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12-21-1998 Regular MeetingDecember 21, 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 A. Max Bacon at 7:30 o'clock p.m. All council members were present with Councilman Newcomb arriving late. Also present was City Administrator Howard Smith, City Clerk Melinda Dameron, 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 Chris Corey, City Engineer Ken Hildebrandt, Community Development Director Robin Broyles, Community Relations Director Maryclaire Andres, Information Systems Manager David Monroe and representatives of the press. Invocation was given by Reverend Steven Kimmel, -followed by the pledge to the flag. CITIZENS INPUT: Mayor Bacon recognized Ann Kirk, Keep Smyrna Beautiful Coordinator. Ms. Kirk stated on December 6, 1998, she attend the Keep America Beautiful Convention in Washington, D.C., where the Keep Smyrna Beautiful Commission and City of Smyrna received the Distinguished Service Award for the population category of 30,000 - 70,000 citizens. Ms. Kirk asked the commission members who were present to come forward and the plaque was presented Chairman Frank Adams who then presented the award to Mayor Bacon. Mayor Bacon thanked the commission for their efforts and all they do for the city. Mayor Bacon recognized Chris Corey, Director of Human Resources. Mr. Corey recognized Andrew McKinney of the Parks Department and Detective Larry Wood as the recipients of the Smyrna STAR Award as employees of the month. Mr. McKinney and Mr. Wood thanked the city for the plaque, cash award, restaurant certificate and day off that the city gave them. Mayor Bacon recognized Mary Ellen Barnes, resident of the Oakdale community, who voiced her dismay with the recent rezoning in her community. She encouraged the residents of that area to consider annexing into the city and asked that any interested parties contact her at her home. PUBLIC HEARINGS: There were none. FORMAL BUSINESS: (A) Appointment to Keep Smyrna Beautiful Commission - Ward 6 Councilman Lnenicka stated Eric Cash has served as the Ward 6 representative on the Keep Smyrna Beautiful Commission and has agreed to serve another term. Councilman Lnenicka made a motion that Eric Cash, 4181 Ridgehurst Drive, be re -appointed to serve a two-year term beginning December 1998. Councilman Wood seconded the motion. Motion was approved 6-0 (Councilman Newcomb was absent during this vote). (B) Approval of Speed Zone Ordinance Councilman Lnenicka stated this ordinance will update the list of streets within the city limits of Smyrna where radar can be used and identifies those specific streets, speed limits, and areas and distances. He further stated it updates the list for a number of changes and additions in the city. Councilman Cramer made a motion that the speed zone ordinance be approved subject to the noted corrections being made by the Georgia State Department of Transportation. Councilman Lnenicka seconded the motion. Motion was approved 6-0 (Councilman Newcomb was absent during the vote). COMMERCIAL BUILDING PERMITS: There were none. December 21, 1998 meeting - continued BID AWARDS: Councilman Wood made a motion to suspend the rules for the purpose of adding Item (C) to the Bid Award portion of the minutes. Councilman Lnenicka seconded the motion. Motion was approved 6-0 (Councilman Newcomb was absent during the vote). Councilman Wood made a motion to add the bid award for a Classification and Compensation Study as item (C). Councilman Cramer seconded the motion. Motion was approved 6-0 (Councilman Newcomb was absent during the vote). (A) Bid Award (Bid #98084) - Replacement of Court Services, Fire and Police Department Software Systems Mr. Smith stated for the last year the city has been doing a Y2K audit as well as upgrading all the computer systems in the city. He stated as a result of the issues related to Public Safety, including Courts, the city has determined the city needs to seek new software in a number of areas. Mr. Smith stated the city solicited bids from several vendors and the bids have been reviewed and analyzed through the various departments as well as by David Monroe, Manager of Information Services and the Finance and Administration Committee. Councilman Lnenicka stated David Monroe is present tonight and available to answer any questions the council may have pertaining to this issue. Councilman Lnenicka stated this is an unplanned and unbudgeted expense but is necessary. Mr. Lnenicka stated if the city's systems are not Y2K compliant there is a possibility 911 calls could not be received, jail doors could either lock open or shut and remain that way, the jail monitoring system could shut down and in terms of emergency services and the provision of those services and that is a very high risk situation. Councilman Lnenicka stated various employees within the city have talked with the current vendor, Visions Software, and have been unable to obtain any assurance that the software currently being used by these departments will be Y2K compliant. Councilman Lnenicka stated bids were solicited from six companies and five responses were received. Mr. Lnenicka stated the city was looking specifically for software to cover Police, Fire and Court Services and some of the responses received did not cover all three departments. Mr. Lnenicka stated delivery dates ranged from an unspecified date or promise to nine months. He further stated the top of the line software, with a proven track record, not only around the county and the State but around the nation was made by a company named H.T.E.. He further stated H.T.E. has a delivery time of 90 days and by the end of March the city could have the system here and start training and implementation of the system and if there are any problems there would still be nine months to correct them prior to the anniversary date at the end of the year. He stated the total package of all the things H.T.E. bid was $930,979 but the city does not need all of these items right now. Councilman Lnenicka stated the recommendation is to cut $194,377 out of the bid which drops the total delivered price to $736,602 and further explained the part deleted would have allowed the city to purchase and use a wireless, mobile module for police field reporting. He stated while that capability would be nice it is not a necessary feature at this time. Mr. Lnenicka stated the city needs a system that will, on January 1, 2000, allow the city to accept 911 calls and not shut down the public safety departments of the city. Councilman Lnenicka stated both the fire and police chiefs and they have agreed the system being proposed by H.T.E. will meet their requirements and will be satisfactory in terms of their operation. Mr. Lnenicka stated this is also true of the Court Services Department. Councilman Lnenicka stated the recommendation is to accept the bid from H.T.E. and fund the purchase from a number of sources identified through the Finance Department. Councilman Newcomb stated as Chair of the Court Services/Police and Fire Committee, and members Charlene Capilouto and Jack Cramer supports this decision. Councilman Newcomb stated he feels assured that the current software can not be made Y2K compliant and there is too much at risk not to make this decision tonight. Councilman Newcomb asked about the time line for getting the software, having it installed and when it will become operational. City Administrator Howard Smith asked David Monroe to come forward and address those issues. Mr. Monroe stated the city has a proposed contract from H.T.E. and as soon as it is signed and executed they will be in the process of bringing the hardware (a new AS400) in and begin loading the software and the city will work with their project manager on the project to make the decision on which department to start with. Mr. Monroe stated his recommendation is that Court Services should be first because it is the smaller of the three departments and will not take as long and the city will know right up front if there is any trouble with conversion of data. Mr. Monroe stated he believes the city will be able to start this process right after the first of the year and indicated Mark Ross and Dean Smith, H.T.E. representatives are present tonight. Mr. Smith stated he has requested that regular meetings be held, either weekly or bi-weekly, December 21, 1998 meeting - continued with city staff to share information from Court Services on their experiences to help the police department be ready for the major conversion and the fire department will not be handled until they are in their new facility. Mr. Ross indicated they plan to start the project right at the beginning of the year with their project manager coming on site and will work with David Monroe and the city -assigned staff for the project. He further stated they will develop the timeline for the project and then go through the implementation of the hardware, putting the software on the hardware, getting the software converted from the old to the new system (data transfer), training people and then start going live project by project with Court Services being first. Mr. Ross stated his company is very comfortable with the timeline David Monroe has set before them and the only time they have found that they slip from that timeline is if staff does not attend the training sessions. Mayor Bacon assured Mr. Ross that city staff will attend the training sessions. Mr. Ross stated he could not commit to when the entire system would be operational and on-line but felt everything should be up "live" by the end of September and that will give the city three months to test everything live before the year 2000 arrives. Mr. Ross commended Mr. Monroe for his efforts on this project. Councilman Lnenicka stated he would like to highlight some of the funding sources the city has identified through the Finance Department as follows: Finance and Administration Department - $124,000; Fire Records/Management - $55,000; MCS Funds - $86,000; $45,000 -basically vehicles from the FY99 Capital Improvements Program; out of Reserve for Capital' Improvements the fund balance of $345,000; this year's FY99 Contingency Fund - $100,000 for a total of $750,000. He stated those would be the sources of the funds that is being proposed to the Mayor and council tonight to fund this unanticipated but very necessary expenditure. Councilman Lnenicka commended the city staff for their efforts in trying to find a possible way to avoid this expenditure. Councilman Lnenicka made a motion that the city. accept the quotation and award bid #98084 to H.T.E. for a total of $736,602 for replacement software for Court Services, Fire and Police Department software systems. Councilman Newcomb seconded the motion. Motion was approved 7-0. (B) Bid Award (Bid #98094) - Contract Increase - Train Depot (Floor Covering) Mr. Smith stated when the original contract for the Train Depot, the cost for the finished floor was not included as the city was looking at a particular process where the floor could possibly be stamped and stained concrete but that did not work out for the intended uses of the building. He stated it is recommended to increase the contract with Cook Construction Company by $14,800 to provide for pine -plank boards. Mayor Bacon asked Public Works Director Scott Stokes when the project, both the Train Depot and Museum, will be finished. Mr. Stokes stated he hopes the project will be finished the end of January but definitely should be finished in time for the Spring Jonquil Festival. Councilman Lnenicka expressed his appreciation to Mr. Stokes for his supervision of the project and for keeping the council apprised of the status. Mr. Lnenicka stated the proposal before the Mayor and Council this evening is to spend $14,800 in a Change Order to increase the contract for materials and labor and installation for Number 2 yellow pine, tongue -in - groove, five foot plank boards, which will also include a three-quarter inch plywood nailer, sand and finish not originally included in the bid documents as specified by Mr. Smith. Councilman Lnenicka made a motion to approve a contract increase of $14,800 to be funded eventually from the Hotel/Motel Tax Revenue and a short-term general fund loan from the city for the Train Depot for the purpose of installation and purchase of materials and labor for the floor. Councilman Hawkins seconded the motion. Motion was approved 7-0. (C) Bid Award - Classification and Compensation Study Mr. Smith stated this is a very important undertaking that the Mayor and Council committed in the budget last year and have indicated a firm commitment to undertake. He further stated every five years or so, every city undertaking professional human resource management needs to undergo a classification study. He stated this study will look at internal equity of positions, job changes, technology associated with those positions change, skills change, educational requirements change and certain positions expand in scope while others decrease, and also looking at the market place to see how positions compare. He stated the job descriptions will be reviewed and revised as a part of the study. Councilman Wood stated this is an effort to ensure the effective recruitment and retention of qualified personnel in all city departments and the Mayor and Council has recognized this as a very high priority. He further stated on October 14, 1998, the city solicited proposals from 39 December 21, 1998 meeting - continued firms for the purpose of completing the classification and pay study. He stated nine firms responded and the cost to complete the project ranged from $58,000 to over $90,000 and the average time to complete the project ranged from four to six moths. Councilman Wood stated the Human Resources Committee met and reviewed the proposals and recommend that a contract be awarded to DMG Maximus Company at a cost of $58,520 with the work to begin immediately after signing the contract. Mr. Wood stated the funds for this study will come from the General Fund expenditures. Councilman Wood stated the city is familiar with DMG in Smyrna and they are well known in other municipalities. Councilman Wood made a motion to approve the bid of DMG Maximus at a maximum cost of $58,520 for a classification/ compensation study for the City of Smyrna. Councilman Cramer seconded the motion. Motion was approved 7-0. CONSENT AGENDA: (A) Approval of December 7, 1998, Minutes (B) Approval of December 14, 1998, Minutes (C) Approval to Request Bids - Riding Lawn Mower - Parks Department (D) Approval to Request Bids - Field Rake - Parks Department (E) Approval to Request Bids - Turf Gator - Parks Department (F) Approval to Install "No Parking" Signs - The Park at Oakley Downs (G) Approval to Request Bids - Copier - Police Department CID Division Councilman Lnenicka made a motion that the Consent Agenda be approved. Councilman Newcomb seconded the motion. Motion was approved 7-0. COMMITTEE REPORTS: Councilwoman Capilouto read an article printed in the Atlanta Journal/Constitution on Thursday, November 26, 1998. Ms. Capilouto read the article announcing Michael Whaley, Judge of the Smyrna Municipal Courts in Smyrna, Acworth and Kennesaw has been elected vice president of the Georgia Council of Municipal Judges and will be the president of the Council in the year 2000. Ms. Capilouto commended Judge Whaley for this accomplishment. Ms. Capilouto then wished everyone a Merry Christmas and a Happy New Year. Councilman Newcomb stated there is no report from the Police or Court Services Departments this evening. Councilman Newcomb asked Chief Williams for a report from the Fire Department. Chief Williams urged everyone to be careful of the fire hazards associated with the upcoming holidays. Councilman Newcomb asked the Chief to re -state the burn days allowed in January and February. Chief Williams reported the burn days are January 2 with a rain date of January 9 and February 6 with a rain date of February 13. Mr. Smith noted the contractor is on site for the proposed #1 Fire Station headquarters and the first meeting was held with Scott Stokes, the contractor and the architect last week. Mr. Smith stated he had seen the timetable that indicates the building will be finished and occupied on time. He further stated there will be meetings every week on Friday at the construction trailer and invited the Mayor, Fire Committee Chairman and Finance Committee Chairman to attend if their schedule allows. He also stated all council members are invited to attend if they want to. City Clerk Melinda Dameron wished everyone a Merry Christmas. Councilman Scoggins asked Maryclaire Andres for a report from the Community Relations Department. Ms. Andres reported she is working on the 1998 Annual Report and it should be finished in March and available at city hall and the new welcome center this spring. Ms. Andres stated work in cooperation with Creative Bindery is continuing on the Smyrna Recipe Book and the book will be available in the Welcome Center for $14.95 and may be pre -ordered for $12.95 by calling Carolyn Duncan at Creative Bindery (770-436-4939). Ms. Andres announced the Santa House will be open from 6 - 9 p.m. until December 23. Ms. Andres stated she is recruiting volunteers to help staff the Welcome Center and encouraged all interested persons to call her at City Hall. Ms. Andres reported that Mayor Bacon has been reading to elementary school children in the area and she is currently scheduling dates for him to read to additional schools in January and February. Councilman Scoggins asked Michael Seigler for a report from the Library. Mr. Seigler stated the Library computer system collapsed ten days ago but David Monroe was able to get the December 21, 1998 meeting - continued system running again. He further stated the Library will be converting their computer system tomorrow to the new Windows based system that will be faster and easier for the public to use. Mr. Seigler wished everyone a Merry Christmas and a Happy New Year and also expressed his appreciation to the Friends of the Smyrna Library for all their support this year. Councilman Scoggins asked Steve Ciaccio for a report from the Parks and Recreation Department. Mr. Ciaccio reported the following statistics for the Smyrna Community Center this year: the center was booked for 2,155 events - a 5 % increase over the previous year; total patronage was 278,000 - a 15% increase from 1997; Tolleson Pool had 31,000 visitors - a 10% increase over the previous year; 19,000 persons attended the senior aquatic center; over 9,000 people participated in over 1700 instructive classes; totals for athletics for 1998 were 2100 young athletes in seven sports and 1800 adults playing on 290 teams. Councilman Scoggins shared a letter from Nattie Clowers, an elderly Smyrna resident, commending the Smyrna Housing Authority for their assistance in installing vinyl siding on her home. Councilman Hawkins stated there is no report from the City Engineer this evening. Councilman Hawkins asked Robin Broyles for a report from the Community Development Department. Mr. Broyles reported on the building numbers for November as follows: estimated construction cost at this time last year was $64,883,000 and this year the estimated construction cost to date is $96,989,000; actual building permit costs last year at this time was $311,407 and this year to date is $350,370; he also noted there was a ten-day span where his department issued 107 building permits. Councilman Hawkins commended Mr. Broyles and his department for their continued good work. Councilman Hawkins asked Public Works Director Scott Stokes for a report on the leaf vacuum program. Mr. Stokes reported his department made a commitment the first part of December that all public works crews and sanitation crews are working to get the department back on schedule with the leaf vacuum program. Mr. Stokes reported he expects the department to be back on schedule by the end of this year. Mr. Stokes reported that when the leaf vacuum program began three years ago there was 40% participation by the residents and that number has now increased to 75 % participation and further stated the truck is actually running until 6:00 p.m. Mr. Stokes stated his department will send out a couple of brochures well in advance of the start-up of the program advising the citizens of the leaf vacuum schedule. Mr. Stokes stated for residents who wish to bag their leaves, that those bagged leaves will be picked up every Wednesday and actually that is the quickest way to have them picked up. Councilman Hawkins asked Ann Kirk for a report from the Keep Smyrna Beautiful Department. Ms. Kirk responded that within the last three weeks she has been in two different cities, other than Smyrna, who use the leaf vacuum program - one being Roanoke, Virginia, and no one raked their leaves into the street and she further stated the citizens only receive one free pick up per year and if they require additional pickups they are charged $25 for the pickup. Mr. Hawkins stated the city began their program as a free service and he hopes it can continue to be a free service. Ms. Kirk reported on January 9, 1999, the ninth annual "Bring One for the Chipper" Christmas tree chipping program. She stated there will be two locations for tree collections - Home Depot at Cumberland/Vinings and Plant Atkinson/McDonough Georgia Power Plant on South Cobb Drive - from 9:00 a.m. to 4:00 p.m. Ms. Kirk stated 2000 trees were collected last year at the Home Depot site. Ms. Kirk stated the recycling report for November reflected 123 tons of material was recycled with a 79% participation rate and the tipping fees that have been saved in calendar year 1998 (not including December) is $34,476. Ms. Kirk announced the next Adopt -a -Mile will be January 23, 1999, beginning at 8:00 a.m. if the temperature is above 35 degrees and if not the start time will be 10:00 a.m. but if the temperature is not above 35 degrees the program will not take place. Ms. Kirk stated there are still jonquil bulbs available for a $10 donation for a bag of fifty bulbs. Ms. Kirk stated there is still plenty of free mulch at Public Works and is available to the citizens. Ms. Kirk wished everyone a Merry Christmas and Happy Holidays. Councilman Hawkins wished everyone a Merry Christmas and a Happy New Year. Councilman Cramer stated the Veterans Memorial Committee met earlier in December and urged everyone who was not able to attend that meeting to attend the next meeting and encouraged them to sign up for participation on one of the many sub -committees that was formed. Councilman Cramer thanked everyone for allowing his to serve them this past year December 21, 1998 meeting - continued and expressed his appreciation to the city employees for the work they have done this year. He then wished everyone a Merry Christmas and a Happy New Year. Councilman Lnenicka expressed his appreciation to Claudia Edgar, Finance Director, for all the help she has provided with some of the major expenditure issues and finding some sources and uses of funds. Ms. Edgar reminded the business community that the deadline for paying the 1999 occupational tax (business license fee) is December 31, 1998. Ms. Edgar wished everyone happy holidays from the Finance Department. Councilman Lnenicka expressed his appreciation to Ms. Barnes for coming to the meeting tonight to discuss the zoning and land use in Oakdale. Councilman Lnenicka recognized and commended the STAR employees who were recognized at the beginning of the meeting tonight as well as all the city employees who have done a great job this year; he commended the volunteers who serve the city and the Mayor and Council as well. Councilman Lnenicka then wished everyone Happy Holidays. Councilman Wood asked Chris Corey, Director of Human Resources, for a report. Mr. Corey announced the city is accepting applications for an Administrative Assistant to the City Administrator; Laborer II - Streets Department; Communications Operation - Police Department 911 Center; Laborer II - Sanitation. Mr. Corey wished everyone a very Merry Christmas. Councilman Wood stated this is the last regular meeting of the Council for this year and expressed his appreciation to the city employees for their work this past year. Mr. Wood stated the city has a lot of groups that have made this another fantastic year for the City of Smyrna and expressed his appreciation to them as well and thanked the employees and volunteers for their work month after month throughout the year. Councilman Wood wished everyone a safe and happy holiday season. Mayor Bacon announced Concord Road will be closed at the Covered Bridge from January 2 until June 30, 1999, for the reconstruction of the bridge. Mayor Bacon wished everyone a Merry Christmas and a Happy New Year. Mr. Smith expressed his appreciation to the Public Works staff for going above and beyond what is required during the fall season picking up leaves and working extended hours; to the Parks and Recreation Department for their efforts in making the Village Green holiday lights so beautiful; the police officers for their work during the year; the fire department and city employees for all they do during the year. Mr. Smith expressed his appreciation to the department heads for their level of cooperation with each other. City Attorney Chuck Camp wished everyone a Merry Christmas and a Happy New Year. ADJOURNMENT With no further business, the meeting adjourned at 9:17 p.m. December 21, 1998 meeting - continued BACON, L/�- CHARLENE CAPILOUTO, WARD 1 RON NEWCOMB, WARD 2 BILLS OGGINS, V47VgU 3 CRAMER, WARD 5 Gam/4**0 CHARLES PETE WOOD, WARD 7 CLERK