Mayor and Council

700 Doug Davis Drive
Hapeville, GA 30354

February 6, 2018
7:00 PM

Agenda
1.
Call to Order
2.
Roll Call
Mayor Alan Hallman
Alderman at Large Michael Rast 
Councilman at Large Travis Horsley
Councilman Ward I Mark Adams
Councilman Ward II Chloe Alexander
3.
Welcome
4.
Pledge of Allegiance
5.
Invocation
6.
Presentations

6.I.
Firefighter Of The Year Award - Exchange Club
6.II.
Police Officer Of The Year Award - Exchange Club
6.III.
Recognition of Hapeville Charter Football Team
7.
Questions on Agenda Items
The public is encouraged to communicate their questions, concerns, and suggestions during Public Comments.  The Council does listen to your concerns and will have Staff follow-up on any questions you raise.  Any and all comments should be addressed to the Governing Body, not to the general public and delivered in a civil manner in keeping with common courtesy and decorum.
8.
Consent Agenda
8.I.
Approval Of Minutes
  • January 9, 2018
  • January 23, 2018
8.II.
Dogwood Drive - Project Time Extension
Background:

Due to adverse weather conditions and utility conflicts,Tri Scapes, Inc.is seeking a time extension on the Dogwood Drive LCI Streetscape Project. They are requesting a time extension until May 23, 2018. This extension will replace the original deadline for completion date of February 16, 2018. If granted the extension, the liquidated damages will be begin on May 24, 2018 and they will be $ 450 per day.        
Documents:
  1. time extension.pdf
8.III.
Consideration And Action For Credit Card Limit Increase To $15K
Background:

The City currently has a credit card account with Regions Bank, with a $10,000 limit.   The card is used for instances where a card is necessary, or a due to time constraints, an immediate payment for purchase is required.  There are 2 holders of cards, City Manager and City Clerk.  Individuals needing its use check out the card with signature and date, then return the card after use with the receipt of the purchase.  Monthly usage ranges between $2,000 to $7,000.  Balances are paid monthly using the receipts to code charges to the correct departments and accounts.  From time to time, the 10,000 limit restricts flexibility where the city makes payments mid-month to free up space and accommodate departmental needs.  We are requesting authorization to raise the limit to $15,000 to avoid breaking daily activities to clear the balance on the account mid-month.  


Documents:
  1. 2017 Card Usage.pdf
8.IV.
Authorization To Add Card Holders to Regions Credit Card Account
Background

Currently the authorized cardholders are City Manager and City Clerk.  We are requesting re-affirmation of City credit cards for City Manager and City Clerk and, in addition, authorize credit cards under the city account for Community Services, Parks and Recreations, Fire, Police, and Finance. 

Request to Authorize Regions Credit card under the City corporate account to:

City Manager

City Clerk

Chief of Police

Fire Chief

Community Services Director

Parks and Recreations Director

Finance Director


8.V.
City of Atlanta - 911 Radio Payment
Background:

For the past 8 to 10 years, the City's Police and Fire services have been operating using radio frequencies provided by The City of Atlanta, at a cost of approximately $15,000.00 annually. 
Recently, the city received two bills from Atlanta, one for $16,392.48 and the second for $101,587.00.  The first bill is for the services provided in 2017 and the second is presumably for services to be provided in 2018.

Since there was no discussion or notification prior to the bills being sent by Atlanta, the City of Hapeville was caught completely off guard and unprepared for such an increase in fees.  As such, staff immediately started reaching out to other service providers, including Clayton County and Fulton County Communication Services in search of  more cost effective options available.  Ongoing discussions are underway and staff hopes to have a recommendation for the Mayor and City Council over the next few weeks. 

Since the bill for $16,392.48 is for services provided in 2017, staff makes a recommendation to pay that portion to The City of Atlanta and to hold off on any additional payments until city staff identifies all available options. The city anticipated $15,000.00 for this service in the current budget, FY 17/18.
8.VI.
Authorizing Resolution Hapeville 2017 Municipal Bond (Tru Hotel): Hapeville Dev Auth (Tru Hotel Project), Series 2018
9.
Old Business
9.I.
Surfacing And Maintenance Moratorium Extension
Background:

At the May 2, 2017 Council meeting, city council amended the code of ordinances, city of Hapeville, by amending chapter 58 with ordinance 2017-09.  The primary purpose of which was to update and clarify how the city will address gravel parking lots.  Issues primarily centered on what if any grandfathering of residential lots that currently are graveled, and how to address hardship cases.  Council did not come to a consensus and chose to erect a moratorium on enforcement pending further discussion.  The moratorium period has passed, and Code Enforcement is authorized to enforce the policy under the ordinance.  Staff recommends an extension of the moratorium for 6 months through July 31, 2018 to allow Mayor and Council to discuss the review and execution of the current ordinance.


10.
New Business
10.I.
Consideration And Action For The Play Everywhere Challenge: Project Grant Recipient Agreement

Background
KaBOOM! awards $13,000 to the City of Hapeville as part of their Play Everywhere Challenge. The project, “King Play”, will aid KaBOOM! in their efforts to incorporate play into the daily lives of kids by reimagining what and where a play space is and can be.

Particularly, with the City of Hapeville, the two crosswalks (corner of North Fulton Avenue and King Arnold Street; crosswalk North Fulton Avenue and Scout Street) will be transformed into hopscotch crosswalks for kids to play as they travel to and from Hapeville Elementary School and the Hoyt Smith Conference Center. This grant is at no cost to the City. 

10.II.
Consideration And Action To Be An In-Kind Sponsor For The Hapeville Exchange Club
10.III.
Organizational Appointments
  • City Attorney 
  • City Clerk
  • Solicitor
  • Public Defender
  • City’s Legal Organ 
  • Official Publication
11.
City Manager Report
12.
Public Comments

At this time, the Mayor opens the floor to comments from the audience. Comments should relate to a specific agenda item, not listed on the agenda for a Public Hearing, or to a concern within the jurisdiction of the City. Mayor and Council meetings serve the purpose of conducting city business and are not a forum for the unlimited expression of opinion. The Mayor reserves the right to limit comments to matters germane to city business and may refer speakers to the City Manager or other staff for resolution.  

13.
Mayor and Council Comments
14.
Executive Session
When Executive is Required one will be called for the following issues: 1) Litigation O.C.G.A. §50-14-2; 2) Real Estate O.C.G.A. §50-14-3(b)(1); or 3) Personnel O.C.G.A. §50-14-3(b)(2).
15.
Adjourn

Public involvement and citizen engagement is welcome as Hapeville operates a very open, accessible and transparent government. We do however remind our attendees/residents that there are times allocated for public comments on the agenda. In order for council to conduct their necessary business at each meeting, we respectfully ask that side-bar conversations and comments be reserved for the appropriate time during the meeting. This will allow the City Council to conduct the business at hand and afford our meeting attendees ample time for comments at the appropriate time during the meeting.