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07-06-1993 Regular MeetingJULY 61 1993 The regular scheduled meeting of Mayor and Council was held July 6, 1993 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 Bob Thomson, City Clerk Melinda Dameron, City Attorney Charles Camp, Public Works Director Vic Broyles, Fire Chief Larry Williams, Police Chief Stan Hook, Library Director Laurel Best, Personnel Director Mary Ann White, City Engineer Ken Hildebrandt, Finance Director Jim Triplett and representatives of the press. Reverend Samuel Giddings, Kings Chapel, gave the invocation followed by the pledge to the flag. CITIZENS INPUT: Mary Ann White recognized Candis Joiner as the City Employee of the Month for July. Councilman Patrick read a proclamation declaring July 17 and 18, 1993 as SIDS (Sudden Infant Death.Syndrome) Awareness days in recognition of their efforts to relieve the pain and suffering of the parents of victims of SIDS and to recognize the fund raising efforts of the Sons of the American Legion. Councilman Newcomb read a Resolution on Unfunded State Mandates. Councilman Scoggins made a motion that the City accept the resolution in support of House Bill #2. Motion was approved 7-0. Councilman Lnenicka then read a similar Resolution on Unfunded Federal Mandates and recommended that the City support House Resolution 140. Mr. Lnenicka made a motion that the City adopt this resolution. Councilman Wood seconded the motion which was approved 7-0. PUBLIC HEARINGS: (A) Alcoholic Beverage License - Retail Pouring of Beer and Wine - Fox Creek Golf Course City Administrator Bob Thomson indicated a new application for retail pouring of beer and wine has been submitted by Executive Golf, Inc. Mr. Thomson indicated that the agent for the requested license will be Mr. James H. Riddle, Jr., managing partner and president of Executive Golf, Inc. Mr. Thomson reported that the Police Department investigation has been conducted and nothing was found that would preclude the issuance of this license. Mayor Bacon asked Mr. Riddle to step forward and asked if there was anyone present in opposition to the granting of this license. There was no opposition. Councilman Scoggins asked Mr. Riddle why he was requesting this license. Mr. Riddle responded that due to the construction of the new Cobb County Golf course next door and the fact that the County golf course will be able to retail alcoholic beverages, he felt his business would suffer without the license for retail pouring of beer and wine. Councilman Scoggins reported that all inspections, tax information, police department investigations have been completed and made a motion that the license be granted. Councilman Lnenicka asked Mr. Riddle about the ownership status of the Jerrel's in regard to Fox Creek and Mr. Riddle responded that the Club Group would be purchasing the Jerrel's interest in the group. Mr. Whitney Crouse is the representative of the Club Group and was also present for this meeting. Councilman Scoggins then made a formal motion that the application for a retail pouring license for beer and wine for Executive Golf, 1501 Windy Hill Road, be approved. Councilman Newcomb seconded the motion. Motion was approved 6-1 with Mr. Lnenicka opposed. July 6, 1993, Council Meeting FORMAL BUSINESS: (A) Personnel Policies and Procedures Councilman Newcomb praised Mary Ann White, Director of Personnel and Risk Management, for the many long hours she has devoted to the development of a revised Personnel Policies and Procedures Manual. He also stated that this manual will replace the current manual that was approved in 1976 and will include updated topics such as the Americans with Disability Act, illegal harassment, FLSA, Overtime and Comp Time regulations, 7K Exemptions, Drug Free Work Place Act of 1988, Family and Medical Leave Act of 1993, as well as new management philosophies. Councilman Newcomb, on behalf of the Personnel Committee, made a motion that approval by the Mayor and Council of the Personnel Policies and Procedures Manual and the establishment of the resulting Personnel Management System detailed therein with the recommended implementation date of August 1, 1993, be granted. Councilman Lnenicka seconded the motion. Councilman Hawkins stated that although he did not fully agree 100% with the entire contents of the manual, he was pleased with the overall document and commended Ms. White and the Committee for their work on the manual. Councilman Lnenicka also praised Ms. White for the new manual and stated this proposed Policies and Procedures Manual was discussed at the recent GMA Convention in Savannah and several cities requested a copy of the manual once it is adopted by the City. The motion to approve the Personnel Policies and Procedures Manual was approved 7-0. (B) Amendments to FY 93 Budget Councilman Pete Wood stated that the City had finished the FY 93 on June 30, 1993, under budget primarily due to good expense control by our department heads and employees. He further stated that in recognition of this performance, the Finance and Administration Committee recommends that all full time employees that have been employed by the City for 90 days or more as of June 30, 1993, be granted a one-time performance bonus of $500 to be paid July 9, 1993. Mr. Wood stated this bonus is one way of expressing the City's appreciation to the employees for their management of the City's revenues and resources. Mr. Wood then made a motion on behalf of the Finance and Administration Committee that the budget be adjusted by transferring $155,906 from FY93 surplus into the respective department salary accounts. This adjustment will reflect $146,000 in adjustments which will be a charge to the unreserved fund balance of the General Fund and $9,906 in FICA taxes on the amount to be paid to the employees. Councilman Jim Hawkins seconded the motion. Councilman Hawkins then stated he understood that the City will be conducting a class and comp study this fiscal year, possibly in August and September, with surrounding areas. This study will be done in order to bring our employees in line with the norm -- providing the funds are available. Councilman Wood stated this was correct and that Mary Ann White is currently working with the appropriate committees of council and the Mayor and Council as a whole toward a pay and classification study that will be completed in FY 94 and the Council will act on that matter before the end of this fiscal year. Mr. Wood indicated the intent is to provide equity and fairness in the classification and pay of the City employees. Motion to approve the budget amendment was approved 7-0. COMMERCIAL BUILDING PERMITS: (A) Arby's Restaurant - 4950 South Cobb Drive Mr. Thomson stated we had received a building permit from United Commercial Construction for the new Arby's Restaurant to be located at 4950 South Cobb Drive. The estimated construction cost will be $350,000. The Arby's location will be at the intersection of South Cobb Drive and Highlands Parkway. July 6, 1993, Council Meeting Councilman Wood stated he had discussed this proposed construction with the members of the Wilson Development Company and recommends approval of this building permit. Wade Lnenicka seconded the motion. City Engineer Ken Hildebrandt stated that both an Arby's and Mrs. Winner's will be built at the same location as the buildings will be adjoining. Mr. Hildebrandt further stated that the estimated employment for these facilities will be 25 to 30 people. Mr. Hildebrandt also indicated that the new restaurants will be using the existing Wendy's driveway thus eliminating the need for an additional curb cut on South Cobb Drive. Vote to approve the motion to grant the building permit was 7-0. BID AWARDS: (A) Hydrology Study - Poplar Creek Councilman Newcomb stated that at a recent Council meeting, requests for proposals were solicited for a hydrology study at Poplar Creek. He indicated seven proposals were received. The Community Development Committee reviewed the proposals and interviewed the two companies that submitted the lowest bids and met specifications. Mr. Newcomb stated the Community Development Committee recommends the bid be awarded to Welker and Associates for a Hydrology Study on Poplar Creek in the amount of $7,000. Councilman Hawkins seconded the motion. Councilman Lnenicka stated that the bids for this study ranged up to $18,000 but Welker and Associates is a firm that has done a lot of work for the City and the City feels very comfortable with awarding the bid to Welker and Associates. The vote to approve the motion to award the bid to Welker and Associates for $7,000 for a Hydrology Study at Poplar Creek was approved 7-0. CONSENT AGENDA: (A) Approval of June 21, 1993 minutes (B) Speed Bumps for Flagler Circle Councilman Jack Cramer made a motion to approve the Consent Agenda. Motion was seconded by Pete Wood. Motion was approved 6-0 with Mr. Hawkins abstaining. COMMITTEE REPORTS: Councilman Patrick invited the citizens of Ward 1 to attend a town hall meeting on July 14 in the Community Center at 7:30 p.m. Mr. Patrick then called on Laurel Best for a report from the Library. Ms. Best stated there is a program in place for a Literary Discussion Group. Chris Golden, an instructor at Kennesaw College, will be leading the group with the theme being "Southern Writers" and the dates for the group discussions are July 22, August 5 and August 19. Ms. Best urged interested parties to come by the library and sign up for the group discussions and to get a copy of the reading list or to call her at the library for further information. Ms. Best then stated the artist of the month is Linda Stewart and her art work is on display at the library. Councilman Lnenicka reported the Library had issued 50 family and 61 individual non resident library cards during the last fiscal year which generated $4,850 in additional revenue for the City's budget. Councilman Newcomb then called on Mary Ann White for a report on the Personnel Department. Councilman Bill Scoggins reported there is nothing to report from the Public Works Department other than they will be having their committee meeting on Wednesday, July 7. Councilman Scoggins reported for Kathie Barton that the program for ID cards for Julv 6, 1993, Council Meetin Councilman Hawkins called on Chief Williams for a report from the Fire Department. Councilman Hawkins explained the reason he abstained from voting on the Consent Agenda was due to the situation with speed bumps in the City of Smyrna. Mr. Hawkins states he was concerned about the speeding in the neighborhoods of Smyrna but does not feel the wide -spread use of speed bumps will solve the problem of speeding. Mr. Hawkins requested Bob Thomson to work with City Engineer Ken Hildebrandt on a study to be presented back to the Council which will evaluate the use of speed bumps as a deterrent to speeding. Mr. Hawkins requested also that as a part of that study, he would like to look at the safety aspects of speed bumps with a conclusion from the City Engineer as to the approval or disapproval of the use of speed bumps. If approval is recommended, Mr. Hawkins would like to see a set of criteria for the installation of speed bumps. Mr. Hawkins would also like to have a section for approval from the Police Department, the Public Works Department and the Fire Department as to how the various departments will be affected by the installation of speed bumps. Councilman Newcomb requested that the request for criteria for speed bumps be expanded to include the criteria for other types of speed control devices, i.e., flashing lights and stop signs as well. Councilman Cramer stated he will be hosting the quarterly meeting for Ward 5 residents on Saturday, July 31 at 9:00 a.m. at the Community Center. Councilman Cramer then expressed his appreciation to the various city departments that were involved in making the Fourth of July celebration such a success. Councilman Lnenicka thanked the employees involved in the Fourth of July celebration. Councilman Lnenicka expressed his appreciation to Kathie Barton for her participation at the GMA Convention in Savannah in the distribution of informational literature. Councilman Lnenicka recognized the City Attorney Chuck Camp and attorney Mike Williams who conducted a seminar at the GMA Convention on Smyrna's Adult Entertainment Ordinance. Councilman Wood called on Jim Triplett for a report from the Finance Department. Mr. Triplett reported that the audit representatives from the firm of Peat, Marwick, Main and Company will be on -site this week doing the pre -planning stages for the audit. The actual audit will be underway the first week of August and will take two to four weeks to complete. Councilman Wood also commended the City for the successful Fourth of July celebration. Mr. Wood also mentioned that the Community Center hosted 109 events during the month of June which is an indication of the success of the Community Center. Mayor Bacon congratulated the Parks and Recreation Department for their excellent Fourth of July celebration as well as commending the Police and Fire Departments for the combined efforts that were necessary to make the event the success it was. Mayor Bacon expressed his appreciation to Kathie Barton for her work at the GMA Convention and also to Chuck Camp and Mike Williams for the excellent seminar they conducted pertaining to the Adult Entertainment Ordinance recently adopted by the City of Smyrna. City Attorney Chuck Camp expressed his appreciation for the accolades received from the Mayor and Council but stated they would not have been able to accomplish what they did without the full support of the Mayor and Council. He expressed his gratitude both the Mayor and Council for their support and trust. July 6, 1993, Council Meeting With no further business, the meeting adjourned at 8:21 p.m. A. MAX BACON, MAYOR Ff!l PATRICK, WARD BItf SCOGGINS, WARD � 6�S � K CRAMER, WARD 5 CHARLES PETE WOOD, WARD 7 liz,t:11 MELINDA DAMERON, CITY CLERK RON NEWCOMB, WARD 2