---
date: 2016-09-27
title: September 27, 2016 Minutes
source: 2016-09/2016-09-27_September 27, 2016_Minutes.pdf
pages: 1
---

Page I]

APPROVED MINUTES
WORK SESSION MEETING

TUESDAY, SEPTEMBER 27, 2016 6:00 p.m.

Mayor & City Council Administration
Mayor_ Pro Tem- Anthony 5. Ford Michael Harris, Cit
Councilman Elton Alexander Manaﬁer
Vanessa l-loliday, ity C|_er
Councilman John B|o_unt Ra_ndi Raine , Deputy City Clerk
Councilwoman LaKeisha_Gantt Michael Wil iams, City Attorney
Councilwoman Neat Robinson

Mayor Pro Tem Ford called the meeting to order at 6:01pm.

The invocation was provided by Pastor Cecilia Green.

Pledge of Allegiance was recited in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members of
Council were present with the exception of Councilwoman Gantt; a quorum was confirmed.

Councilman Blount motioned to amend the Agenda to remove Item #3 and Item #7; second

by Councilwoman Robinson; the motion passed 4-0.

No action on the review of Minutes of 8/8/2016 and 8/30/2016.

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.

There were no Public Comments.

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OLD BUSINESS

PUBLIC HEARING
ITEM #1 —
VR-16-10-S Variance Request
Parcel ID: S24-01-002-000 Location: 112 Old Conyers Rd. Land Lot 68 of the
12"‘ District Proposed UselPurpose: Bed & Breakfast Lot size: 3.734 +l- acres
Applicant: Anita JohnsonIJS Venue Plus
Presented by: Dale Hall, Administration & Community Services Director
Mr. Hall noted the City's zoning code does not define a Bed and Breakfast and that has
staff determined a hotel would be the closest comparison. Mr. Hall further noted this type
of establishment would require a C-3 zoning request, which was approved on September
12, 2016 for a Bed and Breakfast only. Mr. Hall further noted there are four (4) variances
being requested by the applicant and also noted a survey of the property was completed,
and would like to clarify issues with the variances.

Mr. Hall noted Variance Request #1 is to reduce the perimeter buffer requirements from 50’
to 40’. However, the C-3 zoning classification requires a 30’ side yard building setback. Mr.
Hall explained to maintain privacy and to preserve property values, the ordinance requires
C-3 zoned property to be properly buffed or screened from property that is zoned
residential. Also, to meet code requirements, the property is required to have a 40’ wide
landscape buffer that will meet a minimum height of 6’ within three years of planting. Mr.
Hall explained if Council denies this request, the additional landscaping must be planted

along the property lines meeting the requirements of the zoning codes. If approved, the
condition should state from Article X. Buffer Areas. The existing plantings meet the
perimeter buffer requirement. Any building expansion or exterior site modiﬁcation requiring
site plan review shall require conformance to all site plan requirements.

Mr. Hall noted Variance Request #2 is to reduce required parking from one (1) space per
unit, plus one (1) per two (2) employees to the existing number of spaces (no additional
spaces proposed). Mr. Hall noted the City’s code requires a hotel to have one (1) parking
would be
space per unit plus one (1) per every two (2) employees on the same shift; there
a total of seven (7) parking spaces on-site to meet the requirements. Mr. Hall stated there
are 4 parking spaces presently on site; the actual survey that was completed lists more
parking spaces and if the survey is correct, the size of the parking spaces is incorrect. Mr.
Hall stated this request is to reduce the number of required parking spaces on the site; and,
if denied by Council, additional parking must be created on-site. If approved, the condition
should be stated as followed: Variance from Article Xl. Parking and Loading. The existing
on-site parking meets the parking requirements. Any building expansion or exterior site
modification requiring site plan review shall require conformance to all site plan
requirements.

Mr. Hall noted Variance Request #3 is to eliminate the loading space requirements. Mr.
Hall stated the City's code requires a hotel to have one (1) loading space for the first 5,000

square foot of floor area. There would need to be one (1) specifically delineated loading
space on-site to meet this requirement. Mr. Hall stated if denied, a loading space
must be
created on-site by the applicant or developer; if approved, the condition should be stated
as followed: Variance from Article Xl. Parking and Loading. The existing on-site parking

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September 27, 2016 6:00pm
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meets the parking requirements. Any building expansion or exterior site modiﬁcation
requiring site plan review shall require conformance to all site plan requirements.

Mr. Hall noted Variance Request #4 is to eliminate the City's stream buffer requirement and
impervious surface setback requirement and allow the State's requirement of 25’ to govern.
Mr. Hall explained the State requires a twenty—five feet (25’) setback from all streams and
wetlands. The City's code requires an additional fifty foot (50’) setback from these natural
features. Mr. Hall noted presently there is a small building on-site that is approximately ten
feet (10') from the lake. The applicant is intending to finish off the interior of this building as
a sleeping space. Mr. Hall stated staff does not believe this request meets the criteria

outlined in the code to be considered a variance. Mr. Hall noted if denied, the building would
have to be removed from the site prior to issuance of a certificate of occupancy. If approved,
the condition should be stated as followed: Variance from Chapter 8.18- Stream Buffer
Protection. The setback for the existing buildings may be reduced to the State mandated
twenty~ﬁve feet (25’). Any building expansion of exterior site modiﬁcation requiring site plan
review shall require conformance to all site plan requirements.

There was a question regarding events to be held at the facility and Mr. Hall reminded the
Council that this was the same item that was brought before Council at the last meeting in
regards to events to be held at the facility where a seventh condition was added noting,
Council approved the facility as a C-3 forthe Bed and Breakfast only. Mr. Hall further noted
the additional condition of zoning stated, if the applicant where to host an event on site,
they would need a special events permit from the City.

PUBLIC HEARING

During the Public Hearing, there were no speakers in favor or opposed. The Public Hearing
was closed.

Applicant, Anita Johnson stated she would like to clarify the small building is 10’ feet from
the waterline, while the actual structure is 25’ feet from the waterline. Ms. Johnson further
noted the outer part ofthe building has an open shell used to store a small boat noting they
will be able to remain in compliance with the State by knocking down the shell.

Mayor Pro Tern Ford noted he has actually walked the property with Ms. Johnson and
understands what she is saying and if they can knock down the shell, and that Council
would take that into consideration.

Ms. Johnson also wanted to clarify the engineer provided a sign—off site plan indicating (5)
five parking spaces. Ms. Johnson also noted the house currently has 4 bedrooms; and,
under hotel requirements, it would need (1) one parking space per bedroom and (1) one

parking space for up to two (2) staffers, for a total of (5) five parking spaces.

Councilman Alexander motioned to approve the Variance Request #1 from C-3 to RA;
second by Councilwoman Robinson. The motion passed 4-0.

Councilman Alexander motioned to deny the Variance Request #2 to reduce the number
of required parking spaces on site; second by Councilman Blount. The motion passed 4-0.

September 27, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
Page |4

Councilman Alexander motioned to approve the Variance Request #3 to eliminate the
loading space requirement; second by Councilwoman Robinson. The motion passed 4-0.

Councilman Blount motioned to approve the Variance Request #4 to eliminate the City’s
stream buffer requirement and impervious surface setback requirements. Allow the State's

requirement of 25" to govern; second by Councilman Alexander. The motion passed 4-0.

NEW BUSINESS

ITEM #2 -
Council Consideration to write off Probation FinesIFees $56,831.00
Presented by: Linda Nabers, Treasurer
Ms. Nabers noted this action as the third and final write—off of probation fees. Ms. Nabers

explained the total of fine/fees is $232,676 for the year, and this request is asking Council
to approve $56,831. Ms. Nabers further noted the change in the law within the Supreme
Court regarding the tolling of fines/fees (keeps accruing charges) within a certain date

range where no longer collectable.

Mayor Pro Tem Ford inquired as to whether or not the City still had an opportunity to
pursue those individuals to collect the feeslfines. Attorney Williams stated he had spoken
with Judge McCord where he clarified if someone does not pay their fine, there is no
collections process to put them in jail. Mr. Williams also mentioned the fines are old fines
and he would like to reserve a strategy for a future discussions.

Councilman Alexander noted this is systemic issue and the courts need to be held

accountable made a request for Judge McCord and/or Court personnel explain why the
payments were not fulfilled.

Councilman Blount asked about the consequences if Council failed to approve the
Resolution. Ms. Nabers responded the balances would remain on the City’s books as an
inflated receivable and the fines will never be collected.

Councilwoman agreed there needed to be a meeting to include the City
Robinson

Manager and City Attorney explaining the uncollectable fees. Ms. Nabers noted this write-
off was the last one for 2016 to be declared uncollectable, and the tolling law has since
changed.

The City Clerk suggested that because this was a Work Session meeting, perhaps the
Council should table the item if there was further explanation needed from the Court.
Councilman Alexander agreed.

Councilman Blount stated if not approved by the Council, there would be more work on
the Treasurer.

Ms. Nabers explained if not approved by the Council, having this balance remain on the
books would make the City out of compliance with the auditors.

Councilman Blount approve the Probation fine/fees in the amount of
motioned to
$56,831.00; second by Councilwoman Robinson. The motion passed 3-1 (Councilman
Alexander opposed).

4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
September 27, 2016 6:00pm
Page l5

ITEM #3 —
Council Consideration to request approval of the Short-Term Work
Program and Capital Improvement Element Annual Update and Adoption and
Amendment to the Henry County Comprehensive Plan. Public Hearing 10/10/16.
Presented by: Dale Hall, Administration & Community Development Director
Mr. Hall noted staff is still working with ARC and the DCA to update the Short-Term Work
Program, noting there are still a few items being revised and adjusted to meet the criteria
of the impact fees. Mr. Hall noted the item will come back to Council on the October 10,
2016 meeting Agenda. No action was taken on this item.

ITEM #4 —

Planning Commission Appointments
Presented by: Dale Hall, Administration & Community Development Director
Mr. Hall stated when the technical update of the Zoning Codes was updated, and a major

change was the creation of the Zoning Advisory Board (ZAB). Mr. Hall noted the purpose
of the ZAB is to make recommendations on zoning changes to City Council. Mr. Hall
explained the present way the ZAB applications are being handled is through the Henry
County ZAB; and, the City is looking to create their own board. Mr. Hall explained the
applicants must be at least 18 years of age, have a high school education or equivalent,
no felony convictions and has to be a resident of the City. Mr. Hall noted staff's

recommendation to appoint the individuals due to the training and becoming certified prior
to sitting on the board. Mr. Hall stated there has already been scheduled a board member
training for October 4, 2016, presented by the Carl Vinson Institute.

Mayor Pro Tem Ford inquired as to whether or not there were individuals already
functioning in that capacity for the City. Mr. Hall responded there is an individual that has
been appointed to the Henry County ZAB; but, if chosen will serve on the board for the

City.

Councilman Alexander noted the Henry County ZAB compensates, and wanted to know

City would compensate. Mr. Hall responded this would be a volunteer position;
if the
however, in the new updated codes, there could be compensation as deemed appropriate
by Council.

Mayor Pro Tem Ford noted funding should be a part of a budget discussion. Mr. Harris
agreed and expressed no other appointed board positon is compensated.

Councilman Blount stated Council should take the time to review new and old applications
and not rush to choose at tonight’s meeting. Councilman Alexander reminded Councilman
Blount there is training scheduled for October 4”‘ and suggests to have a discussion in
Executive Session.

Mr. Hall stated ifthere are no appointments made today, they will reschedule the first ZAB

meeting. Mr. Hall also noted the timetable to start the ZAB was set by Council and staff
is following through. Mayor Pro Tem Ford stated they will discuss board appointments in
Executive Session.

ITEM #5 -
Council Consideration for the purchase of Lateral Launch for
CUES Camera —
Wastewater Department (Sewer Impact Fees) $107,469.00
Presented by: Michael Harris, City Manager
Michael Harris, City Manager

September 27, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770)389-7900
Page |6

Mr. Harris stated this item before Council last year to purchase a sewer camera
came

hat is able to go through the main trunk lines and that this is another attachment that
would allow an additional camera to go along the laterals.

Mr. Harris further noted Impact Fees were collected over time and would like to utilize
hese fees as part as the Capital Improvement Plan; noting funds would not come out of
the General Fund or Fund Balance but rather from the Wastewater Dept.; and proposes
the funds come from the Wastewater/Sewer Impact Fees, and should DCA deny, the
unds would come from WaterlSewer fund balance.

Adam Daniels, who has been employed with the City for 14 years explained the camera
hat is currently being used in the Waste Water Dept. cannot go lateral, and the camera

being proposed could. Mr. Daniels noted approximately 75% of the issues come from the
douse. Wayne Robinson, who has been with the City for 17 years stated the camera will

1e|p locate without digging a resident’s yard and rather going directly to the source of the
problem.

Councilman Alexander ask if the plan is to use the camera on a daily basis, and Mr.
Daniels confirmed that it would.

Councilman Blount motioned to approve the purchase of Lateral Launch for CUES
Cameras- Wastewater Dept. in the amount of $107,469.00; second by Councilwoman
Robinson. The motion passed 4-0.

ITEM #6 -
Council Consideration for approval of the roof replacement for the
Wastewater Treatment Plant $15,888.00
Presented by: Michael Harris, City Manager
Mr. Harris stated he has been working with the Procurement Dept. and has received three

(3) quotes for the roof replacement. Mr. Harris also noted this is something that is
Waste Water
necessary and is asking Council for approval of the roof replacement at the
Treatment Plant.

Councilwoman Robinson motioned to approve the roof replacement for the Waste Water
Treatment Plant in the amount of $15,888.00; second by Councilman Alexander. The
motion passed 4-0.

DISCUSSION
ITEM #7 —

City Facility Usage Policy
Presented by: Michael Williams, City Attorney

Attorney Williams stated this is a draft policy for consideration only, explaining there are
a number of jurisdictions across the country who have set forth a policy on how the

facilities are rented by officials out and accounted for in the Enterprise Fund. Attorney
Williams noted the policy has two (2) sections. The first section deals with the usage
priority for the City facilities; which are then broken down into five (5) priority sections.
Attorney Williams stated the first priority is for City business (i.e. City Meetings and Town
Hall Meetings), the second priority would be for programs or events administered by the
City (i.e. Bridgefest or Holiday events), the third priority would go to youth oriented
that
programs or educational programs, the fourth priority is for non-profit organizations
provide public services (i.e. Red Cross and Goodwill) and the fifth priority would be for

4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
September 27, 2016 6:00pm
P a g e l 7

non-profit organizations that do not necessarily provide a direct public service.

Attorney Williams added the second portion ofthe policy deals with the funding where the
idea is to make sure the City is running efficiently and using taxpayer's funds accordingly;
and, to also make it easier for staff to run more smoothly.

Attorney Williams noted some points that could be added to the policy: 1. anytime a facility
is used by officials, rent should he collected at a standard rate, 2. If the City is going to
use a meeting space, the cost ofthe city usage should also be accounted for, 3. Suggests

when a city space is utilized by an organization in partnership with the City, the
organization should be responsible for 50% of the rate.

Councilman Alexander noted his dislike for the 50% rate and would like to see the
difference between profit and non- profit organizations. Mr. Williams stated he would
make a note and explained the percentage rate is arbitrary and continued with the points:
4. Deals with employee discount for staff members (recommends making it clear rentals
cannot be transferred), 5. Deals with remaining competitive in the market and would allow
staff to remain competitive with certain businesses wanted, noting any discounts would
require the approval of the City Manager.

Councilman Alexander suggested having a certain building set aside for Council and
possibly using the Council funds to pay for the usage of the facility no more than 5 times
a year. No action was taken on this item.

CITY MANAGER’S COMMENTS
Michael Harris made request to Council to authorize staff to proceed with the

administrative action to put a Leave Donation Policy in place for employees. There was a
unanimous consensus to proceed with the policy.

COUNC|L’S COMMENTS
Councilman Alexander thanked everyone for attending Bridgefest featuring the first
Hispanifest with a special thanks to Rocio Camacho for her efforts with organizing

Hispanifest; thanked staff and all who made the event a huge success; thanked everyone
for attending the Town Hall at Red Oak UMC and to Pastors Tucker and Williams for their
hospitality; and welcomed Ms. Johnson's Bed & Breakfast to the City.

Councilman Blount shared the sentiments of Councilman Alexander; commended staff for
doing an excellent job; noted the City Council is in an excellent position to make historic
moves that will benefit the City as Stockbridge will be a beacon for the South.

Councilwoman Gantt was not in attendance.
Councilwoman Robinson stated it was an awesome weekend; thanked staff for a wonderful
event; invited everyone out for the Youth Forum to held on Monday, October 3”‘ where
young people will sit down with HCPD; noted members of the Community Relations
Committee are attending a Training Workshop in Macon next week on the creation of a
Youth Council in the City as there is a great need to support the youth in the City.

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September 27, 2016 6:00pm
Page I8

MAYOR PRO TEM’S COMMENTS
Anthony 8. Ford thanked everyone for coming out and asked that everyone remain
engaged; thanked staff and all who participated in Bridgefest/Hispanifest with a special
thanks to Rocio Camacho and looks fonNard to next year’s event.

ANNOUNCEMENT OF UPCOMING MEETINGS & EVENTS
All meetings will be held at City Hall unless otherwise noted. Meeting dates and times are subject
to change. Please visit the city’s website www.cityofstockbridge.com, Facebook page or contact

City Hall offices at 770.389-7900 for updates and detailed information.

- Food Truck Tasty Tuesdays —

5:30 —
9:00 p.m. EVERY TUESDAY —
CITY HALL LAWN

o Finance Committee Meeting —Wednesday, September 28, 2016 at 5:30 p.m. at City Hall in
the Levi Meeting Room —
Councilwoman Gantt, Chairperson.

- Public Works Committee Meeting —

Thursday, September 29, 2016 at 5:00 p.m. at City Hall
in the Patrick Henry Meeting Room -
Councilwoman Robinson, Chairperson.

- Main Street/Downtown Development Authority Meet & Greet, Thursday, September 29,
2016 at 6:00 pm. at the Merle Manders Conference Center

Stockbridge Active Yoga & Fitness Event, Saturday, October 1, 2016 at 9:00 a.m. Location:
Stockbridge Monument Park located at the corner of Rock Quarry and Eag|e’s Landing
Pkwy. Spearheaded by Councilman Alexander.

- Youth Council Forum, Monday, October 3, 2016 at 6:30 in City Hall Council Chamber.
Spearheaded by Councilwoman Robinson.

Zoning Advisory Board 101 Training (Planning Commission) to be held on Tuesday, October
4, 2016 at the Merle Manders Conference Center from 9am 4pm. -

0 Seasonal Holiday Job Fair in partnership with Goodwill Industries, Thursday, October 6,
2016 from 10 a.m. —
2 p.m. at the Merle Manders Conference Center 111 Davis Rd.

Spearheaded by Councilman Alexander.

- Council Meeting —

Monday, October 10, 2016 at 6:00 p.m. at City Hall in the Council
Chamber.

EXECUTIVE SESSION (if necessary)

Councilman Alexander motioned to convene Executive Session for Personnel, Litigation
and Real Estate; second by Councilman Blount; the motion passed 4-0.

Councilwoman Robinson motioned to adjourn Executive Session; second by Councilman
Alexander; the motion passed 4-0.

Councilman Alexander motioned to reconvene the Work Session; second by Councilman
Blount; the motion passed 4-0.

September 27, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
Page (9

Councilwoman Robinson motioned to approve a Settlement Agreement reference Civil
Action no.2013-CV-02362-11as prepared by the City Attorney; second by Councilman

Blount; the motion passed 4-0.

Councilwoman Robinson to appoint the following persons to the City of
motioned
Stockbridge Zoning Advisory Board with two year terms: Dr. Renata Hannah; Quaneisha
Robinson-Green; Askia Abdullah; Stanley Dumas and Louis Goglia; second by Councilman
Alexander; the motion passed 4-0.

Councilman Alexander motioned to adjourn the meeting at 9:55pm; second by
Councilwoman Robinson; the motion passed 4-0.

Resp submitted by:

Sy
Vanessa Holiday, City Clerk
Chg Arfthonyls. ord, Mayor Pro Tem

September 27, 2016 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
