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City of Adrian Council Meeting
June 13, 2016

Mayor called the meeting to order at 6:03 pm and asked CM Yawn say the prayer, and everyone stood and said the Pledge of Allegiance.

Mayor stated that we will be having the visitors to speak first and the first up will be Jack Fleming.

Jack Fleming spoke about the yard letter that was mailed out with the water bills to everyone. He stated that the 30 day window had passed and no one has been given a citation fine for unsightly yards. He also went on to say that it was poor leadership on the part of the Mayor for not following through with the citations and that it made the Council Members look like fools. Mr. Fleming went on to say that with the Mayor having a full time job now she has not be doing her duties and he had looked up election recalls and if the Mayor continued to have amateurish Mayoral duties that he would have no recourse but to have a recalled election and have her ousted.

Mayor stated that other mayors have had full time jobs and she is no different and she sees the clerk every morning and if the clerk calls she can leave her job and take care of business.

Mayor stated that she had copies given to each council member of the properties that need to be given a 10 day warning and they were to look over the list and come to some agreement of the properties. No vote was passed on the list.

Mayor called Dwayne Sumner to speak but he was unavailable because of work. FC Yawn spoke for Dwayne Sumner stating that he knew what he wanted. Dewayne would like to purchase the old tin from the Ball field that got redone some time ago he has offered $5.00 per sheet as is. FC Yawn made a motion that we accept the offer and CM Smith seconded the motion with CM Sumner sustain from the vote but everyone else unanimous vote.

CM Hutchinson made motion that we approve the April 11, 2016 Regular Council Meeting Minutes with CM Smith seconded the motion with unanimous vote

CM Smith made a motion that we pay one person being Pam Drew pay out of the water account to allow the account to be self-sufficient. CM Hutchinson seconded the motion with unanimous vote

CM Hutchinson made a motion that we accept the contract for IT specialist with the addition of adding the hourly cost of after hour’s that are not part of the monthly hours and the addition of 30 written notice of cancelling the contract. CM Yawn seconded the motion with unanimous vote

 

The playground equipment that was given to the city was discussed on where the equipment needs to go. Several places were discussed and they talked about moving the basketball court to the tennis courts and adding 2 more goals and then putting the playground equipment where the basketball court was. They are going to table this so that they can get together this month to go over the plans and walk the court before a final decision is made at the next council meeting. CM Mimbs made motion to table with CM Hutchinson seconded the motion with unanimous vote

CM Yawn made motion we keep the Web Site for the City of Adrian with the Clerk and the Mayor being responsible for the information that is added to the web site. CM Hutchinson seconded the motion with unanimous vote

List of properties that need warnings given for property owners was discussed by council members. The Council decided to allow Officer Soto to be in charge of giving/posting the warnings. CM Yawn made motion that everything that is not wooded lots, only home lots will be issued 10 day warnings for not adhering to the order to clean properties. CM Sumner seconded the motion with unanimous vote

Update on the census is we need 43 more people’s information to complete the census and the Mayor will go door to door to get the information.

CM Hutchinson made motion that we accept the minutes for May 9, 2016 with CM Smith seconded the motion with unanimous vote

CM Smith spoke about a class that she and the clerk went to about budgets. She stated that we were advised to get with the CPA and use the same categories that they would be using so that it will be together and to clean out all the old transaction that are outdated and not cleared accounts. The clerk will have a meeting with the CPA on Friday, June 17 @ 11:00 o’clock and she should be receiving the 2015 audit also. No monies will not be changed in the budget just the categories.

CM Mimbs made a motion that we pay Carraway Computers on yearly bases not monthly with CM Yawn seconded the motion with unanimous vote

The Council Members were informed about the rules of the SPLOST accounts and how we cannot have more than 6 transactions/checks written out of the account due to Federal Regulations but we can withdraw as many times as necessary with the teller and deposit the transaction into the General Account and write a check out of there where it will leave a paper trail of the money for legal purposes.

Council Members discussed the Johnson County Chamber of Commerce and what they can do for us in the future and how we could use their prisoner to clean the Cities ditches. We will supply Gatorade every day and feed them lunches once a week. Council stated that we will pay the Invoice of $100.00 for the Chamber and CM Mimbs made the motion to approve the paying of the Chamber and the use of the prisoners with CM Sumner seconded the motion with unanimous vote

CM Smith made motion that we purchase the required OSHA/EPA book with CM Sumner seconded the motion with unanimous vote

GIRMA is holding 6 hr. class on City Contracts for local government for all officials. The Mayor has requested that some or all Council Members attend this class so that we may know what needs to be done to get better grants, this class also helps with are safety grants.

The report of Local Government Finances changes for fiscal yr. 2016 and later. After this year no more extension will be allowed after this year and the information needs to be entered by June 30, 2016

There was a discussion on rules of picking up limbs on the side of the road that citizens stack for pick up. We will be working on Ordnances with more descriptive rules on length of logs/branches once we get a City Attorney.

Heart of Georgia Altamaha Regional Commission has requested for the City to attend a meeting for short term work program on June 29, 2016. Paperwork was given to the Council to go over so that they can make decision on what projects need to be completed or new projects entered. This will have to be given to the clerk so that it can be typed up and given as the City’s new/or updated projects to be in compliance to receive money. This is being tabled at this time the Council will get up a list before June 29, 2016

CM Hutchinson made motion that we accept the General Reconciliation for May 2016 with CM Smith seconded the motion with unanimous vote

CM Hutchinson made motion that we accept the Water Reconciliation for May 2016 with CM Smith second the motion with AIF unanimous

CM Hutchinson made motion that we accept the Court Reconciliation for May 2016 with CM Smith seconded the motion with unanimous vote

CM Hutchinson made motion that we accept the Emanuel County SPLOST Reconciliation for May 2016 with CM Sumner seconded the motion with unanimous vote

CM Sumner made motion that we accept the Johnson County SPLOST Reconciliation for May 2016 with CM Hutchinson seconded the motion with unanimous vote

CM Mimbs made motion that we accept the Recreation Dept. Reconciliation for May 2016 with CM Sumner seconded the motion with unanimous vote

 

The Council discussed giving a donation to the Recreation Dept. like they do every year of $200.00. CM Sumner made motion to accept the donation for the Rec. Dept. with CM Smith seconded the motion with unanimous vote

CM Hutchinson made motion that we accept the Water Savings Account Reconciliation with CM Smith seconded the motion with unanimous vote

CM Sumner made motion that we take a break at 7:36pm with CM Yawn seconded the motion with unanimous vote

When everyone came back from break no one made a motion to enter into Reg. session.

CM Sumner made motion that we enter into Executive Session at 7:50pm with CM Smith seconded the motion with unanimous vote

EXECUTIVE SESSION

Interview for Personnel

 

CM Hutchinson made a motion to exit out of Executive Session at 8:00pm and enter into regular session with CM Smith seconded the motion with unanimous vote

Police Chief Chavis stated that the Department has issued 7 citations and recorded 7 new reports. Chief Chavis also stated that recently Law Enforcement is being required to have a Department ID card and would like to order 4 cards for the Department at the cost of $15.00 each, he further requested two pair of footwear for Sgt. Soto and himself at about $119.00 each. Chief Chavis gave an update on the Old Crown Vic police car that it still needs to have all the lettering remove along with the police lights. Due to him being in the hospital this project has been put on hold but now they are ready to work on it and will have it ready by June 20, 2016.

CM Smith made a motion that the ID cards, 2 pair of boots and added dress uniform for Sgt. Soto with CM Sumner second the motion with AIF unanimous

Safety Department report given by Asst. Clerk was on the topic of Ticks. She informed all of us how to deter ticks with Deet and to wear light color clothing keeping pants tucked in socks to keep them from crawling up your leg. Check body parts for any little bump on the skin that might be ticks. She also stated not to use the common tick removal system like alcohol to suffocate the tick but to use the tweezers to remove the head and then put on the alcohol.

Fire Department report given by FC Yawn they had 1 of each First Responders, Structure Fire, MVA, Tree down, Hay fire in the month of May. Mayor asked how many of the calls were actually City calls and FC Yawn stated that he did not separate the calls so he has no idea how many are the City calls. FC Yawn stated for everyone not to forget the 4th of July Fireworks they are looking for donation for the Fireworks and for hot dogs and all the fixings. FC Yawn also gave us an update that are classification drop from a 6-09 to a 4-y which is a very good thing and should lower the home owners insurance for the citizen of Adrian.

CM Hutchinson made a motion that we donate $500.00 to the fireworks with CM Mimbs second the motion with 2 CM approval and CM Yawn sustained

Water and Street Department report given by Frank Daniel our water superintendent which stated that the fire hydrant on Smith St. has gotten drier and he would like for the Council to consider letting the DOT man come in and give his advice on filling up that hole. The council stated that we need to wait until the well is completed and we change out the Fire hydrant before we fill the road up. CM Hutchinson asked about a place down by the church, and Frank stated that it needed fixing to. He also stated that he needed to cut the asphalt out and fill that hole in with concrete and then pack it. Mayor stated that the street department has had extra help every summer as far back as she could remember whether it was prisoners or the city hired someone and she said that Frank and Johnny are working themselves to death and they don’t have enough time to do everything. She put it before the Council to consider getting help through the prison system again. Frank stated the tank behind the City Hall was over flowing and he doesn’t know why, he has put in a call but was told to call back tomorrow. He also asked the council if they would consider getting Johnny and himself some new boots both of theirs are worn out.

CM Smith made a motion to get the street department new boots with CM Sumner seconded the motion with unanimous vote

Mayor gave the Recreation Department update stating that ball starts tonight with six teams and they have bought new balls and concession stand food and are expecting a good crowd and asked that we should stop by and be encouraging and show our concern for the recreation department.

CM Hutchinson stated that someone approached her and asked. If you rent the community center are you allowed to use the grill? The answer was yes they can use the grill. She confirmed with the clerk if the donation for Frank Pollette had been sent. The clerk stated yes.

CM Smith brought up a topic about the Land Field concerning Mr. Hooks fixing the rest of the land field. Before when he checked it was too wet to fix and now it is too dry to fix. We need to stay on top of when he will come back.

CM Yawn stated he had nothing to report.

CM Smith asked if we had a list of all the loans and when they are due. The clerk stated that she was working on that.

CM Sumner stated he had nothing to report.

CM Mimbs stated she had nothing to report.

Mayor stated she had some things to speak about. She spoke about the block grant and how we have a great chance to get this grant up to $300,000.00 dollars and we don’t have to match it. We can use it for multiple items within the City. Another item we are missing is street signs like crazy, some of them are bent some is dull and can’t read them. So we need to see about getting some new signs. When she went to Sam’s the other day she met some people that would like to set up a farmers market for the city they will bring jams, fruits and vegetables and set up at the park under the trees. She believes that the Community is fracture with everyone constantly at each other’s throats and full of drama and we need to come together. Dublin has a big screen theater that maybe we can borrow to have a movie night once a month for free and sell popcorn to get the community to come together to stop the fighting. We could even have a concert one month and rotate the movie and concert every other month. Hopefully with everyone coming together we could get along better.

Mayor requested if we could open City Hall on Wednesday so that the Clerk could get more of her work done and people will be able to come when they can’t come any other time. Many people need to speak with someone and can get anyone so having the office open will help the city and give the Clerk 40hrs and she will stay within the limits of 40hrs per week.

 

Would like all Council Members to consider purchasing the lot from Stanley to help out the septic system for the Farmhouse.

CM Yawn made a motion that we leave regular session and go into executive session at 9:00 pm with CM Sumner second the motion and AIF unanimous

EXECUTIVE SESSION

Personnel Evaluations

CM Yawn made a motion that we go out of executive session and go back into regular session at 10:25pm with CM Mimbs seconded the motion with unanimous vote

CM Mimbs made a motion that we go out of regular session and go home at 10:30pm with CM Sumner seconded the motion with unanimous vote

meeting