City of Midway
Monthly Work Session
May 24, 2010
9:00 A.M.
The Honorable Dr. Clemontine F. Washington, Mayor -Presiding
Agenda
I. Call to Order
II. Moment of Silence
III. Pledge of Allegiance
IV. Approval of Agenda
V. Approval of Minutes of April 26, 2010
VI. Unfinished Business
A. Amendment to Midway Fire Ordinance - Councilwoman M. Hamilton
Chapter 2; Article A- Sec. 3-2-3
B. Tree Ordinance – Mrs. Gabriel Hartage, LCPC
C. Health Insurance – Ms. Gwendolyn Lowe, Finance Director
D. Utility Equipment – Mr. Terrell Chipp, Utility Manager
E. Arlen Oaks Streets – Mayor Washington
VII. Department Reports
A. City Clerk Mrs. Lynette G. Cook-Osborne
B. Finance Director Ms. Gwendolyn Lowe
C. Police Chief Mrs. Kelli Morningstar
D. Utility Manager / Fire Chief Mr. Terrell L. Chipp, Sr.
VIII. Mayor’s Report
IX. Announcements
X. Adjournment
05/19/2010 1:55 p.m.
Official Minutes of the Midway City Council
Monthly Work Session
April 26, 2010
The regular monthly work session for the month of April was called to order at 9:01 a.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 J. Doyle, Councilman.
Staff Present: Lynette G. Cook-Osborne, City Clerk; Terrell L. Chipp, Utility Manager/Fire Chief; Gwendolyn Lowe, Finance Director, and Kelli Morningstar, Chief of Police.
Guest present: Deborah Attical, Zoning Administrator, representing Liberty Consolidated Planning Commission; Matthew Barrow, Engineer in Training representing P. C. Simonton & Associates, Inc.; Joseph Parker, Jr., citizen; and Graham C. Tyre representing Colonial Life.
The Invocation was a “Moment of Silence”.
Pledge of Allegiance to the United States Flag was led by Mayor Washington.
Approval of Agenda – Councilman Clancy made the motion to adopt the agenda as printed. Councilman Doyle seconded the motion. This motion passed unanimously.
Approval of Minutes – Councilman Doyle made the motion to approve the March 22, 2010 minutes as written. Councilwoman Hamilton seconded the motion. This motion passed unanimously.
Executive Session – At 9:09 am Councilwoman Hamilton made the motion to go into executive session to discuss personnel issues and pending litigation. Councilman Clancy seconded the motion. This motion passed unanimously. Executive Session adjourned at 9:45 a.m.
Mayor Washington stated that there will be a “Special Call Meeting” on May 04, 2010 to discuss items relating to finances. Mayor Pro-Tem Roberts made the motion to add review of the budget and possible raises to the May 4th agenda. Councilwoman Hamilton seconded the motion. This motion passed unanimously.
Department Reports:
A. City Clerk – No Report.
B. Finance Director – Presented Report as information. The report will be discussed at the May 04th meeting. Ms. Lowe discussed the USDA FY 2010 Rural Business Opportunity Government (RBOG) Program. Ms. Lowe stated that Hickory Hill Subdivision has not been released to the City of Midway and the developer would like for the City of Midway to start paying the utility bills. Mrs. Lowe also has four (4) insurance plans that the Mayor and Council need to review and make a final decision. Councilman Doyle made the motion to add review of the four (4) insurance policies to the agenda for the May 4, 2010 meeting. Councilwoman Hamilton seconded the motion. This motion passed unanimously. Mrs. Lowe stated that the auditor will be back on Thursday, April 29, 2010.
C. Police Chief – Chief Morningstar handed out statements of citations issued and incidents reports for the month of March. Her intention was to ask for raises. Chief Morningstar stated that the cheapest fire proof filing cabinet was at office depot for the amount of $1,119.99, she also needs a fire proof safe. The Chief got six bids on the fire proof file cabinet. Mayor Washington stated that during her visit to the Police Department she recommended the fire proof safe and filing cabinet. Chief Morningstar stated that last month they had a shoot out and her department was out gunned and she would also like to equip each vehicle with a rifle, Model AP 4 at $ 894.85 per unit. Chief Morningstar said it was very uncomfortable to be out gunned. Mayor Washington asked Chief Morningstar if she would prefer the rifles as oppose to raises. Chief Morningstar said officer safety would come first. She would choose officer safety before her raise.
D. Utility Manager/Fire Chief - Mr. Chipp wanted to know how the grass looks. He was complimented by Mayor and Council. Mr. Chipp reported that Krebs Construction just completed the installation at I-95 of the two new pumps. The city Ford F-250 truck is in the shop for the third time for the same reason diesel mixed with the oil in the engine. He also stated that the truck should be ready on Friday and it is still under warranty. Councilwoman Hamilton wanted to know when the warranty will expire. Mayor Pro-Tem Roberts stated that Mr. Chipp should push the dealer toward replacing the engine. Mayor Washington stated that we would need to get with Ms. Lowe to determine the warranty expiration. Mr. Chipp stated that the trailer is approximately 3 inches too short for the new mower. He stated that we need a larger utility trailer and Mr. Jason Asbury needs a truck to transport the lawn mower and pull it out of ditches. Mayor Pro-Tem Roberts wanted to know how the Utility Department transported the equipment in the past; Mr. Chipp used his personal vehicle when needed. Mayor Washington asked Mr. Chipp had he used his personal truck since January 01, 2010. Mr. Chipp said no. Mayor Pro-tem told Mr. Chipp not to use his personal truck for city use. Mr. Chipp said the backpack blower is not working and it’s old. Councilman Clancy suggested that Mr. Chipp get a Mule Blower because it is for commercial use. Mayor Washington told Mr. Chipp to get quotes for the May 4, 2010 meeting.
Fire Chief – Mr. Chipp stated that there was a fatality last Friday afternoon. He also stated that approximately $90,000 worth of equipment was damaged by red dye during a fire call at Elan Technology. The County Fire Coordinator is filing a claim to replace the damaged gear.
Mayor/Council Reports
Councilman Doyle stated that citizens brought up issues on scooters and electric wheel chairs. There are a lot of restrictions on the handicap equipment on the road ways. He also brought up big trucks traveling on local roads and more vandalism by teens. Councilman Doyle stated that there is a Liberty County Ordinance against driving large equipment on local streets.
Mayor Washington stated that she had attended several LCPC meetings in Hinesville since her last report. In addition, she attended the last Warrior’s Walk tree dedication at Fort Stewart. She reemphasized that the “Special Call Meeting” scheduled for May 4, 2010 will include the following: (1) Review of the Budget (2) Possible Raises (3) Review of bids on a utility trailer (4) Health Insurance Plans (5) Blower estimates and (6) Rifles for the police department.
New Business (Resolution) – Mrs. Attical stated that the map that is attached to the Resolution is what is going forth. There are 860 residents that will be supplied with decent water. She also stated that the Liberty County Health Department indicated that some of the homes with wells and septic systems don’t meet the health requirements. 50% of the local municipalities have approved the resolution identifying the service delivery strategy for Liberty County. Council reviewed the map and had an in-depth discussion about it. Mayor Washington was concern as to where the manes will be located. Mrs. Attical pointed out that the distribution for this plan is to have those water manes run from Holmes Town Rd., Bill Carter Road, and continue through Screven Fork Road. Councilman Doyle was concerned that the county’s water service area was extending on the north side of highway 38 and it should stop so it does not infringe upon the city of Midway.
Mayor Washington asked did it matter if the city of Midway didn’t sign since the county already has their 50% approved. Mrs. Attical stated that all municipalities are being requested to approve the resolution. Mayor Washington stated that the county lines should not cross over the city’s lines. Mr. Matthew Barrow representative from P. C. Simonton and Associates, Inc. stated that the lines would make a circle so that there would be no dead end points to avoid stagnation. Mayor Washington said that the Service Delivery map shows service areas for the county that are now being served by the City of Midway. Councilman Clancy stated some residents in that area need city sewer also. It was noted that this project is for water only.
Councilman Doyle stated that it was discussed about a year ago in the commissioners meeting and the area has expanded. Mr. Barrow was not familiar with previous mapped areas. Mr. Barrow stated once this is filed it must happen, its law. Mr. Barrow said this is the current proposal but he would consult the Water Council to change the new proposed area. The tank will be located at the rear of Miller Park located on East Oglethorpe Hwy. Councilman Doyle informed Mr. Barrow that he had seen this map over a year ago. The new proposed area will go to all municipalities with the revised maps. Mr. Barrow stated that it’s their goal to get all cities to approve the proposed Service Delivery Strategy Area.
Councilman Clancy wanted to know how this benefits the City of Midway. Mrs. Attical stated that it would benefit all municipalities that sign the declaration through the Regional Development Council (RDC). Mayor Washington stated that Liberty County has the 50 % by the other cities. Mr. Barrow stated that he has time by May 4, 2010 to get the revisions approve by the Liberty County to give the City of Midway the additional service area. Mayor Washington thanked Mrs. Attical and Mr. Barrow for their presentation and their time.
Human Resources –At the last planning meeting it was discussed that all employees did not have personnel files and some documents that should be included were not available. Mayor asked Councilman Doyle to look into this matter. Councilman Doyle handed out a sheet listing documents that should be in each employee personnel file. Mrs. Lowe has the I-9 and W-4’s in her office. Mrs. Osborne stated that she didn’t have the information. Councilman Doyle stated that Georgia recognizes the doctrine of employment at will.
Councilman Doyle also stated that the personnel policy was plagiarized from another city in 1993. Mrs. Osborne explained to him that Coastal Georgia RDC prepared the document. Councilman Doyle also stated that six laws have been changed that aren’t included in the policy. He wanted to know if there was any advertisement for positions prior to their being filled. Mayor Washington stated that she has a file on each person and the policy manual will be updated. Mrs. Lowe stated that she worked five hours on Saturday. Mayor Washington informed her that the overtime wasn’t authorized by Mayor or Council. Mrs. Lowe stated it wouldn’t happen again. She said that she did that during the prior administration.
Mayor Washington encouraged all to go on line and review the Fair Labor
Standards and be knowledgeable. Mayor Washington thanked Mrs. Attical and Mr. Barrow for their presentation.
City Charter – Mayor Washington wanted to know what’s the Council’s pleasure? Councilman Doyle stated that the Council needs to send inputs to the City Attorney. The City Attorney will send another draft. Councilman Doyle made the motion that City Charter be postponed until all Council members have the opportunity to submit their changes to the City Attorney by May 4, 2010. Councilwoman Hamilton seconded the motion. This motion passed unanimously.
Announcements - Mayor Washington instructed Mrs. Osborne to advertise the “Special Call Meeting” on May 4, 2010 for the purpose of reviewing the budget. She also announced that the County Wide Planning Retreat will be held April 28-30, 2010 at Jekyll Island Club Hotel.
Adjournment - Councilwoman Hamilton made the motion to adjourn the meeting. Councilman Doyle seconded the motion. This motion passed unanimously.
Adjourn
Clemontine F. Washington, Mayor
Lynette G Cook-Osborne, City Clerk
