Town Council Regular Meeting

Tyrone Town Council Meeting Minutes Thursday June 15, 2017 7:00 PM Present: Mayor Eric Dial Mayor Pro Tem Gloria Furr Council Member Ken Matthews Council Member Ryan Housley Council Member Linda Howard Town Manager Jonathan Lynn Police Chief Brandon Perkins Finance Manager Sandy Beach Planning & Zoning Coordinator Phillip Trocquet Recreation Manager Mitch Bowman Town Clerk Dee Baker Town Attorney Dennis Davenport Mayor Dial called the meeting to order and gave the Invocation; it was followed by the Pledge of Allegiance. Public Comments Peachtree City Resident and Fayette Daybreak Rotary member, Frank Harris spoke regarding a pending concern from the 2016 Founders Day as it related to his organization and volunteering to assist with parking. He added that the question was whether the Town would donate monies to Fayette Daybreak Rotary associated with that service. He informed Council of services that the Rotary offered that could utilize the funds; Sandy Creek Student Leadership Program, sponsored activities during Veterans Day, Tyrone Christmas Tree lighting, support for Tyrone Library, Fayette Humane Society, Promise Place, suicide prevention for veterans, and training service dogs for Veterans with Post Traumatic Stress Disorder (P.T.S.D.). He thanked Council for their consideration. Mayor Dial asked Council to consider moving Forever Young from the Consent Agenda to New Business for discussion. Page 1 of 7 Approval of Agenda Council Member Furr made a motion to approve the agenda with the change of moving “Consideration to approve the Forever Young agreement for the Founders Day festival” from Consent Agenda to New Business for discussion. 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: May 26, 2017 Special Called, June 1, 2017 Consideration to approve Pyrotechnico agreement for Founders Day fireworks. Mitch Bowman, Recreation Council Member Matthews made a motion to approve the consent agenda. Council Member Housley seconded the motion. Motion was approved 4-0. Public Hearing: 1. Proposed Budget FY2017-18 Ms. Beach stated that changes had been made per Council’s request from the Budget Workshop. Ms. Beach informed Council that the Budget Adoption was scheduled for Thursday, June 22nd at 6:00 pm. She added that toward the back of the Budget book, beginning with Federal Confiscated Assets, the remaining special revenue funds would reflect a zero balance with one extra line indicating where the monies are coming from or a contingency line. Mayor Dial proposed that Council add funding to the CIP, Public Works Road and Paving Repair line for three additional resurfacing projects; $25,000 for the resurfacing of Wheaton Way and $300,000 for Castle Lake Court and Castle Lake Drive. Ms. Beach questioned that if the addition would be effective for the FY 2017-2018 Budget, Mayor Dial confirmed. Mayor Dial and Council thanked Ms. Beach for a job well done on the budget. Council Member Furr made a motion to add $25,000 to the Capital Improvement Fund (CIP) for the resurfacing of Wheaton Way and to add $300, 000 to the CIP for the resurfacing of Castle Lake Drive and Castle Lake Court. Council Member Matthews seconded the motion. Motion was approved 4-0. Mayor Dial opened the Public Hearing for anyone that wished to speak in favor of the FY 2017-2018 Budget. No one spoke. Page 2 of 7 Mayor Dial asked if anyone would like to speak in opposition of the item. No one spoke. Old Business: 2. Consideration to approve a supplemental agreement with the Georgia Department of Transportation for the Transportation Enhancement Grant. Chief Perkins, Interim Town Manager Chief Perkins stated that in 2011 the Town applied for and received the Transportation Enhancement Grant through the Georgia Department of Transportation. This included the gateway signage and the pedestrian bridge at Shamrock Park. These projects have since been completed. The Town is proposing to increase the amount of the grant from $164,301 to $223,981. The Town added in the paving of the walking path and the rehabilitation of Shamrock Lake to the scope of the project. This would increase the Federal and Town share of an 80% / 20% split. He added that staff reviewed and recommended approval. Ms. Beach reminded everyone that the project had been paid for. Council Member Furr made a motion to approve the supplemental agreement and to authorize Mayor Dial to execute on the Town’s behalf. Council Member Howard seconded the motion. Motion was approved 4-0. Mayor Dial recognized State Representative Derrick Jackson and thanked him for attending the meeting. 3. Discussion regarding civic organization signage. Phillip Trocquet, Planning & Zoning Coordinator Mr. Trocquet stated that Council had instructed him to research the placement of civic signage in two Town locations. One location was near the gateway signage on Highway 74, the other within Veterans Park. He shared several designs that he created for Councils evaluation. The designs were based on what other communities had erected. He shared that he could modify the design and size. He added that if Council chose another location within Town limits, he would create a design for that specific location. Mr. Trocquet stated that staff recognized the possible concern surrounding the quantity of civic clubs that may wish to advertise. The options given could be resized for the desired number. He added that the price range for each sign post could range from $300 to $2,500; the prices did not include the cost for the individual club signs. He ended by stating that currently there was no formal recommendation. Council Member Howard suggested that the signs would be more visible at Shamrock Park. Council Member Furr shared that she did not care for the Highway 74 or the Veterans Park locations. Mayor Dial suggested the northwest corner of Shamrock Park. Council Member Housley agreed and stated that it would be a great central location to expand if needed. Page 3 of 7 Council Member Matthews asked if anyone knew how many civic groups were located within the Town. Mr. Trocquet suggested that there may only be Boy Scouts, Girl Scouts and Masons and that space would be included for any additions. Mayor Dial shared his gratitude for the Rotary’s charitable work and for being active in the Town and that he believed that they deserved exposure; we just need to find the right fit. Mr. Trocquet added that he would begin taking pictures at Shamrock Park to create a rendering for the discussed location. Mayor Dial agreed with Council Member Furr regarding no additional signage be placed at the gateway locations, it would detour from the current signage. He then asked Mr. Harris how he felt about having civic signage located at Shamrock Park. Mr. Harris deferred to Mr. Barnes that stated he began the process six months ago with the previous Town Manager, whom stated that if the Rotary would pay for their signage, the Town would place the signs in two locations. We were under the impression that the sign would be a stand-alone sign. We would like to see some form of recognition. He added that Rotary would gain more exposure from Highway 74 and folks would be aware that the Town housed a Rotary Club, but we would be happy with any placement at this point. Council Member Housley made a motion to direct staff to create a civic signage plan for Shamrock Park. Council Member Furr seconded the motion. Motion was approved 4-0. New Business: Consideration to approve the Forever Young agreement for the Founders Day festival. Mitch Bowman, Recreation Mr. Bowman stated that the Forever Young agreement was the same Founders Day carnival agreement as last year, the only exception being the dates. Mayor Dial confirmed that last year Council agreed to the same contract. Mr. Bowman replied, yes. Mr. Davenport stated that Attorney Patrick Stough’s memo noted differences between the two. Mr. Davenport stated that he understood that the carnival last year was a different entity. Mr. Bowman stated that Mr. Stough was referring to Jules & Beck, which was not the company used last year. Mr. Davenport stated that regardless of the difference, Mr. Stough’s memo noted a number of “red flags”. The company was not a registered agent with the State of Georgia, making them a noncompliant agency. Mr. Davenport clarified that a company is required to have a registered agent on staff to notify in the event of a legal proceeding. Not having a registered agent is a fundamental part of who they are. Mayor Dial stated that the memo stated Jules & Beck and Forever Young. Mr. Davenport stated that he was operating on what he believed was true prior to the meeting, he could not attest to Mr. Stough’s memo. He added that he would meet with Mr. Stough regarding the memo but it did not change the fact that the company did not have a registered agent. Page 4 of 7 Mr. Davenport noted that the second bullet in Mr. Stough’s memo stated that the agreement should contain language providing for indemnification should any claims arise. He advised Council that these two items should be a minimum requirement prior to approving the agreement. Mr. Bowman stated that upon the wishes of Council, he would contact Forever Young regarding the two items. Council Member Matthews stated that what had happened in the past was that legal had suggested the required language and Forever Young agreed. Mr. Davenport stated that the two items were the most troubling; however, if the company does not have a Georgia Security and Immigration number the Town should not conduct business with them. Mr. Davenport stated that Mr. Stough also noted the differences in cost from the year before. Mr. Bowman reiterated that the previous year and this year’s agreements were exactly the same including the prices. Mr. Bowman added that Mr. Stough’s last email stated that he was unable to use last year’s Forever Young contract. Mr. Davenport stated that Mr. Stough was referring to the fact that the document was in pdf form and could not be amended. The Pyrotecnico document was in Word form and could be revised. Mayor Dial asked Mr. Bowman what timeline would be ideal. Mr. Bowman stated by July, in order to secure the date. Mr. Davenport indicated that he would be able to look into all discrepancies by the next Council meeting. Mayor Dial asked Mr. Davenport if this could be placed on the June 22nd Special Called meeting agenda. Mr. Davenport stated that he could not attend but that it could be placed on the agenda. Council Member Matthews made a motion to table the item to the June 22, 2017 Special Called Council Meeting. Council Member Howard seconded the motion. Motion was approved 4-0. Mayor Dial welcomed Tyrone Planning Commission Member Carl Schouw who was in attendance. Public Comments Ridge Road resident, Barbara Pitkanen spoke regarding the Boy Scout/Dog Park project planned for Fabon Brown Park. She asked if the park was set in stone; if not, she would like for it to be reviewed again. She added that she had family that lived on Handley Court and inquired about the future parking for the park. She asked how involved the park would be and how much space would be utilized. Council Member Matthews stated that only a portion of the park would be dedicated to the Boy Scouts for a Dog Park. Mr. Bowman stated that he had not been a part of the project after the first week of planning; Public Works had taken on the specifics but that it was not a large project. The area would be fenced in with a few obstacles. Mr. Bowman relayed to Ms. Pitkanen that there would be a new train themed park for children ranging in ages from two to five years near the Recreation Center to be completed hopefully prior to fall. Council Member Furr inquired about the parking at Fabon Brown. Page 5 of 7 Mr. Bowman stated that currently there was only street parking. Ms. Baker stated that she and Mr. Campbell had met with the Scouts and that the park would be fenced with a few obstacles for the dogs. Ms. Pitkanen asked if the current playground equipment would be taken away. Ms. Baker was unsure. Mayor Dial asked if Mr. Campbell could call Ms. Pitkanen. She relayed that she had already spoken with Mr. Campbell regarding the park and that the park was dedicated to the Scout project. She added that she felt that there was no wiggle room for provisions for children in the future. Council Member Howard asked when the project would begin. Ms. Beach stated that it was slated for June 22; however, due to the budget constraints from the fencing it would begin in July. Staff Comments Ms. Beach relayed that Council Member Matthews had inquired about the distribution of a portion of funds to the Fayette Daybreak Rotary for assisting with parking at last year’s Founders Day festival. Ms. Beach stated that she reviewed the minutes from the Founders Day meeting where it stated that a portion of gate fees were to be given, no specific amount had been noted. She reminded Council that the Founders Day Committee has no authority to distribute funds to anyone; it is Council’s decision and there was no amount specified. She also reminded Council that last year’s Founders Day ended “in the red” and if Council decided to transfer funds it would need to come out of the General Fund and that an invoice would be required. Council Member Furr stated that normally these items would come before Council. Mr. Bowman stated that he had just arrived and relied on his seasoned Founders Day Committee but he stated that he is taking full responsibility and will come to Council in the future. He added that he did agree that Rotary should receive a portion of the gate fee for volunteering but that his Manager at the time said no. Mr. Bowman stated that there was only 15-16 days remaining in the current budget and that funds remained in the Recreation line if Council chose to provide a portion to the Rotary for their assistance last year. He added that he would also provide an invoice to Ms. Beach. A discussion ensued regarding the amount that should be given. Ms. Beach stated that $2,800 had been generated from gate fees. Council Member Furr specified that Founders Day did not generate any additional funds last year. Council Member Matthews stated that in the past 50% was given. Ms. Beach stated that some years nothing was given and other organizations received 100% of the gate earnings. Council Member Housley made a motion to transfer $1,000 from the Recreation FY2016-17 budget to the Fayette Daybreak Rotary. Council Member Furr seconded the motion. Motion was approved 4-0. Council Comments Page 6 of 7 Mayor Dial welcomed new Town Manager, Jonathan Lynn to his first Town meeting. Mayor Dial asked Mr. Davenport to give an update on the Stormwater Policy. Mr. Davenport stated that he and David Jaeger had met regarding two separate issues. One was regarding stormwater concerns occurring within the Town’s right-of-way. The second issue was regarding stormwater erosion occurring on private property. Issues such as these were to be formulated into a policy. Mayor Dial stated that a few residents were expecting an answer tomorrow. Mr. Davenport stated that one resident would be contacted tomorrow regarding the conversation he had with Mr. Jaeger. The fix is very simple and can be included in the Town’s project list. Mayor Dial asked if anyone could give an update regarding the Shamrock restrooms and drinking fountain. Chief Perkins stated that the latest report was that Town was waiting for the components for the toilets to arrive. Mayor Dial shared his discord regarding the inability to provide water and services to citizens at Redwine and Shamrock parks. Council Member Matthews asked Chief Perkins to report back next week with a new update. Executive Session Council Member Matthews made a motion to move into Executive Session for one item of real estate acquisition. 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 -0. Adjournment Council Member Furr made a motion to adjourn. Meeting adjourned at 8:35 pm. _______________________ __________________ Eric Dial, Mayor Dee Baker, Town Clerk Page 7 of 7