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HomeMy WebLinkAboutMinutes CC - 09/25/2017 - Regular Meeting MinutesRegular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 1 of 9 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. Official Meetings are audio and video recorded. The Regular Meeting of the Mayor and Council of the City of Milton was held on September 25, 2017 at 6:00 PM, Mayor Joe Lockwood presiding. INVOCATION Pastor Jerry Dockery Crabapple First Baptist Church, Milton, Georgia CALL TO ORDER Mayor Joe Lockwood called the meeting to order. ROLL CALL Councilmembers Present: Councilmember Thurman, Councilmember Kunz, Councilmember Lusk, Councilmember Hewitt, Councilmember Longoria, and Councilmember Mohrig. PLEDGE OF ALLEGIANCE (Led by Mayor Joe Lockwood) APPROVAL OF MEETING AGENDA (Agenda Item No. 17-239) Motion and Vote: Councilmember Hewitt moved to approve the Meeting Agenda with the following change: • Add an Executive Session to discuss potential land acquisition. Councilmember Kunz seconded the motion. The motion passed unanimously (7-0). Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 2 of 9 PUBLIC COMMENT CONSENT AGENDA 1. Approval of the Financial Statements and Investment Report for the Period Ending August 2017. (Agenda Item No. 17-240) (Bernadette Harvill, Finance Director) 2. Approval of a Professional Services Agreement between the City of Milton and Kimley-Horn and Associates, Inc. to Provide an Update to the Trail Master Plan. (Agenda Item No. 17-241) (Carter Lucas, Assistant City Manager) 3. Approval of a Professional Services Agreement between the City of Milton and Atlas Geographic Data, Inc. for GIS Cadastral Conversion Services. (Agenda Item No. 17-242) (Alicia Newberry, GIS Manager) 4. Approval of an Agreement between the City of Milton and Crabapple Merchant Association Regarding Responsibilities and Obligations Related to the Co -Hosting of Crabapple Fest. (Agenda Item No. 17-243) (Courtney Spriggs, Community Outreach Manager) 5. Approval of a Task Order to Provide Freemanville at Providence Pre -Construction Support Services. (Agenda Item No. 17-244) (Carter Lucas, Assistant City Manager) 6. Approval of the following Subdivision Plat: Name of Development / Location Action Comments / # Total Density lots Acres 13805 Cowart Road Minor 3 Lots 5.60 .53 Lots / acre Plat (Agenda Item No. 17-245) (Kathleen Field, Community Development Director) 7. Approval of an Agreement and Addendum between Fulton County and the City of Milton, Georgia for a Community Development Block Grant Program, 2017 Public Service Contract. (Agenda Item No. 17-246) (Ken Jarrard, City Attorney) Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 3 of 9 Motion and Vote: Councilmember Lusk moved to approve numbers 1-6 of the Consent Agenda and move number 7 to New Business. Councilmember Thurman seconded the motion. The motion passed unanimously (7-0). REPORTS AND PRESENTATIONS 1. Proclamation Recognizing Cambridge Youth Lacrosse Appreciation Day. (Councilmember Bill Lusk) FIRST PRESENTATION 1. Approval of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Establish the Ad Valorem Tax Rate of the City of Milton or Fiscal Year 2017; and for Other Purposes. (Agenda Item No. 17-247) (Stacey Inglis, Assistant City Manager) Motion and Vote: Councilmember Kunz moved to approve the First Presentation Item. Councilmember Lusk seconded the motion. The motion passed unanimously (7-0). PUBLIC HEARING 1. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt Amendments to the Fiscal 2017 Budget for Each Fund of the City of Milton, Georgia, Amending the Amounts Shown in Each Budget as Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No. 17-233) (First Presentation September 13, 2017 Regular City Council Meeting) (Bernadette Harvill, Finance Director) Bernadette Harvill, Finance Director We go through this process every year at this time to shore up our books to account for actual revenues received and expenditures made throughout the year compared to the projections that were made in the budget. We have had several revenue changes this year mainly due to the fact that we will have a late billing cycle for the 2017 tax year. Some of the major changes are: • Reduction in formulating $600,000 to taxes. • Franchise fee revenues are coming in lower than anticipated so we are requesting a decrease of $80,000. Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 4 of 9 • Local option sales tax is trending higher than projected so we are anticipating an additional $158,000 than the original projection. • Land disturbance permits and building permits are down so we are requesting a decrease in those line items of $140,000 and $95,000, respectively. • Court fines and forfeitures are lower than anctipated so we are requesting a decrease of $70,000 for that line item. Additionally, you will see in the revenue section that there are certain revenues that are directly tied to specific expenditure line items and we have asked for an increase in revenues and a corresponding increase to the specific expenditure line item that correlates to it. An example is insurance proceeds for other damages or total losses and this goes to increase the vehicle repair maintenance or replacement line item in the general fund or the capital projects fund. We also have the ticket sales for Party on the Plaza which went to directly increase the general supplies account in the Community Outreach Department to pay for the 10 -year celebration activities. For expenditures, as you know, this year we opened the new City Hall and we knew where to budget certain items but other items we were not sure what department budget they would be coming out of so a decision was made at the original budget time to set aside $165,000 in the general government building department. So, at this time, we are asking to amend the budget to put those funds throughout different departments including General Administration and Information Technology to cover some of the expenditures related to opening up City Hall. Similarly, we averaged the cost of benefits per employee at the beginning of the year and so you will see requests throughout several departments indicating the actual higher cost of benefits per employee than originally anticipated. You will see those adjustments throughout the general fund. In the Public Works Department, there is a request to remove $94,000 from the general fund to the capital projects fund. This is to account for the parcel realignment project. The funds that were not used for the community septic initiative will be moved into the capital projects fund for the trail masterplan. We are also taking the impact fee funds and allocating them across the projects that we will be spending them on. The Greenspace Bond Fund is a new fund this year. It will be set up to account for the proceeds from the greenspace bond as approved by the voters. All of the funds are going to the land conservation expenditure line item. So, when the Milton Greenspace Advisory Board decides to purchase property, it will come out of this fund. Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 5 of 9 2. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt the Fiscal 2018 Budget for Each Fund of the City of Milton, Georgia Appropriating the Amounts Shown In Each Budget as Expenditures, Adopting the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No. 17-234) (Discussed at the August 14, 2017 City Council Work Session) (First Presentation at September 13, 2017 Special Called City Council Meeting) (First Public Hearing Held September 13, 2017 Regular City Council Meeting) (Stacey Inglis, Assistant City Manager) Stacey Inglis, Assistant City Manager This is the proposed budget for FY18. The expenditures and revenues are balanced at $31,840,240.00. This accounts for the late billing of property taxes for 2017. A 3% increase market adjustment for employees is included in this budget. Health insurance costs are included in this budget. We are changing plans from Blue Cross/Blue Shield to Cigna as a cost savings effort. I have added another M&O initiative request which is in front of you tonight. This came in at the last minute. It is a program that GMA provides for cities that are members of GMA. It is for telecommunications and right-of-way management. They will go through and audit our telecommunications or any type of franchise fees that we have currently to see if we are getting everything that is due to us. So, if any utility companies are using our right-of-way to provide services to their customers, they are required to pay a franchise fee to the city. They will look at that and also review any telecommunication agreements that we currently have in place to see if there are any additional revenues, for example, cell tower leases etc. This is a request of $9,630 for one year of service. I feel confident that we will receive more than that amount in additional revenues they may find for us. ZONING AGENDA (None) UNFINISHED BUSINESS Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt Amendments to the Fiscal 2017 Budget for Each Fund of the City of Milton, Georgia, Amending the Amounts Shown in Each Budget as Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. ORDINANCE NO. 17-09-328 (Agenda Item No. 17-233) (First Presentation September 13, 2017 Special Called City Council Meeting) (Public Hearing at September 25, 2017 Regular City Council Meeting) (Bernadette Harvill, Finance Director) Motion and Vote: Councilmember Hewitt moved to approve Agenda Item No. 17-233. Councilmember Mohrig seconded the motion. The motion passed unanimously (7-0). Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 6 of 9 2. Consideration of an Ordinance of the Mayor and Council of the City of Milton, Georgia, to Adopt the Fiscal 2018 Budget for Each Fund of the City of Milton, Georgia Appropriating the Amounts Shown In Each Budget as Expenditures, Adopting the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and Prohibiting Expenditures to Exceed Actual Funding Available. ORDINANCE NO. 17-09-329 (Agenda Item No. 17-234) (Discussed at the August 14, 2017 City Council Work Session) (First Presentation at September 13, 2017 Special Called City Council Meeting) (First Public Hearing Held September 13, 2017Special Called City Council Meeting) (Second Public Hearing Held September 25, 2017 Regular City Council Meeting) (Stacey Inglis, Assistant City Manager) Motion and Vote: Councilmember Thurman moved to approve Agenda Item No. 17-234. Councilmember Kunz seconded the motion. The motion passed unanimously (7-0). NEW BUSINESS 1. Consideration of a Resolution and Policy of the City of Milton Authorizing Certain Expenditures for Employee Award Banquets/Luncheons and Ceremonial Retirement Items. RESOLUTION NO. 17-09-443 (Agenda Item No. 17-248) (Ken Jarrard, City Attorney) Ken Jarrard, City Attorney Many other municipalities participate in memorialization or ceremonial appreciation for long time employees. This gesture can be accomplished through luncheons, banquets, or ceremonial retirement gifts upon the departure of an employee. This resolution asks for your approval of these types of gestures. It was my idea to bring this forward to you as a resolution because in government we always need to be mindful of gratuity type gestures because it is the taxpayer's money that we are spending. Many are aware of the enhancements that the city receives for this type of expenditure, to show appreciation, in employee morale, longevity, and an overall able and responsive workforce. Motion and Vote: Councilmember Kunz moved to approve Agenda Item No. 17-248. Councilmember Lusk seconded the motion. The motion passed unanimously (7-0). Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 7 of 9 The_ following Agenda Item No. 17-246 was moved by `notion and vote front the Consent Agenda to New Business. 2. Approval of an Agreement and Addendum between Fulton County and the City of Milton, Georgia for a Community Development Block Grant Program, 2017 Public Service Contract. (Agenda Item No. 17-246) (Ken Jarrard, City Attorney) Ken Jarrard, City Attorney This is a Community Development Block Grant agreement between the City of Milton and Fulton County. This agreement will ensure that the city will get our portion of these block grants that Fulton County is the principal sponsor. The total amount we will receive is $116,000. This agreement came to us on an expedited basis and we were able to review it. No matter which jurisdiction I am in, I do not like these agreements. They are full of a lot of things that either have very little applicability but can be traps for the unaware. I am recommending that the council approve this because Milton is a legitimate benefactor of CDBG funding; however, these contracts can be cumbersome. On the first page, we believe that the reference to the Drake House is an error so I am recommending that we strike through that line prior to sending it back to Fulton County. In addition, we will have to comply with all the federal sub -recipient regulations. We will also have to ensure we have the mandatory insurance obligations as referenced on pages 11 and 12. Pages 26, 27, and 28 are redundant and will, therefore, need to be removed. The information on those pages is referred to on pages 23, 24, and 25. Motion and Vote: Councilmember Thurman moved to approve Agenda Item No. 17-246 with the following attorney recommendations: • Delete reference to the Drake House on page 1, line 16. • Delete pages 26, 27, and 28. Councilmember Kunz seconded the motion. The motion passed unanimously (7-0). MAYOR AND COUNCIL REPORTS Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 8 of 9 STAFF REPORTS Department Updates 1. Community Development 2. Information Technology Kathleen Field, Community Development Director We are continuing to work on two initiatives. The first is the update to the Tree Preservation Ordinance. Our latest draft is available for the stakeholders meeting which will be held Wednesday night. We are also continuing to work on a Unified Development Code and are reviewing with the consultant the final diagnostic report that was based on input from your August work session. We are starting work on a text amendment that is a result of a moratorium that was put in place in the Deerfield Form Based Code to prohibit residential uses in the T6 Transect Zone. The extension of this moratorium will come before you with the public hearing on the October 16, 2017 meeting. Lastly, we have changed the process for reviewing preliminary plats. They will now go to the Planning Commission for their review and approval. Accordingly, we have two plats that will be following this process and will go before the Planning Commission on October 25, 2017. The first plat is on the southwest corner of Wood Road and Birmingham Highway which is 15 single family lots. The second plat is located at the intersection of Holly Road and Arnold Mill Road and is proposed for single family lots. So, those two plats will come through our new process. David Frizzell, IT Manager So, during the last quarter, IT has had just a few outages that affected Public Safety. The first one was on July 31, 2017 when Verizon had a regional outage that affected cell phone service; however, it did not affect internet service so the police officers on duty were not off line but could not make or receive cell phone calls. The other outage was on September 11, 2017 during Hurricane Irma when we had a battery back-up fail. Our power fluctuated in the Deerfield location and caused a few of our servers to go off line. The repair was made in about two hours. We are continuing to work on the Laserfiche implementation. Initially, Finance, City Clerk and Human Resources should be up and running soon. EXECUTIVE SESSION Motion and Vote: Councilmember Kunz moved to go into Executive Session to discuss potential land acquisition at 6:50 p.m. Councilmember Thurman seconded the motion. The motion passed unanimously (7-0). Regular Meeting of the Milton City Council Monday, September 25, 2017 at 6:00 pm Page 9 of 9 RECONVENE Motion and Vote: Councilmember Kunz moved to reconvene the Regular Meeting at 7:08 p.m. Councilmember Longoria seconded the motion. The motion passed unanimously (7-0). ADJOURNMENT (Agenda Item No. 17-249) Motion and Vote: Councilmember Kunz moved to adjourn the Regular Meeting at 7:09 p.m. Councilmember Hewitt seconded the motion. The motion passed unanimously (7-0). Date Approved: October 2, 2017 Sudie AM Gordon, City Clerk Joe L kw ayor No Text