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date: 2015-02-24
title: February 24, 2015 Minutes
source: 2015-02/2015-02-24_February 24, 2015_Minutes.pdf
pages: 1
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MINUTES
WORK SESSION
CITY OF STOCKBRIDGE

TUESDAY, FEBRUARY 24, 2015 6:00 PM

The Council meeting was called to order by Mayor Thompson at 6:00 p.m. City Clerk, Vanessa
Holiday was asked to proceed with a verbal roll call. All members of the Council were present and
a quorum was confirmed.

Pastor Tim Luke of Eagles Landing First Baptist Church provided the invocation.

All in the chamber recited the Pledge of Allegiance.

Councilman Ford made a motion to adopt the Agenda; second by Councilwoman Gantt. The motion
passed 5-0.

OLD BUSINESS

ltem#1 Parliamentary Procedures- Mayor Thompson had previously asked staff to prepare

information concerning parliamentary procedures for the Council's consideration. Mayor
Thompson asked Council to consider adopting rules of order forthe meetings. The rules on the
books now are vague, and some may even be obsolete as referenced in Section II of the Charter.
The Council was asked to consider Rosenberg or Roberts Rules and outlined reasons for having
rules in place.

Councilman Ford agreed that rules should be in place and is more familiar with Roberts Rules of
Order, and that the Council will come together on a consensus.

Mayor Thompson noted that there may be other rules other than Roberts or Rosenberg Rules of
Order.

Mayor Thompson noted that the Minutes were not listed on the Agenda. The City Clerk noted that
this was a Work Session and not a voting meeting, however, the Minutes would be made
available to the Mayor and Council for review prior to the next voting meeting and would also be
made available as an item on the Work Session Agenda going forward.

Mayor Pro Tem Thomas also agreed that the Minutes have previously been included on the Work
Session Agenda.

NEW BUSINESS

PUBLIC HEARING
Item #2 -
Conditional Use # CU-14-18-S -

Eagles Landing First Baptist Church was presented by
Dale Hall, Administration and Community Development Director. Eagles Landing First Baptist
Church of McDonough, GA has made a request for a Conditional Use for property located on the

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Southeast quadrant of the intersection of Highway 42 North and Brannan Road, in Land Lot 1, 2,
31, & 32 of the 7"‘ District. The property consists of 64,689+/- acres and the request is for the
expansion of a church and related religious facilities, Mr. Hall asked Council to refer to the map
that was provided to show that the owners plan to construct a new church and worship center on
the new property and the school would remain on the current property. There is not a timeline set,
as the construction is based on fundraising efforts and finances. They does plan to construct a

road that would connect the existing facility to Brannan Road to alleviate congestion.

The Zoning Advisory Board (ZAB) met in January and recommended approval of the item with
eleven (11) conditions. The Board also discussed condition #8 as it relates to signage. The
signage shall be monument based limited to eight feet. The ZAB discussion was with a Master
Sign Plan developed in conjunction with the City of Stockbridge to have a uniform appearance to
be consistent with the Eagles Landing Country Club Community Signs.

There is also a ‘A of an acre cemetery on the property. Ownership is unknown, and the Henry
County Juvenile Court Services Department currently maintains the cemetery and would need
access to the cemetery when the plans come forward for construction.

Councilwoman Buschman asked Mr. Hall if the church has been in contact with staff regarding the
conditions forthe sign and willing to comply. Mr. Hall noted that there had been some discussion
and by all indications, the applicant is in agreement with the signage condition. Councilwoman
Buschman stated that the church is instrumental to the community and recommends that the City
works with the church on this item.

Councilman Ford made an inquiry to previous plans forthis particular parcel of property and
asked for clarification of ownership of the property, and it was confirmed to be owned by Eagles
Landing First Baptist Church.

Mr. Hall noted that if the City of Stockbridge approved this Conditional Use, the project would still
be required to go through the plan review process.

Mayor Thompson opened up the Public Hearing.

Executive Pastor Tim Luke spoke in favor and advised the Council that the church proposed the
Master Sign Plan to be consistent with the City of Stockbridge signs for the Eagles Landing
Community. Pastor Luke further stated that the proposed road would be a win—win alleviating
traffic.

Pastor Luke stated his concern with regard to Condition #7; sidewalks all the way to Brannan Rd.
and the applicant is opposed to that because doing so would open the school up to foot traffic and
present a safety and security concern.

Mayor Thompson asked Counsel if the City's Master Sign Plan allows for modifications such as
those being requested by this applicant. Mr. Hall confirmed.

No one spoke in opposition.

Item #3 —
Court Software (IVR) Interactive Voice Response
Judge McCord thanked the Mayor and Council for allowing him to serve.

Representatives from our current court software provider, Court ware, recently visited and
provided staff with information concerning software provided through Government Windows.

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This new software utilizes (IVR), which can cut call volumes by 40%. This program can be
accessed 24 hours a day; utilizes both English and Spanish, and provides callers with specific
information concerning their ticket, how to pay, and allows them to pay by phone, a service that
we do not currently offer.

There would be no additional cost to the City, as the 4% usage fee would be included in the cost
of the ticket, and would replace the current $3.95 flat fee. The usage fee would go directly to
Government Windows. A key advantage to this program would be that callers could get their
ticket information at anytime, by simply following the prompts.

Several otherjurisdictions that currently use Government Windows (McDonough, Conyers, East
Point, Kennesaw, Sandy Springs, and Lawrenceville) have been contacted, and their responses
have all been extremely positive.

Judge McCord stated that there is not a receptionist available while court is in session and this
software would beneficial on court days; and, with the number of citations coming through court,
this would free up staff by allowing citations to be paid via telephone.

Mayor Pro Tem Thomas stated that upon review, this is going to be very helpful to citizens.

Councilwoman Gantt noted that this software is much needed and asked what remedy is in
place if another Judge is attempting to reach Judge McCord, and staff is in the court room.

Judge McCord responded that currently, court staff is making it work with the current staff and
does not want to ask for additional staff and increase the budget for the court department at this
time; however, it may be necessary to bring in a part-time person on court days.

Judge McCord and City Manager, Michael Harris, stated that a series of phone numbers have
been given to a number ofjurisdictions for contacting the court on court days. Staff asked for
approval.

Consensus of the Council was to place this item on the Consent Agenda March 9, 2015.

Item #4 —
GCIC Histories Software was presented by Municipal Court Judge Matthew
McCord. GCIC is the Georgia Criminal information Center that allows staff to look up criminal
histories during court as opposed to waiting 2-3 days and having to continue a case. CourtWare
Solutions, Inc. software would be an added feature that would allow GCIC staff to run histories
for a case inside the Visual Court Management System through GCIC. Fee Schedule $3.00 to
run a history and $6.00 per citation; up to three users allowed.

Councilman Ford stated that this would streamline processes at the Court.

Councilwoman Buschman wanted clarification of fees and whether or not the fees would only
apply to cases where the criminal history needs to be run. Anita Gunnoe stated that the $6.00
fee would be assessed on all citations.

Councilwoman Lewis Ward asked what three users would be allowed to access the software.
Judge McCord responded that the Court Clerk Anita Gunnoe, Deputy Court Clerks Stephanie
McFarlin, and Dayna Biles would be the only individuals accessing the software. Although he
would be able to view the histories, he as judge would not access the software.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Judge McCord also noted that staff is required to complete GCIC training, and remain compliant
as the court is subject to audits. Staff asked for approval.

Consensus of the Council was to place this item on the Consent Agenda March 9, 2015.

Item #5- Resolution —

Appointing City Manager as GCIC Agency Head and Municipal Court
Clerk as Primary Terminal Agency Coordinator and Deputy Municipal Court Clerk as
Alternate Terminal Agency Coordinator Resolution 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; appointing a Primary
Agency Coordinator and an Alternate Terminal Agency Coordinator.

City Attorney, Michael Williams noted that |tem#5 and ltem$6 are essentially housekeeping items
requiring the City to designate a primary point of contact with respect to operating the system and
it has been his practice to advise to default the City Manager so that all correspondence would
fon/vard to a single employee. The correspondence would then be shared with the Municipal Court
staff as necessary.

Councilwoman Lewis Ward asked if the Agency Head would have access to the information. City
Attorney, Mike Williams stated staff must meet all GCIC requirements and that this information
pertains to correspondence with the Agency.

Consensus of the Council was to place this item on the Consent Agenda March 9, 2015.

item #6- Resolution Appointing City Clerk Pension Benefit Secretary

The Pension Committee Secretary shall have full authority to represent the Pension Committee
in all communications with the Georgia Municipal Employees Benefit System and the employees
of the Member/employer. The Human Resources Manager serves as the Committee Chairperson.

City Attorney, Michael Williams confirmed with the City Manager, Michael Harris, to recommend
the City Clerk to be appointed to the position of Pension Benefit Secretary. The Secretary is the
point of contact for all correspondence with the Georgia Municipal Association (GMA).

City Manager, Michael Harris commented that the role of the Pension Benefit Secretary deferred
to the City Manager when the City was absent a City Clerk, and now that the City has a City Clerk,
the role should return to that department and the Human Resources Manager would remain as
the Committee Chairperson.

Mayor Pro Tem Thomas asked forthe makeup of the Pension Committee, as he recalled serving
on the committee a few years back and the board has not been active.

City Manager, Michael Harris advised that staff would present that information to Council at the
next meeting.

Consensus of the Council was to place this item on the Consent Agenda March 9, 2015.

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Item #7 —

Agreement PCS Sprint Second Amendment

City Manager, Michael Harris noted that staff has been working with representatives from Sprint
for several months to finalize the second amendment to the current PCS agreement. The City
entered into the original agreement with Sprint.com in 1998, and subsequently entered into the
first amendment in 2007. Staff has reviewed the associated documents and feels that a second
amendment would be in the best interest of the City, and promotes the general welfare of our
citizens and businesses. This second amendment increases the monthly lease rate from
$2,070.00/month to $3,000.00/month, with a 3% annual escalation rate. Staff recommended
approval.

Councilwoman Buschman asked ifthis was an agreement that had been negotiated by the
previous administration. Mr. Harris stated that there had been negotiations and even brought to
the Council for a vote; however, the agreement had not been fully executed, and after speaking
with the City's legal counsel, it was in the best interest to make the agreement clean by going
back, become and have staff be made aware of what was negotiated, and bring it back to
Council for adequate review and vetting. Staff recommended approval.

Consensus of the Council was to place this item on the Consent Agenda March 9, 2015.

item #8 -
Agreement Authorizing the Agreement to provide Street Lights in the Summit

@ Eagles Landing.
City Manager, Michael Harris, noted that this is similar to the recent request for lights for the Clark
Meadows subdivision. The trend is showing that some of the subdivisions are completing
additional phases and asking the City to energize these lights. The City has been working in
conjunction with the HOA and Georgia Power has confirmed the number of lights in the
subdivision. And there will be more conversation regarding street lights when annexations are
fan.» discussed. The Summit @ Eagles Landing has a total of 52 street lights within all phases of the
subdivision. There are currently ten (10 remaining lights which have not yet been turned on.
The majority ofthe homes in this area have now been constructed, and the HOA is requesting
that the remaining ten (10) lights be turned on. As reflected on the attached Security Light
Contract, the monthly charge for the ten (10) new lights will be 133.00/month. This will bring the
total monthly fee paid by the City for all 52 lights in the subdivision to $691.60, and a total
annual cost of $8,299.20. Staff recommends approval of the amended agreement.

Consensus of the Council was to place this item on the Consent Agenda March 9, 2015.

Item #9 —
Resolution Approval of Job Descriptions Sales & Marketing Specialist

Dale Hall, Administration & Community Development Director stated the approved budget
presently has two part-time positions to assist the Conference Center and Events department.
The proposal is to create one full-time position, Sales & Marketing Specialist, with a proposed pay
grade of 15 with the pay range of $31,990.40 to $47,278.40.

Mayor Thompson asked if the proposed position is revenue neutral. Mr. Hall responded that the
position would not be revenue neutral and due to added in costs and benefits, there would be an
annual increase of approximately $14,000 to the budget, and Ben Hopkins, Conference Center
Events Manager is available to answer any questions. Mayor Thompson asked if the two part-time
positions are currently staffed; Mr. Hall stated that they are not.

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Mayor Thompson asked Mr. Hopkins to elaborate the two part-time positions and the newly
proposed position. Mr. Hopkins stated that currently, the two part-time positions are Special
Events Specialists.

The previous manager staffed the center with one 40-hour temporary employee as opposed to
two part-time employees to maintain consistency with clients. That person is currently answering
about an average of 150 calls per week, responding to over 100 emails per week, conducting
approximately 11 weekly tours of the facility, not including walk-ins, making appointments and
drafting contracts. This person is assisting him with the day to day activities of the center. There is
an anticipated drop off expected because all of the Sundays already booked. There is a plan to

start marketing to more corporate clients and booking the center more for weekdays.

Councilwoman Buschman stated that with every change in administration, the MMCC staff is an
issue. And she asked how filling a full—time position with benefits would make things better.

Mr. Hall clarified by stating that while the two part-time positions that were in the budget were not
filled, there is one full—time temporary worker assigned to the Conference Center. The proposal is
to hire someone more responsive and responsible to the City who has a vested interest as a full-
time employee.

City Manager, Michael Harris stated that when a Temp is brought in, it is usually a stop-gap
measure and not a permanent solution. In previous years, the center had been staffed with a full-

time position, and based on the plans for the MMCC, staff foresees this as being a much needed
full—time position.

Mayor Pro Tem Thomas stated that as a matter of history, the Conference Center has not been
profitable. Mr. Thomas referenced statements from Mr. Harris as he spoke about the vision and
plan for the Center and recommended that staff submit to the Council the vision, plan and
comprehensive approach to making the center more profitable so that Council would be able to
get on board with increasing the budget and hiring staff.

Mr. Harris shared with the Council that past January revenues were the highest on record; and
Mr. Hopkins stated that February is the second highest on record. Mr. Hopkins further stated that
the goal was to book the center on days other than weddings on Saturday.

Councilwoman Gantt stated it had been previously stated that there was a person now at the
center answering phones, handling contracts, conducting tours, and that upon review of the

proposed job description and the emphasis on sales & marketing, it was her understanding that
the City hired Mr. Hopkins to perform the duties of sales and marketing.

Mr. Hopkins stated that his position is to lead the department. He wants to go after more corporate
clients, such as Porsche, and have the center have a concierge available.

Mr. Thomas stated that he has compared the job description of the Conference Center Manager
with the proposed Sales & Marketing Specialist job description and asked if HR was involved in
the preparing of the job description and what comparable research was done. Human Resources
Manager, Ms. Renee Wheeler described the process and confirmed that she had been involved
with to create a position and discussed the idea to beef up the skill set because the department
wanted someone to perform sales & marketing and prospecting, and she knew that experience
would be key. Her recommendation was to bring someone in with the more years of experience,
but you couldn't ask fortoo much because the beginning salary range was $31,000.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770)389-7900
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Ms. Wheeler stated that you get what you pay for in this type of market, and stated that the job
description was submitted back to the department for further review.

Mr. Thomas acknowledged the efforts of the HR Manager, Ms. Wheeler, and stated that he
wanted to be assured that the job creation was the result of team effort, and that all involved are
satisfied with the results.

Councilman Ford stated that based on the presentation, he too acknowledged the team effort and
is in agreement with moving forward and hiring this additional person and applauded staff's
efforts.

Councilwoman Lewis Ward asked for clarification that this was a replacement position and not an
additional position.

Mr. Hopkins stated that the position is to replace the two part-time positions that were approved in
the 2015 budget.

Mayor Thompson asked Mr. Hopkins how long he had been with the City, and his response was
that he started one week before Thanksgiving. Mayor Thompson further stated that as it has been
eluded to, the Conference Center has never been profitable. And, while he is reluctant of hiring
and increasing the budget, he is willing to step outside the box to make the City more profitable.
He also noted that another employee had held a similar position in the past.

Mayor Pro Tem Thomas stated that the Council would like to see and understand the plan for the
Center and it would make it easier for Council to make a decision, and wants Council to come up
with a format of what needs to be included in the City Manager's Report.

Mr. Hall stated that there is certainly information available for Council in regards to the proposed
plans but didn't want to overflow Council with too much information and will be happy to supply
and change the information submitted in the City Manager’s Report.

Mayor Thompson encouraged Council to meeting with Department Heads using proper protocol.

Councilwoman Lewis Ward asked staff to explain the difference between having two part-time
staff and one full—time temporary staff person.

Mr. Hopkins responded that you limit the number of hours that staff can work, and you have
inconsistency and building a rapport with clients.

Mayor Thompson asked if this discussion covers the next three items on the Agenda.

Mr. Harris indicated that the first item is the creation of the new position as the position does not
currently exist. Should Council approve, the second item is the approval and amendment of the
Organizational Chart, third, approval and amendment of the Pay & Classification Scale, fourth,
because there is an increase in funding, there would be a Budget Amendment required.

Mr. Harris also stated for full disclosure, this position is currently funding under Professional
Services and funds are coming from the General Fund expenditure. The proposal is to have the
item remain a General Fund expenditure at some point have the position transition overto the
Conference Center Fund expenditure.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Mayor Thompson asked staff to go back and revisit to position to see if they could bring it back to
be revenue neutral as he is unclear on the net number.

Mr. Hall stated it is the intent to make the position revenue neutral, but in speaking with the
Finance Director, based on the pay grade proposed, it may not be possible to do that now, based
on the pay grade.

Mr. Harris, indicated that there are variables that could change the dollar amount taking into
consideration, the person hired may or may not require medical benefits.

Mayor Thompson asked if the two part-time positions have benefits. It was confirmed by Mr.
Harris, those positions do not receive benefits.

Mayor Thompson asked what amount the City is look at for funding the position. Mr. Hall noted
that roughly $37,000 was paid out last year.

Mayor Thompson asked Council if all was in agreement that items number 9, 10 and 11 have
been covered.

Mayor Pro Tem Thomas recalled an earlier debate in regards to the process of creating a new
position; and that the purpose of the Work Session is to flush these things out. Mr. Thomas also
asked for the rationale of changing the position from two part-time positions to one full-time
position. And stated that the Council is not clear on the pros and cons.

Councilman Ford stated that there would be the continuity with a full-time person as opposed to
two part-time individuals and that a full-time person would have the security of theirjob and likely
to work a little harder with stability, and be more dedicated. As has been presented, the
Conference Center is on the upswing, and a full-time person would be beneficial.

Councilwoman Gantt is in agreement with a full-time position, but is concerned about the job
description. She also asked staff to please bombard them with numbers as that is how they make
their decisions. Councilwoman Gantt asked forthe presentation of the plan the Merle Manders
Conference Center be presented at the next Work Session.

Mayor Pro Tem stated that the process to fill the position should be handled the correct way.

Mr. Dale Hall and Mr. Harris stated that the current hiring protocol and process in placed would be
used.

City Attorney, Michael Williams stated that the Ordinance approved by the Council would be
adhered to for creating and establishing new positions.

Councilwoman Lewis Ward stated that while she is in agreement with a full-time person, she is not
in agreement with increasing the budget nor is she in agreement with changing the Organizational
Chart, as it had been changed seven times last year.

Mayor Thompson stated that while the Organizational Chart had been brought before the Council
several times, it had not been amended that number of times based on his recollection. Mayor
Thompson offered his support and further stated that Mr. Hopkins was brought on board to make
the Conference Center profitable, and move forward and will encourage the Council to support the
recommendation.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Councilwoman Buschman stated that there is one part-time person at the Conference Center new
and the Center has been profitable and that person has not changed since Mr. Hopkins came on
board. Mr. Hopkins confirmed that there was only one person there at the Center and is working
forty (40) hours as a Temp without benefits. Ms. Buschman stated, you have a Temporary person
doing the job, the City it profitable, everyone is happy, yet you want to make these changes?

Mr. Hopkins wanted to point out that there are not two (20) hour per week employees; but one
(40) hour per week employee.

Mr. Hall stated that with that person being Temporary, you risk that person leaving, and the City
being back at square one.

Councilwoman Gantt stated that the Organizational Chart was last update March 2014 and
understands the current Temp person has handled events on behalf of the City.

Mr. Harris stated that based on the 2015 budget there are two part-time positions that were
approved.

Councilwoman Gantt indicated that the Organizational Chart would need to be amended.

Mr. Hopkins commended the current Temporary staff person. The City Attorney cautioned the
Council the refrain from speaking in regards to specific personnel.

Councilwoman Lewis Ward indicated there was an Organizational Approved in August 2014.
Mayor Thompson said the change was to add the additional Code Enforcement position.

City Clerk, Vanessa Holiday indicated that the structure of the City is what you all have. All the
positions listed are current positions of the City.

Councilwoman Lewis Ward asked if the structure would change if this new position was added.

Mr. Harris stated that the two part-time positions would be eliminated, and the Sales and
Marketing Position would be added.

Mr. Harris stated that if it is the Council’s desire to correlate the Organizational Chart to the 2015
Budget, the chart can mirror.

Councilwoman Buschman stated fortransparency, the two reports should match.

HR Manager, Renee Wheeler stated the report that Council has doesn't show the HR Manager
position; and Administration and Community Services Director was changed via the budget.

The Clerk indicated that whetherthe Council moves forward with the new position or not, the
Organizational Chart and Pay & Class need to be amended to bring the reports current.

Mayor Pro Tem Thomas recommended that staff gets together and make all reports cohesive.

Mayor Thompson stated that the time limit has been exceeded on this item, and also covers items
9, 10, 11 and 12.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Item #10 —
Resolution —
Approval of Pay Classification -
covered with ltem#9 discussion.

Items #11 —
Ordinance —
Approval of Organizational Chart —
covered with |tem#9 discussion.

Item #12 —
Ordinance —

Budget Amendment —
New Position —
covered with ltem#9
discussion.

Item #13 —
Resolution To Appoint Executive Assistant to Mayor and Council

Mayor Pro Tem Thomas stated that the position ofthe Executive Assistant to Mayor and
Council was approved in April 2014; in December 2014, the City Council approved the budgeted
position in the amount of $45,000 annually. Mayor Pro Tem Thomas further stated that
appointments are made by the City Council and are not mandated by an application process as
are hired non-appointed positions.

Mr. Thomas stated that the City Council appoints the Judges, Solicitor, City Attorney, City Clerk,
Deputy City Clerk and Executive to the Mayor and Council. And further recommended that the
Council receive resumes, vet and appoint.

Mr. Thomas asked for feedback and mentioned this position six months ago, and it was unclear
if the position was needed then, but now it has become very clear that the position is much
needed now and asks that Council move forward with an appointment.

Mayor Thompson asked for a consensus from the Council:

Councilwoman Gantt stated that she is in agreement to appoint an Executive Assistant to Mayor
/vV’*"\ and Council, vet the person and appoint. She asks Council to establish a process to make the
appointment. Appointed and Non-Appointed positions need to be clarified.

Mayor Thompson agreed with Mayor Pro Tem Thomas that the appointment is just that, an
appointment.

Councilman Ford asked if the $45,000 budgeted amount means the applicant could be appointed
and compensated below that amount.

Mr. Thomas confirmed that is the budget amount set.

Councilman Ford stated that the person selected could perhaps come in under the $45,000 salary
and also noted all of the positions that the Council appoints and stated that the Council advertised
for the City Clerk and Deputy City Clerk positions and leans toward advertising for the Executive
Assistant to Mayor and Council position.

Mayor Pro Tem Thomas stated that the fact that this is an appointed position, and it does not call
for advertising, and while other positions were advertised, wants to correct the process going
forward. He made the recommendation to receive resumes, vet candidates and appoint.

Councilwoman Lewis Ward agrees with the comments made earlier and states that to vet or not
vet needs further discussion. She further stated that she is not in agreement with the lengthy
application used to hire employees since this is an appointment.

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Councilwoman Buschman agrees that the rest of the Council and has reached out to other cities
and they have an Executive to the Mayor and Council. Ms. Buschman states that the Council
needs to get together and choose the best qualified person for the position.

Mayor Thompson acknowledged a unanimous consensus of the Council that the position of
Executive Assistant to Mayor and Council is needed and

Mayor Pro Tem Thomas is not in favor of advertising the position, as this is an appointment. He
noted that he has five or six tasks on the table and he has tasked the City Clerk, City Manager,
and Executive to City Managerto assist. He further stated that likewise, Councilwoman Gantt has
initiatives and has tasked staff. Council has agreed the position is needed, and only Councilman
Ford has asked for advertising.

Mr. Harris asked how resumes would be collected.

Councilwoman Gantt stated that she was not in favor of not receiving resumes, but needed further
information on the process of the selection.

Mayor Thompson stated that the new position forthe Conference Center is an income producing
position and this Executive Assistant to the Mayor and Council is not.

HR Manager, Renee Wheeler stated that the process needs to be determined by Council, and
staff will comply. She stated that Council does not need to advertise for the position if they
choose not to do so, and can simply appoint if that's the consensus of the Council. Or, they can
direct staff to post the position.

The consensus of the Council was to direct staff to place the position on the City’s web site to
advertise for two weeks.

DISCUSSION ITEMS
Item #15 —
Ice Skating Rink Update
City Manager, Michael Harris noted that he had recently sent out additional information to Mayor
& Council regarding the prospect of the City having a seasonal ice skating rink on City property,
and noted that there had been previous discussions at the last meeting about this particular
item. Mr. Harris stated there were a couple of different options proposed. Option 1 the City

would purchase the necessary equipment. Option 2- the City would rent the equipment from an
outside company and internally manage the facility. Option 3 the City would contract with an

outside company to manage the entire process in regards to equipment and management.

Mr. Harris noted that both he and Councilwoman Gantt had reached out to a number of firms for
information regarding seasonal rinks, researched information, and made site visits. There have
been two proposals received from Magic ice USA and Ice Rink Events, which refer back to
Option 2, and 3 as noted above. Option 2 averages around $178,000; Option 3 averages
around $193,000. There would be additional costs such as power supply three phase 480 volt

600 amp senlice would cost on average $25,000 $30,000 -
one-time cost, with in-house

management, there would be an estimated average cost of $40,000 for 3-4 staff members

required during the 6-7 week period. Additionally, there would be other ancillary cost for
decorations, and monthly utility bills.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Councilwoman Gantt stated that she has been in contact with the several rinks and also
inquired about CDBG funds for the skating rink and is waiting on information from HUD to
confirm. Based on the study that she has done, it would be more feasible from the City's
standpoint to have an outside firm manage the rink in its entirety.

Councilwoman Gantt stated that she wanted to bring this item back before the Council because
citizens have expressed a strong interest in the idea and families are seeking a recreational
outlet, such as the skating rink, here is the City.

Councilwoman Buschman mentioned the CDBG funds that had originally been slated for the
pool and stated that in order for the ice rink to be successful, the project would need lots of
sponsors to cover the cost.

Mr. Harris responded in regards to the CDBG funds and noted that a timeline exist for projects,
that has surpassed. The Henry County Director, Shannon Sagnot is also checking to see if the
ice Rink would meet the federally mandated requirements for recreation.

Councilwoman Buschman asked ifthe CDBG funds of $150,000 have been returned since the
City is not moving forward with a pool and time has elapsed. Mr. Harris stated that unless the
City can show there are plans to build a pool or that there is another shovel ready project, the
funds would be reallocated.

Councilman Thomas stated that is was his understanding that the funds must be used for a
permanent project, and also that when the county became entitled, during a 4-year span, each
City would receive $800,000 and then the county and each City would need to re-apply. Mr.
Harris could not confirm that as mandated information.

Councilwoman Gantt suggested that perhaps the CDBG Director for the county could come
before the Council and give a presentation.

Councilman Ford noted that the proposed Ice Skating Rink was not a budgeted item and would
need sponsors and staff, and the community to support this venture.

Mr. Harris indicated funds would have to come from the City's surplus revenue, and the City
would also incur an insurance liability.

Councilwoman Lewis Ward inquired about the liability insurance, and Mr. Harris noted that he
would look into insurance matters as this project proceeds further.

Mayor Thompson indicated that with the projects that Council has proposed, he cautioned that if
you bring in the rink, other than that, what would people do? And to also be mindful to consider
the costs. Mayor Thompson noted that he had recently visited the rink in Alpharetta and there
were restaurants that surrounded the rink. And, with the LCI, these types of projects may piggy

back on that.

Councilwoman Gantt noted that Have an Ice Day is a company that brings in the seasonal rink
and manages the entire process, this is their business, and it’s what they do. They come in as a
business and will lay out the rink. There is an interest in the rink, and the public is interested in
this type of activity here in the City.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Mayor Thompson agreed, and thanked Councilwoman Gantt for her hard work and efforts on
the project.

Councilman Ford noted that a multi-use structure would be able to convert for other recreation
in the City and referred back to the Mayor's suggestion of incorporating this project into the LCI
plan.

Item #16 —
Livable Centers Initiative (LCI) Update
City Manager, Michael Harris, reviewed the (LCI) Plan and wants Council and the public to know
where things are right now. The Stockbridge Livable Centers Initiative (LCI) Study 10-Year
Update is a community-based effort to prepare a plan for the future of Stockbridge’s core and
nearby areas. it builds upon the work of a previous LCI study from 2001. The Study was
approved in 2012. A few months back, the City had a Town Hall Meeting in conjunction with the
Main Street Program and the LCI was re-presented to the public. The initial Concepts A & B
were initially established in 2012 and at that time the City hired TSW Tunnel Spangler Walsh

to complete a zoning code and regulation assessment. in conjunction with that, the City
Attorney, Michael Williams and staff is in the process of revamping and updating the City's
zoning codes and ordinances especially with the increase in recent development trends. The
City Attorney has completed the initial draft. The zoning codes and development regulation
assessment will be reviewed in comparison specifically for the LCI plan.

in 2012 Concept A and Concept B were approved by the governing body. It was noted by Mr.
Harris that an ice Skating Rink was initially proposed in the 2012 plans, and that this governing
body will decide which direction and Concept staff should proceed and noted that he along with
Dale Hail and City Attorney, Michael Williams are available to answer any questions.

Mayor Thompson asked if Option A or B is what's on the table. Mr. Harris confirmed that Option
A or B is to be decided, however, this is being done in conjunction with the revised zoning
regulations. Councilman Ford wants to move fonrvard with Concept B as the best choice.

Mr. Harris indicated that the LCI plan has been thoroughly vetted over a number of years and
wants to solidify the direction. Mayor Thompson recalls weighing in on the LCI Concept Plans
several years ago.

Councilman Thomas indicated that as part of the proposed concepts ofthe LCI there is
residential housing near the railroad tracks, and does not see that as viable. Secondly, there is
a potential problem with the church being in close proximity with the proposed amphitheater,
and that may be a conflict as well. Councilman Thomas favors Plan B.

Mr. Harris stressed to the Council that this is only a concept and that there will variations as the
plan progresses and moves forward.

Councilwoman Gantt stated that Council reviewed the LCI at the previous retreat, and asked
staff to present this item tonight and the Council will vote on Plan A or B at the next council
meeting and favors Plan B.

Mr. Harris stated that knowing which plan is going forward will enable staff to mirror the zoning
codes and regulations along with what TSW has already been contracted to do, and allow staff
to focus attention on zoning regulations.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Councilwoman Buschman favors Plan B and citizens have had input, and she further stated that
there could be a Non-Whistle Train come through a town with double rails that would allow for
residential housing near the railroad tracks as a viable option.

Dale Hall, Administration and Community and Development Director, restated that this is only a
concept, and once staff has a clear direction of which plan is selected, staff will move forward
with the zoning codes and development regulations and develop the framework to build that
within. Mr. Hall asked the Council to keep in mind and to remember that most of the items will
come from private developers for the future and that moving forward with the plan selection will
allow for the framework for zoning code and regulations and allow developers to have the
flexibility to build, and not to take this concept as set in stone. It will be similar, but staff has to
write the rules and regulations to get what you want.

The consensus of the Council was to move forward with Plan B and directed staff to add the
Resolution to the Consent Agenda.

Item #17 —
Annexations
Dale Hall, Administration & Community Services Director stated that Council has recently asked
staff to provide information concerning the annexation process within the City of Stockbridge.
Mr. Hall referenced the 60% method, the 100% method and the Island method included in the
attached information.

Mr. Hall noted that staff wants to make the Council aware of procedures in the event
annexations are brought forward in the future. There is an attached memo that addresses the
various annexation methods that the City would consider. Also attached for the Council's
consideration is a copy of an Annexation Master Plan as prepared by the City of Decatur.
Mr. Harris stated that staff has researched annexation and in past years, the City has put out a
letter encouraging property owners to annex into the City highlighting the benefits which
included no City taxes, trash pickup, street cleaning, code enforcement services, planning and
zoning, and at one time offered mosquito spraying and no-cost street lights. While the mosquito
control services have since ceased, the practice of the City paying for all streetlights within City
subdivisions has continued. For a service delivery standpoint, there are some holes.

For future annexations, and developments, staff recommends that the City consider halting the
practice of paying for streetlights within subdivisions, and instead establish special street light
districts which would allow residents using the lights to be responsible for the associated costs
for their respective lights.

Mr. Harris stated that with research over the last few weeks by staff, it is important to make
Council aware of services that the City pays for as it relates to annexations and what that
means from a service delivery and staffing standpoint.

Mayor Thompson asked if Council is to consider all of the costs associated with newly annexed
properties.

Mr. Harris confirmed that yes; all costs need to be considered.

Mr. Hall stated that at Council’s directive, staff would put together an overall Annexation Plan to
include the costs and the affects to the budget.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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Councilman Ford would like to see an overall annexation plan similar to the City of Decatur. He
also noted that the services provided by the City are incentives to communities and would like to
have those incentives remain in place and while understanding the additional cost factor to the
City and increases the budget, and is in favor of the City paying for the streetlights of newly
annexed properties.

Mr. Harris indicated that with respect to communities wanting to annex into the City or new
developments, they are already paying for their streetlights, and there would not be any
additional incurred cost to them to continue to do so; therefore, there would not be a dis-
incentive. The consideration that staff is asking Council to consider is grandfather in those
already under contract, and ask newly annexed or new developments to pay for their
streetlights. In 2014, the City paid over $300,000 for street lighting, and we have budgeted
$325,000 for this current year. The majority of those are in subdivisions, and some are ancillary
as well. Adding new streetlights would have a significant financial impact.

Councilman Ford referred to the example of Carriage Lakes requesting to annex into the City,
and asked if they were paying for their own streetlights. Mr. Harris confirmed that this
community is currently paying for their streetlights. Councilman Ford stated that he would want
the City to pay for their streetlights should they annex into the City. Mr. Harris noted that he is
asking the Council to consider having newly annexed and new developments pay for lighting
due to the financial impact on the City.

Mr. Hall stated that it is in his experience in municipal government, while he will proceed as the
Council wishes, however, he has never seen this benefit offered to its citizens and Stockbridge
is unique in that the City is paying for streetlights.

Mayor Thompson stated that this service has been offered for a long time to its residence,
however, the City had a much smaller radius, and costs need to be considered, as the City does
not charge property taxes and needs to be mindful of recouping the finances and need to find
where the funds are coming from.

Councilwoman Buschman stated that when you talk annexation, you start talking government,
and a lot of people don't want government involvement. Perhaps streetlights can be used as a
safety incentive for new developments. She further stated that there are holes in the map, and
the previous administration tried to close those holes with annexations and were unsuccessful,
and if the City decides to move fonNard with annexations, to be careful with your approach due
to the mindset of the public.

Item #18 —
Removal of Surplus items I
Linda Nabers, Treasurer, presented a listing that indicates write-offs of $38,302.00. That would
be a write-off to General Fund— $3,514.00 Sanitation/Solid Waste$22,552.00. Stormwater

$4,731.00 and the Water/Sewer $ 7,506.00 for a cumulative of $38,303.00.

That will be the bottom effect of each of these funds. Staff has reviewed the Fixed Asset Listing
from the auditors and noted that these are items that should have been retired and the asset
was never retired. You should replace the asset on the books when it is replaced. You must
recognize the loss on your disposal which would be your net book value. Some of it appears to
be clerical errors from years past. Some have balances that went back to 1988. The surplus
removal will be done in phases. Staff will do a full physical inventory, but would like to roll these
particular items into 2014 and will otherwise carry those losses into 2015. This would be
considered Phase I of the comprehensive plan. A full physical inventory has not been done in at
least 15-20 years.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
I-‘Via g e I 16

Councilman Ford thanked the Treasurer for her efforts.

The consensus of the Council was to place the item on the March 9, 2015 Consent Agenda.

City Attorney, Michael Williams noted that he had mentioned to Mayor Thompson the need for a
Special-Called Meeting to present legal updates. Mayor Thompson asked Council if Tuesday,
March 3, 2015 was agreeable for a Special Called Meeting. A Special Called Meeting was
confirmed for Tuesday, March 3, 2015 at 5:30pm to be advertised by the Clerk.

COUNCIL’S COMMENTS

Councilwoman Buschman reminded everyone about the homeless, hungry and elderly and
thanked them for their service and prior battles and military; and thanked everyone for coming
out.

Councilwoman Lewis Ward noted that Henry County Board of Education is sponsoring a
Teacher's Job Fair on Friday, February 27th from 9am —

12pm at Hampton High School and is
open to all residents of Henry County. And that Henry County Public Schools is hosting their Joy
Prom specifically dedicated to the children special needs at Strong Rock Christian Church in
Locust Grove and seeking volunteers and donations and to contact Strong Rock Christian
Church on how you can assist with Henry County's Joy Prom.

Mayor Pro Tem Thomas invited everyone out to the 4th Annual African-American Heritage
Celebration on Saturday, February 28th at 4pm 3894 Walt Stephens Rd. Stockbridge.

Councilman Ford thanked residents for coming, and thanked staff for their presentations. He
noted that the meeting was productive, that there was a lot accomplished and dialogue. if it

/K/Aw takes this long, so be it, and thanked everyone for hanging in there.

Councilwoman Gantt thanked everyone for coming out. Thanked staff, especially Ms. Nabers
for her efforts working with the budget. And noted that Pastor Mike Moon dropped off a Black
History Month 2015 Book that she is giving to Councilman Thomas to display at his Black
History program. She also invited everyone out to the Non-Profit Mixer to collaborate and talk on
Tuesday, March 17, 2015 6:30pm at the Merle Manders Conference Center.

MAYOR'S COMMENTS

Mayor Thompson thanked staff that participated in the circus event, Diane lde, Kira Harris-
Braggs, Vanessa Holiday, Renee Wheeler, Michael Harris, Linda Nabers, Ben Hopkins and
Councilman Ford. The Mayor stated that this was his first opportunity to participate and there
were around 50 kids with various needs and that without this experience, they may not have

had an opportunity to attend the circus.

Mayor Thompson also noted that Councilman Thomas, who was directly involved with the Fuller
Center/Kelly house rebuild on Rosenwald, also sponsored an appreciation luncheon for the
participants of the project. Mayor Thompson also thanked Shane Persaud and his team for
stepping up on this project. He recalled campaigning in the area and recognized a need and
noted that these are the types of projects that as public servants, the elected officials should be
involved with and this project impacted the family in a positive way. He also referenced a recent
reading about servant leadership.

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
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PUBLIC COMMENTS

All persons wishing to speak for public comment must sign in with the City Clerk no later than 15
minutes prior to the beginning ofthe meeting. You must sign your name, address, and phone
number. You will be able to address the Mayor and Council for three (3) minutes.

Mr. Leonard Yancey spoke to an issue of a hole in a fence at Memorial Park that continues to
be cut out and used by trespassers. The City has repaired the fence on several occasions, but it
continues to be a problem. Mayor Thompson tasked the City Manager with attempting to
remedy the problem.

Mayor Thompson read the news and announcements:
0 4th Annual African-American Heritage Celebration Sat. Feb. 28, 2015 Red Oak UMC
4pm -

Sponsored by Alphonso Thomas, Mayor Pro Tem

February 26, 2015 is Henry County Day at the Georgia State Capitol.

- Public Safety Committee Meeting Friday, March 6, 2015 at 10:00am at City Hall —

Chair,
Regina Lewis Ward.

0 Main Street Meeting Friday, March 6, 2015 at 12:00pm at City Hall ~
Kira Harris-Braggs,
Main Street Manager.

City Council Meeting Monday, March 9, 2015 at 6:00pm at City Hall

- Non-Profit Mixer Meet & Greet -

Tuesday, March 17, 2015 6:30pm Merle Manders Conf.

Q Center sponsored by Councilwoman LaKeisha Gantt.

0 Finance Committee Meeting, Wednesday, March 25, 015 5:30 pm. City Hall —
Chair,
LaKeisha Gantt

- Work Session Meeting, Tuesday, March 31, 2015 6:00 pm City Hall

Motion to adjourn (9:36pm) made by Ford; second by Buschman. Motion passed 5/0.

Respe
tfoilgxsubmitted by:
.//‘/75,34?/’LL/’

Vanessa Holiday, City Clerk imothy,L. Thompson, Mayor

February 24, 2015 6:00pm 4640 N. Henry Blvd. Stockbridge, GA 30281 Phone: (770) 389-7900
