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HomeMy WebLinkAboutMinutes CC - 12/14/2009 - MINS 12 14 09 WS (Migrated from Optiview)Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 1 of 16 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 summary form. This is an official record of the Milton City Council Meeting proceedings. Oficial Meetings are audio recorded. The Work Session of the Mayor and Council of the City of Milton was held on December 14, 2009 at 6:00 PM, Mayor Joe Lockwood presiding. Council Members Present: Councilmember Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember Bill Lusk, Councilmember Burt Hewitt, Councilmember Alan Tart. Council Member Absent: Councilmember Tina D'Aversa was absent/excused. Mayor Lockwood • There are six items on the agenda. • Public comment is allowed that is germane to the agenda item. • If you wish to speak, you are required to fill out a public comment card and turn it in to our City Clerk staff. • Public comment will be allowed for a total of ten minutes per agenda item and no more than two minutes per person. • Public comment will be heard at the beginning of each item. • Once the item is called no other public comment cards will be accepted. City Clerk Marchiafava read agenda item # 1. Discussion on the Tree Ordinance. Tom Wilson, Interim Community Development Director • Asked Mark for presentation of what the Ordinance does. • Stated that this is the first time Council has seen presentation an They :night want to take it home and ask questions after the presentation. Mark Law, City of Milton Arborist • Introduced Tree Preservation Revision Committee members present: Adam Orkin, Diane Palmer, Scott Gronhome, David Holcomb and Cherilyn Allen. Not present iss Zach Middlebrooks and Roger Festa. • Asked council to take home hand-out of Tree Ordinance and get any changes back to us. • Open to questions if any. Mayor Lockwood • Asked Mark to go through the ordinance with changes to Ordinance. Mark Law, City of Milton Arborist • Some of the major changes are a tree removal required. We can help maintain our canopy by requiring a tree removal permit and a small fee associated with the permit which would help cover the initial and follow-up site visits. • We are looking to address the specimen size trees. Hardwood would be 27" caliper. Increase pine trees to 30" caliper which is fairly common within the area. Reduce the underscoring trees to 8". • Regarding the tree removal permit, we would like to have tree service companies to be regulated and be on an approved list wherein they would have to submit an occupation license, proof of insurance and something that would help protect the homeowners. Mayor Lockwood • Asked how does our proposed ordinance stack up against neighboring and adjacent cities. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 2 of 16 Mark Law, City of Milton Arborist am"• It is hard to compare the tree ordinance with adjacent cities because what works in one jurisdiction may not in another. • There are different zoning regulations that would affect what the ordinance can perform. • We have looked at ordinances adjacent to the city and throughout the country from the east to the west coast. • There is not one ordinance we could find that we could put in place. • Some cities were found that are similar to the City of Milton and we have extrapolated a few comments from that. • The permitting process is something a lot of cities do not require where they require to remove trees. • The limitation on the trees, the number of trees which can be removed and the size of the trees is strict. • The size of the trees is similar to the adjacent cities. • I have a comment from Sandy Springs saying that is where a lot of their problems are through the tree service companies themselves. Councilmember Thurman • Asked are we planning on getting the word out as far as what the rules are for tree removal. How do we make sure the residents understand the changes. Mark Law, City of Milton Arborist • Once we get the ordinance in place is to have a timeframe on when we want the ordinance to take place and have public meetings where we can inform the public. • Another way to reach the public is publications. • He stated he is keeping a list of tree service companies, landscape companies and we can at least start off by sending the public this information. • We can also get the information to tree service companies which would be a good head start. Councilmember Thurman • Would like to see City of Milton become a Tree City, USA. • Asked if anything in the ordinance would jeopardize that cause. Mark Law, City of Milton Arborist • An item or two was added as an addendum to be able to submit for the Tree City USA. Councilmember Thurman • Asked if we would be ready to submit for the Tree City USA once the ordinance is passed or are there additional steps to the process. Mark Law, City of Milton Arborist • The delay at present for the Tree City USA submittal is the Addendum to the existing Ordinance. • He stated Forestry says once addendum passes, and then everything is ready to go. City Manager Lagerbloom • Gave clarification as to what information will be disseminated next week vs. this week. • Next week is the modification to the existing ordinance. Not a modification to this ordinance but a modification to what is in place today that will position us to submit our application package to become a Tree City. • To Councilmember Thurman's point, communication strategy is important when we make changes. • Requested staff to put together a presentation that shows the current ordinance vs. this ordinance as a side-by-side comparison of the changes. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 3 of 16 Mayor Lockwood ■M. • Emphasized and concurred with Councilmember Thurman that we need to disseminate as much information to our citizens so there are no surprises and possibly a grace period as we work through these changes. Councilmember Tart • Requested Tree committee in their future revised ordinance presentation to address following three items: Tree save during rezoning (requirement); protection against clear cutting and finally requirement for recompense on site. • If revised ordinance does not address above three issues, provide a recommendation where these items should be and/or why they were not addressed. Councilmember Zahner Bailey • Requested a discussion about what other groups would benefit from reviewing this as part of this collective review process. • She would like to see this go before the Design Review Board for review as well as the Planning Commission. City Manager Lagerbloom • He has no problem sending to these committees. Asked if this is the direction the council wants to go. Mayor Lockwood • He asked our City Attorney for the best process ... what is typical and what would you suggest. City Attorney Jarrard • Appropriate to send to Design Review Board as City of Milton seems to gain benefit from DRB's review. • Have comment come back from DRB first, council absorb comment and then send it on to the Planning Commission but to have it come back to the council after each review. Coucilmember Tart • Suggested that the DRB and/or the Planning; Commission make recommendations/comments and staff include them in their report and presentation when they give to council. This would be a one-stop shop for Council. City Attorney Lagerbloom • Suggested sending to the DRB and Planning Commission in January. We will compile their responses and bring back an actual presentation on the ordinance in February which will include their comments. Then have the thorough discussion and prepare to get this adopted late February or early March. Councilmember Zahner Bailey • Noted in a couple of areas it talks about not clear cutting after 2.2 acres and would like to understand why it is not important that we would also consider not clear cutting at less than 2 acres. Councilmember Lusk • Asked if a discussion was held regarding the city would adopt a certain species of trees. Ow" Mark Law, City of Milton Arborist • We did not get into a discussion regarding a specific tree for the city. It is hard to find that one species that would work for the city as far as where we could plant it, etc. Tree selection was not an item the Tree Committee was focusing on for an image. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 4 of 16 Mayor Lockwood +r.. • Allow the DRB and Planning Commission to take a look, come back with comments and staff compile those comments and make presentations. • Thanked the Tree committee for 18 months for their hard work, time and effort and for being volunteers. City Clerk Marchiafava read agenda item #2. Final Recommendations of the City of Milton Transportation Master Plan. Christina Pastore, Kimley Horn & Associates: • Passed out Executive summary with minor revisions. • Focus tonight is on comments received and minor revisions. • On November 18'', we received questions and comments from councilmember Lusk. When we replied to this request from councilmember Lusk, we replied to all councilmembers so you can all review. • Additionally, there is one modification to the intersection improvements as we presented them to you last time. Specifically based on additional input from TSAC regarding Cogbum Road & Bethany Bend intersection. James will speak to that. James Fowler, Kimley Horne & Associates • Two intersections offset from each other by 200' with a neighborhood intersection in between so we had additional input from TSAC and their concern about safety and navigating that location. Consequently we felt it important to include on the list as one of their priorities that they wanted to have included with the CTP. Christina Pastore, Kimley Horn & Associates • At last Council Work Session and afterwards there was a continued discussion about the intersection at the new high school and the traffic impact analysis that was performed. • We ensured that the recommendations in the Transportation Plan are consistent with and if we concurred with and also the recommendations we have. James will talk about the TIA. Ed Ellis is also here and can comment on the traffic engineering and comment and answer questions. James Fowler, Kimley Horne & Associates • We reviewed the TIA as well as several of the TI's provided at the beginning of the CTP process but t his came in towards the end so we went back and reviewed it to make sure it was in accordance with engineering standards. Next, we looked at the recommendations for the existing conditions and compared them to our own and they were in agreement and we noted that in the final reported and have edited the final report as you have received it last week. • We looked at the access points and the site plan and ensured that it was in compliance with the oval CTP we are providing. Christina Pastore, Kimley Horn & Associates • Those are the only minor modifications made since you last reviewed the document. • We look forward to being with you next week for the adoption. • Glad to entertain any questions. Councilmember Zahner Bailey • In reference to the new high school's needs assessment, it is my understanding they have not yet defined •• what their recommendations are going to be. Please speak to how you will continue to be involved as that particular site takes more shape over the next 6 to 9 months. Carter Lucas, Director Public Works Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 5 of 16 • In general, the recommendations made to date: by Kimley Horne will be used at a staff level, continue to r.rr. review the Traffic Impact Study and the site specific will be performed by staff. • From this point forward, staff will be handling the specific plan review and implementation of any recommendations either from the Traffic Impact Study or from the CTP. Councilmember Zahner Bailey • Thanked the consulting staff and volunteers for their tremendous effort. • Asked heading south, the lane that allows you to turn left on to School Drive which often backs up - is there a way to remove that yellow striping and allow that lane to go further north to have more stacking to allow more cards to head south. • There is a similar stacking situation on Arnold Mill headed south as you approach Roswell and Alpharetta because of the yellow striping. Carter Lucas, Director Public Works • Our typical striping for that type of intersection would be to remove that gore which allows for more stacking. • Anything on 372 we would have to coordinate through GDOT. Councilmember Zahner Bailey • A formal addendum is not necessary but seems it would be a low cost measure or no cost if done internally bit it still speaks to some of the issues identified in our Transportation Plan. • Those two areas, both headed south on Birmingham Highway as well as Arnold Mill does have a stacking issue and short of being able to expand those roads, there is an opportunity to gain improvement with not much cost. • Some of our roadways, there have been some; new reflectors put on the roads because of the dangers of certain curves and obviously with the increase of rain. • In some of those curves, this has been a notable enhancement. • My question is those some things we can look at short term, low cost items but high benefit for public safety. Carter Lucas, Director Public Works • As we look at our restriping program and the higher speed (45 mph or greater) type road, as we restripe those with our long -line striping program coming back to add some of the raised pavement markers to enhance that. Councilmember Zahner Bailey • The sooner we can do this the better — we can save some lives sooner if we can do it. I ask that be as high of a priority as possible. Carter Lucas, Director Public Works • We are handling internally from a staff perspective. Councilmember Lusk • Commended staff/Kimley Horne on the very comprehensive report. • First, asked how Milton fits into the global plan of other reports, specifically with North Fulton, that Kimley Horne is involved with. • Secondly, asked for an explanation of how this process takes place that you are recommending in reference to council and staff taking the initiative to work with surrounding jurisdictions to make improvements suggested in your report (Rucker Road, Alpharetta/Holbrook Camp Ground Road and McGinnis Ferry Road). Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 6 of 16 Christina Pastore, Kimley Horn & Associates NNW • The City of Milton is also participating in the North Fulton County Transportation Plan as well. • Kimley Horne is the prime consultant for this Plan and actively involved with the N. Fulton Mayor's Council with a Stakeholder Committee for which Milton has representation along with the other jurisdictions (six including Mountain Park). • Kimley Horne and City of Milton has been working through the effort with Cobb, Gwinnett, DeKalb Counties, City of Atlanta and all of your neighbors. • One of the main things we are finding is that the solutions are regional solutions. The problems/issues do not begin and end in one particular place and require a multi jurisdictional study. • The completion of the Milton Transportation Plan is at a very opportune time because that has just completed existing conditions; the North Fulton study has, and is beginning to look at needs. • This puts Milton in a great position to have a fresh, current plan that is ready to interact with that process. • We were able to discuss in the Milton plan and in the North Fulton plan is the need for this multi - jurisdictional cooperation, be that in cost sharing, services, there are a number of things. • We have a unique opportunity in Milton to begin to accomplish this on many of the corridors. Mayor Lockwood Thanked Kimley Horne for a professional and complete report. City Clerk Marchiafava read agenda item #3. Presentation to the Mayor and Council from Milton citizen Dennis Potts. Chris Lagerbloom + • Spoke with Dennis over a month ago missing the November work session to allow Mr. Potts to come and talk to the council. • Narrow focus of tonight's presentation is a piece of property that he is interested in consideration for the new Fulton Public library to be built in Milton. • Council has not requested for this, Mr. Lagerbloom has allowed Mr. Potts request to make a presentation. Dennis Potts, Citizen • Please watch presentation (LCD) and ask questions at end of presentation. • Presented the following PowerPoint Presentation. ✓ Acreage: 6.3 acres approximately ✓ Zoned: 0/1 -Office Institutional ✓ Utilities: All Available ✓ Access: Windward Parkway Webb Road .25 mile from Marta Stop .25 mile from HWY 9 1.5 miles West of GA400 ✓ Topo: Gently Rolling ✓ Business: Milton/Alpharetta Central Business District ✓ Schools: Hopewell MS- .1 ml Cogburn Woods ES .1 ml St Francis HS- .7 ml. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 7 of 16 King's Ridge 1.0 ml New High School 1.0 mi Manning Oaks ES- 1.5 ml Alpharetta ES- 2.5 ml Independence HS- 3.0 ml Creekview ES- 3.5 ml ✓ Population: 130,000 + in 5 mile radius Dennis Potts, Citizen • Stated there is a website www.fultoncougiylib-rgainmilton.com. • There is additional information on this website and thanked everyone for their time. Mayor Lockwood • Reiterated that the City Council is not making the decision on the location of the library. • The Library Board is making this decision although the Library Board has asked for input. • Council will only forward any information received and will not be making the final location decision for the library. City Clerk Marchiafava read agenda item #4. Presentation of Milton Parks and Recreation Assessment and Design Standards. Brad Chambers, Parks and Recreation Director • Recognized three members from the Parks & Recreation Board present, Mark Reed (Chairman), Lauren Jackson, Sandy Shelley and Scott Stokowski from HYA is also in the audience. • Reviewed that money was allocated for fiscal year 2009 for a master plan for Parks & Recreation Department. • He stated when he came on board and spoke with leadership in October 2009, suggested that Milton may not be ready for a true master plan yet. • There was no department, no staff, few facilities, no fees and charges, no programs in place so a master plan was probably a step beyond where the city was at that point. • He suggested at that time to have an assessment to find out what was in place, what is here, what should be here, what the condition of what is here, what other entities are operating here and what are surrounding communities operating. • This would give a baseline before proceeding with a master plan. • This was agreed upon and what we went with. • Part of that assessment was also to develop a pattern (theme) book to begin to see what a Milton Park system would look like at some point in the future to distinguish it from a Fulton County Park system. • To begin looking at colors, types of design, fencing, park entrances so that each park would have a consistent theme to the next park as they are developed or rehabilitated/renovated. • We developed a two-part project, one is the assessment and one is the pattern book. • The pattern book once it was formulated was submitted to the Community Development Department which reviewed that to ensure it was in tandem with and meshed with the inner zoning ordinance, which it was and consistent. • We developed an RFP, sent it out and received strong proposals from various firms. • We decided on EDAW, Inc. who put together an outstanding proposal. on," • The factors for choosing EDAW was that they had done the Alpharetta parks and recreation master plan, worked with Roswell and their river front park and they had done the DeKalb County Parks and Recreation Plan so they knew this area. 0 EDAW showed a passion for wanting to come to Milton and work. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 8 of 16 • The Parks and Recreation Board has a lot of input into this process. Now • The last few months we have spent fine-tuning the plan, ensuring that it was edited before we brought it before council. • My goal was to ensure that this would be a Plan that would be sued and not just sit on a shelf someplace but actually be taken by an architectural firm and coupled with the needs assessment. • We are working on a needs assessment and it should be ready in a few months which will be a statistically valid survey of the community coupled with the architectural design and this will act as a good baseline for what a Parks and Recreation system should be in the future. • Council should have a CD provided by EDW, Inc. Jim Sipes, EDW, Inc. 0 We appreciate the opportunity to work on this project and share it with council. 0 Developed an Executive Summary (below). 2.1 Project Intent The Parks and Recreation Assessment Plan provides the base for determining how well the City's existing parks and recreation system is meeting current needs, and the likelihood of these facilities being able to meet projected future needs. 2.2 Milton The City of Milton covers approximately 23,000 acres, most of which is either agricultural or single family residential. The southern part of the city is much more developed than the northern part of the city, and the eastern parts are also more developed than the west. In 2007, Milton had a population of 24,218, and that is projected to grow to 51,900 in 2030. The City's image is defined in large part by the equestrian, lower -density, rural character of the historic agrarian community. The topography is gently rolling, and hardwood forests dot the landscape. The densest part of the city lies in the southeast near the. border with Alpharetta. The northern part of the city is stili fairly rural, especially in the northwest part. 2.3 Process & Approach The scope of work for the City of Milton Parks and Recreation Assessment Plan is as follows: 2.3.1 Existing Conditions Review The overview of existing conditions details the condition and status of the parks and recreation facilities in the City. These include: Crabapple and Bethwell Community Buildings; Bell Memorial Park; Providence Park; and Birmingham Park. 2.3.2 Design Standards The Standards lists design standards and examples with color photos and descriptions shall be prepared. This document is Intended to be expected to be as "timeless" or "traditional" as possible in order for the City to utilize the same look and theme for design as far into the future as is reasonable. City of Millon 23.3 Public Participation Plan Input on the project was from the City of Milton staff, the Parks and Recreation Advisory Board, the Milton City Council, and the public. Five meetings were scheduled throughout the life of the project. 2.3.4 Staffing Recommendations A short section was prepared outlining the recommended staffing requirements for the City's parks and recreation system. 2.3.5 Other Providers Other recreation providers, resources and opportunities exist within Milton. An assessment was made about potential recreational opportunities. 2.4 Existing Studies A number of studies have been prepared over the years that may have an impact on parks and recreation opportunities within the City of Milton. We reviewed these studies and have provided a short overview of each. They are as follows: City of Milton Comprehensive Plan The City of Milton initiated the preparation of the City's first Comprehensive Plan in 2007. The Comprehensive Plan is intended to serve as a policy guide for future needs, limitations and opportunities facing the community. The Comprehensive Plan is one of the most important goals for Milton. Fulton County's Focus Fulton 2025 Comprehensive Plan The City of Milton currently operates under the Fulton County's Focus Fulton 2025 Comprehensive Plan, which was originally adopted by the Fulton County Board of Commissioners in November 2005. At that time, Milton had not yet become a city and was part of unincorporated Fulton County. The portion of the Focus Fulton 2025 Comprehensive Plan relating the area incorporated by the City was adopted on November 21, 2006. The Milton Trail Plan: Shared Use Trail Plan The goal of the Milton Trail Plan is: to preserve the rural quality of life in the City of Milton by creating an easily accessible shared use trail system connecting the City's schools, parks, neighborhoods, and other points of interest. • We held a public participation process, three advisory meetings, one public meeting held in July 2009 and this will be our fourth meeting with you. • Milton covers approximately 23,000 acres • 86% of the area is zoned various residential with the remaining 14% zoned commercial. PW_ • Current population — 24,200 (based on 2007 data) • Projected population - 51,900 in 2030. ,,r,,,, • City of Milton does not have a Park and Recreation standard. • We used a generic standard developed by The National Recreation Park Association as a starting point of discussions. 0 Using a standard of 6.25 to 10.5 acres per 1,000 people. 3 Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 9 of 16 • The City should currently have 151.3 to 254.1 acres of park land. +•w• • In 2030, the City should have 324.4 to 545 acres of park land. City of Milton needs to establish their own standards. • Review "generic" standards. • Review standards from benchmark communities. • Get input from Milton citizens. • Develop standards that best meets the needs of Milton. • Develop an implementation strategy to make that happen. • Discussed how to meet these standards. • Develop on existing land. • Purchase new park land. 0 Lease new park land. 0 Develop public/private partnerships. • Partner with other local municipalities. • Allow private recreation providers to meet needs. • "Other" Recreation Facilities in or around Milton. 0 Tennis Courts (In Milton = 93/Near Milton = 113). • Swimming Pools (In Milton = 41/Near Milton = 51). 0 Football/Soccer Fields (In Milton = 9/Near Milton = 2). • Baseball/Softball Fields (In Milton = 21/Near Milton = 11). • Playgrounds (In Milton = 6/Near Milton = 4). • Basketball Courts (In Milton = 8/Near Milton = 1). • We conducted a Park & Recreation Assessment Survey. • What level of support should the City of Milton provide for these activities? • Passive recreation opportunities such as walking for exercise was very heavily supported. • Active recreation such as sports was very clearly divided. • More expensive facilities such as aquatic facilities basically there was not a lot of support. • The assessment will give you a better idea of the kind of facilities you should provide. • We examined not only for recreation opportunities but looked at structures, seating opportunities, etc. • We took all of the information and were asked to look at five specific parks. • Crabapple Community Buildiniz. • The estimate to renovate the Crabapple center is $70,400. • The building is less than 1,000 sq. ft. in size, so programming is limited. • Nice hardwoods on the site. • Good location next to Alpharetta Art Center. • Parking is limited. • Limited space for expansion. • The new road will further reduce available area. • Any new construction would have a major impact on existing trees. 0 Evaluate all options, including selling property and using money elsewhere. • Recommend that the City not keep this site as a recreation site. • Consider parting with the property. The building and the site are too small to be useful. • Another option is to tear down the building and convert into Neighborhood Park. This is most likely not a viable option. 0 Bethany Community Building. • It will cost $86,000 to rehabilitate the center. • Materials used are vinyl floors, plastic laminate countertops, and concrete block construction. • The center has 1,340 square feet of floor space, so it will be limited in its use. 0 Building is in disrepair ... roof is in poor shape. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 10 of 16 • Nice site, although it is small and opportunities for expansion are limited. • Restrictions on the donation have a major impact on what can be done. • If the City keeps the site the building will have to be restored, with the major character maintained. • Renovate building and use for small group activities. • Develop site as a small special use park. Building would be available on a reservation only basis. • Use as a small neighborhood park. • Add porch to front of building. • Use for informal activities such as a local farmers market. • Renovating building will be around $110,000. Site work will cost $140,000 - $160,00. • Bell Memorial Park. • Park is heavily used because of ball fields. • Lots of parking, but parking is still a limitation. • Ball fields are well maintained. • Playground provides entertainment for smaller kids. • Basic layout is good, but aesthetic and functional details could be improved. • Addition of landscaping, site elements, amphitheater seating, etc. would help. • Opportunities for expanding the park by acquiring adjacent land. • Develop a cohesive design. • Improve aesthetics and site details. • Set first priority on improving quality. • Develop a lower parking ... add 30 spaces. • Construct a small wetlands in the median. • Replace existing dugouts with "transparent" structures. • Add additional bathroom facilities. • Redesign steep slopes and add amphitheater seating, shade trees, and ornamental plantings. • Utilize native grasses, wildflowers, and groundcover. • Explore opportunities for expansion. • Cost for improvements - $690,000 to $740,000. • Birmineham Park. • Largest park in Fulton County. • Opportunities for a combination of active and passive recreation. • Need to find a balance of uses that do not have a negative impact on existing natural resources or recreation experience. • It will cost $86K to renovate existing house. • A city-wide parks plan needs to be developed before making specific decisions about what goes into Birmingham Park. • Develop a new master plan that focuses on a community park for the city. • Ensure an inclusive process. • Use of the house should be tied to park, such as "office" space. • Ensure the "developed" part of the park also reflect a green, natural character. • Do not plan on the park handling all of the City's recreational needs. • Emphasize safety. • Before implementing a Phase lA development, revisit the planning process. •� • Two primary objectives of Phase I: • Open up Birmingham Park and make it usable for Milton residences; and ub-0 • Establish the direction that this park, and other new parks in the city, will take in terms of quality and character. • Providence Park. 0 The park is closed because of contaminated water. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 11 of 16 • Forty -acre site provides opportunities for nature -oriented recreation. +• • Existing building is large and could be renovated. • Site is wooded, with pine forests being 25 to 30 years old. • Could improve access to the water. • There are opportunities to incorporate education about water in the programming for the site. • Park should focus on three primary uses: • Passive day -use activities • Environmental education activities • Camp activities that include overnight stays • Examine building to determine structural integrity. • Add large deck to back of building. • Limit parking and interior road usage. • Develop site as a natural botanical garden. • Utilize quarry site for programmed activities. • Use contamination of the lake as an environmental education opportunity. • Control access to the lake. • Add small dock for visitor use. • Improve security. • We identified four priority areas. (Parks & Recreation Director, Recreation Programming Director, Administrative Assistant and a Maintenance Director). • The City needs to have some long discussions about what your park system to look like. • We were asked to look at this from a lean, mean and green aspect. • Alpharetta has a $6.7M parks & recreation budget with'/2 of that going to parks & recreation staff (approximately 22 maintenance staff members). • We were asked to develop a pattern book (character, look of park which is consistent and citizens immediately know you are in a Milton park). • We conducted a survey at the public meeting and found out: • People preferred structures that use more natural materials. • Site furnishings, stainless steel was not popular. • Materials with a combination of wood and stone much more popular. • We looked at potential seating opportunities, litter receptacles, bike parking. • We discussed materials that are sustainable, affordable, easy to install and easy to maintain. • We looked at plant material (native and indigenous materials). • We examined storm water harvesting. • We also looked at signage and explored a number of concepts. • We also looked at multi -use trails (natural, heartscape for a wide variety of uses). • In closing, that the next step would be that the assessment that you are currently performing will give you an idea of what is important to the citizens of Milton. • Then eventually that will lead into a master park plan where you look at the entire city as to what types of facilities you want, where you want those to be and how will you take care of those. City Clerk Marchiafava read agenda item #5. Discussion on Transition Plan. Chris Lagerbloom, City Manager "`""` • We are about two weeks away from the transition being final. • He gave a brief overview and status report. • He stated we are on track with the transition. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 12 of 16 • We have attacked the transition in several areas: Process and Programs, Information and Technology, labor (people), deployment of services and using subcontractors in certain areas of the city. • City Clerk's Office has transitioned. City staff is in place and prepared to continue on January 1st • Communications Department is in place and prepared to move forward. The City has and will employ a Communications Manager, Jason Wright. He will start with us on December 28, 2009. • He stated he was really excited about Jason's presentation of Milton's future communication. • Human Resources we transitioned early, partly for the need of support to put the remaining plan together. • Council has met Sam Trager, our Human Resource Director. We have retained Connie Jacobs. • The Finance Department is transitioned and ready to go. We are downsizing the Finance Department by one. • Information Technology, John Umphlett. John has led one of the largest initiatives during this transition which was switching servers and phone system. • All of the technology visible in this council room is under the city's control. • The Public Works Department we are making strides in but still have items to shore up next Monday at the meeting. Carter Lucas will remain our Public Works Director. • We are working on some transitional subcontracts that reside now between my office and Attorney Paul Higbee's office and putting together contracts that will resemble six month contracts. • Stated there will be a package of contracts coming before you next Monday night in the council meeting with OpTech, Roadworx, Lowe's, SafeBuilt as well as HTE which is computer software. • The Mayor and I met with Mayor Letchas last week and discussed possible opportunities that we might have for efficiencies between the two cities. Councilmember Zahner Bailey • Asked if the price we are currently contracted with be at a reduced amount which makes it consistent to your point it's at least at or below — I am assuming for the six months that we are potentially paying below what we would have been paying through a third party. So, we are not paying the same rate we would have paid through CH2MHill is my direct question? Chris Lagerbloom, City Manager • Correct, yes. Councilmember Zahner Bailey • Asked if we have in the subcontract package the financial component associated with each subcontract and also a comparison of what cost had been. Chris Lagerbloom, City Manager • Yes, you will have a scope and a price. Mayor Joe Lockwood • He stated that council will not have anything to compare subcontract cost to. We can compare that to our budget but we are going from a full lump sum scope contract. You will have the subcontractor's contract and price but nothing to compare it to. Chris Lagerbloom, City Manager • We are treating these as a sole source transition contract. We will get the real comparisons when we ...� engage the market in the form of an RFP if that is the avenue we elect to go. • Our other option might be that we elect to go with an MOU or an IGA with another government if regionalizing is more cost effective. • We are actively seeking a Community Development Director. We have held second interviews with three particular candidates. Two are in state, one from out of state. • Professional planning staff as well as the city arborist have been offered temporary employment. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 13 of 16 • Temporary employment policy allows for an opportunity to stay with the City of Milton for 120 days w.. while the newly Community Development Director with their professional planning background make the right decision as to what the face of the community development department looks like on a long term basis. • The court has already transitioned. • The City of Milton has employed a Parks & Recreation Department Director. Her name is Cyndee Bonacci and was the Snellville Parks & Recreations Director. Her first name is January 4, 2010 and comes with high recommendations and good credentials. • The benchmarks we have given ourselves have been met or exceeded. • CH has worked positively with us during this transition. There has been mutual support. • There is a total of eight CH vehicles and my recommendation is to move forward and purchase four of those eight after studying condition, mileage and fair market value price. We will likely have to backfill with vehicles to keep the City moving. Councilmember Lusk • Asked if vehicles were owned out right or leased. Chris Lagerbloom, City Manager • The vehicles were leased, then the lease will be bought out, and the bought out lease can be sold at fair market value. • Stated he is in a position to "estimate" the budget but would rather take the stance of under promising than over delivering. • He can confirm there are cost savings in going through this transition. • He states the level of service will be the same or better than it was. Councilmember Thurman • Asked if there would be a mid -year budget review in March. Chris Lagerbloom, City Manager • March is where we are targeted after discussing with Stacey Inglis. Councilmember Zahner Bailey • Asked if Code Enforcement was part of the 120 day transitional period covered under Community Development. Chris Lagerbloom, City Manager • Stated the temporary employees within the community development department are the professional planning staff and the city arborist. • We are trying to evaluate if we are over -staffed, under -staffed, etc. • Stated he is comfortable that Milton needs a code enforcement officer, plan review engineer and construction inspector. Mayor Joe Lockwood • Stated Tom Wilson has done a commendable job with the CH transition. • Thanked Tom for all of his hard work and dedication. City Clerk Marchiafava read agenda item #6. Discussion on ISO Pre -Assessment. Chief Robert Edgar Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 14 of 16 • ISO is coming to the City of Milton. • Sandy Springs and John's Creek are also going to be evaluated in the coming year. • Stated an evaluator will come out and assess the fire department and its ability to reduce fire loss. • This includes the fire department, water department and communication system. • Stated it is important that the intergovernmental agreement Milton has with Alpharetta will benefit us tremendously with the communications and additional resources that are available to us. • Stated that ISO will also look at the water system and number of fire hydrants. They evaluate the number of fire hydrants within 1 '/2 miles of each fire station. • Station #1, being Alpharetta station where our truck is located at this time, we receive no credit for our vehicle being there because there are only three fire hydrants within 1 'h miles from that particular station. • He passed out a copy of a map showing the fire stations. • We currently have a 4/9 rating acquired from Fulton County. • ISO has indicated that 85% of Milton is covered so we will not have a split rating. • Stated that the homeowners in that "9" area will be positively impacted by this rating. • He is unsure as to the outcome for the remaining residents. • He stated we need to move the truck in fire station #1 into the area that has the most fire hydrants. The area is Deerfield and Highway 9 area. • He took a snapshot of all incidents the fire department has responded to over the last two years. The presentation map on the LCD shows the number of medical calls as well as the number of fire incidents we have responded to. • The number of incidents Milton responded to as a fire service in the last two years are within the Deerfield, Highway 9 area and up the East side of the city. These areas are where the majority of our calls come from. ftim • We can see on the map presentation where we need to start planning to put a new fire station in the future. • ISO does not dictate to us if we need to make the changes or how to spend our budget but the end result of the assessment will be the rating that we earn. Mayor Lockwood • Stated the ISO rating Milton has we inherited. The split rating of 4/9 from Fulton County. • We need to be aware that if that rating changes, we need to be supportive of our Fire Chief and our staff because there will be big difference to our citizens if the ISO rating comes in and goes up on fire insurance premiums. • We need to take proactive steps as it has a direct hit on our citizens. Councilmember Lusk • Asked if we can request for a re-evaluation from ISO as we make changes and upgrades. Chief Robert Edgar • He stated we are on a May — June evaluation schedule. • ISO will take from 6 to 8 months to complete and post the evaluation. • We will have the ISO report in the meantime available to us knowing what the changes are and we can immediately begin to make those changes and go back to ISO before the official posting to re-evaluate the corrected items. • He stated on an annual basis we can ask ISO to come back. Councilmember Thurman • She asked that assuming that we don't do something in the Deerfield area; our rating probably will increase from a "4". Chief Robert Edgar Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 15 of 16 • Stated that with the meetings with the ISO representatives is indicating that we need to move the truck to somewhere in the Deerfield area but cannot say for certain. Chris Lagerbloom • Stated our fire response today is so much better than it ever was but it does not fit into a formula. • Stated with 14 fire stations in Milton, we too could be an ISO "1" but it's doing the best with what we have and also playing the formula game to figure out how we put in to ISO's formula what is best for our citizens. Chief Robert Edgar • Stated that we are serving the public with truck #I being in station #I in Alpharetta. We are providing an excellent service. • Stated that one of our neighboring counties just completed an ISO rating and a few of the points that came back were that they needed five new fire stations, seventeen additional pieces of apparatus and personnel to staff that which is unrealistic. Councilmember Tart • Asked that even though we are serving the citizens with the Webb Bridge fire station as far as response time with Deerfield and Highway 9, we will not get credit for it as far as an ISO rating is concerned because the number of fire hydrants within 1 '/z miles. • Also asked if we are exploring grant opportunities for purchasing land in and around the Deerfield and Highway 9 area. Are there grant opportunities available to purchase land that we need to be exploring. Chris Lagerbloom • Stated we have not necessarily explored land acquisition grant funding. Typically if you have a piece of land in the grant funding that you can apply for is for the structure itself. • Stated the majority of the agencies in the state have lower ratings than we do today which will make us less competitive in a competitive environment to demonstrate this is a crisis. • Matt Marietta worked on stimulus funding for fire station replacement. • Stated grants are an opportunity but they are more appropriate to discuss in an Executive Session than in a public forum. • This ISO discussion was designed to get on your radar screen and we will talk in the future more systematically and repetitively until we get to the solution. Councilmember Zahner Bailey • Stated that the impact financially to the citizens as the Mayor mentioned varies depending on what the rate does. • Stated it would be helpful as part of our communication to our citizens as well as how we evaluate is if the rating were to go up or down by 1 or 2, if we could on a range of homes from $200,000 or up have some certain data point and balances that allow us to communicate to citizens what that impact means based on the value of their home both functional and financial assessment. • In terms of the immediacy of fire truck #I asked what the requirement under the Fire Code/Safety if we can place the truck in a non -fire structure (warehouse). Chris Lagerbloom '""�" • Stated it has to be a heated facility. • The #I fire truck is in the best location for our citizen's public safety. Chief Robert Edgar • Stated that his meetings with ISO, Milton is in good shape in regards to our fire protection we provide. We have some housekeeping issues dealing with records management but overall our personnel, training and equipment are in good shape. Work Session of the Milton City Council Monday, December 14, 2009 at 6:00 pm Page 16 of 16 NW.W Councilmember Zahner Bailey • Asked if we get benefit/credit from our cooperative agreements with some of the volunteer corporations within Cherokee County that are just over the line. Chief Robert Edgar • Our greatest benefit is with Alpharetta and the agreement we have them. • Stated we have a mutual aid agreement with all the counties. We can only benefit or earn credit if we have a written mutual aid agreement such as we do with Alpharetta. After no further discussion, the Work Session adjourned at 9:52 p.m. Date Approved: January 20, 2010. l �Z l2 Sudie AM Gordon, Interim City Cler Joe Lock o , ay r