Finance Oversight Committee and TIPS Committee

CITY OF STONECREST, GEORGIA TIPS/FINANCE JOINT COMMITTEE MEETING – AGENDA 3120 Stonecrest Blvd. Stonecrest, GA 30038 Wednesday February 21, 2024, 6:00 PM Councilmember Tara Graves – District 1 Councilmember Terry Fye – District 2 Councilmember Alecia Washington – District 3 Mayor Pro Tem George Turner – District 4 Councilmember Tammy Grimes – District 5 Mayor Jazzmin Cobble – Ex-Officio Gia Scruggs – Ex-Officio ___________________________________________________________________ JOINT TIPS/FINANCE COMMITTEE MEETING Citizen Access: Stonecrest YouTube Live Channel I. CALL TO ORDER: George Turner, Mayor Pro Tem at 06:16 pm. II. ROLL CALL: Councilmember Alecia Washington a. Councilmember Tara Graves – Present b. Councilmember Alecia Washington – Present c. Councilmember Tammy Grimes – Absent d. Councilmember Terry Fye – In transit at time of roll call e. Mayor Pro Tem George Turner – Present f. Mayor Jazzmin Cobble – Present Mayor Pro Tem stated that he was adding public comments to the agenda moving forward and a Parks Department presentation as well. Mayor Cobble stated that she was requesting the budget presentation be moved ahead of items a. and b. for TIPS discussion. Mayor Pro Tem called Keisha Franklin, Finance Director to begin her presentation on the 2023 Budget Summary and 2024 Budget Calendar Projection. III. AGENDA ITEMS a. Discussion – 2024 Approved Transportation Infrastructure initiatives timeline – Hari Karikaran, City Engineer b. Discussion – 2024 Proposed Transportation and Infrastructure initiatives Hari Karikaran provided a brief update on the 2024 approved transportation initiatives, 2024 approved parks initiatives. Hari Karikaran also discussed major plans, studies, street paving, intersection improvement and quick response projects. The street paving contractor will provide a final report due end of March 2024. Hari Karikaran continued with discussion of Salem Park improvements and Southeast Athletic Complex Projects. Mayor Pro Tem asked if the LMEG application was approved or just applied for. Hari Karikaran answered that it has been applied for and confirmed that the amount did not double, the match fund requirement was just removed. Mayor Pro Tem began a discussion with Hari Karikaran and Mayor Jazzmin Cobble regarding potentially adding restrooms at Salem Park. Hari Karikaran added that there is some sewer line work that would need to be executed prior to that addition. Mayor Jazzmin Cobble added that if the Council did want to do so in 2024, something would have to be defunded. Mayor Jazzmin Cobble also stated that during 2025 discussion, talks of renovations for the existing restrooms should take place. Mayor Jazzmin Cobble asked Hari Karikaran if any of the construction for the parking lot and restrooms would overlap at all. Hari Karikaran responded that most of the spaces will be available for use, however when the building takes places across from the concrete driveway and restroom construction area will be limited. There needs to be fencing included in the contract around the restroom construction area. Councilwoman Alecia Washington asked if the landscape architect has started design on the botanical gardens. Hari Karikaran answered yes. Councilwoman Alecia Washington asked about Fairington Park improvements for 2025. Hari Karikaran responded that decision would be up to Council. Councilwoman Alecia Washington asked about the sidewalks at the Wellington subdivision. Hari Karikaran added that those parking spaces are in the public right of way and that would also be up to Council. Mayor Pro Tem George Turner asked Hari Karikaran about Panola Shoals and the erosion. Hari Karikaran responded that some tactical changes have been made to the design. They are looking to get some quotes and bring it to the March Council meeting. Mayor Pro Tem George Turner added that there are some residents whose yards are close to being impacted by this issue. Mayor Jazzmin Cobble added that some proposals were received and were significantly higher than the first time. There have been some cutbacks on landscaping and botanicals, but it may be necessary to postpone some things that have already been voted on for 2024. Sedrick Swann, Parks and Recreation Director opened with discussion of the goals and objectives from the recreation master plan and his goals for this year including expanded programming, continuing upgrades and renovations, building partnerships with community stakeholders, enhance marketing efforts, highlighting local resources, and process improvement. Sedrick Swann went on to discuss items for further discussion and being pushed to council such as establish programming fees, maintenance equipment, securing parks and facilities, along with grant funding and partnerships. Councilwoman Alecia Washington asked Sedrick Swann if there is already someone in place for grant writing purposes so that the City can begin to secure funding for the Parks and Recreation goals. Mayor Pro Tem directs this question to Keisha Franklin. Keisha Franklin answered that she and Sedrick Swann can meet to discuss and any department head can send a meeting invite to her to do as well. c. Discussion – 2024 Road Rating analysis d. Discussion – 2023 Budget Summary – Keisha Franklin, Finance Director  Prior to Mrs. Franklin’s presentation Mayor Pro Tem George Turner stated there has been discussion to understand what is going on in various departments and address them in the committee meetings as opposed to the Council Meetings in order to allow for shorter Work Session and Council Meetings. Keisha Franklin discussed actual revenue collected, actual expenditures paid, adding that each department is pretty much on trend to not exceed their budget, and the audit status. Keisha Franklin also added that there are nine outstanding or returned items. Mayor Pro Tem asked how to fix the issue of lack of communication between various data warehouses and ERP systems and how can Council help. Keisha Franklin answered that the City can look into a new ERP system and explained what exactly an ERP system is and does. Mayor Pro Tem confirmed that Keisha Franklin is already working on the resolution, she confirmed. Mayor Jazzmin Cobble asked Keisha Franklin to discuss what the City is doing to implement Tyler Technologies. Keisha Franklin responded that she will be able to provide more details later but confirmed that she is in communication with the company. Councilman Terry Fye asked if the 6% business tax in her presentation was correct. Keisha Franklin responded that this number only reflects through month one of the year, so 6% of the projected sales tax has been collected by the City. Councilwoman Tara Graves asked if the committee could get the dollar amount instead of the percentage. Keisha Franklin answered that she can forward that report. Mayor Pro Tem asked if the FY23 report is available online for the public. Keisha Franklin stated that she can provide it, but it has not been posted on the website, expectedly by Friday. Councilwoman Tara Graves asked if there is still something put out regularly and what the most current version is that is online. Keisha Franklin replied that a more condensed format would be provided. e. Discussion – 2024 Budget Calendar Projection Keisha Franklin discussed the budget calendar and what should be happening in each month. Keisha Franklin went on to add that as the months get closer, more firm dates should be assigned to the budget calendar and be used to reflect plans for 2025 spending. Challenges that the Finance Department had been facing were discussed next. Mayor Pro Tem George Turner offered closing remarks for the committee along with Mayor Jazzmin Cobble. Mayor Jazzmin Cobble reiterated that it is important to hear about things during the committee meetings so that by the time it goes before Council it won’t be the first time hearing it. Councilman Terry Fye confirms his arrival time as 6:20 pm. Mayor Pro Tem George Turner asked for prayers for Councilwoman Grimes due to the loss of her mother. IV. EXECUTIVE SESSION No executive session (When an executive session is required, one will be called for the following issues: 1) Personnel, 2) Litigation, 3) Real Estate)  V. ADJOURNMENT at 7:42pm. Americans with Disabilities Act The City of Stonecrest does not discriminate on the basis of disability in its programs, services, activities and employment practices. If you need auxiliary aids and services for effective communication (such as a sign language interpreter, an assistive listening device or print material in digital format) or reasonable modification to programs, services or activities contact the ADA Coordinator, Sonya Isom, as soon as possible, preferably 2 days before the activity or event.