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HomeMy WebLinkAboutMinutes CC - 02/17/2016 - MINS 02 17 16 REG (Migrated from Optiview)I I I Regular Meeting of the Milton City Council Wednesday, February 17 , 20 16 at 6 :00 pm Pa ge I of9 This summary is provided as a convenience and service to the public, media, and staff It is not th e intent to transcribe procee dings 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 proce edings . Official Meetings are audio and video recorded. The Regular Meeting of the Mayor and Council of the City of Milton was held on February 17, 2016 at 6:00 PM, Mayor Joe Lockwood presiding. INVOCATION De acon Joe Pupo , St. Thomas Aquinas Catholic Church, Alpharetta, Georgia CALL TO ORDER Mayor Joe Lockwood called the meeting to order. ROLL CALL Councilmembers Present: Councilmember Thurman , Councilmember Kunz , Councilmember Lusk , Councilmember Longoria, and Councilmember Mohrig. Councilmembers Absent: Councilmember Hewitt PLEDGE OF ALLEGIANCE (Led by Mayor J oe Lockwood) APPROVAL OF MEETING AGENDA (Agenda Item No. 16-043) Motion and Vote: Counci lmember Mohrig moved to approve the Meeting Agenda. Councilmember Longoria seconded the motion. The motion passed unanimousl y (6-0). Councilmember Hewitt was absent from the meet in g. PUBLIC COMMENT Regular Meeting of the Milton City Council Wednesday, February 17 , 2016 at 6 :00 pm Page 2 of9 C O NSENT AGEND A 1. Approval of the February 1, 2016 Regular City Council Meeting Minutes . (Agenda Item No. 16-044) (Sudie Gordon, City Clerk) 2 . Approval of the Financial Statements for the Period Ending January, 2016. (Agenda Item No. 16-045) (Bernadett e Harvill, Finan ce Mana ger) 3. Approval of a Memorandum of Understanding (MOU) between the City of Sandy Springs, and the City of Milton, Alpharetta, Johns Creek and Roswell , for the Purpose of Retaining a North Fulton TSPLOST Project Consultant. (Agenda Item No. 16-046) (Ken Jarrard, City Att orn ey) 4 . Approval of a Software Beta Test Agreement with Tyler Technologies , Inc. (Agenda Item No. 16-047) (Stacey In g lis , Ass istant C ity Mana ger) M otion a nd V ote : Councilmember Lusk moved to approve the Consent Agenda. Councilmember Kunz seconded the motion. The motion passed unanimously (6-0). Councilmember Hewitt was absent from the meeting. RE PORTS AND PRESENTATIONS 1. Rotary Has Heart Proclamation. (Pres ented by Mayor J oe Lockw oo d) 2. Proclamation Recognizing Student Painters Day 2016. (Pr es ented by Mayor J oe Lockw ood) FIRST PRESENT A TI O N (No ne) I I I I I I Regular Meeting of the Milton City Council Wednesday, February 17 , 2 016 at 6:00 pm Page 3 of9 PUBLIC HEARING 1. Consideration of an Ordinance to Adopt Amendments to the Fiscal 2016 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. 16-034) (Fir s t Pr esent ation at February /, 2 016 Regu lar Co un c il Mee tin g) (Stacey In glis, Ass istant City Mana ger) Stacey Inglis, Assistant City Manager As we discussed in the Work Session last week , there are a few things we need to do for the mid - year at this time. In the General Fund , we are amending the expenditures only. Revenues right now are trending as we expected them to be and will continue to monitor them throughout the fiscal year to make sure they are coming in as we anticipated. The expenditure appropriation increase will be an increase of$19,006. Information Technology Department -We are looking to decrease the line item for the Intergovernmental Agreement that we have with Johns Creek for GIS services. Currently , they are providing us a part-time employee for GIS Services for the City of Milton and they have expressed an interest in terminating the contract with us because they found a need to have that position become full-time for them. Therefore , we are going to run two parallel processes : advertising it as an in-house hire , as well as , running an RFP process to look at possibly outsourcing it. We will evaluate both processes to determine what is best for the City of Milton. As of now , we are looking at a decrease in the Information Technology Department of $25 ,900 by moving this function out ofIT and into Public Works . Public Works will have an increase for this GIS position. Municipal Court Department -There is a decrease of $12 ,000 which is for the rental of the Alpharetta Court Facility . We did not occupy the space in the beginning of the year as anticipated. Public Works Department -There is an increase of $56,906 which is to account for the GIS position. In the Other Finance Uses , this is where we account for operating transfers out to different funds and I will go over each one of these: Operating Transfer Out to Capital Projects Fund -Increasing that by $10 ,435 , 171 that is offset by decreases in the Operating Transfer out to the Capital Grant Fund and the Capital Projects Fund for the Revenue Bond. Capital Grant Fund -GDOT is covering more than anticipated with the Crabapple at Birmingham intersection project. So , we are transferring $500 ,000 of the city 's portion of the funding since it is no longer required for that particular project and moving that amount into the Capital Project Fund to cover other items. Operating Transfers to Revenue Bond Fund -This is being decreased by $9 ,935,171 which is to move the City Hall Construction Project out of the Revenue Bond Fund because it is not accurate for that fund . We put it in that fund because we anticipated getting a revenue bond with more line of credit for the construction of Bell Memorial Park and the City Hall project but we decided to Regular Meeting of the Milton Cit y Council Wednesday, February 17 , 2016 at 6:00 pm Page 4 of9 do a more traditional revenue bond to pay for the construction of the Bell Memorial Park project I allowing us to pay cash for the construction project of City Hall. So , we will move this out of the Revenue Bond into the Capital Projects Fund. E-911 Fund -This is where I made a mistake in the calculation with the Fund Balance. I pulled the beginning Fund Balance for FY16 from the ending Fund Balance FY14 instead ofFY15 , thus misrepresenting the amount of money we had in the Fund Balance. I am having to decrease the amount we are transferring out of the E-911 Fund into the Capital Projects Fund to help cover some of the costs of the North Fulton Radio Authority System. We are decreasing that line item by $256,374 and we are able to make up for it out of the GDOT money that was allocated to Crabapple at Birmingham. Capital Project Fund -We have already talked about the City Hall Project coming over from the Revenue Bond . Court Renovation -The facility costs are not as high as we anticipated so we are decreasing that line item by $45 ,000 . Public Works-The Traffic Calming line item is going to be increased by $64 ,000 to conduct more traffic calming measures in the Crabapple area . Community Development -We are increasing the Downtown Milton Master Plan by $80 ,000 because of the desire to create a master plan in the downtown area. We thought we were going to be able to get LCI funding for this but were not successful in doing so. Councilmember Lusk When were we notified of the LCI funding decision? Stacey Inglis Last week. ZONING AGENDA Zoning is transcribed verbatim 1. Consideration of RZ16-01 -To Amend the Deerfield Form Based Code , Chapter 64 , Article XX, Article 1 -General. (Agenda Item No. 16-033) (First Pr ese ntation at February 1, 2016 City Co un cil Mee tin g) (Kathleen Fi eld, Co mmunity Developm ent Director) Kathleen Field, Community Development Director We discussed this text amendment at the work session last week. As you remember, this a request I in terms of those parcels with a maximum of two stories , south of Bethany Bend for all them to I receive Transfer of Development Rights (TDRs) from other sending areas of the City. The Planning Commission at its January 27 , 2016 meeting unanimously recommended approval of this I I I Regular Meeting of the Milton City Council Wednesday , February 17, 2016 at 6:00 pm Page 5 of9 text amendment. When we discussed this item at our Work Session last week, there was a request that we look at those parcels th at are limited to two-story in height bu t are next to o r adjacent to residen tial zones . We did that, and as a resu lt of the disc u ssion, we offer the following language for this: That within th e two story height limit, the following parcels shall not receive TD Rs south of Bethany Bend: parce ls that are adjacent to 1) AG-1 (Agricultural) districts , 2) T-2 transect zones, 3) or properties zo ned or dev eloped for single family dwelling units. We have changed the language to reflect that. C ouncilmember Thurman It says u nder either of the fo ll owing conditions a parcel that is located north of the center line of Bethany B end, as depicted on the Regulating Plan , which would mean anything north of Bethany Bend you could not do this , correct? Kathleen F ield Correct. It would be excluded. C ouncilmember Thurman Anything north of Bethany Bend will be excluded. South of Bethany Bend is floated if it is adjacent to single family residential ? Kathl een Fie ld Correct. Motion and V ote: Councilmember Longoria moved to approve Agenda Item o . 16 -033 . Councilmember Mohrig seconded the motion . The motion passed (6 -0). Counci lmember Hewitt was absent from the meeting. End of ve rb atim tran scription UN FI NISHE D B US INESS 1. Consideration of an Ordinance to Adopt Amendments to the Fiscal 2016 Budget for Each Fund of the City of Mi lton, Georgia Amending the Amounts Shown in Each Budget as Expenditures, Amending the Several Items of Revenue Anticipations , Prohibiting Expenditures to Exceed Appropriations , and Prohibiting Expend itures to Exceed Actual Funding Avail able . (Agenda Item No. 16-034) (Fir st Pr ese ntation at February I , 20 16 Regu lar Council Meeting) (Public Hearin g Held at February 17, 20 16 Regu lar Cou ncil Meetin g) (Stacey In g lis , Assistant City Mana ger) S tac ey Inglis, Ass is tant C ity M ana ge r We have already spoken about the budget amendments. I will be glad to answer any questions. Regular Meeting of the Milton City Council Wednesday , February 17 , 2016 at 6:00 pm Page 6 of9 Motion and Vote: Councilmember Longoria moved to approve Agenda Item o . 16-034. Councilmember Mohrig seconded the motion. The motion passed (6-0). Councilmember Hewitt was absent from the meeting . NEW BUSINESS (No ne) MAYOR AND COUNCIL REPORTS Councilmember Kunz I went to go vote today at the new Milton Library. I just want to remind everyone if you want to do early voting it is located at the new Milton Library . Mayor Lockwood Welcome Steve. We appreciate you being here as our Interim City Manager. Steve Krokoff, Interim City Manager Thank yo u Mayor and City Council. STAFF REPORTS Department Updates 1. Fire 2. Finance 3. Information Technology 4. Communication & Engagement 5 . Human Resources Fire Department Bob Edgar, Fire Chief • The CERT Program coordinator has drafted the mission and vision statement for that program as well as the policies for the CERT Program. He is scheduled to attend the ational Fire Academy for the training to be a certified instructor and program coordinator. This is one of the better programs being offered throughout the country. The program is moving along at a good pace and has received a lot of support. We are starting to see people emailing us about how to get involved with it. I I I I I I Regular Meeting of the Milton City Council Wednesday, February I 7 , 20 I 6 at 6 :00 pm Page 7 of9 • The final programming of the North Fulton Regional Radio System is scheduled for February 29, 2016 . This will incorporate the new Fulton County Radio System into our Radio System. We will have ease of communication and everyone will be on the same page. • We had a commercial structure fire on Hwy 9 on Super Bowl Sunday. The reason I bring this up is that we had discussed about fire pre-plans regarding commercial structures . This is one of the buildings that we had a pre-plan for so the crews going into that building knew what to expect. They also knew the building next to it had greater hazards in it than the building with the fire , so here is a clear example of how the pre-plan paid off. • This past Sunday we had a fire on Hopewell Road and we are continuing our investigation with that. There were no injuries and the crews did a great job protecting exposures on each side of that building . • Fire Facility Update. We are looking at the growth in the areas , our response times, and the call volume . In a future work session , we are going to bring you a plan to look at fire facilities and where they should be located and how we are going to provide the proper coverage throughout the city . Hopefully, that will be in March or April. Councilmember Lusk The fire on Hwy 9 that you mentioned ; were there hazardous materials next to it? Bob Edgar, Fire Chief Yes sir, it had gas tanks , as well as , freon tanks . It is an air-conditioning company that stores hazardous material but we had it on our radar because we documented all of that during the pre- plan assessment and our computers had access to that on the scene . Councilmember Kunz What is the process for a commercial business to have a pre-plan executed? Does it happen automatically on the construction of the building or what typically initiates the pre-plan? Bob Edgar If it is a new building, after they receive their permits we execute a pre-plan. If it is an existing or change of occupancy , we will go in as well and inspect the building to make sure it is up to code. We also check what contents are in the building too. On an annual basis , we update everything. It is pretty much automatic. We did 348 fire proof plans last year. This year we have done 41. If any changes occur, such as change in occupancy or design of building, we will perform another pre-plan visit. Councilmember Mohrig When someone pulls a new business permit, do you get notified? Bob Edgar Yes , and if it is the same business we will still conduct an annual inspection. Regular Meeting of the Milton City Council Wednesday, February 17 , 2016 at 6:00 pm Page 8 of9 Councilmember Lusk How frequently have you found changes that have not been permitted while going through this process? Bob Edgar I can't give you any examples of that. Community Development does a good job of informing us of the new permits and then we get involved right away . Finance Department Stacey Inglis, Assistant City Manager Last week, Councilmember Thurman asked what the ending fund balance was for FY15 . The end of fund balance is near $10 .lM. We anticipated $9.2 M so we are looking at $900 ,000 more than we anticipated . So , as we go through the FYl 7 budget process keep that in mind. Bernadette Harvill, Finance Manager To tag onto that information, our auditors have informed us they are just finishing up on some of the end work and should have our financial statements for the end of the year and debt analysis toward the end of this week . Then , Stacey and I will begin doing all the management discussion and analysis and the statistical reports for FY15. In addition , businesses have until March 31 , 2016 to renew their business license to avoid penalty and interest. We have a process in place with Code Enforcement to ensure everyone is complying with those dates this year. Lastly , FIFA 's were issued on February 2, 2016 for those with outstanding property tax balances . Property owners have until March 1, 2016 to pay in order to avoid additional charges/fees. We are averaging about 205 FIFA 's per year but have only had to execute one tax sale in August 2012 (selling three properties). The next tax sale , if necessary , is scheduled for June 7 , 2016. Information Technology Department David Frizzell. IT Manager We have had an increase in the number of users (171 previously now 174). This is due to additional staff/contractors being added . The number of end users does not match with the number of actual employees . This is because we also maintain login accounts for contractors who need access to our system. We did 137 help desk requests which is a big drop from the month before. The cloud implementation is largely finished. We are doing another pass on everything to make sure everything is working as it should and are transitioning into more day-to-day operations . We have started a network project to prepare for our move to the New City Hall. Basically , we will be segmenting our network into smaller groups than it has now so that we can boost security and performance. Each group will have its own performance measurements. Councilmember Longoria How does the group that manages our servers play into this ? Does each location have its on DPN? I I I I I I Regular Meeting of the Milton City Council Wednesday, February 17 , 2016 at 6:00 pm Page 9 of9 David Frizzell VC3 manages our servers. Our critical data is in their data center. The network environment is here. Councilmember Longoria So, do we have separate internet connections for each location? Are we somehow connected between and rely on a single connection? David Frizzell We have five or six different circuits coming into City Hall , which is the hub. Then we have spokes going off in different directions (phone , TI lines , etc .). Just to keep things growing properly we need to segment things up. Communications Department Angela Thompson, Communications Manager February 27 , 2016 is the Mayor 's Run . Human Resources Department Sam Trager, Human Resource Manager Our Compensation Study Project kicks off February 29th with the consultant. Staff will be working with the consultant on the data. This week, we started the Active Shooter information training program. We are encouraging everyone in City Hall to attend one of the informational sessions to familiarize themselves with what to do /what not to do in case there is ever an active shooter in the building. ADJOURNMENT (Agenda Item No. 16-048) Motion and Vote: Councilmember Longoria moved to adjourn the Regular Meeting at 6 :45 p.m. Councilmember Mohrig seconded the motion . The motion passed unanimously (6 -0 ). Councilmember Hewitt was absent from the meeting. Date Approved: March 7, 2016