Official Minutes of the June 20, 2013 Council Meeting

Approved by City Council July 19, 2013

 

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

 

Mayor Tipton called for a motion on the approval of the draft copy of the minutes of the May 16, 2013 meeting.  Councilman Myrick made a motion to approve the draft copy of the minutes of the May 16, 2013 meeting.  Councilman Kerby seconded the motion and it passed with five affirmative votes. 

 

Councilman Myrick made a motion to approve the agenda of the June 20, 2013 with the removal of item #7.  Councilman Kerby seconded the motion and it passed with five affirmative votes.

 

Administrative and Committee reports:

 

RECOGNITIONS:

 

Councilwoman Griffin recognized and presented Certificates of Achievement to three Bloomingdale teams who completed the softball/baseball season as the CAA 1^st Place Champions.  The 8 & Under and the 12 & Under Girls finished in first place while the 10 & Under Boys not only finished in first place, they also completed the season Undefeated.

Mayor Tipton presented Certificates of Appreciation to Police Officers Robert Gubko and Walter Anderson for standing guard during the Veterans Freedom Park Ribbon Cutting and Dedication Service held on May 27, 2013.

Police Chief Roy Pike introduced Officer’s Ashley Gibson, Walter Anderson and Part-Time Officer Adam Willis.

 

Veterans Monument Committee Chair Margel Winn thanked Councilman Myrick and Councilman Kerby for their participation and especially thanked City Administrator Akridge for his persistence in seeing the project complete.

 

PUBLIC HEARING:  Mayor Tipton called the public hearing to order and stated the purpose was to receive citizen input on requests submitted by Randy Roberts at 115 Michael Street for a 4’9” variance to the side setback for a storage shed and from Michael Waters at 104 Michael Street for a 3’ variance to the side/rear seatback for a storage shed.   Councilman Myrick stated that none of the neighbors had voiced any opposition to the storage sheds.  There were no citizen comments, the public hearing was closed.

 

OLD BUSINESS:

1.      Consider proposal from Hussey, Gay, Bell and DeYoung for Phase III Drainage Improvements.  Councilman Kerby made a motion to accept the proposal from Hussey, Gay, Bell and DeYoung for the Phase III Drainage Improvements with the cost not to exceed the proposal amount of $147,550.  Councilman Baxter seconded the motion and it passed with five affirmative votes.

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

2.      Consider a temporary easement for the properties owned by Wayne Tipton and Brandon Paul for drainage issues.  Councilman Kerby stated the area to be discussed is vital to the city drainage and the city wishes to conform to the same type easement used with the other drainage projects.   After discussion, Mr. Tipton and Mr. Paul decided to take responsibility for cleaning the ditches on their property.  Councilman Baxter stated the city would clean or replace the pipes in this area.

 

NEW BUSINESS:

 

1.      Consider setting the Millage Rate for the 2013/2014 Fiscal Year.  Councilman Myrick stated that due to the revenue generated through the tax collected from SPLOST and LOST the city has been able to continue to operate without imposing a city tax and made a motion to set the millage rate at 10mils and roll it back to 0mils.  Councilman Baxter seconded the motion and it passed with five affirmative votes.

2.      Consider the adoption of the 2013/2014 Fiscal Year Budget.  Councilman Myrick made a motion to adopt the 2013/2014 budget as presented.  Councilman Baxter seconded the motion.  Prior to calling for the vote Mayor Tipton stated that the city should cut back on spending and before any new hires or purchases take place, council should meet as a whole to make these decisions.  Mayor Tipton then called for the vote which passed with five affirmative votes. 

3.      Consider adoption of the proposed 2013-2017 Capital Improvement Plan (CIP).  Councilman Crosby made a motion to approve the 2013/2014 CIP plan.  Councilman Myrick seconded the motion and it passed with five affirmative votes.

4.      Consider an Intergovernmental Agreement proposal from Chatham County Public Works for a County-Wide Canal Maintenance Program.  Councilman Kerby made a motion to approve the Intergovernmental Agreement with Chatham County for a County-Wide Canal Maintenance.  Councilwoman Griffin seconded the motion and it passed with five affirmative votes.  Councilwoman Griffin requested that the citizens be advised that this program would be at no charge to the city.   City Administrator Akridge further stated that the only cost with this program would be for the removal of vegetation debris from the canals.   

5.      Consider proposal for Police Radios in the amount of $11,773.75.   Councilman Baxter made a motion to accept the proposal for Police Radios in the amount of $11,773.75 with the expenditure coming from SPLOST CIP.  Councilman Crosby seconded the motion and it passed with five affirmative votes.

6.      Consider a proposal submitted by Courtware Solutions for court citation payments.   Councilman Baxter made a motion to accept the proposal from Courtware Solutions for court citation payments.  Councilman Myrick seconded the motion and it passed with five affirmative votes.

7.      Consider a proposal from HolmanFarmer for Plan Document Services for the City’s Defined Benefit Pension Plan.  Councilman Myrick made a motion to approve the proposal from HolmanFarmer to prepare a “Restatement of Plan Document” and “IRS Voluntary Compliance Program” documents at a cost not to exceed $5,750.  Councilwoman Griffin seconded the motion and it passed with five affirmative votes.

8.      Consider adopting a Resolution for Amendment #3 to the City of Bloomingdale Defined Benefit Pension Plan and Trust.   Councilman Crosby made a motion to adopt a Resolution for Amendment #3 to the City of Bloomingdale Defined Benefit Pension Plan and Trust with the vested date being five years after date of hire.  Councilwoman Griffin seconded the motion.  The motion passed with affirmative votes from Councilmembers Crosby, Griffin, Kerby and Myrick.  Councilman Baxter abstained from voting.

9.      Consider adopting a Local State Route Acceptance Resolution with the Department of Transportation (DOT).  Councilman Baxter made a motion to accept the Local State Route Acceptance Resolution for the Old Section of State Route 17.  Councilman Myrick seconded the motion and it passed with five affirmative votes. 

10.  Consider adopting a Local Public Road Acceptance Resolution with the Department of Transportation (DOT).  Councilman Baxter made a motion to accept the Local Public Road Acceptance Resolution for Pine Barren Road.  Councilman Crosby seconded the motion and it passed with five affirmative votes.

11.  Consider variance request of 4’9’ side setback requirements for Randy Roberts at 115 Michael Street.  Councilman Crosby made a motion to approve the request from Randy Robert for a 4’9” side setback variance at 115 Michael Street for a storage shed.  Councilman Baxter seconded the motion and it passed with five affirmative votes.

12.  Consider variance request of 3’ side setback requirements for Michael Waters at 104 Michael Street.  Councilman Crosby made a motion to approve the request from Michael Waters for a 3’ side/rear setback variance at 104 Michael Street.  Councilman Baxter seconded the motion and it passed with five affirmative votes. 

13.  Consider closing City Hall on July 5^th for the Independence Day Holiday.  Councilman Baxter made a motion to close City Hall on July 5, 2013.  Councilman Myrick seconded the motion and it passed with five affirmative votes.

14.  Consider Lease Proposal for 20 SC Breathing Apparatus (SCBA) and Compressor for a five year period for a total of $164,000 (CIP/SPLOST Proceeds).  City Administrator Akridge explained the total acquisition cost of the apparatus is $164,000 and recommended paying the down payment and the first years lease.  Based on the City Administrator’s recommendation, Councilman Baxter made a motion to pay the down payment of $15,000 along with the first year lease payment of $32,618.00 for a total of $47,618.00 with the funds being expended from SPLOST.  Councilman Crosby seconded the motion and it passed with five affirmative votes.

15.  Consider entering into an Agreement for Automatic Aid with Southside Communities Fire Protection.  Councilman Baxter made a motion to authorize the Fire Chief to execute the Agreement for Automatic Aid with Southside Communities Fire Protection.  Councilwoman Griffin seconded the motion and it passed with five affirmative votes.

16.  Consider entering into a Memorandum of Understanding (MOU) with Southside Communities Fire Protection.  Councilman Baxter made a motion to enter into a Memorandum of Understanding and authorize the Fire Chief to sign the agreement.  Councilman Crosby seconded the motion and it passed with five affirmative votes.

Prior to adjourning into executive session Councilman Myrick stated that during this meeting there was expenditures of $175,000 voted on to purchase equipment necessary to maintain state compliance with the state and reminded citizens that these expenditures are coming from SPLOST funds.

Councilman Crosby made a motion to adjourn into executive session to discuss personnel matters.  Councilman Kerby 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.  Councilman Baxter seconded the motion and it passed with five affirmative votes.   Councilman Baxter made a motion to enter into a contract/lease for services with Police Chief as prepared by City Attorney, City Administrator and Police Chief.  Councilman Crosby seconded the motion and it passed with five affirmative votes.

 

Mayor Tipton reported that this concludes the items presented for consideration for inclusion on the Council agenda prior to the deadline of Wednesday, June 12, 2013.

 

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

 

There being no further business, Councilman Kerby made a motion to adjourn at 8:15pm.  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.