Sept 15 council meeting

CITY OF SPARTA 12912 Broad Street, Sparta, GA 31087 Regular Council-September 15, 2020 @ 5:00 PM The regular council meeting was held in the council chambers with Mayor Pro-Tem James Clark presiding, calling the meeting to order. We had Prayer, Pledge of Allegiance and Roll Call. Council Members in attendance were James Clark, David Ingram, Tom Roberts, Sandra Faye Sherrod. Mayor Allen Haywood, City Attorney John Hitchcock and City Clerk Virginia Webb were also in attendance. Adoption of Agenda A motion was made by James Clark to adopt the agenda; the motion was seconded by Tom Roberts. Vote was unanimous. Adoption of Minutes A motion was made by Tom Roberts made a motion to table the minutes until the next meeting- minutes were not available for viewing but were available on the website. Sandra Sherrod seconded the motion. REACH SUBLEASE Mayor Haywood & Attorney Hitchcock met with Reach Group and it was agreed that a clause would include 90-day termination clause that protects the City as well as the group. It will state that in the event we decided that if either party decided to relocate before the end of lease, we would give the other party the90-day notice. Attorney Hitchcock felt that another meeting may be in order to clarify the who is responsible for the repairs. Lease does end October 1, 2020. Peddler’s License Mayor Haywood spoke with Neil Mody, Environmental Health Specialist for the Macon district, that serves Hancock, Putnam and other surrounding counties about the requirements for peddler’s license. Paperwork was provided stating process. There are provisions in the City Charter for Peddler’s License. He informed us that the law states that if a farmer has vegetables that were grown in his garden, and a store owner gives him permission to set up there, no license is needed. However, if a person purchases vegetables from a farm or wholesaler for resale, then a peddler’s is needed. A peddler’s license is good for 90 days. Persons wishing to sell prepared food to the public must be inspected and able to show where the food is being prepared. The exception would be if there is a festival, then no inspection is required. Also, if funds are being raised for a non-profit or charity, no inspection is required. Police will be enforcing ordinance. Anyone found in violation could be charged with a state violation. City Clerk’s Report 1.Expenses for CARES Act Round 1 Reimbursement for $19,316.05 has been submitted, accepted, and received. 2.An article informing all citizens in the City of Sparta that they are required to obtain a building permit if there are constructing, remodeling, repairing or renovating a new structure or demolishing an old structure, a permit is required. Also, if property falls in the Historic District, then a Certificate of Appropriateness is required. 3. An article for the citizens of Sparta that only yard waste (small limbs and leaves) will be picked up. The City of Sparta Street Dept. will not pick up any old furniture, appliances, or trash. 4. Windshield & side glass in 1986 Chevrolet C30 Dumptruck was replaced after a limb fell and broke it for $320. 5. Monthly time sheets were given to City Council Members to fill in & sign showing dates, # of meetings, and mileage (if any). If there are any called meetings, $150 will be paid for each. Any of meetings will be $60 each. If there is a meeting on the same day, at the same location that will be counted as 1 meeting. 6. QS1 software update-Sid Cox located and is converting files for completion of conversion. 7. DOT Drug test cost is $50 and is sent out to lad to be tested for several prescription drugs and SCH 1 drugs. Judy at Family Practice & Surgery will administer tests. 8. Property owners with Tax agreements that failed to make monthly payments will be sent letters reminding them of agreed amount. 9. DCA loan recipients will be sent letters requesting payments. 10. Health Insurance agent was contacted and to stay within the budget it was decided to put new plans into effect January 1, 2021, so will be meeting with him several times between now and then looking at new plans for employees. 11. Construction at City Hall ongoing. Mayor’s Report 1. Cares Act process and submission was explained in detail. 2. Worked on budget with City Clerk, City Treasurer and Timmy Griffin, Public Works Superintendent. Over 150-man hours were spent working on the FY 2020B budget. An 8-month budget was put together. We are ready to start planning for our 2021 Budget. 3. Each council member given a copy of the line item budget 4. We will be meeting @10 am, Thursday, September 17, 2020 for a proposed budget hearing. 5. We will be meeting @10 am, Thursday, September 24, 2020 for budget adoption. 6. A tentatively scheduled meeting@10am, will be Thursday, October 8, 2020 for the millage rate adoption. 7. Windshield replaced for Latunya Goodman for $524.38 by Safelite. Quote by BMW dealership in Macon was $2,138.87. Windshield was broken by a rock thrown from lawnmower cutting grass by Street Dept. We will need to draft an agreement for Latunya Goodman to sign stating that she is satisfied with windshield. Old Business None New Business Councilman Roberts commended the Mayor on the job that he was doing and thanked him for the hours spent handling the City’s business. Signs were ordered for the Street Dept by Timmy Griffin and are they expected to be in this week. Called Council Meeting Thursday, September 17, 2020 @ 10 AM Proposed Budget Meeting Called Council Meeting Thursday, September 24, 2020@ 10 AM Budget Adoption City Council work session will be Monday, October 5, 2020 @4:30 PM Historic Preservation Meeting will be October 8, 2020 @ 5:30 PM City Council regular meeting will be Tuesday, October 13, 2020 @ 5:00 PM City Hall will be closed October 12, 2020 to observe Columbus Day. Citizens Input Ms Willmatine Tolbert lives at the corner of Clay & Broad Street stated that she did receive a new trash can & asked about the days that garbage is picked up. Due to Labor Day garbage was picked up one day late. The next week it was also picked up one day late due to problems with the driver. She also questioned about the DCA loans and she was informed that we were preparing to send letters out to those recipients requesting payment. She commended the council members and Mayor on a job well done and inquired about how to increase participation from the community. Mr Dip Polaity, lives on Broad Street, works closely with the Historical Preservation Committee, commented that improvements in the City of Sparta are being noticed and thanked the City Council & staff for all the hard work that is being done. Executive Session James Clark made a motion to enter into executive session to discuss legal and personnel matters. David Ingram seconded the motion. Vote was unanimous. James Clark made a motion to end executive session and go back to regular session. David Ingram seconded the motion. Vote was unanimous. Regular Session Alonzo Usry approached the Council to inquire about his retirement benefits. Mayor Haywood informed him that under the circumstances surrounding his employment, he was not entitled to retirement benefits. James Clark made a motion to adjourn meeting. David Ingram seconded the motion. Vote was unanimous. The meeting was adjourned.