City of Hogansville City Council Regular Meeting Agenda Monday, May 20, 2024- -7:00 pm  HOGANSVILLE  GEORGIA  Meeting will be held at Hogansville City Hall, 111 High Street, Hogansville, GA 30230  Mayor: Jake Ayers Council Post 1: Michael Taylor, Jr* 2025 Council Post 2: Matthew Morgan 2025 Council Post 3: Mandy Neese Council Post 4: Mark Ayers Council Post 5: Kandis. Strickland 2027 Regular Meeting - 7:00 pm 1. Call to Order- - Mayor Jake Ayers 2. Invocation & Pledge Consent Agenda motion.  2025 2027 2027  City Manager: Lisa E. Kelly Assistant City Manager: Niles Ford City Attorney: Alex Dixon Chief of Police: Jeffrey Sheppard City Clerk: LeAnn Lehigh  I Mayor Pro-Tem  Alli items listed under the Consent Agenda are considered to be routine ini nature and will be approved by one blanket  1. Approval of Agenda: Regular Meeting May 20, 2024 2. Approval ofl Minutes: Regular Meeting May 6, 2024 3. Approval ofMinutes: Work Session Meeting May 6, 2024  4. Presentations Old Business New Business  1. Hogansville Police Department. Recognition - Sgt. Conrad Guillot and Officer Matthew Koenig  1. Board. Appointment-H Hogansville Planning Commission 1. Ordinance- - GMEBS Retirement Plan Update 2. Royal Theater- - Curtains & Acoustics, 3. RedSpeed. Agreement and Implementation 4. DOTLRA Funds Discussion and Consideration  5. Budget Schedule City Manager's Report Chiefof Police Report Council Member Reports 1. Council Member Taylor 2. Council Member Morgan 3. Council Member Neese 4. Council Member Ayers 5. Council Member Strickland  Upcoming Dates & Events  May 21,2 2024 - 6:30 pm Meeting of thel Historic. Preservation Commission at Hogansville City Hall May 27,2024- - City Offices Closed for Memorial Day Holiday May 28, 2024- -6 6:30 pm Meeting oft thel Downtown Development Authority atl Hogansville City Hall  Mayor's Report Executive Session 1. Litigation. Exemption Adjourn  Meeting to be held at Hogansville City Hall, 111 High Street, Hogansville Ga. 30230         HOGANSVILLE 05/06//2024 Regular Meeting  Meeting held at Hogansville City Hall, 111 High Street, Hogansville GA 30230  Call to Order: Mayor Jake Ayers called the Regular Meeting to order at 7:05 pm. Present were Council Member Michael Taylor, Council Member Matthew Morgan, Council Member Mandy Neese, Council Member Mark Ayers, and Council Member Kandis Strickland. Also present were City Manager Lisa Kelly, Assistant City Manager Niles  Ford, City Attorney Alex Dixon, Police ChiefJeffs Sheppard, and City Clerk LeAnn Lehigh. Council Member Ayers gave an invocation and Mayor Ayers led the Pledge of Allegiance.  CONSENT AGENDA Motion Carries 5-0 Council Member Ayers. Motion Carries 5-0 PRESENTATION  Motion: Council Member Neese moved amend the agenda to addi item number 51 under new businéss Parks & Recreation Fencing Changes at Strozier Park. The motion was seconded by Council Member Morgan.  Motion: Council Member Neese moved to approve the Amended Consent Agenda. The motion was seconded by  1. Introduction of Royal Theater Managing Director, Robert Dippel  City ManagerI Lisa Kelly introduced the newl Royal Theater Managing Director, Robert Dippel. Mr. Dippel comes tol Hogansville with a wealth of knowledge and experience in film and stage productions. The theater is expected to  open in November 2024. OLD BUSINESS 1.  Board. Appointment - Council on Aging  Motion: Council Member Neese moved to appoint Mary Margaret Ware to the Council on Aging. The motion was  seconded by Council Member Taylor. Discussion: None Motion Carries 5-0 2.  Board. Appointment- - LaGrange-Calaway Airport.Advisory Board  Motion: Council Member Morgan moved to appoint Alan Jones to the LaGrange-Callaway Airport Advisory  Board. The motion was seconded by Council Member Neese.  Discussion: None Motion Carries 5-0 3.  Board. Appointment - Hogansville. Planning Commission  Motion: Council Member Neese moved to table the board appointment until the next meeting due to an application  not being ini the Council Packet. The motion was seconded by Council Member Taylor.  Discussion: None  Motion Tabled Until Next Meeting on May 20.5-0  4.  Board Appointment- - Hogansville Development. Authority  Motion: Council Member Taylor moved to appoint Treshinia Gates to the Hogansville Development Authority.  The motion was seconded by Council Member Neese.  Discussion: None Motion Carries 5-0  May 6, 2024    5.  Board. Appointment Historic Preservation Commission  Motion: Council Member Neese: moved to reappoint incumbent Cheryl Comfort and appoint Wendy Stolarick to the Historic Preservation Commission. The motion was seconded by Council Member Morgan.  Discussion: None Motion Carries 5-0 6. Discussion: None Motion Carries 5-0 NEW BUSINESS 1.  Board Appointment- - Troup County Parks & Recreation  Motion: Council Member Neese moved to reappoint incumbent Harold Leslie to the Troup County Parks &  Recreation Board. The motion was seconded by Council Member Ayers.  Resolution - MGAG Voting Delegate  Motion: Council Member Neese moved to approve the Mayor as the MGAG voting delegate with the City  Manager as alternate. The motion was seconded by Council Member Morgan.  Discussion: None Motion Carries 5-0 2.  GA Power Yard Lease Extension  Motion: Council Member Neese moved to approve the extension oft the GA Power Yard Lease until November 30, 2024, continuing at the monthly lease rate of $1,500. The motion was seconded by Council Member Strickland.  Discussion: None Motion Carries 5-0 3.  Royal Theater Change Order- Water. Mitigation  Motion: Council Member Ayers moved to approve the change order from Principle Construction for the Royal Theater for repairs to the masonry, stucco, and façade oft the building that was damaged by water leaks int the not- to-exceed amount ofs $65k, using an existing Principle Construction Contractor, and an additional $2,800 for the repairs to the roof from Venture Roofing. The motion was seconded by Council Member Morgan.  Discussion: None Motion Carries 5-0 4. Ayers. Discussion: None Motion Carries 5-0 5.  Board. Appointments - Downtown. Development, Authority  Motion: Council Member Neese moved to reappoint incumbents Shareen Barker and Keisha LeMay, and to appoint Kent Bervs to the Downtown Development Authority. Thei motion was seconded by Council Member  Parks &. Recreation Fencing Changes at, Strozier. Park  Motion: Council Member Neese moved to approve the not-to-exceed amount of $6k for moving the fencing at the splash pad restrooms sO that they can be used even when the splash padi is closed. The motion was seconded by Discussion: The restrooms at the splash pad have not been available to Strozier park guests when the splash pad is closed. The approved amount ofi not-to-exceed $6k would alsoi include adding auto locks to the doors and motion  Council Member Ayers. Motion Carries 5-0 ADJOURNMENT Respectfully, Sgu City Clerk  sensors. The money used would come from SPLOST funds.  On a motion made by Council Member Neese and duly seconded, Mayor Ayers adjourned the meeting at 7:53 pm.  May 6, 2024    HOGANSVILLE GEORGIA 05/06/2024  Meeting held at Hogansville City Hall, 111High Street, Hogansville GA 30230  Work Session Meeting  Call to Order: Mayor Jake. Ayers called the Work Session to order at 5:31 pm. Present were Council Member Michael Taylor, Council Member Matthew Morgan, Council Member Mandy Neese, Council Member Mark. Ayers, and Council Member Kandis Strickland. Also present were City Manager Lisa Kelly, Assistant City Manager Niles Ford, City Attorney Alex Dixon, Police ChiefJeffrey Sheppard, and City Clerk LeAnn Lehigh.  ORDER OF BUSINESS  1. Parks &. Recreation - Strozier. Park 2. Strozier. Park - Move. Fencing, for Restroom. Access Items 1 &2 on the work session agenda were discussed together.  Parks & Recreation'sLance Dennis and Regina Dukes were in attendance. City Manager Lisa Kelly discussed moving the: fencing to the restroom area at the splash pad. Currently the restroom is only usable during thet times the splash pad is open. Since the new playground has been opened, the City would like to request council to approve moving the: fencing to allow use of the restrooms for anyone at the park at a not-to-exceed amount of $6k. The restrooms would have auto locks installed the same as Lake. Jimmy Jackson and the Tennis Courts. Troup Parks & Recreation is good with moving the fence. Council will add this item to thel Regular Meeting agenda tonight fora a vote. Lance and Regina discussed no longer renting the pavilions at Strozier Park. They would be first-come-first serve. City Council is good with that. Regina also discussed the opening oft the splash pad. The splash pad will open Thurs, Fri, and Sat of Memorial Day weekend. They are hoping to open on Memorial Day as well. Int thei future, they will look into opening more days, but in the past, there has not been enough participation. She also updated Council that Pickleball courts will soon be available at the gym on Church Street behind the Parks & Recreation GA Power reached out to City staff that the Yard Lease at the Sprayfield had expired and they were asking for an extension tot the lease until November 30, 2024. Thej previous lease was in the amount of $1500 per month, and GA Power would pay the same amount of $1500 per month for the extension as well. This item is on the Regular  building.  3. GA Power Kard Lease - Extension  Meeting agenda for Council action.  4. Royal Theater- - Operations/First. Steps  City Manager Lisa Kelly introduced Robert Dippel to the Mayor and Council. Mr. Dippel is the newly hired Royal Theater Managing Director. Mr. Dippel wants to first get a steering committee formed to help with decision making fort thet theater. Mr. Dippel explained that he is here to facilitate but will rely on the steering committee for support. He would like to do a soft opening of thet theater in Sept or Oct. Hei is also planning a Gala inl November for the Royal Theater's opening. The Council was given a draft logo to discuss their ideas/thoughts. The Council agreed that the draft logo was tool busy and would not transfer well on merchandise. They would be ok with using it as a temporary logo for now. The Council would like a dedicated Work Session for thel Royal Theater. Staff skipped this item at the Work Session to add to the end. Time ran out before this item could be discussed. City Manager Lisa Kelly explained that the City isi in the throes of budget season. Staff Department Heads have been tasked for thei first time with doing their own budgets. They are doing great so far. Thel budget process follows the path of last year. Staffwill present Council with a Budget Schedule, following State requirements. Will hold3  5. Royal Theater Change Order- - Water. Mitigation  6. Budget Process  May 6, 2024    budget Public Hearings. There will be a Work Session to talk about highlights oft the budget, with as many Work The Local Road Assistance Administration Funds go along with LMIG funding. The City could receive grant funding of $66,718.65 with no match: required that could be used for road or sidewalk repairs. The application for the grant funding is due by. June 15, 2024, but staff would like to apply by June 1. Staffi is asking Council for their recommendation for the use offunds. The funds are: not enough to pave an entire road. There are areas on Marshall & Baugh with sink holes that need to be fixed. Council Members mentioned signage or stop bars, striping downtown crosswalks. Staffi is asking Council for their recommendations by the next Regular Meeting on May 20.  Sessions as needed. Staff will present the Budget Schedule at the next meeting on May 20.  7. Local Road Assistance. Administration Funds (LRA)  ADJOURNMENT Respectfully, Loepn LeAnn Lehigh" City Clerk  Mayor Ayers adjourned the Work Session at 6:53 pm.  May 6, 2024        CITY COUNCIL Mayor Jake Ayers Michael Taylor, Jr., Post 1 Mathew Morgan, Post2 2 Mandy Neese, Post3 Mark Ayers, Post 4 Kandis Strickland, Post5 5  City Manager - Lisal Kelly Assistant City Manager - Niles Ford City Clerk-L LeAnn! Lehigh City Attorney- - Alex Dixon Hogansville GA3 30230-1196 074Bldphepmsaeag  111High St  HOGANSVILLE  GEORGIA  COUNCIL ACTION FORM  MEETING DATE: May 20, 2024  SUBMITTED BY: Lynne Miller  LP  AGENDA TITLE: Citizen Appointments - Hogansville Planning Commission  CLASSIFICATION (City Attorney must approve all ordinances, resolutions and contracts as to form)  Ordinance (No. Resolution (No.  Contract Ceremonial  Information Only Discussion/Action  Public Hearing Other  X  BACKGROUND (Includes description, background, and justification)  The Hogansville Planning Commission has one incumbent - Andrew Smith - whose term is up for reappointment or replacement. Mr. Smith would like tol be reappointed. The Commission also has two openings created when the City's Unified Development Ordinance was adopted! 5-22-23. (See UDO Section 102-B-12.3(b). The City recently advertised for interested Planning Commission applicants in our utility mailers and received applications from Daniellle Guyton, Adrain Porter and Richard Woods. Attached are the applications from Mr. Smith, Ms. Guyton, Mr.  Porter and Mr. Woods.  BUDGETING & FINANCIAL IMPACT (Includes project costs and funding sources)  Nol budget impact.  STAFF RECOMMENDATION (Include possible options for consideration)  Appoint three of the four applicants to the Hogansville Planning & Zoning Commission: Danielle Guyton, Adrain  Porter, Andrew Smith (incumbent), Richard Woods.        GEORGIA MUNICIPAL ASSOCIATION  RISKMANAGEMENT, AND EMPLOYEEBENEFITS SERVICES BOARDOFTRUSTEES Chair Marcial Hampton City! Manager, Douglasville Vice-Chair Shelly Berryhill Commissioner, Hawkinsville Secretary-Treasurer Larry H. Hanson CEOa and Executive Director Trustees: Chris Hobby City! Manager, Bainbridge Jason! Holt Mayor, Fitzgerald Meg! Kelsey Asst. CityA Manager, Newnan Jessica O'Connor City Manager, Griffin W.D. Palmer,1 II Councilmember, Camilla James F. Palmer Mayor, Calhoun John Reid Mayor, Eatonton Julie Smith Mayor, Tifton JoAnne Taylor Mayor, Dahlonega Albert Thurman Mayor, Powder Springs RebeccaL. Tydings City Attorney, Centerville Clemontine! Washington Mayor Prol Tem, Midway Vince Williams Mayor, Union City EXECUTIVE STAFF Randyl Logan Executive! Deputy Director  May 14, 2024  MEMORANDUM VIA E-MAIL lisa.kelly@eityofhogansvlle.org)  TO: FROM:  Ms. Lisa Kelly City Manager Mr. Kevin Jeselnik Assistant General Counsel  SUBJECT: Action Required: Georgia Municipal Employees Benefit System The City of Hogansville previously adopted the Georgia Municipal Employees Benefit System ("GMEBS") Defined Benefit Retirement Plan ("Plan"), which is comprised of the Basic Plan Document, Adoption Agreement, and General Addendum. The Plan is considered a "qualified plan" under the Internal Revenue Code, which is important to ensure the tax-exempt status oft the trust fund. To protect the Plan's tax-qualified status, GMEBS filed draft restated Plan documents, updated to include recent amendments and comply with changes in federal tax law, with the IRS on June 29, 2022. On August 31, 2023, the IRS issued a favorable opinion letter ("IRS opinion letter") for the restated Plan documents. The IRS opinion letter provides assurance to employers providing retirement benefits for their employees through the GMEBS Plan that GMEBS is maintaining a qualified pension benefit program that allows employees to accrue benefits tax-free until retirement benefits are distributed to them. To ensure continued tax-qualified status for all GMEBS-member retirement plans, all participating employers must readopt their plans using the most recent IRS- approved document templates. To this end, we have completed the attached Adoption Agreement and General Addendum, which include the benefit and eligibility provisions that you currently have in place, for the city's approval. Please note, we moved language from Section 15 of the city's current General Addendum regarding elimination of the offset at re-retirement to pp. 15, 28 and 29 If the draft documents are acceptable, please have the designated representatives Addendum, p. 2). Next, please scan and email the documents to Gina Gresham at  Defined Benefit Retirement Plan Restatement  ofthe Adoption Agreement. sign and date where indicated resham@gacties.com no later than documents and return electronic copies to you.  and General countersign the  (Adoption Agreement, p. 38, 15, 2024. We will then  July  201 Pryor Street, SW Atlanta, GA3 30303-3606 . Tel4 404.688.0472 TollF Freel 1.888.4 488.4462 Website www.gacities.com  MailingAddress: POE Box 105377 * Atlanta, GA3 30348    Ms. Lisa Kelly May 14, 2024 Page 2  Please note, GMEBS will not execute documents that have been edited by the city. If the The draft documents will take effect on the date of their approval by the city. Please note that per O.C.G.A. S 47-5-40, the Adoption Agreement has been drafted in the form of an We have also attached a copy of the restated Basic Plan Document and Amendment 1, which do not need to be adopted by the city. Finally, we have included a summary of key amendments to If you have any questions about the contents of this letter or require further information, please  documents require revisions, please let us know before adopting them.  ordinance.  the Plan relating to the restatement. contact Gina Gresham. Encl.  C:N Mr. Alex Dixon, City Attorney, City ofHogansville (w/ encl.) Ms. Marinetty Bienvenu, Director, Retirement Quality Assurance (w/o encl.) Ms. Michelle Warner, Director, GMEBS Retirement and DC Programs (w/o encl.) Ms. Gwin Hall, Senior Associate General Counsel (w/o encl.)    GEORGIA MUNICIPALEMPLOYEES  BENEFIT SYSTEM  DEFINED BENEFIT RETIREMENT PLAN  AN ORDINANCE  and for  ADOPTION AGREEMENT  City ofHogansville  Form Pre-approved Plan Adoption Agreement  Amended and Restated for Third Six-Year Cycle, 2020 Cumulative List  City ofHogansville (2023 -2025 Restatement)    TABLE OF CONTENTS  PAGE  I. AN ORDINANCE.  II. GMEBS DEFINED BENEFIT RETIREMENT PLAN  ADOPTION AGREEMENT ADMINISTRATOR ADOPTING EMPLOYER. GOVERNING AUTHORITY PLAN REPRESENTATIVE. PENSION COMMITTEE. 6. TYPE OF ADOPTION. EFFECTIVE DATE.. PLAN YEAR.  1. 2. 3. 4. 5. 7. 8. 9.  CLASSES OF ELIGIBLE EMPLOYEES. A. Eligible Regular Employees 10. BLIGIBILITY CONDITIONS. 11. WAITING PERIOD.. 13. CREDITED SERVICE  B. Elected or Appointed Members oft the Governing Authority  A. Hours Per Week (Regular Employees). B. Months Per Year (Regular Employees). 12. ESTABLISHING PARTICIPATION IN THE PLAN. A. Credited Past Service with Adopting Employer.  B. Prior Military Service C. Prior Governmental Service.. Vacation, or Personal Leave). 14. RETIREMENT BLIGIBILITY. A. Barly Retirement Qualifications B. Normal Retirement Qualifications. C. Alternative Normal Retirement Qualifications. D. Disability Benefit Qualifications 15. RETREMENTBENEPT COMPUTATION. A. Maximum Total Credited Service.. B. Monthly Normal Retirement Benefit. Amount. C. Monthly Barly Retirement Benefit Amount. D. Monthly Late Retirement Benefit Amount (check one):. E. Monthly Disability Benefit. Amount. F. Minimum/Maximum Benefit For Elected Officials 16. SUSPENSION OF BENEFITS FOLLOWING BONA FIDE SEPARATION OF SERVICE; COLA.  D. Leave Conversion for Unused Paid Time Off (e.g., Sick,  12 14 .14 15 17 21 .21 .21 .22 .24 .25 .26 .26 .27  -i-  City ofl Hogansville (2023. 2025 Restatement)    A. Re-Employment as Eligible Employee After Normal, Alternative Normal, or Early Retirement and Following Bona Fide Separation of Service (see Basic Plan Document Section 6.06(c) Regarding Re-Employment as an Ineligible Employee and Basic Plan Document Section 6.06(e) and (f) Regarding Re-Employment After Disability Retirement).  .27 .29 29 29 31 31 31 33 33 35 35 35  B. Cost OfLiving Adjustment.. A. Eligible Regular Employees 18. PRE-RETIREMENTDEATH BENEFITS A. In-Service Death Benefit.. B. Terminated Vested Death Benefit. 19. EMPLOYEE CONTRIBUTIONS.  17. TERMINATION OF EMPLOYMENT BEFORE RETIREMENT;  VESTING  B. Elected or Appointed Members oft the Governing Authority  20. MODIFICATION OF THE TERMS OF THE. ADOPTION 21. TERMINATION OF THE ADOPTION AGREEMENT. 22. EMPLOYER ADOPTION AND AUTHORIZATION FOR  AGREEMENT. AMENDMENTS.  ii-  City ofl Hogansville (2023-2025) Restatement)    LANORDINANCE  An Ordinance to amend and restate the Retirement Plan for the Employees oft the City of Hogansville, Georgia, in accordance with and subject to the terms and conditions set forth ini the attached Adoption Agreement, any Addendum to the Adoption Agreement, the Georgia Municipal Employees Benefit System (GMEBS) Basic Plan Document, and the GMEBS Trust Agreement. When accepted by the authorized officers of the City and GMEBS, the foregoing shall constitute a Contract between the City and GMEBS, all as authorized and provided by  O.C.G.A. $ 47-5-1 et seq.  BE IT ORDAINED by the Mayor and Council of the City of] Hogansville, Georgia, and it Section 1. The Retirement Plan for the Employees of the City of Hogansville, Georgia, is hereby amended and restated as set forth in and subject to the terms and conditions stated in the following Adoption Agreement, any Addendum to the Adoption Agreement, the Georgia Municipal Employees Benefit System (GMEBS) Basic Plan Document, and the GMEBS Trust  isk hereby ordained by the authority thereof:  Agreement.  Ordinance continued on page 38  City of] Hogansville (2023-2025) Restatement)    AN ORDINANCE (continued from page1 1)  Section 2. Except as otherwise specifically required by law or by the terms of the Basic Plan Document or Adoption Agreement (or any Addendum), the rights and obligations under the Plan with respect to persons whose employment with the City was terminated or who vacated office with the City for any reason whatsoever prior to the effective date of this Ordinance are fixed and shall be governed by such Plan, if any, as it existed and was in effect at the time of  such termination.  Section 3. The effective date of this Ordinance shall be the date of its approval by the Governing Authority (not earlier than the first day of the current Plan Year in which the Plan is adopted, unless a retroactive corrective amendment is permitted under EPCRS,  Rev. Proc. 2021-30 (or subsequent updated guidance)).  Section 4. All Ordinances and parts of ordinances in conflict herewith are expressly Approved by the Mayor and Council oft the City of Hogansville, Georgia, this  repealed. day of Attest: City Clerk (SEAL) Approved: City Attorney  20  CITY OF HOGANSVILLE, GEORGIA  Mayor  The terms of the foregoing Adoption Agreement are approved by the Board of Trustees IN WITNESS WHEREOF, the Board of Trustees of Georgia Municipal Employees Benefit System has caused its Seal and the signatures ofi its duly authorized officers to be affixed  ofGeorgia Municipal Employees Benefit System.  this  day of  20  Board ofTrustees Georgia Municipal Employees Benefit System  (SEAL)  Secretary  38-  City of Hogansville (2023 2025 Restatement)    8  th B   3  S I  Qiodew:    a U a a  à  a