From the City Manager • June 10, 2010

Oak Hill's response to May floods is ongoing

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.

Previous Columns
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

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 khoakhill@bellsouth.net.

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 khoakhill@bellsouth.net.