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HomeMy WebLinkAboutMinutes CC - 03/17/2014 - MINS 03 17 14 REG (Migrated from Optiview)Regular Meeting of the Milton City Council Monday, March 17 , 2014 at 6:00 pm Page I of 12 This summary is provided as a convenience and service to the public, media, and staff. It is not the intent to transcribe proceedings verbatim. Any reproduction of this summary must include this notice. Public comments are noted and heard by Council, but not quoted. This document includes limited presentation by Council and invited speakers in summary form. This is an official record of the Milton City Council Meeting proceedings. Official Meetings are audio and video recorded. The Regular Meeting of the Mayor and Council of the City of Milton was held on March 17,2014 at 6:00 PM, Mayor Joe Lockwood presiding. INVOCATION Remco Brommet, Chaplain for City of Milton Police and Fire CALL TO ORDER Mayor Joe Lockwood called the meeting to order. ROLLCALL Councilmembers Present: Council member Thurman, Council member Kunz, Councilmember Lusk and Council member Longoria. Councilmembers Absent: Councilmember Hewitt Councilmember Mohrig arrived at 6: 16 p . m. PLEDGE OF ALLEGIANCE APPROV AL OF MEETING AGENDA (Agenda Item No. 14-067) Motion and Vote: Council member Longoria moved to approve the Meeting Agenda with the following changes: • Move Agenda Item No. 14-078 to before First Presentation. Councilmember Thurman seconded the motion. The motion passed unanimously (5-0). Councilmember Mohrig and Council member Hewitt were absent. Regular Meeting of the Milton City Council Monday, March 17,2014 at 6:00 pm Page 2 of 12 PUBLIC COMMENT (None) CONSENT AGENDA 1. Approval of the March 3, 2014 Regular City Council Meeting Minutes. (Agenda Item No. 14-068) (Sudie Gordon, City Clerk) 2. Approval of the March 10,2014 Special Called Regular City Council Meeting Minutes. (Agenda Item No. 14-069) (Sudie Gordon, City Clerk) 3. Approval of the Financial Statements for the Period Ending February, 2014. (Agenda Item No. 14-070) (Stacey Inglis , Assistant City Manager) 4. Approval of an Agreement for Vehicle Maintenance and Repairs between the City of Milton and Cherokee Ford Lincoln of Alpharetta, LLC. (Agenda Item No. 14-071) (Mall Mariella, Fire Marshal) 5. Approval of Amendments to the Personnel Policy Handbook to Modify the City of Milton Policies Regarding Social Media, Sick Leave Appeal/Grievance Rights and Holiday Pay. (Agenda Item No. 14-072) (Sam Trager, Human Resources Director) 6. Approval of Change Order #1 for a Professional Services Agreement between the City of Milton and BM&K, P.C. for SR 372 (Crabapple Road/Birmingham Highway) Intersection Improvements and Right of Way Services. (Agenda Item No. 14-073) (Carter Lucas, Public Works Director) 7. Approval of an Agreement between the City of Milton and Williams Fire Apparatus for the Purchase of an Ambulance for Emergency Medical Transport. (Agenda Item No. 14-074) (Robert Edgar, Fire Chief) 8. Approval of an Agreement between the City of Milton and Comcast Cable Communications Management, LLC for Internet Circuit Connectivity. (Agenda Item No . 14-075) (David Frizzell, IT Manager) 9. Approval of a Professional Services Agreement between the City of Milton and Stantec Consulting Services Inc. for Milton Multi-use Trail Conne<;tion to Big Creek Greenway. (Agenda Item No. 14-076) (Carter Lucas, Public Work Director) Regular Meeting of the Milton City Council Monday, March 17,2014 at 6:00 pm Page 3 of 12 10. Approval of a Change Order between the City of Milton and Atkins North America, Inc. to Provide Preliminary Engineering -Design Phase for Crabapple Streetscape Project. (Agenda Item No. 14-077) (Carter Lucas, Public Work Director) Motion and Vote: Councilmember Lusk moved to approve the Consent Agenda. Councilmember Kunz seconded the motion. The motion passed unanimously (5-0). Councilmember Mohrig and Councilmember Hewitt were absent. REPORTS AND PRESENTATIONS Proclamation Recognizing Rare Disease Day. (Presented by Mayor Joe Lockwood) Councilmember Mohrig arrived at 6:16 p.m. The following Agenda Item No.1 4-078 was moved by Motion and Vote under Approval ofMeeting Agenda from New Business to before First Presentation. 1. Consideration of A Resolution Appointing A Member to the City of Milton Planning Commission by Appointing a Board Member for District 2/Post 1. (Agenda Item No. 14-078) RESOLUTION NO. 14-03-293 (Mayor Joe Lockwood) Councilmember Bill Lusk I would like to nominate Noel Carpenter to replace Terry Herr on our Planning Commission. Noel has worked and lived in Milton since 1997 along with his wife, Suzanne, and their three children. He has been in the construction industry for more than 20 years. In May of this year, he will graduate from Clemson University with a PhD in Planning, Design, and Built Environment. Motion and Vote: Councilmember Thurman moved to approve Agenda Item No. 14-078, appointing Noel Carpenter to the Planning Commission. Councilmember Kunz seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. Regular Meeting of the Milton City Council Monday, March 17 , 2014 at 6:00 pm Page 4 of 12 FIRST PRESENTATION (None) PUBLIC HEARING 1. Consideration of an Ordinance to Adopt Amendments to the Fiscal 2014 Budget for Each Fund of the City of Milton, Georgia Amending the Amounts Shown in Each Budget as Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No. 14-063) (First Presentation at March 3, 2014 Regular Council Me eting) (Stacey Inglis , Assistant City Manager) Stacey Inglis, Assistant City Manager We are expected to receive more Local Option Sales Tax (LOST) revenue than previously anticipated. The General Fund revenue appropriation increase is $3,608,815. The Expenditure appropriation increase is $3 ,305,636. The net Fund Balance increase is $303,179. We will receive $3 million more from LOST than anticipated . Motor vehicle taxes have increased significantly due to HB386 which replaces the birthday tax. We expect an increase in the motor vehicle tax of $150,000. Insurance premium tax is trending higher than anticipated over the past two years so we expect an increase in this tax of $1 00,000. Building permit revenue is increasing by $80,000. Court administrative fees as well as fines and forfeitures have increased by $140,000 . We are planning to move $2 million out of the General Fund to a newly created fund that accounts for the construction of three major projects: • Bell Memorial Park • City Hall • Public Safety Facility Construction costs will be supplemented with the issuance of a revenue bond and paid down over a period of ten years. Most of the funds will come from the increased revenue from LOST. Staffing levels in the Police Department are lower than industry standards based on call volume and response times. Research shows that we are lacking ten positions so in order to close the gap we are proposing four new officers and one sergeant. We have a new lease agreement for the current city hall location. We extended the term of the lease to 2019 and reduced the rent. It also allows us to give back a portion of the rented space in 2017. After meeting with Department Heads, we realized there are some inefficiencies with the current structure of city hall regarding the detectives being at Fire Station 43 and the Fire Administration away from their fire stations. We are proposing to swap spaces by moving the detectives into the City Hall area where the Fire Administration is currently residing and move Fire Administration to station 43. Regular Meeting of the Milton City Council Monday, March 17,20 I 4 at 6:00 pm Page50fl2 The cost of this move is projected to be $65,000 for renovations to City Hall and $50,000 for the Fire Station renovations for a total of $115,000. This cost will mostly be offset with the reduction in rent of $73,222. We recently promoted the Administrative Services Manager to the Finance Manager and the salary related to this position was moved from the Human Resources Department to the Finance Department. The storage of records at City Hall has exceeded its capacity so we are requesting to implement storing records offsite and contracting with a company to scan our documents. We have requested $30,000 for the implementation of this program. We are requesting to add an Assistant Fire Marshal to the Fire Department. This position will assist the Fire Marshal with fire inspections and plan reviews, fire investigations, community education outreach, emergency management and other life safety initiatives. The cost for the remainder of this fiscal year would be approximately $39,744. Also, in the Fire Department, we are requesting $29,250 to purchase three thennal imaging cameras to replace the cameras that are currently out of service or reaching the end of their life span. In the City Manager's budget, we are requesting $45,000 to fund professional consulting to explore an official public/private partnership program. Future partnerships are expected to offset this expense. In the Public Infonnation and Marketing budget, we are requesting $49,000 for the upgrade of the city's website. The city council requested to research the implementation of impact fees to offset the cost of new developments in the city. We are requesting $50,000 to hire a consultant to implement this new procedure. Due to the recent snow stonns, we are requesting to transfer funds from the contingency budget to the Public Works emergency services allowance of $55,000 and $8,000 to the fire department for overtime expenses. We are requesting to transfer $664,722 from the General Fund to the Capital Projects fund for vehicle replacement reserve for eight non-public safety vehicles. We are also requesting $233,365 for five new vehicles for the proposed new positions in the police department. We are requesting the purchase of two new automated license plate readers for a total cost of $39,917 and $57,440 to replace the Fire Battalion Chief vehicle. We are also requesting $16,000 to purchase a new Fire Safety House for community education. We are requesting $88,000 to replace school zone flashing signals at Binningham Falls Elementary School and replace others at Cogburn Elementary School. We are also requesting $180,000 to extend sidewalks on Cogburn Road from the elementary and middles schools to North Park. That concludes the summary for major expenditures in the General Fund. In the Capital Grant Fund there are revenue increases and expense increases. These increases are mostly to recognize revenues from the Transportation Alternative Program (TAP) Grant funds that we anticipate to receive for the Big Creek Project. We are funding a consultant for this project. We are anticipating receiving $200,000 from GDOT for the TAP Grant and another $30,000 from Alpharetta and North Fulton CID. We also have a match of $20,000 which will come from the Pavement Management Fund and the Capital Projects Fund and be transferred to the Capital Grant Fund. The offset for these funds will be an increase in expenditures of $250,000. We will also receive revenue from the LMIG Funds of $275,873 to go toward pavement management. Regular Meeting of the Milton City Council Monday , March 17,2014 at 6:00 pm Page 6 of 12 Councilmember Thurman I have some adjustments that I would like to see on the amended budget. We need to reduce the prior year property taxes by $60 ,000 and move it to the current year property taxes . We have a net revenue of $300,000 so I would like $100 ,000 additional for sidewalks. We have some places that I would like to see sidewalks built to fill in some gaps. Also, I would like to wait until July 1 SI to hire any new employees so they will be under a newly revised retirement plan for all new hires. Councilmember Kunz What is the benefit of the $65,000 for renovation for the existing City Hall ? Mayor Lockwood As we move forward with the new city hall, we are going to scale back the space that we are currently renting which will result in reduced rent. The savings from the reduced rent will be used to modify the Public Safety space to make it more efficient and effective until the new facility is built. Councilmember Kunz Could you please elaborate on the public/private partnerships that we are hiring a consultant to research ? City Manager Lagerbloom This is part of our discussion of moving forward with a professional concerted effort of forming partnerships with the private sector. It is to actually solidify us with partnerships as we start to bring these capital assets on board . This is to legitimize and formalize some very strong partnerships with corporations in the community that might have a vested interest in being partnered with a local government who want to deliver services to clients and customers here in Milton. Councilmember Kunz Does it really cost $49,000 to create a website? City Manager Lagerbloom The funds are for more than just creating a website . It buys us an entirely new website with a new content management service provider. There are several reasons we need this. When we launched the website in 2010 , it cost $} 0,000 for the build out of the website and a little less than $2,000 for the maintenance, however, that bought us a fairly bare bones tool. Which means that we cannot alter the format or style of the website ; we are limited by the tools that are given to us. We began to explore options to enhance our website with our current provider and they had limited ability to provide us with our needs going forward. Even though this is four times the cost of our original website provider, we will certainly receive a better quality . We will be provided with content consultants that will meet with each Department Head to gather their individual needs , rebuild a website, provide web based applications, offer easy functionality with existing software, deliver citizen interaction tools, etc. From what I understand, in the future more and more people will continue to use our website for information. More often than not, a city's website is the first contact citizen's have with their local government and the ease of using our website will be their first impression of city hall. Councilmember Kunz Can you elaborate on the Fire Safety House that is budgeted for $16,000? Regular Meeting of the Milton City Council Monday, March 17,2014 at 6:00 pm Page 7 of 12 City Manager Lagerbloom It is a community outreach program for the kids in the community to teach them about what to do in case of a fire. It is a hands-on approach to fire safety. Councilmember Lusk As we discussed earlier in the year, are we still planning to hire another detective? City Manager Lagerbloom Yes, one of the proposed new positions in the public safety department will be a detective. Councilmember Longoria Chris, I sent you a detailed email about a month ago outlining some of my thoughts regarding the IT infrastructure within the city. I know you are working on some of those items, however, Milton is known as a technology hub. We have lots of very high tech companies within the area and many of our citizens are extremely tech savvy. I think it would be highly beneficial if we formed a Technology Advisory Committee to help guide us with some of our IT challenges within the city. City Manager Lagerbloom Your email was received and has been given some thought. Our IT Department is working on some possibilities and we will have recommendations brought forth in the next few weeks. I realize we have a lot of IT expertise in the community and would greatly benefit from any data that we could acquire. It is amazing the results you get when you ask a group to brainstorm and generate creative ideas versus asking them to create something within a certain framework. We are certainly open to further exploring your idea. Zoning is transcribed verbatim ZONING AGENDA 1. Consideration of RZ13-20 -16340 Birmingham Highway with Additional Frontage on New Bull Pen Road Containing a Total of Approximately 66.40 acres by Christopher Perry to Rezone from AG-1 (Agricultural) to CUP (Community Unit Plan) to Develop 52 Single Family Residences. (Agenda Item No. 14-060) (First Presentation at March 3,2014 Regular Council Meeting) (Kathleen Field. Community Development Director) Kathleen Field, Community Development Director Thank you. Mr. Mayor and members of the City Council, the applicant of RZ 13-20 is respectively asking that this application be withdrawn without prejudice. Regular Meeting of the Milton City Council Monday , March 17,2014 at 6:00 pm Page 8 of 12 Motion and Vote: Councilmember Kunz moved to accept the withdrawal of the Applicant without prejudice for consideration ofRZI3-20. Councilmember Thurman seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. 2. Consideration of RZ13-21 -975 Birmingham Road and 15755 Birmingham Highway Containing a Total of22.3 Acres by Acadia Homes and Neighborhoods, LLC to Rezone from MIX (Mixed Use) and AG-l (Agricultural) to CUP (Community Unit Plan) to Develop 55 Single Family Residences. (Agenda Item No . 14-061) (First Presentation at March 3 , 2014 Regular Council Meeting) (Kathleen Field, Community Development Director) Kathleen Field, Community Development Director Thank you. Mr. Mayor and members of the City Council, the applicant of RZ 13-21 is respectively asking that this application be withdrawn without prejudice. A representative of Acadia Homes is in the audience should you have any questions. Motion and Vote: Council member Mohrig moved to accept the withdrawal of the Applicant without prejudice for consideration of RZ 13-21 . Councilmember Longoria seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. 3. Consideration of ZM14-01 -13660 New Providence Road, Mill Springs Academy to Modify the Site Plan Submitted on November 5, 1996 to a Revised Site Plan Submitted on February 4, 2014. (Agenda Item No. 14-062) ORDINANCE NO . 14-03-]99 (First Presentation at March 3, 2014 Regular Council Meeting) (Kathle en Field, Community Development Director) Kathleen Field, Community Development Director Thank you Mr. Mayor. This is a zoning modification for Mill Springs Academy. The first slide shows the outline of the site parcel. This shows the current zoning and you can see that the area around the site is all AG-l. By way of background, there was an original use permit for a private school that was approved by Fulton County in 1996 with the following conditions. According to the site plan as received on November 5, 1996 , a maximum of 165 ,000 square feet be allowed for the buildings, that there would be no more than 500 students from K -12 and no more than three recreational fields and four recreational courts. You have in front of you the site plan that was approved in 1996. However, in 2002, the applicant was granted a variance for several requirements of the Northwest Fulton Overlay which was approved by the Fulton County Board of Appeals. The following site plan was submitted with the request and you have that site plan. Currently, there are seven temporary buildings located near the eastern property line adjacent to Gates Mill subdivision with the internal driveway west of the temporary buildings. There is a total of 86,897 square feet existing on the campus with approximately 300-400 students. This site plan shows the existing conditions as I just stated. We now have a proposed site plan. The applicant proposes to replace the seven temporary buildings with permanent buildings for Regular Meeting of the Milton City Council Monday, March 17,2014at6:00pm Page 9 of 12 the lower school, middle school, fine arts, technology area, administration, and a second gymnasium. These changes, along with the other existing buildings represent a total of 149,166 square feet which is within the approved conditions from 1996, which as you may remember was for no more than 165,000 square feet. This is the revised site plan. Staff did note that the revised site plan of February 4, 2014, really sort of replicates almost the original site plan of 1996. Therefore, the applicant is requesting a modification as shown on their current site plan of February 4, 2014 to the 1996 site plan to reflect the changes to the overall site plan that incorporates these changes. The site plan indicates compliance with the existing conditions, variance granted, and the zoning ordinance. Additionally, the proposed use is consistent with the original request of the special use permit for a private school. Therefore, staff recommends approval/conditional of ZM 14-0 1 to replace the existing site plan with the revised site plan submitted to the Community Development Department on February 4, 2014. Their engineer from the school is in the audience who worked on the original site plan all the way through to this site plan and is certainly available to answer any questions. Robert W. Moore, 465 Saddle Lake Drive, Roswell, Georgia 30076 I am the Headmaster at Mill Springs Academy, home of the Mustangs. We are delightful members of the community and I think everything is accurate that was presented. We are just renewing the land plan. We are not doing anything different; no changes in the number of students, no football lights, nothing, just good clean fun. Just an update so we are all on the same page. We would like to thank staff for their hard work. Mayor Lockwood We are glad to have you in the City of Milton. I do think you are a good neighbor and it is a good school. We are proud to have you in our city. Motion and Vote: Councilmember Lusk moved to approve Agenda Item No. 14-062. Councilmember Thurman seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. End of Verbatim Transcription UNFINISHED BUSINESS 1. Consideration of an Ordinance to Adopt Amendments to the Fiscal 2014 Budget for Each Fund of the City of Milton, Georgia Amending the Amounts Shown in Each Budget as Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No . 14-063) ORDINANCE NO . 14-03 -198 (First Presentation at March 3,2014 Regular Council Meeting) (Public Hearing at March 17, 20i4 Regular Council Meeting) (Stacey inglis, Assistant City Manager) Regular Meeting of the Milton City Council Monday, March 17,2014 at 6:00 pm Page 10 of 12 Motion and Vote: Councilmember Longoria moved to approve Agenda Item No. 14-063 with the following amendments: 1. Decrease prior year property tax by $60,000 and increase current year property tax by $60,000 in our projection; 2. Add $100,000 into the Capital Projects Account that goes towards sidewalk construction; 3. Any new hires contemplated in this budget, and there are five in the police department and one in the fire department, would be contingent upon us waiting until at least July 1,2014 and also bringing back before the council modifications and recommendations with the city's retirement program; and 4. Keeping open the discussion on the website modification once Jason Wright is back in the office and can respond to questions before we move forward. Councilmember Lusk seconded the motion. The motion passed unanimously (6-0). Council member Hewitt was absent. 1) NEW BUSINESS The following Agenda Item No. 14-078 was moved by Motion and Vote under Approval ofMeeting Agenda to before First Presentation. I. Consideration of A Resolution Appointing A Member to the City of Milton Planning Commission by Appointing a Board Member for District 2/Post 1. (Agenda Item No. 14-078) (Mayor Joe Lockwood) 2. Consideration of A Resolution for Crowne Castle's Application for Utilization of City of Milton Right of Way for Telecommunication Facilities, as Authorized by Law. (Agenda Item No. 14-079) RESOLUTION NO . 14 -03 -294 (Ken Jarrard, City Attorney) Ken Jarrard, City Attorney This is a proposed resolution that would approve Crown Castle's Application to utilize the City of Milton right of way for telecommunication services. This is a resolution that is in accordance with state law. State law allows a utility provider to submit an application to a municipality to seek the right to erect telecommunication facilities in our right of way. This is their requirement and formal obligation to ask our approval to do that. If we do not approve this, within 60 days of making an application, state law deems it approved anyway. However, Crown Castle must still comply with our telecommunications ordinance. This is the request to use our right of way, but once they decide where they want to put a telecommunication facility, they have to submit another application to do that. Once they establish a facility, they have to pay us due compensation which is 3% of their revenue. Motion and Vote: Councilmember Longoria moved to approve consideration of a Resolution for Crowne Castle's Application, Agenda Item No. 14-079. Councilmember Mohrig seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. Regular Meeting of the Milton City Council Monday , March 17, 2014 at 6:00 pm Page J I of 12 3. Consideration of an Application for the Abandonment of a Portion of Holly Road. (Agenda Item No. 14-080) (Carter Lucas, Public Works Director) Carter Lucas, Public Works Director We have received an application for abandonment of a portion of Holly Road. Holly Road is a gravel road on the west side of town that comes off of Hwy. 140 and dead-ends into Chadwick's Landfill. This is an opportunity for council to express any objection to this application or approve to accept it. This is not a consideration of the abandonment; just a consideration of the application. The section of the road in question is to the east of the parcel outlined in blue. Motion and Vote: Councilmember Lusk moved to approve the Application for the abandonment of Holly Road, Agenda Item No. 14-080. Councilmember Kunz seconded the motion. The motion passed unanimously (6-0). Council member Hewitt was absent. Mayor Lockwood made a motion to reconsider Agenda Item No. 14-063. Councilmember Thurman seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. Mayor Lockwood made a motion to add $25,000 to the City Manager's Budget. Councilmember Lusk seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. MA YOR AND COUNCIL REPORTS ST AFF REPORTS City Manager Lagerbloom We have officially closed and own almost 90% of the parcel that we need in Crabapple to build City Hall. In addition, there is a rezoning request that is happening in the City of Alpharetta but it largely impacts our Crabapple Community. The project is completely surrounded by the City of Milton. Behind the Crabapple Govenunent Center, there is an area that exists between the pond and the Govenunent Center. There is a proposal to build in that area what we would call a multi-family development at the end of the pond. It is a request for six condo units on three floors with underground sub-level parking. This project is evaluated against the City of Alpharetta's zoning laws and codes which are different than ours. Staff is making recommendations based on our codes and standards. Many of our citizens have expressed concern and we are making every attempt to listen to their requests. Regular Meeting of the Milton City Council Monday, March 17,2014 at 6:00 pm Page 12 of 12 We are also beginning to locate areas in the community where tornado sirens would make the most sense to install. As we continue to identify these areas, I may contact you to help me talk to citizens or neighborhood groups to explain our reasoning for the various locations. EXECUTIVE SESSION (None) ADJOURNMENT (Agenda Item No. 14 -081) Motion and Vote: Councilmember Longoria moved to adjourn the Regular Meeting at 7:37 p.m. Councilmember Mohrig seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent. After no further discussion the Regular Council Meeting adjourned at 7:37 p.m. Date Approved: April 14,2014. Sudie AM Gordon, City Clerk