Council Min 2-16-12

Official Minutes of Council Meeting – February 16, 2012

Approved by Council March 1, 2012

The meeting was called to order by Mayor Tipton with Councilman Myrick giving the invocation. Councilmembers Baxter, Crosby, Griffin, Myrick, Rawlings, City Administrator Akridge, City Attorney Dickey and Asst. City Clerk Diane Proudfoot were present. Mayor Tipton stated that Councilman Kerby was at the hospital with his father.

Councilman Myrick made a motion to approve the draft copy of the minutes of the February 2, 2012 council meeting. Councilman Baxter seconded the motion and it passed with five affirmative votes. Councilman Baxter made a motion to approve the agenda for the February 16, 2012 meeting. Councilman Crosby seconded the motion and it passed with five affirmative votes.

Administrative & Committee reports:

Prior to Administrative & Committee reports property owner Ike Laroche requested guidance from council regarding property he owns located off West Cregor Street being blocked after the adjacent property was sold and the new owner installed a gate on the property. Attorney Dickey stated he did not have enough information on this matter to render any advice.

City Administrator Akridge gave the following report:

1. Financial report as of February 15^th – with 58% being the standard; the GF revenues are at 46.10%, the expenditures are at 54.1% - the W/S revenues are at 53.67%, the expenditures are at 42.33%. LOST revenues are down. The Georgia Power franchise payment was received today in the amount of $107,726.80.

2. The contract for the field lighting at Taylor Park was executed this week with a time estimate of 4-6 weeks

3. Land Water Conservation Fund Grant has been submitted for parking lot assistance at Taylor Park

4. The Chatham Municipal meeting will be hosted by Pooler on March 7, 2012 at the Mighty Eighth Museum starting at 6:30pm for the social and 7:00pm for the dinner

5. Delinquent sanitation/fire protection collections has been received in the amount of $7,177.49 and there are several customers placed on a payment plan

6. Linda Johnson sent a card thanking the council members who assisted her with the rent of the community building for the feeding of her family after the funeral of her husband.

7. Congratulations to Councilman Jerry Crosby who received the prestigious Certificate of Recognition award at the Georgia Municipal Association’s Mayor’s Day on January 22, 2012 which is presented after completing 42 units of credit which includes three required courses.

Councilwoman Griffin reported on the following:

1. The lighting of the field should be installed in time to begin baseball & softball season in April.

2. A website is currently being put together to assist in advertising the recreation department events.

3. There is some clearing taking place behind the old softball field to make way for a T-ball field.

4. Thanked Mr. King, Principal of Bloomingdale Elementary School for the use of the building for basketball practice.

Councilman Crosby reported on the following:

1. Planning Commission Chair Dexter Shearouse, Vice-Chair Buddy Wellmaker, Diane Proudfoot and Councilman Crosby attended the annual Georgia Association of Zoning Administrators Conference in Athens taking five classes during the conference with one of the topics being variances.

2. Thanked James Toler of Tropic Air for the installation of the Heat/Air unit at the History Museum.

3. Thanked Principal King for the many “well” written letters of support he has contributed for the History Society and the City as part of the grant pursuit.

OLD BUSINESS:

1. Consider appointment of Mrs. Betty Taylor to the Ethics Committee. Councilman Myrick made a motion to approve the appointment of Betty Taylor to the Ethics Committee. Councilman Baxter seconded the motion and it passed with five affirmative votes.

NEW BUSINESS:

1. Consider entering into an agreement with Hussey, Gay, Bell & DeYoung for a water line study. City Administrator Akridge explained this is a conceptual plan to expand the water system at a cost not to exceed $3500 and informed that Mr. Bob Welchel with the firm is in attendance should there be any technical questions. Administrator Akridge recommended the approval of the study. Councilman Baxter made a motion to approve the proposal to enter into an agreement with Hussey, Gay, Bell & DeYoung to perform a water line study. Councilman Myrick requested that a brief description be given to inform citizens. Mr. Welchel explained that the intent of the project is to streamline the water supply and delivery system along Highway 80 and also make water available for an 11 acre tract along Wildcat Dam Road for future development. The plan would give the City the opportunity to connect to Pooler if that was council’s desire, it would give the City access to surface water which could be viewed as a water conservation measure. The funding for this type project would be through a State Revolving Fund Loan which has a deadline of February 29th for the City to qualify for a 2.1% interest rate for twenty years and should the plan be considered as a conservation project it could be at a rate of 1.1%. The line would be laid along the length of Highway 80 to the East end of the City limits to strengthen and help provide fire protection along that area. Citizen Martin Collins stated he was concerned that the city hasn't had enough water to add on in the past and was advised that this was a study to find the best way to get surface water from Pooler to that section of the City. Councilman Crosby stated the City received a bid of $75,000 per acre for the City owned 11 acre tract on Wildcat Dam Road for a possible two-phase apartment complex. The citizens were advised that the study would be the very beginning stages of the development and is a means of supplying the developer with the cost estimates to extend the lines to the project but the responsibility of the cost of the extension will be the developers. Mr. Collins questioned if the impact fee was a way to pay for extensions and Councilman Baxter stated that if the impact fees were still active then the City would use the fees collected to pay for extension but using the cost recovery procedure the developer pays the cost of extending services. Mayor Tipton stated there are a lot of issues to be addressed during the process. Mr. Collins state he hoped the city will keep the citizens informed of the process and was assured there would be public meetings. Citizen Margel Winn expressed a desire for council to consider this tract as a recreation tract. Councilman Crosby reported that a grant application in the amount of $200,000 has been submitted for an extension of the Rails to Trails park which would run along the railroad bed to the Singleton tract and this property could be developed as a park with a bandstand, tennis courts, picnic tables, playground equipment and a trailhead connecting the parks, he also stated there has been discussion with the Morgan Family seeking to have the two ponds in that area deeded to the City as part of this park. Citizen Billy Strozier stated he understood the purpose of the study but saw in the paper there were bids being accepted and an opening would take place tonight but he didn't see it on the agenda, he also stated he had not heard anything about the City wishing to sell any property. City Administrator Akridge stated that there was a bid process with the bid opening being held at 5:00pm with himself and the City Attorney but only one bid was submitted. The Pastor of St. John Divine Baptist Church stated they were on Wildcat Dam Road near the referenced property but had no information about the development and wished to advise council they were opposed to it. Councilman Rawlings stated the water line being studied would assist more than just this one development; there are other citizens along the Highway 80 area that would be served by an extension. Councilman Myrick stated that the interest in this property surfaced about three weeks ago when a firm approached the City with a terrific offer who was seeking to place an assisted living for the elderly complex in that area but there are strict federal government mandate procedures that must be in line to begin which is why the bid procedure got into motion. Mr. Seabrooks, a Pooler citizen who lives on Wildcat Dam Road, was concerned about the road and whether the access for the development would be Wildcat Dam Road, he was advised that this is the very beginning of the process and there are several procedures to take place and a site plan would have to be submitted and approved with the road issues being an important part of the process. Councilwoman Griffin reaffirmed that this is a proposal for a study to get water to that area that will benefit other parts of the general public not just one development. The question for the vote was called and the motion passed with five affirmative votes.

2. Consider applying to the Georgia Environmental Finance Authority (GEFA) for a state Revolving Fund Loan to finance water system infrastructure improvements. Councilman Crosby made a motion to apply for a GEFA loan. Councilman Baxter seconded the motion and stated that should the City not sell the property or chose not to extend the water line there would be no obligation to the City to accept the loan. The motion passed with five affirmative votes.

3. Julie Gerbsch, District 7 School Board Member & Bloomingdale Elementary School Principal King yearly update. Ms. Gerbsch advised that the districting process to determine who will attend the New Hampstead High School is underway and public meetings will be held on Thursday, February 23rd at West Chatham Middle School, Monday, February 27th at Windsor Forest, and Thursday, March 1st at Beach High with all meetings being held from 4:00 to 7:00pm. The student capacity at the opening scheduled in August will be 800. Phase II would begin in approximately 3-4 years with a capacity of 1200. As a result of the hurting economy, the construction of the New Hampstead homes has still not begun. All school board seats will be up for election in July. Bloomingdale will become District 6 next year and there will be a new board representative serving the City.

Mr. King stated this was his annual report to council and of his 11 years at the school this is the 9th year in a row the school has made AYP (Adequate Yearly Progress) with 470 students this year, the school has been designated by the state as a title one distinguished school for 2011, he thanked the Police and Fire Department for the assistance. There will be some improvements to the front of the school in the spring and thanked everyone for their support.

4. Consider an adoption of the proposed Personnel Policy. Councilman Myrick made a motion to adopt the Personnel Policy. Councilman Baxter seconded the motion and it passed with five affirmative votes.

5. Bid opening of the surplus property. Mayor Tipton stated that he had submitted a bid and would turn the meeting over to Mayor Pro-Tem Baxter. City Administrator Akridge opened the bids with the results being:

1979 Ford Boardman Fire Truck: Wayne Tipton-$1,510; Cash Rhodes(Lift Trade Int.-$1,500; Danny Scott-$1,212.51; Simmons Hadden-$1,150; William Taylor-$1,100; David Carter-$251

2000 S-10 Blazer: Simmons Hadden-$1,050; Roland Waller-$750; William Taylor-$625; Danny Scott-$613.51; Deal Enterprises-$600

1987 Fiat Allis Motor Grader: Cash Rhodes-$5,500; Simmons Hadden-$5,450; Deal Enterprises-$2,500

Fire Hoses: No bids were submitted

Councilman Myrick made a motion to accept the high bids. Councilman Crosby seconded the motion and it passed with five affirmative votes.

Mayor Pro-Tem Baxter turned the meeting over to Mayor Tipton.

6. Consider entering into an agreement with the Georgia Emergency Management Agency (GEMA) for statewide mutual aid and assistance. City Administrator Akridge stated that this was the five year renewal to allow the City to interact with CEMA & FEMA should there be a disaster. Councilman Baxter made a motion for the renewal. Councilwoman Griffin seconded the motion and it passed with five affirmative votes.

7. Consider authorization to apply for Assistance to Firefighters SAFER grant. City Administrator Akridge stated this is a grant that would give the city two firefighters for two years with no obligation to the City after that time period. Councilman Baxter made a motion to apply for the grant. Councilwoman Griffin seconded the motion and it passed with five affirmative votes.

8. Consider entering into an agreement with Kern-Coleman & Company, LLC for architectural services for the Rails to Trails Transportation Enhancement project. Councilman Crosby made a motion to accept the proposal for architectural services at a cost of approximately $72,400 as part of the overall T-Enhancement grant with the funds being expended from the Greenspace fund. Councilwoman Griffin seconded the motion and it passed with five affirmative votes.

9. Consider an application for a Home Occupation License from James Toler to operate the "office only" of a heat/air business from his residence located at #103 Maple Street. Councilman Crosby made the motion to approve the license and to waive the public hearing. Councilman Myrick seconded the motion and it passed with five affirmative votes.

10. Consider an application for an Alcoholic Beverage License for Roma Pizza at #403 E. Hwy 80 for Monday - Saturday, inside sales only of beer & wine. Councilman Crosby made a motion to approve the alcoholic beverage license for inside sales only with the stipulation that should there be

any disturbances inside or outside would cause a revocation of the license. Councilman Rawlings seconded the motion. Attorney Dickey stated the motion could not be worded in that manner as there is a revocation procedure. Councilman Crosby amended the motion to approve the license for inside sales only with the stipulation that any disturbances would be handled as outlined in the ordinance. Councilman Rawlings seconded the motion. Citizens Collins stated a concern for the alcohol sales that close to a daycare and was advised that council discussed this in pre-agenda and the convenience store has been selling alcohol for years. The motion passed with five affirmative votes.

11. Consider Pay Request #3 submitted by Southern Champion for the Phase II Drainage project. Councilman Myrick made a motion to approve pay request #3 in the amount of $79,290.37 as recommended by the Engineer to Southern Champion for the drainage project. Mayor Tipton stated that Councilman Kerby had given his consent of the pay request. Councilman Crosby seconded the motion and it passed with five affirmative votes.

Councilwoman Griffin made a motion to adjourn into executive session. Councilman Baxter seconded the motion and it passed with five affirmative votes. At the conclusion of the executive session, Councilman Myrick made a motion to return to regular session and approve the execution of the affidavit as required by the Open Meetings Act. Councilwoman Griffin seconded the motion and it passed with five affirmative votes. Councilman Crosby made a motion to accept the bid proposal of $75,000 per acre subject to final approval of the contract. Councilman Rawlings seconded the motion and it passed with five affirmative votes. Councilman Crosby made a motion to initiate the rezoning procedure of the subject property to R-3 Multifamily residential following the standard procedures for rezoning. Councilman Rawlings seconded the motion and it passed with five affirmative votes. As a matter of information, Mayor Tipton stated that all though Councilman Kerby was not present he had indicated he saw no problem with the bid acceptance and the rezoning procedure of the subject property.

Mayor Tipton reported that this concluded the items presented for consideration for inclusion on the council agenda prior to the deadline of Wednesday, February 8, 2012.

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

There being no further business, Councilman Rawlings made a motion to adjourn at 8:48pm. 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.