City of Adrian Council Meeting
November 14, 2016
The Mayor called the meeting to order at 6:07 pm and asked CM Yawn to say the prayer. Everyone stood and said the Pledge of Allegiance.
First on the Agenda is LMIG and Loriann will talk about that. Clerk stated, “LMIG is the project on the sidewalks on Nora Blvd from the Health Department to community center and then from the community center to the end of Safe Harbor church. I have submitted the update on the change of work that is to be done on the sidewalk from the Health Department to the community center due to the Farm House Café didn’t want the sidewalks done at this time so we move the project over to “A” street on the ditch beside the road that was being washed out by rainwater. I have giving you a list of how much money that has been spent on LMIG and what is left over. The Safe Harbor project cost was more than anticipated because of an error on the previous administration when tallying the cost, the cost of material was not added to the quote that was submitted to LMIG so we spent extra money on that project of $1521.00 which leaves us with $1341.50 that we can use towards the Milan project on “A” street.
Mayor: Next we have the safety grant; we were awarded $3000.00 for the purchase of items for safety in the Fire Department and Police Department. We will have to purchase the items first and then submit the receipt of the items to the Grant Department and then they will intern send us a check for the amount of money spent up to $3000.00. Council made a decision to let the fire department use the $3000.00 on fire suits and the rest of the money will come out of Johnson County SPLOST which a certain amount has already been allocated for the fire department.
Mayor: Next we have the ITD (immediate threat and danger grant) we have been awarded the grant, but at one point in time some paperwork was to be completed before the work actually began on the well, unfortunately, this did not happen. So DCA has given us two options:
- DCA can issue us a “Finding Letter” for violating the Environmental regulation. With the finding, the City accepts the risk that should HUD audit the project the City would have to repay the grant.
- The city can elect not to except the grant and pursue funding from another source.
After much discussion and council with our attorney CM Sumner made a motion that we accept the grant money with CM Smith, CM Hutchinson seconded the motion and CM Mimbs and CM Yawn abstained from vote.
Mayor stated “we have the approval of minutes of September 12, 2016.” CM Hutchinson made a motion that we accept the minutes as written with CM Yawn seconded the motion with AIF motion carried.
Mayor stated “we need to vote on trick or treating and Christmas.” After much discussion, CM Hutchinson made a motion that we have trick or treating from 6pm to 8:30pm on October 31, Halloween night with CM Smith seconded the motion with AIF motion carried. CM Hutchinson made a request that the fire department needs donations for candy and to put that up on the sign outside of city hall and website.
Christmas tree lighting and hanging of the lights on the poles, CM Hutchinson made a motion that we have Christmas tree lighting on December 3rd at 5:00pm with CM Smith seconded the motion and AIF motion carried. CM Hutchinson stated “If it is possible Jesse and Johnny if we could hang all the lights before Thanksgiving and then turn the lights on Thanksgiving night, then we will just have Santa coming on the 3rd.
Mayor stated “I spoke with Trey Lindsey of Ga. Power and he is to send me information on the Kiosk and what we need to do to possibility get it. CM Smith stated “How much trouble it will be for Loriann to do to take care of this with everything else that she has going on.” Mayor stated “that as soon as she gets the information we will know what we are required to do.” This will be put on hold until next month.
Mayor stated “Jesse give us information on the chipper.” CM Yawn stated “I have looked at the chipper and it is a good deal for $2600.00 and we would have to spend about another $30-$40 dollars for new belts and then it would be ready to go.” CM Smith stated “So this is what we are prepared to do to purchase that one or rent one what are we going to do.” Mayor stated “Loriann has some information on that.” Clerk stated “I called Soperton and asked them about their chipper and they won’t let people borrow it anymore because they when they did damage was done to it, but they are willing to come and chip it for us but at this time they are boxed in with lots of limbs of their own and trying to get it taken care of, as soon as they get all of their completed that they would give us a call and see if they were still needed to cut up ours. They did not give me a window because the supervisor is out of town on vacation. I was told not sure of the cost but possible just the cost of fuel they would see what the supervisor says and that won’t be until next week when he gets back from vacation.” CM Sumner stated “If we didn’t get Soperton to help then we could just rent one for now until we could afford something.” CM Yawn stated “Since we are on the subject of limbs we need to decide what we are going to do about leaves this year but we have nowhere to put them.” Mayor stated “If people put out the leaves they will have to be bagged up, we will not pick them up if they are not bagged. People can burn them as long as they have a permit to burn, but it will be soon be too wet to burn leaves. We need to make a decision on what you want to do, allow people to take care of them on their own or pick them up?” After much discussion the council decided at this time it will be up to the citizens to take care of their leaves.
Mayor stated “Next up is the Tax digest and that is Loriann.” Clerk stated “You should have two, one says with and one says without. Looking over the digest with a Net M&O Millage our mill will be 10.096 based upon the PT32.1 with the role back which increases the mill rate but doesn’t increase our money we are actually at a loss of -$3,265.00, with this tax digest we will only have to run it in the paper in both counties and then we are done. Now, with the increase I only increased the mill just enough to raise the loss to a zero amount, but we are still at a loss as far as money that is received from property taxes. Now, if you choose the increase we will have to have 3 open meeting to the public to discuss the increase. So just let me know what you decide to do.” After discussion council decided to put this on hold for right now and address it later in the meeting.
Mayor stated “next we need to talk about SPLOST” Clerk “stated everyone get out the SPLOST report, one should be long page and a short page.” Clerk broke down all the money that has been collected as of Oct. 11, 2016 which is $116,202.74 we have not collected $110,447.26 and we have still have the rest of this year and next to complete the 2011 SPLOST. Clerk gave a breakdown of all the monies that was spent in SPLOST over the last 4 years and showed where we were over budget and under budget in the different categories. After much discussion about SPLOST council decided for the Attorney and the Mayor to get together and take care of this and submit to Guy Singletary.
Attorney Trey Tayor: Spoke on property acquisitions that he is working on for the city. He also spoke on the cemetery ordinances that he is working on and has gather much information and is developing the language to validate the ordinance. Trey stated “The city charter needs to be amended and I have printed the statues that tell us what we need to do and how to do it. It is a process but it is a process that needs to be done. We have bankruptcies proceeds that we are a creditor to the debtor which is a lot of paperwork and I will file a prove of claim so that we will be able to get the money that is owed the city.”
Bank Reconciliation for September: CM Hutchinson made a motion that we accept all reconciliations for General, Court, ECSPLOST, JCSPLOST, TSPLOST, Recreation, Water and Water Savings with CM Sumner seconded the motion carry by all.
Department Heads: CH Yawn stated that “We had 8 first responder calls and one power line down we did have some other things that went on but I did not include those. We stay up and cut trees out of the road during the hurricane. I have passed around a list of equipment that we need for the fire department which is batteries for our radios, flashlights and suit lights which will cost an approximate total of $740.36. We have some other equipment that needs to be repaired and I will be sending them off for repair. These items will be purchased with SPLOST. I also have some air packs that need to be refurbished and that will be around the first of the year. The Nazarene camp grounds wanted to express their appreciation of all the donations that were giving during the hurricane, it helped many people.
First on the agenda was Jenny Bridges from Johnson County EMS.
Ms. Jenny spoke about B-CON (IPOK) kits. These are kits that Law enforcement officers will wear on their person that has emergency supplies for treatment of bleeding control and traumatic injuries. Each officer will be trained on functionality and application of all contents of this kit. These kits are designed to be used by the officer on him or herself. She said, “They are looking for funding from surrounding cities and counties and would like for the City of Adrian to be one of the first to pledge to purchase this kits for their officers.” After brief discussion a motion was passed by CM Smith to approve the purchase of these kits for our officers when they become available and for the officers to receive the training that they will need to be able to use the kits. The motion was second by CM Hutchinson and carried unanimously by all.
Mr. James Turlington was not present to speak.
Update: Mayor stated, “Under the New Business, I will be moving “Special Meetings Rule/Recordings” to speak about now.” Under our charter Article II Section 2.17 (b) it states, “Only the business stated in the call may be transacted at the special meeting, except buy unanimous consent of all members present. With such consent any business which may be transacted in a regular meeting may be conducted at the special meeting.” “We bring this to everyone’s attention so that there will be no mistake that we are doing our best to make sure we are in compliance with all rules. Now, the clerk has requested that I speak about the recordings of the minutes. I request that everyone be mindful when someone is speaking please refrain from interrupting them, talking over them, trying to finish their sentence for them and even trying to say what you think they may be trying to say. If you have a thought while someone is speaking please write it down so that you will remember what you wanted to say or the question you wanted to ask.”
Landfill: Our landfill has been officially closed as of March 2016. We will continue to do annual maintenance by putting mulch down to cover erosion and Mr. Hooks will be replanting grass. CM Yawn added a thought that maybe we could plant some pine trees on the property in the future to be discussed at some other point and time.
A street project – CM Yawn stated, “The ditch work that has been done on “A” street has been completed.” We are looking into putting Millan down the street instead of pavement for the rest of the way depending on if we would be allowed to do that.” The Mayor stated, speaking to clerk, “Seeing as he brought that up do you have the information on LMIG?” Clerk stated, “Yes, here are some rules on what we can do with LIMG, the only thing that needs to be done is for me to submit new paperwork on what changes need to be made on the jobs that we will be doing. We have to use these guidelines that I have given you, and it also gives you the things you cannot do with LIMG. As long as we follow the guidelines we will be fine. Mayor stated, “Let the clerk get that paperwork completed and then we can get that Millen for the street.”
Well Update – CM Sumner stated, “That everything is signed off on except the engineer has got to come and do the final inspection.” Clerk stated, “The engineer will be here Wednesday and after the inspection he will be submitting it to Joe Sills, who is our EPD guy and then we will wait for the confirmation. This will be the last of everything.”
Update Limp Removal – CM Yawn stated, “We are about up to 75% finish with all the limbs and we will finish them up in the next two days.”
Dump Truck repair: CM Yawn stated, “The Dump Truck has been repaired and has been picking up limbs and debris. We have received the new gas tank that needs to be put on and we should get to that as soon as we get the limps picked up.” CM Sumner stated, “Frank called him today about Jaws and he said that all it needed was some kind of idler or something. Do you know what he was talking about?” CM Yawn said, “He was not sure what he was talking about,” Johnny Weathersbee spoke up and stated, “Jaws was smoking real bad, and Frank spoke with the Ford Company today and he needs Jesse to get those code numbers from him so that he can turn them in and see what the problem is with the truck. CM Sumner stated, “Frank was talking about getting something from NAPA today for 50 something dollars and I said no, not to get anything yet not until we find out what is really wrong with it. We don’t need to be buying anything until we know whether it is going to work or not.”
Update on Office/Early Voting: Clerk stated, “The new storage area is completed.” Also, the new Mayor’s office and Employee break area is almost completed, but before we complete putting everything where it needs to go we will be utilizing the space for Early Voting on Oct. 17th thru Nov. 4th. Everyone will be able to come to the front door, sign in, move over to the adjoining room and vote then leave out the side door. This will defray some of the cost for the election.”
Basketball Court – The Mayor stated, “We need to have resolution on this project or postpone the project until everyone can agree on what to do.” CM Yawn stated, “Well on the basketball itself we voted to leave it has it has been. On the other, the playground equipment we discussed putting it down there around the old well between that and the basketball court. We needed to wait until the well was completed.” The Mayor stated, “Our problem is that we didn’t vote on what to do it was just discussed. Clerk stated, “Seeing as everyone doesn’t seem to be on the same page you can opt to postpone the date of the discussion until let’s say January of 2016, that way it is not coming up every month.” CM Yawn made a motion that we wait until the first meeting in February because the first one we will be swearing in new candidates. Mayor stated, “Is that for the play equipment and the basketball court?” CM Yawn stated, “The basketball court has already been discussed. Mayor stated, “We just discussed it, we did not vote on it. CM Yawn made a motion that we leave the basketball court where it is at. CM Mimbs seconded the motion and it carried unanimously. Mayor stated, “We have a motion on postponing the playground equipment until February, 2017 do I hear a second? CM Sumner seconded the motion and it carried unanimously.
Approval of Minutes for August 8, 2016 – CM Hutchinson made motion to approve minutes with CM Sumner seconded the motion and it carried unanimously.
Approval of Minutes for August 17, 2016 – CM Smith made a motion to approve minutes with CM Hutchinson seconded the motion and it carried unanimously.
Approval of Minutes for September 6, 2016 – CM Yawn made a motion to approve minutes with CM Smith seconded the motion and it carried unanimously.
Ga Power Shut down – The Mayor stated, “I am still trying to get Kyle about the Kiosk to be put in City Hall. They are still going to shut down and there will be no office in this area. They are supposed to be getting us a list of where you will be able to pay. It should be on their website also.
Street Clearing – Mayor stated, “Jesse had a really good idea that maybe twice a year we have a town clean up type of date where we get a big dumpster and put it out here where everyone can bring their furniture/refrigerators, or whatever is sitting in their yards to help with some of this other stuff that we have been dealing with, maybe do it in October and then again in March for Spring Cleaning getting everyone together to help each other. We can possible get a group together to help clean up the Elderly’s yards and stuff. Something to think about before the next meeting, hopefully it will show a more community effort and bring the town together.” CM Smith stated, “Seeing as we are talking about dumpsters like that, I have had people ask about recyclable things and that is why I had gotten the number to Evans to see if they offer things like that. I am sure that there are people like me that have a lot of stuff in their house that could be recycled.” CM Yawn stated, “Don’t forget that we do have the paper and cans recycle. I know people forget that we have that but we need to let them know.” CM Mimbs requested to make sure that it is drink cans and not cat food and dog food cans. Mayor stated, “I do know that some garbage companies have the different color bins for glass, cans, plastic, aluminum and paper you just put them out beside the road and they pick them up.” CM Mimbs stated, “The only problem we have with the paper is that we only have the big truck to carry it with and sometimes when they go to Dublin, the bins will be full by the time they get there and they have to bring it back. We don’t make much money by the time we pay are expenses out of it.” The Mayor suggested that everyone think about all of this and she and the Clerk will check on some things to see what we can do with it.
Grant for walking trail – Clerk stated, “We have an opportunity to submit for a grant for a walking trail. It is up to $25000.00 dollars with a 10% cost payout. Mr. Williams will be helping us with the grant by filling out the paperwork and getting the right people for the job. He will be coming out this week and give me more information about this grant. He was in a class today for this grant learning more about what can be used an how to set it up.” Mayor stated, “If anyone has any ideas about what can be put out there write it down and give it to Loriann.
CM Smith asked the Clerk, if she had been in touch with Stacey Avery about clearing up this old stuff in QuickBooks. Clerk stated, “That all the older stuff is gone but the zero items will just be there.” CM Hutchinson stated, “There is some 2013 stuff on here starting on page three.” Clerk stated that these are all cleared items and it will continue to show you all of that until the end of the year. Mayor asked, “If there was any way that it cannot show us that and only go back 3 months. Clerk said, “It will not allow me to put a date in there. But, what I can do is just give you the summary and then print from the register from date to date instead of having the deal which is showing you everything.” CM Smith said, “So the detail will not let you do a beginning and ending date.” Clerk said, “When I get to the end of reconcile it gives me the option to do detail, summary or both and he will not allow me to choose dates.” CM Smith asked, “If I could speak with someone at QuickBooks and see if they could help me.” Clerk stated, “No mam, they will not speak with me unless we upgrade to the new version.” Mayor asked if there were any questions. CM Mimbs asked, “On August 17th there is a deposit for 10,000.00 dollars is that one of the companies that paid.” Clerk stated, “No mam, it was money that was taken from the savings account.”
CM Smith made a motion to approve the General Account reconciliation for August, 2016 with CM Sumner seconded the motion and carried unanimously.
CM Hutchinson made a motion to approve the Court Account reconciliation for August, 2016 with CM Smith seconded the motion and carried unanimously.
CM Hutchinson made a motion to approve the Emanuel County SPLOST Account reconciliation August, 2016 with CM Yawn seconded the motion and it carried unanimously.
CM Hutchinson made a motion to approve the Johnson County SPLOST Account reconciliation August, 2016 with CM Smith seconded the motion and it carried unanimously.
CM Hutchinson questioned a payment that was made out of the account to Central Fence Co. Clerk stated, “That was for some new post to put of the street signs with.” CM Smith made a motion to approve the TSPLOST Account reconciliation August, 2016 with CM Yawn seconded the motion and it carried unanimously.
CM Smith made a motion to approve the Recreation Account reconciliation August, 2016 with CM Hutchinson seconded the motion and it carried unanimously.
CM Yawn questioned a payment made to the City of Adrian in the amount for $4249.64. Clerk stated, “It is for the garbage that was deposited into the water account for the month of July.” CM Sumner made a motion to approve the Water Account reconciliation August, 2016 with CM Yawn seconded the motion and it carried unanimously.
CM Hutchinson made a comment that she was glad to see the water savings account growing and made a motion that we approve the Water Savings Account bank statement with CM Yawn second the motion and it carried unanimously.
CM Sumner stated, “If we are going to do all of these why don’t we vote on them at one time. But, we really don’t have to vote on them at all because it is in the budget already.”
Mayor asked for the Police Department to give report. Chief stated that the dept. has issued 8 citations and recorded 2 reports; he also received questions concerning political signs and a press release was posted on the Adrian Police Department’s Social Media page.
Fire Department Report: There were 5 First Responders’ calls, 1 Structure Fire, 2 MVAs and 1 Woods Fire for a total of 9 calls for the Month of August, 2016. They also had some power outage where the set around for several hours but I didn’t log those hours on this report. They man the station when there our power outages and when there is a threat of bad weather, like hurricanes.
Water and Street Department – Our first and foremost is to hire a new person for the department so we will need to go into executive session to look over applications. The well is close to being online. Hopefully, it will be online this week once it is up and operational we will replace the fire hydrant on Smith Street that way we can fill that big hole in. We will have to rent some equipment to pack the ground back down so we will be fixing the hole by the Baptist Church at the same time. There may be some cost on the rock maybe a truck load which is about 4 to 5 hundred dollars which we don’t have yet which I discussed a couple of months ago just to remind everyone.
Recreation Department – The Mayor stated, “There is nothing going on with the Recreation at this time, but Shane Smith did ask me if they could exercise, there is a group of people who walk and they would like to exercise, jumping jacks, stretching and things like that out there on the tennis courts and I said that they could. We need to get the prison help to get in the concession stand and really clean it out from top to bottom.” CM Hutchinson had a question, “When I came home from work the other day there were some people out on the ball field playing ball, have they not turn their key in?” CM Yawn stated, “On Friday night they are still having adult playing out there.”
Mayor stated, “Ok, that takes care of everything, if we can have a motion to go out of regularly session and into Executive.”
CM Smith made a motion that we go out of regular Session at 7:08pm with CM Yawn seconded the motion and carried unanimously. 10 minute break was given.
CM Yawn made a motion to enter into Executive Session at 7:21pm with CM Sumner seconded the motion and carried unanimously.
Contracts for Attorney / Personnel Issues
CM Sumner made a motion that we go out of Executive Session at 8:07pm with CM Yawn seconded the motion and carried unanimously.
CM Smith made a motion to go into Regular Council Meeting at 8:08pm with CM Yawn seconded the motion and carried unanimously.
CM Yawn made a motion that we except Trey Taylor as our new Attorney with CM Smith seconded the motion and carried unanimously.
CM Yawn made a motion that we promote Johnny Weathersbee to Water Supervisor and he gets a pay increase to $12.00 per hour commencing after Frank Daniel leaves his post with CM Mimbs seconded the motion and carried unanimously.
CM Yawn made a motion that we hire Jerry Trammell as Maintenance Worker starting at $9.00 per hour with CM Sumner seconded the motion and CM Hutchinson carried the motion with CM Mimbs and CM Smith abstaining therefore motion passed 3/2.
Mayor asked if Council Member had anything to say. CM Smith asked, “If you have any thought of what our offense will be on the ordinances he will be writing up for the City. We need to make that decision.
Mayor stated, “We have 3 ordinances that need tending to; 1) Graveyard 2) Yard Cleaning 3) Water. We need to know what to charge if the law is broken, who we will be charging.
We will be faxing information over to the Attorney on the Graveyard Ordinances.
Water Ordinances – Attorney will make an ordinance that require all residence of the city will have water hookup to every house, 1 meter; 1 House. Homes that have wells will only be used for outside usage only.
1st offense $100.00
2nd offense $200.00
3rd offense $400.00
All offense will go to court.
After much discussion on water meters a decision was made to charge $15.00 minimum charge on all meters at Deerwood apartments.
CM Hutchinson made a motion that all meters at Deerwood Village Apartment be charged a minimum charge of $15.00 per meter with CM Sumner second the motion and carried unanimously.
The Mayor stated, “The third ordinance will be about yard cleaning/debris.” After much discussion they will put this on hold until we get a better understanding of what the City needs in the ordinance.
CM Yawn stated, “I would like for the Lawyer to look into the purchasing of the property that is needed for the drainage for septic system behind the Community Center and Farmhouse Café.”
Attorney will look into what would be the best way to acquire the property and updating the City Charter.
CM Hutchinson made a motion that at 8:40pm that we adjourn Council Meeting with CM Yawn seconded the motion and carried unanimously.