MINUTES
COUNCIL OF COLUMBUS, GEORGIA
REGULAR SESSION
FEBRUARY 12, 2013
The meeting of the Council of Columbus, Georgia was called to order at 9:05
A.M., Tuesday, February 12, 2013, on the Plaza Level of the Government Center,
Columbus, Georgia. Honorable Teresa Pike Tomlinson, Mayor, presiding.
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PRESENT: Present other than Mayor Tomlinson and Mayor Pro Tem Evelyn Turner
Pugh were Councilors Mike Baker, Glenn Davis, Berry Henderson, Judy Thomas, and
Evelyn Woodson. City Manager Isaiah Hugley, City Attorney Clifton Fay, Clerk of
Council Tiny B. Washington and Deputy Clerk of Council Sandra Davis were also
present.
Councilors R. Gary Allen and Bruce Huff took their seats at 9:08 a.m. and 9:09
a.m. respectively.
ABSENT: Councilor Charles E. McDaniel was absent.
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INVOCATION: Led by Reverend J. C. Harris, Mt. Pilgrim Baptist Church.
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PLEDGE OF ALLEGIANCE: Led by Dimon Elementary School Ambassadors.
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AUDIT REPORTS:
TRANSITION AUDITS OF THE CORONER?S OFFICE, THE PROBATE COURT, AND THE
COOPERATIVE EXTENSION
SERVICES:_______
___
Mr. John Redmond came forward and informed the Mayor and Council that there
are certain times that transitional audits are conducted ? when an elected
official leaves office or a department head or an executive within the city
government or one of its agencies.
CORONER?S OFFICE:
Mr. Redmond explained that this particular office had no cash funds so
there was no petty cash or any type of impress funds to be concerned with. He
said they did have some assets, with a detailed list of small equipments as
well as larger ones and we were able to verify those assets. He said he also
collected the purchasing cards from the outgoing coroner and returned to the
purchasing division of the Finance Department. He said there were no findings
on this office.
PROBATE COURT:
Mr. Redmond explained that he has confirmed all the fixed assets assigned to
the court, review and tested the cash handling policies, and verify the
accuracy of revenue and expense classifications. He also ensured that funds
collected in excess of expenditures are remitted to the City?s General Fund
each month. He reviewed the bank account reconciliations for each month of the
fiscal year and found those to be in order; and then review and analyze the
estate trust funds bank account. He said he did make two recommendations, one
regarding the dormant funds, and the other with regard to future estate trust
funds and the Probate Judge has agreed to implement the Auditor?s
recommendations.
UGA-COOPERATIVE EXTENSION SERVICE OFFICE:
Mr. Redmond explained that this office is a part of the University of
Georgia. He said petty cash fund held by the department was confirmed and in
place; verified that there were no fixed assets in excess of the City
Capitalization Policy, obtain copies of UGA Extension Services policy and
procedures and tested compliance and since their policy and procedures govern
the majority of their activities, operationally and financially, we only follow
the city on this that interact with the budget portion from the city. He said
he determined that each program maintain the checking account consistent with
their policy and that each account is reconcilable on a monthly basis; examine
the fees and expenditures for propriety with established UGA policies and
practices, and recommended closing a bank account for a now defunct program and
transferring those funds into the Family and Consumer Science Program that
provides similar services.
Mr. Redmond said he also found that one bank account by the Family and
Consumer Services recording and reconciliation is not consistent with UGA
policy, since they now do Quick Books online. He said this would be transition
with the new person coming in. He said the UGA policy and procedures require
each county office to be audited on an annual basis, however, the last audit
performed on the office covers the years of 2007 and 2008. He said he was able
to complete the report regarding compliance with policies and procedures. He
said management has agreed to install all recommended changes.
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Citing that the family is here, Councilor Thomas made a motion to call
forward the item #9 on the Clerk of Council?s Agenda. Seconded by Mayor Pro Tem
Turner Pugh and carried unanimously by those nine members of Council present
with Councilor McDaniel being absent from this meeting.
CLERK OF COUNCIL?S AGENDA:
THE FOLLOWING RESOLUTION WAS SUBMITTED AND EXPLAINED BY CLERK OF COUNCIL
WASHINGTON AND APPROVED BY THE COUNCIL:__________________________
A Resolution (47-13) approving the honorary designation for Old Cusseta
Road in honor of Rev. J.C. Harris.
Councilor Huff pointed out that the recommendation from the Board of Honor
stated that the honorary designation would be the same as that for the late Re.
Flakes, which is the entire 5th Street, but the packet stated for one block for
this designation. He said the church is however responsible for the signage.
He pointed out that the honor board says we would use Rev. Flakes as a guiding
post for doing this.
Councilor Thomas said the Honor Board might have contradicted themselves by
saying that ?as in the case of the late Rev. Flakes and designate just the
block adjacent to the church?. She said that is not the case for Rev. Flakes as
we did the whole street. She also pointed out that the resolution also states
in its entirety. Additionally, the next one that we are asked to do states just
the block. She said we have to decide which way we are going to go with this
and be as consistent as we can.
Councilor Henderson said the intent with Rev. Flakes was for an honorary
designation to be that section that immediately abutted the church property or
the entity that the individual was being honored for serving. Another reason is
that it is conceivable that over time, the may actually be two entities on the
same street and that both are deserving of an honorary dedication.
Responding to a question from Councilor Henderson, Councilor Huff said yes
he is requesting the entire street.
Councilor Woodson then suggested that staff contact the Engineering
Department to determine the best route to go in doing this. She said although
is does not change the street name; we do however want to make sure the signs
compliments the neighborhood aesthetically.
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Note: Councilor Barnes took his seat at the Council table during this portion
of the proceedings, with the time being 9:28 a.m.
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There were some additional discussions regarding these honorary
designations with regard to renaming the entire street or the block adjacent to
the church.
Councilor Allen said since we already have it on the table to go ahead with
the block, we should go ahead and approve it today, and then we can send it
back to the Board of Honor for clarification.
Mayor Pro Tem Turner Pugh then moved the motion to approve designating the
block adjacent to the church in honor of Rev. James Calvin Harris, Sr. Seconded
by Councilor Barnes. Councilor Thomas then pointed out that if we do it this
way, we could come back at a later time and extends it, if that is the wish of
Council.
City Manager Hugley said Council could proceed with the motion but allow
him to have engineering and public safety get together and look at the length
and be able to bring that back to the Council. He said this would not impact or
interfere with Council?s vote today for the honorary designation.
Councilor Huff said he would like to send this recommendation back to
consider, in the future, with length of service and contribution to the
community whether it would be designated as a block or the entire street.
Councilor Barnes requested to have his name added to the request of Councilor
Huff.
Councilor Barnes made a few remarks about Rev. Harris and his contribution
to the community and then pointed out that the Board of Honor gives a
recommendation and this Council is vested with the final decision. He said he
has an issue that he will address later regarding a recommendation from the
Board of Honor. He said there are a number of things this Council needs to
consider when we vest with a board to analyze the contributions that
individuals give. He said Council needs to revisit the parameters that we have
for the board as far as diversity is concerned.
Mayor recalled the motion and second to declare the block on which Mt.
Pilgrim sits in honor of Rev. J. C. Harris, which was carried by a vote of 8 to
1, with Councilor Huff voting no, Councilor McDaniel absent from this meeting,
and all others voting yes.
Mayor Tomlinson explained that this will go to the Honor Board for a review
and then it will come back to Council in the near future.
Deacon Lincoln Shipp came forward and made a few comments about Rev. Harris
and his service to the community.
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MAYOR?S AGENDA CONTINUED:
DISCUSSION:
URBAN SERVICES DISTRICTS ORDINANCE:
Mayor Tomlinson explained that this ordinance came up at our last meeting
when we had several members of the Real Estate Initiative Commission and the
Revenue Review Commission and one of the proposals that resulted from that
commission was for Council to adopt an Urban Service District as a tool to help
us fight blight in the community. She said Council has been provided a cover
letter by the co-chairs and also the draft ordinance, which has been reviewed
by our City Attorney and also a memo that summarizes that proposed ordinance.
She pointed out that the first several sections (A&B) are verbatim quoted
(except to put in the name Columbus, Georgia) from a Georgia State Statue that
recognizes, identifies, and sets up a criterion for the designation of areas of
blight.
Councilor Henderson explained that his understanding of this is that it
will allow us to or set the stage for us to push further and determine what, if
any urban service districts we decide to declare and after that, we would then
have the review authority over individual developers within the areas that we
designate.
There were some additional discussions with comments, concerns, and
questions from the mayor and members of Council, after which Assistant City
Attorney Lucy Sheftall came forward and explained that these are definitions
and standards for an enabling legislation and once a specific district is
designated, then you would have to meet one of these definitions to apply to
have the abatement for a specific project. The entire district will not
automatically get the abatement.
Responding to a question from Councilor Thomas, Ms. Carbajal, the Director
of Community Reinvestment explained that the Department of Housing and Urban
Development issues their own statistics that determines what the area medium
income is for this metropolitan statistical area. It adjusts base on family
size to be eligible as a low-income household.
Responding to a question from Councilor Huff, Assistant City Attorney
Sheftall explained that once an area is designated as a separate Urban Service
District, when Council sets millage rate every, a default millage rate will
apply to the entire district. She said all the abatement does is allow
reduction in millage if someone has a qualifying project approve by Council.
Responding to questions for clarification from Councilor Davis, Ms.
Sheftall explained that a district could not be contiguous, and as Mayor
Tomlinson pointed out, these standards were borrowed from the State
Redevelopment Law and they require contiguous districts and for ease of
administration, we need to do the same. The whole district has to be a
contiguous plot as well as the individual project being approved.
Ms. Sheftall explained that regarding the millage rate for newly created
Urban Service District, each year, Council would set a millage rate that will
apply to any property that has not applied for a special ten-year abatement.
Councilor Davis said he would like to ask Council to consider a
review/evaluation period, possibly every five years.
City Attorney Fay explained that when we create a district by an additional
specific ordinance for each district, we could specify the boundaries and
provide the conditions under which it would come into being and ceased to
exist. Mayor Tomlinson further pointed out that this is self-sun setting in
that when success is reached, you know longer meet the qualifications.
After a few minutes of additional discussion, Mayor Tomlinson recognized
the Co-chair of the Real Estate Investment Initiative Commission, Ms. Karl
Douglas. She also asked members of Council to submit their questions and
concerns about this process.
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CITY ATTORNEY?S AGENDA:
ZONING PUBLIC HEARINGS:
THE FOLLOWING ORDINANCE WAS SUBMITTED AND EXPLAINED BY CITY ATTORNEY FAY
AND A PUBLIC HEARING WAS HELD AS ADVERTISED:__________
An Ordinance ? Property located at 6601 Crystal Drive, is proposed for
rezoning from NC (Neighborhood Commercial) to GC (General Commercial) zoning
district. (1-CA-13-SW Crystal Drive, LLC). The proposed use is for general
retail (Dollar General Store). The Planning Advisory Commission and the
Planning Department recommend conditional approval.
PROPONENTS & OPPONENTS:
The petitioner was present, but did not make a presentation as there was no
one present to oppose this proposed rezoning.
City Attorney Fay said this would be voted on in two weeks.
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PUBLIC AGENDA:
THE FOLLOWING PERSON (S) APPEARED ON THE PUBLIC AGENDA AND PROVIDED IS A
SUMMARY OF EACH PERSON (S) COMMENTS:__________________________ __
MR. HAROLD ENCARNACION & MR. ROBERTO ARON, REPRESENTING THE TRI-CITY LATINO
FESTIVAL, RE: THE TRI-CITY LATINO FESTIVAL:____ __________________
Ms. Lisa Royal came for ward and provided the Mayor and Council with
information for the Tri-City Latino Festival, which is schedule to take place
on September 21, 2013, from 12:00 noon to 9:00 p.m., and it is free to the
public. She said the purpose and concept of the festival coincides with the
idea of One Columbus ? culture and diversity. Ms. Royal then introduced other
members of her organization ? Mr. Harold Encarnacion and Mr. Roberto Aron.
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MS. CARLA HAWKINS, REPRESENTING LIFE LINK, RE: ORGAN DONATION:
Councilor Barnes explained that Ms. Hawkins would like to reschedule her
appearance for March 12, 2013.
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MS. JESSICA DRAKE, REPRESENTING JUNIOR LEAGUE OF COLUMBUS, RE: THE JUNIOR
LEAGUE OF COLUMBUS? PROJECT PROM:________________________ ____
Ms. Jessica Drake said they are here to provide information about their
upcoming event ? Project Prom. This is where they give out dresses for free to
high school juniors and seniors and all junior and senior students are
welcomed. They must however, have their school identification card. She said
this is their third year hosting Project Prom and in the past they have given
away approximately 100 dresses in each of the last two years. She said this
year?s event would take place on March 2, 2013 from 8:00 a.m. ? 12:00 noon at
1313 13th Street.
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MR. NATHANIEL SANDERSON, RE: THE FUTURE OF THE CLAFLIN BUILDING:
Mr. Nathaniel Sanderson, 514 1st Avenue, Columbus, Georgia NAACP President,
said today is Founders? day and the 104th Anniversary of the NAACP as National
Organization. He said tomorrow is the local branch?s 74th Anniversary, but his
purpose for coming here to today is to speak with Council about the Claflin
Building. He asked if any environmental considerations/hazards were taken into
consideration for the money to refurbish that building. He then made some
additional comments regarding the historical significance of the building and
his concerns about the proposed use of the building.
City Manager Hugley explained that an assessment has been conducted and the
building does have asbestos. He did point out the Mr. Sanderson and the viewing
public that no decision regarding the future uses of that building has been
made. He said we are just going through the process ? the building was donated
for educational purposes back in the 1800?s and it was to be used solely for
educational purposes for the School District. When they would no longer use it
for educational purposes, and they have not used it for a number of years, it
would revert back to the City; and if the City were not going to use it for
educational purposes, it would revert back to the Federal Government. No
decision has been made regarding the future use of the building, but this
Council approved a resolution to allow the administration up to one year to
make a determination as to how we go forward with that building.
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MS. AUDREY HOLSTON PALMORE, RE: A REQUEST FOR HONORARY DESIGNATION FOR
RADCLIFF
AVENUE:____________
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Ms. Palmore came forward and made some comments about the future use of the
Claflin Building. She said her reason for being here today is that she is the
designated spokes person for the planners? of the honorary street designation
for Holston Lane/Way and asked for clarity as to the recommendation of the
Board of Honor, since her request has always been for a honorary street name
and not a designation marker. She also made a few comments about the process of
the Honor Board.
Councilor Huff requested to amend the Council?s agenda to call forward item
No. 10 on the Clerk of Council?s Agenda for a vote. Seconded by Councilor
Barnes and carried unanimously by those eight members of Council present with
Councilor Davis being absent for this vote and Councilor McDaniel being absent
from this meeting.
CLERK OF COUNCIL?S AGENDA:
THE FOLLOWING RESOLUTION LISTED ON THE CLERK OF COUNCIL?S AGENDA WAS
SUBMITTED AND EXPLAINED BY CLERK OF COUNCIL WASHINGTON AND APPROVED BY THE
COUNCIL:_
__
A Resolution (48-13) - Approving the honorary designation of Radcliff
Avenue in honor of Rev. Robert L. Holston.
Councilor Huff explained that Ms. Palmore?s concern is that she is
interested in the honorary designation signage discussed earlier and in the
minutes they (Board of Honor) spoke of a marker, but Ms. Palmore is seeking
clarification on whether this Council is voting on a marker.
Mayor Tomlinson pointed out that the Honor Board has recommended to Council
not for a street designation but for a marker; and Council has the authority to
do what they will in these regards.
Councilor Huff then made a motion that Council considers the designation of
one block on Radcliff Avenue in honor of Rev. Robert L. Holton; seconded by
Councilor Barnes.
Councilor Henderson said he agrees with Councilor Huff because it is clear
in the minutes that the intent on both honorary street names to be some
similarly to Rev. Flakes with the marker on the sign as an honorary location
for that block.
Mayor Tomlinson then recalled the motion and seconded to designate the
block in honor of Rev. Holston. With no further discussion, the motion was then
carried unanimously by those nine members of Council present, with Councilor
McDaniel being absent from this meeting.
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CITY MANAGER?S AGENDA:
Dr. James Worsley, Director Parks and Recreation came forward and provided
the following update on the status of the Natatorium: Mr. Worsley explained
that portions of his presentation would reference the notebook Council should
have received prior to today?s Council meeting:
AGENDA:
? Authority Update
? Third Party Management Update
? Parks and Recreation Revised Business Plan
Operations of Authorities in Columbus
Tab #1 in the notebook ? Mr. Worsley explained that there are currently eight
authorities in Columbus, Georgia and they have sent out a survey to gather more
information on how authorities operate.
Third Party Management Specifications
Tab #2 in the notebook ? Beginning on page 23.
Third Party Management Results ? Tab #3:
? Five companies (A, B, C, D, & E) submitted proposals to operate the
natatorium; however only four of them were eligible. The Evaluation Committee
members deemed the proposal submitted by Company E as ?non-responsive? to the
requirements of the RFP specifications.
? The Committee performed their initial evaluation and short-listed the two
highest-ranking vendors: Company A and Company B, who was invited to make oral
presentations and to be interviewed by the Committee.
? Company A made their presentation on January 11, 2013 and Company B on
January 15, 2013.
? After the presentations, the Committee performed a final vote. Company B was
the unanimous choice of the Committee.
THIRD PARTY MANAGEMENT RESULTS: COMPANY B
? The Committee deemed Company B the most responsive to the RFP specifications
for the following reasons:
? Company B has been in business since 1979 and has 33 years of pool
management. They also have experience in working with municipalities. In
addition, Company B has experience working with parks and recreation agencies
in Georgia and Mississippi.
? Company B fully displayed an understanding of the expected operations and
approach of the natatorium.
? Company B guarantees staff availability and provides a plan for staff
turnover. In addition, the organizational chart that was provided was clear and
concise.
? Company B has a fair cost proposal and seems to offer the best proposal for
the cost.
Name Company B
Personnel (Managerial/Salaried) $98,000.00
Personnel (Part Time/Hourly) $323,800.00
Personnel Pro Shop & Concessions $50,000.00
Merchandise for Pro Shop & Concessions $30,100.00
Accounting Function (Hardware, Software, Training, Installation) $61,400.00
Chemicals/Supplies $92,500.00
Total Cost $655,800.00
Revenue Projections (First Year) $468,090.00
PARKS & RECREATION REVISED NATATORIUM 3 MONTH BUDGET
Previous 3 Month Budget Current 3 Month Budget
$313,512 $231,448
We reduced start-up cost by:
? Reducing staff
? Decreasing contractual services
? Decreasing custodial and maintenance supplies
? Reducing administrative supplies
? Reducing operational cost
? Using vending machines to decrease merchandise for redistribution
3 Month Projected Revenue
Concession $0
Gate, Rentals & Programming $26,000
Meets $0
Totals: $26,000
Estimated Expenditures $231,448
Projected Revenue $26,000
(-) $205,448
PARKS & RECREATION REVISED NATATORIUM ANNUAL BUDGET
Previous Annual Budget Current Annual Budget
$2,158,872 $1,660,776
We reduced cost by:
? Reducing staff
? Eliminating the instructor fees
? Reducing operational cost
? Using vending machines to decrease merchandise for redistribution
Annual Projected Revenue
Concession $132,194
Gate, Rentals & Programming $600,000
Swim Meets $14,680
Total $746,874
Estimated Expenditures $1,660,776
Projected Revenue $746,874
(-) $913,902
NATATORIUM PROPOSED STAFF
Position Status Quantity
Natatorium Manager Full Time 1
Natatorium Supervisor Full Time 2
Natatorium Technician Full Time 1
Head Lifeguard Full Time 3
Natatorium Assistant Supervisor Part Time 2
Park Maintenance Worker I Part Time 2
Administrative Clerk Part Time 2
Head Lifeguard/Instructors Part Time 9
Lifeguard Part Time 15
Concessionaires/Lifeguards Part Time As needed
NATATORIUM ADVISORY COMMITTEE
Name Organization
Abeyta, Brian Aflac
Bell, Ronnie Boys and Girls Club
Belt, Tracy Recreation Advisory Board
Boggs, Valarie Girls Inc.
Gibson, Gary Dr. MCSD
Helmick, David Friends of the Natatorium
Johnson, Bob Dr. Recreation Advisory Board
Langford, Rebecca Muscogee Sports
Steele, David YMCA
Stewart, Michael Columbus Hurricanes
Tamlin, Verlyn Therapeutic Recreation
Webb, Genia Friends of the Natatorium
Wilder, Dena Special Olympics
RECOMMENDATION FOR THE OPERATIONS OF THE NATATORIUM:
COST COMPARISONS (ESTIMATES)
Authority Preferred Vendor Parks and Recreation
Personnel (Managerial/Salaried) $403,525 $98,000 $348,313
Personnel
(Part Time/Hourly) $611,327 $323,800 $611,327
Personnel Pro Shop and Concessions N/A $50,000 N/A
Merchandise for Pro Shop and Concessions $38,298 $30,100 $38,298
Accounting Function (Hardware, Software, Training, Installation) N/A $61,400 N/A
Operations/Chemicals $228,725 $92,500 $228,725
Utilities (*city funded) $434,112* $434,112* $434,112*
Total Cost (estimates) $1,715,987 $1,089,912 $1,660,776
Revenue Projections (1st yr)
(Estimates) $746,874 $468,090 $746,874
Projected Deficit $969,113 $621,822 $913,902
Less Utilities $1,281,875 $655,800 $1,226,664
Upon conclusion of his presentation, Mr. Worsley and City Manager Hugley
responded to questions and concerns from members of Council with regard to:
? Staffing and job description going to UGA.
? Starting date should contracted be awarded.
? Who will manage the facility from April thru June?
? Are employees of this vendor also employees of the City of Columbus, or the
vendor and are they in our health and retirement plan?
? Preferred vendor ? deficit between expenses and income, who pays the
difference?
? Public pool time.
? Figures provided are for 12 months.
? How are citizens? input translated to the committee for consideration?
? Thank you to Dr. Worsley and committee members for their hard work and
dedication in this effort.
? Point or time limit at which the contract can be negated.
? Disbursement of revenue and profit sharing
? Disparity in revenue projections ? 40% difference between the city?s
projection and that of the contractor.
? Primary use not intended to be a public swimming pool.
? Be aggressive in recruiting national/regional tournaments.
? Management software and hardware ? who keep that if the agreement terminates?
? Are there incentives to encourage the management company to keep cost down
and operate effectively?
A Resolution (49-13) ? Authorizing the procurement of aquatic facility
management services from USA Pools (Roswell, GA) to manage the Columbus
Natatorium, to include: staffing, water maintenance, supervision and
programming; as well as, Pro-Shop and Concession management. Operation is
scheduled to begin June 2013. The term of this contract shall be for five (5)
years, with the option to renew for five (5) additional twelve-month periods.
Contract renewal shall be contingent upon the mutual agreement of the City and
the Contractor.
Mayor Pro Tem Turner then made a motion to approve the resolution. Seconded
by Councilor Davis and carried unanimously by those nine members of Council
present, with Councilor McDaniel being absent from this meeting.
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THE FOLLOWING RESOLUTIONS LISTED ON THE CITY MANAGER?S AGENDA WAS SUBMITTED
AND EXPLAINED BY CITY MANAGER HUGLEY AND ADOPTED BY THE COUNCIL:___________
__
A Resolution (50-13) ? Authorizing the request to submit an application,
and if approved, accept a two year grant for $200,000 with a local match of
$50,000 for a total of $250,000 from the Department of Justice for Muscogee
County Adult Felony Drug Court.
Mayor Pro Tem Turner Pugh moved approval of the resolution. Seconded by
Councilor Allen and carried unanimously by those nine members of Council
present, with Councilor McDaniel being absent from the meeting.
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A Resolution (51-13) ? Authorizing the request to submit an application,
and if approved, accept $7,500 with no local match grant from the National
Recreation and Parks Association (NRPA) to operate Fox Community Garden Program.
Councilor Allen moved approval of the resolution. Seconded by Mayor Pro Tem
Turner Pugh and carried unanimously by those nine members of Council present,
with Councilor McDaniel being absent from the meeting.
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A Resolution (52-13) ? Authorizing the acceptance of donations in the form
of gift certificates, checks, and cash from sponsors and individuals for
purchasing supplies for the Empty Bowl event and authorizing the Columbus Parks
and Recreation Department to accept cash, check, and credit card donations
before and during the event for tickets to the event, auction pieces, and money
donations. 100% of funding will go to the Feeding the Valley for Kids Caf?
Program. Bowls will be sold after the event for donations as well.
Councilor Henderson moved approval of the resolution. Seconded by Councilor
Barnes and carried unanimously by those nine members of Council present, with
Councilor McDaniel being absent from the meeting.
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THE FOLLOWING FOUR PURCHASING RESOLUTIONS LISTED ON THE CITY MANAGER?S
AGENDA WAS SUBMITTED AND EXPLAINED BY CITY MANAGER HUGLEY AND ADOPTED BY THE
COUNCIL:
____
A Resolution (53-13) ? Authorizing the execution of Change Order 6 with
McMath-Turner Construction Company (Columbus, GA) in the amount of $12,500.00.
Per Resolution No. 145-11, Council authorized the execution of a contract with
McMath-Turner Construction Company for the asphalt removal, seeding and
landscaping project. McMath-Tuner Construction Company is unable to complete
this project due to the construction of the City Service Center and Natatorium
project, along with the road added behind the Natatorium and Library. The
Project Manager documents that all work associated with the City Service
Center, Natatorium and road projects have an estimated completion date of May
2013.
Mayor Pro Tem Turner Pugh moved approval of the resolution. Seconded by
Councilor Allen and carries unanimously by those nine members of Council
present, with Councilor McDaniel being absent from this meeting.
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Note: Councilors Allen and Barnes left the meeting during this portion of the
proceeding, with the time being 12:30 p.m.
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A Resolution (54-13) ? Authorizing the negotiation of a contract with HNTB
Corporation (Atlanta, GA) for a High Speed Rail Feasibility Study in
cooperation with the Georgia Department of Transportation and the Federal Rail
Administration.
Councilor Thomas said she saw on the Savannah, Georgia morning news that
Representative Craig Gordon has introduced House Resolution 174, which is a
request for a study of the viability of a high-speed rail line between Atlanta
and Savannah. The article seemed to indicate that there was a feeling that this
would pass the General Assembly and the General Assembly (State of Georgia)
would pay for such a study. She then asked if this was something that was on
our Legislative Agenda.
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Note: Councilor Henderson left the meeting during this portion of the
proceedings, with the time being 12:32 p.m.
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Mayor Tomlinson explained that we had a commission and there has been a
plan for some time to attempt gets a high-speed rail from Atlanta to Macon. She
said we had the funding through our L230 monies and we worked hand-in-hand with
the Department of Transportation.
Councilor Thomas requested that we (city) have a conversation with our
delegation that if there is any fall-out from this or any way hat we can be
involve in this or any funding we can receive from this that we pursue it. She
said we had approved in the budget for this fiscal year the $350,000 for the
feasibility study. She said we want to make sure our delegation does not forget
us in this regard.
Mayor Tomlinson recalled the motion and second on the floor to approve the
High-speed Rail Feasibility Study. With no further discussion, those six
members of Council present carried the motion unanimously, with Councilors
Allen, Barnes, and Henderson being absent for this vote, and Councilor McDaniel
being absent from this meeting.
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A Resolution (55-13) ? Authorizing the execution of a contract with Malone
Office Equipment Company (Columbus, GA) in the amount of $883,453.53 for
furniture, fixtures and equipment. Malone Office Equipment Company will provide
and install furniture in the City Services Center.
Councilor Thomas asked if there is any furniture that would be going with
the office that are moving or is all the furniture in the new Citizen Service
Center to be brand new furniture.
City Manager responded that it would be new furniture. Following up to
another question from Councilor Thomas, he explained that those spaces would be
reallocated at some point and the furniture is going to stay where it is.
Councilor Thomas said she would vote ?No? on this because we have to be
more cognizant of taxpayers? money.
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Note: Councilor Barnes returned to his seat during this portion of the
proceedings, with the time being 12:40 p.m.
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Following some additional discussion on the amount of money to be spent on
furniture for the new Citizen Service Center, Mayor Tomlinson recalled the
motion on the floor, which was carried by a vote of six (6) to one (1), with
Councilor Thomas voting no; Councilors Allen and Henderson being absent for
this vote, and Councilor McDaniel being absent from this meeting.
*** *** ***
City Manager Hugley explained that he is going to delay the Community
Reinvestment update and go ahead with the Flood Insurance and the Integrated
Waste.
BIGGERT-WATERS ACT (FLOOD INSURANCE REFORM ACT OF 2012):
Ms. Donna Newman, Director of Engineering came forward and stated that
Michael Burgess would do the presentation since he has been in communication
with representatives from FEMA and GMA trying to get the latest information
from them. She said this is just to inform Mayor and Council about changes in
the Flood Program and the rates homeowners are accustomed to paying on their
flood insurance and some of the houses built prior to the 1970s. She said a lot
of them have not seen the impacts as yet but it is coming and it can affect
people?s future home sales when they refinance and there is a new mortgage, it
will significantly change the amount of insurance. She said this was something
that was passed without any of our input or knowledge.
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Note: Councilor Davis left the meeting during portion of the proceedings, with
the time being 12:42 p.m.
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Mr. Burgess then came forward and the following was included in his
presentation:
FLOODPLAIN MANAGEMENT/INSURANCE TERMS
? Pre-FIRM - a structure was built before October 30,1970 (Columbus)
? Post-FIRM - a structure built after October 30, 1970
? Special Flood Hazard Area - ?Flood Zone?
? BFE - Flood Elevation
? NFIP - National Flood Insurance
PRE-FIRM INSURANCE SUBSIDIES
? Pre-FIRM Insurance Premiums before Bigger Water Act of 2012 (BW12) were
calculated using a single schedule
? Building?s elevation not a factor
? Residential, Multi-family, Non-residential structures were all accounted for
BW12 CHANGES TO NFIP (HOME/BUSINESS OWNERS)
? Signed into law by President Obama July 6, 2012
? Directs NFIP to begin the process of phasing out subsidies
? Initially - Rental property, business property, homes substantially damaged
or improved, etc.
? Eventually ? All at-risk Pre-FIRM properties will have their subsidies
premiums phased out.
? Allows for NFIP to raise premium rates up to 20% each year (previously, 10%
cap)
SUBSIDIES TO ACTUARIAL PREMIUMS (GRADUAL)
? Current Residential Policies
? Existing policies on Pre-FIRM structures (primary residences may be subject
to premium increases of up to 20% per year)
Mr. Burgess explained that the important part is if you live in your home
and you have an active mortgage, you can be subject to a floor insurance
premium increase of up to 25% per year. If you do not have a mortgage, you are
at your own risk because the federal government doesn?t have a vested inertest.
The federal government comes in because those mortgages are federally backed.
SUBSIDIES TO ACTUARIAL PREMIUMS (IMMEDIATE)
? Commercial Properties
? Second Homes (non-Primary Residences)
? Vacation Homes
? Rental Property
? Primary Residences (New Owner, Pre-FIRM in SFHA)
? The new owner must obtain an Elevation Certificate ($300-$350), new policy
premium will be based on a full-risk rating. Obtain coverage prior to closing.
COLUMBUS?S EXPOSURE
? Residential Properties upstream of Airport (Windsor Park)
? Properties adjacent to channelized section of Lindsay Creek (study underway)
? Commercial Buildings in the MLK Jr. Blvd, 10th Ave area
? Downtown Commercial Buildings (AH Zone)
Following the conclusion of Mr. Burgess? presentation, he, along with Ms.
Newman responded to questions and concerns from members of Council.
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Note: Councilor Davis returned to his seat during this portion of the
proceedings, with the time being 1:05 p.m.
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INTEGRATED WASTE ? UPDATE:
Ms. Pat Biegler, Director, Public Works came forward and provided the
following on the City?s Integrated Waste:
INCREASE DISPOSAL FEES AT LANDFILL
STATUS:
? ELIMINATE RESIDENTIAL LIMIT
? WENT INTO EFFECT JULY 1, 2012
? TONNAGE DOWN
? REVENUE UP
Status: July ? December
Putrescible and Construction Inert Waste
PINE GROVE GRANITE BLUFF & OXBOW MEADOWS
2011 4,712 tons $119,879 2011 2,911 tons $42,358
2012 4,138 tons $136,420 2012 1,1765 tons $45,717
-574 tons +$ 16,541 -1,146 tons +$ 3,359
Reduce Eliminate Saturday Hours at Landfill
- Status
? went Into Effect July 1, 2012
? Full Time Operator on Compactor
? Utility Bills Down
Review/Revise Chipper Contract
-Status
? Will be Purchasing Chipper - $650,000
FY-13 Financing
? Needed for Composting
? Budget Has Been $300,000/ Year
For 22,000 Tons
? Contract Funded for Only $125,000 this fiscal year
Increase Pick-up and Sticker Fees
- Biological Waste Disposal
? Fewer Using Our Service
- Commercial Pick up Rates
? No Issues
? Increased Revenue
- Downtown per Bag Fee
? No Issues
? Increased Revenue
Audit Accounts
- Customer Billing List Using GIS
? Route Supervisors Have Marked Up About 60% of Route
? Lists Submitted To Water Company
? Working through Solutions
? Slow Process
Routing Software
-Status
? RFP out September 2012
? Closing Date November 30 2012
? Vendor Selected February 2013
? Hope to Have Running by April 2013
?Must Load Data
- Speed Limits
-School Zones
-Signalized Intersections
-Establish Trash Loads
-Dead End Streets Requiring Backing
-One Way Streets
-Service One or Both Sides Street
-And More
- Will Then Reroute Trash Trucks To
Hopefully Eliminate 1-3 Routes
- Drivers Will Be Reassigned To Recycling Routes
- Pilot Program Routes for Recycling Can Be Established
-Will Report Back To Council on Those Once Routing Complete
Purchase of 96 Gallon Containers ? Pilot recycling Program
- Funding Now Available for 8,000 Cans- 8 routes
- Out to Vendors Early February
- Proposals Due In Mid March
Establish 3 Additional recycling Drop off Points
- Trailers and Flat Beds Ordered
- Delivery of Trailers Due End Of February
- Flatbed Delivery by End of April
- Trailers Will Be Used For Recycling Pick Up Until Sustainability Center Is
Operational
- Drop off Points Will Then Be Established and Manned
Inert Waste
- Recent Legislative Changes Require Inert Landfills to Be Permitted by April
2014
-We Have Two Inert Landfills Affected By This New Law
? Oxbow Meadows
? Granite Bluff
Oxbow Meadows
? Cannot Be Permitted Because It Is In a Wetland and Floods
? Will Have to be closed Before April 2014
? We Will Have Already Begun Closure Activities
? All City Inert Material Is Going to Granite Bluff
? Still Open to the Public
Granite Bluff
? Permit Will Cost Approximately $ 200,000
? Work on Permit Should Begin No Later than August 2013 In Order To Submit By
June 2014
? Will Be In FY-14 Budget Request
? Cost of Permit Compliance Unknown At This Time
? Awaiting Guidance from EPD
? To Conserve Life of the Inert Landfill
- Critical To Begin Composting At
- Sustainability Center As Soon As
- Possible
? Anticipated Life is Currently Estimated at 19 Years
Sustainability Center
- Estimated Construction Completion July 2013
- Includes
? Classroom/ Learning Center
? Offices
? Single Stream Sorting Equipment/Operations
? Scale House
? Composting Operation
- Contractor Estimating a Very Conservative Average 50% Growth Per Year
- Current Household Recycling is 3.9% of Trash by Weight or 2,500 Tons per
Year
- We Will Campaign For 40% or 26,000 Tons per Year
Composition Site
- Needs to Be Constructed By January 2014
- Material Handling Equipment in Construction Contract
- Grinder for Inert Material Included in FY-13 Integrated Waste Capital
Improvement Fund Program @ $650,000
Current Site
- Current Facility
? Manager (G12) 1 each
? Detail Officer (G11) 2 each
- Oxbow Meadows
? Landfill Supervisor (G16) 1 each
? Landfill Operator (G12) 2 each
? Heavy Equip Op (G13) 1 each
Total 7 each
Inmates 8 each
Personnel Needed
New Facility
Manager (G19) 1 each
Line Supervisor (G15) 1 each
Scale House (G12) 1 each
Correctional (G12) 4 each
Drop off Site Pick up (G12) 1 each
Composting Mgr (G16) 1 each
Heavy Equip Op G13) 1 each
10 each
Inmates 24 each
3 New Positions
- Manager (G19) Needed This FY
? February Hiring Start so That Training
Can Be Completed
? UGA Study Underway
- Hold Off On Correctional Officer Until Funding Will Be Available
? Positions should be approved this FY in Case Of Faster than Anticipated Ramp
Up
Upgrades
- Manager (G12) To Line Supervisor (G15)
? Cost: $6,188
- Correctional Officers (G11) 2 each
To G12 to Match Others in the Department
? Cost: $1,424 X 2 = $2,848
Budget for Current Center FY-12 (12,000 sq ft)
Personnel costs $132,491
Operational/ Overtime $ 18,777
Utilities $ 11,350
Operating Materials/Misc. $ 9,415
Fuel $ 4,045
Equipment Lease $ 40,200
($ 3,350/ month)
$226,278
CY-12 Revenue $278,301
$52,023
Oxbow Budget FY-13
PERSONNEL $194,990*
OPERATING EXPENSE $112,691
TOTAL $307,681
*RECYCLING $ 88,808
COMPOSTING $106,182
Budget for FY-14
Nine Months in New Center
Personnel Costs $306,274
Oxbow Salaries - $ 88,808
Overtime $ 20,000
Utilities $ 48,000
Operational Materials $ 21,000
Fuel $ 6,000
Equipment Lease $213,540
Total $526,006
Year 1 Estimated Revenue $388,986
Short Fall $137,020
Grinder Contract -$125,000
$ 12,020
Est. Annual Exp. $761,142
Oxbow Salaries - $ 88,808
Grinding - $125,000
$547,334
Estimated Revenue
Year 2 $589,344
Year 3 $905,664
Year 4 $1,521,608
Year 5 $2,492,427
What is needed from Council?
? Approve 3 Positions
? Approve 3 Upgrades
? Approval to purchase the Grinder from State Contract Not Available Locally
Councilor Davis made references to a stump grinder that was approved by
Council at one of the previous meeting. Ms. Biegler explained that although she
was not present for that particular meeting, it is her understanding that the
request was rather than purchase things off state the contract, we advertise
locally and allow for more open competition and for local vendor to have an
opportunity to purchase. She said from an operating perspective, it is
beneficial, but if it were not something that is available locally would slow
down the purchasing.
Councilor Davis asked City Manager to look into whether or not there is
something the Council can do to improve this process.
Responding to a question from Mayor Pro Tem Turner Pugh, City Manager
Hugley explained that these requests would be coming back to Council soon.
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CLERK OF COUNCIL?S AGENDA:
THE FOLLOWING ITEMS WAS SUBMITTED BY CLERK OF COUNCIL WASHINGTON AS
INFORMATION FOR MAYOR AND COUNCIL:_____________
_____________________
(1) Notice from GMA of the Two-Day Training Session for Elected Officials, on
March 15, 2013, at Callaway Gardens.
(2) Notice from GMA with regards to House Bill 143 pertaining to the filing of
ethics disclosure forms with the State Ethics Commission.
(3) Application of Elizabeth Hurst to temporarily close 9th Street from
Broadway to 1st Avenue, on Thursday, February 14, 2013, 2013 from 9:00 a.m. to
12:00 p.m. in connection with the ?Opening of CSU Non-Profit and Civic
Engagement Center?.
(4) Application of Elizabeth Hurst to temporarily close 14th Street from 1st
Avenue to Broadway and 1300 block of Broadway, on Saturday, February 16, 2013
from 8:30 a.m. to 10:00 a.m. in connection with the ?CSU Homecoming Parade?.
(5) Biographical Sketch of Mr. Steve Morse, nominee submitted by Uptown
Columbus, Inc., for a position on the Uptown Fa?ade Board.
(6) Biographical Sketch of Mr. Ed James, nominee submitted for the position of
Mr. Bradley Jones of the Board of Historic & Architectural Review.
(7) Biographical Sketch of Mr. Bradley Stevenson Jones, Councilor McDaniel?s
nominee to replace Mr. Wright Wade on the Board of Zoning Appeals.
***
*** ***
THE FOLLOWING REQUEST LISTED ON THE CLERK OF COUNCIL?S AGENDA WAS SUBMITTED
AND EXPLAINED BY CLERK OF COUNCIL WASHINGTON AND APPROVED BY THE
COUNCIL:___________________________________________________________________
Travel request for Councilor Huff to attend the 2013 ACCG Annual Meeting in
Savannah, Georgia for an estimated cost of $1,603.
Mayor Pro Tem Turner Pugh made a motion to approve the request. Seconded by
Councilor Woodson and carried by those six members of Council present, with
Councilors Allen, Barnes, and Henderson being absent for this vote, and
Councilor McDaniel being absent from this meeting.
Mayor Tomlinson requested that Council be provided with their budget so
that they can govern their finances as they see fit.
***
*** ***
HOSPITAL AUTHORITY:
Letter from Mr. George Mize, Jr., advising that the Hospital Authority has
appointed the following members for another term of office: Mr. Edward Gaffney,
Mr. Ernest Smallman, and Mr. Paul Todd.
Councilor Woodson moved confirmation of the letter. Seconded by Mayor Pro
Tem Turner Pugh and carried by those six members of Council present, with
Councilors Allen, Barnes, and Henderson being absent for this vote and
Councilor McDaniel being absent from this meeting.
*** *** ***
MINUTES OF THE FOLLOWING BOARDS:
Airport Commission, November 28, 2012.
Animal Control Advisory Board, January 7, 2013.
Board of Historic & Architectural Review, August 13, 2012.
Board of Historic & Architectural Review, September & Oct. 10, 2012.
Board of Historic & Architectural Review, Nov. 13 & Dec. 10, 2012.
Board of Tax Assessors, Nos. 02-13 & 03-13.
Board of Water Commissioners, December 10, 2012.
Convention & Trade Center Authority, December 6, 2012.
Hospital Authority, November 27, 2012.
Land Bank Authority, November 7 & December 5, 2012.
Taxicab Commission, January 24, 2013.
Mayor Pro Tem Turner Pugh moved acceptance of the minutes. Seconded by
Councilor Woodson and carried unanimously by those seven members of Council
present, with Councilors Allen and Henderson being absent for this vote and
Councilor McDaniel being absent from this meeting.
*** *** ***
BOARD APPOINTMENTS:
EMPLOYEE BENEFITS COMMITTEE:
Clerk of Councilor Washington informed the Mayor and Council the
nominations that have been received for this board has been outlined.
Councilor Thomas informed the Mayor and Council that she had requested that
the City Attorney draft ordinances that would lift the residency requirement
for the Employee Benefit Committee as well as the Retirees? Benefit Committee.
She said the City Attorney would look into whether or not employees? committees
should have residency requirements.
Clerk of Council Washington pointed out that we are waiting to hear back
from the HR Director on the two remaining positions ? one selected by General
Government Employees, and the other selected by Public Safety Employees.
Mayor Pro Tem Turner Pugh then made a motion to confirm Mr. Haynes, Mr.
Burgess, and Mr. Brown. Seconded by Councilor Woodson and carried by those
seven members of Council present, with Councilors Allen and Henderson being
absent for this vote, and Councilor McDaniel being absent from this meeting.
*** *** ***
EMPLOYEES? PENSION PLAN, BOARD OF TRUSTEES:
Clerk of Council Washington informed the Mayor and Council that a
recommendation from the Employees? Retiree Association is forthcoming.
*** *** ***
HISTORIC & ARCHITECTURAL REVIEW BOARD:
Clerk of Council Washington informed the Mayor and Council that Mr. Ed
James can be confirmed. Mayor Pro Tem Turner Pugh moved confirmation. Seconded
by Councilor Huff and carried by those seven members of Council present, with
Councilors Allen and Henderson being absent for this vote, and Councilor
McDaniel being absent from this meeting.
*** *** ***
EMPLOYEE BENEFITS COMMITTEE:
Councilor Thomas asked why Council did not vote on the Sworn Officer
position on this board.
The vote was recorded as follows:
Councilor Nominee
Baker Long
Barnes Long
Woodson Long
Turner Pugh Long
Davis Long
Huff Long
Thomas Long
Councilors Allen and Henderson were absent for this vote, and Councilor
McDaniel was absent from this meeting.
Councilor Woodson then moved to confirm Captain Jackey Long. Seconded by
Mayor Pro Tem Turner Pugh and carried by those seven members of Council
present, with Councilor Allen and Henderson being absent for this vote, and
Councilor McDaniel being absent from this meeting.
*** *** ***
HISTORIC & ARCHITECTURAL REVIEW BOARD:
Clerk of Council Washington explained that Mr. Robert Kidd is being recommended
for another term of office and he may be confirmed.
Councilor Woodson moved confirmation. Seconded by Mayor Pro Tem Turner Pugh
and carried by those seven members of Council present, with Councilors Allen
and Henderson being absent for this vote, and Councilor McDaniel being absent
from this meeting.
*** *** ***
LAND BANK AUTHORITY:
Clerk of Council Washington informed the Mayor and Council that we are
still waiting to hear from the Authority regarding these two seats.
*** *** ***
MEDICAL CENTER HOSPITAL AUTHORITY:
Mayor pro Tem Turner Pugh nominated Mr. Murray Solomon. Clerk of Council
Washington then asked for a motion to forward these recommendations to the
Authority. Councilor Woodson so moved. Seconded by Councilor Huff and carried
unanimously by those seven members of Council present, with Councilors Allen
and Henderson being absent for this vote, and Councilor McDaniel being absent
from this meeting.
*** *** ***
TREE BOARD:
Clerk of Council Washington explained that we still need someone for the
seat of Mr. Kenneth Henson, as he cannot succeed himself. No actions taken.
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EXECUTIVE SESSION:
Regarding an earlier request made by City Attorney Fay for an executive
session to discuss a law enforcement investigation.
Mayor Pro Tem Turner Pugh then made a motion to allow the Council to go
into an executive session. Seconded by Councilor Woodson and carried by those
seven members of Council present, with Councilors Allen and Henderson being
absent for this vote and Councilor McDaniel being absent from this meeting,
with the time being 1:40 p.m.
At 1:48 p.m., the regular session was called back to order at which time
the Mayor explained that the Council met in an executive session to discuss a
legal matter, but no votes were taken.
*** *** ***
RESOLUTION:
Councilor Woodson asked City Attorney Fay to get in contact with the
Principal at Spencer High School and do a resolution to honor the boy?s
basketball team, who won the Regional Championship and she would like them to
be recognized.
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***---------------------------------------------------
With no further business to come before this Council, Councilor Baker then
made a motion to adjourn. Seconded by Councilor Woodson and carried by those
seven members of Council present, with Councilors Allen and Henderson being
absent for this vote, and Councilor McDaniel being absent from this meeting,
and the time of 1:50 p.m.
Tiny B. Washington, CMC
Clerk of Council
The Council of Columbus, Georgia
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