Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes January 5, 2012 Present: Mayor Eric Dial Mayor Pro Tem Gloria Furr Council Member Ken Matthews Council Member Linda Howard Council Member Ryan Housley Police Chief, Interim Town Manager Brandon Perkins Town Attorney Dennis Davenport Finance/HR Manager Penny Hunter Interim Clerk, Dee Baker Call to Order, Invocation and Pledge of Allegiance Mayor Dial called the meeting to order at 7:00 p.m. The invocation was given by Connie McBride from Operation Mobilization. The invocation was followed by the Pledge of Allegiance. Public Comments Approval of Agenda Council Member Furr made a motion to approve the agenda. Council Member Howard seconded the motion. Motion was approved 4-0. 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. Approval of Minutes: December 15, 2011 1. Approval of re-appointing Sharon Pierce as the Municipal Judge. Kathy Bright, Municipal Court Clerk 2. Approval of re-appointing Rhonda Kreuziger as the Town Solicitor. Kathy Bright, Municipal Court Clerk 3. Approval of re-appointing Dennis Davenport as the Town Attorney. Eric Dial, Mayor 1|Page 4. Approval of re-appointing Mallett Consulting Inc., as the Town Engineer. Eric Dial, Mayor 5. Approval of the “Fayette County News” as the legal organ for the Town of Tyrone. Eric Dial, Mayor 6. Approval of the re-appointment of Brandon Perkins as the Interim Town Manager. Eric Dial, Mayor 7. Adoption of the 2012 Town Holidays. Penny Hunter, Finance/HR Director 8 . Approval of Attorney Denny Galis as mediator, if necessary, for L.O.S.T. negotiations. Brandon Perkins, Police Chief, Interim Town Manager 9. Approval of the appointment of Mike Sanak to the Planning and Zoning Commission, Post 2, for a two year term (2012 – 2014). Eric Dial, Mayor 10. Approval of the appointment of Gordon Shenkle to the Planning and Zoning Commission, Post 4, for a two year term (2012 – 2014). Eric Dial, Mayor 11. Consideration and approval of a bid for a paint contractor for the Roger Spencer Center. Brandon Perkins, Police Chief, Interim Town Manager Council Member Furr made a motion to approve the consent agenda Council Member Howard seconded the motion. Motion was approved 3-1 with Council Member Matthews in opposition. Council Member Matthews stated he wanted numbers 9 and 10 pulled from the agenda for discussion. Mayor Dial stated the motion had passed. PROCLAMATION/RECOGNITION: None. OLD BUSINESS: None. NEW BUSINESS: 12. Election of Mayor Pro Tem 2012. Eric Dial, Mayor Mayor Dial nominated Council Member Furr for the position. Council Member Matthews made a motion for Council Member Furr to continue the position as Mayor Pro Tem. Council Member Howard seconded the motion. Motion was approved 4-0. 2|Page 13. Consideration and action on approval of a contract with Tyrone Youth Baseball Association. Brandon Perkins, Police Chief, Interim Town Manager See below. 14. Consideration and action on approval of a contract with Tyrone Soccer League. Brandon Perkins, Police Chief, Interim Town Manager See below. 15. Consideration and action on approval of a contract with Tyrone Softball Association. Brandon Perkins, Police Chief, Interim Town Manager Mr. Perkins stated he met with Recreation Director, Jennifer Patton and the sports association directors regarding their individual contracts. He stated there were a few grammatical changes in section 20. He stated in section 21 regarding funds collected during tournaments, the new language is as follows; If said tournament does not involve teams from the associations, net proceeds will be equally divided between the Town of Tyrone and the association. All proceeds from all other tournaments shall be distributed to the Tyrone association. Tyrone residents shall not be charged a parking fee for tournament attendance. Council Member Matthews made a motion to approve the 3 sports contracts with the noted changes. Council Member Housley seconded the motion. Motion was approved 4-0. 16. Consideration of an amendment to the Town’s contract with Republic Services of Georgia. Brandon Perkins, Police Chief, Interim Town Manger Mr. Perkins stated the Town entered into a contract with Republic Services of Georgia (formerly All South Robertson) on May 7, 2009. The current contract does not include complimentary recycling services in the Town’s parks. He stated after receiving a request from a citizen, former Council Member Young asked staff to look into this to ascertain pricing for theses services. Mr. Perkins stated after speaking with Monica Moseley, Republic’s Area Municipal Manager she agreed to amend the contract to include complimentary recycling at Redwine and Shamrock Parks. He stated she delivered the bins today and they will be placed in the parks tomorrow morning. Council Member Furr made a motion to approve the amendment to the original contract to reflect the complimentary recycling bins at Redwine and Shamrock parks. Council Member Matthews seconded the motion. Motion was approved 4-0. 17. Discussion of Sanitation contract. Brandon Perkins, Police Chief, Interim Town Manager Mr. Perkins stated the Town entered into a sanitation contract with Republic Services of Georgia (formerly All South Robertson) on May 7, 2009. That contract is set to expire on April 30, 2012. 3|Page He stated the two options at this time are; to extend the contract with Republic for another 3 years by sending them a request in writing or; the Town can prepare an RFP seeking new bids from different sanitation service providers. Mayor Dial stated due to the unprecedented attendance of three sanitation companies he would allow one representative from each company 2-3 minutes to introduce themselves. Monica Mosley, representative from Republic Services spoke first. She stated currently Republic Services is the current sanitation provider to the Town. She stated they offer the Town residential pick up, recycling, yard waste and bulk pick up to the residents. She stated she comes to Town Hall every month to deliver the statement and to see if there are any current issues that need addressing. She stated she has been working with her marketing department and the Town to develop a door hanger for any immediate issues the driver would have with a pick up. She ended by saying they would like to remain our provider, and they are planning to reduce the Town’s current rate. Don Collins, Government Contract Manager for Waste Industries spoke next. He stated his local operation is called CLM and they are located in Fairburn. He stated his company services 75% of Coweta County. He also stated he reviewed the Town’s current contract and with the same services and a local disposal he believes his company could give the Town a better overall rate. He introduced his local service representative, David Hunt and stated he would work with the Town to handle any special needs. Gary Haggard with Waste Pro then spoke. He welcomed the new Mayor and Council into office. He stated the advantages to the competitive process. He stated it is a healthy and natural process to acquire the best service and price. He stated his company currently services Georgia and the Southeast, among which are Gwinnett County. Council Member Housley made a motion for the Town to prepare a R. F. P. (Request for Proposal) and to seek bids from several sanitation providers. Council Member Furr seconded the motion. Motion was approved 4-0. 18. Consideration and action on Title VI, Nondiscrimination Act Agreement with Georgia Department of Transportation. Brandon Perkins, Police Chief, Interim Town Manager Mr. Perkins stated the G.D.O.T. (Georgia Department of Transportation) recently notified the Town of the need to accomplish a couple of actions pertaining to Title VI of the Civil Rights Act of 1964. These will allow the Town to remain eligible to receive Federal and State DOT funding. The required actions include appointing and having a staff member trained who will be responsible for overseeing compliance, completing aTitle VI compliance self survey, adopting the G.D.O.T’s Title VI Assurances, and adopting D.O.T’s Non Discrimination Agreement. He stated currently on January 26, 2012 a class will be offered in Atlanta. He added the process involves a non-discrimination policy, additional training and on-going audits by the G.D.O.T, this should be a HR function. He then recommended Finance Manager, HR Director, Penny Hunter as the Town’s designee for the process. 4|Page Council Member Furr made a motion to adopt the G.D.O.T’s Title VI Self Assurances. Council Member Matthews seconded the motion. Motion was approved 4-0. Council Member Matthews made a motion to adopt the G.D.O.T’s Non Discrimination Agreement. Council Member Housley seconded the motion. Motion was approved 4-0. Council Member Howard made a motion to appoint Penny Hunter as the Town’s Title VI compliance designee and to send her to the required training in Atlanta on January 26, 2012. Council Member Housley seconded the motion. Motion was approved 4-0. 19. Selection and appointment of Town designees for L.O.S.T negotiations. Brandon Perkins, Police Chief, Interim Town Manager Mr. Perkins stated by law, most of Georgia’s Counties and Municipalities are required to renegotiate the terms of their L.O.S.T agreements by the end of 2012. In preparation of this process, the Town needs to appoint its representatives. He stated the Council may appoint any elected official or staff member to its negotiation team. Only two members are allowed “at the table” and a third may be present to be an adviser. He recommended that the Town appoint the Mayor, the Town Manager, and the Town Attorney as its designees. Mayor Dial stated the third designee does not have to be determined tonight and can change. Council Member Matthews made a motion to appoint Mayor Dial and the Town Manager (currently the Interim) to be the designees with the backup member being Attorney Davenport. Council Member Housley seconded the motion. Motion was approved 4-0. 20. Discussion and consideration of a bid award for the sewer mapping project. Brandon Perkins, Police Chief, Interim Town Manager Mr. Perkins stated the Georgia Environmental Protection Division (E.P.D.) requires cities to have their stormwater system and sewer systems be mapped. The Town currently has their stormwater system mapped. Due to a recent audit, the Town needs to comply by having a sewer mapping system in place. The previous Town Manager put the project out for bid. This project was discussed with Council in June at a budget workshop meeting. The amount requested for the project was $4,000. Nearly $3,000 of that money is currently going to Southern Power to power the sewer lift stations. He stated this is an unfunded state mandate. Mr. Perkins stated Beth Vaughn, Environmental Tech reported the sanctions if the Town were not in compliance. One of which, the state could opt not to renew the Town’s permit where the Town’s stormwater is allowed to flow into state waters. He then stated the bids came back ranging from $14,500 to $57,250. Mr. Perkins stated that he and Ms. Vaughn believe Fox Environmental is able to do the work that the Town requested for the lowest amount. He added the biggest concern is funding the project, however the Sewer Enterprise Fund currently holds a balance of $780, 329 .93. This could be used to assist in the funding of the project. 5|Page Council Member Furr questioned the amount to power the sewer lift stations. Mr. Perkins clarified that the amount budgeted in the sewer fund was $4,000 and $2,400 was used to power the lift stations. Ms. Hunter confirmed the $4,000 was a budgeted amount for sewer. Council Member Furr then asked if the project was a one time project and who would take care of the continued maintenance. Ms. Vaughn stated Peachtree City Water and Sewerage Authority (W.A.S.A.) would take care of the ongoing maintenance. Ms. Vaughn added the Town will be in contact with them regarding the Town’s current contract. Mr. Perkins stated there will be a budget amendment at the next Council meeting. Council Member Furr made a motion to award the contract to Fox Environmental, LLC to map the Town of Tyrone’s sanitary sewer system and to conduct a 30-day flow monitoring sample at each of the Town’s 4 lift stations for a cost not to exceed $14,500. Council Member Matthews seconded the motion. Motion was approved 4-0. Public Comments: None. Staff Comments: Mr. Perkins reminded the elected officials and staff the retreat will be held on Saturday, February 25, 2012 starting at 9:00 am. The cutoff date for the agenda will be on February 6, 2012. Attorney Davenport extended the appreciation on behalf of himself and his firm to continue services another year with the Town. Council Comments: Council Member Howard gave an update on the Centennial Book. She said it is currently at the publishers and will be proofed. The book will be 325 pages with a cost of $25.00 with little or not profit. Mayor Dial thanked Council Member Howard for all her hard work on the project. Council Member Howard also gave thanks to Chip Young. Council Member Furr asked Mr. Perkins to contact A Sign Group to start the veterans brick project. Executive Session None. Adjournment Council Member Matthews made a motion to adjourn. Council Member Furr seconded the motion. Motion approved 4-0. 6|Page The Town Council Meeting adjourned at 7:35 p.m. By:________________________ Attest:______________________ Eric Dial, Mayor Dee Baker, Interim Town Clerk 7|Page