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07-20-1993 Regular MeetingJuly 20, 1993 The Downtown Smyrna Development Authority met July 20, 1993 at the Community Center. The meeting was called to order at 7:00 p.m. by Chairman A. Max Bacon. Present for the meeting was: Jim Pitts Steven Shupert Doug Stoner Willouise Spivey Hubert Black Jimmy Wilson C. J. Fouts Also was present were Council members Wade Lnenicka, Bill Scoggins and Pete Wood; City Attorney Charles E. Camp, City Administrator Bob Thomson, City Clerk Melinda Dameron and Parks Director Steve Ciaccio. Ted Jones with Avesta Realty and Paul Barrett, Commander of the VFW Post 10799 presented their proposed plans for development of 3.6 acres on Atlanta Road just north of the Community Center situated in the ADD-1 District. Mr. Jones said this tract of land is under contract by the VFW and they are submitting their plans for review in conformance with the Architectural Design Guidelines. Commander Barrett said the members of his post wanted to be neighbors to the City of Smyrna through the utilization of the existing house ,(formerly Ken's Flower Cottage) and addition of a 60' x 72' building. Mr. Barrett said this will be a $400,000 total investment and he felt they were basically in compliance with the guidelines established by the City. They intend for their development to be an asset to the City and ;would offer the joint use of 18,000 square feet of parking area to alleviate any parking problems the City might have. Mr. Barrett said the post will have no bar or night club type atmosphere; their organization is committed to vets helping vets through a number of programs they offer. They envision their structure to be aesthetically pleasing, similar to the exterior of the Community Center. The building they proposed is currently at Lockheed Aircraft and has been surplused. It is a one story structure rather than two story as required in the Architectural Guidelines. Mr. Barrett said they could build a false second story facade on the building but it would be an added expense, of no benefit to them. Mayor Bacon stated the Building Inspector, after reviewing the plans, had presented a list of items that were not in compliance. Mr. Jones said the VFW seems to be willing to comply with what needs to be done, as they had interpreted the guidelines. The outside material of the added building will be brick from the ground level to the windows, with wood material from the windows to the roof. The back of the building will be painted wood material and on the end of the building facing the Community Center, there are 6 large air conditioning units. Mr. Barrett said they also do not need awnings, but would add those to the building if it was required. Plans will be submitted for a handicap ramp and plans for lighting (coordinated through Georgia Power) will be furnished this week. Mr. Barrett said they could not provide underground lighting at this time because of the cost, and would like to be able to connect to the existing pole adjacent to the house. Any future wiring would be underground as required. Mr. Barrett said the existing house will be used for office space and will not be remodeled because of the age, but they would clean the bricks and paint. Doug Stoner said he had read the Architectural Design Guidelines thoroughly and it appeared from the presentation tonight that they need to go back and prepare a set of plans that will conform. Mr. Barrett said they were waiting only on approval by the City to proceed. This is a $400,000 investment for them but there are some of the requirements that cannot be met at this time. Mr. Barrett said they were asking for special consideration on the lighting requirements, awnings, one story versus two story structure and installation of the sidewalks and crosswalks. July 20 1993 meeting; - continued Mayor Bacon advised Mr. Barrett that they would discuss their request further and give them an answer tomorrow. After further discussion and deliberation, Steve Shupert made a motion that the Downtown Development Authority decline any request that deviates from the architectural guidelines of the City. Doug Stoner seconded the motion which carried 7-0. Mayor Bacon reminded everyone of the meeting July 31st with Howard Smith, Director of the Rome Chamber of Commerce. Howard has had good success in Rome and is offering suggestions to the City on how to promote our downtown area. The City has budgeted $25,000 this year to try and encourage development. Mayor Bacon reported the Tufts condemnation case has been settled and we had to pay an additional $136,000. There are still two cases pending; Holder and Cooper. City staff is also working to prepare a map defining the areas that were purchased either through condemnation, or threat of condemnation. Several weeks ago, Chief Stan Hook attended a seminar in Minnesota to get some ideas on how we should proceed in designing and building a police and fire facility. Mayor Bacon presented a proposal by Sizemore Floyd to provide services for Phase II. Mayor Bacon said he thought we still might be a little premature in proceeding with Phase II and we could discuss this matter further on the 31st. There was no information available regarding the rent structure for DDA owned properties and this, also, will be discussed on the 31st. Steve Ciaccio reported that the weight equipment has been dismantled and placed in storage and apologized to the Board that it was done before bringing to them. The last minutes of the DDA meeting reflect that staff was asked to get heavy duty cables and seek a contract with a reputable company to provide maintenance. The cables were replaced and the equipment seemed to be working well but it was felt that the potential liability was too great and for that reason, it was removed. Retail cost of the equipment was $3,950 and several months ago we solicited bids of not less than $2,600 but we were unsuccessful in locating an interested buyer. Chuck Camp pointed out that the DDA owns the building and furnishings, which is then leased by the City. The City can take anything out 'and store any material they want to, and are restricted only to sale or disposal of any equipment or furnishings without approval of DDA. The DDA could be named as defendants in a law suit but the City is actually promoting the use of the equipment. After further discussion, Steve Ciaccio said it would be is recommendation to keep the equipment in service; with the heavier cable and proper maintenance it should be no more of a liability than any other equipment we have in the building. Steve Ciaccio suggested we surplus some of the kitchen equipment which is never used, and retails at $6,734. Jimmy Wilson suggested a list of the equipment be furnished to some of the churches in the area, who may be interested in purchasing. Steve Shupert suggested that if it is sold, we look into using the money for the purchase of a portable wet bar. Hubert Black made a motion the Parks staff solicit bids for sale of the equipment. Steve Shupert seconded the motion which carried 7-0. Mr. Ciaccio said he would report back at the next meeting on the bids he has received with a list of other catering items that are needed. Steve Ciaccio said the Parks Commission had asked him to look into several options of establishing a non-resident user fee and wanted to pass that on to the Board as a matter of information. As one alternative to a non-resident user fee, they would be looking at going back to collecting money from basketball players when they come in for play. The previous $3 fee was paying for supervision in open gym time which has now been suspended. Steve Shupert offered a suggestion that we find a way to charge a monthly fee and issue a card that would be valid only during that time period. July 20, 1993 meeting; - continued Mr. Ciaccio said the Parks Department would like to add a sheetrock wall to create a storage area in what is now the hallway outside the projection room. They want to be able to rent the projection space but do not want to have cleaning materials or other stored items visible. The work could be done in house, at a nominal cost. Steve Shupert made a motion to approve the request. Jim Pitts seconded the motion which carried 7-0. Steve Ciaccio said it was suggested by one of the caterers that a pocket door or french door be installed between the Community Room and meeting Room 1, so that both rooms could be opened up and used together for large receptions. Cost of material would be about $1,000 and labor would be provided in-house. The Board members denied the request and felt it, would detract from the appearance of both rooms. Steve Ciaccio said an access ramp must be installed at the front of the building and it can probably be funded from CDBG money. The only handicap entrance is at the back of the building into the gymnasium and from there, there is no access to the lower level for a handicapped person. Doug Stoner made a motion the access ramps be provided seconded by Willouise Spivey. Steve Shupert suggested we also look into making the entire building handicapped accessible if it is not, and Sizemore Floyd should be responsible for making needed changes at no charge, since they designed the building. Vote on the motion carried 7-0. Mr. Ciaccio said there were two silver maples next to the rear exit and one has died. He suggested we remove the other tree and replace with crepe myrtle or other plants that will be uniform. Jimmy Wilson made a motion the request be approved. C. J. Fouts seconded the motion which carried 7-0. Mr. Ciaccio said the walls in the game room area are difficult to maintain and suggested that we paint or use some time of paneling with murals by a local artist above elbow height. Mayor Bacon asked Steve to get more specific information and get back with him. Steve Ciaccio reported that Sizemore Floyd and the AIA will be hosting an architectural tour of our facilities on August 8th and they expect from 1400 to 1500 people in attendance. The tours will be from 2:00 to 5:00 p.m. Doug Stoner made a motion the minutes of January 5, 1993, February 9, 1993, March 11, 1993 and April 6, 1993 be approved as submitted. Jimmy Wilson seconded the motion which carried 7-0. Mayor Bacon said the next regular meeting is October 5th at 7:00 p.m. and urged everyone to attend the meeting July 31 st at the Community Center. Steve Shupert said at a previous meeting, a suggestion was made that we look into expanding the hours of operation for the Library (Sunday) and Laurel Best was to report back to them, but they have not heard anything further. Mayor Bacon said he would look into, and give them a report at the 31st meeting. With no further business, meeting adjourned at 9:00 p.m.