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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