Pre-Council Meeting

October 6, 2009

Meeting called to order by Mayor Harold Edwards, Jr. at 6:00pm.

Present were Mayor Harold M. Edwards, Jr., Councilman Randall Wright, Councilman Edward Tucker and Councilman Robert Smith, Jr.  Also present City Administrator Patrick Eidson and City Attorney Rebecca Tydings.  Absent:  Councilman Cameron Andrews.

Adoption of 2009 Millage Rate: Copy of proposed Ordinance provided to Mayor and Council for review; proposing 10.812 (rollback rate) for 2009 millage.  Mayor Edwards asked City Administrator Eidson how much surplus?  City Administrator Eidson reflects budget surplus of $23,309.00 at the end of FY 2010 as of June 30.  No formal action taken.  

Discussion:  October 8, 2009 Center Market:  Copy of (4) proposals provided by Jeanne Bauer given to Mayor and Council for review.  Councilman Tucker emphasized on the proposals that Mrs. Bauer has prepared for consideration: (1) Request for $500.00 for October 8^th Center Market event. (2) Request for $200.00 to purchase fall trees for the Nature Center/ Butterfly Garden.  (3) Request that we develop an agreement for partnering with FASMG (Fine Arts Society of Middle Georgia) and giving the group permission to use the community meeting room monthly at no charge. 
(4) Request for $100.00 to create a marketing package for Centerville. Councilman Tucker briefly discussed each proposal and recognized Mrs. Jeanne Bauer.  

Prior to Mrs. Bauer addressing the Governing Authority, discussion began between Mayor/Council and City Administrator re: allocation of funds (revenues & expenditures).   City Administrator Eidson informed Mayor and Council that a source for the requested funds ($800.00) needed to be identified within budget if proposal is approved. Mayor Edwards recommended that a line item be created within the General Fund Budget for future expenditures associated with Ms. Bauer’s efforts on behalf of the city.   City Administrator Eidson recommended that Mrs. Bauer and a council member meet and discuss issue more in depth and come up with proposal and present later to Mayor and Council.  Councilman Smith recommended that Mrs. Bauer use the same procedure as the Department Heads as described in the Operating Policy CC-8. City Attorney Tydings reminded council that Ms. Bauer is a contractor and not an employee of the city.  Mrs. Bauer stated her feeling that it is important to seek approval from the Mayor and Council for various project funding including the $800.00 being requested in this proposal.  See copy of proposal attached to the minutes.  

Mrs. Bauer presented each proposal to Mayor and Council.  Mrs. Bauer stated that the reason for having the Center Market event is to invite the citizens and surrounding community to come out and enjoy music and spend time with family and friends in a laid back environment – to give something to the citizens instead of just asking them for something all the time.  Music will be provided by Eddie Stone.  Mrs. Bauer said that she is anticipating (14) vendors to sale food, crafts and other various items.  The center market will be held from 4-7pm.  There will be a photography contest hosted by the Houston County Art Alliance.  In closing, Mrs. Bauer encouraged everyone to come out and participate with the event.  

Public Safety Training Ground Improvements:  City Administrator Eidson distributed a memo with the proposed improvements to Mayor and Council.  Chief Cooper provided a copy of proposed site improvements to the Governing Authority which included Phases I-IX. Director Cooper stated that he had met with Fire Chief Jones on several occasions in developing the priorities for future plans for the department based on what is important for the City of Centerville. Chief Cooper reported that he received much feedback from both Police and Fire and it was determined that the top priority would be the training site on Dunbar Rd.  The Fire Department has been working diligently to prepare the training ground.  Chief Cooper recommended that a portion of the project be funded by the Confiscated Funds in the amount of $1400.00 and also to utilize $300.00 from the donation accounts (Fire & Police).  This will be a joint training facility for the Fire and Police Departments and other area public safety departments.  Chief Cooper is seeking approval for $4000.00 from the budget; this will provide funding needed to bring the training grounds into NFPA guideline requirements.   If funds are approved as requested, Phases I-V of the training facility site development plan can be completed with the possibility of beginning Phase VI.  The facility will provide in-house training capability, which will result in a savings for the city.  Director Cooper is seeking approval from the Mayor and Council for expenditure of $4000.00 to begin project.   

Mayor Edwards asked if this will eventually cause a favorable impact on the city’s ISO rating.  Chief Jones responded that the training accomplished (as documented by complete training records) could eventually cause the ISO rating to go down (the lower the ISO rating, the better).   City Administrator Eidson stated that this is part of the City’s automatic aid agreement with the City of Warner Robins (having a functional training facility).  This will allow both departments the opportunity to train as a group.  

Mayor Edwards asked Director Cooper what type of fence will be used to secure the training grounds.  Director Cooper stated that he will be talking with Westside Baptist church to further discuss the fence issue.  No motion or action taken.

November 3, 2009 Pre & Regular Council Meeting:   Mayor Edwards recommended rescheduling or cancelling the November 3 (Pre & Regular Council Meeting) due to the General Election that will be held that day.  Councilman Smith stated that he is opposed to cancelling meetings.  Councilman Tucker recommended rescheduling the November 3, 2009 meetings for November 10, 2009 (Pre council meeting at 6:00 and Regular council meeting at 7:00).  No motion or action taken.
 
Adoption of FMLA Policy:  City Attorney Tydings reported that the FMLA was amended in 2009.  A copy was provided to Mayor and Council outlining changes to the law. The personnel manual will be updated in accordance with the changes in federal law.  City Attorney Tydings indicated that it is appropriate for the Governing Authority to adopt the amended FMLA policy to replace the current Exhibit B to the City’s personnel manual.  City Attorney Tydings reported that all personnel training on the law/policy changes has been completed.

Discussion Red Flag Policy:  City Attorney Tydings informed Mayor and Council that the proposed Red Flag Policy is the result of another change in federal law designed to prevent identity theft.  A draft policy has been provided to Department Heads and Governing Authority for review.   There is a November 1, 2009 deadline to adopt as an official policy.  The official adoption of policy shall be at the October 20, 2009 Council Work Session.  City Administrator Eidson and City Attorney Tydings will work together to in-house training on the policy for all affected personnel.

Meeting adjourned by Mayor Edwards at 6:35pm.