City of McIntyre
February 4, 2013
Mayor Horne called meeting to order, led in prayer by John Carswell.
Present were Mayor Vicki Horne, Council Members, Vickie Mixon, Rico Myrick, John Carswell, Katherine Scott, and Eugene Moore.
Motion to accept the December 17, 2012 minutes as they are was made by Mixon, seconded by Scott, no opposition, motion carried.
Motion to accept the minutes for January 7, 2013 meeting was made by Myrick, seconded by Carswell, no opposition, motion carried.
Roberts stated that all she had for discussion was the LMIG program that took over LARP. Roberts explained that submissions were made for road projects in which we receive a percentage of the total cost. This year’s was $9,706.32. Roberts stated that she and Moore discussed opening another checking account if it was okay with council. Roberts explained that the monies could be held for three years, and next years, then the city could put it on a major road it wanted to pave.
Mayor Horne asked about the advantages of opening an account. Moore stated that the money could be held in escrow or had to be spent this year. Moore said the rules speak of auditing the records and account but if it was not placed in a separate account, he didn’t see how they could audit it. Horne stated that her concern was that in the future, if current council was not here, would the projects that needed to be done get done. Moore stated that the money would have to be spent on the four projects submitted, which was approved in October. Mayor Horne asked if there are any roads that would be worked on this year, Moore stated no, not if they would be torn up when the sewer construction began. Moore stated that there is one place on Railroad Street that needs some patching, but that it could be done using the $15,000.00 in the budget. Horne asked why the funds couldn’t be used for patching Railroad, Moore said because it wasn’t on the priority list. Moore said the roads included in the priority list was from the railroad tracks around to 441, 4th Street to Main Street, Railroad, Vinson Road and Macon Road. Myrick asked about the state maybe patching, Moore said that the state didn’t do anything anymore, and said the LMIG program was all your were going to get from the state, Myrick said that he was talking about the City supplying the asphalt, but using their machine. Moore said that he didn’t know about that. Moore said that if you read the rules under this LMIG project, that the miles inside the city limits were solely the responsibility of the City, even for engineering, anything from now own, that the state was no longer involved in those functions. Mayor Horne asked what the difference would be to place the funds in an account since we have to spend them this year. Moore reiterated that the funds do not have to be spent this year that they could be placed in an escrow where it can be held for three years but has to been spent within those three years. Mayor Horne voiced concerns in regards to the funds being kept in escrow that they could be forgotten while other projects take place. Moore stated that requests are already made for next year. Roberts said that the city would receive another check in 2013, and if they are all around $9,000.00, then there would be around $27,000.00 that could be used on certain road resurfacing projects.
City of McIntyre
February 4, 2013
Mayor Horne stated that the city needs to look into work for the sidewalks in which there have been promises made concerning sidewalks being constructed on Railroad Street, Old McIntyre and Riley Circle
for quite some time, and finishing up Macon Road. Moore asked if SPLOST funds could be used for the purpose of sidewalks, Horne responded that they probably could, and that CDBG funds could be applied for also. Mayor Horne asked what roads were on the priority list, Moore said from the railroad tracks to 441, and that it was estimated at about $28,000 to patch, level and resurface, from 4th Street to Main was another $25,000, and Vinson was estimated at $150,000, and Macon Road was around $150,000. Mayor said that you were looking at over $300,000. Moore stated that the city has to match the LMIG by 30% because the TSPLOST did not pass for our region; and that the areas that it did pass were only required to match by 10%. The projects submitted had to be at least 30% more than $9,700.00.
MOTION was made by Moore that the $9,706.32 be put in escrow in a separate account to hold it at least until next year to see what kind of repairs the roads needed, seconded by Scott, no opposition, motion carried. Mayor Horne asked was the money going to go anywhere, Moore said no.
Moore stated that he has a bid from Chris Martin for handrails along the sidewalks in the amount of $3000.00 for both sides. Mixon stated that she doesn’t see the need for the handrails on both sides seeing that the sidewalks are twice as big as they were before they were redone. Horne stated that it is because of safety, especially with small kids running into traffic and for handicapped people being able to pull themselves up the ramp. Carswell asked the where about of the railing. Moore explained that the pricing was for railing on the out sides of the ramps, but that he didn’t think we needed the railing. Carswell asked did the concrete come all the way to the building on the side of handicap parking. Roberts said that there was no drop off, and Moore said that is why they constructed the sidewalks five feet wide. Carswell suggested constructing the railing on both sides of the handicap parking area sidewalk to keep people from rolling off the sides. Mixon stated that the USDA doesn’t require any rails, Horne said that she understood that but still wanted them for safety issues. Carswell said that he felt there should be some warning signs, Moore said that we had one ordered. Scott made motion to get hand railings for the side walk. Carswell asked if the city was going to get railing on both sides of the side walk. Scott said that she understood what Mayor Horne was saying that people could step off into traffic. Carswell stated that the railings were more for a protective measure more than for handicap accessibility; Mayor Horne said that’s how she felt. Carswell said that if you look at the parking area, you don’t have that much railing, so if you put some on the back side where there is no concrete, it wouldn’t be about 15 feet, and would prevent any accidents and that it shouldn’t be that much more for that area. Mayor asked Moore if he could contact Chris Martin for pricing, Moore said that he would but that it would probably be another $1,500. Scott and Horne questioned that amount for such a small area. Moore said that you weren’t talking about that small of an area that you would have to come all the way across the parking area and up the sides. Mixon said that she felt if it was required then USDA would have put it in the requirements. Horne said that USDA was just trying to make sure it was handicap accessible. Moore said that when he was talking to Spence, the reason why it was poured 10 feet wide was so a wheelchair would have room to turn. Moore was asked to get with Chris Martin and discussion was tabled until next meeting.
City of McIntyre
February 4, 2013
Scott had nothing for discussion.
Carswell stated that he received a phone call inquiring about renting the office space located at the park for a family reunions, Mayor Horne advised Carswell that she didn’t believe the office was big enough and see if they could use another building located at the park.
Carswell stated that the only other business that he had to discuss was about a water line that needs to be repaired where Myrick turned the water off, but that it wasn’t the main, Myrick said that it was a main, out there by the trailer park. Carswell asked if it was a water faucet, Myrick said that it was, and Carswell said that he would look at getting it repaired.
Carswell said that he had begun sending flyers to vendors from last year for May Day. Mayor Horne stated that she has also been getting calls inquiring about meetings. Carswell said that the May Day committee will start having meetings in about two weeks, because people were calling inquiring about the events and about the car show. Mayor Horne said that Albert Nesbitt asked about the pictures from the Car Show. Carswell said that he had spoken with Mantrell several times and that he hasn’t seen but one picture from the car show, but would call Mantrell, and if he gets them, he would forward them to the clerk’s office.
Myrick had nothing for discussion.
Mixon had nothing for discussion.
Amerson had nothing for discussion.
Mayor Horne stated that there is a memorandum from Paws and Claws. Roberts presented a Memorandum of Understanding from Paws and Claws stating that it was basically the same as the one they had signed when they give them the $10,000. Clerk read the first paragraph to the council, concerning what Paws and Claws did. Mayor Horne asked what happened with Mark doing animal control for the city. Roberts said that she had mentioned it to Mark, and that someone was to speak with him and have him come to a meeting but no one has contacted him. Roberts stated that the memorandum is for the $2500.00 that has already been pledged to give to them. Mayor Horne said that she wanted to wait until David comes back.
Mayor Horne stated that the budget had to be voted on tonight, Roberts said that there were no changes to the budget and had included with the copies, a breakdown of raises and insurance. Mayor Horne asked if everyone received 3%, Roberts stated that everyone except Lamont and Courtney, they get .75. Mayor Horne asked when they start fulltime; Moore said that whenever the budget was passed,Roberts said whenever council agreed to it. Mayor Horne questioned whether Nickie was included in the raise and insurance breakdown, Roberts stated that she was.
City of McIntyre
February 4, 2013
Moore stated that Piping Services were supposed to start today, but that he hadn’t seen them, Moore said that the electrician was waiting on Georgia Power. Myrick questioned about the work done last year, Moore stated they just installed a new pole that this would be a new service. (This conversation took place while council was waiting on copies of the raise and insurance breakdown being made for those that did not have one)
Roberts noted a correction that needed to be done to the breakdown of insurance and raises that the amounts in the column for Louise needed to be dropped to Takita’s name.
Mayor Horne said that she would like to discuss a personnel issue. Myrick made motion to enter into executive session, seconded by Mixon, no opposition, motion carried.
Mayor Horned called meeting back to order at 5:55 no motion or vote was taken while in executive session.
Mayor Horne stated that she and Pam discussed purchasing a laptop so she would have accessibility to the office when she is not there. Roberts stated that the laptop would be used to tie into the system where she could monitor work, or complete work herself if necessary. Council members agreed with the purchase of the laptop.
Mixon made a motion to accept the proposed budget, seconded by Scott, no opposition, motion carried.
Mayor Horne asked about retroactive pay for the employees, Roberts said that it is up to council. Moore said that he doesn’t think so. Mayor Horne asked if the pay was included for the beginning of January, Roberts said that it is. Scott asked if the employees would have to be paid back pay from January to February. Moore asked if the budget would have to be run in the paper also, Mayor Horne and Roberts responded, that it would but Mayor Horne said that what she is speaking of is different. Roberts stated that there has to be a budget hearing also. Mixon asked if there has to be two budget hearings and Roberts said that there only has to be one. Roberts stated that the vote for full-time and raises can be made after the budget has been approved. Moore stated that he understands that there has to be a motion to hire the employees full-time just like it was done to hire them part-time. Scott said that they would began to receive pay then. Mayor Horne asked when the employees would begin to start working full-time, Moore said after the budget had been approved. Myrick said that David said that it did not have to be done right after the budget had been approved. Mayor Horne said she thought the decision had been made to go ahead and hire the employees and Roberts said that the decision to hire them could be made anytime, the vote just has to be made for the raises but they may want to ask David. Mixon said the she doesn’t think that it’s the employee’s fault that the budget wasn’t approved and she thinks that it should be retroactive because it punishes the employees for something that council was lax in doing and she thinks that they should be paid even though it will be late. Mayor Horne asked how long the budget has to run in the paper, Roberts said two weeks. Scott asked if the vote needs to be made to hire the employees now or wait until the two weeks. Mayor Horne and Carswell had questions as to whether they could vote for the employees to go ahead and start working full-time, Roberts recommended asking David. Moore said he thought it was based on the approval of
City of McIntyre
February 4, 2013
the budget that the employees would be hired full-time. Carswell, Moore and Mixon all agreed that there is not any money to spend until the budget is approved. Mixon said that she thinks that the employees should be paid what they would have been paid when they were hired. Carswell asked if that would be the retroactive pay. Mayor Horne responded yes and that it had been done before. Mixon stated that it’s not the employees fault that the budget was not ready, Mayor Horne said to wait and ask David. Mayor Horne said that the budget has been done early before, but the last few years we have become lax. Mayor Horne said to call David with the questions. Roberts asked when council wants to have the hearing. Moore and Mayor Horne said that the hearing could be held at 4:30 on the third Monday which will be two weeks. Roberts said that holding the hearing would depend on whether she could get it in the paper or not and Mayor Horne said that if we couldn’t then it could be pushed for the next Monday.
Motion made by Mixon to hold public hearing on the second meeting of the month which will be February 18th at 4:30, seconded by Carswell, no opposition, motion carried.
Myrick asked about the library, Mayor Horne said that there was a misunderstanding and that David Franks said he thought that Mr. Moore said there was $17,000.00 in the budget for the library; Scott asked if Franks had been called. Mayor Horne said she talked with Franks and that he sent a letter to Donna Asbell letting her know what the amount was and that he is also encouraging the library board to come and meet with the city themselves and that they would send someone to represent them. Mixon said that she didn’t believe the library board wanted to meet with anyone. Mayor Horne said that she didn’t know why the library board wasn’t at the meeting, and asked Moore if he knew, Moore stated that no one contacted Mr. Franks to let him know anybody was coming, so he didn’t set up a meeting. Mayor Horne asked wouldn’t the library still have been there. Scott said no because they were told that nobody was coming because we didn’t get back with him, Scott asked Roberts if she called to tell them that we were coming, Roberts said that honestly, she didn’t know that she was suppose to. Roberts said she would have if she had known. Scott said that’s why no meeting was set up. Moore said that he asked Franks if he could state our position since he was there. Moore said that he informed them that for the city to give any more, we would have to see more being given from the other cities. Mayor Horne stated that it’s only fair and that we should have an official audit to know whether there are other funds being paid into the library. Moore stated that he showed Franks the document that the city had received from the Library and that Franks looked at it and said that they gave them $20,000.00. Mayor Horne said that it was not on the audit copy the city received. Mixon said that they are getting money that they are not reporting. Moore said he took the 2012 budget and figured up the percentage of total revenue and that the $17,000.00 came up to be 1.46% of total revenue for 2012. Moore said that he then took the projected revenue of $12,000.00 and it came to 1.03% of the 2013 budget. Moore said that when the city can see the county and the other cities giving 1% of the total revenue then we will be satisfied. Mayor Horne stated that she thinks that the library is trying to make the city feel like the $17,000 is something that has to be done. Moore says it’s the feeling coming from the library but not the feeling coming from the county commissioners. Mixon says that what the library is saying is that we don’t have a choice; we have to give it to them. Moore said that Dennis Holder and Mr. Franks both said that we can’t tell McIntyre how to spend their money and the city can’t tell them how to spend their money. Moore stated that is the reason he did the percentage illustration, because percentage
City of McIntyre
February 4, 2013
wise, McIntyre has given more to the library than anyone else, including the county. Mayor Horne and Mixon said that over the course of the years we have given more. Moore said that we still are percentage wise. Moore suggested to Scott that at their next board meeting, they should start discussing volunteers and Scott said they do have some that the school sent there.
With no other business to discuss, motion was made by Mixon to adjourn, seconded by Carswell, no opposition, motion carried.