City of Hogansville City Council Work Session Meeting Agenda Monday, August 5, 2024 -5:30 pm  HOGANSVILLE  GEORGIA  Meeting will be held at Hogansville City Hall  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 WORK SESSION -5:30 pm ORDER OF BUSINESS 1.1 HPD Mobile Data Terminals (MDT) Policy 2. Natural Gas Department Study 3. Royal Theater - Update and Change Orders 5. USDA-Community Facilities Loan/Grant Program  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  Mayor Pro-Tem  4. Early Voting  Meeting to be held at Hogansville City Hall, 111 High Street, Hogansville Ga. 30230    HOGANSVILLE GEORGIA 08/05/2024  PERMANENT RECORE  Meeting held at Hogansville City Hall, 111 High Street, Hogansville GA. 30230  Work Session Meeting  Call to Order: Mayor. Jake Ayers called the Work Session to order at 5:32 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. - HPD Mobile Data Terminals (MDT) Policy  Chief Sheppard explained that the Police Department recently received the Mobile Data Terminals (MDT), which are tablets and ticket printers that willl be installed in each patrol vehicle. These computers will work from anywhere ini the City and allow officers to run GCIC from their cars. They will also be ablei to use the tablets for videos and photos. Dispatchers willl be able to type out sensitive information to officers. Because these are new devices, aj policy needs to be inj place. City Attorney Alex Dixon has read over the policy and is good with it. This  item will go before Council at the Regular Meeting tonight for approval.  2. Natural Gas Department Study  City Manager Lisa Kelly explained that the PSC regulates lost and unaccounted for gas. The City has exhausted all efforts to determine where the gas loss is coming from. Gas Supervisor Ryan Diaz explained that theyl have manually read meters and checked the numbers with AMI readings, and there is nothing there. It doesn'tmake sense. The City received one quote from Jabok Energy Solutions to study the gas to find where the leaks are. Atlanta Gas Light and City ofLaGrange use Jabok Energy Solutions to perform their Loss & Unaccounted For Study. The quote for the gas study is $14,576.50. It takes an estimated one week toj perform the study. Ifthey find indications of the leak sooner, they will adjust the quote accordingly. It is not likely that they would not find the source oft the issue. The cost of the study would come from contracted money in the budget. This item is on the  Regular Meeting agenda for approval tonight. 3. Royal Theater - Update and Change Orders  The first item discussed was the need to open a checking account for the Royal Theater. This item is on the Regular Meeting Agenda for tonight's meeting. The bank is requiring receiving the minutes specifically listing the approval of ani interest-bearing account with check signers: Annette Misciskia Anderson, Jeffrey Allen Sheppard, Jacob Anthony. Ayers, Lisa Delaine Kelly, Niles R. Ford, Mandy L. Neese, and Tabetha LeAnn Carter Lehigh. Update on the Royal Theater: City Manager Lisa Kelly said that the construction is estimated to be completed by the end of August. Diverse Power will bet turning on thej power soon. A/V, acoustics, curtains will be installed next week. The theater received its first $3500 Membership. Theater Director, Robl Dippel will host al Meet the Director this Sunday at the theater and will announce the first season of performances at thel Royal. The City is asking Council to approve the Theater Director to have authority to sign contracts with talent to lock in performances. Any agreements and contracts will go before City Attorney before signing. The Council agreed to allow Theater Manager to contract with talent.. All the Council asks is to be in the loop first before the public. City Manager Lisa Kelly discussed the rest of the season for the theater, with movies being shown Fridays and Saturdays. She also mentioned that the steering committee has met a couple oft times. Council Member Taylor requested: meeting minutes for all board and committee meetings, including minutes oft the Royal Theater steering Change Order: City Manager Lisa Kelly explained the requested change order for thel Royal Theater concession stand. Since the decision toi move the concession stand area, drain lines and water lines need to be installed, and the floor will have to be dug up and a wall will: need to be demoed for the installation. The Mayor is concerned about  committee.  August 5, 2024    the $96,001.42 price oft the change order, which he feels is extremely high, especially the plumbing in the amount of $36,325. Council Member Neese agreed that the price is shocking. Council is concerned with the price of the change order and agree they want to table thei item at tonight's Regular Meeting until Council Members can meet at the Royal Theater later this week to speak with contractors and see exactly where the change order costs are coming City Managerl Lisa Kelly hadi requests from Council Members to look into early voting inl Hogansville for the November election. Normally, early voting would last three weeks before the election. Andy Harper with Elections said that the City can choose to allow early voting for one week before the election, with, which would be a lesser cost to the City. Council agrees that the City doesn'tnecessarily need three weeks ofe early voting and the one week with the Saturday before would be sufficient. City Attorney Alex Dixon is waiting on a contract from Troup County Elections. City Council definitely wants to have early voting, and this item will be on the next Regular meeting  from before making a decision. 4. Early Voting  agenda on August 19.  5. USDA- - Community Facilities Loan/Grant Program  Community Development Director Lynne Miller explained that the City needed to have a Public Meeting, along with Council approval to renew the applications with USDA Community Facilities Loan/Grant for the SCADA system, which has already been purchased, and a new Street Sweeper. This is aj part grant, part low-interest loan. This is only for renewing the application for the loan/grant and Council action would be needed later when the loan/grant is ready for closing. There is a Public Meeting scheduled at 7pm tonight before the Regular Council Meeting and Council is being asked for action to allow City stafft to renew the applications att thel Regular Council  Meeting tonight. Respectfully, Clerk ER City  Mayor Ayers adjourned the Work Session at 6:53 pm.  August 5, 2024