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05-19-1997 Regular MeetingThe regular scheduled meeting of Mayor and Council was held at Smyrna City Hall. The meeting was called to order by presiding officer Mayor Pro Tem Jim Hawkins 7:30 o'clock p.m. All council members were present; Mayor Bacon was out of town. Also present was City Administrator Howard Smith, Deputy City Clerk Candis Joiner, City Attorney Charles E. Camp, Fire Chief Larry Williams, Finance Director Claudia Edgar, Assistant Public Works Director Scott Stokes, Library Director Michael Seigler, Parks and Recreation Director Steve Ciaccio, Clean and Beautiful Coordinator Ann Kirk, Human Resources Director Mary Ann White, City Engineer Ken Hildebrandt, Chief Building Official Robin Broyles, Community Relations Director Maryclaire Andres, and representatives of the press. Invocation was given by Councilman Wood followed by the pledge to the flag. Councilman Cramer stated the Jonquil Jog was successful and approximately 225 runners participated in that event. Councilman Cramer then presented certificates of appreciation to the following businesses and thanked them for their sponsorship of the Jonquil Jog: Jan Ransom accepted the certificate for Post Properties; Ben Grey accepted the certificate for Techprints; Jeff Brown accepted the certificate for Artcraft Collision; Victoria Booth accepted the certificate for Smyrna Bank and Trust; Wendell Dean accepted the certificate for Smyrna Cable TV. Councilman Cramer stated the other sponsors will be presented their certificates of appreciation at the first council meeting in June. Councilman Cramer announced that Julie Collins McDonald, daughter of Firefighter Jack Collins, had a baby girl this afternoon. The baby was named Emma and weighed 7 pounds. He further stated mother and baby are doing fine. Mayor Pro Tem Hawkins stated he thought the Jonquil Jog was a great success. He further stated he has always felt it is the citizens of Smyrna that make the City such a great place. He encouraged everyone to conduct their business with the hometown businesses. Mayor Pro Tem Hawkins asked if there were any citizens present who would like to address the council. There were none. (A) First Reading - Proposed FY98 Budget Mayor Pro Tem Hawkins stated this is probably the most important function that the elected officials perform. He stated the adoption of a budget will furnish all the services and needs of the community within a balanced budget. He further stated the City of Smyrna has always had a balanced budget. Mr. Hawkins then stated Councilman Lnenicka will give a brief synopsis of the budget and if anyone wants to make any comments regarding the budget they are welcome to do so. Mr. Hawkins stated this is the first reading of the proposed FY98 Budget and no action will be taken on the budget this evening. Mr. Hawkins stated there are brief synopses of the budget available at City Hall if any citizen wishes to get a copy. He also stated the entire budget is not available yet as it has not been adopted, but if any citizen wants a copy of the proposed budget copies may be obtained. City Administrator Howard Smith thanked the Finance Department staff for the excellent work they have done in preparing the budget. He stated the budget is balanced and represents the General Fund, Special Revenue Fund and the Water/Sewer Fund and the total budget is $33,030,228. Councilman Lnenicka stated the budget is the work of not only the Finance Department but all departments within the city. He stated the budget is a conservative one and includes a proposed millage rollback. He stated the current millage rate is 11.4 and this budget is proposing a millage rate of 11.3. Councilman Lnenicka stated the proposed budget is available for public inspection in the Finance Department and if anyone wants a synopsis of the budget the staff will give them one. He further stated if anyone wants a detailed copy of the entire budget there will be a charge for that. He encouraged everyone to come and review the budget. Mr. Lnenicka stated the entire budget is $33,030,228 and is broken down into three separate funds. He further explained the General Fund pays for the general operation of the City and that portion of the budget is $22,395,191 and is made up of $12,335,000 in Personnel services which is up only 4.16%; Operating expenses in the proposed budget are $8,276,000 which is up 12.07% and Capital Expenditures has a proposed capital outlay of $1,784,000 which is up 58.03% over last year. He stated the city is trying to maximize and be the most efficient user of personnel resources as possible. Mr. Lnenicka stated the Special Revenue Fund total is $2,525,137 based on personnel services - $669,000 (up .16%); Operating expenses $254,000 (up 26.79%); and capital outlays - $1,601,000 which in this fund is down 22.33%. Special Revenue Fund as a whole is down 13.84%. Mr. Lnenicka stated the General Fund is up 10.02%. He then stated the Water/Sewer Fund, which pays for the operation of the city's water system and wastewater treatment has an amount of $724,000 for personnel services and that amount is down 7.1% from the previous budget year. Operating expenses are $7,039,000 which is up 13.48%; capital equipment outlay $345,000 (down 44.84%) with a total budget in that fund of $8,109,900 (up 6.75%). He then stated the total budget for the city is $33,030,228. Mr. Lnenicka stated the revenue sources for the General Fund come from about a half -dozen sources: property taxes make up 35%; other taxes represent 23%; licenses and permits represent 5%; fines and forfeitures represent 7%; sales and service charges represent 17%; miscellaneous sources represent 13%. Special Revenue Fund: CDBG make up 9%; communications which is the $1.50 paid on the telephone bill represents 30%; Hotel/Motel tax represents 3% and the 1% Road Improvements Tax represents 58%. The Water/Sewer Fund: Sales and service charges represnt 99% and 1% comes from miscellaneous sources. He stated the proposed revenue is $33,030,228 which balances the proposed expenditures of $33,030,228. Councilman Lnenicka asked if there were any questions from the council or the public. There were none. Mayor Pro Tem stated again this is the first reading and no action will be taken this evening. Councilman Lnenicka stated the council will have the second reading of the proposed budget on June 2, 1997, at 7:30 p.m. and at that time the council will consider adoption of this budget. Mr. Lnenicka further stated that the personnel expenses are only going up 4% but this budget includes a number of new positions - fifteen new positions and this reflects great work by the departments. (A) Bid Opening (#97017) - Janitorial Services Mayor Pro Tem Hawkins asked if there were any bids in the audience. There were none. Mr. Hawkins stated the janitorial services will be for the following buildings - City Hall, Library, Public Works Department and the Police Station. He stated twenty-six bids were mailed. The bids were opened and read as follows: C1eanNet, USA Clean Star, Inc. Corporate Janitorial Services Sam's Cleaning Service Katsupari Robert Thompson Cleaning Service Hairston Quality Janitorial All -Pro Janitorial Jackson Services, Inc. O.J.'s Best Services, Inc. Versatile Cleaning Services, Inc. Allied International Cleaning Service Master by Hill, Inc $ 8,000 $110,487 $ 86,400 $111,649 $ 58,410 $ 54,000 $ 72,460 $ 60,786 $ 49,877 $ 44,940 $ 49, 920 $104,508 (If Library sky light is not included) $106,068 (If Library sky light is included) $ 75,236 Councilman Lnenicka made a motion the bids be turned over to the Finance and Administration Committee for their review with a recommendation to be brought back before Council at the June 2, 1997, meeting. Councilman Wood seconded the motion. Motion was approved 6-0. (B) Bid Opening (#97018) - Library Shelving Mayor Pro Tem Hawkins asked if there were any bids in the audience. There were none. The bids were opened and read as follows: CBA $ 16,153.20 W. H. Hopkins Company $ 16,288.00 Councilman Scoggins made a motion the bids be turned over to the Library Committee for their review with a recommendation to be brought back before Council at the June 2, 1997, meeting. Councilman Cramer seconded the motion. Motion was approved 6-0. (C) Bid Opening (#97019) - Concrete Floor Saw Mayor Pro Tem Hawkins asked if there were any bids in the audience. There were none. The bids were opened and read as follows: Great Southern Rental $6,945.83 Prime Equipment $7,180.00 Taylor Rental No Bid Councilman Cramer made a motion the bids be turned over to the Public Works Committee for their review with a recommendation to be brought back before Council at the June 2, 1997, meeting. Councilman Wood seconded the motion. Motion was approved 6-0. (D) Bid Opening (#97020) - UD-1800 F Service Truck (One) Mayor Pro Tern Hawkins asked if there were any bids in the audience. There were none. The bids were opened and read as follows: Smyrna Truck and Body No Bid Fouts Brothers UD $51,084 Cambridge Sales and Service $51,394 Councilman Scoggins made a motion the bids be turned over to the Public Works Committee for their review with a recommendation to be brought back before Council at the June 2, 1997, meeting. Councilman Lnenicka seconded the motion. Motion was approved 6-0. (E) Appointment to Downtown Development Authority Mayor Pro Tern Hawkins stated the members of the DDA are appointed by the Mayor and Council and serve a one-year term. He stated the current members of the DDA have done an excellent job and all have indicated their willingness to serve another term, which will expire in April, 1998. The members for reappointment are as follows: Hubert Black C. J. Fouts Dr. Jim Pitts Steven Shupert Willouise Spivey Doug Stoner Jimmy Wilson Mayor Pro Tern Hawkins stated Mayor A. Max Bacon will serve as Chairman. Councilman Scoggins made a motion the members of the Downtown Development Authority (listed above) be approved to serve until April 1998. Councilman Lnenicka seconded the motion. Motion was approved 6-0. There were none. (A) Bid #97016 - Crown Victoria Administrative Vehicle Councilman Lnenicka stated five bids were received and reviewed by the Finance and Administration Committee. He further stated the low bidder meeting specifications was Jim Tidwell Ford, Kennesaw, Georgia, for a total delivered price of $19,031. Mr. Lnenicka stated the city has looked at the car and is running out of time in terms of ordering new cars and this vehicle is immediately available. Mr. Lnenicka stated it is the recommendation of the Finance and Administration Committee and made a motion to approve the purchase of the car from the low bidder, Jim Tidwell for a total cost of $19,031. Councilman Scoggins seconded the motion. Motion was approved 6-0. (A) Approval of May 5, 1997, Minutes (B) Approval to Request Proposals for Spring Road Bicycle Path and Landscaping Project (C) Approval to Use Council Chambers - May 15, 1997, 7-9 P.M. for Cedar Cliffs Neighborhood Association Meeting (D) Approval to Solicit Bids for Playground Equipment - Brinkley Park (E) Approval to Request Proposals for Architectural Services for Design Only - Replacement Building at Tolleson Park (F) Approval to Advertise Abandonment and Conveyance of Right -of -Way at Dead End of Head Drive (G) Approval to Install "No Parking" Signs - Trailwood Drive (H) Approval to Use Council Chambers - June 18, 1997 - 7:30 - 9:00 p.m. - Smyrna Housing Authority Meeting Councilman Newcomb made a motion the consent agenda be approved. Councilwoman Capilouto seconded the motion. Motion was approved 6-0. Councilman Wood asked Mary Ann White for a report from the Human Resources Department. Ms. White announced the Performance Appraisal forms have been distributed to all departments. Ms. White announced there are several job openings and listed them as follows: Payroll Coordinator; ten positions for SMURFS - temporary positions in the Public Works Department; Laborer II in the Public Works Departments; two part- time control desk receptionists for the Parks and Recreation Department. Ms. White stated the selection process for the position of Purchasing Agent is progressing. Ms. White indicated the applications have been reviewed and qualified candidates will be notified this week and shortly thereafter interviews will be scheduled, hopefully the first week in June. Councilman Wood asked Mike Seigler for a report on the Library. Mr. Seigler reported the month of April was a great month for the Library. He stated circulation was up 6% - up to 12,800 and there were 18,300 people visiting the library during that month. He stated the high attendance, in part, could be attributed to the library having tax forms and assistance for tax preparation. Mr. Seigler stated the city is beginning a new service tomorrow. He stated the library will have a pay facsimile machine hooked up to the pay phones located in the Library. He stated the Library is starting a new speaker program and have asked professors from different universities to come as guest speakers. He stated the lectures will be approximately one to one and a half hours in length. He stated the first guest speaker will be Dr. Jessica Hodges, Georgia Tech, who will be speaking on "Computer Animation"; the next speaker will be Dr. Jim Humber, Georgia State on June 12, who will be talking about the "Ethics of Cloning"; and on June 19 the topic will be terrorism and counter- terrorism. Mr. Seigler reminded everyone the Summer Reading Program registration will begin June 7 and children ages 4 - 12 are welcome to participate. Councilman Lnenicka stated there is no report from the Finance Department this evening. Mr. Lnenicka announced there will be a meeting on Thursday, May 22, 1997, with the residents of Olde Vinings Mill subdivision. He stated there was a meeting with those residents last fall and this is a follow-up meeting to address any concerns those residents may have. He stated the meeting will be at 7:00 p.m. at the pool area of the Olde Vinings Mill subdivision. Councilman Lnenicka recognized the Bridges' family who were chosen by the Atlanta Botanical Gardens Spring `97 Gardens for Connoisseurs Tour which was held Saturday and Sunday, May 10 and 11. Councilman Lnenicka stated the city has received correspondence from Wayne Shackleford, Georgia District Commissioner for the Department of Transportation. The city was notified that the sidewalk project on South Cobb Drive has been approved. He stated the timing has not been determined yet but the State will help the City of Smyrna with the sidewalk project. He further stated the State has agreed to do two areas at this point in time -- starting (going north to south) with the stretch of road on the east side of South Cobb Drive between McCauley Road (on the north side) and down to King Springs Road on the south side - about .965 kilometers; and on the west side of South Cobb Drive (near I-285) going north from 1-285 about half a mile to the entrance of Kenwood Plaza. Mr. Lnenicka stated he would like to address the drainage issues in the Creatwood subdivision pertaining to the John Wieland Heritage at Vinings subdivision. He stated those problems will be fixed and the city will do what needs to be done. Mr. Lnenicka thanked the city staff - Public Works Department - and the American Legion Post 160 for the display of American flags on Atlanta Road. Mr. Lnenicka stated there will be a ceremony at the American Legion Post 160 on Memorial Day at 11:00 a.m. and encouraged everyone to attend. Councilman Cramer asked Ann Kirk for a report on Smyrna Clean and Beautiful. Ms. Kirk reported on the recycling report for the month of April. Ms. Kirk reported the City of Smyrna had a 76%participation rate and the city recycled 105 tons of materials saving the city $3,125 in tipping fees and to date the city has saved $30,435 in tipping fees. Ms. Kirk reported the "Help the Hooch" event was May 10 and there were 70 volunteers and eleven of those were from the city. Ms. Kirk reported 700 pounds of litter and trash were picked up from the riverbank and a total of 350 volunteer hours were spent on this event. Ms. Kirk thanked Careline Ambulance service for having an emergency vehicle and staff at the event. Ms. Kirk stated these persons also picked up trash. Ms. Kirk reported that the Public Works Department will remain open on Saturdays from 8:00 a.m. to 4:00 p.m. for the purpose of loading mulch. She encouraged any citizens wishing to pick up mulch to take advantage of the Saturday hours beginning June 7. Councilman Cramer asked Maryclaire Andres for a report on the Community Relations Department. Ms. Andres said the first summer concert was held Friday night with the Albert Coleman Orchestra performing. She stated the event was very successful and there were 30 reserved tables. Ms. Andres reported the second concert will be June 20 from 8 - 10 with the Little Mercy Band performing. Ms. Andres reported the new Jonquil Information Book is now available; the newcomer kits are completed and if anyone wants one they can contact her at the city hall building; the Community Development brochure has been completed and is available and the new Municipal Services brochure is also available. Ms. Andres announced that the Smyrna Business Association will be selling hamburgers and hotdogs at all of the summer concerts. Ms. Andres reported the city is working on the 125th Anniversary History Book which is being produced by Carolyn Duncan of Creative Publishing. Councilman Scoggins asked Robin Broyles for a report on the Community Development Department. Mr. Broyles reported on the permit numbers for the month of April. Mr. Broyles reported the year to date estimated cost of construction is $18,693,935 compared to last year's figure of $31,890,943; actual permit costs year to date is $93,984.50 compared to last year's figure of $90,198.15. Mr. Scoggins commended the Community Development Department for their work. Councilman Scoggins asked Steve Ciaccio for a report on the Parks and Recreation Department. Mr. Scoggins thanked the Parks Department in their efforts to assist Ms. Andres with the summer concert held Friday night. Mr. Ciaccio reported the Parks Chatter for Summer 1997 is out. ' Mr. Ciaccio reported that Congressman Gingrich's Outreach Program is held at the Community Center the first Wednesday of each month. Mr. Ciaccio also reported there is a "Dr. D's Almost Famous Humor for Health Talks" hosted by Dr. DeSaulniers with the first session scheduled for June 5. Mr. Ciaccio reported Tolleson Pool will open this Saturday, May 24. Councilman Newcomb stated there is no report from either the Court Services or Police Department this evening. Mr. Newcomb announced there will be a public meeting this Thursday, May 22, from 6:30 - 8:30 p.m. hosted by the Cobb County Department of Transportation in the Council Chambers. He stated the purpose of the meeting is to review plans for the Atlanta Road Widening project. The portion of Atlanta Road to be widened is from Windy Hill Road north Marietta. Councilwoman Capilouto asked Chief Williams for a report on the Fire Department. Chief Williams reported on the statistics for the first four months of this year. Chief Williams reported the total number of emergency calls are down from 1240 to 1158 which is an approximate 1 % decrease and he stated he felt the reason for this is due to the reduced number of fire calls this year. He stated fire calls are down from 104 last year to 60 this year. He stated this reduction could be explained by the EPA mandatory ban on outdoor burning. Mr. Williams reported the dollar loss associated with fires is down 15.1% from $2,944,240 in 1996 to $2,498,900 this year. Chief Williams reported residents or businesses may receive a notice asking them to visibly post their addresses on the property. He stated that this is a state-wide requirement since 1991 that all property be visibly identified from the street or roadway. He stated there is no size requirement, only the requirement that the address be clearly visible from the street or roadway. He further explained the city does not promote any business that offers to paint the addresses on the building or curb, however, the Explorer's Post may do this as a fund raising project. Mr. Williams reported these notices will be distributed by either the police, fire, public works, or utility services personnel if they notice an address is not visibly posted. Councilwoman Capilouto stated the City will be closed Monday, May 26, in observance of Memorial Day. Ms. Capilouto cautioned everyone not to drink and drive over the holiday weekend and to use caution when cooking out on grills this weekend. Councilman Hawkins asked Scott Stokes for a report from the Public Works Department. Mr. Stokes reported the Water/Sewer division responded to 145 work order this past month; the Street division responded to 126 work orders. Mr. Stokes reported the Public Works Department delivered 27 truck loads of mulch and chips and still have a lot at the public works complex. Mr. Stokes reported the curb and gutter project on Hickory Acres subdivision has begun and they have begun to backfill and landscape on that project; the Bates Street extension project is underway with the water/sewer and storm sewer utilities in place. He stated the curb contractor began work today and hopefully by the end of the week they will be finished and the asphalt contractor can then begin work. , Councilman Hawkins asked Ms. Andres to explain the "buy a Jonquil' option for the commemorative book that is being published. Ms. Andres explained there is a $10 fee and there will be a Jonquil screened in over your name and interested persons should contact Carolyn Duncan at Creative Publishing at 436-4939. Mr. Hawkins stated Dale Hudgins, who serves on the 125th History Committee, asked him to personally challenge all council members to have their name imprinted in the book. With no further business,lbe meeting adjourned at 8:36 p.m. A. MAX BACON, MAYOR MELINDA DAMERON, CITY CLERK L�4�- CHARLENE CAPILOUTO, WARD 1 RON NEWCOMB, WARD 2 JAMES M. HAWKINS, WARD 4 WADE S. LNENICKA. WARD 6 IAL4, CHARLES PETE WOOD, WARD 7