Loading...
HomeMy WebLinkAboutMinutes CC - 08/04/2008 - MINS 08 04 08 REG (Migrated from Optiview)Regular Meeting of the Milton City Council Monday August 4, 2008 at 6:00 pm Page 1 of 11 This summary is provided as a convenience and service to the public, media, and staff. It is not the intent to transcribe proceedings verbatim. Any reproduction of this summary must include this notice. Public comments are noted and heard by Council, but not quoted. This document includes limited presentation by Council and invited speakers in summaryform. This is an official record of the Milton City Council Meeting proceedings. Oficial Meetings are audio recorded. The Regular Council Meeting of the Mayor and Council of the City of Milton was held on August 4, 2008 at 6:00 PM, Mayor Joe Lockwood presiding. INVOCATION Councilmember D'Aversa gave the invocation. CALL TO ORDER Mayor Lockwood called the meeting to order. ROLL CALL City Clerk Marchiafava called the roll and made general announcements. Council Members Present: Councilmember Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember Bill Lusk, Councilmember Burt Hewitt, Councilmember Tina D'Aversa, Councilmember Alan Tart PLEDGE OF ALLEGLANCE Mayor Lockwood led the Pledge of Allegiance. APPROVAL OF MEETING AGENDA City Clerk Marchiafava read agenda item 08-634. Approval of the Meeting Agenda y... Staff recommended the following changes to the Meeting Agenda. 1. Add an Executive Session to discuss pending litigation. 2. Under New Business, defer to the August 18, 2008 regular meeting, Approval of two facility use agreements with Hopewell youth Association for baseball programs at Bell Park. Motion and Vote: Councilmember Thurman moved to approve the Meeting Agenda, as amended. Councilmember Zahner Bailey seconded the motion. There was no Council discussion. The motion passed unanimously. PUBLIC COMMENT Mayor Lockwood read the rules for Public Comment. Roger Festa, 540 Champions Hills Drive, Milton, Georgia • Been a developer for 35 or more years. • Past President of North Fulton Home Builders. • State Vice President for the State of Georgia Home Builders. • National Director for the National Association of Home Builders. • To say the least, he has a little bit of experience. • All developers really ask for is a level playing field. • Good developers know what the rules are going into the development. • As long as the rules do not change afterwards, then we feel that is a fair shake. • Expanding sewer to try and bail out developers who have made bad economic business decisions at the expense of the rest of us residents is not good policy. • Worked with Councilmember Zahner Bailey when there was an overlay district for North Fulton before there was an IGA. 0 There was supposed to be no sewer in this quadrant of North Fulton. Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 2 of 11 • The IGA needs some tweaking as to where it is lacking of where sewer should be and where sewer is in Fulton County's accommodation line. too • Specifically, Bethany and Cogbum, which is a residential area. • There are a lot of solutions other than expansion of sewer. • If you look at countries that over crowded, there is community septic that does everything but turn out drinking water. • It would be drinking water if they treated it for Hepatitis B. • If you wanted to develop at the densities that are now allowed there is no reason you could not put in community septic. • Have that water recycled as gray water. • Community septic plant at White Water would be better than sewer. • A septic system is monitored 24 hours a day, seven days a week with alarms and with gray water lines run, which would help not only alleviate the drought situation but also provide a lot more ground water back into the table. • Urges Council to modify the IGA, to correct areas that should not have sewer, and do not allow "the camels nose into the tent." • "The camel's nose into the tent" is usually followed by the rest of the body. • That means lawsuits. • Unfortunately, there are a lot of developers that do not mind a lot of lawsuits. • We do not need to spend money in litigation. • We need to spend the money on improvement of the City. That completes Public Comment. CONSENT AGENDA City Clerk Marchiafava read the following Consent Agenda items: (Agenda Item No. 08-635) Approval of the July 14, 2008 Work Session Minutes. (Agenda Item No. 08-636) Approval of the July 14, 2008 Special Called Meeting Minutes. (Agenda Item No. 08-637) Approval of the July 21, 2008 Regular Meeting Minutes. (Agenda Item No. 08-625) Approval to authorize the execution of the Agreement of Mutual & Automatic Aid between the City of Milton and the City of Alpharetta. Motion and Vote: Councilmember Lusk moved to approve the Consent Agenda. Councilmember Hewitt seconded the motion. The motion passed unanimously. REPORTS AND PRESENTATIONS Presentation on Performance Measures. Bob Munro, Program Manager for Performance Management with CH2M Hill, gave the presentation. Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 3 of 11 nanxea Mayor and Uouncil for allowing him to present the following Power Point Presentation. Municipal Asset Performance System (MAPS) Mission, Vision & Value ■ Mission: The City of Milton is committed to maintaining the unique quality of life for our constituents while efficiently delivering essential services to residents and businesses in a community interactive environment. ■ Vision: Milton is a distinctive community embracing small-town life and heritage while preserving and enhancing our rural character. ■ Value: ...commitment to safety, quality, innovation and customer service Proposed MAPS Development Task Plan Task ID ProposedTask Target Dates Name % Complete 43 os oa os at os 1i 10/1/2008 Define Hi -Level Strategic Responsibilities p% 2 10/15/2008 Determine Critical Success Factors 0% 3 10/30/2008 Establish Levels of Service 0% 4 11/14/2008 Establish a set of Key performance Indicators (KPIs) 0% 5 11/28/2008 Establish Contract deliverables Control Points 0% 6 12/15/2008 Establish Performance Management Standards & Protocols 0% 7 12/15/2008 Collate & Analyze Existing data to Establish Potential Fit -Gaps 0% 8 12/30/2008 Develop a Fit Gap Closure Strategy & Plan of Action 0% 9 1/15/2009 Prepare & Conduct Performance Management Beta Test 0% 10 1/30/2009 Establish Formal Support Mechanisms & Protocols 0% 11 2/13/2009 row e e ormance Mgmt est ractices Education raining to Staff 0% 12 2/27/2009 Present Initial Findings to Senior Management, Mayor & Council 0% What is Municipal Asset Performance System (MAPS)? ■ Definition: MAPS is a System Designed to Develop, Measure and Compare Performance of Assets (Human, Financial, Physical and Intellectual) across all Municipal Services Operational areas Why do we need MAPS ■ To Measure Productivity and Performance through a robust and proven process ■ To Communicate Continuous improvement, Responsiveness and Quality of Service to Mayor & Council, Citizens and CH2M HILL OMI ■ To Confirm long-term Financial Stability and Cost Effective Use of Resources (Financial, Human, Physical & Intellectual) ■ To Comply with Regulations such as the GASB 34 Standard for tangible Capital Assets plus Federal, State and Local Regulations Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 4 of 11 ■ To Sustain Infrastructure: An aging infrastructure increases the need to prioritize repair/replace decisions (Increase Capability) resulting in Asset Reliability and Sustainability The Benefits of MAPS ■ Provides objective feedback to Council on achieving Levels of Service ■ Identifies and addresses any gap between future funding needs and present spending levels ■ Tracks and forecasts asset condition to avoid unacceptable service disruptions and unexpected failures ■ Confirms proper management of Capital and Operating funds ■ Confirms regulatory compliance ■ Demonstrates stewardship of the assets ■ Promotes stakeholder confidence ■ Ensures effective business processes and practices are understood and used by employees ■ Ensures people are trained and customer focused ■ Public safety is being achieved What is Balanced Score Card (BSC)? Definition: "The balanced scorecard is a strategic planning and management system that is used extensively in business and industry, government, and non-profit organizations worldwide to align business activities to the vision and strategy of the organization, improve internal and external communications, and monitor organization performance against strategic goals." Critical to Quality (CTQ): Quality, Customer Responsiveness, Productivity/Processes & Financial QUALITY PRODUCTIVITYIPROCESSES Unique Quality of life • Effectively & Efficiently Delivering Essential • Provide CommmSy interactive Environment Services to Residents and Businesses . Commitment to innovation Commttment to Quality CUSTOMER RESPONSIVENESS FINANCIAL Public Safety GASB 34 Standard for tangible Capital Assets' o Provide distinctive commurtity embracing Fiscal Responsibility smapdown life 3 herbage white preserving & Financial Audit enhancing our rural character Maximize effective 3 efficient use of resources Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 5 of 11 What is Six Sigma? • Definition: "A DMAIC Process Phases management driven, How do we guarantee performance? 0 Control Performance ; scientific methodology i for product and process What needs to be done? T , improvement which flmprove Performance creates breakthroughs What is wro ? in financial A analyse Oppoduniy performance and How ,doing? customer satisfaction" • Example Case: What 'simportant? , � 3; 4 Sigma Process: Unsafe __._.-- drinking water almost 9 Proven Methodologies Combine for Innovative Solution to MAPS Program Balance Score Card (BSC): Measure Strategic & Tactical Performance 50% 5% 0 100% Pothole Maintenance Performance Key Performance Indicator System: Performance display/Gauge Six Sigma: Quality Analysis & Control (QA/QC) Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 6 of 11 e: pproactl Key Performance Indicator System Level of Services On -Time Late Total P1<24Hrs 4 1 5 P2<72Hrs 3 2 5 P3<5Days 1 0 1 P4<10Days 2 1 3 Total 10 4 14 Example Only Maintenance mum • Focus on Qualitative vs. Quantitative • Simplification & Standardization of Processes/Support Systems Performance Metric Displayed in Simple Graphical Format for Ease of Understanding 50% 25 5� �11f t1Ye. I� 0% 71% III 00% Pothole Maintenance Requests Quantitative Level of Services On -Time Late Total P1<24Hrs 4 1 5 P2 < 12 Hrs 3 2 5 P3<5Days 1 0 1 P4<10Days 2 1 3 Total 1 101 41 14 Example Only ft&d. Manift-ftgts. 8(2008) If Ir 12 — — io - oa 0 Merle Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 7 of 11 Draft MAPS Development Pian w—.e Ptro' Planning DeTne Measure Analyze Improve v.eomM...nce M+n+pement 3'Sbntl+N+a vmb•a• auppert 4H �`,` Probeole „Ta pen i C Crfo Rtr T— P ... . — $a F ': T13: Pwe+nt Initl+l W-tll a•M a.nlw p'�fNM t. M.yo. i Gpunc9 PIPTe t Pr ctlee�mt Etlpeetlen ";!Rti.bba to abn ;•fCt(J u£1"£idP"08 q1:8 -63R S3R., V -£E35 i3HCQR Jon -09 FeA09 l;QI Councilmember D'Aversa • Asked if these things had been done with other cities. Program Manager Munro • Presented it to Johns Creek. • Want to ensure the uniqueness of the cities is recognized. Councilmember D'Aversa • We have wanted and planned for performance measures since the beginning. • It has taken a while for us to get to this point, and she was wondering if there was reason for that. Program Manager Munro • Cannot answer that because he was not privy to those discussions. • He was asked to start to assemble this a little over a month ago. • He now has a team in place and they are formalizing it and moving forward. Councilmember D'Aversa • Asked if there was some formalized way for Council to communicate with him about their thoughts and comments. Program Manager Munro • One of the first steps would be to schedule a meeting with each Council member and give them a questionnaire ahead of time. • Spend about 45 minutes with each member to clarify what the key areas of focus are. • We would bring those back collectively. Councilmember Lusk 0 Asked if this was an additional service from CH2M Hill or if was an included service. � B - C n'ol PeMb S �. Perform+nc• n (K—) (N%q 1 Ti: E•b+ll•n LwM• �S: E+rWce of ;.TS!: 0.4mNm O rai 3 'lr 'B �rontlucr o,mal marmpwa w:� Em,hYr S4•tt v.eomM...nce M+n+pement 3'Sbntl+N+a vmb•a• auppert 4H �`,` Probeole „Ta pen i C Crfo Rtr T— P ... . — $a F ': T13: Pwe+nt Initl+l W-tll a•M a.nlw p'�fNM t. M.yo. i Gpunc9 PIPTe t Pr ctlee�mt Etlpeetlen ";!Rti.bba to abn ;•fCt(J u£1"£idP"08 q1:8 -63R S3R., V -£E35 i3HCQR Jon -09 FeA09 l;QI Councilmember D'Aversa • Asked if these things had been done with other cities. Program Manager Munro • Presented it to Johns Creek. • Want to ensure the uniqueness of the cities is recognized. Councilmember D'Aversa • We have wanted and planned for performance measures since the beginning. • It has taken a while for us to get to this point, and she was wondering if there was reason for that. Program Manager Munro • Cannot answer that because he was not privy to those discussions. • He was asked to start to assemble this a little over a month ago. • He now has a team in place and they are formalizing it and moving forward. Councilmember D'Aversa • Asked if there was some formalized way for Council to communicate with him about their thoughts and comments. Program Manager Munro • One of the first steps would be to schedule a meeting with each Council member and give them a questionnaire ahead of time. • Spend about 45 minutes with each member to clarify what the key areas of focus are. • We would bring those back collectively. Councilmember Lusk 0 Asked if this was an additional service from CH2M Hill or if was an included service. re e•rt91.6 °i tlal pl.. - C n'ol PeMb �. Perform+nc• n (K—) (N%q 1 Ti: E•b+ll•n LwM• �S: E+rWce of ;.TS!: 0.4mNm Clrticel fFactpr• v.eomM...nce M+n+pement 3'Sbntl+N+a vmb•a• auppert 4H �`,` Probeole „Ta pen i C Crfo Rtr T— P ... . — $a F ': T13: Pwe+nt Initl+l W-tll a•M a.nlw p'�fNM t. M.yo. i Gpunc9 PIPTe t Pr ctlee�mt Etlpeetlen ";!Rti.bba to abn ;•fCt(J u£1"£idP"08 q1:8 -63R S3R., V -£E35 i3HCQR Jon -09 FeA09 l;QI Councilmember D'Aversa • Asked if these things had been done with other cities. Program Manager Munro • Presented it to Johns Creek. • Want to ensure the uniqueness of the cities is recognized. Councilmember D'Aversa • We have wanted and planned for performance measures since the beginning. • It has taken a while for us to get to this point, and she was wondering if there was reason for that. Program Manager Munro • Cannot answer that because he was not privy to those discussions. • He was asked to start to assemble this a little over a month ago. • He now has a team in place and they are formalizing it and moving forward. Councilmember D'Aversa • Asked if there was some formalized way for Council to communicate with him about their thoughts and comments. Program Manager Munro • One of the first steps would be to schedule a meeting with each Council member and give them a questionnaire ahead of time. • Spend about 45 minutes with each member to clarify what the key areas of focus are. • We would bring those back collectively. Councilmember Lusk 0 Asked if this was an additional service from CH2M Hill or if was an included service. Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 8 of 11 City Manager Beckett • It is part of the contract. • We are delighted they are moving forward with this. • He will try to get Council information on some of the benchmark measures that ICMA recognizes as fairly standard. • It will be an ongoing work in progress, but this will get us started in the right direction so down the road we will have meaningful measures. Councilmember Zahner Bailey • Asked if it will identify a particular department by February. • Asked how he envisions the data will look. • Asked if it will be department specific. Program Manager Munro • It ties back to Council's mission, vision of values. • He envisions that they would identify some key department areas that are in line with Council's key priorities in terms of focus and then they will beta test through those. Councilmember Zahner Bailey • Asked if he had a time frame in terms of roll out. Program Manager Munro • Approximately 18 months from start to finish. • If we can get it ahead of time, we prefer to do that. • We want to make sure it is done correctly. • Some of the components they are putting together have a lot of depth. Councilmember Zahner Bailey • We have been hoping for performance matrix. • Asked if there would be any benefit in having more staff assigned to this from CH2M Hill that would allow the process to be in place sooner than 18 months. Program Manager Munro • We will be soliciting some resources within the City because it is important to understand the City operations. • It is really a composite team. • More is not necessarily the solution. • Rather deal with quality than quantity. Councilmember Zahner Bailey • If at some point more resources would allow that time table to be condensed without compromising quality, hopefully, that is something to consider. Program Manager Munro • He realizes there has been some concern about getting it going. • If we can deliver it faster, we will, but the emphasis is on quality. Councilmember Zahner Bailey 0 It would help her to be able to refer to some of the other scenarios that have been successful. Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 9 of 11 r rugrain manager inunro „,, • We have been in communication with the ICMA for one reference, as well as the public private partner institute. Councilmember Zahner Bailey • Asked if this program would be newly developed for public private partnerships, and if there were any examples where CH2M Hill has been able to demonstratively use this. Program Manager Munro • This is a unique model using both Balance Score Card and Six Sigma. • We did a lot of research to ensure that it was the right model both from a process standpoint and communications standpoint. • We could probably do some research and find some areas where it has been done independently of each other, but in terms of bringing these two components together, we are on the leading edge. PUBLIC HEARING City Clerk Marchiafava read the Public Hearing Item. Approval of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to fix the Ad Valorem Tax Rate of the City of Milton for Fiscal Year 2008; and for other purposes. (First Public Hearing held July 21, 2008) +rPO" Finance Manager Stacey Inglis • Required to hold a public hearing to advertise a tax increase when we decide not to roll back the millage 6., rate to account for growth and reassessments in the digest. • We are experiencing a 4.02% increase in digest due to growth and value reassessments. • We still propose the 4.731 mills. • The total tax digest is $2, 179,886,473 and that would bring the total taxes levied to $10, 313,043 of that the property taxes will be $9,849,262 for property taxes and for motor vehicle taxes it will be $463,781. • Required to hold 3 public hearings. • This is the second. • Third public hearing will be held August 11, at 5:45 p.m. at a Special Called Meeting. • Tax bills will be mailed on August 151n • Still trying to get the tax digest from Fulton County. • Was told it would be on the ftp site to download and it still was not there Friday August I". • By our Charter we are supposed to mail the bills out by whenever Fulton County does. • Their internal policy is that they do not release the digest until they print their tax bills because it give them time to reconcile and do whatever they need to do. • They do not like to have other people in their files until everything is reconciled. • That presents a big problem because our Charter states that we are supposed to mail the same day that Fulton County does as well as have the due date that Fulton County does. • We had an Ordinance last year that stated our bills were mailed out on September 1st but it cannot override the Charter so we have to do it the same time Fulton County does unless there is a change in the Charter. ,wow • We cannot mail them out unless we have the digest and we have to have the digest in time to give it to our printing company for them to be able to extract the data that they need and print the tax bills and mail them out. • Fulton County called to let us know that the digest would be on the site today but it is not. Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 10 of 11 Councilmember Thurman • Asked City Attorney Jarrard what we could do in that situation. City Attorney Jarrard • It is a quirky provision to have in the Charter. • Modifying the Charter has to be done legislatively. • It is circumstances beyond our control and Council has been advised of it. • Staff will do everything they can to act as quickly as they can. • The Charter, unfortunately, puts us in a position of having a date that is outside of our control to meet. Councilmember Thurman • Our State Representative asked for suggestions as to Charter changes. • Need to make sure we put that on the list. Councilmember Zahner Bailey • Asked the City Attorney if it would help to have a public announcement to proactively let people know our scenario and our tax bills may be coming out at a different time frame and indicate it is circumstances beyond our control. City Attorney Jarrard • From a legal perspective, he is not concerned one way or the other. • From an informational perspective it may make great sense but legally he is comfortable. • The Charter is making us reach out to another jurisdiction that we cannot control how they act. There was no public comment. The public hearing was closed. FIRST PRESENTATIONS City Clerk Marchiafava read the First Presentation items. Approval of an Ordinance Amending Chapter 15, Health and Public Safety to reflect the composition of the Milton Department of Public Safety. Approval of an Ordinance Accepting the Georgia Municipal Employee Benefit System Official Plan Document for Retirement Program. Approval of an Ordinance to Adopt the City of Milton Trail Development Standards. Motion and Vote: Councilmember Hewitt moved to approve the First Presentation items. Councilmember Tart seconded the motion. The motion passed unanimously. NEW BUSINESS City Clerk Marchiafava read agenda item 08-641 Approval of a Resolution Authorizing a new 401(a) Plan setup. Resolution No. 08-08-42 City Manager Beckett • Under Section 7b of his contract, it was understood that he would be immediately vested with the %so Regular Meeting of the Milton City Council Monday, August 4, 2008, 6:00 PM Page 11 of 11 ICMA retirement program. • ICMA has modified their approach so we have to execute some documents. Motion and Second: Councilmember Lusk moved to approve the Resolution Authorizing a new 401 (a) Plan setup. Councilmember Thurman seconded the motion. Discussion on the motion: Councilmember Tart • Asked for more information. City Manager Beckett • His contract asked for immediate vesting, which is pretty standard for the position because many do not make it through the vested period which is normally five to ten years. • Council approved that agreement. Vote: There was no further Council discussion. The motion passed unanimously. MAYOR AND COUNCIL REPORTS Councilmember Lusk • Thanked the Mayor for letting him represent the City Council at the Old Soldiers Day Parade. • It was the 56th celebration of the parade. • It was a great turn out and an event to be remembered. • He was proud to represent this body and this City. STAFF REPORTS There were no staff reports. (Added by motion and vote) EXECUTIVE SESSION The reason for Executive Session is to discuss pending litigation. Motion and Vote: Councilmember Lusk moved to adjourn into Executive Session at 7:43 p.m. Councilmember Hewitt seconded the motion. There was no Council discussion. The motion passed unanimously. RECONVENE Motion and Vote: Councilmember Lusk moved to reconvene the Regular Meeting at 8:22 p.m. Councilmember Tart seconded the motion. There was no Council discussion. The motion passed unanimously. ADJOURNMENT After no further business, the Regular Meeting adjourned at 8:23pm. Motion and Vote: Councilmember Lusk moved to adjourn the Regular Meeting. Councilmember Hewitt seconded the motion. There was no Council discussion. The motion passed unanimously. Date Approved: August 18, 2008 Naw P"� J ne R. Marchiafava, City Clerk VJoe Lockwood, ayor