Council Meeting Agenda 12-3-13 | City of Clarkston, GA

C1) Recognize City Manager. Mayor Ransom presented Mr. Barker with a certificate for completing the Regional Economic and Leadership Development Program with the Georgia Academy for Economic Development. The Mayor thanked Mr. Barker for doing such a good job and for always looking to further his education.

ADMINISTRATIVE BUSINESS

Approve Council Minutes – 11-6-2013 Council Meeting

Diane Leonetti made a motion to approve the minutes for November 6, 2013 Jean Brown seconded the motion. A vote was called and the motion carried. (5/0)

PUBLIC COMMENTS

Graham Thomas, Market Street, thanked Mayor Ransom for all that he has done while in office.

Said he hoped he could do the same for the next Mayor.

Chris Busing, 3721 Mauck Street, commented on laws and violations in the City.

Will Fleas, Unincorporated Clarkston, Spoke out about saying No to Clarkston Annexation Project, He says that his community is very happy with the services they receive from DeKalb County.

Kim Ault, Unincorporated Clarkston, Thanked Mayor Ransom and Adam White for the great job they have done.

Closed For Public Comments.

OLD BUSINESS

F1) 2014 Budget Adoption

1) 2014 Budget Presentation-Mr. Barker gave a power point presentation on Proposed 2014 Budget and for financial information relating to revenue, expenditures, and grants funds.

2) Public Comment on the 2014 Proposed Operating & Enterprise Fund.

3) Council Adopt 2014 Operating & Enterprise Budget Resolution

A vote was called and the motion carried. (4/1, Yes- Dianne Leonetti, Dean Moore, Jean Brown, No-Warren Hadlock)

NEW BUSINESS

Planning & Development

G1) Vote on Appeal-Denial of Sign Permit- Dalmar International Market, 935 N. Indian Creek Drive. On November 19, 2013, the Planning & Zoning board denied the request for a wall sign at the above mentioned business location. The request involved the replacement of a previously existing wall sign on the main wall/facade of the building. The sign was installed without a permit in a position that is non-compliant with current code and was discovered by the Quality of Life Officer during a regular Patrol. The request for the sign permit involved moving the sign to a position higher from the ground level on the same façade to which it is currently installed. The Planning & Zoning Board denied the permit request due to the size of the sign and its proportion to a sign for another business located on the same property. The applicant has submitted a letter of appeal to the decision rendered by the Planning & Zoning Board. Adam White made a motion to grant the appeal to allow the applicant to replace the smaller sign above with the larger sign as long as it does not extend above the roofline. A vote was called and the motion carried (4/1 Yes-Dianne Leonetti, Adam White, Jean Brown, No-Warren Hadlock).

Administration

G2) Resolution to Request the Georgia Assembly to Annex Property into the City of Clarkston, Georgia. Mr. Barker showed a power point presentation on the annexation process and the steps required. The City Of Clarkston has demonstrated a need to expand and diversify its tax base and to increase its land mass to ensure long term fiscal sustainability. The City of Clarkston, by and through the Mayor and City Council, has recently completed a fiscal analysis to determine the feasibility and desirability of annexing property to extend the corporate boundaries of the City Of Clarkston. The results of this fiscal analysis and feasibility study were discussed during the Mayor and City Council Planning Workshop in August 2013. Council consensus to pursue the desired annexation was obtained. Passage of this Resolution is the first step toward garnering local Legislation during the upcoming 2014 Georgia general Assembly Legislative session. Warren Hadlock made a motion to request that the General Assembly pursue for the City of Clarkston annexation of Phase 1 Area 1, Area 2, Area 3 and the portion of Area 4 located to the east of Jolly Ave. Adam White seconded. Vote 2/3, Yes-Warren Hadlock, Adam White, No- Dianne Leonetti, Jean Brown, Dean Moore. Vote failed.

Dianne Leonetti made a motion to request that the Georgia General Assembly pursue annexation on behalf of the City of Clarkston annexation of Phase 1, Area 1, Area 2, Area 3 and Area 4 as indicated on the attached map. Dean Moore seconded. Discussion. Adam White questioned if the proponent of the motion would entertain excluding Area 4. Dianne Leonetti stated she would not alter her motion. Vote was called and the motion carried (4/1). Adam White opposed.

(G3) City Streetscape & Pedestrian Enhancements – Contract, Scope and Fee.

To considered and approve the contract for the City Streetscape and Pedestrian Enhancements Engineering Design Services. On October 2nd a “Request for Proposal” for Engineering Design Services was issued for the referenced project. On October18th, a mandatory pre-proposal meeting was held with over 30 engineers and landscape architects in attendance. On November 1st, seven (7) firms submitted technical proposals for review by the Recommendation Committee. Upon further interview and review of qualifications, the Evaluation Committee recommends AMEC for the project. Dianne Leonetti made a motion to accept AMEC for the City Streetscape and Pedestrian Enhancement Engineering Services. Warren Hadlock seconded. A vote was called and the motion carried (5/0). Mr. Barker announced the City would be holding a Press Conference at the Clarkston Community Center to announce the commencement of the Project.

G4) Retirement Plan Contract Amendment- To consider and approve the amendment to the City of Clarkston Retirement Plan. Mr. Barker detailed the proposed changes to the retirement plan The City Council passed a resolution at the November 5, 2013 Council meeting, declaring the city’s intent to amend the employee retirement benefit formula to a flat 2.25% for credited service earned from January 1, 2014 forward. Approval of the attached plan amendment document will authorize the desired change. Dean Moore made a motion to accept the proposed changes to the Retirement Plan. Adam White seconded. A vote was called and the motion carried (5/0).

G5) Storm Water Project- Change Order #1-The scope of the East Ponce de Leon and Rogers St projects were modified in the field resulting in a reduction in contract quantities (cost savings).

Unforeseen conditions in the field also resulted in changes to the project scope (increase in project coasts). The changes in project scope that resulted in additional costs were as follows:

• Landscaping and cedar split rail fencing on the Rogers St spur trail - $10,100

• Wider asphalt patch on East Ponce - $2500

• Additional repairs to Rogers St driveway and curb and gutter - $3,680

• Extended length of sidewalk repairs at culvert replacement location - $1,372

• Changes to catch basin due to unforeseen utilities - $1,840

• Additional permanent grassing - $1000

• Clearing & rework ditch opposite concrete flume and line with rip rap - $4,000

• Additional chain link fence to Rogers St residence - $300

The net effect of the scope modifications resulted in a change order of less than $24,792. The actual change order amount is $17,924.95. Dianne Leonetti made a motion to approve Storm Water Project Change order 1. Adam White seconded. A vote was called and the motion carried (5/0).

G6) Proposed Amendments to City Code of Ordinances (Text Amendments)

The proposed textural changes will update portions of the Ordinance to indicate the City Manager or Staff as administrators of City policies, procedures and/or functions will provide clarity for the public as to the roles and responsibilities of the Administration, versus those of the Mayor and Council. Dean Moore made a motion to accept the text amendments to the ordinance. Jean Brown seconded. A vote was called and the motion carried (5/0).

REPORTS:

PLANNING & ZONING REPORT

Vingh Glover, Report on the last Planning & Zoning Meeting he said they had four requests for Sign Permits. Two were approved and two were not, due to the size of the signs. He also stated that the City needs to consider changing the sign ordinance.

CITY MANAGER REPORT

Mr. Barker discussed the current 2013 budget status and reported that the city budget is in good shape, and he discussed the amendment process for the budget in 2014.

CITY ATTORNEY’S REPORT

None.

Council Remarks

Ms. Leonetti – Spoke on being very excited about the Streetscape Project and the firm that we have chosen. She also thanked Mayor Ransom and Adam White for their service.

Warren Hadlock also thanked them for their service, as did Dean Moore and Jean Brown.

MAYOR’S REPORT

Mayor Ransom stated that this would be his last Council Meeting as Mayor and asked the City Manager if he could speak at the next Council Meeting in January. He said that he will be here whenever he is needed. He also thanked everyone for all their help.

Mr. Moore made a motion to adjourn the meeting. Mr. White seconded the motion A vote was called and the motion carried. (6/0)

The meeting adjourned at 9:10 pm.