Council Work Session
July 21, 2009

Meeting called to order by Mayor Pro Tem Edward R. Tucker at 5:30pm.

Present were Mayor Pro Tem Edward Tucker, Councilman Randall Wright , Councilman Robert Smith, Jr. , City Administrator Patrick Eidson and City Attorney Rebecca Tydings.  Absent: Councilman Cameron Andrews (work); Mayor Edwards (vacation); and City Clerk Bedingfield (vacation).

Affidavit & Resolution Executive Session held on July 7, 2009 (Regular Council Meeting): City Attorney Tydings read resolution. Motion made by Councilman Wright to adopt resolution as written; seconded by Councilman Smith.  Motion carried.
Affidavit executed by Mayor Pro Tem Tucker and notarized by City Attorney Tydings.  Affidavit & Resolution attached and made part of official minutes.

Motion to add item to agenda:  City Administrator Eidson – stated that he had inadvertently forgotten to put an item on the agenda.  HCFD Chief Jimmy Williams, County EMS director is present to report on the county-wide early warning system.  Motion to add Chief Williams’ presentation to agenda made by Councilman Smith; seconded by Councilman Wright.  Motion carried.

Chief Williams began by stating that the warning system consists of three phases.  Phase I is a telephone notification system whereby residents will be contacted by phone to alert of impending severe/tornadic weather.  This system will be handled by a company called “Code Red” and residents of Houston County will be able to add contact numbers for their household to the system.  Chief Williams advised that phase I of the system will be operational in the Fall.  Phase II includes 33 outdoor warning siren sites that will be strategically placed around Houston County, with four located in the Centerville area.  RFQ’s have been advertised with submissions due back on August 14^th and a completion and implementation deadline of December 321, 2009.  Phase III of the early warning system involves the bulk purchase of NOAA weather radios at a discounted price.  The radios will be made available for purchase to the public at the discounted price.  A map showing the warning siren sites is available from HCFD.  No motion or action taken.  Chief Williams excused from meeting to make another presentation at county commission meeting.

Home Based Business:  Lulu’s Cleaning Service, 212 Hickory Glen, Centerville, GA  31028 (owner: Maria Del Rio):  Copy of application provided to Governing Authority for review.  Applicant, Ms. Del Rio present at meeting.  Councilman Wright stated that application is in order and made a Motion to approve business license; seconded by Councilman Smith.  Motion carried.

Home Based Business:  Dot Didy, Inc. 111 Montview Way, Centerville, GA  31028 (owner: Andrew Vaughan):  Copy of application provided to Governing Authority for review.  Applicant, Mr. Vaughan present at meeting.  Councilman Smith asked Mr. Vaughan if customers would be coming to his home; Mr. Vaughan replied no.  Councilman Smith made a Motion to approve business license; seconded by Councilman Wright.  Motion carried.

Home Based Business:  Singleton’s Sewing & Art, 700 Collins Avenue, Centerville, GA  31028 (owner: Judy C. Singleton):  Copy of application provided to Governing Authority for review.  Applicant, Ms. Singleton present at meeting.  Councilman Wright asked if Ms. Singleton would have customers coming to her home.  Ms. Singleton stated that customers would occasionally come to her home, one at a time, by appointment only and that parking was not a problem because she has a circular driveway to keep any cars off the street.  Ms. Singleton also stated that most of her work would be done by her alone at her home and then taken to her customer’s homes.  Councilman Wright stated that the application is in order and made a Motion to approve business license; seconded by Councilman Smith.  Motion carried.

Fire Department Truck Repair:  City Administrator Eidson presented Council with amended estimate for body damage repairs on Fire Department black F150 truck.  At July 7, 2009 meeting, Council approved payment for repairs in the amount of $3,786.38, accepting estimate from Toler’s Paint and Body.  Additional damage was discovered when mechanics began to dismantle truck for repairs.  Supplemental amount due for extra repairs estimated at $2,045.20 with Toler’s deducting $1,000.00 for new hood (has determined that hood will not have to be replaced) for a new total due of $4,831.58 (additional amount for extra repairs $2,045.20 minus $1,000.00 adjustment for hood equals net additional amount of $1,045.20).  Motion made by Councilman Wright to approve new total of $3,786.38; seconded to Councilman Smith.  Motion carried.  Documentation of amended estimate attached.

Fire Department Refrigerator Purchase: City Administrator Eidson/Asst. Chief Jones presented three prices for replacement refrigerator/freezer for fire department.  Prices as follows:  Flint Appliance Center - $2,392.98; Badcock & More, Co. - $2,059.89; Sears - $1,934.98.  Fire department budgeted $2,200.00 for this item.  Assistant Chief Jones recommends purchase from Flint Appliance Center although it is the highest because Flint is the only supplier offering an extended warranty (5 years for $259.98).  Since the Flint appliance is $192.98 over what was budgeted for this item, it is being brought before council for approval to spend the additional funds to buy the warranted appliance.  Motion made by Councilman Wright to purchase from Flint with approval of $2,392.98 price; seconded by Councilman Smith.  Motion carried.  Councilman Tucker asked when refrigerator would be delivered.  Asssistant Chief Jones expects delivery next week if appliance is ordered tomorrow.  Documentation of pricing and details attached.

Proposed Capital Asset Policy: City Administrator Eidson/City Accountant Williams – City Administrator asked City Accountant to draft a Capital Assets Policy.  City Accountant presented an overview of the policy, stating it was developed as a result of training he has attended during the last year.  City Council is requested to review policy for discussion at August 4, 2009 regular council meeting and proposed adoption at August 18, 2009 regular council meeting.  No action taken.

2010 Local Assistance Road Program Application: City Administrator Eidson – 2010 LARP application due by August 1^st.  City Administrator Eidson seeking confirmation that previously approved list of projects is still what Council wants to submit and also seeking authorization to submit application.  List of prioritized projects for application:  Surrey Drive (complete road) from Collins to Cherry; Elizabeth Drive (complete road) from Bassett to dead end; Evelyn Drive (complete road) from Church Street to dead end.  Councilman Smith made a motion to authorize city administrator to submit application with list as stated; seconded by Councilman Wright.  Motion carried.  DOT letter and LARP information attached.

Acceptance RFQ/TE Grant Administration:  City Administrator Eidson recommended acceptance of a quote in the amount of $24,000.00 from Saunders Engineering to provide engineering services and to serve as project and contract administrator on the upcoming TE Grant project. Motion by Councilman Wright to accept Saunders Engineering quote as recommended by City Administrator; seconded by Councilman Smith.  Motion carried.  Quote documentation attached.

Site Improvement (Pavilion): Councilman Wright presented pricing for materials as prepared by Utilities Superintendent Mike Brumfield for site improvements to pavilion and land between city hall and library in preparation for upcoming events.  The proposal is create a bridge across the drainage ditch that runs parallel to city hall on the east side by:  1.  piping 20 linear feet of the drainage ditch (36 inch CMP pipe at $24.00 ft = $480.00); constructing a 100 linear foot by 5 foot wide concrete sidewalk over the piped area of the ditch (6 yards concrete at $100.00 yard = $600.00); and landscaping along either side of the resulting bridge/sidewalk with shrubbery, straw, etc. ($300.00 for plants, etc.) for a total of $1,080.00.
The proposal also included amounts for drainage improvements and pavilion electrical improvements as follows:  (drainage) 1.  120 linear feet of 12-inch drain line @ $7.00/ft = $840.00 plus 5 each connection bands @ $7.00/ea = $35.00 for a total of $875.00 AND (pavilion) $300.00 to replace outlets, run new conduit and grounds.
The total cost for all proposed improvements is $2,555.00.  Utilities Superintendant Brumfield reported that the electrical improvements to the pavilion had already been completed and were performed and paid for by Larry Coy and Centerville Sanitation.  Therefore, the amount proposed for approval by council is $2,255.00.  Councilman Wright made a motion to approve the unbudgeted expenditure in the amount of $2,255.00 with the amount being transferred from enterprise fund contingency; seconded by Councilman Smith.  Motion carried.  Itemized price sheet attached.
Councilman Wright added that tentative plans have been made to rehab the pavilion.  Warner Robins Supply gave an estimate on materials for the pavilion rehab in the amount of approximately $1,300.00.  No motion was made regarding the pavilion rehab at this time.  Councilman Wright also noted that Larry Coy and Centerville Sanitation employees are going to donate all of the labor to complete the pavilion work, including painting, pressure washing the picnic tables and benches, and taking down the tennis court fence.

Probation Work Detail Team Contract Renewal; City Administrator Eidson – advised that the City Attorney had reviewed the contract with terms unchanged from last year.  Also, the cost associated with the contract did not go up this year.  The annual cost for 2009-2010 is $39,500.00.  The probation work team continues to be invaluable to the Streets and Utilities departments in cutting and clearing ditches and rights of way.  Motion to approve contract, authorizing Mayor Pro Tem Tucker to sign made by Councilman Wright; seconded by Councilman Smith.  Motion carried.  Contract will be signed in triplicate with one copy returned to city.  Document attached.

Executive Session: Mayor Pro Tem Tucker – adjourned into executive session 6:26 p.m.; reconvened 8:05 p.m. (potential/pending litigation; personnel matters).

Affidavit & Resolution Executive Session: City Attorney Tydings read resolution. Motion made by Councilman Wright to adopt resolution as written; seconded by Councilman Smith.  Motion carried.

Affidavit executed by Mayor Pro Tem Tucker and notarized by City Attorney Tydings.  Affidavit & Resolution attached and made part of official minutes.

Mayor Pro Tem Tucker adjourned meeting at 8:12pm.

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Mayor Pro Tem Edward R. Tucker

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Attest by:  City Attorney, Rebecca Tydings                          Date