City Council

City of Cumming Work Session Agenda March 5, 2019 I. Meeting Called to Order-Troy Brumbalow, Mayor. II. Invocation III. Pledge to Flag IV. Consider Agenda for Adoption V. Consider for adoption the following meeting minutes: A. Regular Meeting of February 19, 2019 VI. Acknowledgements, Proclamations, Resolutions, etc. VII. Old Business VIII. New Business A. Administration 1. Insurance Renewal- Gail Petree 2. Report on RFPs- Solid Waste Collection and Recycling 3. Advertising on Digital Sign 4. Joint Meeting with Board of Commissioners 5. Alcohol Ordinance Update B. Streets 1. Report on Bids- Dump Truck C. Aquatic Center 1. Report on Bids- Re-plaster Instructional Pool D. Fairgrounds 1. Report on RFPs- Pedestrian Bridge 2. Report on Bids- Vehicle Purchase E. Planning & Zoning 1. City Center Rezoning F. Utilities 1. Report on Bids- Dump Truck 2. Report on Bids- Chemical Feed System Replacement 3. Report on Bids- Influent and Effluent Sampler 4. Resolution- Actual Cost Utility Agreement with DOT IX. Announcements-None X. Executive Session (If needed) XI. Adjourn.  CITY OF CUMMING COUNCIL MINUTES WORK SESSION MARCH 5, 2019 I. There was a Work Session meeting of the Mayor and Council of the City of Cumming on Tuesday, March 5, 2019, at 6:00 P.M., at City Hall in Cumming, Georgia. The Mayor and all Council Members were properly notified as required by law and all were present with the exception of Councilman Lewis Ledbetter. Mayor Troy Brumbalow presided over the meeting and called the meeting to order. II. Invocation: Mayor Brumbalow asked Mr. Phil Higgins to deliver the invocation. III. Pledge to the Flag. Mayor Brumbalow led everyone in the Pledge to the American Flag. IV. Consider Agenda for Adoption A motion was made by Linda Ledbetter and seconded by Chad Crane to adopt the agenda as presented. The motion carried 4-0 with Council Lewis Ledbetter absent. V. Consider for adoption the following meeting minutes: A. Regular Meeting of February 19, 2019: A motion was made by Jason Evans and seconded by Chad Crane to approve the minutes of the Regular Meeting of February 19, 2019 as presented. The motion carried 4-0 with Council Lewis Ledbetter absent. VI. Acknowledgements, Proclamations, Resolutions, etc. VII. Old Business- None VIII. New Business A. Administration 1. Insurance Renewal- Gail Petree of Apex Insurance Services presented the Mayor and City Council a summary of quotes received for the renewal of the City’s Insurance Policies for the period April 1, 2019 through March 31, 2020. The proposed premium is $ 228,768.00. After further discussion, a motion was made by Christopher Light and seconded by Jason Evans to authorize the renewal of the City’s Insurance through Travelers Insurance for a total of $ 229,057.00, which includes the optional coverage for Computer Fraud and Funds Transfer Fraud totaling $289.00. The motion carried 4-0 with Council Lewis Ledbetter absent. 2. Report on RFPs- Solid Waste Collection and Recycling City Administrator Phil Higgins reported the results of the RFP for Solid Waste and Recycling Collection Services. Three (3) companies submitted proposals: Red Oak Sanitation, Advanced Disposal and Waste Pro. Considering costs and their acknowledgement of our required level of service, it is my recommendation to stay with Red Oak Sanitation for 2019 stated Higgins. A motion was made by Jason Evans and seconded by Chad Crane to award the bid for Solid Waste and Recycling Service to Red Oak Sanitation for 2019. The motion carried 4-0 with Councilman Lewis Ledbetter absent. 3. Advertising on Digital Sign City Administrator Phil Higgins stated that requests had been received to sponsor public advertisements on the City of Cumming’s Welcome sign located on Bald Ridge Marina Road/ Pirkle Ferry Road. There is a need to establish a fee structure and some rules for interested parties stated Higgins. The City Attorney was directed to draft an agreement along with recommended guidelines for the advertising on the City Welcome sign. 4. Joint Meeting with Board of Commissioners Mayor Brumbalow announced that the Forsyth County Board of Commissioners requested a Special Called Joint Meeting with the City Council on March 26th, 2019 at 2:00 PM for a presentation by GMRC and a report by the Cumming Utilities, Engineer Andy Lovejoy and Forsyth County Water Department Director Tim Perkins on the proposed joint sewer project. 5. Alcohol Ordinance Update City Attorney Kevin Tallant requested that any proposed changes to the Alcohol Ordinance be submitted to him for the preparation of a draft ordinance to be adopted at a future meeting. B. Streets 1. Report on Bids- Dump Truck Director of Streets and Maintenance Hugh Boling requested permission to purchase a 2019 F-750 Diesel, regular-cab dump trucks for use by the Street Department. His recommendation was to accept the lowest quotes from Wade Ford in Smyrna, Georgia. The dump body was bid separately and the low bid was $18,190.00 from Ingram Truck Body in Ball Ground, Georgia. A motion was made by Christopher Light and seconded by Linda Ledbetter to accept the low bid of $57,901.00 for the cab and chassis from Wade Ford and $18,190.00 for the dump bed from Ingram Truck Body. The motion carried 4-0 with Councilman Lewis Ledbetter absent. C. Aquatic Center 1. Report on Bids- Re-Plaster Instructional Pool - Aquatics Director Carla Wilson requested to re-plaster the Instructional Pool at the Aquatics Center. This would also include the replacement of the expansion joints and replacement of the six (6) main drain grates. The purpose of plastering is to add a water-tight seal to the pool and to make the surface of the pool smoother. This was a 2019 budgeted item. Four (4) quotes were received ranging from $47,547.00 to $27,525.22. It was Carla’s recommendation to accept the low bid from Myan Pool & Sports. A motion was made by Christopher Light and seconded by Linda Ledbetter to accept the low bid from Myan Pool & Sports for $27,525.22. The motion carried 4-0 with Councilman Lewis Ledbetter absent. D. Fairgrounds 1. Report on RFPs- Pedestrian Bridge City Administrator Phil Higgins reported the bids on the Pedestrian Bridge at the Cumming Fairgrounds over Castleberry Road connecting the parking lot to the Fairgrounds at Gate C. This project is made up of three major components (Bridge, Grading and Concrete) that were bid out separately. For the Bridge Segment, Flex Fab was the low bidder in the amount of $393,552.00. For the Grading Segment, Vertical Earth was the low bidder in the amount of $422,969.51. For the Concrete Segment, Vertical Earth was the low bidder in the amount of $930,218.65. A motion was made by Chad Crane and seconded by Christopher Light to accept the low bids for each segment of the Pedestrian Bridge Project. The motion carried 4-0 with Council Lewis Ledbetter absent. 2. Report on Bids- Vehicle Purchase Fairgrounds Director Tracy Helms stated that three (3) bids were received for the purchase of a vehicle to be driven by the Fairgrounds Director. His recommendation was to accept the low bid from Brannon Ford in Unadilla, Georgia. A motion was made by Christopher Light and seconded by Jason Evans to accept the low bid of $17,989.00 from Brannon Ford in Unadilla, Georgia for a 2019 Ford Fusion S. The motion carried 4-0 with Council Lewis Ledbetter absent. E. Planning & Zoning 1. City Center Rezoning City Attorney Kevin Tallant stated that some parcels of the land purchased for the City Center would need to be rezoned to be consistent with the zoning needed for development of the City Center. After discussion, the Planning Director was instructed to move forward with rezoning land at the City Center so that the uses there will be consistent with the City’s overall zoning ordinance.. F. Utilities 1. Report on Bids-Dump Truck Director of Utilities Jon Heard reported that the Department of Utilities had requested bids for a F750 Dump Truck for the Distribution Department. This truck would be used to haul wet mud from water and sewer line repair sites stated Heard. Three (3) bid were received ranging from $78,883.00 to $87,377.67. The recommendation of the Department of Utilities was to accept the low bid from Wade Ford who holds the State Contract. A motion was made by Christopher Light and seconded by Linda Ledbetter to accept the low bid of $78,883.00 from Wade Ford in Smyrna, Georgia. The motion carried 4-0 with Council Lewis Ledbetter absent. 2. Report on Bids- Chemical Feed System Replacement Director of Utilities Jon Heard reported that the Department of Utilities had requested bids for a Chemical Feed System Replacement at Water Treatment Plant. Two (2) bids were received ranging from $4,803,000.00 to $4,852,000.00. The recommendation of the Department of Utilities was to accept the low bid from Heavy Constructors, Inc. A motion was made by Linda Ledbetter and seconded by Chad Crane to accept the low bid of $4,803,000.00 from Heavy Constructors, Inc. for the replacement of the Water Production Facility Chemical Feed System. The motion carried 4-0 with Council Lewis Ledbetter absent. 3. Report on Bids- Influent and Effluent Sampler Director of Utilities Jon Heard reported that the Department of Utilities had requested bids for Influent and Effluent Samplers for the Water Reclamation Facility. Only one (1) bid was received due to this being a Special Equipment Item. The recommendation of the Department of Utilities was to accept the bid from Hach. A motion was made by Christopher Light and seconded by Linda Ledbetter to accept the sole bid from Hach in the amount of $24,641.66. The motion carried 4-0 with Council Lewis Ledbetter absent. 4. Resolution- Actual Cost Utility Agreement with DOT Director of Utilities Jon Heard explained that the Department of Utilities has received an agreement from the Georgia DOT to reimburse the City for moving one of our water lines along Highway 369 at Settingdown Creek. The reimbursement amount is for 100% of the cost of the project or $386,080.00. A motion was made by Jason Evans and seconded by Linda Ledbetter to authorize Mayor Brumbalow to sign the resolution on behalf of the City of Cumming. The motion carried 4-0 with Council Lewis Ledbetter absent. IX. Announcements-none X. Executive Session Mayor Brumbalow stated there was no need to have Executive Session. XI. Adjournment: A motion was made by Christopher Light and seconded by Chad Crane to adjourn the meeting. Approved this 19th day of March, 2019. Mayor Councilmember Councilmember Councilmember Councilmember Attest: City Clerk Councilmember