---
date: 2025-03-19
title: 03-19-2025 Minutes
source: 2025-03/2025-03-19_03-19-2025 _Minutes.pdf
pages: 1
---

Stockbridge -

Wham cammunlty Connects

CITY COUNCIL PLANNING RETREAT
SUMMARY MINUTES
WEDNESDAY, MARCH 19, 2025
9:00 AM.

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Mission; Is to, mvide yisionary leadership and superior municipal services that enhance the
quality of | e for crtgzenswhlle creatrngla welcoming business atmosphere focused on
sustainability and expansron of tourism and cultural events.

Stat? Present Seats Aarcr, Fuslic Wows Director, Ryan Ande'sm, Community
Seveioonen "ea-c: R hard Godfrey, Ass=szant Police DemeatriLs Ivey,
Tern; :g, :. Rawis, Exec;:i1e Assistarr'. in &
Conrail. Genes Sir it", Gerald Sarders. Deveiecmer-t
3::ectcr, Shana Puff: C"cer, Frark "Pam" r, FClfce Grief,
Charisma Webster. .:\; ms Manger, and Renee Wheeler, uman Ressurces

Day 1 Retreat manning Sessior- tacii'tate: by: Mayor Ford (Acting City Tanager?

Tite meeting was called to order by Mayor Ferd at am.

Al' members were present except Counciinember Eerry aria Councilmember

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Z.|Page
Mayor Ford noted the former City Attorney advised the Council that voting is allowed at
any meeting where there is a quorum, and the Council conducts Work Session
meetings and City Council meetings in the same manner.

Mayor Pro Tem Gantt agreed that when mistakes are made, staff should not be shamed
in public.

Councilmember Barber questioned the increased use of the Consent Agenda,

Ms. Holiday noted the Consent Agenda is typically placed on the Agenda for routine or
housekeeping items, and that any member of the Council can request that an item on
the Consent Agenda be removed and placed under a different section of the Agenda for
discussion.

Mr. McPherson noted good governance is knowing how to operate in the public sphere,
and eiected officials are in place because they won, and that top level officials shou!d be
hired because they have the experience to do the job. and because of that, helshe
deserves a level of trust, with writing protocols in place that ultimately protects
everyone, when adhered to.

Mr. McPherson also stressed the importance of celebrating the successes of the city
and staff in public, noting the victories are not celebrated enough.

Code Cares
Councilmember Barber opened a discussion about a program she learned about that is
active in the city of South Fulton called Code Cares. noting the program is coordinated
by their Code Enforcement staff of twelve.

Councilmember Barber indicated the program could be operated respectively to each
Council District or citywide. noting the program would involve volunteers and other
organizations would assist seniors, age 62 and older, with home repairs, and lawn
services, when they have been cited by the city's Code Enforcement, or there is obvious
neglect of the lawn or structure, to bring the property into compliance.

Councilmember Barber noted she spoke with Chief Trammer, who indicated the city of
Stockbridge has a Code Enforcement team of three members with the Supervisor
position currently vacant and could not take on the program with the current staff.

The Council discussed different departments that may be better suited to manage the

program, in coordination with Code Enforcement, Municipal Court, Public Works. and
Community Development and discussed allowing offenders to participate as community
service, and noted the city of South Fulton has a population of 110,000 and is why they

have more Code Enforcement

CouncilmemberAlexander noted the Police Department was tasked in December
of 2024 with bringing a Code Enforcement Plan to the Council in six months to evaluate;
and noted this new program may need to be District and include policies and
procedures to be put in place.

2|Page
Ms. Stanley noted there is a steady supply of people who could be available to
participate as community service.

Ms. Wheeler, noted transportation could pose a problem for some individuals. noting
there is no public transportation available.

Mayor Pro Tem Gantt noted the offender could be provided -with community service as
anoption and inquired about the Committee that was approved and
consists of volunteers.

Mr. Sanders noted the program is not up and running just yet and is at the beginning
stages.

Councilmember Barber stated this program would be separate from
Committee, aithough those volunteers would assist in maintaining the appearance of
the city.

Councilmember Alexander noted a policy could be adopted from the Code Enforcement
Plan similar to what Henry County's Connecting Henry program does, or other
organizations, and not have the city he the main source; and referenced the court
diversion program that would be under court supervision.

Mr. Miiazi noted the City should not get in the lane of social services that are already
provided by the County and covered in the SDS (Service Delivery Strategy) Agreement.

Mayor Ford asked what the funding source for the program would be.
Councilmember Barber noted she has reached out to Home Depot and Lowes who
have programs in place to assist, and the program would include other organizations,
churches, students, and others, to get involved with community service projects.

Mayor Pro Tern Gantt noted this to be a great idea and concept, and that the concern is
that if you repair one home, others will want to follow suit; noted she is not in favor of
not issuing citations; noting the proposed program would be a great activity for
volunteers, sororities, fraternities, and students, and would need to determine if there is
a real need and create a database of those properties in need.

Mr. Aaron noted in his previous position 5". Perry, GA the Police Department supervised
:he community service workers.

Councilmember Alexander noted he believes the Sheriff's Office is assigned to
community service workers in Henry County.

Councilmember Barber thanked the Council and staff for their input, will table the
discussion for now, and follow up and meet with the Municipal Court, who will compile
the data, arc she wiil draft a program with eligibility requirements and criteria
and would include the age group of 62 years or cider and those who are disabled and
bring the proposed program back to the Councii for approval.

3|Page
Budget Process Overview and Procedures Frank Mi'azi Ciy Treasurer/CFO
Mr. Milazi gave an overview of the Budget Process and Procedures, noting the

Operating Budget is annually. and the Capital Budget is 5 years; noted the city is
governed by Federal, State and Local Law, noting all entities as the funding source.

Mr. Milazi noted the Budget Officer will present the Budget, and recommends a Fund
Ba.ance for the City of Stockbridge to be a minimum of 10% with up to 5% Contingency

Funds, to have available in case of the unknowns, or disasters; noted the current

millage rate is 3.77, and does not recommend using Fund Balance to balance the
budget, and instead would ask that if there is not enough funding available, you must
reduce expenses.

Mr. Milazi noted the Annuai Audit is to verify what the city has done with its
noting the city owns the reports, not the auditors, and that Findings by the Auditor can
cause the City to be written up, which can affect the ability to borrow or bond.
Mr. Nilazi reviewed the Homestead Exemptions, noting the amount will not be
known until after the deadline to apply oprril 1; noting these exemptions will be a
reduction to the city's revenue.

Councilmember Alexander questioned why the information from Henry County's
exemptions could not have been used for the exemptions, for an easier process
for homeowners.

Mr. Milazi noted the information, and the process was put in place prior to his tenure
and being brought on board, and the department is working diligently to accommodate
residents through the process and will certainly review with the Henry County Tax
and noted residents of Manderlay subdivision raised questions
about being in/out of the city limits.

Mayor Pro Tem Gantt noted the former City Manager was tasked with drafting a letter to
all residents of the Manderlay subdivision noting the and reduced taxes as a

city of Stockbridge resident.

Mr. Miiazi noted it will be customary for his department to provide a Budget
Review and will present the FY2025 Mid-Year Budget Review at the July 2025 Work
Session meeting, and monthly reporting will be submitted to the Council as a
matter of routine.

Councilmember Barber stated for the record that she has made a request for the City to
corduct a Mid-Year Budget Review for the last years.

Mr. .ilazi reviewed the FY2026 Budget Calendar and Timeline, noting a minimum of (2)
Readings and Public Hearings.

Ms. Holiday noted the Publishing and (3) three Public Hearings required for the Millage
Rare Adoption held in July of each year.

4|Page
Mayor Ford asked that the Tax Commissioner be invited to these hearings to be on site
to answer questions from the public.

Internal Controls and Fraud Risk Frank Milazi Gig Treasurer/CFO
Mr. Milazi gave an overview of the Internal Controls & Fraud Risk, noting the procedures
are in place to prevent temptation and opportunities and asked for Council to support
the policies and procedures that are being implemented.
Mr. Milazi noted the biggest asset is its people. and that you must invest in your
people.

Mr. Milazi noted the components of lnternai Controls, noting by Internal
Control is an integrai part of an management that provides reasonable
assurance that the city's objectives are being met in the following categories:
Effectiveness and Reliability and Financial Reporting, Compliance with Laws
and Regulations. and Safeguarding ofAssets.

Mr. Milazi reviewed the Components of Internal Control: Control Environment, Risk
Assessment, ControlActivities, Information & Communication and Monitoring Activities.

Mr. Milazi reviewed the Primary internal Control Weaknesses: Improper Segregation of

Duties, Lack of Management Review, Override of Existing Controls, Poor or No
Succession Planning, Lack of Competent Personnel in Oversight Roles, Lack of
Independent Checks, Lack of Employee Fraud Education and Lack of Clear Lines of
Authority.

Mr. Milazi Fraud and Abuse as defined by Generally Accepted Government

Auditing Standards: Fraud A type of illegal act involving the obtaining of something of

value through willful misrepresentation; Abuse involves behavior that is or

improper when compared with behavior that a prudent person would consider
reasonable and necessary business practice given the facts and circumstances, which
can include misuse of authority, position for personal interest, does not always
involve fraud.

Mr. Milazi the Fraud Triangle: Pressures, Opportunity, and Rationalization,
and Common Motives: Incentive. Opportunity and Rationalization; noted the Risk

Categories: Operational Risks ant. Financial Risks, noting Common Risk Areas: Payroll
(Ghost Emp!oyees), Stealing Time (having someone clock you in/out), or clocking in
remotely before your start time, and clocking out after you end work; Accounts Payabie,
Favoring vendors in return for kickbacks cr creat vendors; Cash Collection,
Manipulate Cash Register Transacticrs (clear receipts, delete transactions, remove
averages), Cashiers Working From Open Cash Registers; and Travel, claiming higher
than incurred expenses.

Mr. Milazi reviewed Behavioral Red Flags: Living Beyond Means, Financial

(borrowing frorn coworkers), Divorce/Family Issues, Including Health, Addition

5|Page
Problems (Gambling, Drug Use), Close Association with Vendor/Customer, Legal
Problems, Bragging About Significant New Purchases, Refusing to Take Vacations.

Mr. Milazi reviewed the Impact of Weak Controls: Higher Insurance Costs, Higher Audit
Fees (more work for auditors), Recruiting, and Downgrade on Credit (more
expensive to borrow).

Mr. Milazi reviewed the Good Internal Control Measures Proper Segregation of Duties,
Transparency in Decision Making, Culture of Integrity and Accountability, Financial and
Succession Pianning, Limited Access to Sensitive Data and Controls, Insurance for the
Unforeseen or Unpredictable Knowledgeable and Responsible Personnel, noting the

process for Internal Controls: Review and Assess Regularly, Evaluate and Make
Needed Changes, Keep up with Industry Changes and Take Ownership of YourArea of

Responsibility.

Mr. Milazi noted the City does not have a Comp Time Policy in place and reviewed the
4-hour rule for Exe'npt employees, noting the Department Director has the to

adjust schedules, and voted the city uses timeclocks and not timecards; and noted
cross-training is the line of segregation of duties and includes payroll and accounts

payabte.

Mr. Milazi noted he recommends the Property Tax Specialist position approved by
Council be renamed, with no monetary changes, to be an Accountant, and will primarily
working with Police Department and Public Works expenditures; noted he will present
the Finance SOP (Standard Operations and Procedures) to the Mayor & Council to
review and submit comments and input and will also seek input from Human Resources
for Risk Management, Information Technology for input and Council Adoption at a later
date; and noted the State Gratuity Law is $50 for individuals, and page 9 in the SOP
references gifts.

Motion to adopt the Budget Process Overview and Procedures and Internal Controls
Policy and Procedures was made by Councilmember Barber; seconded by Mayor Pro
Tem Gamt. The motion passed 3-0.

Police Department Update -
Frank Trammer, Police Chief, Richard Godfrey, Asst. Chief
Chief Trammer asked for an update from the Mayor 8. Council regarding Enterprise
Fleet.

Mayor Ford stated the Enterprise Fieet program is not a feasible program and needs to
seek a different funding mechanism.

Mayor Pro Tem Gantt noted it would cost more money than the city would save and is
therefore not

CouncilmemberAIexander noted it to be a loan program and is not going fonNard.

SlPage
Councilmember Alexander asked that the Mayor & Council be made aware of major
crime stories or public safety matters in the City before items are made public as a
heads up. noting a major story within the city was reported on the news, and the
Governing Body had not been

Councilmember Barber agreed that information should be shared equally and across
the board with all members of the Governing Body.

Chief Trammer noted that overall, crime has decreased in all areas across the board.

Mayor Pro Tem Gantt noted that the city of Stockbridge is still considered a bedroom
community of approximately 19.3 sq. miles. and that this community does not have an
of violent crimes.

Chief Trammer noted that he would make sure the Mayor & Councilmember receive the
police department monthly crime reports.

CouncilmemberAlexander asked Chief Trammer to respond to the claims that the

Henry County Police Department is responding to crimes in the City of Stockbridge.

Chief Trammer responded that Henry County are not responding to crimes in
the city of Stockbridge. and that there is a Mutual Aid Agreement in place.

Chief Trammer noted there are currently 67 sixty-seven full-time police department staff
members with the need for (4) four additional positions; and there are currently (6) six

vacancies; and gave an overview of staffing challenges and workforce sustainability.
noting the growth and future growth of the city; department turnover and reasons for
attrition, noting the impact of staffing challenges; and reviewed suggestions for
incentives and retention.

Chief Trammer reviewed the Public Safety portion of the City of Stockbridge Strategic

Plan. noting the Police Department is to enhance and improve public Safety and
Aesthetics; reviewed the 3-year crime comparison for Calls for Service. Reports. Violent
Crimes and Property & Financial Crimes; reviewed the Key Initiatives for the

Department: CALEA IACP One Mind Trust Building Campaign.

Comprehensive Policy & Procedure Rewrite. Real-Time Crime Center & Technology
Upgrades, RMS System Replacemert, Facility Enhancements. Enhanced Crime Scene
Capabiiities. Federal Task Force Partnerships, New Sub-Precinct at Bridges of Jodeco.
Customer Satisfaction Survey Tool and Al Enhanced Public Safety Technology.

Chief Trammer presented status of the Code Enforcement 6-month Plan Update, noting
the program is at the halfway point. and the schedules for Code Enforcement
have been adjusted to include weekends; and noted Sages Software is being used. and
interfaces with SeeClEckFix; noted the department has been conducting compliance
blitzes. and conducted a ride-along with CouncilmemberAlexander.

7|Page
Councilmember Alexander noted there will be a joint meeting with Henry County on April
and suggested a Code Enforcement ride along on the Street Sweeper routes to

identify illegally/improperly parked vehicles that impede the street sweeper.

Mr. Aaron noted the street sweeping occurs between 2am and 10am.

Chief Trammer noted the Code Enforcement Supervisor position is currently open,

noting an Interim Code Enforcement is in place now, however, if that individual is
not selected as the permanent Supervisor, they would need a position to return to.

Chief Trammer noted the Department is working on a Lease Agreement for a Sub~
Precinct in tne Bridges of Jcdeco and will bring the contract to the City Council for

approval and determine the number of required for the location; and will follow
up regarding the details of the insurance requirements.

Chief Trammer reviewed the Fleet Acquisition and Replacement Plan, noting
would be assigned to Administrative staff, and the department would be replacing the
vehicles with the highest mileage.

Mayor Pro Tern Gantt noted the department is less than three years old, and asked
which vehicles were on the list to be replaced.

Chief Trammer noted Detectives were on the list.

Councilmember Alexander noted the Governing Body would review the request and
determine the need for replacement vehicles.

Chief Trammer referenced a Job Fair that will take place on April 5'", noting there has
been a 50% decline in applications, and an increase in turnover; noted two members
are attending the Academy, and that the Chief's Association, of which he is a member, is
looking to change the retention from two years to three years for and noted

they are currently hiring and sending those individuals to the Academy,
where it will take approximately (8) eight months before they can be put on the street.

Chief Trammer noted overtime has doubled, primarily due to the security assigned to
the Amphitheater Events, noting that because the City uses an outside contract, those
events are considered third party events and not city events.

Mayor Pro Tem Gantt stated the Amphitheater is owned by the City of Stockbridge, and
the Consultant manages the concerts, and asked if the wno attend the City

Council members are paid overtime.

Chief Trammer and referenced comparison of salaries of DeKalb County,
and the recent press regarding an increase in salary of $74,000.00.

BIPage
Mr. Milazi stated there is a substantial difference between DeKalb County and the City
of Stockbridge, primarily the size of the budget, the population and overall size of the

county.

Ms. Wheeler noted all (total compensation) greatly increases the salaries.

Mayor Pro Tem Gantt asked for the radius of take-home vehicles, noting the City needs
to re-evaluate the program, and noted the citywide fuel analysis report has not been
received by the Council.

Chief Trammer noted the radius is miles.

Mayor Ford noted the legislation is currently being

Chief Trammer noted the recommended modiucations are to reduce the hours when the
cameras are on, and that lights be installed, noting currently. the lights are not a
requirement.

Chief Trammer reviewed the Police Foundation Funding, noting as March 4. 2025,
the balance is $71.339.50, and noted that he has been advised the department cannot
spend any of the Foundation funds until it has been legally setup; noting Dulte Homes
and House have made contributions.

Ms. Hoiiday noted she has requested copies of the Foundation documents for the city's
records.

Chief Trammer noted the major goals of the department include a Comprehensive
Salary Study, and Short-Term Solutions for retention and recruitment.

Motion to adjourn the meeting at 4:15 pm. was made by Councilmember Alexander;
seconded by Mayor Pro Tem Gantt. The motion passed unanimously 3-0.

Respe -
submitted by:

Vanessa Holi:ay,C| y Clerk A thony S. For , Mayor

9|Page
