Town Council Meeting

TYRONE TOWN COUNCIL MEETING MINUTES February 15, 2024 at 7:00 PM Eric Dial, Mayor Gloria Furr, Mayor Pro Tem, Post 4 Jessica Whelan, Post 1 Brandon Perkins, Town Manager Dia Hunter, Post 2 Dee Baker, Town Clerk Billy Campbell, Post 3 Dennis Davenport, Town Attorney Also present: Phillip Trocquet, Assistant Town Manager Sandy Beach, Finance / HR Manager I. CALL TO ORDER II. INVOCATION III. PLEDGE OF ALLEGIANCE IV. PUBLIC COMMENTS: Comments are limited to three (3) minutes. Please state your name & address. Comments that require a response may not be answered during this time. The Council or staff may respond at a later date. V. APPROVAL OF AGENDA A motion was made to approve the agenda with the change of removing item 3. from the consent agenda and replacing it with the minutes from the February 1, 2024 workshop and regular meeting. Motion made by Council Member Furr, Seconded by Council Member Campbell. Voting Yea: Council Member Whelan, Council Member Hunter. VI. CONSENT AGENDA: All matters listed under this item are considered to be routine by the Town Council and will be enacted by one motion. There will not be separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 1. Approval of New Hire Ms. Kinjal Kadakia for the Accounting Specialist position. 2. Approval to allow Christ Church the use of Shamrock Park on March 29, 2024, for a Good Friday Service from 6:00 p.m. to 7:30 p.m., which is open to the public. 3. Approval of the February 1, 2024 workshop and regular meeting minutes. Town Council Meeting Page 1 of 7 February 15, 2024  A motion was made to approve the consent agenda. Motion made by Council Member Whelan, Seconded by Council Member Hunter. Voting Yea: Council Member Campbell, Council Member Furr. VII. PRESENTATIONS VIII. PUBLIC HEARINGS IX. OLD BUSINESS X. NEW BUSINESS 4. Consideration to award project PW-2023-04, the 2023 Senoia Road Streetscape Improvements project to the Corbett Group, LLC. Scott Langford, Public Works Director and Town Engineer The project was advertised, and the bids were received on February 7, 2024. He stated that the lowest bidder was the Corbett Group, LLC for $348,682.25. Mr. Langford reminded everyone that in 2023 the Town contracted with Keck & Wood to design a streetscape improvement along Senoia Road at address 933 (Spezzanos, Gunnin Graphics, Partners Pizza). He added that the project would be funded through the 2017 SLOST and the General Fund. Mr. Langford shared that the bid tabulation sheet was included in the Council packets. He then recommended approval. He shared that it would be the first time working with the company but that through their references they came highly recommended. Council Member Campbell asked for the breakdown of the funding sources. Mr. Langford shared that approximately $62,000 would come from the 2017 SPLOST fund and the remainder would be through the General Fund. Council Member Campbell also inquired about the word “complete” on certain items within the bid tabulation. Mr. Langford gave the example of the installation of an electrical outlet, “complete” meant that all obligations were included for the outlet such as wiring, conduit, parts, etc. Council Member Campbell asked for clarification regarding the specific location of the project. Mr. Langford stated that it would include the area in front of the Spezzanos/Gunnin/Partners center, plus a beacon crosswalk and a sidewalk. There would also be landscaping there and across the street which would include drainage improvements near Kakao Café. Council Member Campbell shared his request for a speed table at that location to slow traffic. Mayor Dial inquired if there was a speeding issue at that location. Mr. Perkins reported that the latest data from the current speed calming device indicated that the average speed was within the 85 percentile for that area of Senoia Road. Page 2 of 7  Mr. Trocquet relayed that during the Shamrock Park improvement discussions, a faux speed table was suggested. It was a large apron that looked like a speed table. The markings were similar but with little to no maintenance. Mr. Langford added that it psychologically made drivers slow down, it was a passive measure as opposed to an active. Council Member Hunter inquired if the data indicated that drivers were taking different routes. Mr. Perkins stated that it was too soon for the data. He added that during the phantom mode when the signs were not on and current readings, there was a reduction in speed. There were a few speeders but there was no indication to officers that there was a speeding issue in that area. The forthcoming streetscape along Senioa Road and the crossings, should also give a psychological barrier of a narrower road to travel at a slower speed. Mr. Langford stated that within that area, the sidewalk and streetscaping would allow for clearer entrances and exits. Council Member Whelan gave the example of operating her golf cart and a vehicle driving in front of her. She added that the improvement was much needed. Mayor Dial indicated that the chosen bid was $57,000 under the next highest bidder. A motion was made to award the 2023 Senoia Road Streetscape Improvements project PW-2023-04 to the Corbett Group, LLC for the sum of $348,682.25 and for the Mayor to execute the agreement. Motion made by Council Member Campbell, Seconded by Council Member Hunter. Voting Yea: Council Member Furr, Council Member Whelan. 5. Consideration to award project PW-2024-14, the 2024 Storm Drain Improvements Phase 1 project to Construction 57 Incorporated. Scott Langford, Public Works Director & Town Engineer Mr. Langford informed everyone that the project was advertised, and bids were received by Mallet Engineering on February 6, 2024. He stated that the Town contracted with Mallet Engineering in 2023 to design storm drain improvements along Laurel Lake, Ridge Road, and Laurelwood Road. He stated that as time progressed, staff realized that land acquisition for the paving project would hold up the process for other pipe repairs, thus these four became Phase I. Phase II would include the other pipes along with the paving project after the land acquisition. He provided Council with plans at the dais from a similar project in October. He added that the lowest responsible bidder was Construction 57, Inc. for $139,420. He recommended approval and reminded everyone that the bid tabulation sheets were in the Council packets. He stated that the project was in the budget and funding would come from the General Fund. Page 3 of 7  Mayor Dial asked why there was a difference of $268,000 between bidders. Mr. Langford stated that some bidders threw out a high bid to see if it stuck. Mayor Dial asked if there would be other reasons regarding the project for why some bids were so high. Mr. Langford stated that it was a straightforward project, not complex. He stated that staff spoke to that contractor and he was comfortable with his bid. He added that the chosen contractor was more in line with staff’s estimate and their references checked out. Council Member Campbell asked Mr. Langford if he knew what the engineering costs for the project would be. Mr. Langford stated that he could obtain the amount, however, it would require the dissection of the combined pipe/paving projects. Council Member Furr asked for the location of the four pipes. Mr. Langford stated that two were on Laurelwood, which would include their replacement and upgrade. Mayor Dial restated the bid amount for the record as being, $139,420, not, $130,420. Mr. Langford stated that the other pipes were located on Ridge Run, three houses down and one at the end of Laurel Lake Road. Council Member Campbell asked where the stormwater ultimately landed. Mr. Langford stated, Line Creek. Council Member Campbell clarified that there was no land acquisition on Laurelwood only on Anthony Drive, Phase II. Mr. Langford agreed. A motion was made to award the 2024 Storm Drain Improvements Phase 1 project, number PW-2024-14 to Construction 57 Inc., for $139,420 and have Mayor Dial execute the agreement. Motion made by Council Member Whelan, Seconded by Council Member Hunter. Voting Yea: Council Member Campbell, Council Member Furr. Council Member Furr asked for the timeframe of the project. Mr. Langford shared that including legal review, the project should begin in early April. She then asked Mr. Langford to investigate the drainage across from 545 Laurelwood Road. XI. PUBLIC COMMENTS: The second public comment period is for any issue. Comments are limited to three (3) minutes. Please state your name & address. Comments that require a response may not be answered during this time. The Council or staff may respond at a later date. XII. STAFF COMMENTS Mr. Perkins gave his staff update. He stated that he was still working through the ClearGov financial software implementation, in particular the Capital Improvement projects for the upcoming budget. He shared that he finally spoke to the property owner on Lloyd Avenue where the tires were dumped. The property owner would need to file a police report and then follow up with EPD. Mr. Perkins would follow through with the property owner. Page 4 of 7  Mr. Perkins stated that staff planned on revising the film permitting process and fees. Tyrone was charging too little for fees. The Public Works staff would often go behind the film crew and fix items and clean up after them. He stated that he would send the revisions to the legal department and then place it on an agenda in April. Mr. Perkins shared that he and Mayor Dial attended and spoke at the Fayette Chamber’s Leadership Fayette event on February 13th. The class title was Governance & Civic Leadership. He added that the class was a good opportunity to share their duties and give examples of how government worked and share how all Fayette County municipalities worked together. Mr. Perkins stated that the first Downtown Development Authority (DDA) First Friday event was scheduled for May 3rd and was geared toward kids with the band 6-Feet Back. He added that the First Friday events would take place at Shamrock Park and run through September. He shared that the Pickleball project was finalized. He stated that staff was still waiting to hear back from the state Social Security office regarding the employee referendum vote. He thanked Ms. Patty Newland for booking a Social Security advisor for a Lunch & Learn for the public and a separate lunch for our employees with the same advisor, which would be in March. Mr. Perkins then gave Council a few updates on the Public Works projects. He stated that the Dogwood Trail resurfacing design was underway. Funding would be through TIP, and LAP, and bidding would be in May of 2025. The 2024 asphalt resurfacing design was 90% complete and bidding would take place in April. He informed everyone that the Tyrone Road multi-use path was fully complete. He shared that the Tullamore/Greencastle Road multiuse path's design was 60% complete. He added that bidding would be delayed due to the Dogwood Road paving project. He stated that the 2024 sidewalk repairs were complete. The architect and engineering design had begun on the emergency access road located at Shamrock Industrial Park. XIII. COUNCIL COMMENTS Council Member Hunter began a discussion regarding the staff hiring process, he wished for there to be changes moving forward. Mayor Dial shared that regarding Mayors in other cities, Tyrone was the only city the Mayor and Council were involved in the hiring process. Council Member Campbell stated that he liked the current process, it gave Council an opportunity to know who they were hiring. Council Member Furr agreed and wished for the new hires to come to a Council meeting to be introduced after being hired. Page 5 of 7 Council Member Hunter agreed with the notion that Council should know who they were hiring, however, Council could be updated through other means such as being on a rotating interview panel. Council should not have to vote on new hires during a public meeting. Council Member Furr stated that the public was paying for their salaries so they had a right to know who was being hired. Council Member Campbell stated that Council was voting on the recommendations of department heads. It was nice to feel a part of the process and to review their resumes. Mayor Dial stated that it was the ultimate form of debate, Council was voting to approve. He agreed that Council should get to know the new hires but he did not wish to get involved with the hiring process. Council Member Furr stated that she just wanted to know who was being hired and to see their resume’ and have them come to a meeting. She did not want to have an input on who needed to be hired. Council Member Hunter asked for Mr. Davenport’s input. Mr. Davenport stated that according to the personnel handbook, Council was the final approval. The governing body had the authority to lessen or strengthen the procedure. Council Member Hunter then inquired about the termination process. Would the termination also be on the meeting agenda? Mr. Davenport stated that the termination process was changed and Council was no longer involved, however, Council was the appealing body. Council Member Hunter felt that Council should know who they were hiring but to leave that process to those who were put in place for that purpose, having Council vote was unnecessary. Council Member Whelan stated that if the process were to be changed, she would want further discussions on the matter. She added that everything on the agenda was a recommendation. She wished to review the resumes and keep the process as is. She viewed the staff recommendations as a heavy-weighted approval. Mayor Dial shared some announcements from the Mayor’s breakfast meeting, Peachtree City was hosting a Municipal Summit on March 12th at 9:00 a.m. He added that Tyrone was allowed three people to attend. Mayor Dial also announced that the state was open to giving money for stormwater projects, contact Mike McPherson with GMA. He also relayed that money was also available for paths and trails through the ARC, please contact Jim Jaquish. He stated that Mayor Learnard was unaware of the emergency exit at Shamrock Industrial Park. He asked for Mr. Perkins to contact her staff. Page 6 of 7 XIV. EXECUTIVE SESSION A motion was made to approve the Executive Session minutes from February 1, 2024. Motion made by Council Member Hunter, Seconded by Council Member Campbell. Voting Yea: Council Member Furr, Council Member Whelan. XV. ADJOURNMENT A motion was made to adjourn. Motion made by Council Member Campbell. Voting Yea: Council Member Furr, Council Member Whelan, Council Member Hunter. The meeting adjourned at 7:45 pm. By: Attest: Eric Dial, Mayor Dee Baker, Town Clerk Page 7 of 7