatives for treating existing pavement are more advantageous.

In previous years when paving was cheap, most cities simply paved a road and left it to be paved again when the asphalt lifespan was reached or when problems with the condition of the driving surface arose. With today’s paving costs, minor treatment options can significantly impact the lifespan of pavement if applied prior to the road’s beginning to deteriorate. However, all pavement will eventually need to be replaced, and this analysis will help us determine when it is the appropriate time to do so.

Office making audiovisual improvements

Tuesday, February 8, 2011 10:46 AM

The final touches on the renovations at the City office will soon be added. We hope that you have had a chance to either stop by our office or take a look at them through recent stories in the newsletter or on the website.

There are essentially two major steps needed to complete the work. They are the addition of audio and video equipment to the meeting room and a small amount of office furnishings throughout the space.

At the January meeting of the Board of Commissioners, the board approved a proposal from Multi-Media Masters to install the needed audio and video equipment in the meeting room. This equipment will provide for better sound reinforcement and offer video monitors for presentations.

This equipment will be beneficial for a number of reasons. The audio equipment will allow the audience to better hear what is being said by the board, while also providing sound reinforcement so that audience comments can be heard by those at the head table. A microphone will also be available for anyone who is making an official presentation to the board so that their comments are well heard by everyone in attendance.

Additionally, the system will provide us with a more stable audio stream to use for the broadcasting of our meetings live on the internet. We have experienced some technical difficulties with the Granicus system, and most of these have been resolved. However, the temporary audio recording system that we currently use was designed to capture audio from another site and post it for users at a later date. The signal is not stable enough to broadcast live and so live streaming has been available only on a sporadic basis. The permanent audio solution will allow for the meeting audio to be broadcast with only a few seconds delay. The result will be that anyone in the world with access to a computer and the internet will be able to listen to the meetings almost instantaneously.

More efficient meetings

The video monitors will allow us to offer training, presentations, and more efficient board meetings. Guest presenters will have access to a system to display slides, videos, and Powerpoint presentations. Our boards will be able to display material on the screens for everyone in the room to view, including the board members themselves. This means that the audience will be able to see what the board and the applicant see. This will be accomplished by asking all applicants to submit a digital file of the proposed project.

The new system will also allow us to hold our meetings while producing less paper for the participants, thereby offering a more sustainable solution to our operations. As we move to electronic meetings, these savings will also include the fuel and time that it takes to deliver packets to board members by hand.

The audio and video equipment is expected to be operational by April of this year.

CodeRED agenda notifications

At about the same time, the City plans to begin using the CodeRED system to notify residents of cases on the Planning or Board of Zoning Appeals agendas. If you live within a certain distance of a property on the agenda, you will get a call to supplement the letters, signs, and website announcements already in place.

If you have not signed up for the CodeRED calls, we encourage you to do so. It is a great way to find out important information about City operations such as road construction and adjustments to garbage routes when a holiday or inclement weather impacts the normal collection schedule. However, we feel the most important benefit is the notice you receive when severe weather approaches. This service is provided free of charge. You may sign up by visiting our website or calling the City office.

In the coming months, the City will purchase the office furnishings needed to finalize the renovations. We invite you to stop by the office to see the construction work or attend one of our meetings in person, but know that if you cannot attend our meetings, you can listen to them here.

City has many capital projects underway

Friday, October 7, 2011 2:21 PM

In addition to the capital projects undertaken by the City to address flood damages, many other projects and planning efforts are underway in various stages from planning to construction. Most of the current year's paving budget has been used in areas where flood repairs were conducted. The funds were used to extend the paving beyond the immediate area of damage, which is all the Federal Emergency Management Agency will cover in its reimbursement formula, or to upgrade the infrastructure to compensate for future events. The upgrading of infrastructure in the area, but not directly impacted by the floods, is not covered by FEMA funds.

These funds were also used in conjunction with the Metro Water Project on Lakeview Drive, Overton Lea Road, and Granny White Pike. The Metro project called for paving only the lane of traffic that was impacted by the project. The City worked with Metro and its paving contractor to obtain bid rates to pave all of the impacted streets within Oak Hill, where practical. Essentially, the City of Oak Hill paid for the lanes within the scope of Metro's project to be paved even if they were not directly impacted by the Metro contractor.

Beyond the limits of this project, the City also reworked a portion of Lakeview Drive where old sewer line trenches were collapsing and creating holes in the pavement. Once this project was completed, the remainder of Lakeview Drive was paved. Similar projects on a smaller scale have been, or will soon begin, on Blevins Drive and Morriswood Drive.

Separate from the FEMA-approved project on Tyne Boulevard, the City currently has a drainage project ongoing on Tyne Boulevard near the entrance to First Presbyterian Church. This project is designed to improve drainage of surface water along the shoulder of the road in an effort to prevent water from running off adjoining properties and onto the roadway. Last year some recent changes to adjoining properties created an increased flow of water onto the roadway, which froze during the winter and caused several accidents. Once the project is complete, this should no longer be an issue. However, portions of the project are difficult to construct due to a lack of right-of-way off the edge of the pavement in which we are allowed to work. The City must conduct all activities within the right-of-way, or acquire additional right-of-way. Individual property owners are responsible for issues that occur outside of the right-of-way on their own property.

Oak Hill's response to May floods is ongoing

June 10, 2010

The days and weeks following the flood were challenging for local governments throughout Tennessee, and Oak Hill was no exception. Our Public Works crews and Safety Coordinator were out when the flooding began in an effort to block streets that were flooded and clear streets of fallen trees. This effort continued for several days as trees continued to fall due to the saturated ground.

Street repair

On Sunday, May 2, while the rain continued, staff began assessing damage. In the days that followed, staff rode every linear foot of public streets to assess items that needed repair and maintenance. This list eventually exceeded 350 items ranging from a road collapse to the clearing of ditches and culverts. This list was given to the City's Public Works contractor to begin addressing immediately. The larger items also formed the basis of projects to be submitted to FEMA for funding considerations.

Debris collection

The Public Works contractor began in the northern part of the City and has been working south. As they go through a particular area, they collect the yard debris (both regular and storm related) and address the items noted on the above-mentioned worksheet. The City's regularly contracted garbage provider is doing the collection of household debris.

Larger projects

Larger repair projects have been reviewed by the City's engineer and FEMA. Some of the projects were categorized as an emergency and assigned to a contractor to handle as soon as possible. Other items were assigned to the City's public works contractor under our existing agreement, while several are being given to other contractors who are competing for the work.

In working with FEMA, the City and our engineers have identified a number of locations where we feel that it will be better not just to put back the infrastructure as it existed, but to improve it. FEMA funding allows for this to be done, and we are working with them to achieve this goal. For smaller improvements the project can proceed rather quickly; however, for larger improvements or improvements in areas that did not receive damage, the process will be much lengthier.

We are also coordinating with FEMA on the possibility of purchasing severely damaged flooded properties.

Thanks for your patience

I would like to take this opportunity to thank the citizens of Oak Hill for your efforts during this challenging time. Your dedication to your community and patience with each other and the staff is commendable. In the immediate aftermath of the flood, I personally had the opportunity to speak with and meet numerous citizens from Lakemont to Caldwell and all parts in between, some of whom had lost their entire homes or a significant portion thereof. The attitude with which they faced the task that lay in front of them should serve as a example to everyone.

Additionally, if you experienced any type of delay in getting your needs met, I apologize for this. It was not for lack of effort on the part of your elected officials and City staff. We simply had more calls and citizens in need than we could reasonably address with the expediency that we would prefer. I am sure an occasional telephone message or reported incident fell through the cracks, and again for this I offer my apologies.

Our efforts continue

Please be aware that our efforts regarding the flooding have not ended. We are still spending a greater than normal amount of time out in the field as we address the repairs needed on the larger projects. A FEMA representative must make a site visit to each location that received damage in excess of $1,000. With a list of more than 25 such projects, that is an effort that will take several days.

If you are aware of damage to any of our roads, drainage structures, or bridges, I encourage you to notify us of them in the event that we have overlooked an issue. The timeframe that we have for reporting this to FEMA in order to get funding for the repairs is limited. Do not be surprised if you are just now beginning to notice damage to our roads. There are locations where the ground underneath the road has been shifting since the flooding, and it is just now making its way to the surface so that it can be seen. These are the items in which we particularly need your assistance.

I believe that through challenges we find opportunities to make situations better, and I look forward to working with you to make Oak Hill better through the challenges presented to us by the flood of 2010.

From the City Manager • April 19, 2010

Two public meetings collect comments on three topics

The City of Oak Hill has held two public meetings in recent weeks to collect citizen comments on three topics.

If you did not make it to one of these meetings, you still have an opportunity to get involved through the use of comment cards (see stories here or by visiting our office. We ask that you send us your comments before the end of April.

Zoning, subdivisions

The first meeting was held to discuss the update that we are making to the City's zoning ordinances and subdivision regulations. We had approximately a dozen people attend this meeting. Several good comments were received that will be compiled into a report to be delivered to the Planning Commission for its consideration. Your comments will be included in this report if submitted on or before the deadline.

The Planning Commission will prepare a draft of these two documents that will then be presented to the Board of Commissioners for its consideration. If approved by the Board of Commissioners, the new rules would replace or amend those currently in existence. This process is expected to take approximately six to eight months.

Pedestrian issues

A second meeting addressed pedestrian issues within the City, attended by more than 20 residents. The subject matter was divided into two programs. One program would seek to add bike lanes and/or bike paths within the City. The other program would seek to add sidewalks, crosswalks, or signs in and around elementary and/or middle schools. You have the opportunity to comment on locations for both.

The City has a total of just under $300,000 to build bike paths/lanes. This amount is composed of 80% federal funds and 20% City funds for the construction phase only; any planning or engineering costs will have to be funded by the City separately.

There are no current funds allocated to the City to construct sidewalks in and around the elementary and middle schools. However, if the comments indicate a desire for us to do so, the City plans to make application for federal funds to begin construction. The federal funds are available through a program called Safe Routes to School. This program provides 100% of the funds needed for approved projects.

Once again, I encourage you to give us your feedback on one, or all, of the projects mentioned. A separate comment card has been developed for each project here. Maps are available here to assist you in evaluating locations for the projects.

From the City Manager • February 23, 2010

Update on traffic projects

The City of Oak Hill has recently undertaken a number of traffic-related enhancement projects. The current status of these projects range from evaluation to construction. They also vary greatly in size and scope. I thought it would be a good time to share some of these with you. I encourage you to offer your opinion of these projects by contacting our office via email or telephone.

Speed tables

A little more than a year ago speed tables were installed on Oak Valley Lane and Glendale Lane. These were established to help control speeds in and around the school zones in particular. This effort was enhanced by the installation of new and expanded school zone signs in and around these two areas.

The projects were done in coordination with neighborhood representatives. Additional police patrols have been used in these areas to further enforce speed limits and stops at stop signs, the source of numerous resident complaints.

Tyne/Franklin signal

Our new City engineers have recently made some traffic signal timing changes to the light at the intersection of Tyne Blvd. and Franklin Pike. This change should result in shorter wait times for traffic on Tyne Blvd. during non-peak hours.

Additionally, warning signs have been installed on Tyne Blvd. to alert motorists to slippery conditions that occur when water drains across the roadway and freezes. This occurs at times other than during typical icing conditions. The City has also directed its engineer to research and design a longer-term solution.

Intersection projects

We are also considering enhancements at various intersections throughout the City that could improve the flow of traffic. I want to emphasize that these projects are only being evaluated at this point in time. Community support and federal or state funding would likely be needed to make these projects a reality. More information will be given regarding these projects as it becomes available.

We are also looking at methods to better control vehicular speeds in some areas. One of those being studied is South Curtiswood Lane. Another area that has had a number of new signs installed for this purpose is the Lakemont and Hillview area. This area will also be targeted with extra police patrols to slow motorists, many of whom use this area to avoid the Franklin Pike and Old Hickory Blvd. intersection in the afternoon.

We have also met with representatives from the Tennessee Department of Transportation about the possibility of adding a left turn lane on Franklin Road for northbound drivers to turn onto Lakemont Drive or Forest Hills Drive.

This would allow vehicles to wait outside the main flow of traffic for an opportunity to make the left-hand turn. We are currently assessing pavement conditions in these areas to determine how to proceed with this project.

Sign replacement

In an effort to complement the new street name signs, we are trying to make the other road signage throughout our City look better. We are incrementally replacing old signs with newer ones that do not look old and worn. I encourage you to notify us of signs that need replacing.

Safety measures

Based upon the suggestion of our Safety Coordinator, we are adding painted stop lines on the pavement at a number of intersections to better indicate the proper place to stop safely.

I would like to point out that when we use extra police patrols it is for enforcing traffic for safety reasons only. We often do this in conjunction with resident requests in the neighborhoods that they patrol. The City of Oak Hill does not receive a single dollar from the tickets that they write so there is no financial incentive to the City for this activity.

Bike/pedestrian paths

It is our goal to provide a safe environment along the roadways of Oak Hill. To that end, we are happy to confirm that the City has approximately $232,835 in grant funds to construct bike and/or pedestrian paths in Oak Hill. The City will have to match these funds with approximately $58,209. I encourage you to email me with ideas as to where these paths should be constructed.

From the City Manager • December 15, 2009

City changes meeting dates to facilitate preparation

The City is currently trying to align meeting dates for the Planning Commission and the Board of Zoning Appeals to better coincide with the process that is used to prepare for these meetings.

As soon as the dates are finalized, they will be posted on the website along with the submittal deadlines for items to be placed on the agenda. The Planning Commission submittal deadline will remain at 30 days, but the BZA deadline is likely to change from 14 days to at least 21 days. This extra time is needed for the staff and City engineer to properly prepare comments on projects and to give the required notification to adjoining property owners.

From the City Manager • October 15, 2009

Follow the rules of the road for walking, biking

When you live in a community as beautiful as Oak Hill, it is only natural to want to take a walk or bike ride to get out and enjoy it. One of our citizens recommended that I do a column on walking and biking etiquette. Having just participated in the Glendale Elementary Walk to School Day, it seemed like the perfect time to write about this topic.

In this column I will try to address proper techniques for individuals to safely share the road with vehicles. It is the responsibility of pedestrians, bicyclists, and motor vehicle operators to act with care while on the road.

The first principle for all parties is to be courteous and share the road. Motorists should obey all traffic laws, especially in school zones and other areas often used by pedestrians. If you are walking or biking, do not assume that a motorist will grant you the right of way until they indicate this to you. Either party may be distracted and not recognize that the other is on the road.

Tips for walking

1. Always walk in the lane facing oncoming traffic.

2. Wear light colored clothes, preferably with reflective material and carry a flashlight at night.

3. Carry some form of identification in the event of an accident so that emergency personnel can quickly notify another party.

4. Walk single file when a motorist approaches.

5. Leave the MP3 player at home or low enough that you are aware of your surroundings.

6. Teach safety to your children and realize that they do not have the skills to go it alone until about age ten.

7. Do not cross the street near obstacles that might obstruct a motorist's view of you.

8. Always obey traffic signals.

Tips for cycling

1. Wear a helmet and use lights at night.

2. Ride with the flow of traffic and never against traffic.

3. Obey all traffic signals just as if you were in a motor vehicle.

4. Use hand signals.

5. Ride single file and keep as far right as safety will allow.

6. Honor the right of way of motorists and pedestrians as traffic signals indicate.

7. If using a pedestrian area, including sidewalks, dismount and walk your bike to another area.

8. Don't weave in and out of stopped traffic or other stationary obstacles.

Motorists and bicyclists should realize that pedestrians have the right of way. However, pedestrians should not abuse these rights.

Bicyclists should remember that they are essentially motorists when it comes to the rules of the road. If each party will be considerate of the other, we can share the road while enjoying the beautiful area in which we live.

From the City Manager • August 7, 2009

Oak Hill making greener choices for sustainability

In October 2007 the International City/County Management Association (ICMA) adopted a resolution calling sustainability the "Issue of Our Age."

For our purposes, we will define sustainability using the definition developed in 1987 by the World Commission on Environment and Development—meeting the needs of the present without compromising the ability of future generations to meet their own needs.

Each member of ICMA was challenged to make a commitment to develop sustainable communities. As a result, I have accepted the challenge and made this commitment. I encourage you to join me as we strive to make Oak Hill a sustainable community.

As a City government, we make numerous decisions on a daily basis. Some of these are small while others have a much greater impact. Each of these decisions should be made while taking the issue of sustainability into consideration. Former ICMA president Michael Willis says that we should do this by making decisions that simultaneously optimize the issues of environment, economy, and equity. He refers to these terms as the "triple bottom line."

Greener choices

Our initial efforts will be to take the small steps that create a more sustainable community through "greener" choices. We already recycle paper products in the office. We have also recently begun using email correspondence as much as possible to cut down on the amount of paper that is generated in the office. We are reducing the number of printed newsletters this year to six and supplementing this with increased information delivery through our website and free email subscriptions.

Also, by putting more of our government information online for citizens to access, we eliminate travel and paper production in the distribution of official records. Choosing energy-efficient office products and using energy-efficient light bulbs will be part of our future, as will a switch from printed to online content in our operations where possible.

We ask that you make the same commitment in your homes and offices. No decision is too small.

Other steps

There are other steps that we are considering that will take more time to develop. One option will be in looking at our future zoning and subdivision regulations. Many communities are now giving incentives to landowners who build using plans and products that limit the impact on the environment.

Another idea that we are considering is the manner in which we conduct our leaf collection. Many cities conduct their leaf collection using a vacuum machine mounted on a trailer. A resident simply rakes leaves to the side of the road and the vacuum trailer comes along and vacuums them up and dispenses them into the bed of a truck. By collecting leaves in this manner, we eliminate from the waste stream the many garbage bags that are currently used in the leaf collection system. With bagged leaves we must take them to the landfill for disposal. However, leaves collected by the vacuum truck can be disposed of at a number of locations that offer compost materials. The end result is less expense for the homeowner, less expense for the City, and a "greener" process for our community.

In closing, though, I challenge you to make an immediate commitment to create a sustainable community through this newsletter. Beginning with our next newsletter, you will have the option to receive it via email. The content will be identical to the printed version, so you will not miss out on anything.

Not only will this reduce the cost of printing and postage, if everyone in Oak Hill chose to receive the newsletter electronically, we could save over 30,000 pieces of paper this year. We hope that everyone who has internet access will decide to make this switch.

However, if you do not have internet access or prefer the printed version, we will still continue to deliver you a copy of the newsletter via the postal service.

Do you have ideas on creating a more sustainable community? Send them to me at kevin.helms@oakhilltn.us.

From the City Manager • June 24, 2009

State charter determines what City can, can't do

In our previous newsletter, we discussed the history of professional local government management in the United States. In this issue, we will focus on the structure of local government in Tennessee.

Let me begin by saying that a City's charter is granted to it by the State of Tennessee. This document outlines what we may or may not do as a City. Under the charter, we may be given discretion on how to address certain issues. Local discretionary rules are adopted through ordinances.

There are three ways in which a local government may be created. These include by a Private Act, through General Law, or as a Home Rule entity. Under the Private Act, a City is created by action of the State of Tennessee General Assembly. Changes to the charter of these cities only affect the City to which the Private Act applies. A number of years ago the state ended the creation of cities by Private Act and only those who had a Private Act Charter at that time can continue to operate under one. Home Rule cities are similar to Private Act cities, but changes to the charter must be approved by a vote of the registered voters. Under a Private Act Charter, a two-thirds majority of the legislative body can vote twice to change the charter and with an approval vote by the General Assembly it is done.

The City of Oak Hill is established under a General Law Charter. If we desire a change to our charter, it must be approved by the General Assembly. This is a much more complicated task to achieve because the change will affect all cities throughout the State of Tennessee that operate under the same General Law Charter. Therefore, it is likely to pass only if a majority of the cities in the state that operate under that charter also approve of the change.

Oak Hill's Charter

There are three types of General Law Charters; Mayor/Aldermanic, Manager/Commission, Modified Manager/Council. The City of Oak Hill operates under the Manager/Commission Charter. This charter is expressed word for word in Tennessee Code Annotated, Title 6, Chapters 18-29. When the City was founded, a vote was taken to organize under this charter. This is a popular form of government for cities our size in Middle and East Tennessee that want professional management.

In closing, we will look at how a government is to operate under the Manager/Commission form of government. We will focus upon the two main entities; the manager and the commission. The Board of Commissioners is elected by the people to be their voice on matters involving the City. In our case, the people elect three commissioners. The commission then elects from among themselves a mayor and vice mayor. A single commissioner has no authority outside of a commission meeting. It is by coming together as a board that the power to set policy falls upon these elected individuals. The commission's involvement in personnel matters is limited to employing a City manager.

The commission should expect that staff will present them with all of the data that is needed to make a decision about policy. However, the role of staff stops short of actually making a policy decision. It is the policy-setting role that is critical in determining the operations of City government and it is through this action that elected officials represent their citizenry.

The staff, through the leadership of the manager, takes that policy and implements it through the day-to-day operations of the City. To maintain the separation of roles, professional organizations recommend that elected officials contact the manager and not give any direction directly to staff that would affect the day-to-day operations of the City. Likewise, staff members are not to take on a public role in issues that would infringe upon the arena of political policy making.

In summary, by setting policy the Board of Commissioner determines what will be done. By running the day-to-day operations of the City the staff, by direction of the manager, determines how it will be done.

Feel free to email me with questions on this topic. I would like to thank the University of Tennessee Municipal Technical Advisory Service for supplying information that assisted me in writing this article.

From the City Manager • May 18, 2009

City manager system has a hundred-year history

Having just completed a year-long celebration of the 100th anniversary of the City manager form of government in the U.S., I thought it would be a good time to discuss this innovation in the operation of local government.

On April 2, 1908, Staunton, Virginia, was the first local government in the U.S. to employ a City manager. As a result, it was recognized last year by the International City/County Management Association (ICMA) for this accomplishment.

This change was brought on by a troubled form of government thrust upon Staunton in 1905 by a state law mandating the governmental structure when the City exceeded a population of 10,000. However, due to the overriding state law, the position was originally referred to as a general manager from 1908 to 1916. Charles E. Ashburner of Richmond was chosen to fill this position and thus became the first City manager in the U.S. He later went on to manage other cities in Virginia, Ohio, and California, and was the first president of ICMA when it was founded in 1914.

This experiment in local government was so successful that in 1916 the Commonwealth of Virginia changed the existing state law to allow for the official position of a City manager to work with the City council and mayor. It was the first time that state law recognized the need for a single trained professional to oversee the day to day operations of a City. In the one hundred years that followed, there has been no substantive change to the council-manager form of government.

In this form of government, the political and administrative roles are separated. The council is elected by the residents and is responsible for setting the overall policies of the jurisdiction. It is responsible for employing a manager who operates in a non-political role. The manager directs the day-to-day activities of the City to carry out the policies set forth by the elected officials.

To sum up Staunton's contribution I will quote Harry Toulmin Jr., who said, "The City manager idea has been a distinct improvement and success in Staunton. True as it was that the City manager plan was yet to be developed in its entirety, nevertheless, Staunton had the basic idea and pioneered the innovation despite risk and ridicule. To Staunton then go the laurels for the first practical application of a business manager scheme to civic affairs." Toulmin was an early student of the manager form of government.

Today approximately 3,700 U.S. cities and 525 U.S. counties employ a manager. These professionals run governmental entities that govern about 80 million Americans. Of cities in the U.S. with a population of more than 2,500, 48% operate under the council-manager form of government. Thousands of other cities around the world also employ managers to oversee their governmental organizations as well.

In the next issue of the newsletter, we will discuss the manager form of government in more detail as it relates to Tennessee and the City of Oak Hill. I would like to thank the City of Staunton, Virginia, and the ICMA for providing much of the material used in this article. For more information, visit www.staunton.va.us and www.icma.org

From the City Manager • April 10, 2009

City has new procedures, streamlined processes

Before discussing a number of projects that we are currently working on, I would like to take this opportunity to express my appreciation for the warm welcome that I have received from all of Oak Hill.

I have enjoyed meeting a number of residents and look forward to meeting many more at the next mayor's forum. The City staff has been tremendous in making my transition easier and I would especially like to thank Mayor Alsup, Vice-Mayor McMullen, and Commissioner Throckmorton for giving me the opportunity to serve the citizens of Oak Hill.

We are currently assessing ways that we can improve the City website. We plan to add more information to the site so that it will be of greater use to our residents. While we have some ideas on the changes that need to be made, I encourage you to contact us and offer your ideas as well.

Streamlining processes

We are also streamlining several of our processes. As a first step in this effort, we are updating the Municipal Code Book. This process will take about two years and when we are done we will have a single book that we can turn to when a question arises about how our government should operate and what our rules and regulations are. This will be the first update of our code book since the early 1990s.

We are instituting new processes in our submittal and review of issues to come before the Planning Commission and Board of Zoning Appeals. We hope that this process will allow these two bodies to operate more efficiently and with a greater knowledge of the issues. It is our responsibility as staff to make this happen. However, this begins with the enforcement of submittal deadlines for issues to be placed on the agenda. Items for the Planning Commission should be submitted to our office 30 days prior to the meeting, and for the Board of Zoning Appeals the deadline is 14 days.

A strict adherence to these guidelines allows us to protect the rights of all citizens. We will also be purchasing signs to temporarily display as a public notice on properties that are scheduled to come before one of these bodies for a hearing.

We plan to post the agenda for all meetings on the website no less than five days prior to the meeting. We believe that this allows us to protect the rights of all citizens by allowing them the opportunity to know when an issue will be heard and to be present to speak on the issue if they so choose.

Send your questions

In closing, I would like to devote some of the space in each newsletter to answer your questions. I encourage you to submit questions to me regarding issues in Oak Hill and I will do my best to answer them. I will select some of these for inclusion in the newsletter as space permits.

If you would like to contact me regarding any of the issues I have mentioned, you may call me at 371-8291 or email me at kevin.helms@oakhilltn.us.