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12-04-2006 December 4, 2006 December 4, 2006 - 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. Also present were City Administrator Wayne Wright, City Clerk Susan Hiott, City Attorney Scott Cochran, Finance Director David Boyd, Keep Smyrna Beautiful Director Ann Kirk and representatives of the press. Invocation was given by Pastor Clay Pauley from Word of Life Baptist Church, followed by the pledge to the flag. AGENDA CHANGES: There were none. MAYOR'S REPORT: Mayor Bacon recognized Mr. Boyd, and Mr. Boyd stated the firm of Moore and Cubbedge, LLP (MC) has completed the fiscal year 2006 audit of the City's finances. Mr. Boyd introduced Ms. Tammy Galvis from MC to those present, and Ms. Galvis provided a summary of the audit report to those present. Ms. Galvis stated the audit report will be furnished to the State Department of Audits as required by law. Council Member Wood asked Ms. Galvis whether or not the City's internal financial controls are adequate, and Ms. Galvis stated that they are. Ms. Galvis stated a recommendation for implementing reconciliation procedures for a particular account has been made to the City's leadership. Council Member Lnenicka asked Ms. Galvis if the City's finances are in good general order, and Ms. Galvis answered in the affirmative. - MOTION: Council Member Wood made a motion to accept the report of the independent auditors for fiscal year 2006 as presented by Moore and Cubbedge, LLP. The motion was seconded by Council Member Scoggins. Motion was approved 7 - O. Mayor Bacon introduced faculty members and students from Griffin Middle School to the assembly. The students conducted this month's character education program for those present. Ms. Kirk recognized IBM Team volunteers and thanked them for beautification efforts they carried out in the City. Ms. Kirk stated the IBM volunteers have worked very hard, and thanked them for their continuing efforts. Mayor Bacon expressed appreciation to the volunteers for their enthusiasm and for their interest in making the City a better place to live. LAND ISSUES/ZONING/ANNEXATION: (A) Public Hearing - Approval of extension of the 60-day moratorium on the issuance of building permits for new construction and rehabilitation for any single building in excess of 100,000 square feet within the Smyrna Downtown Design Districts 1 and 2 in the City of Smyrna Mr. Wright stated the purpose ofthe moratorium is to provide the City time to revise regulations governing downtown development. Mr. Wright stated this measure was initially approved at a special called meeting on May 8, 2006 and was renewed on September 5, 2006. Mr. Wright stated staff recommends an extension of the moratorium for another sixty days. - December 4,2006 2 Mayor Bacon stated this is a public hearing and asked for public comment. There was none. MOTION: Council Member Newcomb made a motion to approve extension of the 60-day moratorium on the issuance of building permits for new construction and rehabilitation for any single building in excess of] 00,000 square feet within the Smyrna Downtown Design Districts] and 2 in the City of Smyrna. The motion was seconded by Council Member Lnenicka. Motion was approved 7 - O. - PRIVILEGE LICENSE: There were none. FORMAL BUSINESS: (A) Appointment of member to the License and Variance Board MOTION: Council Member Wood made a motion to approve appointment ofMr. David Boyd as a regular member and Mr. Eric Taylor as an alternate member to the License and Variance Board. The motion was seconded by Council Member Smith. Motion was approved 7 - O. (B) Approval of apartment name change request - Walton Park Apartments - 3740 Walton Way-NALS Mr. Wright stated the new owners oft the subject property have requested to change the name of Walton Park Apartments at 3740 Walton Way to Glen Park Apartments. Mr. Wright stated the fire chief, building inspector and city engineer have reviewed the submitted application and recommend approval of the requested change. - MOTION: Council Member McNabb made a motion to approve the apartment name change request for Walton Park Apartments at 3740 Walton Way to Glen Park Apartments for NALS. The motion was seconded by Council Member Scoggins. Motion was approved 7 - O. (C) Approval of reappointment of member to the Keep Smyrna Beautiful Commission MOTION: Council Member Smith made a motion to reappointment Mr. Aaron Ducre, residing at 580 Plaza Drive, to another term on the Keep Smyrna Beautiful Commission with an expiration date of December 31, 2008. The motion was seconded by Council Member Wood. Motion was approved 7 - O. COMMERCIAL BUILDING PERMITS: There were none. CONSENT AGENDA: (A) Approval of November 20, 2006 minutes - December 4, 2006 3 (B) - Revision of City of Smyrna Personnel Policies and Procedures As a means of complying with the ever changing laws and to maintain good human resources functions, the Human Resources Department, along with the assistance from Elarbee, Thompson, Sapp & Wilson (GIRMA Attorneys), recommend revision of City of Smyrna Personnel Policies and Procedures as follows: (26) Prohibited Conduct, (27) Disciplinary Action, and (28) Employee Grievances/Employee Appeals. In addition, a new policy Termination was added, and will be placed in section (27) Disciplinary Action. (C) Award and execution of consulting services contract to complete the update of the 2005- 2030 Comprehensive Plan This item is for the award and execution of a consulting services contract to complete the 2005-2030 Comprehensive Plan. The City conducted an RFP process and has selected Robert and Company from three respondents. This is an hourly contract at a cost not to exceed $45,606. This award is contingent upon successful negotiation of a Scope of Services agreement (D) A ward of bid for acquisition of 800 MHZ radio apparatus (E) Approval for Mayor to sign and execute contract with the Georgia Department of Transportation for resurfacing of 15 City streets (PRC 10 - 5009 - 00 (702) Cobb County ) This contract covers 7.15 miles of roadway on 15 streets within the City. MOTION: Council Member Wood made a motion to approve the consent agenda. The motion was seconded by Council Member Smith. Motion was approved 7 - O. COMMITTEE REPORTS: .. Council Member Pritchett commented favorably about the Mayor's Education Award Program which preceded this meeting. Council Member Newcomb stated he is proud of the efforts the City makes to recognize the many accomplishments in the field of public education made by the local school system. Council Member Scoggins thanked the citizens who attended the recent Christmas tree lighting ceremony held in the Market Village as well as those who attended the Mayor's Education Award Program which preceded this meeting. Council Member Scoggins stated that citizen interest in the community is important to the progress of the City. Council Member Scoggins thanked the staff members who worked on the various decorations and holiday season programs. Council Member McNabb thanked the residents of the McLinden Avenue, Dell Avenue and Dunton Street area who met with him recently to discuss formation of a homeowners association. Council Member McNabb commented favorably about the holiday decorations in the downtown area. Council Member Smith commented favorably about the Mayor's Education Award Program which preceded this meeting. Council Member Smith thanked the staff members who have worked on the various decorations and holiday season programs. - December 4. 2006 4 Council Member Lnenicka commented favorably about the Mayor's Education Award Program which preceded this meeting. Council Member Lnenicka provided details to those present concerning the recent visit of Lieutenant General Russell Honore to Smyrna. - Council Member Wood commented favorably about the Mayor's Education Award Program which preceded this meeting. Mayor Bacon thanked everyone for attending the Mayor's Education Award Program this evening. Mayor Bacon stated this program helps to underscore the commitment of the community to the local schools. Mayor Bacon stated the various volunteer groups who assist the schools make a real difference. ADJOURNMENT: With no further business, the meeting was adjourned at 8:30 p.m. l/ (~ '-D () A I! /J !., ~<fe{{z TCHETT, WARD 1 ~~CJ~ CHARLES PETE WOOD, WARD 7 ' ~~)Jv- RON NEWCOMB, WARD 2 - WADE S. LNENICKA, WARD 6 -