CITY OF BERKELEY LAKE
4040 BERKELEY LAKE RD.
BERKELEY LAKE, GA 30136-30
CITY COUNCIL MEETING (OUTGOING)
January 6, 1998
Those in attendance for the City Council (Outgoing) meeting were as follows:
Council Members: Bernie Cohen, Marguerite Cooke, Boulton Mohr, Walter Rehm, Rober Shutt
City Attorney - Richard Carothers
Zoning Enforcement Officer - Stanley Kelly
Mayor - Richard Schmidt
City Clerk - Marcie Zielazienski
CITIZENS - Approximately 35
Mayor Schmidt called the meeting to order at 7:00 p.m. in the Lake Berkeley Chapel.
MINUTES & FINANCIAL STATEMENT(s):
Mayor Schmidt called for approval of the Council minutes for November 11, 1997. There are no minutes for a December meeting due to lack of a quorum.
Mr. Mohr noted that on Page 4, first paragraph, "excel" should be changed to "accel". Cooke noted that on Page 5, last paragraph, should be noted that the motion was approved (Mr. Mohr seconded the motion, and vote for approval was unanimous.).
Mr. Shutt noted that on Page 3, next to last paragraph, "thing" should be changed to "think".
Mrs. Cooke motioned for approval. Mr. Shutt seconded, and vote for approval was unanimous.
Mayor Schmidt called for approval of the financial reports(s) for November and December, 1997.
Mr. Shutt wanted to know if the percentage of tax collections is about where it should be at this point in time. Ms. Zielazienski (Ziel-a-zien-ski) explained that it is - that the tax collection figure that is shown on the December financial (75% to 80%) is normal and that a number of other payments have been collected since the month ended - will show up on the January financial.
Mr. Shutt also wanted to know if the amount in the Contingency for web site maintenance was a fixed amount for each month. Sherwin Levinson (4624 Briar Hill Cove) indicated that there is a fixed amount of $50 per month for maintaining the web site. He also explained that there is a $100 fee for the initial domain registration and $50 each year thereafter. (The City has four (4) domain names/registrations.)
Mr. Mohr motioned for approval of the financial reports for November and December. Rehm seconded the motion, and vote for approval was unanimous.
ZEO REPORT:
Mrs. Cooke pointed out that Mr. Kelly, in his November report, had asked the Council to advise him on Item "W".
Mr. Kelly explained that Mayor Schmidt was handling the roads, but since there was no meeting in December, Mayor Schmidt advised that the matter be taken up with the new Council.
Mr. Kelly informed that he spoke with Stewart Brothers today regarding the remainder of the pavement repairs and asphalt curbing contracted. The weather has been good, but they have not yet been able to fit the work in with their time schedule. The work will be done in the near future. Mayor Schmidt pointed out that the pavement over the new culvert between 443 Lakeshore Drive and 432 Lakeshore Drive is quite rough to travel over. Would like to have the area smoothed out some.
Mrs. Cooke inquired about Item "F" (preservation of tree near entrance to Berkeley Walk Subdivision). She wonders if the research work Mr. Kelly is doing in regards to keeping the tree healthy is something that the property owner should be doing. Mr. Kelly explained that Mrs. Sherry Ruys had a concern about the tree because it is exposed almost continuously to a bright light, so he contacted Mr. Dale Higdon of the Georgia Forestry Service to take a look at the tree and perhaps recommend a preservation plan. The application of a plan would certainly be up to the property owner. The City would not be getting involved further.
Mr. Kelly reported that the new pavement patching in River Mansions is cracking and is not holding well. Have spoken with Don Stewart about this, and expect the areas to be redone.
Mr. Mohr motioned to approve the ZEO Report for November 1997. Rehm seconded, and vote for approval was unanimous.
Mr. Mohr motioned to approve the ZEO Report for December 1997. Rehm seconded, and vote for approval was unanimous.
MAYOR SCHMIDT - STATE OF THE CITY ADDRESS:
Mayor Schmidt told the audience that standing in front of them, which he has done for a while now, never has become easy for him - always a little nervous. Mayor Schmidt presented the STATE OF THE CITY as follows
Fellow Citizens and Guests; I thank each of you for being here tonight.
As most of you know the City of Berkeley Lake has grown substantially during the past four (4) years. In fact, the population has, for all intents, doubled in size. This growth has not occurred without some pain. However compared to the experiences of some of our sister cities, our increase in size has occurred with few problems.
As I look back at my time as your Mayor I see three (3) events as being significant to Berkeley Lake generally and me personally, two (2) events are successes, the third event was a failure.
The failure was my inability to overcome a lack of real vision among the majority of the citizens who were and are the future of Berkeley Lake. There is a quotation that states "Some people would rather look backward than forward because it is easier to remember where you have been than to figure out where you are going." Nobody wanted to listen to then Mayor Bernie Cohen or myself when we tried to interest the citizens of Berkeley Lake into voting for a Bond to purchase all of the "Parsons" property in 1991. At that time the City could have purchased ALL of the Parsons property, including what is now Miramont, the portion we eventually did purchase and the "so-called Publix comer" for less that two (2) million dollars.
Few people believed Bernie or myself when we told you that change was coming and we (as a City) were not prepared for that change. The statements thrown back at me during a series of meetings on this subject boiled down to this: The woods have always been there, the woods will always be there, nothing is going to change because we don't want it to change and besides I will not be living here in a couple of years so what do I care! How different the City would be today if all of the Parsons property had been purchased and protected! For future visions to become realities, people must be willing to invest time or money and usually both. In 1991 few citizens were willing to do either. As I said, unfortunately, this attitude is still very much alive in our City today.
The successes both also involve land. The first success was the construction of Children's Park located behind City Hall. This park finally gave our growing number of children, and their parents, a safe place to play. By all accounts this park has been a resounding plus for our City. But even here a small number of the "close the door and bum the bridge people" loudly opposed the construction of this park because "the park would be open to everyone and attract, my goodness, outsiders." Fortunately the then City Council had enough internal fortitude to proceed with the park, much to our children's enjoyment.
The second success is, for me, of such a magnitude that this one success alone made all of the agony, threats, accusations and personal attacks worthwhile. The success was that for a while, a short time actually, enough of you believed, caught the vision and voted for the Park Bond Referendum in 1996. Most of you, however, promptly forgot your vision and positive vote when the Tax Bills were delivered to you last November. No matter. The City of Berkeley Lake now has a jewel to be protected and enjoyed for years to come. Not only by people, but the animals and birds as well.
A cautionary note at this point. The job is not yet complete. There is still a large tract of land that lies across our upper watershed that should be purchased and protected. That land is outside the City, but on our side of Peachtree Industrial Boulevard. The incoming Council should address this property before it is too late. Again, time moves forward, waiting for no one.
In closing I would like to take a few additional moments to thank the various people with which I have had the pleasure to work for the past few years.
I would like to thank, and this list is in no particular order:
Marcie Zielazienski - Marcie has been our City Clerk for a number of years, balancing the demands of the City with her husband's continuing illness. In some very personal and stressful times she has kept herself and the City going.
Stan Kelly - Stan's position as ZEO is not an easy one. Stan's diplomacy has sometimes been worn a bit thin by people or events, but have no doubt that Stan ultimately has the welfare of the City at heart.
Dick Carothers - Dick has been a great help in pointing out what a City Official may and may not "do" under the law. There is a lot less flexibility in these positions that you sitting out there might believe.
Bo Mohr and George Sipe - I include these two gentlemen together because of their service as chairman of the Planning and Zoning Commission. Bo served with distinction in that position for a number of years, during which there were some very active issues. Bo accepted my invitation to join City Council last year, and will continue to serve on the new Council.
1 also wish to thank each Council member with which I have worked as Mayor-
Leslie Cardin, Bernie Cohen, Marguerite Cooke, Doug Dowdy, Marion McDugald, Bo Mohr, Walter Ream, Charlie Robson and Rober Shutt.
I wish to thank my wife, Georgianna, for her support and patience during the nine (9) years of my involvement with City Government and the Berkeley Lake Homeowners Association.
Finally I wish to thank you, the citizens of Berkeley Lake, for allowing me to serve you for the past nine (9) years culminating with the honor of being your Mayor.
I leave you with this thought: The only way we can preserve the timeless beauty that is Berkeley Lake is not to try to stop the clock (only children and fools believe that is possible) but to constantly think about the future ramifications of your present day actions. Even "standing still" requires forward movement. Never forget the individual citizen, but think about what is good for our City. Rekindle and sustain a positive future vision.
MAYOR SCHMIDT RECOGNITION:
Mr. Rehm came forward to present Mayor Schmidt with a plaque in commemoration of his service to the City. The text of Mr. Rehm’s presentation speech is as follows:
Our City is what it is today because of previous administrations. Up until approximately three or four administrations ago, there were not a lot of issues. But, in the last several administrations, and particularly in the administration of Rick Schmidt, we have had issues. Actually, the issues began surfacing before Bernie Cohen’s administration and have continued into Mayor Schmidt’s administration.
I amplify what Rick had to say about the citizenry and their attitudes and their thoughts. I do not think anyone knows the amount of work that goes into this situation until they have been there. It is like going to school - for every hour in the classroom, there is another two hours out.
You have to do your homework; you must know the rules. You need a good Council to keep the City out of trouble. As Rick always said, "You don’t win a victory, they rule it." A lot has happened. We entered this administration with an awful lawsuit. The end result was that everybody wound up friendly and amicable, and the City of Berkeley Lake came up with a beautiful park. That took skill; that did not just happen.
The park land - we went back and forth - the people began to believe, and now they have a legacy for our children, our children’s children, the wildlife and everything else. One major factor to this is that the land enhances the ongoing stability of this lake. This lake has deteriorated greatly during the last few years, and it will continue to deteriorate. By preserving that land, through the efforts of Rick Schmidt, we have something good.
I will not be-labor it but to say that it took a whole lot of work, a lot of energy and a whole lot of caring to make things come together. I’m proud to have served on the Council and as Mayor Protem under Rick. I’ve learned a lot and have had a great experience. The new group will not have it easy because they have some major issues to face, but a lot of the big humps have been crossed.
I would like to, on behalf of the Council, and for that matter the citizens of Berkeley Lake present to Rick a plaque that reads, "Presented to Richard A. Schmidt, Mayor, in gratitude and recognition for dedication and service to the City of Berkeley Lake, 1994 to 1997.
There was a standing applause of gratitude and appreciation by all those present. The meeting was turned over to Mr. Carothers.
SWEARING IN OF NEW MAYOR AND COUNCIL:
Mr. Carothers said it is his honor as the City Attorney to swear in the new Mayor and Council. He administered the Oath of Office from the Berkeley Lake City Code to the Mayor Elect, Marguerite Cooke, and the five Council Member’s elect, Anthony Arakawa, Kelly Goff, Tom Kitchens, Boulton Mohr, and Sherry Ruys.
MAYOR’S INAUGURAL ADDRESS:
The text of Mayor Cooke’s inaugural address is as follows:
I wish to thank you very much for the confidence you have shown in me and for this great honor that you have bestowed upon me. This is definitely a highlight of my life - up there with my wedding and when the children were first brought home.
I just wanted to let you know that the priorities of my life are God, my family and serving the residents of Berkeley Lake now. I will do this to the best of my ability. I see it as an awesome responsibility, a great and wonderful challenge. I know it will be a great deal of hard work as well. I know what it was like to be on the City Council.
Speaking of the City Council, I think we have a wonderful one for this term. Three of our members are retired, and for them serving the City of Berkeley Lake can be their primary occupation. I think that will make a big difference.
You will see some changes over the next two years. We have some new committees that we would like to establish. These are going to be very active committees - some of them standing committees, and we expect they will be making many positive changes in the community.
One of the things we will be looking at is the citizen comment protocol. As you may have noticed, if you got a copy of the agenda which is on the back stand, we are going to have citizen comments a little earlier on in the meeting. This will give those who are anxious to make a comment the opportunity to do so before we have gone through all the business in order, and they have waited an hour or two before having a chance to speak.
Also, it will give us the opportunity to take care of any new business that we might be able to do, that residents may bring up to us during citizens comments. At least, for this evening, we are going to be trying the comment period in this new order, and I am going to be asking for many people’s feedback on this, including citizens in general.
We are planning to be a very open and accessible City Council and Mayor. In keeping with that, I will give those of you who are here - thank you all for coming - notice that there is going to be a City Hall open house at the end of this month. On January 31, from 10:00 a.m. till noon. Those of you who would like to come and meet us personally and talk with us about any of your concerns will have the opportunity to do that then. We would like to do this sort of thing on a regular basis. Also, I am planning to put out a Mayor’s Newsletter on a regular basis and will be alternating that with an article in the Reflections, a community newspaper.
Along with my first newsletter, I will be including a survey of the residents. There will be many different questions on it. I would like very much to establish a Community Resources File and also ascertain who would be willing to volunteer on any committees that will be formed. Also, I will be getting your feedback on any improvements or concerns you might have regarding the community or municipal government functions.
I myself am planning to be available to you regularly on every Monday, Wednesday, and Friday between 10:00 a.m. and 2:00 p.m. I will be home to answer any business calls at that time if you want to call me and talk to me or make an appointment to see me in person, that will be the time to do it. If this is inconvenient for you, just call me and let me know when would be a better time to talk, and I will try to return your call then. Once in a while this schedule will have to take exception to more pressing government business, and tomorrow is one of those times. There is going to be a State of the County Address to be given by the County Commission Chairman, Wayne Hill, tomorrow afternoon, so will be away for that.
I just want all of you to know that I love Berkeley Lake; I care about each and every one of the citizens; I consider living here in Berkeley Lake to be a great privilege - one of God’s greatest blessings to me - and I will do everything that I can to keep this very special and wonderful community one of the most beautiful and desirable places in the country to live.
CITY OF BERKELEY LAKE
4040 BERKELEY LAKE RD.
BERKELEY LAKE, GA 30136-30
CITY COUNCIL MEETING (INCOMING)
January 6, 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 35
Mayor Cooke called the City Council meeting to order at 8:10 p.m. She asked that everyone address each other by their last names.
INVOCATION BY RICHARD CAROTHERS:
ELECTION OF CITY CLERK:
Mr. Mohr motioned to reappoint Marcie Zielazienski to the position of City Clerk. Mr. Kitchens seconded the motion. Vote for approval was unanimous.
ELECTION OF MAYOR PROTEM:
Mayor Cooke said the Mayor Protem would be the Mayor in her place should she be absent or for some reason unable to perform her duties. Mr. Kitchens motioned to elect Mr. Mohr as Mayor Protem. Mr. Goff seconded the motion. Vote for approval was unanimous.
MAYOR APPOINTMENTS:
Mayor Cooke made the following appointments:
City Clerk Assistant - Someone who has, in fact, been acting as the City Clerk Assistant for sometime, who is familiar with all the records and files, where they are located in the City Clerk’s office, and in fact takes the phone calls when the City Clerk is away and has to have them rerouted. Appointed Peggy Mohr.
City Attorney - Richard Carothers
City Judge - Margaret Washburn, who has helped us in the past with our Recorder’s Court. Think it is a good idea to have that system in place again.
P & Z Commission Members - Understand that the terms of George Sipe and Bob Herb are finished. Re-appointed them for another three year term. Have spoken with both of them, and they are both willing to do this.
Zoning Enforcement Officer - Appointed Stan Kelly.
Mayor Cooke asked if there was any discussion or questions about the stated appointments. She asked for those in favor to raise their right hands. The consensus was unanimous.
COMMITTEE ASSIGNMENTS:
Homeowners Association Advisory Board - Mayor Cooke said she would be
the chair of that. It will be made up of the homeowners association presidents.
Council Procedures Committee - The Council procedures are based on
"Robert’s Rules of Order", and we will be looking in particular at the citizen
comment protocol. Mayor Cooke will be the chair of this committee.
Financial Affairs Committee - This committee will be looking at taxes,
reviewing some special tax plans, and also looking at the financial picture - the
Auditor and Treasurer’s reports and so on - to try to make some improvements in
these areas. Appointed Kelly Goff.
City Decorations Committee - Sherry Ruys has agreed to chair that committee.
City Charter Revision Committee - The City Charter is in dire need of revision
and updating. We have made some new ordinances that are not officially part of
the City Code book. There is a lot of work that has to be done. Appointed Bo Mohr to chair this committee.
Ordinance Enforcement Committee - Have had quite a few concerns
expressed regarding the enforcement of our ordinances in the City. There is work
to be done with this in conjunction with our police force, which at the moment is
very small, but we may be expanding on that. This was one of the platforms I ran
on during my campaign. Tom Kitchens has agreed to chair this committee.
Traffic Control Committee - There has been such a committee under the previous administration. We obviously have a problem with traffic going through
our City, and just the day before yesterday, I heard someone at church comment
on how he is now taking Bush Road to get around some of the traffic on Peachtree
Industrial. We are going to have to come up with some better way to control the
traffic and hopefully cut down on cut through. Tony Arakawa has agreed to
chair this committee.
Roads and Public Works Commission - At this time we do not have anyone
who has volunteered to chair this committee. Will be sending this out on the
survey later this month.
Mayor Cooke asked if there was any discussion or questions about the stated appointments. She asked for those in favor to raise their right hands. The consensus was unanimous except for one exception. Mr. Mohr entered an abstention on that question relating to the Assistant City Clerk.
CITIZEN’S COMMENTS:
Mayor Cooke presented that she was hoping to have the citizens come up and stand at the podium to give their comments, but asked that they stay where they are - as long as those in the back can project.
Cindy Phelps (4371 S. Berkeley Lake Road) - Presented that there are two major issues she would like to address. One is that there were three major accidents on N. Berkeley Lake Road this past month. A long term resident, Mrs. Emily Dennisson, suffered seven broken ribs in an accident while she was trying to enter Berkeley Lake Road from her driveway. Prior to that there was a head-on collusion in front of her home. In the third accident, a car went out of control; ran off Berkeley Lake Road and slammed into the Skrobko’s garage. Does not think the City can wait much longer to demand Gwinnett County be responsible for their road before we have a fatality.
The other issue is the expansion of Berkeley Lake Elementary. This school will become, most likely, a two story elementary school in the future, as soon as the summer hits. Do have a lot of confidence in the Gwinnett County School Board, in the planning and the work they have done, but am extremely upset that this has happened. We have a 900 student capacity but over 1100 students there now. Everything will have to be enlarged. In the Duluth cluster, Berkeley Lake Elementary is the smallest acreage, approximately 15 acres. There is already a serious parking problem, and it is going to get worse. Am surprised that we did not hear more from everyone who knows what is going on, and I hope we hear a lot more soon.
Bill Downey (527 Lakeshore Drive) - Congratulated all the government officials and offered his commitment that he would do whatever he could do to help both personally and as president of the Berkeley Lake Homeowners Association.
The annual meeting of the Berkeley Lake Homeowners Association is scheduled for January 9, 1998 in the Chapel to begin at 6:30 p.m. with some refreshments. The meeting will start at 7:00 p.m. Would like to let everyone know that the Association has been having ongoing discussions with Ryland Homes and the developer, and they have been talking about a proposal for removing sediment from the lake. This is going to be the major topic of discussion at the meeting tonight. There has been no agreement reached. There are still issues remaining, so I would like to solicit input and assistance from as many residents as possible.
SHORT RECESS:
Mr. Mohr motioned to recess for about five minutes. Mrs. Ruys seconded the motion, and vote for approval was unanimous. After the stated recess, Mayor Cooke called the meeting back to order.
OLD BUSINESS
BERKELEY WALK STREETS - CONSTRUCTION DEFECTS:
Mrs. Ruys - Reviewed that Mr. Kelly, Mr. Earl Duckett (City Engineer), and she went through Berkeley Walk checking the streets and curbs. We determined which damaged areas were probably normal wear and tear, and probably should be the responsibility of the City, and the breakages that were most likely due to poor construction in the first place or maybe subcontractors who had backed over the curbs. We would like to get approval to get the damaged areas fixed, but there are some that should probably be reimbursed by John Wieland Homes to the City.
DISCUSSION - Mayor Cooke inquired how much the repairs might cost. Mrs. Ruys did not know, and Mr. Kelly could not give her much of an idea either because he could not go for the estimate until he gets the approval of the City Council to proceed.
Mr. Kelly suggested that with all the possibility of Wieland Homes having subcontractors, they may want to do the work themselves if they are agreeable to doing it. Mr. Mohr inquired if anyone has approached the Wieland people about those areas that may be their responsibility or is it too early to have done that Mrs. Ruys said that she has informed Wieland Homes regarding the defective areas. Was told that the streets are the responsibility of the City if the bond has been released.
Mr. Alex Montgomery of Wieland Homes indicated that all the bonds have either been released or have expired.
Mayor Cooke asked for a motion. Mrs. Ruys motioned she would like approval to get the estimates to get the repairs done, and then would like approval to approach Wieland Homes about reimbursing the City for some of the repairs.
Mr. Alex Montgomery, the Land Development Manager for Wieland Homes introduced himself and said he is the person Mrs. Ruys will be talking to. Only today received a copy of the letter. Was surprised that no one had passed it on to him. Wieland Homes does have a contractor that does year end maintenance work. The items on Mrs. Ruys list look relatively minor, so unless there is a really major dollar item, I feel we can look at the list in a rather favorable light and have it done ourselves.
Mrs. Ruys - Will Wieland Homes do all the needed repairs or just the ones that are listed
Mr. Montgomery - Wieland Homes can do all the repairs that Mr. Duckett, Mr. Kelly, and Mrs. Ruys have determined to place on the list. Wieland Homes could do all the repair work needed, using our own contractor - and then, maybe, we could look at the expense and decide how to split the money if necessary. (Mr. Kelly has photographs of all the areas needing repairs.)
Once it is determined all that needs to be done, a list will be given to one of our subcontractors. I will work with Mr. Kelly, and will get the get the repairs made.
Mayor Cooke - Stated that the motion before Council is to get approval to get estimates for repairs to the Berkeley Walk streets and approval to speak to the John Wieland company regarding reimbursement to the City for the cost that they would be responsible for. Mrs. Ruys indicated agreement. Mr. Mohr seconded the motion, and vote for approval was unanimous.
PEACHTREE LAKES:
Mr. Mohr - Informed that he and Mrs. Ruys met with Dr. Rodney Hammond (267 Lakeshore Drive), and Mr. Arakawa also met with him at a different time regarding various problems that land owners on City property adjacent to the Peachtree Lake Office Park have been having. A lot of this is old business, but some are complaints that have just recently come to light. Will present to Council tonight what they, not suggest all the solutions. Asked Council to authorize him to contact certain property owners and also check with the county regarding certain elements.
The elements are:
There are two dumpsters at the Licensed Lifestyles building that have been moved
from their original position to a position directly over a flume so that when it rains
heavily, any junk that surrounds the dumpsters, and there always is junk
surrounding dumpsters, washes down onto Mr. Hammond’s property.
Also, would check the county noise ordinance because the same two dumpsters
are regularly emptied in the wee hours of the morning.
The detention pond is not functioning well. The Council has been round and
round with the county on this, and the county claims that the pond is functioning
as it was built to function. Our contention is that if this is the way it is built to
function, there is a major flaw in the design of that particular type of detention
pond. It is suspected that the flaw is the size of the piping under it. A twenty
three inch (23) pipe is employed, which is not going to back water up very much
unless there is a major flood. The water is going to flow right on through and
defeat the purpose of the pond altogether.
Intend to confirm that the proper buffer exist between two dissimilar zoning
districts and investigate any additional plantings that might be necessary to enhance
that buffer.
Need Council’s concurrence to go ahead with these investigations and
examinations and have a more precise report at the next meeting.
Mr. Arakawa - Are there any concerns about pollutants that might be flowing from some of those chemical/industrial buildings along that area, into the creek
Mr. Mohr - There is concern about pollutants flowing into the creek at this point. Haven’t really had any specific concerns expressed about pollutants. Obviously, with the detention pond not functioning very well, everything that flows down potentially goes into the lake and could include particulant matter and anything else.
DISCUSSION - Regarding the types of businesses in Peachtree Lake and what information the City might have about them.
Mayor Cooke - Think it is obvious that you have consensus of Council to pursue investigation of this matter.
NEW BUSINESS
BERKELEY COMMONS PLAT APPROVAL - UNIT 2:
George Sipe (Chairman of the Planning Commission) - The P&Z has reviewed the plat. It is mostly a Performa thing, because the Commission had already reviewed the preliminary plat. We looked for differences between the final plat and the already approved preliminary plat. We recommend acceptance.
Mr. Kelly - Have received from Alex Montgomery the copies of the final plat, but note that the engineers and surveyors have not signed on it.
DISCUSSION - It was determined that Mr. Kelly had not been supplied with the latest copies which have been so signed. Mr. Montgomery presented him with a signed copy, and Mr. Kelly indicated his approval.
Mr. Mohr motioned for approval of the final plat for Unit 2 of Berkeley Commons. Mr. Arakawa seconded the motion, and vote for approval was unanimous.
CITY HALL EXPANSION:
Mayor Cooke - Think that it is very obvious that the City needs to have more room to conduct government business. Often, there isn’t nearly enough seating for the citizens who come to observe and comment at City Council sessions, and we have no office, which could be used, for any of our employees. The storage space for our City records and legal documents is almost nil. Would like permission from the City Council to get written estimates for the expansion of our City Hall.
Mr. Goff - Offered that he has a contractor, who seems to be quite reasonable, doing some work for him right now. Thinks this contractor might like to place a bid on such a project.
Mayor Cooke - Asked for a motion to that effect.
Mr. Arakawa - Motioned to investigate and explore the cost associated with City Hall expansion.
Mayor Cooke - Would like to be able to get written estimates.
Mr. Kitchens - Seconded Mr. Arakawa’s motion.
Mrs. Ruys - Are you asking for approval to just explore the estimates or asking for permission to explore the estimates and accept one
Mayor Cooke - Would not accept one. Simply explore the possibilities, develop some kind of sketch or preliminary plan and get some written estimates/proposals.
DISCUSSION: Mr. Mohr inquired whether Mayor Cooke had a rough plan in mind which she plans to put out for estimates. Mayor Cooke indicated she has a sketch which she has drawn that would approximately double the size of City Hall. Gives a storage room and an office - large enough for two desk and chairs - and would more than double the seating for citizens in the meeting area. Mrs. Ruys added that the restroom needs to be handicapped accessible.
Mr. Arakawa - Does this also include moving all the City Clerk’s records and also the City Clerk to that facility
Mayor Cooke - Right. We would have to set up a small reception area by the front door, and in order to allow personnel to use that building safely, there would have to be some sort of alarm system and probably some kind of security between the offices, the seating area, etc., and the front reception area.
Mr. Mohr - Would you plan to get an estimate for all of that work at this time or just the construction expansion, considering that the present City Clerk currently has the City material in an office structure in her home. A security system and all those things would not be needed unless she would contemplate moving all of that over or until such time as a City Clerk may come on board that would need to work out of there. We could do this in two stages.
Mayor Cooke - It is my understanding that the security system wiring is much less expensive when installed as built.
Mr. Carothers - Ultimately, this will have to go out for a formal bid, so when individuals are being asked for their estimates, think that they need to know that they will have to compete in a sealed bid process against other people, i.e., they may not want to write down what they think their best price is because that may expose it to someone else. They might want to simply tell the Mayor that they think the job is in a certain price range.
The sketch plan should be made into something that someone can meaningfully bid on - doesn’t necessarily have to be done by an architect. Also, all the requirements for security, handicapped access, windows, materials, etc. need to be made a part of the plan. Think this is important for a contractor to come up with any kind of estimate and finally a sealed bid.
Mayor Cooke - Mr. Carothers, are you saying that you don’t think it would be advisable to get written estimates
Mr. Carothers - Would not ask for written estimates. Would simply ask people in the construction business what they think a project such as this would cost. Ultimately, the City’s purchasing procedures will require sealed bids. Feel a contractor might be able to give a ball park figure - maybe within $4,000 or $5,000. Am not sure how close they can get without a set of architect’s plans, a list of materials, and a time frame.
Mr. Mohr - Proposed that the City Council deal with a more precise rendering of the suggested renovations so everyone is in agreement on what it is that we want bid out. Would like the Mayor to submit the sketch to City Council. Council can work on it and then possibly get an architect - or someone who is capable - to put the drawing in a condition to be bid on.
Mr. Arakawa - Withdrew his motion to investigate and explore the cost associated with City Hall expansion. Motioned to have the Mayor put together a drawing and construction specs of her ideas for the expansion of City Hall, and then at that point in time Council can review that and further define it in terms of the avenues that will be taken.
Mayor Cooke - Asked that Mr. Arakawa include in his motion that she may get verbal estimates as well after she gets the construction specs.
Mr. Mohr - Would like City Council to review the construction specs first, because there might be some input here that would bear rather heavily on what the construction costs will be. Someone might have something in mind that everyone would agree with, which no one has thought of at this point.
Mrs. Ruys - Seconded the motion. Approval was unanimous.
MULCHING BILL FROM DAVEY’S TREE SERVICE:
Mayor Cooke - The City Clerk has asked for approval to pay the yard waste mulching bill in the amount of $2310. Due to the fact that the community used the service to a higher extent than anticipated, the bill is somewhat larger than the estimate.
Mr. Goff motioned to accept the bill and pay it. Mr. Mohr seconded the motion, and vote for approval was unanimous.
DISCUSSION - It was suggested that those persons using such a service in the future might contribute some amount to offset the cost. Ms. Zielazienski informed that the work was contracted as a way to offer a City paid service to the community for some of the taxes residents pay. No further action was forthcoming.
SHERWIN LEVINSON - STREET LIGHT REQUEST:
Mr. Levinson (4624 Briar Hill Cove) - Addressed Council to request a street light at the intersection of S. Berkeley Lake Road and Berkeley Walk Point. (His request is attached to these minutes.)
Ms. Zielazienski - Informed that the light could be ordered by contacting Georgia Power. There would be approximately an additional $7.50 on the City’s monthly bill and no installation cost for the light.
Mr. Mohr motioned to contract with Georgia Power to install a street light at Berkeley Walk Point and S. Berkeley Lake Road. Mr. Arakawa seconded the motion, and vote for approval was unanimous.
EXECUTIVE SESSION:
Mr. Mohr motioned to go into Executive Session to discuss pending litigation. Mrs. Ruys seconded, and motion passed by unanimous vote.
After the Executive Session the meeting was called back to order. No citizens were present.
THERE BEING NO FURTHER BUSINESS, MR ARAKAWA MOTIONED FOR ADJOURNMENT. MRS. RUYS SECONDED, AND VOTE WAS UNANIMOUS.
THE PUBLIC HEARING FOR THE REZONING OF THE PROPERTY AT NORTH BERKELEY LAKE ROAD, EAST OF PEACHTREE INDUSTRIAL BLVD. FROM R-100 TO 0&I WAS SCHEDULED FOR 7:00 P.M. ON FEB. 3, 1998 IN CITY HALL. THE NEXT COUNCIL MEETING WAS SCHEDULED FOR FEB. 3 AT 7:30 P.M.
Respectfully submitted,
Marcie E. Zielazienski
City Clerk/Treasurer
