Pre Council Meeting

February 2, 2010

Meeting called to order by Mayor John R. Harley at 6:00pm.

Welcome extended to all by Mayor Harley.

Present were Mayor John R. Harley, Councilman Cameron Andrews, Councilman Randall Wright, Councilman Robert Smith, Jr., City Administrator Patrick Eidson and City Attorney Rebecca Tydings.  Absent Councilman Edward Tucker – military duty.

Yoga Fit Presentation:  City Clerk Bedingfield provided flyer describing all aspects and benefits of this exercise program.  Mrs. Bedingfield informed Mayor and Council that she and City Administrator Eidson had met briefly with Yoga Fit Instructor Kimberly Myrick to discuss the possibility of providing an exercise program to city employees and citizens that wished to participate.  The program would be provided three times a week (Monday, Wednesday and Thursday from 5:30pm until 6:30pm). Mrs. Myrick currently teaches yoga fit and traditional exercise classes to senior citizens during the week in the community room, City Hall.  (Senior Program sponsored by Houston Health Care).

Mrs. Bedingfield introduced Kimberly Myrick to speak and answer questions about the program.  Mrs. Myrick stated that she is a certified yoga fit instructor and would like to offer the employees / citizens an opportunity to participate in exercise; there will be a minimal fee to participate ($3.00 for city employees; $5.00 for non-employees).  Mrs. Myrick explained some of the benefits of yoga fit including stress reduction, natural weight loss, improve posture and balance; and overall well being.

Mrs. Bedingfield requested that the Governing Authority to waive all rental fees for use of the community room to host exercise program.

Cantrell Center 5K Run Presentation:  Mayor Harley introduced Mike Cantrell (owner).  Mr. Cantrell briefly explained the different levels of sponsorship for the event and talked about team captains who will recruit participants for 5K.   Mr. Cantrell explained that city wide endorsement of the event by local leadership helps create the atmosphere that this is an event that is geared toward the community.  The run is a motivational event with a goal of encouraging individuals to enroll and participate.   The event will be held on February 27, 2010; visit the Cantrell Center in person or register online.   In his closing comments, Mr. Cantrell thanked everyone for their support.  City Clerk Bedingfield will load the registration link for the 5K on the city website (www.centervillega.org).  Mayor Harley provided flyer containing information for the upcoming event; copies were made available for the Council/ public.

Old Business

Council Planning Retreat:  City Administrator Eidson provided packet to the Mayor and Council outlining the cost of retreat.  Total cost of retreat would be $5,460.00.  Last year’s cost was $4, 946 (difference of $514.00).  The difference is due to an additional employee that will be participating in retreat.  The retreat will be at Lake Blackshear in Cordele, with Walt McBride (facilitator / UGA Carl Vinson Institute); dates - April 1, 2010 (Thursday) and April 2, 2010 (Friday).

City Administrator prepared the cost breakdown in order to bring it before the Governing Authority for approval to fund the retreat from the General Fund Contingency Fund and also asked for authorization for himself (City Administrator) to execute contract with Lake Blackshear and Carl Vinson Institute on behalf of the City.  No motion or action taken will vote on item in Regular Council Meeting.

Scarborough Park Discussion:  Councilman Wright reported that he is still gathering information and made motion to table item until the February 16, 2010 Council Work Session; seconded by Councilman Andrews.  Motion carried.

FY 2009 Audit Presentation Update:  City Administrator Eidson stated that Marlin Nichols (Nichols, Cauley and Associates CPA auditing firm) presented audit findings at the January 16, 2010 Council Work Session.  During the presentation Mr. Nichols commended the city for its improvement for the financial condition since 2001; the audit did contain an unqualified opinion (good news and what the city was seeking).   Mr. Nichols commended the city on the meter change out program.  Mr. Nichols expressed his appreciation on the excellent management team and their ongoing help/support during the audit process.  In closing, Mr. Nichols commended the city on its continued stringent financial management.

The audit report is available at the city clerk’s office for public review.

New Business

Sentry Oaks Project Update/ Expansion:  City Administrator Eidson reported that the Sentry Oaks project - Phase 1 is almost complete.  Utilities Superintendent Mike Brumfield confirmed that the project is basically complete with regard to physical work onsite and that he is waiting on final inspections and testing of the line and lift station. The city’s engineer, Rick Saunders, should be providing a report to accept or reject the work as complete.  City Administrator Eidson stated that the second part of the update is included in the packet provided to Mayor and Council (see letter dated January 22, 2010).  The letter was submitted to GEFA (contact Arlene Durham) making a preliminary request to extend the project scope of the current loan to include all units to allow opportunity to tap on to the new sewer line.

The packet also included engineers descript of Phase II of the project, which will include an additional 71 homes on Westfield Drive, Sunshine Way, Misty Court and Rainbow Avenue within the Sentry Oaks Subdivision.  This will tie into the existing system which traverses along Carl Vinson Pkwy.  The estimated cost for Phase II of the project is $446, 820 as provided by the engineer.  Although the City can request to expand the scope of the initial project to include Phase II so as not to have to undergo a separate loan process, additional funds would not be available under the current GEFA loan until the city has approved the final payment request on Phase I.  City Administrator Eidson will provide information to Mayor and Council when the additional funds are available for Phase II.

City Administrator Eidson recommended to Governing Authority that, if there are still funds available through GEFA, the city should move forward with completion of project.   No motion or action taken.  It would be appropriate at the Regular Council meeting to get confirmation from Mayor and Council their support for expanding the scope of project to complete entire project with open ended loan if funds are available.

Refund of Donations for the Local Development Fund Grant:  City Administrator Eidson reminded Mayor and Council that the city was awarded an LDF Grant back in 2007 that was used to fund the downtown area Charette project through the University of Georgia.  The three entities that donated money to the city for the matching funds portion of the grant were: USA Land Development, Colony Bank, and Centerville Sanitation.  Governing Authority was given a packet of information including a copy of an email identifying the (3) businesses and amount of donation: USA Land Development ($10,000), Colony Bank ($ 5,000) and Centerville Sanitation ($5,000).  Since all grant funds were not expended in paying for the Charette, each of the three donating entities were due a refund for their portion of unexpended dollars as follows:  USA Land Development ($6,201.64) and Colony Bank and Centerville Sanitation ($3,100.83) each.  City Accountant Dwight Williams brought the matter of unexpended funds to the attention of City Administrator Eidson once the grant was ready to be officially closed out.  City Administrator Eidson will be seeking approval from Mayor and Council in the Regular Meeting to issue refunds to the three private donors as listed above.

Meeting adjourned by Mayor Harley at 6:34pm.