Council Meeting Minutes June 5, 2018

MINUTES
CLARKSTON CITY COUNCIL
Tuesday, June 5, 2018

Officials Present

Vice Mayor:                     Awet Eyasu
Council:                           Andrea Cervone, Jamie Carroll, Ahmed Hassan, YT Bell
City Manager:                  Keith Barker
City Clerk:                       Tracy Ashby
City Attorney:                Bryan Downs 

Vice- Mayor Awet Eyasu called the meeting to order at 7:00pm.

Roll Call: YT Bell, Ahmed Hassan, Awet Eyasu, Jamie Carroll

Absent: Ted Terry, Mario Williams, Andrea Cervone

Pledge of Allegiance

ADMINISTRATIVE BUSINESS/ PRESENTATION

C1) Approve Minutes 5/1/18 Council Meeting and 5/29/18 Special Call Meeting
Ahmed Hassan made a motion to approve the minutes for the 5/1/18 Council Meeting and 5/29/18 Special Call meeting. Jamie Carroll seconded the motion. A vote was called and the motion carried (4, 0).

C2) Recognize 5 Years of Service – Marcus Seaton
The City Manager recognized Public Works Employee Marcus Seaton for Five Years of Service.

[Andrea Cervone arrive, 7:13P]

C3) Recognize 10 Years of Service - Assistant Chief Brown
The City Manager recognized Assistant Police Chief TD Brown for Ten Years of Service.

C4) Recognize 15 Years of Service – David Meadows
The City Manager recognized Public Works Employee David Meadows for Fifteen Years of Service.

D. PUBLIC COMMENTS
Chris Busing, Mauck St, provided comments on the SPLOST and request for the website to have ‘Crime Mapping’ feature.  Council confirmed the website currently has a crime mapping section.

Debbie Gaffman, Mell Ave, discussed concern on recent crime activity.  She provided positive comments on the upcoming streetscape project and the planting of trees on the railroad right of way. She discussed concerns for gun safety.

Warren Hadlock addressed concerns on Friendship Forest.

Brian Medford discussed his family’s enjoyment at Milam Pool and a desire to have swim lessons or pool safety training offered. 

Amina Osman discussed issues with code compliance in businesses and a lady’s desire to purchase city property to open a business.

Dean Moore, Rayford Trail, thanked the City for adhering to the strategic plans for sidewalks and streetscape plans.

Miriam, business owner, wanted to clarify that Mr. Barker had reached out to her in reference to her desire to purchase City property to start a business. She wanted to schedule a meeting to present plans to the City Manager and Council, for her proposed business, a non-profit coffee house.

Vice Mayor Eyasu closed Public comments.

Andrea Cervone made a motion to amend the agenda to add item F9) To Reschedule the July Council meeting to Thursday, July 5. Ahmed Hassan seconded the motion.  A vote was called and the item was added to the agenda (4, 0).

OLD BUSINESS

E1) Adopt Resolution Establishing Standing Advisory Committees

Andrea Cervone stated that this resolution was to confirm the Standing Advisory Committees for 2018.  The 2018 SAC Committees will be the Public Safety and Legal Committee, the Transportation and Environment Committee, the Housing and Infrastructure Committee, the Community Development Committee, the Budget and Finance Committee and the Marketing and Civic Innovation Committee. Discussion on adding compensation for resident members.  Attorney Downs suggested that the council confirm their intentions and provide that information later in the form of an amendment. Andrea Cervone made a motion to adopt the Resolution as written establishing the Standing Advisory Committees for 2018.  YT Bell seconded the motion.  A vote was called and the motion carried (4, 0).

F.NEW BUSINESS
F1) Approve Intergovernmental Agreement for AD Valorem Tax Billing and Collection by the DeKalb

County Tax Commissioner
Mr. Barker advised that the Intergovernmental Agreement with DeKalb County for Ad Valorem Tax Billing and Collection must be updated due to a recent change in the law, (O.C.G.A. 48-5-359.1) that requires inclusion of the county governing authority, in addition to the Tax Commissioner, as a party to the contract. There are no changes to the fees associated with this agreement.

Ahmed Hassan made a motion to approve Intergovernmental Agreement for AD Valorem Tax Billing and Collection by the DeKalb County Tax Commissioner.   YT Bell seconded the motion.  A vote was called and the motion carried (4, 0).

F2) Approve Bid Award for Asphalt Pavement Repair and Resurfacing of Church Street and East Ponce

de Leon and Asphalt Patching of Brockett Road
The City Manager stated this is the City’s third project to be funded by SPLOST funds.   This project was identified as a priority by city council during the SPLOST programming in early 2018. The schedule at that time identified a summer 2018 commencement of work. Mr. Barker provided the road ratings of the various streets based on current condition and daily traffic load. 

The Asphalt Repair and Resurfacing Project bid package was advertised for 4 weeks in the Champion Newspaper and various other bid sites. The bid package was issued on April 24th and bids were opened on May 24th, 2018.

Mr. Barker stated that the Project consists of asphalt milling, resurfacing and striping (with thermoplastic paint) 3.2 miles of roadway; including asphalt repair on Brockett Road, described as follows:

  • Church Street from North Decatur Road to East Ponce de Leon intersection at Church St at CSX crossing
  • East Ponce de Leon from Market Street to Church St termination intersection at East Ponce de Leon
  • Brockett Road (repairs at various locations)

The repairs to Brockett Road are being performed at those locations where significant pavement distress is observed. These repairs are temporary until which time Brockett Road is resurfaced in FY 21.

Bid Results
The following three (3) bids and corresponding bid amounts were received on May 24th, 2018:
Stewart Brothers - $895,255.39 (Low Bidder)
Pittman Construction Company - $1,081,362.26
CW Matthews - $1,110,145.06

The low bidder is Stewart Brothers. In evaluating the bid tabulation, a mistake was found in the TOTAL AMOUNT. The corrected bid amount is $895,255.59. Once council has approval, a contract will be prepared and signed by both parties in June. Staff will issue a NTP in June. The contract requires project completion within ninety calendar days from issuance of the NTP.

Jamie Carroll made a motion to Approve Bid Award for Asphalt Pavement Repair and Resurfacing of Church Street and East Ponce de Leon and Asphalt Patching of Brockett Road, in the amount of $895,255.59.  Andrea Cervone seconded the motion.  A vote was called and the motion carried (4, 0).


F3) Approve the Mayor’s nomination to fill a vacant position on the Planning and Zoning Board
YT Bell made a motion to approve the Mayor’s nomination to fill a vacant position on the Planning and Zoning Board (Benjamin Jon Hendricks). Andrea Cervone seconded the motion.  A vote was called and the motion carried (4, 0).

F4) Appoint Council Woman Y.T. Bell to the Clarkston Charter Review Committee
Jamie Carroll stated that the Clarkston City Council created and appointed members to the Clarkston Charter Review Committee in June 6, 2017. The CRC Committee made significant strides in reviewing the Charter, but there was additional areas the Council wanted the CRC to complete the review. Due to the recent election, the Council seat held by Dean Moore needed to be filled. 

Andrea Cervone made a motion to appoint Council Woman Y.T. Bell to serve on the Clarkston Charter Review Committee.   Ahmed Hassan seconded the motion.  A vote was called and the motion carried       (4, 0).

Andrea Cervone made a motion to amend the agenda to add F10 to amend the Clarkston Charter Review Committee Resolution to eight members.  City Attorney Bryan Downs advised that they should approve a new resolution.   Andrea Cervone amended her motion to amend the agenda to add F10 to approve a resolution to add an additional member to the Clarkston Charter Review Committee.  YT Bell seconded the motion.  A vote was called and the motion carried (4,0).

F5) Approve Proclamation Declaring June Immigrant Heritage Month
Vice-Mayor Eyasu read the proclamation.

Ahmed Hassan made a motion to approve the Proclamation Declaring June Immigrant Heritage Month. YT Bell seconded the motion.  A vote was called and the motion carried (4, 0).

F6) Approve 2018 Proposed Advertised Millage Rate
Mr. Barker stated that this item is to adopt a millage rate for advertising purposes.  The millage rate will be adopted at the July regular meeting.  The Council can adopt a rate that is lower than the advertised rate but they cannot adopt a rate that is higher.

The calculated rollback millage rate for 2018, (rate which applied would net the city the same tax revenue amount as last year) is 15.25 mils. The rollback millage rate for 2018 is lower than the 2017 adopted millage rate of 15.89 mils due to an increase in the net digest. Mr. Barker made a recommendation to advertise a millage rate of 16.00 and he detailed cost savings that could be implemented to reduce budget cost for the remainder of 2018.  He provided to the council specifics on the proposed budget savings and the information on millage rates to increase the city’s fund balance.

Andrea Cervone recommended advertising a higher millage rate to allow Council further review of the financial picture.  Further discussion on increased advertised millage rate.

Andrea Cervone made a motion to set the 2018 Advertised Millage Rate at 17.5 mills and to schedule two public hearings for Hearings for Wednesday, June 27 at 10AM and 6:30PM and have the final hearing held with the July 5th Council meeting.  YT Bell seconded the motion.   A vote was called and the motion carried (4, 0).


F7) Approve Resolution Authorizing Tax Anticipation Note (TAN)
Mr. Barker detailed that since the City does not receive tax proceeds until the 4th quarter of the fiscal year within which they are budgeted, this fiscal reality is not unusual. Many Georgia counties and municipalities take advantage of a State Law that authorizes the issuance of a Tax Anticipation Note (TAN), which will allow borrowing funds sufficient to cover the temporary cash flow deficit. Funds borrowed must be repaid in full prior to December 31st of each year.

Staff has received a quote from BB&T Bank for the issuance of a TAN in the amount of $650,000 with an anticipated closing date of June 8, 2018 with full payment due of principal and interest on December 31, 2018. The interest rate charged on the principal balance will be 2.97% annually amortized over 202 days.  Accordingly, the interest payments to BB&T will be approximately $11,047. Additionally, issuance of a TAN requires preparation of the TAN resolution and other associated documents by a bond attorney. The fee for the bond attorney will be $5,000.

Jamie Carroll made a motion to adopt the Resolution Authorizing Tax Anticipation Note (TAN) in the principal amount of $650,000.0Ahmed Hassan seconded the motion.  A vote was called and the motion carried (4,0 ).

F8) Approve Tucker Intergovernmental Agreement for Municipal Court Service 

The City Manager stated that Clarkston has had an IGA with the City of Tucker since November 2016.  The City of Tucker has requested to utilize the City of Clarkston court staffing and facilities to conduct one additional monthly court session for prosecution of city ordinance violations.  Going forward effective June 1, 2018, City of Tucker staff will begin taking over responsibility for staffing and court data management responsibilities and City of Clarkston staff will be providing training and back up support for court sessions when needed as City of Tucker staff get fully trained.

The attached Intergovernmental Agreement outlines the duties and responsibilities between the City of Clarkston and the City of Tucker.  The agreement stipulates that the City of Tucker will pay $800 per session for use of courtroom facility and court clerk staffing services.  The cost of fees related to the City of Tucker municipal judge, solicitor, public defender, interpreters, and other court support personnel will be paid directly by the City of Tucker to the provider of those services.

YT Bell made a motion to approve the attached Intergovernmental Agreement for City of Clarkston to provide Municipal Court Staffing Services and Facilities for the City of Tucker. Ahmed Hassan seconded the motion.  A vote was called and the motion carried (4, 0).

[Ahmed Hassan departed the Council Room]


F9) Approve Rescheduling the July Council meeting to Thursday, July 5
Mr. Barker reported that the regularly scheduled July Council Meetings fall on the day prior to the July 4th Holiday date. Re-scheduling this meeting to the Thursday, July 5th, will eliminate potential availability issues with Elected Officials, Staff or residents.

Jamie Carroll questioned if the meeting being rescheduled to Monday July 2nd would allow him to attend.  The City Clerk reported that State Law requires there to be five days are between the public hearings.  Council agreed that Councilman Carroll could call in to the meeting. 

Jamie Carroll made a motion to approve rescheduling the July Council meeting to Thursday, July 5. Andrea Cervone seconded the motion.  A vote was called and the motion carried (3, 0).

F10) Approve a Resolution to Add an Additional Member to the Clarkston Charter Review Committee
Andrea Cervone made a motion to adopt a Resolution to add an additional Member to the Clarkston Charter Review Committee. YT Bell seconded the motion.  A vote was called and the motion carried (3, 0).

REPORTS: 

1)  Planning & Zoning Report
No Report


2) City Manager’s Report
Mr. Barker reported the award of the 10 Minute Walk Grant and his attendance of the pre-planning meeting held in Chicago.  He reported on the progress in Friendship Forest and the adherence to the Master plan.  He advised on the property inquiry on Vaughan Street, that currently the city needs that property for parking/construction equipment storage during the streetscape project. He further reported that for the city to sell any property, it must be conducted under a RFP/bid process and cannot be a private sale and that he had explained this in great detail to Ms. Miriam.

Mr. Barker requested Chief Hudson provide updates on the recent incidents in the City.

3)  City Attorney’s Report
No Report

4)  Council Remarks
YT Bell reported she and Councilwoman Cervone were the only elected officials that attend the Cities Taking Action conference in Boston and discussed the unique compilation they have in Clarkston.

Awet Eyasu reported he attended the Streetscape ribbon cutting and he thanked the City Manager and staff for organizing the event.  He gave appreciation for another Successful Tell Me a Story event which he attended with his family. He wished all Muslims in Clarkston a Happy Ramadan month.   

Andrea Cervone reported on the Cities Taking Action conference was great.  She was very surprised that she and Councilwoman Bell were the only policy makers that attended as all other invitees sent staff. She also attended the Tell Me a Story event and was able to read a story for the event. She discussed the City was awarded the opportunity to become a Certified Welcoming City under Welcoming America.

5)  Mayor’s Report
No Report

ADJOURNMENT:

Jamie Carroll made a motion to adjourn the Council Meeting. YT Bell seconded the motion.  A vote was called and the motion carried (3, 0).

Meeting adjourned.