Town Council Regular Meeting

Town of Tyrone Council Meeting Minutes January 21, 2016 7:00 p.m. Present: 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 Finance Manager Sandra Beach Town Attorney Dennis Davenport Mayor Eric Dial was absent. The Invocation was given by Council Member Howard and was followed by the Pledge of Allegiance Public Comments Ms. Pip Nelson, a Lake Windsong resident, requested that the Town lower the speed limit on Senoia Road. The lower speed limit would make the transition on a golf cart from Dogwood Trail to Maple Shade Drive (Maple Shade Drive is a connector to Kedron Shopping Center in Peachtree City). She shared that her family has been traveling this route for eight years and recently neighbors have been cited for traveling on Senoia Road on a golf cart. The reduction would make it safer for teens to travel on golf carts. Ms. Nelson also requested that an ordinance be created to make it mandatory for builders to retain trees and not clear cut the entire lot prior to building, it is changing the atmosphere of the neighborhood. She added that builders should be held accountable and let’s “Keep Tyrone Green.” Mr. Will Wynn, a Lake Windsong resident, also requested that the speed limit on Senoia Road be reduced to 35 miles per hour or lower for golf cart transportation. He added that he ventures to believe that vehicles do not cross the railroad tracks traveling 45 miles or higher. Mr. Wynn stated that it is not only teenagers traveling to Peachtree City on golf carts but other Tyrone residents as well. Page 1 of 6 Mr. Richard Welsh, a Lake Windsong resident, stated that he moved to Tyrone nine years ago. Prior to purchasing a golf cart, he and his wife received permission from the police department to travel on Senoia Road (with caution) to the Maple Shade Drive connector. He stated that there has been a change recently. Neighbors are being cited for traveling down Senoia Road on golf carts and he asked, “Why the change?” He encouraged Council to reduce the speed limit on Senoia Road until the cart path connections are complete. He added that many would benefit from the path connection. A few Tyrone businesses have closed recently and this would increase traffic and make a significant economic difference for the Town. A gentleman from the Lake Windsong subdivision spoke regarding the stretch on Senoia Road and asked that the speed limit be reduced. He stated that bicycles use this section of Senoia Road to connect to Maple Shade as well. He added that now that there is a golf cart path on Senoia Road, the Lake Windsong entrance sign on Dogwood Trail could be a safety issue. The sign sticks out enough that people have to inch toward Senoia Road to see oncoming traffic. If the speed limit was reduced this could make traveling safer. Mayor Pro Tem Furr instructed Mr. Hood to meet with Chief Perkins to discuss the speed limit on Senoia Road. Approval of Agenda Council Member Housley 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, January 7, 2016 Council Member Housley made a motion to approve the consent agenda. Council Member Matthews seconded the motion. Motion was approved 4-0. OLD BUSINESS: NEW BUSINESS: 1. Rushton & Company FY 2014/2015 Audit Presentation. Sam Latimer, Town Auditor Mr. Latimer shared that Ms. Beach and Mr. Hood were always happy to supply any requested information; it was a pleasure working with them. He then shared highlights from the Audit Report for the fiscal year ending June 30, 2015. He stated that Rushton & Company’s responsibility is to give opinions on the fair presentation of the financial statements of the Town. Mr. Latimer stated that an opinion is given under the Government Auditing Standards. Page 2 of 6 Mr. Latimer added that Tyrone was given an “Unmodified Opinion” which is the best opinion you can receive. He informed Council that the Town’s Net Investment (all assets minus any liability) in Capital Assets for 2015 was $7,568,311. The total Restricted Net Position was $582,233, a majority of which is dedicated to Public Safety and Public Works (road projects). The Total Unrestricted Net was $7,233,537 and the Total Net Position for 2015 was $7,233,537, which is a very healthy budget. Mr. Latimer informed Council that the total Revenues over Expenses was $937,083. He stated that there was a slight increase due to increased taxes, an increase in fines and forfeitures and a healthy increase in building permits. Mr. Latimer then highlighted the activity for the General Fund. He stated that property taxes increased by approximately $30,000 and overall, revenue was up by 5%. The motor vehicle tax decreased by $29,000 offsetting L.O.S.T revenues of $64,000. Mr. Latimer stated that there was an increase in expenditures by 95.1%. General Government expenses decreased by $184,000, while Public Works had an increase of $3,000,000 due to the Senoia Road paving project. He added that the Unassigned Fund Balance for Fiscal Year 2015 was $5,542,507, 171.4% of expenditures which is 20.5 months of expenses, which again is a very healthy budget. Mr. Latimer then informed Council of the Sewer Fund. He stated that revenues increased by $34,000 which was approximately 10%. There was an increase in operating expenses by $54,000 which was an increase by 17.3% due to personnel changes and two manhole repairs. Mr. Latimer stated that the Sanitation Fund’s operating revenues increased by 2.4% in the amount of $8,490 and operating expenses were up by 9.8 % due to personnel related costs for the Republic Services contract. Mr. Latimer added that there were two internal control deficiencies to report. The Town has decided to take the risk and not require additional approval on journal entries. The second item is to account for additional approval for sanitation adjustments. Mr. Latimer stated that he spoke with Ms. Beach and she will approve any adjustments made. Mr. Latimer ended with the Governmental Accounting Standards Board (GASB) Statement No. 68 which is the Accounting and Financial Reporting of Pensions. He stated that this is the first year of implementation by the Town. It is required that the Town record the beginning balances of pension liability and deferred amounts for the Town’s Pension Plan. He stated that the Town is 85% funded in the plan, which is very good. Mr. Hood clarified that taxes did not increase. Tax revenue was up because properties are worth more. The Town spent three million more dollars this year and still added to our reserve funding. 2. Consideration for approval of Tyrone Soccer League agreement. Kyle Hood, Town Manager Mr. Hood stated that Sean Duncan, Tyrone Soccer League President was in attendance for any questions. Mr. Hood informed Council that there is one major change to all Tyrone sports association agreements starting this year, staff recommends that they not be assessed any fees. He stated that the Town is growing partnerships by investing in field installations. Page 3 of 6 The fees that associations pay to the Town for use of the fields could be better used in building their programs. Mr. Hood informed Council that the associations would be accountable for the cost of the maintenance of the fields. Council Member Housley made a motion to approve the agreement as submitted and to authorize Mayor Pro Tem Furr to execute on the Town’s behalf. Council Member Matthews seconded the motion. Motion was approved 4-0. 3. Consideration for approval of the Tyrone Softball Association agreement. Kyle Hood, Town Manager Mr. Hood made a recommendation to table the item to the February 4, 2016 Council Meeting. Council Member Housley made a motion to table the agreement to the February 4, 2016 Council Meeting. Council Member Howard seconded the motion. Motion was approved 4-0. 4. Consideration for the acceptance of bids for Tyrone’s Gateway Signage, Shamrock Park’s Pedestrian Bridge and Walking Path. Kyle Hood, Town Manager Mr. Hood stated that in 2011 the Town applied to the Georgia Department of Transportation for the funding through the Transportation Enhancement (TE) program for a package project including, but not limited to: Gateway Signage at all entrances into the Town, Shamrock Park Pedestrian Bridge and Walking Path. He added that over the past five years the scope of the project has been revised and reduced to eliminate items that have already been accomplished. The project, as it was approved for letting by GDOT, has been advertised and sealed bids have been reviewed. This also includes the environmental approval from the Army Corps of Engineers for the lake project. The Town has been granted an amount not to exceed $200,000 with a local matching $50,000. The low bidder, Atlanta Paving and Concrete, submitted a total base bid of $164,301.00. Mr. Hood added that extra work would take place at that time in preparation of the bathroom construction project. Council Member Matthews made a motion to approve the low bid and to authorize Mayor Pro Tem Furr to execute contract documents with APAC in an amount not to exceed $180,750 which is the base bid plus a 10% allowance for field changes and modifications. Council Member Housley seconded the motion. Motion was approved 4-0. 5. Consideration for the acceptance of bids for the 2015 Storm Pipe Flushing Project. Kyle Hood, Town Manager Mr. Hood informed Council that the Town has been working very hard for the past couple of years in order to catch up on various stormwater projects. Currently, most of the Town’s structures are functioning well above what they were in the past. The Town has dedicated a tremendous amount of man hours and other resources to the cleaning and sculpting of ditch lines and stormwater pipes. Page 4 of 6 Staff’s goal is to keep the water in the ditches in order not to erode work that has been completed by the Town’s road paving projects. The bids were advertised in high-priority groupings. One bid met the required specifications. The 5-year Capital Improvement Plan includes more than $400,000 annually to be allocated for miscellaneous stormwater improvements and curb and cutter projects. Mr. Hood recommended accepting the bid from Southeast Pipe Survey (SPS). Council Member Housley made a motion to recommend the low bid and to authorize Mayor Pro Tem Furr to execute contract documents with SPS in an amount not to exceed $45,000. Council Member Howard seconded the motion. Motion was approved 4-0. Public Comments Mrs. Charlotte Housley, a Lake Windsong resident, stated that in addition to the speed limit and cart path enhancement requests, she would like to see Dogwood Trail be striped. She added that there is no lighting coming into Lake Windsong and that the stripping would allow for better visibility at night. Staff Comments Mr. Hood stated that the Shamrock Park walking path project should commence February 1, 2016. He informed Council that he wishes to take advantage of APAC’s services and equipment while in Town paving Laurel Cir. He added that it has been suggested that the Shamrock Park walking path be made wider and longer lasting with a cement mix foundation. In order to initiate this, larger equipment would need to be brought in. Mr. Hood recommended to officially close Shamrock Park for a few days. Council Member Matthews made a motion to close Shamrock Park in order to pave and widen the walking path. Council Member Howard seconded the motion. Motion was approved 4-0. Mr. Hood stated that he and Public Works Supervisor Billy Campbell has reassessed the number of lights for the recently adopted Senoia Road (town center district) light pole upgrade. The project will now include the Recreation and Library lighting, lighting for the Senoia Road, Highway 74 underpass and Shamrock Park. Mr. Hood added that Coweta Fayette EMC has offered that because the Town is paying for the town center light replacement, EMC would replace the lighting at Veterans Park at no charge. Mr. Hood recommended the approval to purchase thirty six lights not to exceed $12,000. This will complete the “Town Center” lighting upgrade. Council Member Howard made a motion to approve the Coweta Fayette EMC Town Center lighting project not to exceed $12,000. Council Member Housley seconded the motion. Motion was approved 4-0. Mr. Hood informed Council that there has been interest in the redevelopment of old commercial properties such as the former Barbeque Junction at Senoia and Rockwood Roads. Mr. Hood suggested waiving the demolition fees as an incentive to the potential developers. Page 5 of 6 He added that the Town would cover Safebuilt’s fees for inspections but this could cut down on the cost significantly. Council Member Matthews made a motion to waive the demolition permit fee for commercial properties for the purpose of redevelopment. Council Member Housley seconded the motion. Motion was approved 4-0. Mr. Hood recommended approval to hire Mr. Mitchell Bowman for the Recreation Events Programmer position. He also recommended the increase of hours and hourly wage for Ms. Lynda Owens for her dedication to the department. Council Member Matthews made a motion to approve the hiring of Mitchell Bowman for the Recreation Events Programmer position and to increase the hours and salary of Ms. Lynda Owens. Council Member Howard seconded the motion. Motion was approved 4-0. Council Comments Executive Session Council Member Housley made a motion to move into Executive Session to review the Executive Session minutes from the January 7, 2016 meeting. Council Member Howard seconded the motion. Motion was approved 4-0. Council Member Howard made a motion to reconvene. Council Member Housley seconded the motion. Motion was approved 4-0. Council Member Matthews made a motion to approve the January 7, 2016 Executive Session minutes. Council Member Housley seconded the motion. Motion was approved 4-0. Adjournment Council Member Matthews made a motion to adjourn. Motion was approved 4-0. The meeting adjourned at 7:44 p.m. ____________________ __________________ Eric Dial, Mayor Pro Tem Dee Baker, Town Clerk Page 6 of 6