Minutes of Hahira Council Meetings for the month of January 2009

HAHIRA CITY COUNCIL
WORK SESSION
JANUARY 5, 2009
6:30 P.M.
COURTHOUSE

Mayor and Council met for a Work Session January 5, 2009 at the Courthouse with Mayor Wayne Bullard presiding.

PRESENT:

Mayor Wayne Bullard, Councils: Mayor Pro Tem Adams, Terry Benjamin, Ralph Clendenin, Bruce Cain, City Manager Jonathan Sumner, Police Chief Terry Davis, Fire Chief Dwight Bennett, Director Donnie Warren, City Clerk Belinda Chappell.

　

REVIEW/CORRECTION OF MINUTES:

December 1, 2008 Work Session

B.) December 4, 2008 Council Meeting

Mayor Bullard asked if there were any questions concerning the minutes. There were no questions concerning the minutes.

REVIEW OF BILLS/BUDGET OVERAGES:

Mayor Bullard asked if there were any questions concerning the bills. There were no questions concerning the bills.

DISCUSSIONS:

Bid Opening for Sanitation Assets – Council Meeting (City Manager)

Mayor Pro Tem Adams stated she was concerned if there was any additional information concerning the sanitation assets. City Manager Sumner responded he had a copy of the advertisement for Council to review if needed. Sumner stated the bids had to be submitted by Thursday at 4:30 pm for Council to review at the Council Meeting. Councilman Clendenin stated he was concerned if the City needed to sell all of assets or should the City keep the assets for at least one year in case issues arose with the sanitation pickup. Sumner stated he recommended the City put the money collected from the sale of the sanitation assets in a separate account for future sanitation purchases if the City ever wished to get back into the service.

Consideration of Auditing Services (City Manager)

City Manager Sumner stated to Mayor and Council he had solicited bids for auditing services by the request of Council. Sumner stated the bids received were from Gary R. Zeigler, Henderson and Godbee, and Valenti-Rackley Accounting Firms. Councilman Clendenin stated he was concerned with items that were included in the Gary R. Zeigler invoice; these items included issues that he thought should be handled within City Hall. Sumner stated that all items on Zeigler invoices were services traditionally performed by the accountant. Council requested a detailed breakdown of the services each firm would provide. Sumner stated that he would have this by Thursday night for Council to review.

Consideration of Code Amendment to Allow for Liquor Pouring Licenses within the City (Mayor Bullard)

Chief Davis stated to Mayor and Council he had received an application for an alcohol pouring license from Minnie Stalvey, the owner of Courtyard Café. Davis stated a background check was performed on Mrs. Stalvey and nothing was found that would exclude Stalvey from receiving a liquor-pouring license. Davis stated the ordinance would have to be amended and measurements would have to be made to ensure the business was three hundred feet away from a public playground, church, or alcoholic treatment center operated by the State, County or the City. Sumner stated he would research the measurements from the business to the public park and the ownership of the park and report back to Council with the results.

Appointments to the Downtown Development Committee (City Manager)

City Manager Sumner presented to Mayor and Council recommendations for nominations for the Hahira Downtown Development Committee, these were recommended by Scott Purvis, Chairman of the HDDC. Sumner stated the nominations included Ms.Vickie Lindsey-Citizens Community Bank, Ms. Sharon Respess-Sew Blessed, Ms. Sandra Hall-Ameri-Med, Ms. Lynn Warren-Merle Norman, Ms. Tabitha Sumner-Feathering the Nest, Mr. Marshall Ingram-Citizen, Mr. Scott Sumner-Citizen, and Ms. Rose Adams-Hahira City Council. Mayor Bullard stated he thought Scott Purvis had done a great job with the committee and asked if there were any questions concerning the appointments. Mayor Pro Tem Adams stated she agreed that Scott Purvis had done a great job with the Downtown Development Committee. There were no questions from Council concerning the appointments.

Contract for 2009 City Elections (City Manager)

City Manager Sumner stated to Mayor and Council the contract for 2009 had not changed from the 2007 contract for elections. Sumner stated he needed direction from Council regarding the location of the polling place in Hahira. Sumner stated the Board of Elections had indicated that there was some confusion from citizens as to the location of the polling place, at the Courthouse or the Churches. Mayor Pro Tem Adams suggested placing signs in several locations letting citizens know where the polling place was to be held, to lessen the confusion. Sumner stated Council needed to agree on a location and he would report back to the Board of Elections with the decision.

Condition of Dilapidated Downtown Warehouses (Mayor Pro Tem Adams)

Mayor Pro Tem Adams stated to Mayor and Council several of the warehouses around Hahira were dilapidated and needed to be inspected by the substandard housing inspector. Adams stated these warehouses were a health hazard to citizens and were unsafe. Sumner stated to Mayor and Council he would have an update on the agreement with the Substandard Housing Inspector and have that to Council by Thursday night’s meeting.

DEPARTMENT REQUEST:

Renewal of Contract between Spray Field Hay Harvester and City (PWD Warren)

Director Warren stated to Mayor and Council he had requested to continue using Mr. Tom Bayless for the Spray Field Hay Harvesting. Sumner stated if Council agreed, they would renew the contract with Mr. Bayless for the Spray Field Harvesting for another year. Councilman Clendenin stated he was concerned with the amount that was paid to the City for the hay harvesting. Sumner responded Mr. Bayless doesn’t pay the City, in return for harvesting the hay and keeping the Spray Field maintained, he keeps the hay that was harvested.

 

Winter Training Conference (Chief Davis)

Chief Davis stated to Mayor and Council the Georgia Association of Chiefs Conference was January 26th through January 28th 2009. Davis stated the conference was a mandatory training class for chiefs to attend and the conference would be held in Atlanta Georgia at the Omni Hotel.

Clerk’s Training Conference (City Clerk)

City Clerk Belinda Chappell stated to Mayor and Council the Municipal and County Clerks training was February 15th through February 18th 2009. Chappell stated the training classes were required classes for City Clerks certification and the conference would be held in Athens Georgia at the University of Georgia Center of Education.

EXECUTIVE SESSION:

Mayor Bullard asked for a motion to enter into executive session for the purpose of discussing personnel. Councilman Clendenin made a motion, seconded by Mayor Pro Tem Adams, vote was unanimous.

Mayor Bullard asked for a motion to come out of executive session and enter back into the regular meeting. Councilman Benjamin made a motion to exit executive session and enter back into the regular meeting and authorize the Mayor and City Clerk to sign the affidavit certifying that the only thing discussed in executive session was personnel, seconded by Mayor Pro Tem Adams.

There being no further business to discuss, the meeting adjourned at 7:45 P.M.

 

________________________

Mayor, Wayne Bullard

________________________

City Clerk, Belinda Chappell　

CITY OF HAHIRA
COUNCIL MEETING
JANUARY 8, 2008
7:30 P.M.
COURTHOUSE

Mayor and Council met for a Council Meeting January 8, 2008 at the Courthouse with Mayor Wayne Bullard presiding.

　

PRESENT: Mayor Wayne Bullard, Councils: Mayor Pro Tem Adams, Terry Benjamin, Bruce Cain, Ralph Clendenin, City Manager Jonathan Sumner, Police Chief Terry Davis, Fire Chief Dwight Bennett, Director Donnie Warren, Attorney Rob Plumb, City Clerk Belinda Chappell.

　

CALL TO ORDER: Mayor Wayne Bullard

ESTABLISH QUORUM: Mayor Wayne Bullard

PLEDGE OF ALLEGIANCE: Mayor Wayne Bullard

INVOCATION: Mayor Wayne Bullard

REVIEW/CORRECTION OF MINUTES:

December 1, 2008 Work Session

December 4, 2008 Council Meeting

　

Mayor Bullard asked if there were any questions concerning the minutes. Mayor Pro Tem Adams stated she was concerned about who was to attend the Chamber Dinner on January the 27th. City Manager Sumner responded the City had reserved a table for 10 guests to attend which included the Mayor, Council, City Manager, Department Heads and the City Clerk, and if someone was unable to attend, Sumner stated he would like for the Downtown Development Coordinator to attend. Mayor Bullard asked if there were any other questions, there were no other questions concerning the minutes. Mayor Bullard asked for a motion to accept the minutes. Mayor Pro Tem Adams made a motion, seconded by Councilman Cain, vote was unanimous.

　

REVIEW OF BILLS/BUDGET OVERAGES:

Mayor Bullard asked if there were any questions concerning the bills. There were no questions concerning the bills. Mayor Bullard asked for a motion to accept the bills. Councilman Benjamin made a motion, seconded by Councilman Cain, vote was unanimous.

CITIZENS TO BE HEARD:

There were no citizens wishing to speak.

Election of Mayor Pro Tem:

Mayor Bullard stated he would like to keep Councilperson Rose Adams as his Mayor Pro Tem. Mayor Bullard stated Adams was able to attend meetings that he was unable to attend last year and she had done a tremendous job in fulfilling the position. Mayor Bullard asked the Council for their recommendation for the Mayor Pro Tem position. Council agreed that Adams was the best candidate for the Mayor Pro Tem position. Mayor Bullard asked for a motion to accept Councilperson Adams as Mayor Pro Tem. Councilman Clendenin made a motion, seconded by Councilman Cain, vote was unanimous.

Council Assignments:

Mayor Bullard stated he had the assignments for the Council. Mayor Bullard stated Councilman Clendenin would oversee the Water/Sewer and Sanitation Department, Councilman Cain would oversee the Fire Department, Councilman Benjamin would oversee the Parks/Recreation and Streets Department, and Mayor Pro Tem Adams would oversee the Police Department.

　

　

DISCUSSIONS:

Bid Opening for Sanitation Assets (City Manager)

City Manager Sumner stated to Mayor and Council the City had advertised for the sale of the sanitation assets and the bid closed on January 8th at 4:30 p.m. Sumner stated he had received one bid from Griffin Solid Waste. Sumner stated Griffin had prepared a bid for the purchase of the garbage truck, metal dumpsters, and the polycarts and the total bid came to $95,000 dollars. Mayor Bullard asked for a motion to accept the bid from Griffin Waste. Councilman Clendenin made a motion, seconded by Mayor Pro Tem Adams, vote was unanimous.

Consideration of Auditing Services (City Manager)

City Manager Sumner stated to Mayor and Council he had collected additional information regarding the breakdown of charges for auditing services from Gary R. Zeigler P.C., Henderson and Godbee and Valenti /Rackley Accounting Firms. Mayor Pro Tem Adams stated the auditor was responsible for overseeing all of the financial aspects of the City. Adams stated the City should wait to change auditors after the software issues and other financial procedures had been resolved. Adams stated Gary R. Zeigler P.C. had more experience with the Incode software than the other Accounting Firms from which the City had received bids. Adams stated she believed that if the City stayed with Zeigler, the accounting and software issues could be resolved in the FY2009. Mayor Bullard asked the City Manager which Auditor he recommended. Sumner stated he professionally recommended Valenti and Associates. Councilman Clendenin stated it wouldn’t be wise to change accounting services at the time until the City had all the accounting and software issues resolved. Councilman Benjamin stated he was concerned if any of the other Accounting Firms had experience with the Incode software system. Sumner responded Henderson and Godbee stated their firm was not directly familiar with the Incode software, but Valenti and Associates were working with the City of Remerton, who was currently using the Incode software. Mayor Bullard asked for a motion. Councilman Benjamin made a motion to contract with Valenti and Rackley Associates for Auditing Services. Mayor Bullard asked for a second, there was no second, motion died. Mayor Bullard asked for a motion. Councilman Clendenin made a motion to continue the contract with Gary R. Zeigler P.C. for Auditing Services, seconded by Mayor Pro Tem Adams, Councilman Clendenin and Mayor Pro Tem Adams in favor, Councilman Cain and Councilman Benjamin opposed, Mayor Bullard abstained from voting, motion did not pass. Mayor Bullard asked for a motion. Councilman Cain made a motion to postpone the consideration of the Auditor until the February meeting, seconded by Councilman Clendenin, vote was unanimous.

Consideration of Code Amendment Regarding Pouring Licenses Within the City (Mayor Bullard)

Mayor Bullard asked the City Manager for an update regarding this issue. Sumner stated to Mayor and Council there was no stipulation within the code or the State Law that prohibited the sale of alcoholic beverages within any proximity of a park. Sumner stated the wording in the City’s code stated public playground, not park. Sumner stated the issue of Courtyard Café being to close to a public park is no longer a concern. Sumner stated the code must be amended by Mayor and Council to reflect the sale of alcoholic beverages by the drink, just meaning beer and wine. Sumner stated a code amendment was needed before this issue could be voted upon. Mayor Pro Tem Adams stated she was concerned if the amended ordinance would limit the patrons to stay inside the establishment and not have the alcohol outside of the business. Mayor Bullard stated the City already had an ordinance in effect that prohibits having an open container on the streets of the City. Mayor Bullard asked for a motion to have the City Manager and City Attorney draw up an amendment to the City Ordinance regarding the pouring license. Councilman Clendenin made a motion, seconded by Councilman Cain, vote was unanimous.

　

Moved to Consent Agenda

Moved to Consent Agenda

Removed

　

Tap Fees (Mayor Bullard)

Mayor Bullard stated he would like to keep the tap fees at the reduced rate of $3000 dollars until the July 1, 2009. Mayor Bullard asked for a motion to extend the tap fees. Mayor Pro Tem Adams made a motion, seconded by Councilman Cain, vote was unanimous.

　

DEPARTMENT REQUESTS:

Moved to Consent Agenda

Moved to Consent Agenda

Moved to Consent Agenda

　　

CONSENT AGENDA:

Mayor Bullard asked for a motion to accept the Consent Agenda. Councilman Benjamin made a motion, seconded by Councilman Cain, vote was unanimous.

　　

PROCLAMATIONS:

Martin Luther King Jr. Day (Mayor Bullard)

Mayor Bullard read the proclamation concerning Martin Luther King Jr. Day that will be observed in January 2009.

　　

REPORTS:

Councilman Clendenin hoped everyone had a good New Year and wished everyone a better year to come in 2009.

Councilman Cain hoped everyone had a good Christmas and New Year and thanked the Fire Department for responding to the accident on I-75 over the holidays.

Councilman Benjamin stated it was a pleasure working with the Fire Department and said he was looking forward to the New Year ahead.

Mayor Pro Tem Adams thanked the Mayor for nominating her for the Mayor Pro Tem position; she said it was an honor. Adams thanked Fire Chief Bennett and his department for the quick response to the accident on the interstate during the holidays, she also thanked Police Chief Davis for helping with the planning of the painting of the Courthouse. Adams thanked Public Works Director Warren and his department for removing the Christmas decorations in a timely manner, and thanked the citizens of Hahira for letting her serve the community.

City Manager Sumner thanked Mayor and Council for the opportunity to serve and he is looking forward to another great year. Sumner thanked the department heads for the wonderful job they continue to do for the City. Sumner thanked the Senior Finance Clerk and the City Clerk for doing a great job with handling customers in the front office.

Mayor Bullard thanked the Council for their support during the year, Mayor thanked the City Manager for continuing to be his right hand man and all that he does for the City. Mayor Bullard thanked all the department heads for continuing to do a great job within the City. Mayor thanked Mrs. Chappell for coming in and filling the role of City Clerk, with the passing of Diane Bellflower last year who is solely missed.

There being no further business to discuss. Mayor Bullard asked for a motion to adjourn. Councilman Cain made a motion, seconded by Councilman Benjamin, vote was unanimous.

Meeting was adjourned at 8:30 P.M.

______________________

Mayor, Wayne Bullard

______________________

City Clerk, Belinda Chappell


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