MINUTES
COUNCIL OF COLUMBUS, GEORGIA
REGULAR MEETING
OCTOBER 28, 2014
The regular weekly meeting of the Council of Columbus, Georgia was called
to order at 5:38 P.M., Tuesday, October 14, 2014, on the 2nd Floor of the
Citizens Service Center, located at 3111 Citizens Way, Columbus, Georgia
Honorable Teresa Tomlinson, Mayor, presiding.
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PRESENT: Present other than Mayor Teresa Tomlinson were Mayor Pro Tem Evelyn
Turner Pugh, Councilors Mike Baker, Jerry Barnes, Glenn Davis, Jr., Berry H.
Henderson, Bruce Huff and Judy Thomas. City Manager Isaiah Hugley, City
Attorney Clifton Fay, Assistant City Attorney Lucy Sheftall, Clerk of Council
Tiny Washington, and Administrative Secretary Lindsey Glisson were also
present.
Councilor R. Gary Allen took his seat at the Council table at 5:42 p.m., and
Councilor Evelyn Woodson took her seat at the Council table at 5:55 p.m.
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ABSENT: Councilor Charles E. McDaniel, Jr., was absent, but was excused upon
the adoption of Resolution Number 343-14.
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INVOCATION: Led by Reverend Michael Grant, of Faith Worship Center.
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PLEDGE: Led by students from the Wesley Heights Parks and Recreation
Afterschool Program.
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COMPREHENSIVE FINANCIAL REVIEW:
Ms. Pam Hodge, Director of Finance came forward and said after we received
our affirmation of our bond rating of AA+, which is just one step below the
highest rating of AAA, she requested our financial advisors to come and make a
presentation to the Mayor and Council about how the ratings are done. She said
Standard & Poor?s and Moody have both set new criteria and a new process in
place (a methodology) for evaluating municipalities. She said she thought it
was really important for the Council to hear that methodology and some changes
that they will be making going forward in our budget process.
She said you will hear how important fund balance is to the discussion
that we have had. She said they will talk about some policies that we need to
put into place; a debt policy, for example. She said we have never been
anywhere close to reaching a capacity on our debt, but said a debt policy is
something that the rating agencies are looking for. She said they will also be
looking for a 5-year forecasting going forward; therefore, we will be
implementing some of those changes as we get into the FY-16 budget process.
Ms. Hodge said most of you are familiar with our financial advisor, who is
Robert Morrison, and said that he has joined the firm of Davenport & Company.
She said present today is Mr. Courtney Rogers, who will go through this
presentation with the Council. She said they have provided a copy to the
Council for their perusal; therefore, we will not through the entire
presentation, but he will provide some high points. She said we will be coming
back to the Council when we start the FY-16 budget process to go through some
of these things in more detail.
Mr. Courtney Rogers of Davenport & Company, Financial Advisors came
forward and introduced his partner, Mr. Rob Gordon, who runs their Athens
office, who was present with him tonight. He also gave some background
information on himself, as well as the firm, Davenport and Company.
He stated that as mentioned by Finance Director Pam Hodge, one of the
things that have happened over the last year is that both Standard & Poor?s and
Moody have changed their methodology, which was in light of the 2008 credit
crisis.
He said some pressure was put on them to be a little more transparent as to how
they come up with their ratings. He said as a part of that they went through
some processes, which are very similar, and he is going to let you know what
they are looking for.
Mr. Rogers said as a part of these new processes, there are a couple of
things that the Council can do to strengthen itself to make itself even
stronger and continue working towards that highest rating of AAA and said some
of those will be policies that they will recommend here tonight. He said some
of those policies, as Ms. Hodge mentioned, are not necessarily policies that
you are bumping up against, you have plenty of room, but said it is just a
checkbox that these agencies like to see.
Mr. Rogers said he will discuss the following areas, as outlined below in
his presentation.
? Discuss Moody?s new rating methodology and comment from their last report;
? Review key characteristics that constitute a highly regarded, credit worthy
locality;
? Discuss comparatives with peer Georgia Counties;
? Review Adopted Financial Policy Guidelines and discuss potential new
Financial Policy Guidelines due to changes in the credit markets; and,
? Review Columbus? financial trends including current outstanding debt and debt
ratios.
Using a power-point presentation, Mr. Rogers then went into some details
in highlighting the following information in his presentation, as outlined
below.
What are the Key Drivers to a Credit Rating?
1. Economic Base ? The Foundation of an Entity?s Fiscal Health.
? Incorporation of local, regional and national economic factors;
? Demographic characteristics including population trends, employment and
wealth levels;
? Tax base ? size, structure and diversity;
? Industry mix and composition of employment base; and,
? Local and regional patterns of Growth.
2. Financial Performance and Flexibility.
? Revenue and expenditure structure and patterns;
? Annual operating and budgetary performance;
? Financial leverage and fund balance position;
? Budgeting and long-term financial planning; and
? Pension funding and insurance risk
3. Debt Factors.
? Nature of pledged security and debt structure;
? Balance between accelerated debt issuance and under-investment in capital
facilities; and,
? Debt burden measured against:
? Tax base; and,
? Total budget.
4. Management Factors.
? Range and growth of services provided in relation to capacity to provide
services;
? Financial forecasting and management;
? Consistent and prudent budgeting practices; and,
? Adherence to long-range financial planning and policies.
Rating Agency Trends
While the traditional rating factors still apply there has been a particular
focus by the rating agencies on these areas:
Fund Balance and Cash Levels ? seen as a sign of budgetary flexibility the
analysts have been looking at not just Unassigned Fund Balance but also at
Assigned Fund Balance plus Unassigned Fund Balance. While many localities have
Fund Balance policies which focus on Unassigned Fund Balance, the agencies are
also giving credit for Assigned Fund Balance amounts.
In addition, the agencies have also been looking at actual levels of Cash &
Cash Equivalents.
Focus has been particularly on budgets which have structural imbalances
including those where Fund Balance has been used to provide for ongoing
expenditures. More scrutiny has been given where budgeted revenues have fallen
short or budgeted expenditures have been significantly higher.
Pensions and Other Post Employment Benefits (OPEB) have been under the
microscope. OPEB came into focus around the economic downtown. The agencies
have given localities a pass over the last five years. However, they are
starting to look for localities to have a plan on how to get these liabilities
under control.
Standard & Poor?s Revised Methodology
Mr. Rogers pointed out that in September 2013, Standard and Poor?s revised
its General Obligation rating methodology, and then showed the report and how
it works.
Moody?s Revised Methodology
Mr. Rogers said in January 2014, Moody?s revised its General Obligation
rating methodology. He then went into some details in outlining how this new
methodology works.
Credit Ratings
Mr. Rogers also showed a chart outlining Columbus, Georgia?s credit
ratings with Standard & Poor?s, and Moody?s.
Observations from the S&P Report - August 29, 2014
Local economy (30%) = ?Adequate?
? The economy centers on the service and government sectors and is anchored by
Fort Benning.
Management conditions (20%) = ?Adequate? (?Strong? is the next level up)
? Columbus ?maintains adequate policies in some but not all key areas?.
Institutional Framework (10%) = ?Very Strong?
? ?Georgia governments have very strong flexibility due to their statutory
ability to raise local source revenues for operating voter approval?
Budgetary Flexibility (i.e. Reserves) (10%) = ?Very Strong?
? Available reserves at 23.5% of operating expenditures.
Budgetary Performance (10%) = ?Strong?
? Noted operating deficit of 0.7% in the General Fund and 0.6% in Total
Governmental Funds for FY 2013.
? Noted ?the government has established a plan to allow its component
units to return to balanced operations, thus reducing the general fund
subsidy in fiscal 2016?
Liquidity (10%) = ?Very Strong?
? Total Governmental funds cash equaled 23% of expenditures and 5.2 times
existing debt service.
? Columbus has exceptional access to capital markets to provide for liquidity
if necessary.
Debt & Contingent Liabilities (10%) = ?Strong?
? Total governmental fund debt service is 4.4% of total governmental funds
expenditures and net direct debt is 63.1% of total governmental funds revenue.
Net Debt to market value is low and a positive credit factor at 1.4%.
Observations from the Moody?s Report- September 2012
Moody?s
Strengths
?Healthy fund balance reserves, bolstered by prudent formal policies? (1)
?Sizeable tax base that serves as an economic center for Western Georgia?
?Manageable debt burden?
Challenges
?Below-average socioeconomic factors, partially
driven by large military presence?
?Increased exposure to economically sensitive revenues following the adoption
of local option sales tax?
What could make the rating go up?
?Significant growth in and diversification of the tax base?
What could make the rating go down?
?Decline in reserves?
?Reductions in funding to Fort Benning due to sequestration or future base
closures?
This comment is based upon the FY 2011 audited figures.
Demographic Profile ? Population
Mr. Rogers showed a chart which selected peer group contains Georgia local
governments with a demographic profile and credit rating similar to that of the
Consolidated Government of Columbus, Georgia.
Key Characteristics of a Highly Regarded, Credit Worthy Locality
1. Conservative budgeting to produce solid financial results while keeping a
competitive tax rate;
2. Maintaining Strong Reserves (i.e. no cash flow borrowing);
3. Having prudent debt levels and proactive debt management;
4. Utilizes multi-year operating and capital planning; and,
5. Formalization of Financial Policy Guidelines involving debt, reserves, and
other
miscellaneous areas.
Mr. Rogers also addressed the following topics in his presentation, as
noted below.
Conservative Budgeting ? General Fund Actual Results
Conservative Budgeting ? General Fund 2012 & 2013 Budget vs. Actual
Strong Reserves ? Unassigned Fund Balance
Why an Unassigned Fund Balance is Important
Existing Tax Supported Debt Service
Debt as a Percentage of Full Value
Debt Service as a Percentage of Expenditures
Multi-Year Operating & Capital Planning
FORMALIZING FINANCIAL POLICIES:
Fiscal Policy Guidelines are the basis for sound financial management. These
formally adopted guidelines set the framework for budgets and debt management
now and into the future.
Columbus has a very good Fund Balance policy:
? ?The General Fund is based on a long-range financial plan, which includes
unallocated fund reserves. The goal is to keep the reserve at approximately 90
days (25.0%), but no less than 60 days (16.7%), of budgeted expenditures. This
reserve protects the City against catastrophic revenue losses and major
emergency expenditures and provides cash flow.?
? Additional language could be added to state that reserves should only be used
for one describe how reserves would be replenished if the amount drops below
the lower guideline.
Proposed Fiscal Policy Guidelines related to debt include:
? ?The Consolidated Government will maintain annual non-SPLOST tax-supported
debt service, including leases, as a percent of the Consolidated Government?s
General Fund expenditures at a level of not to exceed 12%.?
? ?The Consolidated Government will maintain total tax total supported debt,
including leases, as a percent of total taxable Assessed Value of the
Consolidated Government at a level not to exceed 2.0%?.
Consider an Investment Management policy that includes an investment holdings
report provided to Council on a regular basis.
Examples of budgetary related policies:
? The Consolidated Government will annually adopt a balanced budget wherein
planned revenues equal planned expenditures for the fiscal year.
? When deficits appear to be forthcoming within a fiscal year, spending during
the fiscal year must be reduced sufficiently to create a positive unassigned
fund balance and a positive cash balance.
? A portion of the annual General Fund cash flow shall be used for one time
capital projects. The long term goal of designating annual cash for capital is
5.0% of General Fund revenues.
FINAL OBSERVATIONS:
Reviewed key characteristics that constitute a highly regarded, credit worthy
locality.
Reviewed Standard & Poor?s and Moody?s rating methodologies and their latest
rating reports for Columbus.
How does Columbus continue to maintain/strengthen its credit?
? S&P said Management conditions were ?Adequate?
? S&P?s Outlook said ?Given the lack of formalized policies in some key
financial areas, we expect the consolidated government to monitor its financial
performance closely and maintain both (performance and flexibility) to at least
the strong category. If financial performance were to weaken due to pressure
from the medical center fund or local economy deteriorates, coupled with
downward pressure in other factor scores, we could lower the rating. The
adequate economy and lack of formalized management policies preclude a higher
rating.?
? Continue Economic Development growth efforts
? Consider adding formal Debt Policies as discussed
? Consider an Investment Management policy that includes investment holdings
report
? Consider multi-year Proforma modeling and formal multi
? S&P was concerned with decline in Fund Balance due to structural imbalances
? Moody?s said ?declines in reserves? could make the rating go down
? Make sure all funds are self-supporting reducing the reliance on General Fund
support
? Work toward rebuilding the Fund Balance back up to the 90 day level up from
the current 60 day level
After the conclusion of his presentation, Mr. Rogers offered to answer
questions of the Mayor and Council.
Mayor Tomlinson thanked Mr. Rogers for his presentation and said a lot of
this information we knew, and/or had heard before, but said it?s good to put a
finer point on it, and to also tell us how they view things, as they are
ranking cities. She said we appreciate your cautions and said we are taking
heed, but she knows that there are additional steps that we need to take.
Councilor Thomas said she has a procedural question, saying that one of
the recommendations that has been made is that we develop some policies and so
forth, and then asked the mayor, if there is a procedure and is there something
that she has in mind that we need to be thinking about or moving toward in
order to do that to accomplish what we need to do.
Mayor Tomlinson said we have some sample policies that the Finance
Director and the City Attorney is looking over to correspond those to our form
of government and our practices. She said we will come up with some thing
suggested, with comments from our advisors and then the Council will make those
decisions.
Councilor Thomas asked if the City Attorney will bring that to us. Mayor
Tomlinson said it is her understanding that it will have to be an ordinance.
She said the current 90-day policy is an ordinance.
City Manager Hugley said, as the Mayor has stated, we have already
directed the Finance Director and the City Attorney to work with the Mayor on
those policies. He said we can bring them to you for discussion before the
budget, but said we anticipate during the budget process we will discuss those
and said they will be a part of the budget ordinance when it comes forward.
Councilor Thomas said if we are going to adopt policies that deal with the
budget and how we move forward, she would hope that we would do that before we
start dealing with the budget; so that the policies are in place, so we know
what we are going to do.
City Manager Hugley said he don?t see a problem with that at all and said
that the Finance Director has already been directed to bring these policies
forward and said he thinks before the budget, it would be great to do it. He
said one thing that Mr. Rogers mentioned is a debt policy, which is something
that we don?t have.
He said it would be good to bring it to you in an ordinance before the budget
the budget; so, that as we go through the budget process, we abide by that debt
policy that you have established even before the budget. He said we are working
on those, and said we can certainly bring them forward in advance of the
budget.
Councilor Thomas said she would like for the Council to have some
discussion about the policies and put them in place so that when we get to the
point of working on the budget, we will have a debt policy in place.
City Attorney Fay said some of your debt limitations and balanced budget
policies are already in the Charter, but said we can look at putting these
updated policies in resolution form. He said he don?t know it has to be an
ordinance, but said he would work with the Finance Director on getting those to
the Council.
Councilor Thomas said it would be helpful to her if we could have all of
those in one booklet, so that we will know what those are.
Mayor Pro Tem Turner Pugh said normally one of the processes that is put
in place even before the Administration starts working on the budget, is that
policies and procedures are adopted. She said she would think that it would go
through the Budget Review Committee even before you start gathering your
information to do the budget.
City Manager Hugley said we can do it however the Council would like to do
it. He said he think the Executive branch should be bringing it to you, as a
Council, for action and he don?t know that those policies are necessarily a
part of the budget process.
He said we can craft those policies and bring them to you for discussion
in a Work Session or some other form and Council can decide to adopt them;
whether it is a resolution or an ordinance. He said an ordinance would be law
and stronger and would require cool off time, if you go contrary to those
policies, you would have to go through a first and second reading and the
public would has a say in whether you should not adhere to your own policy. He
said he would prefer to see them in an ordinance.
Mayor Pro Tem Turner Pugh said she would prefer an ordinance so that
everyone in City government will know why we are doing what we are doing and
when they start doing their developmental budgets, they will know what policies
and procedures have been adopted.
After more than forty-five minutes of discussion, this matter was
concluded.
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?JOIN THE FORCE FOR GOOD? RECRUITING VIDEO:
Mayor Tomlinson said sometime ago when the Chief contacted her to let her
know that we were having a number of retirements, and etc. She said at that
time,
she believe that we were about thirty-six officers short of our goal to have
100
extra officers on the street. She said one of the things they started doing was
looking at a strong recruiting program, because we really didn?t have anything
that
had been updated. She said we then turned to Mr. Cyde McQuien of Image by
Design. She said we have seen an increase in applications and interest in our
Police Department.
Chief Rick Boren, of the Columbus Police Department, along with Mr. Cyde
McQuien, of Image by Design came forward to present the new recruiting video
that was made for the Columbus Police Department.
Prior to showing the new video, Chief Boren made some comments regarding
the making of the video. After the showing of the video, Mr. McQuien said he
would like to express his thanks for the team that he worked with to make this
video and all the hard work that our police officers do.
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ADULT PROBATION OFFICE TRANSITION AUDIT:
Ms. Joan Perin, Forensic Auditor came forward and pointed out that in
June the transition audit of the Adult Probation Office was authorized and said
they begin the audit at that time. She said Chief Judge Gil McBride asked them
to expand the audit into an operational audit, in which they did.
Using a power-point presentation, Ms. Perin then went into much detail
outlining the following information, as detailed below.
BACKGROUND/HISTORY:
Collects and disburses court ordered payments
Spousal and/or child support
Fees and expenses (e.g. legal or medical)
Restitution
No enforcement power
6,700 payments annually (559 monthly)
Some cases date from 1970?s
Assigned number of new cases declining
CURRENT OPERATIONS:
SunTrust Bank account (opened 3/2012)
Most payments from payers mailed
Military submits via ACH
About 33% walk-in (10 per day)
$1-$2 fee per payment remitted to CCG
Bank fees part of CCG budget
2013 over $3,300
2014 $3,020 (as of 8/31/2014)
SIGNIFICANT OPERATION RECOMMENDATIONS:
Increase holding time for recipient payments
Offering ACH to other payers and recipients
Name change
Office of Court Ordered Payments
RECONCILIATION OF FUNDS:
IT reconciles for item legitimacy, not a true reconciliation
Auditor reconciliation revealed an unidentified overage of $6,136.51
STALE ?DATED CHECKS & UNCLAIMED FUNDS:
621 outstanding checks from 1991-2013
Most pre-date SunTrust account and not negotiable
Outstanding checks prior to 2014 total $119,255.36
Prior to SunTrust $111,645.26 (588 checks)
Sun-Trust $7,610.10 (33 checks)
$43,333.01of unclaimed funds from 1959-1992
$48,790.39 Restitution in Abeyance Funds
STAFFING:
Staff reduction of .5 FTE in process
Options for further staff reduction
Combining physical operations with another like function but keep functions
separate
CURRENT COMPUTER SYSTEM:
Main frame based developed in 1980?s
3 main issues
Reliability
Usability
Viability
RELIABILITY ISSUES:
Staff can not rely on system for accurate calculations
Standard reports may generate incorrect totals
Unable to obtain special reports through IT
USABILITY ISSUES:
Moving through pages
Look-up function limited
Does not allow tracking of void or reissued checks
No report writing feature
Inability to archive data
Managing multiple orders for same individual
VIABILITY ISSUES:
Mainframe technology
Now only used for extremely large processing needs
Not as responsive to user demands as a PC based system
Current IT support person soon to retire
This system beyond patches
PC BASED SYSTEM BENEFITS:
Shorter installation lead time to purchase PC software over developing new
mainframe program
More cost effective to purchase existing PC software than to develop,
implement, and maintain new mainframe program
Easily customized to meet changing needs
Flexibility to generate on demand reports
Reduce dependence on IT for everyday operational issues
Upgrades of software and user support by technical staff devoted to software
SUMMARY:
Overall APO performs adequately
APO leadership looking for ways to improve performance and efficiency
Projects in place to resolve stale-dated checks and unclaimed funds issues
On-going search for new PC based software
After the conclusion of her presentation, Ms. Perin then responded to
questions of Mayor Tomlinson and members of the Council.
Mayor Tomlinson said she would like to understand how the city employees
are reporting to State employees and how that works. She said she would like to
understand how this fits into the Chattahoochee Judicial system, the State
system and then our system. Ms. Perin said she knows that they report to Larry
Love, who is the Administrator of the Chattahoochee Judicial Circuit.
Mayor Tomlinson said she wants to understand that a little bit more; and,
hopefully, you can report back on how this system is in place to resolve
unclaimed funds and stale date checks.
Ms. Perin said she they are working trying to clean up some current issues
and said they have some blocks of checks that have been coming back and said
now they are trying to find these people. Mayor Tomlinson said she would
like to have an update on these issues.
City Manager Hugley said he is glad that the Chief Judge asked for this
transition audit and said we need to get our hands around this and said we are
willing to help in any way possible. He said he just wanted people to know that
this is a State program that is supported by city employees and said we would
like to help untangle it.
Ms. Perin said part of the problem is that the system did not provide any
tools to monitor, or measure or correct and said that is probably the biggest
problem. She said there was no way to void a stale dated check or run an
account balance. She said once the check was issued, it was out of sight, out
of mind.
City Attorney Fay said this entire office is a judicial function and said
we have given Judge McBride a memorandum on the law dealing with abandoned
property. He said some of these people are dead and said you get into property
escheating to the State when you have a decadent. He said it is a complex
issue and Judge McBride is aware of it; and it is a judicial function. He said
it is nice to have a forensic auditor to help us get to the bottom of a lot of
this. He said a lot of money will have to go to the State.
After continued discussion on this matter, Internal Auditor John Redmond
and Ms. Perin responded to further questions of members of the Council, after
which the discussion was then concluded.
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REQUEST FOR A TRANSITION AUDIT:
A request for a transition audit of the Information Technology Department
was submitted by Mr. John Redmond, Internal Auditor. Councilor Allen made a
motion to approve the request for the audit. Seconded by Councilor Henderson
and carried unanimously by those nine members of Council present, with
Councilor McDaniel being absent for the meeting.
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MINUTES OF COUNCIL MEETING: Minutes of the October 14, 2014 Council Meeting and
the September 30, 2014 Executive Session of the Council of the Consolidated
Government were submitted and approved upon the adoption of a motion made by
Councilor Allen and seconded by Councilor Woodson, which carried unanimously by
those nine members of Council present, with Councilor McDaniel being absent for
the meeting.
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CITY ATTORNEY?S AGENDA:
THE FOLLOWING ORDINANCE WAS SUBMITTED AND EXPLAINED BY CITY ATTORNEY FAY
AND ADOPTED BY THE COUNCIL ON SECOND READING: ____
_
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An Ordinance (14-59) ? Rezoning properties located at 8800 and 8818
Veterans
Parkway from an RE1 (Residential Estate 1) and PUD (Planned Unit Development)
zoning district to PUD (Planned Unit Development) zoning district. The proposed
use is for single family residential.
Councilor Woodson moved the adoption of the ordinance. Seconded by
Councilor Henderson and carried unanimously by those nine members of Council
present, with Councilor McDaniel being absent for the meeting.
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THE FOLLOWING ZONING ORDINANCE WAS ALSO SUBMITTED AND EXPLAINED BY CITY
ATTORNEY FAY AND A PUBLIC HEARING WAS HELD AS
ADVERTISED:______________________________________
An Ordinance ? Rezoning property located at 1710 Buena Vista Road from an
RO (Residential-Office) zoning district to an NC (Neighborhood Commercial)
zoning district. The proposed use is for offices and general retail.
PROPONENTS & OPPONENTS:
The petitioner was present, but there was no one present to oppose this
proposed rezoning ordinance.
City Attorney Fay said this matter could be voted on next week, if the
Council decides to change their meeting schedule.
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MANCHESTER EXPRESSWAY OVERLAY:
Mayor Tomlinson asked how many of those individuals present tonight wanted
to speak to this subject on the Manchester Expressway Overlay. There were
several individuals who indicated that they wanted to be heard. She then said
because the next item will be a public hearing and there will probably be a
lengthy discussion, she is going to call up the public agenda as the next order
of business and allow those two individuals that are listed on the agenda to be
heard before calling up the ordinance on the Manchester Expressway Overlay.
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NOTE: The City Attorney?s Agenda is continued below.
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PUBLIC AGENDA:
MR. BRANDON LONG, RE: LAUNCH PAD ATHLETES, LLC:
Mr. Brandon Long, who requested to be listed on tonight?s agenda, to talk about
the Launch Pad Athletes, LLC., did not respond when his name was called to
address the members of the Council.
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MR. HAROLD ENCARNACION, REPRESENTING TRI-CITY LATINO FESTIVAL, RE:
DONATION FOR THE HOMELESSNESS PROGRAM:___
Mr. Harold Encarnacion, came forward and said most of the community knows
him by the name of ?Lefty?, owner of Millie?s International Market.
He said about fifteen years ago, he started a customer and soldier?s
appreciation at his store to thank the community and his customers for their
loyal and continued support. He said the idea has blossomed into the Tri-City
Latino Association, and the Tri-City Latino Festival.
Mr. Encarnacion said on Saturday, September 13, 2014, the 2nd Annual
Tri-City Latino Festival was held at the Columbus Civic Center and said he is
so proud to be able to share Latino and international culture with the Greater
Columbus area. He said as the festival continues to grow, the intent remains
the same; a heartfelt thank you and a way to give back. He said he is here this
evening to present a check from the Festival proceeds in the amount of $3,000
check to the Home for Good organization, which is the community?s 10-year plan
to end homelessness in our area.
He then presented the check to Ms. Christie Bevis.
Councilor Woodson said she would also like to thank the City of Columbus
for their participation in this event.
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CITY ATTORNEY?S AGENDA CONTINUED:
THE FOLLOWING ORDINANCE WAS ALSO SUBMITTED AND EXPLAINED BY CITY ATTORNEY
AND ANOTHER PUBLIC HEARING WAS HELD ON THIS
ORDINANCE:_________________________________
An Ordinance ? Amending the text to the Unified Development Ordinance
(UDO) for the Manchester Expressway Overlay District.
City Attorney Fay called up this ordinance and pointed out that it is open
for discussion and said those who would like to be heard on this matter, could
come forward at this time.
The following individuals then came forward and spoke to the subject of the
Manchester Expressway Overlay District expressing their views and support
regarding the matter.
Mr. Terry Gumbert, 11226 Rambling Trail, Ms. Joyce Harp, Liberty Hall
Subdivision, Mr. Frank Doyle, 7508 Pintail Drive, Mr. Milton Jones, 3438 Sue
Mack Drive, Mr. Tom Flournoy, 8011 Midland Road, Devon & his son, Nehemiah, Ms.
Lee Vincent, 8081 Pleasant Ridge Drive, Mr. Seth Harp,
Mr. David (unintelligible) 11255 Rambling Trail, Mr. Robert Bollinger 1055
Cross Winds Drive.
The following individuals then came forward and expressed their opposition
to the ordinance, as listed above.
Mr. Jeff Hudson, 278 Lookout Drive, Mr. Andre Rooney, 3322 Fleetwood
Drive, and Mr. Marty Flournoy.
Discussions continued for this ordinance for more than an hour, with
members of Council expressing their views, as well, and Mr. Hudson responds to
questions of members of the Council. City Attorney Fay also responded to
questions of the Council.
After further discussion on the ordinance, Councilor Woodson then made a
motion to amend the ordinance to allow at least one billboard. Seconded by
Councilor Barnes.
With continued discussion on this motion to amend, with members of the
Council expressing their comments to motion, the question was then called on
the motion, which was resulted in an inconclusive vote of 4 to 5, with
Councilors Barnes, Henderson, Thomas and Woodson voting yes and Councilors
Allen, Baker, Davis, Huff and Mayor Pro Tem Turner Pugh voting no.
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CLERK OF COUNCIL?S AGENDA:
THE FOLLOWING RESOLUTION WAS CALLED UP AS THE NEXT ORDER OF BUSINESS AND
ADOPTED BY THE COUNCIL:____________
A Resolution (330-14) ? Changing the November 4, 2014 Proclamation Meeting
to a Proclamation/Regular Council Meeting at 5:30 p.m.
Mayor Pro Tem Turner Pugh moved the adoption of the resolution. Seconded
by Councilor Woodson and carried unanimously by those nine members of Council
present, with Councilor McDaniel being absent for the meeting.
*** *** ***
EXECUTIVE SESSION:
Regarding an earlier request of City Attorney Fay, Mayor Pro Tem Turner
Pugh made a motion to allow the Council to go into an executive session to
discuss a litigation matter. Seconded by Councilor Woodson and carried
unanimously by those nine members of Council present, with Councilor McDaniel
being absent for the meeting.
At 9:00 p.m., the Council adjourned its regular session to allow the
Council to go into an executive session to discuss a litigation matter.
*** *** ***
At 9:39 p.m., the meeting was called back to order, at which time, Mayor
Tomlinson pointed out that the Council met in an executive session to discuss a
litigation matter, but there were no votes taken.
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***--------------------------------------
NOTE: Mayor Pro Tem Turner Pugh and Councilor Barnes left immediately
after the adjournment of the executive session.
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CITY MANAGER'S AGENDA:
THE FOLLOWING RESOLUTION WAS SUBMITTED AND EXPLAINED BY CITY MANAGER
HUGLEY AND ADOPTED BY THE COUNCIL:
A Resolution (331-14) ? Authorizing the approval to submit an application,
and if approved, accept a $3,000 grant or the approved amount, from the Georgia
Emergency Management Agency for the Department of Homeland Security Fiscal Year
2014/State Homeland Security Program for the Muscogee County Sheriff's Office
to fund supplies and equipment for the Explosive Detection Canine Program and
amend the Multi-Governmental Fund by the grant amount.
Councilor Henderson moved the adoption of the resolution. Seconded by
Councilor Allen and carried unanimously by those seven members of Council
present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being absent for
the vote and Councilor McDaniel being absent for the meeting.
*** *** ***
THE FOLLOWING TWO RESOLUTIONS WERE SUBMITTED AND EXPLAINED BY CITY MANAGER
HUGLEY AND ADOPTED BY THE COUNCIL PURSUANT TO THE ADOPTION OF A SINGLE MOTION
MADE BY COUNCILOR HENDERSON AND SECONDED BY COUNCILOR ALLEN AND CARRIED
UNANIMOUSLY BY THOSE SEVEN MEMBERS OF COUNCIL PRESENT, WITH MAYOR PRO TEM
TURNER PUGH AND COUNCILOR BARNES BEING ABSENT FOR THE VOTE AND COUNCILOR
MCDANIEL BEING ABSENT FOR THE MEETING:
_______ ______________________________
A Resolution (332-14) ? Authorizing the approval to submit an application,
and if approved, accept a $84,138 grant from the Georgia Criminal Justice
Coordinating Council along with $21,035 from the 5% Crime Victim Surcharge Fund
allocated in the FY15 Budget to fund the Crime Victim Assistance Program in the
Chattahoochee Judicial Circuit from October 1, 2014 to September 30, 2015.
A Resolution (333-14) ? Authorizing the approval to submit a grant
application and if approved, accept funds from the Criminal Justice
Coordinating Council for evidence based programming for the Muscogee County
Juvenile Court and amend the Multi-Governmental Fund by the amount of the grant
award and enter into a Memorandum of Understanding and contract with Evidence
Based Associates, LLC. The grant period is from December 1, 2014 to August 30,
2015.
*** *** ***
THE FOLLOWING THREE RESOLUTIONS WERE ALSO SUBMITTED AND EXPLAINED BY CITY
MANAGER HUGLEY AND ADOPTED BY THE COUNCIL:______________________________________
A Resolution (3334-14) ? Authorizing the approval of a variance for the
Wellington Pointe Third Addition Subdivision to City Code 7.10 of the Unified
Development Ordinance (UDO) requiring the installation of sidewalks as part of
all residential development.
Councilor Thomas moved the adoption of the resolution. Seconded by
Councilor Huff and carried unanimously by those seven members of Council
present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being absent for
the vote and Councilor McDaniel being absent for the meeting.
*** *** ***
A Resolution (335-14) ? Authorizing the approval for the acquisition of
Parcel 65, 6773 Forrest Road for the Forrest Road Improvement, Muscogee County
totaling 0.01 acres +/- of Right of Way, plus a Temporary Construction Easement
of 0.002+/- for County Road and/or Municipal Street purposes, and authorizing
the filing of a Declaration of Taking by the City Attorney or his
representatives for the acquisition of said property.
Councilor Henderson moved the adoption of the resolution. Seconded by
Councilor Allen and carried unanimously by those seven members of Council
present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being absent for
the vote and Councilor McDaniel being absent for the meeting.
*** *** ***
A Resolution (336-14) ? Authorizing the approval to release the
reversionary and restriction clause included in the Quit Claim Deed on property
located at 2400 13th Street a/k/a Tax Map 185 051 005.
Councilor Henderson moved the adoption of the resolution. Seconded by
Councilor Allen and carried unanimously by those seven members of Council
present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being absent for
the vote and Councilor McDaniel being absent for the meeting.
*** *** ***
THE FOLLOWING PURCHASING RESOLUTION, HAVING BEEN INCLUDED WITH THE CITY
MANAGER?S AGENDA WAS SUBMITTED AND EXPLAINED BY CITY MANAGER HUGLEY AND ADOPTED
BY THE COUNCIL AFTER SOME
DISCUSSION:
A Resolution (337-14) - Authorizing the execution of a construction
contract with Pond Constructors (Norcross, GA) in the amount of $2,349,500.00
for the construction of Fire Station No. 9. The new 3-bay fire station will be
located at Macon Road at Avalon Road.
The work consists of, but is not limited to, the following major elements:
concrete on slab grade, load bearing masonry walls with brick veneer, wood roof
trusses, metal roofing, and all civil, paving, landscaping, mechanical,
electrical and plumbing.
Councilor Woodson moved the adoption of the resolution. Seconded by
Councilor Henderson.
*** *** ***
THE FOLLOWING FOUR PURCHASING RESOLUTIONS, HAVING BEEN INCLUDED WITH THE
CITY MANAGER?S AGENDA WERE SUBMITTED AND EXPLAINED BY CITY MANAGER HUGLEY AND
ADOPTED BY THE COUNCIL PURSUANT TO THE ADOPTION OF A SINGLE MOTION MADE BY
COUNCILOR HENDERSON AND SECONDED BY COUNCILOR HUFF, WHICH CARRIED UNANIMOUSLY
BY THOSE SEVEN MEMBERS OF COUNCIL PRESENT, WITH MAYOR PRO TEM TURNER PUGH AND
COUNCILOR BARNES BEING ABSENT FOR THE VOTE AND COUNCILOR MCDANIEL BEING ABSENT
FOR THIS MEETING:
A Resolution (338-14) - Authorizing the execution of Change Order 1 with
S. Electrical Contractors, Inc. (Phenix City, AL) in the amount of $8,400.00
for the Double Churches Tennis Court Lighting project.
Per Resolution No. 198-14, Council authorized S. Electrical Contractors to
provide sports lighting services at the tennis courts and batting cages at
Double Churches Park. The work includes the installation of power conduit,
which is required by code to be installed at least 18? below ground. While
attempting to perform the services, the contractor discovered rocks that are a
foot below ground and are in 8-10 different areas on the site. The rocks must
be removed before the contractor can complete the work, and the approximate
cost for removing the rocks is $7,900.00. The contractor also has to remove
and dispose of an older wooden pole that is not being used and is close to a
cell phone tower. The cost for removing and disposing the pole is $500.00.
*** *** ***
A Resolution (339-14) - Authorizing the annual contract to purchase 30?
foot low floor trolley buses, from Gillig LLC. (Haywood, CA). The unit price,
per fiscal year of the contract is $435,847.00. (Beginning with FY17, Option
buses and equipment purchased after initial order will be priced at the base
prices shown on the pricing schedule, plus PPI (Producer Price Index) ?Category
1413 Truck & Bus Bodies?. Base index used will be index at award date.)
The 30? foot low floor trolley buses are replacement units for the existing
trolley buses. The annual contract will enable METRA to replace old buses on
an ?as needed? basis for the next five years. The term of contract shall be
for two (2) years, with option to renew for three (3) additional twelve (12)
month periods. Contract renewal is contingent upon the City and the Contractor.
*** *** ***
A Resolution (340-14) - Authorizing the execution of a tree removal
service contract with Elite Tree Service, Inc. (Columbus, GA). The bid price is
based on various tree sizes, and the services will be utilized on an "as
needed" basis. The Public Works Department budgets approximately $70,000.00
per year for these services. The vendor will remove trees at various locations
within the City, which are in hazardous conditions and could pose a serious
liability for the City.
The contract term will be for two (2) years with the option to renew for three
additional twelve-month periods.
A Resolution (341-14) - Authorizing the approval of payment to ESRI
(Redlands, California) in the amount of $38,065.07, for the annual ArcGIS
Software Maintenance and License covering the period from November 16, 2014
through November 15, 2015.
ESRI is the developer of various software packages used by the GIS Division,
and other departments, for map generation, as well as, editing and maintaining
the City?s tax parcels, streets zoning and land use databases. Consequently,
the vendor is considered an Only Known Source for the maintenance and support
of the software, per Section 3-114 of the Procurement Ordinance.
*** *** ***
THE FOLLOWING TWO UPDATES WERE DELAYED AT THE REQUEST OF CITY MANAGER
HUGLEY:___________________________
Workers Compensation Update
Finance Monthly Report
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CLERK OF COUNCIL?S AGENDA CONTINUED:
CLERK OF COUNCIL WASHINGTON SUBMITTED THE FOLLOWING ITEMS AS INFORMATION
FOR THE MAYOR & COUNCIL: ________________________________________________
Biographical sketches of individuals interested in serving on the Personnel
Review Board.
Application of Cecil Cheves to temporarily close various thoroughfares and
streets on South Lumpkin Road, the Riverwalk, 5th Street, 9th Street, and 1st
Avenue, Saturday, November 8, 2014, from 7:00 a.m. to 3:00 p.m., in connection
with the ?26.2 Mile Soldier Marathon?.
Application of Elizabeth Hurst to temporarily close the 900 block northbound
lane of Broadway, from 8:00 a.m. to 1:00 p.m., in connection with the ?Uptown
Market Days? on the following Saturdays:
November 8, 2014
November 15, 2014
November 22, 2014
November 29, 2014
*** *** ***
THE FOLLOWING TWO RESOLUTIONS WERE SUBMITTED AND EXPLAINED BY CLERK OF
COUNCIL WASHINGTON AND ADOPTED BY THE
COUNCIL:________ _________________
A Resolution (341-14) - Excusing Councilor Bruce Huff from the October 14,
2014 Council Meeting.
A Resolution (342-14) - Excusing Councilor Charles E. McDaniel from the
October 28, 2014 Council Meeting.
Councilor Allen moved the adoption of the resolutions. Seconded by
Councilor Woodson and carried unanimously by those seven members of Council
present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being absent for
the vote and Councilor McDaniel being absent for this meeting.
*** *** ***
MINUTES OF THE FOLLOWING BOARDS WERE SUBMITTED
BY CLERK OF COUNCIL WASHINGTON AND OFFICIALLY
RECEIVED BY THE COUNCIL:________________________________
Board of Tax Assessors, 35-14.
Civic Center Advisory Board, October 16, 2014.
Public Safety Advisory Committee, May 15, 2014.
Recreation Advisory Board, October 22, 2014.
Councilor Allen made a motion that these minutes are received. Seconded by
Councilor Henderson and carried unanimously by those seven members of Council
present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being absent for
the vote and Councilor McDaniel being absent for this meeting.
*** *** ***
BOARD APPOINTMENTS:
ANIMAL CONTROL ADVISORY BOARD
Clerk of Council Washington pointed out that the term of office of Ms.
Carla Anthony on the Animal Control Advisory Board will expire on October 31,
2014 and that she is eligible to succeed herself for another term of office.
Councilor Thomas nominated Ms. Anthony for another term of office.
She further pointed out that the term of office of Mr. David Mackie will
also expire as well and that he is not eligible to succeed himself and that the
Council will need to nominate someone else.
Clerk of Council Washington also pointed out that Dr. Carol Houston, who
is appointed by the Veterinary Association term of office will expire as well
and that we are waiting to hear back from the Association as to whether or not
they want her to serve again.
*** *** ***
COMMUNITY DEVELOPMENT ADVISORY COUNCIL:
Clerk of Council Washington pointed out that the term of office of Mr.
Chuck H. McDaniel, III on the Community Development Advisory Council has
expired and that he is not eligible to succeed himself for another term of
office. She further pointed out that Councilor Baker is working on a
replacement for this seat.
She further pointed out that Ms. Gloria Enfinger, who represents Council
District 6 does not wish to serve again and that Councilor Allen is nominating
Mr. Don Cook to succeed Ms. Enfinger and that he may be confirmed. Councilor
Woodson so moved. Seconded by Mayor Pro Tem Turner Pugh and carried unanimously
by those six members of Council present at the time, with Councilors Allen and
Henderson being absent for this vote and Councilors Huff and McDaniel being
absent from the meeting.
Clerk of Council Washington also pointed out that Ms. Clementine Cochran,
who serves as Council District 10 representative is not eligible to succeed
herself for another term of office and that Councilor Henderson will need to
nominate someone to fill this seat.
*** *** ***
KEEP COLUMBUS BEAUTIFUL COMMISSION:
Clerk of Council Washington pointed out that the term of office of
Ms. Vanessa Lewis, who serves on the Keep Columbus Beautiful Commission and
represented Council District One has expired. She further pointed out that she
is not eligible to succeed herself and that Councilor Barnes needs to nominate
someone to fill this seat.
She also pointed out that Dr. Billy Kendall who serves in an at-large
position terms has also expired and the Council will need someone to fill this
seat, as he is not eligible to succeed himself for another term of office.
*** *** ***
LAND BANK AUTHORITY:
Clerk of Council Washington pointed out that the terms of office of Mr.
Carson Cummings, Mr. Thomas Gristina, and Mr. Justin Krieg on the Land Bank
Authority will expire on October 31, 2014. She further pointed out that they
are all eligible to succeed themselves for another term of office; however, Mr.
Gristina does not wish to serve again.
Councilor Henderson nominated Mr. Cummings for another term of office.
Clerk of Council Washington said she would bring this back at the next
regular meeting for his confirmation.
She also pointed out that Mayor Tomlinson has nominated Mr. Krieg to serve
another term of office, and that he may be confirmed. Councilor Henderson so
moved. Seconded by Councilor Allen and carried unanimously by those seven
members of Council present at the time, with Mayor Pro Tem Turner Pugh and
Councilor Barnes being absent for this vote and Councilor McDaniel being absent
from the meeting.
*** *** ***
PERSONNEL REVIEW BOARD:
Clerk of Council Washington pointed out the terms of office of Mr. Cliff
Brinson and Mr. Roger Williams on the Personnel Review Board has expired and
they are not eligible to succeed themselves for another term of office.
She further pointed out that the terms of office of Ms. Gladys
Williams-Tillmon and Ms. Jennifer Melvin has also expired and they are both
eligible to succeed themselves for another term of office. Mayor Pro Tem Turner
Pugh then re-nominated Ms. Williams-Tillmon and Ms. Melvin for another term of
office.
Councilor Thomas nominated Ms. Tana McHale for and Mr. Charles Harp for
Ms. Kathryne Delffs?s seat.
*** *** ***
PLANNING ADVISORY COMMISSION:
Clerk of Council Washington pointed out that Mr. Michael Greenblatt and
Mr. Wallace Davis has been re-nominated for a second term of office on the
Planning Advisory Commission and advised that they may now be confirmed.
Councilor ??????? so moved. Seconded by Councilor ?????? and carried
unanimously by those seven members of Council present at the time, with Mayor
Pro Tem Turner Pugh and Councilor Barnes being absent for this vote and
Councilor McDaniel being absent from the meeting.
*** *** ***
PUBLIC SAFETY ADVISORY COUNCIL:
Clerk of Council Washington pointed out that Ms. Toni Fogle has resigned
from her seat on the Public Safety Advisory Council and further advises that
this is Councilor Davis? nominee. There was no nomination.
She further pointed out the terms of office of Ms. Valerie A. Thompson,
who represents Council District Four, Mr. Roger Lamar Beck, Sr., who represents
Council District Six, Mr. Murray Anderson, who represents Council District
Eight, and Ms. Genience Granville, who is the Mayor?s appointment will expire
on .
*** *** ***
TAXICAB COMMISSION:
Clerk of Council Washington pointed out that Mr. John Adams, Ms. Amy Askew
Bryan, and Sergeant Chris Anderson, all have been nominated for another term of
office and that they may now be confirmed. Councilor Henderson so moved.
Seconded by Councilor Allen and carried unanimously by those seven members of
Council present, with Mayor Pro Tem Turner Pugh and Councilor Barnes being
absent for the vote and Councilor McDaniel being absent for this meeting.
*** *** ***
UPTOWN FA?ADE BOARD:
Clerk of Council Washington pointed out that the terms of office of Mr.
Reggie Luther and Mr. Roger M. Stinson expired on October 31, 2014 and that we
are waiting to hear back from the Uptown Business Association on their
recommendations for these two seats.
*** *** ***
With there being no other business to come before the Council, Mayor
Tomlinson then entertained a motion for adjournment. Councilor Henderson so
moved. Seconded by Councilor Allen and carried unanimously by those seven
members of Council present, with Mayor Pro Tem Turner Pugh and Councilor Barnes
being absent for the vote and Councilor McDaniel being absent for this meeting,
with the time of adjournment being 10:00 p.m.
*** *** ***
Tiny B. Washington, MMC
Clerk of Council
The Council of Columbus, Georgia
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