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HomeMy WebLinkAboutMinutes - CC - 05/04/2020Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 1 of 31 1 These minutes have been transcribed verbatim. Any reproduction of these minutes must include this notice. Public comments are noted and heard by Council. This document includes presentation by Council and invited speakers. This is an official record of the Milton City Council Meeting proceedings. Official Meetings are audio and video recorded. Stacey Inglis: Good even and welcome. Tonight’s meeting is being conducted virtually by Zoom webinar and is being live streamed on the City of Milton’s Facebook page. Please note the only active videos and microphones will be that of our panelists, which includes the Mayor, council members, and city staff. All attendee videos will be disabled and will remain disabled for the duration of the meeting. All microphones will be muted except for the Mayor’s call for public comment. At that time only and when notified, the moderator will unmute your microphones to allow you to speak. Attendees joining the meeting who wish to make a public comment may do so by using the raise hand feature. For Zoom app users by computer, tablet, and smartphone, the raise hand feature is located at the bottom of your screen. You simply click raise hand. Callers using telephones can access the raise hand feature by using the phone keypad. To raise hand, press start nine. To unmute, press star six. Please do not use the raise your hand feature until the Mayor calls for and announces the appropriate time for public comment. The Q&A function found at the bottom of your screen can be used for procedural questions regarding Zoom app only. Chat with panelists and other questions are prohibited for tonight’s meeting. The meeting will now begin, Mayor Joe Lockwood. CALL TO ORDER Mayor: Thank you, Stacey . I’d like to call the virtual regular meeting of the Milton City Council for Monday, May 4, 2020 to order. The city strongly recommends that you review tonight’s agenda carefully and if you wish to speak or comment on any item on the agenda, then you may do so by public comment. There will be two opportunities for public comment during tonight’s agenda, one which will be general public comments and also the second opportunity will be during new business on the actual new business items. The moderator will provide public comment instructions at that time. While the Milton rules allow a speaker to request to Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 2 of 31 2 make a comment up until the clerk calls the agenda item, once the agenda item is called, no more comment requests will be accepted. Will the city clerk please call role for tonight’s meeting? ROLL CALL Sudie Gordon: Good evening Mayor and Council. I’d be happy to call role for the May 4, 2020 regular meeting. As I call role this evening, please confirm your attendance. Mayor Joe Lockwood. Mayor: Here. Sudie Gordon: Council Member Peyton Jamison. Peyton Jamison: Here. Sudie Gordon: Council Member Paul Moore. Paul Moore: Here. Sudie Gordon: Council Member Laura Bentley. Mayor: Council Member Bentley, you’re muted. Paul Moore: Sorry. Sudie Gordon: Council Member Carol Cookerly. Carol Cookerly: Here. Sudie Gordon: Council Member Joe Longoria. Joe Longoria: Here. Sudie Gordon: And for the record, Council Member Rick Mohrig is absent. And now we will have the Pledge of Allegiance. Councilmembers Present: Mayor Joe Lockwood, Councilmember Peyton Jamison, Councilmember Paul Moore, Councilmember Bentley, Councilmember Carol Cookerly and Councilmember Joe Longoria. Councilmembers Absent: Councilmember Rick Mohrig. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 3 of 31 3 PLEDGE OF ALLEGIANCE (Led by Mayor Joe Lockwood) Mayor: Okay. I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all. All right. I wanna thank everyone for being here even though it’s virtual as well as the public. I did an experiment there. When Sudie called role, I raised my hand when I said yes to see who else would follow and I think Laura, you were the only one that didn’t. Sudie, if you’ll please sound the next item. APPROVAL OF MEETING AGENDA Sudie Gordon: Our next item is Approval of the Meeting Agenda, agenda item No. 20-2126. Mayor: Okay. Do I have a motion for approval of the agenda? Paul Moore: Mr. Mayor I move we approve the agenda, item No. 20-126. Joe Longoria: Second. Mayor: Okay. I have a motion for approval from Council Member Moore and a second from Council Member Longoria. All in favor, please say I. Motion and Vote: Councilmember Moore moved to approve the Meeting Agenda. Councilmember Longoria seconded the motion. The motion passed (6-0). Councilmembers Mohrig was absent from the meeting. Peyton Jamison: I. Paul Moore: I. Mayor: I. Joe Longoria: I. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 4 of 31 4 PUBLIC COMMENT (General) Mayor: Okay. The next item is General Public Comment. Public comment is a time for citizens to share information with the Mayor and City Council and to provide input and opinions on any matter that is not scheduled for its own public hearing during tonight’s meeting. As a reminder, there will be two opportunities for public comment the first of which is general public comment. If you wish to make a general public comment, then use the raise hand feature located on the bottom of your screen now. If you’re using a telephone, press star nine to raise your hand. As a reminder, when your name is called, please unmute your microphone and state your name and address for your comment. You will have five minutes for remarks. Is there any general public comment this evening Stacey ? Stacey Inglis: No, sir. There is not. Mayor: Okay. All right. Let’s move on to the Consent Agenda. Sudie, if you’ll please read the items. CONSENT AGENDA 1. Approval of the March 20, 2020 Regular City Council Meeting Minutes. (Agenda Item No. 20-127) (Sudie Gordon, City Clerk) 2. Approval of a Contract between the City of Milton and AT&T for Network Integration Services. (Agenda Item No. 20-128) (David Frizzell, Information Technology Manager) 3. Approval of a Janitorial Services Agreement between the City of Milton and American Facility Services, Inc. (Agenda Item No. 20-129) (Robert Drewry, Public Works Director) Sudie Gordon: The first item is Approval of the March 20, 2020 Regular City Council Meeting Minutes, agenda item No. 20-127. Next, is Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 5 of 31 5 approval of a Contract between the City of Milton and AT&T for Network Integration Services, agenda item No. 20-128. Our third and final consent agenda item is approval of a Janitorial Services Agreement between the City of Milton and American Facility Services, Inc., agenda item No. 20-129. Mayor: Okay. Do I have a motion for approval of the consent agenda? Joe Longoria: Mayor, I move that we approve the Consent Agenda as read. Paul Moore: I second. Mayor: Okay. We have a motion for approval from Council Member Longoria with a second from Council Member Bentley. All in favor please say I and raise your right hand. I. Peyton Jamison: I. Paul Moore: I. Carol Cookerly: I. Mayor: You know what, let me go back and do that separate. I, myself. Council Member Longoria. Joe Longoria: I. Mayor: Council Member Cookerly. Carol Cookerly: I. Mayor: Council Member Jamison. Peyton Jamison: I. Mayor: Council Member Moore. Paul Moore: I. Mayor: And Council Member Bentley. Paul Moore: I. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 6 of 31 6 Mayor: All right. Thank you. That’s unanimous Sudie. Okay. We’ll move on to Reports and Presentations. If Sudie, you’ll please sound the next item. Motion and Vote: Councilmember Longoria moved to approve the Consent Agenda Items. Councilmember Bentley seconded the motion. The motion passed (6-0). Councilmembers Mohrig was absent from the meeting. REPORTS AND PRESENTATIONS 1. Presentation of the City of Milton FY 2019 Annual Audit. (Bernadette Harvill, Finance Director) Sudie Gordon: This item is Presentation of the City of Milton FY 2019 Annual Audit, Ms. Bernadette Harvill. Bernadette Harvill: Good evening Mayor and Council. As you know, state law and local code require Milton to have an annual independent audit to review the financial activity of the City. The City issues are request for proposal to obtain these services of an audit firm. Our current firm is Mauldin & Jenkins, LLC. Their team conducted onsite fieldwork at the end of January and worked with our team throughout February and March to complete and publish the City’s annual CAFR for fiscal year 2019. This evening we have Mr. Adam Fraley, the Engagement Lead Partner, from Mauldin & Jenkins to present the auditor’s discussion and analysis for FY 2019. Adam Fraley: Thank you, Bernadette. Can everyone hear me? Bernadette Harvill: Yes, sir. Adam Fraley: Okay. Well, thank you Mayor and members of Council for having me here this evening to present the Annual Audit. As Bernadette mentioned, you should have two documents in your package. One is the City of Milton Comprehensive Annual Financial Report and the other is the Auditor’s Discussion and Analysis. The Auditor’s Discussion and Analysis is a summary of the audit results and some of our other required communications that I’m pretty much Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 7 of 31 7 gonna stick to as I go through the presentation. I’ll refer to the page number at the bottom of each page so that you can follow along because I’m just gonna just gonna hit the highlights of this document, although if you do have any questions, please feel free to ask me as I go through. If you would start with page two of the document. This is information about Mauldin & Jenkins. We are a full service CPA firm with a large niche in the government sector. You can see there that we provide over 100,000 hours annually, and it makes up about 30% of our firm. And then you can also see the different breakdown of the different types of governments totaling up to about 450 governments we serve annually. Again, I am Adam Fraley. I was engagement lead partner on the engagement and we also had Tim Lyons who served as a quality assurance partner and Will Durgess was our engagement supervisor. Turn to page three of the document. These are other industries that we serve and other services that we provide. And then on page four, the financial statements are the responsibility of the City and the City’s finance department is required to get an audit each year in accordance with state law and submit the audited financial statements to the state of Georgia within six months of the year end of September 30. Our job as auditors is to audit those financial statements and give an opinion as to whether the financial statements are considered fairly in all material respects. We did issue an opinion. We often times call it a clean opinion, and technically it’s an unmodified audit report. And what that means is, is that we based [inaudible] [00:10:07] believe that the financial statements with you this evening present fairly the financial position of results of operations as of and for the year ending September 30, 2019. Turning to page five of the ADNA, the City not only prepares financial statements that we audit, they prepare a comprehensive annual financial report, oftentimes called a CAFR, that includes these additional sections of an introductory section and a statistical section to conform to the requirements of the Government Finance Officer Association. And on page six, the next page, you can see mention of the GFOA and the certificate that the City has received each year for excellence in financial reporting and plans to also submit that CAFR this year for the same award. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 8 of 31 8 Turning to page seven, these are just some of the financial highlights for the year. The City ended its year with total assets of about $155 million offset by liabilities of about $40 million resulting in a net position, or an equity the difference between the two, of about $115 million. As with any city, the majority of that equity is made of an investment in capital assets and net of any related debt of about $81 million, and then another portion that is restricted by outside parties of about $17 million leaving roughly $17 million as unrestricted net position. That is the amount that would be available for future spending for the City. Then rolling to page eight at the top, the change in that net position during the year ending September 30, 2019 was a positive addition in net position of about $16 million. You’ll see in that paragraph. Following down that page is a graph showing general fund revenues, the general fund being obviously the main operating fund of the City. And you can see the breakdown of the revenues of the general fund in the pie chart there, property taxes making up the largest portion followed by sales taxes for 2019. And then on page nine is another chart, which shows the general fund expenditures broken down also in a pie chart there, the majority of which obviously in public safety expenditures of $11.3 million for the year. A couple more graphs on page ten. You can see a history of general fund revenues versus expenditures. And you can see that over the last six years including 2019 and then the ultimate net change in the fund balance of general fund at the bottom of the page there and the results of that over the last six years as well. The general fund ended with a $238,000.00 addition to fund balance for 2019. On the next couple of pages, page 11 and page 12, these are a cliff notes version to the foot notes of the financial statements and you can refer back to this as you’re looking at the CAFR of the City and to see what each of those notes are telling the readers. And then moving on, if you’ll turn with me to page 13, this section starts our required communications that I don’t intend to go into detail on every one of these topics. But these are elements that we’re required under our standards to communicate to the governing body. If you’ll turn on page 14, it asks us specifically to discuss any significant difficulties encountered in the audit or any disagreements with management and as is says here, and I’m happy to report, we did not have any difficulties during the audit or disagreements with management. Finance and everyone outside of Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 9 of 31 9 finance that we encountered through the audit process were completely forthcoming with information in a timely fashion to allow us to complete the audit and then present these results to you tonight and also be able to issue our audit reports to allow the City to comply with the state law and having that turned into the State Department Audits by March 31. On the next page 15, we did have a few audit adjustments you’ll see in the middle of the page. Those audit adjustments are attached to the back of this ADNA document. So, you can see a detail of those. Each of the adjustments were discussed with management and were also posted to the general ledger of the City, and to the financial statements, and included in the CAFR to ensure they’re fairly presented. I’m sorry? I’m sorry I thought someone might have had a question. At the bottom of that page, it talks about uncorrected misstatement. We did have one uncorrected misstatement that we discussed with management, and was deemed immaterial, and was not posted to the CAFR, and you’ll see the nature of that at the bottom of page 15. Turn to page 16. I’m happy to report we did not have any findings that the standards require us to report for the City’s audit this year. So, page 16 here goes right into just other items that we often call management points. And they’re really just recommendations for improvement that are kind of a byproduct of doing our audit that don’t raise to the level of any kind of finding having to be reported. The first item is IT cybersecurity. This is an area that is certainly an emerging threat in all industry especially in local governments and is a recommendation here just to make sure the City incorporates a regular review and monitoring component including an outside monitoring component of its IT framework as part of the effective internal control to mitigate against this risk. The second item was immaterial but just a management recommendation that we did discuss with management to include any FICA type accruals related to compensated absences in that liability being reported at your end. And then the remaining of this document and the end of my presentations refers to new accounting standards that are coming out and really the main goal here is to keep Council and the City’s management abreast of new standards as they’re coming about and to be able to timely and properly implement those new standards. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 10 of 31 10 I will say the hot topic related to new standards right now is the GASB who is the standard setting body for local governments will actually be later on this month adopting a new standard that delays the implementation of all of these standards that are sited here that would be reported in the next year to delay those one year due to the coronavirus so getting a little leeway on those new standards. But those start on page 17 and go through the remaining portions of the document. At this time, I’d ask for any questions. That is the end of my presentation. Mayor: Thank you, Adam. Do we have any questions from the Council on Adam’s report? Any comments? Carol Cookerly: Yeah, Adam. Adam Fraley: Again, thank you very much Bernadette and the rest of our staff. I’m sorry? Mayor: Okay, Joe? Joe Longoria: So, the comment that you included on page 16 I believe it was related to the cybersecurity audit or checkup maybe is a better word for it, you’re putting that in as a recommendation based on just standard practices or was there a deficiency that you were trying to point out here? Adam Fraley: Well, the one thing that I would point out there that I think the City should do, and I wouldn’t necessarily frame it as a deficiency. Again, this is an emerging threat that all governments are dealing with right now, and I’ll say we have seen several governments just in Georgia that have been affected by cybersecurity attacks, ransom, that sort of thing. What I would recommend for the City is to kind of do a gap analysis of its IT framework and have that analyzed and compare to maybe best practices and have someone from an outside party similar to how the City’s finance department actually prepares the financial statements but then as auditors actually come in and do test work and opine on those financial statements just like we’ve done. Where I think this will be headed going forward is that the city or local governments in general may be required to have an outside party come in and do that monitoring and actually give some kind of reporting on the cybersecurity risk framework for local governments. So, we’re kind of really recommending kind of a gap analysis and also a monitoring component from an outside party. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 11 of 31 11 Mayor: Any other questions? All right. Thank you, Adam. Adam Fraley: Thank you. Mayor: Okay. Let’s move onto our first presentation. Sudie, if you’ll please sound that item. FIRST PRESENTATION 1. Consideration of an Ordinance to Amend Chapter 34, Section 24, of the Milton City Code, to Creating Parks and Recreation Fees and Other Charges. (Agenda Item No. 20 -130) (Jim Cregge, Parks & Recreation Director) Sudie Gordon: Consideration of an Ordinance to Amend chapter 34, section 24, of the Milton City Code creating Parks and Recreation fees and other charges, agenda item No. 20-130. Mayor: Okay. Do I have a motion on the first presentation? Paul Moore: Mayor, I’d like to make a motion to approve agenda item 20-130 first presentation as read. Joe Longoria: Second. Mayor: Okay, I’ve got a motion from Council Member Bentley with a second from Council Member Longoria. I’m gonna do it individually. I. Council Member Longoria? Joe Longoria: I. Mayor: Council Member Cookerly? Carol Cookerly: I. Mayor: Council Member Jamison? Peyton Jamison: I. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 12 of 31 12 Mayor: Council Member Moore? Paul Moore: I. Mayor: Council Member Bentley? Paul Moore: I. Mayor: Okay, thank you. Sudie, that is unanimous. Okay. We’ll move onto new business. This is also the second opportunity for public comment. If you wish to comment on any new business item, please note there are two, then please use the raise hand feature before the item is read. Sudie, if you’ll please sound the first item. Motion and Vote: Councilmember Bentley moved to approve Agenda Item No. 20-130. Councilmember Longoria seconded the motion. The motion passed (6-0). Councilmember Mohrig was absent from the meeting. NEW BUSINESS Consideration of a Grant Application to the US Fire Administration’s Staffing for Adequate Fire and Emergency Response (SAFER) Grant Program. RESOLUTION NO. 20-05-535 (Agenda Item No. 20-131) (Matt Marietta, Deputy Fire Chief) Sudie Gordon: Item is Consideration of a Grant Application to the US Fire Administration’s Staffing for Adequate Fire and Emergency Response (SAFER) Grant Program, agenda item No. 20-131. Mr. Marr Marietta. Matt Marietta: Good evening, Mayor and Council. The SAFER Grant or the Staffing for Adequate Fire and Emergency Response program is made available by the US Fire Administration to help fire departments meet national standards of staffing especially as it relates to response times and the number of firefighters the department is able to put on a scene if we have a full alarm. The SAFER Grant is provided to the Federal Emergency Management Agency. We actually applied for our first SAFER Grant in 2007- Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 13 of 31 13 2008 and used it to get some of our initial staffing to stand up our ladder truck when the fire department first formed. At that point, we were awarded three firefighters. The opportunity has come up again and based on the timelines, this grant application process will coincide perfectly with the opening of the new fire station and the rebuilding of Fire Station 42 on the Thompson Road location. The grant now if awarded by FEMA would cover 75% of the staffing cost for new firefighters for the first two years and 35% for the third year, and then the fourth year and beyond would be up to the City of Milton to fund. So, what we would do in order to stand up an additional pumper and better serve the Highway 9 area in that new fire station, we could ask FEMA for nine firefighters, that would be three for each shift. And we have three shifts in the fire department. So, we would have another fulltime apparatus responding to EMS calls, and fires, and able to support our various other equipment throughout the rest of the city by doing that. The FEMA grant only pays for the entry level firefighter positions. So, if we’re awarded the grant, as the program develops, we as a city would find ways to fund any promotional requirements that come out of that, if we had to have a supervisor on that apparatus. So, that would come from the maintenance and operating budget. But if awarded over the life of the grant, the total grant amount would be for $1,092,636.00 and then the City over that time would also have a $696,058.00 grant match based on the 75, 75 and 35% share. And that would provide us support for staffing that piece of equipment for the first three years of its existence. I would be happy to answer any questions that y’all have about that. Mayor: Let me ask first, Stacey , do we have any public comment on this? Stacey Inglis: No, sir. No public comment. Mayor: Okay. I’ll close the hearing and then I’ll open up questions for Matt. Joe? Joe Longoria: Yeah. Matt, I’m trying to follow exactly what the commitment from the city is. Normally, we don’t look to fund human resources by a grant program because the grants eventually run out. Unless the city’s taking the proper steps to manage the budget, they may not be able to sustain the resource commitment. Is that what we’re talking about there, or are we talking about the equipment that goes Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 14 of 31 14 along with the resources? Matt Marietta: No. Steve Krokoff: Mayor, I’d like to answer that one if could on behalf of Deputy Chief there. Mayor: Okay. Go ahead Steve. Steve Krokoff: So, this grant has come along. It’s somewhat serendipitous as we were going to have to staff the new Station 44 once it comes online. If my math was right, that would be just for the entry level $1.7 million in staffing. We're fortunate that this grant has come along and is going to offset our costs for the first three years. Had this grant not come along, we would have just been incurring 100% of those costs. Joe Longoria: So serendipitous is the right adjective. Steve Krokoff: I think so. Mayor: Okay. Do we have any other questions on that? Anybody else? Comments? Okay. I’ll open up for a motion on this item. Joe Longoria: Mayor, I move that we approve a grant application agenda item No. 20-131. Paul Moore: Second. Mayor: Okay. I have a motion from Council Member Longoria with a second from Council Member Bentley. I’ll vote I. Council Member Longoria? Joe Longoria: I. Mayor: Council Member Cookerly? Carol Cookerly: I. Mayor: Council Member Jamison? Peyton Jamison: I. Mayor: Council Member Moore? Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 15 of 31 15 Paul Moore: I. Mayor: And Council Member Bentley? Paul Moore: I. Motion and Vote: Councilmember Longoria moved to approve Agenda Item No. 20-131. Councilmember Bentley seconded the motion. The motion passed (6-0). Councilmember Mohrig was absent from the meeting. Mayor: Okay. Sudie, that is unanimous. Thank you. Sudie, let’s move on and if you’ll please call the last new business item. Consideration and Presentation of an Architectural Services Agreement between the City of Milton and Jericho Design Group, LLC for Design Services at the Former Milton Country Club – Club House Building. Sudie Gordon: Our final item this evening is Consideration and Presentation of an Architectural Services Agreement between the City of Milton and Jericho Design Group, LLC for design services at the former Milton Country Club Clubhouse Building, agenda item No. 20- 132, Mr. Parag Agrawal. Parag Agrawal: So, today we are here to present to you the proposed agreement between the City of Milton and the architectural firm, Jericho Design Group for architectural design services for the renovation of the clubhouse building in the former Milton Country Club Property. Today, I also have with me virtually our principal planner, Michele Mcintosh Ross and also our City architect Bob Buscemi. As you Michelle served as the project manager of the former Milton Country Club Master Plan and Bob Buscemi will serve as the project manager of this renovation project. So, before I start talking about the building layouts, let me first start with the project schedule of this renovation because we have received some questions on the project schedule. So, as you can see there are basically four parts or four phases of this project. Part one is the interior demolition and wall removal. That will take approximately six to eight weeks to complete. So, Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 16 of 31 16 the City Council approved the contract for this part a couple of weeks back in the end of April, and I am proud to say that the work has already started on this part. And it will take around six to eight weeks. The second part is the architectural design services. That will take around four to six months to complete, and today we are in front of the City Council to approve the contract for this architectural design services, which is based on the approved masterplan, plan A, that’s called the base plan and the approved masterplan. The third is the exterior demolition and the yard cleanup. The [inaudible] are currently on the street, and they are due sometime in mid-May. I think its May 14. We will again be bringing the contract to the City Council in the month of June or July. And the fourth is the most interesting, which is the construction work, which is supposed to start in fall of this year and will take approximately four to six months to complete. By spring of next year, we will be having a new clubhouse building for the City of Milton residents to enjoy. As you can, all the three top part of the project are going on at the same time. And the reason why we are taking this phased approach is so that we can start the work as soon as possible. As you know, as part of the master planning process, we received a lot of feedback from the community about the proposed uses of this clubhouse building. And now, I will ask Michele to give us an overview of the discussions we heard as part of the master planning process. Michele? Matt Marietta: Yes. Thank you, Parag. This is Michele Mcintosh Principal Planner with the City of Milton. As you may recall, the in depth master planning process we conducted in 2018 through 2019 that concluded in August of last year with an adopted masterplan called Plan the Park. An integral part of this process was the citizen feedback as Parag mentioned. We heard from adjacent neighbors and property owners. We heard from members of the swim and tennis program, potential trail users, and from the wider Milton residents. All the feedback we got resulted in the recommendation to keep and renovate the clubhouse building for an adaptive reuse. After we established that the community’s desire was to keep and renovate the building, we looked further into the needs and wants of the use of the space within the building. We also got input from our own Parks and Rec Department staff along with swim, tennis Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 17 of 31 17 and future trail users. Our City architect as Parag mention, Bob Buscemi, worked with these various stakeholders to sketch what would best accommodate the needs of the users in an economical way. There were three main directives. The bathrooms: It was important that the bathrooms could be used by all of the users independently regardless of whether the building was open for any programing or not. The tennis residents should be able to use the restroom, as well as the swim participants, and any other folks attending the programs. Also, we wanted to provide a flexible space for the Parks and Rec programming that is any odd classes, or dance, or yoga that may be programmed in th e building. We wanted to maximize the programming potential of the Parks and Rec component. And then third, we wanted to reserve the restaurant space for a possible third party vendor to renovate and operate some sort of eatery. We heard from residents that they wanted to maintain that option. So, you will see that the proposed scope of work in the renovation contract, we are sticking to these recommendations, which came directly from the community. Also, in the plan is a prioritization schedule for improvements. There is a concept A as you seen on the slide. Concept A, the base plan, which is what we will start with as you see here with two followup expansion phases, which we would get to as the budget permits. And so I will turn it back over to Parag to continue with the details of the building layout. Parag Agrawal: Thank you, Michele. So, these are now proposed options. So, the two site plans that you have in front of us are on the left-hand side, you have the and on the right-hand side, you have the proposed layout of the building. So, as you can see they are basically three program areas which we basically got from the feedback, which we received from the community. The three program areas are basically the bathrooms, the program areas, which include art space and the multiuse room, and the food area, which includes the kitchen and the dining spaces. And as Michele mentioned the best part of this layout is that each program area could be used independently and have an independent access to the bathrooms. Swim teams and the tennis teams can also use the restroom facilities. Because of this layout, we have been able to minimize the interior demolition also. Only the walls, which are shown in red, will be Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 18 of 31 18 demolished. Basically, the walls of the kitchen, and the dining areas, and this red wall of this multiuse room will be demolished. Again, it goes all the way around. The walls of the kitchen and the dinning will stay the way they are, and the walls of only the restroom and the arts room will be demolished. Sorry for this Mayor. David, could we go to the next slide? Now, talking about the building design. As you know, the passive part of this park was bought by the Greenspace Bond Funding, and they want to make sure that this building becomes a showcase building of sustainability for Milton residents to enjoy. We will also be using the biophilic design features. That basically means bringing the natural landscape and natural light inside the building. The building has a natural look, but this building will also act as a transition between the passive parts of the park like trades and the active parts including swim and tennis programs, and will be used by Milton residents who are accessing the passive part and are also coming to this facility for tennis and the swim and swimming pool. David, do you want to go to the next slide? So, that’s pretty much it for our presentation. Bob, do you want to add something? And Bob will be able to answer any questions about this renovation project. Bob Buscemi: No. Are there any questions on here? Mayor: I’ll open up for council. Any questions on this? Laura. Paul Moore: Thank you. Just wanna make sure. So, it looks like by spring of 2021, the bathrooms, those are the bathrooms that are now portable restrooms, those will be permanent and available for use. Is that right? Parag Agrawal: Remember, the goal is by spring of 2021, the entire building will be ready for use and our focus, our priority, are the bathrooms. And when the construction will start, we will be first focusing on the restrooms, and we are very hopeful that the restroom facilities will be available much before spring 2021. Paul Moore: Oh. That would be great. Thank you. Mayor: Okay. Paul. Paul Moore: Thanks, Joe. Parag, in the planning of the space, I think you mentioned that the kitchen area and the eating area are not part of Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 19 of 31 19 the upfront timeline and if that’s the correct recollection of what you said, is the eating area that’s being reserved for common space, could that be used for additional activities until such time that it is operated as a kitchen or eating facility? Parag Agrawal: So, I would basically say the walls of the multiuse room and the arts room will be [inaudible] [00:39:56]. So, can you basically make the arts room and the multiuse room to be into one. Bob, do you want to talk about whether the dining room could also be part of the bigger hall or no? Bob Buscemi: Yes. This is Bob Buscemi, Buscemi Architect. If the kitchen area was not completed and we don’t have a vendor, we would just close off that area and still utilize the dining space for programing. Paul Moore: Great. Thanks, Bob. That’s what I was looking for. Mayor: Okay. Anybody else? Joe? Paul Moore: I just wanted to make sure I understood. So, what’s currently going on is the mold remediation and that requires some demoing? Parag Agrawal: Remember what’s going on is interior demolition and if you can go back to the site plans, which we showed, David. So, again, this is the site layout and the walls, which are basically shown in yellow, which are the restroom walls. They are getting demolished along with the mold removal. Paul Moore: Gotcha. Parag Agrawal: The mold removal and the interior demolition is going on. Paul Moore: Thank you. Bob Buscemi: So, I’ll jump in quick. This is Bob Buscemi again. So, the mold removal is for the entire structure. So, they’ll be doing mold remediation within the entire building. The demolition will be the walls that we know we wanna remove in order to get the bathrooms in. But the mold remediation work is for the entire, including the basement area. They’ll be doing complete mold remediation work throughout the whole building. Paul Moore: Thank you. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 20 of 31 20 Mayor: I think I’m having internet problems. Paul Moore: I can hear you. Mayor: Did you say something Council Member Bentley. Paul Moore: No, thank you. I can hear you too. I’m done. Thank you. Joe Longoria: I think we might be ready for a discussion or a vote. Paul Moore: Yeah. It looks like Joe is freezing. Mayor: Yeah. Can you guys hear me now? Paul Moore: Yes. Paul Moore: Yes. Carol Cookerly: Yes. Mayor: Okay. Is there any more questions – Carol Cookerly: Joe. Mayor: – or discussion? And I’ll open up for a motion. Paul Moore: Mayor, I’d like to make a motion to approve agenda item No. 20- 132. Carol Cookerly: Second. Mayor: Okay. I have a motion for approval from Council Member Bentley with a second from Council Member Cookerly. Any discussion? Stacey Inglis: Mayor, may I ask something? We didn’t have any comment. I just wanted to go ahead and put that out there. Mayor: Okay, my bad. Then I’ll close the public hearing on that and at this point, I have a motion and a second with no public comment. So, if there’s no other discussion, I’ll ask for a vote. Council Member Longoria? Joe Longoria: I. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 21 of 31 21 Mayor: Council Member Jamison? Peyton Jamison: I. Mayor: Council Member Moore? Paul Moore: I. Mayor: Council Member Bentley? Paul Moore: Yes. Mayor: Council Member Cookerly? Carol Cookerly: I. Motion and Vote: Councilmember Longoria moved to approve Agenda Item No. 20-132. Councilmember Bentley seconded the motion. The motion passed (6-0). Councilmember Mohrig was absent from the meeting. Mayor: And I’ll also vote in favor. So, that is unanimous Stacey . Okay. I got a couple things I would like to talk about. Is there anything else that Council would like to bring up or discuss? Council Member Bentley? Paul Moore: Sorry. No. I was muting myself. Mayor: Okay. One thing we’ve been discussing, I had some discussion individually with some council members as well as staff on reopening some of our active park spaces. Obviously, our passive areas are open for the public and there could be a good balance. Obviously, our citizens need a safe place to get outside and recreate. That being said, we wanna make sure that we take every safety precaution that there is so that the benefits far outweigh the negatives. So, Steve, I don’t know if you wanna also add anything on that. We’ve been talking to other cities and looking at numbers and discussed them. But Steve, do you have anything you wanna add to that? Steve Krokoff: Sure, Mayor. We’re prepared to go when the Council decides that the time is right. We were looking at this almost from a reverse engineering standpoint. We shut it down in a very specific manner. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 22 of 31 22 We can reopen it just in the reverse manner. We were sanitizing all the playground equipment every day. We were doing the same thing with the bathrooms, and people were generally keeping a safe distance from one another. We were very fortunate that we have a constituency that understands the importance of it. We can do that in reverse, and I think we can be successful. It’s just a matter of when you feel the right time is. I know that Forsyth County opened up over the weekend, and I know that there are discussions going on amongst the other North Fulton cities. I guess it all just depends on each city and when the time is right. Mayor: Okay. So, we’ll be prepared for more discussion on this. If anybody has any input on that, please feel free. Risk Council’s been here, and I know I’m starting to hear from some folks who would like to have some more available space. Okay, Peyton. Peyton Jamison: So, Mayor, are you asking us to make a decision kind of now on opening up this weekend? Mayor: Not right this second just wanted to kind of put it out there. Obviously, it’s not an agenda item but just wanted to discuss that. Peyton Jamison: Okay. Well, I would be in favor of that. I’ve been hearing a lot of people wanting to have it open and us communicating it appropriately and effectively I think would be a good idea. Mayor: Okay. Paul? Paul Moore: I have a question for Steve. Steve, in the surrounding communities and the fact that they may have opened up their active parks, are they allowing organized sports to take place or are they just offering the active areas for appropriate use with social distancing but not necessarily active sports? Steve Krokoff: Active versus organized would be a difficult question to answer. I know that they haven’t reinstituted the organized sports. But I’m relatively sure that if we open up our lacrosse fields, people will be playing lacrosse, and we won’t have the resources to be able to stop them from doing so even if we wanted to. We would have to rely on some personal responsibility and voluntary compliance for people to be able to make their best decisions about how close they need to get to people. So, active yes. I can them getting on the baseball fields and lacrosse fields just not organized with our teams and things along those lines. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 23 of 31 23 Mayor: I would clarify that too though, basically, active or passive. Obviously there’s the opportunity for citizens to have a pickup game of some sort but it would not be an active in the sense that it would be a sponsored or an organized game. Carol? Carol Cookerly: The comments I’ve heard, and there haven’t been that many, maybe four or five, people are wanting to be able to have their own discretion about whether they participate at the parks etcetera and make decisions for their families. This comes from some parents, and I think that they should be empowered to use their own common sense and make decisions as adults. And I don’t think we should stand in the way of that. So, I would be in favor of opening. Mayor: Okay. Paul? Paul Moore: Thanks, Joe. Just another clarification from Steve. Steve, when you talked about the enforcement of that, I assume we would still be subject to the governor’s authority, which is only in the hands of the State Police and/or Public Health Administration. So, if our police are seeing something inappropriate, again, we would not have the authority to enforce it. But to continue my thought, I support Council Member Cookerly’s position that I would like to see us open up sooner rather than later counting on our Milton citizens just being responsibility. Steve Krokoff: I believe that the authority has morphed a bit with each iteration that has come out. And our officers have been doing a good job of advising when they need to, and they will continue to do so should they encounter individuals not practicing safe distancing. Mayor: Okay. Council Member Bentley? Paul Moore: Thank you. My comment would be I’d be interested to know also what our neighbors are doing because if we are on the forefront of this or they’re lagging, we might become a very popular place. I don’t know. That’s just something that we need to think about. If there’s any coordination between Roswell and Alpharetta, I think we had been in touch with other city managers just to understand what their approach is gonna be as well. Just a thought. Steve Krokoff: Understood. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 24 of 31 24 Mayor: Okay. Anybody else? Okay. The other thing I wanted to just throw out there Steve and I have discussed the ultimate opening of City Hall back up, which I know would be phases obviously. But at some point, we’ll have meetings in person as well as eventually opening up City Hall to not only staff but then ultim ately with citizens. So, Steve, again, we haven’t even discussed anything in specific on that, but I wanna know if you have any general thoughts. Steve Krokoff: I have been communicating as Councilor Bentley alluded to with the other city managers. I know that there is a strong desire from our fellow city councils to get back into the chambers to start deliberating business. That’s still up in the air for everybody. I can hope one thing, but I don’t know what the reality will bring but there is some talk about possibly getting back into the chambers, at least the council meetings, as early as this month. Time is on our time considering we now have a little time before the next meeting. I would recommend we see how the numbers continue, see what kind of numbers we’re seeing in Fulton County, and the surrounding counties, and City of Milton, and make a decision. Mayor: Okay. Now, [audio cuts out] [00:52:56] and we’ll all communicate as we move forward and as things progress. Anybody have any comments on that or anything else from Council? Joe? Joe Longoria: So, we don’t need to get into this part of the discussion at this meeting but we are gonna need some guidance from our City attorney because some people are going to have extenuating circumstances that would limit their ability to go back and get into the regular schedule as it was. So, if we got some people showing up at City Hall for a meeting and some people thinking that’s not a good thing for them to do, we’re gonna have to get some idea of what we can do about having part of our meeting done with either teleconferencing or Zoom while the other part is still in chambers. It’s gonna be a hybrid solution that we’re gonna have to drive to, and that may be problematic. Mayor: Yeah. I think that’s a good point and again, Ken and Steve, you guys will have to be assessing that and advising us. I guess, Ken, it’s not as simple as going back and seeing what you guys did last time say five or ten years ago when we had this virus. Mayor: Yeah, that’s right. There’s not a whole lot of precedent for this, Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 25 of 31 25 Council. What I’ll say is what I’m seeing some jurisdictions do sort of to Council Member Longoria’s point, if it’s an issue and we’re afraid of marginalizing some individuals that might be immunocompromised or whatever, being able to fully participate in their government, then let’s just keep the teleconference cyber meeting until we feel like everybody can comfortably participate in person. Council Member Longoria’s point, the hybrid is where there really isn’t any law for that. So, you sort of have to pick your poison. Is it one, or is it the other? Is it in person or is it cyber? And so, what I’ve seen some governments do is just say, you know, we’d like to go ahead and get to these physical meetings and have everybody be able to assemble but because we’re still concerned and because there are still people of reasonable conscious that just do not feel comfortable coming, we’re gonna go ahead and continue the cyber meetings through May. In fact, so, what I have some governments doing is saying our hard open right now for in person meetings is June. That may not be where Milton is, and I’ll have to confer with the City manager and the Mayor on that, but that’s what I’m seeing some governments do. Steve Krokoff: We do have a direct plan that staff’s been working on and we’ve modeled it after our rules and regulations that we already have for those people that can’t come in. I think it’s going to be several months before some of those that are immunocompromised are gonna feel comfortable enough to be able to come out in the public and sit with people and involve themselves. But Ken, maybe you and I can talk offline and see if we can compare some notes on this. Mayor: Absolutely. Sounds good. Yes, sir. Mayor: Okay. Anything else from Council? We’ve got a couple department updates. We can start with Public Works. Department Updates 1. Public Works Robert Drewry: Good evening Mr. Mayor and Council. I’ve got a couple updates I wanna give you, but first and foremost, just wanna let you know Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 26 of 31 26 that Public Works really hasn’t missed a beat since the beginning of the shelter in place order. But like other departments, we had to adjust to working remotely. We saw a minor drop in our work orders but it’s been since picked back up to normal. We’ve put out a project for bid to do pavement reconstruction and resurfacing. The bids have come in, and we’re now evaluating those bids, and you should see an order at the next City Council meeting. As you probably also know, we did a sink hole repair on Harmony Court in Avensong Subdivision. Staff has installed the new zinc battery backups at the five signalized intersections. If you recall, that was a new initiative in the budget. Also for the month of April, the city engineer completed a rather extensive audit for the Metropolitan North Georgia Water Planning district. They evaluated both our storm water, water, and sewer abilities in the City of Milton. Hopefully, you’ve had a chance to see the new signs. We’ve got a couple of them and of course, they’ll be going up as projects come in. I think they look very good and thank you, shout out to community outreach and staff. For the month of May, you should see the demolition of the home at Thompson and Hopewell in preparation for the eventual construction of the roundabout. You also should see the vegetation control contractor in the trails on Birmingham Park. You’ll also see a contracting doing some road striping in and about the City of Milton. And you’ve probably seen sidewalk extension on Mayfield Road, and that will link Crabapple to the City of Alpharetta. For right of way permits for the month of April, we issued 14 right of way permits, and three of those were residential driveways, and we had 125 work orders for the month of April, which is about average. Summary of breakdown: 36 of those were sign issues, 21 of those were potholes, 16 storm water issues, 10 debris trash removals, and three dead animals. So, I know y’all like to hear those. But that’s what the month of April looked like, and we’ll see a lot of progress in the month of May. Do you have any questions? Mayor: Any questions for Robert? Paul Moore: I have a question. Mayor: Laura? Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 27 of 31 27 Paul Moore: Yep. Thank you, Robert. Do we have a timeframe on the easement at the Milton Country Club and also the trails? I know with everyone being out during this pandemic, we’re seeing a lot of traffic on some of our gravel roads and just trying to figure out, I know it’s not gonna be within this timeframe. But I’ve had a lot of questions about what’s going on with the Milton Country Club. Mayor: That’s a good question, and the City manager and I have been briefly talking about it and doing a presentation at the next City Council meeting to show you the proposed trail plan and give you a better schedule at that meeting as well. Paul Moore: Thank you. Mayor: Okay. Anybody else? Thank you, Robert. Paul Moore: Mayor, did you want Chief Edgar to talk now? Mayor: I’m sorry I must be having internet problems because I said Chief Edgar moving onto Fire. Chief Edgar, can you hear me? Department Updates 2. Fire Chief Edgar: Yes, sir. Mayor, I can hear you. Good evening, Mayor and Council. Can you hear me? Mayor: Go ahead Chief Edgar. Chief Edgar: Thank you. As you can imagine, much of our efforts have been focused on COVID-19, keeping our firefighters safe and serving the community and even doing drive by birthdays, celebrations, as well as planning for high school graduations. Each week, we check in with our community paramedicine participants and see if there’s anything that we can do for them. David, if you go to the next slide here, I just wanna give you a snapshot of where we are today and actually where we were. It’s kind of like a before and after picture here. Captain Murray on the right there, that would be our typical response PPE to a medical Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 28 of 31 28 call, safety glasses and gloves. And today, you can see Firefighter Dalton here with a full PPE, Tyvek suit, N95 mask, full goggles, and gloves, and we only use that type of PPE when we’re going to a possible COVID-19 type patient. But right now, we’re wearing N95 masks on all our calls just to protect our firefighters. So, it’s kind of a before and after and where we are today, and I guess kind of new norm here right now. David, can you go to the next one. The community has supported us tremendously and here’s just a list of the things that they’ve been dropping off to us to help us fight this pandemic and keep our firefighters safe. So, as you can see, quite a bit of support here from the community. And I’d just like to point out, the hand sanitizer you see there is 25 gallons is I guess would say distilleries out there, kind of a like a moonshine thing, that’s been actually what the percentage of alcohol is serving as some hand sanitizer for us. David, would you go to the next slide. And here’s just a snapshot of our training room kind of turned into our COVID-19 storage. This is where we’re actually putting out and pushing out the supplies to our staff. And we’re doing the inventory and collecting these and just watching our burn rate as we go on each day. David, next one and here’s an example from our fireworks software. This is the PPE usage, what we have been using since January and gloves has always been something we would wear on all our calls. But you can see the N95 mask, the eye protection, the surgical mask and gowns, that’s not something that we typically would wear unless we had something specific that were responding to that we knew about. So, you can see kind of how things have changed for us. David, next slide and this is our call volume since January. You can see again, our call volume has actually dropped. So, with the COVID-19 and the shelter in place order, you can see that our call volume has gone down a bit, which I guess it kind of serves that the community is listening and doing their part to help us. So, we do appreciate that. David, the next one and here this is the Alpharetta COVID-19 test site at 4700 Northpoint Parkway. They opened up here just last week. Our first day out there was last Thursday and each fire department in North Fulton is taking a day of the week to send staff over there to assist in a safety officer position as well as deputy incident commander to assist. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 29 of 31 29 David, can you go to the next slide. And here’s just a snapshot. We’re working with the National Guard, and GEMA, and SEMA with this but here’s just another snapshot of the cars coming in and David, the next one, and again, the National Guard there and how this site is set up and one more David. That was it. So, one thing I’d like to do is I’d like to thank the Milton community for all their support, and with all the mass donations, and the food, and the PPE that they’ve been supporting us with. It’s really been really an outpouring of support from the community. We truly do appreciate that and I’d also like to thank the Milton First Responders’ Foundation for all their support helping feed our firefighters and with the assistance of our local restaurants and all. They’ve been a tremendous support for us as well. So, that’s about it on the COVID-19 portion. The other thing I just wanted to mention is that we’re continuing to work with Bob Buscemi on the Public Safety Complex. We’re doing our part to make sure that we’re keeping that project moving forward with furniture orders and kind of answering any questions that they have as things come up. We’re getting really close. I was out there today, and they’re really starting to move. The site is really starting to take form there, and they’re doing grading and concrete work. So, we’re pretty happy about that. And finally, the short list of architects. We put out an RFP for architectural design for Station 42 and surprisingly, we’re received 14 responses to that RFP. So, we’ve narrowed that down to two finalized right now and in the next two weeks we’ll be doing interviews and hopefully select an architectural firm to design Station 42. And Mayor, that’s all I have right now if you have any question from you or the Council. Mayor: All right. Thank you, Chief. I wanna thank obviously all your guys for being out there keeping us safe. It’s interesting the slides on the number of calls. So, it is a good indication that our citizens are following best practices. It’s amazing to watch how they have down during this stay in place order. Okay. Can anybody here me? Chief Edgar: Yes, sir. I can still hear you. Mayor: Okay. Chief, I can hear you. Can anyone else hear me? Paul Moore: We can hear you sir. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 30 of 31 30 Mayor: Okay, all right. I can’t see anybody on here. If there’s nothing else. That will conclude our meeting. Do I have a motion to adjourn? Joe Longoria: So moved. Carol Cookerly: Second. Mayor: Do I have a second? Paul Moore: Second. Mayor: Okay. I have a motion from Council Member Longoria, a second from Council Member Moore. All in favor please say I. Joe Longoria: I. Paul Moore: I. Mayor: I’ll go individually. Council Member Moore. Okay, I’ve got Council Member Longoria, Council Member Moore. Did I see Council Member Moore? Paul Moore: Yes, I. Mayor: Okay. Council Member Jamison? Peyton Jamison: I. Mayor: Council Member Cookerly? Council Member Cookerly? Carol Cookerly: I. Mayor: Okay. Council Member Bentley? Paul Moore: I. ADJOURNMENT Motion and Vote: Councilmember Longoria moved to adjourn the meeting at 7:09 pm. Councilmember Moore seconded the motion. The motion passed (6-0). Councilmember Mohrig was absent from the meeting. Regular Meeting of the Milton City Council Monday, May 4, 2020 at 6:00 pm Page 31 of 31 31 Mayor: Okay and also myself, I. And Sudie, that’s unanimous. Well, thank you everybody. We’ll see you next time. Date Approved: June 15, 2020 __________________________________ _____________________________ Sudie AM Gordon, City Clerk Joe Lockwood, Mayor