November 2020 Council Meeting

City of Sparta Regular Council Meeting November 10, 2020 @ 5:00 pm Council members in attendance were James Clark, David Ingram, Tom Roberts and Sandra Sherrod. Council member Sherrod was not present at opening of the meeting but arrived about 6 minutes after start of meeting. Mayor Allen Haywood, City Attorney John Hitchcock, and City Clerk Virginia Webb were also in attendance. The meeting was called to order by Mayor Pro Tem James Clark, with Prayer, The Pledge and Roll Call following. Adopt Agenda A motion was made by Tom Roberts to adopt the agenda. James Clark seconded the motion. Vote was unanimous. Adopt Minutes A motion was made by James Clark to adopt the minutes, for Oct 13, meeting. David Ingram seconded the motion. Vote was unanimous. A motion was made by Tom Roberts to adopt the minutes for November 2, meeting and seconded by David Ingram. Marion Warren-Matter of Proceedings Marion Warren had a difference of opinion about a Census Awareness Parade Request that he had submitted, but was never approved. After his request was submitted to Mayor & Council, the decision to not extend the Census was decided by the courts. The application could not be approved because of this-It was applied for as a Census Parade. He then requested it be changed for “A Get out to Vote Parade”. It was explained to him that all parade requests made must be submitted at least 15 days before event in order to be approved. It must first be approved by Mayor & City Council, then sent to DOT for their approval. The request was not submitted to DOT due to the courts’ decision not to extend the Census. The Mayor stated that we have made efforts to accommodate Mr. Warren by stuffing our Utility Bills with Census Awareness literature and supporting other Census Awareness activities suggested by him, but could not approve this request after decisions were made by the courts to not extend the Census. A new parade request would have to have been submitted if he in fact wanted to do a parade for get out to vote campaign. Outdoor Burn Ordinance The first reading of the Outdoor Burning Ordinance was read by Attorney Hitchcock, highlighting the rules, exceptions, and enforcement of the Ordinance. Renewal of Board Appointments for Historical Preservation Commission James Clark motioned to renew the appointment to Historic Preservation Commission for Sherrod Kennedy Sr. Tom Roberts seconded the motion. Vote was unanimous. James Clark motioned to renew the appointment to Historic Preservation Commission for Dennis O’Shields. David Ingram seconded the motion. Vote was unanimous. Renewal of Face Mask Ordinance James Clark motioned to renew Face Mask Ordinance for 30 days. Tom Roberts seconded the motion. Vote was unanimous. Clerk’s Report 1. The first payroll was printed with QS1 software with minor errors. 2. Property Tax bills did not go out as planned by October 30. They should have been mailed by November 10, with a due date of January 10, 2021. Delays were due to exemption errors. We were originally told that the City of Sparta had no exemptions but later found out that there were some. 3. Hancock County Library has reopened and has requested that the City of Sparta resume providing housekeeping services that were provided in the past. We will try to accommodate them by hiring a part time person. We are looking to provide housekeeping services for approximately 10 hours per week. 4. Direct Deposit information is being collected from employees and will be entered and hopefully be offered for the next payroll period, November 25, 2020. 5. The City of Sparta will present gift certificates for employee appreciation for Thanksgiving in the amount of $20 for the purchase of groceries from IGA. IGA could not guarantee Turkeys due to the Covid 19 shortage of meats. 6. Alexander Barnes’ Construction has given a quote to repair bathroom in Clerks’ office. His quote for $1200 will include tearing out and replacing the entire floor, replacing baseboard, install flooring of our choice, leveling bathroom door, installing light fixture and mirror, removing wallpaper from the walls and painting the walls. 7. City Hall will be closed Monday, November 16, to observe Veterans’ Day. It was a paid holiday in the past years, but not added as a paid holiday in the new handbook. It is a federal holiday and ask council if it will be paid this year. Mayor’s Report 1. Boys Basketball Motorcade will leave the old football field with a police escort in the front and rear, drive slowly through downtown area and end at the Hancock Central High School Football Stadium. A ceremony will be held honoring the Hancock Central Bulldogs’ Basketball team for winning the GHSA Class A state championship. 2. Ricky Griffin has been contracted to repair the lower end of Dixie Street near the Harvest Church which has washed out the driveways to the church and residences’ in the recent months. 3. Augusta Data Storage was on site and shredded 21 trash cans, approximately 6,000 lbs. 4. Hancock Library has made an official request for funding of $5,000 in 2021. The City of Sparta currently pay water, gas, electricity and housekeeping services. 5. 1 payment left to GIRMA for property & casualty insurance. 6. Suez, the company that we have contracted with for maintaining our 2 water tanks will increase in 2021, once the contract renews. Increase will be approximately $100 per month total. 7. Department of the Interior will meet with the Historic Preservation on November 17, 2020 at 4:00 pm. 8. LMIG- The City of Sparta will receive funding based on 14.45 miles that are in the City of Sparta. 9. Xylem, one of the companies that we purchase water pumps, fittings and fixtures from, quoted us a price for a pump. New $55,714. Used $33,650 10. Drixel students that will be helpings us with wastewater project, has asked for design drawings. 11. We have a list of items in need-based order for the Filter Plant from supervisor, Shane Harper. Old Business None New Business Veteran’s Day A motion was made by James Clark to pay employees for Veterans’ Day. Seconded by David Ingram. Vote was unanimous. Repair Clerk’s Office James Clark motioned to accept quote for $1200 and allow Barnes’ Construction to repair. Tom Roberts seconded the motion. Vote was unanimous. Proclamation James Clark made a proclamation that November 1, would be declared Hancock Central Bulldog Day. David Ingram seconded the motion. City Hall will be closed November 2020 Citizens’ Input Dip Polatty stated that he would like an ordinance put in place to require City of Sparta property owners to bring their buildings up to code. He reported that the Historic Preservation Commission did receive funding applied for in the amount of $26,000, to repair old police department roof. Martha Harris, of Hancock Animal Friends, would like to establish a network for animals. She mentioned several issues regarding animals, including the injured and stray animals that are still on the street. She asked for an update on the kennel that the city is building. Kelly Johnson also had questions about the kennel and stated that she is currently collecting cat & dog food for the kennel when it opens. The Mayor stated that we are making progress on the kennel and will work on it as time permits. Gas, sewer and water issues are priority. Executive Session James Clark motioned to go to executive session. Tom Roberts seconded the motion. Back to Regular Session Tom Roberts made a motion to return back to regular meeting. David Ingram seconded the motion. Sandra Faye Sherrod questioned Karen West, a citizen in the audience who is also a member of the Historic Preservation Commission, about signs and decorations being placed downtown. Ms. Sherrod stated that she originally came up with the idea and would like to have had input on the happenings downtown and also be included in Dream Streets Projects in the future. Executive Session James Clark made a motion to go to executive session. David Ingram seconded the motion. Back to Regular Session James Clark made a motion to go back to regular session. David Ingram seconded the motion. The meeting was adjourned.