Official Minutes of Council Meeting - September 15, 2011

Approved by Council October 6, 2011


The meeting was called to order by Mayor Tipton with Councilman Crosby giving the invocation.  Councilmembers Crosby, Griffin, Kerby, Myrick, Rawlings, City Administrator Akridge and City Attorney Dickey were present.


Councilman Crosby made a motion to approve the draft copy of the August 18, 2011 council meeting minutes, Councilman Rawlings seconded the motion and it passed with five affirmative votes.  Councilman Myrick made a motion to approve the agenda for the September 15, 2011 meeting with the removal of items #1 & #4.  Councilwoman Griffin seconded the motion and it passed with five affirmative votes. 


Administrative & Committee reports:


City Administrator Akridge reported on the following:

1.      The financial report with the standard being 16.67% - the general fund revenue came in at 12.30% with water/sewer at 10.36%, the expenditures came in with the general fund at 18.17% and the water/sewer at 15.89%

2.      Karp, Ronning & Tindol has started the audit process and we should have a comprehensive audit report by the November meeting

3.      Chatham County’s excavator has been out of service which has delayed the cleaning of the Main Street canal   

4.      The City received a correspondence from EPD that our Storm Water Management Plan is complete and acceptable

Councilman Crosby reported on the following:

1.      As of today the application for the $20,000 grant for the History Museum has been completed and we are now waiting on the issuance of the 501C.  As part of the grant application process, letters of support are submitted on behalf of the project and the letter written by Mr. Pete Waller of Ottawa Farms was very impressive.  Mr. Waller expressed an interest in the City participating in the festivals that are held at his farm. 

Councilwoman Griffin reported on the following:

1.      The Football Rama was held on Saturday and every aspect of the event was well put together.  A special thank you to Joe Young, Missy Ridley, the executive board members and volunteers.  Volunteers are always welcomed and appreciated at the recreation department

Councilman Kerby reported on the following:

1.      Thanked Administrator Akridge and Ernest Grizzard for their endeavor in obtaining the signatures on all of the drainage easements

Councilman Myrick reported on the following:

1.      The Veterans’ Memorial committee met with an Engineer and also a company who is helping put together a design to be brought back to council at a later date

Councilman Rawlings reported on the following:

1.      The employee appreciation night was enjoyed by all.  Christmas is just around the corner so in keeping with the depot and train history of the city there will be a new decoration located in a prominent area in the City which will be a locomotive with several cars and a caboose loaded with assorted Christmas items.  Plans are underway for the City’s first Christmas Tree lighting event and a committee consisting of Councilman Rawlings, Fire Chief Tyler, Ernest Grizzard, Myra Crosby and Barbara Aldridge will be making the plans for this event and will have something together for council’s review in a few weeks   

Mayor Tipton reported on the following:

1.        A groundbreaking ceremony was held for the new high school on Little Neck Road last week and with this being the first high school within a half mile of the city it should prove to be a great asset to the residents of the City and should attract future growth.  Mayor Tipton issued an apology that the flags were not lowered in remembrance of 9-11 on Friday, September 9th.  City Administrator Akridge stated that the flags were lowered on the appropriate day of Sunday, September 11th.  After additional discussion, Police Chief Gossett and Fire Chief Tyler stated that they would take the responsibility to assure that the flags are lowered on the appropriate days.  City Administrator Akridge wished to make note that there had been no prior conversation with the Mayor on this issue and was disappointed that this was brought out in a city council meeting without any prior discussion especially when there had been discussion on Friday afternoon to reflect changing the outside signage in tribute to the 9-11-01 Tenth Anniversary. 

2.        The Mayor discussed called council meetings and submitted the following guidelines for called meetings:

    1. Mayor or two councilmembers can call a meeting
    2. Question if this can wait for a regular council meeting
    3. Properly advertise
    4. Open doors except for executive sessions
    5. Agenda sent to all councilmembers
    6. Minutes to be taken, transcribed and have written copies available for council and citizens

During the discussion questions were raised regarding the intent of the Mayor’s guidelines, whether these were for called council meetings or committee meetings and he stated it was for committee meetings.  Attorney Dickey stated that state law only requires minutes to be taken when there is a motion and a vote.  He further stated that committees do not vote at their meetings and their meetings are to be open meetings unless there is an executive session.  After additional discussion, it was recommended that this matter be placed on the next agenda for a decision.





1.      Consider pay request by Marchese Construction in the amount of $12,093.21 for work completed at the Fire Station.  Councilman Crosby made a motion to approve a payment of $12,093.21 to Marchese Construction for work at the Fire Station with the stipulation that the contractor’s affidavit showing all contractors have been paid be executed and once the building is released the one year warranty will begin.  Councilman Rawlings seconded the motion and it passed with five affirmative votes.

2.      Consider entering into an agreement with Hussey, Gay, Bell and DeYoung for an engineering proposal to prepare a water reuse feasibility analysis and prepare an evaluation of alternate water sources for compliance with EPD special conditions in the amount not to exceed $7,850.  Councilman Rawlings made a motion to enter into an agreement with Hussey, Gay, Bell and DeYoung to prepare a water reuse feasibility analysis and prepare an evaluation of alternate water sources to comply with special conditions of EPD for a cost not to exceed $7,850.  Councilman Crosby seconded the motion and it passed with five affirmative votes.

3.      Consider Bid Award for Phase II Drainage project.  The list of bids was submitted by Hussey, Gay, Bell & DeYoung, Inc. as follows:  Southern Champion Construction, Inc. - $1,043,200; Sandhill ALS Construction, Inc. - $1,185,590; TB Landmark Construction, Inc. - $1,266,895; E & D Contracting Services, Inc. - $1,342,200.32; Seaboard Construction Company - $1,363,709.71; ARCO, Inc. - $1,427,666.38; L-J, Inc. - $1,649,300; Baker Infrastructure Group, Inc. - $1,707,740; and Eastern Excavating Company, Inc. - $1,749,514.  Hussey, Gay, Bell & DeYoung recommended that the City award the Phase II Drainage Improvement project to the low bidder, Southern Champion Construction, Inc. with a bid of $1,043,200.00.   Councilman Myrick made a motion to accept the recommendation from HGBD and award the project to Southern Champion Construction, Inc.  Councilman Rawlings seconded the motion and it passed with four affirmative votes.  Councilman Kerby abstained from voting.

4.      Announcement of Fire Station Dedication date and time.  Councilman Crosby announced the City will be hosting a dedication service to celebrate the new Fire Station on Tuesday, September 27, 2011 at 6pm


The accounts payables were presented with Councilman Myrick making a motion to pay the bills.  Councilman Kerby seconded the motion and it passed with five affirmative votes.


Prior to adjourning Citizen Billy Strozier questioned what the final cost of the Fire Station was, City Administrator Akridge stated he had the total on his desk and he was welcome to come by the office anytime but it is approximately $900,000.  There being no further business, Councilman Kerby made a motion to adjourn at 7:40pm.  Councilwoman Griffin seconded the motion and it passed with five affirmative votes.


Respectfully submitted,


Diane Proudfoot, Asst. City Clerk 


Note:  Section § 50-14-1 of the Official Code of the State of Georgia Annotated requires that the minutes shall, as a minimum, include a description of each motion or other proposal made, and a record of all votes.  These minutes meet the minimum requirements.  However, in an attempt to provide as much information as possible to the citizens, the recording clerk has included additional background data and discussion on the subjects presented to council.  The statements of individuals are not verbatim and may be summary in nature.