Mayor and Council

700 Doug Davis Drive
Hapeville, GA 30354

August 1, 2017
6:00PM
1.
Call to Order
2.
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

3.
Welcome
4.
Informal Discussion of Agenda Items
5.
New Business
5.I.
Discussion & Guidance on Solis Hotel license timing issues
Background:
During recent "One Stop Shop" meetings with representatives of the Solis Hotel to discuss the Hotel Opening and licensing needs, it was discovered that there are some timing issues that require the Mayor and Council's guidance/input. Solis is on schedule to open in early November 2017.

The hotel will submit its Occupational Tax Permit as soon as possible, however, the permit cannot be issued until a final Certificate of Occupancy (CO) is received from the Fire Marshall's Office, which will be sometime toward the end of September.   However, the Fire Marshall is working with Solis to issue temporary certificates of occupancy for the floors that contain restaurant/serving areas. Final CO cannot be issued until all items are substantially complete.  

Solis will have 3 to 4 separate areas that need to obtain an alcohol beverage license located on the 1st, 2nd and 8th floors.   The Fire Marshall will issue temporary certificates of occupancy for each floor as it is completed by the contractor.  Originally, staff had discussed placing the consideration of the alcohol beverage license on the September 19th Agenda.  In recent meetings, however, it was discovered that the final Certificate of Occupancy and Occupational Tax Permit would not be issued by that point in time.   It is anticipated that the final Occupational Tax Permit will not be issued until early October. Once the City alcohol beverage license has been considered and if approved by Mayor and Council then, Solis will then have to apply for a State license which can take up to 3 weeks. Thus, we do not project that the Solis would be able to meet their target date of opening by early November. 

Issue:
The Code does not recognize the term "temporary CO," and thus Staff cannot proceed with the issuance of the Occupational Tax Permit and the Alcohol Beverage License (due to the need for Solis Hotel to first obtain an Occupational Tax Permit).  

Key Policy Question- May City staff (in this case) recognize the temporary CO in place of the Final CO for purposes of processing the Occupational Tax Permit and then Alcohol License as required by the Code?
5.II.
Discussion 2017 Property Tax Digest and Billing Update

Background:

City staff has been working on a proposed "game plan" for finalizing our budget and billing from our annual Tax Digest from Fulton County. We have now met with the senior leadership of the Fulton County Property Appraisers Office to confirm the projected schedule/process. That process requires a great deal of intergovernmental coordination in order to comply with all aspects of State law. Outlined in the memo below is our initial thoughts on how this process will proceed and what the City Council should do to best meet some of the key dates. Your consideration and direction would be appreciated. 

MEMO:

From: Finance Dept.

To: City Manager

Subject: Fulton County Tax Schedule

Date: July 28, 2017


This memo is a tentative schedule for the 2017 Property Tax billings for the City of Hapeville.

As has been widely documented and discussed, Fulton County has been delayed in providing a tax digest due to various issues with residential property assessments.  It is our understanding that the County is mailing revised assessments to residents on or about August 4th.  Fulton County Commission Chair, John Eaves, has provided the taxing authorities with a summary timeline for the county tax digest process.  Although the exact dates have not been confirmed, it is prudent to put forth a tentative schedule as an advisory.   It is our goal to effect property tax billing as soon as administratively possible after receipt of the 2017 tax digest. We also have included several attachments as resource information. 

Below is our tentative plan for public communication, hearings, and billings, based on a late August delivery of the digest.

Schedule 

  • Receipt of 2017 tax digest – August 25
  • 5 Year Tax History Delivered to Fulton County Neighbor for publishing– August 29
  • 5 Year Tax History published in Fulton County Neighbor – September 6
  • 1st Public Hearing of Hapeville Tax Rate – September 19 - 6PM
  • 2nd Public Hearing October 3 -  9AM
  • 3rd Public Hearing October 3 – 7PM
  • 2017 Property Tax bills mailed - Target date- October 13
Collections are due within 45 days of billing

Should you have any additional questions, please contact the City Manager's Office. 
5.III.
Downtown Parking Update
Background:

City staff has been monitoring the current downtown parking situation due to the recent increase in downtown traffic. The latest parking improvement project has added 29 additional spaces to the north side of the tracks. On the south side of the tracks, 2 hour parking has been implemented in three different parking areas. City staff has been out at different times in the day to document what is occurring at these parking locations. Our observations reveal that any  parking related problems is primarily a peak demand problem. We have photos showing the peak demand time is from 11AM to 2PM. During this time period, all of our lots are close to full capacity. An hour before or after this peak time period reveals numerous parking spaces available in every lot.

The biggest issue we have seen is the employees of businesses and school staff that are parked in a spaces all day when there are other options available. To resolve these issues we have utilized 2 hour parking signage and talked with the Middle School to see if their staff could start using the Jess Lucas parking area as it is rarely used during the periods with peak demand.
 
Other possible solutions include adding 2 hour parking to areas of Samuel Hape Plaza, talking with Tara Club to adjust their meeting times to avoid peak demand times and restriping King Arnold Drive to add additional on street spaces for overflow parking.  

Staff recommends utilizing the above solutions and continue to monitor the situation.                       
6.
City Manager Report
7.
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.