Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes April 18, 2013 Present: Mayor Eric Dial Mayor Pro Tem Gloria Furr Council Member Ken Matthews Council Member Ryan Housley Absent 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 Andy Cook from Operation Mobilization. The invocation was followed by the Pledge of Allegiance. Public Comments Scott Harris, Tyrone Soccer League Secretary spoke regarding a five-page report submitted by the organization, regarding the rehabilitation plan for the soccer fields. The plan is to commence on May 6, 2013 and to be completed by August. Mr. Harris stated that the company Turfplaner of Georgia has a patent pending laser machine being solely used by g2 turf tools. The report includes a drainage plan, cost estimate and maintenance. Mr. Harris stated that currently, when it rains the fields cannot be used and games have to be transferred to the Fayette County fields, it is embarrassing. We ask that you allow the organization to repair the fields and the Town assist in the ongoing maintenance. Sheryl Ewen, a coach for the U-10 Team Thunderbirds supplied Council with a letter that the kids signed. She stated that it is a growing sport and the organization needs to move forward. She also gave statistics showing the growing numbers in participation. Teri McKennan stated that her family moved to Tyrone 4 years ago and she enrolled her kids in the Tyrone Soccer League. She stated that one reason she liked the Tyrone Soccer League was due to the small size. The kids usually stay on the same teams growing up. Saturday we have to move our games to Fayetteville due to incoming rain on Friday. She asked Council for their support. Christy Duncan invited Council to the “Coaches Game” at 6:30 pm on the U-12 field on April 26th. She stated that registration is up 30%; seeing an enrollment of 223 kids this season. There is frustration and complaints due to the poor condition of the fields. She asked the Council to allow 1|Page the organization to pay the $41,000 to repair the fields and work out a maintenance plan with the Town for the future. Chris Baumann spoke next regarding the soccer fields. He stated that he is very proud of the soccer program however the field conditions frustrate him. He added that their practice field was unavailable for 2 months due to the condition of the field. Peachtree City and Fayetteville have beautiful fields, repairing ours would bring pride to our Town. He ended by stating that it is sad that Tyrone Elementary School is closing and asked that Council please invest in the support of the organization for the Town. Mr. Hood stated that staff has an ongoing communication with the sports organizations. Mr. Harris and Ms. Patton have been very consistent on keeping him informed regarding this situation. He recommended consideration for approval of the proposal from soccer with additional proposals for ongoing maintenance. Council Member Furr inquired of the cost of maintaining the fields. Council Member Howard stated that the yearly cost is estimated at $42,975. Ms. Patton stated that the Town is not obligated to choose this company for the maintenance and with assistance from Public Works the cost would decrease significantly. Discussion took place regarding the removal of field dirt in order to improve the drainage issue. Council Member Matthews made a motion to allow Tyrone Soccer League to use $41,000 to bring the soccer fields up to where they need to be and to allow the Town time to construct a maintenance plan. Council Member Howard seconded the motion. Council voted 2-1 with Council Member Furr voting in opposition. The vote did not meet the three affirmative vote for passage, therefore the motion failed. Council Member Furr made a motion to allow the Town to assume the cost not to exceed $41,000 to rehabilitate the soccer fields and together with Tyrone Soccer League construct a maintenance plan. Mr. Hood stated that the Town has allocated $150,000 in the 5-year capital improvement plan for the construction and rehabilitation of a third soccer field. He recommended de-obligating a portion of the monies in order to rehabilitate the two existing fields. Council Member Howard seconded the motion. Motion was approved 3-0. Approval of Agenda Council Member Furr made a motion to approve the agenda. Council Member Howard seconded the motion. Motion was approved 3-0. 2|Page 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, April 4, 2013 Council Member Matthews made a motion to approve the consent agenda. Council Member Howard seconded the motion. Motion was approved 3-0. OLD BUSINESS: None. NEW BUSINESS: 1. Resolution for Georgia Cites Week. Dee Baker, Town Clerk Council Member Matthews made a motion to approve the resolution. Council Member Furr seconded the motion. Motion was approved 3-0. 2. Finance Report for the month of March, 2013. Penny Hunter, Finance/HR Director Ms. Hunter reported that for the month ended March 2013 the Town has completed 75.00% of its budget year. Revenue realized to date is $2,571,688 against a budget of $3,629,100; this amount represents 70.86% of budgeted revenue. Revenue increased significantly due to the receipt of our EMC Electricity Franchise and Financial Institution Franchise taxes. The combined total for these two line items added during the month of March was $293,086. Overall, revenue is down $51,076 for the same month one year ago ($2,622,765 for March 2012). Property tax receipts are currently $130,300 lower than at the end of March 2012. Business taxes are currently at 100.34% of budget or $472,697 compared to $460,506 from the prior year. She stated that the total expenditures to date are $1,980,820 (54.58% of budget) compared to $2,113,962 for the same month one year ago. This is a decrease in overall expenditures compared to last fiscal year of $133,142. However, we just received our GIRMA annual premium that is due for $86,109. This will increase our expenditures. She ended by stating that the Town currently has 16.19 months of operating revenue for the General Fund in Reserves against 2013 budgeted monthly expenditures of $302,425. Public Comments None. Staff Comments 3|Page Ms. Hunter updated Council on the latest audit report and stated that the auditors wish for these three items to be implemented for the next report: 1) on page 40 regarding how pensions are reported, the auditors want identification of actuary methods including inflation assumptions and rejected salary increases, 2) on page 84 regarding the statistical table, they wish to have principal property taxes for the current year plus nine years prior, 3) the state requires a detailed statement included in the audit regarding any or no material weaknesses. Ms. Hunter also informed Council concerning citizen volunteer Mr. Richard Overholt. She stated that he wishes to revisit the Library to review their Pines computer system, to assist in supplying audit reports. Currently he was supplied a 911 list from the Police Department, this list along with the Town’s sanitation customer list and the Town’s sanitation contractor’s list will narrow down who is not obtaining service from the exclusive sanitation provider. Ms. Hunter also informed them of the Incode computer system upgrade. She stated that Incode has limited staff to train the Town on the version 10 upgrade. The earliest this will occur is February 2014. Mr. Hood stated that Relay For Life has supplied the Town with purple ribbons that citizens can purchase for $10 to Paint the Town Purple for the fundraiser against Cancer. He added that if an employee makes a one-time donation of $5 the employee is allowed to wear shorts every Friday for the month of May. Mr. Hood reminded everyone of the Earth Day Town cleanup on Saturday from 9:00 am – 11:00 pm. and asked everyone meet at Town Hall for Dunkin Donuts coffee and Chick-fil-a biscuits. Mr. Hood informed Council of the LMIG project and stormwater bid opening. He stated that the bids came in well under what was expected and he will convey the information at the next Council meeting. Mr. Hood concluded his staff comments regarding time clocks. He stated that he and Ms. Hunter have found the best option and will convey that information as well at the next meeting. Council Comments Executive Session Adjournment Council Member Matthews made a motion to adjourn. Council Member Furr seconded the motion. Meeting adjourned at 7:40 pm. By:________________________ Attest:______________________ Eric Dial, Mayor Dee Baker, Town Clerk 4|Page