Mayor and Council

700 Doug Davis Drive
Hapeville, GA 30354

July 18, 2017
6:00 PM
Call to Order
Roll Call
Mayor Alan Hallman
Alderman at Large Michael Rast 
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.

Recognition of Baseball Teams
Recognition of Police Department
Consent Agenda
1st Reading on Ordinance 2017-15 Convenience Store Loitering

Pursuant to direction given to the City Attorney at the June 20, 2017 council meeting, attached is the convenience store loitering ordinance.

This ordinance makes it illegal for an owner, manager or operator of a convenience store that sells alcoholic beverages to allow loitering on the premises.  Further, "convenience store" is defined. Staff has reviewed this Ordinance and recommends approval. This would serve as first reading. 
Consideration and action to provide a prorated refund of $2,500.02 to Thai Heaven 2016 Alcohol Beverage License.
The previous owner, Vone Stanton, is requesting a refund of the 2016 Alcohol Beverage License fee.  The business sold June 2016.  The total amount collected was $5,000.  The Ordinance provides Mayor and Council with the ability to refund the amount requested.  Staff recommends approval of a pro-rated amount (50%).

For more information, please contact the City Manager's Office.  
Consideration to approve additional testing service fees in the amount of $ 35,200 for the Dogwood Streetscape LCI Project (PI# 0010329).
The original anticipated construction period for the project was six months, but was extended to twelve months after GDOT required additional storm drainage and paving improvements be made on the state route. The initial project was specifically a 6 month streetscape project. As a result of the time extension and additional drainage and paving work, we are required by GDOT to perform more concrete, asphalt, soil and compaction testing. The project still has unused federal funds programmed in the budget and the majority of the additional costs would be absorbed by the 80% federal match.  The anticipated cost to the City would be $ 7,040 (20% of the total increase) and this would be part of the City's match. This project is a budgeted item in the 2017/2018 Capital Projects Budget. Staff recommends approval.       

Consideration to approve Baldwin Paving Company in the amount of $ 89,428.32 for the milling and paving of Lake Drive as part of the LMIG paving program and authorize Mayor Hallman to sign all necessary documents pending legal review.
The City of Hapeville was awarded $ 67,626.67 in LMIG grant funds for 2017.  The City has received these funds and a 30% match is required.  This is a budgeted item in the 2017 Capital Improvements budget. Work will proceed immediately should Council award the contract. Staff recommends approval.
Old Business
Discussion of IT System
City staff in coordination with Liberty Technology has been responding to the lightening event that occurred in May (Memorial Day weekend).  Estimated damage to the system exceeded $300K. To date, all major functionality has been restored.  Liberty Technology is in the process of replacing the temporary equipment with the newly purchased equipment. All temporary equipment has been replaced except for some equipment in the City Hall and PD racks, which will be replaced next Wednesday (July 19th) Liberty staff has updated the fiber links between sites, increasing the Police Department from 1GB to 20GB of throughput and the Community Services and Recreation Departments from 1GB to 10 GB.

Police Department phone functionality has been restored with the installation of new phones to replace the ones that lost all functionality. We are also in the process of replacing the phones at City Hall to ensure City-wide integration is well underway.  

All efforts to date have been and continue to be made to minimize downtime to city employees during the swap out process.

Liberty Technology has met with the insurance investigator.  All documents and equipment have been submitted.  The investigator requested a separate line item proposal for just the equipment that was physically damaged by the lightening.  The total value of that proposal is approximately 30% of the entire scope of impacted infrastructure.  City staff has followed up with Arthur J. Gallagher & Co., the City's Third Party Administrator (TPA) insurance broker to advocate on behalf of the City. We are hopeful their assistance will help expedite getting further consideration of the damages. Full documentation has been provided to them and the City is now awaiting further instruction/details on what payments can be made by the Insurance carrier.

Per Council authorization the City Manager issued emergency payment to Liberty Technology in late June of approximately $106K to help replace various equipment that was used in the emergency response process. Staff remains focused on this effort and wanted Council to know that we continue to make this effort a high priority.   

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

New Business
Consideration and action on Ordinance 2017-13 International Property Maintenance Code
The City of Hapeville’s Code Enforcement operates primarily through the standards within the International Property Maintenance Code (IPMC), adopted by the city in 2003. In order to remain current and relevant, the police department is recommending changes to City Code 84-3-3, ADOPTION OF THE INTERNATIONAL PROPERTY MAINTENANCE CODE, to provide approval for the latest version of the IPMC, rather than a specified year.  If approved, Ordinance 2017-13 will replace the current adoption of the 2003 version IPMC to adopt and utilize the most current version available, as published by The International Code Council. This would be the second and final reading. 

Should you have any questions, please feel free to contact the City Manager's Office. 
Consideration and action on Ordinance 2017-14 Outside Storage
In order to provide additional relief for the city’s ability to enforce outside storage standards, a problem that brings blight and the deterioration to neighborhoods,  the police department is recommending Ordinance 2017-14. This action will amend City Code 84-3-4, AMENDING THE LOCAL REVISION TO INTERNATIONAL PROPERTY MAINTENANCE CODE  by adding SUB-SECTION 302.1.  If approved, Sub-Section 302.1 will make it unlawful to keep interior furniture, such as couches, armchairs, and gym equipment outside. Staff believes making this change/update to our Code will help expedite clean-up of the City and provide a useful tool in achieving greater Code compliance.This is the second and final reading. 

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

Consideration and action to approve the Audit RFP Ranking and authorize the negotiation of an agreement with the top ranked Company.

Georgia law requires all local governments to prepare a complete set of financial statements, presented in conformity with generally accepted accounting principle (GAAP), and audited by a certified public accounting firm.  City Council requested the City issue a request for proposal (RFP) for audit services for 2017.

On May 16th, the City issued an RFP for audit services for Fiscal Years 2017 – 2019 with an optional year for 2020.  Proposals from five (5) firms were received by the June 8 submission deadline.  The proposals were reviewed and ranked by an independent committee of staff and council.   Of the initial rankings by the committee, there was not a clear choice of number 1; thus, bearing the need for a meeting of the screening committee team to discuss the proposals in depth.  The team met on 6/29 to discuss the proposals and provide a recommendation to Council.   The proposal scoring and committee recommendations are outlined in the attached memo. 

City Manager Recommendation:

Now that the proposals have been reviewed and ranked, the City Manager requests that Council authorize contract negotiations with the recommended firm.   Should the City Manager be unable to negotiate an acceptable contract agreement with the recommended firm, negotiations could then take place with the second organization.  A final contract will be brought back to Mayor and Council for review and contract award.  Time is of the essence to maintain a schedule to deliver the completed audit report before 12/31/2017.

Should you have any additional questions or need additional information, please contact the City Manager’s Office.

Consideration to utilize Noncompetitive negotiation and approve Pro Building Systems in an amount not to exceed $ 420,000 to begin construction of the 597 N. Central Theater Building and authorize Mayor Hallman to execute all contracts pending legal review.
The theater project was originally bid out on November 13th 2014. As you know, in July 2015 the framing structure collapse in a construction accident. A detailed post collapse inspection revealed that a wall structure and footings of this 100+ year old structure are in poor condition.  Given the complex nature of the renovation, the age of the structure and the concern for public safety; staff feels that a pre-engineered self supported frame will be a safer option and eliminate confusion between designer, engineer and builder.  Pro Building Systems has used this construction application on a similar project in another downtown area with great results.  Staff has worked to negotiate the lowest possible price by doing some of the work in house. The available budget amount for this project is $288,000 and this is a budgeted item in the 2017/2018 budget. Given the contract needed and the restoration effort needed for the mural associated with this building staff believes that  a total budget of $435,000 ($420K + 15K mural restoration) can complete a shell facility that is safe for public occupancy. This means that there is a $147K deficit to complete the project between funds available and budgeted dollars required to complete the project. The City Manager has discussed this issue with senior staff and has outlined the following options for City Council's consideration:

Assuming that Council desires that the project move forward, a contract award of $420,000 NTE ("not to exceed") would be allocated to Pro-Building Systems as well as an amount NTE $15,000 to restore the mural on the facade, totaling $435,000.

Option A..... Award the Contracts needed and pull the remaining amount ($147K) from City reserves.

Option B..... Award the Contracts needed and pull all but a designated amount from reserves (Say $25K) and challenge the public to raise those dollars to complete the project.

Option C......Award the Contracts needed and ask DCA if the remaining gap funds needed could be taken from Bucket B Hotel/Motel Tax dollars.

Option D......Table this item and delay the project until the funding gap issue could be planned for and addressed at a future date.

Should you have any additional questions or concerns, please feel free to 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.  

Mayor and Council Comments
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).

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.