Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes May 16, 2013 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 Mayor Dial called the meeting to order at 7:00 p.m. The invocation was given by Larry Sisk 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 with the removal of item #6. Council Member Housley 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 May 2, 2013 Approval of a contract the Gold Medal Shows for Founder’s Day. Jennifer Patton, Recreation Director Consideration of hiring W. Carlton Wilson for the part-time Librarian position. Patty Newland, Branch Supervisor Council Member Housley made a motion to approve the consent agenda. Council Member Matthews seconded the motion. Motion was approved 4-0. PRESENTATIONS/RECOGNITION: 1|Page PUBLIC HEARING: 1. Public hearing on alcohol application submitted by Robert Preiditsch to sell wine wholesale. Vignette Cellars is located at 135 D Shamrock Industrial Blvd. Dee Baker, Town Clerk Ms. Baker briefed Council regarding the application. Ms. Baker stated that when Mr. Preiditsch applied, he did not meet the residential requirements. All surrounding municipalities require applicants to be a resident of the state, not the county. On March 7 th Council approved the requirements of being a state resident. Mr. Preiditsch stated that it was difficult finding a climate controlled warehouse to store his wine and is happy to have found 135 D Shamrock Industrial Blvd. Mr. Preiditsch added that the wine will be stored and shipped to licensed and bonded distributors from surrounding states. He added that he and his family are active members of Tyrone’s Soccer League. Mayor Dial opened the public hearing for anyone speaking in favor, or in opposition to the application. No one spoke. Council Member Housley made a motion to approve the alcohol application at 135 D Shamrock Industrial Blvd. Council Member Matthews seconded the motion. Motion was approved 4-0. OLD BUSINESS: 2. Consideration of bid approval for manhole repair and sewer liner installation. Kyle Hood, Town Manager Mr. Hood stated that this item was presented by staff and the Peachtree City Water and Sewer Authority at the February Council retreat. The bids were opened and certified separately on April 26, 2013 based on eligible advertised criteria. He stated that the financial impact of the two items would be; for lift station #2 bypass and installation, $33,898.50 from Mechanical Jobbers, Inc. and for the wet well lining and manhole rehabilitation, $42,965 from RDJE, Inc. He stated that management seeks approval of the two low bids and authorization for Mayor Dial to work with staff in coordination with Peachtree City WASA for the execution of the contracts. Council Member Matthews made a motion to approve the bid for $33,898.50 from Mechanical Jobbers, Inc. for Lift Station 2 Bypass and installation, and to approve the bid from RDJE, Inc. for $42,965 for the Wet well lining and manhole rehabilitation and to authorize Mayor Dial to work with staff to execute contract documents in coordination with Peachtree City WASA. Council Member Housley seconded the motion. Motion was approved 4-0. 2|Page NEW BUSINESS: 3. Approval of an IGA for road resurfacing. Kyle Hood, Town Manager Mr. Hood briefed Council on this item. He stated that the financial impact is contingent upon the price of materials and the resurface milage and any ancillary work. Monies are budgeted in the Public Works Department and CIP for annual road maintenance. Mr. Hood stated that management recommends approval of the agreement as submitted and to authorize Mayor Dial to execute and transmit to Fayette County for the same. Council Member Housley made a motion to approve the document as submitted and to authorize Mayor Dial to execute and transmit to Fayette County for the same. Council Member Howard seconded the motion. Motion was approved 4-0. 4. Consideration for approval of IT/ Technical Services proposals. Kyle Hood, Town Manager Mr. Hood stated that for a number of years the Town has been operating outside of a service maintenance agreement for our IT and technical support needs. At the request of Council, Chief Perkins and Mr. Hood met with Council Member Housley and various vendors/service providers and solicited written proposals for their services. Three offerings were made that ranged in cost and level of intensity. GMA’s preferred vendor, Sophicity was the highest and most comprehensive. Milner Inc., which the Town already works with, was high as well. The best option comes from the local vendor, CMIT Solutions, which is located in Peachtree City. Mr. Hood stated that the financial impact would be a starting cost of $2,850 in FY13. This is for set-up and maintenance inspections. The monthly cost would be $587.50 plus any allowable hours of on-site work at $100 per hour, $1 over what we currently pay for IT services. Mr. Hood stated that management recommends authorizing Mayor Dial to execute the MOU and appropriate staff to coordinate set-up activities, including working with legal to execute terms as submitted so that proper budgetary allocations can be secured. Council Member Furr made a motion to authorize Mayor Dial to execute the MOU and authorize staff and legal to coordinate and set terms submitted for CMIT Solutions. Council Member Matthews seconded the motion. Motion was approved 4-0. 5. Consideration of approval of the Public Defender’s contract. Kathy Bright, Court Clerk Mr. Hood briefed Council on this item and identified that the contract states that the Fayette County Office of the Public Defender agrees to provide representation to indigent defendants in criminal and traffic cases in Tyrone Municipal Court for an annual cost of $4,750. Mr. Hood recommended approval of the agreement and for Mayor Dial to execute the agreement on behalf of the Town. Council Member Matthews made a motion to approve the agreement and for Mayor Dial to execute. 3|Page Council Member Furr seconded the motion. Motion was approved 4-0. Finance Report: 6. Finance Report for the month of April, 2013. Penny Hunter, Finance/HR Director This item was stricken from the agenda. Public Comments None. Staff Comments Chief Perkins stated that 2 portable Police radios have reached their shelf life and are no longer repairable. They need to be replaced per state contract to Motorola for $5,381.20 to be purchased out of Federal Drug Fund. Council Member Howard made a motion to approval the purchase of 2 radios from the Federal Drug Fund for $5,381.20. Council Member Furr seconded the motion. Motion was approved 4-0. Chief Perkins stated that the dealers that the Police Department purchases ammo from require keeping a form on file for tax exemption, stating that the ammo purchased is for government use only. He asked for Council’s approval for the Mayor to execute the necessary forms. Council Member Matthews made a motion to authorize Mayor Dial to execute the AFT tax exemption certificate for Federal Cartridge and Hornaby Manufacturing. Council Member Howard seconded the motion. Motion was approved 4-0. Mr. Hood offered a final invite for all people to attend the Relay for Life festivities located at Fayette County High School track on Friday May, 17 th from 4:00 pm to 11:30 pm to help raise money for a cure for cancer. He thanked Council for allowing staff to participate in the festivities. He stated that staff helped raise over $600. The official Town team of members that signed up will meet at Fayette County High School tomorrow at 3:30 pm. Mayor Dial commended Mr. Hood for his efforts. Council Comments Council Member Furr asked that Public Works complete the mulching of the tree on the corner of Brentwood Rd. and Arrowood Rd. at Veterans Park. Council Member Matthews inquired of the status of the Public Works building that had been sold. Mr. Hood stated that he has made several inquiries to the gentleman that agreed to purchase the building. If he does not follow through, Mr. Hood stated that it would be put back out for auction. Mayor Dial inquired about the transient merchant fee to sell fruit at a temporary fruit stand. Council Member Furr showed concern with the cost at $25 per person per day. Discussion took place regarding fruit stands Chief Perkins shared his concerns regarding the application process. This is a safety and defrauding issue as well. He recommended that the individuals continue with 4|Page the application process so the Town and the Police Department will have information on hand from the solicitors going door to door. Attorney Davenport suggested preparing the current language for Council’s review. The discussion continued. Mr. Hood stated that he and Ms. Baker will research this item and will report back to Council. Council Member Matthews made a motion to suspend the fee for a transient merchant. Council Member Howard seconded the motion. Motion was approved 4-0. Council Member Housley recognized Chief Perkins for his efforts as Police Chief, Interim Town Manager and to include his wealth of knowledge as the unofficial Town director of IT. Executive Session Pursuant to O.C.G.A. § 50-14-4 (b) of the Open and Public Meetings Act, Council will meet in Executive Session to approve the executive session minutes from May 2, 2013 and to discuss one item of pending litigation. Council Member Furr made a motion to enter into Executive Session to review executive session minutes from May 2, 2013 and to discuss pending litigation. Council Member Howard seconded the motion. Motion was approved 4-0. Council Member Furr made a motion to reconvene. Council Member Howard seconded the motion. Motion was approved 4-0. Council Member Matthews made a motion to approve the executive session minutes from May 2, 2013. Council Member Furr seconded the motion. Motion was approved 4-0. Adjournment Council Member Furr made a motion to adjourn. Council Member Matthews second the motion. Motion was approved 4-0. Meeting adjourned at 7:50 pm. By:________________________ Attest:______________________ Eric Dial, Mayor Dee Baker, Town Clerk 5|Page