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12-15-2014 December 15, 2014 Signed M&C MinutesPresent: 6 - Mayor Max Bacon, Councilmember Teri Anulewicz, Councilmember Charles Welch, Councilmember Susan Wilkinson, Councilmember Wade Lnenicka and Councilmember Ron Fennel Absent: 2 - Mayor pro tem/Counciimember Melleny Pritchett and Councilmember Andrea Blustein Also Present: 15 - Terri Graham, Heather Corn, Chelsea Jackson, Toni Jo Howard, Scott Cochran, Ken Suddreth, Jennifer Bennett, Roy Acree, Mary Moore, Scott Stokes, Kay Bolick, David Lee, Dat Luu, Ann Kirk and Travis Landrum Call to Order Mayor Max Bacon called the meeting of the Mayor and Council to order at 7:33 PM Mayor Max Bacon asked Pastor Christopher Walker of the Greater Grace Temple Church of God, located at 954 Bank Street, Smyrna, to come forward and give the invocation and lead the Pledge of Allegiance. 3. Mayoral r: r There were no agenda changes Mayor Bacon announced that Mayor Pro Tem/Councilmember Melleny Pritchett and Councilmember Andrea Blustein were absent. - . r There were no Land IssuesfZonings/Annexations There were no Privilege Licenses 6. Formal business: A. Approval to fix and publish qualifying fees for upcoming 2015 City General Election for Mayor and Council seats the fee for Mayor willbe City of smyma Page 1 Pd nfed on 1/5/2015 City Council Meeting Minutes - Final December 15, 2014 � s � $756.00 and for Council $567.00 gpon2m Anulewicz Mayor Bacon asked Interim City Administrator Toni Jo Howard to read the background regarding this item. She stated this was a request for approval to fix and publish qualifying fees for the upcoming 2015 City General Election for Mayor and Council seats pursuant to OCGA 21-2-131 (a) (1). The fee for municipalities should be 3 percent of the total gross salary of the office paid in the preceding calendar year including all supplements authorized by law if a salaried office. The fees for Mayor will be $756.00 and for Council $567.00. Staff recommended approval. A motion was made by Councilmember Teri Anulewicz the approval to fix and publish qualifying fees for the upcoming 2015 City General Election for Mayor and Council seats the fee for Mayor will be $756.00 and for Council $567.00, seconded by Councilmember Charles (Corkey) Welch. The motion carried with the following vote: Aye: 5 - Councilmember Anulewicz, Councilmember Welch, Councilmember Wilkinson, Councilmember Lnenicka and Councilmember Fennel . There were no Commercial Building Permits Ms.Toni Jo Howard was asked by Mayor Bacon to read the consent agenda items for Council's approval, A motion was made by Councilmember Ron Fennel to approve the consent agenda, seconded by Councilmember Teri Anulewicz. The motion carried by the following vote: Ayer - Councilmember Anulewicz, Councilmember Welch, Councilmember Wilkinson, Councilmember Lnenicka and Councilmember Fennel A. Approve the Mayor and Council Meeting Minutes for December 1, 2014 n City Council These Minutes were approved. B. Approval to use Council Chambers on Thursday, December 18, 2014 from 6-9 PM for the Oak Ridge Estates HOA Meeting. p Lnenicka This Authorization was approved. C. Award RFP 15-017 Valley Oaks Storm Sewer Rehabilitation Project to the lowest bidder IPR Southeast for $62,405.00 and authorize the Mayor to execute any related documents. sponsors Wilkinson This Bid/RFP Award was approved. City of Smyrna Page 2 Printed on M2015 City Council Meeting Minutes - Final December 15, 2014 D. Authorize the contract extension of RFP 11-009 Residential Municipal Solid Waste Disposal for an additional four years at a 3%CPI increase per year with Advanced Disposal Smyrna Transfer Station. Sponsors: Welch This Contract was approved. E. Authorize the 2015 LMIG Grant and authorize the Mayor to execute any related documents with the Georgia Department of Transportation. Sponsors: Welch This Grant was approved. F. Approval of Community Development Block Grant (CDBG): Slum and Blight Clearance Program Policies and Procedures sponsors: Blustein This Policy was approved. Mayor Bacon began the committee reports with Councilmember Ron Fennel who asked Community Development Director, Ken Suddreth to come forward. Mr. Suddreth stated business in Community Development was continuing to grow and from November 2013 to November 2014, the department was ahead by 22% over last year. Councilmember Fennel asked Police Chief David Lee to come forward and give his department report and Chief Lee started by reminding the public not to leave items in their car in plain sight. He recommended putting any items purchased or personal, in the trunk or back area of their cars and SUVs. He stated the bad guys were not shopping in stores but rather in the parking lots. He also suggested not putting Christmas presents under trees in homes, where thieves could look in the windows and see the presents. Instead display presents on Christmas Eve. He reported that the Street Crimes Division received complaints through some citizens regarding some homes and questionable activity. Search warrants were executed and in the first home, a female was arrested with 8 grams of marijuana, 250 illegal Valium pills and some hash. Hash was not something seen very frequently. The second was the previous Friday on Gann Road and it turned out to be a grow house for marijuana. It was a sophisticated program and was not someone growing it for themselves. NCS was contacted and took over the 'case. Finally the Mayor and Council were thanked for additional funds provided that allowed the purchase of a ballistics shield that stops rifle bullets. Smyrna is the only agency in Cobb County that has this item. Mayor Bacon asked Chief Lee if he had any reports of packages being stolen from front porches and Chief said that in Smyrna's jurisdiction, they had not had any reports. Last year they did have some FedEx and UPS trucks followed as they delivered packages, but there have been no reports of that either. Fire Chief Roy Acree was asked to give his department report and he had a few safety tips also for the public. Fresh cut trees in the home need plenty of water to keep them from drying out. Dried trees and hot lights do not mix. Also, inspect light My of Smyrna Page 3 Printed on 4/5=15 City Council Meeting Minutes - Final December 15, 2014 strands for loose or damaged wires, missing bulbs, etc. Chief Acree thanked the Public Safety Foundation for supporting the 14th Annual Shop with a Hero event. Both Police and Fire participated and took 60 children shopping for Christmas. It was a very successful event and they were blessed to allow an additional 10 children, from last year's 50 to participate. The Fire Department has been very busy with call volume up by 7% from last year. And lastly, with the upcoming graduation of the second probationary rookie class, the FD will be back up to full staff at the end of January. The bureau of Fire Prevention has also been busy with inspections and permitting. Councilmember Fennel reminded the public to have space heaters inspected by the Fire Department and be sure they were in proper working order. He wished everyone a safe and happy holiday season. Councilmember Lnenicka Stated that Human Resources did not have a department report. Terri Graham, the City Clerk was called forward to give her department report. In November 2014 Court Services had 686 citations received and processed, 487 cases that were scheduled on six court dockets, 233 cases paid prior to their court date, and 97 individuals failed to appear for their court date. An audit of all FTA's (failure to appear) which include warrants and license suspensions was completed and all cleared FTA's and warrants were removed and updated in the system. Last month Court Services installed the new Government Windows software. This upgrade would allow customers to pay online at www.smymapay.com over the phone with the new IVR phone service. This software allows for automated service to customers when inquiring about court dates and citation amounts. In the City Clerk's office there were 20 open records requests processed, Court Services processed 26 requests and the PD processed 52 requests. The City Clerk prepared two Mayor and Council Agendas, two Committee of the Whole agendas and two pre-oouncil meeting agendas. The office drafted two sets of Mayor and Council meeting minutes which are approximately 12-15 typed pages in length and two sets of Pre -Council meeting minutes that are 3-5 typed pages in length. The Clerk's office is working with Community Development to run Legistar, our agenda management and voting software. The P&Z meetings take place once a month and the office was in the process of streaming those meetings live on our website. We provide action minutes and process the minutes through Legistar for those meetings as well. The Clerk's office runs Legistar for the License and Variance Board meetings that are held twice a month and the office completes the minutes for those meetings. All public meetings are tracked through the City Clerk's office and are posted according to the Open Meetings Act. Contracts are routed through the City Clerk's office and are managed for signatures, review by staff and City Counsel, are scanned and appropriately filed. There was one annexation processed for the month of November. The clerk's office will be streamlining our open records with new software that will help us manage record requests more efficiently. Currently the City Clerk and Deputy City Clerk physically touch a request an average of 6 times before completion. Record requests involve many different departments within the city and this software will help with efficiency and remaining timely on all requests while also keeping them organized in one central database. Councilmember Lnenicka enjoyed the Old Vinings Mills HOA meeting and appreciated the invitation to participate. Oakridge Estates had its annual HOA meeting as approved on the consent agenda. Mr. Lnenicka thanked Campbell Middle School Foundation for helping financially support both faculty and students. The previous Saturday was their annual Jingle Ball Flag Football game, sponsored by Atkins Park. The event raised money for the foundation. He mentioned appreciating Joan Stewart and the Foundation for their commitment to improving the schools. On December 6th, the VA rally held at the site of Emory Adventist Hospital had City of Smyma Page 4 Printed on 1/5/2015 City Council Meeting Minutes - Final December 15, 2014 approximately 100 people who turned out in support. The event was held to get the i attention of the Veterans Administration and showcase a site for a new VA Hospital and Medical Facility. Councilmember Lnenicka wished everyone a Happy Holiday and acknowledged the start of Hanukkah for the Jewish community. Councilmember Susan Wilkinson asked Librarian Mary Moore to come and speak about the library's activities. Ms. Moore said there was a beautiful hand blown glass exhibit currently upstairs in the gallery by artist Tom Lily of Lily Glassblowers, and the gallery walls had compositions of various media of the upper and middle schools of Whitefield Academy. In January for the first Sunday lecture, Dr. William P. Marchione, author of Brief History of Smyrna, would be speaking on The Early History of the Western & Atlantic Railroad, 1838-1870 from 3:00pm - 4:00pm on January 4th. Travis Landrum was called to give the Parks and Rec report. The Red Cross would be having their final blood drive of the year, Monday December 22 from 3:00pm - 7:00pm. The usual business would be the annual closing of the Community Center for the week of December 24th through January2nd to have ceiling tiles replaced, bricks acid washed, hardwoods in gymnasiums stripped and refinished. Brawner Hall and Wolfe Center would be open during this time. Councilmember Charles Welch reminded everyone who lives in the Lake Drivel Lake Court area that he would be hosting a community meeting regarding the lighting of the dog park on Lake Drive, Thursday, December 18th at 7:OOPM at the new Recycling Center. Ann Kirk, of Keep Smyrna Beautiful, was called up for her report and she began by giving a public service tip regarding holiday trash. She noted that electronics received over the holidays in big boxes would be a target for thieves. The recycling center would accept those boxes to avoid citizens from leaving them at the curb. The old electronics could also be brought to the recycling center. Most electronics had no fee but TV's had a $10.00 fee. Community Garden memberships were up for renewal and applications were available at the KSB office. Holiday trees could berecycledat the Home Depot, Vinings on January 3rd, 2015 and you could receive a seed packet or free seedling for your donation. She said the lights in the Village were beautiful and everyone should come and see them. Scott Stokes, Director of Public Works came forward and made the Council aware that the assistant public works director, Frank Martin's; mother had passed away on Saturday. Concord Road / King Springs and Concord l Dunn Street would reopen this week. Scoreboard replacement at all the parks was moving forward with all parts ordered and the misc. painting at Chuck Camp Park had been awarded. Bid openings scheduled were the Bridge Rehabilitation, Rose Garden Park and Reach Street Strom Sewer Project was already out for bid. Councilmember Terd Anulewicz noted that Community Relations had no report this evening. Toni Jo Howard gave a brief report on the Utility Billing Munis implementation, scheduled to begin sometime in January or February, which coincides with the new lockbox that will be in place with a local Atlanta address. The permit and inspection implementation and I.T. has been instrumental in helping with the data conversion issues. Councilmember Anulewicz wished the public a Happy Hanukkah and a Merry Christmas. MY of Smyrna Page 5 Printed on 1SM15 City Council Meeting Minutes - Final December 15, 2014 Mayor Bacon recognized Jennifer Bennett for her 15 years of service with the City of Smyrna. She started working for the City on Dec. 13, 1999. 11. Citizen Input: There were no Show Cause Hearings Alex Backry spoke about the dog fight that occured at the dog park and handed each Council member a copy of the police report. One of the dog owners involved was bitten but refused to be taken to the hospital. He had concerns over the dog parks and there being no control over the animals that were using these areas. He recommended an animal control officer for the parks to help minimize future liabiRy or injury. Mayor Max Bacon adjourned the meeting of the Mayor and Council at 8:47 PM City of Smyrna Page 6 Printed on IM015 �► � r rMEMEM 1� R t [No FA IN ` ' ► a a; e ON, S. 'LN I ROOENNE WARD 7