CITY OF BERKELEY LAKE

4040 BERKELEY LAKE RD.
BERKELEY LAKE, GA 30096-3016
CITY COUNCIL MEETING
May 5, 1998

Those in attendance for the City Council meeting were as follows:

Council Members: Anthony Arakawa, Kelly Goff, Tom Kitchens, Boulton Mohr, Sherry Ruys

City Attorney - Richard Carothers

Mayor - Marguerite Cooke

Zoning Enforcement Officer - Stanley Kelly

City Clerk - Marcie Zielazienski

CITIZENS - Approximately 7

Mayor Cooke took her chair at 7:00 p.m. The meeting was called to order at 7:05 p.m.

INVOCATION BY JAMES WICKFALL:

APPROVAL OF MINUTES:

The minutes of April 7, 1998 were reviewed. Mr. Mohr suggested that the word "stupified" on Page 2 should be "specified". Mrs. Ruys pointed out a typo on Page 3. Mayor Cooke requested that in regards to the acceptance of the various reports (bottom of Page 2 and Page 3) where it says, "with no further questions forthcoming or objections" - "or" should be changed to "and". Mrs. Ruys requested a change on Page 14 where the County matching grant money is being discussed. It says, "Mrs. Ruys informed there was nothing left in that fund." It should say, "Mrs. Ruys said that Dick Carothers said there was nothing left in that fund." Mr. Kitchens pointed out that "deferential" should be changed to "differential."

Mr. Goff motioned for approval of the minutes of April 7, 1998 with those changes noted. Mr. Arakawa seconded the motion. Vote for approval of the motion was unanimous.

APPROVAL OF FINANCIAL REPORT:

Ms. Delicia Reynolds (3685 N. Berkeley Lake Road) was present to comment on the financial report. Ms. Reynolds is a Certified Public Accountant, who has been helping the City Clerk convert the finances onto Peachtree Accounting.

Ms. Reynolds told Council that this is the first "real" financial statement produced from the City's new, double entry accounting system. Everything from this entire fiscal year has been input so all the historical data is in the system. Until the Audit was completed, we did not have beginning balances for anything except bank accounts. Now, we are going to input the balances from the audit report, so next month the balance sheet will be completely accurate.

Each month, as we went along, we compared the figures on the income statement to the figures that had been assimilated in Quicken, the previous program being used. The bottom line matches what had been done previously. The only classification difference is that payroll taxes were put under the Payroll Expense Account. In the old system, it was put under Contingency.

Ms. Reynolds is hopeful that the information been compiled on the new system will help with next years budget, because we will be able to get income printouts and other information to be able to detail whatever is needed.

Ms. Reynolds proposed that the statements presented will be the statements furnished to the City Council each month. That will be the Balance Sheet Income Statement and the Transaction Register, which list all the deposits and checks from the main operating bank account. There will be pages and pages of other printout from the system to produce a complete audit trail, but do not think it is necessary for all of this to be reproduced for everyone.

Mr. Goff said it was a major task to get all this information onto the Peachtree Accounting software. He complimented Ms. Reynolds on a great job. Mr. Mohr commented that he really liked the format - to be able to compare the figures with the budget. Ms. Reynolds explained that after the City is on the new system for a year, it will be possible to generate an income statement that will not only compare the year-to-date figures to budget but will compare the actual from the previous year.

Mr. Mohr inquired why the drainage expenses already exceed the budget after only one half a year. Miss Marcie explained that the unusual expense was for the rock, which was delivered and placed on the right-of-ways in the City in several spots of continuing erosion.

Mr. Goff motioned for approval of the financial statement for April 1998, as submitted. Mr. Mohr seconded the motion. Vote for approval of the motion was unanimous.

APPROVAL OF ZONING ENFORCEMENT OFFICER’S REPORT:

With all the reconstruction going on in the City, Mrs. Ruys wonders how it is being determined that everyone is getting the proper permits. Mr. Kelly pointed out the notice that was printed in the Berkeley Lake Reflections, the homeowners newsletter. Also the same information has been put on the Internet. More importantly, Mr. Kelly said he is working as hard as he can to identify all the contractors.

Mr. Kelly said there was much devastation in the City, so would appreciate the help of any Council Member. If new construction is noted, please ask contractors if they have contacted the Zoning Enforcement Officer for the proper permits. If not, please remind them that this is required for them to continue working.

Mr. Arakawa inquired as to how the inspection of the dam and spillway went. Mr. Kelly indicated that a letter, which will spell out the results of the inspection, should be received soon from Mr. Woosley of the Safe Dams Program, .

With no further questions forthcoming, Mr. Kitchens motioned for approval of the ZEO Report. Mr. Arakawa seconded the motion, and vote for approval was unanimous.

POLICE REPORT:

Officer Dunlap reported that there were a lot of hours he was in the City during the past month, which are not shown on the schedule. This is because he was working in adjoining areas, which brought him into the City on a daily basis.

Feels that the City is doing as good or better than some of the other areas on tornado cleanup. All the roads are passable - citizens have been outstanding.

Mr. Goff asked Officer Dunlap for his opinion as to what the City might do to keep the community safe in case of a similar emergency in the future. Officer Dunlap said he did not see anything the City could have done any differently under the circumstances that this happened. The County is now looking into a warning siren to give people a chance to get to safety. This should help reduce the possibility of injury or loss of life. Mayor Cooke asked Officer Dunlap to keep Mr. Kitchens informed regarding such a warning system.

Mr. Kitchens asked if any criminal activities were noted after the tornado disaster - anything over and above what the City might have experienced before the storm. Officer Dunlap responded that he had not seen any criminal activity at all in the City.

With no further questions forthcoming, Mr. Kitchens motioned for approval of Officer Dunlap’s report as submitted. Mr. Mohr seconded, and vote for approval was unanimous.

ROADS AND PUBLIC WORKS DIRECTOR REPORT:

Mr. Goff - Mr. Flaherty was installed into his position at the right time - just prior to the tornado.

Mayor Cooke - Complimented Mr. Flaherty on his report (attached) saying that it is very well organized. Requested that the report be submitted at month end rather than right before the Council meeting - everything that has been done to that point.

Mr. Mohr - Mr. Flaherty has had one of the most fiery job baptisms in history! Congratulated him for coping so well.

Mr. Kitchens - With respect to the Miramont sewage pumping station adjacent to Lakeshore Drive, the power was out long enough that the station was on the verge of exceeding its limits, which would send sewage overflowing directly into the lake. The recommendation that was made was that the City investigate the potential of considering a diesel powered or gas powered auxiliary power source in case such an outage occurs in the future. Generally the County will come out and install an auxiliary system as soon as they are notified. However, in the case of this tornado disaster, they were simply inundated with emergencies.

Mr. Arakawa - Interested in getting Mr. Flaherty’s estimation as to the percent of progress that the County is making regarding the clean-up efforts.

Mr. Flaherty - As of this afternoon, the contractor was looking for piles of debris. Did not want them to leave the City so mentioned the Chapel debris. They indicated they would like to help with that but do not have the right-of-entry forms filled out. That is private property to them. Have gotten an estimate from Environmental Design to haul it off, but a lot of this money could be saved if the debris was simply moved out to the right-of-way.

Mayor Cooke - Suggested that this matter should be taken up under new business. On Page 4 of the report, Item 4 - regarding siltation from the Miramont detention ponds, Mr. Flaherty states that the action is to inform the Miramont Association or the Gwinnett County Inspection Department. Certainly think the Miramont Association should be informed. Am not sure about Gwinnett County.

Mr. Mohr - Believes the Miramont neighborhood covenants state that the subdivision is now responsible for the ponds. Therefore, see no necessity to bring the County in unless the homeowners association doesn’t do anything about the siltation. Regarding Item 1, which ends with a question as to whether further action is necessary regarding the lattice work repair at the beach parking lot, feel that since the toilets have been moved onto homeowners association property, the answer would be "no".

Mr. Kitchens - Page 2, Item C, where three locations of pavement failures are listed, assume it is up to Council to take action to get the repairs made. Mr. Flaherty agreed.

Mayor Cooke - Asked Council if they would agreed that Mr. Flaherty should go ahead and get the pavement repaired.

Mr. Kitchens - Pointed out that the damage on Bayway Circle was caused by the spillway overflowing the road during the recent heavy rains. Because of the nature of that location, if that hole was patched, it will wash out again. Some engineering work needs to be done and a drain needs to be installed.

SOME DISCUSSION ENSUED:

Mr. Mohr motioned that Mr. Flaherty have the authorization from Council to take the necessary steps to effect repairs at 11 Lakeshore Drive and 91 Lakeshore Drive and that he consult with the City Engineer and have a report to Council at the next meeting regarding steps to be taken on the Bayway Circle repairs with an estimate of the cost. Mr. Kitchens seconded the motion, and vote for approval was unanimous.

Mayor Cooke - Thanked and commended Council for recognizing the need for the position of Director of Roads and Public Works and for approving her job description and appointment of Mr. Flaherty to that position. He has been an invaluable asset to the City, especially in the first couple of weeks after the tornado.

With no further questions forthcoming, Mr. Goff motioned for approval of the report of the Director of Roads and Public Works. Mr. Arakawa seconded the motion, and vote for approval was unanimous.

COMMITTEE REPORTS:

Charter Review Committee - Mr. Mohr

Does not have a report for this meeting. There will be a meeting between himself and the three former mayors sometime this month, so should have some feedback by the next meeting.

Mayor Cooke - Asked if Mr. Mohr wants any feedback from the present Mayor and Council regarding the revision of the Charter.

Mr. Mohr - Would welcome any suggestions at any time - phone call, notes, e-mail, etc.

City Decorations Committee - Mrs. Ruys

Noticed in the minutes of the last meeting that there was no response to my question as to whether I have a budget for decorating. Mayor Cooke said she could authorize up to $1,000. Mrs. Ruys does not feel that is enough. Such decorations are expensive.

Mayor Cooke asked Mrs. Ruys to let the Council know, in a little more concrete way, what is needed and make this an item of new business.

City Hall Expansion Study - Mrs. Ruys

Reported that the next meeting of this committee is scheduled for May 27. A survey of the City Hall property should be ready in about three weeks, so should have it by the meeting.

Mayor Cooke commented that Mrs. Ruys has been able to obtain the City Hall property survey at a cost not to exceed $1,000. This is an extensive survey, noting underground utilities, etc., so this is a very good price.

Financial Affairs Committee - Mr. Goff

Mr. Goff - At the last meeting there were some questions about the value of the land across the street from City Hall. The committee looked into this. Got from Miss Marcie the best survey boundaries we can get. Have had one of the real estate people from the City, who is very familiar with Berkeley Lake, take a look at it, and the property is worth $100,000 to $150,000. However, this property is FPR (Free Pass and Repass), which means this property cannot be built on. It cannot be used. It is strictly restricted to the providing of lake access. Since there is nothing that can be done with that property, so it is not advisable to give it a value and include it as an asset. It is not usable as FPR, and this status has been upheld by two Supreme Court rulings.

Am very happy to say that the roughly one million dollars ($1,000,000) which the City does have is all invested and in good hands. The financial committee will be coming up with some better investment possibilities to protect the funds in savings. The committee recognizes that there is a limitation on the future income of the City. Fees and things of that sort will only be for remodeling, because the building lots have just about run out. The surplus of these fees collected was a one time boom, the same as the bond money surplus. It should be recognized that that $1,000,000 is not money that can all be spent.

The financial work that has been done has proved out in every detail, and now that the finances are on Peachtree Accounting - well in hand - in the future the Council will know month by month exactly where the City stands.

Mr. Mohr - Expressed concern that the funds, which are in the Local Government Investment Pool, are uninsured.

Mr. Goff - The City is restricted by law as to what kind of investments can be made. The $100,000 certificate is insured, but the return is rather low. The committee has asked GMA for allowable investment information, so we can get an idea of where City money can be placed. Think a large portion of $1,000,000 should be insured.

Homeowners Advisory Board - Mayor Cooke

Did not have a meeting. Did invite all the Advisory Board members to the special council meeting following the tornado and received some direct feedback from them regarding their areas. We are continuing to stay in touch and keep the lines of communication open

Traffic Control Committee - Anthony Arakawa

Have not had a meeting this month. Had a conversation with a gentleman named Joel Stone, Chairman of the Transportation Coordinating Committee in Atlanta. He claims that there are cities like Berkeley Lake where he has been able to provide guidance as far as some of the things that can be done to control traffic. Am scheduled to meet with him on Friday at 9:00 a.m.

Mr. Mohr - At the open house on Saturday, the question was raised about a portion of South Berkeley Lake Road having being declared a truck route. Volunteered to contact the DOT to see what portion that was, and the response was that it is the portion from Buford Highway to Peachtree Industrial Blvd.

CITIZEN’S COMMENTS:

Mayor Cooke opened the floor for citizens comments. There were none forthcoming.

OLD BUSINESS

DEPARTMENT OF NATURAL RESOURCES GRANT ($12,500):

Mr. Sherwin Levinson (4624 Briar Hill Cove) reported that he has checked into how this money might be used within the guidelines of their perimeters. Suggested the possibility of using it to replace some of the downed trees destroyed during the storm. That was not acceptable. General cleanup and reforestation of the greenspace was not a possibility either.

The only possibility would be to use the grant money for some sort of passive recreation, such as adding picnic tables to the greenspace. If downed trees had to be removed to place some picnic tables in a particular location or some trees should be planted, then this expenditure would be acceptable. Got the feeling that if it was determined to put in two picnic tables, then the entire grant could be used to clean up the area around these two tables.

Would suggest that the City explore with the citizenry once more the idea of a walking trail, perhaps with some benches or picnic tables along the way. Since cleanup will require some in-roads into the property - even if there is a little bobcat that goes in - maybe if the path is directed along the area that would be used for a walking trail, there will be a trail. Putting down mulch to control erosion would be a necessity at that point. There will be a walking trail, just from cleaning up the greenspace. Think that if this is presented to the citizens in this way, they might respond positively. However, given the response to the last survey and the vote last November, it would not be a good idea to just go in there and create a trail.

Mr. Mohr - What about this rather tight time frame in which to use the money. Is there really time to go to the citizens and judge their response

Mayor Cooke - The extension received last year was for one year, to the end of this June. From talking with Ms. Annettee Norfleet, it was my impression that if the City Council had something in mind to do, that they would approve, then another extension of perhaps two or three months might be granted.

Mr. Goff - Am concerned about going into the wetlands and doing anything other than trimming out some of the trees to lessen the fire hazard. Am against picnic tables, only because the citizens have spoken. A vast majority said they did not want to touch the greenspace, and I will not go against this.

Mr. Mohr - If, in the course of pulling the downed trees out, a sort of finished walking path results, and the Department of Natural Resources is informed that a rough walking path is being created, won’t that qualify It has been agreed that the downed trees might be a hazard if not removed, and it is going to be impossible to do any cleanup in the greenspace without making some inroads anyway.

Mr. Levinson - Will pursue that if the Council would like me to.

Mayor Cooke - Sounds like the Council is in favor of cleaning out the trees in the greenspace. As a result a rough path will be created, and the mulch from the downed trees can be used to control erosion.

Mr. Carothers - The County just purchased some land, but this does not mean that the park is open right now or that people have access to it or that there are facilities. Right now the greenspace may not be subject to public use, particularly since the community has indicated that nothing is going to be done with it. Think if it is improved in some respect, it will certainly be open to public use, and the City might have some of the minor liability issues we have talked about. The insurance carrier would have to be notified of the different use. Right now, there is no parking for it; there are no trails. Would not describe it as a park but more of a nature preserve.

Mrs. Ruys - The Council is not contemplating something like offering a trail and a place to park cars. We are simply contemplating taking trees out.

Mr. Carothers - Would recommend that the proposal to the Department of Natural Resources outline exactly what is planned and get their approval before making the expenditure.

Mr. Goff motioned to clean out the greenspace area, retaining all healthy trees, to include the creating of a rough trail to the extent that can be done with the $12,500 grant. Mr. Mohr seconded. Vote for approval was unanimous.

INSURANCE LICENSE FEE ORDINANCE:

Mr. Goff motioned for a second read and acceptance of the insurance license fee ordinance. Mr. Mohr seconded. Vote for approval of the motion was unanimous.

EMERGENCY MANAGEMENT PLAN AND TEAM:

Mr. Kitchens was asked to submit a progress report on the Emergency Management Plan and Team at the next Council meeting. Mayor Cooke asked Mr. Kitchens if he would like to form a committee in regards to this. Mr. Kitchens would like to reserve that position until he meets with Mr. Frank Daniel regarding the cleanup efforts.

CLEANUP OF BERKELEY WALK:

Mayor Cooke asked that the record reflect that the motions passed at the special council meeting on April 16, 1998 regarding the cleanup of Berkeley Walk and the hiring of Environmental Design Group did not have to be implemented because the County came in and cleaned up Berkeley Walk and then began picking up the debris in the rest of the City.

Mrs. Ruys - What about the cleaning up of the ponds and the streams

Mr. Mohr - Mr. Flaherty and I walked several streams and examined several ponds with two engineers from the Emergency Watershed Protection Program. We submitted a formal letter of request, under the Mayor’s signature, about a week ago. There has not yet been a response, but we have no reason to suspect that there are any problems there. Have a call in to one of the engineers now to add an additional pond that we were unable to inspect at that time - that being "Holben’s Pond". Would expect that the next step would be (once the estimates are in) to come back to the City because temporary easements, etc. will have to be obtained after their access points are determined.

Might need some help on a neighbor to neighbor basis to get the temporary easements once we know where they want to go in. If you are a next door neighbor or a good friend, you may be the right person to approach the effected homeowner.

The understanding is that this is a 75/25 percent participation with the Department of Agriculture picking up 75 percent of the cost and the other 25 percent being picked up by the Georgia Emergency Management Agency. Found out about this program from a gentleman named Mike Sherberger. Assistant Director of GEMA.

HOUSE BILL 343:

Since this Bill was defeated, Mr. Arakawa was curious as to whether Mr. Carothers was able to look into what the GMA thought about the position of cities.

Mr. Carothers - The GMA has determined to work with the Senator, who introduced the Bill, to try and find out what his real interest was or whether there is some way they can level the playing field without removing the ability of local governments to get into some of the enterprises described. Think we will probably see something in future correspondence from the GMA.

NEW BUSINESS

AUDIT (1997):

The City’s auditor from Simmons & Jamison, Mr. David Dick, is present to answer any questions regarding the audit.

Mr. Dick - There is one change which was made in the final audit report different from the draft. When the greenspace was purchased, 12.8 acres was donated to the City. Did not have this information when the draft was prepared.

Revamped the report some this year because the volume of transactions has increased tremendously during the last five years. This audit looks a bit more like the audit for the City of Norcross. There are several new accounts, etc.

Had the opportunity to visit last month with Mr. Goff’s Financial Affairs Committee. This is a very enlightened committee. Was very encouraged with that meeting. Think these people will be a tremendous asset in the financial area.

One thing to be aware of, which was talked about at that meeting, was the changing of the fiscal year for the City. The fiscal year is something that has sort of been a thorn in the side of the City for a good while. I think the committee is going to recommend that after this year end (October 31, 1998), the City go to a calendar year, which would entail next year being a fourteen (14) month year. That, in addition to one other change regarding the tax billing procedure - changing the dates some - will generally relieve a lot of confusion we have had in the past resulting from the City’s internal financial statements been done on a cash basis while I must prepare the audit on an accrual basis.

It is good that the City is now using Peachtree software for accounting. The program being used in the past (Quicken) is not an accounting program. It is a financial program. Peachtree is an accounting program, and I note that the current financial report is more what we should be looking for.

Asked Council Members to call him or Mr. Goff if they have any questions about the audit or other financial related matters.

Mr. Arakawa - Asked about the Gwinnett County grant for approximately $10,000. It was explained that this was probably roads funds, which were not received, because the state did not fund the account this year.

With no further questions forthcoming and no objections, Council accepted and approved the auditor’s report from Simmons & Jamison of October 31, 1997, as submitted.

NEIGHBOR’S HELPING NEIGHBOR’S DAY:

Mr. Kitchens reported that April 25 had been designated as Earth Day. After the tornado hit the City, this day was designated as Neighbor’s Helping Neighbor’s Day. On that day there were approximately 60 volunteers who turned out to work. They moved from house to house to try to help as much as possible. Had a great gathering. Think this turned out very well, and have had a lot of people who want to do this again after the FEMA/GEMA people are finished.

TWO SIGNATURES FOR MONEY TRANSACTIONS:

Mr. Goff reported that the thought is that any expenditure of over $10,000 from the operating account would require two signatures. Would like to see three signatures on the account in case one person is not able to sign. This would not apply to wire transfers from the Local Government Investment Pool because these funds are authorized for transfer only into the operating account.

Mr. Goff motioned that the checking account for the City be a single signature account for amounts up to $10,000 and a double signature account for amounts over $10,000 and that the third authorized signature on the account be the Mayor pro tem. Mr. Arakawa seconded. Vote for approval was unanimous.

FEMA/GEMA REIMBURSEMENTS:

Mayor Cooke would like to get the debris by the Chapel removed. Asked Environmental Design for an estimate to simply move the debris out from the Chapel to the right-of-way where it can be picked up by the disaster relieve teams. Think this will be only one third of what it would cost otherwise, and this charge would be reimbursable by FEMA. After some further discussion, it was generally agreed by Council that Environmental Design should move the debris out to the right-of-way at a cost of about $1500.

Mayor Cooke - Will be submitting the Environmental Design expenses to FEMA/GEMA along with the recommendations of Miss Marcie and Mr. Flaherty.

OFFICE HOURS FOR THE CITY CLERK:

Miss Marcie presented a memo (attached) regarding her concerns about establishing and publishing set office hours.

Mayor Cooke - Has requested that some specific hours be set so the public will have a time when they can be relatively assured they will be able to get someone on the phone and that they will be able to come by.

Miss Marcie - Wish to comment that with my communications, there is very rarely a time when anyone can’t get in touch with me for any reason whatsoever. I have tried to offer the City a professional appearance to the world as a whole, and right now, people are always allowed to come by with proper notice.

I feel that if the Council wants me to have regular hours, set my parttime hours, then those hours are going to become my hours. For my flexibility right now, I have offered the City a great deal of extra time. However, if this flexibility is removed, then I would plan to work within the set hours. Do not feel I should be required to set aside hours to be available, knowing that I am still going to have to work a lot of other hours.

Mayor Cooke - Thought you said you would like to have fixed hours and know that people couldn’t call you late in the afternoon or on weekends.

Miss Marcie - Would not mind this, but what I am saying is that for my flexibility I have made myself available nearly full time. Right now, if I can’t look up a tax amount or look at papers in my files because I happen to be out of the office at 10:30 a.m., you understand that I will look it up when I get back. If I am to have set office hours, then those are going to be my hours, and I do not want to be expected to be available at other times.

Mr. Goff - It is working fine the way it is right now. Say, if it is isn’t broke, don’t try to fix it. Think you’re playing with fire to change things.

Mayor Cooke - If the position were made a full time position, and we expected 40 hours a week but no more than that, would you be open to that.

Miss Marcie - I can’t do that. My circumstances do not allow this. If you want fulltime, then you should consider paying someone a much higher salary and proceed that direction.

Mr. Mohr - Am a little puzzled. In whatever fixed hours we determine to set, even if they be as few as 9 hours a week, are you saying this is all the hours you will work.

Miss Marcie - No. I would definitely be fair. I am thinking that part-time would be 20 hours a week, and I think if the Council would like me to set hours, then I will set 20 hours.

Mr. Mohr - We are not necessarily suggesting that, but what you are saying here is that if we set any fixed hours, they are going to be the only hours that you are going to put in for the City. Do not understand this.

Miss Marcie - If I say I am going to work 20 hours, are you saying I should be willing to work more

Mr. Mohr - We understand why you want the flexibility. We are all very sympathetic as to why you want it, and we do not want to remove that flexibility. I am suggesting that we set up a number of hours a week, not many, maybe nine (3 hours on Monday, Wednesday, and Friday), but you have stated that if we do that, these are the only hours you will put in for the City.

Miss Marcie - Did not mean what I said to come across that way. This job cannot be done in 20 hours even, but set hours (any less than 20) are the only hours I would be available for doing City work - except for what I need to go into my office and do without interruption.

Mr. Mohr - That is the point that I am really getting around to. If you had fixed hours of three days a week (a total of nine hours), this means that any telephone calls you may be getting outside of hours, you would have every right not to return those calls until the set office hours. Therefore, you could be working for the City during the afternoon and not be interrupted. Would think this would provide more opportunity for efficient work flow and less hassle than your current schedule.

Miss Marcie - It would, but I want you to consider that when people get a recording stating my hours, is that a concern.

Mr. Mohr - It is not a concern to me, and I think it would make your life a great deal simpler to set some hours and not feel any obligation to return phone calls outside those hours. Whatever work you may choose or not choose to do during the other hours, the phone does not have to be answered if it rings because everyone will know what the office hours are.

Mayor Cooke - Suggested that the hours be tried out for one month’s time and get feedback from Miss Marcie and the citizens to see how it is working.

Miss Marcie - Raised a question as to whether a pager number should be put on the recording. It was determined that the Council Members have the pager number, so there is really no reason that the public needs to know it. If there is an emergency, then people can always call a member of Council or the Mayor.

Mr. Arakawa - Asked Miss Marcie if she has set hours, will that diminish her motivation to put in those extra momentum hours, above and beyond as she typically does now. Agreed with Mr. Goff that there is a fluid system going right now, but also see a need to have some contact on a regular basis. Wonders if maybe setting an appointment or maybe calling for a time to meet may be more appropriate. Am concerned, do not want to diminish the enthusiasm we have here.

Miss Marcie - My enthusiasm is to see that the job gets done. Otherwise, I will look very bad. My inclination is to give to the public some hours every day, but my question is, "Am I supposed to be in the office during the hours set "

Mayor Cooke - You would be there to answer calls and to receive people if they wanted to come and talk with you.

Miss Marcie - Then I would want to set the hours Mr. Mohr has suggested, because I also must have some time to go to the printer, to the post office, the bank, deliver mail, etc.

Mr. Mohr - Regarding Miss Marcie’s inquiry if she must physically be in the office during the set hours, with the mobile phone there is no reason why she couldn’t make a run to the bank or some other place as long as the calls were forwarded to that phone.

SOME FURTHER DISCUSSION ENSUED:

The number of hours to be set was discussed. Mr. Mohr feels that setting a number of office hours every day would be too much. Thinks Monday, Wednesday, and Friday is quite sufficient. We are a small town, and as long as there are some fixed office hours, we are fine. This isn’t to prevent Miss Marcie from returning a phone call on Tuesday if she sees fit. However, she is not obligated to return a call on Tuesday either.

Mr. Mohr motioned for Miss Marcie to have official office hours from 9:00 a.m. to 12:00 noon on Monday, Wednesday, and Friday on a trial basis for a one month period to be re-evaluated at the next Council meeting. Mrs. Ruys seconded the motion.

Mr. Mohr commented that although it is not in the motion, these hours would be set with the understanding that Miss Marcie would be available to field phone calls but does not necessarily have to stay physically in her office during these periods.

Mr. Kitchens, Mr. Mohr, and Mrs. Ruys voted in favor of the motion. Mr. Arakawa and Mr. Goff voted "nay" to the motion.

Mr. Arakawa - Wonders if office hours should be considered for any other City officials, as far as access to the public, i.e., the Zoning Enforcement Officer.

Miss Marcie - Mr. Kelly has indicated that he cannot do his job within fixed hours. Meets with contractors at very unusual times, because of their work schedules.

Mayor Cooke - We are just trying this for the City Clerk, who has all the records.

USE OF CITY HALL FOR HOMEOWNERS ASSOCIATION MEETINGS:

Mr. Goff has been called by a couple of citizens of Berkeley Lake who would like to be able to use City Hall for meetings because some of the senior citizens feel prohibited from attending meetings at the fire station or other places outside the City. Everyone knows where the City Hall is. Some years ago, it was put into motion to prohibit the use of the building by anything but government activities. Bring this up because this is one of the reasons currently being given for the fixing up of City Hall.

Mr. Carothers reviewed that the City Hall was restricted because it was being used by a lot of groups, who did not keep it up - there is no cleaning staff. Once it is opened up, there will be trouble again discriminating between the various groups who want to use it, and it will tend to get lots of use.

It was pointed out that Lilburn has built a nice new City Hall complex, which has a nice meeting space. Found they had to restrict the use of the meeting space because it was being misused. Groups were getting larger and larger - the walls were being marked up, chairs were being ripped up, and one recent group had set up a charcoal grill in the City Hall.

JOB DESCRIPTION:

Mayor Cooke indicated that she, at the City Council’s request, will be writing a job description for a city administrator.

THERE BEING NO FURTHER BUSINESS, MR. GOFF MOTIONED FOR ADJOURNMENT. MRS. RUYS SECONDED, AND VOTE WAS UNANIMOUS. THE NEXT COUNCIL MEETING WAS SCHEDULED FOR JUNE 2 AT 7:00 P.M.

Respectfully submitted,

Marcie E. Zielazienski

City Clerk/Treasurer