City of Centerville, Ga. - 10/20/2009 Special Meeting

Council Work Session
October 20, 2009

Meeting called to order by Mayor Edwards at 5:30pm.

Present were Mayor Harold Edwards, Jr., Councilman Cameron Andrews, Councilman Randall Wright, Councilman Edward Tucker and Councilman Robert Smith, Jr. Also present City Administrator Patrick Eidson. City Attorney Rebecca Tydings out of town – city business (training).

Home Based Business: FlutterBug Secrets (owner: Christie Durham) 106 Montrose Lane: A copy of business license application provided to Mayor and Council to review. Councilman Wright made motion to approve home based business license; seconded by Councilman Tucker. Motion carried. Mrs. Durham monogram items, ornaments, selling children/ adult clothing on line.

Adoption: Red Flag Policy: City Administrator Eidson reminded the Governing Authority they had been provided a copy of the policy at the Pre & Reg Council meeting for review. This is derived from a federal law known as the Fact Act or FACTA that was enacted to prevent identity theft by protecting consumer information. City Administrator Eidson stated that he had spoken with City Attorney Tydings and neither had received comments, concerns, or questions regarding the policy.
Motion made by Councilman Wright to adopt policy as written; seconded by Councilman Andrews. Motion carried.

Economic Development Allocation: Councilman Tucker reminded everyone of the request for $800.00 for projects proposed by marketing/recreation consultant Jeanne Bauer so that she can move forward. Councilman Tucker proposed that a total of $3600.00 be set aside for the current proposal and for future projects with funds coming from the general fund contingency; material supplies line item (53.1100).
Motion made by Councilman Tucker to allocate $3600.00 within General Fund –Economic Development Division- Line Item Material & Supplies (53.1100); seconded by Councilman Smith. Motion carried.

FY 2009-2010 Budget Amendment: City Administrator Eidson recognized City Accountant Williams. Mr. Williams directed the Governing Authority to section 2 which reflects amendments of the total appropriations: $7,843,753 TO $7,776,288. A copy of detail provided to Mayor and Council. The detail shows total decrease in revenues in the amount $54,860 and decrease in expenditures $67,465.

Mayor Edwards wanted clarification on how the decreases in revenues and expenditures derived. Mr. Williams stated decrease in revenues comes from property taxes and the decrease in expenditures consists of budgeted but unspent funds for Police and Fire department salaries.

Motion made by Councilman Smith to adopt Budget Amendment Resolution as written; seconded by Councilman Andrews. Motion carried. See Resolution 2009-5.

Motorola Service Agreement for Police/Fire Radio: City Administrator Eidson stated that City Attorney Tydings has reviewed contract and no changes from previous years were noted. This is a budgeted item. A copy of the contract provided to Mayor and Council for review. Seeking authorization from Governing Authority to designate City Administrator Eidson as signatory on contract and execute document on city’s behalf.
Motion made by Councilman Tucker authorizing City Administrator Eidson as signatory on contract and execute document; seconded by Councilman Smith. Motion carried.
Robins Environmental Advisory Board Community Room Use: City Administrator Eidson reported that once again a letter was received from Charlene Logue, Robins AFB Manager. They are requesting to use the community room and waive all associated fees for the following date’s calendar year 2010: Feb 4, August 5 and November 4.

Motion made by Councilman Wright to approve Robins Environmental Advisory Board to use community room (February 4, August 5, and November 4, 2010) and waive all fees; seconded by Councilman Andrews. Motion carried.

Expenditure Approval Capital Purchase/ Meter Reader Vehicles: City Administrator Eidson provided (2) quotes to the Governing Authority for consideration. Originally Utilities Superintendent Brumfield had submitted request for (3) quotes; didn’t receive one from Warner Robins Ford. The (2) quotes received were for a 2010 Ford Ranger XL, regular cab, two wheel drive, 6ft bed: (1) Brannen Ford : 12, 810.00 and (2)Peach County Ford: $11, 959.00. Utilities Superintendent recommending the low bid to purchase (2) vehicles from Peach County Ford in Byron. Total cost for two vehicles $23,918.00.
Motion made by Councilman Tucker to approve purchase (2) Ford Ranger XL trucks from Peach County Ford ($11,959.00 x 2); seconded by Councilman Smith. Motion carried. See attached quotes attached and made part of official minutes.

Surplus Property Designation/ Computer Equipment: City Accountant Williams stated that this is old equipment that has been replaced by new computers and terminals. Some of the units are not operable and will be disposed and removed from inventory. Some of the computer equipment will be kept for parts and identified on city inventory list.

Motion made by Councilman Wright to designate and dispose of listed computer equipment; seconded by Councilman Tucker. Motion carried. See attached list.

Discussion: Sewer and Easement Thompson Drive: Councilman Tucker stated that he had spoken with Peggy Dale (a resident on E. Thomson Drive) about 3 to 4 weeks ago. The home where Mrs. Dale lives was constructed back in the mid 60’s; the original septic lines/ tank were installed at this time. When the duplexes (North Pointe Villas) were built off E. Thomson Drive the sewage system was redirected for drainage and Mrs. Dale’s septic line was damaged. Councilman Tucker and Utilities Superintendent have reviewed the issue and recommend repairing, piping, and extending the ditch. Mrs. Dale has agreed to hook onto the sewer and pay tap on fees. Mike recommends that we allow Mrs. Dale pay tap on fee ($500.00) and the city will run the lines and tie Mrs. Dale’s property onto the city’s sewer system and disconnect her septic system. Utilities Superintendent Brumfield explained that the lines are old terra cotta pipe that cannot be repaired.
Councilman Andrews questioned why Mrs. Dale is being charged the $500.00 tap on fee. Utilities Superintendent Brumfield stated that the city will tie her into the sewer eliminating the owner the expense of contracting for the services with a plumbing contractor. Councilman Andrews asked if there is a liability with the city employees on Mrs. Dale’s property. Utilities Superintendent Brumfield stated city employees will working on the city’s easement.
Motion made by Councilman Tucker to approve the use of city labor to run sewer line and city funds to purchase materials necessary to tie Mrs. Dale onto City sewer while customer (Mrs. Dale) will pay the tap on fee $500.00; seconded by Councilman Smith. Motion carried.
Discussion: Storm Water Utility: Mayor Edwards reported that he had spoken with City Attorney Tydings about the status of implementing a storm water utility. Phase I has been completed and the city is approaching Phase II. City Administrator stated that Integrated Science Engineering (ISE) performed a storm water feasibility study through 2008 and reminded Mayor and Council that ISE gave presentation in December 2008. City Administrator Eidson reported that there are (3) more steps that the city would have to go through in order to get the storm water utility up and running. The (3) steps are as follows:
·         Step 2 data development 3-6 months estimated cost of $15,000-$30,000
·         Step 3 form a storm water advisory committee, 4-6 months
·         Step 4 actual implementation of utility , 6-13 months , estimated cost $30,000-$50,000
City Administrator Eidson stated the next step would be the data development step. This step consists of compiling a detailed cost of services analysis and estimate of future expenditures; defining the customer database (parcel classifications), and preparing a rate structure analysis and initial rate study.
The whole process could take up to two years to complete.
Motion made by Councilman Smith to direct City Administrator Eidson and Utilities Superintendent Brumfield to move forward with Step 2 (data development) Storm Water Utility; seconded by Councilman Wright. Motion carried.
Concrete Pad for Recycling Center: Motion made by Councilman Smith to table item; seconded by Councilman Wright. Motion carried.
Discussion: Halloween ( Designate time for Trick or Treating): Motion made by Councilman Smith to designate 6-8pm on Saturday, October 31, 2009 for trick or treating and place $45.00 ( pay out of the Mayor’s discretionary fund) ad in the Newspaper; language with Halloween safety tips) ; seconded by Councilman Tucker. Motion carried.
Motion made by Councilman Wright to add the following items to the agenda:
Sale of Utilities Truck on Gov Deals and Authorization to submit 2009 FEMA Fire Safety & Prevention Grant; seconded by Councilman Tucker. Motion carried.
Sale of Utilities Truck on Gov Deals: Utilities Superintendent Brumfield seeking approval to sale Toyota trucks on Govdeals. Motion made by Councilman Wright to sale Toyota trucks on Govdeals with reserve set at Kelly Blue Book value researched by the City Clerk Bedingfield; seconded by Councilman Tucker. Motion carried. City Clerk Bedingfield to provide Mayor and Council the following information once available: Kelly Blue Book value/reserve amount and vehicle identification number of trucks that will be sold on www.govdeals.com.
Authorization to submit 2009 FEMA Fire Safety & Prevention Grant: City Administrator Eidson reported that the Fire Department is looking at applying for the 2009 FEMA Fire Safety & Prevention Grant. The application process ends this Friday, October 23, 2009 at 5:00pm. Director Cooper and Fire Chief Jones have been working with the Middle Georgia Regional Commission on this project. The city sent a technical assistance request to the MGRC for their assistance with the grant preparation. Chief Jones is requesting funds for a fire safety house. The City’s cost would be $1466.75 and would provide a trailer and fire safety house for the fire safety education program. Would be able to use the safety house with local county events hosted by the fire department. City Administrator Eidson stated the total grant purchase would be $29,335.00; recommendation funds come from the contingency fund.
Councilman Tucker asked Chief Jones if application is complete and ready to be sent.   City Administration stated he will also review application before mailing. Seeking authorization from Mayor and Council authorizing City Administrator Eidson to sign off on the application to be submitted to the MGRC.
Motion made by Councilman Smith authorizing City Administrator Eidson to sign necessary documents to apply for the grant and authorize expenditure if grant approved of $1,466.75 from contingency fund; seconded by Councilman Tucker. Motion carried.
Mayor Edwards apologized to the city employees for having campaign signs in areas of violation with the city ordinance. Thanked employees that were policing this issue.
Troy Windham, 103 Miller Ct, stated that he was concerned about the signs that were removed off his property. Mr. Windham stated that the individuals who own the signs should be informed before the signs are removed.
Councilman Wright stated that the sign ordinance has been enforced for several years. The person that is placing the signs is responsible for ensuring they are in compliance.
Mayor Edwards stated that not all right of ways are the same distances from the center line of the roadway.   In addition, does not want the city employees having to go out with a tape measure to verify distance of sign, this is overkill and not necessary.
John Harley, 403 Dogwood Glen, apologized to the city for signs being in violation. Also thanked city for allowing the Robins Advisory Board to use the community room for their quarterly meetings at no charge. Some of the RAB members are from Centerville and Houston County and feels that this gesture reflects positively on the city.
Dean Windham, 721 N Houston Lake Blvd, stated that if the city wants to enforce the signs why not be consistent. In the last 2 years, real estate signs and snipe signs have not been enforced, looks like only during election years? Why doesn’t the city enforce all year round?
Councilman Andrews confirmed that the sign ordinance is being enforced on a daily basis.   Stressed that both candidates Mayor Edwards and John Harley should read the sign ordinance to familiarize themselves with the regulations.
City Administrator Eidson reminded Governing Authority and public that the Fire Department picture fundraiser is underway.   Excalibur is administering donation participation and will be going door to door. Language has been provided to Excalibur to use when approaching individuals; if anyone has an unpleasant experience they are encouraged to contact City Hall.

Meeting adjourned by Mayor Edwards at 6:43pm.

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