---
date: 
title: 2019 08 15 2019 Minutes
source: 2019/2019_08_15_2019 _Minutes.pdf
pages: 1
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S[QCkbl‘dge
Where Community Connects

SUMMARY MINUTES
FY2020 BUDGET RETREAT (Day Two)

THURSDAY, AUGUST 15, 2019 8:00 A.M.

Mission: To provide visionary leadership Mission: To provide visionary
leadership and superior
municipal services that enhance the quality of life for citizens while creating a welcoming
business atmosphere focused on sustainability and expansion of tourism and cultural events.

Mayor Ford called the meeting to order.

Invocation by Randy Knighton,

Pledge of Allegiance was recited in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. Mayor Ford,
Mayor Pro Tem Blount, Councilman Alexander, Councilwoman Gantt, Councilwoman
Robinson and Councilman Thomas were all in attendance.

Also, in attendance: City Manager Randy Knighton, City Clerk Vanessa Holiday,
City
Attorney Michael Williams, City Treasurer John Wiggins, Senior Accountant Rashonda
Favors, Public Works Director Decius Aaron, Economic Development Director James
Touchton, Human Resources Manager Renee Wheeler and Main Street Manager Kira
Harris—Braggs

Motion to adopt the Agenda made by Councilwoman
Robinson; second by
Councilwoman Gantt. The motion passed 5-0.

Facilitated by Randy Knighton, City
Manager
Mr. Knighton noted the meeting on
August 14”“ was both insightful and productive;
reviewed the City’s SPLOST, Cash, Major Capital
Projects and Funding Sources; and
further noted the previous days group discussions
bring a different perspective and
encouraged good dialogue.

Human Resources/Stafﬁng Renee Wheeler

Ms. Wheeler presented proposed personnel
changes/additions; the Proposed Pay Plan
and the Proposed Organizational Chart for FY2020 to include:
FinanceIAdministration
‘r Adding funding for the Accountant 1 position @ $50,908 plus benefits $11,491.36
$60,399.36

]ll’:l}.;c
August 15.2019 Location: 9000 Avalon Blvd.
Alpharclta. GA 30009
> Title change from Inventory Clerk to Procurement Clerk
> Add funding for a 2nd Procurement Clerk @ $41,600 plus beneﬁts 11,491.36 =
$53,091.36 _

> Reclassification of the Utility Billing Clerk to Financial Services Technician
Merle Manders Conference CenterlEvents
> Add funding and position of an Administrative Assistant @ $31,000 plus beneﬁts
$11,491.36 $42,931.36

Proposed change in bringing Temporary Personnel in-house.
> Event Attendants $11.00/hr. (part~time). hours will be based on event taking

place
> AV Equipment Operator Hourly rate and hours needed to be determined.

Code Enforcement
> Request to add funding for an 3rd Code Enforcement Ofﬁcer @$41,000 +
$11,491.36 (beneﬁts) $52,491.60.

Councilman Alexander noted the debt currently being incurred in the Conference
Center/Events Department and expenses offset by Fund Balance and asked for an
explanation and justiﬁcation for additional staff.

Ms. Wheeler noted the proposed Administrative Assistant is designed to bring structure
and organization and to correct the challenges of the department, noting the Conference
Center/Events Department currently utilizes $100,000 annually for temporary staff
support, and further noted Ms. McGhee, the Conference Center/Events Manager would
be available to answer any additional questions during her presentation later this
afternoon.

Councilwoman Gantt recommended replacing temporary staff in the Events Department
with permanent staff to answer phones professionally and give facility tours.

Mayor Pro Tem Blount stated the expectation of staff is to perform the duties in which
they were hired to do.

Councilwoman Robinson stated the Events department needs to be restructured and
noted there are surrounding cities who manage facilities and put on city events, and
market their cities, and asked that management look at how other cities are doing these
things successfully.

Councilwoman Gantt suggested the proposed position of Administrative Assistant be
changed to Office Manager and it needed to be on a higher level.

Councilman Alexander stated the City hired individuals to do their respective jobs,
noting
the issue with the Events departments seems to be a lack of organization, and stated it
starts from the top down, noted there is an overall issue with the structure and how the
department is being managed;

Councilman Alexander also asked the Public Works staff to be more involved in
supporting City events and initiatives and is not buying it that the Events staff is
oven/vhelmed.

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August 15, 2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
Councilman Thomas noted he is opposed to adding a 3'“ Code Enforcement Officer,
contrary to it being stated that he had speciﬁcally made the request, he emphatically
denied the request and stating it was untrue. Councilman Thomas then asked to see the
Daily Logs of the current ofﬁcers and noted he does not see the newly hired Code
Enforcement ofﬁcer in the field and would like to have an assessment of how Code
Enforcement could be improved.

Mr. Knighton stated the City’s Codes need to be strengthened, and that Code
Enforcement needs a more aggressive approach.

Councilman Thomas asked for a meeting with the Code Enforcement Ofﬁcers to see how
the Council could assist with improvements with enforcing the codes and ordinances.

Councilman Alexander concurred, stating that he had made a request for the Code
Enforcement logs noting many warnings have been issued, but no citations going to
court; supports updating the code; wants to see the relaxed mode of Code Enforcement
go away and operate under a state of zero tolerance with codes being enforced and
implement the Force Cleanup approval soon; and asked if Code Enforcement staff has
the technology they need to operate in the ﬁeld. lnterDev (IT Support) confirmed
technology is in place.

Councilman Thomas noted he does not want to see City's Code Enforcement ofﬁcers
ofﬁce—bound, but rather in the ﬁeld, and is okay with citations issued to violators of the
code.

Councilwoman Robinson asked if the City has software that allows real-time tracking.

Mr. Knighton noted he is aware of GPS tracking as was used in Hall County.

Councilman Alexander requested staff to put an immediate end to having Code
Enforcement staff attend ribbon cuttings, ground—breaking events and used as drivers,
noting they were hired as Code Enforcement ofﬁcers.

Mayor Pro Tem Blount noted there was not enough information to justify the new hires for
Code Enforcement or Events, and noted his support of stafﬁng in Finance, and
speciﬁcally Procurement.

Councilman Alexander stated he has been impressed with the Procurement Department
and supports requests for staff in that area.

C|erk’s Ofﬁce —
Vanessa Holiday
Ms. Holiday noted there were no signiﬁcant changes to the Department and referenced
the position of Receptionist where Temporary stafﬁng is currently being utilized in the
absence of the permanent employee who is out on leave; noted the proposed budget
does include the proposed 3% COLA, 2% YE bonus, and up to 5% Merit Increase for
staff. Ms. Holiday also referenced the recent AN upgrades to the Council Chamber the
upcoming website refresh and the city-wide digitizing of documents in the FY2020 budget
via the Non-Departmental account, keeping in mind there would be a safety net in place
in the event of equipment/technology issues.

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August 15, 2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
Councilwoman Gantt referenced the overall increase in budget for the department of
roughly $36,000.

Councilman Thomas asked for the number of staff members in the department where it
was conﬁrmed to be (5) ﬁve.

Information Technology —
Recardo Tucker of |nterDev
Mr. Tucker presented the IT Strategic Direction for FY2020 referencing the Strategic
Goals to create s Stable and Progressive Environment, Secure Critical Data, Foster an
Environment for innovation and Implement technology that creates an efﬁcient and
effective organization; reviewed the 2018 Initiatives, Initiative Beneﬁts, Proposed FY2020
lT Budget and Projects, City Storage Upgrade, Firewall Upgrades for Security, Disaster
Recovery Plan, Complete Windows 10 Upgrade, Amphitheater and Inventory Tracking
Software; presented the FY2020 Budget of $305,749 down from the FY2019 Budget of
$384,553 noting the major Chamber Upgrade having been completed; and referenced
the Project Roadmap for Equipment Replacement.

The Council expressed concerns about the City's network and security of the system
especially considering the recent breach of the County's system.

Mr. Tucker explained that most breaches occur from a staff member opening a link in an
email and noted that the extension of an email may sometimes be changed that looks
seemingly familiar email. Mr. Tucker noted education of staff is the key factor, and further
noted, lnterDev has provided the City with an IT policy. Mr. Tucker proposed adding a
Tier 1 member to City hall to handle low level tickets due to high volume and will fonNard
the information to staff for review.

Councilman Alexander inquired about adding Wl-Fl in parks and in the downtown area;
asked what the City’s speed was; and asked about adding Bookmarking to the Agenda.

Ms. Holiday noted the current Agenda software has the Bookmarking feature and would
inquire as to why this feature was not operating.

Mr. Tucker noted the speed @ City Hall is 250; and noted the $$ cost savings to move
the City's cell phone service and issue new phones at no charge.

Consensus of the Council was to move fonNard with implementing the new phone service
and phones.

Councilman Alexander asked about the Cell Towers in the City.

Attorney Williams noted the City has a 5-year Small Cell Tower Agreement.

AuditlFinancia|s —

Hope Pendergrass of Mauldin & Jenkins
Ms. Pendergrass noted the City's FY20189 audit was completed with unmodified opinions
which is a great thing; noted the City remains in a strong ﬁnancial position; with
recommendations that did not cause an unrestricted deﬁcit; noted the City‘s change in net
position was $2.9 million dollars referencing Franchise Fees, Beer & Wine and Alcohol
Taxes; noted the Merle Manders Conference Center and Capitol Projects resulted in $2
million dollars in Transfers, $1 million dollars associated with the De-Annexation matter,

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August 15, 2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
land acquisitions, HVAC repairs, cost associated with Building/Permitting for net of
$117,000 added to the General Fund; noted the City could collect revenue and continue
to operate for two years; noted the City came under budget $1.4 million under budget and
referenced the City’s uncertainty of the De—Annexation Referendum and caution of
expending funds; noted the audit findings where due to timing; and encourages
Reserves.

Governing Body LaQuinda Jackson

Ms. Jackson presented the Governing Body Budget for FY2020; noted the Financial &
Administration line item that will require more dialogue.

Mayor Ford recommended the Financial & Administration account remain unchanged.

Ms. Jackson referenced increases to the Council Initiative account, noting the initiatives
were growing in the number of attendees.

Mayor Pro Tem Blount asked the Council to be civic-minded and leave the account levels
as is, stating there is no basis to increase the Initiatives fund.

Ms. Jackson noted the donors/sponsors have changed as small businesses are feeling a
strain with the number of sponsorship requests coming from the City.

Councilwoman Robinson noted she is adhering to the policy that was put in place by the
Council.

Councilman Thomas noted Ms. Jackson had not met with the Mayor & members of
Council to prepare the proposed budget and made a request to meet prior to the next
presentation noting he is not in favor of placing funds in the budget where in the previous
year(s) those funds were not used.

Councilwoman Gantt agreed.

Councilman Thomas also requested a banner to be replaced that was lost or removed.

Governing Body (Youth Council)— Ericka Harvey
Ms. Harvey presented the 2019-2020 Stockbridge Youth Council Calendar of Events and
Curriculum; and presented the FY2020 Budget of $21,500.

Councilman Thomas asked about the Community impact of the proposed Youth Council
activities wanting to see more impact on the City of Stockbridge young citizens.

Councilwoman Robinson referenced the funds previously spent on uniforms.

Ms. Harvey noted the Youth Council would be rebranding.

Councilman Alexander asked about the requirements of the program.

Ms. Harvey noted the participants will be required to fulﬁll one hour per month of
community service.

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August 15,2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
Mayor Pro Tem Blount asked about the blazers as part of the attire.

Ms. Harvey noted that she had not been able to locate any yet for the group, noting the
blazers could be an option.

Councilwoman Robinson noted the blazers had previously been purchased from various
Goodwill Centers and distributed to the Youth Council.

Ms. Harvey noted the attire would be taken into consideration; stated the Youth Council
activities and budget need the Governing Body’s feedback and input; and noted the
Youth Council Advisory Committee is a very taxpayer dollar focused board.

Centennial Celebration —
Shana Thornton & Members of the Centennial Committee
Ms. Thornton presented a list of proposed activities to celebrate the City's
100—year
Centennial celebrations throughout the year with an estimated cost of $134,000.

Mayor Ford noted he has been speaking about the 100-year anniversary every chance he
gets and wants this memory to be captured in a big way.

Councilwoman Robinson stated that while she supports the 100-year Centennial
celebration, she cannot support the $134,000 price tag and asked staff to tap into other
organizations that may want to be included.

Councilman Thomas stated he supports the Centennial celebration but needs more
information as he fears a great majority of the public may not be aware of the
100-year
anniversary.

Councilman Alexander supports the idea of the celebration and suggest
moving one of
the Summer concerts to coincide with the Centennial celebration.

Ms. Harris-Braggs noted the Centennial Quilt is a Main Street
Project under the
Stockbridge Stories in partnership with Cochran Library to be revealed during the year,
along with other events that may take place during Cities Week.

Mr. Knighton referenced $50,000 in the Events budget as a placeholder forthe
Centennial Celebration activities.

Councilwoman Gantt noted the 100-year Centennial Celebration is a one-time event and
wants to make sure that the activities planned would be something that
people want to
attend, further noting, whatever decision is made, Council needs to be on the same page.

Eventslconference Center —
Cie Cie McGhee
Ms. McGhee noted she had met with the Treasurer, City Manager and
Community
Development Director to review the proposed FY2020 Budget. Ms. McGhee referenced
some of the issues with the Merle Manders Conference Center in need of maintenance
and/or repair i.e. painting and door hardware. Ms. McGhee noted the Treasurer
recommended moving all Salaries and Beneﬁts related to staff at the Conference
Center,
Community Center and Events Team to one area in the budget and noted the requested
for funding of a new pickup truck as the current F150 assigned to the
department is
inoperable.
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Mayor Ford asked about the golf carts in the department.

Ms. McGhee’s response was the one that was donated to the City is not working. All
others are rented for each event.

Councilman Alexander noted the YTD revenue through June 30, 2019 was $48,000 and
asked what the City needs to do to get that revenue up.

Ms. McGhee’s response was the City’s Alcohol Policy has caused several cancellations.

Councilwoman Gantt asked if the policy was industry standard.

Ms. McGhee’s response was the City's policy is consistent with the policy at the state
level, however, surrounding area facilities are using different policies where you can
carry, purchase and pour and in order to compete with that, the City would need to modify
its policy.

Ms. McGhee also referenced a $50,000 place holder in the budget for the Amphitheater
opening and noted she recognizes increased budgets don't look good for the Governing
Body and noted she has received feedback to increase the level of talent at the Sounds
of Summer Concert events.

Councilman Alexander recommended one huge event in August to coincide with the
Centennial Anniversary.

Mayor Pro Tem Blount questioned why the proposed budget for this department was so
high when funds from previous years went unused.

Councilman Thomas asked if new stages were being proposed in the Events equipment
inventory for FY2020.

Ms. McGhee noted, the stages are being purchased from the FY2019 budget and noted
there may be audio and hi—tech sound barriers in the MMCC and TSCC to be installed to
help with the AN system and sound issues.

Mr. Aaron noted a Facilities Maintenance Plan is being developed and proposes to bring
an Assessment of the Merle Manders Conference Center to the September 24, 2019
Work Session for Council Consideration.

Main Street Program —
Kira Harris -
Braggs
Ms. Harris-Braggs reviewed the 2019 events and accomplishments and noted the
proposed budget increase to include the proposed 3% COLA, 2% bonus and additional
merit increase in the amount of $2,345 speciﬁcally be considered for the Main Street
Program Coordinator as the request for FY2019 had been denied.

Councilman Thomas stated he supports the merit increase for the Program Coordinator
noting the Main Street Program has been in the trenches for years, and recommends the
increase go into effect in FY2019.

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August 15, 2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
Ms. Harris-Braggs thanked Councilman Thomas and proceeded to read the Main Street

Program's Mission statement.

Councilman Thomas made a recommendation to the Council to move line item 531702
(Historic Preservation) from Planning & Zoning to Main Street citing this to be a natural ﬁt
as Main Street has highlighted and made efforts towards preserving the City's history with

the M. L. King, Sr. banners and dedication, Floyd Chapel marker and Stockbridge Stories.
Councilman Thomas further stated the Historic Preservation Committee has not moved
fon/vard in 2+ years and asked who in Planning would is able to do so, whereas, Main
Street is already in this arena and it makes sense to move it there to Administer the

program.

Councilwoman Gantt noted there needs to be further discussion with the Community
Development Director present.

Ms. Harris-Braggs noted there would be an expected salary increase as taking on the
administration of the Committee would require approximately 25% of time, and the Main
Street Program is poised to take it on stating the HPC has been on the books for 2 years
and in order to get money from the state you need an active committee, and noted other
cities all are getting money and assistance.

Ms. Holiday noted, there has been one application received and asked the Council to
consider amending the Ordinance as was done for the Youth Council Advisory
Committee to allow for Henry County residents to be included on the committee.

Councilman Thomas stated Ms. Harris-Braggs has been involved with the City's history
for years, and that placing this Committee under the Administration of Ms. Harris Braggs
again would be a natural ﬁt, and further stated that Main Street is under Community
Development and the HPC would still remain under the Community Development
umbrella just moving the administration from Planning & Zoning to Main Street to get
something going.

Mayor Pro Tem Blount stated the boundaries would take Ms. Harris-Braggs out of the
Main Street area and does not want to circumvent the Director.

Councilman Thomas stated, right now, no one is doing anything with Historic
Preservation and we're not getting any funding from the state, and itjust makes sense to
move it.

Mr. Knighton stated the City needs to move the HPC fon/vard, and further noted that while
it is not unusual to fall under Planning & Zoning, it does not mean Main Street can't be
involved, while still being under Community Development.

Ms. Harris-Braggs presented the 12-week Operation Hope entrepreneurial
program
proposed to take place beginning on September 3, 2019 with an estimated 30 students
followed by a graduation and noted the Community Development Director has
already
approved the program and authorized the use of the Merle Manders Conference Center.

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August 15, 2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
Ms. Harris-Braggs noted the workshop is geared toward small business owners and
entrepreneurs and that Operation Hope selects the candidates to participate.

Councilwoman Robinson asked if there was anything in writing to conﬁrm the selection

process.

Ms. Harris-Braggs stated she did not have anything in writing, at this time.

Councilwoman Gantt made a motion to approve the use of the MMCC for the 12-week
Operation Hope Entrepreneur Workshop; second by Councilman Thomas. Passed 5-0.

Councilman Alexander asked for a Wayﬁnding Signage update.

Ms. Harris-Braggs noted she has reached out to Sky Design, a company she also worked
with as the Main Street Manager in Grifﬁn.

Mr. Knighton noted this item is scheduled on the Agenda for tomorrow for discussion.

Community Development
Mr. Knighton noted the Community Development Director Camilla Moore was not in
attendance and noted she had reviewed the budgets with individual members of the
Governing Body. Mr. Knighton also noted a request for a Principal Planner position has
been requested and included in the P & Z proposed salaries, the need for the position is
still under review.

Councilman Alexander made the request for each Department be individually discussed.

Business Services
Mr. Knighton noted there were no signiﬁcant changes in the budget for this department for
salaries, beneﬁts and expenses.

Mayor Pro Tern Blount asked about the line item for Business Retention in the amount of
$7,000.

Mr. Knighton noted it is proposed for Business Services to potentially conduct breakfast
meetings with business owners/operators along with other business-oriented initiatives.

Councilman Alexander asked what happened to the SAB?

Councilwoman Gantt responded that business owners and operators who had been
involved were supposed to present a plan as an outside entity to the City; that plan has
yet to materialize. Councilwoman Gantt also stated noted the process was not handled
properly by Community Development staff.

Mr. Touchton referenced the KSA (Kennesaw Business Association) as a well deﬁned
group where he has a great relationship, and would be more than happy to have the
group come down and meet with the business owners of the City to assist with organizing
a business association here in the City.

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August 15, 2019 Location: 9000 Avalon Blvd. Alpharetta, GA 30009
Councilman Alexander concurred and noted the Business Association is under the
direction of the Economic Development Director in accordance with the Short-Term Work
Program and noted the Economic Development Director would be more suited to engage
and have meetings with business owners.

Building/Permitsllnspections
Mr. Knighton noted this Department includes the Fire Marshal, Permit Coordinator, and
Building/Permit contractors.

Councilman Thomas referenced several line items such as $25,000 for Professional
Fees, and various other accounts where he would solicit explanations from Ms. Moore.

Mr. Knighton noted the Permitting Budget would be modiﬁed.

Planning & Zoning
Mr. Knighton noted the current stafﬁng level consist of the Senior Planner.

Councilman Thomas asked about the re-write of the City's Zoning Codes, noting
comments from the City Attorney who has spoken about the Code issues throughout the

City and the need for an RFP.

Attorney Vlfllliams stated that at some point, those who disagree with the Code can
challenge the City.

Councilman Alexander question why no data has been submitted to the Council regarding
distance requirements.

Councilwoman Gantt noted there are areas of improvement needed, as the appeal
hearings were concerning.

Attorney V\ﬁlliams noted the City could put in place a Stop Gap and adopt a new rule —

text amendments to the Zoning Code.

Councilman Alexander stated the Council was proper in voting no and that you can't vote
because you like someone, but rather based on facts; and asked how many other
applicants were denied and unable to appeal.

Attorney Williams noted an Interim Ordinance with Text Amendments could go to the
Planning Commission for adoption.

Attorney Williams noted he would review the Resolution, speciﬁcally sections 1-4.

Ms. Holiday advised of the pending expiration of the current Moratorium at the end of
August 2019.

Councilman Alexander made a motion to extend the current Moratorium of certain
businesses for 60 days; second by Councilwoman Gantt Passed 4-0-1 (Thomas
abstained)

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August 15,2019 Location: 9000 Avalon Blvd. Alphaxetta, GA 30009
GIS Services
No Discussion

Code Enforcement —
Force Cleanup
No Discussion

Executive, Administration, Finance, Court
Mr. Wiggins noted the Abatement line item was moved to the Code Enforcement

department.

Mr. Knighton noted the Landscaping Improvements (Right—of—Way) was moved to Public
Works.

Mr. Wiggins noted the new proposed positions have caused the salary increases in the
Financial & Administration budget; Legal was moved to a newly created Non-
Departmental budget along with Auto and Truck expenses along with the City's WIX card
system. Mr. Wiggins also noted staff training has increased and Dues & Subscriptions
has also moved to the Non—Department budget along with Website
expenses.
Executive Session (ii necessary)

Councilman Alexander asked about Christmas decorations along Eagle's Landing
Plwvy.

Mr. Aaron referenced the new Ga. Power poles that were placed do not have electrical
outlets.

Ms. Holiday noted the committee had implemented Phase I in 2019 and will
implement
Phase ll in 2020 to included decorations along Eagles Landing Pkwy., and those
may be
very festive, but non—|ighted because of the pole issue.

Councilman Alexander noted some type of lighted fixture is going to be
preferred.

Mr. Aaron was tasked with finding out the cost of add
electricity to the poles.

Mr. Knighton thanked the Mayor, Council & staff for their attentiveness
during the
presentations, and for their due diligence during this budget exercise.

Motion to adjourn made by Mayor Pro Tem Blount; second
by Councilwoman Robinson.
The motion passed 5-0.

Respectfully submitted by:

‘/ 4u24z»«./
Vanessa Holiday, City Clerk CM
J Anthony 8. Ford, Ma or

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August 15. ZOI‘) Location: 9000 Avalon Blvd. Alphamlta, (EA 30009
