Town Council Workshop Meeting

Tyrone Town Council Meeting Minutes October 17, 2019 Present: Mayor, Eric Dial Mayor Pro Tem, Gloria Furr Council Member, Linda Howard Council Member, Ryan Housley Town Manager, Brandon Perkins Engineer/Public Works Director, Scott Langford Police Chief, Randy Mundy Library Supervisor, Patty Newland Finance Manager, Sandy Beach Town Clerk, Dee Baker Council Member, Ken Matthews was absent 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, September 19, 2019 Council Member Furr made a motion to approve the consent agenda. Council Member Housley seconded the motion. Motion was approved 3-0. Presentations/Recognition: Proclamation: Retired Educators Council Meeting October 17, 2019 Page 1 of 8 Mayor Dial read the proclamation. Ms. Adrine Green, from the Fayette County Retired Educators Association, accepted the proclamation on behalf of all retired educators. She stated that she began her tenure in 1979, has since retired, and was proud to be a part of the Association. Ms. Green announced that the Fayette County Board of Education was hosting the Annual Scholarship Auction on Thursday, November 14th at 10:30 am, in the Board meeting room. The scholarship was for $1,500, and this year’s recipient was from McIntosh High School. She added that schools were chosen each alphabetically. New Business: 1. Consideration to award the 2019 Miscellaneous Drainage Project bid. Scott Langford, Town Engineer/Public Works Director Mr. Langford shared that there were several projects throughout the Town which included: detention ponds, catch basins, and curb and pipe improvements. He stated that the bid opening occurred on September 27th and the low bidder was AM Construction. He recommended approval and added that the project would also be partially funded by LMIG funds. Council Member Furr made a motion to award the 2019 Miscellaneous Drainage Project to AM Construction for the amount of $77,500 upon contract approval from legal counsel. Council Member Housley seconded the motion. Motion was approved 3-0. Mayor Dial gave a “Shout Out” to AM Construction for being a part of Fayette County’s Work Based Learning (WBL) program in local high schools. 2. Consideration to adopt a Resolution authorizing the sale of the property by limited warranty deed to the Public Facilities Authority and execution of an Installment Sale Agreement with the Public Facilities Authority. Brandon Perkins, Town Manager Mr. Davenport stated that the Public Facilities Authority Director, John Woody was in attendance. He added that the Public Facilities Authority (PFA) met at 5:30 that evening and was initially formed in 1979. He shared that the reason for those types of Authorities were to provide a conduit for financing the construction of Town facilities. Tyrone had chosen to use the PFA as a channel for the construction of the new Municipal/Police building across from Shamrock Park. The PFA sought bids from private placement banks to provide the funding for $4.395 million for the project. The bank was selected at their 5:30 p.m. meeting and a Resolution was approved in order to move forward. Mr. Davenport shared that part of the process would be to convey the Town owed property on which the complex would be built to the PFA. Council Meeting October 17, 2019 Page 2 of 8 The reasoning was to provide an option to the Town to possibly use a portion of any future SPLOST funds to pay for the complex, if Council chose to do so. He explained that over the next seventeen years, payments would be made to the private placement bank on behalf of the PFA. There would also be an option to make final payments earlier than agreed upon, if the Town chose to do so. Once the debt has been fully paid, the property would then be conveyed from the PFA back to the Town. At that time, the PFA would remain dormant until the Town purchased or built another public facility. He explained that the Resolution was an authorization for the Town to convey the property to the PFA and for the PFA to use it in a manner in which it was requested. Council Member Furr made a motion to adopt a Resolution authorizing the sale of the property by limited warrant deed to the Public Facilities Authority and to execute an Installment Sale Agreement with the Public Facilities Authority. Council Member Howard seconded the motion. Motion was approved 3-0. 3. Consideration for approval of Republic Services rate increase for residential solid waste removal. Brandon Perkins, Town Manager Mr. Perkins shared that the Town entered into a contract with Republic Services in December of 2017. At that time the customer rate was $15.18 ($12.47 trash and $2.71 recycling), per month. Republic recently contacted the Town with a request to increase the customer monthly amount to $15.97($13.14 trash, $2.83 recycling). The contract allows for rate increases. Mr. Perkins stated that based on a new Georgia law regarding landfill dumping, Republic was proposing a 5.2% increase. The cost would be less expensive to those who do not choose to recycle. Mr. Perkins summarized a memo he had written to Council regarding waste removal complaints. He stated that he had received weekly complaints regarding service in the year he has been Town Manager. He added that a few months ago the service was “blasted” on Facebook. He stated that an increase may anger some citizens. Citizens would not mind paying the increase if they were receiving a service they expected. Mr. Perkins stated that when called regarding complains, Republic was responsive, however, the issue may be rectified with one customer and then occur again with another. He introduced Republic Representatives, Monica Moseley and Wander Thornton. Council Member Housley shared that he had never had any issues and asked what common issues citizens were having. Mr. Perkins stated that citizens and Town property have had 98% of the bin dumped and the other percentage left on the ground. This has required Public Works to come behind and clean-up on Town properties. He added that some citizens were being missed or that some elderly citizens were not receiving their back-door pick-ups. There have also been complaints and videos regarding bins being tossed into yards, driveways, or into the street after being dumped. Council Meeting October 17, 2019 Page 3 of 8 Mr. Perkins added that he was unsure of how prevalent the complaints were, but that the comments were more public this year. Along with the weekly calls, citizens were calling in that they did not receive a pick-up. Council Member Housley asked if the increase was due to a State increase. Mr. Perkins confirmed that the State had passed on more restrictions to solid waste contractors. The majority of their request for an increase was directly due in part from the added State regulations and cost to the contractors. Mayor Dial asked if there was an increase entering into the 2017 contract. Ms. Beach stated that actually, there was a decrease in cost to the customers. Monica Moseley, the Municipal Manager with Republic, stated that she had been with the company for twenty-five years and has been the Town’s Representative since 2009. She then introduced Wander Thornton, Site Manager with Republic who was in charge of the drivers, mechanics and staff in McDonough. Ms. Moseley stated that the State Law went into effect on July 1, 2019, which increased the fee by $1.50 per ton. This fee is paid directly to the State, then to Butts County, for their Pineridge landfill for solid waste. She added that Republic did not ask for an increase in 2018. This is our first request for an increase since 2017. Ms. Moseley added that China no longer took recycling as they had in the past. They were taking 95%, now they only took .5%. We’ve had to find other markets. The City of Douglasville takes their recycling to Pratt Industries which costs $70 a ton to process residential single-stream recycling. Mayor Dial asked if the cost was imposed by Environmental Protection Agency (EPA) or Environmental Protection Division (EPD). Ms. Moseley replied, “both, this was an additional charge”. She added that the agreement allowed for a Consumer Price Index (CPI) and that was the requested increase, not the additional fees. She added that Republic was spreading the cost collectively according to actual rooftops that are being serviced, to be fair. Ms. Thornton addressed Council and citizens and stated that she was embarrassed anytime there was a service failure. She shared that over 3,000 citizens in Tyrone were serviced every week for trash and recycling, which equated to 6,000 services. It was embarrassing to receive a call or a Facebook post stating that we have failed. Our goal is to figure out why we failed and to correct the issue. She stated that they have a great relationship with Ms. Baker and Ms. Willis at Town Hall. We have eight trucks out every Thursday and we have someone from our Leadership Team in Tyrone every Thursday. Ms. Thornton addressed the issue with the back-door pick-up. She stated that the customer usually has not set up their account for a back-door pick up. She added that she could not say that they would never fail, but most citizens know that we care and that we will recover and continue to build relationships. Ms. Moseley added that anytime there was an issue, both she and Ms. Thornton were copied on emails and issues were immediately taken care of. Ms. Moseley added that their goal was to have no repeat complaints. She added that Ms. Thornton was with her drivers daily, before they leave regarding any issues that may arise. Council Meeting October 17, 2019 Page 4 of 8 Council Member Furr asked Ms. Thornton if there was a high turn-over in drivers. Ms. Thornton answered, “No, not at all”. She added that she had only lost three drivers in four years, due to seeking opportunities with a larger company. Council Member Furr asked if the same team serviced Tyrone every week. Ms. Thornton stated, “Yes”. Council Member Furr asked if the recycling was actually recycled and not mixed with the other trash. Ms. Thornton shared that the recycling was taken to Waste Industries in Fayetteville. It was not mixed. She added that they have been asked that question before and that they actually have videos of transfers. Council Member Howard asked if the garbage was supposed to be bagged. Ms. Moseley stated, “Yes, but we cannot manage the residents”. Council Member Howard added that there were steps that residents could take to make the process more efficient, the representatives agreed. Council Member Furr stated that if the drivers would place the cans back where they found them, that would help also, not in citizens’ driveways. Ms. Thornton stated that occasionally, she would see cans in citizens driveways and move them herself, but that she would make sure the drivers try and keep them out of driveways or the street. She added that some residents request that the can be placed in their driveways. Mayor Dial shared that the cost was not that much of an issue, it was very affordable. We just need to make sure that customer issues were dealt with, along with Republic Services communicating the rate increase themselves. Ms. Moseley stated that the rate increase would be included in the customer bill. Council Member Housley stated that there would always be gaps within the service industry. He shared his appreciation for the ladies visiting the Town to better address the current issues. He stated that the Town saved money on the last negotiation and that he shared the Mayor’s sentiment regarding the increase. Mayor Dial asked if Republic could address the citizen’s customer service issues in the rate increase letter. Ms. Moseley stated that they would and that Mr. Perkins could have the final approval of the letter. Mayor Dial asked what would happen if the Town denied the rate increase. Ms. Moseley stated that she would ask that the Town go back out for bid, it is too much for Republic to absorb, especially for every municipality. Mayor Dial stated that the rates would increase regardless. Ms. Moseley stated, “Most likely”. Council Member Furr asked if rates would increase during the next contract renewal. Mr. Perkins stated that it was very likely. Mayor Dial stated that the Town would probably put the contract out for bid when it expires. Council Member Housley made a motion to approve rate increase. Council Member Furr seconded the motion. Motion was approved 3-0. Council Meeting October 17, 2019 Page 5 of 8 Public Comments Ms. Marge Garrett, who lives on Whitney Court gave thanks to the Republic ladies and stated that her driver was at her house at 5:45 am every Thursday morning; rain, shine, snow or ice. She added that she was grateful that she did not have to take her trash to the dump. Ms. Sue Hamre-Smith, who lives on Regan Way spoke next. She thanked staff (Phillip Trocquet) for returning her email in regards to the ATV track in her neighbor’s yard, located at 541 Senoia Road. She stated that the noise continues for eight hours a day with no mufflers on the bikes. Ms. Hamre-Smith stated that she loved Tyrone and her neighbors but that the noise was unbearable and that the track was bringing down her property value. She added that she had called 911 nine times and has looked through the ordinance and found very little regarding ATVs. She requested that language be placed in the Town’s ordinance regarding ATV parks located within residential zonings. She stated that her family cannot stand the noise much longer. She shared that there was language in the ordinance regarding tattoo parlors, but nothing regarding ATV parks in backyards. She added that when her family constructed a pool in their backyard, they paid fees and it was permitted and inspected, why was this not the same? I am not sure what to do. Mayor Dial stated that staff was looking into updating the noise ordinance, due to other issues in town. He added that in regards to ATVs on private property, staff would need to consult with legal counsel. Ms. Hamre- Smith ended by stating that individuals run the ATVs at excessive speeds and occasional they would ride onto the subdivision road; it was not safe. Staff Comments Mr. Perkins stated that staff and Council are working diligently toward the design of the new municipal building and that he received the 90% plans last week. He shared that the next step was for Parish Construction Group to present the Town with a guaranteed maximum price (GMP) for construction of the building. He also shared that plans for the tower were also reviewed and the opinion was to choose the newer design. Mr. Perkins stated that he was hosting a low voltage conference tomorrow at the Police Department. He added that staff decided to take that portion of the construction themselves in regards to network and tv cabling, access control and security cameras. He added that it was cost effective to put the bid out ourselves rather than the contractor conducting the bid. Mr. Perkins stated that Parrish Construction would be on-site to perform a sub- contractor walk-through on October 30th. Parrish’s goal is to have as many local contractors involved as possible. He added that on that day, contractors could ask Parrish as many questions as they wished. He added that bids would be submitted directly to Parrish Construction and opened the second or third week in November at Parrish’s office in Roswell. Council Meeting October 17, 2019 Page 6 of 8 Mr. Perkins stated that the official ground breaking for the new municipal complex would be on Thursday, November 7 at 11:00 am. There will be a public notice and Town offices would be closed for the ceremony so staff could be involved as well. Mr. Perkins informed everyone that the annual Veterans Day Program would be held on Monday, November 11 at 11:00 am and the Keynote Speaker would be Army Chaplain, Ken Koon. Mr. Koon specializes in veteran suicide prevention. Mr. Perkins announced that the musical group 2 Broke Kings (one founder of the 90’s group Collective Soul) would be performing at Shamrock Park on Saturday, November 2 nd at 6:30 pm. He invited everyone to come out. Mr. Langford shared that next week, the Town’s portion of the Dogwood Trail project should be complete. This would allow our portion of Dogwood Trail to be reopened from Highway 74 to Farr Road. The County section would remain closed until further notice. Council Comments Council Member Howard requested that two local veterans, that died in Vietnam, have Tyrone streets renamed in their honor. Mr. Perkins stated that he would research the process and report back. Mayor Dial welcomed the Scout in attendance and asked him to stand and introduce himself. Scout, Nick Andrews addressed Council and stated that he was representing Peachtree City’s Troop number 181. Council thanked him for attending. Executive Session Council Member Furr made a motion to move into Executive Session for one item of land acquisition and one item of pending litigation. Council Member Housley seconded the motion. Motion was approved 3-0. Council Member Furr made a motion to reconvene. Council Member Howard seconded the motion. Motion was approved 3-0. Council Meeting October 17, 2019 Page 7 of 8 Adjournment Council Member Howard made a motion to adjourn. Motion was approved 3-0. The meeting adjourned at 8:01 pm. ______________________ ________________________ Eric Dial, Mayor Dee Baker, Town Clerk Council Meeting October 17, 2019 Page 8 of 8