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HomeMy WebLinkAbout03-15-2012 Regular Meeting ~ City Council of Peachtree City Meeting Minutes March 15,2012 7:00 p.m. The Mayor and City Council of the City of Peachtree City met in regular session on Thursday, March 15, 2012. Mayor Haddix called the meeting to order at 7:00 p.m. OtherCouncil Members in attendance were: George Dienhart, Vanessa Fleisch, Eric Imker, and Kim Learnard. Announcements, Awards, SDedal Reco~mition There were none. Public Comment Bill Posey apologized to Council for how he handled himself at the March 1 meeting regarding his comments on the Bradford Estates/Creekside Crossing/Southside Church (BCS) Pond and for the conflict caused to City staff, particularly City Planner David. Rast, City Engineer Dave Borkowski, and City Attorney Ted Meeker. Posey said that, on March 1, he had made slanderous comments in reference to Rast, the City, and City staff. Posey continued, for the record, that he had been in Rast's office on March 1 where Rast spent 45 minutes to an hour trying to explain the confusion going on with the e,CS Pond and the $outhside Church parking lot expansion. Posey said he was the one who walked out, feeling that Rast had explained things so he could understand them as a lay person. Posey hired his own engineer, who helped him work out what was going on even more. A~enda Chan~es Imker moved to remove Budget .Arnendment 12-012. Developer Contribution for Peachtree Parkway North from Consent Agenda Item 2. Learnard seconded. Motion carried unanimously. Minutes March 1, 2012, Regular Meeting Minutes Haddix noted there was an additional document on the. dais - a change submitted by Imker. Imker moved to approve the Marc;:h 1, 2012, regular meeting minutes as amended. Learnard seconded. Motion carried unanimously. Monthly Reports Haddix noted there was an additional document Oil fhe dais - the Fire Department report for February. There were no comments regarding the Monthly Reports. Consent A~enda 1. Consider Appointments to C'V'B - Michael Nelson, hotel alternate & Sherri Smith Brown, business seat 2. Consider Budget Amendmen.ts - FY2012 Haddix noted there was an additional document on the dais for Consent Agenda 1- the staff memo regarding the appointments to the Convention & Visitors Bureau (CVB). Michael Nelson was recommended for appointment as the hotel/motel member alternate and Sherrie Smith Brown as the "business person with current or previous related experience" member. ",.... Imker moved to approve Consent Agenda 1, the appointments to the CVB. Dienhart seconded. Motion carried unanimously. ,..""..:...:.;.:\..,:::...,.,,;,...., City Council Meeting Minutes March 15, 2012 Page 2 2. Consider Budget Amendments - FY 2012 Imker had questions regarding two of the six remaining amendments. Referring to Amendment 12-011 LocalMaintenance & Improvement Grants (LMIG) for Street Resurfacing, Imker said there were four itemized listings, two of them for Dividend Drive, He asked City Engineer Dave. Borkowski to confirm that one project was north of TDK Boulevard and one was south of TDK Boulevard. Borkowski said there were two separate repaving projects on Dividend Drive that received LMIG funds from the Georgia Department of Transportation (GDOT). Borkowski said that the GDOT referred to the projects as north of Kelly Green and south of Kelly Green, but he would need to confirm that. Imker continued that the grants totaled $469,633, asking if those funds were accounted for in the budgeting for this year's projects.' Borkowski said the grants were for the specific purpose of paving, and he understood the Public Services Director had accounted. for the grants in the budget. Imker said he just wanted to ensure the funds were included in the. budget, and the funds were supplementing the City's General Fund. Imker referred to Budget Amendment 12-016, which was the VC3 assessment of the City's computer system. He said he hbd no problem spending $32,000 for the assessment. He understood the VC3 team was now at the City in-house supplementing the IT Department since the IT administrator had left the Cify. It was a lot of money, and he hoped the City was getting its money's worth. He asked if more would be needed. City Manager Jim Pennington said more money would be needed, as discussed at Retreat, but not for the assessment. He said VC3 had 15 technicians on-site and five administrative staff, who reviewed and put the final report together. Pennington said he felt what was in the budget for IT this fiscal year was not correct, and spendillg more now would be better in the long run as the system would use a better type of equipment that operated rrlore ~ffisi~ntly. It would not lower costs from an administrative standpoint, but would put the City in better shape for the future. Dienhart said that, from what he had seen in the presentation of the report at Council Retreat, the system would be much simpler and easier to support and maintain. Haddix said what had taken place with IT had developed over many Councils. The overhaul was costly, but needed. Imker recognized former IT Administrator Matt Robinson, saying Robinson had done an excellent job for the City over his 1 7 -year tenure and had put off leaving for his new position until the assessment was completed. It would take sometime tofill th~ v()cant position, and some.of the money needed to pay VC3 could be taken from Robinson's salary. Pennington said that was correct. Haddix also said he appreciated Robinson, and he was a master of chewing gum and band aids, and was a man of honor. Pennington concurred: adding that Robinson knew strong support was needed and had kepfthe system together. Imker moved to approve Budget Amendments 12-01 L 12-013 - 12-017. Learnard seconded. Motion carried unanimously. New A~enda Items 03-1.2-05 Consider Bid - High..yay 74 South Landscaping City Planner David Rast said the bid was for the planting material. to go along SR 74 South, particularly along the soundwalls: Rast continued that the City had received a $50,000 GATEway grant from GDOT one to one and one-half years ago for the project, with the funding for the grants coming from the permits issued to billboard companies. Staff had been working ""~lf'..,~j~~" ,:'L:-:;::",2.<,:'~"".ii~::"'-',,",'~-''' .;',.""',.'":.,,,.,.,:', "":c:c' .'.". " .., City Council Meeting Minutes March 15, 2012 Page 3 GDOT to get the necessary permitsforthe planting, andhad entered into agreements for the mowing and maintenance of th~ Icmdscaping. Everything was in place to move forward, except for the contractor. Rast continued that the overall landscaping project was put out to bid earlier in the year, and all the bids come in significantly over the $50,000. The bid was put out again with a revised plan that limited the plant material to areas next to the soundwalls, and four bids were returned. One was a resubmittal and three had bid on the revised plans. Tri Scapes, Inc., from Concord Village had the lowest bid at $59,616, still above the $50,000. Rast continued that staff recommended the bid be awarded to Tri Scapes, Inc., for $50,000, which included $2,500 for a two-year maintenance agreement. Rast said additional plantings had been identified in the area between the tunnel under the highway at Willow Road and Peachtree Villas that could be removed to keep the project at $50,000. He asked Council to consider funding the remaining $7;616 from the Public Improvement Program (PIP) contingency fund. Rast said a variety of deciduous, evergreen, and flowering vines would be planted along the base of the soundwalls that would eventually cover the walls. The areas where plantings had been removed due to the cost constraints would be included in the next phase. The next round of funding for the grant program was this summer, but the City could not apply for more funding until the current grant money was spent, according to the administrator of the program. The funds came from billboard comppnies when they paid for permits to remove trees from the rights-of-way along interstates. Haddix asked if the cost would be the same for the landscaping that would be done separately. Rast said the master landscape plan had been bid outinitiaHy. Th~ plan \Nos broken9own into phases after the first bids came in too high. Technically, this projeCt was Phase 1 A. The cost would probably be about the sam~. The plant material north of the soundwall would be similar to the landscaping on SR 54. Also, the City had proposed closing some of the gaps cleared by GDOT for the road-widening. Haddix said if the cost was about the same, he was not opposed to waiting. Learnard agreed, saying they should spend the money they had and reapply as soon as possible. Learnard asked how long the encroachment permit would be in effect. Rast said the permit had been issued for the entire project, but it might be amended since the project had been broken down into phases. He needed to confirm what was needed with the GDOT. The special encroachment permit allowed thepty to install landscaping in the GDOT's right-of-way. Fleisch thanked Rast for his work, sdying it would make a huge difference on SR 74 aesthetically. Rast said there were still few months left considered as the prime time to plant. Learnard moved to award the bid for landscaping associated with Phase 1 A of SR 74 South soundwall enhancement project to Tri Scapes, Inc., not to exceed $50,000. Fleisch seconded. Motion carried unanimously. 03-12-06 Consider Reallocating SPLOST Funds from Redwine/Robinson Roads Intersection Project Imker moved to reallocate the $110,000 for the Redwine Road/Robinson Road intersection to 2012 street resurfacing projects. Learnard seconded. Motion carried unanimously. City Council Meeting Minutes March 15,2012 Page 4 IJIfI"""'J 03-12-07 Consider Intersectio~ Improvements at Tinsley Mill and Loring Lane Imker asked Borkowski if propose9 turn lanes at Tinsley Mill and Loring Lane on Peachtree Parkway North were warranted. Borkowski said they were. Imker moved to continue 03-12-07 Consider Intersection Improvements at Tinsley Mill and Loring Lane to April 5. Learnard seconded. Motion carried unanimously. Council/Staff Topics Hot Topics Pennington reported a young child had locked himself in the restroom at a park. The incident had created some excitement, but the child was fine. Dienhart referred to the March 1 0 inc;id~~t \Nh~rer~si9~nts\Ner~r()pp~cJ at gunpoint on the cart path system behind the Concord Y'illage Apartments. He asked Police Chief H.<:. "Skip" Clark if the cart paths were patrolled. Clatk said th~ paths were patrolled as often os possible with the staff he had available. Dienhart asked what the decision process was regarding any patrol on the paths. Clark said there was not an easy answer. There were officers out on the paths as often as possible, but there was no \Nay for an officer to cover 90 miles of paths, especially at 20 miles per hour or slower. There were areas identified for extra patrol. Fleisch asked how many hours were spent on the paths. Clark said the hours had increased over the last three years, but hours were down a bit last year because there was more significant interaction on the paths with arrestS and enforcement. He did not have the current figures. His best guess was approximately 1,000 hours, but it was all contingent on what else was going on. Di~nhart said yisibility was a large r:;>art of crime prevention, asking if the police could be more visible in the area where the robbery occurred. Clark said he did not disagree; the area was now a focal point. They had to bglance it with the other focal points. Haddix said he knew there were multiple areas. Clark sai<:i it was a partnership with the community. The Department relied on the citizens who used the paths to call and make them aware of things. Dienhart asked Clark if he had the tools needed to analyze where occurrences took place. Clark said, when asked for a crime" analysis of a certain area, the information must be pulled manually and cleaned up to ensure it was what was needed, then the data was sent to IT, where Robinson plugged the dataipto thec;ISsystem: T~is wasLJsLJ()lly a three-day turnaround. They were trying to look at things analytically to help them work smarter. Clark said they were looking at a records management program that captured all the data. Dienhart asked if the software would help with better anglytics. Clark said it was a tool, as was being able to share intelligence. Pennington said this particular software would not work properly on the City's current system, which was anotherrecsoll Work needed to be done on the City's IT infrastructure. Dienhart commented that most people did not realize what records management software could do. If would beG tool to help protect the City. Clark added that if everyone, including the Fayette "County Sherriff's Department, was on the same system, it would be a great help. Fleisch noted the Concord Village Apartments had a new owner and asked Clark if the new management had been helpful, noting the past manager had been very helpful. Clark said he - had not had any interaction with t~e n~w manggement. Typically, the management worked well with the Department. Fleiscn felt it would be good for Clark to meet with the new management. City Council Meeting Minutes March 15,2012 Page.5 ".....,. Learnard moved to convene in executive session at 7:40 p.m. for personnel, pending or threatened litigation, and acquisition of real estate. Fleisch seconded. Motion carried unanimously. Imker moved to reconvene in regular session at 9:07 p.m. Learnard seconded. Motion carried unanimously. Learnard moved to approve the real estate purchase agreement with Concord Gwinnett Owner in the amount of $14,919 and authorize the Mayor to sign the agreement. Fleisch seconded. Motion carried unanimously. Learnard moved to deny claim presented by Mr. Breedlove as such claim was presented. Fleisch seconded. Motion carried unanimously. Learnard moved to approve the performance evaluation of the City Manager. Fleisch seconded. Motion carried unanimously. There being no further business to discuss, Learnard moved to adjourn the meeting. Dienhart seconded. Motion carried unanimously. The meeting~~/z~ Don Haddix, Mayor -