05-18-1998 Regular MeetingMay 18, 1998
The regular scheduled meeting of Mayor and Council was held at Smyrna City Hall. The
meeting was called to order by presiding officer Mayor Pro Tern Jim Hawkins at 7:30 o'clock
p.m. Mayor A. Max Bacon was out of town. All council members were present except
Councilman Cramer, who 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, Public Works Director Scott Stokes, Police Chief
Stan Hook, Library Director Michael Seigler, Parks and Recreation Director Steve Ciaccio,
Keep Smyrna Beautiful Coordinator Ann Kirk, Human Resources Director Mary Ann White,
Community Development Director 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.
CITIZENS INPUT:
Mayor Pro Tern Hawkins stated Councilman Scoggins had a special guest tonight and asked
him to recognize that guest. Councilman Scoggins recognized Ms. Gladys Collins, a resident
of Ward 3. Mr. Scoggins stated Ms. Collins celebrated her 10151 birthday in December and
presented her with a dozen red roses. Mr. Scoggins stated Gladys is the widow of Milton
Collins and she and her husband operated Collins Pharmacy in Smyrna, which closed in 1958.
Ms. Collins thanked the council for recognizing her this evening and stated the city and Cobb
County have been good to her. She further stated she moved to Smyrna in 1937 and this is the
first time she has been invited to attend a council meeting. She again thanked the council for
her recognition.
Councilman Newcomb presented retired Major Kent Sims with a crystal jonquil in honor of his
30 years of service to the city. Major Sims stated he joined the Smyrna Police Department in
1968 and was the eighth officer on the roll at that time. Major Sims thanked the city for the
jonquil. Councilman Newcomb wished Mr. Sims a happy retirement. Chief Hook thanked
Major Sims for his contributions to the city during his tenure with the city.
Mary Ann White presented Chuck Lively, Public Works Department, with the STAR Employee
of the Month Award for the month of May. Mr. Lively was commended for his efforts above
and beyond the call of normal work duties during the recent Aunt Fanny's Cabin fundraising
event. Mr. Lively thanked the council for the award. Ms. White announced that Beth Lively
and their son were present tonight for the presentation. Councilman Hawkins stated there are
many employees who go way beyond what is normally expected of an employee and they do
this out of a sense of accomplishment and wanting to serve the citizens and stated the city is
very proud of them.
Mayor Pro Tern Hawkins recognized Ms. Lou Comer, GMA, who presented Claudia Edgar
with a check for $4,443.15 due to enhancements in the 1990 GMA Equipment Lease Pool
Program. Mayor Pro Tern Hawkins stated the GMA had been very instrumental in formulating
the Telecommunications bill for the member cities in the GMA. Mayor Pro Tern Hawkins
stated one of the most beneficial programs the GMA implemented was the Lease Pool Program
which enables cities to purchase expensive equipment on a short-term lease program. Mayor
Pro Tern Hawkins stated the check presented tonight actually is a rebate due to the success of
the Lease Pool Program.
Mayor Pro Tern Hawkins recognized Representative Frank Bradford. Mr. Bradford thanked
the council for allowing him to attend tonight's meeting and congratulated Ms. Collins on her
recent birthday and wished her well. Mr. Bradford then stated the election is just over two
months away and again encouraged everyone to register to vote. He further stated the
registration must be done 30 days prior to the election and urged everyone to register and to
vote. Mr. Bradford then thanked Chief Hook for attending a ceremony at the First Baptist
Church on May 17, 1998, honoring the Police Department. Mayor Pro Tern Hawkins thanked
Representative Bradford for attending tonight's meeting.
Mayor Pro Tern Hawkins asked Councilman Scoggins to read a proclamation in honor of
National Aquatic Week, May 17 - 24, 1998. Councilman Scoggins read the proclamation and
presented it to Steve Ciaccio, Director of Parks and Recreation. Mr. Ciaccio thanked the
council for the proclamation and stated there are two pools open now for the citizens' use. He
stated the aquatic center provides aquatic therapy not only for senior citizens but also for
May 18, 1998, meeting - continued
persons who are disabled. He stated the facility is available year round and is heated and plans
are underway to install a Senior Pavilion at the Church Street facility. Mayor Pro Tern
Hawkins stated he appreciated the efforts of the Parks and Recreation Department in making
the Church Street facility a first-class facility.
Mayor Pro Tern Hawkins recognized John Ancona, 2799 Fraser Street. Mr. Ancona stated he
has been a resident of Smyrna for 23 years and is proud of the city's accomplishments, He then
stated he has a couple of concerns about his street. He further stated he was concerned about
the recently re -installed speed humps on Fraser Street and presented pictures to the council. He
stated he was also concerned about the 25-mph speed limit on his street which he feels is too
high for Fraser Street and suggested 15-mph would be more adequate. Mr. Ancona stated the
speed breakers that were previously on his street did a good job of slowing traffic and the new
ones being installed do not slow traffic to an adequate speed of safety. He stated he understood
these speed humps were designed to prevent damage to cars; he stated he also understood his
road is being narrowed approximately 3 '/2 feet to roughly 21 feet in width. He stated this will
prohibit any parking on the street, which his guests frequently have to do. He stated there is
limited parking provided by his driveway and there is also a steep incline to his driveway. He
stated the speed hump being two-thirds in front of his property prevents anyone visiting him
from parking in the street and would cause them to have to park at an angle and that can not be
done. He stated the only flat space that would allow parking in front of his home would hinder
his neighbor across the street from entering or exiting their driveway. Mr. Ancona then asked
the council for any action that could be taken to rectify the situation before it goes any further.
Mayor Pro Tern Hawkins explained the city did recently, for the purposes of safety, adopt a
standard speed hump requirement. He stated the City Engineer prepared a design that would be
effective in slowing the rate of speed and also minimize damage to automobiles. Mayor Pro
Tern Hawkins suggested the council should review the speed hump design. Mr. Ancona stated
he had actually signed the petition requesting speed humps on Fraser Street and thinks they are
great but feels the current speed hump is more of a detriment than a help in this situation.
Mayor Pro Tern Hawkins stated he would suggest the council review the policy and get back
with Mr. Ancona.
PUBLIC HEARINGS:
(A) Alcoholic Beverage License Request - Whiskers Tavern - 2997 Cumberland Circle,
Suite 100 - Retail Pouring of Beer, Wine and Liquor
Mayor Pro Tern Hawkins stated this is a public hearing and asked if anyone was present in
opposition to the granting of this alcoholic beverage license request. There was no opposition.
Councilwoman Capilouto stated this item was tabled from the May 4, 1998, council meeting.
Ms. Capilouto further stated she had received a letter today from Mr. Altamura, the applicant,
asking that this item be tabled to the June 1, 1998, meeting due to an unforeseen medical crisis.
Ms. Capilouto made a motion the alcoholic beverage license request for Whiskers Tavern at
2997 Cumberland Circle, Suite 100, for retail pouring of beer, wine and liquor be tabled to
June 1, 1998. Councilman Newcomb seconded the motion. Motion to table was approved 5-0.
(B) Alcoholic Beverage License Request - Guadalajara Restaurante Mexicano - 3065 South
Cobb Drive - Retail Pouring of Beer, Wine and Liquor
Mayor Pro Tern Hawkins stated this is a public hearing and asked if anyone was present in
opposition to the granting of this alcoholic beverage request. There was no opposition.
Mayor Pro Tern Hawkins stated he had received a letter from the Police Department indicating
they have been unable to complete the background investigation for this application and Captain
Brack requested this item be tabled until June 1, 1998.
Councilman Scoggins made a motion that the alcoholic beverage license request for Guadalajara
Restaurante Mexicano at 3065 South Cobb Drive for retail pouring of beer, wine and liquor be
tabled to June 1, 1998. Councilman Wood seconded the motion. Motion to table was approved
5-0.
(C) Approval of City of Smyrna Solid Waste Management Plan and Transmittal Resolution
Mr. Smith stated the State of Georgia's minimum standards for planning and procedures for
solid waste requires the city to update its plan every five years. He then stated this is the result
May 18, 1998, meeting - continued
of that requirement and is the second public hearing for the update to the City of Smyrna Solid
Waste Management Plan. Mayor Pro Tern Hawkins stated this is a public hearing and asked if
anyone was present in opposition to the approval of the Solid Waste Management Plan and
Transmittal Resolution. There was no opposition.
Mr. Stokes stated Mr. Mike Warrix, Keck and Wood, is present tonight. He further stated
Keck and Wood performed the study of the city's plan and prepared the update and asked Mr.
Warrix to come forward. Mr. Warrix, Planning Director of Keck and Wood Consulting
Engineers and Planners, stated in 1990 the Georgia General Assembly passed legislation known
as the Comprehensive Solid Waste Management Act of 1990. He stated that act requires all
cities and counties in the State to prepare Solid Waste Management Plans to begin looking at
how local governments will provide solid waste management services in the future. He stated
the City of Smyrna complied with that legislation in 1993 with the adoption of the City of
Smyrna Solid Waste Management Plan. He stated the Georgia Department of Community
Affairs now requires that each local government update the short-term work program
component of this report and to prepare a new work program covering the next five years. He
stated they have prepared a draft short-term work program which basically illustrates the
continuation of existing solid waste management practices in the City of Smyrna. He further
stated there have been no significant changes that would require any plan amendments or any
public hearings on the part of the Atlanta Regional Commission or the DCA. He further stated
the draft work program has been available at the city for review by any interested parties. He
stated if approved tonight, the draft work program will be submitted to the ARC and the DCA
for regional and state review. He stated they will review the draft and report back to the city;
after they approve the report the city will be authorized to officially adopt the amended short-
term work program. Mayor Pro Tem Hawkins asked Mr. Warrix if, in his opinion, the City of
Smyrna solid waste plan was acceptable and a good plan and he responded he felt it was a good
plan and has proved to be an efficient means of delivery of that service locally.
Councilman Newcomb made a motion to approve the Solid Waste Management Plan and
authorize the mayor to sign the Transmittal Resolution. Councilman Lnenicka seconded the
motion. Motion was approved 5-0.
FORMAL BUSINESS:
(A) Validate Petition to Annex Property - Cooper Lake Road at Civitania Road - Land Lot
329, 17' District, 2' Section, Cobb County, Georgia, Tracts 1 and 2 (9.18 Acres)
Councilman Wood stated Ms. Margaret B. Long has submitted a petition to annex the property
described below:
Property Line Description - Cooper Lake Road - Tract 1
All that tract or parcel of land lying and being in Land Lot 329 of the 17' District, 2nd Section,
Cobb County, Georgia, and being more particularly described as follows:
Beginning at the southwest corner of Land Lot 329, said point being the POINT OF
BEGINNING;
Thence along the west line of Land Lot 329 North 00 degrees 26 minutes 57 seconds East,
701.41 feet to a point on the southerly right of way of Cooper Lake Road (50' R/W); thence
along said southerly right of way with a curve to the left, an arc distance of 537.92 feet, said
curve having a radius of 1008.28 feet and being subtended by a chord of 531.57 feet, at North
76 degrees 38 minutes 04 seconds East, to a point at the intersection of the westerly right of
way of Civitania Road (40' R/W) with the southerly right of way of Cooper Lake Road; thence
along said westerly right of way South 29 degrees 10 minutes 00 seconds West 532.29 feet to a
point; thence South 22 degrees 30 minutes 00 seconds West, 156.48 feet to a,point; thence
South 30 degrees 29 minutes 56 seconds West, 249.42 feet to the intersection of the westerly
right of way of Civitania Road and the south line of Land Lot 329; thence along the south line
of Land Lot 329 South 90 degrees 00 minutes 00 seconds West, 76.79 feet to a point; said point
being the POINT OF BEGINNING.
Property Line Description - Cooper Lake Road - Tract 2
All that tract or parcel of land lying and being in Land Lot 329 of the 17' District, 2" d Section,
Cobb County, Georgia, and being more particularly described as follows:
May 18, 1998, meeting - continued
Beginning at the northwest corner of Land Lot 329, said corner being common to land lots 319,
320, 329 and 330; thence South 89 degrees 43 minutes 03 seconds East, 200.00 feet to a point;
thence South 89 degrees 42 minutes 18 seconds East, 152.00 feet to a point; said point being
the POINT OF BEGINNING; thence South 89 degrees 43 minutes 19 seconds East, 432.29 feet
to a point; thence South 54 degrees 56 minutes 03 seconds West, 96.53 feet to a point; thence
South 52 degrees 06 minutes 57 seconds East, 220.94 feet to a point, said point being on the
north westerly right of way of Cooper Lake Road (50' R/W); thence along said northwesterly
right of way and a curve to the right, an arc distance of 56.78 feet, said curve having a radius
of 553.01 feet and being subtended by a chord of 56.76 feet, at South 49 degrees 36 minutes 52
seconds West, to a point; thence South 52 degrees 33 minutes 22 seconds West, 283.28 feet to
a point; thence along a curve to the left, an arc distance of 301.24 feet, said curve having a
radius of 958.69 feet and being subtended by a chord of 300.01 feet, at South 61 degrees 33
minutes 29 seconds West, to a point; thence leaving said northwesterly right of way North 00
degrees 26 minutes 57 seconds East, 545.13 feet to a point; said point being the POINT OF
BEGINNING.
Total acreage of Tracts 1 and 2 is 9.18 acres.
Councilman Wood made a motion to validate the petition to annex the property in Land Lot 329
located at Civitania Road and Cooper Lake Road and set a public hearing date of June 1, 1998.
Councilman Lnenicka seconded the motion. Motion was approved 5-0.
COMMERCIAL BUILDING PERMITS:
(A) Commercial Building Permit - Construction of 9,964 Square Foot Animal Kennel -
Sleepy Hollow Kennels - 2170 Windy Hill Road
Councilman Scoggins made a motion that the commercial building permit for the construction
of a 9,964 square foot animal kennel at Sleepy Hollow Kennels, 2170 Windy Hill Road be
approved subject to the approval of the building plans. He further stated the estimated cost of
construction will be $350,000 and B. L. Law will be in charge of the construction. Councilman
Wood seconded the motion. Motion was approved 5-0.
BID AWARDS:
Mayor Pro Tern Hawkins stated there are several bid awards to be made this evening and asked
that Howard Smith read the synopsis of the bids. He then asked Public Works Director Scott
Stokes to come forward and answer any questions pertaining to the bid items for the Public
Works Department.
(A) Bid Award - Bid #98019 - Lake Park Drive Intersection Improvement
Mr. Smith stated this bid is for the construction of a left turn lane and the realignment of a
driveway on Lake Park Drive at the Lakewood Office Park. He further stated this project will
be funded from the 1 % Road Improvement Fund. Mr. Smith stated three bids were received
and the Public Works Committee recommends the bid be awarded to the low bidder meeting
specifications, Peach State Grading, for a total cost of $147,960.
Councilman Wood made a motion to award the bid for the Lake Park Drive Intersection
Improvement to the low bidder meeting specifications, Peach State Grading, for a total cost of
$147,960. Councilman Lnenicka seconded the motion. Motion was approved 5-0.
(B) Bid Award - Bid #98022 - Windy Hill Road Sidewalk
Mr. Smith stated this bid is for the construction of a sidewalk on both sides of Windy Hill Road
from Village Parkway to Atlanta Road. He further stated the project is 80% federally funded
with the remaining 20% to be funded through the 1 % Road Improvement Program. Mr. Smith
stated six bids were received and the Public Works Committee recommends the bid be awarded
to the low bidder meeting specifications, Bankhead Enterprises, for a total cost of $204,107.60.
Councilman Wood made a motion to award the bid for the Windy Hill Road sidewalk project to
the low bidder meeting specifications, Bankhead Enterprises, for a total cost of $204,107.60.
Councilman Lnenicka seconded the motion. Motion was approved 5-0.
May 18, 1998, meeting - continued
(C) Bid Award - Bid #98031 - Conflict Monitor Tester
Mr. Smith stated this bid is for alconflic't monitor tester. He further explained the equipment
helps ensure that the traffic signal cabinets in the lights function properly. He stated four bids
were received and the Public Works Committee recommends that the bid be awarded to the low
bidder meeting specifications, Traffic Products, Inc., for a total price of $5,575.
Councilman Wood made a motion to award the bid for a Conflict Monitor Tester to the low
bidder meeting specifications, Traffic Products, Inc., for a total cost of $5,575. Councilman
Lnenicka seconded the motion. Motion was approved 5-0.
(D) Bid Award - West Cooper Lake Pump Station Outfall Line
Mr. Smith stated there have been some State D.O.T. changes since this item was bid and the
Public Works Committee is recommending that all bids be rejected.
Councilman Wood made a motion to reject all bids for the West Cooper Lake Pump Station
Outfall Line and stated the project will be re -bid. Councilman Lnenicka seconded the motion.
Councilman Lnenicka stated he would like to note that the city's consulting engineers
recommend that these bids be rejected and the project be re -bid. Motion to reject all bids was
approved 5-0.
(E) Bid Award - Bid #98016 - Forklift for Public Works Department
Mr. Smith stated this bid is for an Order picker/Forklift for use in the warehouse for inventory
movement. He stated four bids were received and the Public Works Committee recommends
the bid be awarded to Gregory Poole, low bidder meeting specifications, for a total cost of
$15,740.
Councilman Wood made a motion to award the bid for an Order picker/Forklift for use in the
warehouse to the low bidder meeting specifications, Gregory Poole, for a total cost of $15,740.
Councilman Scoggins seconded the motion. Councilman Lnenicka stated he would abstain
from the vote due to an official campaign relationship with a salesman at the time the bid was
proposed. Motion was approved 4-0-1 with Councilman Lnenicka abstaining.
(F) Bid Award - Bid #98028 - Wheel Balancer Machine for Garage
Mr. Smith stated this bid is for a large truck wheel balancer machine. He further stated five
vendors were solicited with one qualified bid returned. He stated the Public Works Committee
recommends this bid be awarded to the only qualified vendor meeting specifications, Dugco
Supply, Inc., for a total cost of $6,990.
Councilman Lnenicka made a motion to award the bid for a large truck wheel balancer machine
to the low and qualified bidder meeting specifications, Dugco Supply, Inc., for a total price of
$6,990. Councilman Wood seconded the motion. Motion was approved 5-0.
(G) Bid Award - Bid #98027 - Water Main Extension for Paces Springs II Subdivision
Mr. Smith stated this bid is for a water main extension for the Paces Springs II subdivision. He
further stated six vendors were solicited and two bids were returned. Mr. Smith stated the
Public Works Committee recommends the bid be awarded to the low bidder meeting
specifications, Miller Davis Contracting Company for a total cost of $27,710.
Councilman Wood made a motion to award the bid for the water main extension for Paces
Springs II Subdivision to the low bidder meeting specifications, Miller Davis Contracting
Company, for a total price of $27,710. Councilman Lnenicka seconded the motion. Motion
was approved 5-0.
(H) Bid Award - Bid #98030 - Brush Chipper for Public Works Department
Mr. Smith stated four bids were solicited for a brush chipper for use by the Public Works
Department. Mr. Smith stated four bids were received including one "No Bid" and the Public
Works Committee recommends the bid be awarded to the low bidder meeting specifications,
Vermeer of Marietta, for a total cost of $21,450.
May 18, 1998, meeting - continued
Councilman Lnenicka made a motion to award the bid for the brush chipper to the low bidder
meeting specifications, Vermeer of Marietta, for a total cost of $21,450. Councilman Wood
seconded the motion. Councilman Scoggins asked Mr. Stokes if this is an additional brush
chipper or a replacement machine. Mr. Stokes indicated this is a replacement machine since
the original machine, which is approximately five years old, is worn out. Motion was approved
5-0.
(I) Bid Award - Bid #98029 - Warehouse Enclosure (Public Works Department)
Mr. Smith stated this bid is for the enclosure of the warehouse awning in order to provide
additional dry storage. Mr. Smith stated five bids were solicited and five were returned with
three vendors responding "No Bid." Mr. Smith stated the Public Works Committee
recommends the bid be awarded to the low bidder meeting specifications, B. L. Law
Construction, for a total cost of $17,200.
Councilman Wood made a motion to award the bid for the Public Works Warehouse enclosure
to the low bidder meeting specifications, B. L. Law Construction, for a total cost of $17,200.
Councilman Lnenicka seconded the motion. Mayor Pro Tern Hawkins asked Mr. Stokes about
the enclosure. Mr. Stokes stated there is a shed that covers the back portion of the warehouse
area and they plan to enclose that by building sides and moving the door toward the outside of
the enclosure. He further stated this will give the Public Works Department rack storage room
to use the forklift. Motion was approved 4-0 (Mr. Newcomb was away from the podium during
the vote).
(J) Bid Award - Bid #98018 - Pipes, Valves and Fittings for Warehouse Inventory
Mr. Smith stated this bid is for warehouse inventory of pipe fittings and material. Mr. Smith
stated there were ten vendors solicited with four bid responses. Mr. Smith stated the Public
Works Committee recommends the bid be awarded to U.S. Filter Distributors Group and
Ferguson Enterprises, Inc., for prices listed for each item for an annual cost of $88,000. Mr.
Smith stated supplies will be purchased from the low bidder on each listed item.
Councilman Lnenicka stated the attachment to the bid is approximately ten pages single-spaced
and typed and would take too much time to read individual items. He then stated this list will
be available in the office of the City Clerk and also in the Public Works Department.
Councilman Lnenicka made a motion to award the bid for pipes, valves and fittings for the
warehouse inventory to the low bidders meeting specifications, U.S. Filter Distributors Group
and Ferguson, Enterprises, Inc., for a total cost $88,000/year. Councilman Wood seconded the
motion. Mr. Lnenicka stated he understands that each item listed will be purchased from the
low bidder for that item. Mr. Stokes responded that was correct. Motion was approved 5-0.
(K) Bid Award - Bid #98017 - Paper Supplies for Warehouse Inventory
Mr. Smith stated this bid is for paper supplies for warehouse inventory such as tissue, plastic
bag products, etc. Mr. Smith stated the city will buy these items from a sole vendor. Mr.
Smith stated eleven requests for bids were mailed out with eight vendors responding on pricing
for seventeen different items. He stated the Public Works committee recommends Pollock
Paper be awarded the bid for a total cost of $6,000/year.
Councilman Wood made a motion to award the bid for paper, tissue and plastic bag products
for warehouse inventory to the low bidder meeting specifications, Pollock Paper, for a total
cost of $6,000/year. Mayor Pro Tern Hawkins asked Mr. Stokes if these paper products will
be used citywide and Mr. Stokes responded that was correct. Councilman Lnenicka seconded
the motion. Motion was approved 5-0.
(L) Bid Award - Bid #98023 - Ten (10) New Computers for Library
Mr. Smith stated this bid is for ten new computers for the library. Mr. Smith stated bids were
sent to eleven vendors seeking to replace the old computers and nine bids were returned. He
stated the Library Director and Information Systems Manager David Monroe reviewed the bids
and the Library Committee recommends the bid be awarded to Achieve, Inc., for the
replacement of the ten computers at a total cost of $12,605.
May 18, 1998, meeting - continued
Councilman Scoggins made a motion to award the bid for ten new computers for the Library to
the low bidder meeting specifications, Achieve, Inc., for a total price of $12,605. Councilman
Newcomb seconded the motion. Motion was approved 5-0.
(M) Bid Award - Bid #98024 - Replacement Light Fixtures for Library
Mr. Smith stated this bid is to replace the twenty-four overhead lighting fixtures on the second
floor of the library. He stated bids were solicited from six vendors with only one response,
Atlantic Lighting and Supply Company, Inc. He stated the Library Committee recommends
that the bid be awarded to Atlantic Lighting and Supply, Co., Inc., to replace the upstairs
hanging light fixture heads with fixture heads that have fresnal downlight lens for the total cost
of $10, 368.
Councilman Scoggins stated Michael Seigler, Library Director, has worked very hard in getting
these lights replaced and commended him for his efforts. He stated these replacement light
fixtures will make the library brighter and improve lighting conditions for the benefit of the
patrons. Councilman Scoggins made a motion to award the bid for the replacement of 24
overhead lighting fixtures on the second floor of the Library to the bidder meeting
specifications, Atlantic Lighting and Supply Company, for a total cost of $10,368. Councilman
Newcomb seconded the motion. Motion was approved 5-0.
(N) Bid Award - Bid #98033 - Furniture for Probation Services
Mr. Smith stated this is to furnish the new offices for the Probation Services Division. He
stated bids were sent to three vendors with one response that came in below the budgeted
amount from the Ivan Allen Company which currently has the State Contract for furniture. He
stated the Court Services Committee recommends the bid be awarded to Ivan Allen Company
for a total delivered price of $5,187.65.
Councilman Newcomb made a motion to award the bid for the furniture for Probation Services
to the low bidder meeting specifications, Ivan Allen, at the amended low bid price of
$5,187.65. Councilman Scoggins seconded the motion. Motion was approved 5-0
(0) Bid Award - Bid #98032 - Janitorial Services
Mr. Smith stated this bid is for janitorial services for City Hall, Public Safety, part of the
Public Works building, Community Development and Library. He stated that bids were
received from seven different individuals for a one-year contract with a one-year extension. He
further stated it is the recommendation of the Finance and Administration Committee to award
the bid to West Atlanta Janitorial for a total cost of $35,940/year.
Councilman Lnenicka stated West Atlanta Janitorial had our cleaning contract a year ago and at
that time the owner indicated that she wanted to go into a different type business. She then
gave the city a six-month notice to find another cleaning service. He stated the city went out for
bids for the cleaning service and awarded the bid to the current provider but there have been
some service issues and the cleaning contract was rebid. Councilman Lnenicka stated West
Atlanta Janitorial has expressed a desire to come back and bid again on the city's business and
this individual and her firm did a good job for the city in the past and has experience with our
building. He stated she also knows the kinds of carpet and tile floor and the requirements of
our buildings and the needs of our staff. Mr. Lnenicka stated in addition to being the low
bidder, this firm has a ten-year record of service with the city in our previous contract.
Councilman Lnenicka made a motion to award the bid for janitorial services to the low bidder
meeting specifications, West Atlanta Janitorial, for a total cost of $35,940/year. Councilman
Wood seconded the motion. Mayor Pro Tern Hawkins stated while West Atlanta Janitorial had
the cleaning contract the city received excellent service and he stated he is glad they will have
the cleaning contract again. Motion was approved 5-0.
CONSENT AGENDA:
(A) Approval of May 4, 1998 Minutes
(B) Approval to Request Bids - Concrete Construction (Sidewalk, Curb and Gutter,
Driveway Aprons, etc.)
(C) Approval of City of Smyrna Cross Connection Control Program
(D) Approval to Request Bids for West Cooper Lake Pump Station Outfall Line
May 18, 1998, meeting - continued
Councilman Lnenicka made a motion to approve the Consent Agenda. Councilman Scoggins
seconded the motion. Motion was approved 5-0.
COMMITTEE REPORTS:
Mayor Pro Tem Hawkins reminded everyone there will be a Ward 4 meeting this Thursday
evening, May 21, from 7 - 9 p.m. in the Council Chambers at City Hall. He stated the open -
forum meeting will allow the discussion of items of interest to the citizens of Ward 4.
Mr. Stokes reported for the Public Works Department that due to the upcoming Memorial Day
Holiday there will be no large item pickup on Wednesday of the holiday week as well as no
pick up on the Wednesday of the July 4' week. He further stated notices were mailed out in
the water bill notifying citizens of the change in the pickup schedule. Mr. Stokes reported the
Memorial Day and July 4' holiday schedule for garbage pickup is as follows:
Memorial Day - Monday customers will be picked up on Tuesday and Thursday; Tuesday
customers will be picked up on Wednesday and Friday and the Monday roll -out customers will
be picked up on Tuesday and all other roll -outs will be picked up at their normal time.
July 4' Holiday - Monday customers will be picked up on Monday and Wednesday; Tuesday
customers will be picked up on Tuesday and Thursday and Friday, the actual holiday (July 3),
customers will be picked up on July 2.
Mr. Stokes reported the Recycling Center will be closed May 25, Memorial Day, and also on
Saturday, July 4'.
Mr. Stokes reported the subcontractor began putting in the water and sewer main on Turner
Drive. He stated Turner Drive did not have a sewer main when the property was annexed and
council had promised the city would provide sewer service for those residents. He stated the
water lines have been installed but services have not yet been transferred. He stated the water
main extension down Camp Highland Drive, from South Cobb Drive down the East/West
Connector and then down Camp Highland Drive was completed about a week ago. He stated
the city is waiting for water tests on that line before serving customers. He stated the sidewalk
project on Old Concord Road is 75 % complete; the curb and gutter work has begun on Fraser
Street and this street has recently been re -paved and re -leveled due to the raising of the asphalt
and that is the reason for replacing the curb and gutter. He further stated that project was
begun today and should last another eight to ten workdays, weather permitting.
Robin Broyles provided statistics for the Community Development Department. Mr. Broyles
reported on the permit numbers for April as follows: Estimated construction costs last year
were $18,693 and this year to -date are $28,244; Actual building permit costs for last year were
$93,984 and to -date this year are $111,246.
Ms. Ann Kirk, Keep Smyrna Beautiful Coordinator, reported the April curb -side recycling
figures are as follows: 76 % participation; 103 tons of material were recycled which is the
equivalent of 207,000 pounds of material and saved the city $3,090 in tipping fees. Ms. Kirk
reported that to -date the city has saved $13,000 in tipping fees. Ms. Kirk urged the citizens to
keep up the good work.
Ms. Kirk reported on the River Awareness Event, May 2, 1998, from 8:30 a.m. to noon. Ms.
Kirk reported there were 59 volunteers who donated a total of 236 hours and collected six cubic
yards of litter. She further stated this was a joint effort between the Cobb Clean Commission,
Keep Marietta Beautiful and Keep Smyrna Beautiful and was part of a thirteen -site event in the
metro area. Ms. Kirk thanked the Keep Smyrna Beautiful volunteers - Pete and Jessie Paulson,
Bob and Lois Lewis, the Fourth LAAD Marine Battalion who came out in full gear with their
radios and acted as the Team Leaders. She also thanked Jerry Hightower of the U.S. Parks
Service, American Medical Response who provided an EMS vehicle and team for the entire
event; Blimpie, who helped provide the food. Ms. Kirk stated this event is sponsored
corporately by Georgia Pacific, Atlanta Journal and Constitution, Publix, Green Cycle, USA
Waste, Georgia Power, The Turner Foundation, Monogram Credit Card Bank, Montgomery
Watson, BFI, Oglethorpe Power, Georgia Transmission Corp., Amoco Chemical Polymers,
Fountainhead Water and Karkatsu and thanked each of them for their sponsorship.
May 18, 1998, meeting - continued
Mayor Pro Tern Hawkins expressed his appreciation to Ann Kirk and Tom Billig for
participating in the Optimist Dunk Booth during the beach party held this weekend.
Mayor Pro Tern Hawkins congratulated Maryclaire Andres for her efforts in planning the beach
party and stated it was an excellent event.
Ms. Andres reported there were approximately 1500 people attending the beach party event this
past weekend. Ms. Andres thanked the Optimist Club for manning all the carnival games at the
event this weekend; the Parks and Recreation Department for building the sandbox and for all
their help with the event.
Ms. Andres reported the next scheduled event is Smyrna Night at the Braves on Wednesday,
June 10, when the Braves play the Boston Red Sox. Ms. Andres announced Mayor A. Max
Bacon will throw out the first pitch and game time is 7:40 p.m. Ms. Andres stated anyone
interested in purchasing a ticket should contact Patty Bacon at 770-431-2842 and there are still
a few tickets remaining. Ms. Andres stated the cost of the tickets is $13.
Ms. Andres announced the second summer concert will be June 19 from 8 - 10 p.m. with the
big band sound of John Rice. Ms. Andres asked anyone interested in obtaining additional
information about this event should contact her at City Hall.
Mayor Pro Tern Hawkins encouraged everyone to attend the Smyrna Night at the Braves, as it
is a fun event.
Ms. Andres announced there are newcomer kits and annual reports available at city hall.
Mary Ann White reported the Human Resources Department staff is working on the police and
fire entry testing which will occur later this month. She stated they are also working on
preparing the Performance Appraisal forms for distribution to the supervisors in the city for
evaluation of their employees. Ms. White stated they are working on retirement and salary
issues as well.
Ms. White announced there are several job openings with the city and stated they are posted in
City Hall on the job board and interested persons can call the Job Hotline for additional
information. Councilman Newcomb asked about the possibility of listing these jobs on the Web
site and Ms. White responded that is a possibility but so far the information is not on the Web
site. Ms. White indicated she has designed a page for the Web site and needs to get with David
Monroe to determine what needs to be done to place this information on the Web site.
Councilman Lnenicka commended Claudia Edgar and her staff for their work in getting the FY
99 budget prepared for the council's review later this week. He also thanked the department
heads for their input and all their efforts.
Ms. Edgar announced she has been notified that the City of Smyrna has won the Distinguished
Budget Presentation Award again this year for the current fiscal year (FY 98). Ms. Edgar
stated this is the seventh consecutive year the city has received this award. Ms. Edgar thanked
Greg Van Antwerp for his efforts in preparing the budget. Ms. Edgar reported that only 5 % of
the cities receive the award for Financial Reporting and 3 % of the cities receive the
Distinguished Budget Presentation Award. Mr. Smith commended the Finance Department
staff for their achieving this award.
Councilman Lnenicka reminded everyone of the drop -box for water payments that is located by
the driveway on the south side of the city hall building. He also stated the city offers a
procedure whereby your water bill can be deducted from a checking account automatically. He
encouraged anyone interested in this method of payment to contact either the Finance or
Utilities Department at City Hall.
Councilman Lnenicka thanked the residents in Ward 6. He stated he appreciated being invited
to a number of various neighborhood meetings and the kind treatment he received while being
at those meetings. He further stated he will be attending a meeting this Wednesday evening,
May 20, at the Vinings Forest Condominiums. He reminded everyone the meeting will be at
7:00 p.m. at the pool in the complex.
May 18, 1998, meeting - continued
Mr. Seigler reported on the April statistics for the Library. Mr. Seigler stated the library
circulated 11,480 items and 17,457 persons come through the library during the month of
April. He stated there were 395 people signed up for the Internet last month.
Mr. Seigler reported on the current displays at the library. Mr. Seigler stated the Smyrna
Historical Association has the panels from the Aunt Fanny's Cabin fundraiser event (painted by
Claire Curtis and Judy Hawkins) in addition to a distinctive display of memorabilia from the
Cabin.
Mr. Seigler reported that on June 10 the Pandean Players will be holding a concert, free of
charge, at noon in the Library.
Mr. Seigler reported the Friends of the Smyrna Library Book Sale, held in conjunction with the
Jonquil Festival, was very successful. He expressed his appreciation to Elizabeth Reichenberg
and all the volunteers for their efforts in making the book sale so successful.
Mr. Seigler stated this past Saturday a cartooning program held at the Library was filled to
capacity. He further stated Ms. Sue Jackson taught everyone how to draw cartoons and another
session has been planned for the Fall.
Mr. Seigler stated the Summer Reading Club registration will be Saturday, June 13, 1998. He
stated last year there were 801 children signed up for the program. He stated this year's
program will include a trip to the Center for Puppetry Art, the Atlanta Zoo, a magician and a
folk singer and encouraged interested persons to register the first day of registration due to the
large number of participants.
Mr. Seigler then expressed condolences to Ms. Dixie James's family, on the death of her
mother who passed away last night. Mr. Seigler stated Ms. James is the reference librarian.
Mr. Ciaccio reported on the Parks and Recreation Department. Mr. Ciaccio stated that June 6
begins the regular summer hours at Tolleson Pool.
Mr. Ciaccio stated the Atlanta Children's Miracle Network will broadcast from the Community
Center on May 30 and 31, 1998.
Mr. Ciaccio reported surveys have recently been mailed not only to Smyrna residents but also
to Marietta and Cobb County residents near Cobb Center - Pat Mell Road/ Benson Pool
Road/Cobb Center Mall area. Mr. Ciaccio stated the city intentionally sent the surveys to those
residents in hopes of receiving Community Development Block Grant (CDBG) federal funds for
the development of the area behind Cobb Center Mall with parks and recreation bond monies
for a parks project. He stated the surrounding residents will be impacted by that park and
urged all citizens receiving the survey to complete and return them.
Mr. Smith commended the Parks Department for the recent improvements to the children's
playground at Cobb Park, which was also a CDBG project. Mr. Smith stated he has also heard
many positive comments regarding Tolleson Pool and the recent renovations. Mr. Smith noted
the Soccer Fun Day held at Jonquil Park on Sunday was very well attended. Mr. Smith stated
Councilman Newcomb attended that event and took part in presenting the awards at the event.
Councilman Newcomb stated the West Smyrna Soccer Association Playoffs held Sunday at
Jonquil Park was a big success. He stated the event was very well attended.
Chief Hook reported for the Police Department. Chief Hook reported on recent arrests for
attempted burglary at Campbell High School and narcotics activities at Galleria Courtyard
apartments. He then stated Joe Bennett was recognized for his outstanding work as a police
officer when he received the Officer of the Year award from the Smyrna Optimist Club at a
breakfast held May 8. He stated the Department was recognized three different times this past
week for their efforts in the promotion of the use of child restraints by the Governor's Office of
Highway Safety at a ceremony in Marietta on May 7. He stated Smyrna was the first city in
the State of Georgia in which all uniformed officers were trained in the proper installation of
child restraint seats. He stated the department was also on television in the Kroger parking lot
with the Cobb County Fire Department checking seats to be sure they were properly installed.
He stated there was a recent article in the paper about high school students who were buckled
up and at Campbell High School, 54 out of 56 cars that pulled out of the parking lot, the
occupants were wearing their seatbelts. Chief Hook stated Frank Durrance was recognized
May 18, 1998, meeting - continued
individually and the Police Department was recognized as a unit on May 13 for their work in
the State's efforts for the Buckle Up Program. He stated the award was received at Forsyth
from the University of Georgia Cooperative Extension Program. He stated on May 20, Sid
Miles, head of the Highway Patrol for the State of Georgia, will be coming to the Smyrna
Public Safety Building this week to present an award for the city's work on the Strap and Snap
Program. He further stated on Sunday, May 17, the department received an award from the
First Baptist Church. Chief Hook reported the Smyrna Police Department was on NBC
Tonight at 6:30 p.m. with the seatbelt program. Chief Hook reported the awards the police
department has received are unique and are mostly the result of the work done by Lt. Carlson
and the STEP Unit. Councilman Newcomb commended the police department for their recent
awards. Councilman Newcomb also thanked the police department for their response when
they are called to send officers to an area where residents are not obeying the STOP signs.
Councilman Newcomb asked Chief Williams about the status of the federal grant application for
additional warning sirens. Chief Williams responded the pre -application has been submitted
and after that pre -application is scored, the city will be notified if they are in the final
consideration for the grant. He stated if the city makes the final consideration the city will then
submit a full-scale application for consideration. Councilman Newcomb stated he has copies of
commendations and thank you notes that were sent to the Fire Department for the city's
assistance during the recent tornado (April 9). He stated Dekalb County sent a thank you note
to the city for their assistance in Dunwoody and the GEMA sent a certificate and a thank you
letter from Director McConnell for the city's assistance.
ADJOURNMENT
With no further business, the meeting adjourned at 9:15 p.m.
A. MAX BACON, MAYOR
ha tun,
C A LENE CAPILOUTO,WARDI
9JK RAMER, WARD 5
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CHARLES PETE WOOD, VARD 7
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RON NEWCOMB, WARD 2
AME"MH KINS, WARD 4