---
date: 2020-10-12
title: 10-12-2020 Minutes
source: 2020-10/2020-10-12_10-12-2020_Minutes.pdf
pages: 1
---

Page II

StOCkbridge
Where Community Connects

SUM M ARY M I NUTES
COUNC l L MEET I NG (Via Zoom)

MONDAY, OCTOBER 12, 2020 6:00 PM.
M ayor & City Council Admini stration
Mayor Ant 0 ny S. For Ranay Km Eton, Ci_ty Manager
Mayan: Pro Te m A! p honso Thomas Vane ssg pllday CIty Clerk
Counculma n E lton Al exander
_ John w. :95, CI yTyeasurer
Councilwoman Y ol anda Barber Michael
Illlams, _CIt Atto rney
Councilman John quunt Decuy 5 Aaron, Public onjks Directqr
Councnlwoman LaKeIsha Gantt Camil la Moore, Community Dev. Dir.

Mission: To a i eadership and superjor municipal services that enhance the
quality of Ife for cmzens .w I le creatlng a welcoming busmess atmosph ere focused on
sustainabil Ity a nd expansion of tourism and cuitu ral event s.

The meeting was called to order by Mayor Ford.

Invocation by Councilwoman Gantt.

Pledge of Allegiance was recited in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members
were present for the roll call

Councilwoman Gantt motioned to Amend the Agenda to remove Item #7 and #8 and to
hear Item #10, and #11 following Executive Session; Second by Councilman Blount. The
motion passed 4-1 (Thomas Opposed).

Councilwoman Gantt motioned to Adopt the Minutes forthe following meetings: Second
by Councilman Blount. The motion passed 5-0.
1. 08/10/2020 2. 08/25/2020

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
able 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

Mr. Reggie Sylvain submitted a Public Comment
expressing concerns as a developer with the
proposed action of bringing Building, Permitting and Inspections services in-house, noting his
favorable service he has received from the contractor staff from Charles Abbott & Associates.
Page |2

CEREMONIAL
Mayor Ford presented the following proclamations:
Proclamation Chadwick Boseman

9.0199 Proclamation
Proclamation
Proclamation
Hispanic Heritage Celebration Month
National Breast Cancer Awareness Month
National Domestic Violence Awareness Month

OLD BUSINESS
7. Council Consideration to bring the functions of Building, Permitting and
inspections ln-House.
Presented by Randy Knighton, City Manager
The item Removed from the Agenda.

8. Council Consideration to approve job descriptions forthe positions of Building
Official, Building inspector and Permit Clerk.
Presented by Randy Knighton, City Manager
The item Removed from the Agenda.

NEW BUSINESS
9 Council Consideration of proposed amendment to the Procurement
Ordinance.
Presented by Michael Williams, City Attorney
Attorney Williams noted the amendment would provide a formal process that
would require at least three (3) bids, quotations or proposals that would

depend on the various types of solicitations involved. Attorney Williams noted
it is proposed to add the amendment to the Code noting if there are not
three (3) proposals during the first round, staff would be required to provide
for additional time for other vendors to submit proposals and the opening bid
would be delayed. Attorney Williams also noted a provision from the Georgia
Municipal Association model states that if the proposal goes out and no bids
have come in with the additional time added, a justification can be made and
approved by the City Manager in order to go forward or everything could be
throw out and the process can be started over.

Councilwoman Gantt inquired if Georgia Municipal Association recommends
three (3) bids. Attorney Williams noted its more of a best practice and the will
of Council to determine how many bids to accept.

Councilwoman Gantt asked if there are not three (3) bids for a project, will
the bid need to be re-bided? Attorney Williams noted as drafted in the current
Ordinance, if there are not three (3) bids the first time, the bid openings are
delayed, and additional time will be provided to received additional bids.

Attorney Williams also noted a provision from the Georgia Municipal
Association model states that if the proposal goes out and no bids have come
in with the additional time added, a justification can be made and approved

by the City Manager in order to go forward or everything could be throw out
and the process can be started over. Attorney Williams noted to always keep
the bids that are received sealed.
Page 13

Lindell Miller, Procurement Manager reiterated the current Ordinance and
mentioned vendors are informed of the due date in which staff has no way of

knowing how many bids have been submitted before the 5 pm. deadline. Ms.
Miller included if there are only two (2) bids submitted, the bid date needs to
be extended, perthe addendum statue that allows more time to receive more
bids.

Councilwoman Gantt expressed she does not see the purpose of extending
bids.

Ms. Miller noted the valid issues of wanting to be fair, transparent and to have
a competitive process.

Councilwoman Gantt noted the process looks like the City is shopping for a
particular vendor, with Ms. Miller agreeing.

Councilman Blount expressed his concerns on the City not looking like its bid
rigging when extending the deadline and noted the GMA process does not
state three (3) bids; and noted the City would be doing a disservice.

Attorney Williams noted staff would need to maintain integrity; end the initial
bid with referenced language of extending the bid date. Attorney Williams
also noted GMA language notes at least three (3) bids should be submitted;
however, if there are not three (3) bids, there is justification to proceed.
Attorney Williams mentioned the GMA model does not have the language of
extending and was an add-on requested in the proposal.

Councilwoman Barber noted she was the one to request staff to do
something about having a safe guard in place; and, suggested all solicitations
be posted a minimum of 45 days instead of 30 days with posting the
addendum a week before the closing date on different platforms.

Mayor Pro Tem Thomas inquired about the addendum and timeline. Ms.
Miller noted the statue states within 72 hours, an addendum can be posted
before the opening bid date.

Ms. Miller also noted staff should post a bid advising vendors about the bid
opening date with adding the addendum of extending the bid date if only one
bid has been received.

Councilman Alexander noted there is a comprehensive solution, and the goal
is to not put the bid back out and agreed to use different platforms of getting
the bid out besides the legal organ.

Councilwoman Barber spoke on the difference of the bid opening date and
the bid closing date and asked Attorney Williams to read the Ordinance.

Attorney Williams noted the first section relates to informal bids, the second
sections relate to purchases and the third section relates to proposals.
Page |4

Councilwoman Barber noted she recommends: not to add an item to the
agenda with a staff recommendation to award a contract with
one (1)

responding bidder and to use 5 methods of
advertising such as: Henry
Herald, Website, State Procurement Registry, direct solicitation or the
new software. As well as presenting three (3) bids with providing all
documents and to implement contract administration duties; and to create a
selection committee of (5) staff members excluding the City Manager and
the City Attorney.

Ms. Miller noted the language in the Ordinance (page 2. Section should
state bid closing opposed to bid opening, therefore, an addendum could be
added.

Councilwoman Barber suggested receiving monthly reports of contracts that
are about to expire 90 days in advance.

Mr. Knighton noted once an elected official suggests a change in a policy, he
talks to the appropriate staff member to draft a policy that would be
considered by the elected body.

Councilwoman Barber motioned to approve proposed amendment to the
Procurement Ordinance; Second by Councilman Alexander. The motion
passed (Blount/Gantt Opposed).

EXEC UTIVE SESSION
Councilman Alexander motioned to convene Executive Session for Litigation,
Personnel and Real Estate; second by Councilwoman Gantt. The motion
passed 5-0.

Councilwoman Gantt motioned to adjourn Executive Session; second by
Councilwoman Barber. The motion passed 5-0.

Councilwoman Gantt motioned to reconvene the meeting; second by
Councilwoman Barber. The motion passed 5-0.

DISCUSSION
10.Council Discussion to fill vacancy and appoint member to the Downtown
Development Authority.
Presented by Michael Williams, City Attorney

Councilwoman Barber motioned to appoint Robert Swygert to the Downtown
Development Authority; second by Councilman Alexander. The motion
passed 5-0.

11. Council Discussion to fill vacancies and appoint members to the
Development Authority.
Presented by Michael Williams, City Attorney
Page Is

Councilwoman Gantt motioned to Table this item to be heard at the
10/27/2020 Work Session Meeting; second by Councilman Alexander. The
motion passed 5-0.

COMMENTS FROM THE MAYOR

Mayor Ford noted voting began today for the 2020 election, emphasizing it is your
constitutional right to vote; referenced the Merle Manders Conference Center
location and the hours this week for voting: 8am 5pm; Saturday 10/17 9am 4pm;

October 19-23 7am 7pm; Saturday 10/24 9am 4pm/ Sunday 10/25 1pm 4pm

to the and the week of October 26-30 7am 7pm; noted Absentee

Mail-ln Ballots were due in to the Elections Office by November 3rd ; reminded

everyone that we are still in a pandemic and encourage everyone to wear masks,
wash your hands and/or use hand sanitizer; noted COVlD-19 testing was available
by calling 1-800-847-4262 noting testing is available Monday, Wednesday,
Thursday and Friday from 8am 1pm; and Tuesday 8am 1pm and 2pm 7pm;

noted the Census deadline had been extended to October 31St and reminded
everyone to complete the Census by visiting the 2020 Censusgov website, noting $2,300
is allocated for every individual for the next 10 years and will help with funding for schools,

hospitals, public safety, and determine the number of state and federal representatives we
have in our area; announced the first Breast Cancer Awareness/Survivor Convey,
Saturday October 24th with the lineup starting at 10am and the convoy starting at 11am to
bring Breast Cancer awareness to the forefront and support the survivors and will have
information on getting screened and support to those affected on how to survive; noted
registration is required and to visit the website: cityofstockbridge.com and note
everyone will be required to wear masks and social distancing will be in place; noted the
information for businesses to receive funds from the CaresAct can be found on the
website for businesses who had a financial impact due to COVlD-19.

Councilman Blount referenced the long lines for voting at the Merle Manders Conference
Center and asked if there was anything the City could do to alleviate the long lines.

Mr. Knighton noted the Clerk had been in a number of conversations with the Henry County
Elections staff and the he had also spoken with members of County Management as they
were aware of the problem here and at the Elections Office in McDonough; noted the
MMCC was not being used because the equipment and additional staff was not available;
noted the issue with Absentee Ballot requests and voters electing to vote in person, which
required the affidavit process and was time consuming; noted it was a holiday and a number
of people were home to vote along with the anticipated volume.

Councilman Blount noted the number of machines that were in place versus the number of
machines being used; and that staff was available for election day only and not early voting.

Councilman Alexander noted he visited both locations, McDonough and Stockbridge; noted
he spoke with staff and was told there was not enough staff to accommodate the record
number of voters fast enough, along with the Absentee Ballot affidavits; noted the board is
going to have an emergency board meeting tomorrow 1pm to present remedies extending
the hours to 7am 7pm opposed to the current hours this week of 8am 5pm.
Page l6

Mrs. Holiday agreed with Councilman Alexander and noted much of the delay was due to
the affidavits having to be completed and sent to the County, deleted out of the
system and
returned to the polling location, which was a minute process; and also noted the your
Absentee Mail-ln ballot must be received at the Henry County Elections by 7pm on
Election Day, November 3rd. Ballots received after that will not be counted. The
grace
period has been eliminated.

Councilwoman Barber inquired as to whether the City could accommodate the voters who
were waiting in lines.

Mr. Knighton noted he had spoken with the EMA Director, Don Ash regarding
port-a-potties and would follow up tomorrow.

UPCOMING MEETINGS
Meeting will be held via Zoom until further notice. Meeting dates and times are
subject to change. Please visit the website www.cityofstockbridge.com,
Facebook page or contact City Hall offices at 770-389-7900 for updates and detailed
information.

Downtown Development Authority Meeting, Tuesday, October 20, 2020 at 6:00
pm.
Via Zoom
Youth Council Advisory Meeting, Tuesday, October 20, 2020 at 6:30
pm. Via Zoom
Planning Commission Meeting, Thursday, October 22, 2020 at 6:30 pm. Via Zoom
City Council Work Session Meeting, Tuesday, October 27, 2020 at 6:00 pm. Via
Zoom

City Council Meeting Monday, November 9, 2020 at 6:00 PM. Via Zoom
UPCOMING PUBLIC HEARINGS
> Public Hearing First Reading of the Proposed FY2021 Operating Budget
Monday, November 9, 2020 at 6:00 PM. Via Zoom
> Public Hearing Second Reading of the Proposed FY2021 Operating Budget
Tuesday, November 24, 2020 at 6:00 PM. Via Zoom
> Public Hearing
Adoption of Proposed FY2021 Operating Budget
Monday, December 14, 2020 at 6:00 PM. Via Zoom

Councilman Alexander motioned to Adjourn: Second by Councilman Blount. The motion
passed

Respectfully submitted by

Vanessa Holiday, City Clerk CMC, MM
ny 8. Ford, M r
