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11-17-2008 November 17, 2008 November 17, 2008 - The regular scheduled meeting of Mayor and Council was held at Smyrna City Hall. The meeting was called to order by presiding officer Mayor A. Max Bacon at 7:30 o'clock p.m. All council members were present. Also present were City Administrator Wayne Wright, Assistant City Administrator Eric Taylor, City Clerk Susan Hiott, City Attorney Scott Cochran, Public Works Director Scott Stokes, Library Director Michael Seigler, Community Development Director Ken Suddreth, Police Chief Stan Hook, Community Relations Director Jennifer Bennett, Parks and Recreation Director Steve Ciaccio, Fire Chief Jason Lanyon and representatives of the press. Invocation was given by Reverend Steve Davis from Sharon Baptist Church, followed by the pledge to the flag. AGENDA CHANGES: There were none. MAYOR'S REPORT: (A) Recognition of2008 Firefighter and Police Officer of the Year - Mayor Bacon recognized Chief Hook and Chief Lanyon, and Chief Hook introduced Ofc. Ken Spencer to those present and provided details concerning Ofc. Spencer's efforts in connection with his duties with the City police department. Mayor Bacon congratulated Ofc. Spencer on being recognized as officer of the year. Chief Lanyon introduced Firefighter Pabel Troche to the assembly and commended Firefighter Troche for efforts on behalf of the City fire department. Mayor Bacon recognized Principal Kehl Arnson, and Mr. Arnson thanked the City's officials for their support of the local public schools. Mr. Arnson stated Campbell High School recently received the Governor's Cup Award for improvements in SAT scores. Mr. Arnson commented favorably about progress he has observed in the City and the beneficial effect such improvements have had on the local school system. (B) Parks report - Croy Engineering Mayor Bacon recognized Mr. Don Hicks with Croy Engineering, and Mr. Hicks presented a report to the present officials regarding progress on various parks program projects. Mr. Hicks stated the results for the Taylor-Brawner facility are particularly satisfactory. Mr. Hicks provided information regarding the status of the work on the Church Street Senior Aquatic Center, Riverline Park Site, Jonquil Park, North Cooper Lake Park, and the Brinkley Park expansion. Mr. Hicks reported that at this point it appears that all the work will be done within budget. Mayor Bacon commended the associates of Croy Engineering for their work on these projects, and expressed the view that the improvements will be a welcome addition to the City's parks facilities. LAND ISSUES/ZONINGS/ ANNEXATIONS: There were none. - November 17, 2008 2 PRIVILEGE LICENSE: There were none. - FORMAL BUSINESS: (A) Reject RFP #9-012 for purchase of 12 blue light bars and associated equipment for Police vehicles to West Chatham Equipment Company Mr. Wright stated bids were received for light bars for police vehicles. Mr. Wright stated staff recommends rejection of these bids in order to re-bid the order to include installation services. MOTION: Council Member Lnenicka made a motion to reject RFP #9-012 for purchase of 12 blue light bars and associated equipment for Police vehicles to West Chatham Equipment Company and authorize re-bid ofthe purchase proposal. The motion was seconded by Council Member Smith. Motion was approved 7 - O. COMMERCIAL BUILDING PERMITS: There were none. CONSENT AGENDA: (A) Approval of the November 3,2008 minutes (B) Adoption of revised Flextime Policy .... (C) Award RFP 9-014 for 6,000 roll out residential refuse carts to Cascade Engineering in the amount of $280,980 and authorize the Mayor to execute related contract documents (D) Approval of Policies and Procedures Manual for Communications Division of the Police Department (E) A ward RFP 9-007 for a vacuum jetter combination truck for storm sewer maintenance to Wade Ford in the amount of$170,992.50 and authorize the Mayor to execute related contract documents (F) Award RFP 9-013 for management of renovations at 2525 Ward Street to Lubin Enterprises in the amount of $239,000 and authorize Mayor to execute related contract documents (G) Approval of use of council chambers for a meeting of the Market Village HOA on Wednesday, December 3, 2008 from 7:00 pm until 9:00 pm MOTION: Council Member Wood made a motion to approve the consent agenda. The motion was seconded by Council Member McNabb. Motion was approved 7 - O. COMMITTEE REPORTS: Council Member Pritchett recognized Ms. Hiott, who provided details to those present concerning recent court services operations. - November 17. 2008 3 Council Member Pritchett stated she is gratified to see that a number of people have already responded to the City's court amnesty program. Council Member Pritchett commented favorably about this evening's Mayor's Education Awards program. - Council Member Newcomb recognized Mr. Suddreth, who provided details to those present concerning recent building statistics. Mr. Suddreth thanked everyone who has assisted with the Community Development Department's move to the Taylor-Brawner facility. Council Member Newcomb stated the Mayor's Education Awards program draws attention to the many real accomplishments made by the local public schools. Council Member Anulewicz thanked the many school volunteers for the contributions they make to public education in their respective communities. Council Member Anulewicz encouraged everyone to support their local merchants and other businesses. At Council Member McNabb's request, Mr. Stokes provided details to those present concerning the timetable for phasing out the leaf vacuuming program and implementation of roll-out waste carts. Council Member McNabb recognized Ms. Kirk, and Ms. Kirk provided details to those present about the City's participation in the Nike shoe recycling program and electronics recycling. Ms. Kirk stated the IBM volunteers are scheduled to repaint the Campbell High School Stadium. Ms. Kirk reported that on January 3 Christmas trees can be recycled at Home Depot. Council Member McNabb emphasized the importance of parent involvement in children's education. Council Member Smith recognized Ms. Bennett, and Ms. Bennett provided details to those present concerning the Cobb Christmas program for the benefit of needy families. ... Council Member Smith recognized Mr. Seigler, and Mr. Seigler provided details to those present concerning use statistics and current and upcoming programs and events for the City Library. Council Member Smith recognized Mr. Ciaccio, and Mr. Ciaccio provided details to those present concerning Parks and Recreation Department activities and projects. Council Member Smith commented favorably about this evening's Mayor's Education Awards program. Council Member Lnenicka commented favorably about the Veterans Day ceremony recently conducted by the Smyrna Rotary Club and thanked those who helped organize the event and those who attended. Council Member Lnenicka expressed condolences to the family of Ann Brown, also known as Caroline Ann Brown Smith, who recently passed away. Council Member Lnenicka stated she was involved in the organization of the Forest Hills Preservation Group, and that her husband designed and built the frog sculptures seen in downtown Smyrna. Council Member Lnenicka stated the Mayor's Education Awards program showcases the work done every day to help improve the lives of young people in the community. Council Member Lnenicka wished everyone a happy Thanksgiving Day holiday. - November 17, 2008 4 Council Member Wood stated work continues on the review of the City budget to make certain it is aligned with current economic conditions. Council Member Wood commented favorably about the Mayor's Education Awards program. -- Mr. Wright stated the City has issued a request for proposal for landscaping services for City property and parks and encouraged interested persons to bid. Mayor Bacon congratulated Mrs. Lillie Wood for being recognized as Cobb Senior Citizen ofthe Year and Warren Stubbs and Ryan Byers for being named as Smyrna Citizen of the Year. Mayor Bacon provided details to those present concerning the musical career of Zach Brown and his band. CITIZENS INPUT: Mayor Bacon recognized Mr. Alex Backry, residing at 3459 Shawnee Trail, and Mr. Backry expressed concerns about the purchase of the Highlands Apartments by the Downtown Area Development Authority. Mr. Backry expressed the view that acquisition of this property seems risky when the current economic climate is considered. Mr. Backry stated he believes there are more pressing issues to be considered and expressed concerns about the reduction of City services. Mr. Backry expressed the view that the City should not be involved in real estate transactions of this type and should be focused on providing essential services. Mayor Bacon recognized Ms. Joy Kramer, residing at 116 Kenninghall Court, and Ms. Kramer provided details to those present concerning a pedestrian traffic accident with a fatality which occurred in the City on instant date. Ms. Kramer expressed the view that the intersection where the accident occurred is dangerous and that corrective measures should be taken. -- ADJOURNMENT: With no further business, the meeting was adjourned at 8:40 p.m. - November 17, 2008 .... A A. MAX BACON, MAYOR MELLENY PRITCHETT, WARD 1 ~. /p'1. l /(//I~i( I~ TE I ANULEWICZ , ~ JIMMY D. SMITH, WARD 5 - {J~~ w~j2 CHARLES PETE WOOD, WARD 7 - 5 D.~/ SAN D. HIOTT, CITY CLERK (/-\~~.J J~ RON NEWCOMB, WARD 2 a~~~ WADE S. LNENICKA, WARD 6 SUBJECT: FLEXTIME Page 1 of4 PURPOSE: (1) To extend the hours during which certain City services are available to citizens. (2) To improve air quality and reduce road congestion by eliminating certain commuting trips. (3) To provide flexibility for employees in scheduling daily work hours where feasible. - STATEMENT OF POLICY: Definition Intent - Flextime is any employee work schedule other than 8:00 AM to 5:00 PM Monday through Friday that is established as the normal work schedule for any full time employee who works a 40-hour per week schedule on weekdays. With recognition that every City employee's first responsibility is to effectively and efficiently perform the duties of his or her respective position (including, for example, being available to meet with and provide assistance to citizens, supervisors, and other individuals, interact with other City employees, outside vendors, etc., and/or cover departmental telephones, as needed), the City acknowledges that flextime, while not equally well suited to all job categories (such as those which require shift assignments), can provide a valuable benefit to both the City and employees when carefully granted to eligible employees in certain job classifications. Flex schedules will not be permitted in cases where services may be impacted or impaired or where City operations may be negatively affected. The primary consideration in determining flex schedules is to ensure that the City can provide the highest quality services within the resources available. Accountability Supervision must be available to monitor every non-supervisory employee who works a flex schedule. Annual and sick leave Holidays - Any employee on a flextime schedule must record his or her attendance on the City's automated time and attendance system. If the employee is FLSA-exempt, the time records will not be used for payroll purposes. Employees on flextime schedules will receive regular annual and sick leave accruals as outlined in the City's Personnel Policies and Procedures. Leave taken shall be equal to hours scheduled to be worked on the day the leave is taken. Employees on flextime schedules will remain eligible for holiday compensation as outlined in the City's Personnel Policies and Procedures. The leave amount granted for a holiday will be 8 hours, regardless of the number of hours an employee is scheduled to work that day. City of Smyrna, Georgia Revised November 17, 2008 SUBJECT: FLEXTIME Page 2 of4 ... Four-day Schedules ... PROCEDURES Start and Finish Times Lunch Forty-hour Workweek ... Four-days-per-week flextime schedules will be permitted only when services to citizens and employees can be regularly provided Monday through Friday. In those case where it may be otherwise appropriate for a supervisor to work a four- day-per-week flex schedule, there must be a supervisory backup normally scheduled on the supervisor's off day to handle personnel or customer issues that may arise in his or her absence. Annual and, Sick Leave - If an employee working a four-day schedule wishes to use annual or sick leave, the leave amount will be 10 hours for each day taken. Holidays - When a holiday falls on a four-days-per-week Flextime employee's normally scheduled day off, the employee shall either 1) take this holiday on the next scheduled work day, or, if the holiday falls on a Friday, on the last scheduled work day preceding the holiday, or 2) work his or her regular schedule that week and bank the eight hours of holiday time for future use. An employee may have up to a maximum of 16 hours banked at any time. Flextime employees may compensate for the difference between granted holiday time and regular time by using annual leave or banked holiday time. Upon prior written approval from the respective department head and the City Administrator, full time employees may participate in the City's flextime program by working the same number of normally scheduled hours per week during a different, pre-approved schedule (i.e., one other than 8:00 a.m. to 5:00 p.m. Monday through Friday). Each employee who participates in the City's flextime program must schedule an unpaid lunch hour as designated by the department head or his or her designee during each day worked. The only exceptions to this requirement are those employees for whom the FLSA mandates a daily paid lunch period. Flextime employees will not be permitted to take this lunch hour during the last work hour of the day. Employees are responsible for working a full forty-hour workweek, unless granted approved leave by their immediate supervisor and/or department head. (Note: FLSA-nonexempt employees [i.e., those City employees who are eligible for overtime compensation] who do not occupy public safety shift positions should under no circumstances work more than forty hours in any seven-day work week unless their immediate supervisor has specifically given prior approval for the working of such overtime.) City of Smyrna, Georgia Revised November 17, 2008 SUBJECT: FLEXTIME Page 3 of4 .... Eligibility Flextime Requests Department Head's Evaluation of Requests - Review by Director of Human Resources and City Administrator Approved Schedules .... Eligibility for participation in the City's flextime program will depend on an assessment of whether the employee's proposed flextime work schedule will enable the employee to fully meet job responsibilities and performance expectations. Eligible employees may request participation in the flextime program by submitting a written schedule change request to their immediate supervisor and respective department head. Employees should be prepared to discuss how they intend to resolve any conflicts that may arise between work responsibilities and the new schedule. Supervisors may also request that an employee be assigned to a flex schedule if circumstances warrant. In evaluating a schedule change request, the respective department head will weigh such factors as the requesting employee's job responsibilities and the extent of his or her interaction with members of the public and others; the schedules requested by other employees in the department/division; the possible benefits to be derived by the public; and the extent to which the requesting employee has demonstrated responsibility and dependability. If the respective department head approves the schedule change request, he or she should forward the request to the Director of Human Resources along with his or her justification for why the request should be granted. The Director of Human Resources will review and either sign off on the request or contact the respective department head to further discuss the feasibility of granting the request. The Director of Human Resources will then make a recom- mendation to the City Administrator, who will have the final decision for approving or denying the request. Although schedule change requests will not be denied without explanation, the City reserves the right at all times to schedule employees as determined necessary to most effectively and efficiently accomplish the work of the City. The City Administrator may waive any of these requirements if he or she determines the waiver is in the best interest of the City. Once a flextime schedule is approved, the employee will be expected to work that schedule, unless given approved leave or permission to depart from the Flextime schedule by his or her respective department head or immediate supervIsor. Employees who need to adjust their schedules (to attend meetings or perform job duties that require them to be available at hours when they normally would not be scheduled to work) should discuss any proposed temporary schedule changes City of Smyrna, Georgia Revised November 17, 2008 SUBJECT: FLEXTIME Page 4 014 - with their immediate supervisor and/or department head as soon as they learn of such a need. (The immediate supervisor and/or department head should make a written record when agreeing to any temporary change, but need not discuss such temporary changes with the Director of Human Resources or City Administrator.) Failure to abide by an approved flextime schedule will result in discipline. Such discipline may include assignment back to a regular 8:00 a.m. to 5:00 p.m. work schedule or, in cases of severe infractions or flagrant violations, in disciplinary action, up to and including termination. The City reserves the right at any time to return a participating flextime employee to his or her standard "8-to-5" schedule if, in the opinion of the department head and/or City Administrator, the employee's flextime schedule is not permitting the department/division to operate effectively or, in management's opinion, changes in circumstances necessitate such a change. - In addition, the City reserves the right at any time to assign an employee to a flextime schedule if, in the opinion of the department head and/or City Administrator, such flextime scheduling is deemed necessary to effectively serve the citizens of Smyrna. If a return to an "8-to-5" schedule or a change to a flextime schedule is necessary, the employee will be given a two week notice of the change, except in emergency situations where such notice is not practicable. The City reserves the right at any time to modifY, delete, or restructure employee benefit programs at its sole discretion with or without prior notice to City employees. APPROVED AND ADOPTED BY MAYOR AND COUNCIL: RECEIVED BY: - A. Max Bacon, Mayor Date Wayne P. Wright, City Administrator Date City of Smyrna, Georgia Revised November 17, 2008