---
date: 2012-05-08
title: May 8, 2012 Minutes
source: 2012-05/2012-05-08_May 8, 2012_Minutes.pdf
pages: 1
---

May 8, 2012

WORK SESSION MEETING MINUTES
CITY OF STOCKBRIDGE
May 8th, 2012

The Council Meeting of the Stockbridge City Council was held on May 8th, 2012 at 7:00 P.M. Mayor Lee
Stuart presided and members present were Mayor Pro Tem Mark Alarcon, Harold Cochran, Robin
Buschman, Richard Steinberg and Alphonso Thomas.

Motion to Convene was made by Harold Cochran, and seconded by Richard Steinberg.

Invocation was made by Gina Moore with Boy & Girls Club.

Pledge of Allegiance

Mayor Stuart welcomed all guests.

Mayor Pro Tem, Mark Alarcon made a motion to amend the agenda and adopt the new presented agenda,
removing items #2 Amending the April 3rd Work Session Minutes and add Circus/Event Budget and a
Resolution addressing minutes moving forward to the discussion items; second by Richard Steinberg.

Old Business

Approval of corrections to January 9th, 2012 Council Meeting Minutes: Councilman Alphonso Thomas was
concerned about the item under new business for selection of Mayor Pro Tem, he voted in favor and the
minute’s state he voted against. Mayor Pro Tem, Mark Alarcon submitted a corrected version of the
minutes after reviewing the visual recording of the minutes. Councilman Richard Steinberg agreed to have
the minutes corrected and brought back to the Council Meeting Agenda on Monday.

City Administrator, Ray Gibson stated that it would be in the best interest of the City to bring this item back,
discuss the corrections and then get it adopted.

No New Business items.
Resolutions, Agreements and Ordinances

Ordinance- Presented by Bill Linkous, City Attorney’s office, Amending the Code of
Ordinances, City of Stockbridge, so as to add the offense of Criminal Trespass. Mr.
Linkous informed the council that this item was brought to the Attorney’s attention by
Municipal Court. For the convenience of the court and the citizens, the court requested
a revision to the code that allows a parallel provision for criminal trespass. The
Ordinance present is exactly like the state code and copied into our code.
Mr. Linkous continued to explain that the $500.00 stated in this ordinance is per
incident. If someone intentionally damages any property of another without the consent
of that person and the damage is $500.00 or less, knowingly or maliciously interferes
with the possession or use of the property they are guilty of the offense. The penalty is
any of the general penalties found in chapter one of our code. Mr. Linkous stated that
he defaulted to the general penalty provision of our code.
Councilman Richard Steinberg made the question as to if this damage amount could be
changed to $1000.00 or less. Mr. Linkous informed the council that they are not
restricted in the amount and may change it to $1000.00 or less. It would no longer
parallel the state provisions and encompass more persons in our code.
Resolution- Presented by Bill Linkous, City Attorney’s Office, Authorizing the City of
Stockbridge to execute an amended agreement between the City and Georgia Crime
Information Center, National Crime Information Center, and Criminal Justice Information
System regarding guidelines to ensure security, privacy, accuracy and completeness of
criminal history checks; appointing an Agency Head; Terminal Agency Coordinator and
an alternate Terminal Agency Coordinator. Mr. Linkous informed the council that this
item was requested by the Court system. According to the court, there is an agreement
that must be entered into between the City and GCIC, the information bank that
contains criminal information on individuals. The GCIC requires certain people to be
named in certain positions. The court felt that the individuals in those positions were not
the best people for those positions and wanted to adjust the people named to those
positions based upon administrative convenience for the court. In the resolution the
designation of agency head would change from the Municipal court judge to the
Municipal court clerk. The courts feels the municipal court clerks duties are more
encompass, but within the description of agency head. Likewise, the senior court
administrator would become the terminal agency coordinator and the municipal court
clerk would become the secondary terminal agency coordinator.
Item placed on Consent Agenda.
Ordinance- Presented by Bill Linkous, City Attorney’s Office, Amending the Code of
Ordinances, City of Stockbridge, so as to substitute the City Administrator for the City
Manager as to Bank Accounts & Check Signing. Mr. Linkous informed the council that
this item is an amendment to section 3.04.030 of the Stockbridge Code. There are only
two changes, the word City Manager was changed to City Administrator and an “s” was
added after the word account in the first paragraph. This is a house keeping item just so
the correct language is being used.
Resolution- Presented by Bill Linkous, City Attorney’s Office, Authorizing the City to
open bank accounts with banking Institutions authorized to do business within the State
of GA, designating certain persons as authorized to sign checks on the City’s behalf.
Mr. Linkous informed the council that this item is a house keeping item and follows the
updated section 3.04.030 recently discussed. The persons authorized to set up bank
accounts and sign checks are as listed: Mayor, Treasurer, City Administrator, Chairman
of the Finance Committee and City Clerk.
Item placed on Consent Agenda.
Resolution- Presented by City Administrator, Ray Gibson, Authorizing City to approve
a Construction Contractor for the Walt Stephens Road/Monarch Village Way
Intersection Improvement. Mr. Gibson informed the council that three bidders were
provided in the bid process. The lowest Bidder was Ohmishiv Construction, LLC that
came in at $386, 532.25. Mr. Gibson received a call from the DOT prior to meeting,
informing him that there will be some changes to the total amount due to some of the
quantities in the bid not being correct. The updated information will be received by
Monday. The project is moving forward. Once the bid is awarded, the City has about 15
days; the attorney will review the agreement with the contractor and we’ll eventually
move forward, probably in June.
Ordinance- Presented by Treasurer, David Milliron, Amending the City’s budget so as
to transfer an additional $98,180.72 from the general fund balance to the capital project
TE Fund so as to cover the city portion of the Old Downtown Streetscape/Berry Street
Project, to increase the amount of allowable expenses of the same project by the same
amount so as to cover the portion of the project that was in the Railroad Right Of Way.
Mr. Milliron informed the council that this is for the Berry Street Construction Project,
which calls for parking lots, curve and gutter within the Right of Way and fronting the
shops on Berry Street. The cost anticipated is covered with the $98, 180.72. The project
was also discussed in the January 9th meeting.
Ordinance- Presented by Treasurer, David Milliron, Amending the City’s budget so as
to transfer the amount of $100,000.00, consisting of $80,000.00 in Grant Funds and
$20,000.00 in city matching funds, from the Old Downtown Streetscape/Berry Street
project fund balance into the Shields Road/Davis Road sidewalk project No. 0010731
Fund balance.
Resolution- Presented by City Administrator, Ray Gibson, Authorizing City of
Stockbridge to approve Design Engineers for the Berry Street Sidewalk Project (Nolan
Street to Wilson Street). Mr. Gibson informed the council that four bids came in for this
project: Falcon Design for $22,500; Stevenson & Palmer Engineering Inc. for $26, 545;
Keck & Wood Inc. for $35, 880 and Bron Cleveland Associates, Inc for $51, 740.00.
Flacon Design was the lowest bidder. The Resolution is for Falcon Design to do the
project.
Item placed on Consent Agenda.
Resolution- Presented by Treasurer, David Milliron, Authorization to enter into an
agreement with Tyler Technologies to purchase Financial Software for the City of
Stockbridge. Mr. Milliron informed the council that this is a follow up to a request for a
proposal issued in 2011. When Mr. Milliron came on board as treasurer he pulled the
request for funding until he had an opportunity to work through staff and thoroughly
research the purchase of a financial solution. The submittal is to go into agreement with
Tyler Technologies. This is software that will replace a computer system as software
package that has been in use and was installed in the early 1980’s here in the City. This
will revolutionize the way the City does business, it will increase transparency. Council
Members as well as the public will be able to come in and see the real time financial
data that would be made available to them. More importantly, this will be able to
connect all of our computer systems on the utility billing side, purchasing, procurement,
and through to the transparency of the content management system on the web, human
resources, and personnel management. The agreement also gives the City the
opportunity to extend the package at a later date, should the Council like to integrate the
court system for roughly about $30,000.00 additional they would be able to add on the
municipal court. Tyler Technologies is the only one that provides the financial audit. Mr.
Milliron continued that in 2011 as part of the RFP the Council assigned $100,000.00
towards the software. In the 2012 budget $100,000.00 was placed aside for the
software. The purchase package price on this software runs at $199,969.00, there are
annual fees shown in the packet. The City is currently paying slightly higher than the
stated amount on annual bases to the similar companies performing the same services.
When the vendor is replaced there will be a cross over period and duplicate fees;
however the financial account and budget approved has about a $50,000.00
contingency in it. There are also travel expenses, meaning the actual conversion, onsite
conversion time of having the staff work with us, apply the roles and convert the existing
data over to the new, train and install the software/hardware necessary. The total
purchase price is $266,685.00, the $200,000.00 is the software that is assigned under
GASB54, and the estimated travel cost will be taken out of the contingency.
Mr. Steinberg made the request that Mr. Milliron explain a little further on the issue of
the court coming on with the software. Mr. Milliron explained to the council that the
Court was not a part of the RFP, there was not a recommendation nor is the City
looking to move forward at this time, this vendor is in negotiation with Henry County.
The City is currently paying a part time FTE to keep tickets, at the moment, between the
City and the County; tickets are being keyed in twice. If Henry County does move
forward with the purchase than it would make sense for the City to entertain examining
bringing in our court. So 100% of the finances in the City are centralized in real time
data reporting; and the exchange of information between the City and the County is
seamless. Should the council between now and 2013 elect to move forward, the
software could be brought forth with roughly $30,000.00 as quoted.
Mr. Alarcon mentioned to the council that there would be three to four months until there
are people here, three to four months until a lot of the data is up to speed. That would
put the City to another physical year. It could be up to eight or nine months until the City
needs to worry about finance or allocated numbers or dollars. That is something that
can be assessed moving into 2013.
Mr. Gibson stated that it was important to note that a lot of staff time is going to be
placed in the process.
Mayor Stuart questioned if this was going to address the City’s 100% inventory. Mr.
Milliron stated that in the system there is an inventory control module. This will take it
from the time we roll live with this system and moving forward. The City Administrator,
Mr. Milliron and a procurement officer have met with a company under state contract.
Sometime in the near future the Council will be provided with a proposal to conduct the
100% audit.
Item placed on Consent Agenda.
Resolution- Presented by Ray Gibson, City Administrator, Requesting Henry County
BOC Support the Boys & Girls Club and Head Start Programs within the City of
Stockbridge as part of the CDBG Program. Mr. Gibson stated this resolution is to show
Henry County that the City does support the Boys and Girls Club initiative as well as the
Head Start Program. They (Henry County) are the ones that will be controlling the
CDBG funds. There has not been very good communication with the County in terms of
the amount of money the City will be receiving. There has been discussion that the City
could receive as low as $20,000.00. This Resolution is being brought forth to show what
the City supports. Mr. Gibson believes these are both strong initiatives for the City to
support.
Mr. Steinberg had some concerns with the presented Resolution. He stated that he has
not received any information on the background of this, what it’s supposed to do and
how it’s supposed to work. There is no plan and there is no statement as to how this is
going to be allocated and so forth.
Mr. Thomas informed Mr. Steinberg that Ms. Gina Moore with the Boys and Girls Club
was present to answer any questions the council may have.
Mr. Gibson informed the council that a draft consolidated plan is coming out in a week.
This will outline where the money is proposed to go.
Ms. Gina Moore discussed with council what the Boys & Girls Club was and how it
would benefit the City of Stockbridge.
Agenda Requests

• Glenda Garris, Henry Community Gardens- Presentation to start a Stockbridge Community Garden
Program- No Show

Council Discussion
• City Districting
• Memorial Day March
• Stockbridge Finest Talent Show- Armani Madison
• Stockbridge Heritage Trail 5K Mud Run- Mildred Reed- No Show
• Circus/Event Budget
• Resolution- How minutes are to be addressed moving forward

Motion by Richard Steinberg to amend agenda to add Watershed Protection Long-Term
Monitoring Plan to discussion; Second by Robin Buschman

• Watershed Protection Long-Term Monitoring Plan presented by Adam Price,
Flacon Design. Mr. Price updated the council that on April 16th there was a bid
opening for the Watershed Protection Long Term Monitoring Plan. The City
received four bids: Noter & Associates for $29,895.00; CCR Environmental, Inc.
for $16,840.00; PSI Engineering for $26,083.00; Register Nelson Environmental
Consultants for $12,890.00. There were two lower bids; the estimate in the
Watershed Protection plan was based on five monitoring locations. Around
$30,000.00 was the estimate Falcon came up with for tour sites. Mr. Price made
sure that the lowest bidder was clear as to what was being asked on the bid. The
lowest bidder was also clear as to how much monitoring they were going to have
to do and how many sites. Mr. Price assured the Council that their resume does
check out. They have been a sub consultant for several Cities, one of which
McDonough consulted Henry County on some of their monitoring, they’ve done
Senoia, Swainsboro, Flowery Branch, and chemical monitoring on six large
litigation banks in Oconee and Walton Counties.
Register Nelson is a local firm and is located inside the City of Stockbridge, down
Hwy 42.

Mr. Steinberg made the question to Mr. Price if the bids had a performance bond.
Mr. Price informed the council that it did not have a performance bond but a bid
bond. A performance bond was not made due to this project is not considered
construction. Mr. Price informed the council that EPD would like to receive a
letter that states the selected company used to do the monitoring, addressed to
Tyler Parsons at EPD.

Item placed on Consent Agenda

Motion to convene to Executive Session made by Robin Buschman; Seconded by Mark
Alarcon. PASSED 4-1
Richard Steinberg Opposed
EXECUTIVE SESSION
A. To discuss the future acquisition of real estate; O.C.G.A.
§50-14-3(4).

B. To discuss or deliberate upon the appointment,
employment, compensation hiring, disciplinary action or
dismissal, or periodic evaluation or rating of a public officer
or employee; O.C.G.A. §50-14-3 (6)

C. To consult or meet with legal counsel pertaining to
pending or potential litigation, settlement, claims,
administrative proceedings, or other judicial actions
brought or to be brought by or against the City or an officer
or employee or in which the officer or employee may be
directly involved; O.C.G.A. §50-14-1 and O.C.G.A. §50-18-72

Motion to Adjourn Executive Session made by Mark Alarcon; Second
by Richard Steinberg.

Motion to Reconvene to Work Session made by Alphonso Thomas;
Second by Harold Cochran

Richard Steinberg made a motion to have Mayor sign Affidavit stating
that A, B and C were discussed in Executive Session; Second by
Robin Buschman.

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. Urban Redevelopment Agency Meeting - Thursday, May 10, 2012 at 5:00pm
2. Upcoming Council Meeting- Monday, May 14, 2012 at 7:00pm
3. Sounds of Summer Concert “Hero the Band”- Saturday, May 19, 2012 at
6:30pm
4. Mayor’s Bike Ride- Sunday, May 20, 2012 at 5:00pm
5. Memorial March 2012- Monday, May 28, 2012 at 8:00am

Motion To Adjourn Made By Richard Steinberg; Second By Alphonso Thomas.

Meeting Adjourned at 10:27pm.

Respectfully submitted by:

Nicol Vasquez, City Clerk Lee Stuart, Mayor
