Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes October 17, 2013 Present: Mayor Eric Dial Mayor Pro Tem Gloria Furr Council Member Matthews Council Member Ryan Housley Council Member Linda Howard Town Manager Kyle Hood Town Clerk Dee Baker Town Attorney Dennis Davenport Mayor Dial called the meeting to order at 7:00 p.m. The Invocation was given by Mr. John Woody, Fayette County Development Authority Board Member, 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, October 3, 2013 Renewal of MOU for Crossroads Christian School evacuation plan. Brandon Perkins, Chief of Police Department of Public Safety 1122 Procurement Program Enrollment Agreement. Brandon Perkins, Chief of Police Approval of renewal letter for Police Department’s Speed Detection Device Permit. Brandon Perkins, Chief of Police Council Member Housley made a motion to approve the consent agenda. 1|Page Council Member Howard seconded the motion. Motion was approved 4-0. PRESENTATIONS/RECOGNITION: NEW BUSINESS: 1. Consideration for approval of bids for carpet and tile floor cleaning in Town Hall, Police Department, Library and Recreation Center. Kyle Hood, Town Manager Mr. Hood stated that at the February Council retreat it was decided that the Town buildings needed some sprucing up. The three companies that responded to the bid for carpet cleaning and floor resurfacing were: Service Master in Tyrone, Servpro of Henry & Spalding Counties from McDonough and ChemDry from Fayette County. The low bid was from Service Master for $6,538. Mr. Hood recommended accepting the low bid and scheduling the work to be performed after hours and on the weekends at the convenience of Town Hall, Police Department Library and Recreation. Council Member Matthews made a motion to award the cleaning bid to Service Master. Council Member Housley seconded the motion. Motion was approved 4-0. Council Member Furr asked what work would be performed at the Town Hall building. Mr. Hood stated that all floors would be polished and all carpets downstairs would be cleaned. He added that the pew cushions would be vacuumed as well. 2. Approval of project list for 2014 LMIG application packet. Kyle Hood, Town Manager Mr. Hood updated Council regarding the Local Maintenance and Improvement Grant (LMIG) list that is nearing completion. He stated that three residential roads were on the list due to the absence of a top coat. He added that the sidewalk projects would comply with American’s with Disabilities Act (ADA) regulations. Council Member Housley made a motion to approve the submitted project list for inclusion within the application to the Georgia Department of Transportation for 2014 LMIG funding. Council Member Howard seconded the motion. Motion was approved 4-0. 3. Consideration of reinvestment of matured CDs at SouthCrest and United Community Banks. Kyle Hood, Town Manager Mr. Hood briefed Council on competitive rates from two local banks. He stated that over the past 12 months the Town has had several Certificates of Deposit mature. Most of them have not been reinvested due to the transition in our Finance office. He added that he and the current Finance Manager, Sandy Beach, have solicited competitive rates from our primary institution, as well as from two other local banks. The rates varied from .20% to .65%. Mr. Hood recommended using the established suggested rates, dollars and months offered by SouthCrest Bank and United Community Bank. He stated that United Community Bank had a more competitive rate for longer terms. The 36 month CD has a minimum base yield at .66%, it is market linked and can fluctuate up to 14%. 2|Page Council Member Furr confirmed that the Town’s money is currently in the Bank of North Georgia and Regions. Mr. Hood stated that some CD’s will remain at the Bank of North Georgia and mature in 2015. Council Member Housley made a motion to accept the rates offered by SouthCrest Bank and United Community Bank, authorizing Mayor Dial and one other signatory to execute the certificates of deposits for the Town of Tyrone. Council Member Furr seconded the motion. Motion was approved 4-0. OLD BUSINESS: Public Comments Staff Comments Mr. Hood stated that at the last Council meeting, Ms. Baker announced that he was interested in applying for grants and low interest loan monies for the purpose of Motor Fuel-eligible road projects. He stated that there are two additional pieces of information needed in order to move forward. One is for the Town to authorize the Mayor to sign a letter of intent. The application states that if the Town was granted monies we would accept the loan terms and match or pay back what is awarded. Once the applications are submitted this month, the State Road and Toll Ways Authority Board will consider the applications. If the applications are not approved for grants they will be sent back to us. Those that are approved for loans will then be sent to the Georgia Environmental Facilities Authority (GEFA) to underwrite any loan. Prior to moving forward a Resolution would need to be approved by the Town showing a “good faith effort”. Council Member Matthews made a motion to authorize Mayor Dial to execute a letter of intent to the State Roadways and Toll Authority to be included in our Georgia Transportation Infrastructure Bank (GTIB) application packet. Council Member Furr seconded the motion. Motion was approved 4-0. Mr. Hood then stated that there is a need for environmental compliance documents. He stated that he has a quote from Kennedy Engineering & Associates Group, LLC (KEA) for the following projects: Senoia Road resurfacing from Castlewood Road to Powers Court, Castlewood Road, and the Tyrone Road right turn lane to SR 74 going northbound. The total for engineering services and for the preparation of the environmental compliance documents is $3,315.84. Council Member Furr made a motion to approve KEA to provide engineering services and to include the environmental compliance documents within the loan applications. Council Member Matthews seconded the motion. Motion was approved 4-0. Mr. Hood stated that the Town currently participates in a pension program with Georgia Municipal Employees Benefits System (GMEBS). Each municipality creates a pension committee secretary’s position for submission of needed documents. Ms. Hunter filled this position in the past, and now another staff member needs to be appointed to fill this position. Mr. 3|Page Hood requested that Council appoint Sandy Beach to be the Town of Tyrone’s pension committee secretary. Council Member Matthews made a motion to approve Sandy Beach as the pension secretary. Council Member Howard seconded the motion. Motion was approved 4-0. Mr. Hood stated that the Brentwood/Arrowood Road’s paving project should start next week. The project should take approximately two weeks. Mr. Hood stated that Beth Vaughn our Environmental Technician was once again recognized as the Utility Coordinating Council’s District 3 Secretary of the Year. Council Member Howard inquired about the turning lane at Brentwood Road and Arrowood Road, located at the First Baptist Church of Tyrone. Mr. Hood stated that he has met with the Town Attorney, the Police Chief, the Town Engineer and the Church’s Pastor regarding this turn lane. He stated that legal counsel would need to be called upon due the opinion of who owns the prescriptive easement. Council Member Furr asked why the engineering study was so costly. Mr. Hood stated that the cost included the entirety of the Brentwood/Arrowood Road project. Mr. Davenport stated that if Mayor and Council agreed to abandon that section of road, there needs to be a survey indicating the amount of property in question and to execute a quick claim deed, whether it is a prescriptive easement or right-of-way. A discussion took place regarding the cost of the project and who would be responsible. Mr. Davenport stated that a minor survey and the preparation of the quick claim deed could cost approximately $1,200 and is usually the decision of the municipality, but it is a case by case situation. He stated that if the Town and the Church have similar goals then there is no problem with the Town reaching out to the Church. He ended by stating that there is no need for a public hearing however, it needs to be an agenda item and it would be helpful to place an ad in the paper stating that the Town is considering an abandonment of a portion of roadway. Mr. Davenport stated that the target date for Fayette County Public Works to return and complete the Valleywood Road project is October 28, 2013. Council Comments Council Member Furr asked Mr. Hood to research the EMC easement area along Tyrone Road just past O’Reilly’s Auto parts; it looks as though it is being used as a dumping ground for Home Depot bags. Council Member Matthews inquired about the process on the sale of the Public Works building. Mr. Hood stated that the ten day GovDeals rule for preparation has expired. The money has been refunded to the bidder and the Town still owns the building. He stated that he has met with Mr. 4|Page Davenport and would like to create a simple bill of sale with Council’s permission. The new interested party lives and works in Peachtree City and is intent on moving the building. Mayor Dial informed Council that Burch Elementary School’s Principal, Ms. Spicer, voiced her appreciation for the Town’s Police Department at a school meeting that he attended that morning. She stated that the school alarm sounded at 11:30 pm one night and she lives in Henry County. 50 minutes later she arrived at the school and a Tyrone Police Officer was there to assist her. She thanked Mayor Dial and shared her gratitude. Council Member Furr stated that she has received six more calls regarding the removal of the bushes on Briarwood and Laurelwood Road and shared her appreciation. 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 review the October 3, 2013 Executive Meeting minutes. Council Furr made a motion to enter into Executive Session to review the October 3, 2013 Executive Meeting minutes. Council Member Housley seconded the motion. Motion was approved 4-0. Council Member Matthews made a motion to reconvene. Council Member Howard seconded the motion. Motion was approved 4-0. Adjournment Member Furr made a motion to adjourn. Council Member Matthews seconded the motion. Motion was approved 4-0. Meeting adjourned at 7:45 pm. By:________________________ Attest:______________________ Eric Dial, Mayor Dee Baker, Town Clerk 5|Page