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HomeMy WebLinkAboutAgenda Packet CC - 05/16/2016 - Agenda Packet 5-16-2016 Joe Lockwood, Mayor CITY COUNCIL Karen Thurman Matt Kunz Bill Lusk Burt Hewitt Joe Longoria Rick Mohrig CITY COUNCIL CHAMBERS City Hall, Suite 107E Monday, May 16, 2016 Regular Council Meeting Agenda 6:00 PM INVOCATION - Pastor Jerry Dockery, Crabapple First Baptist Church - Milton, Georgia CALL TO ORDER 1) ROLL CALL 2) PLEDGE OF ALLEGIANCE (Led by Mayor Joe Lockwood) 3) APPROVAL OF MEETING AGENDA (Add or remove items from the agenda) (Agenda Item No. 16-110) MILTON CITY COUNCIL REGULAR COUNCIL MEETING MAY 16, 2016 Page 2 of 4 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. 4) PUBLIC COMMENT 5) CONSENT AGENDA 1. Approval of the Financial Statements for the Period Ending April, 2016. (Agenda Item No. 16-111) (Bernadette Harvill, Finance Manager) 2. Approval of an Agreement between the City of Milton and Special Events Network, LLC for the Movies at the “Flicks & Food Trucks” Summer Event Series on June 4, July 2, and August 6, 2016. (Agenda Item No. 16-112) (Courtney Spriggs, Public Outreach Coordinator) 3. Approval of a Professional Services Agreement between the City of Milton and PSD Software, LLC to Provide Asset Management and Work Order Software. (Agenda Item No. 16-113) (Carter Lucas, Assistant City Manager) 4. Approval of a Professional Services Agreement between the City of Milton and Phase 3 Marketing and Communications for Brand Implementation, Website and Graphic Support. (Agenda Item No. 16-114) (Angela Thompson, Communications Manager) 6) REPORTS AND PRESENTATIONS 1. Proclamation Recognizing Memorial Day. (Presented by Councilmember Bill Lusk) 2. Presentation of the City of Milton FY 2015 Annual Audit. (Presented by Adam Fraley, Mauldin & Jenkins, LLC) MILTON CITY COUNCIL REGULAR COUNCIL MEETING MAY 16, 2016 Page 3 of 4 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. 7) FIRST PRESENTATION 1. Consideration of an Amendment to the Charter of the City of Milton, Georgia for the Purpose of Clarifying the Income Limitations Applicable to the Homestead Tax Exemptions Available to Seniors Age 65 and Over and Disabled Persons with Moderate to Low Incomes. (Agenda Item No. 16-115) (Ken Jarrard, City Attorney) 8) PUBLIC HEARING (none) 9) ZONING AGENDA (none) 10) UNFINISHED BUSINESS 1. Consideration of an Ordinance to Amend Milton City Code, Chapter 18, Emergency Management Services. (Agenda Item No. 16-107) (First Presentation at May 2, 2016 City Council Meeting) (Matt Marietta, Emergency Manager/Fire Marshal) 11) NEW BUSINESS 1. Consideration of a Resolution Appointing a Member to the City of Milton Design Review Board for District 2/Post 2. (Agenda Item No. 16-116) (Mayor Joe Lockwood) 2. Consideration of a Resolution Appointing a Member to the City of Milton Planning Commission for District 2/Post 1. (Agenda Item No. 16-117) (Mayor Joe Lockwood) 3. Consideration of a Motion to Override the Mayor’s Veto Regarding RZ16- 02/VC16-01. (Agenda Item No. 16-118) (Ken Jarrard, City Attorney) MILTON CITY COUNCIL REGULAR COUNCIL MEETING MAY 16, 2016 Page 4 of 4 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. 4. Consideration of a Waiver of Conflict Affirmatively Waiving any Actual, Potential or Apparent Conflict of Interest Arising from or Attributable to Jarrard & Davis, LLP’s Simultaneous Representation of the City of Milton and Tunnell, Spangler & Associates (TSW) as a Subcontractor to TSW in a matter unrelated to the City of Milton. (Agenda Item No. 16-119) (Ken Jarrard, City Attorney) 12) MAYOR AND COUNCIL REPORTS 13) EXECUTIVE SESSION (if needed) 14) ADJOURNMENT (Agenda Item No. 16-120) HOME OF'THE BEST QUALITY OF LIfE IN G�EO MILTOESTABLISHED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May10, 2016 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Approval of the Financial Statements for the Period Ending April, 2016. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (1APPROVED (J NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: YES wfg0 CITY ATTORNEY REVIEW REQUIRED: / YES ( NO APPROVAL BY CITY ATTORNEY: ()APPROVED / NOT APPROVED PLACED ON AGENDA FOR: iIQP l 701, REMARKS: ©» Toulm PHONE: 678.242.25001 FAX: 678.242.2499*a Greens ** 4R Inio�cgyoimllfonga.uslwww.cgyofmlflonga.us w C01111flYn; C"a' 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004a.o.:"a To: Honorable Mayor and City Council Members From: Bernadette Harvill, Finance Manager Date: Submitted on May 9, 2016 for the May 23, 2016 Regular Council Meeting Agenda Item: Financial Statements for Period 7 –April 2016 Overview and Financial Highlights: General Fund Revenue collections for the General Fund are .99% over what is anticipated for the seventh period of the fiscal year. Total expenditures to-date are $16,331,905 and are 1.86% less than expected for this period of the fiscal year. Capital Project Fund Expenditures within this fund continue to occur on a project-by-project basis. With a total project expenditure budget of $25,658,906, capital expenditures-to-date total $2,072,517. City of Milton STATEMENT OF REVENUES & EXPENDITURES General Fund For the Period Ending April 2016 Actual Budgeted Variance over/(under)Actual Budgeted Variance over/(under) Property Tax 9,902,000 21,321 21,000 321 331,909 307,000 24,909 Motor Vehicle Tax 975,000 51,767 81,250 (29,483) 400,525 487,500 (86,975) Intangible Tax 200,000 16,544 16,667 (123) 93,204 100,000 (6,796) Real Estate Transfer Tax 85,000 4,172 7,083 (2,911) 40,768 42,500 (1,732) Franchise Fees 1,900,000 166,775 161,500 5,275 1,071,001 1,078,343 (7,341) Local Option Sales Tax 8,300,000 724,247 691,667 32,580 4,264,748 4,150,000 114,748 Alcohol Beverage Excise Tax 295,000 24,734 24,583 151 141,637 147,500 (5,863) Business & Occupation Tax 650,000 48,279 32,500 15,779 609,251 598,000 11,251 Insurance Premium Tax 1,800,000 - - - - - - Financial Institution Tax 39,000 - - - 38,591 35,100 3,491 Penalties & Interest 32,300 5,762 2,692 3,070 23,007 18,842 4,166 Alcohol Beverage Licenses 145,000 - - - 140,450 137,750 2,700 Other Non-Business Permits/Licenses 16,800 1,997 1,400 597 12,192 9,800 2,392 Zoning & Land Disturbance Permits 217,100 23,585 18,092 5,493 103,387 126,642 (23,255) Building Permits 480,000 32,054 40,000 (7,946) 276,390 280,000 (3,610) Intergovernmental Revenue - - - - - - - Other Charges for Service 600,000 101,383 94,472 6,911 356,076 362,298 (6,222) Municipal Court Fines 550,000 34,725 45,833 (11,109) 313,927 320,833 (6,907) Interest Earnings 20,450 3,535 1,704 1,831 25,304 11,929 13,375 Contributions & Donations - 8,582 - 8,582 9,964 - 9,964 Other Revenue 47,628 14,020 350 13,670 71,406 27,783 43,623 Other Financing Sources 38,000 850 850 - 1,214 1,214 - Total Revenues 26,293,278 1,284,332 1,241,643 42,689 8,324,951 8,243,033 81,918 Actual Budgeted Variance over/(under)Actual Budgeted Variance over/(under) Mayor and Council 171,375 8,465 9,656 (1,191) 88,911 95,873 (6,962) City Clerk 193,574 12,032 12,517 (485) 94,223 103,172 (8,949) City Manager 705,273 40,958 48,727 (7,769) 427,016 411,875 15,141 General Administration 43,557 466 3,388 (2,922) 22,100 26,617 (4,516) Finance 427,877 25,103 30,195 (5,092) 249,544 250,013 (469) Legal 230,000 - - - 113,614 95,833 17,781 Information Technology 837,203 47,516 57,013 (9,497) 487,910 481,265 6,644 Human Resources 341,602 17,399 20,533 (3,134) 150,524 156,205 (5,681) Risk Management 216,328 155 155 - 129,664 129,664 - General Government Buildings 396,421 32,202 33,035 (833) 225,412 231,246 (5,834) Public Information & Marketing 309,345 12,917 21,317 (8,400) 148,447 176,776 (28,329) Municipal Court 323,708 20,564 24,828 (4,264) 158,548 180,399 (21,851) Police 4,202,095 269,748 301,474 (31,725) 2,321,199 2,384,716 (63,517) Fire 5,997,260 400,333 470,892 (70,559) 3,291,225 3,388,138 (96,913) Public Works 2,086,601 100,170 158,655 (58,485) 1,027,801 1,079,297 (51,495) Parks & Recreation 1,509,405 36,278 36,597 (320) 710,333 737,754 (27,421) Community Development 688,885 47,240 52,852 (5,612) 355,228 380,067 (24,838) Economic Development 78,588 2,978 3,634 (656) 47,789 50,872 (3,083) Debt Service - Capital Lease Payment - - - - - - - Operating Transfers to Other Funds 12,564,834 - - - 6,282,417 6,282,417 - Operating Reserve 187,401 - - - - - - Total expenditures 31,511,332 1,074,523 1,285,469 (210,945)16,331,905 16,642,199 (310,294) Net Income/(Loss)(5,218,054)209,809 (8,006,954) Fund Balance - Beginning 10,081,237 10,081,237 Fund Balance - Ending 4,863,183 2,074,283 Revenues Annual Budget Current Month Year-to-Date Operating Expenditures Annual Budget Current Month Year-to-Date 2 Original Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Earth Day Vendor Fee 2,000$ 100$ 100$ (1,900)$ Hometown Jubilee Vendor Fee 1,000 - - (1,000) Interest Revenues - 1 5 5 Crabapple Fest Sponsor 15,000 - 1,000 (14,000) Earth Day Sponsor 4,500 2,250 2,250 (2,250) Concert Sponsor - - - - Mayor's Run Sponsor 1,000 - 2,000 1,000 Donations/MGG - - 310 310 T-shirt Sales - - - - Mayor's Run Reg. Fees - - 375 375 Roundup Food Sales - - - - Total revenues 23,500$ 2,351$ 6,040$ (17,460)$ EXPENDITURES Current: Special Events 79,140$ 5,385$ 41,578$ 37,562$ Total Expenditures 79,140$ 5,385$ 41,578$ 37,562$ OTHER FINANCING SOURCES (USES) Transfers in from Hotel/Motel Tax Fund 47,000$ 124$ 21,244$ (25,756)$ Total other financing sources and uses 47,000$ 124$ 21,244$ (25,756)$ Net change in fund balances (8,640)$ (14,294)$ Fund balances - beginning 30,712 30,712 Fund balances - ending 22,072$ 16,418$ City of Milton Special Events Fund Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 3 Original Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Cash Confiscations/State Funds -$ -$ -$ -$ Cash Confiscations/Fed Funds/US Marshal - - - - Cash Confiscations/Federal Funds - 2,991 40,587 40,587 Interest Revenues/State Funds - 2 13 13 Interest Revenues/Federal Funds - 5 41 41 Realized Gain on Investments/State Funds - - - - Budgeted Fund Balance - - - - Total revenues -$ 2,998$ 40,640$ 40,640$ EXPENDITURES Current: Police -$ -$ 39,786$ (39,786)$ Total Expenditures -$ -$ 39,786$ (39,786)$ OTHER FINANCING SOURCES (USES) Transfers in from General Fund -$ -$ -$ -$ Total other financing sources and uses -$ -$ -$ -$ Net change in fund balances -$ 854$ Fund balances - beginning 202,497 202,497 Fund balances - ending 202,497$ 203,352$ City of Milton Confiscated Assets Fund Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 4 Original Budgeted Amounts Amended Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Wireless 911 Fees 890,000$ 890,000$ 133,260$ 420,542$ (469,458)$ Interest Revenue - - 7 58 58 Total revenues 890,000$ 890,000$ 133,267$ 420,599$ (469,401)$ EXPENDITURES Current: Public Safety 909,080$ 909,080$ 215,614$ 298,457$ 610,623$ Total Expenditures 909,080$ 909,080$ 215,614$ 298,457$ 610,623$ OTHER FINANCING USES Unallocated -$ -$ -$ -$ -$ Operating Transfer Out to Capital Projects 300,000$ 43,626$ -$ -$ -$ Net change in fund balances (319,080)$ (62,706)$ 122,142$ Fund balances - beginning 62,719 768,794 62,719 Fund balances - ending (256,361)$ 706,088$ 184,861$ City of Milton E-911 Fund Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 5 Original Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Taxes Hotel/Motel Taxes 67,000$ 124$ 21,244$ (45,756)$ Total revenues 67,000$ 124$ 21,244$ (45,756)$ OTHER FINANCING SOURCES/(USES) Transfers out to General Fund 20,000$ -$ -$ (20,000)$ Transfers out to Special Events Fund 47,000 124 21,244 (25,756) Total other financing sources and uses 67,000$ 124$ 21,244$ (45,756)$ Net change in fund balances - - Fund balances - beginning - - Fund balances - ending -$ -$ City of Milton Hotel/Motel Tax Fund Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 6 Original Budgeted Amounts Amended Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Charges for Service Infrastructure Maintenance Fee 90,000$ 90,000$ 12,005$ 32,398$ (57,602)$ Infrastructure Maint Penalty & Interest -$ -$ 1,328$ 1,397$ 1,397$ Sidewalk Replacement Account - - - - - Crabapple Paving Fee - - - - - Traffic Calming - - - - - Tree Recompense - - - - - Landfill Host Fees 120,000 120,000 32,653 70,291 (49,709) HYA Fees - - - - Interest Revenue 500 500 136 493 (7) Realized Gain or Loss on Investments - - - - - Insurance Proceeds/Public Safety - - - - - Insurance Proceeds/Parks & Rec - - - 14,399 14,399 Insurance Proceeds/Public Works - - - - - Atlanta HIDTA Stipend - - - - - Capital Lease Proceeds - - - - - Total revenues 210,500 210,500 46,121$ 118,977$ (91,523)$ EXPENDITURES Capital Outlay City Council 710,069$ 710,069$ -$ 2,301$ 707,768$ General Admin 13,762 13,762 - - 13,762 General Govt Bldg - 9,935,171 - 330,694 9,604,477 Finance - - - - - IT - - - - - Court 100,000 55,000 - - 55,000 Police 1,079,618 1,079,618 30,502 141,286 938,332 Fire 2,541,748 2,541,748 - 138,617 2,403,131 Public Works 8,614,121 8,678,121 40,203 1,384,893 7,293,228 Parks & Recreation 2,318,210 2,318,210 1,254 71,891 2,246,319 Community Development 247,207 327,207 - 2,835 324,372 Total Capital Outlay 15,624,735$ 25,658,906$ 71,959$ 2,072,517$ 23,586,389$ Excess of revenues over expenditures (15,414,235) (25,448,406) (25,838) (1,953,539) (23,677,912) OTHER FINANCING SOURCES/(USES) Transfers in from General Fund 8,327,979$ 18,763,150$ -$ 4,163,990$ (14,599,161)$ Transfers in from E-911 Fund 300,000$ 43,626$ -$ -$ (43,626)$ Unallocated - - - - -$ Lease Proceeds - - - - -$ Proceeds of Sale of Assets - - - -$ Budgeted Fund Balance - - - - - Total other financing sources and uses 8,627,979 18,806,776 - 4,163,990 (14,642,787) Net change in fund balances (6,786,256) (6,641,630) 2,210,450 Fund balances - beginning 7,224,493 7,224,493 7,224,493 Fund balances - ending 438,237$ 582,863$ 9,434,943$ City of Milton Capital Project Fund Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 7 Original Budgeted Amounts Amended Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Intergovernmental Revenues GDOT Crabapple Streetscape 500,000$ 500,000$ -$ -$ (500,000)$ GDOT TAP (Big Creek Greenway)146,732 146,732 - 98,200 (48,532) CDBG 24,700 24,700 - 32,619 7,919 LMIG Funds 200,000 200,000 - 280,076 80,076 GDOT HPP Funds 5,938,408 5,938,408 - - (5,938,408) MARTA Grant 74,650 74,650 - 2,788 (71,863) SR 9 @ Bethany Bend Grant 872 872 - - (872) GDOT-Signage/Landscaping 4,062 4,062 - - (4,062) Trail Connection to Big Creek Greenway - - - - - Interest Revenues - - 29 94 94 Total revenues 6,889,424$ 6,889,424$ 29$ 413,776$ (6,475,648)$ EXPENDITURES Capital Outlay Unallocated -$ Public Safety - Public Works 6,212,525$ 5,712,525$ 7,620$ 499,348$ 5,213,177$ Community Development 4,900 4,900 - - 4,900 Total Capital Outlay 6,217,425$ 5,717,425$ 7,620$ 499,348$ 5,218,077$ Excess of revenues over expenditures 671,999 1,171,999 (7,591) (85,572) (1,257,571) OTHER FINANCING SOURCES (USES) Transfers in from General Fund 1,411,202$ 911,202$ -$ 705,601$ (205,601)$ Transfers in to General Fund - - -$ -$ -$ Budgeted Fund Balance - - - - - Total other financing sources and uses 1,411,202$ 911,202$ -$ 705,601$ (205,601)$ Net change in fund balances 2,083,201 2,083,201 620,029 Fund balances - beginning (2,082,969) (2,082,969) (2,082,969) Fund balances - ending 232$ 232$ (1,462,941)$ City of Milton Capital Grant Fund Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 8 Original Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Admin Fund -$ 3,053$ 12,477$ 12,477$ Law Enforcement Fund - 2,182$ 8,917$ 8,917$ Fire Fund - 12,502$ 51,096$ 51,096$ Road Fund - 15,602$ 63,766$ 63,766$ Park Fund - 71,474$ 292,110$ 292,110$ Interest Revenues - 16 45$ 45$ Total revenues -$ 104,829$ 428,410$ 428,410$ EXPENDITURES Admin Police Fire Public Works Parks & Recreation Total Capital Outlay -$ -$ -$ -$ Excess of revenues over expenditures - 104,829 428,410 428,410 OTHER FINANCING SOURCES (USES) Transfers in from General Fund -$ -$ -$ Total other financing sources and uses -$ -$ -$ -$ Net change in fund balances - 428,410 Fund balances - beginning - - Fund balances - ending -$ 428,410$ City of Milton Capital Projects Fund - Impact Fees Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 9 Original Budgeted Amounts Amended Budgeted Amounts Current Period Actuals Year-to-Date Actuals Variance with Final Budget - Positive (Negative) REVENUES Intergovernmental Revenues Interest Revenues 154.45 1,045.43 1,045.43 Contributions & Donations - - - - - Total revenues -$ -$ 154$ 1,045$ 1,045$ EXPENDITURES Capital Outlay General Government Buildings 9,935,171$ -$ -$ -$ -$ Parks & Recreation 822,974 822,974 - 699,941 123,033 Bond Principal 589,878 589,878 - - 589,878 Bond Interest 276,256 276,256 123,044 153,529 122,727 Total Capital Outlay 11,624,279$ 1,689,108$ 123,044$ 853,471$ 835,637$ Excess of revenues over expenditures (11,624,279) (1,689,108) (122,889) (852,425) 836,683 OTHER FINANCING SOURCES (USES) Transfers in from General Fund 2,825,653$ (7,109,518)$ 235,471$ 1,412,826$ 8,522,344$ Revenue Bond Proceeds 689,868 689,868 - 689,868 (0)$ Total other financing sources and uses 3,515,521$ (6,419,650)$ 235,471$ 2,102,694$ 8,522,344$ Net change in fund balances (8,108,758) (8,108,758) 1,250,269 Fund balances - beginning 8,109,005 8,109,005 8,109,005 Fund balances - ending 247$ 247$ 9,359,274$ City of Milton Capital Projects Fund - Revenue Bond Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual For the Period Ended April 30, 2016 10 n HOME OF'THE BEST QUALITY LIFE IN GEORGIA' AL MILTIONV EABLISHED2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager 40 AGENDA ITEM: Approval of an Agreement between the City of Milton and Special Events, Network, LLC for the Movies at the "Flicks & Food Trucks" Summer Event Series on June 4, July 2, and August 6, 2016. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: f f PPROVED () NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: (4"S'ES () NO CITY ATTORNEY REVIEW REQUIRED: („ VSES () NO APPROVAL BY CITY ATTORNEY (44PPROVED () NOT APPROVED PLACED ON AGENDA FOR: asl Ib) 201% REMARKS y Yom _ PHONE: 678.242.25001 FAX: 678.242.2499 -G're`en • *�awaa* *" Co ' IMoocRyoimllbnga.us 1 www.eNyoNnlNonga.us w _ LFP�1` Lm n n,' a'"d e.o.ed,4 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 o To: Honorable Mayor and City Council Members From: Courtney Spriggs, Public Outreach Coordinator Date: Submitted on May 5, 2016 for the May 16, 2016 Regular Council Meeting Agenda Item: Approval of an Agreement between the City of Milton and Special Events Network, LLC for the Movies at the “Flicks & Food Trucks” Summer Event Series on June 4, July 2, and August 6, 2016. ______________________________________________________________________________ Department Recommendation: Approval. Executive Summary: The City of Milton will host three outdoor movie events as part of our “Flicks & Food Trucks” summer event series through Special Events Network on June 4, July 2, and August 6, 2016 at Milton High School from 7:00 p.m. to 11:30 p.m. each day. June 4 is “A League of Their Own”; July 2 is “Field of Dreams”; and August 6 is “The Blind Side.” Funding and Fiscal Impact: Budgeted FY16 Special Events Network has secured B98.5 FM as an event sponsor to cover the full expense of the August 6 movie. The City is responsible for the cost of the June 4 and July 2 films ($3,100 plus licensing), providing the event venue, securing food trucks, marketing, handling security, trash and parking as needed. Additional expense to the City will be the staff time and rental of restroom facilities. Alternatives: N/A Legal Review: Paul Higbee – Jarrard & Davis (4/22/13) Page 2 of 2 Concurrent Review: Steven Krokoff, Interim City Manager Attachment(s): An agreement between the City of Milton and Special Events Network, LLC for the Movies at the “Flicks & Food Trucks” Summer Event Series on June 4, July 2 and August 6, 2016. 1 CITY LICENSE AGREEMENT In consideration of the mutual promises made herein, this License Agreement is entered into on this _____ day of May, 2016 by and between The City of Milton, Georgia (hereinafter “City”) and Special Events Network, LLC (hereinafter “SEN”); the parties do hereby agree as provided below. 1. Licensed Use: a. City hereby licenses to SEN and SEN hereby licenses from City the use of the Milton High School front lawn (13025 Birmingham Highway, Milton, Georgia 30004, the “Premises,” being property of the Fulton County Board of Education used by the City pursuant to a Use Agreement) for motion picture performances (hereinafter referred to collectively as the “Attraction”) on June 4 (“A League of Their Own”), July 2 (“Field of Dreams”) and August 6, 2016 (“The Blind Side”), from 7:00 pm to 11:30 pm each day. SEN may begin setup activities each day at 5:00 pm and shall vacate the property no later than midnight each day. This Agreement shall terminate at 11:30 pm on August 6, 2016. b. Notwithstanding any contrary provision hereunder, City shall have the right to take any actions necessary to prevent the creation of any nuisance to adjacent property owners due to SEN’s presentation of the Attraction, including but not limited to reducing the amplification or volume of any speakers or sound system associated with the Attraction. 2. Services Provided by City: a. City will designate who shall be responsible to SEN as official agent of City. b. City agrees to allow SEN to present the Attraction and to furnish for that purpose the Premises (i.e. a flat, 50’ x 50’ grassy area clear of overhead power lines or trees, such area to be accessible by vehicle with trailer), and restroom facilities. City will provide reasonable traffic control and security. c. The Premises shall become available to SEN for the taking in of equipment as outlined above. City shall provide SEN notification and/or marking of any underground utilities on the Premises, such as cables and sprinklers. City will ensure that any sprinklers are turned off during use of the Premises by SEN. d. City will promote the Attraction through reasonable advertising and on the City’s website. 2 e. City will provide adequate trash receptacles throughout the Premises, which shall be maintained and kept clean by City. City will provide clean up of the Premises after each Attraction. f. City retains the right and may exercise at any time supervision of the Premises during any time SEN has licensed the aforementioned space, so long as it does not interfere with the normal workings of SEN. City will designate a person(s) to SEN who shall be responsible for said supervision. 3. Services Provided by SEN: a. SEN will designate who shall be responsible to City as official agent of SEN. b. SEN agrees to furnish the Attraction (via a 36 foot outdoor cinema system with portable generator, and set up, operation and removal of same) for presentation at the Premises for $3100 (thirty-one hundred dollars) for the June 4 and July 2, 2016 Attraction and at no cost whatsoever to City, including, but not limited to, the legal permission of the copyright owner, and everything necessary to the Attraction not herein agreed to be furnished by City for the August 6, 2016 Attraction. SEN’s funding for the Attraction will be from third party sponsors approved by City. Equipment of SEN shall remain at all times the sole and exclusive property of SEN, and the City shall have no right, title, or interest therein or thereto, except as may be expressly set forth otherwise in this Agreement. c. SEN will not deliver any physical materials for the Attraction until the time that they are scheduled to be received at the Premises, unless City provides SEN with prior written authorization to do so. All materials belonging to the Attraction must be removed promptly after the event, unless otherwise agreed upon by both parties. City shall not be held responsible for any property of SOC that is left on the Premises. d. All expenses incurred by City directly or indirectly as a result of the use of the Premises by SEN, excepting only those expenses or costs specifically set forth in this Agreement as a responsibility of City, shall be paid by SEN. Normal usage and wear to Premises and parking lot, and/or expenses incurred or caused by patrons in attendance of the Attraction, are sole responsibility of City. e. SEN shall comply immediately with all directives of City and the Fulton County Board of Education in regard to health, safety and security matters at the 3 Premises and with all written rules and regulations relating to the Premises. This provision shall be enforceable by City, and failure of SEN to comply with the terms thereof shall be grounds for immediate termination of this Agreement by City. f. SEN shall comply with all rules and regulations governing of City and the Fulton County Board of Education and with all rules, laws, ordinances, regulations and orders of governmental authorities, including non-discrimination requirements. City shall not be liable to SEN for damages resulting from any diminution or deprivation of SEN’s rights under this Agreement on account of the exercise of any such authority as provided in this paragraph. g. SEN shall indemnify, save and hold harmless City and the Fulton County Board of Education from any liability, damages or claims resulting from: i. the violation or infringement of any copyright, patent, trademark, or similar intellectual property right, right of privacy or other statutory or common law right of any person, firm or corporation; ii. the defamation of any person, firm, or corporation; iii. any and all loss and/or damage to the City or its property caused by the SEN and/or by participants in any performance of the Attraction; or iv. Injury to personal property or the person of, or the death of, any individual present on the Premises. 4. Special Provisions: a. In the event an Attraction is prevented or rendered impossible or infeasible by any act or regulation of any public authority or bureau, tumult, strike, epidemic, interruption in or delay of transportation, war condition or emergencies, or any other cause beyond the control of SEN or City, it is understood and agreed that there shall be no claims for damages by either party to this Agreement, and SEN’s obligation to provide any such Attraction shall be deemed waived. The parties agree that any time during the event that the weather looks threatening (i.e. imminent rain, rain, looming thunder clouds, or dangerous winds capable of damaging equipment) SEN reserves the right to protect its own equipment by canceling setup/production. The parties agree that SEN reserves the right to delay setup or pause the production until suitable weather conditions exist. City and SEN agree to decide by noon on the day of the Attraction to reschedule or continue the Attraction due to weather conditions. Conditions that would cause a weather cancellation are defined as 40% chance of rain, wind gusts above 24 mph, and continual rain / thunder showers. The source of weather condition information will 4 be www.weather.com. If, due to weather, an Attraction is rescheduled before equipment setup, the Attraction will be rescheduled on a mutually agreed upon date within thirty (30) days. If an Attraction is cancelled after equipment setup, the Attraction will not be rescheduled. b. In the event SEN refuses or neglects to provide any of the items herein stated, or fails or refuses to make any of the payments as provided herein or to proceed with the Attraction, City shall have no obligation to perform this Agreement. c. Pursuant to O.C.G.A. § 50-36-1, the City must obtain a SAVE Affidavit and a secure and verifiable document evidencing SEN’s legal status in the Country each time that Contractor obtains a public benefit, including any contract, from the City. Contractor hereby verifies that it has, prior to executing this Agreement, executed a SAVE Affidavit (to be sworn under oath under criminal penalty of false swearing pursuant to O.C.G.A. § 16-10-71), a form of which is attached hereto as Exhibit “A”, and submitted such affidavit to the City in person, electronically, or by mail. Further, Contractor verifies that it has, prior to executing this Agreement, submitted a secure and verifiable document, evidencing SEN’s legal status, to the City either in person or electronically (in compliance with the Uniform Electronic Transactions Act). Contractor verifies that it is in compliance with the Residency Status of an Applicant for Public Benefit, as required by the Georgia Security and Immigration Compliance Act (O.C.G.A. § 50-36-1). d. SEN shall maintain during the term of this Agreement insurance (naming the City and the Fulton County Board of Education as additional insured) as described in Exhibit “B,” attached hereto and incorporated herein by reference. This Agreement shall not be changed, modified or varied except by a written statement signed by all parties hereto. Neither party may assign this Agreement without the express written consent of the other party. Each of the individuals who executes this Agreement agrees and represents that he is authorized to execute this Agreement on behalf of the respective entity. Accordingly, City and SEN both waive and release any right to contest the enforceability of this Agreement based upon the execution and/or approval thereof. SEN acknowledges that SEN’s relationship to City with respect to this Agreement is that of an independent contractor and not an employee of City and that this Agreement creates no joint venture between City and SEN. 5 IN WITNESS HEREOF the parties hereto have set hands and seals the day and year first above written: For the City For SEN: _____________________________ _____________________________ Name/Title: Bruce Piefke, CEO City of Milton, Georgia Special Events Network, LLC 13000 Deerfield Parkway, Suite 107 2030 Powers Ferry Rd, Suite 234 Milton, GA 30004 Atlanta, GA 30339 6 EXHIBIT “A” STATE OF GEORGIA CITY OF MILTON SAVE Affidavit By executing this affidavit under oath, and as an applicant for a public benefit, as referenced in O.C.G.A. § 50-36-1, from the City of Milton, the undersigned applicant verifies one of the following with respect to my application for a public benefit: 1) _________ I am a United States citizen. 2) _________ I am a legal permanent resident of the United States. 3) _________ I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency. My alien number issued by the Department of Homeland Security or other federal immigration agency is: ____________________. The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit. The secure and verifiable document provided with this affidavit can best be classified as: _______________________________________________________________________. In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowed by such criminal statute. Executed in ___________________ (city), __________________(state). ____________________________________ Signature of Applicant ____________________________________ Printed Name of Applicant SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ___ DAY OF ___________, 20____ _________________________ NOTARY PUBLIC My Commission Expires: ____________________________________ HOME OF 'T 'E BEST QUALITY Of LIFE IN GEORGIA'&IP MILTONESTABLISHED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager IF AGENDA ITEM: Approval of a Professional Services Agreement between the City of Milton and PSD Software, LLC to Provide Asset Management and Work Order Software. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: („)APPROVED (J NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: (,USES () NO CITY ATTORNEY REVIEW REQUIRED: k?ES () NO APPROVAL BY CITY ATTORNEY: {/APPROVED () NOT APPROVED PLACED ON AGENDA FOR: OS110 7Qff/ REMARK:S o» youlin_ - . *. PHONE: 678.242.25001 FAX: 678.242.2499 'Green' �°`eYu w IMo@clryofmlNon®c.uslwww.cHyolmlNonpc.us tommun �! 13000 Deerfield Porkway, Suite 107 1 Million GA 30004 - °•^""°° To: Honorable Mayor and City Council Members From: Carter Lucas, PE – Director of Public Works Date: Submitted on May 9, 2016 for the May 16, 2016 Regular Council Meeting Agenda Item: Approval of a Professional Services Agreement between the City of Milton and PSD Software, LLC to Provide Asset Management and Work Order Software ______________________________________________________________________________ Department Recommendation: Approval. Executive Summary: This project will provide an updated asset management and work order software program. In accordance with the city’s procurement process an RFP was issued for this project. Ten proposals were received and PSD Software, LLC was selected as the highest qualified vendor to provide this service. Staff is recommending approval of the Professional Services Agreement in an amount not to exceed $35,200 in Year 1 with licensing and hosting fees as outlined in the contract for subsequent years. Funding and Fiscal Impact: Funding for this project is available in the Asset Management Software account in the Capital Improvement Budget. Alternatives: None. Legal Review: Sam Van Volkenburgh- Jarrard & Davis, LLP 5/4/2016 Concurrent Review: Steve Krokoff- Interim City Manager Attachment(s): Professional Service Agreement ^OME OF' t A1N.1S1 i CD N07 PROFESSIONAL SERVICES AGREEMENT Public Works Asset Management & Work Order Software This Professional Services Agreement (the "Agreement") is made and entered into this day of , 2016, by and between the CITY OF MILTON, GEORGIA (hereinafter referred to as the "City"), a municipal corporation of the State of Georgia, acting by and through its governing authority, the Mayor and City Council, and having its principal place of business at 13000 Deerfield Parkway Suite 107F, Milton GA 30004, and PSD Software, LLC (hereinafter referred to as the "Consultant"), a Georgia corporation having its principal place of business at 3855 Shallowford Rd, Marietta, GA 30062. WITNESSETH THAT: WHEREAS, the City desires to employ a Consultant to perform the services described herein (the "Work"); and WHEREAS, Consultant has familiarized itself with the Contract Documents (as defined below), the Work, and with all local conditions and applicable federal, state and local laws, ordinances, rules and regulations. NOW THEREFORE, the City and Consultant, in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency of which is hereby acknowledged, agree as follows: Section 1. Contract Documents: This Agreement and the following named Exhibits, attached hereto and incorporated herein by reference, constitute the "Contract Documents": EXHIBIT A WORK DESCRIPTION EXHIBIT A-1 SOFTWARE LICENSE AGREEMENT EXHIBIT A-2 FUNCTIONALITY TABLE EXHIBIT B INSURANCE CERTIFICATE EXHIBIT C CONTRACTOR AFFIDAVIT AND AGREEMENT EXHIBIT D SUBCONTRACTOR AFFIDAVIT AND AGREEMENT To the extent that there may be any conflict among the Contract Documents, the provision operating most to the benefit of the City shall govern. Section 2. The Work: Consultant shall provide all Work described in the Work Description attached hereto as Exhibit "A", including the online hosted software product described in Exhibits "A-1" and "A-2". Unless otherwise stated in the Contract Documents, the Work shall include Consultant's provision of materials, labor, expenses, and any other cost or item necessary to complete the Work, which is generally described as to provide the software and installation services necessary for a fully operational asset management and work order software program as described herein. Upon Consultant's notice to the City that it has completed implementation of the software program covered by this Agreement, the City or its designee will make inspection of the software and give written notice of Page 1 of 9 acceptance or non-acceptance, as determined in the City's reasonable discretion, based upon the software's performance in accordance with the specifications in the Contract Documents. The City will not accept the software until compliance with the Contract Documents is achieved. The City reserves the right to cancel the Agreement based on prolonged failure to meet the software performance criteria identified in the Contract Documents. Section 3. Contract Time: A. Time for Performance by Consultant: This Agreement shall commence on the date first stated above. Consultant understands that time is of the essence of this Agreement and warrants that it will perform the Work in a prompt manner, which shall not impose delays on the progress of the Work. Consultant shall commence the project planning, installation, testing, and training components of the Work (Exhibit A, Section 2, Tasks 1-4) on or before a date to be specified on a written "Notice to Proceed" from the City. Consultant shall fully complete these components of the Work within 120 days of the "Notice to Proceed." Consultant shall provide the software license and hosting/maintenance components of the Work (Exhibit A, Section 2, Task 5 & Sections 3-4) for an initial term of five years. The initial five-year term shall start on the date the software implementation is accepted by the City as discussed in Section 2 above. At the conclusion of the initial five-year term, this Agreement shall automatically renew on an annual basis (each anniversary of the software implementation acceptance date), provided that Consultant supplies the City with notice of any increase in the annual fee at least sixty (60) days in advance of the renewal date, and acceptance of the renewal is confirmed in writing by the City at least thirty (30) days in advance of the renewal date. Renewals will be based on the same terms and conditions contained in this Agreement, provided that pricing may change as stated in Section 5 below. Consultant shall provide additional software -related services for the City, including data exportation, within a reasonable amount of time after the City's request. Consultant shall make such services available during the term of the Agreement and for one month after the final termination of this Agreement. B. Termination: This Agreement shall terminate absolutely and without further obligation on the part of the City each December 31 of every year, provided that this Agreement, absent written notice of non -renewal provided by the City to the Consultant at least five (5) days prior to December 31 of the then -current year, shall automatically renew on the following January 1. Either party may terminate this Agreement upon a breach of any provision of this Agreement by the other party and the other party's subsequent failure to cure such breach within fifteen (15) days of receipt of a written notice of the breach. The City may also terminate this Agreement at any time for convenience by providing at least thirty (30) days prior written notice of such termination to the Consultant. Title to any supplies, materials, equipment, or other personal property shall remain in the Consultant until fully paid by the City. In the event the Agreement is terminated prior to completion, the Consultant's compensation shall be the price of the Work performed prior to termination, plus a pro -rata portion of any yearly license or hosting fees in place at the time of termination. Page 2 of 9 Section 4. Work Changes: Any changes to the Work requiring an increase in the Contract Price, as defined below, shall require a written change order executed by the City in accordance with its purchasing regulations. Section 5. Compensation and Method of Payment: A. One -Time Implementation Fees: Compensation for the services performed in connection with the project planning, installation, testing, and training components of the Work shall be incurred only once, in the first year of the Agreement, and shall consist of the following: HiperWeb Installation $3,000 HiperWeb & GIS Interface Implementation $3,000 Phase I — Project Planning & Initiation $3,600 Phase H — System Requirements Analysis No Charge Phase III— Solution Definition and Design $1,200 Phase IV — Build and Test $3,600 Phase V — Training $3,600 Phase VI — Follow uo (30 days after training ends) $2,400 $20,400 Consultant may invoice the City for Phases I -Ili ($4,800) upon execution of this Agreement, for Phase IV and Installation/Implementation ($9,600) upon the City's acceptance of the software implementation, and for Phases V -VI ($6,000) upon completion of the post -training follow-up period. B. Annual Recurring Fees: Compensation for software license fees and hosting fees, which will accrue annually, shall consist of the following in the first year: HiperWeb Annual Subscription $10,000 Dedicated Server Annual Subscription $4,800 $14,800 Thereafter, the total license/hosting fee shall be adjusted as follows: Year 2 $15,540 Year 3 $16,317 Year 4 $17,132 Year 5 $17,988 Should Consultant seek to renew the Agreement after the initial five-year term, the increase in annual fee shall not exceed 5 % or CPI index, whichever is less for each renewal year based on the latest yearly percentage increase of the Consumer Price Index for All Urban Consumers (CPI -U) (All Items) for Atlanta, as published by the Bureau of Labor Statistics, U.S. Department of Labor for the May publication for the then current year. Consultant may invoice the City for the first year's annual fee upon the City's acceptance of the software implementation, and in succeeding years may invoice for annual fees on or after the anniversary of the software implementation acceptance date. Page 3 of 9 C. Supplemental Services: Consultant shall provide supplemental services at the following rates: 1. Programming for custom modifications or data conversion that is not included in subscriber license: $150/hour 2. Supplemental Training: a. Onsite: $1,500 per day plus travel expenses b. Web Meeting: $120/hr 3. Transaction/Data Export (i.e., exporting data regarding City operations stored by the software for use in other software or formats): no additional fee. Consultant shall not perform any supplemental services without first providing the City a good faith estimate of the cost for such services and receiving written approval to proceed from the City. D. Contract Price Total: The total amount paid under this Agreement for the Work shall not, in any case, exceed $35,200 in Year 1, except as outlined in Section 4 above. E. Payment of Invoices: City agrees to pay Consultant upon the City's receipt of an invoice showing the relevant purchase order number and the services charged, and upon the City's approval of the invoice following its certification that the Work was actually performed in accordance with this Agreement. Section 6. Covenants of Consultant A. Assignment of Agreement: Consultant covenants and agrees not to assign or transfer any interest in, nor delegate any duties of this Agreement, without the prior express written consent of the City. B. Responsibility of Consultant and Indemnification of City: Consultant covenants and agrees to take and assume all responsibility for the services rendered in connection with the Work. Consultant shall bear all losses and damages directly resulting to it on account of the negligent performance or character of the services rendered pursuant to this Agreement. The Consultant shall defend, indemnify and hold harmless the City, its officers, boards, commissions, elected and appointed officials, employees and agents from and against any and all claims, suits, actions, liability, judgments, damages, losses, and expenses, including but not limited to attorney's fees, which are the result of alleged willful or negligent acts, omissions or tortious conduct arising out of the performance of contracted services or operations by Consultant, any sub -consultant, anyone directly employed by Consultant or sub -consultant or anyone for whose acts or omissions Consultant or sub -consultant may be liable, regardless of whether or not the act or omission is caused in part by a party indemnified hereunder. Consultant shall not be required to indemnify the City or its officers, boards, commissions, elected or appointed officials, employees or agents against liability or claims for damages, losses, or expenses, including attorney fees, arising out of bodily injury to persons, death, or damage to property caused by or resulting from the sole negligence of the City or its officers, boards, commissions, elected or appointed officials, employees or agents. Page 4 of 9 C. Independent Consultant: Consultant hereby covenants and declares that it is engaged in an independent business and agrees to perform the Work as an independent Consultant, not as agent or employee of City. Inasmuch as City and Consultant are parties independent of one another, neither has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing by both parties. Consultant agrees not to represent itself as City's agent for any purpose to any party or to allow any employee to do so, unless specifically authorized, in advance and in writing, and then only for the limited purpose stated in such authorization. Consultant shall assume full liability for any contracts or agreements Consultant enters into on behalf of City without the express knowledge and prior written consent of City. D. Authority to Contract: The Consultant covenants and declares that it has obtained all necessary approvals of its board of directors, stockholders, general partners, limited partners or similar authorities to simultaneously execute and bind the Consultant to the terms of this Agreement, if applicable. E Insurance: Consultant shall have and maintain in full force and effect for the duration of this Agreement, insurance approved by the City as shown on Exhibit `B." Consultant shall also ensure that any subcontractors are covered by insurance policies meeting the requirements specified herein and provide proof of such coverage. F. Licenses Certifications and Permits, Standard of Care: Consultant covenants and declares that it has obtained and will maintain all diplomas, certificates, licenses, permits or the like required by any national, state, regional, city, and local boards, agencies, commissions, committees or other regulatory bodies to perform the Work. Consultant shall comply with applicable legal requirements and meet the standard of care and quality ordinarily expected of its industry. Consultant shall employ only persons duly qualified in the appropriate area of expertise to perform the Work described in this Agreement. G. Acknowledgment of Restriction on Gratuities: The Consultant and the City acknowledge that it is prohibited for any person to offer, give, or agree to give any City employee or official, or for any City employee or official to solicit, demand, accept, or agree to accept from another person, a gratuity of more than nominal value or rebate or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefor. The Consultant and the City further acknowledge that it is prohibited for any payment, gratuity, or offer of employment to be made by or on behalf of a sub - consultant under a contract to the prime Consultant or higher tier sub -consultant, or any person associated therewith, as an inducement for the award of a subcontract or order. H. Ownership of Work: All reports, drawings, specifications, and other items prepared or in the process of being prepared for the Work by Consultant ("Materials") shall be the property of the City and the City shall be entitled to full access and copies of all Materials. All copyrightable subject matter in all Materials is hereby assigned to the City and Consultant agrees to execute any additional documents necessary to evidence such assignment. Page 5 of 9 Consultant's Representative: M 0—ILL 6AGUD -- shall be authorized to act on Consultant's behalf with respect to the Work as Consultant's designated representative. Notice: All notices, writings or correspondence as required by this Agreement shall be in writing and shall be deemed received, and shall be effective, when: (1) personally delivered, or (2) on the third day after the postmark date when mailed by certified mail, postage prepaid, return receipt requested, or (3) upon actual delivery when sent via national overnight commercial carrier to the party at the addresses given below, unless a substitute address shall first be furnished to the other party by written notice in accordance herewith: NOTICE TO THE CITY shall be sent to: City Manager City of Milton 13000 Deerfield Parkway, Suite 107F Milton, Georgia 30004 NOTICE TO THE CONSULTANT shall be sent to: PSD Software, LLC Marc Kallaoun, CEO, President 3855 Shallowford Road, Suite 325 Marietta, GA 30062 K. Confidentiality: Consultant acknowledges that it may receive confidential information of the City and that it will protect the confidentiality of any such confidential information and will require any of its sub -consultants, agents and/or staff to likewise protect such confidential information. L. Meetings: Consultant shall meet with City's personnel or designated representatives to resolve technical or contractual problems that may occur during the term of the contract, at no additional cost to City. Section 7. Standard of Care: In providing services under this Agreement, the Consultant shall perform in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances at the same time and in the same or similar locality. Section 8. Miscellaneous A. Governimiz Law. This Agreement shall be governed by the laws of the State of Georgia. Any action or suit related to this Agreement shall be brought in the Superior Court of Fulton County, Georgia, and the Consultant submits to the jurisdiction and venue of such court. B. Entire Agreement. This Agreement constitutes the entire Agreement between the parties with respect to the subject matter contained herein; all prior agreements, representations, statements, negotiations, and undertakings are suspended hereby. Neither party has relied on any representation, promise, nor inducement not contained herein. Should any article(s) or section(s) of this Agreement, or any part thereof, later be deemed illegal, invalid or unenforceable by a court of competent jurisdiction, the offending portion of this Agreement should be severed, and the Page 6 of 9 remainder of this Agreement shall remain in full force and effect to the extent possible. C. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute one and the same instrument. D. Sovereign Immunity. Nothing contained in this Agreement shall be construed to be a waiver of the City's sovereign immunity or any individual's qualified good faith or official immunities. E. E -Verify Affidavits. It is the policy of the City of Milton that unauthorized aliens shall not be employed to perform work on City contracts involving the physical performance of services. Therefore, the City shall not enter into a contract for the physical performance of services unless: (1) the Consultant shall provide evidence on City -provided forms, attached hereto as Exhibits "C" and "D" (affidavits regarding compliance with the E -Verify program to be sworn under oath under criminal penalty of false swearing pursuant to O.C.G.A. § 16-10-71), that it and the Consultant's subcontractors have conducted a verification, under the federal Employment Eligibility Verification ("EEV" or "E - Verify") program, of the social security numbers, or other identifying information now or hereafter accepted by the E -Verify program, of all employees who will perform work on the City contract to ensure that no unauthorized aliens will be employed, or (2) the Consultant provides evidence that it is not required to provide an affidavit because it is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing as of the date when the contract for services is to be rendered. The Consultant hereby verifies that it has, prior to executing this Agreement, executed a notarized affidavit, the form of which is provided in Exhibit "C", and submitted such affidavit to City or provided the City with evidence that it is not required to provide such an affidavit because it is licensed and in good standing as noted in subsection (2) above. Further, the Consultant hereby agrees to comply with the requirements of the federal Immigration Reform and Control Act of 1986 (IBCA), P.L. 99-603, O.C.G.A. § 13-10-91 and Rule 300-10-1-.02. In the event the Consultant employs or contracts with any subcontractor(s) in connection with the covered contract, the Consultant agrees to secure from such subcontractor(s) attestation of the subcontractor's compliance with O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 by the subcontractor's execution of the subcontractor affidavit, the form of which is attached hereto as Exhibit "D", which subcontractor affidavit shall become part of the Consultant/subcontractor agreement, or evidence that the subcontractor is not required to provide such an affidavit because it is licensed and in good standing as noted in subsection (2) above. If a subcontractor affidavit is obtained, the Consultant agrees to provide a completed copy to the City within five (5) business days of receipt from any subcontractor. Where the Consultant is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the City Manager or his/her designee shall be authorized to conduct an inspection of the Consultant's and the Consultant's subcontractors' verification process at any time to determine that the verification was correct and complete. The Consultant and the Consultant's subcontractors shall retain all documents and records of their respective verification process for a period of five (5) years following completion of the contract. Further, where the Consultant is required to provide an Page 7 of 9 affidavit pursuant to O.C.G.A. § 13-10-91, the City Manager or his/her designee shall further be authorized to conduct periodic inspections to ensure that no City Consultant or subcontractors employ unauthorized aliens on City contracts. By entering into a contract with the City, the Consultant and the Consultant's subcontractors agree to cooperate with any such investigation by making their records and personnel available upon reasonable notice for inspection and questioning. Where Consultant or its subcontractors are found to have employed an unauthorized alien, the City Manager or his/her designee may report same to the Department of Homeland Security. The Consultant's failure to cooperate with the investigation may be sanctioned by termination of the Agreement, and the Consultant shall be liable for all damages and delays occasioned by the City thereby. The Consultant agrees that the employee -number category designated below is applicable to the Consultant. [Information only required if a contractor affidavit is required pursuant to O.C.G.A. § 13-10-91.] 500 or more employees. 100 or more employees. �wer than 100 employees. The Consultant hereby agrees that, in the event the Consultant employs or contracts with any subcontractor(s) in connection with this Agreement and where the subcontractor is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the Consultant will secure from the subcontractor(s) such subcontractor(s') indication of the above employee -number category that is applicable to the subcontractor. The above requirements shall be in addition to the requirements of State and federal law, and shall be construed to be in conformity with those laws. F. Nondiscrimination. In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and all other provisions of Federal law, the Consultant agrees that, during performance of this Agreement, Consultant, for itself, its assignees and successors in interest, will not discriminate against any employee or applicant for employment, any subcontractor, or any supplier because of race, color, creed, national origin, gender, age or disability. In addition, Consultant agrees to comply with all applicable implementing regulations and shall include the provisions of this Section F in every subcontract for services contemplated under this Agreement. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed under seal as of the date first above written. [SIGNATURES ON THE FOLLOWING PAGE] Page 8 of 9 Witnessed: Signature GPtt� �ni�n� Print Name C�s�t( SPPd�CQ /�i�nh4e( Title Attest: Signature Print Name City Clerk Title Approved as to form: City Attorney PSD Software, LLC Signature m ax C�! rte( - Print arae Title (Member[Manager) MILTON CITY COUNCIL: Joe Lockwood, Mayor Page 9 of 9 [CITY SEAL] Exhibit "A" Work Description 1. Work Obiective The CONSULTANT shall provide a hosted web based software product for Asset Management and Work Order Tracking to assist the Public Works Department in routine daily operations. 2. Scope of Services CONSULTANT shall provide project management, training, maintenance, technical support, customer service and as needed, custom programming and data exportation. Task 1 — Information Gathering & Project Plan Development CONSULTANT's project leader will organize the interview process based on responses to pre -submitted questionnaires. Each contact identified in the questionnaire will be interviewed one on one or in a role -based group environment. At that point CONSULTANT will go through the existing processes of the Public Works Department using our "Welcome to Excellence" work flow process. At this point we are also looking for opportunities for process improvement. Each user or role will be assigned the relevant task involved with ensuring the appropriate data and resources are documented in the work flow by providing responses to the project leader in provided excel spreadsheet template responses. A master project plan spreadsheet will be updated by the CONSULTANT team leader for specific date milepost and communication to the team from the CITY and provided to the CITY. Task 2 - Installation and configuration of the software on servers as well as CITY mobile devices. CONSULTANT will coordinate with its hosting partner for deployment of the server. A Secure Point to Point VPN will be set up in coordination with the CITY's appropriate IT personnel. A review of the security process to interact with the physical host will take place to ensure proper access and the CRY's internal security processes are followed. Task 3 - Testing of System and Hardware The project acceptance criteria will be thoroughly documented on the front end during the interview and project planning phase. The milestones and acceptance criteria will be clearly defined for review and sign off by City project manager. Task 4 - Training of City employees to utilize program and generate template and basic custom reports. CONSULTANT to provide a training program to train City employees in learning how to utilize program and included but not limited to generating templates and basic custom reports. CONSULTANT to deliver training to the C i ty personnel in a classroom format and provide them with training manuals for later reference. The training w i 11 b e f o r three (3) days onsite for implementation; an additional two (2) days onsite post deployment (live) support; and one (1) additional day onsite for an assessment after six months. The training format consists of instructor -led training, which includes the following components: Instructor lecture with open questions/answer format. • Instructor -led example exercises/demonstrations. • Hands on exercises for trainees using the system fully configured as they would in production environment. Additionally, CONSULTANT's trainer will walk around and chat with each user to make sure they understand how to apply their day-to-day tasks to the system. Class materials including written training manuals specific to the user types (built using standard templates and document formats for all trainees) will be provided. USER TYPES Casual Users Routine Users Heavy User Ad Hoc Reporter Management System Administrator Online training on a follow up basis is part of the ongoing support to previously trained personnel. Task 5 - Technical Support for City Staff CONSULTANT will provide access to help desk, which is managed from Sam to Bpm EST. CITY will have a dedicated point of contact for the account. Support is available by phone, remote desktop or dial in support or by submitting a ticket through the support tab within the application. 3. Software Functionality and Operability The software will be hosted, web -based and offer mobile device connectivity as fully detailed in Exhibit A-2. CONSULTANT is responsible for the complete and proper installation of the most current version of the fbperWeb CMMS Work Management, Asset Management & Inspection Module for Public Works within thirty (30) days after finalization and receipt of Project Plan Questionnaire document or as otherwise approved by the CITY. CONSULTANT shall correct, free of charge, all aspect of the Software not in compliance with the specifications in the Contract Documents that are discovered and noticed to CONSULTANT during the first 90 days after acceptance of the Software by the CITY. 4. Support CONSULTANT will deliver hosted services with a goal of 100% uptime, excluding scheduled maintenance which may be scheduled up to 48 hours in advance. Support for hardware and connectivity issues in the hosted model is provided by Venture Technologies helpdesk 365/24/7. CONSULTANT shall provide 30 days' advance notice to CITY of pending updates and enhancements. When a support request is submitted it is assigned a "level of severity" and a "business impact". Based on those assignments the appropriate priority is assigned. Level of Severity Description Default Low One user or small group affected Yes Medium Departments of large group affected P4 - Informational High Whole company affected P4 - Informational Business Impact Description Default Low More of an irritation than a stoppage Yes Medium Business degraded but reasonable workaround P4 — Informational —High Critical — Ma'or business processes stopped na High Severity Medium Severity Low Severity High Impact P1- Critical P2 — Major P3 -Minor MediumImpact P2 —Major P3 — Minor P4 - Informational -Low Impact P3 — Minor P4 - Informational P4 - Informational Priority Response Goal I Hours Resolution Plan f Hours Resolved Goal/Hours HW Status HW status HW Status P1 - Critical 1 Assigned 2 In Progress 4 Closed P2 — Major 4 12 24 P3 — Minor 8 72 96 P4 — Informational 8 na na P5 — Scheduled Upgrade 8 na na P6 — Next Upgrade 1 8 1 na I na Exhibit "A-1" SOFTWARE LICENSE AGREEMENT This Agreement is between PSD Software, LLC ("CONSULTANT") and the CITY. THE TERM AND CONDITIONS OF THIS LICENSE AGREEMENT ARE AS FOLLOWS: Section 1. Applicability. THIS AGREEMENT PERTAINS SOLELY TO CITY'S USE OF THE SOFTWARE LISTED IN Section 3. Section 2. Hosted License Grant. CONSULTANT grants to CITY a non-exclusive license for the provision of the hosted HiperWeb CMMS for Work Order Management & Asset Management module for Public Works and any updates to it provided by CONSULTANT (collectively, the "Software"), only for the direct benefit of CITY and the Affiliates of CITY as defined in Section 4. All right, title and interest in and to the Software in all forms, including all copies of the Software, remain the property of CONSULTANT. Section 3. Software License Fees. For the purposes of this Agreement the Software includes the following: HiperWeb CMMS for Work Order Management & Asset Management module for Public Works. The annual hosted License and Support/Maintenance Fees for the above listed Software shall be per the main Agreement. In consideration for such license granted hereunder, Customer agrees to pay the license fee as specified for the Software in accordance with this Agreement. Section 4. Use; Restrictions & Affiliates of Customer. For the purposes of this Agreement the Affiliates of the CITY shall mean any additional Departments other than the Public Works Department with the City of Milton plus any third party companies agreed to by CONSULTANT and CITY in writing as Additional Affiliates of Customer "Additional Affiliates" (collectively, the "Affiliates"). CONSULTANT shall not unreasonably withhold permission for CITY to add Additional Affiliates. If CITY adds Additional Affiliates then Additional License Fees and Additional Maintenance Fees (to be quoted to the CITY in advance) will be assessed based on this agreement. Except as provided herein, CITY shall use the Software solely for the internal business operations of CITY and CITY's Affiliates, and for no other purpose, including, without limitation, processing the data of any third party, remarketing or any other use. CONSULTANT may modify the Software at any time for any reason. CITY agrees to follow instructions provided by CONSULTANT from time to time for use of the Software. CITY may not sublicense or transfer its rights in the Software to any third party. Except as provided herein, CITY will not allow any third party to access or use the Software. Section 5. Intellectual Property Rights. The Software constitutes confidential and proprietary information of CONSULTANT. CITY agrees to take reasonable steps to protect the confidentiality of the Software. CITY shall not disclose or transfer the Software to third parties. CITY agrees not to reverse -engineer, decompile, modify, reproduce, rent, lease or otherwise dispose of the Software. Section b. Terni; Termination. CITY's license to use the Software shall be effective and shall terminate as stated in Section 3 of the Agreement. Section 7. Exclusion of Warranties and Limitation of Damages. SUBJECT TO THE PERFORMANCE CRITERIA SPECIFIED IN THE CONTRACT DOCUMENTS, THE LICENSED PROGRAM IS LICENSED "AS IS." THERE ARE NO IMPLIED WARRANTIES OF MERCHANTABILITY. CONSULTANT SHALL IN NO EVENT BE LIABLE TO CITY FOR ANY INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, LOST PROFITS, LOST SAVINGS OR OTHER SUCH DAMAGES ARISING OUT OF THE INSTALLATION, USE, IMPROPER USE OR INABILITY TO USE THE SOFTWARE AND/OR ANY INFORMATION OBTAINED THROUGH THE USE OF THE LICENSED PROGRAM, EVEN IF CONSULTANT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PERSON OR ENTITY. THIS INCLUDES DAMAGES RELATING TO FAILURES OF TELECOMMUNICATIONS, THE INTERNET, ELECTRONIC COMMUNICATIONS, CORRUPTION, SECURITY, LOSS OR THEFT OF DATA, VIRUSES, SPYWARE OR USE OF THE SOFTWARE ON ANY SYSTEM THAT DOES NOT MEET THE MINIMUM CONSULTANT REQUIREMENTS. CITY shall promptly inform CONSULTANT of any problem with, or deficiency in, the Software. In all situations involving the performance of the Software, CONSULTANT shall exercise reasonable efforts to correct defects, or, at CONSULTANT's option, replace the Software. CONSULTANT shall provide the CITY with a workaround for such failure until the correction is made. Subject to the cancellation provisions of the Agreement, CITY acknowledges that this Section sets forth CITY's SOLE AND EXCLUSIVE REMEDY and CONSULTANT's SOLE AND EXCLUSIVE LIABILITY, for breach of warranty. Exhibit A-2 Functionality Software will meet/provide each of the functionality requirements identified herein. 1. Asset ManagementlData Tracking The system shall be capable of maintaining a database and/or connect to databases of City assets, equipment, expenditures, etc. and provide queries and reporting abilities for these data. Listed below are examples of information we intend on tracking. 1. Roads a. Name, attributes, and work history b. Equipment, labor and material expenditures c. Funding sources d. Work by 3 -party (outside) contractors 2. Bridges/Culverts a. Location, attributes, maintenance history b. Scheduled maintenance and repair c. Equipment, labor and material expenditures d. Funding sources 3. Equipment (Trucks, Heavy Equipment, Tractors, etc.) a. Equipment make, model, year, etc. b. Equipment use by location/project, hours/miles, etc. 4. Fleet Maintenance a. Life cycle / operating costs b. Equipment use by job c. Fuel consumption d. Maintenance and repair history 5. Roadside Signs a. Inventory of signs by number, type and location b. Inventory of in-house sign materials c. Sign -related expenditures by road, work orders, projects, etc. d. Track work and cost for outside agencies 6. Stormwater Infrastructure a. Inventory of pipe, catch basins, inlets and manholes with attributes such as length, diameter, material, location (GPS coordinates), etc. b. Maintenance and repair work order history c. Recordkeeping of notes, field data, pictures, etc. d. Printing and logging of active work orders e. Documentation of work -order labor, material, equipment and funding Facility Maintenance a. Year constructed b. Maintenance and repair history c. Notification of routine scheduled maintenance 2. Customer Service Requests, Work Orders, Projects and Programs Milton uses the term "Customer Service Request" for inquiries by citizens that report a problem that requires some amount of investigation and follow-up. Customer Service Requests typically require field visits and documentation via pictures, measurements, and meeting minutes. Customer Service Requests do not usually have any costs associated with them except staff time, which is not tracked. "Work Orders" are specific tasks that require field work to correct or improve a situation. Work Orders are typically performed by in-house staff, e.g., Roads and right of way Division, Fleet Management, Building and Grounds Maintenance, etc., and have material, equipment and/or labor costs. Costs are tracked individually and usually funded from the General Fund. Schedule components include anticipated start, actual start, anticipated duration, and actual completion date. "Projects" are similar to work orders but usually larger in scope, cost and complexity. The work may be performed by City staff or a Contractor. With respect to the Work Order Management System, it is desirable for the system to track costs (material, equipment and labor) and scheduling of identified tasks. The system should have the following types of abilities and characteristics: 1. Input and scheduling of routine, preventative work orders; 2. Input of citizen complaints (i.e., Customer Service Requests) and generation of corresponding Work Orders; 3. Monitor Work Order progress; 4. Customize Work Orders with photos or other types of attachments; 5. Send multiple types of alerts (i.e., email, text messages, internal program alerts); 6. Schedule with follow-up tracking; 7. Assign work by location, Work Order, Project, and Program; 8. Allow for queries/ data pulling from past Work Orders, Projects, and Programs; 9. Track Work Orders and Projects done for outside agencies; 10. Track utility locates for each Work Order and Project; 11. Track labor, material, equipment, and fuel cost with each Work Order, Project, and Program; 12. Track production by asset location, work activity, Work Order, Programs, and Projects; 13. Generate reports for each Work Order, Project, and Program from all input aspects or by time; 14. Generate work order form for completion by field employees; 15. Capable of operating from multiple platforms with the ability to view and result work orders, manage assets and facilities from mobile devices. 3. Employee Management It is desired that the Work Order Management System be able to track individual time against these categories as well as dates, equipment and other data entered into the system. More specifically, the system should have the ability to: 1. Track regular hours, overtime, and compensatory time per employee; 2. Track hourly wages and pay grades; 3. Track temporary and seasonal staffing; 4. Track employee by Department (Road, Building and Grounds, Engineering, etc.); 5. Generate reports on individual employees and groups of employees; and; 6. Generate reports based on the Work Order, Project, and Program that employees are working on. 4. Parks and Recreation The city operates multiple facilities that can be scheduled for use by the general public, vendors or staff. The system should have the capability of allowing users to schedule time at the facilities, accept payment when required and generate work orders to ensure the facility is ready for use at the required time. 5. Geographic Information Systems Milton uses ESRI for its GIS (ArcGIS SQL Server 10.1). Functions within Public Works include the geographic tracking of Customer Service Requests, Work Orders and stormwater infrastructure. It is desired that the Work Order system is fully integrated with the GIS. As part of the proposal, vendors shall identify and describe how their system can be integrated with the GIS system (i.e., services, ArcGIS runtime, etc.). The system shall be able to work with or without access to the City's GIS database. 6. Finance and Funding The Milton Finance Department uses Incode VX by Tyler Technologies for tracking and managing the City's funds, including revenue, expenditures, and budgets. It is desirable if that the software is compatible of exporting data to Excel spreadsheets and/or Incode. Below are examples of other desired capabilities: Track annual contracts (e.g., The Road Department's annual contract for asphalt) against contract amount, time frame and invoices by Work Order, Project and Program; 2. Generate reports for annual financial contracts to show each vendor and expenditures; 3. Track Department expenditures against approved, with multiple account line items; 4. Track requisitions, purchase orders and invoices by account line item and vendor; 5. Generate reports for each annual budget, with capability to specify expenditures for multiple account line items; 6. Generate reports that illustrate the financial aspect of employee labor, equipment usage, fuel, and project by specific date range; and 7. Generate invoices for work orders and projects done for outside agencies. 7. General System Requirements The vendor shall provide to Milton a "system" that includes all software, firmware, and software licenses for an operable and acceptable Asset Management/Work Order Management System. 1. The system shall allow concurrent internal users (City staff). Proposals shall describe any limitations on the number and types of users and costs associated for multiple users; 2. The system should have an option for web base access; 3. The system should be accessible via mobile handheld devices; 4. The system should be capable of full integration with ESRI's ArcMap Geographic Information System (GIS) software. Milton currently uses Version 10.1; 5. The system should allow for a phased incorporation and utilization of existing City data; Vendor services shall include implementation of the software, including all labor, project management, installation, and basic training; The package of services should also include user manuals/materials, on-going support, maintenance services, and warranty information; The system shall be fully compatible with the City's existing Local Area Network (LAN), Wide Area Network (WAN) and standard local and networked printers; 9. Any third -party products required by the vendor to implement system shall be included as part of the proposal. 8. Training The vendor should provide on-site training to City personnel (implementation team and Public Works staff) that covers all aspects of the software, including but not limited to configuration, data entry, workflow/notifications, querying, reporting (including ad-hoc reporting tools), administration functions and technical functions. The vendor should supply to City all necessary documentation to allow the City to independently operate, administer and maintain the system. The implementation team should receive high level familiarization training at the beginning of the project to enable the implementation team to make informed decisions regarding system configuration and use that meet the needs of the City. 4. The Contractor should provide appropriate and adequate knowledge transfer, including supporting technical reference materials, to ensure that the system administrators can perform required software maintenance and successfully install system patches and future software upgrades. 9. Software Listed below are items expected to be provided with the system. Proposals shall acknowledge and describe all that are included, not applicable, or other. The Contractor shall provide, install, and implement any and all software that is necessary to make the Contractor's System fully operational and compliant. Software and firmware products the Contractor provides shall be the most recently released applicable version at the time that the product is installed or the Contractor must provide rationale with City approval for installation of such another version. The Contractor shall license to the City, or obtain a license from the licensor and sub -license to the City all software, firmware, and software products installed as art of the System. All licenses and sub -licenses shall be registered to Milton. 4. Prior to the City's acceptance of the System, Contractor shall provide City with a list of all third -party software products installed or to be installed on the City's hardware, and documentation evidencing the City's rights of use with respect to each of the third -party software products. 5. The System shall support integration (import and export) with Microsoft Office products (e.g. Word, Access and Excel). The system shall also integrate with ESRI GIS for seamless mapping, workflow management and report generation. 6. Milton's Information Technology Department is currently moving City data (files, emails, databases) into the "cloud" via Microsoft 360. Completion of this change is expected by spring 2016. The product should be capable of operating in this environment. The Contractor shall provide data migration to import all of Milton's current data into the system. The City currently uses Energov software for the work order management system. City assets are tracked in GIS and Excel spreadsheets. 10. Fleet Management Milton currently operates 5 pieces of equipment and rents, on a temporary basis, 4 additional pieces of equipment, including dump trucks, front end loaders, pick-up trucks motor graders, water trucks and rollers. There is currently no fleet management software used by the city. The City desires to establish a basic fleet management program to track maintenance history, rental history and usage. All cost as associated with the Fleet Management modules shall be listed separately. 11. Security It is desired that the system be able to limit users to specified types of data, responsibilities or roles, and associated passwords. In addition, the system should allow for the creation of strong passwords, with password aging and mandatory change intervals. 12. Support, Maintenance and Expansion The Price Schedule included in the RFP shall provide for initial costs as well as annual costs associated with normal system maintenance and upgrades. 13. Warranty Describe or enclose all warranties included. Exhibit `B" Insurance Certificate CERTIFICATE OF LIABILITY INSURANCE DATE 4/5/2016Y) THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER INTEGRATED INS SOLUTIONS OF GA/PHS 266018 P: (866) 467-8730 F: (888) 443-6112 PO BOX 29611 CHARLOTTE NC 28229 CONTACT AVE �A"10°,No,Exq: (866) 467-8730 iA�,Ne>: (888) 443-6112 ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURERA: Sentinel Ins Co LTD 11000 INSURED PSD SOFTWARE, LLC 3855 SHALLOWFORD RD STE 325 BLDG 300 MARIETTA GA 30062 INSURER B: Hartford Fire Insurance Company 19682 INSURER C INSURER D: INSURER E: INSURER F: t,VVtKAUtzb t;tKIIPIGAI-E NUMULK: REVISION NUMRER- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IYSR TYPEOFINSURANCE ADDL SUBR POLICYNU,7IBER POLICYEFF ALM11/DD/YYYY POLICYEYP LIALITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $1, 000, 000 CLAIMS -MADE MOCCUR DAMAGE TO PREMISESS ( R occurrence) $Z / 000, 000 X MEO EXP (Any one person) $101000 A X General Liab 20 SBM AC7603 01/01/2016 01/01/2017 PERSONAL & ADV INJURY $1, 000, 000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE s2, 000, 000 POLICY EJ PE a LOC PRODUCTS -COMP/OP AGG 2/ 000, 000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1 , 000, 000 (Ea accident) BODILY INJURY (Per person) $ ANY AUTO A ALL OS SCHEDULED AUTOS AUTOS 20 SBM AC7603 01/01/2016 01/01/2017 BODILY INJURY accident) $ X HIRED AUTOS X NON -OWNED AUTOS PROPERTY DAMAGE (Peraccident) $ $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE OED RETENTION $ $ IVORKERS COMPENSATIONPER ANDEMPLOYERVIMBILITY OTH- X STATUTE ER E.L. EACH ACCIDENT $500,000 B ANY PROPRIETOR/PARTNER/EXECUTIVE YIN OFFICER/MEMBER EXCLUDED? (Mandatory in NH) F N/A 20 WEC AE0836 01/01/2016 01/01/2011 E.L. DISEASE -EA EMPLOYEE $500, 000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT rj 0 0 I 0 0 0 $500,000 DESCRIPTION OF OPERATIONS/LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. Certificate holder is an additional insured per the Business Liability Coverage Form SS0008 attached to this policy. 1"=1ill IIa Pf_11111ai Pl14 DIR "A"l4 :1s N,%9 r*10 U 19SS-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Milton, GA AUTHORIZED REPRESENTATIVE 13000 DEERFIELD PKWY STE 107 - MILTON, GA 30004�� U 19SS-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD 1365669 PSD Software, LLC Certificate of Insurance (page 1 of 1) 04/22/2016 12:57:18 PM � � CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 4/22/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE 800-668-7020 FpC No : (877) 826-9067 Techlnsurance acs 1101 Central Expy. South, Suite 250 •o♦ Techinsuran�e Allen, TX 75013 E-MAIL ADDRESS: INSURERS AFFORDING COVERAGE NAIC # INSURERA: Hartford Fire Insurance Company 19682 MED EXP (Any one person) $ INSURED INSURER B: INSURERC: PSD Software, LLC INSURER D: 3855 Shallowford Rd Suite 325 AUTOMOBILE Marietta, GA 30062 INSURER E : INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL SUEREFF POLICY NUMBER MM/DDYPOL'CIYYYY POLICY EXP MMIDDIYYYY LIMITS COMMERCIAL GENERAL LIABILITY r_1 OCCUR EACH OCCURRENCE $ IAMACLAIMS-MADE ccurrence $ PREM GET OE. occurrence) MED EXP (Any one person) $ PERSONAL&ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: POLICY ❑ PRO LOC JECT OTHER: GENERAL AGGREGATE $ PRODUCTS -COMP/OP AGG $ $ AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS HIRED AUTOS NON -OWNED AUTOS COMBINED SINGLE LIMIT $ Ea ac.d.n BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ Per acddent UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE EACH OCCURRENCE S AGGREGATE $ DED I I RETENTION$ S WORKERS COMPENSATIONPER AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE❑ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below N i A OTH- STATUTE I ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYE $ E.L. DISEASE - POLICY LIMIT 1 $ A Professional Liability (Errors and Omissions) 46TE0286796 10/1/2015 10/1/2016 $1,000,000/$1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Milton, GA 13000 Deerfield Parkway, Suite 107F THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Milton, GA 30004 AUTHORIZED REPRESENTATIVE 1r 678-242-2626 (0) ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD EXHIBIT "C" CONTRACTOR AFFIDAVIT AND AGREEMENT STATE OF GEORGIA COUNTY OF COBB By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § I3-10-91, stating affirmatively that the individual, firm, or corporation winch is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E -Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C:G.A. § 13-10-91(b). Contractor hereby attests That its federal work authorization user identification number and date of authorization are as follows: E -Verify Number '7-0 i 2 - Date of Authorization PSI) Software Name of Contractor Public Forks Software Name of Project I hereby declare under penalty of perjury that the foregoing is true andIcLyrect. M� Executed on - , ;2011 Cin, l (city), (state). Signature of A �uth �'orized Officer or Agent M0 -,kc -0 -,kc -i ut� fi g �'Y�t✓% Printed Name and Title of Authorized Officer or Agent City of Milton SUBSCRIBED AND SWORN BEFORE ME ON THIS Name of Public Employer THE 2"d DAY OF A Vi l , 201 SG NOTARY PUBLIC [NOTARY SEAL] azabd Gm2ft NOTARYPUM Cabb Cal 41GEORGR My C=tlission E.q** 1~faverft ,?419 My Commission Expires: 1.1! h/ ') ;)-a Z -d Z0b6CL6U/- unoellu>i 4198 dZ5 60 50 6Z d9S EXHIBIT "D" SUBCONTRACTOR AFFIDAVIT AND AGREEMENT STATE OF GEORGIA COUNTY OF By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with PSD Software. on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E -Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period, and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub -subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub -subcontractor to the contractor within five (5) business days of receipt. If the undersigned subcontractor receives notice that a sub -subcontractor has received an affidavit from any other contracted sub -subcontractor, the undersigned subcontractor must forward, within five (5) business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: E -Verify Number Date of Authorization Name of Subcontractor Public Works Software Name of Project City of Milton Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on 201_ in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 1201—. NOTARY PUBLIC [NOTARY SEAL] My Commission Expires: M HO HE BEST QUALITY OF LIFE IN LNEO *k I LTOESTABLISHED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May12, 2016 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Approval of a Professional Services Agreement between the City of Milton and Phase 3 Marketing and Communications for Brand Implementation, Website and Graphic Support. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (..)APPROVED NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: KYES () NO CITY ATTORNEY REVIEW REQUIRED: ('GES () NO APPROVAL BY CITY ATTORNEY W PPROVED () NOT APPROVED PLACED ON AGENDA FOR: 6SIIL I2� REMARKS © y you(D PHONE: 678.242.25001 FAX: 678.242.2499 Green :s *arty.,* inlfoH oyolmlltonga.us l www.cfyofmlRanga.us wr uve Community icu,,u 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 c To: Honorable Mayor and City Council Members From: Angela Thompson, Communications Manager Date: Submitted on May 11, 2016 for the May 16, 2016 Regular Council Meeting Agenda Item: Approval of a Professional Services Agreement between the City of Milton and Phase 3 Marketing and Communications for Brand Implementation, Website and Graphic Support. ____________________________________________________________________________ Department Recommendation: Approve the agreement as presented. Executive Summary: This contract provides brand implementation, website and graphic support for the Communications and Engagement Department. Phase 3 will support the department staff in day-to-day functions with website content maintenance, community outreach and graphic design. Additional design services such as strategic plans, comprehensive transportation plans, annual reports, budget briefs, flyers, posters, advertisements and/or infographics are also supported with this contract. Funding and Fiscal Impact: The annual $74,160 cost plus one-time marketing plan at $8,250 for this service will be covered by reallocating funding from the FY2016 Innovation and Engagement Salaries and Wages budget line item. The costs associated with this contract provides for a team of subject matter experts as consultant support, while saving money for one staff member’s salary and benefits that would not be able to offer the same level of broad expertise to the City of Milton. Alternatives: Hire additional staff to provide brand implementation, website and graphic support for the Communications and Engagement Department. Legal Review: Page 2 of 2 Sam VanVolkenburgh – Jarrard & Davis (3/29/2016) Concurrent Review: Steven Krokoff, Interim City Manager Attachment(s): Professional Services Agreement between the City of Milton and Phase 3 Marketing and Communications for Brand Implementation, Website and Graphic Support 1 PROFESSIONAL SERVICES AGREEMENT BRAND IMPLEMENTATION, WEBSITE & GRAPHIC SUPPORT FOR MILTON COMMUNICATIONS This Agreement made and entered into this _____ day of _____________, in the year 2016 (the “Effective Date”), by and between The City of Milton, Georgia (sometimes referred to herein as the “City”), a municipal corporation of the state of Georgia, acting by and through its governing authority, the Mayor and City Council, and having its principal place of business at 13000 Deerfield Parkway Suite 107F, Milton GA 30004, and Phase 3 Media, LLC d/b/a Phase 3 Marketing and Communications (“Consultant” or “Phase 3”), a Georgia limited liability company having its principal place of business at 3560 Atlanta Industrial Drive, Atlanta GA 30331, with the City and Consultant together referred to herein as the “Parties.” WHEREAS, the City of Milton will require certain professional branding, graphic and website content , marketing services and communications support beginning upon the issuance of a Notice to Proceed by the City (the “Project”); and WHEREAS, the City finds that specialized knowledge, skills, and training are necessary to perform the Work (defined below) c ontemplated for the Project under this Agreement; and WHEREAS, the Consultant has represented that it specializes in brand implementation, graphic and website content, marketing and communication services , and that it is qualified by training and experience to perform the Work for the Project; NOW THEREFORE, in consideration of the mutual covenant and promises contained herein, the P arties agree as follows: 1.0 Scope of Work; Compensation 1.1 The Consultant agrees to provide , in the amounts and at the times specified by the City, the services specified in Exhibits “A” and “B”, attached hereto and incorporated herein by reference (the “Work”). As described in Exhibit “B,” the Consultant and the City shall regularly confer to identify the specific services needed by the City and timing and priority of providing such services, and Consultant will provide the City with a weekly status report on such services. Consultant will provide a bank of hours that will be used each month to deliver the requested services. No hours credit or supplemental payment will be made for unauthorized services. 1.2 The compensation for Work performed shall be based upon the ra tes and provisions set forth in Exhibit “B”. This shall be the sole basis for Consultant’s compensation and Consultant shall not be entitled to any additional cost reimbursement. City hereby agrees to purchase and to pa y Consultant for the following services: (a) development of an integrated “Plan-on-a-Page” marketing plan, for a one -time fee of $8,250; and (b) a monthly retainer of $6,180.00 for the provision of regular brand implementation, website and graphic support services. Except as authorized by the City in writing, the total amount paid in the Initial Term of this Agreement for the Work shall not exceed the sum of $8,250, plus $6,180/month for each month of the Initial Term. The total amount paid in succeeding yearly terms shall not exceed $74,160.00. The City agrees to pay the supplemental fees set 2 forth in Exhibit “B” for additional services and excess quarterly hours , provided that Consultant shall not provide such services and additional hours without to obtaining the City ’s written authorization. Compensation for all services performed and, if applicable, reimbursement for costs incurred, shall be paid to Consultant upon the City’s receipt and approval of an invoice, submitted upon completion of the Work, setting forth in de tail the services performed and costs incurred. Invoices should be submitted to Honor Motes, 13000 Deerfield Parkway, Suite 107F Milton GA 30004, for approval. Payment for all fees will be sent to P.O. Box 681163, Marietta, GA 30068 by U. S. Mail only; payment will not be hand-delivered. The Consultant requires remittances from its accounts within thirty (30) days after date of invoice so that Consultant will have money in hand before commitments reach the non-cancellable stage. On amounts not received within sixty (60) days of invoice date, a carrying charge of 2% monthly may be added. In addition, Consultant may cancel the contract immediately if any remittance due from the City is not paid within sixty (60) days after date of invoice. 1.3 Consultant shall take no calculated risk in the performance of the Work. Specifically, Consultant agrees that in the event it cannot perform the Work within the budgetary limitations established without disregarding sound principles of Consultant’s industry, Consultant will give written notice thereof immediately to the City. 1.4 The City reserves the right to order changes in the Work to be performed under this Agreement by altering, adding to, or deducting from the Work. All such changes shall be incorpora ted in written change orders executed by the Consultant and the City. Such change orders shall specify the changes ordered and any necessary adjustment of compensation and completion time. If the Parties cannot reach an agreement on the terms for performing the changed work within a reasonable time to avoid delay or other unfavorable impacts as determined by the City in its sole discretion, the City shall have the right to determine reasonable terms and the Consultant shall proceed with the changed work. 1.5 Any work added to the scope of this Agreement by a change order shall be executed under all the applicable conditions of this Agreement. No claim for additional compensation or extension of time shall be recognized, unless contained in a written change order duly executed on behalf of the City and the Consultant. 1.6 The City Manager has authority to execute without further action of the Milton City Council, any number of change orders so long as their total effect does not materially alter the terms of this Agreement or materially increase the total amount to be paid under this Agreement. Any such change orders materially altering the terms of this Agreement or increasing the total amount to be paid under this Agreement in excess of $50,000, must be approved by resolution of the Milton City Council. 2.0 Independent Contractor 2.1. The Consultant is an independent contractor . The Consultant is not an employee, agent or representative of the City of Milton. 2.2 Inasmuch as the City of Milton and the Consultant are entities independent of one another, neither has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing signed by both parties hereto. The Consultant agrees not to represent itself as the City’s agent for any purpose to any party or to allow any employee of the Consultant to do so, unless specifically authorized, in advance and in writing, and then only for the limited purpose stated in such authorization. The Consultant shall assume full liability for any contracts or agreements the Consultant enters into on behalf of the City of Milton without the express knowledge and prior written consent of the City. The Consultant agrees to be solely responsible for its own acts and those of its subordinates, employees, and 3 subcontractors during the life of this Agreement. There shall be no contractual relationship between any subcontractor or supplier and the City by virtue of this Agreement with Consultant. Any provisions of this Agreement that may appear to give the C ity the right to direct Consultant as to the details of the services to be performed by Consultant or to exercise a measure of control over such services will be deemed to mean that Consultant shall follow the directions of the City with regard to the results of such services only. 3.0 Indemnification The Consultant covenants and agrees to take and assume all responsibility for the services rendered in connection with this Agreement. The Consultant shall bear all losses and damages directly or indirectly resulting to it on account of the performance or character of the services rendered pursuant to this Agreement. Consultant shall defend, indemnify and hold harmless the City, its officers, boards, commissions, elected and appointed officials, employees and agents from and against any and all claims, suits, actions, liability, judgments, damages, losses, and expenses, includin g but not limited to, attorney’s fees, which may be the result of alleged willful, negligent or tortious conduct arising out of the Work, performance of contracted services, or operations by the Consultant , any sub-consultant, anyone directly or indirectly employed by the Consultant or sub-consultant or anyone for whose acts or omissions the Consultant or sub-consultant may be liable, regardless of whether or not the offending act or omission is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this provision. In any and all claims against the City or any of its agents or employees, by any employee of the Consultant, any sub-consultant, anyone directly or indirectly employed by the Consultant or sub-consultant or anyone for whose acts or omissions the Consultant or sub-consultant may be liable, the indemnification obligation set forth in this provision shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Consultant or any sub- consultant under workers’ or workmen’s compensation acts, disability benefit acts or other employee benefit acts. This obligation to indemnify and defend the City, its members, officers, agents, employees and volunteers shall survive termination of this Agreement. 4.0 Insurance (1) Requirements : The Consultant shall have and maintain in full force and effect for the duration of this Agreement, insurance insuring against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Work by the Consultant , its agents, representatives, employees or sub-consultants. All policies shall be subject to approval by the City Attorney to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager. (2) Minimum Limits of Insurance : Consultant shall maintain limits no less than: (a) Commercial General Liability of $1,000,000 combined single limit per occurrence with comprehensive coverage including but not limited to coverage for bodily and personal inju ry, sickness, disease or death, injury to or destruction of property, including loss of use resulting therefrom. 4 (b) Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000 combined single limit per occurrence for bodily and personal injury, sickness, disease or death, injury to or destruction of property, including loss of use resulting therefrom. (c) Professional Liability of $1,000,000 limit for claims arising out of professional services caused by the Consultant's errors, omissions, or negligent acts. (d) Workers' Compensation limits as required by the State of Georgia and Employers Liability limits of $1,000,000 per accident. (3) Deductibles and Self -Insured Retentions : Any deductibles or self -insured retentions must be declared to and approved by the City. (4) Other Insurance Provisions : The policy is to contain, or be endorsed to contain, the following provisions: (a) General Liability and Automobile Liability Coverage . (i) The City, its officials, employees, agents and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, leased, or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, employees, agents or volunteers. (ii) The Consultant 's insurance coverage shall be primary noncontributing insurance as respects to any other insurance or self-insurance available to the City, its officials, employees, agents or volunteers. Any insurance or self-insurance maintained by the City, its of ficials, employees or volunteers shall be excess of the Consultant 's insurance and shall not contribute with it. (iii) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officials, employees , agents or volunteers. (iv) Coverage shall state that the Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (v) Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. There shall be no cross liability exclusion. (vi) The insurer agrees to waive all rights of subrogation against the City, its officials, employees, agents and volunteers for losses arising from work performed by the Consultant for the City. (vii) All endorsements to policies shall be executed by an authorized representative of the insurer. 5 (b) Workers' Compensation Coverage . The insurer will agree to waive all rights of subrogation against the City, its officials, employees, agents and volunteers for losses arising from Work performed by the Consultant for the City. (c) All Coverages . (i) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. (ii) Policies shall have concurrent starting and ending dates. (iii) Policies shall include an endorsement incorporating the Indemnification obligations assumed by the Consultant under the terms of this Agreement, including but not limited to Section 3 of this Agreement. (5) Acceptability of Insurers: Insurance is to be placed with insurers with an A.M. Bests' rating of no less than A:VII. (6) Verification of Coverage : Consultant shall furnish the City with certificates of insurance and endorsements to the policies evidencing coverage required by this clause prior to the start of work. The certificates of insurance and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificate of insurance and endorsements shall be on a form utilized by Consultant's insurer in its normal course of business and shall be received and approved by the City prior to execution of this Agreement by the City. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. The Consultant shall provide proof that any expiring coverage has been renewed or replaced at least two (2) weeks prior to the expiration of the coverage. (7) Sub-consultants: Consultant shall include all sub -consultants as insureds under its policies or shall furnish separate certificates and endorsements for each sub-consultant. All coverage for sub-consultants shall be subject to all of the requirements stated in this Agreement, including but not limited to naming the P arties as additional insured. (8) Claims -Made Policies: Consultant shall extend any claims -made insurance policy for at least six (6) years after termination or final payment under the Agreement, whichever is later. (9) City as Additional Insured and Loss Payee: 6 The City shall be named as an additional insured and loss payee on all policies required by this Agreement. 5.0 Term; Termination This Agreement shall come into effect on the Effective Date and shall terminate without further obligation on the part of the City on September 30, 2016 (the “Initial Term”). On October 1, 2016, October 1, 2017, and October 1, 2018, this Agreement shall automatically renew for a one -year term, unless notice of non-renewal is provided by either Party at least thirty (30) days prior to the beginning of the term. Title to any supplies, materials, equipment, or other personal property shall remain in the Consultant until fully paid by the City. Time is of the essence of this Agreement, and the Consultant shall begin work promptly upon receiving a Notice to Proceed by the City. Either Party may terminate this Agreement upon the other P arty’s breach of any provision of this Agreement and subsequent failure to cure within fifteen (15) days of receipt of a written notice of the breach. In addition, the City may terminate this Agreement for convenience by providing at least thirty (30) days’ prior written notice of such termination to the Consultant. 6.0 Compliance with All Laws and Licenses The Consultant shall obtain and maintain, at the Consultant’s expense, all permits, license s or approvals that may be necessary, and comply with all applicable local, state and federal requirements, including all laws, rules and regulations of any governmental entity pertaining to its performance under this Agreement. Further, the Consultant and the City acknowledge that it is prohibited for any person to offer, give, or agree to give any City employee or official, or for any City employee or official to solicit, demand, accept, or agree to accept from another person, a gratuity of more than nominal value or rebate or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposa l therefor. The Consultant and the City further acknowledge that it is prohibited for any payment, gratuity, or offer of employment to be made by or on behalf of a sub-consultant under a contract to the prime Consultant or higher tier sub-consultant, or a ny person associated therewith, as an inducement for the award of a subcontract or order. 7.0 Assignment The Consultant shall not assign or subcontract the whole or any part of this Agreement without the City of Milton’s prior written consent. 8.0 Ame ndments in Writing No amendment to this Agreement shall be effective unless it is in writing and signed by duly authorized representatives of the Parties. 9.0 Expertise of Consultant 7 Consultant accepts the relationship of trust and confidence established between it and the City, recognizing that the City’s intention and purpose in entering into this Agreement is to engage an entity with the requisite capacity, experience, and professional skill a nd judgment to provide the services in pursuit of the timely and competent completion of the Work undertaken by Consultant under this Agreement. 10.0 Governing Law This Agreement shall be governed in all respects by the laws of the State of Georgia. Any action or suit related to this Agreement shall be brought in the Superior Court of Fulton County, Georgia, and the Consultant submits to the jurisdiction and venue of such court. 11.0 Interpretation of Documents In the event of a conflict in language between this Agreement and any exhibit to this Agreement, the provisions most favorable to the City shall govern. The Parties hereto agree that, if an ambiguity or question of intent or interpretation arises, this Agreement is to be construed as if the Pa rties had drafted it jointly, as opposed to being construed against a Party because it was responsible for drafting one or more provisions of the Agreement. 12.0 Entire Agreement This Agreement constitutes the entire Agreement between the P arties with re spect to the subject matter contained herein; all prior agreements, representations, statements, negotiations, and undertakings are suspended hereby. Neither party has relied on any representation, promise, nor inducement not contained herein. Should any article(s) or section(s) of this Agreement, or any part thereof, later be deemed illegal, invalid or unenforceable by a court of competent jurisdiction, the offending portion of this Agreement should be severed, and the remainder of this Agreement shall remain in full force and effect to the extent possible. 13.0 Waiver of Agreement The City’s failure to enforce any provision of this Agreement or the waiver in a particular instance shall not be construed as a general waiver of any future breach or default. 14.0 Sovereign Immunity Nothing contained in this Agreement shall be construed to be a waiver of the City’s sovereign immunity or any individual’s qualified good faith or official immunities . 15.0 Notices All notices, writings or correspondence as required by this Agreement shall be in writing and shall be deemed received, and shall be effective, when: (1) personally delivered, or (2) on the third day after the postmark date when mailed by certified mail, postage prepaid, return re ceipt requested, or (3) upon actual delivery when sent via national overnight commercial carrier to the Parties at the addresses given below, unless a substitute address shall first be furnished to the other Parties by written notice in accordance herewith: NOTICE TO THE CITY shall be sent to: City Manager City of Milton 13000 Deerfield Parkway, Suite 107F 8 Milton, Georgia 30004 NOTICE TO THE CONSULTANT shall be sent to: Phase 3 Marketing and Communications 3560 Atlanta Industrial Dr . Atlanta, GA 30331 16.0 No Personal Liability No member, official or employee of the City shall be personally liable to the Consultant or any successor in interest in the event of any default or breach by the City or for any amount which may become due to the Consultant or successor or on any obligation under the terms of this Agreement. Likewise, Consultant ’s performance of services under this Agreement shall not subject Consultant’s individual employees, officers or directors to any personal liability. The Parties agree that their sole and exclusive remedy, claim, demand or suit shall be directed and/or asserted only against Consultant or the City, respectively, and not against any employee, officer, director, or elected or appointed official. 17.0 Employment of Unauthorized Aliens Prohibited (1) E-Verify Affidavit It is the policy of the City of Milton that unauthorized aliens shall not be employed to perform work on City contracts involving the physical performance of services. Therefore, the City shall not enter into a contract for the physical performance of services unless: (1) the Consultant shall provide evidence on City-provided forms, attached hereto as Exhibits “C” and “D” (affidavits regarding compliance with the E-Verify program to be sworn under oath under criminal penalty of false swearing pursuant to O.C.G.A. § 16-10-71), that it and Consultant ’s subcontractors have conducted a verification, under the federal Employment Eligibility Verification (“EEV” or “E-Verify”) program, of the social security numbers, or other identifying information now or hereafter accepted by the E-Verify program, of all employees who will perform work on the City contract to ensure that no unauthorized aliens will be employed, or (2) the Consultant provides evidence that it is not required to provide an affidavit because it is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing as of the date when the contract for services is to be rendered. The Consultant hereby verifies that it has, prior to executing this Agreement, executed a notarized affidavit, the form of which is provided in Exhibit “C”, and submitted such affidavit to City or provided the City with evidence that it is not required to provide such an affidavit because it is licensed and in good standing as noted in subsection (2) above. Further, Consultant hereby agrees to comply with the requirements of the federal Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, O.C.G.A. § 13-10-91 and Rule 300-10-1-.02. In the event the Consultant employs or contracts with any subcontractor(s) in connection with the covered contract, the Consultant agrees to secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit, the form of which is attached hereto as Exhibit “D”, which subcontractor affidavit shall become part of the Consultant/subcontractor agreement, or evidence that the subc ontractor is not required to provide such an affidavit because it is licensed and in good standing as noted in subsection (2) above. If a subcontractor affidavit is 9 obtained, Consultant agrees to provide a completed copy to the City within five (5) busine ss days of receipt from any subcontractor. Where Consultant is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the City Manager or his/her designee shall be authorized to conduct an inspection of the Consultant’s and Consultant ’s subcontractors’ verification process at any time to determine that the verification was correct and complete. The Consultant and it s subcontractors shall retain all documents and records of their respective verification process for a period of three (3) years following completion of the contract. Further, where Consultant is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the City Manager or his/her designee shall further be authorized to conduct periodic inspections to ensure that no City contractor or subcontractors employ unauthorized aliens on City contracts. By entering into a contract with the City, the Consulta nt and its subcontractors agree to cooperate with any such investigation by making their records and personnel available upon reasonable notice for inspection and questioning. Where a contractor or subcontractors are found to have employed an unauthorized alien, the City Manager or his/her designee may report same to the Department of Homeland Security. The Consultant’s failure to cooperate with the investigation may be sanctioned by termination of the contract, and the Consultant shall be liable for all damages and delays occasioned by the City thereby. Consultant agrees that the employee-number category designated below is applicable to the Consultant . [Information only required if a contractor affidavit is required pursuant to O.C.G.A. § 13-10-91.] ____ 500 or more employees. __X__ 100 or more employees. ____ Fewer than 100 employees. Consultant hereby agrees that, in the event Consultant employs or contracts with any subcontractor(s) in connection with this Agreement and where the subcontractor is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the Consultant will secure from the subcontractor(s) such subcontractor(s’) indication of the above employee -number category that is applicable to the subcontractor. The above requirements shall be in addition to the requirements of State and federal law, and shall be construed to be in conformity with those laws. 18.0 Nondiscrimination In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and all other provisions of Federal law, the Consultant agrees that, during performance of this Agreement, Consultant, for itself, its assignees and successors in interest, will not discriminate against any employee or applicant for employment, any subcontrac tor, or any supplier because of race, color, creed, national origin, gender, age or disability. In addition, Consultant agrees to comply with all applicable implementing regulations and shall include the provisions of this Section 18.0 in every subcontrac t for services contemplated under this Agreement. 19.0 Authority to Contract 10 The individual executing this Agreement on behalf of the Consultant covenants and declares that it has obtained all necessary approvals of its board of directors, stockholders, general partners, limited partners or similar authorities to simultaneously execute and bind the Consultant to the terms of this Agreement, if applicable. 20.0 Ownership of Work All reports, drawings, specifications, and other items prepared or in the process of being prepared for the Work by the Consultant (“Materials”) shall be the property of the City and the City shall be entitled to full a ccess and copies of all Materials. All copyrightable subject matter in all materials is hereby assigned to the City and the Consultant agrees to execute any additional documents necessary to evidence such assignment. 21.0 Confidentiality The Consultant acknowledges that it may receive confidential information of the City and that it will protect the confidentiality of any such confidential information and will require any of its subcontractors , consultants, and/or staff to likewise protect such confide ntial information. 22.0 Counterparts This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute one and the same instrument. 23.0 Force Majeure Neither the Cit y nor Consultant shall be liable for their respective non-negligent or non-willful failure to perform or shall be deemed in default with respect to the failure to perform (or cure a failure to perform) any of their respective duties or obligations under this Agreement or for any delay in such performance due to: (a) any cause beyond their respective reasonable control; (b) any act of God; (c) any change in applicable governmental rules or regulations rendering the performance of any portion of this Agree ment legally impossible; (d) earthquake, fire, explosion or flood; (e) strike or labor dispute, excluding strikes or labor disputes by employees and/or agents of Consultant; (f) delay or failure to act by any governmental or military authority; or (g) any war, hostility, embargo, sabotage, civil disturbance, riot, insurrection or invasion. In such event, the time for performance shall be extended by an amount of time equal to the period of delay caused by such acts, and all other obligations shall remain intact. 24.0 Survival of Terms All sections of this Agreement which by their nature should survive termination will survive termination, including, without limitation, accrued rights to payment, confidentiality obligations, warranty disclaimers, and limitations of liability. IN WITNESS WHEREOF, the P arties hereto have caused this Agreement to be duly executed by their duly authorized officers as of the day and year set forth next to each signature. [SIGNATURES ON FOLLOWING PAGE] 11 PHASE 3 MEDIA, LLC d/b/a PHASE 3 MARKETING AND COMMUNICATIONS ___________________________________ Signature _______________________________________________ Print Name _______________________________________________ Title (Member/Manager) _______________________________________________ Date Witnessed: _______________________________ Signature ______________________________________ Print Name ______________________________________ Title CITY OF MILTON, GEORGIA : Joe Lockwood, Mayor ___________________________________ ___________________________________________ Date [CITY SEAL] Attest: _____________________________ Signature ___________________________________ Print Name City Clerk ___________________________ Title Approved as to form: _______________________________ City Attorney EXHIBIT “A” SCOPE OF WORK PROJECT LOCATION The project location varies. The City of Milton’s principal address is 13000 Deerfield Parkway, Milton, GA 30004. The City believes most of the work can be performed offsite. GENERAL The City of Milton is seeking the services of a consultant to assist with Brand Implementation, Website & Graphic Support for the Milton Communications and Engagement Department. SCOPE OF SERVICES The City seeks a consulting company that can provide the following services: 1. Routine web site maintenance, updating current documents including bids, meeting notices, daily agendas, minutes, proclamations and other timely postings. 2. A catalyst to the community in high tech methods related to current and future projects, including implementation of traditional and new methods to gather community feedback. 3. Monthly graphic design support for analytics reports and other current graphic depictions for citizens and staff members to review or make informed decisions. 4. Communication, engagement and design strategy in the form of new and innovative communication tools and strategies for their implementation. 5. Design of publications for print and web use which may include vision plans, strategic plans, comprehensive transportation plans, annual reports, budget briefs and other financial materials, flyers, posters, advertisements and/or infographics. 6. Other services as negotiated that keep the City on the cutting edge of innovation in how it depicts itself externally to the community and internally to the organization. EXHIBIT “B ” SCOPE OF WORK/HOURLY RATES/PRICING SCHEDULE CLIENT: City of Milton ASSIGNMENT: Brand Implementation, Website and Graphic Support for Milton Communications DATE: R2 - March 23, 2016 SCOPE OF WORK & DELIVERABLES Phase 3 Marketing and Communications will provide a bank of hours that will be used each month to deliver the marketing communications support services the City requires. This bank of hours will be paid for through a monthly retainer fee. Phase 3 and the City will work together to identify priorities and what is to be accomplished for that week, which will be detailed on a status report each week. At the end of each month, Phase 3 will provide an activity report of the work that was accomplished and the associated hours. Every 90 days, Phase 3 and the City will reconcile the hours covered under the monthly retainer. If the actual hours spent in the quarter exceeds the allotted hours by more than 10% for the quarter (132 hours), the City of Milton will reimburse Phase 3 for these hours at a rate of $150 per hour. If the actual hours spent in the quarter is less than 90% of the hours allotted (108 hours), then Phase 3 will carry over those hours and apply them to future overages. Ongoing Marketing Communications Services Hours required • Routine website maintenance, updating current documents including bids, meeting notices, daily agendas, minutes, proclamations and other postings. o Content Management System – DSxpress o Updates as needed • A catalyst to the community in high tech methods related to current and future projects, including implementation of traditional and new methods to gather community feedback. o Plan and conduct community relations initiatives around policy, funding, zoning, etc. o Communications plan to influence voter/citizen perception and actions o Media and community relations activities including research and preparation of editorial calendars, media lists of journalists and outlets, press releases and pitches to increase awareness, and community outreach. • Communication, engagement and design strategy in the form of new and innovative communication tools and strategies for their implementation. • Monthly graphic design support for analytics reports and other current graphic depictions. o 10-15 infographics per month o Development of copy/content and Images/ illustrations/digital assets o Flyers, posters, and simple advertisements as needed o Design of publications for print and web use which may include vision plans, strategic plans, comprehensive tr ansportation plans, annual reports, budget briefs, flyers, posters, advertisements and/or infographics. Includes copywriting and print production supervision as needed. 40 hours per month • Administrative fee – monthly fee to cover agency expenses such as local mileage, shipping, telephone, copies, outputs, etc. 3% of monthly fee MONTHLY RETAINER $6,180 As Needed Marketing Communications Services • Plan -on-a-Page Development – For a one-time, fixed fee of $8,250, Phase 3 will develop a comprehensive Plan-on-a-Page, our highly -disciplined approach to creating an integrated marketing communications plan. The Plan- on-a-Page defines the distinct marketing strategies, including goals, measurable objectives and actionable tactics that will raise awareness and interest and generate demand. The plan will also clearly define key milestones and the agreed-upon measures of success so that ROI and stewardship can be monitored and reported on a regular basis throughout the program. Development of a Plan -on-a-Page is recommended but not required. $8,250, one-time fee • Crisis Communications - Phase 3 Marketing and Communications will provide crisis communication in the event it is needed. This will include the development and implementation of a go-forward plan to address the crisis and protect the brand. Crisis communications will be billed at a rate of $300 per hour on an as needed basis. $300/hour as needed for support during a crisis • Media Planning & Buying – Should the City of Milton need the services of Phase 3 to plan and buy media – including print, outdoor, broadcast, online/digital or paid social – Phase 3 will be compensated by way of an agency commission equivalent to 15% of gross media costs. 15% of gross media costs PROPOSAL TERMS Client will be provided with an estimate for approval prior to commencement of any work that will cause an additional fee to be charged. The Client will promptly respond to all draft deliverables delivered by Agency. Failure to respond to such draft deliverables within a reasonable period (not to exceed five (5) business days) shall constitute acceptance of such deliverables. Once Client has approved a deliverable, the contents and any error in such deliverable are the sole responsibility of Client and Agency shall have no liability for the content thereof (including any errors or omissions therein) and Client shall be responsible for payment therefore. New photography, image usage costs, retouching costs, renderings/ illustrations or production costs are not included in this proposal. Client will be provided with an estimate for approval prior to commencement for any additional costs such as those mentioned. Client authorizes and agrees that Phase 3 Marketing and Communications may contract with media and other vendors on its behalf on the basis of sequential liability and that the client shall be solely liable for the payment of all previously approved agency purchases on the client’s behalf until the client has paid the agency for these expenses. The agency will become solely liable for payment to these suppliers upon receipt of payment from the client. Phase 3 shall remain the sole and exclusive owner of all work pertaining to this proposal until P3 has received payment in full. Only at that time will ownership of the work transfer to client. P3 will be allowed to promote the work/ relationship on its behalf once in the public domain. Each party agrees that during the term of this Agreement and for one (1) year thereafter, not to, whether directly or indirectly through assistance to others solicit or attempt to solicit any employee, consultants or contractors of the other party to terminate, alter or lessen his or her relationship with such party or to violate the terms of any agreement between him or her and such party. EXHIBIT “C” CONTRACTOR AFFIDAVIT AND AGREEMENT STATE OF ___________________ COUNTY OF _________________ By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: _________________________________ eVerify Number _________________________________ Date of Authorization Phase 3 Media, LLC d/b/a Phase 3 Marketing and Communications Name of Contractor Brand Implementation, Website & Graphic Support for Milton Communications Name of Project City of Milton Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on ______, ___, 201__ in _____(city), ______(state). _________________________________ Signature of Authorized Officer or Agent _______________________________ Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS T HE ______ DAY OF ______________, 201__. _________________________________ NOTARY PUBLIC [NOTARY SEAL] My Commission Expires: _________________________________ EXHIBIT “D” SUBCONTRACTOR AFFIDAVIT STATE OF ____________________ COUNTY OF __________________ By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with Phase 3 Media, LLC d/b/a Phase 3 Marketing and Communications on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E- Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period, and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five (5) business days of receipt. If the undersigned subcontractor receives notice that a sub- subcontractor has received an affidavit from any other contracted sub -subcontractor, the undersigned subcontractor must forward, within five (5) business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: ________________________________ eVerify Number ________________________________ Date of Authorization ___________________________ Name of Subcontractor Brand Implementation, Website & Graphic Support for Milton Communications Name of Project City of Milton Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on ______, ___, 201__ in _____(city), ______(state). _________________________________ Signature of Authorized Officer or Agent _______________________________ Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ______________, 201__. _________________________________ NOTARY PUBLIC [NOTARY SEAL] My Commission Expires:______________________ HOME OF'iHE BEST QUALITY OF LIfE IN GEG M11TONt' ESTABLISHED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May9, 20. 6 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Proclamation Recognizing Memorial Day. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (=APPROVED () NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: () YES (.0ICIQ CITY ATTORNEY REVIEW REQUIRED: () YES (^0 APPROVAL BY CITY ATTORNEY ( J APPROVED /) NOT APPROVED PLACED ON AGENDA FOR: (}'0I4017c* REMARKS © * Took PHONE: 678.242.25001 FAX: 678.242.2499ba eri s info@cHyolmiltonga.us www.cityofmiltongo.us wrmue COm111Yn1 C"a 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 - _•„.... . a Memorial Day WHEREAS, Memorial Day was first officially proclaimed on May 5, 1868 by General John Logan in his General order Number 11, and in 1968, by act of Congress, it was determined that the holiday would be observed on the last Monday in May; and WHEREAS, from the opening battles of the American Revolution through the turmoil of the Civil War, to World War I, World War II, Korea, and Vietnam, to the Persian Gulf and today’s operations in the war on terror in Afghanistan, Iraq, and all around the world, the members of our military have built a tradition of h onorable and faithful service; and WHEREAS, as we observe Memorial Day, we remember the more than one million Americans who have died to preserve our freedom, the more than 140,000 citi zens who were prisoners of war, and all those who were declared missing in action. We also honor our veterans for their dedication to America and their sacrifice; and WHEREAS, we have honor and privileges of living in a free count ry, and Georgia has a rich history of great leaders who died fighting for our great nation. Today, all who wear the uniform of the United States are serving at a crucial hour in history, and each has answered a great call to serve our nation on the front lines of freedom. Let us pray for the safety and strength of our troops, and for God’s blessing on them and their families, and for those who have lost loved ones; and WHEREAS, on this Memorial Day, we honor our fallen soldiers, and their commitment to our country and their legacy of patriotism and sacrifices of many men and women who answered the nation’s call to duty and fought with honor and valor and, in the end, gave the ultimate sacrifice to safeguard the rights of all Americans; and WHEREAS, by giving their lives in this cause of freedom, these heroes have protected and inspired all Americans and we are truly grateful for the ir sacrifice; and WHEREAS, the citizens of Milton join with people across the nation in remembrance of those who died while courageously serving their country during war. NOW, THEREFORE, we, the Mayor and City Council of the City of Milton, Georgia hereby dedicate and proclaim Monday, May 30, 2016 as Memorial Day in the City of Milton and call this observance to the attention of all of our citizens. Given under my hand and seal of the City of Milton, Georgia on this 16th Day of May, 2016. _________________________________ Joe Lockwood, Mayor N HOME pF'THE BEST QUALLIN OF LIFOE IN GEORGIA' MILT ESTABLISHED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Presentation of the City of Milton FY 2015 Annual Audit. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (44PPROVED () NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: (.) YES (.11,4O CITY ATTORNEY REVIEW REQUIRED: () YES (4V(gO APPROVAL BY CITY ATTORNEY ( )APPROVED / / NOT APPROVED PLACED ON AGENDA FOR: 03�Vj10 REMARKS 0,* Your PHONE: 678.242.25001 FAX: 678.242.2499 Info�eityofmiHonga.us www.cilyoimllbnga.us W■ Community 13000 Deerfield Parkway, Suite 107 I Milton GA 30004 - .,o... a City of Milton, Georgia    Auditor’s Discussion & Analysis  Financial & Compliance Audit Summary  September 30, 2015          Presented by:      City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 1 PURPOSE OF ANNUAL AUDIT AGENDA         Engagement Team and Firm Information.     Overview of:  o Audit Opinion;  o Financial Statements, Footnotes and Supplementary   Information;  o Compliance Reports.     Required Communications under Government Auditing Standards.     Accounting Recommendations and Related Matters.     Other Items and Closing Thoughts.     Answer Questions.         City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 2 MAULDIN & JENKINS – GOVERNMENTAL PRACTICE    General Information:   Founded in ~1920.   Large regional firm serving the Southeastern United States.   Offices located in Macon, Atlanta, Albany, Bradenton, Chattanooga, and Birmingham.   Approximately 260 personnel are employed at Mauldin & Jenkins.  Governmental Sector:   Largest specific industry niche served by Firm representing 25% of Firm practice.   Serve more governmental entities in the Southeast than any other certified public  accounting firm requiring over 65,000 hours of service on an annual basis.     Approximately 90 professional staff persons with current governmental experience.   In past three (3) years, have served approx. 300 governments in the Southeast, including:     75 cities;   40 counties;   40 school systems (8 of the 10 largest in Georgia and 9 of the 30 largest in Georgia  and Florida combined) and 20 charter schools;   37 state entities;    90 special purpose entities (stand‐alone entities: water/sewer, transit, gas, electric,  airports, housing, development, other educational, retirement, libraries, etc.); and   77 governments receiving the GFOA’s Certificate of Achievement for Excellence in  Financial Reporting.   Auditor of a substantial part of the State of Georgia including approximately 30% of the  State’s General Fund, and a substantial number of the State of Georgia’s component units.   Experience performing forensic audit services and information technology consultations.   Experience performing municipal bond debt issuance attestation services serving clients  with over $8.7 billion in aggregate publicly issued debt instruments.   10th highest level of Single Audits conducted in U.S.A. approximating $8.0 billion annually.  Engagement Team Leaders for the City of Milton Include:   Adam Fraley ‐ Engagement Lead Partner ‐ 18 years experience, 100% governmental   Tim Lyons ‐ Engagement Manager ‐ 7 years experience, 100% governmental  City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 3 MAULDIN & JENKINS – ADDITIONAL INFOMATION    Other Industries & Services by Mauldin & Jenkins:    Each of Mauldin & Jenkins’ offices provides a wide variety of services to a broad range of clientele.   We have partners and managers who are responsible for specialized practice areas of auditing and  accounting, taxes and management advisory services.  Their purpose, as leaders in the particular  practice area, is to establish policies with respect to technical matters in these specific areas and  ensure that the quality of the Firm's practice is maintained.    Industries Served:  Over the years our partners have developed expertise in certain industries  representative of a cross section of the Georgia economy, including:     Governmental Entities (state entities,   cities, counties, school systems,  business type operations, libraries, and  other special purpose entities)   SEC Registrants   Wholesale Distribution   Agri‐Businesses   Manufacturing   Professional Services   Employee Benefit Plans   Financial Institutions (community banks,    savings & loans, thrifts, credit unions,  mortgage companies, and finance  companies)   Non‐Profit Organizations   Retail Businesses   Long‐term Healthcare   Construction & Development   Individuals, Estates and Trusts   Real Estate Management    Services Provided:  This diversity of practice enables our personnel to experience a wide variety of  business, accounting and tax situations.  We provide the traditional and not‐so‐traditional services  such as:     Financial Audit / Review / Compilation  Compliance Audits & Single Audits   Agreed‐Upon Procedures   Forensic Audits   Bond Issuance Services   Performance Audits   State Sales Tax Matters   International Tax Matters   Business & Strategic Planning   Profitability Consulting   Budgeting   Buy‐Sell Agreements & Business   Valuation Issues   Income Tax Planning & Preparation  Multi‐State Income Tax Issues   Information Systems Consulting   Cost Accounting Analysis   Healthcare Cost Reimbursement   Outsourced Billing Services   Fixed Asset Inventories   Succession & Exit Strategy Consulting   Estate Planning   Management Information Systems   Employee Benefit Plan Administration   Merger / Acquisition & Expansion   Financing City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 4 INDEPENDENT AUDITOR’S REPORT    The independent auditor’s report has specific significance to readers of the financial report.    Management’s Responsibility for the Financial Statements  The financial statements are the responsibility of management.      Auditor’s Responsibility  Our responsibility, as external auditors, is to express opinions on these financial statements based  on our audit.  We conducted our audit in accordance with auditing standards generally accepted in  the United States of America and the standards applicable to financial audits contained in  Government Auditing Standards, issued by the Comptroller General of the United States.  We  planned and performed our audit to obtain reasonable assurance about whether the financial  statements are free from material misstatement.    Opinions  We have issued an unmodified audit report (i.e., “clean opinions”).  The respective financial  statements are considered to present fairly the financial position and results of operations as of,  and for the year ended September 30, 2015.    Emphasis of Matter  The financial statements reflect the implementation of certain new pronouncements, and our  opinions are not modified with respect to them.    Other Matters  Certain required supplementary information and other information is included in the financial  report, and as directed by relevant auditing standards, we have not expressed an opinion or  provided any assurance on the respective information.     Other Reporting  Government Auditing Standards require auditors to issue a report on our consideration of internal  control over financial reporting and on our tests of compliance with certain provisions of laws,  regulations, contracts and grant agreements and other matters.  We have issued such a report and  reference to this report is included in the independent auditor’s report.  City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 5 REVIEW OF COMPREHENSIVE   ANNUAL FINANCIAL REPORT (CAFR)    General Information About the CAFR    A Comprehensive Annual Financial Report (CAFR) goes beyond the normal financial reporting  required by accounting principles generally accepted in the United States.  A CAFR includes at a  minimum the following elements/sections:     Introductory Section: general information on the City’s structure and  the services it provides.   Letter of Transmittal   Organizational Chart   Directory of Officials   Certificate of Achievement for Excellence in Financial Reporting     Financial Section:  basic financial statements, footnotes and required  supplementary information along with the auditor’s report.   Independent Auditor’s Report   Management Discussion & Analysis (MD&A)   Financial Statements and Footnotes     Statistical Section: broad range of financial, demographic information  useful in assessing the City’s economic condition, and this information  covers multiple years.    Financial Trends Information   Revenue Capacity Information   Debt Capacity Information   Operating Information    A CAFR goes far beyond the basic requirements of annual financial reporting, and the City should  be commended for going beyond the minimum and providing such a report.  City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 6 Recognition and Award    Once completed, the fiscal year 2014 CAFR was submitted to the Government Finance Officers  Association (GFOA) for determination if the report would merit the GFOA’s Certificate of  Achievement for Excellence in Financial Reporting.  We are happy to inform everyone that the  GFOA did indeed review the CAFR and awarded the City with the sought after Certificate.      The GFOA Certificate has been made a part of the City’s 2015 fiscal year CAFR, and is included in  the Introductory Section.  The City is one of the few municipalities in the State of Georgia that  elects to report at such a high level to obtain this distinguished award.               City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 7 OVERVIEW OF FINANCIAL STATEMENTS    The City’s basic financial statements include three components:    1)  Government‐wide financial statements;   2)  Fund financial statements; and   3)  Notes to the financial statements.    The government‐wide financial statements provide a broad overview of all of the City’s funds  including the City’s blended component unit, the Milton Public Buildings and Facilities Authority.  The Statement of Net Position presents information on all assets (and deferred outflows) and  liabilities (and deferred inflows) of the City, with the resulting difference reported as net position.   The Statement of Activities presents information showing how the City’s net position changed  during the most recent fiscal year.  Revenues are categorized as program revenues or general  revenues.  Expenses are categorized by function.    The fund financial statements more closely resemble the financial statements as presented prior  to the adoption of GASB Statement No. 34.  All of the funds of the City can be divided into two (2)  categories: governmental funds (includes the General Fund) and fiduciary funds.    The City also includes, as part of the CAFR, the following information:    1) Schedule of Expenditures of Federal Awards (SEFA), and  2) Single Audit Report    Government‐Wide (Full‐Accrual) Financial Statements    As noted above, the financial report of the Government includes two (2) entity‐wide financial  statements: a Statement of Net Position; and a Statement of Activities.      Highlights of the government‐wide statements notes total assets (and deferred outflows of  resources) of approximately $98,000,000 offset by liabilities (and deferred inflows of resources) of  approximately $18,000,000.  This results in the Government reported net position (or equity) of  approximately $80,000,000.  Important to note the pension related deferred outflows and inflows  along with the net pension liability (required of GASB No. 68 for the first time this year) all of  which nets to a net liability effect of approximately $900,000.  Also, a substantial element of the  net position is composed of a net investment in capital assets in the approximate amount of  $55,000,000. Restricted net position amounts to approximately $300,000 leaving unrestricted net  position at $24,700,000.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 8 The Statement of Activities attempts to report expenses in the first column with direct offsetting  program revenues to the adjacent columns to arrive a net cost of the functional areas of  operation.  General revenues (primarily property taxes and sales taxes) come to the rescue of the  net cost functional areas resulting in the Government reporting a change in net position of  approximately $7,000,000 for the fiscal year ended September 30, 2015.      General Fund    Of primary interest to the City is the General Fund, which accounts for the majority of revenues  received and funds expended in the operations of the City, including general government  activities, the City’s municipal court, public safety, public works, parks and recreation, and housing  and development.  Additionally, the City reports debt service expenditures as separate line items  in the financial statements.      The following charts present the sources of revenues and the expenditures of the General Fund for  the fiscal year ended September 30, 2015:    General Fund Revenues:  The following chart depicts the primary revenue sources of the General  Fund for the 2015 fiscal year.  Property taxes represent a key component of revenue.    11,561,000 8,701,000 1,854,000 2,584,000 911,000 506,000 565,000 144,000 General Fund Revenues - September 30, 2015 Property taxes Sales tax Franchise taxes Business taxes Licenses and permits Intergovernmental Charges for services Fines and forfeitures Other revenues     City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 9 General Fund Expenditures:  The following chart presents the General Fund’s expenditures by  major function for the fiscal year ended September 30, 2015.  As expected, public safety is the  primary expenditure of the City.    3,543,000 270,000 8,884,000 1,867,000 916,000 787,000 400,000 General Fund Expenditures - September 30, 2015 General government Judicial Public safety Public works Culture and recreation Housing and development Debt Service     Net Change in Fund Balance and the Revenues and Expenditures of the General Fund.  The  following chart demonstrates General Fund revenues verses expenditures for a six (6) year period.      - 5,000,000 10,000,000 15,000,000 20,000,000 25,000,000 30,000,000 2010 2011 2012 2013 2014 2015 Fiscal Year Ending June 30, General Fund Revenues, Expenditures & Transfers Revenues and Other Financing Sources Expenditures and Other Financing Uses   City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 10 The following chart presents the annual net change in fund balance of the General Fund for the  past six (6) fiscal years.  Fiscal year 2010 was abnormally high due to the timing of when property  tax bills were mailed during the prior fiscal year causing the majority of revenues to be recognized  under the modified accrual basis of accounting in fiscal year 2010.     9,232,000 1,805,000 443,000 (611,000) 1,602,000 (1,017,000) (2,000,000) - 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 Net Change in Fund Balance (FY 2009 Thru FY 2015) 2010             2011                2012                  2013                2014             2015   The graph on the following page reflects the overall financial strength of the City’s General Fund as  of each fiscal year ended September 30th for a six (6) year period.  The wider the gap between  expenditures and the fund balance, the less leverage the City has each year as it enters a new  fiscal year.  As of September 30, 2015, the City reflected a fund balance that is available to cover  approximately 132 days which is a strong fund balance position for the City when compared to  other similar sized governmental entities in the area.  This means that cash flows are not  unnecessarily tight towards the end of each fiscal year prior to the collection of property taxes.   The City has done a good job of managing its cash flows as is demonstrated in the graph on the  following page.  City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 11 7,890,000 9,695,000 10,138,000 9,527,000 11,129,000 10,112,000 13,436,000 12,570,000 13,637,000 13,925,000 15,483,000 16,667,000 - 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 Historical Amount of Fund Balance at September 30th (FY 2010 Thru FY 2015) Expenditures (Not including Transfers to Other Funds) Fund Balance 2010                  2011                  2012                    2013                 2014                 2015     In observation of the above chart, the relationship of year‐end fund balance as compared to each  year’s expenditures should be further considered.  The following is the relative percentage of fund  balance as compared to annual expenditures for each of the past six (6) fiscal years:     2010 =  49.7%   2011 =  53.7%   2012 =  53.2%   2013 =  46.2%   2014 =  47.3%   2015 =  36.2%    The percentages noted above are indicative of the Government’s ability to be proactive with its  initiatives and general operations, and also its ability to proceed into the new fiscal year with or  without certain seasonal revenue streams.  Of course, it is of great importance to further reflect  that fund balance does not always equate to cash and investments.  Fund balance is simply the  difference in all assets and all liabilities (and deferred inflows of resources).  Cash and investments  are simply a component of this equation.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 12 Other Governmental Funds    The City also maintains three (3) special revenue funds.  These funds account for revenues derived  from specific sources which are legally restricted to finance particular functions or activities.   Capital projects funds are used to account for revenues and expenditures related to the  renovation and/or construction of major capital assets.  Three (3) capital projects funds are  maintained by the City.    Fiduciary Funds    The City also maintains an agency fund for the City’s Municipal Court which is used to account for  the collection and disbursement of funds by the City on behalf of other governments and  individuals.  Footnotes    Note 1 – Accounting Policies:  This footnote discusses the overall organization of the City, the  nature of its operations, and the fact that it was created by the State of Georgia in 2006.  This note  also discloses pertinent information regarding the governing body of the City.    This footnote continues by sharing with a reader of the financial statements the significant  accounting policies and principles utilized in the preparation of the financial statements.    Note 2 – Reconciliation of Government‐wide Financial Statements and Fund Financial  Statements:  This footnote provides additional detailed information that is not already shown  within the financial statements themselves, on the differences between the City’s fund level  financial statements and its government‐wide financial statements. Note 3 – Legal Compliance – Budgets:  This footnote discloses the City’s procedures in establishing  its annual budget and discloses excesses of actual expenditures over appropriations for the year, if  any.    Note 4 – Deposits and Investments:  The Governmental Accounting Standards Board (GASB)  issued Statement No. 40, Deposit and Investment Risk Disclosure, an amendment of GASB  Statement No. 3, which significantly changed the disclosure in the financial statements of the City  related to deposits and investments.  The disclosure addresses common deposit and investment  risks related to credit risk, concentration of credit risk, interest rate risk, and foreign currency risk.      This footnote reflects the fact that the City maintained amounts in Georgia Fund 1 which is  managed by the Office of the State Treasurer for the State of Georgia.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 13 Note 5 – Receivables:  This footnote discloses the City’s property tax calendar and detailed  information on various receivable (and allowances for doubtful receivables) balances.   Note 6 – Capital Assets:  This footnote discloses the City’s capital asset activity and its related  accumulated depreciation for the year.    Note 7 – Long‐Term Debt:  This footnote discloses the City’s long‐term debt activity for the year,  and other information and maturities for the capital leases and bonds payable.    Note 8 – Interfund Receivables, Payables, and Transfers:  This footnote discloses detailed  information on the City’s interfund balances and transfers and the purpose of these balances and  transactions.    Note 9 – Commitments and Contingencies:  This footnote discloses the outstanding commitments  and contingencies of the City including contractual commitments and potential litigation.    Notes 10 and 11 – Pension Benefit Plans:  This footnote discloses the details of the City’s defined  benefit Pension Plan as well as the defined contribution Retirement Plans it maintains for its  employees.     Notes 12 – Joint Ventures:  These footnotes disclose the City’s relationship with the Atlanta  Regional Commission and the North Fulton Regional Radio System Authority.    Note 13 – Hotel/Motel Lodging Tax:  This footnote discloses the City’s tax rate for hotel/motel  taxes, along with the amounts and nature of these revenues and expenditures.    Note 14 – Risk Management:  This footnote discloses the City’s various risks of loss.    Notes 15 – Change in Accounting Principle:  This footnote discloses the impact on beginning  balances as a result of the required implementation of Governmental Accounting Standards Board  (GASB) Statements No. 68 and 71 as of October 1, 2014.  These new standards significantly  changed the accounting for the City’s net pension liability.    Note 16 – Restatement of Beginning Balances:  This footnote discloses adjustments that were  made to the beginning balance of net position for the City’s governmental activities as a result of  transactions that occurred in prior fiscal periods but were improperly omitted from the  Comprehensive Annual Financial Reports for those years.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 14 COMPLIANCE REPORTS    The financial report package contains two (2) compliance reports.      Yellow Book Report: The first compliance report is a report on our tests of the City’s internal  controls and compliance with laws, regulations, etc.  The tests of internal controls were those we  determined to be required as a basis for designing our financial statement auditing procedures.   Such tests also considered the City’s compliance with certain provisions of laws, regulations,  contracts and grant agreements, noncompliance with which could have a direct and material  effect on the determination of financial statement amounts. In accordance with the respective  standards, the report is not intended to provide an opinion, but to provide a form of negative  assurance as to the City’s internal controls and compliance with applicable rules and regulations.      Single Audit Report: The second compliance report is a report on our tests of the City’s internal  controls and compliance with laws, regulations, etc. relative to certain Federal grant programs and  the respective expenditures.  Our tests were performed on the Government’s major programs (as  defined by the relevant Federal guidelines), and were not applied to each and every Federal grant  expended by the Government.  In accordance with the respective standards, we did provide an  unmodified (or positive) opinion on the City’s compliance based on our audit.  However, we were  not required to provide an opinion on the relevant internal controls, but to provide a form of  negative assurance on such controls.    REQUIRED COMMUNICATIONS    The Auditor’s Responsibility Under Government Auditing Standards   and Auditing Standards Generally Accepted in the United States of America    Our audit of the financial statements of the City of Milton, Georgia (the “City”) for the year ended  September 30, 2015 was conducted in accordance with auditing standards generally accepted in  the United States of America and Government Auditing Standards issued by the Comptroller  General of the United States.  Those standards require we plan and perform the audit to obtain  reasonable assurance about whether the financial statements are free of material misstatement,  whether caused by error, fraudulent financial reporting or misappropriation of assets.  An audit  includes examining, on a test basis, evidence supporting the amounts and disclosures in the  financial statements.  An audit also includes assessing the accounting principles used and  significant estimates made by management, as well as evaluating the overall financial statement  presentation.  Accordingly, the audit was designed to obtain reasonable, rather than absolute,  assurance about the financial statements.  We believe our audit accomplishes that objective.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 15 In accordance with Government Auditing Standards, we have also performed tests of controls and  compliance with laws and regulations that contribute to the evidence supporting our opinion on  the financial statements.  However, they do not provide a basis for opining on the City’s internal  control or compliance with laws and regulations.     Accounting Policies    Management has the ultimate responsibility for the appropriateness of the accounting policies  used by the City.  There are several new accounting standards which will be required to be  implemented in the coming years.  These are discussed later in this document.      In considering the qualitative aspects of the City’s accounting policies, we did not identify any  significant or unusual transactions or significant accounting policies in controversial or emerging  areas for which there is a lack of authoritative guidance or consensus.  The City’s policies relative  to the timing of recording of transactions are consistent with GAAP and typical government  organizations.    Management Judgments and Accounting Estimates    Accounting estimates are an integral part of the preparation of financial statements and are based  upon management’s current judgment.  The process used by management encompasses their  knowledge and experience about past and current events and certain assumptions about future  events.  Management has informed us they used all the relevant facts available to them at the  time to make the best judgments about accounting estimates and we considered this information  in the scope of our audit.  We considered this information and the qualitative aspects of  management’s calculations in evaluating the City’s significant accounting policies. Estimates  significant to the financial statements include such items the estimated lives of depreciable assets,  and the estimated allowance for uncollectible accounts.    Financial Statement Disclosures    The footnote disclosures to the financial statements are also an integral part of the financial  statements.  The process used by management to accumulate the information included in the  disclosures was the same process used in accumulating the financial statements, and the  accounting policies described above are included in those disclosures.  The overall neutrality,  consistency, and clarity of the disclosures was considered as part our audit and in forming our  opinion on the financial statements.    Significant Difficulties Encountered in Performing the Audit    We encountered no difficulties in dealing with management relating to the performance of the  audit.  City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 16   Disagreements with Management    We encountered no disagreements with management over the application of significant  accounting principles, the basis for management’s judgments on significant matters, the scope of  the audit or significant disclosures to be included in the financial statements.     Representation from Management    We requested written representations from management relating to the accuracy of information  included in the financial statements and the completeness and accuracy of various information  requested by us, during the audit.  Management provided those written representations without a  problem.     Management’s Consultations with Other Accountants    We are not aware of any consultations management had with other accountants about accounting  or auditing matters.     Significant Issues Discussed with Management    There were no significant issues discussed with management related to business conditions, plans,  or strategies that may have affected the risk of material misstatement of the financial statements.  We are not aware of any consultations management had with us or other accountants about  accounting or auditing matters. No major issues were discussed with management prior to our  retention to perform the aforementioned audit.    Audit Adjustments    During our audit of the City’s basic financial statements as of and for the year ended September  30, 2015, there were adjusting journal entries that were posted to the City’s funds.  A copy of  these entries can be found at the back of this document for your discussion and review.        Uncorrected Misstatements    We had no passed adjustments.       City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 17 Independence    We are independent of the City, and all related organizations, in accordance with auditing  standards promulgated by the American Institute of Public Accountants and Government Auditing  Standards, issued by the Comptroller General of the United States.    Other Information in Documents Containing Audited Financial Statements    We are not aware of any other documents that contain the audited basic financial statements.  If  such documents were to be published, we would have a responsibility to determine that such  financial information was not materially inconsistent with the audited statements of the City.     ACCOUNTING RECOMMENDATIONS AND RELATED MATTERS    Recommendations for Improvement and Other Matters    During our audit of the financial statements as of and for the year ended September 30, 2015, we  noted some areas within the accounting and internal control systems that we believe can be  improved.   We have reported one audit finding (material weakness).  Additionally, we noted other  matters which we wish to communicate to you in an effort to keep the City abreast of accounting  matters that could present challenges in financial reporting in future periods.  Our  recommendations and proactive thoughts and communications are presented in the following  paragraphs.    Item Cited in the City’s Financial Statements as a Material Weakness  1) Restatement to Beginning Balances    During our testing of the City’s financial statements as of and for the year ended September 30,  2015, we noted several transactions that were improperly omitted from financial statements  issued in prior years.  The first transaction had to do with a change in the lease agreement  between the City of Milton and Fulton County for the Fire Station on Hickory Flat Road.  The  amendment to the lease that occurred in October 2013 included a bargain purchase option that  changed the accounting treatment that applies to the lease.  Therefore, a restatement to the  beginning net position of governmental activities was required to record the leased assets as well  as the long‐term liability that should have been recorded in the prior year.  The second item  pertains to revenue recognition that applies to the City’s grants.  As a result of an oversight by  management, the City omitted a receivable resulting from reimbursable grants from its financial  statements in the prior year thus understating capital grants and contributions revenue in the  statement of activities.  We recommend the City take steps to ensure all transactions of the City  are properly accounted for, both as to amount and accounting period, in order to produce a  complete and accurate set of financial statements in accordance GAAP.   City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 18 Other Matters for Communication to the Board and Management    During our audit of the financial statements as of and for the year ended September 30, 2015, we  noted other matters which we wish to communicate to you in an effort to keep the City abreast of  accounting matters that could present challenges in financial reporting in future periods.    1) New Governmental Accounting Standards  Board (GASB) Pronouncements    As has been the case for the past 10 years, GASB has issued several other new pronouncements  which will be effective in future years.  The following is a brief summary of the new standards:    a) Statement No. 68, Accounting and Reporting for Pensions and Statement No. 71, Pension  Transition for Contributions Made Subsequent to the Measurement Date (an Amendment  of GASB No. 68) are effective for the City’s fiscal year ended September 30, 2015, and it  has been adopted as part of the financial reports prepared and issued by the City as of and  for the ended September 30, 2015.  This pronouncement replaces the requirements of  Statement No. 27, Accounting for Pensions by State and Local Governmental Employers and  Statement No. 50, Pension Disclosures, as they relate to governments that provide  pensions through pension plans administered as trusts or similar arrangements that meet  certain criteria, including agent and cost‐sharing multiple employer plans.      Statement No. 68 requires governments providing defined benefit pensions to recognize  their long‐term obligation for pension benefits as a liability for the first time, and to more  comprehensively and comparably measure the annual costs of pension benefits.      Relative to the City, the unfunded actuarial liability (net of certain deferred outflows and  inflows) of the City’s pension plan has been recorded in the respective net amount of  approximately $900,000, which has effectively reduced net position (or equity) by the same  respective amount.    The statement also enhances accountability and transparency through revised and new  note disclosures and required supplementary information (RSI).    Defined Benefit Pension Plans.  Statement No. 68 requires governments that participate in  defined benefit pension plans to report in their statement of net position a net pension  liability.  The net pension liability is the difference between the total pension liability (the  present value of projected benefit payments to employees based on their past service) and  the assets (mostly investments reported at fair value) set aside in a trust and restricted to  paying benefits to current employees, retirees, and their beneficiaries.     City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 19 Statement No. 68 calls for immediate recognition of more pension expense than is  currently required.  This includes immediate recognition of annual service cost and interest  on the pension liability and immediate recognition of the effect on the net pension liability  of changes in benefit terms.  Other components of pension expense will be recognized over  a closed period that is determined by the average remaining service period of the plan  members (both current and former employees, including retirees).  These other  components include the effects on the net pension liability of: (1) changes in economic and  demographic assumptions used to project benefits; and, (2) differences between those  assumptions and actual experience.  Lastly, the effects on the net pension liability of  differences between expected and actual investment returns will be recognized in pension  expense over a closed five‐year period.     Statement No. 68 requires cost‐sharing employers to record a liability and expense equal to  their proportionate share of the collective net pension liability and expense for the cost‐ sharing plan. The statement also will improve the comparability and consistency of how  governments calculate the pension liabilities and expense. These changes include:   Projections of Benefit Payments.  Projections of benefit payments to employees  will be based on the then‐existing benefit terms and incorporate projected salary  changes and projected service credits (if they are factors in the pension formula), as  well as projected automatic postemployment benefit changes (those written into  the benefit terms), including automatic cost‐of‐living‐adjustments (COLAs). For the  first time, projections also will include ad hoc postemployment benefit changes  (those not written into the benefit terms), including ad hoc COLAs, if they are  considered to be substantively automatic.   Discount Rate.  The rate used to discount projected benefit payments to their  present value will be based on a single rate that reflects (a) the long‐term expected  rate of return on plan investments as long as the plan net position is projected  under specific conditions to be sufficient to pay pensions of current employees and  retirees and the pension plan assets are expected to be invested using a strategy to  achieve that return; and (b) a yield or index rate on tax‐exempt 20‐year, AA‐or‐ higher rated municipal bonds to the extent that the conditions for use of the long‐ term expected rate of return are not met.   Attribution Method.  Governments will use a single actuarial cost allocation  method – “entry age,” with each period’s service cost determined as a level  percentage of pay.   City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 20 Note Disclosures and Required Supplementary Information. Statement No. 68 also  requires employers to present more extensive note disclosures and RSI, including disclosing  descriptive information about the types of benefits provided, how contributions to the  pension plan are determined, and assumptions and methods used to calculate the pension  liability. Single and agent employers will disclose additional information, such as the  composition of the employees covered by the benefit terms and the sources of changes in  the components of the net pension liability for the current year. A single or agent employer  will also present RSI schedules covering the past 10 years regarding:   Sources of changes in the components of the net pension liability;    Ratios that assist in assessing the magnitude of the net pension liability; and   Comparisons of actual employer contributions to the pension plan with actuarially  determined contribution requirements, if an employer has actuarially determined  contributions.   Cost‐sharing employers are required to present the RSI schedule of net pension liability,  information about contractually required contributions, and related ratios.    Defined Contribution Pensions.  The existing standards for governments that provide  defined contribution pensions are largely carried forward in this new statement.  These  governments will recognize pension expenses equal to the amount of contributions or  credits to employees’ accounts, absent forfeited amounts.  A pension liability will be  recognized for the difference between amounts recognized as expense and actual  contributions made to a defined contribution pension plan.    Special Funding Situations.  Certain governments are legally responsible for making  contributions directly to a pension plan that is used to provide pensions to the employees  of another government.  For example, a state may be legally required to contribute to a  pension plan that covers local school districts’ teachers. In specific circumstances called  special funding situations, the statement requires governments that are non‐employer  contributing entities to recognize in their own financial statements their proportionate  share of the other governmental employers’ net pension liability and pension expense.    The changes noted above by Statement No. 68 are significant to Governments who sponsor  retirement plans, and we strongly encourage City officials to continue to review the actual  pronouncement and always consider the potential effects on the financial reporting of the  City.     City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 21   b) Statement No. 69, Government Combinations and Disposals of Government Operations is  effective for the City’s fiscal year ended September 30, 2015.  This pronouncement  primarily applies to governments involved in some form of mergers, acquisitions, transfers  of operations or disposal of operations.  Unless the City enters into any agreements  whereby such actions are anticipated, this pronouncement should not affect the City.  As of  September 30, 2015, we are not aware of any applications of this pronouncement to the  City, but City officials should proceed forward always considering the potential effects of  any prospective government combinations and disposal of operations.      c) Statement No. 72, Fair Value Measurement and Application was issued in February of  2015, and is effective for financial statements for periods beginning after June 15, 2015  resulting in the City’s fiscal year ending September 30, 2016.      This statement addresses accounting and financial reporting issues related to fair value  measurements. The definition of fair value is the price that would be received to sell an  asset or paid to transfer a liability in an orderly transaction between market participants at  the measurement date. This statement provides guidance for determining a fair value  measurement for financial reporting purposes, and also provides guidance for applying fair  value to certain investments and disclosures related to all fair value measurements.    This statement generally requires investments to be measured at fair value. An investment  is defined as a security or other asset that (a) a government holds primarily for the purpose  of income or profit and (b) has a present service capacity based solely on its ability to  generate cash or to be sold to generate cash. Investments not measured at fair value  continue to include, for example, money market investments, 2a7‐like external investment  pools, investments in life insurance contracts, common stock meeting the criteria for  applying the equity method, unallocated insurance contracts, and synthetic guaranteed  investment contracts. A government is permitted in certain circumstances to establish the  fair value of an investment that does not have a readily determinable fair value by using  the net asset value per share (or its equivalent) of the investment.    This statement requires measurement at acquisition value (an entry price) for donated  capital assets, donated works of art, historical treasures, and similar assets and capital  assets received in a service concession arrangement. These assets were previously required  to be measured at fair value.      City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 22 This statement requires disclosures to be made about fair value measurements, the level of  fair value hierarchy, and valuation techniques. Governments should organize these  disclosures by type of asset or liability reported at fair value. It also requires additional  disclosures regarding investments in certain entities that calculate net asset value per  share (or its equivalent).    d) Statement No. 73, Accounting and Financial Reporting for Pensions and Related Assets  That Are Not Within the Scope of GASB Statement No. 68  was issued in June of 2015, and  is effective for financial statements for periods beginning after June 15, 2015 resulting in  the City’s fiscal year ending September 30, 2016.    The objective of this statement is to improve the usefulness of information about pensions  included in the general purpose external financial reports of state and local governments for  making decisions and assessing accountability.  This statement results from a  comprehensive review of the effectiveness of existing standards of accounting and financial  reporting for all postemployment benefits with regard to providing decision‐useful  information, supporting assessments of accountability and inter‐period equity, and  creating additional transparency.    The requirements of this statement  will improve financial reporting by establishing a single  framework for the presentation of information about pensions, which will enhance the  comparability of pension‐related information reported by employers and non‐employer  contributing entities.    This statement establishes requirements for defined benefit pensions that are not within  the scope of Statement No. 68, Accounting and Financial Reporting for Pensions, as well as  for the assets accumulated for purposes of providing those pensions. In addition, it  establishes requirements for defined contribution pensions that are not within the scope  of Statement No. 68. It also amends certain provisions of Statement No. 67, Financial  Reporting for Pension Plans, and Statement No. 68 for pension plans and pensions that are  within their respective scopes.    The requirements of this statement extend the approach to accounting and financial  reporting established in Statement No. 68 to all pensions, with modifications as necessary  to reflect that for accounting and financial reporting purposes, any assets accumulated for  pensions that are provided through pension plans that are not administered through trusts  that meet the criteria specified in Statement No. 68 should not be considered pension plan  assets. It also requires that information similar to that required by Statement No. 68 be  included in notes to financial statements and required supplementary information by all  similarly situated employers and non‐employer contributing entities.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 23 This statement also clarifies the application of certain provisions of Statements No.’s 67  and 68 with regard to the following issues:   Information that is required to be presented as notes to the 10‐year schedules of  required supplementary information about investment‐related factors that  significantly affect trends in the amounts reported.     Accounting and financial reporting for separately financed specific liabilities of  individual employers and non‐employer contributing entities for defined benefit  pensions.     Timing of employer recognition of revenue for the support of non‐employer  contributing entities not in a special funding situation.  e) Statement No. 74, Financial Reporting for Postemployment Benefit Plans Other Than  Pension Plans was issued in June of 2015, and is effective for financial statements for  periods beginning after June 15, 2016 resulting in the City’s fiscal year ending September  30, 2017.  This statement could easily be described as the GASB No. 67 for  postemployment benefit plans due to the fact that it will closely follow the provisions of  GASB No. 67 for pension plans.    The objective of this statement is to improve the usefulness of information about  postemployment benefits other than pensions (other postemployment benefits or OPEB)  included in the general purpose external financial reports of state and local governmental  OPEB plans for making decisions and assessing accountability. This statement results from  a comprehensive review of the effectiveness of existing standards of accounting and  financial reporting for all postemployment benefits (pensions and OPEB) with regard to  providing decision‐useful information, supporting assessments of accountability and inter‐ period equity, and creating additional transparency.    This statement replaces Statements No. 43, Financial Reporting for Postemployment Benefit  Plans Other Than Pension Plans, as amended, and No. 57, OPEB Measurements by Agent  Employers and Agent Multiple‐Employer Plans. It also includes requirements for defined  contribution OPEB plans that replace the requirements for those OPEB plans in Statement  No. 25, Financial Reporting for Defined Benefit Pension Plans and Note Disclosures for  Defined Contribution Plans, as amended, Statement No. 43, and Statement No. 50, Pension  Disclosures.    Statement No. 75, Accounting and Financial Reporting for Postemployment Benefits Other  Than Pensions, establishes new accounting and financial reporting requirements for  governments whose employees are provided with OPEB, as well as for certain non‐ employer governments that have a legal obligation to provide financial support for OPEB  provided to the employees of other entities.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 24 The scope of this statement includes OPEB plans (defined benefit and defined contribution)  administered through trusts that meet the following criteria:   Contributions from employers and non‐employer contributing entities to the OPEB  plan and earnings on those contributions are irrevocable.   OPEB plan assets are dedicated to providing OPEB to plan members in accordance  with the benefit terms.   OPEB plan assets are legally protected from the creditors of employers, non‐ employer contributing entities, and the OPEB plan administrator. If the plan is a  defined benefit OPEB plan, plan assets also are legally protected from creditors of  the plan members.  The requirements of this statement will improve financial reporting primarily through  enhanced note disclosures and schedules of required supplementary information that will  be presented by OPEB plans that are administered through trusts that meet the specified  criteria. The new information will enhance the decision‐usefulness of the financial reports of  those OPEB plans, their value for assessing accountability, and their transparency by  providing information about measures of net OPEB liabilities and explanations of how and  why those liabilities changed from year to year.     The net OPEB liability information, including ratios, will offer an up‐to‐date indication of the  extent to which the total OPEB liability is covered by the fiduciary net position of the OPEB  plan. The comparability of the reported information for similar types of OPEB plans will be  improved by the changes related to the attribution method used to determine the total  OPEB liability.     The contribution schedule will provide measures to evaluate decisions related to the  assessment of contribution rates in comparison with actuarially determined rates, if such  rates are determined. In addition, new information about rates of return on OPEB plan  investments will inform financial report users about the effects of market conditions on the  OPEB plan’s assets over time and provide information for users to assess the relative  success of the OPEB plan’s investment strategy and the relative contribution that  investment earnings provide to the OPEB plan’s ability to pay benefits to plan members  when they come due.    f) Statement No. 75, Accounting and Financial Reporting for Postemployment Benefits  Other Than Pensions was issued in June of 2015, and is effective for financial statements  for periods beginning after June 15, 2017 resulting in the City’s fiscal year ending  September 30, 2018.  This statement could easily be described as the GASB No. 68 for  postemployment benefit plans due to the fact that it will closely follow the provisions of  GASB No. 68 for pension plans.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 25 The primary objective of this statement is to improve accounting and financial reporting by  state and local governments for postemployment benefits other than pensions (other  postemployment benefits or OPEB). It also improves information provided by state and  local governmental employers about financial support for OPEB that is provided by other  entities. This statement results from a comprehensive review of the effectiveness of existing  standards of accounting and financial reporting for all postemployment benefits (pensions  and OPEB) with regard to providing decision‐useful information, supporting assessments of  accountability and inter‐period equity, and creating additional transparency.    This statement replaces the requirements of Statements No. 45, Accounting and Financial  Reporting by Employers for Postemployment Benefits Other Than Pensions, as amended, and  No. 57, OPEB Measurements by Agent Employers and Agent Multiple‐Employer Plans, for  OPEB. Statement No. 74, Financial Reporting for Postemployment Benefit Plans Other  Than Pension Plans, establishes new accounting and financial reporting requirements for  OPEB plans.     The scope of this statement addresses accounting and financial reporting for OPEB that is  provided to the employees of state and local governmental employers. This statement  establishes standards for recognizing and measuring liabilities, deferred outflows of  resources, deferred inflows of resources, and expense/expenditures. For defined benefit  OPEB, this statement identifies the methods and assumptions that are required to be  used to project benefit payments, discount projected benefit payments to their actuarial  present value, and attribute that present value to periods of employee service. Note  disclosure and required supplementary information requirements about defined benefit  OPEB also are addressed.    In addition, this statement details the recognition and disclosure requirements for  employers with payables to defined benefit OPEB plans that are administered through  trusts that meet the specified criteria and for employers whose employees are provided  with defined contribution OPEB. This statement also addresses certain circumstances in  which a non‐employer entity provides financial support for OPEB of employees of another  entity.    In this statement, distinctions are made regarding the particular requirements depending  upon whether the OPEB plans through which the benefits are provided are administered  through trusts that meet the following criteria:     Contributions from employers and non‐employer contributing entities to the OPEB  plan and earnings on those contributions are irrevocable.   OPEB plan assets are dedicated to providing OPEB to plan members in accordance  with the benefit terms.   City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 26  OPEB plan assets are legally protected from the creditors of employers, non‐ employer contributing entities, the OPEB plan administrator, and the plan  members.    The requirements of this statement will improve the decision‐usefulness of information in  employer and governmental non‐employer contributing entity financial reports and will  enhance its value for assessing accountability and inter‐period equity by requiring  recognition of the entire OPEB liability and a more comprehensive measure of OPEB  expense. Decision‐usefulness and accountability also will be enhanced through new note  disclosures and required supplementary information.    g) Statement No. 76, The Hierarchy of Generally Accepted Accounting Principles for State  and Local Governments was issued in June of 2015, and is effective for financial  statements for periods beginning after June 15, 2015 resulting in the City’s fiscal year  ending September 30, 2016.  This statement supersedes Statement No. 55, The Hierarchy  of Generally Accepted Accounting Principles for State and Local Governments.    The objective of this statement is to identify (in the context of the current governmental  financial reporting environment) the hierarchy of generally accepted accounting principles  (GAAP). The “GAAP hierarchy” consists of the sources of accounting principles used to  prepare financial statements of state and local governmental entities in conformity with  GAAP and the framework for selecting those principles. This statement reduces the GAAP  hierarchy to two (2) categories of authoritative GAAP and addresses the use of  authoritative and non‐authoritative literature in the event that the accounting treatment  for a transaction or other event is not specified within a source of authoritative GAAP.      The requirements in this statement improve financial reporting by: (1) raising the category  of GASB Implementation Guides in the GAAP hierarchy, thus providing the opportunity for  broader public input on implementation guidance; (2) emphasizing the importance of  analogies to authoritative literature when the accounting treatment for an event is not  specified in authoritative GAAP; and (3) requiring the consideration of consistency with the  GASB Concepts Statements when evaluating accounting treatments specified in non‐ authoritative literature.  As a result, governments will apply financial reporting guidance with  less variation, which will improve the usefulness of financial statement information for  making decisions and assessing accountability and enhance the comparability of financial  statement information among governments.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 27   h) Statement No. 77, Tax Abatement Disclosures was issued in August of 2015, and is  effective for financial statements for periods beginning after December 15, 2015 resulting  in the City’s fiscal year ending September 30, 2017.  This statement requires governments  that enter into tax abatement agreements to disclose the following information about the  agreements:     Brief descriptive information, such as the tax being abated, the authority under which  tax abatements are provided, eligibility criteria, the mechanism by which taxes are  abated, provisions for recapturing abated taxes, and the types of commitments made  by tax abatement recipients.   The gross dollar amount of taxes abated during the period.   Commitments made by a government, other than to abate taxes, as part of the tax  abatement agreement.    Governments should organize those disclosures by major tax abatement program and may  disclose information for individual tax abatement agreements within those programs.    The disclosures required by Statement No. 77 are new and unusual for the City’s financial  reporting and we recommend City officials begin reviewing any existing agreements now to  see how they may be impacted by Statement No. 77 and for those that will be required to  be disclosed, we recommend City officials begin compiling this information for  presentation in the CAFR for the fiscal year ended September 30, 2017.    i) Other Pending or Current GASB Projects.  As noted by the numerous pronouncements  issued by GASB over the past decade, the GASB continues to research various projects of  interest to governmental units.  Subjects of note include:     Fiduciary responsibilities and new definitions for fiduciary funds and use of  whether a government has “control” and who benefits to determine accounting as  fiduciary.  Final standard expected in 2016.   Capital leases or operating leases continues to be a hot topic.  Looking into  whether all leases should be treated the same way.  Final standard expected in  2016.   Irrevocable split‐interest agreements which are prevalent at colleges and  universities whereby split‐interest agreements in which an asset is given to  government in trust.  During stated term of the trust the income generated by the  trust goes to the donor and when the trust ends then the assets become the  governments. Final standard expected in 2016.    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 28  Blending requirements for certain business‐type activities.  GASB is considering  revising the standards regarding how certain component units of business‐type  activities should be presented.  There is diversity in practice, with some component  units blended for reasons not included in Statement 14 (such as sole member of an  LLC).  Final standard expected in 2016.   Conceptual Framework is a constant matter being looked at by GASB.  Current  measurement focus statements (for governmental funds) to change to near‐term  financial resources measurement.  May dictate a period (such as 60 days) for  revenue and expenditure recognition.  May expense thing such as supplies and  prepaid assets at acquisition.  Will look into which balances (at all statement levels)  are measured at acquisition and which need to be re‐measured at year‐end.   Project placed on hold for now.   Economic Condition Reporting is another long‐term matter being looked into by  GASB.  Includes presentation of information on fiscal sustainability (including  projections).  Tabled for now pending resolution to issues raised on GASBs scope.    2) Single Audit Standards    There continues to be changes to auditing standards relative to the conduct and reporting of  Single Audits.  This year’s financial and compliance audit recognized the implementation of the  new Uniform Grant Guidance (UG) which included significant changes to cost principles and other  requirements for auditees receiving Federal funds.      These changes are driven based on the grant award date as awarded by the Federal agency.  As  such, auditors and auditees will follow requirements from both the “old” and “new” guidance for a  few years to come.    Beginning with fiscal years ending December 31, 2015, additional changes to audit requirements  will be effective.  These include changes to the:     Threshold requiring a Single Audit (from $500,000 to $750,000);   Major program thresholds; and   Percentage coverage thresholds (for low risk from 25% to 20%  and for high risk from 50% to 40%).       Summations of Thoughts Noted Above    We believe the implementation of these suggestions will enhance both the control environment  and the financial reporting process, making both more effective.  We also believe these  recommendations can be easily implemented, and all problems resolved quite timely should  management elect to employ the corrective measures.  City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 29 FREE QUARTERLY CONTINUING EDUCATION  AND NEWSLETTERS FOR GOVERNMENTAL CLIENTS    Free Continuing Education.  We provide free continuing education (quarterly is the goal and  objective) for all of our governmental clients.  Each quarter we pick a couple of significant topics  tailored to be of interest to governmental entities.  In an effort to accommodate our entire  governmental client base, we offer the sessions several times per quarter at a variety of client  provided locations resulting in greater networking among our governmental clients.  We normally  see approximately 100 people per quarter.  We obtain the input and services of experienced  outside speakers along with providing the instruction utilizing our in‐house professionals.  We  hope City staff and officials have been able to participate in this opportunity, and that it has been  beneficial to you.  Examples of subjects addressed in the past few quarters include:      Accounting for Debt Issuances   American Recovery & Reinvestment Act (ARRA) Updates   Best Budgeting Practices, Policies and Processes   CAFR Preparation (several times including a two (2) day hands‐on course)   Capital Asset Accounting Processes and Controls   Collateralization of Deposits and Investments   Evaluating Financial and Non‐Financial Health of a Local Government   GASB No. 51, Intangible Assets   GASB No. 54, Governmental Fund Balance (subject addressed twice)   GASB No. 60, Service Concession Arrangements (webcast)   GASB No. 61, the Financial Reporting Entity (webcast)   GASB No.’s 63 & 65, Deferred Inflows and Outflows (webcast)   GASB No.’s 67 & 68, New Pension Stds. (presented several occasions)   GASB Updates (ongoing and several sessions)   Grant Accounting Processes and Controls   Internal Controls Over Accounts Payable, Payroll and Cash Disbursements   Internal Controls Over Receivables & the Revenue Cycle   Internal Revenue Service (IRS) Issues, Primarily Payroll Matters   Legal Considerations for Debt Issuances & Disclosure Requirements   Policies and Procedures Manuals   Segregation of Duties   Single Audits for Auditees   Special Purpose Local Option Sales Tax (SPLOST) Accounting, Reporting &  Compliance   Uniform Grant Reporting Requirements and the New Single Audit    City of Milton, Georgia  Auditor’s Discussion & Analysis (AD&A)  September 30, 2015 Page 30 Governmental Newsletters.  We periodically produce newsletters tailored to meet the needs of  governments.  The newsletters have addressed a variety of subjects and are intended to be timely  in their subject matter.  The newsletters are authored by Mauldin & Jenkins partners and  managers, and are not purchased from an outside agency.  The newsletters are intended to keep  you informed of current developments in the government finance environment.    Communication.  In an effort to better communicate our free continuing education plans and  newsletters, please email Paige Vercoe at pvercoe@mjcpa.com (send corresponding copy to  afraley@mjcpa.com), and provide to her individual names, mailing addresses, email addresses and  phone numbers of anyone you wish to participate and be included in our database.     CLOSING    We believe the implementation of these suggestions will enhance both the control environment  and the financial reporting process, making both more effective.  We also believe these  recommendations can be easily implemented, and all problems resolved quite timely should  management elect to employ the corrective measures.  If you have any questions regarding any  comments, suggestions or recommendations set forth in this memorandum, we will be pleased to  discuss it with you at your convenience.     This information is intended solely for the use of the City’s management, and others within the  City’s organization and is not intended to be and should not be used by anyone other than these  specified parties.   We appreciate the opportunity to serve the City of Milton, Georgia and look forward to serving the  City in the future.  Thank you.    2/23/2016 9:03 AM Client:0301647 - City of Milton, Georgia Engagement:1647-15 - City of Milton, Georgia Period Ending:9/30/2015 Trial Balance:0200.100 - General Fund Trial Balance Workpaper:0204.100 - General Fund - Adjusting Journal Entries Report Account Description W/P Ref Debit Credit Adjusting Journal Entries JE # 1 PBC 100-0000-1216032 CONTRACTS PAYALBE/TYLER CONVENIENCE FEE 1,077.50 100-0000-3419001 ONLINE PAYMENT CONVENIENCE FEE 1,077.50 Total 1,077.50 1,077.50 Adjusting Journal Entries JE # 2 PBC 100-0000-1216032 CONTRACTS PAYALBE/TYLER CONVENIENCE FEE 148.75 100-1535-523850107 MAINT CONTRACTS/INCODE 148.75 Total 148.75 148.75 Adjusting Journal Entries JE # 3 PBC 100-0000-1138099 PREPAID ITEMS / OTHER PREPAID ITEMS 250.00 100-3210-523700004 EDUCATION & TRAINING/AA/TAC CONFERENCE 250.00 Total 250.00 250.00 Adjusting Journal Entries JE # 4 PBC 100-0000-3421310 ALARM REGISTRATION / FALSE ALARMS 1,050.00 100-0000-1225000 DEFERRED REVENUE 1,050.00 Total 1,050.00 1,050.00 Adjusting Journal Entries JE # 5 PBC 100-0000-1111000 CASH IN BANK POOLED 2,039,471.29 100-0000-1132060 INTERFD REC/FROM OPERATING GRANT FD 2,800.00 100-0000-1219135 DUE TO REVENUE BOND FUND 2,042,271.29 Total 2,042,271.29 2,042,271.29 Adjusting Journal Entries JE # 6 PBC 100-0000-1131070 DUE FROM CAP GRANT FUND 2,070,549.45 100-0000-1219135 DUE TO REVENUE BOND FUND 2,070,549.45 Total 2,070,549.45 2,070,549.45 Adjusting Journal Entries JE # 7 5001.000 100-8000-582200000 CAPITAL LEASE INTEREST 75,505.07 100-3510-522310001 RENTAL LAND & BUILDINGS/STATION 43 LEASE 75,505.07 Total 75,505.07 75,505.07 Adjusting Journal Entries JE # 8 100-0000-1211999 AP PENDING (DUE TO POOL)284,521.00 100-1320-512402000 PENSION (GMEBS)2,400.17 100-0000-1340000 UNRESERVED, UNDESIGNATED 286,921.17 Total 286,921.17 286,921.17 Adjusting Journal Entries JE # 9 PBC 100-0000-1119000 ACCOUNTS RECEIVABLE 2,800.00 100-3210-531100000 SUPPLIES / GENERAL SUPPLIES 2,800.00 100-0000-1132060 INTERFD REC/FROM OPERATING GRANT FD 2,800.00 100-0000-1225000 DEFERRED REVENUE 2,800.00 Total 5,600.00 5,600.00 To reclass principal and interest portion of debt service related to Fire Station lease. Restatement / AJE to General Fund for pension expenditures To record the operating grant fund activity in the general fund To move unbilled Tyler fees to revenue. To move insite transit fees to contracts payable Move prepaid expense to FY16 To book false alarm fine deferred revenue FY15 Due to/Due From entries To correct FY15 Due to-Due From entry 1 of 1 2/23/2016 9:04 AM Client:0301647 - City of Milton, Georgia Engagement:1647-15 - City of Milton, Georgia Period Ending:9/30/2015 Trial Balance:0200.220 - Operating Grant Trial Balance Workpaper:0204.220 - Operating Grant Fund - Adjusting Journal Entries Report Account Description W/P Ref Debit Credit Adjusting Journal Entries JE # 1 PBC 220-0000-1111000 CASH IN BANK POOLED 2,800.00 220-0000-1219010 DUE TO GENERAL FUND 2,800.00 Total 2,800.00 2,800.00 Adjusting Journal Entries JE # 2 PBC 220-0000-1219010 DUE TO GENERAL FUND 2,800.00 220-0000-1225000 DEFERRED REVENUE 2,800.00 220-0000-1127000 INTRGVRNMNTL RECEIVABLES 2,800.00 220-3210-531700000 SUPPLIES/UNIFORMS 2,800.00 Total 5,600.00 5,600.00 To move the grant fund to the general fund. To book FY15 due to/due from entries 1 of 1 2/23/2016 9:05 AM Client:0301647 - City of Milton, Georgia Engagement:1647-15 - City of Milton, Georgia Period Ending:9/30/2015 Trial Balance:0200.300 - Capital Projects Trial Balance Workpaper:0204.300 - Capital Projects - Adjusting Journal Entries Report Account Description W/P Ref Debit Credit Adjusting Journal Entries JE # 1 PBC 300-0000-1211099 MISCELLANEOUS PAYABLE 78,902.33 300-4101-522260000 PAVEMENT MANAGEMENT 78,902.33 Total 78,902.33 78,902.33 Adjusting Journal Entries JE # 2 PBC 300-4101-522250000 STORMWATER MAINTENANCE 19,218.50 300-0000-1211099 MISCELLANEOUS PAYABLE 19,218.50 Total 19,218.50 19,218.50 To reverse FY14 Blount Construction retainage To book maintenance work to FY15. 1 of 1 2/23/2016 9:05 AM Client:0301647 - City of Milton, Georgia Engagement:1647-15 - City of Milton, Georgia Period Ending:9/30/2015 Trial Balance:0200.340 - Capital Grant Trial Balance Workpaper:0204.340 - Capital Grant Fund - Adjusting Journal Entries Report Account Description W/P Ref Debit Credit Adjusting Journal Entries JE # 1 PBC 340-0000-1111000 CASH IN BANK POOLED 2,070,549.45 340-0000-1219134 DUE TO REVENUE BOND FUND 2,070,549.45 Total 2,070,549.45 2,070,549.45 Adjusting Journal Entries JE # 2 PBC 340-0000-1111000 CASH IN BANK POOLED 2,070,549.45 340-0000-1219010 DUE TO GENERAL FUND 2,070,549.45 Total 2,070,549.45 2,070,549.45 To book FY15 Due to/Due From entries To correct FY15 Due to - Due from entry 1 of 1 2/23/2016 9:06 AM Client:0301647 - City of Milton, Georgia Engagement:1647-15 - City of Milton, Georgia Period Ending:9/30/2015 Trial Balance:0200.360 - Capital Projects - Revenue Bond Trial Balance Workpaper:0204.360 - Capital Projects - Revenue Bond AJE Report Account Description W/P Ref Debit Credit Adjusting Journal Entries JE # 1 PBC 360-0000-1131010 DUE FROM GENERAL FUND 2,042,271.29 360-0000-1131070 DUE FROM CAPITAL GRANT FUND 2,070,549.45 360-0000-1111000 CASH IN BANK POOLED 4,112,820.74 Total 4,112,820.74 4,112,820.74 Adjusting Journal Entries JE # 2 PBC 360-0000-1119070 BOND PROCEEDS RECEIVABLE 2,484,268.05 360-0000-3930001 REVENUE BOND PROCEEDS 2,484,268.05 Total 2,484,268.05 2,484,268.05 Adjusting Journal Entries JE # 3 PBC 360-0000-1131010 DUE FROM GENERAL FUND 2,070,549.45 360-0000-1111000 CASH IN BANK POOLED 2,070,549.45 Total 2,070,549.45 2,070,549.45 To book FY15 Due to/Due From entries To book bond proceeds receivable To correct FY15 due to - due from entry 1 of 1 M HOME OP'THE BEST QUALITYOF LIFE IN GEORGIA' M I LTONI ESTABLISHED2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager i) AGENDA ITEM: Consideration of an Amendment to the Charter of the City of Milton, Georgia for the Purpose of Clarifying the Income Limitations Applicable to the Homestead Tax Exemptions Available to Seniors Age 65 and Over and Disabled Persons with Moderate to Low Income. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (.?APPROVED /) NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: (,)/S'ES () NO CITY ATTORNEY REVIEW REQUIRED: VES () NO APPROVAL BY CITY ATTORNEY bT APPROVED () NOT APPROVED PLACED ON AGENDA FOR: 0 Sul 2u4 REMARKS fjVYOU PHONE: 678.242.25001 FAX: 678.242.2499 '`G'r`een 4• iMo@cifyolmllfonga.us I w .cltyofmlRonga.mCommunity a 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 W� - °••*^•^ •.,... - *a9a 1 STATE OF GEORGIA COUNTY OF FULTON RESOLUTION/ORDINANCE NO. ______ A RESOLUTION AND ORDINANCE AMENDING THE CHARTER FOR THE CITY OF MILTON, GEORGIA WHEREAS, Article IX, Section II, Paragraph II of the Constitution of the State of Georgia, entitled Home Rule for Municipalities, allows the General Assembly of the State of Georgia to provide by law for the self-government of municipalities, which the General Assembly has done with The Municipal Home Rule Act of 1965, O.C.G.A. § 36-35-1, et seq.; and WHEREAS, O.C.G.A. § 36-35-3 provides that the governing authority of each municipal corporation shall have legislative power to adopt clearly reasonable ordinances, resolutions and regulations relating to its property, affairs, and local government for which no provision has been made by general law and which are not inconsistent with the Constitution or any charter provision applicable thereto; and WHEREAS, O.C.G.A. § 36-35-3 provides that a municipal corporation may, as an incident of its home rule power, amend its charter, except where prohibited pursuant to O.C.G.A. § 36-35-6; and WHEREAS, the Council desires to amend the Charter of the City of Milton so as to update the Act to clarify certain provisions establishing income limitations applicable to the homestead tax exemptions for seniors age 65 and over and disabled persons with moderate to low incomes and to repeal conflicting laws; and WHEREAS, the modifications provided for in this Resolution and Ordinance may be lawfully completed by home rule; and WHEREAS, O.C.G.A. § 36-35-3 provides that, in order to amend its charter, a municipal corporation must duly adopt ordinances at two regular consecutive meetings of the municipal governing authority, not less than seven (7) nor more than sixty (60) days apart; WHEREAS, pursuant to O.C.G.A. § 36-35-3, a notice, containing a synopsis of the proposed amendment and stating that a copy of the proposed amendment is on file in the office of the clerk or the recording officer of the municipal governing authority and in the Office of the Clerk of the Superior Court of Fulton County for the purpose of examination and inspection by the public, shall be published in the official organ of the county of the legal situs of the municipal corporation or in a newspaper of general circulation in the municipal corporation once a week for three weeks within a period of 60 days immediately preceding its final adoption; and WHEREAS, those requirements applicable to amendments to the charter of a municipal corporation by a resolution or ordinance duly adopted by the municipality’s governing authority as set forth in O.C.G.A. § 36-35-3 have been met and satisfied, and, specifically, notice of the consideration of this Resolution and Ordinance has been advertised and this Resolution and Ordinance has been duly adopted by the governing authority at two regularly consecutive meetings in compliance with O.C.G.A. § 36-35-3; and 2 WHEREAS, in this Resolution and Ordinance, text that is underlined/bolded shall represent additions to the Charter; text that is stricken-through shall represent deletions from the Charter; and WHEREAS, a majority of the Council deems it to be in the best interests of the citizens of the City of Milton that the Act be further amended. NOW THEREFORE, the Council of the City of Milton hereby ordains and resolves that the Charter of the City of Milton shall be amended as follows: Section 6.35. Section 6.35 - Homestead exemption for citizens age 65 [years] or over meeting certain income requirements is amended by striking it in its entirety and replacing it with a new Section 6.35 to read as follows: (a) As used in this section, the term: (1) "Ad valorem taxes for municipal purposes" means all ad valorem taxes for municipal purposes levied by, for, or on behalf of the City of Milton including, but not limited to, any ad valorem taxes to pay interest on and to retire municipal bonded indebtedness. (2) "Homestead" means homestead as defined and qualified in O.C.G.A. § 48-5-40, as amended. (3) "Income" means adjusted gross income as such term is defined in the Internal Revenue Code of 1986, as such code is defined in O.C.G.A. § 48-1-2, except that for purposes of this section, the term "income" shall include only that portion of income or benefits received as retirement, survivor, or disability benefits under the federal Social Security Act or under any other public or private retirement, disability, or pension system which exceeds the maximum amount which may be received by an individual and an individual's spouse under the federal Social Security Act. (4) "Senior citizen" means a person who is 65 years of age or over on or before January 1 of the year in which application for the exemption under subsection (b) of this section is made. (b) Each resident of the City of Milton who is a senior citizen is granted an exemption on that person's homestead from City of Milton ad valorem taxes for municipal purposes in the amount of $10,000.00 of the assessed value of that homestead. The exemption granted by this subsection shall only be granted if that person's income, together with the income of the spouse who also occupies and resides at such homestead does not exceed the maximum amount which may be received by an individual and an individual’s spouse under the federal Social Security Act for the immediately preceding year. The value of that property in excess of such exempted amount shall remain subject to taxation. (c) A person shall not receive the homestead exemption granted by subsection (b) of this section unless the person or person's agent files an application with the governing authority of the City of Milton, or the designee thereof, giving the person's age, income, and such additional information relative to receiving such 3 exemption as will enable the governing authority of the City of Milton, or the designee thereof, to make a determination regarding the initial and continuing eligibility of such owner for such exemption. The governing authority of the City of Milton, or the designee thereof, shall provide application forms for this purpose. (d) The exemption shall be claimed and returned as provided in O.C.G.A. § 48-5- 50.1, as amended. The exemption shall be automatically renewed from year to year so long as the owner occupies the residence as a homestead. After a person has filed the proper application, as provided in subsection (c) of this section, it shall not be necessary to make application thereafter for any year and the exemption shall continue to be allowed to such person. It shall be the duty of any person granted the homestead exemption under subsection (b) of this section to notify the governing authority of the City of Milton, or the designee thereof, in the event that person for any reason becomes ineligible for that exemption. (e) The exemption granted by subsection (b) of this section shall not apply to or affect state ad valorem taxes, county ad valorem taxes for county purposes, or county or independent school district ad valorem taxes for educational purposes. The homestead exemption granted by subsection (b) of this section shall be in addition to and not in lieu of any other homestead exemption applicable to municipal ad valorem taxes for municipal purposes. (f) The exemption granted by subsection (b) of this section shall apply to all taxable years beginning on or after January 1, 2007. Section 6.36. Section 6.36 - Homestead exemption for citizens age 70 [years] or over and disabled persons meeting certain income requirements is amended by striking it in its entirety and replacing it with a new Section 6.36 to read as follows: (a) As used in this section, the term: (1) "Ad valorem taxes for municipal purposes" means all ad valorem taxes for municipal purposes levied by, for, or on behalf of the City of Milton including, but not limited to, any ad valorem taxes to pay interest on and to retire municipal bonded indebtedness. (2) "Homestead" means homestead as defined and qualified in O.C.G.A. § 48-5-40, as amended. (3) "Income" means adjusted gross income determined pursuant to the Internal Revenue Code of 1986, as amended, for federal income tax purposes, except that for the purposes of this section, the term "income" shall include only that portion of income or benefits received as retirement, survivor, or disability benefits under the federal Social Security Act or under any other public or private retirement, disability, or pension system which exceeds the maximum amount which may be received by an individual and an individual's spouse under the federal Social Security Act. (4) "Senior citizen" means a person who is 70 years of age or over on or before January 1 of the year in which application for the exemption under subsection (b) of this section is made. 4 (b) Each resident of the City of Milton who is a senior citizen or who is disabled is granted an exemption on that person's homestead from City of Milton ad valorem taxes for municipal purposes for the full value of that homestead. The exemp tion granted by this subsection shall only be granted if that person's income, together with the income of the spouse who also occupies and resides at such homestead does not exceed the maximum amount which may be received by an individual and an individual’s spouse under the federal Social Security Act for the immediately preceding year. (c) [Disability certificate; application.] (1) In order to qualify for the exemption provided for in subsection (b) of this section as being disabled, the person claiming such exemption shall be required to obtain a certificate from not more than three physicians licensed to practice medicine under Chapter 34 of Title 43 of the O.C.G.A., as amended, certifying that in the opinion of such physician or physicians such person is mentally or physically incapacitated to the extent that such person is unable to be gainfully employed and that such incapacity is likely to be permanent. Such certificate or certificates shall constitute part of and be submitted with the application provided for in paragraph (2) of this subsection. (2) A person shall not receive the homestead exemption granted by subsection (b) of this section unless the person or persons agent files an application with the governing authority of the City of Milton, or the designee thereof, giving the person's age, income, and such additional information relative to receiving such exemption as will enable the governing authority of the City of Milton, or the designee thereof, to make a determination regarding the initial and continuing eligibility of such owner for such exemption. The governing authority of the City of Milton, or the designee thereof, shall provide application forms for this purpose. (d) The exemption shall be claimed and returned as provided in O.C.G.A. § 48-5- 50.1, as amended. The exemption shall be automatically renewed from year-to-year so long as the owner occupies the residence as a homestead. After a person has filed the proper application, as provided in subsection (c) of this section, it shall not be necessary to make application thereafter for any year and the exemption shall continue to be allowed to such person. It shall be the duty of any person granted the homestead exemption under subsection (b) of this section to notify the governing authority of the City of Milton, or the designee thereof, in the event that person for any reason becomes ineligible for that exemption. (e) The exemption granted by subsection (b) of this section shall not apply to or affect state ad valorem taxes, county ad valorem taxes for county purposes, or county or independent school district ad valorem taxes for educational purposes. The homestead exemption granted by subsection (b) of this section shall be in addition to and not in lieu of any other homestead exemption applicable to municipal ad valorem taxes for municipal purposes. (f) The exemption granted by subsection (b) of this section shall apply to all taxable years beginning on or after January 1, 2007. SEVERABILITY 5 If any portion of this Resolution and Ordinance or the application thereof shall be held invalid or unconstitutional, the other provisions of this Resolution and Ordinance shall not be affected, and thus, the provisions of this Resolution and Ordinance are declared severable. REPEALER Any other Ordinance, Resolution, or local law, or portion thereof, now in effect, that is in conflict with any of the provisions of this Resolution and Ordinance is hereby repealed. EFFECTIVE DATE This Resolution and Ordinance shall become effective when all required documents have been filed with the Secretary of State and in the Office of the Clerk of Superior Court of Fulton County as required by O.C.G.A. § 36-35-5. ADOPTION AT TWO CONSECUTIVE MEETINGS This Resolution and Ordinance was adopted at two (2) regular consecutive meetings of the Council of the City of Milton held on the 16th day of May, 2016 and the 6th day of June, 2016, as required by O.C.G.A. § 36-35-3. BE IT SO RESOLVED AND ORDAINED, the public’s health, safety, and welfare demanding it, this ___ day of ____________________, 2016, by the Council of the City of Milton, Georgia. Approved: _______________________ Joe Lockwood, Mayor Attest: ___________________________ Sudie Gordon, City Clerk (Seal) !'► HOME OF'THE BEST QUALITY OF LIFE IN GEORGIA' N MILT ESTABLISHED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager a AGENDA ITEM: Consideration of an Ordinance to Amend Milton City Code, Chapter 18, Emergency Management Services. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (-KAPPROVED NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: (eES () NO CITY ATTORNEY REVIEW REQUIRED: OYES () NO APPROVAL BY CITY ATTORNEY k"APPROVED (J NOT APPROVED PLACED ON AGENDA FOR: o01t./iolb REMARKS ©� Your PHONE: 678.242.25001 FAX: 678.242.2499 10 %fid`en 4. IMofcflyofmilfonga.us l w .ellyofmlHonga.us witoua Communi j na b 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 AIS "+a To: Honorable Mayor and City Council Members From: Matt Marietta, Emergency Manager / Fire Marshal Date: Submitted on April 22, 2016 for First Reading on the May 2, 2016 Regular Council Meeting and Hearing on May 16, 2016 at the Regular Council Meeting Agenda Item: Consideration of an Ordinance to Amend Milton City Code, Chapter 18, Emergency Management Services ____________________________________________________________________________ Department Recommendation: It is the recommendation of the Emergency Manager that the city ordinance addressing emergency management services be updated to match current operating systems. Executive Summary: The code as it currently exists still contains references to a Public Safety Director and the public safety department. While these references were removed from the fire, law enforcement, and general administration ordinances in 2009 when the departments split, I missed the references in this chapter. The proposed changes will address this problem in accordance with our current operating schema and adopted Emergency Operations Plan. Funding and Fiscal Impact: No funding is required for these changes. Alternatives: N/A Page 2 of 2 Legal Review: Ken Jarrard – Jarrard & Davis (April 25, 2016) Concurrent Review: Robert Edgar, Fire Chief Steve Krokoff, Interim City Manager Attachment(s): Chapter 18 with proposed deletions and additions (blue line). Page 1 STATE OF GEORGIA COUNTY OF FULTON ORDINANCE NO. AN ORDINANCE TO AMEND CHAPTER 18 – EMERGENCY MANAGEMENT SERVICES OF THE MILTON CITY CODE TO ALIGN WITH THE CURRENT MUNICIPAL STRUCTURE BE IT ORDAINED by the City Council for the City of Milton, Georgia while in regular session on May 16, 2016 at 6:00 p.m. as follows: SECTION 1. That the City of Milton seeks to provide efficient and professional emergency management and public safety services to its citizens; and SECTION 2. That, in order to provide those services, organizational structure of the departments providing those services will change to reflect current needs of the City and its citizens, and that the City has changed the composition of public safety services in Milton, and this change impacts the Emergency Management program; and SECTION 3. That this ordinance recognizes those changes and incorporates them into the City Code; and SECTION 4. That all ordinances or part of ordinances in conflict with the terms of this ordinance are hereby repealed; and SECTION 5. This Ordinance shall become effective upon adoption by the Mayor and City Council and the signature of approval of the Mayor. ORDAINED this 16th day of May, 2016. Approved: _______________________________ Joe Lockwood, Mayor Attest: ________________________________ Sudie Gordon, City Clerk Page 2 Chapter 18 - EMERGENCY MANAGEMENT SERVICES[1] Footnotes: --- (1) --- State Law reference— Municipal home rule, Ga. Const. art. IX, § II, O.C.G.A. § 36-35-1 et seq.; Georgia Emergency Management Act of 1975, O.C.G.A. § 38-3-1 et seq.; local organizations for emergency management, O.C.G.A. § 38-3-27; authority to promulgate local rules and regulations, O.C.G.A. § 38-3- 28; mutual aid, O.C.G.A. § 36-69-1 et seq.; dispatch centers to have trained communications officers on staff, O.C.G.A. § 36-60-19; war on terrorism local assistance, O.C.G.A. § 36-75-1 et seq. ARTICLE I. - IN GENERAL Secs. 18-1—18-19. - Reserved. ARTICLE II. - EMERGENCY MANAGEMENT AGENCY Sec. 18-20. - Definitions. The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Emergency. (1) The term "emergency" means the actual or threatened existence of conditions of disaster or of extreme peril to the safety of persons and property within the city caused by such conditions as air pollution, disease, fire, flood, storm, epidemic, riot, or earthquake, or other conditions, including conditions resulting from war or the imminent threat of war. (2) The term "emergency" does not include conditions resulting from a labor controversy, wh ich conditions are, or are likely to be, beyond the control of the services, personnel, equipment, and facilities of the city, requiring the combined forces of other political subdivisions to combat. Page 3 Emergency management means the preparation for the carrying out of all emergency functions other than functions for which military forces are primarily responsible to prevent, minimize, and repair injury and damage resulting from emergencies, energy emergencies, disasters, or the imminent threat thereof, of manmade or natural origin caused by enemy attack, sabotage, acts of domestic or international terrorism, civil disturbance, fire, flood, earthquake, wind, storm, wave action, oil spill or other water contamination requiring emergency action to avert danger or damage, epidemic, air contamination, blight, drought, infestation, explosion, riot or other hostile action, radiological action, or other causes. These emergency services include, without limitation, firefighting services; police services; emergency medi cal services; rescue; engineering; warning services; communications; defense from radiological, chemical, biological, and other special weapons to include weapons of mass destruction; evacuation of persons from stricken areas; emergency welfare services; consequence management functions to include victim services; emergency transportation; plant protection; temporary restoration of public utility services; and other functions related to civilian protection, together with all other activities necessary or in cidental to the preparation for and carrying out of the foregoing functions. (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 2), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 2), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 2), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 2), 8-18-2008) State Law reference— Similar provisions, O.C.G.A. § 38-3-3. Sec. 18-21. - Purpose. The purposes of this article are to: (1) Reduce the vulnerability of people and the community to damage, injury and loss of life and property resulting from: a. Natural or manmade catastrophes; b. Riots; or c. Hostile military or paramilitary action. (2) Prepare for the prompt and efficient rescue, care and treatment of persons victimized or threatened by disaster. (3) Provide a setting conducive to the rapid and orderly start of restoration and rehabilitation of persons and property affected by disasters. (4) Clarify and strengthen the roles of the mayor, city council, city administrator and city departments in prevention of, preparation for, response to and recovery from disasters. (5) Authorize and provide for the cooperation of activities relating to disaster: a. Prevention; b. Preparedness; and c. Response and recovery. (6) Authorize and provide for the coordination of activities relating to disaster prevention, preparedness, response and recovery by departments and officers of the city, agencies of the private sector and similar activities in which the federal government, the state and its political subdivisions may participate. (7) Provide a disaster management system embodying all aspects of predisaster preparedness and post-disaster response. Page 4 (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 1), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 1), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 1), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 1), 8-18-2008) State Law reference— Authority for establishment of local emergency management organization, O.C.G.A. § 38-3-27. Sec. 18-22. - Office of Director of Public Safety created; duties. (a) The Milton Department of Public Safety shall encompass the primary public safety disciplines, including police services, fire-rescue services and emergency management. To this end, the Office of the Director of Public Safety is hereby created. (b) The director's duties shall be as follows: (1) To serve in a dual role as the executive for public safety services in the city, incorporating the positions of police chief, fire chief, and director of emergency management. (2) To appoint any deputy chiefs or other personnel to serve in a subordinate position to carry out the duties entailed by police, fire and emergency management services. Hereafter, any reference to these positions shall be deemed a reference to the director of public safety. (Ord. No. 08-08-19, § 1(ch. 15, art. 2), 8-18-2008) Sec. 18-23. - Director in charge of emergency management services. Appointment of Emergency Manager (a) In accordance with this article the public safety director shall The City Manager shall appoint an individual to serve as the director of emergency management for the city. The duties of the director shall be as follows: (1) To represent the city on all m atters pertaining to emergency management; (2) To coordinate the development of community-wide emergency preparedness; (3) To develop an emergency and disaster operations plan for the effective mobilization of all city resources, both private and public; (4) To prepare and recommend for approval by the city council mutual aid programs and agreements between other local governments and the city; (5) To prepare and effectuate legal action for the continuity of government in the event of an emergency; (6) To coordinate and advise government departments in the development and implementation of the emergency and disaster operations plan and other required agencies or groups; (7) During periods of emergency, to obtain vital supplies and equipment lacking, need ed for the protection of life and property of people and bind the city for the value thereof and if required immediately, requisition same; and (8) To procure federal and state assistance through emergency management channels and through federal assistance programs in such areas as: a. Law enforcement; b. Highway safety; c. Ambulance procurement; or Page 5 d. Emergency medical services and others. (b) In addition to the above duties listed in subsections (a)(1) through (8) of this section, the director of emergency management shall be responsible during an emergency to: (1) Advise the city manager in operational situations, public information and privileged information implementation of the emergency plan; (2) Direct and coordinate the activities of the emergency operation center staff; and (3) Assist the mayor in ensuring the execution of the operations plans and procedures required by the emergency. (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 3), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 3), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 3), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 3), 8-18-2008) State Law reference— Local director required for state financial assistance, O.C.G.A. § 38-3- 27; authority for nomination of local director of emergency management, O.C.G.A. § 38-3-27. Sec. 18-24. - Disaster plan. (a) The director shall prepare a comprehensive disaster basic plan which shall be adopted and maintained by city council resolution upon the recommendations of the director. Incorporated into such plan and expressly made a part thereof shall be a crisis communications plan. (b) In the preparation of this plan as it pertains to city organization, it is the intent that the services, equipment, facilities and personnel of all existing departments and agencies be used to the fullest extent. (c) The disaster plan shall be considered supplementary to this article and have the effect of law whenever emergencies have been proclaimed. (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 4), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 4), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 4), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 4), 8-18-2008) Sec. 18-25. - State of emergency; special powers. In the event of a manmade or natural disaster, mass electrical failure, rioting, actual enemy attack upon the United States or any other emergency which may affect the lives and property, the mayor may declare that a state of emergency exists by written proclamation setting out the circumst ances of the emergency and thereafter the mayor, or in his or her absence the mayor pro tem or city manager administrator, shall have and may exercise for any period as this state of emergency exists, or continues, the following emergency powers: (1) To enforce all rules, laws and regulations relating to emergency management and to assume direct operational control over all emergency management resources; (2) To seize, take for temporary use, or condemn any property for the protection of the public; (3) To sell, lend, give or distribute all or any property or supplies among the inhabitants of the city; to maintain a strict accounting of property or supplies distributed and for funds received for the property or supplies; (4) To declare a limited or general curfew as may be needed to restore public order; (5) To order the closing of any business; Page 6 (6) To close to public access any public building, street or other public place; (7) To prohibit or regulate the possession, sale or use of explosives, gasoline or other flammable liquids, or dangerous weapons of any kind, excluding firearms or components of firearms; and (8) To perform and exercise any other functions and duties and take any emergency actions as may be necessary to promote and secure the safety, protection and well-being of the inhabitants of the city. (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 5), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 5), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 5), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 5), 8-18-2008) State Law reference— Rules, etc., authorized, O.C.G.A. § 38-3-28; powers of local governing bodies during state of emergency or disaster, O.C.G.A. § 38-3-54. Sec. 18-26. - Mutual aid. (a) Providing. In periods of local emergency, the city is granted full power to provide mutual aid to any affected area in accordance with local laws, ordinances, resolutions, emergency plans or agreements therefor. (b) Requesting. The city may request from state agencies mutual aid, including personnel, equipment and other available resources, to assist the city during the local emergency plans or at the directions of the governor. (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 6), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 6), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 6), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 6), 8-18-2008) Sec. 18-27. - Disclaimer against civil liability. (a) The city shall not be liable for any claim based upon the exercise or performance, or the failure to exercise or perform, a discretionary function or duty on the part of the city or any employee of the city, excepting willful misconduct, gross negligence or bad faith of any such employee, in carrying out emergency services as defined in the term "emergency management" in section 18-20. (b) The immunities from liability, exemptions from laws, ordinances and rules, all pensions, relief, disability workers' compensation and other benefits which apply to the activity of officers, agents or employees of the city when performing their respective functions within the territorial city limits shall apply to them to the same degree and extent while engaged in the performance of any of their functions and duties extraterritorially under the provisions of this chapter, excepting willful misconduct, gross negligence, or bad faith. (c) Volunteers duly enrolled or registered with the city in a local emergency, a state of emergency or a war emergency, or unregistered persons placed into service during a state of war emergency, in carrying out, complying with, or attempting to comply with any order or regulation issued pursuant to the provisions of this article, or performing any of their authorized functions or duties or training for the performance of their authorized functions or duties, shall have the same degree of responsibility for their actions and enjoy the same immunities as officers and employees of the city performing similar work. Page 7 (Ord. No. 06-11-60, § 1(ch. 15, art. 2, § 7), 11-21-2006; Ord. No. 08-03-05, § 1(ch. 15, art. 2, § 7), 3-17-2008; Ord. No. 08-06-08, § 1(ch. 15, art. 2, § 7), 6-2-2008; Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 7), 8-18-2008) Sec. 18-28. - Adoption of National Incident Management System. It is the city's policy to adopt the National Incident Management System as promulgated by the Federal Emergency Management Agency under the auspices of the Department of Homeland Security. It is the city's policy to use the National Incident Management System to organize all emergency management activities and to encourage its use by community partners though training and mutual aid exercises that employ this system. (Ord. No. 08-08-19, § 1(ch. 15, art. 3, § 8), 8-18-2008) Secs. 18-29—18-47. - Reserved. ARTICLE III. - 911 EMERGENCY TELEPHONE SERVICE Sec. 18-48. - Monthly charge imposed. The mayor and city council do hereby resolve and reaffirm the necessity for the monthly 911 charge of $1.50 per telephone line and $1.50 per wireless subscriber, for the months of October 2007 through September 2008, imposed to establish and maintain an emergency 911 fund. (Ord. No. 07-09-43, 9-20-2007) Sec. 18-49. - Prepaid wireless 911 charge. The mayor and council of the City of Milton, Georgia does hereby levy and impose a prepaid wireless 911 charge in the amount of $0.75 per retail transaction as authorized by O.C.G.A. § 46-5-134.2(b)and (j). Such charge shall be collected by sellers, as defined in O.C.G.A. § 46-5-134.2(a)(8), and remitted to the state revenue commissioner in conformance with O.C.G.A. § 46-5-134.2. Funds received by the city from charges imposed by this resolution [section] shall be deposited in the emergency telephone system fund maintained by the city pursuant to O.C.G.A. § 46-5-134 and kept separate from general revenue of the city, all such funds to be used exclusively for the purposes authorized by O.C.G.A. § 46-5-134(e) and (f). The city clerk is hereby directed to file with the state revenue commissioner a certified copy of this resolution [section], in accordance with O.C.G.A. § 46 -5-134.2(j)(1), within ten days of enactment of this resolution [section]. This resolution [section] shall become effective on January 1, 20 12. (Ord. No. 11-12-119, § 3(Exh. A), 12-5-2011) Secs. 18-50—18-67. - Reserved. ARTICLE IV. - MONITORED ALARM SYSTEMS[2] Footnotes: --- (2) --- Page 8 State Law reference— Similar provision, O.C.G.A. § 16-10-26 et seq. DIVISION 1. - GENERALLY Sec. 18-68. - Definitions. The following words, terms, and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: False alarm means the activation of a signal from a monitored alarm system which elicits a response from the public safety police and/or fire department when there is in fact no emergency or actual or threatened criminal activity necessitating such a response. The term "false alarm" includes, without being limited to, any monitored alarm system signal activated as a result of weather, negligence, accident, mechanical failure, electrical failure, electrical surge, signals activated intentionally in nonemergency situations, and signals activated where the actual cause of such activation is unknown. There is a rebuttable presumption that an activated monitored alarm system signal is a false alarm if the responding personnel, after following normal procedures in their resp onse and investigation, find no evidence of unauthorized entry, criminal activity or other emergency. An activated alarm system signal shall not be considered a false alarm if: (1) The public safety police or fire department is notified to cancel its response by the alarm user or the alarm user's monitoring agent prior to the time emergency personnel arrive at the premises; (2) The monitored system signal was intentionally activated by an individual based upon a reasonable belief that an emergency or actual or threatened criminal activity requiring immediate response existed; (3) The monitored system signal was activated by lightening lightning or other act of nature resulting in an electrical surge which causes physical damage to the alarm system and whi ch damage is evidenced by the written report of a licensed alarm system contractor who conducted an inspection of the system at the premises and personally observed such physical damage. Monitored alarm system. (1) The term "monitored alarm system" means any assembly of equipment or device, whether mechanical or electrical, arranged or designed to signal by any means the occurrence of an illegal entry into the premises or any other activity requiring urgent police at tention or any assembly of equipment or device, whether mechanical or electrical, arranged or designed to signal by any means the occurrence of a fire at the premises and to which the public safety police and/or fire department may reasonably be expected t o respond. (2) The term "monitored alarm system" does not include: a. Alarm systems installed exclusively for the purpose of signaling an ongoing robbery, fire or medical emergency; b. Any alarm system installed in a motor vehicle. Monitored alarm user means the person or other entity which owns, leases, rents, manages, possesses, or has primary control over the premises in which a monitored alarm system is installed or maintained. Premises means the building or structure, or any portion of a building or structure, in which there is installed or maintained a monitored alarm system. Public safety department means the city police or fire personnel. Page 9 (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 1), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 1), 4-19-2007) Sec. 18-69. - Penalty. Upon conviction, violations of this article shall be punished as follows: (1) For the second and each subsequent false alarm that occurs at the same premises within any 12-month period, a fine shall be assessed in the amount of $150.00; provided, however, that no monitored alarm user shall be assessed fines in excess of $600.00 for false alarms that occur at the same premises in any 24-hour period. (2) For all other violations of this article, not including false alarms, a f ine shall be assessed in the amount of $100.00 and, in addition thereto, the violator may be enjoined by the municipal court judge from continuing the violation. (3) Each violation shall constitute a separate offense. (4) False alarms shall not be counted for purposes of assessing the penalties provided for in subsection (1)(a) of this section so long as such false alarms occurred within ten days following the installation of the monitored alarm system. (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 7), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 7), 4-19-2007) Sec. 18-70. - Purpose and intent. Based on the experiences of surrounding municipalities and communities and their law enforcement officers, the council finds that emergency response to false alarms creates additional risks to public safety by diverting limited public safety resources away from both real emergencies and normal patrol activities intended and designed to prevent criminal acts. Therefore, the purpose of this article is to promote public safety by making monitored alarm users in the city directly responsible for preventing false alarms. (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 2), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 2), 4-19-2007) Secs. 18-71—18-89. - Reserved. DIVISION 2. - REGULATIONS Sec. 18-90. - Registration. (a) Required; contents. No later than five business days following the installation of any monitored alarm system, the alarm user or monitoring company shall provide the following information to the city treasurer's office using the prescribed registration form: (1) The complete name, address, and phone number of the alarm user; (2) The names of all persons authorized to enter the premises and deactivate the alarm system signal as well as all phone numbers at which such persons can be reached; (3) The name and telephone number of the alarm user's monitoring agent, if any; Page 10 (4) If known, the name and telephone number of the person or entity which installed the alarm system; and (5) An alarm registration fee set by resolution of the city council. (b) Information changes to be reported. Any changes in the information set forth in subsection (a) of this section must be reported to the city treasurer's office within five business days. Monitored alarm users utilizing alarm systems installed prior to the effective date of the ordinance from which this article is derived shall provide the information set forth in subsection (a) of this section to the city treasurer's office no later than 60 days following such effective date. (c) Grandfather clause. All alarm systems installed before incorporation of the city shall be registered with the city treasurer's office within six months after the effective date of the ordinance from which this article is derived. (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 3), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 3), 4-19-2007) Sec. 18-91. - Deactivation mechanism required. No monitored alarm system installed after the effective date of the ordinance from which this article is derived shall be used unless such system is equipped with a mechanism or device that automatically deactivates the alarm system signal no later than 30 minutes after activation. (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 4), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 4), 4-19-2007) Sec. 18-92. - Monitoring and enforcement; citation. The public safety police department or fire department shall be responsible for the enforcement of this article. This article shall be enforced by the issuance of a citation and prosecution in the city municipal court, or other court of competent jurisdiction. (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 5), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 5), 4-19-2007) Sec. 18-93. - Violations. (a) Three or more false alarms. It shall be a violation of this article for any monitored alarm user to cause, allow or permit three or more false alarms in any calendar year. It shall also be a violation of this article for any monitored alarm user to fail or otherwise refuse to comply with the registration or equipment requirements set forth in section 18-90. (b) False requests or reports. No person shall intentionally make, turn in, or report a false alarm of fire or false request for police or ambulance assistance, or aid or abet in the commission of such an act. (Ord. No. 06-11-16, § 1(ch. 12, art. 2, § 6), 11-21-2006; Ord. No. 07-04-23, § 1(ch. 12, art. 2, § 6), 4-19-2007) P HOME OF' HE BEST QUALITY OF LIFE IN GEORGIA' MILTON ESABLISHED2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Consideration of a Resolution Appointing A Member to the City of Milton Design Review Board for District 2/Post 2. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (.)`APPROVED () NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: () YES (.yNO CITY ATTORNEY REVIEW REQUIRED: / J YES t 4 APPROVAL BY CITY ATTORNEY () APPROVED /) NOT APPROVED PLACED ON AGENDA FOR: aS11"I1% REMARKS ©y Your PHONE: 678.242.25001 FAX: 678.242.2499 IMo@cltyoimllfonga.us I w .cItyofmlflonga.us ww urn C a' 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 - °E^^^°^ •a^�== e STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. A RESOLUTION APPOINTING A MEMBER TO THE CITY OF MILTON DESIGN REVIEW BOARD FOR DISTRICT 2/POST 2) BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on the 16th day of May 2016 at 6:00 pm. as follows: SECTION 1. That _______________ (District 2/Post 2) is hereby appointed for a term commencing May 16, 2016 and ending December 31, 2019; and SECTION 2. That this Resolution shall become effective upon its adoption; RESOLVED this 16nd day of May, 2016. Approved: __________________________ Attest: Joe Lockwood, Mayor ____________________________________ Sudie AM Gordon, City Clerk (Seal) HOME OF 'THE BEST QUALITY OF LIFE IN GEORGIA' MILTONV- ESTABLIMED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Consideration of a Resolution Appointing A Member to the City of Milton Planning Commission for District 2/Post 1. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (.)/APPROVED NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: () YES (.�,NO CITY ATTORNEY REVIEW REQUIRED: () YES (^0 APPROVAL BY CITY ATTORNEY ()APPROVED () NOT APPROVED PLACED ON AGENDA FOR: cShIJh-ft, REMARKS © V YauI PHONE: 678.242.25001 FAX: 678.242.2499 G Infoftlfyofmllfonga.usiwww.cXyofmllEonga.us wunua C0111'r`een s munityC. d ` 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 -=•a^•==«a.: a STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. A RESOLUTION APPOINTING A MEMBER TO THE CITY OF MILTON PLANNING COMMISSION FOR DISTRICT 2/POST 1) BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on the 16th day of May 2016 at 6:00 pm. as follows: SECTION 1. That _______________ (District 2/Post 1) is hereby appointed for a term commencing May 16, 2016 and ending December 31, 2017; and SECTION 2. That this Resolution shall become effective upon its adoption; RESOLVED this 16nd day of May, 2016. Approved: __________________________ Attest: Joe Lockwood, Mayor ____________________________________ Sudie AM Gordon, City Clerk (Seal) :► HOME OF'THE BEST 01 Al pF LIFE IN GEORGIA' MILTON ESTABLISH-ED2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 10, 2016 FROM: Steven Krokoff, Interim City Manager to AGENDA ITEM: Consideration Of a Motion to Override the Mayor's Veto Regarding RZ16-02/VC16-01. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (.14APPROVED / J NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: () YES (-J'NO CITY ATTORNEY REVIEW REQUIRED: () YES (,L -NO APPROVAL BY CITY ATTORNEY: ( J APPROVED (J NOT APPROVED PLACED ON AGENDA FOR: 0511(nl ZoID REMARKS: ©» Yon PHONE: 678.242.25001 FAX: 678.242.2499 — IMo@cltyofMlltongc.ua www.c g IGOmMn *c'a 1107 1 Mon cG wi Communi sm� « 13000 Deerfield Parkway, Suite 107 I Milton GA 30004aaa«�� �o� STATEMENT ON VETO OF EBENEZER REZONING As the Mayor of the City of Milton, I have the power to veto any Ordinance approved by the City Council. I very rarely exercise this power. Since I have been the Mayor of Milton, I may have previously exercised this power on a single prior occasion. However, the recent Ebenezer rezoning is a matter for which the exercise of my veto power is appropriate. Let me be very clear. I am not electing to veto because I was against the Ebenezer zoning. My veto is much more focused on procedure and perception than on substance. In the days since the April 25 meeting when this zoning was approved, the City has received multiple citizen complaints regarding the meeting procedure and, relatedly, perceptions that some participants at the meeting were given undue advantage. The Ebenezer rezoning touched upon issues of paramount importance to the citizens of Milton, to include residential build-out, conservation issues, community septic, view shed corridors, and other issues that directly impact how Milton will look and feel over the next decade and beyond. Decisions of such magnitude should not be made at 12:30 a.m. when all involved are fatigued; when some in the gallery feel excluded; and when the meeting process was less than optimal. If I have an opportunity to correct those procedural concerns and otherwise address issues raised by a threatened third party legal challenge -while simultaneously inserting trust and confidence back in the process, then I feel duty bound to do so. Therefore, I would like the Council to review this rezoning request a second time and ensure the decision-making process is appropriate such that all citizens -irrespective of position -believe it fair and impartial. It may be that the Council makes the same decision as was made at 12:30 a.m. on April 26. If so, that is fine. I hereby veto the Ordinance, approved April 26, 2016, taking action on RZ16-02NC16-0l. S ·CJ . ll Date FRECElVED MAY - 9 2016 CllYClERK ., : ~~p'ldP} CITYOFMILTON P''' I 0 HOME OF' HE BEST QUALITY Of L1FE IN GEORG' M T I LTOAN' A ES I ABLI SH ED 2006 CITY COUNCIL AGENDA ITEM TO: City Council DATE: May 9, 2016 FROM: Steven Krokoff, Interim City Manager AGENDA ITEM: Consideration of a Waiver of Conflict Affirmatively Waiving any Actual, Potential or Apparent Conflict of Interest Arising from or Attributable to Jarrard & Davis, LLP's Simultaneous Representation of the City of Milton and Tunnell, Spangler & Associates (TSW) as a Subcontractor to TSW in a matter unrelated to the City of Milton. MEETING DATE: Monday, May 16, 2016 Regular City Council Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: (,)"APPROVED (/ NOT APPROVED CITY ATTORNEY APPROVAL REQUIRED: (.yI(ES (/ NO CITY ATTORNEY REVIEW REQUIRED: QIYES (/ NO APPROVAL BY CITY ATTORNEY: (,KAPPROVED (J NOT APPROVED PLACED ON AGENDA FOR: 051 1411011, REMARKS: y Yau0 ... .+. PHONE: 678.242.25001 FAX: 678.242.2499 infolk ofmllfon a.ua www.e g waour'e Community +ona MY 9 I MyofmlMon aG 13000 Deerfield Parkway. Suite 107 Milton GA 30004 1 WAIVER OF CONFLICT WHEREAS, the City of Milton, Georgia (the “City”) is a municipal corporation of the State of Georgia; and WHEREAS, Tunnell, Spangler & Associates, Inc. (“TSW”) is a business incorporated in the State of Georgia; and WHEREAS, the City is now, and has been, represented by the law firm of Jarrard & Davis, LLP; and WHEREAS, the law firm of Jarrard & Davis, LLP is currently serving as a subcontractor to TSW on a matter unrelated to the City; and WHEREAS, the City and TSW desire to enter into an agreement (the “Agreement”) for services which are generally described as creation of a master development plan for the Crabapple area; and WHEREAS, the City recognizes that Jarrard & Davis, LLP’s representation of the City in connection with the Agreement and its collaboration with TSW on unrelated work could result in the appearance of a potential conflict of interest; and WHEREAS, the governing body of the City has considered and consulted with attorney Ken Jarrard regarding the issue, been informed of the potential for conflicts or competing interests between the City and TSW related to the Agreement and risks associated with same, considered the alternative of obtaining independent representation in this matter, and had the opportunity to consult with independent counsel; and WHEREAS, the law firm of Jarrard & Davis, LLP will continue to represent the City in connection with the Agreement; NOW THEREFORE, in light of the above, the governing body of the City of Milton, 2 Georgia does hereby waive any apparent or potential conflict of interest arising from or attributable to JARRARD & DAVIS, LLP’S representation of the City regarding the Agreement and its simultaneous collaboration with TSW on unrelated matters. This ______ day of _________________ 2016. CITY OF MILTON, GEORGIA BY:__________________________________________ Joe Lockwood, Mayor