Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes November 21, 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 John Woody, Fayette County Development Authority Board Member, followed by the Pledge of Allegiance. Public Comments Nour Raslan and her mother Danielle, who lives at 265 Blossom Ridge Trail in Fayetteville approached Mayor and Council. Nour stated that she would like to donate a tree or bench at Handley Park in honor of the late Emani Moss, the 10 year old Gwinnett County child abuse victim. Mayor Dial thanked 10 year old Nour and announced that she and her mom’s proposal was a very thoughtful gesture. He then referred them to contact Mr. Hood. Randy Weaver, Board Chair of the Fayette County Chamber of Commerce and CEO Virginia Gibbs spoke next to inform Council on the “Fayette Visioning Initiative” a five year development plan for the county. Mr. Weaver stated that members of the group visited areas similar to Fayette County, including Williamson County, south of Nashville Tennessee due to its similar demographics. He added that in their study they found that education was very important and several municipalities were working together for a common direction in different areas. Our last Chamber of Commerce meeting of approximately 60 local business leaders, asked the Chamber to continue with the 20 year vision for Fayette County. The last time this was proposed, in 1988 the group was called “Fayette 93”. The hospital was a result of our vision. He stated that there are several changes the county is currently experiencing including Pinewood Studios. Our goal in this process is for every citizen to have input and they will have a number of different ways to do so. Over 150 leaders met at the Dolce Hotel, including Town Manager, Mr. Hood. Market Street Services, Inc. was approved by everyone to implement the development study. Ms. Gibbs informed Council that Market Street’s method of the study would derive from different phases. The first phase would indicate, “where are we now”, the second phase, “where do we want to be”, and the third phase of the development process would be,“how do we get there”. The process would include gathering a variety of data from our county and comparing it to three other similar counties in the southeast. During the process there will be focus groups, 1|Page interviews, leadership meetings and surveys from the public’s point of view. She informed Council that the first event would occur in early December and the end of the process would be around May or June 2014. Mr. Weaver added that Mr. Hood is on the steering committee of this program. Ms. Gibbs stated that Council Member Housley has been approached to be a part of the local focus group in regards to recreation and the arts. Mr. John Woody has been invited to be a part of the senior group. Ms. Gibbs stated that Mr. Hood is a member of about 40 leaders in the community as a part of the steering committee. Congressman Westmorland is an honorary member as well. Mr. Weaver closed by stating that Tyrone has not been forgotten in this process and is positioned very near Pinewood Studios and Interstate 85. Tyrone will be well represented in this process. Ms. Gibbs closed by inviting everyone to take the survey when it is presented. Approval of Agenda Council Member Howard made a motion to approve the agenda. Council Member Furr 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 7, 2013 Approval of a contract with Gold Shield Technologies to provide mobile GCIC/NCIC access in the Police patrol cars. Brandon Perkins, Police Chief Council Member Matthews made a motion to approve the agenda. Council Member Housley seconded the motion. Motion was approved 4-0. PRESENTATIONS/RECOGNITION: NEW BUSINESS: 1. Consideration to approve revising the fee schedule of levying an annual Insurance license fee from $40 to $50 to outside insurers doing business within the Town limits. Dee Baker, Town Clerk Ms. Baker stated that according to the 2010 Census, Tyrone’s population increased by approximately 3,000. Georgia Code states that municipalities can charge an annual fee to insurance companies transacting business within the Town limits. Currently we charge $40 a year, under the authorizing statute we are allowed to charge $50. Our Georgia Municipality Association representative, Pam Helton, stated that if the fee is changed we could receive approximately $3,000 more in revenue a year. Staff recommends the revision 2|Page of the annual insurance fee to $50 to outside insurers doing business within the Town limits. Council Member Furr made a motion to approve the revision of the fee schedule for levying the annual Insurance license fee to $50 to outside insurers doing business within the Town limits. Council Member Howard seconded the motion. Motion was approved 4-0. 2. Consideration of approving a Resolution for the submission of a Pre-Application to the Land and Water Conservation Fund. Kyle Hood, Town Manager Mr. Hood briefed Council on a potential grant opportunity from the Georgia Department of Natural Resources (DNR). DNR is the pass through for a federally funded Land and Water Conservation Fund for rehabilitation projects. He stated that after speaking with DNR representative Becky Kelly and staff, together they decided that the second phase of Handley soccer field rehabilitation would be a perfect project for the grant. The application is near completion, all that is needed is a narrative description of the project, and a Resolution from the Town committing to the completion of the project. He informed Council that the Town would be the applicant. The grant is only issued to cities and counties. The Town’s partner in the project would be Tyrone Soccer League (TSL). He added that in partnership with TSL he would like to apply for a project that has a total dollar figure of $120,000. If funded, the state would give half ($60,000), TSL has committed to contributing $50,000 of the $60,000 that the Town would need to match. There is no cost or obligation to apply. He ended by stating that the application submittal process is time sensitive and that these monies are budgeted for. Council Member Matthews made a motion to adopt a Resolution as submitted for inclusion in the pre-application packet for the Land and Water Conservation Fund grant program. Council Member Furr seconded the motion. Motion was approved 4-0. Mayor Dial thanked the Soccer League and Mr. Hood for their efforts. OLD BUSINESS: Public Comments Staff Comments Chief Brandon Perkins shared his concerns regarding the implementation of the new time clocks. He asked for more time to work out all the issues that would arise. The method in which the time clocks are currently set up, could potentially lose the Town money. The supervisors would have less control. He stated, speaking on behalf of the Police Department, currently when an employee clocks in and has overtime, there is a place to record the reason for the overtime. The time clock method does not ask for justification. If the schedule is entered for every employee prior to working, due to prolonged court days, extra hours, training or meeting the judge for warrants, that would not be beneficial. Once the schedule is set, the employee cannot clock in 3|Page outside of those parameters. Each time a time issue arises, the officer would need to email their supervisor and request the change. That would be very time consuming. Occasionally officers leave their homes and go straight to court. The new system would require them to come in the office and clock in, then drive to court. That deviates from the schedule. If an officer receives a “call” on his way to work, he will not be able to clock in. Currently, if an officer clocks in too early there is no accountability. There is no controlled of way of documenting. He added that the Police Department can and will start the new program per Council’s request, however we do need more time to work out many issues. He added that employees such as public works and recreation are often called in unexpectedly and work overtime, that becomes an issue. Mayor Dial asked Chief Perkins to share his request. Mr. Perkins stated that he needs more time to work with Paychex before it is implemented. Council Member Housley asked Chief Perkins if other Police Departments use time clocks. Chief Perkins implied that it is not likely. Council Member Housley asked would it be cost efficient if only used by staff and not officers. It would not be cost efficient to only include staff. Chief Perkins stated that he believes that when the issue originated that the town needed time clocks, it was not that serious of a problem. There is not an easy way to implement time clocks to the Police Department. The conversation continued regarding the unanticipated cost, due to more obstacles. Council Member Furr asked for the cost of the time clocks. Mr. Hood stated that the cost was approximately $8,000. Council Member Furr suggested returning the time clocks. Council Member Housley suggested waiting until the first of the year to see if the issues could be rectified. Mr. Hood stated that the goal is to manage the employees that take advantage of time instead of punishing the entire staff. With the new system it will be more difficult to manage overtime. He stated that he is not currently satisfied with Paychex’ ability to offer extra accountability and more flexibility for management. The cost presently is more than just the cost of the time clocks. Staff time and hardware cost is also involved. Abandoning the process at this point would be a last resort. If we try everything possible first, then we can revisit abandoning the process. Council Member Housley asked if the end of the year would be enough. Chief Perkins agreed and added that there was no training offered. He ended by stating that the system would need to be customized for the Police Department by Paychex and that would cost more money. Mr. Hood announced that the Town is partnering with Toys for Tots again this year and that Shamrock Kitchen will advertise for the Town with a banner on their property. Town Hall, Police Department, Recreation and the Library are drop off spots for the toy donations. The Town is being approached for good will gestures and it is not going un-noticed. He thanked Shamrock Kitchen and the on-going efforts of the Mayor and Council. Council Comments Council Member Furr wished everyone a Happy Thanksgiving. 4|Page Mayor Dial read a letter aloud from a student who attends Burch Elementary School, Ms. Yoliette Rodriquez. She asked Mayor Dial to place a “Do Not Litter” sign in her neighborhood because, “people can’t play. People can’t roll on the grass, down hills or can’t do a picnic because they litter a little bit.” Mayor Dial requested that Mr. Hood contact a representative from Fayette County Public Works and ask if they could erect a “Do Not Litter” sign in Ms. Rodriquez’ neighborhood. Executive Session Adjournment Council Member Matthews made a motion to adjourn. Council Member Furr seconded the motion. Motion was approved 4-0. Meeting adjourned at 7:50 p.m. By:________________________ Attest:______________________ Eric Dial, Mayor Dee Baker, Town Clerk 5|Page