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02-20-08 Packet
CITY OF MILTON, GEORGIA Joe Lockwood, Mayor CITY COUNCIL Karen Thurman Julie Zahner Bailey Bill Lusk Burt Hewitt Tina D’Aversa Alan Tart Wednesday, February 20, 2008 Regular Council Meeting Agenda 6:00 PM INVOCATION 1) CALL TO ORDER 2) ROLL CALL 3) PLEDGE OF ALLEGIANCE (Led by the Mayor) (Agenda Item No. 08-502) 4) APPROVAL OF MEETING AGENDA (add or remove items from agenda) 5) PUBLIC COMMENT 6) CONSENT AGENDA (Agenda Item No. 08-503) 1. Re-Approval of the Financial Statements for the period ending December, 2007. (Stacey Inglis, Finance Manager) (Agenda Item No. 08-504) 2. Approval of the Financial Statements for the period ending January, 2008. (Stacey Inglis, Finance Manager) (Agenda Item No. 08-505) 3. Approval of the December 10, 2007 Work Session Meeting Minutes. (Jeanette Marchiafava, City Clerk and Clerk of the Court) (Agenda Item No. 08-506) 4. Approval of the December 13, 2007 Regular Meeting Minutes. (Jeanette Marchiafava, City Clerk and Clerk of the Court) Page 1 of 3 Milton City Hall City Council Chambers 13000 Deerfield Parkway, Suite E Milton, GA 30004 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. MILTON CITY COUNCIL REGULAR MEETING AGENDA FEBRUARY 20, 2008 – 6:00 PM (Agenda Item No. 08-507) 5. Approval of the January 8, 2008 Special Called Meeting Minutes. (Jeanette Marchiafava, City Clerk and Clerk of the Court) (Agenda Item No. 08-508) 6. Approval of the January 10, 2008 Regular Meeting Minutes. (Jeanette Marchiafava, City Clerk and Clerk of the Court) (Agenda Item No. 08-509) 7. Approval of the January 17, 2008 Special Called Meeting Minutes. (Jeanette Marchiafava, City Clerk and Clerk of the Court) (Agenda Item No. 08-510) 8. Approval of the January 17, 2008 Special Called Work Session Minutes. (Jeanette Marchiafava, City Clerk and Clerk of the Court) 7) REPORTS AND PRESENTATIONS 8) FIRST PRESENTATION 9) UNFINISHED BUSINESS (none at this time) 10) PUBLIC HEARING ALCOHOL BEVERAGE LICENSE APPLICATION (Agenda Item No. 08-459) 1. Approval of Alcoholic Beverage License Application for Tribla, Inc. d/b/a I Love New York Pizza at 980 Birmingham Road, Suite 200, Milton, GA 30004. Applicant is Nereyda Blandon for Consumption on the Premises – Wine and Malt Beverage. (This item was deferred on January 10, 2008.) (Presented by Stacey Inglis, Finance Manager) END OF PUBLIC HEARING 11) NEW BUSINESS (Agenda Item No. 08-498) 1. Approval of a Resolution Amending Resolution No. 08-01-10, a Resolution Appointing Members to the City of Milton Construction Board of Adjustment and Appeals (District 4). (This item was deferred on February 4, 2008.) (Presented by Tom Wilson, Community Development Director) (Agenda Item No. 08-499) 2. Approval of a Resolution Amending Resolution No. 08-01-16, a Resolution Appointing Members to the City of Milton Bike & Pedestrian Path Committee (Districts 1, 2 and 4). (This item was deferred on February 4, 2008.) (Presented by Tom Wilson, Community Development Director) Page 2 of 3 Milton City Hall City Council Chambers 13000 Deerfield Parkway, Suite E Milton, GA 30004 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. MILTON CITY COUNCIL REGULAR MEETING AGENDA FEBRUARY 20, 2008 – 6:00 PM (Agenda Item No. 08-511) 3. Approval of a Resolution to Authorize the Mayor and City Council to approve the submission of a grant application to the Department of Homeland Security for the Fire Prevention and Safety Grant through the Assistance to Firefighters Grant program sponsored by FEMA. (Presented by Lt. Matt Marietta, Planning and Emergency Management) (Agenda Item No. 08-512) 4. Approval for the City of Milton Mayor and Council to sign letters in support of funding the SAFER grant in President George W. Bush’s FY2009 budget and directing staff to deliver the letter once signed to Representative Tom Price and Senators Johnny Isakson and Saxby Chambliss.” (Presented by Councilmember Karen Thurman and Interim City Manager Chris Lagerbloom) (Agenda Item No. 08-513) 5. Approve the City of Milton’s participation in the LUCA program as a contract addition to be provided by CH2MHill, OMI in the amount of $13,828. (Presented by Dawn Ambercrombie, GIS Coordinator) (Agenda Item No. 08-514) 6. Approval of a Resolution Regarding Fulton County’s Proposed Construction of Elevated Water Tank in the City of Milton. (Presented by Jarrard & Davis, City Attorney) (Agenda Item No. 08-515) 7. Consideration of Rescission of Resolution No. 07-03-27, A Resolution to Govern the Conduct of City Council Members as they relate to Boards, Commissions, and Authorities. (Presented by Jarrard & Davis, City Attorney) 12) MAYOR AND COUNCIL REPORTS 13) STAFF REPORTS (Agenda Item No. 08-516) 14) EXECUTIVE SESSION The purpose of the Executive Session is to discuss pending litigation. (Presented by Jarrard & Davis) (Agenda Item No. 08-517) 15) ADJOURNMENT Page 3 of 3 Milton City Hall City Council Chambers 13000 Deerfield Parkway, Suite E Milton, GA 30004 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. 4Cs A City of Milton 13500 DMeld Parkway. Suite 107, Ylion, Georgia 30004 ClTY COUNCIL AGENDA ITEM TO: City Council DATE: February 11,2008 FROM: City Manager 2. AGENDA ITEM: Re-Approval of the Financial Statements for the period ending December, 2007. MEETING PATE: Monday February 20,2008,Regular Meeting BACKGROUND INFORMA TION: (Attach additional pages tf necessary) See attached memorandum APPROVAL BY ClTY MANAGER: () NOT APPROVED CEN ATTORNEY APPROVAL REQUIRED: 1 YES NO CITY ATTORNEY REVIEW REQUIRED: OYES Po APPROVAL BY CITY ATTORNEY ()APPROVED () NOT APPROVED PLACED ON AGENDA FOR: 0 j5 OOQ REMARKS: FINANCIAL STATErnNTS Memo 70: The Honorable Mayor and City Councilmembers From: Stacey Inglis, Finance Manager CC: Chris Lagerbloom, Interim Ci Manager Dan Drake, PuMic Works Director Tami Hanlin, Rrogram Dimtor Jeanette Marchidam, CitylCourt Clerk Charles Millimn, Interim Public Safely Director Torn Wn, Community Development Director Date lM712008 Re: Financial Status Report for Pen'cd 3 -kcember 2007 OVERVIEW and FINANCIAL HIGHLIGHTS: The attached financial statements represent figures as of the close of period 3, December 2007. The financial status report is indented to provide a current budget-to-actual revenue & expendiure status of each fund. General Fund Wm 25% of the fiscal year lapsed, expenditures are averaging 20.4% of the budgeted amounts, while revenues are at 13%. At this paint it is too early to determine if we are on target for our projections. We will know more within the next two months. As was mentioned in the financial report for November, there were several sources of revenues collected in the first two months of the fiscal year that were intended for FY 2007. Some of these include property tax, 1-1 option sales tax, motor vehicle tax, real estate transfer tax and alcuholic beverage excise tax. S~ncethey were intended for the previous fiscal year, they were recorded as such. Therefore, the revenue collections are and mll always be lower in the first tw~periods of the fiscal year. Capital Project Fund Expenditures within this fund continue tu occur on a project-by-project basis. Wth a total project expenditure budget of $1,919,762, capital expenditurestdate total $1 15,924. FINANCIAL OPERATIONS: Tree Replacement Fund: Balance: $0 Sidewalk Replacement Fund: Balance: $24,070 City of Milton Statement of Revenues, Expenditures,and Changes In Fund Balallcm Governmental Funds For the Perid Emld Drrcernbr 3?,9WIX General Capital Project Hotel l Motel Opetating Grant Fund Capital Grant Fund Total Governmental Funds Taxe?.: Property Tax Local won Sales lax Other Taxes Hotel I Mofel Tax Licenses and pmk Intergovernmental Charges for sw~ces FinedForMws investment earnings Conbibutiws ad &mntiio~ State.Cap3aCOirect Gmnt 0th~ fold Imtarmes EXPEMDlTUREl Clarent: Unallocated Gemral government Publlc safety CommunIy Services Ecanmie and mmrnunllydeuelopment Culture ad mcreatlnn Capital outlay Excess {deficiency) of revem over (vnder) expenditufes OTHER FINANCING SOURCES (USES) Transfers in Transfers ouf Sale of captar assets Insurance Pmteeds Capital ka6a pmds Mots inkrest Bond principat Tolaf omer flnanclng sources (uses) Net chaw in fund balances Fund balams -begirmlng" 2.421.282 520,124 I1,250 51.250 2.958,936 Fund balances -endim 1 94,117 f 824,506 S YI.I.085) S T1.250 $ 51.250 S 862,537 The accompanying notes to tk Bnam6al sfalements are an integral part of this siatmni. 'Bqirtning fund babnces are unaudied. City of Mi#tan General Fund Statement of Revenues, Expenditures, and Changes In Fund Balances -Budget and Actua€ For the Peri o Ended Docemher 31, 2007 Original Final Variariee with Budgeteo Budgeted FinaIUM4g6t- Amounts Aulounts Actual Amounts Positive (Negalive) REVENUES Taxes: Property Tax S 6,600.544 $ 8,8170.544 $ - $ (8,600.544) Local Option Safes Tax 4,123,154 4,123,154 369,008 (3,7&3,146) Business & Occ Tax 650,000 MOW 138,551 (571,449) Motor VehideTax 400,000 400,090 121,152 (278,848) Inlanglbl9Tax 320,000 320,000 49,270 (270,731) Real Estate Transfer Tax 75,198 75,198 10,288 ($4,911] Alcohet Beverage Excise Tax 250.000 250,0018 Se, 997 (181,093) HotoVhlotet Excise Tax - Financw IristnutionTax 30,000 30,000 (30,p003 Penalties & Interest Licenses and Permits 455,910 455,910 113.993 0.41,9471 Intergovernmental _ Charges for Servico: Franchise Fees 1.700.000 1,100,006 179,278 {480.774} Other Charges for Service $99,332 584,332 52,099 {547.233} FineelForfeltures 1,970,247 1,070,247 9S.391 (974,855) Investment Eamingx 40.D00 40,ODp 41,487 1,987 ConlriWlions and Donations 5,000 5,000 2,00(1 Other 13,200 13.200 3.089 [10,111} Tatal,w.-es 17,732,505 s 1;,772,5&5 4 1,484,584 S (18,549,001) EXPENDITURES Ctwwl: C 0-1 govemmant Maycf and Council 396,334 5 395,330 b 53,745 $ 342,585 Cleric of the Comp€ 485.602 485.602 98,188 387,416 Chy Manager 305,784 3iZ,764 74,467 231,327 Program Mwapc 309,440 309,440 77,051 232.389 Legal Services 180,000 180,900 8.186 171,815 Mjmta7al laud 4:74,8Ub 434,6tA f,',841 :758,9154 Owati©ns 2,272,214 2,272,214 521,029 1,751,185 Risk Management 236,030 236,030 76,371 159,659 Public Irdofmiawn 82,360 82,360 17,578 64,782 Operarting Reserwe 530,000 530,000 530,000 Total General Governmorn 5,292,565 $ 5,292.565 $ 1,004,44-3 $ 4,288,122 Putxo safety 6,450,888 8,450,888 1.258,312 5,192,575 Comrr un ty Servicas-PutA[c Works 11753,254 1,753.254 431,722 1,321,532 Cornmun4 Services -parks & Roc: 418,063 418,963 100,328 317,735 Economic and Con munity Dev*pnlerd 1,273,885 1,273.886 296,905 976.981 Total expencfihues 15.188.658 $ 15,188,fi5fi $ 3,091,71±3 $ 12,096,946 Excess of navenues ov nr expenditures 2,543,929 $ 2,543.425(1 9, 07,127) $ (4,451,056 ) OTHER FiNANC1NG SOURCES [USES) Transfers oul (1,734,107) (1,734,107) (389,196) 3,344,917 Transfers in 52.000 52.000 16.715 (35,285) cap"I lea so payment (711,$22) (711,822) 709,394 1,421,216 TAN interest (150,000) (150,OM) (47,563) 102,431 COP prinri O.ar yak of capital assets - Insurance proceods Total otherfnnaacing sovrcas and a os [2,543,925} $ (2,543,929) i 289,355 S 2,833,284 Net dangle lnkind halances [1,617,771) (1,617,771) Fund tra€ances - Oegutn€ng Fund hatrarrcac•• ending S S S (1,617,771) 3 1.617.771 The asconnpany€ng notes to the financial slatements are an integral part of this statement. City of Milton Capital Project Fund Statement af Revenues, Ependitures,and Changes in Fund Balances -Budget and Adual For the Pwiod Ended Oember 31,2007 Original Budgeted Amounts Final Budgeted Amounts Actual Amounts Variance with Final Budget - Positive (Negative) REVENUES Charges for Senrice Host fees Solid Waste Fees Sidewalk Reptacsment Account Total revenues WEMDITURES Capital Outlay Unallocatec. PuMic Safely Community Seruiis -PuMic Wwrks Community Setviws -RemaSon L Parks Cornmunrty Devebpment Total Capital Outlay kcess of revenues over expenditures OTHER FiNANGtNG SOURCES (USES) Transfers 4n from General Fund Lease Interest Lease Proceeds Budgeted Fund Balance Total other financing sourns ad uses Net change rn fund balanes Fund balances -beginning Fund balances -ending The accompanying mtes lo the. financial statements are an integrat part of this statement. CEy of Mliton HotelfNIotelTax Fund Statement of Revenues, Ependitums, and Changes In Fund Balances -Budget and Actual As of Oecerntw 31.2007 Original Final Variance with Budget Budgeted Actuat Flnaf Budget - Atnoun-Amounts Amounts Posillve {Negat-We) REVENUES Taxes HotelMotel Taxes S 52,000 S 52.000 S 5.630 S (46,370) Total revenues 52,fl00 $ 52.n~~ s 5630 $ (46.370) OTHER FINAMCING SOURCES (USES) Transfers out to Ge~ralFund (52.000) 8 (52,CQO) S (16.7f 5) 1 35,285 Total other financing sources and uses % (52.000) $ (52.QO0) S 116.715) 5 35,285 Net change in fund balances (1 7,085) (17,085) Fund balances -beginning Fund balances -ending 5 -S -S Ill,O851 3 (t1.085) The acmmpanymg notes to the financial statements are an integral part of th~sstatwnent CiQ of Milton Operating Grant Fund Statement of Revenues, Ependltures, and Changes in Fund Balances -Budget and Actual As of December 31, 2007 Original Budget Final Budgeted Variance with Final Budget - Amounts Amounts Actual Amounts Positive (Negative) REVENUES lntergwernmental Revenues State Grant -operating Cat-lndi~ect Total revenues EXPENDITURES Current. Pubhc Safety Total Ependihlres Excess of revenues over eqendl?um OTHER FINANCING SOURCES [USES) Transfers in from General Fund Total otherfinancing sources and uses Met change in fund balances Fund balances -beginning Fund bajances -ending The acmmpanyrng nates to the financial statemmts are an integraf part of this statement Cyl of Milton Capital Grant Fund Statement of Revenues, Ependitures, and Changes in Fund Balances -Budget and Actual As of Decemkr 31. 2007 Origlnat Budgetd Original & final Variance with nnal Budgat - Amounts Budgeld Amouft@ Actual Arnwnb Positive (Negative) REVENUES Intergovernmental Revenues State-Capital-Direct Grant Cantnbutions % Donations Total revenues EXPENMNRES Capital Outlay Unalkated Community Servrces -Fvblic Works Community Development Total Capltal Outlay Excess d revenues over expenditures OTHER FlFlANClNGSOURCES (USES) Transfers in from General Fund Totaf other financing sources and uses Net change in fund balances Fund balanoes -beginning Fund balances -ending me accompanying notes tathe financial statements are an integral part of this statement. PROCUREMENT STATUS To: The Honorable Mayor and City Councilmembers FIP~: Stacey lnglis, Finance Manager I)ate: lll712008 Re: Procurement Status Aftached are two lists, one indicating purchase orders issud for the months of October 2007 to December 2007 and the other intended to provide information regarding all bids and requests for proposa!/quote. If you have any questions regarding the prwurement status updates or woujd like additional information, please do not hesitate to contact either myself or Kyle Jones, Budget Coordinator. Thank you. Attachment P.Q.# Vandot Managem~nt Data Systems Bulness information Systells Brannen Molor Company K-9 Concepts Lm Eflforcemenl Supply Motorola Command Uniform Company Smgrnu Polica DistribuIors Milton Tlre and Auto Munlctpal Emergency Servlces Technical hnovaticn PURCHASE ORDERSTA~SXW%~:~' " Purchase Ordors lseusd SS,OOO -$60,110~ October 2007 -December 2007 METHOD OF OESCRIPTION DEPARTMENT AMOU HT PROCUREMENT Annual Soflwaw S~pportand Upgrades Public Safety Sole Saurm Dgital Recorder C~tyGlerh I Courts Sole Source Publ~cSabty Vehicles Publrc Safety Slate Cantract Purchase 01 K-9 Public Safety Sole Source Speed Detection Dev~ces Pubrrc 8aPty 3 Written Quoles Mobile and Portabb Radros Publtc Safety State Conlract Pol~ce Oeparlrnent Unltorms Publffi Safety 3 Wrltten Ouotes Shotguns PuRlrc Safety 3 Written Clua&$ Veh~d~ Public Safely 3 Wrltten QuolesMaintenance Frre Oeparlrnent Slation Uniforms Publ~cSafely Independence,MO Digital Recorder City 3erk !Courts Sale Saurce STATUS Completed Canceled Completed Completed Comuleted BID AND REQUEST FOR PROPOSAUWOYE S Octobor 2007 -Oocomhor 2007 BID# RFP# RFQ# DEPARTMENT DESCRlPTiON CLOSING DATE AWARD DATE AWARD P.O. ISSUED There are currently no Bfds I RFPs for Flseal Year 2008. CAPITAL PROJECT REPORT Memo To: The Honorable Mayor and City Council members Fm Staoey lnglis Datee ~11712008 Re: Caphl Project Status Attached is a status report for each active capital project funded by a City of Milton appropriation. The report includes the prqect description, project budget, encumbrances and actual expendituresto-date. If you have any financial questions regarding these projmts, please do not hesitate to contact either myself or Kyle Jones, Budget Coordinator. Thank you. Attachment 0000E $ S $ 0000£ $ ueld Jajsell shed S)IaWd V 0318 S30MJ3S AIMINNO0 68L'SV8`6 000 SE $ S - $ 6$L'098 t 000'5£ Md1 Gua - IVIOJ. D;ye,l 009 o9z 009`89Z a-3uapinoJd C7A 011!nuewe9l:f 00006 - 000'06 2ouapinvad Rue4la9 008 o9Z - 009,09Z aauap!nvJd maN wey6uiLW[13 9trtr Btr - 8trtr'fib aaueuajweyy sleuels pue suit ltr5 8i?6 - - l h5'886 jueuJa3euevv juawaned 000OOL 000'001 BDUEuquleyy Jejemwicis 000 of S S $ 000'0E s aeuu6js swefl V saspue SAIOM 3119 ld 1 ONN33NION3 - S301A1 IIS AIINnWW00 £LO'906 S OC8 S B9Z`EL S £s 6`081 $ A;aieg a?Ignd - lejol LSL tr 0£8 00l'E £ZL'9 saipea elwolow £trtr LL - £btr'L. sainjxld +g s6w4slLjn j 000 Lz - 000'LZ salol4eA juawsoeld8�j - 184'69 LStr'69 salaNan mery 499 S 000'013 $ sjuowa;koJdwj uoljelS aajd uDAds Onond 3SNd,dO JNINIVW38 SBOW'd8WnON3 S3anim3dX3 SNOUVRIdOUddd 3WbN 103E'OUd L00ZI VVZ 6 bO SV 31d0dn loaf Dad Tdlldd0 NOI-1[W :10 kilO w a K/b wwC) § 00: CL ��2 a�a a � Q ) $ \ \ \ 2 K \ 2§ k 9 R 2® q n a 2 2 w �U 2R a L_ . . , , , , . a # w L) � � Z) . U 2 w _ w 2 LU C. X u \§ k k k k� k 2 &I ■ e e R ■ 2 e 2 fL F- 0 $ . Ix CL- \ ® - - w W a `2 Z \ k E \ .R ) o 0 ; £ § 0 & § \ \ % k / [\ ) z & ' u■ G k _ E c 2 « / ) ƒ $ § ƒ & w o k 0 GRANT STATUS Memo ~o: The Honorable Mayor and City Council members ~mmCarol Wolfe, Director of Operations 111712008 Re: Grant Application and Award Status Attached is a status report for all gmnts that have been applied for as well as a list of grants in the research state and pending application. If you have any financial questions regarding these grant projects, please do not hesitate to contact me. Thank you. Attachment w H a a CL zML- Q0 � � Z r V„ W N 0 07 0 o U � Q w CL O 0 0 Q 0 C a; a6 � U i z Z LU LU u I z Q of m M Z W f� en sn m w D Q 2 w m X LLJ a 4 0 Q O a � � _❑ F- O 0 z uJ ❑ a CL ❑ J LU � n Q 0 L Z g n R 'a E� C7 > o °a 4 2 U LU N J Q H 0 J �+ w e « n EL 2 z\w C) 0 w Q LL 0zk /f� a 2 4 0 Im CD 0 \ 2 # e ■ m / § oUJ z zz k� ■« �m - - - - - - ® . . � 0 z 2 � D z w - § 7 § § , 2 ■ , K . � . � � k 2 a x w 7§§ 2 k In 2 0 z % $ I e m � \ 0 e ¢ � ■ § w � \ - - ; ƒ a ; a: § R < - �g o LLI\ ƒt f �'�# © § k \ / \ \4 / \ 0. , CJ §��� - k \ t� LLI ° � / u Ar City of Milton- 13030 &field Parkway, Suits 107, M~ltm.Georgia 30004 - CITY COUNCIL AGENDA ITEM TO: City Council DATE: February 7 7,2008 FROM: City Manager 2. AGENDA !TEM: Approval of the Financial Statements for the period ending January, 2008. MEETING DATE: Monday February 20,2008,Regular Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: APPROVED () NOT APPROVED CIW ATORHEY APPROVAL REQUIRED: () YES 8NO CITY A77ORNEY REVIEW REQUIRED: () YES fl NO APPROVAL BY CITY ATTORNEY ()APPROVED () NOT APPROVED FINANCIAL STATEMENTS Memo To: f he Honorable Mayor and City Councilmembers Fr~m: Skcey lnglis, Finance Manager cc Chris Lagerblmm, Interim Crty Manager Dan Drake,Public WOTkS Dimtor Tami Hanlin, P~mmDirector Jeanette Marchiafava, CilCourt Clerk Charfes Millican, Interim PuMic Safety Director Tom Wn, Community Development Director Date: 2111Q008 Ret Financial Status Report for Period 4 -January 2008 OVERVIEW and FINANCIAL HIGHLIGHTS: The attached financial statements represent figures as of the close of period 4, January 2008. The financial status report is indented to provide a current budget-teactual revenue & expenditure status of each fund. General Fund With 33% of the fiscal year lapsed, expenditures ate averaging 27.5% of the budgeted amounts, while revenues are at 18.8%. At this point it is too early to defermine if we are on target for our projections.We will know more wrthin the next two months. As was mentioned in the financial report for November, there were several sources of revenues collected in the first two months of the fiscal year that were intended for FY 2007.Some of these include property tax, Ial option sales tax, motor vehicle tax, real eMe tmnsfer Itax and alcoholic kverage excise tax. Since they were intended For the previous fiscal year, they were recorded as such. Therefore, the revenue collections are and will always be lower in the first two periods of the fiscal year. Capita,Projecf Fund Expenditures within this fund continue to ocwr on a project-by-project basis. With a total project expenditure budget of $1,919,762, capital expenditures-to-date total $7 21,972. FINANCIAL OPERATIONS: Tree Re~lacementFund: Balance: $0 Sidewalk Replacement Fund: Balance: $33,811 City of Mllton Statement of Revenues, Expenditures, and Changes in Fund Balances Governmental Funds For the Period Ended January 37,2008 Total Capital Operating Capltnl Governmental General Project Hotel 1 Motel Grant Fund grant Fund Funds REVENUES Taxes: Property Tax Local Option Sales Tax Other Taxes Hotel IMotel Tax Licenses and permits Intergovernmental Charges for sewices FineslForfeitures Investment earnings Contributions and Donations State-CapitaFDirect Grant Other Total rwenues EXPENDITURES Current: Vnallocated S -S -$ -5 -5 -I General government 1,317,327 1,317.327 Public safely 1,768,744 107.062 1,875,806 Community Services 567,249 385 567.634 Emnomic and community development 395,873 14.585 15,000 425,457 Curture and recreation 133.742 325 134,067 Capital outlay Total expenditures Excess (deficiency) of revenues over (under) expenditures OTHER FINANCING SOURCES (USES) Transfers in Transfers out Sale of capital assets Insurance Proceeds Capital lease proceeds Capital lease payment Note interest Fund balances -beginning* 2.421.282 520,124 11,250 51,250 2,958,906 Fund balances -ending (1.324.172) S 956,496 $ -$ (3,750) $ 50,865 $ (428,WT) The accompanying notes to the financial statements are an integral part of this slatement. *Beginning fund balances are unaudited. City of Milton General Fund Statementof Rwenues, Expenditures, and Changes in Fund Balances -Budget and Actual Forthe Perlod EMed January 31,2008 Orfglnal Budgeted Final Budgeted Variance with Final Budget - Amounts Amounts Actual Amounts Positive (Negative) REVENUES Taxes. Property Tax Lwl Oph Sales Tax Busmess % Ooc Tax Mator Vehlde Tax lntangrble Tax Real Estate Transfer Tax Akohol Bevwage base Tax HoteflMokl Exclse Tax Financial InstWm Tax Penahes 8 Interest Licenses and Permits lntergwemmental Charges for Service. Franchise Fees Dther Charges for Senr~ce FineslForleires Investment Earnings Conbibut~onsand 'Donations Other Total revenues EXPENDITURES Current: General government Mayor and Counal Clam the Counul .-Crty Manager Prwram Manager Legal Seruloes Munltipl CourE opemons Rlsk Management Public Information Operating Reserve Total General Government PU~ICSalety Comrnun~lyService-Pubtic Works Community Service-Parks & 'Rm Economic and Community Development Total expenditures Exoess ot revenues over expendires OmER FINANCING SOURCES (USES) Transfers out Transfers in Capital lease payment TAN interest COP principal Sale of capital assets Insurance proceeds Total other financing sources and uses (2,543,924) $ 12,543,929) 5 (1,277.614) $ 1,266.315 Net change in fund balances (3.745.454) (3.745.454) Fund balanoes -beginning 2.421.282 (2.421-282) Fund balances -ending $ -$ -S (3,324,172) $ 1,324,172 The accompanying notes to the financhl statements are an integral part of 'lhi statement City of Milton Capital Project Fund Statement of Revenues, Ependitures, and Changes In Fund Balances -Budget and Actual For the Period Ended January 31, 2008 Original Budgeted Amounts Final Budgeted Amounts Actual Amounts Variance with Final Budget - Positive (Negative) REVENUES Charges far Service Host Fees Solid Waste Fees Sidewalk Replacement Account Total revenues EXPENDITURES Capital Outlay Unallmted: Public Safety Community Services -Public Works Community Services -Recreation & Parks Community Development Totaf Capital Outlay Excess of revenues over expendi2wres OTHER FINANCING SOURCES (USES) Transfers in fmm General Fund Lease Interest Lease Proceeds Budgeted Fund Balance Total other financing soums and uses Net change in fund balances (1,666.762) 110,000 1,666,762 (1,865.783) 110,000 1,666,762 (799,021) (82,549) 518,921 436,371 1.783.234 (1 10,000) (1,147,841) 635,392 Fund balances -beginning 520,124 520.124 Fund balances -ending The accompanying notes to the financial statements are an integral part of this statement. City of Milton HotellMotet Tax Fund Statement of 'Revenues, Ependitures. and Changes in Fund 'Balances -Budget and Actual As of January 31,2008 Orlglnal Final Variance with Budget Budgeted Actual Final Budget - Amounts Amounts Amounts Positive (Negative) Taxes HoleUMatel Taxes Total revenues OTHER FINANCING SOURCES (USES) Transfers ovt to General Fund Total other financing sources and uses Net change in fund balances 5 5 52.000 52,000 (52,000) (52,000) $ 5 $ $ 52,000 52,000 (52,000) (52,000) S S % S 9,461 9,461 (9,4613 (9,481) $ S $ f (42,539) (42,539) 42,539 42,539 Fund balances -beginning Fund balances -ending The accompanying notes to the financial statements are an integral part of this statement. City of Milton Operating Grant Fund Statement of Revenues, Ependitures. and Changes in Fund Balances -Budget and Actual As of January 31,2008 Original Budget Final Budgeted Variance with Final Budget - Amounts Amounts Actual Amounts Positive (Negative) REVENUES intergovernmental Revenues State Grant -Operating Cat-Indirect Total revenues EXPENDITURES Current: Communny Development Public Safety Total Expenditures Excess of revenues over expenditures OTHER FlNANCWG SOURCES (USES) Transfers in from General Fund Total other financing sources and uses Net change in fund balances fund balances -beginning Fund balances -ending The accompanying notes to the financial statements are an integral part of this statement. City of Mllton Capital Grant Fund Statement of Revenues, Ependitures, and Changes in Fund Balances -Budget and Actual &s of January 31,2008 Original Variance with Budgeted Original & Final Final Budget - Amounts Budgeted Amounts Actual Amounts Positive (Negative) REVENUES Intergovernmental Revenues Stale-Capital-Direct Grant Contribut~ons& Donations Total revenues EXPENDlTURES Capital Ou€lay Unallocated Community Services -Public Works Community Devetoprnent Total Capital Outlay Excess of revenues over expenditures OTHER FINANCING SOURCES (USES) Transfers in from General Fund $ 150,000 S 150.000 $ -$ (1 50,000) Total other financing sources and uses $ 150,000 S 150,000 $ -5 (150,000) Net change in fund balances (385) (385) Fund balances -beginning 51,250 51,250 Fund balances -ending $ -$ -$ 50,865 $ 50,865 The accompanying notes to the financial statements are an integral part of this statement. PROCUREMENT STATUS To: The Honorable Mayor and City Councilmembers Fm: Stacey lnglis, Finance Manager Date: 211 112008 Re: Procurement Status Attached are two lists. one indidng purchase orders issued for the months of October ZOO7 to January 2008 and the other intended to provide information regarding all bids and requests for proposallquote. If you have any questions regarding the procurement status updates or would like additional information, please do not hesitate to contact either myself or Kyle Jones, Budget Coordinator, Thank you. PURCHASE ORDER STATUS Purchase Orders Issued $5,000 -$a,( October 2007 -January 2008 METHOD OF P.O. # Vendor DESCRIPION DEPARTMENT AMOUNT PROCUREMENT STATUS Management Data Systems Annual Software Support and Upgrades Public Safety $ Sole Source Completed Business Information Systems Brannen Motor Company K-9 Concepts Law Enforcement Supply Motorola Digital Recorder Public Safety Vehlcles Purchase of K-9 Sped Detection Devices Moblle and Portable Radios City Clerk / Courts Public Safety Public Safety Pubric Safety Public Safely $ $ $ $ 5 Sole Source State Contract Sole Source 3 Written Quotes State Contract Canceled Completed Completed Completed Completed Command Uniform Company Pol~ce Department Uniforms Public Safely $ 3 Wrltten Quotes Smyrna Police Distributors Shotguns Public Safety $ 3 Written Quotes Milton Tire and Auto Vehicle Maintenance Public Safely $ 3 Wr~tten Quotes Municipal Emergency Sewices Fire Department Station Unlforms Public Safely $ Independence. MO Technical Innovat~on Digital Recortler City Clerk I Courts $ Sole Source Emory Healthcars Staff Medical Dlrector Publ~c Safely $ Sole Source ---... a -rw3n-.-1 m'mv++-m -..B~DAND~~T~ m >.. , . " ";CP-.* --Octaber 2007 -January 2008 *& .* 610 # RFP# RFQI PARTMENT DESCRIPTION CLOSING DATE AWARt AWARD P.O. ISSUED AMOUNT There are currently no Bids I RFPs for Fiscal Year 2008. CAPITAL PROJECT REPORT Memo To: The Honorable Mayor and City Council members Re: Capital Project Status Attached is a status report for each active capital project funded by a City of Milton appmpriation. The report indudes the project description, project budget, encumbmnces and actual expenditures-to-date. If you have any financial questions regarding these projects, please do not hesitate to contact either myself or Kyle Jones, Budget Coordinator. Thank you. Attachment CITY OF MILTON CAPITAL PROJECT UPDATE As Of 113112008 JECT ING APPROlPRlATIC NCES EELME bllc Safe9 C�7 m 4 O Q [ COY V O N 4 O 4 O Q Q Cl) d coCN W r r Cif CV N Z z z ¢a LLI V) w L) z a m U W W a co 00 z Doa w v f UN r �'M � o 04o a F• J H x w a V r�� m 't 0 o 0 o 0 C� a a z O e� r3 F- CL C p z a Lu a � CL a w p t�, Fn «g us w03 U 4 w r s -o ro =_ a a m R Z 0 4 m v O U WE L Q o a o c7 a ya lL z QIL O h C ~ J.a d CL �e ro v h ❑ _ = U N F cz o U U D 2 GRANT STATUS Memo To: The Honorabk Mayor and City Council members Fm: Carol Wolfe, Director of Operations Dak 211 112008 Re: Grant Application and Award Status Attached is a status report for all grants that have been applied for as well as a list of grants in the research state and pending appli~tion. If you have any financial questions regarding these grant projects, please do not hesitate to contact me. Thank you. Attachment 24 LL w ❑0 0 �z t� LU IL 0 co C Q N r M r a W a 0 0 0 0 0 0 0 0 O W K U z z aQ w a � m U LU c� z a m D U z W Q 4 � L1! w D 0 z w IZ x W O0 Q 0 a C 0 o (1)Im z r C r 0 IL °� w a � IL °" 0 J w } a W W z E '2 E C7 Z ,m O Q O � U o 2 CL � 'a �o C y o � a _, o CITY OF MILTON CAPITAL GRANT PROJECT UPDATE As Of 113112008 APPl E> -U RES EN REMAIN BALAN lfNG ICE PUBLIC SAFETY Ass~stanceto Firefighters Grant (Cascade) AEQ Unnts $ $ 87,892 $ 45,000 $ 45,000 $ $ 87,892 Fireman's Fund Grant Total -Public Safety F Emergency Servlcl RECREATION $ 10,000 $ 10,000 $ 12 Leg~slatlve-Ba novation $ 3 $ -$--$ 70,000 Total -Reereatlon $ -,----$ $ 70,000 TOTAL CAPITAL GRANTS $ 212,892 $ 55,000 1 -% 157,892 The minutes will be Provided electronically '5 -" City of Milton AA-A-A ---A ---"A, ---A -A -%A --A---A A --13000 DeerfieldParkway, Build~ng100, Milton, Georgia 30004 ClTY COUNCIL AGENDA ITEM TO: City Council DATE: February 9, 2008 FROM: City Manager AGENDA ITEM: Approval of the Issuance of an Alcohol Beverage License Tribla, Inc. DlBlA I Love New York Pizza MEETING PATE: Wednesday, February 20,2008, Regular Meeting BACKGROUND INFORMATION: (Attach additional pages if necessaty) See attached memorandum APPROVAL BY CITY MANAGER: $1 APPROVED I ( ) NOT APPROVED ClTY ATTORNEY APPROVAL REQUIRED: (1 YES Pil No PLACED ON AGENDA FOR: 0 z T D o a REMARKS: City of Milton 13000 Deerfield Parkway, Suite 107, Milton, Georgia 30004 To: Honorable Mayor and City Council Members From: Stacey Inglis, Finance Manager Date: Submitted on January 30 for February 20, 2008 City Council Meeting Agenda Item: Approval of the Issuance of an Alcohol Beverage License Tribla, Inc. D/B/A I Love New York Pizza CMO (City Manager’s Office) Recommendation: Approve the issuance of an Alcohol Beverage License to Tribla, Inc. D/B/A I Love New York Pizza for consumption on the premises of wine and malt beverage. Background: City of Milton Ordinance Chapter 7 allows for the issuance of Alcohol Beverage Licenses to businesses that properly submit application for and meet all the legal requirements to hold such license. Discussion: Staff has processed the application for the following business and recommends issuance of the applicable license: Business Name: Tribla, Inc. D/B/A I Love New York Pizza Owner(s) Name: Nereyda Blandon Business Address: 980 Birmingham Rd, Suite 200 Type of License to be Issued: Consumption on Premises – Wine and Malt Beverage Concurrent Review: Chris Lagerbloom, Interim City Manager Tom Wilson, Director of Community Development Charles Millican, Interim Public Safety Director 1 City of Milton A-A " --AA --AA A--" A % -- 13000 Deerfield Parkway, Building 100,Milton, Georgia 30004 CITY COUNCIL AGENDA ITEM TO: City Council DATE: February 9,2008 FROM: City Manager AGENDA IfEM: Approval of a Resolution Amending Resolution No. 08-01-10,a Resolution App~intingMembers to the City of Millton Construction Board of Adjustment and Appeals (District 4). MEETING DATE: Wednesday, February 20,2008, Regular Meeting BACKGROUND /#FORMA TION: (Attach additional pages if necessary.) See attached memorandum APPROVAL BY CITY MANAGER: f(l APPROVED (1 NOTAPPROVED CITY ATTORNEY APPROVAL REQUIRED: () YES @NO PLACED ON AGENDA FOR: REMARKS: 02 2 0 0 STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. 08-02-__ A RESOLUTION AMENDING RESOLUTION NO. 08-01-10, A RESOLUTION APPOINTING MEMBERS TO THE CITY OF MILTON CONSTRUCTION BOARD OF ADJUSTMENT AND APPEALS BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on February ____, 2008 at 6:00 p.m. as follows: SECTION 1. That (To Be Determined) (District 4) is hereby appointed for a term commencing February ___, 2008 and ending December 31, 2011 and, SECTION 2. That this Resolution shall become effective upon its adoption. RESOLVED this ____day of February, 2008. Approved: ____________________________ Joe Lockwood, Mayor Attest: ______________________________ Jeanette R. Marchiafava, City Clerk (Seal) ' ' City of Milton -. , .. ,-~,-,.-,A, "~---A-->-A---..AA"~, ----% .~ "" 13000 Deerfield Parkway,Building 100,Milton, Georgia 30004 ClTY COUNCIL AGENDA ITEM TO: City Council DATE: February 9,2008 FROM: City Manager AGENDA ITEM: Approval of a Resolution Amending 'Resolution No. 08-01 -16, a Resolution Appointing Members to the City of Milton Bike & Pedestrian Path Committee (Districts 1, 2 and 4). MEETING DATE: Wednesday, February 20,2008, Regular Meeting BACKGROUND INFORMATION: (Attach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: Q~PPROVED 1) NOT APPROVED CITY A rrORNEY APPROVAL REQUIRED: PLACED ON AGENDA FOR: REMARKS: 82 2008 STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. 08-01-__ A RESOLUTION AMENDING RESOLUTION NO. 08-01-16, APPOINTING MEMBERS TO THE CITY OF MILTON BIKE AND PEDESTRIAN PATH COMMITTEE BE IT RESOLVED by the City Council of the City of Milton, GA while in a Regular Meeting on February ___, 2008 at 6:00 p.m. as follows: SECTION 1. That the Mayor, City Council, and Georgia State Representative Jan Jones nominated individuals to serve on the Bike and Pedestrian Path Committee; and SECTION 2:(To be Determined)shall be appointed by Councilmember Karen Thurman; and SECTION 3. (To be Determined)shall be appointed by Councilmember Burt Hewitt, and (To be Determined)shall be appointed by Councilmember Julie Zahner Bailey; and SECTION 5. Committee members shall serve terms consistent with the term of the elected official who nominated them to the committee. SECTION 6. That this Resolution shall become effective upon its adoption; SECTION 7. That resolutions in conflict with this resolution are hereby repealed. RESOLVED this ______day of February 2008. Approved: ____________________________ Joe Lockwood, Mayor Attest: ___________________________ Jeanette R. Marchiafava, City Clerk (Seal) vd '"" City -"of -Milton -A---------p----- 13000 Deerfield Parkway, Building 100, Milton, Georgia 30004 ClN COUNCIL AGENDA ITEM TO: City Council DATE: February 9, 2008 FROM: City Manager AGENDA ITEM: Approval of a Resolution to Authorize the Mayor and City Council to approve the submission of a grant application to the Department of Homeland Security for the Fire Prevention and Safety Grant through the Assistance to Firefighters Grant program sponsored by FEMA. MEETING PATE: Wednesday, February 20,2008 Regular Meeting BACKGROUND INFORMA TION: (Atfach additional pages if necessary) See attached memorandum APPROVAL BY CITY MANAGER: APPROVED () NOT APPROVED l"\ CITY ATTORNEY APPROVAL REQUIRED: YES Y No PLACED ON AGENDA FOR: 0 2 08 REMARKS: City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 To: Honorable Mayor and City Council Members From: ML Marietta, Lieutenant-Planning and Emergency Management Date: Submitted on January 30, 2008 for the February 20, 2008 Council Meeting Agenda Item: Approval of a grant application to the Department of Homeland Security for the Fire Prevention and Safety Grant through the Assistance to Firefighters Grant program sponsored by FEMA. CMO (City Manager’s Office) Recommendation: Adopt the attached resolution approving the submission to the Department of Homeland Security’s Fire Prevention and Safety Grant) grant program authorizing the request for funding of general fire prevention and safety materials, including a portable “fire safety house,” and authorizing the Mayor to execute all required grant documents should the grant be awarded. Background: The purpose of the Fire Prevention and Safety Grant is to award grants directly to fire departments to enhance their abilities to conduct community outreach, including training in fire and life safety skills essential to any prevention program. The primary goal and the intent of the program is to assist local fire departments through the provision of funds to purchase essential supplies in support of public education activities. Discussion The Fire Prevention and Safety Grant is administered through the Federal Emergency Management Agency and is intended to support local fire departments and non-profit organizations in the preparation and presentation of life and fire safety education. These activities are an essential component of any hazard mitigation program, focusing on teaching the community (most specifically, its youth) different common causes of residential fire and injury and how to prevent such dangerous events. One of the essential functions of public safety is the response to fires (or crimes) that are in progress or have already occurred. However, the City of Milton can best ensure the safety of its citizens not by saving them from a catastrophic situation, but instead by giving them the skills and insight necessary to prevent such events from occurring. These programs are often focused on youth since this represents the most vulnerable portion of our population as well as the most receptive to educational programs. The grant request, if awarded would provide the City of Milton Department of Public Safety with funds to purchase general prevention materials (including pamphlets, stickers and other such items) as well as “Fire Safety House.” The Safety house consists of a portable 31 foot trailer that simulates a two story home and features an injury prevention package, a severe weather response package, and a fire safety and escape plan training (including simulated smoke). The grant request also includes various and sundry other basic educational props and program support items. 1 City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 The trailer and educational materials provided by this grant would be used to supplement our already active community education program. The trailer would be deployed to schools, community events and at citizen’s request to support the MDPS prevention program and enhance our City-Community relationship. Funding and Fiscal Impact: The request for federal funds of $52,776 to fund the described programs carries a match of $2,778 on the part of the City of Milton. This is an FY 2008 budget item, and would therefore need to be funded through an already established budget item. Recurring costs for this program are relatively small and include the maintenance of the trailer, the purchase of supplies (such as the “Fog Fluid” which produces the smoke effect in the trailer at $145 a case) and registration of the trailer through the state as well as all other legal compliance measures. The Fire Prevention and Safety grant is a one-time grant and does not require any continuing financial match contribution beyond the first year. Alternatives: MDPS could continue to conduct outreach activities without these props to serve as an educational platform, thereby establishing the program primarily in fire personnel speaking to classes and community groups without the practical aids provided for in this grant application. Additionally, the grant may be reapplied for in the Fall of 2008, or other funding methods may be sought as the department matures. Concurrent Review: Chris Lagerbloom, Interim City Manager Charles Millican, Interim Public Safety Director 2 ______________________________ STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. 08-02-___ A RESOLUTION TO AUTHORIZE THE MAYOR AND CITY COUNCIL TO APPROVE THE SUBMISSION OF A GRANT APPLICATION TO THE DEPARTMENT OF HOMELAND SECURITY FIRE PREVENTION AND SAFETY GRANT PROGRAM BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on February ____, 2008 at 6:00 p.m. as follows: WHEREAS, the Department of Homeland Security makes available funding under the Fire Prevention and Safety grant program; and WHEREAS, such funds are awarded directly to fire departments to enhance their ability to present life and fire safety education programs to the community; and WHEREAS, the primary goal of the Fire Prevention and Safety grant program is to provide funds in support of community safety education and fire and injury prevention activities essential to a progressive and safe community environment; and WHEREAS, the City of Milton has applied for funding through this program; and WHEREAS, the funding, if awarded, shall be utilized to purchase prevention and safety training materials including a 31 foot “fire safety house” trailer to serve as an educational platform. NOW, THEREFORE BE IT SO RESOLVED, this 20th day of February, 2008, by the Mayor and Council of the City of Milton that the submission of the Department of Homeland Security Fire Prevention and Safety Grant application is hereby approved; and if awarded the Mayor is hereby authorized to execute the award package with directives under the Department of Homeland Security. RESOLVED this _____ day of February, 2008. Approved: ____________________________ Joe Lockwood, Mayor Attest: Jeanette R. Marchiafava, City Clerk (Seal) r CityofMilton <rl) 13000 Ddeld Pahay, Suite 107, Miltort, Geargis 30004 CITY COUNCIL AGENDA ITEM TO: City Council DATE: February 11,2008 FROM: City Manager AGENDA ITEM: Approval for the City of Milton Mayor and Council to sign letters in support of funding the SAFER grant in President George W. Bush's FY2009 budget and directing staff to deliver the letter once signed to Representative Tom Price and Senators Johnny I sakson and Saxby Chambliss." MEETING DATE: Monday February 20,2008,Regular Meeting BACKGROUND INFORMATION: (Attach add~tionaipages tf necessaty) See attached memorandum APPROVAL BY CITY MANAGER: (1 NOT APPROVED CI7Y ATTORNEY APPROVAL REQUIRED: YES CITY ATTORNEY REVIEW REQUiRED: ()YES b *NO L APPROVAL BY CITY ATTORNEY ()APPROVED () NOT APPROVED PLACED ON AGENDA FOR:OzwQ3 REMARKS: I City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 February 20, 2008 President George W. Bush 1600 Pennsylvania Avenue NW Washington, DC 20500 Dear Mr. President, The City of Milton, Georgia incorporated out of northern Fulton County in November 2006 in an effort to bring government closer to the people and to promote fiscal responsibility with the taxpayer’s hard earned income. Since then, the City has been a continuing success in the efficient delivery of government services to a small metropolitan population. During the past year, we have not only assumed responsibility for the public service of 20,000 citizens, but we have also employed a new community paradigm of public-private partnership while simultaneously streamlining managerial positions. The City has partnered with a private corporation to provide most of the traditional municipal services. This has allowed us to defray the already high cost of the establishing a new city as well as the recurring operational costs, placing our resources on the front line of service delivery. The public safety services we provide, however, are municipal employees. The bulk of our financial expense, therefore, is located in recruiting and equipping fire and police professionals to serve on the streets of the community. In attempting to provide so many benefits while reducing the standard excesses of a large municipal bureaucracy on a very tight budget, we continue to hope for the assistance provided by federal and private funding opportunities to ensure the efficient but safe delivery of essential public safety services to the community. Given the multiple financial demands on this new and largely residential community, we have sought funding through the Federal Emergency Management Agency’s Staffing for Adequate Fire and Emergency Response grant program to fully staff our fire apparatus. Currently, both fire trucks and the firefighters that respond to our citizens are spread thin across our 50 square mile territory. It is therefore with dismay that we learned that the Fiscal Year 2009 budget currently being circulated eliminates this much needed support for our public safety services. The City and its fire service seek to ensure the safety of our community in the most efficient manner possible, and despite this, there are still budget shortfalls caused by the multiple conflicting demands on a small city. The firefighters provided through the SAFER Grant provide the essential building block of the fire department in Milton and many other small communities throughout the country. We City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 therefore request your assistance in the budget preparation process to ensure that the SAFER program continues to be funded to ensure that the foundation of the fire service—the firefighter—continues to receive the support of the United States government. Sincerely, _____________________________ Joe Lockwood, Mayor _____________________________ _____________________________ Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember _____________________________ _____________________________ Bill Lusk, Councilmember Alan Tart, Councilmember _____________________________ _____________________________ Tina D’Aversa, Councilmember Burt Hewitt, Councilmember Attest: ______________________________ Jeanette R. Marchiafava, City Clerk (Seal) City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 February 20, 2008 Senator Johnny Isakson 120 Russell Senate Office Building Washington, DC 20510 Dear Senator Isakson, Since incorporation in November 2006, the City of Milton, Georgia has been a continuing success in the establishment and efficient delivery of government services to a small metropolitan population. During the past year, we have not only assumed responsibility for the public service of 20,000 Georgians and thereby localized the representation of those citizens, but we have also employed a new community paradigm of public-private partnership while simultaneously streamlining managerial positions. This has allowed us to defray the already high cost of the establishing a new city and providing services, placing our resources on the front line of service delivery. However, in attempting to provide so many benefits while reducing the standard excesses of a large municipal bureaucracy on a very tight budget, we continue to hope for the assistance provided by federal and private funding opportunities to ensure the efficient but safe delivery of essential public safety services to the community. Given the multiple financial demands on this new and largely residential community, we have sought funding through the Federal Emergency Management Agency’s Staffing for Adequate Fire and Emergency Response grant program to fully staff our fire apparatus. Currently, both fire trucks and the firefighters that respond to our citizens are spread thin across our 50 square mile territory. It is therefore with dismay that we learned that the Fiscal Year 2009 budget currently being circulated eliminates this much needed support for our public safety services. The City and its fire service seek to ensure the safety of our community in the most efficient manner possible, and despite this, there are still budget shortfalls caused by the multiple conflicting demands on a small city. The firefighters provided through the SAFER Grant provide the essential building block of the fire department in Milton and many other small communities throughout the country. We therefore request your assistance in the budget preparation process to ensure that the SAFER program continues to be funded to ensure that the foundation of the fire service—the firefighter—continues to receive the support of the United States government. City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 Sincerely, _____________________________ Joe Lockwood, Mayor _____________________________ _____________________________ Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember _____________________________ _____________________________ Bill Lusk, Councilmember Alan Tart, Councilmember _____________________________ _____________________________ Tina D’Aversa, Councilmember Burt Hewitt, Councilmember Attest: ______________________________ Jeanette R. Marchiafava, City Clerk (Seal) City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 February 20, 2008 Senator Saxby Chambliss 416 Russell Senate Office Building Washington, DC 20510 Dear Senator Chambliss, Since incorporation in November 2006, the City of Milton, Georgia has been a continuing success in the establishment and efficient delivery of government services to a small metropolitan population. During the past year, we have not only assumed responsibility for the public service of 20,000 Georgians and thereby localized the representation of those citizens, but we have also employed a new community paradigm of public-private partnership while simultaneously streamlining managerial positions. This has allowed us to defray the already high cost of the establishing a new city and providing services, placing our resources on the front line of service delivery. However, in attempting to provide so many benefits while reducing the standard excesses of a large municipal bureaucracy on a very tight budget, we continue to hope for the assistance provided by federal and private funding opportunities to ensure the efficient but safe delivery of essential public safety services to the community. Given the multiple financial demands on this new and largely residential community, we have sought funding through the Federal Emergency Management Agency’s Staffing for Adequate Fire and Emergency Response grant program to fully staff our fire apparatus. Currently, both fire trucks and the firefighters that respond to our citizens are spread thin across our 50 square mile territory. It is therefore with dismay that we learned that the Fiscal Year 2009 budget currently being circulated eliminates this much needed support for our public safety services. The City and its fire service seek to ensure the safety of our community in the most efficient manner possible, and despite this, there are still budget shortfalls caused by the multiple conflicting demands on a small city. The firefighters provided through the SAFER Grant provide the essential building block of the fire department in Milton and many other small communities throughout the country. We therefore request your assistance in the budget preparation process to ensure that the SAFER program continues to be funded to ensure that the foundation of the fire service—the firefighter—continues to receive the support of the United States government. City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 Sincerely, _____________________________ Joe Lockwood, Mayor _____________________________ _____________________________ Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember _____________________________ _____________________________ Bill Lusk, Councilmember Alan Tart, Councilmember _____________________________ _____________________________ Tina D’Aversa, Councilmember Burt Hewitt, Councilmember Attest: ______________________________ Jeanette R. Marchiafava, City Clerk (Seal) City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 February 20, 2008 Congressman Tom Price 424 Cannon House Office Building Washington, DC 20515 Dear Congressman Price, Since incorporation in November 2006, the City of Milton, Georgia has been a continuing success in the establishment and efficient delivery of government services to a small metropolitan population. During the past year, we have not only assumed responsibility for the public service of 20,000 Georgians and thereby localized the representation of those citizens, but we have also employed a new community paradigm of public-private partnership while simultaneously streamlining managerial positions. This has allowed us to defray the already high cost of the establishing a new city and providing services, placing our resources on the front line of service delivery. However, in attempting to provide so many benefits while reducing the standard excesses of a large municipal bureaucracy on a very tight budget, we continue to hope for the assistance provided by federal and private funding opportunities to ensure the efficient but safe delivery of essential public safety services to the community. Given the multiple financial demands on this new and largely residential community, we have sought funding through the Federal Emergency Management Agency’s Staffing for Adequate Fire and Emergency Response grant program to fully staff our fire apparatus. Currently, both fire trucks and the firefighters that respond to our citizens are spread thin across our 50 square mile territory. It is therefore with dismay that we learned that the Fiscal Year 2009 budget currently being circulated eliminates this much needed support for our public safety services. The City and its fire service seek to ensure the safety of our community in the most efficient manner possible, and despite this, there are still budget shortfalls caused by the multiple conflicting demands on a small city. The firefighters provided through the SAFER Grant provide the essential building block of the fire department in Milton and many other small communities throughout the country. We therefore request your assistance in the budget preparation process to ensure that the SAFER program continues to be funded to ensure that the foundation of the fire service—the firefighter—continues to receive the support of the United States government. City of Milton 13000 Deerfield Parkway Suite 107F Milton, GA 30004 Sincerely, _____________________________ Joe Lockwood, Mayor _____________________________ _____________________________ Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember _____________________________ _____________________________ Bill Lusk, Councilmember Alan Tart, Councilmember _____________________________ _____________________________ Tina D’Aversa, Councilmember Burt Hewitt, Councilmember Attest: ______________________________ Jeanette R. Marchiafava, City Clerk (Seal) A City of Milton ---- A-& 13000 Deerfield Parkway, Building 100, Milton, Gmrgia 30004 CITY COUNCIL AGENDA ITEM TO: City Council PATE: February 9,2008 FROM: City Manager AGENDA ITEM: Approve the City of Milton's participation in the LUCA program as a contract addition to be provided by CH2MHill, OM1 in the amount of $15,828. MEETING DATE: Wednesday, February 20,2008,Regular Meeting BACKGROUND INFORMATION: (Aftach additional pages if necessarj) See attached memorandum APPROVALBYCITYMANAGER: RAPPROVED0 NOTAPPROVED CITY ATTORNEY APPROVAL REQUIRED: YES (1 NO PLACED ON AGENDA FOR: ZO Q REMARKS: City of Milton 13000 Deerfield Parkway, Suite 107G, Milton, GA 30004 To: City of Milton Council Members From: Tami Hanlin, Program Director Date: Submitted on 2/5/08 CMO (City Manager’s Office) Recommendation: Approve the City of Milton’s participation in the LU CA program as a contract addition to be provided by CH2MHill, OMI in the amount of $13,828. Background: Late last year the City of Milton was asked to participate in the Census Bureau’s Local Update Census Addresses (LUCA) Program. LUCA is a U.S. Census Bureau program that allows local governments to help update the address lists and maps that the Censu s Bureau will use to conduct Census 2010 and other surveys. Our participation in this program is valuable for us to obtain the maximum amount of Federal and State Grant Funding available to the city. Discussion: It is estimated by the U.S. Census Monitoring Boards’s Final Report to Congress in September 1, 2001 that the national population was undercounted by about 1.2 percent. Georgia was among one of the higher states with an estimated undercounted of 1.45 percent. This resulted in LOSS of funding of about 200 million in Federal Grant Programs that include Child Care and Development Fund, Foster Care, and Medicaid. Further, Fulton County is listed with an undercount of over 2 percent, and is one of the top Counties in the nation to loose money in the last 10 years. Milton’s participation in this program will help insure every dollar we need and disserve is allocated appropriately. CH2M HILL Proposes to a ssist in this effect and prepare this data for the city in the following outlined scope of work These tasks include: • Data Collection • Data Standardization • Data Analysis • Title 13 Review • Data by Block Gr oup • Formatting • Data Delivery Fiscal Impact: The short term im pact is $13,828 out of the city’s general fund. Long term it is anticipated that this amount and much more will be generated from obtaining accurate census data. Alternatives: Do nothing, allow the Census Bureau and Fulton County to conduct the count without our assistance. Concurrent Review: Jarrard and Davis MEMORANDUM 6"2@"M CH2M HILL GIs Services to Support the 2010 Local Update of Census Addresses Program (LUCA) PREPARED FOR: City of Milton PREPARED BY: Lori Ewald/ ATL COPIES: George VaiI/ATL, Dawn Abercrombie/ATL DATE: February 1,2008 The City of Milton ("City") has requested out-of-scope Geographic Information Systems (GIs) technical assistance from CH2M HILL for their participation in the Local Update of Census Addresses Program (ZUCA). CH2M HILL wiIl prepare a local address Iist for Census Bureau matching and feedback. The following tasks outline a general scope of services and level of effort to complete this task. These tasks incIude: Task 01.PM Task 01.DC Task O1.E Task 01.DA Task 01.TT Task 01.BG Task 0I.m Task 01.DL Project Management Data Collection Data Standardization Data Analysis TitIe 13 Review Data by Block Group Formatting Data Delivery Task O1.PM. Project Management Project management activities occur throughout the project duration,and include estabIishing intemd project controls,client communications and schedde tracking, invoicing, reporting,and project cIoseout. Project Status Reports to provide updates on project completion and schedule backing Invoice Task O1.DC. Data Collection CH2M HILL staff wiIl be provided the City's residential address data from the HTE permitting system In addition, FuIton County wilI provide for comparison and reconciliation an address file that encompasses these primary address datasets: Fulton County Water and Sewer customer information, FuIton County's Computer Assisted Mass Appraisal System (CAW) data, Tax parcels GTS database, address GIS database, voter CHZM HILL GI$ SERVICES TO SUPPORT THE 2010 LOCAL UPDATE OF CENSUS ADDRESSES PROGRAM (LUM) registration files, United States Postal Service (USE)addresses, and group quarters and multi-unit addresses. Assumptions FuIton County wiII provide an address file in a timely manner City's HTE data wiII be accessible and in a structured/delimited format that can be standardized using automated tools * The City wi41 provide CH2M HILL with group quarters and muIti-unit addresses data in an acceptable eIectronic format (Excel, tab delimited, etc.) within 2 days ofNTP Address data provided by the City will consist of residential "situs" or site- specific addresses only Deliverables Project Status Report Task 0l.DS. Data Standardization Once data sources have been collected, CH2M HILL staff will standardize the address information according to addressing standards used by FuIton County for street number, prefix direction, street name, street type, suffix direction, and unit number. 'Using Fulton County data standards will dow the address data to be grouped, joined and sorted ~ody. Assumptions Fulton County will provide addresses in a standardized fonnat prior to the projects NTF Project Status Update Task O1.DA. Data Analysis Once data standardization is complete, CH2M HILL staff wiIl identify unique addresses for the City. Non residential addresses will be parsed from the database. Duplicate addresses will be filtered and their source indicated in a related table. Addresses with a known spatial Iocation will.be tagged. Addresses with no known spatid location wilE be "geocoded, a process where addresses are matched against another data source to determine their spatial location. CH2M HILL will work with existing CH2M HILL City staff (City Planner) to answer questions and assist in idenhfying group quarters and multi-unit residential addresses. Locations for any remaining addresses will be identified and resoIved manually. Assumptions * Addresses compiled that are incomplete or are not geocodable against the City's street centerline may not be incIuded. COWRIGKT M08 BY CH2M HILL. INC..COMPANY COMFlDENTlAL CH2M HlLLGlS SERVICES TO SUPPORT ME 2010 LOCAL UWATE OFENSUS ADDRESSES PRaGRAM (LUCA) No fieldwork will be performed by CH2M HILL, but existing CHZM HILL City staff may be responsible for providing fieldwork assistance t.o resolve addresses that they want included as part of this scope of work. Deliverables Project Status Update Task Ol.TT. Title 13 CH2M HILL staff wiIl compare the reconciled City residential address data with the Census Bureau TitIe 13address file to identify any potential gaps with Census Bureau addresses. Assumptions Any missing addresses that are idmidied by Title 13 data will only be used for statisticaI purposes * Under Title 13 ruIes and regulations, the City is not alIowed to use the Census provided address database to update their City addresses Project Status Update Task OZ.BG. Data by Block Group CH2M HILL staff will perform GTS analysis of the address data to determine its location within Census Block Groups. Each residential address will be assigned a Census Block Group identifier. Assumptions All addresses will be assigned to a bIock group The City will provide readily available GIs files for City boundary, geocodable street centerlines, block groups, and zip codes Deliverables Froject Status Update Task 01.IT. Formatting CH2M HILL staff will format the address data for delivery to the Census Bureau as identified in the LUCA specifications. COWRIGHT M08 BY CH2M HILL. INC. * COMPANY COMFIDENTFAL CH2M HILLGIS SERVlCES TO SUPPORT THE 2010 LOCAL UPDATE OF CENSUSADDRESSES PROGRAM (LUW Assumptions Census Bureau wilI provide CH2M HILL with the required formatting guidelines Project Status Report Task O1.DL. Data Delivery CH2M HILL staff will prepare address data, tables of addresses count by Block Group, geocodable centerline files, and city boundary Hes for each city. The City will be responsible for delivery of the data to the U. S. Census. Assumptions A11 addresses will be assigned to a Block Group * The City will provide GTS fiIes in ESRI format for centerlines and city boundaries for deIivery to the US. Census in support of the LUCA program. Centerline files and city boundary files are acceptable to the Census Bureau in GIs format. The City will be responsible for delivery to the U.S.Census Deliverables City address file ancE table of addresses count by Block Group in electronic and approved U.S. Census LUCA format City centerline Heand city boundary file in ESRI electronic format Final Project Status Report Price The Iump sum price to assist the City in their participation in the LocaI Update of Census Addresses Program (LUCA) is $13,828. COWRIGHT 2@0BBY CHEM HILL. INC. .COMPANY CONFIDENTIAL CH2M HILL GIS SERVICES TO SUPPORT THE 2010 LOCAL UPDATE OF CENSUS ADDRESSES PROGRAM (LUm) Schedule A conceptual project delivery schedule is shown below assuming a notice to proceed (NTP) of January 4,2008. Approximate timelines for each Task Order of work are summarized below. No DeIiverable No Deliverable Task 01.BG Task O1.DL Data by Block Group pp Data Delivery .5 week Mar 31,2008 COWRlGFFl2008BY CH2M HILL. INC.. COMPANY CONF1DENTlAC