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Home My WebLink AboutMinutes CC - 02/13/2008 - MIN 02 13 08 SCWS (Migrated from Optiview)Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 1 of 7 Disclaimer for minutes: This summary is provided as a convenience and service to the public, media, and staff. It is not the intent to transcribe proceedings verbatim. Any reproduction of this summary must include this notice. Public comments are noted and heard by Council, but not quoted. This document included limited presentation by Council and invited speakers in summary form. The Special Called Work Session of the Mayor and Council of the City of Milton was held on February 13, 2008 at 3:00 PM, Mayor Joe Lockwood presiding. Presented by Rick Hirsekorn, CH2MHILL Introduction, Purpose and Format of Meetin • Discuss contract negotiations/scope, organizational model • Discuss 2007 accomplishments in each area of service • Discuss 2008 Scope of Services • Communications/reporting protocols and process • Community Development Original Negotiations ■ Negotiated Scope/Cost — 37 FTEs — $6.4 Million — Included limited funds for Public Works and Parks and Recreation ■ Organizational Model mom — Elected officials establish policies and annual strategic objectives for City — City Manager as "director" of services for the city, primary communication conduit to receive, understand and prioritize issues of elected officials in consideration of established strategic objectives — CH2M HILL staff to provide implementation services, through and with direction from City Manager regarding prioritization, communication protocols, etc. • C112M HILL Program Director is manager of overall effort, with Departmental Managers for each functional department; Administrative Services, Community Development and Public Works • CH2M HILL staff also supports City -managed functions; Clerk, Court, Public Safety 2007 Accomplishments Community Development ■ Managing development of City's first Comprehensive Plan. Eleven meetings held to date. ■ Completed draft of new sign ordinance ■ Code Enforcement — Opened 478 cases and brought to compliance — Issued 44 citations and 454 notice of violations — Removed 1328 nonconforming signs — Performed sign sweep of Highway 9 — Performed business license sweep on over 60 businesses "" ■ Wrote 9 Zoning Ordinance Amendments ■ Established Tree Bank/Fund and Sidewalk Fund IN" ■ Became a Local Issuing Authority by the Georgia Department of Natural Resources Environmental Protection Division ■ Received FEMA approval to participate in National Flood Insurance Program Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 2of7 ■ Facilitated launch, training and process of Planning Commission, Board of Zoning Appeals and Northwest Overlay Design Review Board,,, ■ Annexed 42 parcels ■ Began process to settle boundary issues with neighboring city ■ Issued 161 Sign Permits ■ Issued 1545 Building Development permits and 343 Certificates of Occupancy ■ Conducted thousands of building inspections Community Development and Public Works Integrated Plan Review ■ Developed integrated plan review process for Community Development and Public Works, to incorporate traffic impact studies, zoning conditions, land disturbance permits, final plats and as builts ■ Accepted 16 rezoning cases and 6 zoning modifications and presented at Council meetings ■ Accepted 21 variance cases and presented at Board of Zoning Appeals meetings ■ Design Review Board heard 73 cases ■ Took in 61 development projects ■ Currently 14 Plats and 10 Land Disturbance Permits (LDPs) in Process ■ Completed 450 site plan reviews ■ Performed 2980 land development inspections Approved 38 Final Plats ■ Currently reviewing 18 Final Plats for approval ■ Established Sidewalk Fund ■ Approved four Land Disturbance Permits ■ Provided conditions for 20 zoning, variance and use permit cases ■ Reviewed 11 Traffic Impact Studies ■ Coordinated with GDOT and developer on plans for three new traffic signals Public Works ■ Developed Milton Trail plan and established Bike/Ped Committee ■ Passed Environmental Protection Division (EPD) Audit for Compliance with North GA Water Planning District Requirements ■ Submitted Notice of Intent (NOI) and Received National Pollutant Discharge Elimination System (NPDES) Permit to operate MS4 ■ Participated in the Atlanta Regional Commission (ARC) and Department of Transportation (DOT) activities and assumed sponsorship of projects Responded to 359 Citizen Requests Completed 1300 Work Orders — 140 Right -of -Way — 878 Sign Maintenance — 208 Streets/Roads — 25 Signals — 49 Stormwater ■ Implemented Work Order tracking system to ensure that residents' requests are handled quickly and completely ■ Customer Call Center considered for implementation in 2008 ...rr Transportation Improvements ■ Completed comprehensive inventory project, resulting in objective road rating system and interactive GIS maps Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 3 of 7 ■ Developed Pavement Condition Index (PCI) rating for paved roads and Paser rating for gravel PWM roads ■ Inventoried roadway and stormwater assets within public right-of-way 6VA ■ Graded Milton's 15.5 miles of gravel roads and completed dust abatement ■ Collected speed and traffic count data on 18 sections of roadway ■ Submitted grant for LARP ■ Repaired 2 sinkholes in right-of-way ■ Re -striped 7 miles of roadway ■ Adopted Right -of -Way Ordinance and Community Service Policies ■ Issued 122 Right -of -Way Permits Finance/Revenue ■ "Easy -to -connect" phone number improved residents' experience over Fulton County ■ Implemented comprehensive accounting system ■ Issued 737 occupational business licenses totaling $597,600 ■ Issued 45 alcohol beverage licenses and 140 pouring permits, totaling $89,200 and $4,900 respectively ■ Billed more than 12,500 properties, and collected $7,766,000 (90%) as of 12/31/07. ($8,041,413, or 95%, collected to date.) ■ Collected $263,116 in monthly alcohol beverage excise taxes ■ Assisted with annual budget process for FY 2008 ■ Assisted with tax anticipation note process ■ Processed 586 Senior Homestead Exemption Applications ■ Completed state process to receive $249,500 in Homeowner's Tax Relief Grant funds Business Svstems Information Technology • Setup IT Infrastructure at new city hall, including Electrical/Power Systems, Voice and Data Communications, and Audio/Visual Systems • Installation and training on Court Ware Solutions software • Enabled online retrieval of police videos by Court • Reviewed and selected software for records management and Council chambers presentation equipment • Deployed GIS resource and plotting system, enabling Public Safety use and creation of grid - enabled map • Put Fire Station telephony and data networks in place • Maintained 99.9% network availability Applications — Managed installation of the City's enterprise software package, HTE — Worked with MDS to implement and deploy Public Safety's records management system ■ Call Center — Established and configured Call Center systems on the Voice Over IP telephones. — Developed protocols for customer service delivery using best management practices — Developed and implemented call tracking to ensure proper call resolution Assisted Municipal Court With the following: ■ Municipal Court launched less than six months after City startup ■ Adopted Rules of Court and Fine/Fee Schedule Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 4of7 ■ Implemented services for probation, translation and indigent defense ■ Developed court processes, rules and standard operating procedures ■ Developed court and public safety records management systems and procedures ■ Completed comprehensive Court Security Plan ■ Developed process for service of subpoenas, dispositions and crime reporting to GBI and Driver Services ■ Produced Municipal Court Information Guide, court forms and public information pamphlets Assisted City Clerk with the following: ■ Developed and implemented City Council agenda process and Public Comment tracking log ■ Implemented process for posting Action Minutes within two business days of meeting ■ Developed and implemented process for web posting of ordinances, resolutions, approved minutes and proclamations ■ Implemented contract and agenda item tracking process ■ Implemented Open Records process ■ Create and maintain all master agenda and minute books ■ City Clerk's office processed: ■ 5096 citations ■ 4184 cases disposed ■ 108 cases transferred to Fulton County State Court ■ 90 resolutions ■ 136 ordinances ■ 444 agenda items ■ 14 proclamations ■ 171 open records requests ■ 532 police records request Began process for codification Attended and processed minutes for 48 City Council meetings and 40 Boards and Commissions meetings Human Resources ■ Executed Public Safety Recruitment Program — Held Firefighter Career Fair — Conducted 125 interviews and issued a total of 72 offer letters — Conducted approximately 275 physical agility tests for Police and Fire — Screened more than 400 employment applications ■ Created Personnel Policy Manual and all HR forms and applications ■ Designed Benefit Plan for City Employees Communications ■ Issued 118 news releases and advisories ■ Produced three print newsletters, each distributed directly to 10,000 residences ■ Produced 2007 Annual Report Calendar, to be mailed to nearly 9600 citizens ■ Distributed more than 50 eBlasts ■ Increased eBlast subscriber base by 244%, from 510 initial members to 1245 members 1" ■ Created and maintained City web site, providing content and notices for events and issues important to citizens ■ Developed 11 Mayor's Messages ■ Produced Tax Brochure ■ Developed comprehensive strategic plan for crisis communications Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 5 of 7 Launched Public Information campaigns, including Comprehensive Plan Development meetings, Transportation Town Hall Meeting and Drought/Bum Ban r� Documented important City events, creating a collection of more than 2500 photos, including 700 scenic photos ■ Planned City events, including Incorporation Party, Town Hall meetings, City Hall Ribbon Cuttings and Mayor's Coffee ■ Secured media coverage in Atlanta Journal Constitution, Milton Beacon, Milton Herald, Milton Neighbor, North Fulton News, North Fulton Times, Around Alpharetta/Milton, about U, and four local TV affiliates Community Outreach ■ Citizen Deputy Program ■ Adopt -A -Road Program ■ Milton Pacers Program ■ Milton Round -up Anniversary Celebration ■ Crossroads at Crabapple Antique and Arts Fair ■ Milton Memories Holiday Event ■ Town Hall Meetings ■ Comprehensive Land Use Plan public meetings ■ "Cup of Joe with Joe" ■ Newsletter/Web site/e Blasts/Annual Report am Examples of Value -Added Services Provided ■ Provided local property tax billing to residents ■ Management and leadership of Comprehensive Plan Development initiative beyond proposal development ■ Managed and financed repair of sinkholes ■ Posted new radar and bridge -delineation signs to reflect radar use ■ Managed and financed repairs of Bell Memorial Park lighting ■ Provided Senior -level Public Works position and additional assistance to Court Clerk ■ Planning and coordination of City -funded community events and volunteer efforts ■ Delivered comprehensive media relations management and article placement beyond serving as liaison ■ Hired consultant to help research and obtain Grant monies for the City ■ Conducted research and preparation for Customer Call Center, to be considered for implementation in 2008 ■ Community organization contributions ■ Startup and Transition financial support ■ Developed strategic relationships with key media contacts, pitching and placing ongoing positive coverage. Media coverage surpassed 250 articles in 2007 in print publications alone Milton has received value in excess of contracted amount For 2007, CH2MHILL provided 42 FTEs vs. the 37 FTEs required in the contract (based upon how standard 8 -hour days) Cities Sorted by FTEs per 1,000 Pop. 0 Johns Creek: 1.48 Dalton: 6.69 Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 6of7 • Kennesaw: 7.14 Carrollton: 6.64 • Sandy Springs: 1.67 • Milton: 2.30 • Woodstock: 3.04 .�. • Rome: 3.07 • Griffin: 3.08 • Albany: 3.10 • East Point: 3.46 • Forest Park: 3.54 • Roswell: 3.59 • Lawrenceville: 3.61 • Alpharetta: 3.63 • Columbus: 3.76 • Marietta: 4.01 • Gainesville: 4.28 • Peachtree City 4.30 • Smyrna: 4.32 • Valdosta: 4.87 • Savannah: 4.92 • Macon: 5.79 • Atlanta: 6.55 Cities Sorted by Cost per Capita ■ Kennesaw: $270 ■ Johns Creek: $272 ■ Forest Park: $274 ■ Sandy Springs: $309 ■ Woodstock: $317 ■ Milton: $342 ■ Gainesville: $349 ■ Albany: $356 ■ Macon: $364 ■ Alpharetta: $369 ■ Roswell: $383 ■ East Point: $391 ■ Carrollton: $414 ■ Griffin: $462 ■ Rome: $470 ■ Peachtree City: $473 ■ Smyrna: $482 ■ Marietta: $565 ■ Savannah: $677 ■ Valdosta: $701 ■ Dalton: TBD ■ Forest Park: TBD ■ Lawrenceville: TBD Contracted Scope of Services vs. Current Desired Level of Services boo ■ Communications/reporting protocols and process ■ Community Development scope of services Special Called Work Session of the Milton City Council Wednesday, February 13, 2008, 3:00 PM 7of7 After no further business, the Work Session adjourned. Date Approved: March 17, 2008 e ette R. Marchiafava, City Clerk Joe LocOvoo Vayor 0