Columbus, Georgia

Georgia's First Consolidated Government

Post Office Box 1340
Columbus, Georgia, 31902-1340
(706) 653-4013
fax (706) 653-4016

Council Members

MINUTES

COUNCIL OF COLUMBUS, GEORGIA

WORK SESSION

MARCH 27, 2007





The regular monthly Work Session of the Council of Columbus, Georgia was

called to order at 9:01 A.M., Tuesday, March 27, 2007, in the Council Chambers

on the Plaza Level of the Government Center, Columbus, Georgia. Honorable W. J.

Wetherington, Mayor, presiding.



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PRESENT: Present other than Mayor Wetherington and Mayor Pro Tem Evelyn Turner

Pugh were Councilors R. Gary Allen, Wayne Anthony, Mike Baker, Berry Henderson,

Julius H. Hunter, Jr., Charles E. McDaniel, Jr., and Evelyn Woodson. City

Manager Isaiah Hugley, City Attorney Clifton Fay, and Deputy Clerk of Council

Sandra Davis were also present. Councilor Jerry ?Pops? Barnes took his seat at

the Council table at 9:07 a.m. and Councilor Glenn Davis took his seat at the

Council table at 9:09 a.m.



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ABSENT: Clerk of Council Tiny B. Washington was absent.



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INVOCATION: Offered by Reverend Dequindre Hardnett- Revelations Missionary

Baptist Church.



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PLEDGE OF ALLEGIANCE: Led by students from Blackmon Road Middle School, winners

of the MCSD Helen Ruffin Reading Bowl.

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GEORGIA POWER:



Mayor Wetherington recognized the presence of Ms Jackie Lowe, Georgia

Power Vice-President of West Region. Ms. Lowe approached the rostrum and

introduced Mr. Robin Watkins who was present with her. She expressed thanks to

the Administration and staff for being a partner with Georgia Power Company in

the aftermath of the recent storm for restoration. She provided statistical

information on the number of customers that had no power and the number of

transmission structures that were damaged. She also expressed appreciation to

Public Safety for their assistance to Georgia Power in their efforts to

restoring power to the community.



Ms. Lowe then presented tokens of appreciation with one being a letter

from the President and CEO of Georgia Power, Mr. Mike Garrett. She read the

letter in its entirety and presented it to Mayor Wetherington. She also

presented to the Mayor and Council a replica of an Oscar for outstanding

service.

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MINUTES: Minutes of the February 13, 2007 meeting of the Council of the

Consolidated Government of Columbus, Georgia were submitted and approved upon

the adoption of a motion made by Mayor Pro Tem Turner Pugh and seconded by

Councilor Woodson which carried unanimously by those ten members of Council

present for this meeting.

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CONSENT AGENDA:



THE FOLLOWING ITEMS WERE SUBMITTED AND APPROVED BY THE COUNCIL PURSUANT TO

THE ADOPTION OF A MOTION MADE BY MAYOR PRO TEM TURNER PUGH AND SECONDED BY

COUNCILOR WOODSON, WHICH CARRIED UNANIMOUSLY BY THOSE TEN MEMBERS OF COUNCIL

PRESENT FOR THIS MEETING:



A Resolution (134-07) - Excusing Councilor Glenn Davis from the March 20,

2007 Council Meeting.



A Resolution (135-07) - Excusing Mayor Pro Tem Turner Pugh from the March

20, 2007 Council Meeting.



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THE FOLLOWING ITEMS WAS DELAYED AT THE REQUEST OF CITY MANAGER HUGLEY

UNTIL THE BRIEF PRESENTATION WAS PROVIDED DURING THE WORK SESSION

AGENDA:





A Resolution - Authorizing a request for the Board of Water Commissioner

of Columbus, Georgia and the City of Phenix City to enter into a Mutual Aid

Agreement to allow greater flexibility in the event of an emergency and the

water system is severely damaged or rendered inoperable.

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See Below the final action taken on this resolution.



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EXECUTIVE SESSION:



City Manager Hugley requested a brief executive session on litigation and

a personnel matter.

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WORK SESSION:



FINANCE UPDATE:



City Manager Hugley pointed out that there were some questions regarding

debt collection agreement at the last Council Meeting and this topic would be

included in the Finance Update, as well as the draft write-off policy. He

advised that Ms. Lou Comer with the Georgia Municipal Association is also

present to respond to any questions.



Ms. Pam Hodge, Interim Finance Director distributed a handout to the Mayor

& Council, which was entitled Columbus Consolidated Government Unaudited

Quarterly Revenue Report, FY-2007 Third Quarter.



Interim Finance Director Pam Hodge first addressed the debt collection

practice, at which time, Interim Finance Director Hodge explained that there is

one Collection Supervisor and three collectors, and they are responsible for

all of the billing and collection for that area, which includes the following:

landfill, ambulance, demolition, lot clearings, risk management, coroner

transports, burial permits, Hazmat permits, false alarms and miscellaneous

billings. She pointed out that there is not a lot of time for the employees to

be true collectors. She suggested that a debt collection agency be used to

work those accounts that the staff has been unable to collect on, after

exhausting all of their means.



City Manager Hugley called attention to Revenue Discovery Systems

qualifications in debt collection; particularly, in specializing in

municipalities. He said another option would be to go out for a RFQ (Request

for Qualification) and then requested some direction from Council. Mayor Pro

Tem Turner Pugh requested a staff to provide a defined timeline as to how debt

collection is going to be handled within City government and at what point in

time would collections be turned over to an external collection agency. She

suggested that the Council could use the debt collection agency recommended by

GMA (Georgia Municipal Association) to go ahead and focus on those accounts

approaching the four-year limitation and have a local agency working on debt

collections; there is nothing prohibiting us from using both. She advised that

a meeting has been scheduled with the Clerk of Municipal Court and the

Marshal?s Office, as well as the City Attorney, to see what input they could

have in dealing with debt collection. She reiterated that the company would

only get paid if they collect. She urged that the Council needs to make a

decision on dealing with debt collection on those accounts that are reaching

the four-year statute of limitation.



City Manager Hugley briefly explained the timeline established by the

Interim Finance Director for going after those debts internally and after that

120 day period, we would have exhausted our efforts and prepared to turn it

over to a debt collection agency.



In response to Councilor Allen, Interim Finance Director Hodge explained

that only lot clearing and demolition accounts provide the opportunity for the

City to put a lien on the property. She also briefly described the skip trace,

which is a software mechanism that collection agencies use to gain access to

different databases that provide the names and addresses across the country and

the City does not have access to those types of records.



Councilor Allen requested to be provided with the number of accounts that

are reaching the four-year statute of limitation. He reiterated some comments

made by Mayor Pro Tem Turner Pugh regarding contracting with this collection

agency to address those accounts reaching the four-year mark and put out a RFP

to allow other collection agencies to apply.



Ms. Lou Comer, Georgia Municipal Association, came forward to respond to

questions from Councilor Anthony regarding techniques used to collect the

unpaid debt; such as, liens, garnishments, etc. and what is the appeal process

for someone is upset with the collection agency. She spoke of the aggressive

collection procedure used in Gwinnett County while she was employed in their

Tax Commissioner?s Office. She addressed one instance of someone requesting an

appeal, which consisted of the person having communications with the Tax

Commissioner. She said other than that, she is not aware of an appeal process

for someone to talk about their debt. She mentioned that thus far, she has not

experienced with RDS (Revenue Discovery System) any complaints from anyone that

was contacted by the agency.



Councilor Woodson said that in listening to the comments from the members

of Council, there appears to be a consensus to go ahead and allow Revenue

Discovery Systems to begin the process with those accounts reaching the

four-year statute of limitation. Councilor Woodson then moved approval to

enter into an agreement with Revenue Discovery Systems for debt collection and

to have the City Manager put together an RFP to send out into our local

government to see if there is anyone else qualified to assist in collecting the

debt. Seconded by Councilor Barnes and approved unanimously by those ten

members of Council present for this meeting. (This action approved the

resolution listed below.)



A Resolution (136-07) - Authorizing the City Manager to enter into an

agreement with PRA Government, LLC dba Revenue Discovery Systems as part of an

aged receivables management program offered through the Georgia Municipal

Association, inc., for the collection of aged receivables.



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Councilor Davis suggested adding an additional fee to the account once it

has to be sent to a collection agency. He then asked City Attorney Fay

questions regarding the four-year statute of limitation. City Attorney Fay

advised that once a legal action is filed; then, the right to pursue that debt

is preserved, but that is typically the last resort to file some sort of legal

action before the four-year time frame expires.



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City Manager Hugley said that Interim Finance Director Hodge would

continue with the finance update; since, there are no further questions on the

debt collection. He pointed out that the Council did receive an email

yesterday evening; however, Interim Finance Director Hodge distributed around

the table a revised document this morning.



Interim Finance Director Hodge provided an update on how matters of

concern by the auditors were addressed as outlined in the Management Letter

from Albright, Fortenberry & Ninas, LLC and whether the matter has been

completed or still in process. She called attention to the write-off policy

that would be coming forward for Council?s approval.



Mayor Pro Tem Turner Pugh asked about how the new procedures for the

landfill working, at which time, Interim Finance Director said that they are

working well. She briefly commented on the new process.



Interim Finance Director Hodge then made reference to the handout entitled

Columbus Consolidated Government Unaudited Quarterly Revenue Report, FY-2007

Third Quarter. She went into details in outlining this report, providing

information on the operation funds and highlighting some specific funds.



City Manager Hugley also commented on the report as provided by Ms. Hodge

and pointed out that it is our plan to continue to bring a financial update

every fourth Tuesday on the Work Session Agenda.



Councilor Henderson requested that the staff provide the Financial Update

Report in a hard copy on Fridays proceeding the monthly work session for each

member of Council.



Councilor Anthony requested that the staff provide by the third Tuesday of

the month, a one-page summary of the accounts.



City Manager Hugley said that next week, we could send another draft copy

of the write-off policy early so the Council would have time to review it. He

anticipated that it would be listed on the agenda next week.



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COLUMBUS WATER WORKS:



City Manager Hugley recalled that there is a resolution on the Mayor?s

Agenda for a Mutual Aid Agreement. He called on Mr. Billy Turner to make his

presentation. He said after the presentation, the Council could decide whether

to approve the resolution or not.



Mr. Billy Turner, Columbus Water Works, came forward and provided a power

point presentation regarding the Mutual Aid Agreement with Phenix City. He

said the agreement is between Columbus and Phenix City dealing with mutual aid

with regard to supplying water to each other in the event of an emergency. He

pointed out that there is a connection between the two systems and could

provide somewhere around eight to ten million gallons of water in the event

that there is an emergency and we would each reimburse the other one for the

cost of that water. He recalled the recent storm that could have potentially

impacted the water system severely had the storm continued another three or

four hours.



Councilor McDaniel moved approval. Seconded by Mayor Pro Tem Turner Pugh

and carried unanimously by those ten members present for this meeting. (This

action approved the resolution listed below as provided on the Consent Agenda.)



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A Resolution (137-07) - Authorizing the Board of Water Commissioners of

Columbus, Georgia and the City of Phenix City to enter into a Mutual Aid

Agreement to allow greater flexibility in the event of an emergency and the

water system is severely damaged or rendered inoperable.



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Councilor Woodson requested the Administration to bring forth in our work

session a presentation that outlines the process of what the citizens need to

do when there is a storm and the water and sewage backs up into their homes.

Mr. Turner pointed out that there is a process that is followed by the Columbus

Water Works, but we could review that process in the format for which the

Council desires.



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RECOGNITION FOR MAYOR PRO TEM TURNER PUGH:



Mayor Wetherington announced that Mayor Pro Tem Turner Pugh has been

selected by the Mayor?s Commission for Unity and Diversity for the 2007

Distinguished Woman Award. He pointed out that last Thursday night, Mayor Pro

Tem Turner Pugh became the eighth woman to be inducted to the Columbus

Distinguished Women Hall of Fame. He then congratulated her for being bestowed

with this honor.



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CLEANING OF CREEKS:



City Manager Hugley announced that Mr. Riggs would be retiring May 1, 2007.

He then called on Director of Public Services Rufus Riggs to come forward with

the presentation on the cleaning of the creeks.



Director of Public Services Rufus Riggs, recalled that the staff was asked

to bring to the Council the processes of cutting creeks. He then made the

following presentation as outlined below:



The primary reason to cut and clean ditches/creeks is to facilitate the flow of

storm water and reduce flooding.

Managing storm water requires the maintenance of storm systems by removing

obstacles that reduce or restrict the flow of water.





Removing obstacles

Cutting/cleaning open ditches and creeks.

Cleaning inlets and storm water pipes.

Repair and replacing storm water pipes.



DEPARTMENT MANDATE

?All creeks/ditches cut/cleaned twice annually.

?All detention ponds cut/cleaned twice annually.

?Watersheds cut once annually.





How large is this scope of work?



Type 10? Wide Area Fence to Fence

Drainage easements 1,600 Acre 3,200 Acre

City Owned ditches/creeks 180 Acre 360 Acre

Detention Ponds 65 Acre 65 Acre

Watersheds 15 Acre 15 Acre



It takes 12 months of vigorous cutting to complete the twice-annual cycle.





Options To Cutting Frequency



?Continue current practice; cut and clean ditches/creeks to enhance the flow of

water only.



?Begin cutting all underbrush from fence to fence and clean for aesthetics and

flow of water.



?Estimated time to cut from fence to fence is 18 months.





City Manager Hugley reiterated that in order to maintain the current

frequency, we would need more employees or more prison labor; otherwise, it

would increase in frequency to about 18 months. Director of Public Services

Riggs called attention to the shortage in prison labor. He explained that

prison labor is not an option because they are not there. He said that we

would need more employees to continue the current frequency.



Mayor Pro Tem Turner Pugh pointed out that a majority of the complaints

are about the creeks that are often deeper with the undergrowths growing up

through people yards or the problem with rodents. She then suggested spraying

those creeks. Director of Public Services Riggs explained that most of us are

more concerned with the flow of water then with the cutting a couple of times a

year. In response to spraying the creek, Director of Public Services Riggs

advised that it would have to be done approximately every three months. He

also pointed out that herbicides are used now to retard the growth until it

could be cut again but we would have problems trying to get around to all of it.



Councilor Allen asked questions regarding the lack of prison labor, at

which time, Director of Public Services Riggs responded that there are so many

agencies that use prisoners; until, they are used up. Councilor Allen then

requested the staff to provide a list of all of the agencies that utilize

prison labor. He also requested that the staff look into the process of

privatizing the more complicated or difficult areas of clearing the creeks for

the upcoming budget sessions.



Director of Public Services Riggs concluded his presentation with the

following outline:



Where do we want our priority?

?Enhance storm water flow.

?Improve appearance of ditches/creeks from fence to fence.

Recommendation:

Continue to use resources to maximize storm water flow to reduce flooding.



Councilor Henderson requested that the staff check into the cost to have a

vendor just handle the spraying of the herbicides to retard the growth, which

would avoid putting on additional staff or hiring a company to do the cutting.



Director of Public Services Riggs summarized the direction he has received

by stating that the department would continue its current practice and look for

vendors and get a price to extend the cutting to go from fence to fence.



Councilor Henderson called attention to the Pine Mountain Soil and Water

Conservation District that we are a part of and they have an organization that

could provide a resource, as well as, the Two Rivers Research and Conservation

District. Director of Public Services Riggs advised that



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City Manager Hugley maintained that we have five more presentations listed

on the Work Session Agenda; however, due to the timing, he would suggest that

we only address one more item. The decision was made to address the Panhandle

Road next.



PANHANDLE ROAD:



Planning Department Director Rick Jones came forward and provided the

following power point presentation:



Road Project Estimated Construction



Brown/Peacock Avenue Intersection FY-07

Veterans Parkway - Old Moon to Turnberry FY-09

Brown Avenue Bridge FY-09

Whittlesey Road FY-09

Farr Road Long Range

Old Cusseta Road Long Range

Moon Road - Whittlesey to Veterans FY-07

Schomburg Road FY-07



Common Roadway Projects Problems

Funding

Timing

Impact on Existing Development

Staying Ahead of the Development Curve

Recognizing Opportunities



Background Information

Development around the Pratt Whitney site to intensify over the next several

years



Approximately 1,800 homes will be contained in this area, with another 340

acres available for development, and Garrett Road as the only access



June 2006, Thayer Properties rezoned property along U.S. 80 (Macon Road) for

single family residential



Background Information

Jackson-Burgin also owns property adjacent to the Thayer property, with plans

for residential development



Development Authority has plans to develop site north of PCI and will require

access to US 80 (Macon Road)



PCI has a ?right of access? to US 80



Window of opportunity exists to develop a spine road that will service all of

these developments



Proposal

Develop a two lane roadway of approximately 6,000 feet, to alleviate potential

traffic problems in the panhandle area of the community



A MOU would be developed with Thayer/Burgin, Willis Plantation, Precision

Components (PCI) and the Development Authority to construct roadway



Roadway would provide another outlet to the residential development in the area





Proposal

Thayer/Burgin would provide the necessary engineering for the roadway



Willis would dedicate the land needed for the roadway



City would construct the roadway at a cost not to exceed $1.5 million



Cost of roadway could be carried over two fiscal years so as to minimize impact

to budget

This project is not identified in the Long Range or Transportation Improvement

Program



Project would be the sole responsibility of the City



A funding source will have to be identified



Mayor Pro Tem Turner Pugh called attention to the traffic problems on St.

Mary?s Road. She pointed out that this problem is in existence now and not

?potential? for traffic issue. She maintained that until St. Mary?s Road is

widened, it would be hard for her to consider doing something in another part

of the community that has a potential.



Councilor Henderson commented on the approximately 1800 homes that are

proposed to be constructed on Macon Road around the Pratt and Whitney site. He

then asked questions regarding the curb cuts with Director of the Planning

Department Jones responding to the questions. Councilor Henderson then agreed

that we are going to have to find funding to widen St. Mary?s Road. He

continued by saying that the difference in potential housing and housing that

is already there is that if we could make an adjustment on this one and prevent

another St. Mary?s Road from happening with curb cuts on Macon Road; then, it

is worth pursuing.



Councilor Allen requested that the staff think about a bond issue to lump

together some of the much needed road projects to get them completed. He also

made comments regarding the bad situation that would be created with the 1800

homes moving forward.



Mayor Pro Tem Turner Pugh reminded everyone of the five new subdivisions

that are being constructed off of St. Mary?s Road. She maintained that we do

not need to wait on DOT (Department of Transportation) to get St. Mary?s Road

widened.



Councilor Anthony suggested some creative funding to get it all done. He

asked if it is a revenue bond could we use paving fund money to pay for the

bond. He said those are the types of things he would like for us to discuss.



Councilor Davis agreeing with the concept of a bond issue requested the

staff to provide an analysis of what it would take to do a bond issue for road

projects. He recalled that there are several roads in some of the other

districts that need to be done as well as St. Mary?s Road and proceeded to name

two in his district and are as follows: Whitesville Road between the bank and

Double Churches, Moon Road between Weems Road and New Whittlesey Road.



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COLUMBUS PARK CROSSING:



Councilor Henderson requested that the staff check with the developers to

see if they would consider putting in four-way stop signs for the interior

movement of the traffic at Columbus Park Crossing.



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City Manager Hugley said that due to the time, we would bring back the

food service contract at the Civic Center for next week at a Pre-Council

Briefing.



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EXECUTIVE SESSION:



City Manager Hugley requested a brief executive session on litigation and

a personnel matter. Councilor Henderson made the motion to allow the Council

to go into executive session. Seconded by Councilor McDaniel and carried

unanimously by those ten members present for this meeting.



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COUNCIL WORK SESSIONS:



Councilor Henderson requested that the staff look more into quality then

quantity and let?s just focus on three items on the Council Work Session Agenda

to allow the necessary time to present the information.



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GARBAGE DUMPING:



Councilor Hunter requested that the staff check into an email that was

sent to the Administration regarding a constituent who has been complaining

about his business being used as a dumping ground for refuge and garbage and

report back what has been done to alleviate that situation.



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At 11:11 a.m., the Council adjourned its regular session to allow the

Council to go into an executive session.



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At 12:43 p.m., the regular meeting was reconvened, at which time, Mayor

Wetherington announced that the Council did meet in executive session to

discuss potential litigation and a personnel matter, but there were no votes

taken.



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INSURANCE CLAIMS:



City Manager Hugley announced that the insurance commissioner would be in

Columbus. Reading from a document, City Manager Hugley read ?Insurance and

Safety Fire Commissioner John W. Oxendine invites consumers in the Columbus,

Georgia area to meet with him and his staff tomorrow evening to discuss any

problems or concerns they may have with insurance claims related to the March

1, 2007 tornado. Consumers who wish to file a complaint with the Department of

Insurance are asked to bring copies of their claims filed. He pointed out that

the date is Tuesday March 27, 2007, located at Brookstone School, 440 Bradley

Park Drive, and the time is 6:30 ? 8:30 p.m. He advised that he received this

information on yesterday.



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SPENCER HOUSE:



City Manager Hugley announced that Mr. William Madison wanted the Mayor

and Council to know that they are going to be meeting at the Spencer House on

March 31, 2007 at 11:00 a.m. to 4:00 p.m.



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With there being no other business to come before the Council, Mayor Pro

Tem Turner Pugh made a motion for adjournment. Seconded by Councilor Woodson

and carried unanimously by those ten members of Council present for this

meeting, with the time being 12:45 p.m.





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Sandra T. Davis, DCMC

Deputy Clerk of Council

The Council of Columbus, Georgia











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