---
date: 2012-04-03
title: April 3, 2012 Minutes
source: 2012-04/2012-04-03_April 3, 2012_Minutes.pdf
pages: 1
---

April 3, 2012

WORK SESSION MEETING MINUTES
CITY OF STOCKBRIDGE
April 3, 2012

The Council Meeting of the Stockbridge City Council was held on April 3rd, 2012 at 7:00 P.M. Mayor Lee
Stuart presided and members present were Harold Cochran, Robin Buschman, Alphonso Thomas, and
Richard Steinberg. Mayor Pro Tem Mark Alarcon was absent.

Motion to Convene was made by Harold Cochran, and seconded by Richard Steinberg. Passed 4-0

Invocation was made by Colonel Raeford Blue.

Pledge of Allegiance

Mayor Stuart presented a proclamation to recognize the week of April 16th as Henry County Industry
Appreciation Week for the City of Stockbridge. The proclamation was presented to Ms. Leah Brown with
Henry County Development Authority.

Mayor Stuart recognized the Sewer Department for receiving a Gold Certificate from the Georgia Association
Water Professionals. This makes the 6th Certificate in the last 10 years for the Sewer Department. Water
Reclamation Facility Supervisor Mr. Brad Holtsinger was present to discuss the award with the Mayor and
Council.

Mayor Stuart welcomed all guests.

Old Business
Mayor Stuart announced the five City Committees and the Council members assigned to each. The Finance
Committee - Chairman Mark Alarcon, Alphonso Thomas and Harold Cochran; Public Works Committee -
Chairman Harold Cochran, Mark Alarcon and Richard Steinberg; Public Safety Committee - Chairman Robin
Buschman, Alphonso Thomas and Richard Steinberg; Community Relations Committee - Chairman
Alphonso Thomas, Harold Cochran and Robin Buschman; Building Committee - Chairman Richard
Steinberg, Mark Alarcon and Robin Buschman. Mayor Stuart informed the citizens that they are free to attend
and participate in these meetings.

No New Business items.

No Henry County Planning & Zoning items.

No Business License Requests.

Resolution - presented by Brad Holtsinger, Water Reclamation Facility Supervisor authorizing the City to
contract with Rotation Engineered Products, Inc to expend up to $12,000.00 for replacement and installation
of a blower. Mr. Holtsinger informed the council of three blowers that were installed ten years ago. Two years
ago two blowers had to be replaced and now the third original blower has gone out. Normally, two blowers
are run at a time, sometimes only one, the third is always used as a backup. They are rotated so as not to
use the same ones. Three bids were received for this replacement; two of them were close in price, the other
was a little higher in price. A whole new blower is not being purchased, as done with the prior blowers. Mr.
Holtsinger explained that part of the old blowers are being used and the request is to replace the top half of
the blowers resulting in savings for the City. Item placed on Consent Agenda

Resolution- presented by Jack Jones, General Maintenance Supervisor authorizing the City to contract with
Rush Truck Centers of Atlanta to expend up to $18,000.00 for repair of Truck Number 103. Mr. Jones
informed the council that the truck repairs initially started out being $6,000.00; however, once the motor was
taken apart more damages were found. A letter was sent from Rush Truck Centers explaining more of the
damages found on the vehicle. The quote received from them was $15,000.00. When a truck is sent out for
repair General Maintenance is unaware of the cost due to other damages that may be found. In order to
receive three quotes the vehicle must be taken to the three different shops and the motor taken apart at each,
which is not feasible. The gentleman at Associated Fuels revised Rush Trucks list and added a list of parts
giving a quote of $12,000.00. A public works mechanic and the gentlemen from Associated Fuels suggested
Rush Trucks continue the work due to hassle of removing the truck and its parts and transferring them to
another location.

Councilman Steinberg asked Mr. Jones if the City has had prior experience working with Rush Truck Center.
Mr. Jones answered yes and stated that some experiences with Rush Truck Center have been good and
some not so good. Councilman Steinberg stated that the aggregate of the repairs is estimated to be
$15,000.00 yet the resolution states to expend up to $18,000.00. David Milliron, City Treasurer, referred to
this question and stated that he created the resolution and based on the procurement policy, in order to
exceed $10,000.00 the request must come before council for approval. As a result, if the repair amount is
taken and placed in a resolution and the total costs exceed $15, 674.00, then the resolution has violated the
City’s ordinance. A 15% buffer was deliberately placed on the resolution prohibiting from having to come
back before council should a new problem be found. Councilman Steinberg made the suggestion that we
allow $16,000.00 dollar wiggle room and not the 15% stated on the Resolution. Ray Gibson, City
Administrator stated that this item will be brought back to the April 9th Council Meeting with the correct
numbers on the Resolution.
Resolution- presented by David Milliron, City Treasurer to approve adoption of the Governmental Accounting
Standards Board (GASB 54), requiring the City to establish an administrative policy in order to use the funds
balance terms correctly. Mr. Milliron stated that this item was a piece of housekeeping as the City is required
to follow GASB. This resolution should have been passed prior to the current fiscal year and is actually an
audit mandate.

Councilman Thomas questioned Mr. Milliron as to how long he had been working on this policy. Mr. Milliron
stated that the policy came up during the audit visit in the past month and that he has been working and
finalizing the policy since then. When researching the Resolutions from 2010 to 2011 it was found that this
resolution had not been passed. This should have been brought to the prior council after June 15, 2010. Item
Placed on Consent Agenda

Resolution - presented by David Milliron, City Treasurer authorizing the City to approve Janitorial Services
for City Facilities. Mr. Milliron stated that this was a Request for Proposal (RFP) that 100% follows the City’s
procurement policy. Riteway was the previous recommended company that was pulled from previous council
agendas due to not having the required three references as required in the procurement ordinance. In
February this item was postponed and was then put back out as an RFP. A pre-bid meeting was held at City
Hall allowing every bidder to do a walkthrough of the buildings. Riteway was the top recommended company
through the review process. Previously the City was paying $108,000.00 to another vendor who was cleaning
five buildings, and this contract is for six buildings. Mr. Milliron noted that with the prior cleaning contract, the
City was purchasing all of the paper products, trash bags and sanitary cleaners; however, in this new contract
for cleaning services with Riteway, all these items are covered. In addition, there will be an internal inspection
process using a documented checklist for all inspections, to be managed by supervisors and area managers.

Mayor Stuart made the request to research the Sheriff’s department which cleans county buildings that may
allow us to come to half the cost being proposed. Mayor Stuart would like to do a cost comparison with the
inmates doing the onsite cleaning compared to having someone contracted to do the same. He also
recommends removing the Water treatment facility from the cleaning list. Ray Gibson, City Administrator
asked what the Council wanted them to do if the research has not been completed by the Council Meeting
on April 9th. Should it be moved to the May Council Meeting Agenda Mr. Gibson asked. Mayor Stuart stated
to continue to have the General Maintenance Department clean until then.

Mayor Stuart made the request to Jack Hancock, City Attorney, to explain the difference between an RFP
and RFQ. Jack Hancock, City Attorney, explained that an RFP has specific terms and conditions that are
non-negotiable, RFQ’s are a negotiable process.

Resolution - presented by Ray Gibson, City Administrator, authorizing the City to allow C.W.Mathews to begin
a road paving project. Mr. Gibson stated that this RFP went out in 2011 for road work under the LMIG (Local
Maintenance Improvement Grant) Project. The City received three quotes for North Park Trail, Evergreen
Terrace and Medical Boulevard. The low bid was C.W.Mathews at $95,785.35; of the $95,785.35 the City
will be responsible for $11,160.11.

Mayor Stuart stated to the citizens that the City is behind on paving projects and this is state money given to
the City that has not been used.

Mr. Gibson added that the money is from 2011 and that the City has also received moneys for 2012 that will
be coming before the council in upcoming meetings as well. A list of roads is submitted to the bidders and
they then send back a list of the roads they will complete for the year. Item placed on Consent Agenda.

Resolution - presented by Ray Gibson, City Administrator to enter into an agreement retaining Flint Circuit
Council on Family Violence “FCCFV” as an independent contractor, for the purpose of providing assistance
and programs to the City of Stockbridge citizens and children suffering from abuse, stalking and other forms
of violence, including shelter at Haven House when necessary. The agreement is to compensate FCCFV in
the amount of $5,000.00. This item has been budgeted for $5,000.00 and this resolution is for the council’s
approval to continue with that amount.

Mayor Stuart requested a breakdown of the % of the assistance that applies to the City of Stockbridge. Item
placed on Consent Agenda

Resolution - presented by Ray Gibson, City Administrator authorizing the City to continue to contract with
SHRED-IT USA, Inc. to provide service of destruction of records for the city. Mr. Gibson stated that the
Resolution and contract is to approve spending of one time expenditure of $165.00 to do offsite shredding
for files that are beyond the age of state requirements.

Mayor Stuart asked if someone is signing a document certifying that the paper work being shredded is in fact
over seven years of age. David Milliron, City Treasurer, assured him that items that are being shredded are
over the age of seven years. Item on Consent Agenda with the stipulation that someone is verifying the
destruction of such documents.

Resolution - presented by Ray Gibson, City Administrator authorizing the City to contract with Avalanche
Entertainment for outdoor movies at Clark Park. Mr. Gibson began by informing the council that this is to
provide movies in the park on three dates: Sunday, June 17th; Sunday, July 15th; and, Friday, October 26th.
This contract agreement is at the total of $2100.00, $700.00 for each event. A contract will be brought back
for the purchase of the movie for around $500.00 which will come before council in May.
Councilman Steinberg noted that the cost for last year’s use was $4,500.00 in total (including the purchase
of the movies) and this year we are looking at a total of approximately $3,600.00 for a significant savings. Mr.
Gibson confirmed this and informed the council that a larger screen is being provided this year.

Mayor Stuart informed the citizens that the Community Relations Committee will be choosing the movies.
Item on Consent Agenda

Resolution - presented by Ray Gibson, City Administrator, for the selection of Engineering Design Services
for the Davis Road/Shields Road Sidewalk Project. Mr. Gibson stated that the City received five bids for this
RFQ process for a set amount of $62,000.00. Top three of the five proposals received were: Keck & Wood,
Falcon Design and Stevenson & Palmer. Keck & Wood stated that $62,000.00 would not be enough to
complete this project and would need more funds for completion. Falcon Design stated they could cut the
project cost by 10% to $55,800.00. As a result the recommendation is left up to the Council.

Councilman Steinberg would like to assign the project to Falcon Design along with Councilwoman Buschman.
Councilman Thomas recommended Stevenson & Palmer

Jack Hancock, City Attorney informed the council that he was advised to prepare a resolution for two of the
three and will be sure to have a resolution made for Stevenson & Palmer available for Monday’s Meeting.
Item moved forward to Council Meeting Agenda

Resolution - presented by Ray Gibson, City Administrator, appointing Members to the Pension Committee of
the City of Stockbridge. Mr. Gibson informed the Council that the Mayor must assign three Council Members
and City Council must assign two employees to be a part of this committee.

Mayor Stuart recommended Mark Alarcon, Alphonso Thomas and Harold Cochran.

Councilman Steinberg spoke on behalf of the council recommending Dawnn Johnson and David Milliron to
be the City representatives. Item on Consent Agenda
Resolution - presented by Ray Gibson, City Administrator, authorizing the City to approve a monthly
reimbursement to the City Attorney. Mr. Gibson stated that the resolution was for approval of reimbursement
at a set fee of $10,416.67 per month. Item on Consent Agenda

Resolution - presented by David Milliron, City Treasurer, to expand the City’s surplus disposal method to
include online internet auctions through GovDeals, an online auction service.

Mayor Stuart made the question of when the City will begin to have 100% inventory. Mr. Gibson stated that
if the process is followed as necessary the City would be able to have 100% inventory by May. Item on
Consent Agenda

Agenda Requests

• Presentation by Agent Green from Henry County Police Department on Gang Briefing. Requested
to place on April 9th Council Meeting

• Pastor Alexander, White Dove Church to discuss a Community Life Center for the citizens of
Stockbridge

No Council Discussion Items

No Executive Session

No Committee Meeting Updates

Announcement of Upcoming Meetings& Events read by Mayor Stuart
All Meetings Will Be Held At City Hall Unless Otherwise Noted
1. Council Meeting- Monday, April 9, 2012 at 7:00pm
2. Public Works Committee Meeting- Tuesday, April 17, 2012 at 6:00pm
3. Public Safety Committee Meeting- Tuesday, April 17, 2012 at 6:30pm
4. Building Committee Meeting- Tuesday, April 17, 2012 at 7:00pm
5. Community Relations Committee Tuesday, April 24, 2012 at 6:00pm
6. Finance Committee Meeting- Tuesday, April 24, 2012 at 7:00pm
7. Upcoming Work Session- Tuesday, May 8, 2012 at 7:00pm
8. Upcoming Council Meeting- Monday, May 14, 2012 at 7:00pm

Motion to adjourn was made by Councilman Steinberg and seconded by Councilman Cochran. The motion
passed 4-0.
Meeting Adjourned at 9:30pm.

Respectfully submitted by:

Nicol Vasquez, City Clerk Lee Stuart, Mayor
