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HomeMy WebLinkAboutMinutes CC - 09/10/2018Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 1 of 10 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 September 10, 2018 at 6:00 PM, Mayor Joe Lockwood presiding. INVOCATION Pastor Jerry Dockery, Crabapple First Baptist Church, Milton, Georgia CALL TO ORDER Mayor Joe Lockwood called the meeting to order. ROLL CALL Councilmembers Present: Councilmember Jamison, Councilmember Kunz, Councilmember Bentley, Councilmember Longoria, and Councilmember Mohrig. PLEDGE OF ALLEGIANCE (Led by the Sons of the American Revolution) APPROVAL OF MEETING AGENDA (Add or remove items from the agenda) (Agenda Item No. 18-247) Motion and Vote: Councilmember Kunz moved to approve the Meeting Agenda with the following change: • Move Agenda Item No. 18-259 "Consideration of a Resolution Appointing a Member to the City of Milton Board of Zoning Appeals for District 1/Post 1." from New Business to before Reports and Presentations. Councilmember Bentley seconded the motion. The motion passed (6-0). W Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 2 of 10 PUBLIC COMMENT (General) The following individual submitted a public comment card: Stacy Wells O'Neil, 36 Surrey Lane, Durham, NC 27707 CONSENT AGENDA 1. Approval of the August 20, 2018 Regular City Council Meeting Minutes. (Agenda Item No. 18-248) (Sudie Gordon, City Clerk) 2. Approval of the August 27, 2018 Special Called City Council Meeting Minutes. (Agenda Item No. 18-249) (Sudie Gordon, City Clerk) 3. Approval of a Contract with Galls, LLC for the Provision of Uniforms and Related Personnel Equipment for Milton Fire and Rescue. (Agenda Item No. 18-250) (Robert Edgar, Fire Chiefi 4. Approval of Change Order #1 to the Professional Services Agreement between the City of Milton and Atlas Geographic Data, Inc. for Cadastral Conversion Services. (Agenda Item No. 18-251) (Alicia Newberry, GIS Manager) 5. Approval of an Agreement between the City of Milton and Crabapple Merchant Association Regarding Responsibilities and Obligations Related to the Co -Hosting of Crabapple Fest. (Agenda Item No. 18-252) (Courtney Spriggs, Community Outreach Manager) 6. Approval of the following Subdivision Plats: Name of Development / Location Action Comments / #lots Total Acres Density 1. Big Sky Stables LL Minor 987 & 1030 Plat 3 lots 7.53 .39 Lots / acre 13200 Bethany Road Revision (Agenda Item No. 18-253) (Carter Lucas, Assistant City Manager) Motion and Vote: Councilmember Bentley moved to approve the Consent Agenda Items. Councilmember Mohrig seconded the motion. The motion passed (6-0). Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 3 of 10 Thefollowing Agenda Item No. 18-259 was moved to before Reports and Presentations under Approval of Meeting Agenda: 1. Consideration of a Resolution Appointing a Member to the City of Milton Board of Zoning Appeals for District 1/Post 1. RESOLUTION NO. 18-09-485 (Agenda Item No. 18-259) (Mayor Joe Lockwood) Motion and Vote: Councilmember Kunz moved to approve Agenda Item No. 18-259 Appointing JASON COLE to the City of Milton Board of Zoning Appeals for District 1/ Post 1. Councilmember Mohrig seconded the motion. The motion passed (6-0). REPORTS AND PRESENTATIONS Proclamations Recognizing Constitution Week Presented to the Daughters of the American Revolution and Children of the American Revolution -- Martha Stewart Bulloch Society and Patriots of Liberty Chapter and the Sons of the American Revolution — Piedmont Chapter. (Presented by Mayor Joe Lockwood) 2. Oath of Office -- Firefighter/Paramedic Chelsea MacDonald. (Presented by Fire Chief Robert Edgar) 3. Proclamation Recognizing a Group of Committed Volunteers for Their Work to Address Food Insecurity in North Fulton. (Presented by Councilmember Matt Kunz) 4. Presentation Regarding Occupation Tax. (Presented by Sarah LaDart, Economic Development Manager) FIRST PRESENTATION 1. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt Amendments to the Fiscal 2018 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. 18-254) (Bernadette Harvill, Finance Director) Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 4 of 10 2. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt the Fiscal 2019 Budget for Each Fund of the City of Milton, Georgia Appropriating the Amounts Shown In Each Budget as Expenditures, Adopting the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No. 18-255) (Discussed at the August 13, 2018 City Council Work Session) (Bernadette Harvill, Finance Director) 3. Consideration of RZ18-12 — Article VI, Division 18 — C-1 Community Business District as it Relates to Gas Stations. (Agenda Item No. 18-256) (Carter Lucas, Assistant City Manager) 4. Consideration of an Ordinance to Amend Appendix A, Fees and Other Charges for Chapter 18, Article IV — Monitored Alarm Systems. (Agenda Item No. 18-257) (Rich Austin, Police Chiefi 5. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia to Amend Appendix A, Fees and Other Charges for Chapter 52 — Taxation. (Agenda Item No. 18-258) (Bernadette Harvill, Finance Director) Motion and Vote: Councilmember Bentley moved to approve the First Presentation Items. Councilmember Longoria seconded the motion. The motion passed (5-0). Councilmember Mohrig was absent for the vote. PUBLIC HEARING 1. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt the Fiscal 2019 Budget for Each Fund of the City of Milton, Georgia Appropriating the Amounts Shown In Each Budget as Expenditures, Adopting the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No. 18-255) (Discussed at the August 13, 2018 City Council Work Session) (First Presentation at the September 10, 2018 City Council Meeting) (Bernadette Harvill, Finance Director) Bernadette Harvill, Finance Director This is the first of two required Public Hearings for the 2019 Budget proposal. We discussed the proposed 2019 Budget during the Work Session on August 13, 2018. That presentation was based on a millage rate of 4.731 mills. After the adoption of the roll back rate of 4.39 mills, the budget Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 5 of 10 proposal was updated. In addition, staff completed their year-end request for the 2018 budget. The document in tonight's package includes both the updated property tax revenues as well as the amendments pending your approval on September 24th. Tonight's discussion will focus on the changes that have occurred since the work session as well as an overview of the new initiative requests. This year, staff has focused on creating a comprehensive GFOA compliant budget book. A budget book provides additional information to the public regarding Milton's policies, procedures, and practices. It is our hope that the additional information provided will help create a clear guide that individuals can look to in order to understand the proposed budget that staff has prepared. A big thank you to Shannon Ferguson and our Graphic Designer for helping make this possible in such a short time frame. We will begin this discussion by talking about the General Fund which accounts for all the maintenance and operation revenues and expenditures for the city. The revenue projections for the amended fiscal year 2018 budget increased total revenues by $985,575. That coupled with a reduction of $293,786 in FY2019 to account for the millage rate rollback has changed the year over year variance from 6% to 1.3%. Some of the significant increases in revenue in FY18 included $335,000 to our LOST revenue line, $227,588 to current year property taxes, $105,000 to business and occupation taxes, $80,000 for franchise fees, and $62,000 for investment income. Overall, the three tax categories at the top are projected to increase while our other revenue categories are showing an anticipated decrease. Staff is working on finding other revenue sources to offset the reliance on property taxes. As revenue projections for 2018 increased so did some of the department budgets. This, in turn, changed some of the variances between FY18 and FY 19 in the expenditure section of the summary. As a reminder, this budget proposal includes a 3% across the board market adjustment for staff, a 10% increase for medical insurance premium projections, and a 5% increase for dental, vision, and risk insurance for the city. There is a proposed investment in IT which is mostly initiatives but is also a 7.8% increase in the M&O continuing operating budget. This increase is down from a discussion we had in August due to a request to fund the current professional services contract with InterDev in FY2018. This contract has provided the city with guidance related to the current IT setup as well as the creation of an IT specific strategic plan. The M&O increase is being driven by costs related to maintenance contracts for records management and audio/visual security system enhancements in City Hall as well as ongoing software and hardware replacements. Also, as you know, FY2019 will account for a full twelve months of operating expenses at City Hall. That, along with other smaller increases to contracted labor rates result in the 12.6% increase to the General Governments Building Department. The large decrease seen in the City Clerk's Department is a direct result of the way the current IGA with Fulton County requires the city to pay for an election. Now, I would like to discuss the overall increases you will see at the bottom of the report. The 5.3% increase from FY18 to FY19 gives us a $1,185,955. Of that, $900,294 are related to the required 1% contingency in the General Fund as well as the new initiative requests that will be discussed shortly. Of the overall 23.6% increase, $4,392,006 is attributable to the return to a fully funded pay go program in the capital improvement plan which was deferred in FY18 as a result of the decision to change the year in which the city would account for property taxes. The FYI Budget will be balanced with the use of $715,635 in the unrestricted fund balance. Regarding the M&O initiatives, you will see all the requests listed from each department for enhanced or improved services. The City Clerk's Department is looking to obtain an electronic voting system. This system will allow the audience as well as the Mayor and Council to review votes as they are made as opposed to the "aye" and "nay" system. Also, there is a request for four part-time specialists Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 6 of 10 within Finance, Court, Police and Parks and Recreation. This will help alleviate the increase in the workload that we have seen in those departments over the past few years with the increased activity of the city. IT is asking for $46,600 for the maintenance and operating related activities to the IT infrastructure improvements that we are requesting in order to get the city more secure and able to be more transparent to the community. The Communications Department is asking for social media archiving software that will allow for more proactive open records requests for social media comments and activity. That department is also asking for a full-time public relations specialist to help with the increased workload in order to have a dynamic communications department. The police department is asking for an in -car camera upgrade and the body worn cameras. It is a five year lease for $57,600 per year. They are also requesting two part-time public safety officers. These officers would be utilized during high traffic times of the city at certain congestive corridors in hopes to move the traffic better since traffic issues have become one of the largest complaints we are receiving from citizens. Both the Police Department and the Public Works Department have requested Motorola Radio replacements which will bring the city into compliance with the TDMA type of radios that are required by the North Fulton Regional Radio System Authority. The Fire Department is asking for a TLAER Paratech Bipod which is a mechanism that will help them save both animals and humans in certain types of situations that only this special type of equipment can be used. The IPMBA Instructor is a trainer for the Bicycle Fire and Police Squads which will enhance this type of training so more officers and firefighters will be available to serve our citizens by riding bicycles. There is also a request for a Fire and Rescue Citizens Academy which would be just like our Citizens Goveininent Academy but focused on the Fire Department and how they help our citizens. Lastly, the Fire Department is asking for a paperless station tracking system which would allow firefighters to report when they are in the field instead of having to drive back to the station to input information. The Public Works Department is requesting an enhanced radar sign system. These signs are more portable and can be used throughout the city as opposed to having a two man crew go out and place them in a permanent location. Public Works is also requesting an emergency operations trailer. This trailer would be fully loaded with cones and signs in case of an emergency so a crew could immediately go into the field instead of loading up the equipment when an emergency occurs. The wildflower program is a test program that will be implemented at the Providence/New Providence roundabout to reduce the cost of right-of-way mowing and also enhance the beauty of vacant land. The Parks and Recreation Department is requesting a collaborative agreement with Birmingham United Methodist Church for a field lease. We will be able to utilize some of our impact fees that we currently have set aside for this lease. This will allow the city to increase baseball field space. The Community Development Department is requesting to update the Solid Waste Plan which is required to be a municipal city. The department is currently researching other ways to reduce the budgeted amount or move the plan in-house. This budgeted line item is a placeholder in case we need to hire a consultant to assist with this project. Lastly, we have multi -departmental requests. We have requested re -classifications to a few positions throughout different departments in order to correct the positions that are operating at a higher capacity than which they are currently classified. Human Resources has conducted a market study and there are a handful of adjustments that are being requested for positions that are under the market level for the position. In addition, there is a Public Safety Compression and Education request. This is a request to bring a final solution to the issue we have been having with compression and education and paying all of our Public Safety personnel fairly and equitably. Lastly, we have -a request for a Retiree Health Care Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 7 of 10 Insurance Plan. This dollar amount is a place holder to research this type of program and bring forward further options. This is an opportunity to fund employee benefits after retirement but before Medicare eligibility. This would be for employees who can retire early, at maybe 55 years old, and who may not have access to other medical insurance. This is not approving a plan but agreeing to move forward with researching this type of plan. This year we have proposed the new seven year capital improvement plan. This CIP plan was altered slightly after the decision to roll back the 2018 millage rate. A decrease of $385,220 is being transferred from the General Fund to current projects. The majority of this can be seen in the deferral for funding to the improvements of Providence Park. This project will receive funding of $600,000 but it will not recoup all of FYI original deferral at this time. The inner fund transfer from the General Fund will go towards the pay -go funding schedule in the budget document. The new capital initiatives, which we will talk about later, end the required 3% contingency in the Capital Projects Fund. The plan in front of you tonight shows the combined schedule for the seven year plan for all capital projects funds excluding TSPLOST. After that, there is the traditional form you are used to seeing which lists by department each project, the estimated project cost, what has currently been allocated to those projects, the seven year requests by funding category, and if there is any over or under funding that may be required to be looked at in future years. This year we focused on providing the seven year magnifying glass of pay -go funding. We pulled it out of the old larger table and set it aside for you since the pay -go program has become so popular. You can see exactly where that funding will be going over the next seven years. In addition, we have the Capital Initiatives Summary. The Finance Department is requesting $250,000 toward getting a replacement for the Finance software. We want to go to bid to see what else is out there since we have been having a lot of trouble with our current software. The IT Department is asking for infrastructure improvements in the amount of $457,000 which will provide for a more secure network. The Fire Department is requesting a Battalion Vehicle in the amount of $50,000. This is outside of their normal requests for vehicle funding. Public Works is requesting Crabapple Pedestrian Enhancements which will continue with the ongoing projects of providing safe pedestrian crossings. Lastly, the Parks and Recreation Department is requesting $20,000 for a shared purchase with the local lacrosse teams to obtain a lacrosse practice wall. The city will provide $20,000 and the local lacrosse teams will pull together to provide an additional $20,000 to build the wall which will enhance capabilities and increased practice time. In addition, Parks and Recreation is requesting an additional IGA field pending a favorable IGA agreement with the Fulton County School System. The city would provide $91,350 towards access to a field at Milton High School that could be turned into a usable field as opposed to just a practice field for the school. Any other changes that you see in the Budget Book reflect year over year variances and not changes in requests to the proposals in FY2019. ZONING AGENDA (None) Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 8 of 10 UNFINISHED BUSINESS 1. Consideration of an Ordinance of the City of Milton, Chapter 56, Article IV, Revise and Update Truck Weight and Length Restrictions on City Roads, to Designate Truck Routes, and for Related Purposes. ORDINANCE NO. 18-09-374 (Agenda Item No. 18-241) (Discussed at August 13, 2018 City Council Work Session) (First Presentation at August 20, 2018 City Council Meeting) (Rich Austin, Police Chief and Sara Leaders, Transportation Engineer) Rich Austin, Police Chief The Police Department often receives citizen feedback regarding traffic congestion and traffic safety on our roadways. Staff has been exploring innovative ways to address these concerns through a three way approach: Education, Enforcement and Engineering. Through this process, we discovered an untapped resource which was the utilization of truck routes. As you may know, Alpharetta just revised their truck route ordinance and we saw an opportunity to create a route that unites with Alpharetta's route as well as our other neighboring cities. This is a proposal for a change to the current truck route ordinance. The city adopted a truck route ordinance in June 2007, however, a specific route was not established. A truck route directs large trucks through the city in a manner that is conducive to safe travel and also decreases the use of our city streets as cut through paths for these large vehicles. We are establishing truck routes to help truck drivers avoid residential areas that were not designed for the types of vehicles they are driving. We want to help reduce traffic congestion by guiding these vehicles to our state roadways which are better designed for these types of vehicles. And, we want to provide safe and efficient effective routes for commercial truck travel and reduce the negative impact on our community including our infrastructure. We are proposing that trucks which weigh more than 36,000 pounds or are over thirty feet in length will be required to use the designated truck routes. Sara Leaders, Transportation Engineer On the east side of the city, the truck route is State Route 9 that ties into Alpharetta's truck route on State Route 9. Also, Westside Parkway that ties into Deerfield Parkway. And, Morris Road that ties into McGinnis Ferry Road. On the west side of the city, SRI 40 ties into both Roswell and Alpharetta's truck routes as well as SR372. Every year, we conduct routine traffic counts and we obtain vehicle class information. One class includes buses and trucks which is a vehicle that is 24-35 feet long and tractor trailers are designated as over 36 feet long. Some of the roads where we have seen some of the highest percentage of trucks is Freemanville Road, Hopewell Road, Bethany Bend, Providence Road, and New Providence Road. In 2017, as part of the North Fulton Transportation Plan, we conducted an origin and destination study. As part of that, we were able to separate regular vehicle travel from commercial vehicles. The routes where we saw the highest number of commercial vehicles pass through trips were Batesville Road, Birmingham Road, Freemanville Road, Hopewell Road, and Mayfield Road. Motion and Vote: Councilmember Bentley moved to approve Agenda Item No. 18-241. Councilmember Longoria seconded the motion. The motion passed (6-0). Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 9 of 10 The following New Business Item, Agenda Item No. 18-259, was moved to before Reports and Presentations during Approval of Meeting Agenda. NEW BUSINESS 1. Consideration of a Resolution Appointing a Member to the City of Milton Board of Zoning Appeals for District 1/Post 1. (Agenda Item No. 18-259) (Mayor Joe Lockwood) MAYOR AND COUNCIL REPORTS STAFF REPORTS Department Updates 1. Public Works 2. Fire 3. Economic Development Sara Leaders, Transportation Engineer We are still receiving funds for our TSPLOST program. We are tracking at 88% of what was projected to be received. We are about 27% through the program now. Concept work continues at Hopewell and Bethany. We are meeting with Bethany Oaks Subdivision tonight. We are beginning to move into the design phase on the Hopewell/Hamby/Thompson project. The northeast Crabapple project is in right-of-way and preparing to go to bid later this month. The Freemanville/Providence roundabout is under construction. GDOT has started on the turn lanes on SR372 at Green and Batesville. The Morris/Webb roundabout is nearing completion. The GDOT Crabapple project has about two more weeks until the contractor closes out the project and then we will begin the final punch list. Tomorrow, traffic will be shifted over to the new bridge on State Route 140. Bob Edgar, Fire Chief We have started reaching out to our participants in the community paramedicine program to see if they have any needs at this time. On September 5th and 9th, our firefighters assisted Milton and Cambridge High School students with the placement of flags honoring those who lost their lives on 9/11. Yesterday, we utilized the new UTV we recently purchased. We had to transport a lady who had fallen off her horse in the very far back of Birmingham Park. We provided patient care and were able to bring her out of the park. It was a very successful rescue since we had the UTV equipment available. Regular Meeting of the Milton City Council Monday, September 10, 2018 at 6:00 pm Page 10 of 10 Sarah LaDart, Economic Development Manager On Thursday morning, we will host our second launch event where every Milton business that is two years old or less will come to City Hall for coffee. Tonight, we have a presentation by Shianne Robinson who is with Buxton. She will give you an update on what Buxton has done for us in the past and what they will be doing for us in 2019. ADJOURNMENT (Agenda Item No. 18-260) Motion and Vote: Councilmember Mohrig moved to adjourn the Regular Meeting at 7:37 p.m. Councilmember Longoria seconded the motion. The motion passed (6-0). Date Approved: September 24, 2018 Sudie AM Gordon, City lerk /�2/- Joe Lockwood, ayor