QUITMAN CITY COUNCIL REGULAR MEETING TUESDAY, AUGUST 4, :00 P.M. MINUTES

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1 QUITMAN CITY COUNCIL REGULAR MEETING TUESDAY, AUGUST 4, :00 P.M. MINUTES Mayor James C. Brown III welcomed those in attendance to the August 4, 2015, Regular Meeting of the Quitman City Council and called the meeting to order at 7:00 P.M. City Council Members Virgil Walker Jr., Annie Bower, Nikki Bradley and Kendall Blankumsee were in attendance. Mayor Brown asked Fire Chief Philips to lead all in prayer. All participated in the Pledge of Allegiance to the American flag. Item No. 1: Adoption of the Agenda Ms. Bruni Hudson requested additions to the City Clerk report #7 Election Qualifying begins August 31, 2015, #8 Rural Development Loan and Grant Program (REDLG), #9 Unsigned Minutes, #10 Signature Cards. Council Member Virgil Walker, Jr. made a motion to adopt the agenda including the additions by the City Clerk. The motion was seconded by Council Member Nikki Bradley. Unanimous vote. Item No. 2: Approval of the August 4, 2015 Regular Meeting Minutes Mayor Brown asked if the City Clerk reviewed the June minutes that were presented during the July 7, 2015, meeting and if changes were necessary. The City Clerk stated that she as well as City Manager Herring reviewed the recording and no changes were needed. Mayor Brown asked if that was the reason for the agenda item, Unsigned Minutes. Ms. Hudson explained that this was not the reason for the Unsigned Minutes agenda item but rather that the minutes are unsigned because City Clerk, Bruni Hudson, is listed as a signer and that Mayor Brown is refusing to sign. She stated that she cannot post the minutes without his signature and that she is hoping for a resolution telling her how to proceed. Mayor Brown stated that he had this discussion before and that he is sticking to it, he will sign the minutes if Mrs. Leslie Lacey, prior Interim City Clerk, is listed as the signer and not Bruni Hudson. Council Member Nikki Bradly asked if in lieu of the Mayors signature all four Council Members could sign since the minutes are valid and approved. City Attorney Spencer read aloud O.C.GA as follows, The regular minutes of a meeting of any agency shall be promptly recorded and such records shall be open to public inspection once approved as official by the agency or its committee, but in no case later than immediately following the next regular meeting of the agency. Mr. Spencer stated that according to the code section minutes are not required to be signed it just requires the approval of the Council. Council Member Annie Bower suggested that if Mayor Brown does not want to sign the minutes, all Council Members should sign. Mayor Brown pointed out that the City s Ordinance states that if any employee messing, or getting in the way, of

2 anyone doing their job they are in violation of the Charter. He is the Mayor and that no one is just going to sign things because they want to sign them, without justification. He stated that he shared his reasons, whether Council agrees or not, and that he is not giving permission to anyone to sign his stead, he is not giving permission and he is not granting the authority to do so to anyone. Mrs. Annie Bower moved to approve the July 7, 2015, Regular Meeting Minutes. Mrs. Nikki Bradley seconded the motion. Unanimous vote. Item No. 3: City Clerk s Report 1. Update of closeout of Fiscal Year The City Clerk gave a brief update of the status of closing out Fiscal Year she stated that all Accounts Payable and Cash Receipts have been processed for the Fiscal Year ending July 31, Staff is in the process of reviewing reports for needed corrections. Ms. Hudson shared that the Financial Auditor has visited the Electrical, Water and Gas Department to audit the year-end inventory that was turned in by the Departments. 2. Tax billing design change and update on the status of the Tax Digest The Council was informed that a new tax billing format would be beneficial since in addition to map and parcel number the property address can be printed on the bills. 3. Update on Customer Utility Account Balances A summarized unpaid utility billing by Department was presented for both disconnected accounts as of June 30, 2015 and the total amount as of July 31, 2015, for current customers that are behind but have not yet been disconnected. The City Clerk stated that Mr. Herring will discuss some of the challenges during his presentation. 4. Request to pay-off Fire Truck loan A $25,000 loan payment for the Fire Truck was issued in July and Finance realized that there would only be a small amount remaining on the loan. Ms. Hudson requested to pay off the remaining $2, rather than to continue to accrue interest on the remaining loan amount over the next year. Council Member Kendal Blankumsee made a motion to approve the loan pay off in the amount of $2, Seconded by Council Member Virgil Walker. Unanimous vote. 5. Revenue Recovery Services The City Clerk provided Council with a summary sheet of the three Revenue Recovery Service Firms she spoke with. Also included were the blank agreements from each for review, Ms. Hudson stated

3 that Attorney Spencer reviewed each agreement. Mayor Brown asked who would be liable if the recovery services would collect accounts that shouldn t be, Mr. Spencer explained that any of the three firms presented tonight would be liable for any wrong doing as stated in the agreement. Mr. Walker stated that he would like to review the choices presented rather than making a decision tonight. 6. Council Retreat date The City Clerk was asking Council to consider setting a date for the Council Retreat for planning. 7. Election Qualifying begins August 31, 2015 Ms. Hudson reminded everyone that the beginning of qualifying is August 31, 2015 and will end September 4, Anyone wanting to qualify was asked to contact Mr. Ken Collins at the Brooks County Elections Office. The City does have an agreement with the County and that the Brooks County Elections Office is responsible for qualifying candidates and to submit ethics reporting. 8. Rural Economic Development Loan and Grant Program (REDLG) Mrs. Wanda Hudson with ABC Consulting was present to discuss the USDA Request letter for Rural Utilities Service (RUS) Eligibility Determination, to qualify the City as an intermediary lender for the Rural Economic Development Loan and Grant Program (REDLG). The City Clerk presented the revised letter, which will be mailed to Washington by Mrs. Wanda Hudson, for signatures and approval, Mayor Brown read a portion of the letter out loud and signed it. 9. Unsigned Minutes Ms. Hudson stated that this topic was already discussed during the regular meeting minute s presentation. 10. Signature Cards It was explained that signature cards have been requested from the Citizens National Bank, Ameris Bank and Colony Bank to update with the addition of the City Clerk and the removal of Interim City Clerk. Signature Cards are ready for signatures for Citizens National Bank, signers for all accounts will be: James C. Brown III Mayor Nikki Bradly Mayor Pro Tem John D. Herring, City Manager Brunhilde Hudson City Clerk & Treasurer Item No. 4: City Attorney s Report

4 Attorney Spencer stated that a business application was received from Ms. Dondra s Holloway, 48 Baker Street in Quitman, to open a Decoration and Consignment Shop at 101 N. Washington Street. Since the business would be located in the Central Business District it requires Council approval. Mr. Blankumsee made a motion to approve the business license of Ms. Holloway to open a Decorations and Consignment Shop at 101 N. Washington Street. The motion was seconded by Mrs. Bower. Unanimous vote. Mr. Spencer is asking for Council to appoint two member to the Planning Commission as soon as possible, he currently has an open request for rezoning but cannot proceed without the two new appointments. Attorney Spencer stated that Mr. Jack Harrell requested to be allowed to address the Council regarding the application process in the Central Business District. Mr. Harrell stated that the process is too long and that Ms. Holloway had to wait 5 weeks to obtain the license. He stated that this type of license used to be given by the City Clerk but since the new regulation was enacted it takes a long time. Mr. Harrell asked if an exception, and possibly long term exception, could be made that certain business licenses could be approved by the City Clerk. Mayor Brown referred to the City of Quitman Land Development Code, Table 4-1 Dimension Requirements. He stated that Council would have to discuss any changes. Mr. Spencer stated that since it is part of the Zoning Code changes would require Public Hearings and meet other requirements. Mr. Harrell asked how long this code had been in place to which Mr. Spencer remarked since Mayor Brown explained further that there were multiple Public Hearings held prior to the zoning changes made in Council Member Kendall Blankumsee made a recommendation to review this Zoning Code during the Retreat. Council Member Bradley stated that when the Zoning Code was adopted that Council was aware that changes might be needed down the line. Council Member Annie Bower requested an update regarding the Oak Hill Cemetery complaint from Mr. Wagnon. Mr. Spencer stated that he asked for estimates from Mr. Wagnon but he has not heard back from him at this time. Item No. 5: City Manager s Report 1) Brooks County Library Board Report No one was available to present the Library Board Report to Council 2) City Engineer Report (S. Walker Street Ditch) Mr. DeVane explained that the Quitman south/west ditch and the 30 inch concrete pipe under Walker Street have been there for many years. When it rains water builds due to the decreasing size of pipes of

5 the current drainage stem. Mr. DeVane has started to look into replacing the 184 feet of pipe and adding a basins to Walker Street to catch the water that comes down the ditches. He has measured and completed two estimates, one with the more durable concrete pipe, the other is using plastic pipe as an alternative. Mr. DeVane also pointed out that the corner of the mobile home is sitting over the pipe and if the City were to dig it would create an issue for the home. To replace the existing pipe with 60 inch pipe the construction cost is estimated at $87,523.65, to replace all pipe with 60 inch plastic pipe the estimated cost is $72, Surveys and plans would have to be complete as well for an additional cost of $10,000, Mr. DeVane explained. The other option is to open the ditch back up, if that were to happen the mobile home would sit just about midway over the ditch. Mayor Brown asked if there are any other solutions available to the City. Council Member Annie Bower asked if the ditch is City property or if it belonges to Mr. Christian. Mr. DeVane stated that it was City Property and that it used to be a canal. Mayor Brown asked if the City has any property that can be used as overflow. Mr. DeVane pointed out that it might be worth exploring the option to purchase the property next door and to move the ditch over and go down under the road which would reduce the cost tremendously. Council asked for Mr. DeVane to explore this option. 3) Leasing Radio Tower Space City Manager Herring explained that Mr. Spencer has been in communication with Mr. Elsberry on a proposal/letter to lease radio tower space. The radio towers Mr. Elsberry would like to lease are in need of repair. Mr. Elsberry proposes to lease one tower for $100 and the other for $75. Attorney Spencer stated that the details will be worked out with the contract. 4) Natural Gas Pipeline Crossing Permit Mr. Danny Herring presented the permit for installation of the natural gas pipeline crossing Georgia & Florida Railway. He explained that the agreement was reviewed by Attorney Spencer. Mr. Kendal Blankumsee made a motion to approve the natural gas pipeline crossing. Seconded by Mr. Virgil Walker. Unanimous vote. 5) Q.P.D. Patrol Vehicle Purchase Police Chief Wesley Ross presented three bids to Council and requested to purchase 3 Tahoe s through the State Contract Purchasing. He explained that Tahoe s are their best vehicles with lowest maintenance cost. The bid prices were presented as follows: 2015 Chevrolet Tahoe Pursuit - $28, Dodge Charger - $26, Ford Interceptor Utility - $27,334.67

6 After a brief discussion about fuel consumption and repair cost Council Member Bradley made a motion to purchase 3, 2016, Ford Interceptor Utility in the amount of $27, for each. Motion died due to lack of second. Council Member Bower made a motion to purchase 3, 2015, Chevrolet Tahoe Pursuit in the amount of $28, for each vehicle. Seconded by Council Member Walker. Three Council Members voted yes, Mr. Walker, Mrs. Bower and Mr. Blankumsee, one Council Member, Mrs. Bradley, abstained. 6) Q.P.D. Patrol Officer Hiring Item number six has been withdrawn 7) City Employee Promotion City Manager Herring presented a request made by Mr. John Thursby to promote Mr. Ricky Parker to Assistant Wastewater Operator. Mr. Herring explained that Mr. Parker has been with the City since June 2011 and has since obtained a license in wastewater collection, Mr. Parker is scheduled to attend classes to become a Class (3) Wastewater Operator. Mr. Walker made a motion to approve the promotion of Ricky Parker. Seconded by Mrs. Bradley. Unanimous vote. 8) Utility Cut-Off Policy City Manager Herring explained, due to the current heat index temperatures, of 100 F, exceeding the cut-off policy currently in place, clients have exceeded their emergency extensions and have accumulated bills of up to two months. He stated that he does not believe that this was intend of the policy and he asked for guidance from Council on how to proceed. Mayor Brown asked what the Public Service Commission stated to which Mr. Herring replied that the City is not regulated by the Public Service Commission. Mr. Herring further explained that the current cut-off Policy was set and adopted by City Council and the intend of the Policy was not to make the non-cut-off a permanent solution but rather give the public sufficient time to relocate once they received a cut-off notice. Attorney Spencer acknowledged the problem and stated there is not an easy solution. Mayor Brown asked if costumers that fall under the current policy would be grandfathered in if Council would change the policy, when the temperature drops the costumers would be cut-off. Mr. Herring remarked that this would a decision for Council to make. The health and safety of citizens is an overall concern, to keep costumers utilities on, but when the City has customer utility bills in the arrears totaling $100,000 plus, and those are not collected, will this cost be passed on to other customers. Mayor Brown voiced his concern of the legality of cutting the utilities for costumers in arrears. Attorney Spencer stated that the current policy does not give a vested right to the utility customers and that policy can be changed with sufficient notice. Council Member Bradly asked if there is a way the City could work with emergency services in an effort to get cooling stations set-up and be able available to citizens that have no alternative place to go to. Mr. Herring stated that he will speak with Mike Smith our local Emergency Management Director to coordinate the efforts. Council Member Walker inquired if the City currently

7 has a payment policy and that he is worried that customers may get too far behind in their payments. Mr. Herring explained that a customer can set-up a payment plan for utility bills in arrears. Council Member Bower stated that Council should keep a very close watch because if customers get too far behind and can t pay current month billing how will they pay current month plus a portion of prior months billing. 9) Cable TV Sub-Counts Mr. Herring provided the July 2015 CATV-Sub Count to Council for their review as follows: June July Basic Advanced Premium Advanced/Cinemax Premium/Cinemax Total ) Employee of the Month The August 2015, Employee of the month is Mr. Randy Jarvis. Mr. Jarvis is employed in the Meter Reading Department. Non Agenda Items Mr. Herring stated that the only other item to discuss is the resignation letter he provided to Council. Council Member Blankumsee requested to discuss the letter in the executive session as part of personnel discussion. A motion was made at 8:22 p.m. by Mr. Kendall Blankumsee to move into Executive Session to discuss personnel matters. Seconded by Mr. Virgil Walker. Mr. Blankumsee, Mr. Walker and Mrs. Bower voted yes, Mrs. Bradley was absent from the vote. Item No. 6: Executive Session The Council entered into Executive Session to discuss the resignation letter of City Manager Herring. A motion was made by Kendal Blankumsee to move back into Regular Session at 8:27 p.m. Seconded by Mrs. Annie Bower. Unanimous vote. Regular Session 8:27 p.m. Mrs. Bradley moved to accept the resignation letter and to approve the leave request from City Manager Danny Herring. Seconded by Mr. Blankumsee. Unanimous vote.

8 There being no further business, the motion to adjourn was made Kendal Blankumsee at 8:30 p.m. Seconded by Nikki Bradley. Unanimous vote. Mayor James C. Brown III Attest: Bruni Hudson, City Clerk