Town Council Regular Meeting

Tyrone Town Council Meeting Minutes August 20, 2020 Present: Mayor, Eric Dial Mayor Pro Tem, Gloria Furr Council Member, Linda Howard attended virtually Council Member, Melissa Hill Town Manager, Brandon Perkins Town Clerk, Dee Baker Finance Manager, Sandy Beach Recreation Manager, Rebecca Brock Town Engineer/Public Works Director, Scott Langford Police Chief, Randy Mundy Mayor Dial called the meeting to order with limited seating and broadcasted on YouTube Live at 7:00 pm. The public was invited to watch. Council Member Howard attended virtually. Approval of Agenda Council Member Hill made a motion to approve the agenda striking yoga in the park. Council Member Furr 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, July 16, 2020 Consideration for approval of a Memorial Bench at Shamrock Park to honor Lt. Robert Collins. Consideration to allow Ellie McWilliams and Landmark Christian School Volunteers to repair Redwine Park benches. Consideration to renew the WOW, Inc. agreement for Cable services. Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 1 of 7 Consideration to approve the CARES Act Terms and Conditions. Council Member Furr made a motion to approve the consent agenda. Council Member Hill seconded the motion. Motion was approved 3-0. Old Business 1. Consideration to adopt an Amendment to the Rule of 70 Retirement Plan to add an Alternate Normal Retirement Qualification. Brandon Perkins, Town Manager Mr. Perkins reminded everyone that the item was approved at this year’s retreat. Before the approval, the Town’s retirement plan’s minimum retirement age was 65, regardless of how many years were put in. If someone were to retire at the age of 55 the employee would take a hefty cut. While researching other options, he discovered that the Georgia Municipal Association uses the “Rule of 70” that allows employees whose years of service and age equal 70, to be eligible for full retirement with a minimum age of 55. He added that the cost to change to the “Rule of 70” plan would be $37,248 per year over what the Town was already paying for the current retirement plan, which was $79,576. He stated that the new annual total was $116,824. If approved, it would be effective immediately and not be billed until fiscal year 2022. Mayor Dial thanked Mr. Perkins for his work on the item and Mr. Perkins thanked Ms. Beach for her work as well. Council Member Furr made a motion to approve an Ordinance adopting an amendment to the Town’s retirement plan to add an alternate normal retirement qualification of a Rule of 70. Council Member Hill seconded the motion. Motion was approved 3-0. New Business 2. Discussion of the future status of Town Events. Brandon Perkins, Town Manager Mr. Perkins shared that he wanted to make Council aware that the Founder’s Day committee voted to cancel this year’s Founder’s Day event due to the Coronavirus. They also suggested the possibility of canceling other future Town events. The remaining events were, Halloween Trick- or-Treat, Veterans Day celebration, Cookies with the Clauses, and the annual Christmas event. He added that because the virus was a moving target, it was difficult to plan. Planning usually required money, staff, and time. He shared that he understood that the events meant a lot to the residents and added that most municipalities were canceling their events as well. He asked for guidance moving forward. Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 2 of 7 Council Member Hill shared that she believed that it was too soon to cancel the Christmas events, maybe we should wait. She added that there were also “drive-in” options for the events. Mr. Perkins shared his concern regarding the Governors, fifty or less rule. Council Member Hill suggested utilizing Handley Park instead of Shamrock Park. Mr. Perkins mentioned the cost involved with renting a large enough screen for movies and such and the logistics for sound could be an issue. Mr. Perkins also shared his concern with utilizing school bands and choruses for the events. Council Member Hill stated that the bands were available due to no competitions scheduled and no football games were scheduled. Mr. Perkins added that another issue would be the acquisition of vendors willing to participate. Ms. Brock mentioned that another hurdle for planning these events would be attaining volunteers that were willing to work. She added that during this unique time, vendors were double and triple charging for events. If the event were to be canceled, most vendors would still require payment. She shared that she and Ms. Owens, Ms. Newland, Instructors, and vendors brainstormed to try and make these events work. She shared her concerns with volunteers continuously cleaning restrooms to maintain safety. It would be difficult to find volunteers willing to put their safety at risk. Cookies with the Clauses would be a breeding ground. She echoed Mr. Perkin’s regarding the Governor’s rule for groups over fifty. Ms. Brock shared that Santa and other vendors were usually booked in July for December events. Council Member Hill suggested that the events utilize a different model than in the past. Mayor Dial stated to think about other festivals without Santa, a “different event”. Ms. Brock stated that a drive-in movie showing of “The Grinch” was discussed. However, the issue remained regarding the cleanliness of the restrooms and the safety of the volunteers. Mayor Dial asked while being creative, are there other events the Town could host within the Governor’s Executive Order? Ms. Brock shared that after much brainstorming if the Town were to have an event without paying vendors and having no volunteers, the events would be flat. There is also the issue of clean restrooms. We want to have quality events. Council Member Furr stated that we could not pay anyone to clean restrooms during this unique time and she did not want to put anyone, especially children at risk during any event. The children could take the virus home to their grandparents. Mayor Dial stated that although he agreed, his concern was that we should be more open to other possibilities. Let’s consider other ideas that do not involve gatherings. We are not endorsing any gatherings of any kind. Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 3 of 7 Council Member Hill suggested utilizing Tyrone Connections for suggestions. Council Member Furr suggested that we are doing our best to decorate the Town for Christmas to make it special. This could take away from all the negative. Ms. Brock suggested a drive-through Town lighting and live-streaming bands. Council Member Hill shared her approval for any drive- in event, not necessarily a movie, but an event. We need to think outside the box. Ms. Brock suggested having scheduled lighting of all Town Christmas lights and citizens could drive through the Town. She also suggested having marked spots where restaurants or vendors could have prepackaged cookies or snacks. Mayor Dial stated we cannot give up; we need to still be active with rules place. Ms. Brock summed-up the discussion for staff direction; the Town will still have events; we just need to change and adapt to make it safer during these times and the holidays. Mr. Perkins suggested continuing the Halloween event, with employees and business owners that wished to participate utilizing gloves, and masks. Ms. Brock also suggested prepackaged candy in zip-locked bags. Mr. Perkins also suggested canceling the Veterans Day Program due to most attendees were deemed high risk. He added that Mr. Dooling’s Flag Retirement Ceremony could still take place, it should be safer with perhaps under fifty attendees. He also reiterated that Founders Day, Veterans Day, and Cookies with the Clauses would be canceled this year. Council Member Furr made a motion to cancel this year’s Founder’s Day event. Council Member Howard seconded the motion. Motion was approved 3-0. 3. Consideration of a change order to reduce the size of the detention pond at the new Town Hall and add a walkway. Brandon Perkins, Town Manager Mr. Perkins stated that the land that was purchased for the new facility required a large detention pond to be placed in front of the new building. He added that Mr. Langford created a beautiful landscape plan that would incorporate the pond; however, the pond was large and not very aesthetically pleasing. He had been working with the builder to reduce the size and move it slightly. He shared that the plan was to move the outfall pipe that was currently in front of the building, several feet north and backfilling. There would also be an eight-foot walkway connecting to a crosswalk that leads to Shamrock Park. The alternative would be a six-figure, underground system. Instead, we will have a beautifully landscaped area and walkway. He shared the schematics with Council. He shared that he was told that the work involved should not exceed $30,000. Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 4 of 7 The funds for the project including the landscaping were part of the downtown streetscape SPLOST funding. This was good news! Initially, the project was set for $50,000. If approved, the project should begin next week. Council Member Howard made a motion to approve the change order reducing the size of the detention pond to add a walkway and other aesthetics at a cost not to exceed $30,000 from SPLOST funding. Council Member Hill seconded the motion. Motion was approved 3-0. Public Comments Ms. Rhea Scharko, who lives on Senoia Road shared her excitement regarding the approval of the Redwine Park bench repair. She added that the benches needed some spicing up to make the park livelier. She shared that the supplies would be provided and that no inappropriate artwork or wording would be used. Ms. Scharko added that she and Ms. Ellie McWilliams and Landmark Christian School volunteers would sand the benches and paint them. Council Member Hill mentioned that a film company had reserved the park for filming a 1960’s type movie. The concern was that the benches may affect filming. Ms. Scharko clarified that they were repairing and painting the picnic area. Council Member Howard shared that there were no benches at Redwine Park. Mayor Dial thanked the ladies for their volunteerism. Staff Comments Eagle Scout Candidate, Mr. Collin Sheehan thanked Council for allowing him to perform and complete his dog waste project along Senoia Road. He added that it was a challenge but rewarding. Mayor Dial thanked Mr. Sheehan and added that it would come in handy due to the Shamrock Park temporary path closure for the sewer expansion project. Council Member Howard shared that more volunteer opportunities were available for Redwine Park, it is a way to inform others about the location of the park. Ms. Brock stated that she would place the information on the Recreation slide show for the public. Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 5 of 7 Mr. Langford updated Council regarding the County’s Tyrone Road paving project. Tyrone road would be paved from Anthony Drive to Handley Road. The bid came in under 40% that was originally estimated, saving the Town $35,000. Mr. Perkins shared that the new building construction was moving along for a building completion of early September. The furniture should be delivered in the second week in September. He added that the Landscape bids were due by next Wednesday. Voting on the landscape project would be on the next agenda. The dais was placed in the Council Chambers today. There is still work to be completed. Crown molding and floor molding is in place. The first layer of asphalt should begin next week, sidewalks are being completed. Lights and switches are in, the air is on and cabinets were being placed. They have done a great job on the tower; the bell and clock should arrive next week along with lights in the tower. Mr. Perkins informed Council that he was advised a couple of days ago of an item that did not appear in the planning phase. The new building, by code, has a fire suppression system and an alarm, and monitoring is required. The company that installed the system charges an ongoing monthly cost of $4,295. Mr. Perkins informed Council regarding the sewer expansion project. He stated that they have made good progress, however, a little behind schedule. The boring under CSX railroad is scheduled for August 31st. He added that the boring portion led to the partial closing of the Shamrock Park walking path for approximately two weeks. They have made progress on the lift station, hopefully, after the boring, the project will move quicker. Mr. Perkins reminded Council that the current sanitation contract expires at the end of the year. The bidding process would be complete in October, and a vote from Council on a contractor should be November 5th. Executive Session Council Member Furr made a motion to move into Executive Session to discuss two (2) items of threatened litigation. Council Member Hill seconded the motion. Motion was approved 3-0. Council Member Furr made a motion to reconvene. Council Member Hill seconded the motion. Motion was approved 3-0. Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 6 of 7 Adjournment Council Member Furr made a motion to adjourn. Motion was approved 3-0. The meeting adjourned at 8:03 pm. By: ________________________ Attest: ______________________ Eric Dial, Mayor Dee Baker, Town Clerk Council Meeting – Social Distancing/YouTube Live August 20, 2020 Page 7 of 7