Town Council Regular Meeting

Tyrone Town Council Meeting Minutes February 1, 2018 Present: Mayor Eric Dial Council Member Ken Matthews Council Member Ryan Housley Council Member Linda Howard Town Manager Jonathan Lynn Town Attorney Dennis Davenport Town Clerk Dee Baker Police Chief Brandon Perkins Finance Manager Sandy Beach Recreation Manager Mitch Bowman Mayor Pro Tem Gloria Furr was absent. Mayor Dial called the meeting to order. Approval of Agenda Council Member Housley made a motion to approve the agenda. Council Member Howard seconded the motion. Motion was approved 3-0. 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 4th and 12th, 2018. Consideration for the approval of the Intergovernmental Road Resurfacing Agreement with Fayette County Board of Commissioners as part of the Service Delivery Strategy (SDS), along with acknowledgement of a Potential Conflict of Interest Letter from the Law Office of McNally, Fox, Grant & Davenport. Jonathan Lynn, Town Manager Page 1 of 7 Consideration for the approval of the Intergovernmental Recreation Facility and Program Agreement with Fayette County Board of Commissioners as part of the Service Delivery Strategy (SDS), along with acknowledgement of a Potential Conflict of Interest Letter from the Law Office of McNally, Fox, Grant & Davenport. Jonathan Lynn, Town Manager Consideration for the approval of the Intergovernmental Inmate Agreement with Fayette County Board of Commissioners as part of the Service Delivery Strategy (SDS), along with acknowledgement of a Potential Conflict of Interest Letter from the Law Office of McNally, Fox, Grant & Davenport. Jonathan Lynn, Town Manager Consideration for the approval of the Intergovernmental Contract Agreement with Fayette County Board of Commissioners as part of Service Delivery Strategy (SDS), along with acknowledgement of a Potential Conflict of Interest Letter from the Law Office of McNally, Fox, Grant & Davenport. Jonathan Lynn, Town Manager Council Member Matthews made a motion to approve the consent agenda. Council Member Housley seconded the motion. Motion was approved 3-0. Presentations/Recognition: 1. Officer Longevity Recognitions. Brandon Perkins, Police Chief Chief Perkins mentioned that for years, awards were giving every December at a private award banquet and that he would like to change how awards were given. He stated that any organization is as good as its people and he was proud of what their Police Department had accomplished. Chief Perkins stated that for several years in a row, Tyrone had been rated in the top ten safest cities in Georgia by Safewise.com; last year we were rated number seven. He thanked the men and women on his staff for making this possible. Chief Perkins then awarded the following; for two years of service, Officer Kyle Pescetto, Detective Doug Morris and Corporal Lee Huddleston. He awarded the following for five years of service; Corporal Anthony Hill and Sergeant Jacob Collins. He awarded the following for ten years of service; Corporal Todd Ruth and Detective Andrea Johnson-McCoy. 2. Officer of the Year. Brandon Perkins, Police Chief Chief Perkins stated that every year the Shift Supervisors meet to determine the officer of the year; that officer embodies their mission and values with a good work ethic. He stated that he finds it very fitting that this year they chose Corporal Eric Minix. Page 2 of 7 Mayor Dial added that it may be cliché to say thank you but that it was genuine and it came from the bottom of Council’s hearts. He added that the Town appreciates and are grateful for all you do for us and its citizens and we hope you are happy here. 3. Fayette County Development Authority Update. Tracy Young, Representative Mayor Dial introduced Mr. Young and stated that he had formally served on the Tyrone Council and served us well and that the Town had requested he serve as our Representative on the Fayette County Development Authority board. Mr. Young echoed Mayor Dial’s sentiments regarding the Police Department Officers. He stated that he had been pulled over by a Tyrone Officer that informed him that the light on his license plat was inoperable. He added that it was a good experience and that the officer was personal and professional; he thanked the officers. Mr. Young stated that prior to being appointed to the Fayette County Development Authority (FCDA) he had limited knowledge of their responsibilities. Since then he has become aware of its purpose for the County and Tyrone. He encouraged everyone to read the newspaper article from FCDA’s CEO, Joan Young updating everyone concerning upcoming projects and such. He gave a brief background of the Development Authority and added that the Town’s former representative, John Woody has big shoes to fill. He stated the FCDA had been actively recruiting new businesses; including but not limited to Pinewood Studios. He summarized that in 2015, four projects brought in 860 jobs to the County, with a $195,000,000 investment. In 2016, nine projects totaling $169,000,000 invested and brought in 1034 jobs. In 2017, the projects worked totaled $2.6 billion in investment and brought 1371 jobs. Existing expansions totaled $92.5 million with 176 jobs. Mr. Young stated that the FCDA wants to be a great resource by supporting and to bringing in businesses to Tyrone. Mr. Young added that the FCDA is about to reveal their new brand along with a new website. He stated that the FCDA would require assistance from Tyrone in order to actively market and recruit businesses; such as statistics, available properties along with their zoning categories. He shared that the target market industries were film, IT, data centers, biotech, pharmacy, aerospace, aviation, manufacturing and large corporations. Mr. Young shared that the FCDA drafted tax plans as a recruitment tool and would be meeting with project managers on various sites. FCDA has held community leadership meetings and asked that communities create a “cheat sheet” with potential incentives. He ended by stating, “let us help Tyrone develop a plan to recruit new businesses.” Mr. Young announced Developer’s Day on April 25th .The purpose is to bring in organizations to learn what Fayette County has to offer and for leaders to have the opportunity to meet potential new businesses. Mayor Dial asked about the “cheat sheet”. Mr. Young stated that he would forward an example from the City of Fayetteville. Mayor Dial asked Mr. Young to provide examples of what the Town could do to make his job easier. Page 3 of 7 Mr. Young stated that he would work with the Town to locate tracts of land and to discuss what type businesses could go in those spaces. 4. FY 2016/2017 Audit Report Presentation. Rushton & Company Ms. Beach introduced Ms. Julie George and stated that Fiscal Year 2017 had been closed. Ms. George shared that Mr. Lynn, Ms. Beach and staff were very cooperative and that she enjoyed working with them. She briefed Council on the information for the presentation. She stated that the letter provided was required to inform Council of any accounting policy changes or any difficulties with management; nothing was founded. The provided Annual Financial Report holds the Town’s financial statements up to June 30, 2017. The final binder was the Audit Report Presentation (audit highlights). Ms. George began the audit briefing and explained audit procedures. Ms. George informed Council that ending fiscal year 2017, the Town ended its Net Position with an increase; totaling $16,036,396. The revenue over exposures was less than the prior year due to an increase in Public Safety expenses and in depreciation expenses. Depreciation expenses increased in Public Works due to a large project. Revenues increased by $174,000, primarily due to the Local Option Sales Tax. Expenditures increased by $49,000, mainly due to Public Safety and Debt Services. Unassigned Fund Balance (spendable monies) exhibited that the Town had a reserve balance of 16.9 months, as of June 30th. She informed everyone that the minimum recommendation for reserves was two months; a healthy balance would be four to six months. Ms. George began discussing the General Fund section of the audit. She noted that the Sewer Fund revenues increased by .22% and that operating expenses decreased by 5.7%. Sanitation showed an increase in operating revenues and a decrease in operating expenses. She reported that due to limited staff, there was a notation of a deficiency in internal control. She stated that this was very common among small towns. In regards to reporting changes, Ms. George informed Council that on June 30, 2020, GASB 87 would become effective as it related to leases and assets in local governments; such as copy machines. Also effective June 30, 2019, there would be a change to Uniform Guidance Procurement Standards as it related to federal funding. Mayor Dial showed appreciation to Ms. Beach and her team for a good audit report and added that she was good at what she does and should be recognized. Public Hearing: 5. Consideration and action on Resolution No. 2018-01 adopting Fayette County Fire Services Impact Fee Report. Jonathan Lynn, Town Manager Page 4 of 7 Mr. Lynn explained that every year Fayette County submits a report to the Atlanta Regional Commission (ARC) indicating all Fire Impact Fees and how they are split amongst municipalities. Resolution 2018-01 was provided for Tyrone’s portion for the County’s transmittal report. Mayor Dial opened the public hearing for anyone that wished to speak in favor of the item. No one spoke. Mayor Dial opened the public hearing for anyone that wished to speak in opposition of the item. No one spoke. Council Member Housley made a motion to approve Resolution No. 2018-01 to adopt Tyrone’s subsection of the Fayette County 2017 Annual Fire Services Impact Fee Report as submitted. Council Member Howard seconded the motion. Motion was approved 3-0. Old Business: 6. Consideration for approval of a firm to provide parks master planning services for SPLOST Projects at Handley and Redwine parks. Jonathan Lynn, Town Manager Mr. Lynn reminded everyone that the item was on a previous agenda in January and that the meeting was cancelled due to inclement weather. Council had asked for staff to confer with the Town Engineer in regards to their services as it pertained to park planning. Mallet Consulting, Inc. had park construction experience but no park planning experience. He recommended no action be taken on this item at this time. He stated that he would reach out to them for an estimate due to the additional property that was acquired adjacent to Handley Park. No action was taken. New Business: 7. Consideration for KABOOM Playground Opportunity. Mitch Bowman, Recreation Manager Mr. Bowman informed Council that Kaboom was a national organization that performs similar services that Habitat for Humanity does for homes; only for playgrounds. The organization looks at the needs of a community according to population and proximity of schools. During the former administration, Subrina Willis from FavorHouse was granted permission to complete the application process on the Town’s behalf. Burch Elementary also became the Town’s partner during this process. Ms. Willis assessed Tyrone Parks and found that the lower undeveloped left corner of the Handley Soccer fields would be a prime location for a potential park. The area is flat and ideal and close to Burch Elementary. Page 5 of 7 Mr. Bowman stated that after answering Kaboom’s questionnaire which included demographics, the community we serve and the programs we offer, Tyrone has made it to the third round of the application process. He added that by signing a letter of intent, the Town would not be obligated by any means but it would allow the process to keep moving forward. He ended by stating that Kaboom needs a funding partner and a community partner. Burch Elementary is on board to be our community partner and will provide volunteers and needed input. If Tyrone is on board as the funding partner, this would be a great opportunity for the community. The Town would need to budget $8,500 for the FY18-19 budget, essentially for a $90,000 playground. Each year Recreation budgets approximately $10,000 for Park Maintenance, we would just need to add a little more to that line item. Council Member Howard asked if citizens could walk down the hill from the parking lot to the proposed playground. Mr. Bowman stated that SPLOST monies were budgeted for 70-90 parking spaces along Swanson Road, offering two entrances; one from the Handley Road parking lot and one from the future Swanson Road parking lot. Council Member Housley shared that he has had an opportunity to work with Kaboom and that he was impressed with their program. Council Member Housley made a motion to direct Mayor Dial to sign the letter of intent with Kaboom with no obligation from the Town at this stage in the process. Council Member Matthews seconded the motion. Motion was approved 3-0. Public Comments Staff Comments Mr. Lynn announced that the Recreation Center was hosting a Sweetheart Dance, Monday, February 12th at 6:30 pm. Mr. Lynn updated everyone on the CSX Railroad crossing closures. He stated that Tyrone Road, Senoia/Dogwood Trail, a private drive and Rockwood Road would be closed at a later date for repairs; and that the Town’s Facebook page and website would be updated. Mr. Lynn reminded everyone that the Town would be phasing out sanitation billing and that Republic Services would be taking over the billing sometime in February or March. Mr. Lynn informed everyone that the yearly Retreat would be scheduled near the first or middle of March. Mayor Dial made note that the Town was contacted regarding leakage from the sanitation trucks and that Republic assured us that crews would be out to clean the streets the next day. Page 6 of 7 Council Comments Executive Session Council Member Matthews made a motion to move into Executive Session to discuss one (1) item of Pending Litigation and to review the January 12, 2018, Executive Session minutes. Council Member Housley seconded the motion. Motion was approved 3-0. Council Member Housley made a motion to reconvene. Council Member Howard seconded the motion. Motion was approved 3-0. Council Member Matthews made a motion to approve the Executive Session minutes from the January 12, 2018 Executive Session meeting. Council Member Howard seconded the motion. Motion was approved 3-0. Adjournment Council Member Matthews made a motion to adjourn. Motion was approved 3-0. The meeting adjourned at 8:32 pm. _______________________ ___________________ Eric Dial, Mayor Dee Baker, Town Clerk Page 7 of 7