Mayor and Council

700 Doug Davis Drive
Hapeville, GA 30354

May 2, 2017 
Call to Order
Roll Call
Mayor Alan Hallman
Councilman at Large Michael Randman
Councilman Ward I Joshua Powell
Councilman Ward II Diane Dimmick

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.
Informal Discussion of Agenda Items
New Business
Discussion of Board Appoint Vacancies
Mayor and Council previously made appointments to various boards and committees. However, there were several vacancies that were still left unfilled.  Staff has placed an New Flash on the City's website regarding the vacancies and the need for applications.  The positions that need to be filled are:  

  • Board of Appeals - 1 (Previous Planning Commission or Design Review)
  • Design Review Committee - 1 (Architecture, Engineer or contractor background)
  • Ethics Committee - 1 
Discussion of the Citizen Chalkboard

This year the City once again held a Citizen's Chalkboard budget exercise to receive feedback from interested citizens. Approx. 26 citizens participated in the process including State Senator Nan Orrock. The attached report was prepared as a summary overview by our Intern from Georgia State University (Sara Patenaude) who helped staff and coordinate the Chalkboard effort. Ms. Patenaude will provide the Council with a brief overview of the project including a series of findings and suggestions.

Should you have any additional questions, please contact the City Manager's Office. 
Discussion of Development Fee proposal

With the upswing of the economy and the recognition of all the quality the City of Hapeville has to offer it's businesses and residents; the Cities on the cusp of a significant amount of development and redevelopment growth.  Such development will bring much needed economic activity to the City, strengthening our tax base. In addition, staff believes offering quality services and now employment opportunities for our residents and the region as a whole will make for significant positive impact. 

As the City seeks to provide outstanding development related services, including the efficient
implementation of all development related projects, costs will gradually increase. In addition, the personalized attention to many details via the one-stop shop for larger projects, the Cities burden for providing these services will naturally increase.  At the same time the City must remain competitive with its neighbors and also balance the need not place an unfair burden on the existing taxpayers.

City staff has carefully studied and evaluated our development fees (including business and alcohol licensing, planning and zoning, and community services)  and compared them with those of our neighboring cities.   Fees have not been systematically increased since 2006.  Thus, Staff has proposed the following changes to our fee structure so as to enable the City to offer the highest quality services and recoup the costs associated with their provision while remaining competitive with our neighboring jurisdictions. The key policy question for the Council in considering new fees is "How much does the City General Fund support/subsidize the existing and future development activity in the City?" 
Please see the attached information and details. 

For additional information, please contact the City Manager's Office. 

Discussion of LCI Report

The City received a grant in 2016 from the Atlanta Regional Commission (ARC) for a Livable Communities Initiative (LCI) and Comprehensive Plan Study combined. Staff and our contracted consultant The Sizemore Group have been working since November/December 2016 on this effort. We have now reached the point in the process where adoption of the plans by Council will be needed to complete the process.

Sizemore Group has prepared the attached Power Point presentation to outline and provide a detailed overview that highlights the main contents and issues addressed in the plan. The actual plan document will be sent to Council on or about May 5th for your review. This document will also be placed on the project web site for the public to see as well. The project schedule (unless altered by Council) calls for the formal plan adoption at the May 16, 2017 City Council meeting. 

Should you have any questions, please contact the City Manager's Office. 
Discussion of Employee Security Plan

In response to recent incidents, staff has discussed the need for increased security measures at City Hall. The immediate need is to secure critical areas such as the IT room and personnel offices, while still providing an access to the rear conference room for groups that meet after normal business hours. Staff is currently considering the placement of a keyless entry door in the back hallway of City Hall.  The current glass enclosure in the lobby of City Hall will have a window cut in it to provide a checkpoint before further entry into critical areas.  Future improvements discussed will include increased video surveillance, ID badges and comprehensive security measure for all buildings.  Staff feels these changes are necessary to assure the security of staff, IT equipment and sensitive documentation. This matter was discussed at the Council meeting on April 18th. Council members wanted to review/evaluate the issues. Staff is respectfully requesting that we proceed with the plan. 

Attached is a memo for your review and consideration. 

For any additional questions, please contact the City Manager's Office.                     
Discussion of Final Budget Schedule

The attached memo recommends a schedule needed to finalize the City budget process by the end of the fiscal year. Staff recommends approval to proceed as outlined.

Should you have any additional questions, please contact the City Manager's Office. 
City Manager Report
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.  


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.