Mayor and Council

700 Doug Davis Drive
Hapeville, GA 30354

October 17, 2017 
6:00 PM

Agenda
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.
Presentations

4.I.
ATL Airport District
4.II.
Main Street Board Presentation
4.III.
5.
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.
6.
Consent Agenda
6.I.
1st Reading Ordinance 2017-17 Budget Amendment
Background
The year-end budget amendment is adopted every year to “true-up” the departmental budget totals. This is in compliance with State requirements.

 As we do not do accrual accounting all year, at year-end the accounts must be adjusted before the audit and Annual Financial Report preparation. Audit adjustments, if any, may produce subsequent adjusting entries.  


6.II.
Consideration and action to purchase 2 Dodge Charge Police Cruiser from Akins Dodge in the amount of $92,754.00.
Background
Staff is recommending Akins Dodge for the purchase of two fully equipped 2018 Dodge Charger Police Cars at a cost of $92,754.00 for both.  The quote received from Akins Dodge is the state contacting price.  The quote from the competitor, Ginn Chrysler Jeep Dodge came in incomplete, with the omission of the mobile radios.   The City will enter into a Lease Purchase Agreement for these vehicles.  This is a budgeted item.  
6.III.
Consideration and Action to Enter a into Contract Lease Agreement with De Lage Landen for Costs Paid toward Lightning Strike Damaged Equipment Replacement

Background:
In previous meetings we have discussed the costs of labor and equipment to restore services from the May 2017 lightning strike damage.  Total costs for equipment and labor were approximately $360,000. At the October 3, 2017 Council Meeting, Mayor and Council agreed to accept the insurance claim settlement of approximately $115,805.  The City has the opportunity to enter into a lease – purchase agreement with Cisco’s equipment finance arm, De Lage Landen Public Finance, for $255,010 for equipment and labor paid in August 2017.  If agreed by Mayor and Council, the city will be returned the above $255,010, and correspondingly make 5 payments of $54,677.13, beginning 11/18/2017, ending 11/18/2021.  The payment term better reflects the projected useful life of purchase and better facilitates City cash flow.

The City Staff recommends Council authorize the Mayor to enter into the agreement.

6.IV.
Consideraction And Action To Approve The 2007 Cost Of Living Adjustment (COLA) For Retirees As Part Of The Defined Benefit Pension Plan Administered By Mass Mutual, Estimated Cost Of $68,000 For FY 17/18.
Background
The City’s defined contribution pension plan is administered by Mass Mutual. Annually, the City Council must vote to retain a COLA provision provided for under the plan. The estimated cost of the COLA for the FY17/18 is approx. $68,000. This amount has been anticipated and budgeted for in the City’s contribution plans. 

Staff recommends approval of this already budgeted expense. Should you have any further questions, please contact the Interim City Manager.   

7.
Old Business
8.
New Business
8.I.
Consideration and action on Professional Services By J.K. Boatwright And Co. P.C. For 2017 Audit Preparation Assistance, Not To Exceed An Additional $5,000.00.
Background
At the September 19, 2017 Work Session, Mayor and Council authorized the use of J.K. Boatwright & Co. P.C for audit preparation services up to $12,000. The client preparation documents are substantially more extensive than prior auditors and the City needs to expand the services of J.K. Boatwright in order to meet our 10/30 Mauldin & Jenkins audit start date. City staff requests we raise the authorization level from the previously agreed $12,000, to $17,000.

The Finance Department has budget funds available for these expenditures.


Documents:
  1. Boatwrightv2.pdf
8.II.
Discussion of removal of coyotes.
Background
Citizens have complained that coyotes are stalking and killing their domestic cats.  Last year, the City reached out to the Department of Natural Resources and they advised us that coyotes were indigenous to the area and should be left alone, unless they have injured a person or were suspected of having rabies.

Of course, since they are killing pets, staff needs Council direction on how to address the issue.  Staff has provided a quote from a company that will remove the coyotes. This is not an issue that can or should be handled through our animal control program.  


9.
City Manager Report
10.
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.  

11.
Mayor and Council Comments
12.
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).
13.
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.