WORK SESSIONMINUTES

CITY OF STOCKBRIDGE

TUESDAY, JUNE 3, 2014 6:00pm

City Council Administration

Tim L. Thompson, Mayor City Manager, Michael Harris Alphonso Thomas, Mayor Pro Tem City Clerk, Stephanie Tigner

Robin Buschman, Councilwoman City Attorney, Mike Williams

Anthony S. Ford, Councilman

LaKeisha Gantt, Councilwoman

Richard Steinberg, Councilman

  1. Call to Orderby MayorTimL. Thompson at 6:48pm
  1. Invocationprovided by Pastor Matt Grimes, Liberty Baptist Church
  1. Pledge of Allegiancewas recited in unison
  1. Adopt Agenda;Anthony S. Ford made a motion to amend the agenda by removing items #13 – New Lease of Copier for City Hall Downstairs and #14 To Renew Milner Lease for Printer for City; replace #13 – Discussion on CDBG and #14 – Discussion of IT Managed Services; and add #15 – Surplus Equipment and #16 – Discussion of Healthcare Insurance; a second was made by Lakeisha Gantt; the motion passed 5-0.
  1. Review Minutes:

Work Session of May 6, 2014 at 6:00pm

City Council Meeting of May 12, 2014 at 6:00pm

Special Called Meeting, May 19, 2014 at6:00pm

OLD BUSINESS

Item #1-Presented by City Manager Michael Harris

Agenda Item:Discussion Concerning Appointment to Zoning Advisory Board; Michael Harris stated that it is currently structured that Henry County serves as the zoning professionals for the City of Stockbridge under the Service Delivery Strategy Agreement. As Henry County maintains this service, the City of Stockbridge has typically maintained a position on the board. The Zoning Advisory Board is the first people to hear about zoning items; and they are a recommending body;any decisions that are made comes back to the Council to make the final decision. Michael Harris stated that for over 6 months, the City of Stockbridge has not had a representative on the Zoning Advisory Board. The City of Stockbridge is beginning to see more inquiries being made on rezoning applications and rezoning interest; he stated it is definitely prudent for the City of Stockbridge to have representation on the board. In reviewing the Charter, Code in Section 8.04020 it addresses the procedures for an appointment to the Advisory Board. In Item #C, The Mayor and Council must appoint someone at the regular meeting in July of each year. Michael Harris brought this to the Council attention to ask to solicit names to be submitted by Council to be considered at the July Work Session Meeting and the appointment to be made at the July Council Meeting. Richard Steinberg stated that it was discussed a couple of months ago to put the information about the Zoning Advisory Board on the City’s website to solicit people that want to participate. Alphonso Thomas stated that some names have been submitted for the zoning board through the website. Michael Harris stated to the Mayor and Council that he would check the City’s website to find those applications.

Item #2- Presented by City Manager Michael Harris

Resolution:Six Month Conditional Use Permit-Refreshing Ministries; City Manager, Michael Harris provided the address and it is 4340 North Henry Boulevard Suite #150 and #160.Michael Harris stated that the City might need to revisit this issue and that he spoke with the City Attorney; he stated that the Council showed some interest in elongating the Six Month Conditional Use Permit to more than six months. Michael Harris stated that he and the City Attorney, Mike Williams, have met with people from Henry County about this issue but nothing has been finalized. Michael Harris said that in the coming weeks that he and Mike Williams will reach out to the City’s cohorts at Henry County to come up with a revised policy as it relates to the conditional use permits forchurches and religious facilities; staff recommends approval.Richard Steinberg stated that part of the renewal process is that the organizationshow that they have made a conscientious effort to secure a permanent cite location. Richard Steinberg wanted to know if Refreshing Ministries has provided documentation that they have made a good faith effort to acquire a permanent facility. Pastor Kenneth Wilson stated his address as583 Creek Valley Court. Pastor Wilson stated that he has been the Pastor of Refreshing Family Worship Center for the past seven years and the churches primary money generator is piano. Pastor Wilson stated that they do have a plan in place to acquire property. He stated that Refreshing Ministries have the #1 Music and Arts Camp where there are over 100 students registered; plus they went from servicing five (5) schools in Henry County to sixty (60) schools in Georgia.Pastor Wilson stated that with the increase of funds from teaching that in 10 to 15 months they should have no problems finding a more permanent location. Pastor Wilson stated that they are one of the fasting growing churches in this area; Pastor Wilson stated that he is a formal CPA and could have a written financial plan for Refreshing Ministries. Richard Steinberg stated that Pastor Wilson could give that information to the City Manager, Michael Harris.

Item #3-Presented by City Manager Michael Harris

Resolution:Six Month Conditional Use Permit-CrossRoads Christian Church; Michael Harris provided the address 5365 North Henry Boulevard Suite #165; Michael Harris stated that CrossRoads Christian Church is seeking another six month extension; the first Six Month Conditional Use Permit was issued on December 9, 2012.Richard Steinberg stated that Bishop Bryer has submitted paperwork showing that they are seeking a permanent location. Lakeisha Gantt recommended that the Council consider renewals annually. Lakeisha Gantt asked Michael Harris to make a note to put this item on the agenda for Council to discuss.

Item #4 - Presented by City Manager Michael Harris

Agreement:New Verizon Wireless GTA Agreement;Michael Harris stated that Verizon Wireless has revised their GTA contract with brand new discount prices for 2014. Michael Harris stated that GTA stands for Georgia Technology Authority. Currently, the City of Stockbridge has a 200 minutes Share Plan with unlimited email, data, and text. Verizon Wireless has extended the discount to the City of Stockbridge; therefore, the City has to amend their agreement for the lower cost. The current rate is $54.59 less the 21% discount bringing the price to $43.44 with a $3.95 savings per month per phone. Michael Harris is just asking for authorization for the Mayor to sign. Mayor Thompson stated to put the item down as a consent agenda.

Item #5-Presented by City Manager Michael Harris

Resolution:Senior Apartment Rezoning Request; Michael Harris stated that the City of Stockbridge recently received a rezoning request from TH41 LLC concerning a proposed rezoning from RM2 (Multi-Family Residence Townhome) and C2 (General Commercial) to RM1 (Multi-Family Residences specifically Apartments) this location is located on North Henry Boulevard behind Quick Trip; the infrastructure is in place; the company is proposing to have senior apartments. This was reviewed by staff and the staff report was a recommendation for denial. Mr. Donte Gibbs from Henry County and his staff are the people that provided the City of Stockbridge the staff report.Richard Steinberg asked if there was a representative from Falcon or TH41 LLC. Alex Mitchem stated his name and address; he stated that he is from Falcon representing TH41 LLC. The client name is John Jones. The letterhead has a Falcon Design but Mr. Jones is not an employee of the company. Falcon just handles the correspondences for Mr. Jones. Alex Mitchem stated that the property is approximately 17.91 acres. The client proposes a senior living facility. Alex Mitchem is in favor of a development agreement. He stated that they have received a recommendation of approval from the Zone Advisory Board after going to their Work Session; he explained the benefits and challenges.Benefits. Alex Mitchem stated that there is a market for senior apartments; he also mentioned that Stockbridge is a perfect location because of its close proximity to a hospital; as well as in a central business district because it gives people the opportunity to walk to different business locations for their needs. He stated that in senior communities there is less crime and the people have a stable source of income. Challenges. Alex Mitchem stated that the company would have to go and grade the site to make sure that the slope meet ADA requirements; these requirements have already been completed. He stated that the infrastructure is there for the project. He went on to explain the company has some experience because they are currently working on one in Fairburn and Hampton plus they have completed one in Toccoa. Richard Steinberg stated that in his documentation it does not statewho TH41 LLC is or provide any background information, there is no history or provide any information on what projects they have they worked on. Also what successes or non-successes they have had in project development. Richard Steinberg mentioned that he would like to have that information before the project is moved to a vote. Alex Mitchem reassured that he could provide that information. Richard Steinberg explained his second concern. He wanted to know if this a straight apartment complex, condominium, or co-operative. Alex Mitchem stated that it was an apartment complex. Richard Steinberg asked why the City should override the County recommendation. Alex Mitchemresponded that the County has a criteria that they grade and they believe that this project does not meet to the County future land-use map; Alex Mitchem stated that if the map was amended then it would be in favor of theproposal. Robin Buschmanstated that she saw that the County denied the project but she also saw that if the City decided to approve the proposal that TH41 LLC the company would have a pretty stringent criteria. She wanted to know if TH41 LLC was willing to meet all of the criteria. Alex Mitchem stated that the company was prepared. Robin Buschmanstated that seniors would enhance the site. Alex Mitchem spoke on the amenities plan and distributed pictures. Anthony S. Ford expressed that he assumed that the company did adequatemarket research since they are talking about a senior community; and wanted to know if there is an adequate senior population in the City. Alex Mitchem stated that his client has completed plenty of research that supports having a senior community in the City; he clarified that this is an independent living project. Anthony S. Ford inquired on what type of security is planned to keep the seniors secure. Alex Mitchem replied that the community will have security access gates as well as the amenities area would be enclosed for residents; EMS and other emergency vehicles would have access to the property.Alphonso Thomas asked for Alex Mitchem to elaborate on his relationship with Falcon Design. Alex Mitchem stated that he is the Vice President as well as Director of Planning. Alphonso Thomas asked if he foresee a conflict of interest working with Falcon Design. Alex Mitchem stated that he does not believe that there will be a conflict of interest. Lakeisha Ganttasked how would TH41 LLC regulate the 55 and up community from allowing family members to live with them. Alex Mitchem responded that under some programs there are; and it is to management to handle that issue; he stated that with some projects that there are some regulations on who can and cannot live in those facilities. Lakeisha Gantt asked if having the senior community would help to increase the value of the property. Alex Mitchem stated that he believes that it will increase the value of the area.Mayor Thompson asked if the information provided is a current community.Alex Mitchem stated that it was. Mayor Thompson asked how many developments have TH41 LLC completed or was the company formed just for this project. Alex Mitchem stated that the company has done many developments as well as own a company in the City limits. Mayor Thompson asked if TH41 LLC currently own the property where they are proposing the new development; Alex Mitchem stated that yes that company does own the property. Mayor Thompson expressed that since this is for a 55 and older community and that there are various 2 story apartments with stairs is this conducive for the residents; he asked if there would be elevators. Alex Mitchem replied that they do have the opportunity to add elevators; all entrances would be at grade; he stated that the units have garages. Mayor Thompson asked how would the community management stop a 25 year old from renting the property and would that be considered discrimination. Alex Mitchem stated that it would be stated in the bylaws the age criteria for the property. Mayor Thompson wanted to know who is going to manage the property and asked would it be TH41 LLC. Alex Mitchem stated that TH41 LLC would sell the property to a management company; whatever agreements would be made, the new company would abide by the same guidelines. Mayor Thompson asked Alex Mitchem that TH41 LLC, wants the City to rezone the property from its current use to a new use; to enter into a development agreement with TH41 LLC with the understanding that the company is going to flip this property off to a third party company. Alex Mitchem stated that the development agreement would be transferable. Mayor Thompson stated that he understands that but the City is dealing with one owner now and another owner in the future. Alex Mitchem stated from his understanding, yes.Mayor Thompson stated for the record, the company representing the developmentfeels uncomfortable with them representing TH41 LLC because he feels that it is a conflict of interest since Falcon Design does plenty of work for the City. Lakeisha Gantt asked what the price range on the apartments was.Alex Mitchem stated that he did not have that information.Richard Steinberg reiterated for the representative to bring back history on the company and what they have done in the past.Mayor Thompson mentioned that the City needs to get more information on Mr. Jones. Robin Buschmanasked how long has the property been there with the infrastructure. Alex Mitchem stated that he does not have any information with problems with the infrastructure but it was zoned by Stockbridge in 2003.

Item #6-Presented by Treasurer, Mike Bush

Informational Item: April Financial Update; Mike Bush stated that he wanted to speak on different items on the financial sheet. Mike Bush stated at the last meeting that he would have a comparison chart on the difference between 2013 and 2014 budget and expenditures at the same time the City was at last year:

  1. The total general fund revenues. The budget for the current year is $8,444,685 and for 2013 $9,022,845. Year-to-date actuals we have collected $2,618,343 which is 93% of what the City estimated for this year.Compared to last year we collected $2,285,039 which is $333,000 less than we collected this year. The City has collected more this year than last year with a smaller revenue budget. This year the City is at 93% of collections whereas last year we were at 76%.
  1. Total expenditures: This year the City have spent$2,576,662; which is $51,095 more than wasspent at the same time last year. The City have spent 92% of the budget to date which was under by $238,233. The same time last year the City had spent 84%of the budget which was $482,048 less than what the City had budgeted last year.

Mike Bush announced that we are ahead of schedule in revenues and expenditures and the City is in pretty good shape. The information will be posted on the website tomorrow, June 4, 2014. Anthony S. Ford asked where the City stands on the audit. Mike Bush replied that the 2013 numbers are ready for the audit and the audit has started. They are working out some differences in the software system and once that is completed they will have the auditors to come in to complete the audit. Mike Bush stated that the City is on-time concerning the audit. Anthony S. Ford asked when the presentation on the audit would be given to Mayor and Council. Mike Bush stated the information would be given between July andAugust depending on when the information is received from the auditors. The audit is due June 30, 2014 so it could be too late for a July meeting. Mike Bush thinks that it would be given in August compared to last year in November.

Item #7-Presented by Treasurer, Mike Bush

Informational Item: Request Approval of Budget Amendment 14-004; Mike Bush wants to add an additional bailiff at the court department for one day per month. The cost is $3,500 and it was rounded up to $5,000. The City would use the fines and forfeitures to pay for the additional bailiff. Mike Bush mentioned that the Court is in line to be able to pay for the third day once per month. Robin Bushman asked if the account numbers are the department numbers because she didn’t understand. She expressed that it seemed as if some of the things were from the same department. Mike Bush stated that he would combine the items so that it would be fixed in the future. Lakeisha Gantt asked was the budget amendment placed on the website per the discussion from May Work Session. Mike Bush stated that from his understanding that it was and that he gave the information to Hugh Austin. Michael Harris stated that it was on the website. Lakeisha Gantt asked if it had the files and charts as well. Mike Bush stated that at the next Work Session he could show how to get to the files and that the City might need to put instructions on the website as well. Mike Bush stated that it is in a Finance file and it is difficult to find. Lakeisha Gantt stated that she was unable to find it; she wants citizens to be able to look at it and ask questions.