City ofDonalsonville Council Meeting-March 5,2024 Official Minutes  Mayor Ron. Johnson, Jr. called the Council Meeting to order at 6:001 PMi in the Council Chambers at City Hall. After which Mayor Ron. Johnson, Jr. gave thei invocation, then allj joined in the Pledge of Allegiance tot the United States of America. Councilmembers present for the meeting included Mayor Ron. Johnson, Jr., Mayor Pro Tem Ed) Bond, CP Mitch Blanks, CPI Lindsay Register, CP Travis Brooks, and CPI Flossie Smith. Councilperson Mitzy Moye was absent. Staff present were City Manager Jeffrey Hatcher, City Clerk Christina Corvers, Police ChiefKem Pugh, Fire Chiefl Dean King, Public Works Superintendent Bert Adams and City Attorney Chip Approval oft the Agenda: CP Smith made ai motion to approve the Agenda, with CPI Brooks seconding. Motion carried. Next was the approval oft the minutes from the January 2, 2024, Council Meeting. City Manager Hatcher stated that thel Minutes for. January 2, 2024, were tabled pending information from David Maxwell regarding costs of publishing the Investigative Committee Report. The cost of printing the entire document is $1,245.00. Toj print just the summary (pages 1-9) will cost $585.00. City Manager Hatcher stated that these costs arei in addition tot the cost of printing the Minutes. After some discussion, CP Blanks made a motion to approve the. January 2, 2024, Council Meeting Minutes and post the Investigative Committee's Final Summary Report in the legal section of the newspaper for at total of$585.00. Mayor Pro Tem Bonds seconded; Motion passed. Next was the approval oft the minutes from the February 6, 2024, Council Meeting. Mayor Pro Tem Bond made ai motion to approve the February 6, 2024, Council Meeting Minutes, with CP Smith seconding. Motion carried. APPEARANCES: Downtown Development Authority (DDA) Director Tori Gravlee gave an update on the Board's recent and upcoming activities toi include the following:  Stewart.  Thel Firehouse BBQ Festival is scheduled for March 15-16, 2024, at the Donalsonville The DDA willl be hosting the 2nd Annual Hop-n-Shop Downtown on March 30, 2024. Requested road closure of Second Street from 9:00. AM-3 3:001 PM onl March 30, 2024, for the 2nd Annual Hop-n-Shop. After some discussion, Mayor Pro Tem Bond made ar motion to approve the road closure pending coordination with the Donalsonville Police Working withl Hdl, the company handling the hotel/motel tax collections, to offset Notified the Mayor and Council that currently there are no downtown storefront spaces Next, David Maxwell spoke onl behalf of the Chamber of Commerce and promoted the upcoming annual Boots & Roots Rodeo tol bel held April 26-27, 2024. Lastly, David wished to thank the City of Donalsonville for their continued support of the Chamber of Commerce. Shakedia Williams then requested permission tol hold a Cancer Awareness/Survivor Event on April 6, 2024, tol honor individuals that havel been affected by the disease. Additionally, Shakedia Williams requested a Police escort while the fund-raising motorcycle ridei is being held.. All funds received will be donated to the American Cancer Association. After some discussion, CP Smith made ai motion to approve the request tol hold a Cancer Awareness/Survivor Event on April 6, 2024, along with providing Police escort pending coordination from the Donalsonville  Firel Department.  Department. CPI Register seconded; motion carried. monthly management fees. available: for prospecting new businesses.  Police Department. CP Register seconded. Motion passed.  INTERNAL BUSINESS  INTERNAL BUSINESS: Thel Financial Statements for January 2024 were presented and reviewed with comments made by City Manager Hatcher on the current status, along with  discussion on the three-month analysis.    OLDI BUSINESS  OLDE BUSINESS: City Manager Hatcher then presented the second reading of thej proposed Ordinance 02-06-2024 concerning alcohol sales ats special events, which seeks to remove the foods sales requirement andi introduce a requirement for as security officer funded by the event organizer. City Manager Hatcher recommended adopting Ordinance 02-06-2024, Amending Section 4-42 to allow for alcohol sales without the restriction of food amounts at certain special events. After some discussion, CPI Blanks made ai motion to adopt Ordinance 02-06-2024, Amending Section 4-42 to allow for alcohol sales without the restriction of food amounts at Next, City Manager Hatcher stated that hei is continuing to work with City Attorney Stewart on preparing changes tot the Ordinance for licensing of alcohol providers. Looking at options to bring the City ofl Donalsonville's' Ordinance in line witht the State of Georgia requirements, as the City's Ordinance has been more restrictive than whati is found in State Statute. City Manager Hatcher then gave an update on the Defense and Indemnification Ordinance. City Manager Hatcher stated that hei is continuing to research options on providing additional coverage tos staff ande elected officials. The Georgial Municipal Association (GMA) has been consulted and they are in the process of looking at other cities who may have done something similar toi increase coverage. City Attorney Stewarti is also looking into the legal aspects of this Next, Councilmember Blanks opened discussion on the consideration to broadcast/livestream the City ofl Donalsonville's Council Meetings. After some discussion, CPI Blanks made ai motion to begin roadcastinglivesraming the Council Meetings and authorized purchasing the necessary audio enhancement for the moadcastinglivesraming CP Smith seconded. Motion passed. Mayor. Johnson then opened discussion on the vacant position on the Ethics Board for the City of Donalsonville. The remaining position is al Mayoral nomination that opened after the resignation ofai member of the Ethics Board. Mayor Johnson stated that hei isi in the process of soliciting citizens tol be considered to fill the vacant position and hopes toj present a candidate to the Council ati next month'si meeting. Lastly, CP Blanks requested training for the entire Ethics Board  certain special events. CPI Brooks seconded; motion carried.  issue.  once the final appointment is filled.  NEW BUSINESS  NEW BUSINESS: City Manager Hatcher stated that the 401(a) Defined Contribution retirement plan needs revision tol keep the plan in line with IRS requirements. City Manager Hatcher also stated that upon review, City Attorney Stewart has found that the City'sOrdinance calls for al Retirement Committee to be appointed. Wei needt to review this requirement and consider the Restatement thati is required to comply with new IRSI Regulations. Upon further discussion, City Attorney Stewart noted thatt the 401(a)] Defined Contribution retirement plan restatement calls for an Ordinance and therefore thei item would need tol be tabled until the next Council Meeting before it could be considered for adoption. CP Smith then made a motion to table the adoption of the 401(a) Defined Contribution retirement plan restatement and revised Ordinance until the April Council Meeting, with CP Brooks Next, City Manager Hatcher stated that atl last month's meeting, the Council approved the underground easement request from Georgia Power pending coordination with Public Works Superintendent Adams. However, on site engineers from Georgia Power determined that they need to install aj power pole for the EV chargers installed on the City parking lot. Georgia Power has provided an easement: request for approval, which would allow them to complete installation of the chargers to include aj power pole. After some discussion, CP Smith made a motion to approve the power pole City Manager Hatcher stated he had been approached regarding the pay for monthly employees, which consists oft the Mayor and Council and ai few outside staff members. City Manager Hatcher stated that currently these monthly employees are being paid on the first Wednesday of the month, which occasionally falls after the 1St of each month and/or after the Council Meetings. City Manager Hatcher stated that in order to ensure payment is received on the Istofe each month and/or by the Council Meeting each month, the Payroll Clerk would need toj process a special paycheck run with aj pay date of the 1s'of  seconding. Motion carried.  easement request. CPI Blanks seconded; motion passed.    each month.. Afters some discussion, CP Blanks made a motion toj process as special paycheck run witha pay date ont the 1stofeach month fori monthly employees, toi include the Mayor and Council and ai few outside staff members. CP Smith seconded.AYES: CP Blanks, CP Smith, CPI Bond, and CPI Register. Next, City Manager Hatcher stated that the City's Ordinance calls fora al Planning and Zoning Committee tol be appointed comprised of residents oft the City of Donalsonville. The Committee would be in charge of! handling issues related tol Planning and Zoning. City Manager Hatcher requested direction from the Mayor and Council regarding the appointment of members tos serve on the Committee. After some discussion, thel Mayor and Council were alli in favor of presenting names at the April Council Meeting to City Manager Hatcher stated that Louise Royal has requested permission tol host a Farmer' 's Market Day once ai month at Alf's Farm and Garden. This would be similar tot the one being held by the DDA beginning this year. City Manager Hatcher stated that hel has a few concerns, one beingt the use of public spaces for private use. Int the past, the City has allowed use for organizations such as DDA and the Chamber, but have not allowed private businesses to use public space for their personal benefit. City Manager Hatcher statedt that ift the City would liket to consider this request, further details regarding the plan for use, location of vendors, choice of vendors, and payments that may be received by businesses would needt tol be discussed.. After some discussion, the Mayor and Council were ini favor ofCity Manager Hatcher and City Attorney Stewart discussing the event details further with Mrs. Royal to ensure Next, Councilmember Blanks opened discussion regarding the recent allegations/questions presented on social media about the Donalsonville Policel Department. These rumors are beginning to affect employees and have resulted in the recent loss oft two Police Department employees. City Manager Hatcher stated that there has been noi investigation that the City is aware of and there havel been no interviews with City Staff or charges made by law enforcement. City Manager Hatcher also stated that the Donalsonville Police Department has continued to perform tos standards while increasing responses within the City. Lastly, Councilmember Blanks requested that the Mayor and Council issue a Statement of Support of the Donalsonville Police Department and recognize the hard work and dedication ofi its Officers. After some discussion, Mayor Pro Tem] Bond made ar motion toi issue a Statement of Support of thel Donalsonville Police Department, recognizing the Officers hard work and dedication. CP Smith seconded; motion City Manager Hatcher then gave an update on the Communications Department, with review of the eDonalsonville monthly report. City Manager Hatcher stated that USDA continues to review the application for disbursement of funds for the upgrades to eDonalsonville equipment. City Manager Hatcher stated that he was pursuing additional funding for the City-wide Camera system replacement. Lastly, City Manager Hatcher stated that he has also been working with the Police Department on new laptops for checking licenses and completing reports. Next, Fire Chief King gave an update on thel Fire Department, to include the upcoming annual fire hydrant testing that willl be conducted through the month of March. Fire Chief King also stated that thel Fire Department has been working closely on the Firel Protection Systems of several upcoming new businesses, along with the Westbrooke! Housing project. Lastly, Fire Chief King stated that beginning tomorrow, March 6, 2024, the Fire Department will begin their Spring Training Burns  NAYS: CPI Brooks. Motion carried.  bec considered for the five-member Planning Committee.  compliance with any legal issues.  passed.  using their training building.  Police Chief Pugh then stated that he had nothing new to report on at this time.  Next, Public Works Superintendent Adams stated that hel had nothing new to report on at this  time.  City Manager Hatcher then gave an update on the following:  (1) REBA: The: funds owed from the REBA grant have finally been received and will reflect in (2)GAI Power Franchise: Thel Franchise Fees from Georgia Power have also been received and  thel Financial Statements next month. willi reflecti in the Financial Statements next month.    (3) Westbrooke Housing: Met with the engineers for the housing project. The City of Donalsonville will own and maintain the infrastructure for this project. DCA is providing a $2.5 million grant fort the costs of streets, water, and sewer connections. The City of Donalsonville is also pursuing Internet and Gas connections for this property. (4) Tractor Supply: Continue to work witht the developer on the Tractor Supply project. GDOT isv working on the transfer ofHighway 91 Alternate. A small portion will need to be deeded tot the County and we will negotiate with the County. After some discussion, CPI Blanks made ai motion toj pursue ac deed with ai reversionary clause pending the transfer ofl Highway (5) Facebook: AJ Facebook page fort the City of Donalsonville has been recently created and has been well received with over 10,000 exposures during the last two weeks. The City is developing additional ideas toj publishi news and information about Donalsonville. Thisis (6) Water and Sewer Increase: Therel has been some discussion about the increase in utility fees. Thisi isi required to cover the costs of providing services. The City hasi issued a FAQto (7) Funding Opportunity: Working withl Representative Bishop's office on the possibility of some community project funds, similar to what the City has received int the past. Next, Paul Fryer discussed work being done by Congressman Bishopi in Seminole County regarding the invasive weed control forl Lake Seminole andl has been successful in securing funding for this project. Mr. Fryer also stated that funding for Community Projects would be available. The application window has opened and willl be available on their website soon.' This is a continuation of the previous  91 Alternate to the City. CPE Brooks seconded; motion carried. part of our effort tol be transparent with our taxpayers. address some of the questions regarding the increase.  year's funding requests, andt the City of Donalsonville is encouraged to apply.  At7:15 PM, CP Smithl left the meeting. Mayor Pro" Tem] Bond seconding. Motion carried.  At7:161 PM, CP Blanks made ai motion to go intol Executive Session regarding possible litigation, with At7:55 PM, CP Brooks made ai motion to come out of Executive Session, with) Mayor Pro Tem Bond With there being no further business to come before the Mayor and Council, at 7:55 PM, Mayor Pro Tem Bond made ai motion to adjourn, with CP Blanks making a second; andt the motion carried.  seconding. Motion passed.  ADJOURNED  City ofI Donalsonville RonJ   Jr., Mayor  Attest and Certification:  I,C Christina Corvers, dol here Attest and Certify that the above writteni is at true and correct representation oft thel business and actions conducted during the March 5,2 2024 meeting oft thel Mayor and Council oft the City ofI Donalsonville. Ch  Christina  Corvers, City Clerk