CITY OF CLEVELAND CALLED COUNCIL MEETING  JULY 18, 2019 MINUTES  CALLED COUNCIL MEETING Mayor Shan Ash at 6:12 p.m.  The Called Council Meeting ofthe Mayor and Council oft the City of Cleveland was called to order by COUNCIL MEMBERS PRESENT: Nan Bowen, Annie Sutton, Kevin Stanley, and Bradley Greene. On motion by Nan Bowen, seconded by Annie Sutton, in favor- Kevin Stanley and Bradley Greene, and carried unanimously, the Mayor and Council voted to approve the agenda for the July 18, 2019  APPROVALOF AGENDA Called Council Meeting.  CHIEF RICKY PRUITT-I FIRE DEPARTMENT  ChiefRicky Pruitt, Fire Department, submitted the monthly statistics for. June 2019. The department responded to 98 calls - 46 within the city limits and 52 calls in the county with 9 calls outside the city's ChiefPruitt presented a proposal to purchase new pagers for fire personnel that work shifts for the city. The existing pagers are seventeen years old and can no longer be repaired. The proposed replacement is G1 submersible voice pager. Many surrounding agencies have switched to this brand with good reviews and results. Chief] Pruitt would like toj purchase 15 for those currently on the fire roster. Chief Pruitt is price shopping for a service provider. There is aj provider in Gainesville that would be convenient in the event ofissues or needed repairs. The pager system includes a programming system. ChiefPruitt will  automatic aid area. The county assisted the city with one call within the city limits.  present additional information at the August 2019 meeting. CHIEF JOHN FOSTER - POLICE DEPARTMENT required to meet the annual 20-hour credit to retain certification.  Chief Foster presented a class request to attend the Chief's Conference ion Savannah. The classes are On motion by Kevin Stanley, seconded by Annie Sutton, in favor - Nan Bowen and Bradley Greene, and carried unanimously, the Mayor and Council approved the class request for ChiefJohn Foster.  ChiefFoster will have an item for executive session concerning personnel.  GRANT KEENE- CITY ATTORNEY  Grant Keene, City Attorney, did not have new business to: report.    Called City Council Meeting July 18, 2019 Minutes Page Two  TOM O'BRYANT- CITY ADMINISTRATOR  1. Mr. O'Bryant reviewed the value engineered cost for the Oak Springs Project. Initially, the City Council felt the amount proposed was too expensive and asked city stafft to review and look for Mr. O'Bryant and David Lanphere, have reviewed the interior plans and have found several areas to: reduce the cost of the project. Mr. O'Bryant is asking the council to approve to move forward with electrical, mechanical, plumbing, installing the ceiling and the remaining demolition. These actions will preserve the building and prevent deterioration.  ways to cut costs.  Mayor Ash asked ift the crew would go ahead and set the plumbing fixtures. City staff would like to review the cost oft the fixtures and see if costs can be reduced by choosing mid-grade Kevin Stanley asked ifMr. Cantrell realizes his contractual costs will be reduced and Mr.  instead of the higher end materials. O'Bryant answered yes.  Bradley Greene suggested a different lighting source than the recess lighting. Recessed lighting isi more expensive. Mr. O'Bryant explained the recess light gives the lobby a clean look and he has reduced the number of recessed lighting noted in the plans. This will save on the electrical costs. Mayor Ash asked ifthe contingency was removed and Mr. O'Bryant answered yes. Mr. Greene asked about the paving. Mr. O'Bryant informed the entrance construction and paving can be paid from a different funding source. Nan Bowen asked ift the outside area will stay as originally designed and Mr. O'Bryant answered the design stage is on hold until the  Council can review what is affordable for the project.  Proposed as follows: 3. RCCI can do: Electrical/Lighting Plumbing HVAC Drywall/Ceiling Insulation Interior Windows Demolition No contingency Interior doors Vinyl Flooring Painting  1. Possibly just shelling or drying the building in.  2. Taking out the: area where the breakroom, offices and evidence room is located and making it one large room.  $100,487 Can reduce the number of recessed lights by half ini thel lobby.  $55,181 $50,683 $42,462 4,442 5 3,190 $33,385 Ceramic Tile Finish carpentry Interior concrete  $1 15,000 (Except W&S utilities to building and gravel in saw ditches)  Remainder completed by city staff, detention detail, community volunteers  Platform or riser Fire Suppression Joint Sealing  Cameras Signage    Called City Council Meeting July 18, 2019 Minutes Page Three  TOM O'BRYANT: - CITY ADMINISTRATOR - continued  On motion by Nan Bowen, seconded by Bradley Greene, in favor- Annie Sutton and Kevin Stanley and carried unanimously, the Mayor and Council voted to move forward with the electrical, plumbing, HVAC, drywall, insulation, interior windows, and demolition for the Oak Springs Project ini the amount  of$268,255.00.  2. Status Wastewater Treatment Plant RFQ  a. The city solicited a Request for Qualifications for the upgrade to the wastewater treatment plant to meet new permit requirements and increase environmental standards. b. The City received six submittals. Tom, Connie, and Andrea reviewed the submittals and have narrowed the RFQ down to three firms. They are: Carter and Sloope Engineering, Rindt- McDuff, and Ben Turnipseed Engineering. All three firms have experience with designing wastewater treatment facilities meeting current environmental standards and addressing the Staffwill be setting up times to interview these firms and listen to their approach to addressing the city's wastewater needs for permitting requirements and for the future. Staff will provide City Council the dates and times oft the interview to provide an opportunity for d. After the interviews, staff will make ai recommendation to City Council at August council meetings for a selection for design and construction services for the upgrade oft the Staffwill then work closely with the selected firm to meet the permit timeline for plant Ini the meantime, staff] has submitted a Waste Load Allocation Request to Georgia EPDto study and evaluate the upgrade oft the treatment plant discharge that will result in no increase in pollutant loading to the receiving waters (Tesnatee Creek and the Chesate/Chatahoochee The Mayor and Council were informed Andrea Smith, Water/Wastewater Supervisor, is requesting the City send notice to EPD to: request an extension on the time period to submit 3. Mr. O'Bryant submitted a class request to attend the Georgia Association ofZoning Administrators. Mr. O'Bryant will receive credit hours for attending the conference. Mr. On motion by Bradley Greene, seconded by Nan Bowen, in favor- Annie Sutton and Kevin Stanley, and carried unanimously, the Mayor and Council approved the class request ofMr.  needs of growth.  all to participate.  wastewater treatment plant. design and construction.  River).  design plans.  O'Bryant will also be conducting a class at the conference.  O'Bryant to attend the GAZA conference.    Called Council Meeting July 18, 2019 Minutes Page Four  NEW BUSINESS  1. Public Comments: Annie Sutton encouraged everyone to go by Oak Springs School and see the progress made on the exterior oft the building. The transformation is amazing and she is very ChiefFosteri informed the council of the discovery of an old cemetery found behind a home on Old Blairsville Road. One grave marker showed a date of1880. Bradley Greene will contact Bill Huff with the White County Historical Society about the discovery. Mr. Huffi is creating a catalog of all cemeteries in White County. Mr. O'Bryant informed there is a process the property owners will need to complete tol have the area registered and documented with the state Grant Keene has unused ceiling tiles the city could consider purchasing for Oak Springs or future Annie Sutton welcomed Ms. Stephanie Hill, White County News, to the meeting. Ms. Hill will, at times, cover the city council meetings. Ms. Gilbert is no longer with the newspaper.  proud oft the look oft the building.  and county. projects.  OLD BUSINESS  1. The minutes ofJune 2019 were signed.  EXECUTIVE SESSION personnel issues at 6:40 p.m.  On motion by Annie Sutton, seconded by Kevin Stanley, in favor - Nan Bowen and Bradley Greene, and carried unanimously, the Mayor and Council voted to enter into an executive session to discuss  RETURNTOCITY COUNCIL MEETING  On motion by Bradley Greene, seconded by Annie Sutton, in favor - Nan Bowen and Kevin Stanley, and carried unanimously, the Mayor and Council voted to return to the city council meeting at 6:53 p.m. ChiefFoster checked the perimeter of the building to see ift there was any one, from the public, that needed or wanted to return to the city council meeting. There was no one present to attend.  No further business was discussed.  ADJOURNMENT  On motion by Nan Bowen, seconded by Kevin Stanley, in favor - Annie Sutton and Bradley Greene and carried unanimously, the Mayor and Council adjourned the called meeting ofJuly 18, 2019 at 6:54 p.m.  Signatures next page    Called Council Meeting July 18, 2019 Minutes Page Five  Not present to sign  Shan Ash,  Mayor  Kevin Stanley,  Member  S  Vawbeur Nan Bowen,  Council Member  GDA  Bradley Greene,  Çouncil Member  ATTEST: Boviieno  Annie Sutton,  Ga  Council Member Connie Tracas,  City Clerk  . S, T,  Approved by City Council August 5, 2019