Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes December 3, 2015 7:00 p.m. 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 Town Clerk Dee Baker Town Attorney Dennis Davenport Mayor Dial called the meeting to order. Mr. Charles D. Rousseau, Fayette County Commissioner gave the Invocation which was followed by the Pledge of Allegiance. Public Comments Approval of Agenda Council Member Furr made a motion to approve the agenda. Council Member Matthews 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 5, 2015 Approval of appointing Sharon Pierce as the Municipal Judge. Kathy Bright, Municipal Court Clerk Approval of appointing Adam Shoemaker as the Town Solicitor. Kathy Bright, Municipal Court Clerk Approval of appointing McNally, Fox, Grant and Davenport, P.C. as the Town Legal Counsel. Eric Dial, Mayor Page 1 of 6 Approval of appointing Mallett Consulting, Inc. as the Town Engineering Services. Eric Dial, Mayor Approval of the “Fayette County News” as the legal organ for the Town of Tyrone. Dee Baker, Town Clerk Council Member Housley made a motion to approve the consent agenda. Council Member Howard seconded the motion. Motion was approved 4-0. PRESENTATIONS/RECOGNITION: PUBLIC HEARING: OLD BUSINESS: NEW BUSINESS: 1. Consideration for acceptance of 2015 Detention Pond Repairs bids. Kyle Hood, Town Manager Mr. Hood stated that the list for stormwater detention pond repairs is growing. Up to this point a large amount of the work has been completed in-house. Mr. Hood added that some work needs special equipment. The plan is to alternate through a yearly maintenance rotation, to comply with EPD standards, remove overgrown vegetation and maintain aesthetics. The Town recently opened sealed bids for the project. Tri-Scapes, Inc. was the lowest bidder. The total bid which includes added alternative items is $70,500. Mr. Hood recommended approval. Discussion took place regarding the location of Tri-Scapes. Mr. Hood stated that he always tries to hire someone local; however, this company is from Alpharetta. Council Member Matthews made a motion to award the 2015 Detention Pond Repair’s project to Tri-Scapes, Inc. in an amount not to exceed $70,500 and to authorize the engineering staff to have the contracts executed and to issue a notice to proceed. Council Member Furr seconded the motion. Motion was approved 4-0. Council Member Howard inquired as to the condition of the Redwine Park pond. Mr. Hood stated that some work will be completed by Public Works and Fayette County in conjunction with the raising of the cart path. Council Member Howard asked if they would remove the current overgrowth. Mr. Hood stated that they would remove the taller vegetation around the perimeter. He added that the inside of the pond will be placed on the next two year rotation. 2. Adoption of Ordinance 2015 – 10 requiring the payment of Fayette County Board of Health Fees. Kyle Hood, Town Manager Mr. Hood stated that in order to remain in line with the Fayette County Board of Health Department’s regulations, amendments need to be made to the Tyrone Code of Ordinances as it pertains to their department and state regulations. Page 2 of 6 The attached ordinance will amend Chapter 16 of the Town’s Ordinance as it pertains to the Fayette County’s Board of Health’s services, inspections and permitting. Council Member Housley made a motion to approve the adoption of Ordinance No. 2015-10 as submitted with an effective date of January 1, 2016. Council Member Howard seconded the motion. Motion was approved 4-0. 3. Approval to purchase new street lamps for Tyrone Town Center (Senoia Road) District. Kyle Hood, Town Manager Mr. Hood stated that over the course of the past few years, maintenance and repairs of the Town’s green street lamps has become increasingly costly and difficult to perform due to the scarcity of parts. He added that staff has been working in conjunction with Coweta-Fayette EMC. New light poles have been considered for their style, energy efficiency and light emissions. The cost for EMC to order and install twenty-five new Cooper Lighting, Lexington LED street lamps is $8,875. The monthly cost for energizing the lights would be $381.25. He stated that he understood that the census would be to change the color of the light poles from green to black. He then recommended approval. Council Member Furr made a motion to authorize the issuance of a Purchase Order for the parts and labor to Coweta Fayette EMC and to ensure that the new light poles are black. Council Member Matthews seconded the motion. Motion was approved 4-0. 4. Consideration of 2016 field use agreement between Town of Tyrone, TYBA and DMS24, Inc. Kyle Hood, Town Manager Mr. Hood stated that there have been ongoing discussions between the Town, the Tyrone Youth Baseball Association (TYBA) and DMS24, Inc., (a local baseball training gym). The discussions consisted of ways to improve the numbers of participants for recreation baseball while keeping the cost down for the Town. Mr. Hood stated that DMS24, Inc. is a non-profit company doing business in Tyrone as Atlanta Baseball Academy. They agreed to an expanded, more comprehensive agreement for operational control of the park and the program. This agreement requires no payment for the use of the fields and facilities, but shifts the operational expenses onto DMS24, Inc and the Tyrone Youth Baseball Association. He clarified that the Town still owns and insures the park but that this was the best way to encourage participation, have great teams and to engage the residents to take a step out and do something different. He added that his counterpart from the City of Marietta has initiated a similar program and it has been a success. Mr. Hood ended by adding that the other Tyrone Sports Associations have also shown interest for this type of agreement. A discussion took place regarding baseball tournaments being held at Handley Park. Mayor Dial stated that his main concern was that Handley Park be used mainly for Tyrone recreational baseball. Council discussed the age limit of tournaments being limited to sixteen and under. Mr. Hood informed Council that there is a specific number of tournaments scheduled for the year and that depending on availability, there is room for more, including adult leagues. Page 3 of 6 Council Member Matthews wanted assurance that the field lighting would be turned off after events. DMS24, Inc. representatives assured him they would. Mayor Dial asked if the rules still stand that Tyrone residents will not be charged to attend tournaments at Handley Park. Mr. Hood stated that the associations have been informed and that DMS24, Inc. has been made aware not to charge resident attendees to the park. The discussion moved to the importance of informing gate security in order not to charge locals to attend baseball tournaments and other activities. Council Member Housley made a motion to approve the agreement as submitted and to authorize Mayor Dial to execute on the Town’s behalf. Council Member Howard seconded the motion. Motion was approved 4-0. 5. Consideration of adoption of the 2016 Holiday Schedule. Kyle Hood, Town Manager Mr. Hood reminded Council that Good Friday was added to the schedule of holidays and that each employee also has a birthday or floating holiday. Council Member Matthews made a motion to approve the adoption of the 2016 holiday office closure schedule as submitted. Council Member Furr seconded the motion. Motion was approved 4-0. Public Comments Staff Comments Mr. Hood stated that the Castlewood Road and Senoia Road paving projects were completed ahead of what was initially scheduled. The money that was budgeted for these projects was originally placed in the 2015-2016 fiscal budget, which now needs to be transferred into last year’s fiscal budget since the work was completed prior to July 1, 2015. He requested that $2,914,477.73 be added to the 2014-2015 fiscal year’s budget. The Town currently has funds to repay loans however; the amendment will indicate that the work was performed in 2015. Mr. Hood added that he met with the Town’s auditors and sought legal counsel prior to his recommendation. Council Member Howard made a motion to approve an amendment of the 2014-2015 Budget including an increase of $2,914,477.73 for completed paving projects. Council Member Matthews seconded the motion. Motion was approved 4-0. Council Comments Mayor Dial recognized his sons Conner and Lawson Dial that were in attendance for a school assignment. Page 4 of 6 Council Member Furr asked Mr. Hood for a timeline for the Swanson Valley Road repair. Mr. Hood stated that he will speak with CW Matthews while they are in Town for other projects and that it should be soon. He added that the road will need milling prior to paving. Council Member Furr asked Mr. Hood to ensure that Mr. Campbell would assess the dead tree on Swanson Valley Road. Council Member Furr shared her ongoing concerns regarding the lack of visibility at the Senoia Road and Dogwood Trail entrance into the Lake Windsong subdivision. Mr. Hood stated that the bushes have been removed at the entrance. Council Member Furr stated that the sign is still making visibility difficult. Mr. Hood stated that he is sure the sign is on private property, but he will confirm. Council Member Furr informed Council that she has received calls regarding how pleased everyone is that the property located on Palmetto Road has been cleaned up. She asked Mr. Hood if the back of the property would be cleaned as well. Mr. Hood replied that the area in the back is a part of a long standing conservation issue with the Environmental Protection Department. Council Member Furr asked if trucks were still allowed to park on the property. Mr. Hood stated that the current bank that owns the property has given staff permission to post private property signs on their behalf. If anyone parks there, they will be cited. Mr. Davenport thanked Mayor and Council for reappointing his firm and that he looks forward to 2016. Executive Session Mayor and Council met in Executive Session to review the Executive Session meeting minutes from November 5, 2015. Council Member Furr made a motion to move into Executive Session. 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 Howard made a motion to approve the Executive Session minutes from November 5, 2015. Council Member Housley seconded the motion. Motion was approved 4-0. Page 5 of 6 Adjournment Council Member Furr made a motion to adjourn. Motion was approved 4-0. The meeting adjourned at 7:50 p.m. ____________________ __________________ Eric Dial, Mayor Dee Baker, Town Clerk Page 6 of 6