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08-01-1988 Regular MeetingAugust 1, 1988 The regular scheduled meeting of Mayor and Council was held August 1, 1988 at Smyrna City Hall. The meeting was called to order at 7:30 o'clock p.m. by presiding officer Mayor A. Max Bacon. All council members were present. Also present was City Administrator John Patterson, City Clerk Melinda Dameron, City Attorney Charles E. Camp and representatives of the press. Invocation was given by Councilman Jim Hawkins, followed by the pledge to the flag. CITIZENS INPUT• Nothing to report. Wit Carson presented a plaque of commendation to the Smyrna Fire Department for their contribution to the Burned Children Program by collecting 2,890 pounds of aluminum cans for recycling. PUBLIC HEARINGS: (A) Annexation of .55 acres in Land Lot 677 - Lois Street. John Patterson said that Virginia Foster has requested annexation of this lot just south of Camp Highland at South Cobb Drive, to be combined with a larger tract for development. The legal description for this annexation was read and made a part of the minutes of the July 5th meeting. There was no opposition. Bob Betenbaugh made a motion this property be annexed into the City to become a part of Ward 7. Jack Shinall seconded the motion which carried 7-0. (B) Request to rezone 6.5 acres at 4578, 4558 Lois Street and 4579 South Cobb Drive from R-20 and PSC to General Commercial. John Patterson said that Virginia Foster, Harry Jiles, R. L. Potts and S. H. Hudson have requested the rezoning of this property on South Cobb Drive, just south of Camp Highland Road. Several properties have been combined to form this 6.5 acre tract for a shopping center development. George O'Neal is representing the owner in this request to rezone to facilitate a 64,370 square foot shopping center. The Planning and Zoning Board recommended the rezoning be approved with the stipulations that two curb cuts be considered on South Cobb Drive rather than three. There was no opposition from,the audience. Bob Rider and Gary Kalita represented Newport Development Center and said their original plans had been revised by reducing the total square footage of the center to 40,000 square feet, which he believed would be anchored by several restaurants. This will be a stucco type finish with canvas awnings with construction to begin in approximately 60 days if the zoning is approved. Although there is an existing curb cut on Lois Street, there will not be any deliveries made from that street; all deliveries will come from South Cobb Drive and Camp Highland Road. At the request of Jim Hawkins, Mr. Rider said they would be willing to widen Lois Street approximately 4 feet from South Cobb Drive to the existing curb cut, similar to providing an acceleration/deceleration lane. After further discussion, Bob Betenbaugh made a motion the zoning be approved as requested with the stipulation that the curb cut on Lois Street as shown on the plat presented tonight and marked "truck entrance" be deleted. Jack Shinall seconded the motion. After discussion, Bob Betenbaugh amended his motion to include a stipulation that Lois Street be widened approximately 4 feet from South Cobb Drive north to a point at the existing curb on Lois Street. Jack Shinall seconded the amendment. Vote on the amendments and main motion carried 7-0. Mayor Bacon recognized political candidates Hugh Ragan and Phil Secrist. (C) Variance request - front setback reduction from 50 feet to 15 feet for new development at Lois Street & South Cobb Drive. John Patterson said that Newport Center Development is also requesting this variance to facilitate the construction of a convenience store with gas canopy. The canopy is proposed to be built totally within the 50 foot front setback. There was no opposition. Mr. Kalita said the variance was needed to provide a better flow of traffic through this outparcel and around the gas pumps. Although the variance they are requesting is to 15 feet, they could actually move the building back to within 25 August 1, 1988 meeting - continued feet and accomplish the same thing and that would place the canopy approximately 75 feet from the curb of the turn lane on South Cobb Drive. This is a free standing canopy, not attached to the building in any way. Bob Betenbaugh said this store had a competitor 500 yards away and this canopy would be in line with the other store and understood why the variance was needed to make them competitive. Bob Betenbaugh made a motion the variance be granted to reduce the front setback to 25 feet instead of the 35 feet originally requested. At the request of Wade Lnenicka, Bob Betenbaugh withdrew the motion to allow further discussion. Wade Lnenicka requested the variance be granted for this development only; not for the property as a whole and also had some questions about the location of the pumps. Bob Betenbaugh made a motion the variance of 25 feet be granted for the gas canopy only, seconded by Jack Shinall. Jack Shinall asked if anything had been done about amending our ordinance to change the setback requirements for canopies. John Patterson said it was decided to not change the ordinance and continue to handle each case on an individual basis. Vote on the motion to approve the variance carried 7-0. (D) Annexation of 2.77 acres on Belmont Circle in Land Lot 446. John Patterson said that Dick Heustess had petitioned council to annex and rezone this property but we received a letter from him requesting that these items be withdrawn from consideration. We also received notification from Mrs. Florence Bradley's sister that she wanted to proceed with the annexation since she still owns the property and wants it to be in the City. There was no one to represent Mrs. Bradley and Kathy Jordan made a motion the annexation be continued until the next meeting. Jim Hawkins seconded the motion which carried 7-0. (E) Request to rezone 2.77 acres at 210 Belmont Circle from R-20 to T.S. Mayor Bacon said the zoning petition had been withdrawn at the request of the applicant, Richard Heustess. (F) Variance request - Chevron U.S.A., 2517 Spring Road - reduce front setback from 50 feet to 13 feet. Bob Davis made a motion this variance be continued to the August 15th meeting. Wade Lnenicka seconded the motion which carried 7-0. (G) Management change - beer and wine pouring license - Pizza Hut, 3815 South Cobb Drive. John Patterson said that Kris Lynn Hayslett has applied for the pouring license at as agent for Pizza Hut. The police investigation was favorable and there was no opposition. Ms. Hayslett and Attorney Bill Mitchell were present. Ms. Hayslett said she was Area Manager for Pizza Hut and has lived in Cobb County for 3 years. She manages 6 restaurants and holds a license in Clayton County and has applied for others in Cobb County and Marietta. Ms. Hayslett said she understood our ordinance and knew she would be responsible for any violations. Wade Lnenicka made a motion the license be approved. Bob Davis seconded the motion which carried 7-0. FORMAL BUSINESS• (A) Approval of travel policy. John Patterson said that for some time council has talked about a travel policy for employees and elected officials. The policy presented tonight will hopefully meet all requirements to properly report expenditures of city funds provided and comply with all IRS requirements. Jim Hawkins said we have been striving to have a written policy to cover all employees, elected and appointed elected officials. The City has always operated August 1, 1988 meeting - continued under a verbal travel policy which has worked in the past; however, with the growth in the City and more opportunity for travel it is a good time to put a policy in writing. This is a very stringent policy. Basically, it provides for pre -payment of all travel using the most economical means of public transportation available. If personal cars are used, reimbursement will be made at the rate of 22 cents per mile. Registrations will also be pre -paid. Meals are limited to a maximum amount of $50 per day including tips and taxes, broken down to allow no more than $10 for breakfast, $15 for lunch or $25 for dinner. Taxi, limousine fares, mileage, must be documented and turned in. Travel advances are allowable but the employee or elected official has to request it; it will not be automatic. Upon return, expense statements must be filed within 7 days for approval by the Finance and Administration Committee and to the Mayor for final approval. Jack Shinall said he will fully support this policy; it is the first written policy we have had and should do away with any double standards that may exist. Kathy Jordan also spoke in support of the policy and Jim Hawkins made a motion the travel policy be adopted as presented. Jack Shinall seconded the motion which carried 7-0. At the request of Kathy Jordan, Mayor Bacon moved item (E) up on the agenda to approve an appointment to the Clean City Commission. Kathy Jordan made a motion that Robert Orange, 2118 Harold Lane be appointed to the Clean City Committee representing Ward 6. Jack Shinall seconded the motion which carried 7-0. (B) Bid opening: 5 trucks. Bids for vehicles for Public Works, Utilities Service, Community Development and Parks and Recreation were opened, read and recorded as follows: Mid -size Full-size One -ton Dump 8-yard box Pickup Pickup Chassis Truck Dump Chassis Nalley Chevrolet' 9,200 10,487.89 24,884.43 14,472 29,320.43 9,573 26,909.43 Beaudry Ford 9,015 10,748.81 No bid 14,104.55 No bid Wade Ford 10,230 10,300 No bid 14,400 No bid Fouts Bros. 28,430 16,537.50 29,935 28,792 Marietta Dodge' 9,800 10,520 No bid 13,580 No bid Wade Lnenicka made a motion the bids be turned over to the various committees with heir recommendation back to full council at the next meeting. Bob Betenbaugh seconded he motion which carried 7-0. (C) Bid opening: Church Street asphalt Bids for re -asphalting the Church Street complex were opened, read and recorded as follows: Able Asphalt 6,400 A-Z Paving 15,162 19,162 W. W. Wood Paving 14,377.50 20,128.50 Bankhead Asphalt 10,843.50 14,358 Blacktop Paving 12,780 17,553 Bob Betenbaugh made a motion the bids be turned over to the committee with their recommendation back to full council at the next meeting. Wade Lnenicka seconded the motion which carried 7-0. (D) Bid opening: Jonquil Park asphalt Bids for re -asphalting the Jonquil Park parking lot were opened, read and recorded as follows: W. W. Wood Paving 6,804 Bankhead Asphalt 7,020 e August 1, 1988 meeting - continued A-Z Paving 6,480 Blacktop Paving 5,832 Able Asphalt 10,000 13,500 Jack Shinall made a motion the bids be turned over to the Parks Committee with their recommendation back to full council. Bob Betenbaugh seconded the motion which carried 7-0. (F) Approval of tuition reimbursement plan. John Patterson said the tuition reimbursement plan was one of the items Jerry Mills was working on before his death to encourage those presently employed to pursue their education and better themselves. Jim Hawkins read the mission of the program and made a motion the plan be adopted as presented, without a limit on the number of credit hours per quarter, seconded by Jack Shinall. Wade Lnenicka said council has taken a good stand in improving benefits for employees by providing an equitable pay scale, dealing with the pay compression issue and other benefit improvements to promote longevity and loyalty. Mr. Lnenicka said he supported the tuition reimbursement plan but could not support the incentive pro -pay, meant to compensate those employees for broadening their educational backgrounds in order to become more proficient in their jobs and to enhance recruitment of those individuals considering employment with the City. The pro -pay would reward employees for completion of a degree or certification through salary increases, ranging from 2.5 to 7.5%. Mr. Lnenicka said he was concerned that other employees who had completed their education at their own expense would feel penalized and the plan may be a cause for grievances. After further discussion, vote on the motion to approve the plan carried 6-1, with Wade Lnenicka opposed. BID AWARDS: (A) Air compressor for fire department. Jack Shinall said at the last meeting, 6 bids were received to replace the air compressor system for the Fire Department. Two of the bids did not meet specifications; the next low bid from American Safety and Fire was for a unit not manufactured in the United States, and a unit the Fire Chief is familiar with. The recommendation from the Fire Committee is that we not accept the bid from American Safety and Fire; that we accept the bid from Eagle Air Systems at $18,668, because of the proven past experience of durability and longevity. Kathy Jordan seconded the motion which carried 7-0. COMMERCIAL BUILDING PERMITS: CONSENT AGENDA: Nothing to report. -(A) Approval of July minutes (B) Approval to solicit bids for computer equipment (C) Approval to solicit bids for addition to King Springs storage building (D) Approval to solicit bid to replace back stop at Ward Park (E) Approval to purchase 2 vehicles for Detective Division. Wade Lnenicka made a motion the consent agenda be approved. Bob Betenbaugh seconded the motion which which carried 7-0. Bob Davis said he was not present at the July 5th meeting and would refrain from signing those minutes. COUNCIL INPUT: Bob Davis asked about the status of the intersection improvements at Spring and Campbell. John Patterson said the turn lane should be completed in about a week, the turn arrow is on the signal but needs to be actuated. Spring Road will also be re -striped. Bill Scoggins asked about the status of a request for a 6" water main in the Rose Garden area. John Patterson said we need more specific information about the areas making the request in order to remedy the situation. Jim Hawkins said last Tuesday at the County Commission meeting the dual taxation issue had been addressed through a millage reduction for city residents and 0 August 1, 1988 meeting - continued thanked the commissioners. Jim said we had asked for more of a reduction, but this is a start in the right direction. Jack Shinall said he had received a number of calls about the survey forms being sent out to residents on Bank Street about the sidewalks put in through Community Development Block Grant funding. These forms are necessary for compliance under Federal guidelines and residents need to be made aware of that before they are mailed out. Kathy Jordan also said a lot of work is being done in Ward 6 and there had been some concerns from residents about the project on Belmont Circle. Mrs. Jordan said she would like to assure the residents that she would monitor this, and other projects in her ward. Bob Betenbaugh thanked Jack Shinall for his involvement with the Jerry Mills Fund. A check for the final funds was turned over to the Mills family this week. Bob Betenbaugh also said he was very pleased with the adoption of the tuition reimbursement program and felt it would be a good way to attract people to the City. Bob also commended Jim Hawkins and his committee for taking action on the travel policy and felt this should indicate to the citizens of this community that we intend to run this city as a business. With no further business, meeting adjourned at 9:04 p.m. A. MAX ACON, R LNENICKA," WARD1 2 KA'AMES M. HAWKINS, WARD August 15, 1988 CLERK 101 The regular scheduled meeting of Mayor and Council was held August 15, 1988 at Smyrna City Hall. The meeting was called to order at 7:30 o'clock p.m. by presiding officer Mayor A. Max Bacon. All council members were present. Also present was City Administrator John Patterson, City Clerk Melinda Dameron, City Attorney Charles E. Camp and representatives of the press. Invocation was given by Reverend York Chambless, followed by the pledge to the flag. CITIZENS INPUT• PUBLIC HEARINGS• Nothing to report. (A) Annexation of 2.77 acres on Belmont Circle. At the request of the owner, Mrs. Florence C. Bradley, Kathy Jordan made a motion this item be tabled to the September 6th meeting. Jim Hawkins seconded the motion which carried 7-0. (B) Liquor, beer wine package license - Wayne's Package Store, 1184 Concord Road, Suite 4. John Patterson said that Mr. Wayne Rozelle has applied for a new license for this location, in the shopping center next to Bill's Restaurant. The police investigation was favorable and there was no opposition.