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Home My WebLink About06-2-2011 regular meeting ,; \" .4,1 , .~ i) "I "1.1 ~ r ~.\'r!, ) ., .' r \ .' h~~ '\ h,'!' . (... I ~.. 'C \ City Council of Pea~htree City Milluttls of Meeting June 2, 2011 1 ,<flie City Council ofpeachtree City met Thursday, June 2, 2011', in the Cit)rHall Council Chambers, M.'~YOr Don Haddix called the meeting to order at 7:00 p.m. counc. il'M~mbers pr~sent: Erik lmker, 'Kim tea,rnard, and Doug Sturbaum. Council Member Vanessa\FleischWas out oftown. Al!enda Chanl!es . Sturbaum moved to move agenda items 06-11-03 Consider AIllyndmeht to CAR 8-3, Funding for Non-profit Organizations and 06-1! -04 Consider Reclassification of Fire Marshal Position to the front ofthe New Agenda Items. Learnard seconded. The motion carried unanimously. Minutes Learnard moved to approve the May 19, 2011, regular meeting minutes as written. Sturbaum seconded. The motion carried unanimously. Consent Al!enda 1. Consider Adoption of2011 Partial Plan Update to Comprehensive Plan 2. Consider Radar Permit ' 3. Consider Revised Resolution - Sunday Package Sales Haddix noted there was an additional document on the dais - the memo from the City Attorney regarding the revised resolution. . Sturbaum moved to approve the Consent Agenda as listed. Learnard seconded. The motion carried unanimously. New Al!enda Items 06-11-03 Consider Amendment to CAR 8-3, Funding for Non-profit Organizations The proposed amendment would increase the annual amount for non-profit funding from $25,000 to $27,000. Sturbaum moved to approve the amendments to CAR 8-3, Funding for Non-profit Organizations. lmker seconded. The motion carried unanimously. 06-11-04 Consider Reclassification of Fire Marshal Position The proposed reclassification would change the pay grade of the Fire Marshal from Grade 85 to Grade 86, with an annual budget impact of$356. Sturbaum moved to approve the reclassification of the fire marshal position from Gracie 85 to Grade 86. lmker seconded. The motion carried unanimously. 06-11-01 Consider Records M~nagement Ordinance and CAR 06-11-02 Consider Ordinance {\.mendment - Meeting Minutes/Meeting Recordings lmker asked if the last two agenda items could be combined. Administrative Services Director Nikki Vrana said they were connected, explaining the City had always followed the Secretary of State's record retention schedule. City Clerk Betsy Tyler and Deputy City Clerk Pam Dufresne had met with divisional representatives to idel1tify records the City wanted to keep longer than the state recommended. She continued that Council was concerned about the retention of audio and video files, noting the Secretary of State's office recommended audio files be purged after the meeting minutes were approved, which staff re~OInll1ended for electronic storage issues. - ,....." it, City Council Meeting Minutes June 2, 2011 Page 2 lmker said he saw no reason not tOfeep the audio/video recordings of the meetings indefinitely. He continued thatthe space required for the recordings was trliniscllle and saving them would be a one- step process, put them on two memory sticks and send one outside for safety purposes and leave one for use in-house. The cost and effort would be miniscule. Vrana said an external hard drive could be purchased that would be easier to keep up with than a flash drive. Systems Administrator Matt Robinson said the cost of a terabyte was approximately $100, and the avetage meeting file was 150 megabytes. Vrana. clarified that the recommendation to keep the recordings was only for City Council meetings, not for any of the commission or authority meetings. Learnard agreed with lmker. Sturbaum said he also had concerns about purging the recordings. lmker moved to approve the City Records Management Ordinance and City Administrative Regulation (CAR). Learnard seconded. The motion carried unanimously. There was a brief discussion regarding the wording of the CAR, including changing the retention to "Permanent in electronic format." lmker asked if the remaining cassette tapes could be changed to an electronic file. Vrana noted the tapes were approximately four years old. lmker said those could be destroyed, and the retention should begin with the electthnic recordings. Sturbaum noted the retention for the City Council meeting packets needed to change to "Permanent" to match the suggested retention. City Attorney Ted Meeker said the.. CAR was not considered in the previous motion, asking for a motion to reconsider. lmker moved to reconsider agenda item 06-11-01. Sturbaum seconded. The motion carried unanimously. Meeker suggested approving both agenda items with the. following revisions - on page 35 of the Council packet change the following in the Records Retention Supplement: the first box should read "City Council Meeting AudioNideo Recordings," the description would be "audio/video recordings," the City retention would be "Permanent in electronic format," and the last box would change from "Temporary, short-term" to "Permanent." The retentipn classification for "City Council Meeting Packet" would change from'''Temporary, short-term" to "Permanent." lmker moved to approve both agenda items with the follo",ing revisions ,on page 35 of the Council packet - change the following in the Records Retention Supplement: the first box should read "City Council Meeting AudioNideo Recordings," the description would be "audio/video recordings," the City retention would be "Permanent in electronic format," and the last box would change from "Temporary, short-term" to "Permapent." The retention classification for "City Council Meeting Packet" would change from "Temporary, short-term" to "Permanent." Sturbaum seconded. The motion carried unanimously. Council/Staff Topics Hot Topics City Manager Jim Pennington gave the following updates: City Council Meeting Minutes June 2, 2011 Page 3 Lake NcIntosh ___ d<ttll cons1:rtlctio~ .\Va~onsshedllle, as well as the wetlands projects they were working on in conjunction with the take. It would take a year after the dam was completed to fill the lake depending on how much water was withdrawn. The Department of Transportation had forwarded the unconstrained project list to the Regional Roundtable and the City projects were included. Walgreen's - the access road had b7en opened, but was intermittently closed. Problems were found with the soil on the site. Learnard added that the cart path access was cut off in the area, but carts were using the area anyway. Pennington said the contractor hoped to start on the curbing in a few weeks, but wanted to remind people it was a construction zone and to be cautious. Imker asked ifthe contractor could be notified that the cart path should be opened by July 4. Pennington said that had been done. Library - the contractor and architect were working on a plan for securing the exterior veneer brick to the wall behind it; however, the structural integrity of the wall behind the veneer had to be verified. Staff was working on proposals for this work. Haddix said it tied back into the issues the City thought had been resolved with the Library renovation. City Hall pressure washing and sealing - there had been some issues with flaking that put the process behind schedule, but the problems had been taken care of. Pennington reported that there were;no longer 30 black rebar posts in the ground at a residence on Evesham. The posts were placed in the City's cart path right-of-way and had been removed by Public Works. The July 7 Council meeting would be cancelled. It would be included as an agenda item on June 16. Pennington said there was no report yet on the Kedron bubble issue. The engineers were still testing. He said time was creeping rapidly as far as having the issues resolved by the time the bubble needed to go up in October. Staffhad looked at alternatives, and there were good and bad things about all of them. The costs were about the same. Sturbaum moved to enter into executive session at 7:27 p.m. to discuss pending or threatened litigation and personnel. Learnard seconded. The motion earned unanimously. Learnard moved to reconvene in regular session at 8:32 p.m. Imker seconded. The motion carried unanimously. There being no further business, Sturbaum moved to adjourn the meeting. Learnard seconded. The :i~ "",,"moll,ly. Th, m""ting "'journoo,t 8a ~ ~ Pamela Dufresne, Dep Don Haddix, Mayor ~