MINUTES REGULAR MEETING OF THE VALDOSTA CITY COUNCIL M THURSDAY APRIL COUNCIL CHAMBERS CITY HALL

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1 MINUTES REGULAR MEETING OF THE VALDOSTA CITY COUNCIL 3 0P M THURSDAY APRIL 20 COUNCIL CHAMBERS CITY HALL OPENING CEREMONIES Mayor Gayle called the regular meeting of the Valdota City Council to order at 3 1 p m Council member preent were Jame Wright Robert Yot Sandra Tooley Ben Norton Tim Carroll and Joeph Sonny Councilmember Alvin Payton Jr wa abent The invocation wa given by Aociate Pator Jeff William New Covenant Church and immediately followed by the Pledge of Allegiance to the American Flag Vicker AWARDS AND PRESENTATIONS Special Preentation for the Winner of the Georgia Municipal Aociation If I Were Mayor Eay Contet Mayor Gayle tated that it wa time to recognize a pecial group of tudent for participating in the If I Were Mayor Eay Contet Thee tudent are ix grader who are challenged to ue their writing kill and their knowledge of their community to write an eay on what they would do if they were the Mayor We are bleed to have tudent in our community who are talented enough to incorporate day to day activitie into their eay Six grader have great idea in fact thi year I plan to utilize an idea uggeted in one of the eay All three winner are from Valdota Middle School where M Beth DeLoach erve a Principal and from the ame cla room where they are taught by Mr Whitfield and Mr Edgerton At thi time I d like to recognize our winner in revere order and ak that each one read their eay 3rd Place Winner Beth Ann Thornton 2nd Place Winner Tyon Parker and 1 t Place Winner Abbi Long Mayor Gayle congratulated each tudent and preented them with a gift bag from the City and a Mayor coin He then addreed the audience and tated that he planned to implement the idea of a Youth Council uggeted by Mi Abbi Long Thi i an idea I wa expoed to earlier thi year and I think it i an excellent opportunity to hear idea and interact with tudent I ve already talked to Councilman Ben Norton and aked for hi aitance a well a Brian Law a counelor at Valdota High School The Youth Council will conit of middle chool and high chool tudent and I aure you Abbi that you will erve on the Council Thank all of you your eay were very well written and the City of Valdota i proud of you Mayor Gayle alo recognized the Public Information Office at VSU the Social Media Partnerhip Joining u tonight are everal tudent from Valdota State Univerity media cla and their intructor Dr David Nelon Thi group ha been working on a partnerhip with our public information office to put together a ocial media plan for the city I m looking forward to eeing the end reult Special IT Update from Ryan Wilon of VC3 Ryan Wilon Regional Manager of VC3 tated that VC3 peronnel recently met with city department head for an update on the cloud One of our Sr Architect ha been on ite yeterday and today viiting all department to identify application procee and procedure that are currently in ue by city taff o that we can combine it all and tarting building the actual cloud and tructure Since the lat update we now have a erver that i on ite That i where your migration erver live and alo where we will be building the firt portion of cloud infratructure In the next two week we ll be migrating all of the file erver which houe a huge portion of the data tored at the City and we ll be able to hut down about four phyical erver and migrate that data to the cloud In addition the networking infratructure i being addreed We ve received all of the network witche thoe are being configured and we hould be rolling that out in the next couple of week a well ATT ha almot completed the new circuit for the internet connection which hould peed up ervice Once thoe item are in place ll tart pilot teting for the cloud Our go live date for everyone in the city i the lat week of June pending any we iue with the network infratructure Mr Wilon then introduced M Davion Billup the new Sytem Engineer for VC3 whoe office i located on the econd floor of City Hall M Billup will be providing all of the onite upport for the City M Billup thanked everyone for the warm welcome and aked that Council reach out to Shirley if they run into any iue to enure there i a wift and prompt repone to their requet

2 MINUTES APPROVAL APPROVAL OF MINUTES The minute of the April 9 20 Regular Meeting were approved by unanimou conent 60 of the Council PUBLIC HEARING Conideration of a requet to cloe an alley running from Brookwood Place to College Street between William and Slater Street Pat Collin City Engineer tated that thi i baically ari alley on paper and from the treet it doen t reemble an alley at all In March of 20 Mr Alex Alvarez of 06 William Street formally petitioned the City to vacate the alley Vacating the alley required a petition to be ubmitted with ignature from at leat 70 of the property owner The requet wa reviewed by the Engineering Staff and ubmitted to variou department in the City No exiting utilitie were identified and there were no objection from city taff Georgia Power accee the outh end of the alley off of Brookwood to read the meter for a few propertie o we ak that you conider cloing the alley puruant that an acce eaement i granted to Georgia Power Mayor Gayle tated that he looked for the alley three time and wa unable to locate it Mr Hanon tated that it i important for the motion to include a tipulation that an acce agreement be executed atifactory to Georgia Power Mayor Gayle tated thi wa a public hearing item however no one poke in favor or in oppoition of the requet A MOTION by Councilwoman Tooley econded by Councilman Norton wa unanimouly adopted 60 to approve the requet with a tipulation for an acce agreement for Georgia Power ORDINANCES AND RESOLUTIONS RESOLUTION NO 20 Conideration of a Reolution Authorizing an Officer of the City to Execute Leae Supplement for Leae Under the Georgia Municipal Direct Leaing Program Mark Barber Deputy City Manager of Adminitration tated that the reolution i a upplemental leae to GMA Direct Leae Program Back in October 2014 Council approved a Mater Leae with GMA which allowed u to enter into upplemental leae for purchae of fleet replacement Thi i the firt et of vehicle we are purchaing through the leae program Each time we do thi it conidered a upplemental leae and I will have to come before you and ak for your approval for the reolution Thi leae will be for a 60month period at a rate of 1 67 percent o we feel good about the interet rate and thi will help the cah flow Thee are not additional vehicle but replacement vehicle for vehicle that are in fairly bad hape Mr Hanon made Council aware that Mr Barber i eeking approval for a reolution authorizing the purchae of vehicle that were approved for purchae at the March 20 Council Meeting Councilman Vicker aked if the buyback program wa till in affect and if the backhoe would be purchaed under thi program Mr Barber tated ye and confirmed that the City will continue utilizing the buyback program Councilman Vicker aked if the police vehicle would be old on line Mr Barber tated that the vehicle would be old on Gov deal and tated that the City had already been contacted by everal other government that might be intereted in purchaing the vehicle Councilwoman Tooley tated that he thought that thee vehicle were approved to be purchaed from certain vendor at the March meeting Mr Barber commented that thoe vendor are till the approved vendor however they will be paid through the GMA Leae Program Councilwoman Tooley then quetioned exactly how the tranaction would take place Mayor Gayle explained that intead of paying for the vehicle in a lump um the City will get a loan through GMA to pay for the vehicle up front and we will pay monthly until all vehicle are paid off It 881 a way for u to get the vehicle in a timely manner without waiting on SPLOST fund becaue ome of the vehicle are in bad hape It a little bit like a car payment but the end reult i thoe vehicle will be our even though it ay it will be a leae Councilwoman Tooley quetioned the total vehicle being purchaed for the police department Mr Hanon tated that 16 vehicle were for patrol and the ret were for Adminitration and Invetigation He further tated that there were a total of 19 for the police department jut in different diviion Councilwoman Tooley quetioned the change in the cot of the vehicle and the total number of vehicle being 2

3 RESOULTION N0 20 CONTINUED Mr Barber explained that the vehicle will be plit between variou department and that the amount of the purchae i different from the amount approved becaue the police purchaed veru what wa approved M department needed one le vehicle Councilwoman Tooley aked if the vehicle would be paid for with SPLOST fund Mr Hanon anwered that ome of the larger item would be paid for with SPLOST fund but not item uch a police vehicle A MOTION by Councilman Norton econded by Councilman Carroll wa unanimouly adopted 60 to approve reolution to execute leae upplement under the Georgia Municipal Leaing Program a complete text of which will be found in Reolution Book V BIDS CONTRACTS AGREEMENTS AND EXPENDITURES Conideration of a Requet for Bid Received for Extenion of Utilitie for Annexed Iland 69B Pat Collin City Engineer provided a hort overview tating that thi requet i a continuation of the City effort to provide water and ewer to the annexed iland Thi requet i for Iland 69B which i located off of Langford Drive The low bid wa received from Standard Contractor in the amount of plu a contingency for a total of Councilman Vicker aked if Iland 69B wa the lat iland to receive utilitie Mr Hanon replied that although thi will be the lat large iland there are till other iland to be erviced and the project till ha another two three year before it i completed Mayor Gayle identified the location of Iland tating that i wa behind the church and Parker Mathi School off of Langford Drive A MOTION by Councilman Yot econded by Councilman Carroll wa unanimouly adopted 60 to approve the bid from Standard Contractor to provide ewer ervice to Iland 69B in the amount of with a 10 contingency Conideration of a Requet for Bid for the Roger Street Lift Station Force Main Henry Hick Director of Utilitie tated that thi lift tation wa recently renovated a part of a rehab program for all lift tation Dicharge from thi tation goe into a maller 8in ewer main and there have been repeated overflow on Cypre and Mytic Street Staff initially recommended Option 1 which would extend the current force main at a cot of but after careful conideration and reevaluating the ituation we are 8 recommending Option 2 which intall a new force mail and redirect the ewer flow to the Mud Creek Plant We felt thi i a more viable option and i in the bet interet of both ytem Thi option allow flow to be redirected to the Mud Creek Plant a plant that i not being ued to it full capacity and need the additional flow and at the ame time remove flow from the Withlacoochee Plant Therefore our recommendation i Option 2 award the low bid to Radney Plumbing for the amount of with a 10 contingency Mr Hanon tated that the 146 main price difference in the two option i that Option 2 require the City to bore underneath the railroad Option 2 really i better for the overall ytem ince Mud Creek ha doubled in ize and need additional flow Thi alo help the Withlacoochee Plant becaue in major rain event we till have a lot of collection in that ytem Councilman Vicker aked if thi would affect Cypre Street Mr Hick anwered no tating that taying away from Cypre Street wa prerequiite of the bid proce Councilwoman Tooley aked about the railroad and the paperwork needed to proceed with the project Mr Hanon commented that the paperwork wa already in place for proceing and the railroad ha tated that the proce will take day for approval Councilwoman Tooley wa concerned that Option 2 would be approved and there wa till no approval from the railroad Mr Hanon explained that the City ha received approval but there i till a paperwork trail that need to be followed He further explained that thi i not an uncommon practice it jut a very bureaucratic proce Mr Hick tated that there have been everal railroad that the City ha bored underneath and thi repair i in an area that will not caue problem Mayor Gayle aked if it wa a pur track and wa told that taff believed it wa Councilwoman Tooley aked about the cot of the project Mr Hanon tated that the contruction of the project make it more cotly it require more pipe and a directional bore underneath the railroad Councilman Wright aked if he wa correct in tating that by redirecting the flow it will reduce the chance of potential overflow from Withlacoochee and

4 BIDS CONTRACT EXPENDITURES AND AGREEMENTS CONTINUED eliminate overflow on Cypre and Mytic Street Mr Hick anwered in the affirmative tating that the added benefit i that ome of the indutrial dicharge will alo be looped Councilman Yot aked if he wa correct in auming the flow from the new VHS and the new Charter chool will be aborbed into Mud Creek Mr Hanon anwered ye tating the additional flow will be good for the operation of the Mud Creek Plant Mayor Gayle requeted that the motion tate a pecific option A MOTION by Councilman Carroll econded by Councilman Wright approved the requet for Option 2 a preented 1 with a 10 contingency Councilwoman Tooley voted in oppoition Conideration of a Requet for Bid Received for Production Well 9 10 and Aociated Pipeline Mr Hick Director of Utilitie tated that thi ha been a long proce We have evaluated two ite over the lat year and intalled tet well that could eaily be converted into production well There were three potential bidder CDM reviewed the bid and alo made the ame recommendation a taff to award the bid to the lowet and reponible bidder Radney Plumbing in the amount of with a 10 contingency Councilman 1 18 Vicker aked about the capacity and how much flow Mr Hick tated that the well could pump 9 to 10 million gallon per day with the capacity a high a million Councilwoman Tooley aked about the location of the well and if they would be located in Freedom Park Mr Hick and Mr Hanon both tated that the well would be trategically located throughout the 20 acre of the park A MOTION by Councilman Carroll econded by Councilman Norton wa unanimouly adopted 60 to approve a the low bid of Radney Plumbing in the amount of with a 10 contingency 1 18 Conideration of a Requet to Approve Bid for a CuredInPlacePipe CIPP Sewer Lining Repair Project Mr Hick Director of Utilitie tated that in February taff dicovered a break in an 18inch ewer pipe Upon CCTV inpection by the contractor hired to repair the break it wa determined that an entire ection of the pipe had deteriorated beyond repair and would need to replaced Becaue of the location of the numerou reidence near the ewer line and the cot to clear and excavate taff went with CIPP lining technology which i the leat intruive and mot feaible form or repair Staff recommend awarding the contract to the lowet bidder in the amount of with a 10 contingency 167 A MOTION by Councilman Wright econded by Councilwoman Tooley wa unanimouly adopted 60 to approve the low bid from Radney Plumbing in the amount of with a 10 contingency 167 CITY MANAGER S REPORT Mr Hanon City Manager tated that thi week wa Georgia Citie Week and a number of activitie had been planned The employee appreciation luncheon wa held earlier today and many of you were preent and erved There wa a good turnout great food and all eemed to enjoy themelve I d like to thank Sementha for coordinating the event and the ERC for their aitance and upport It been a very good and productive week Mr Hanon tated that Government 101 wa in it third week Thi week the cla toured the water plant and received hort overview from Utilitie Public Work and Engineering We invite you all to come out to attend any cla that i convenient for you or any cla that i held in your ditrict CRA Mr Hanon tated that on Tueday he welcomed the attendee of the Community Reinvetment Act Forum Thi wa a free workhop ponored by the Office of Comptroller of the Currency for the Treaury Department the FDIC and the City Thi i another way the City i working to try and enure the bet for our citizen In addition to the CRA we alo hoted our ixth Job Shadow Day Thi i an allaround great experience for everyone involved and a great opportunity for tudent and parent to learn a little more about their city 4

5 CITY MANAGER S COMMENTS Mr Hanon made Council aware of the Firefighter graduation ceremony i cheduled for Friday April 24 at the Forret Street Community Center The graduation will take place at 4 00 pm There will be 11 recruit graduating and I m ure Chief Broome will appreciate the upport Mr Hanon tated that the deadline for application to apply for Board and Authority poition i Wedneday April If you know of anyone who might be intereted in erving pleae encourage them to apply by next Wedneday Mr Hanon made council aware that the 0th Annual Red Carpet Event wa held on Saturday April 18 with over 200 people from all over in attendance General Mark Welh Chief of Staff wa in attendance and the Mayor and I were actually able to meet and peak with him lat Friday it wa a productive meeting Mr Hanon tated that the ribbon cutting for the new Gateway ign will be held on tomorrow April 24 at 10 am Thi ign wa primarily purchaed with grant fund from the Department of Tranportation and cot a 00 total of including labor cot from our own taff who built the ign We have a lot of talented 244 employee and I want to thank Emily Davenport and her taff for building the ign in houe Our goal i to replicate thi ign at each entrance We will begin working on the next ign a fund become available COUNCIL COMMENTS Councilman Wright aked if the Community Reinvetment Act Forum wa well attended by bank Mr Hanon anwered that there were a number of bank in attendance but M Fluca could poibly provide pecific number Councilman Vicker aked if the moke teting wa finihed Mr Hick anwered that thi wa jut the third year of a five year tet program All reult have been good and taff ha actually been able to identify ome troubled area through the teting Councilman Yot tated that Jay Shaw would be mied He wa a great advocate for our city and helped bring about a lot of good change I alo want to thank the Valdota Police Department for the way they helped handle the ituation at Valdota State Univerity 10119VAWKS11430A lw3911 There were no citizen to be heard ADJOURNMENT Mayor Gayle entertained a motion for adjournment A MOTION by Councilman Carroll econded by Councilman Wright wa unanimouly adopted 60 to adjourn the April 20 meeting of the Valdota City Council at 6 14 pm to meet again in regular eion on Thurday May 7 20 Shirley A r Aociate City Clerk