City of Midway
Monthly Planning Meeting
March 22, 2010
6:00 P.M.
The Honorable Dr. Clemontine F. Washington, Mayor -Presiding
Agenda
I. Call to Order
II. Invocation
III. Pledge of Allegiance
IV. Approval of Agenda
V. Presentations
A. Water/Wastewater - John Settles, Ecore Group, LLC
B. Georgia Rural Water Association – William Powell and Budd Crawford
VI. Department Reports
A. City Clerk
B. Finance Director
C. Police Department
D. Utility Manager
VII. Mayor/Council Reports
VIII. Unfinished business
A. Council Goals
B. Review City Charter
IX. New Business
A. Performance Evaluation
B. Capability Assessment Survey
C. County-Wide Planning Workshop - April 28-30, 2010
D. Planning Meeting Schedule
E. Agenda Publishing
X. Executive Session
XI. Announcements
XII. Adjournment
Official Minutes of the Midway City Council
Monthly Planning Meeting
March 22, 2010
The regular monthly planning meeting for the month of March was called to order at 6:00 p.m. by the Honorable Mayor, Dr. Clemontine F. Washington.
Members present: Curtes H. Roberts, Sr., Mayor Pro-Tem; Levern Clancy, Jr., Councilman; Melice H. Hamilton, Councilwoman; and Terrence Doyle, Councilman.
Staff Present: Lynette G Cook-Osborne, City Clerk; Terrell Chipp, Utility Manager/Fire Chief; Gwendolyn Lowe, Finance Director, and Kelli Morningstar, Chief of Police.
Guest present: William Powell and Bud Crawford of Georgia Rural Water Association; John Settles representing Ecore Group LLC; Joseph Parker, Jr., representing the Media;
Lindsay Swida, Maxie Jones, IV; Spokesperson from Freedman Grove Community along with ten members attended the meeting.
The Invocation was a “Moment of Silence”.
Pledge of Allegiance to the United States Flag was led by Mayor Washington.
Approval of Agenda – The mayor requested that the Performance Evaluation be deleted from the agenda since it wasn’t completed. Maxie Jones IV requested to make a comment after Mr. Settle’s presentation. Councilman Doyle made the motion to adopt the agenda but not included items F and G under VIII.
Presentations:
A. Water/Wastewater – John Settles, Ecore Group, LLC – Mr. John Settles made his presentation to the Mayor and Council stating that he was informed by the Planning Commission to work with the City of Midway. He stated that it would be great for both parties. Mr. Settle informed the Mayor and Council it would be a great for both the city and is project. The property that Mr. Settles wants water and waste water provided to is currently zoned commercial and is located approximately four miles north of the city limits. The proposed cost of the water portion of Mr. Settles’ project is $300,000.00 and the proposed cost of the wastewater portion is $700,000.00
Maxie Jones IV from the Freedman Grove Community informed the Mayor and Council
of the opinion of himself and other property owners. After listen to Mr. Jones comments
Mayor Washington suggested that the Mr. Jones and Mr. Settles try to resolve their differences. Councilman Doyle ask Mr. Jones did he have any consultation legally or environmental in reference to this project.
B. Georgia Rural Water Association – William Powell and Budd Crawford
Mr. Powell made a presentation explaining Residential Equivalent Units (REU) and
Equivalent Residential Units (ERU). He also explained that water meters should be changed out after 1,000,000 gallons. Mr. Powell made several suggestions since the Utility Ordinance rates has not been increased since 2004. After a lengthy presentation on the basic charge, debt service, administrative charge inside and outside of the city limits. Mr. Powell said that the City of Midway rate would have to be updated to qualify for USDA funds. (attached presentation)
Department Reports
City Clerk – Lynette G Cook-Osborne presented her calendar to Mayor Washington.
Finance Director – Gwendolyn Lowe presented Financial Statement through February 28, 2010 to the Mayor and Council. Mrs. Lowe also stated that she is working on the Rural Development Housing & Community Facilities Program. She also stated that she has the loan package. Mrs. Lowe stated that some engineer work has already been completed. There was a large leak at Glebe Plantation and there is no one to bill for the loss.
Police Department - This Department was removed from the agenda due to an emergency.
Utility Manager – Terrell L. Chipp asked did he have to accept the lowest bid. Mr. Chipp also wanted to know the maximum amount he was allowed to spend on the equipment. The zero turn is a 27hp 60” cut with a sunshade. Andy’s Lawn Care from Richmond Hill has 1500 hrs warranty on free parts and labor and a two years warranty on the hold mowers at $9124.10 and Jesup Lawn only has three years warranty. The difference is the warranty, service, and nine hundred twenty four dollars. The Mayor and Council suggested Andy’s Lawn Care because they have the best contract. Liberty County Fire Authority ordered on March 26th the large diameter hoses for the Midway Fire Department in the amount of $29, 198.65. Preferred Pest Control has completed the pest control service for the Midway Fire Station.
Mayor/Council Reports
Mayor Washington passed out her monthly calendar informing the Council of all the meeting she attended. Councilman Clancy stated the Midway Day Festival is cancelled. The Mayor suggested that he start in October of this year for next year’s festival. Councilman Doyle stated that the resident that lives at 12 Lake View had contacted him
in reference to the road. He also stated he was working with the 2010 Census. Councilman Doyle stated that there isn’t an ordinance on driving large equipment into residential neighborhoods. The school bus on Martin Road is also in a no parking zone.
Councilwoman Hamilton and Mayor Pro-Tem Roberts doesn’t have a report at this time.
Council Goals
City of Midway
Midway
City Council Proposed Goals for 2010
Resolve or minimize unfinished business
Review and revise all city documents as needed
Improve fiscal accountability
Maximize staff for greater output through clear job descriptions
Institute human resource performance evaluation system
Implement an internal of services evaluation system
Evaluate and upgrade the city’s infrastructure
Promote tourism
Obtain Record Retention Guidelines and implement
Review all zoning within the city to insure compliance with the Midway Goals
The Mayor was the only one who came prepare with goals stated in measurable terms as requested by Councilman Doyle at the February 22nd planning meeting.
Council reviewed the ten broad goals and reduced them to five. The five goals are to be written in measurable terms by the council. Review of the City Charter – Council agreed to place this on the next planning meeting and limit other items. The Mayor and Council also agreed to call the fourth Monday meetings work sessions instead of planning meetings. The Mayor and Council will work on the revisions for the City Charter at the April 26 meeting.
Performance Evaluation – Mayor Washington stated that they were not completed so she would bring them to the next work session.
Capability Assessment Survey – The job descriptions would have to be in place prior to completing the survey.
County –Wide Planning Workshop – April 28-30, 2010 - Mayor Washington asked who would like to attend? Councilman Doyle stated he would be attending through the Liberty County Advisory Board. Mayor Washington and Mayor Pro-Tem Roberts will attend the workshop.
Planning Meeting Schedule – Mayor and Council stated that all future planning meeting will be held at 9:00 a.m. on the fourth Monday and the official title will be Work Sessions.
Agenda Publishing – The agenda will be posted two weeks before the meeting. The final agenda will be posted one week before the meeting by the end of the work day.
Executive Session – Mayor Pro-Tem Roberts made the motion to go into executive session to discuss compensation for an employee. Councilman Clancy seconded the motion at 9:10 p.m. Councilman Doyle voted against at 9:25 p.m.
Announcements – GMA Annual Conference in Savannah June and the next regular meeting will be held April 12th at 6:00 p.m.
Adjournment – Councilman Clancy made the motion to adjourn the planning meeting at 9:30 p.m. Councilman Doyle seconded the motion. This motion passed unanimously.
Dr. Clemontine F. Washington. Mayor
Lynette G Cook-Osborne, City Clerk
