Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes December 6, 2012 Present: Mayor Eric Dial Mayor Pro Tem Gloria Furr Council Member Ken Matthews Council Member Ryan Housley Council Member Linda Howard Town Manager Kyle Hood Finance/HR Manager Penny Hunter Town Attorney Dennis Davenport Town 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 Mayor Dial. The invocation was followed by the Pledge of Allegiance. Public Comments: Ms. Natalie Gardner who lives at 110 Rockport Trace spoke regarding the closing of Tyrone Elementary School (TES). She stated that she is very concerned regarding the possible closing of the school and how that would affect her property value and the businesses down town. She asked what is being done to help the situation. She stated that she assumed that if Rivers Elementary was closed TES would be safe, however that is not true. Mayor Dial stated that he would give an update at the end of the meeting. 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, November 15, 2012. Approval to hire Public Works applicant, Stephen Underwood. Renee’ Holt, Public Works Director Council Member Matthews made a motion to approve the consent agenda. 1|Page Council Member Housley seconded the motion. Motion was approved 4-0. PRESENTATIONS/RECOGNITION: Proclamation: Recognition of Olympic Gold Medalist Christian Taylor. Eric Dial, Mayor Mayor Dial presented a proclamation to Christian Taylor’s parents and stated that the Town is very proud of him. Ms. Taylor stated that Christian is currently training for the 2013 World Championships in Moscow, Russia and is expected to bring home another Gold Medal. GFOA Accounting Excellence Award. Kyle Hood, Town Manager Mr. Hood presented the Government Finance Officers Association (GFOA) award to Penny Hunter, Finance Manager and the Town finance department. This is the highest financial award offered from the GFOA. This is the fourth in a row offered to Mrs. Hunter along with her staff, Sandy Beach and Michele Gaston. Mrs. Hunter thanked Council and stated that it is a team effort and that they will continue to work hard. OLD BUSINESS: NEW BUSINESS: 1. Consideration of approval for bidding on Valleywood Road erosion control work. Kyle Hood, Town Manager Mr. Hood stated that Phase II of the Valleywood Road paving project includes soil and erosion control. Mr. Hood stated that Mr. Jaeger Town Engineer, put together a bid specification sheet in conjunction with Fayette County Road Department, and three bids were acquired. The lowest bid was submitted by Wright’s Hydroseeding for $10,358.30. Council Member Housley made a motion to approve the bid from Wright’s Hydroseeding. Council Member Furr seconded the motion. Motion was approved 4-0. 2. Consideration of adoption of retro-reflectivity street sign replacement plan. Kyle Hood, Town Manager Mr. Hood stated that the Federal Highway Administration ( FHWA) is requiring cities and towns to adopt a plan for street sign replacement by the end of the year. Mr. Hood presented his plan to Council to phase in the replacement of street signs to meet these requirements over the next six years. He stated that the plan includes inventory, maintenance and the replacement of the correct size and reflectivity of Tyrone’s street signs. The plan does not include a cost. Moving forward the project would be part of the Capital Improvement Plan (CIP). Council Member Matthew made a motion to adopt Mr. Hood’s retro-reflectivity plan. Council Member Housley seconded the motion. Motion was approved 4-0. 2|Page 3. Appointment of new Planning Commission Members. Eric Dial, Mayor Mayor Dial stated that over the past two weeks interviews were held for the Planning Commission positions. He stated that there were four excellent interviews and through speaking with the candidates we learned that there are areas of the Planning Commission duties that can be improved upon. Mayor Dial recommended the re-appointment of the current Planning Commission members. Council Member Furr made a motion to re-appoint Chris Wigginton, David Negergall, and Judy Jefferson to Planning Commission. Council Member Howard seconded the motion. Motion was approved 4-0. Staff Comments Dee Baker, Town Clerk updated Council on staff’s trial with stamps.com for postage. She stated that after the trial staff was in agreement to return to a postage meter. She stated that Ms. Michele Gaston received three quotes for meters and recommended FP Mailing Solutions. This would be an upgrade at a lower cost to the Town. Council Member Matthew made a motion to approve the 39 month contract 3 of which are free with FP Mailing Solutions. Council Member Housley seconded the motion. Motion was approved 4-0. Ms. Hunter stated that the sanitation department will be re-aligning the billing cycles to be uniform with a standard quarterly billing cycle. The Town has billed for November through January, customers will be receiving a partial bill for February through March in order to re-align the billing cycle. Ms. Hunter stated that Public Works Housekeeper, Jonna Stricklin turned in her resignation which is effective January 1 st. Ms. Hunter stated that the position would be advertised Monday. Council Member Furr asked if there would be an exit interview performed for Mrs. Strickland. Mrs. Hunter stated that there would be an exit interview. Ms. Hunter stated that interviews are currently ongoing for the Library Supervisor position. Ms. Hunter thanked Mr. Hood and Mayor Dial for allowing the last pay check in December to be issued early due to the timing of the Christmas Holiday. Payroll usually goes in on Monday’s and staff will be out that day. Ms. Hunter updated Council on the Town’s financial computer system upgrade. She stated that the Town purchased an inventory module separately however it was included in the purchased packet, the Town will be reimbursed for the inventory module. She added that training will start soon on the new upgrade. 3|Page Ms. Hunter asked that if any employee has a change of address to please let finance know so their W-2’s will be mailed to the proper address. Mr. Hood stated that he has acquired a copy of the Palmetto, Senoia Road and Spencer Lane 3- way intersection draft study. The county’s engineer provided comments and thanked the Town for its cooperation. The study was paid for by SPLOST funds and the project could obtain SPLOST funds from the county. The project is currently on hold until the newly elected county officials take office. If county SPLOST funds are used, this could include curb and gutter improvements as well. Mr. Hood stated that the Valleywood Road paving project will commence soon and letters were sent out informing home owners of the possible delays. Phase II and III will require a substantial amount of fill dirt which the county does not have stock of. During the assessment of the Valleywood Road paving project, engineers also visited the Handley Park soccer fields, assessing the condition of the upper fields. It was determined that the county would offer minor surveying and would be willing to cut the tops off the upper soccer fields and perform all clearing and grading to meet all playable standards at no cost if we would give them the dirt from the cut tops. Mr. Hood informed Council regarding the intersections and utility poles with no service per their request for seasonal decorations. He added that the plan is to work with Coweta Fayette EMC after the Holidays to rectify any outages. Mr. Hood stated that the estimate for the milling of the Handley Park speed humps is above the allotted allowance. He reported that he should have 3 bids available for that project by the next meeting. Council Comments Mayor Dial reported that the LOST negotiations has been giving to Judge Boswell for the baseball arbitration. Mayor Dial stated that due to lack of a quorum he asked that the January 3rd Council meeting be cancelled. Mayor Dial stated that regarding the closing of Tyrone Elementary School (TES), there will be an interim school superintendent in January for 6 months. It is currently common knowledge that TES and Brooks Elementary schools are slated for closure. Mayor Dial urged everyone to be aware that this could happen and encouraged everyone to do what they can to ensure it does not happen. He stated that he and Council has had conversations with Fayette County Board of Education (FCBOE) board members and have passed a resolution allowing sewer service for possible septic system issues. He added he has been in contact with local businesses and TES PTO president as well. It is at the forefront of our awareness, it is a very important issue. He reiterated that leaders of the business community would be contacted. 4|Page Executive Session Adjournment Council Member Furr made a motion to adjourn. Council Member Housley seconded the motion. Motion was approved 4-0. Meeting adjourned at 7:40 pm. By:________________________ Attest:______________________ Eric Dial, Mayor Dee Baker, Town Clerk 5|Page