MINUTES WORK SESSION OF THE BOARD OF COMMISSIONERS CITY OF DOUGLAS NOVEMBER 8, 2010

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1 WORK SESSION OF THE BOARD OF COMMISSIONERS A Work Session of the Board of Commissioners was held on Monday, November 8, 2010, at 5:30 p.m. in the Council Chambers of City Hall with Mayor Pro Tem Ronnie Anderson presiding. Commissioners Dennis Josey, Robert Moore and Johnnie Lee Roper were also present. Commissioners Olivia Pearson and Marty Swain came in late for the meeting. Mayor Jackie L. Wilson was not in attendance. DISCUSSED REZONING OF PROPERTY AT 795 E. WARD STREET Ray Parker, Code Enforcement Officer, stated that Paul Spivey has made application for rezoning of property at 795 E. Ward Street from R-3, Residential to B-2, General Business. Southern Georgia Regional Commission Staff recommends approval of the request. Also, the Planning Commission voted unanimously to approve the rezoning request. Staff recommends that the first reading of the ordinance be at this meeting. The public hearing is scheduled for November 22 nd. Mr. Parker stated that Mr. Spivey owns this vacant lot and the house next door. The lot is approximately 60 wide and he plans to build a 2,500 ft. building to be used as an office. This item will be placed on the Regular Meeting agenda for today. DISCUSSED DOWNTOWN DEVELOPMENT AUTHORITY APPPOINTMENTS Dale Batten, Community Development Director, stated that the terms of Francis Lott and Alan Carter, who currently serve on the Downtown Development Authority, will expire on December 30, These vacancies will be advertised on Channel 13 for qualified applicants to apply. Mr. Lott and Mr. Carter are willing to serve another term if reappointed. This item will be placed on the Regular Meeting agenda for today. DISCUSSED THE ANNUAL CONCRETE WORK BID Jerald O. Guthrie, Purchasing Director, stated that bids were received for annual concrete work for new sidewalks, replacement of old sidewalks and other concrete work needed and specified. This is an annual bid on concrete work based on unit prices. None of the bidders submitted a copy of their business license; therefore, the specifications of the bid were not met. The city has the right to accept or reject any and all bids and waive any informality. Currently, the city uses S & S Asphalt of Douglas, but his bid was approximately 1% higher than the low bidder, which was out-of-town. Mr. Jacobs stated that the city is now requiring a copy of the bidder s business license, and since this is a new requirement, it will take a time or two for them to get use to including a copy in their bid package. The purpose of requiring a copy of their business license is to weed out those individuals that do not have a business. 1

2 WORK SESSION OF THE BOARD OF COMMISSIONERS This item will be placed on the Regular Meeting agenda for today. DISCUSSED THE ASPHALT REPAIR PROJECTS FEMA/GEMA Jerald O. Guthrie, Purchasing Director, stated that bids were received for the asphalt repairs on FEMA/GEMA approved sites. Public Works Director Jacob Lott has reviewed the bids and recommends the low bidder, Ricketson Construction Company. Ricketson Construction Company failed to include a copy of their business license, which was a requirement of the bid. It was noted on the bid advertisement that the city can waive any informalities in the bid if they desire. If the low bid is not accepted and you choose to go with the next low bidder, which is Burke Paving, the city will have to pay an additional $6, Burke Paving of Broxton, Georgia, was the only bidder to meet all requirements. Mr. Jacobs stated that the city needs to make the vendors aware that supplying a copy of their business license is necessary. The city needs to educate them and let them know that the package is not complete without it. Randall Parker, Building Inspector, will check with the county to see if Ricketson Construction Company has a county business license. If Commission approves Ricketson Construction Company, it would be subject to verification of him having a business license. This item will be placed on the Regular Meeting agenda for today. DISCUSSED VISTA DRIVE Commissioner Johnnie Lee Roper reported that he had contacted County Commissioner Frank Jackson and County Administrator Wesley Vickers regarding Vista Drive. The County is willing to make Vista Drive ready to be traveled again at no expense to the city if we would reopen it. It is a dirt road that has been closed due to its condition and is not identified to be resurfaced. Mr. Jacobs stated the drainage problem was the main concern, but the city is willing to do these repairs. There are three dirt roads in that area. The city is responsible for scraping some roads in the city and the county is responsible for others. The city and the county have had a gentleman s agreement in the past as to who will scrape the roads which are close in proximity to where we and they are scraping with motor grading. Jacob Lott, Public Works Director, will make a list of the roads the city and county will be responsible for keeping scraped. Mayor Pro Tem Anderson stated that we need to get something in writing from the county of their intent in repairing Vista Drive to be travel ready before it is reopened. This item will be placed on the Regular Meeting agenda for today. 2

3 WORK SESSION OF THE BOARD OF COMMISSIONERS DISCUSSED THE APPOINTMENT OF INTERIM DEPUTY CITY CLERK Terrell Jacobs, City Manager, stated that since Deputy City Clerk Pat Baker retired and City Clerk Wynetta Bolder is on sick leave, the city does not have anyone to attest minutes and other official documents. Donna Shrouder has agreed to serve in this capacity until a new Executive Assistant/Deputy City Clerk is hired. City Manager Jacobs stated that the new Executive Assistant/Deputy City Clerk should be hired by December. Mayor Pro Tem Anderson asked if Ms. Shrouder would be compensated while in this position. City Manager Jacobs stated he would work it out. This item will be placed on the Regular Meeting agenda for today. CITY MANAGER UPDATES Terrell Jacobs, City Manager, stated Mayor Pro Tem had brought up an item to be discussed that has approximately three or four variables. Before the item is discussed, City Manager Jacobs gave an update on the IRS Ruling. City Manager Jacobs stated that we were delayed in getting back to the commission due to the amendment change to the IRS provisional ruling. Under the new ruling, the issue of concern is a person under the age of 62 cannot draw in-service distribution. GMA s Legal Staff and Tax Attorney s have concluded that the City can continue with the in-service distribution the way we are doing it until January 1, This is the date the new rule takes effect unless it is extended. If it is not extended, individuals will quit drawing in-service distribution at that time, if they are under the age of 62. GMA and their attorneys should have a document drawn up for your consideration at the next meeting. Commissioner Roper stated that we should continue working with the employees until the law changes. The following are the variables of concern that Mayor Pro Tem Anderson wants to discuss: He feels that when an employee starts drawing in-service distribution, if the employee wants to sell their vacation, the city should buy it back. After the in-service distribution period is over and the employee has accumulated vacation time, Mayor Pro Tem Anderson feels the employee should have to use their vacation or lose it. The City should buy back vacation only one time. Employees that begin their in-service period should earn vacation at the rate of a new hire. 3

4 WORK SESSION OF THE BOARD OF COMMISSIONERS Salaried employees should not receive any comp time. Hourly employees when working overtime should get 1½ time off for every hour worked, but salaried employees should not get any comp time. Mayor Pro Tem Anderson stated that the Benefit Committee should not make the decisions concerning employees, the Commission should decide. He feels that the Commission needs to meet and decide whether to continue or do away with the comp time. City Manager Jacobs stated that since Mayor Wilson and Commissioners Pearson and Swain are not at this meeting, these items need to be discussed when they are present. He suggested that these items be discussed at their upcoming retreat. Mayor Pro Tem Anderson asked if the City had taken care of the $70,000 street light money that was needed. City Manager Jacobs stated that when the budget needs to be adjusted toward the end of the fiscal year, he would come back to Commission for approval. Mr. Jacobs stated that there are 1% of the people that are still resistant to recycling. He has put together a strategic strike team to help educate people. More information will be sent to those areas not recycling and the city will set up meetings with the people in those locations. There is a community meeting scheduled for Thursday, November 18 th, at 6:30 p.m. at the Roundtree Center to hear people s concerns regarding recycling and to answer questions. Donald Carver, Electric Department Director, updated the Commission regarding the Christmas lights. Some Christmas decorations we ve had for twenty years and they have been patched up through the years. He proposes to stop the decorations at the railroad. The city has enough lights to decorate from the railroad to Ward Street and all the poles downtown. There is sufficient lighting to go in the following areas: across from the entrances at Arby s and the Catfish House; in front of City Hall and other places; on Ward Street from the Museum to Ameris Bank; the same distance on Ashley as on Ward; Bryan Street will go from Madison Avenue to Jerome Adam s office; on Peterson Avenue from Sims Funeral Home to the railroad tracks; on Madison Avenue from the railroad tracks and crossing Ward Street. If we don t cut back on the Christmas decorations, we will have to purchase new decorations in a couple of years. Mr. Carver stated that when new decorations are bought, he would recommend that Snow Flakes be purchased. They look good at night and are easy to store. 4

5 WORK SESSION OF THE BOARD OF COMMISSIONERS PUBLIC ANNOUNCEMENTS Georgia Henderson, Central Services Director, updated the citizens of the following events taking place in Douglas: This year s theme for the Festival Lights Christmas Parade is I m Dreaming of a Green Christmas to be held on Saturday, December 4, If the city can borrow or secure enough hybrids and smart vehicles, we would like for the Mayor and Commissioners to ride in them in the parade supporting Going Green. The following list shows the different activities and times for that day: 3:30 5:30 p.m. Music on Main Street located at Atkinson Plaza 5:55 p.m. The Great Skate Race 6:00 p.m. 5K Run 6:30 p.m. The Festival of Lights Christmas Parade Roger Johnson, Parks and Recreation Director, reported that Kayla Day was very rewarding. There were over 190 students bussed in for this event. These students were not severely handicapped. The event was well organized and had a lot of volunteers. This is the first year the City has co-sponsored this event. Everyone seemed to have a great time and it was a good thing for the city to be involved in. Central Services Director Georgia Henderson gave an update on the Festival on the Square that took place this last Saturday. Over 2,000 people visited the event which was close to last year. There were 2,700 last year and over 1,600 this year. The same number of vendors participated this year as did last year. Georgia Made Georgia Grown Products Show had 28 outdoor vendors. There was plenty of entertainment throughout the day. There were a lot of out-of-town visitors that attended. Ms. Henderson wanted to thank everyone for their help and support for this event. The city will be planning something different and better next year. If the BBQ Festival does not come back next year, our plans are to have Where s The Beef in Douglas, Georgia Competition. Terrell Jacobs, City Manager, stated that there will be a Veteran s Day Program on Thursday, November 11 th, located at Coffee County High School beginning at 9:30 a.m. Mayor Pro Tem Ronnie Anderson will be greeting the public at this event. City Manager Jacobs reported that Ms. Johnson with Concerted Services called him to see if the city had a building that could be used as a secondary evacuation facility for their Evacuation Plan to house approximately 196 Head Start students. The Martin Center is the only building the city has available. Ms. Johnson s deadline for providing this information to the State is November 15 th. Their primary evacuation facility to be used is the Ninth Grade Academy. City Manager 5

6 WORK SESSION OF THE BOARD OF COMMISSIONERS Jacobs stated that if the Commission agreed to let them use the Martin Center as the secondary evacuation facility, he would complete the Agreement with Concerted Services. City Manager Jacobs stated that Building Inspector Randall Parker is heading up the Community Home Project regarding the city renovating or repairing a home. Our plans are to begin this project on January 8, To go forth with this plan, the city needs your help in getting supplies from local vendors. The city will have a team of employees to work on a roof, window repairs, etc. of a home. This will be our first team project. City Manager Jacobs stated that an Employee Incentive Bonus is not in the budget for this year, but he feels strongly that we need to give the employees something. He would like to give the employees $200 this year. Next year, City Manager Jacobs would like to tie bonuses with the Wellness and Safety Program. If employees achieve their goals, they would be entitled to money. Not only would the money benefit the employee, but it would help them to have better health that is our goal. If an employee did not meet the criteria, he would not get any money. ADJOURN With no further business to discuss, the meeting was adjourned at 7:00 p.m. Donna Shrouder Ronnie Anderson, Mayor Pro Tem 6

7 MEETING OF THE BOARD OF COMMISSIONERS A Regular Meeting of the Board of Commissioners was held on Monday, November 8, 2010, at 7:08 p.m. The meeting was convened in the Council Chambers of City Hall with Mayor Pro Tem Ronnie Anderson presiding. Commissioners Dennis Josey, Robert Moore, Olivia Pearson, Johnnie Lee Roper, and Marty Swain were in attendance. Mayor Jackie L. Wilson was not in attendance. INVOCATION Commissioner Robert Moore invited his Sunday School Teacher and a retired Minister, Ernest Harper, to give the invocation. PLEDGE OF ALLEGIANCE Lieutenant Moya with The Coffee County High School JROTC led The Pledge of Allegiance to the American Flag. MINUTE ADOPTION The following minutes were unanimously approved: Work Session October 25, 2010 Commission Meeting October 25, 2010 A MOTION was made by Commissioner Dennis Josey to approve the minutes of the previous meeting and was seconded by Commissioner Johnnie Lee Roper. The motion was unanimously carried by the Mayor Pro Tem and Commission. (6-0) APPROVAL OF THE ORDER OF THE AGENDA The Mayor Pro Tem and Commission unanimously approved (6-0) to accept the order of the agenda. A MOTION was made by Commissioner Robert Moore for approval of the order of the agenda; Commissioner Marty Swain seconded the motion. APPROVAL OF THE FIRST READING OF REZONING OF PROPERTY AT 795 E. WARD STREET Ray Parker, Code Enforcement Officer, recommended the request from Paul Spivey to rezone property at 795 E. Ward Street from R-3, Residential to B-2, General Business be approved and the ordinance be read for the first time at this meeting. The Mayor Pro Tem and Commission heard the first reading; AN ORDINANCE AMENDING THE ZONING ORDINANCE OF THE, GEORGIA, CHANGING THE ZONING ON CERTAIN PROPERTY IN THE, GEORGIA LOCATED AT 795 EAST WARD STREET 7

8 MEETING OF THE BOARD OF COMMISSIONERS FROM R-3, RESIDENTIAL TO B-2, GENERAL BUSINESS, LANDS OF PAUL S. SPIVEY. Second reading and public hearing will be November 22, ADVERTISE DOWNTOWN DEVELOPMENT AUTHORITY APPPOINTMENTS OR REAPPOINTMENTS Dale Batten, Community Development Director, announced that staff would proceed with advertising two (2) upcoming Downtown Development Authority Board appointments expiring December 30, 2010, on Channel 13 with appointments to be made at the November 22 nd Commission meeting. Potential applicants desiring to serve on the DDA Board may pick up applications from the Community Development Office, City Manager s Office or City Clerk s Office. The terms of the DDA are for four years. According to state law, directors appointed to DDA shall be: 1) Taxpayers residing in the municipal corporation for which the authority is created; 2) Owners or operators of businesses located within the downtown development area and who shall be taxpayers residing in the county in which is located the municipal corporation for which the authority is created; or 3) Persons having a combination of the qualifications specified in paragraphs (1) and (2) of this subsection. No action was taken on this item; it was for information only. APPROVAL OF ANNUAL CONCRETE WORK BID Upon recommendation of Jerald O. Guthrie, Purchasing Director, the Mayor Pro Tem and Commission unanimously approved (6-0) to award the bid for the annual concrete work to S & S Asphalt of Douglas, Georgia, based on unit prices. A MOTION was made by Commissioner Johnnie Lee Roper for approval; Commissioner Olivia Pearson seconded the motion. APPROVAL OF THE ASPHALT REPAIR PROJECTS FEMA/GEMA Upon recommendation of Jerald O. Guthrie, Purchasing Director, the Mayor Pro Tem and Commission unanimously approved (6-0) to waive the technicalities of a business license and to award Ricketson Construction of Broxton, Georgia, the bid for asphalt repairs on FEMA/GEMA approved sites for a grand total of $49,121,19. City Manager Jacobs updated Commissioners Pearson and Swain, since they were not at the work session, explaining to them that Ricketson Construction does have a business license, but it was not provided in the bid package. Mayor Pro Tem Anderson and Commission elected to waive the technicality of the business license since Ricketson Construction does have a county license, has been doing work for the city and is low bidder. Burke Paving was the low bidder meeting specifications with a bid of $55,

9 MEETING OF THE BOARD OF COMMISSIONERS A MOTION was made by Commissioner Dennis Josey for approval; Commissioner Johnnie Lee Roper seconded the motion. APPROVED VISTA DRIVE Commissioner Johnnie Lee Roper stated that Vista Drive, the road at the end of Elmwood, Hollywood, and Redwood, had been closed due to the fact that people were dumping trash on it. County Commissioner Jackson has given Commissioner Roper the authority to reopen Vista Drive and would be willing to have the road repaired and made serviceable at no cost to the City. The City would repair the drain lines on Vista Drive. The Mayor Pro Tem and Commission unanimously approved (6-0) the reopening of Vista Drive. Mayor Pro Tem Anderson requested a letter from the County stating they would repair the road before it is reopened. Commissioner Johnnie Lee Roper made the MOTION for approval and Commissioner Dennis Josey seconded the motion. APPROVAL OF THE APPOINTMENT OF INTERIM DEPUTY CITY CLERK Upon the recommendation of Terrell Jacobs, City Manager, the Mayor Pro Tem and Commission unanimously approved (6-0) the appointment of Donna Shrouder to the position of Interim Deputy City Clerk until a new Executive Assistant/Deputy City Clerk is employed or for one month. This person is needed to attest legal documents in the absence of the City Clerk, who is out for sickness, and the retirement of the Deputy City Clerk. Commissioner Johnny Lee Roper requested that Ms. Shrouder be approved for this position as long as she is needed. A MOTION was made by Commissioner Robert Moore for approval; Commissioner Johnny Lee Roper seconded the motion. CITY MANAGER UPDATES Upon recommendation of Terrell Jacobs, City Manager, the Mayor Pro Tem and Commission unanimously approved (6-0) to give City employees a $ incentive appreciation bonus. Commissioner Johnnie Lee Roper made the MOTION for approval; Commissioner Olivia Pearson seconded the motion. PUBLIC ANNOUNCEMENTS Georgia Henderson, Central Services Director, informed the citizens of the following events: 9

10 MEETING OF THE BOARD OF COMMISSIONERS On Thursday, November 18 th, there will be a Community Recycling Meeting to be held at the Roundtree Center beginning at 6:30 p.m. There will be some city officials and directors there to educate the public regarding Recycling and to give the citizens a chance to ask questions. Holiday Open House will be held on Sunday, November 21 st, from 1pm 5 pm. Pattie Merritt, Mainstreet Manager, will have entertainment to be held at Atkinson Plaza beginning at 2 p.m. Businesses will be open until 5 p.m. to allow the public time to shop. On Sunday, November 21, Miracle on Ashley Street will be held at the Martin Theatre. From 1-3:30 p.m., the children can have their pictures taken with Santa. Beginning at 4 p.m. the Miracle on 34 th Street Movie will be shown. The price of the tickets is $12 for advanced and $15 purchased at the door. Call (912) for more information or come by the City of Douglas Central Services Department to purchase the tickets. Applications are now being taken for the registration of the Festival of Lights Christmas Parade for Saturday, December 4 th. This year s parade theme is I m Dreaming of a Green Christmas. For more information, call (912) The following is a schedule of the festival times and events: 4:00-5:30 p.m. Music on Main Street in Atkinson Plaza 5:55 p.m. The Great Skate Race 6:00 p.m. 5K Run 6:30 p.m. The Festival of Lights Christmas Parade Ms. Henderson encouraged the community, industries and businesses to get involved. The City is asking that the citizens participate in the Mayors Christmas Motorcade. This is a program the City is involved in along with other cities who are members of the Georgia Municipal Association. The city will be collecting adult clothing, hygiene products, games and other donations to benefit patients in the Georgia State Hospital in Savannah. Items can be dropped off at City Hall or at the City of Douglas Central Services Department. The items will be delivered to the hospital on December 8, Some of the things the city is doing to raise money for this benefit are: The City Charity Golf Tournament will be held Saturday, November 13, 2010, beginning at 10 a.m. at the Community Golf Course located at South Georgia College. The City Charity Basketball Tournament will be held Saturday, November 20, 2010, at 10 a.m. at the Central Square Complex in Gym A. 10

11 MEETING OF THE BOARD OF COMMISSIONERS City employees will be playing at these charitable events, but the community is welcome to come and cheer on the employees. Commissioner Josey asked if there was a list of items that was needed for the Mayors Christmas Motorcade available for the public to pick up. Ms. Henderson stated that a list of needed items can be found on the city s website at: or send an to ghenderson@cityofdouglas.com or call (912) Commissioner Roper asked Ms. Henderson to read the list of miscellaneous personal care items that was needed. The following items are needed: Board Games, Toothpaste, Stationary, Cards, Toothbrushes, Pens/Pencils, T- shirts, Combs/Brushes, Tote Bags, Baseball Caps, Cosmetics, Cookies/Snacks, Watches, Shaving Lotion, Movies (PG or G only), Walkman Radios, Deodorant, Hair Accessories, Top 40 Tapes/CD, After Shave, Wallets, Cosmetic Cases, Shampoo/Conditioner, Body Lotion. Also, clothing consisting of the following is needed: Pajamas/Nightgowns/Bathrobes, Socks, Underwear, Bedroom Shoes, Tennis Shoes, Hats, and Sweat Shirts/Pants. Commissioner Josey asked if donations of VCR and/or DVD movies could be used because he has a lot of the VCR movies he could donate. Ms. Henderson stated that she may have to call to find out and get back with them. Commissioner Roper stated that we need to collect more than we did last year to carry to the hospital for this worthy cause. COMMISSIONERS COMMENTS Commissioner Roper stated that there are a lot of people in need. He cautioned everyone to keep their vehicles locked and put all packages in the trunk. He would be praying for them and would like for them to pray for him. Help keep our community safe and clean. Commissioner Marty Swain encouraged the public to support the Trojans on Friday, November 12, 2010, as they play football against Camden County. Mayor Pro Tem Anderson cautioned everyone to check your bank account balances daily if you use an ATM card. He had heard on the news that in Lee and Daugherty Counties someone has been cleaning out people s checking accounts. If you notice something unusual in your account, please notify your bank. Commissioner Roper stated that someone can obtain your bank number at the gas pump. ADJOURNMENT With there being no further business to discuss, the meeting adjourned. 11

12 MEETING OF THE BOARD OF COMMISSIONERS ****************************************************************************** UTILITY COMMITTEE Terrell Jacobs, City Manager, gave an update on Ms. Lorraine Presley. She owed approximately $2,000 on her delinquent utility bill. As directed by the Commission, he recommended to Ms. Presley that she seek alternate housing at Douglas Housing Authority as an option. According to Ms. Presley, she is not eligible for their housing because she has an aggravated assault charge on her record, which is a felony. She had paid a substantial payment on her utility bill, which was $400 or $500, and had committed to pay the arrears amount up-to-date by the time of tonight s meeting. City Manager Jacobs did not have a chance to check on Ms. Presley s account to see if it was current before the meeting. He will check on it tomorrow and call Mayor Pro Tem and Commission to give the total amount Ms. Presley has paid and the total amount owed. He asked that if Ms. Presley paid her account current, would Mayor Pro Tem and Commission allow her to continue living there and not cut off her utilities. Commissioner Josey suggested that Ms. Presley contact Section 8 Federal Assistance Program in Waycross, Georgia, to get on their waiting list. This program helps people with their housing needs and sometimes pays 100% of housing. It was the consensus of the Commission to discuss Ms. Presley s account at the called meeting that will be held on November 15, When Mr. Jacobs calls to update Mayor Pro Tem and the Commission of Ms. Presley s account balance, please inform him if you need a copy of the Unified Land Development Codes for the meeting scheduled for Monday, November 15, 2010, at 6:00 p.m. The meeting will last approximately two hours. ADJOURNMENT With there being no further business to discuss, a motion was made by Commissioner Dennis Josey and seconded by Commissioner Marty Swain to adjourn. The Mayor Pro Tem and Commission unanimously approved (6-0) the motion. Ronnie Anderson, Mayor Pro Tem Donna Shrouder 12