Regular Council Meeting

February 2, 2010

Meeting called to order by Mayor John R. Harley at 7:00pm.

Invocation given by Councilman Andrews.
Pledge of Allegiance led by Mayor Harley.
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.

Citizen recognition of Police Department Personnel:  Mayor Harley recognized Director Cooper and Police Chief Andrews.  Mayor Harley received letter from citizen (Richard Kessler) thanking the Police Department (Officer Moss, Detective Hadden, Administrative Assistants: Teresa Saunders and Jane Hairston) during their investigation leading to arrests in solving a recent robbery.  Mayor Harley stated that he is proud of the Police Department.

Presentation by Director Cooper/ Police Chief Andrews:  Officer Freddie Mullins recognized as Officer of the Quarter for the Third Quarter 2009.  Animal Control Officer Terry Wright recognized as Officer of the Quarter for the Fourth Quarter 2009.  Officer Roland Reed recognized as Officer of the Year for 2009.

Adoption of Minutes:
January 5, 2010 Pre Council Meeting Minutes
January 5, 2010 Regular Council Meeting Minutes
January 19, 2010 Council Work Session Minutes
Blanket motion made by Councilman Smith to adopt all three sets of minutes as written; seconded by Councilman Wright.  Motion carried.

Motion made by Councilman Wright to add the following item to agenda: Yoga Fit Presentation; seconded by Councilman Andrews.

Old Business
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.

Motion made by Councilman Smith to waive fees for use of community room to host yoga fit program; seconded by Councilman Wright.  Motion carried.

Ordinance Amendment Alcohol Business License/ Special Event Permit Fees:  City Attorney Tydings reported that this ordinance would increase the special event permit fees from $35.00 to $300.00 and On/Off Premises Beer/Wine Business License increase from $300.00-$500.00.  This serves as the second official reading of the ordinance.

Mayor Harley closed Regular meeting 7:17pm and opened public meeting.

Travis Gardner, 111 Willow Glen, stated that the current fees are more than adequate and does not agree with getting in line with other cities.

Mayor Harley closed public hearing and opened regular meeting at 7:20pm.

Motion made by Councilman Wright to adopt Ordinance with amendments; seconded by Councilman Smith.  Motion carried.  See Ordinance 2010-1.

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.

Motion made by Councilman Wright to approve retreat total cost $5,460.00 from General Fund Contingency Fund and authorize City Administrator to execute contract with Lake Blackshear and Carl Vinson Institute; seconded by Councilman Andrews.  Motion carried.

Councilman Andrews stated that the city got a lot of benefit from last year’s retreat.

Scarborough Park Discussion:  Councilman Wright 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 audit 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 had expressed his appreciation on the excellent management team and their ongoing help/support during the audit process.  In closing, Mr. Nichols had 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

HMG Architecture, 111 Bartlett Way:  Motion made by Councilman Andrews to approve home based business license; seconded by Councilman Wright.  Motion carried.

The Percell Group, LLC:  Motion made by Councilman Wright to approve home based business license; seconded by Councilman Smith.   Motion carried.

Traveling Gunsmith, LLC:  Motion made by Councilman Wright to approve home based business license; seconded by Councilman Andrews.  Motion carried.

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 engineer’s description 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.

The total estimated cost is $660,000, significantly lower than the original projected loan amount of $788,914.  The breakdown of costs for Phase I is $253,419 (actual) and Phase II is $446, 820 (engineer’s estimate).  Utilities Superintendent Brumfield reminded Mayor and Council that the Phase II project has to be bid out and the estimate cost for the project can go under or above engineers estimate.

Motion made by Councilman Smith to expand to scope of the project to include Phase II; seconded by Councilman Andrews.  Motion carried.

Refund of Donations for the Local Development 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.

Motion made by Councilman Smith to refund donations to the three entities (USA Land Development, Colony Bank and Centerville Sanitation) for the Local Development Grant; seconded by Councilman Andrews.  Motion carried.

Comments from the Audience

Travis Gardner, 111 Willow Glen, complaining about not enough night patrol in his neighborhood.  Mr. Gardner stated that he has been a police officer over 4o years off and on at times.  Mr. Gardner opposes alarm ordinance requiring a permit fee of $25.00; stated that he wasn’t aware of the ordinance.  Mr. Gardner stated that he found out by notification on the city water bill.   Recommended to Mayor and Council to address those individuals with nuisance alarms and rescind alarm ordinance.  In closing stated the city would not be getting his $25.oo.  Mr. Gardner’s demeanor was angry and critical of the police department and the city as a whole.

Mayor Harley stated that they will take his comments into consideration.  Mayor Harley also recognized Houston County Commissioner Jay Walker and thanked him for attending the meeting.

Councilman Andrews directed comments to Mr. Gardner and informed him that he did not appreciate his negative comments towards the Police Department.  The department is in the best shape that it has been in for a long time and encouraged Mr. Gardner to come in to review ordinance for a better understanding.

Mayor Harley stated that he is proud of the Police Department, stating that they are very professional.

Meeting adjourned by Mayor Harley at 7:48pm.