REGULAR MEETING OF MAYOR AND COUNCIL
March 11, 2014
The Mayor and Council of the City of Pearson met in Regular Session on March 11, 2014 at 7:30 p.m. in Council Chambers of City Hall. Present: Mayor Bettye D. Williams, Mayor Pro-Tem Tony Williams, Council Members, Cliff Nugent, Bobby Joe Guess, Jr., Rickey Thomas, City Attorney Jerome Adams and City Clerk Nell Ford. Absent: Council member Betty Lofton.
Don Harper, minister of Simple Church gave an inspiring devotional.
Mayor Williams called the meeting to order.
Council member Williams motioned to amend the Agenda to add RFP’s for 2013 LMIG projects. Council member Thomas seconded. Motioned passed unanimously.
Council member Williams motioned to approve the March 11, 2014 Agenda. Council member Williams seconded. Motion passed unanimously.
Council member Thomas motioned to approve February 11, 2014 regular meeting minutes as written. Council member Williams seconded. Motion to approve minutes was unanimous.
-Appreciate everyone attending the meeting.
-Proclamation presentation to the City of Pearson as a Purple Heart City.
Photos were taken of presentation by reporter from The Atkinson County Citizen.
-Civic Center and Community Center usage has increased.
Mayor asked council members to be thinking about rates for Non-Profit and For Profit users.
Mayor asked City Attorney Jerome Adams to report on zoning information.
A Zoning Ordinance was adopted in 1999 and according to GA Code 36-66-4 anyone wishing to rezone any property must write the city a letter with address of property requesting change. The city must advertise Notice adhering to regulations of the Ordinance.
Request from Bonnie Rowe acting as agent with Durable Power of Attorney for her Mother Mary Lou Hodge, f/k/a Mary Lou Lott to rezone a lot on Main Street South and an additional lot that extends from Main Street South to King Street South (behind Alma Garcia) that has been zoned commercial be rezoned back to residential.
Request for rezoning tabled.
Genie Lee with G. C. Lee LLC presented information on Phase II of Kira Loop.
-Trough the process of procurement G.C. Lee firm was hired to provide technical and administrative support for the proposed grant.
-Statewide Engineering was chosen as engineers for the project.
Council members were given copies of documents from Statewide for review.
Mrs. Lee presented info sent by Stanley Evans PE with Statewide Engineering.
I have increased the amount of 6 inch water main required so that all new water lines could be installed within the right-of-way. The previous budget included a section of water line along an easement through un-developed areas which goes through a wetland area. By adding an additional 570 feet of water main, we can avoid the easement and install all new mains within the right of way.
The previous budget did not contain items for connecting the existing meters to the new 6 inch water main due to the fact that the houses are already being served with a 2 inch line. It is a possible DCA engineers would question this as it is not customary to have two water lines along the roadway-one for fire protection and a separate for domestic use. For that reason, I propose to add the line items to connect the existing meters to the new 6 inch main so that the 2 inch line can be abandoned. This will eliminate having two active water lines parallel to each other.
Also there are four (4) mobile homes located at the end of Beth Lane and Phillip Lane that are shown in the target area. While we do not plan to pave these streets, I think we should offer some type of improvement to these two streets so that we can count these homes as beneficiaries. $5000.00 has been added to the budget for the regarding and ditching of each street. Also increased the amount of 18″ side drain pipe for the driveways along the streets. By doing this, we can greatly improve the drainage characteristics of these two streets and eliminate any questions as to whether the residents benefit or not. Available funds will not allow for the paving of these streets at this time.
Asphalt paving has been planned the entire time. The additions to the water, grading and drainage add $31,531.00 to the total project cost for a new total of $576,661.00. It is SWE recommendation that the project be constructed using asphalt pavement. Three (3) options for addressing the additional cost were included.
- City kick in additional money as required.
- City commit to making some improvements with in-kind construction. The City water department could easily complete items 3040, 3050, 3060 to reduce the CDBG budget by $9150.00. Also, the City may be able to get the County road department to commit to the re-grading of Beth Lane and Phillip Lane. Doing so would remove another $10,000.00 from the CDBG budget.
- The third option is to use triple surface treatment as the pavement in lieu of asphalt, as shown in the 2nd cost estimate. Doing so would allow the CDBG contractor to complete all work without any in-kind construction from the city or county for a total project cost of $533,693.00. The total cost is $11,437.00 cheaper than the budget amount that was provided earlier.
ASPHALT TRIPLE SURFACE
Drainage Improvements $223,719.00 $223,719.00
Street Improvement $194,295.00 $157,570.00
Water Improvements $ 64,860.00 $ 74,860.00
Construction Total $492,874.00 $456,149.00
Engineering Total $ 59,144,00 $ 54,737.00
5% Contingency $ 24,643.00 $ 22,807.00
Construction & Engineering Total $576,661.00 $533,693.00
Discussion followed. Mrs. Lee stated it is not unusual for the city to put additional money in a grant. Example: The city put in $60,000.00 in the 2012 CDBG. She continued, the money is not due all at one time, it is due over a period of two years. A lot of this new proposed project would probably start in 2015 so the city would have 2016 and 2017 to budget funds.
Council member Williams motioned to approve asphalt to be used on Kira Loop Phase II Community Development Block Grant application. Council member Thomas seconded. Motion passed unanimously.
REQUEST FOR PROPOSALS ON LMIG PROJECTS:
ROAD NAME BEGINNING ENDING LENGTH
West Bullard SR 441 King Street 184 ft.-L
West McNeal N. SR 441 N. King Street 1500 ft.-L
Corbett Street SR 441 King Street 181 ft.-L
Pittman Street Roberts Ave. Vickers Street 595 ft.-L
Collins Street E. Austin Ave. E. Railroad Ave. 647 ft.-L
Burke Paving $84,607.00
East Coast Asphalt LLC $58,113.21
Scruggs Company $59,318.74
Wooten Contracting $47,500.00
Council member Williams motioned to award bid to East Coast Construction LLC at $58,113.21 due to low bidder Wooten Construction not being DOT certified. Council member Guess seconded. Motion passed unanimously.
Concession Stand operation at Recreation Department was advertised two weeks in The Atkinson County Citizen. No formal proposals were received.
Coolie’s BBQ is interested in operating the concession stand.
Council member Williams motioned that Coolie’s BBQ be allowed to operate the concession stand at the Recreation Department on a bi-weekly trial basis once ball season starts and details from Coolie’s regarding operations and revenues. Council member Thomas seconded. Motioned passed unanimously.
Appoint member to Housing Authority:
Current members are Betty Sumner, Cynthia Lewis, Andrea Lott and Mary Sizemore. All current members have agreed to stay on the Housing Authority.
Member Laverne Giddens is deceased; an appointment needs to be made to replace Mrs. Giddens on the Housing Authority.
Mayor Williams asked council members to be considering someone for the appointment to be made at the next meeting.
Relocation Permit Fees:
A lengthy discussion was held
Missed revenues, dilapidated mobile homes coming into the city. The need for a Code Enforcement Officer.
Chief John Clayton had expressed interest to mayor in becoming the Code Enforcement Officer and has been signed up to attend required training.
Council member Guess motioned to set Mobile Home relocation fee at $75.00. Council member Williams seconded. Motion passed unanimously.
Quotes on Computers:
Eric Lopez, IP technician presented information to replace lightening damage computers and outdated computers.
-OptiPlex 7010 Mini Tower to accommodate seven desktop computers. $11,373.53
Clerk’ Office-Water/Sewer Department-Accounts Payable/Payroll-
Police Department-Municipal Court-Senior Center-Backup
-Server with components/ PowerEdge T420 $ 9,470.42
7 years support from Dell; Lifetime warranty on memory; 5 years on hard drive
Hard drive-WD Se Datacenter Capacity HDD
-LenovoEMC px6-300d Network Storage 6 Bay-3 years support $ 2,293.87
Council member motioned to purchase new computers with components at a cost of $23,137.82. Council member Thomas seconded. Motion passed unanimously.
Mayor Williams discussed A & B Construction cleaning upstairs of Old City Hall. Work appears to be incomplete.
Council agreed for Mayor to check into the previous agreement with A & B Construction to clean upstairs of old City Hall.
Roosevelt Rowles appeared to discuss upkeep of West Park. Mr. Rowles receives $750.00 annually for maintaining West Park. Mr. Rowles commented he felt the job required more money.
Council instructed Mr. Rowles to present a proposal regarding request for increase in pay.
Chief’s Report from 02-01-2014 thru 03-10-2014:
-Responded to 334 calls for service.
-Equipment installed in new truck.
-Would like to explore options/cost analysis of keeping K-9 dog. Sheriff David Moore has indicated that former Officer Troupe has no desire to work with the dog.
-Working with Four C’s on moving dog kennel and K-9 dog from the Troupe home to the Waste Water Treatment Plant facility until a decision is made.
-Federal grant for bullet proof vests should reopen in July-August.
Chief recommended holding off on ordering bullet proof vest approximately 5 months then apply for the grant. Cost of vests approximately $4,000.00 without grant funds vs Cost to City with grant funds approximately $2,000.00.
Chief Clayton will be attending Code Enforcement Training March 17-20, 2014.
Senior Citizens report was given by Mayor Williams:
-Served 306 Meals, an average of 24 per day
-Programs presented by representative from Georgia Skin Cancer and by Donna Seltzer, Head Nurse from Atkinson County Health Department.
Council member Thomas motioned to close for Executive Session to discuss Personnel. Council member Williams seconded. Motion passed unanimously to close for Executive Session.
Council member Jody Guess, Jr. excused himself from the meeting.
Council member Thomas motioned to come out of Executive Session and return to regular business session. Council member Williams seconded. Motion passed unanimously.
No action taken in Executive Session.
Council member Nugent motioned to reduce Fire Chief monthly salary from $1200.00 monthly
to $300.00 monthly. Council member Thomas seconded. Motion passed unanimously.
Council member Williams motioned to adjourn. Council member Thomas seconded. Motion was unanimous.