Minutes of Hahira Council Meetings for July, 2010
HAHIRA CITY COUNCIL
WORK SESSION
JUNE 28, 2010
6:30 P.M.
COURTHOUSE
Mayor and Council met for a Work Session June 28, 2010 at the Courthouse with Mayor Wayne Bullard presiding.
PRESENT:
Mayor Wayne Bullard, Councils: Mayor Pro Tem Adams, Ralph Clendenin, Bruce Cain, Terry Benjamin, City Manager Jonathan Sumner, Police Chief Terry Davis, Fire Chief Dwight Bennett, Director Donnie Warren.
ABSENT: City Clerk Belinda Chappell
REVIEW/CORRECTION OF MINUTES:
A.) June 01, 2010 Work Session
B.) June 03, 2010 Council Meeting
Mayor Bullard asked if there were any questions concerning the minutes. Mayor Pro Tem Adams stated a correction was needed in the Council Meeting minutes on a misspelled name, and also a couple of grammatical errors were needed to be corrected in the Council Meeting minutes. City Manager Sumner stated those corrections would be made.
REVIEW OF BILLS/ BUDGET OVERAGES:
Mayor Bullard asked if there were any questions concerning the bills. Mayor Pro Tem Adams stated she had not received a vendor report since the 16th of June. City Manager Sumner stated there had not been any checks processed since the last report sent. Mayor Pro Tem Adams stated her question regarding the expenditures for the Fire Department was answered by the City Manager.
PUBLIC HEARINGS:
A.) HA-2010-01 Set-Back Variance Request by Hahira United Methodist Church (Planning and Zoning Administrator)
City Manager Sumner stated to Mayor and Council that Mr. Matt Martin with the Valdosta Planning and Zoning Commission would be attending the Council Meeting on Thursday night to discuss this item on the agenda.
B.) HA-2010-02 Parking Lot Variance Request by John Bailey (Planning and Zoning Administrator)
City Manager Sumner stated to Mayor and Council that Mr. Matt Martin with the Valdosta Planning and Zoning Commission would be attending the Council Meeting on Thursday night to discuss this item on the agenda.
C.) Charter Modification (Last Reading- City Manager)
City Manager Sumner stated to Mayor and Council he had not received any corrections on draft three from Mayor and Council which he had given to Council at the last meeting. Mayor Pro Tem Adams stated she had a few corrections that needed to be made. Adams stated she had asked that the wording of the General Assembly be added to the new charter. Adams stated she thought that section 7.60 of the charter should be placed underneath the title and also section 2.17 of the charter be corrected. City Manager Sumner stated to let him know of any changes that needed to be made to the charter, and he would do so. Sumner stated he would have the corrections made to the charter and have a new draft for Council at the Thursday night meeting. Adams stated she was concerned with the changing of the districts in the charter. City Manager Sumner stated he would review when the changes needed to be made, and that he felt the citizens needed more time before changing the districts. Sumner stated the charter would have to re-amended if the districts changed. Sumner stated the district description was not listed in the 1912 charter, and now was the time to make changes if Council chose to do so. Councilman Cain stated he was concerned with the City Attorney’s recommendation on the districts. Sumner stated he had spoken to Rob Plumb, the City Attorney concerning the district description, and he felt it was a good idea to include the description of the districts. Sumner stated that Mayor and Council had the power to leave the charter description in the charter or take out the charter description.
DISCUSSIONS:
A.) Charter Resolution (City Manager)
City Manager Sumner stated the substantive changes to the structure of government with respect to the, residency requirements, the terms of office and the appointment power, in the event of a vacancy of less than 12 months were stated in the resolution. Sumner stated a passage of the resolution would facilitate a request as prescribed in the code of Georgia to be able to get the General Assembly to make those changes and pass it during the next Legislative session. Sumner stated those three changes would be requested to be passed in action of the General Assembly next year.
B.) FY2011 GDOT LMIG Program (City Manager)
City Manager Sumner stated this was a new version of LARP which means they help cities repair and resurface streets that are in bad condition. Sumner stated he had the list that Council had given him of the streets that were in need of repairing. Sumner stated that Grace Street was in need of repairing and or resurfacing. Sumner stated he needed some type of indication as to what street Council would like to be placed as first priority on the list to send to LMIG. Mayor Pro Tem Adams stated she liked the list that they were provided in their Council packets. Councilman Cain stated he felt Tillman Street was in need of repair. Sumner stated that Tillman Street was a good street to add to the list for repairing, but it was not a residential street. Councilman Clendenin stated he was concerned if LMIG would pave more than one street a year. City Manager Sumner stated LMIG would only pave one street per year. Sumner stated the list Council was provided would be the list to send to LMIG, unless Council had changes by the Thursday night’s meeting.
C.) Proposed Ordinance Regulating Use of Unmetered Water ( Mayor Bullard)
City Manager Sumner stated to Mayor and Council the information he had provided Council in their packets about regulating use of unmetered water would have some changes made to it after speaking with the City Attorney. Sumner stated he should have an updated copy for Council with the City Attorney’s comments included by the Council meeting on Thursday night. City Manager Sumner stated once the ordinance was presented in final form, a copy could be sent to affected entities to make them aware. Mayor Bullard stated the City needed to set some type of guideline on the use of unmetered water. City Manager Sumner added that EPD had mandated that the City be held accountable for the water usage.
D.) Dump Site (Mayor Bullard)
Mayor Bullard stated to Council that the dump site had stopped taking household garbage at the site on Union Road. Councilman Clendenin stated he was concerned with how much money the City had spent in dumping fees for the site. City Manager Sumner stated the City had spent around $5000 dollars on dumping fees so far for the year. Mayor Bullard stated his main concern was that citizens had stopped taking their excess household garbage to the site.
E.) Proposed Closure of Puett Drive (Mayor Bullard)
Mayor Bullard stated to Council that Danny Drew, with Drew Apiaries owned all the property in that area and he wanted the City to consider closing that street and he would start paying the taxes on the property. Mayor Bullard asked if Council had any objections on closing Puett Drive. Councilman Cain stated he was concerned with the house that faced Puett Drive. City Manager Sumner stated the house on Puett was facing Tillman Street. Mayor Bullard stated the owner of the house had a separate entrance way to access the property. City manager Sumner stated if Council had no objections to closing Puett Drive, a letter would be sent to Mr. Drew, and it could be voted on at the August Council meeting.
F.) Tap Fees (City Manager)
City Manager Sumner stated to Mayor and Council he recommended extending the current pricing of $1500 for a ¾ inch water tap and $1500 for a ¾ inch sewer tap until the end of the year. Sumner stated the City of Hahira had not seen any type of increase in building, so he recommended the tap fees should remain the same. Councilman Clendenin stated he was concerned with when the new apartment complex would be coming into Hahira and the taps that they would need for the apartments. City Manager Sumner stated he had spoken with the developers of the apartments, and they were in the process of getting the 57 unit apartment complex approved for building, but had no definite date of construction. Councilman Clendenin stated he recommended the tap fees be increased back to $2500 for water and $2500 for sewer on a ¾ inch tap. Councilman Clendenin stated the Proprietary fund needed the revenue. City Manager Sumner stated there could be more discussion on the tap fees on Thursday night at the Council meeting.
DEPARTMENT REQUESTS:
A.) Sale of Surplus Property (Chief Davis)
Chief Davis stated to Mayor and Council he needed to get an updated inventory list on the surplus property and would have this ready on Thursday night at the Council meeting.
B.) Purchase of Uniforms SPLOST VI (Chief Davis)
Chief Davis stated to Mayor and Council the Police Department did not buy uniforms last year for the officers and they were desperately needed this year. City Manager Sumner stated this purchase could be a SPLOST eligible expenditure.
There being no further business to discuss, the meeting adjourned at 7:45 P.M.
________________________
Mayor, Wayne Bullard
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City Clerk, Belinda Chappell
HAHIRA CITY COUNCIL
COUNCIL MEETING
JULY 01, 2010
7:30 P.M.
COURTHOUSE
Mayor and Council met for a Council Meeting July 01, 2010 at the Courthouse with Mayor Wayne Bullard presiding.
PRESENT:
Mayor Wayne Bullard, Councils: Mayor Pro Tem Adams, Terry Benjamin, Ralph Clendenin, City Manager Jonathan Sumner, Police Chief Terry Davis, Fire Chief Dwight Bennett, Director Donnie Warren, City Attorney Rob Plumb
ABSENT: Councilman Bruce Cain and City Clerk Belinda Chappell
CALL TO ORDER: Mayor Wayne Bullard
ESTABLISH QUORUM: Mayor Wayne Bullard
PLEDGE OF ALLEGIANCE: Mayor Wayne Bullard
INVOCATION: Councilman Terry Benjamin
REVIEW/CORRECTION OF MINUTES:
A.) June 01, 2010 Work Session
B.) June 03, 2010 Council Meeting
Mayor Bullard asked if there were any questions concerning the minutes. City Manager Sumner stated the corrections were made to the June 03, 2010 Council Meeting minutes. There were no other questions concerning the minutes. Mayor Bullard asked for a motion. Mayor Pro Tem Adams made a motion, seconded by Councilman Clendenin, vote was unanimous.
REVIEW OF BILLS/ BUDGET OVERAGES:
Mayor Bullard asked if there were any questions concerning the bills. Mayor Pro Tem Adams stated the questions she had regarding the bills on Monday night at the Work Session were answered. Mayor Bullard asked for a motion. Councilman Benjamin made a motion, seconded by Mayor Pro Tem Adams, vote was unanimous.
PUBLIC HEARINGS:
A.) HA-2010-01 Set Back Variance Request by Hahira United Methodist Church (Planning and Zoning Administrator)
Matt Martin with the Valdosta Planning and Zoning Commission stated to Mayor and Council that Hahira Methodist Church was requesting a setback variance due to the expansion of the Church. Martin stated there were two phases to the expansion. Mayor Bullard asked if there were any questions. Mayor Pro Tem Adams stated she was concerned with phase two of the plans for expansion. Adams stated she understood that phase two would bring the Church back into the required regulations. Martin stated that the parking standard for Churches was based on the main capacity for the seating area of the Church, which is usually the sanctuary, but the proposed expansion of the Church is going to hold more people than the sanctuary, which in turn the parking lot needs to be expanded as well. Martin stated the Planning Commission reviewed the request at the meeting on Monday night and it was approved unanimously. Mayor Bullard asked if there was anyone wishing to speak against. There was no one wishing to speak against. Mayor Bullard asked if there was anyone wishing to speak in favor. There was no one wishing to speak in favor. Mayor Bullard asked for a motion. Councilman Clendenin made a motion, seconded by Mayor Pro Tem Adams, vote was unanimous.
B.) HA-2010-02 Parking Lot Variance Request by John Bailey (Planning and Zoning Administrator)
Matt Martin with the Valdosta Planning and Zoning Commission stated to Mayor and Council that this request was for a variance for on street parking. Martin stated the requirements and the site plan were included in their packets. Martin stated that Mr. Bailey was seeking to construct four spaces on Marshall Street. Mayor Bullard asked if there were any questions. Councilman Clendenin stated he was concerned with the use of the buildings. Mr. Martin responded the buildings would be used for storage buildings. Mayor Pro Tem Adams had questions about the site plans. Mr. Martin stated the site plans included space for offices plus restrooms, in addition to the storage facility. Martin stated after reviewing the request, Staff recommended denial for the parking lot variance, due to the City of Hahira’s ordinance regulations. John Bailey stated to Mayor and Council that a few months ago, the mini storage facility was approved by Mayor, Council and the Planning and Zoning Commission. Bailey stated all he was requesting was a variance for four parking spaces on Marshall Street. Mayor Bullard asked if there was anyone wishing to speak against. There was no one wishing to speak against. Mayor Bullard asked if there was anyone wishing to speak in favor. John Bailey residing at 5561 Sumner Road Hahira was in favor. James Turner residing at 201 N. Hall Street was in favor. Tim Coombs, business owner at 307 W. Lawson Street was in favor. Mary Turner residing at 201 N. Hall Street was in favor. Mayor Pro Tem Adams stated she would like the City Manager’s recommendation on the variance request. City Manager Sumner stated he reviewed the case and he did not see any issues with the on street parking request for this location. Sumner stated he did not have any objections with recommending approval for the variance request. Mayor Bullard asked for a motion. Councilman Clendenin made a motion, seconded by Councilman Benjamin, vote was unanimous.
C.) Charter Modification (Last-Reading –City Manager)
City Manager Sumner stated to Mayor and Council the charter modification had been discussed at the May and June meetings. Sumner stated he had provided Council a copy of the 4th draft that included the changes that Mayor Pro Tem Adams proposed on Monday night at the Work Session. Sumner stated the City had not received any comments from the public regarding the modification. Sumner stated the three substantive changes were not included in the charter. Mayor Pro Tem Adams stated she would like to hear the City Attorney’s recommendations on including the description of the districts in the charter. City Attorney Rob Plumb stated that there was only two times that a City could have the districts redrawn and that was when the City annexed property in, and or, after the ten year sentences were completed. Plumb stated the procedure for changing the voting district was the same as the procedure for amending the charter. Plumb stated he felt it was best to leave the description of the districts in the charter and then if they needed to be redrawn, the charter could be amended at that time. City Manager Sumner stated the proposed changes from draft three to draft four had been made. Mayor Bullard asked if there was anyone wishing to speak against. There was no one wishing to speak against. Mayor Bullard asked if there was anyone wishing to speak in favor. There was no one wishing to speak in favor. Mayor Bullard asked for a motion. Mayor Pro Tem Adams made a motion, seconded by Councilman Benjamin, vote was unanimous.
D.) Utility Ordinance Amendment Regulating Use of Un-metered Water (First-Reading- City Manager)
City Manager Sumner stated to Mayor and Council that there were a couple of small minor changes made to the existing ordinance to clarify the wording in the ordinance. City Manager Sumner stated that the City Attorney had reviewed the ordinance and suggested the changes be made. Rob Plumb, the City Attorney stated he added some language to clarify that the ordinance was talking about obtaining water from a non-metered location. Councilman Clendenin stated he was concerned with how the City would be able to monitor the water usage from a non-metered location. City Manager Sumner stated there was a device that could be attached to the location that would measure the flow of water that was being used. Mayor Pro Tem Adams recommended that all of the City’s fire hydrants had a back flow prevention device on it. City Manager Sumner stated he would get some price quotes on the back flow prevention device for the hydrants. City Manager Sumner read the Utility Ordinance to Mayor and Council. Mayor Bullard asked if there was anyone wishing to speak against. There was no one wishing to speak against. Mayor Bullard asked if there was anyone wishing to speak in favor. There was no one wishing to speak in favor. Mayor Bullard asked for a motion. Councilman Benjamin made a motion, seconded by Mayor Pro Tem Adams, vote was unanimous.
CITIZENS TO BE HEARD:
There were no citizens to be heard.
DISCUSSIONS:
A.) Charter Resolution (City Manager)
City Manager Sumner stated to Mayor and Council that with legal council from GMA and legal council from Hahira’s City Attorney, a resolution was drawn to submit to the General Assembly with intent of amending three sections in the charter. Sumner stated the three substantive changes were the term of residency requirements; the Mayor shall be the elector of the City, and the basis for filling a vacancy. Sumner stated if the changes were approved tonight, it would be submitted to the Legislative Delegation and considered at the next General Assembly session. Mayor Bullard asked for a motion. Mayor Pro Tem Adams made a motion, seconded by Councilman Benjamin, Mayor Pro Tem Adams and Councilman Benjamin was in favor, Councilman Clendenin was opposed, motion carried.
B.) Moved to Consent Agenda
C.) Moved to 7D
D.) Removed
E.) Removed
F.) Tap Fees (City Manager)
City Manager Sumner stated to Mayor and Council that it was a unanimous decision back in December to keep the tap fees lowered to $1500 for water and $1500 for sewer on a residential tap. Sumner stated it was decided that the tap fees would be revisited on a quarterly basis of whether or not to raise the fee. Sumner stated he recommended extending the decreased fee of $3000 total fee, until December 31, 2010. Councilman Clendenin stated he was concerned with the details on the proposed apartment complex being built. City Manager Sumner stated that application was still pending but the chances were in favor of the apartments being built in Hahira. Mayor Bullard asked for a motion. Councilman Clendenin made a motion to decline extending the $3000 tap fees for water and sewer, seconded by Mayor Pro Tem Adams. Councilman Clendenin and Mayor Pro Tem Adams were in favor, Councilman Benjamin opposed. Motion carried. Mayor Bullard asked for a motion to accept the new tap fee of $5000. Councilman Clendenin made a motion, seconded by Mayor Pro Tem Adams, Councilman Clendenin and Mayor Pro Tem Adams was in favor, Councilman Benjamin opposed, motion carried.
CONSENT AGENDA:
A.) FY 2011 GDOT LMIG Program Priority List
B.) Purchase of Uniforms- SPLOST VI
Mayor Bullard asked if there were any questions concerning the consent agenda. Mayor Bullard asked for a motion to approve the consent agenda. Councilman Clendenin made a motion, seconded by Councilman Benjamin, vote was unanimous.
REPORTS:
Mayor Pro Tem Adams thanked Hahira Baptist Church for the appreciation luncheon that was held for the City employees and the elected officials. Adams thanked the volunteers that participated in the Great American Cleanup, and a special thanks to Jessica Crowe for arranging for the students from VSU to attend the cleanup. Adams thanked the volunteers that help with the Third Thursday event, and thanked the business owners for helping Emily Newkirk, Hahira’s Downtown Development Coordinator, with implementing plans for events and for helping beautify the City.
Councilman Benjamin thanked everyone for attending the meeting and thanked the Mayor, Council and all departments for continuing to do a great job. Benjamin thanked the City Manager, City Clerk and the interns for their hard work and wished everyone a Happy Fourth of July.
Councilman Clendenin stated he had heard no complaints for the month so everyone was continuing to do a great job for the City. Clendenin thanked the Mayor and Council for the hard work they do for the City.
City Manager Sumner wished everyone a happy and safe holiday. Sumner stated he appreciated the hard work from all of the staff and extended help received. Sumner asked that everyone keep Larry Newkirk, Emily’s father- in- law in their prayers. Sumner wished everyone a Happy Fourth of July.
Mayor Bullard thanked everyone for attending the meeting. Mayor thanked all the City employees for their hard work and the Hahira Baptist Church for the employee appreciation luncheon. Mayor asked that everyone keep Councilman Cain’s wife in their prayers and wished everyone a happy holiday.
Mayor Bullard asked for a motion to adjourn. Mayor Pro Tem Adams made a motion, seconded by Councilman Clendenin, vote was unanimous.
There being no further business to discuss, the meeting adjourned at 9:00 P.M.
_____________________
Mayor, Wayne Bullard
_______________________
City Clerk, Belinda Chappell