---
date: 2016-10-25
title: October 25, 2016 Work Session Minutes
source: 2016-10/2016-10-25_October 25, 2016 Work Session_Minutes.pdf
pages: 1
---

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APPROVED MINUTES
WORK SESSION MEETING

TUESDAY, OCTOBER 25, 2016 6:00 p.m.

Mayor & City Council Administration
Mayor_ Pro Tem- Anthony 5. Ford Michael Har_ris, Cit Mana er

Councilman Elton Alexander Vanessa Holiday, ity C|_er
Councilman John B|o_unt Ra_ndi Raine ,Deput_ City Clerk
Councilwoman LaKeisha_Gantt Michael Wil iams, Ci y Attorney
Councilwoman Neat Robinson

Mayor Pro Tem Ford called the meeting to order.

Councilman Blount provided the invocation.

The Pledge of Allegiance was recited in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members of
Council were present and a quorum was confirmed.

Councilwoman Gantt motioned to amend the Agenda adding item #10 (LMIG Paving

Project) under New Business and to hear item #8 after Executive Session; second by
Councilwoman Robinson. The motion passed 5-0.

Review of Minutes for 9/12/2016 and 9/27/2016. No action was taken.

PUBLIC COMMENTS
All persons wishing to speak for public comment must sign in with the City Clerk prior to the
beginning of the meeting. You must sign your name, address, and phone number. You will be
allowed to address the Mayor and Council for three (3) minutes. Speakers must respect all
members of the elected body, officials, and staff, Defamation, unruliness and/or swearing will
not be tolerated while meetings are in session.

There were no Public Comments.

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CEREMONIAL

1. Mayor Pro Tem Ford presented Certificates of Completion to the 2016 Citizens
Academy 2016 recipients:

OLD BUSINESS

2. PUBLIC HEARING
Resolution to approve the Short—Term Work Program and Capital Improvement
Element Annual Update and Adoption and Amendment to the Henry County

Comprehensive Plan. Public Hearing was held on 8/8/2016.
Presented by: Michael Harris, City Manager
Mr. Harris noted the City had submitted the report to the Atlanta Regional
Commission (ARC) and Department of Community Affairs (DCS) and has made
revisions in regards to the certain funding sources as recommended. Mr. Harris
noted the City had planned to use impact Fees for GIS, however, after speaking
with the ARC, it was suggested to use the Impact Fees for the new water
treatment facility and the new water main construction. Mr. Harris also noted
SPLOST IV funds would be utilized for GIS and mapping. Mr. Harris further stated
that once the changes were made, the document was resubmitted to the DCA and
was approved. Mr. Harris noted upon approval of the Council approves the

document as recommended, the report would be submitted to the ARC, who will
then submit the document to the DCA and the City would retain its qualified local
government status. PUBLIC HEARING Speakers in Favor: None Speakers

opposed: none. The Public Hearing was closed.

Counci woman Gantt asked about the $50,000 allocated for the Splash Pad
Feasibility Study. Mr. Harris confirmed that the feasibility study that was done
identified using SPLOST funds; however, the report could be revised to use both
the SP_OST and General Funds.

Counci man Alexander motioned to approve the Resolution to approve the Short-
Term Work Program and Capital Improvement Element Annual Update (Noting a
change to Item #2 (Splash Pad) to utilize SPLOST and General Funds); second by
Counci woman Gantt. The motion passed 5-0.

3. Resolution to amend the City’s Code of Conduct policy
Presen ed by: Michael Williams, City Attorney

Attorney Williams noted there were two changes made to the amending of the
Code 0 Conduct. The fist change is located on page 2, under 4d and reads as
"And be clear when stating you are not speaking for the entire Council if you have
not been authorized by the entire Council to do so". Attorney Williams added the
second change and is located on the second to the last page, in the second

paragraph adding the same language.

Councilwoman Gantt motioned to approve the Resolution amending the Code of
Conduct with revisions; second by Councilman Blount. The motion passed 5-0.

October 25, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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4. Resolution to request approval of recommended approval —
Water Treatment

Dept. RFP#201607—22, Automated Water Metering Infrastructure Project in the
amount of $1,718,228.00 with Ferguson Enterprises, Inc. DBA Ferguson
Watenivorks (College Park, GA) to provide implementation of an Automated
Metering Infrastructure (AMI) system upon execution of contract commencing
November 2016 with three (3) renewable options.
Presented by: Michael Harris, City Mgr. and Donald Riley, Procurement Specialist
Mr. Harris noted staff has been working on this project for over a year; and
referenced that research has been done on otherjurisdictions with regard to the
installation and transformation from standard meters to automated meters. Mr.
Harris noted staff received three proposals. After reviewing and interviewing the
companies, staff recommends Ferguson Waterworks in the amount of $1 .7 million.
Mr. Harris noted the proposed smart meters will detect any unusual key patterns
and will be flagged in the system with an automatic alert notifying the
administrator. Mr. Harris also noted additional key advantages would be that no
one would have to physically go out and check meters, and the meters also gives

staff the ability to identify leaks and catch potential leaks sooner to avoid high
water bills that were not previously discovered until the bill arrived.

Councilwoman Gantt motioned to approve the Water Treatment Dept. RFP
#201607—22, Automated Water Metering Infrastructure Project in the amount of
$2,718,228.00; second by Councilman Blount. The motion passed 5-0.

NEW BUSINESS

5. Council Consideration for approval Resolution for State Wide Contract —
Sewer
Treatment Dept. #SWC—9999-spd-00001 02-0010 in the amount of $72,458.00 with
Environmental Products (Atlanta, GA), for the purchase of one (1) Vactor Ramjet
Trailer Jetter. This is a one-time purchase.
Presented by: Michael Harris, City Mgr. and Donald Riley, Procurement Specialist
Mr. Harris noted the Sewer Jetter equipment will be used by the Waste Water
Department, and will help clear sewer lines. Mr. Harris also noted staff was able to
utilize a state contract along with a 3% discount with funding coming from fund
balance from the Waste Water Department.

Councilwoman Gantt motioned to approve the Resolution for a State Wide
Contract with the Sewer Treatment Dept. #SWC—9999—spd-0000102-0010 in the
amount of $72,458.00 with Environmental Products (Atlanta, GA); second by
Councilwoman Robinson. The motion passed 5-0.

6. Council Consideration for a Resolution to proclaim the week of November 7, 2016
through November 13, 2016 as “Kindness Works, Pass it On” Week.
Presented by: Michael Harris, City Manager
Mr. Harris noted the City proclaims Kindness Works Week each year during the
month of November and is fostered throughout Henry County.

Councilwoman Gantt motioned to approve the Resolution proclaiming November
7"‘—1 3"‘ as Kindness Works, Pass it Along Week; second by Councilwoman
Robinson. The motion passed 5—0.

October 25, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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7. Council Consideration for approval of Ordinance for 2017 Meeting Schedule
Presented by: Vanessa Holiday, City Clerk
Vanessa Holiday, City Clerk referenced the proposed 2017 Meetings Calendar
with exceptions during the month of October and December 2017. Mrs. Holiday
explained the Work Session meeting in October would fall on Halloween and
proposed moving that date up by one week, likewise for the Work Session meeting
in December to avoid the Christmas holiday conflict.

Councilwoman Gantt motioned to approve the Ordinance for the 2017 Meeting
Schedule; second by Councilman Blount. The motion passed 5-0.

8. Council Consideration of Resolution of appointment to fill an Ethics Board vacancy
Presented by: Michael Williams, City Attorney
Item will be addressed following Executive Session.

9. Council Consideration of Resolution for Soliciting for Non-Profits
Presented by: Michael Williams, City Attorney
Attorney Williams noted the proposed ordinance that would provide a permitting
process for non-profit organizations who intend to solicit within the city limits.
Attorney Williams noted under the current ordinance, non—profits are exempt from
having to apply for a permit, noting the City requires everyone who solicits in the
City to obtain a permit, with non-profit organizations with 501 c3 status obtaining a
permit at no cost. Additionally, the proposed ordinance will provide a few safety
features: (1) anyone under the age of 18 cannot receive a permit ifthe non-profit

organization activities occur within 15 feet of a right-of-way; this is for the safety of
children being in the roads soliciting for funds; (2) anyone conducting non-profit
organization activities within 15 ft. of a public right-of-way shall not impede traffic or
travel lanes, as well as no selling or exchanging of items if located in the right-of-
way, with the hours to solicit being between 10am-7pm; (3) non-profit
organizations would not be allowed more than five (5) permits to solicit within one
year.

Councilwoman Gantt expressed her concerns and wants groups such as Girl
Scouts and Boy Scouts, Schools, etc. to be taken into consideration.
Councilwoman Gantt also expressed her main concern is to have no solicitation in
the right-of-way period as this presents a serious safety concern. Attorney Williams
stated the number participants can be revised along with the right-of-way concerns
and present the revised ordinance at the next meeting. There was no action taken
on this item.

10. LMIG Paving
Presented by: Michael Harris, City Manager
Michael Harris, City Manager noted three (3) miles of paving has been completed
this year and staff would like to increase the amount of paving by using LMIG
funds. Mr. Harris added this would be supplemented by using SPLOST lV funds

noting there was a full grade assessment done on all streets where staff will use
the assessment to see which streets would need paving next year.
Mr. Harris noted bids were put out for LMIG Paving and five (5) proposals were
submitted, with one deemed as non—responsive. Staff is recommending Blount

October 25, 2016 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770)389-7900
6:00pm
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Construction (no relation to Councilman John Blount) and asked Council to move
fonNard with the approval of Blount Construction for LMIG paving in the amount of
$704,380.90.

Councilwoman Gantt motioned to approve the Resolution for LMIG Paving Project
for Blount Construction in the amount of $704,380.90; second by Councilman
Blount. The motion passed 5-0.

DISCUSSION

11.Stockbridge Business of Excellence Program
Presented by: Councilman Blount
Councilman Blount introduced this item as a proposed program designed for
businesses to partner with the City in a collaborative effort to elevate awareness of
the City's high standards when operating a business within city limits. Councilman
Blount noted his conversations with the Main Street Program Manager with hopes
of collaborating and coming up with a program that would help businesses desire
to become a better businesses of excellence by elevating the standards. More
information to follow. There was no action taken on this item.

12. Council Consideration of Resolution to accept applications for the Stockbridge
Youth Advisory Council. Presented by: Councilman Blount
Councilman Blount stated it was Counci|’s desire to start a Youth Council
beginningwith a Youth Advisory Board. Councilman Blount noted that he along
with Councilwoman Robinson recently attended a Youth Conference in Macon and
based on the information received from the conference, he as the Community
Relations Chairman, wants to adhere to their recommendation of having someone
oversee the program at the city level. Councilman Blount further noted the

information received from the conference referenced a variety of ways to start up
and facilitate the program and most importantly, having a plan with a curriculum in

place for the students prior to placing people in the program.

Councilman Alexander stated he believes providing quality service to the youth is
important; and would like the see this program funded at the original requested
amount of $10,000.00.

Councilwoman Robinson noted there is a lot of work to do and agreed there will
need to be a plan stating she has received an outline ofa plan from Stockbridge

High School's PTO President who is willing to take the lead of the program.
Councilwoman Robinson also noted the application process should take place first
to help establish the by—|aws of the program. Councilwoman further noted she has
reached out to members of the community who are interested in assisting with the
Councilwoman
program and has distributed Council with such information.
Robinson then made a request to sit down with the City Attorney to draw up a
letter for citizens who would like to become a part of the advisory board.

Councilwoman Gantt expressed her concerns regarding the direction of where the
Council wants the youth council to go as it appears to be unclear and believes the

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6:00pm
Page |6

Council should have a more in depth discussion amongst themselves on what they
want the Youth Council to look like.

Mayor Pro Tem Ford stated he will look at the budget and would also have a more
in—depth discussion with Council across the board about the youth council; and
reminded Council that the current Resolution before them was to accept
applications for the board, noting the Resolution does not state the number of
applicants to be considered.

After some discussion, Councilman Alexander motioned to approve the Resolution
to accept applications for the Youth Advisory Council; second by Councilwoman
Robinson. The motion passed 3-2 with Councilman Blount and Councilwoman
Gantt opposed.

The Clerk asked for clarification on the number of board members and terms of the

appointments to be placed on the advisory board application. Attorney Williams
advised he would meet with the Clerk to iron out the application details.

CITY MANAGER’S COMMENTS
Michael Harris spoke about upcoming ﬁlming opportunities in the City.

COUNCIL’S COMMENTS
Councilman Alexander thanked everyone for attending the meeting; noted the Council is
moving fon/i/ard with various projects in the City; noted the Council recently held a great
budget meeting; the master plan for the City is coming fon/i/ard soon; stay tuned.

Councilman Blount thanked everyone for attending; noted the Council was both

aggressive and progressive; stated City is in a great position to be successful; everyone
on the Council has a heart for the City and looks fon/vard to the future.

Councilwoman Gantt thanked everyone for coming out; thanked staff for all of their hard
work and efforts, and gave a special commendation to City Manager Michael Harris for
his phenomenal leadership; invited everyone to the last Food Truck Tuesday of the year
happening right now and noted the years successful events.

Councilwoman Robinson thanked everyone for coming out and also thanked staff; noted
her excitement to begin the planning of the Youth Council by accepting applications for
the Youth Advisory Board and invited citizens to apply.

MAYOR PRO TEM’S COMMENTS
Anthony 8. Ford thanked everyone for coming out and asked everyone to be safe during
Halloween; and reminded everyone of the City’s election.

Mayor Pro Tem Ford read the following News and Events:
Early Voting at the Merle Manders Conference Center (lower level) from October 24"‘ through
November 4"‘. Please visit the city's website for dates and hours for voting.
www.cityofstockbridge.com

Zoning Advisory Board Meeting, Thursday, October 27, 2016 at 6:00 p.m. at City Hall in the Council
Chamber.

October25,2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Community Relations Committee Meeting, Thursday, October 27, 2016 at 6:30 p.m. in the Levi
Meeting Room Councilman Blount, Chairperson

Tuesday, November 8, 2016 —
Election Day at your local voting precinct. No voting will take place at
the Merle Manders Conference Center.

- Veterans Day Parade and Luncheon —

Friday, November 11, 2016 10am. Contact the Stockbridge
Events Dept. to register and participate (770) 389-5982.

- Council Meeting —

Monday, November 14, 2016 at 6:00 pm. at City Hall in the Council Chamber.
PUBLIC BUDGET HEARING

Community Housing Forum, Thursday, November 17, 2016 at 6:00 p.m. at the
Carrie Mae Hambrick Cultural Arts Center 146 Burke Street, spearheaded by
Councilwoman Robinson.

- Downtown Development Authority Meeting, Monday, November 21, 2016 at 6:00 p.m. at City Hall in
the Levi Meeting Room.

- Work Session Meeting —

Tuesday, November 29,2016 at 6:00 p.m. at City Hall in the Council
Chamber.

Holiday Festival —

Thursday, December 1, 2016 at 5:30 pm. —
9:00 p.m. at the Merle Manders
Conference Center- FREE Shuttle Service from City Hall from 5:00 p.m. to 10:00 p.m.

EXECUTIVE SESSION (if necessary)
Councilwoman Gantt motioned to convene into Executive Session for Personnel,
Litigation and Real Estate; second by Councilwoman Robinson. The motion passed 5-0.

Councilwoman Gantt motioned to adjourn Executive Session; second by Councilman
Alexander. The motion passed 5.0

Councilwoman Gantt motioned to reconvene the Work Session; second by Councilman
Alexander. The motion passed 5-0.

Councilwoman Gantt motioned to appoint Sharon L. Booker to the Ethics Board; second
by Councilman Blount. The motion passed 5-0.

Mayor Pro Tem Ford motioned to confirm the recommendation of Decius Aaron to the
position of Public Works Director; second by Councilwoman Gantt.
The motion passed 5-0.

Councilwoman Gantt motioned to adjourn; Councilman Alexander provided the second.
The motion passed 5-0.

Respe
itted by:

yor‘Pro Tem

October 25, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
