Those in attendance for the Council Meeting were as follows:

Mayor – Lois Salter
Council Members: Betty Covington, Frank Lombardi, Ken Massaroni and Delicia Reynolds
City Clerk - Jackie Wall
Public Works Director– Marcie Zielazienski

Citizens Present-3

CALL TO ORDER
Mayor Salter called the meeting to order at 7:05 PM at 4040 South Berkeley Lake Road.

CITIZENS’ COMMENTS
There were no citizens’ comments.

CITY HALL
Mike Penny, the architect, brought the updated plans of City Hall. The items previously discussed have been added to the plans. The overall dimensions have been slightly increased to 40 x 34 ft - an extra 4 ft on the back. There was discussion about the new additions to the plan. There were questions about storage.

The basement level contains plenty of storage. The elevation of this level means that there will be a problem with the sewer line if there is a bathroom in the basement. A pump system would be necessary but more expensive. The upstairs bathroom would not need the pump system. There was discussion about whether there is a need for a bathroom on the basement level at all. It could be prepared, ready to build for future need but Penny pointed out that that would cost about $3000 to prepare it anyway and the total cost to fit it out properly would be about $9000. Future use of the basement area needs to be considered. There may be a need for it, if in the future, a group used the basement in the evening that should not be allowed access to the upstairs office area.

Covington pointed out that there were no stairs on the plan and there should be an option if the power went out and the elevator could not be used. Penny said that if the basement were used regularly, then yes, there would need to be stairs. However, access could be gained from outside via the door on that level.

Penny described the exterior, which would compliment the lake area. The aim is to use as many materials as possible that are maintenance free.

A walk in fire/flood proof room was suggested too. Penny suggested a closet downstairs in the corner could be used for that purpose if it were outfitted appropriately.

Massaroni talked about timelines involved. He suggested that any changes suggested by council should be given to him by 10th September. If Penny could have an updated plan ready for the September 18th meeting, then they could vote on the final plan.

It was suggested that the meeting group went outside to visualize the outside size of the building. The group saw that the new City Hall would be only a little wider than the current building but twice as deep. The park behind would largely be able to stay as it is and only a few trees would be lost. The area was marked using some red tape on trees should the public like to see the site too. Extra plans would also be available in city hall.

CELL TOWERS
Salter asked whether council wanted to pursue the idea based on what they had heard already.

Covington said that a balance needs to be found between needs and cost. She is interested in the service, as she, like others, has no cell phone reception in her home. Making some money for the city would also be good. However, can it be built where it is not a visual sore spot in the city? She wanted to know what the options are for camouflaging it.

Massaroni said he was happy to see how it would look with the surrounding trees but he said he suspects he will find it personally unacceptable for the way it is going to impact how things look in the area. Having seen one, tree camouflage is very obviously not a tree. The city makes an effort to make it known that we care about our city and adding this kind of structure would not be in that vein.

Lombardi agreed that it would be very visible. The opportunity to increase cellular coverage is attractive however, there are at least six carriers and, at best, the proposed structure would only allow for three carriers, so therefore it wouldn’t solve the coverage issue for everyone in the city. There is also the issue of ‘not in my back yard’ (NIMBY) Lombardi suggested that the carrier would need to deal with the NIMBY issues, not the city. Wherever it goes, residents will not be happy. The only positive would be realizing the monthly rent, which would be ongoing revenue. However, there would be ongoing management and legal costs in terms of leases too, that would offset some of the revenue.

There was discussion about different providers currently available and their coverage. The terrain in the city makes it hard for cell phone reception.

Reynolds suggested referring them to find another place.

Lombardi asked whether we have ordinances to stop anyone else building the tower somewhere else in the city.

Sipe said there were height limits- 35 feet in the front and 45 feet in the back. However, a variance could be granted if someone asked. Even if the company built it on City Hall, the area is zoned residential and therefore a variance would be needed.

Reynolds and Massaroni agreed that the negatives outweigh the positives but they will vote on the issue at the next council meeting.

BUDGET 2004
Reynolds proposed a new format, which puts the budget in a different order. The revenue stays the same. However, the expenses are reordered so general government expenses, for example, are together. Reynolds observed that it makes more sense. Public works expenses are all in the same place. She proposed that the city switch the financial statements so that they are in this order from January 1, 2004. However, she still suggests the consolidated budget (in bold) would be shown as set out, as a grand total and not broken down into individual line items. Pam Williamson suggested that columns be added to show routine costs and columns to show what has to be discussed in a new budget. Notes can also be added to explain decisions too.

Reynolds described where the issues are that need discussing for the new budget 2004. She explained where the figures came from. At the financial affairs committee meeting, the committee looked at last year’s budget, compared it to what had been spent so far, and what they thought would be spent next year if it is a current issue, e.g. public works projects. Everything will have a note and a projected need. It also allows for projected needs past 2004, if there is an ongoing project such as road resurfacing. It gives a head start for budgeting the following year with the paper trail too. There will be a proposed budget at the October council meeting. This format gives a lot of detail and therefore is a better audit trail for how the figures were generated. It is council who makes the final decisions. Council can vote to change the format at the next council meeting.

Reynolds discussed the actual figures. Exactly when the new City Hall is built will have significant impact on the budget

Massaroni said he hoped that ground could be broken by the end of the year. City Hall could take 8-9 months to complete. The bidding process takes a while too. He’d like to see designs completed by the end of the month so it can go out to bid. It was suggested that Christmas would be a good time to aim for to break ground with a grand opening around 1st September 2004.

There was much discussion about funds allocated for salaries. City Clerk’s hours may change with a new city hall.

There was discussion about who would oversee the building of the City Hall. Charlie Sewell, the OEO, could be a good person to do that. It was noted that he should be compensated for mileage when driving around the city streets. Salter will discuss this with Sewell. Ten per cent of his annual salary could be allocated to Sewell’s hours to oversee City Hall whether Mike Penny, the architect is there or not.

Massaroni said that he would check whether Penny will oversee the building of City Hall as part of his role too and whether it is factored in to his costs

There was much discussion about how the Mayor’s salary may be different if there were a City Manager. The Mayor’s pay should be based on what is reasonable and customary for a Mayor. The history of the Mayor’s salary was discussed. The work level is not necessarily commensurate with the salary. Reynolds and Lombardi supported cutting the Mayor’s salary from $9400 to $5000 regardless of the work level. Whereas Covington and Masseroni felt that the cut should take place when there is a city manager. There was discussion of the legal repercussions of the possibility of changing the Mayor’s salary during the term of office.

It was noted that the City Charter cannot be changed until the January legislature starts. A search for a city manager could not begin until then and then salary could be discussed. It was suggested to leave the Mayor’s salary as it is but to tie it to the possible salary of a City Manager.

Salter asked whether the city should consider whether benefits are included in the salary for a City Manager. There was discussion about what an average salary would be for a City Manager. Salter reported that Dixie Kucera, on the Financial Affairs Committee, had completed some research, and although she didn’t have her notes, she thought that an average City Manager earned $70,000 a year in Gwinnett County without benefits. Salter said she felt this should be taken into account.

Reynolds said the figures did not reflect what a City Manager would earn in a small city like Berkeley Lake with similar demographics. The figure of $50,000 could still be too high. However, as provisions for a City Manager were not completed, it would be hard to come close to a figure until negotiations start with a candidate.

Reynolds said she doubled the previous year’s figures for rentals because the city would need to pay rent for the chapel for council meetings as well as a temporary office space while a new City Hall is being built.

Massaroni said he would look into current prices for modular rentals.

Lombardi described some units he had seen. There was discussion about where the rented unit would go and what the costs could be. The chapel would still be used for council meetings. The City Clerk was asked to approach the chapel about rates for next year’s rental.

Reynolds said that $200,000 had been allocated for the construction of City Hall.
The final plan, which will be available on 18th September, will give a more realistic number. $180,000 is for building and $20,000 would be for grading, landscaping etc.

Zielazienski produced an email, which outlined estimated costs so far for Public Works for the next year but she said it could change once the estimate comes from McFarland and Dyer. There was discussion about the figures based on estimates Zielazienski had received so far for road repairs. It is difficult to break down the costs of engineering and maintenance. Reynolds said cost per project is needed for the budget to be more accurate. Once exact figures are known, then that will be possible.

Reynolds discussed the figures for furniture and fixtures for city hall.

Reynolds said the city budgets less contingency money than the law allows but has not been spending the entire amount. The city tends not to use it because of good budgeting but it would be kept the same.

Reynolds discussed revenue. Most of the revenue is the same as this year except roads as no money is expected from the county. Property tax changes too. There was discussion about how much expenditure is funded out of taxes, and how much is funded out of money that has been collected but not already spent. Reynolds suggested that the major public works projects should be funded by the residual equity while funding of ongoing city expenses is drawn from property tax. City Hall would come from residual equity. The city has excess revenues over expenditures, which averaged over $100,000 per year over the last few years.

There was discussion about the possibility of renegotiating the bond interest rate. Nick Lore is pursuing it but it is looking less likely at the moment. He is asking a broker to do a spreadsheet to see if it is worth the extra costs it will entail.

CITY-WIDE STORMWATER MANAGEMENT PLAN
Lombardi gave an outline about the history of his document. He said Steventon had suggested in May that a plan be developed to have a consistent way to deal with storm water issues. Massaroni had motioned to have a plan too. It is a first draft of something in that vein and he would like some input on it from council. He was not sure whether it would be ordinance but it describes a process in approaching storm water issues.

However, everything seems to be waiting on McFarland and Dyer. They have been asked to present the report in advance of the meeting so council can see it and digest it before the September 10th meeting.

There was discussion about possible changes to Lombardi’s draft.

Massaroni observed that there are not routines set down for many things and maybe there should be. The city should develop some procedures so the wheel is not reinvented each time. To this end, Massaroni suggested that the city creates a policies and procedures manual, and that this could be the first entry in the manual, as could the financial procedure policy discussed below

Salter said she agreed, and this could include procedures for city staff too. There was discussion about the process council needs to go through for assignments for the City Clerk. There should be requests made by the council as a whole and not an individual request unless they are directed through the administrative head of government, Salter, first. It was suggested that in future, a request should be submitted to Salter and copied to the Clerk and the rest of council, so everyone is aware the request has been made. There was consensus on this.

Covington said she had spent a day with Charlie Sewell, the OEO, and encouraged the rest of council to do the same thing. She said she learned more about what he does and how he does it than anybody could have explained. It was an invaluable experience.

Lombardi described how he came up with the issues on the outline that he did. Zielazienski said that it is also a good start for a document to help the city respond to the storm water management permit paperwork required by mid December.

Reynolds said she has contacted the Stormwater System Manager in the City of Roswell, which could help in storm water management issues. She also looked at the issue of liability insurance on the GMA web site and other possibilities of insurance. There was also discussion regarding funding and the possibility of a separate stormwater utility tax. There may be more costs involved in initiating it than doing it. Most of the stormwater problems we have are larger than those in a city of a similar size, because of the topography of the area. It was suggested that funds to pay for stormwater management should come out of general taxes not a separate stormwater utility tax.

FINANCIAL PROCEDURES POLICY
Massaroni suggested that the draft financial procedure policy be a reasonable sized policy document, which should be a work in progress. He asked whether the financial affairs committee could be asked to develop a draft policy knowing our current situation.

Reynolds agreed the committee may be able to do something by email. Pam Williamson may also have other policies available she can adapt. Salter asked Reynolds to ask the financial committee to do it.

FALL EARTH DAY
There was discussion about what the city will do for a Fall Earth Day this year.

Covington suggested that it should just be a trash collection, rather than a roadside pick up as well, as there are so many events going on during October and November.

It was agreed that that should be the case. The final date suggested was October 11th 2003. The Clerk was asked to go ahead and book it with Atlanta Waste Industries and then advertise it. It was suggested that it should be included with information about voting too and fit it on one page.

CITY HALL COMPUTER
There was discussion about buying a new computer for the Clerk at City Hall. The approximate cost would be $1500. The Clerk requested a name-brand computer built to pre-described specifications. There was discussion about compatibility. It is cheaper to buy a whole package then in separate parts. The need is immediate as the current computer is failing regularly.

Covington suggested that the dollar amount the Mayor is allowed to approve, (currently $1000), without convening a full council, should be increased to reflect an increase in current costs.

Reynolds suggested that the Financial Affairs Committee consider this when suggesting the new Financial Procedures Policy.

There was much discussion about how to meet this need immediately, as the computer is an essential part of the Clerk’s job. The Clerk suggested that she purchase the computer herself now and get reimbursed later once it is approved.

The consensus was that she should go ahead.

PUBLIC WORKS
Zielazienski requested that when council receives the report form McFarland and Dyer, which should arrive before the September 10th meeting, to read it and let her know any questions as soon as possible. Then she can check all the answers before the meeting.

LOMBARDI MOTIONED TO ADJOURN THE MEETING AT 10:06 PM AND MASSARONI SECONDED THE MOTION. APPROVAL WAS UNANIMOUS.