Mayor and Council Work Session

700 Doug Davis Drive
Hapeville, GA 30354

March 19, 2019  6:00PM

Agenda
1.
Call to Order
2.
Roll Call
Mayor Alan Hallman
Councilman at Large Travis Horsley
Councilman Ward I Mark Adams
Councilman Ward II Chloe Alexander
3.
Welcome
4.
Presentations
4.I.
State of the City Presentation
Background:

Each year the Mayor provides the citizens of the community with an update on the State of the City. The remarks by the Mayor will cover last year's accomplishments and some of the future policy directions for 2019. The presentation will be released to the public when completed by the Mayor early next week.
Documents:
  1. State of the City Address Slides.pdf
4.II.
Optotraffic Presentation by Michael Phelan and Phillip Bennett
Background:

In October 2018, Michael Phelan of Optotraffic presented to Mayor and Council innovative traffic safety solutions. Mr. Phelan is back along with Mr. Bennett to present traffic data from their initial monitoring.

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.
Consideration and Action On Authorizing the Mayor to sign a lease agreement with the Central of Georgia Railroad Company for public parking and beautification areas.
Background:

The City Manager and Staff recently met with the Central of Georgia Railroad Company about property that the City has leased from the railroad since 1950.These leased areas include all the parking areas and beautification areas along N.Central and S.Central Avenue on the railroad corridor.The Railroad Company is requesting updated lease and insurance information.The annual payment for the lease is $ 2,400 and is  subject to yearly increases according to the Consumer Price Index.       
Documents:
  1. Central of Georgia Railroad Company Lease Agreement.pdf
6.II.
Consideration and Action to Authorize the Mayor to Sign an Easement Agreement and a Non-Residential Gas Extension Contract for the installation of a gas line for the Hapeville Theater.
Background:

This easement and contract with Atlanta Gas Light will allow the current gas line that is in the alley way to be extended down to the back of the Theater. The extended gas line will serve the Theater that is currently under construction at 597 N. Central Avenue.  
Documents:
  1. AGL Lease (002).pdf
  2. Easement - Gas (002).pdf
6.III.
Consideration And Action To Enter Into A Mutual Aid Agreement With The City Of Atlanta Fire Department Services And Emergency Medical Services.
Background:

Fire Department staff has been working on an intergovernmental agreement for the provision of Mutual Aid between the City of Hapeville and the City of Atlanta, Georgia each to maintain and staff a Fire Department for the purpose of fire suppression, protection, prevention, rescue and emergency medical assistance and, each of the parties hereto that they render supplemental fire suppression, protection, prevention, rescue and emergency medical assistance to the other parties in the event of a fire or other local emergency, and to take part in joint training exercises; and, it is the desire of the Parties, all signatories hereto, to enter into this agreement for mutual aid pursuant to the 1983 Constitution of the State of Georgia, Article IX, Section II, Paragraph 3 and the Official Code of Georgia Annotated 0.C.G.A. § 36-69 "Georgia Mutual in consideration of the mutual covenants contained herein, and for other good and valuable consideration, the Parties hereunto agree. After working with the City Manager, the City Attorney, and the neighboring jurisdictions, Fire Department staff recommends approval of this resolution.
Documents:
  1. updated City of Atlanta Agreement of Mutual Aid.pdf
6.IV.
Consideration and Action on NovaTech Copier Service Agreement and Authorization for Mayor to sign Document
Background:

Council voted on February 5th to allow staff to negotiate with Novatech for copier services. During the negotiation period, Novatech provided a 10 day test copier to demonstrate speed, print quality and other advanced features. Staff is very please with the service and therefore recommends approving a 48 month agreement with Novatech, pending legal review.

The service agreement will be uploaded on the City's website on Monday. 
7.
Old Business
7.I.
Consideration and Action on Appointments to the Hapeville Development Authority and the Development Authority of the City of Hapeville
Background:

The Hapeville Development Authority and the Development Authority of the City of Hapeville each have a vacant seat available. At the March 5th Council Session, applicants were asked what values they could bring to each authority. After hearing from all applicants, Council voted to table the appointments until March 19th work session.
Documents:
  1. Board Application Form - Cecilia Reme_Redacted.pdf
  2. Board Application Form - Jacob Watts_Redacted.pdf
  3. Board Application Form - Kayla Fortner_Redacted.pdf
7.II.
Consideration and Action on FY2019 Budget Ordinance Amendment - 2nd Reading
Background:

The attached information outlines a final budget amendment for Fiscal 2018-2019. This amendment reflects increased revenues and re-alignment of departmental expenditures. Typically, the City processes 2-3 amendments per year. Should you have any questions, please feel free to contact the City Manager's Office.

Documents:
  1. Ordinance to Amend Budget 2018-2019.pdf
  2. Budget Adjustment Sum Report - 2019.pdf
  3. Revenue Expense Reports Gen Fund Water Sewer Jan 2019.pdf
8.
New Business
8.I.
Discussion on the Vacant Building Fee Ordinance Draft
Background:

At the February 19th meeting, the consensus of Council was to have legal draft an ordinance for Vacant Building Fees. Attached is the draft ordinance for discussion.
Documents:
  1. Draft Ordinance - Vacant Building Fee.pdf
9.
City Manager Report
10.
Public Comments
Members of the public wishing to speak shall sign in with the City Clerk prior to the start of the meeting. Time limitations for Registered Comments are three (3) minutes per person. The total Registered Comment session shall not last more than fifteen (15) minutes unless extended by Council. Each member of the public, who fails to sign up with the City Clerk prior to the start of the meeting, wishing to address Mayor and Council shall have a total of two (2) minutes. The entire general comment session for Unregistered Comments shall not last more than ten (10) minutes unless extended by Council.
11.
Mayor and Council Comments
12.
Executive Session
When Executive Session 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.