Special Call Meeting Minutes November 27, 2018

MINUTES
CLARKSTON CITY COUNCIL
Tuesday, November 27, 2018

Officials Present

Vice-Mayor:                Awet Eyasu
Council:                       YT Bell, Ahmed Hassan, Andrea Cervone, Jamie Carroll, Mario Williams
City Manager:             Keith Barker
City Clerk:                  Tracy Ashby
City Attorney:             Stephen Quinn

 

A.  CALL TO ORDER –SPECIAL CALL MEETING
Vice Mayor Eyasu called the meeting to order.

B. ROLL CALL
YT Bell, Awet Eyasu, Ahmed Hassan, Andrea Cervone, Jamie Carroll
Mayor Terry and Councilman Mario Williams absent

C. OLD BUSINESS
None

D. NEW BUSINESS

D1) 2019 Budget Adoption
1) 2019 Budget Presentation
Mr. Barker provided a power point presentation on the Proposed 2019 Budget and provided financial information relating to revenue, expenditures, and grants funds.
                       
2) Public Hearing – To take public comment on the 2019 Proposed Operating & Enterprise Fund        Budget
OFC Koirala spoke in support of the take home police vehicles and he advised they would increase both recruitment and retention efforts in the police department.

 

SGT Bulcher spoke in support of take home police vehicles. He reported he oversees the vehicle inspections and several of the current vehicles are continuously unreliable which can hinder the oncoming patrols with going into service. He echoed the concerns with recruiting new officers who will go to other agencies that provide take home vehicles.

SGT Haygood spoke in support of take home police vehicles. He discussed that ‘hot seating‘ vehicles with little down time affects their operations.  He stated that take home vehicles would increase the visibility of police as shifts changes would mean twice the vehicles (entering/exiting) in the City.

OFC Hazlewood spoke in support of take home police vehicles. She stated officers with would take better care/pride in those vehicles.

Tracy Bishop expressed concern with the potential 5 mill increase to cover the proposed 2019 budget.

Hussein Mohamed thanked the Council for the support of Sagal Radio.  He mentioned that he was proud of OFC Koirala who had served as an intern at the radio station.

LT Hess spoke in support of take home police vehicles. He discussed the benefits as relates to both retention and recruitment of police officers. He stated several candidates for the police department had selected to work for other agencies, based on their take home vehicle option.

Harry Kendricks spoke in support of the proposed budget and he urged the Council to approve the 2019 proposed budget.

Katy Jones stated increases in budget costs is to be expected and he applauded Mr. Barker on his leadership and the excellent budget presentation.

Amina Osman thanked the City Manager for his budget presentation and she encouraged the council to support the police department’s needs.

Warren Hadlock spoke in support of the proposed take home vehicles.

Roberta Malavenda thanked the Council for including the Tell Me A Story program in the proposed 2019 budget.

Mayor Terry closed the budget public hearing.

D2)  Approve Construction Agreement with Leach Landscaping, Inc. for construction of the Friendship Forest Redevelopment Project

Mr. Barker reported that the initial design work commenced on this project in April 2017. The following probable estimate of construction costs were developed to compare to the submitted bids:

Hayes James/Environs (design team est. August 2017): $1,185,000
Collaborative Infrastructure Services, Inc. (estimate September 2017): $930,000
AMEC (prepared master plan – 2016): $970,225

A $1,350,000 loan through the Urban Redevelopment Agency was obtained to fund all phases of the project.

On October 3rd, 2017, bids were opened for the referenced project. One bid was received; TriScapes. Although the TriScapes bid submittal met the requirements set forth in the advertised bid documents, the bid amount of $2,436,069 greatly exceeded construction estimates and available funding. The City Council voted to rebid this item.

The project was again rebid and new bids were opened on November 2nd, 2017. One bid was received from TriScapes a second time. The bid amount was $2,106,399.95. The City Council again voted to rebid this item.

One bid was received during this third bidding cycle from Construction 57, Inc. in the amount of $894,025. The City accepted and approved this bid and construction commenced. The City terminated the contract with Construction 57, Inc. via letter dated October 23, 2018 for various issue leading to non-performance. Mr. Barker stated that the City has paid to-date $293,037.80, with an additional final payment off $6,000 due after negotiations. The remaining construction funding available is $594,987.20.

He advised that the City has contacted Leach Landscaping, Inc. and requested their assistance with completing this project. Leach provided a quote to complete the project in the amount of $1,028,800. Anticipated construction administration costs and fees are estimated at $52,140 and DeKalb Water Meter Fees at $3,500 for a total of $1,084,440.

The amount of additional funding needed to complete this project will be $489,452.80.

Additional funding to complete the project is available from our SPLOST project account. The SPLOST legislation provides for expenditures for the repair of Capital Outlay Projects not to exceed 15% of the total SPOST allocation.

The original SPLOST project budget included an estimated expenditure of $1.2 million dollars for the repair of the Norman Street Dam. The City has engaged an Engineering firm to develop alternatives and costs associated with mitigating the movement of this dam and preliminary estimates indicate that a viable solution can be implemented to address the structural issues for approximately $500,000. Additionally, several of the SPLOST projects completed or underway have come in under our estimated budgets.

Mr. Barker stated that Staff recommends the City Council approve the attached agreement for construction services with Leach Landscaping, Inc. in the amount of $1,028,800 and authorize the City Manager to utilize up to $500,000 of SPLOST funding to cover the remaining construction costs.

Discussion by Council on the SPLOST requirements and if the project would require a re-bid. 

Jamie Carroll made a motion to approve the proposed contract with Leach Landscaping, Inc. and authorize the City Manager to utilize up to $500K of SPLOST funding to cover construction costs contingent upon a finding by the City Attorney that it is legal for the City to enter into this contract without a public bidding process. Ahmed Hassan seconded the motion.  A vote was called and the motion carried. (4, 0).

Work Session Held

I. EXECUTIVE SESSION

To discuss a Personnel Issue

Jamie Carroll made a motion to close the open meeting and go into executive session. Ahmed Hassan seconded the motion.  A vote was called and the motion carried (4, 0).

Executive Session – Personnel Matter

Jamie Carroll made a motion to close the executive session and go into open session. Ahmed Hassan seconded the motion.  A vote was called and the motion carried (4, 0).

Jamie Carroll made a motion to adjourn the meeting. Ahmed Hassan seconded the motion.  A vote was called and the motion carried (4, 0).  Meeting adjourned.