Smyrna council reviews contracts, codes and midyear budget at January workshop

Smyrna(Mayor-led workshop)

SmyrnaMayor and council met in a January workshop to review a set of consent items and several ordnance and zoning proposals ahead of a February council meeting. Staff presented new contracts for a 3-year attendance system, a work-order platform for public works, records-digitization and enterprise-content-management software, and a proposed one-year extension with a locating-services contractor. Council also heard a staff briefing on adopting the 2024 International Code Council building codes and a midyear budget amendment to fund police vehicles and an FY2015 fiber project completion.

Why it matters

Town staff said the contracts and software purchases are intended to modernize operations (timekeeping, asset and maintenance workflows, and records management), reduce manual labor and protect official records in digital form. The proposed extension of a locating-services contract was flagged by council members for its cost and recruitment implications. The building-code update would align Smyrna with neighboring jurisdictions and incorporate technical changes that could affect service-line sizing and some permitting.

Key points

- Carl explained the townis seeking a 3-year contract to replace punch clocks with an automated attendance system with a stated Year 1 cost of $46,700 and recurring annual fees in the agenda materials. Council asked staff to weigh the internal time cost of building systems versus buying commercial solutions.

- Public works staff recommended MaintainX for internal work-order management (building/grounds, vehicle maintenance and traffic operations); SeeClickFix will remain a separate, public-facing system.

- Amber presented a two-part records-management plan: StarPoint Imaging will digitize town-clerk, court-clerk and human-resources paper records (boxing, barcoding and secure off-site storage during digitization) and LaserFISH will act as the enterprise content-management system with OCR and retention-schedule support.

- Sierra presented the midyear budget amendment; the largest additions are for police vehicles and completion of a prior fiber-network expansion; staff said the amendments are balanced with offsetting decreases and additional revenue entries.

- Staff proposed adopting the 2024 ICC building codes, with an intended implementation target around April 1 to align with Rutherford County; Christy said one notable change is moving to a 1-inch service line for new residential connections in some circumstances.

Whathappens next

Most items were placed on the February agenda for formal action. Staff committed to fix a numeric typo on the senior-center lease agenda page and to provide written confirmation about the councils approach to exercising lease cancellation rights for the senior center. The transcript does not record formal votes or final enactments during the workshop.