MINUTES-) REGULAR MEETING CITYOF CAMILLA, GEORGIA JULY8, 2024 The regular meeting of the Mayor and City Council of the City of Camilla was called to order at 6:00 p.m. on Monday, July 8, 2024 by Mayor Owens in The Honorable Mary Jo Haywood Present at roll call: Councilman Burley, Councilman Morgan, Councilman Collins, and City Manager Stroud, City Attorney Wiley (via phone), and Clerk Ford were also present. Council Chambers. Councilman Palmer. OPENING PRAYER AND PLEDGE City Manager Stroud gave the invocation and the Mayor and Council led the Pledge of Allegiance to the Flag. APPROVAL OF AGENDA Mayor Owens asked for a motion to approve the agenda as presented. On motion by Councilman Morgan and seconded by Councilman Burley, the motion to approve the agenda passed by a 4-0 vote. CITIZENS AND GUESTS APPROVAL OF MINUTES Sign-in Sheet Attached. The following minutes were presented for approval consideration: May 15, 2024 Called Council Meeting May 21, 2024 Called Council Meeting June 3, 2024 Work Session June 10, 2024 Council Meeting (Motion: Councilman Morgan/Second: Councilman Burley/Passed 4-0) (Motion: Councilman Burley/Second: Councilman Morgan/Passed 4-0) (Motion: Councilman Morgan/Second: Councilman Burley/Passed 4-0) (Motion: Councilman Burley/Second: Councilman Morgan/Passed 4-0) SPEAKER APPEARANCES Jules Fritz, Ronald Spence, Venterra Pollard, Jerome Jester, Julie Tucker, and Walter Anderson. ACTION ITEMS HOUSE BILL 461 CALCULATIONS BUSINESS/OCCUPATION TAXES; REGULATORY FEE PROCEEDS; PROFESSIONS SUBJECT TO REGULATORY FEES; FEE City Attorney Wiley commented the City has a fee schedule which calculates permit fees for certain construction projects. House Bill 461, which became effective July 1, 2024, reclassified the method for calculating permit fees and regulatory fees for new construction or extensive renovation projects. The significant part oft the revision is the law no longer allows the value of Page lof5 HOUSE BILL 461 - BUSINESS/OCCUPATION TAXES; REGULATORY FEE PROCEEDS; PROFESSIONS SUBJECT TO REGULATORY FEES; FEE construction to be the basis for calculating the fees and instead bases it on square feet. It also defines extensive renovation projects as anything in excess of $75,000 for renovation of an existing structure. This is a substantial change in how permit fees are calculated for new and existing renovation projects. This State law will supersede and have to be incorporated into any local fee permitting structure the City currently has and it is her understanding the City has adopted a fee schedule. The provision in the city ordinance for the regulatory fee schedule will be ai revision that needs to be made sO members oft the public will have knowledge ahead of time what the fee will be and help stafft to know what to charge for those permits. Mayor Owens asked if there would be any issues if by voice vote they adopt the changes that were passed by the legislature and ask the city manager to present a fee based on the change/new rules. City Attorney Wiley replied the State law authorizes the city manager to change the fee schedule to comply with HB 461. City Manager Stroud commented he looked at the options in HB 461 and the one he thinks will work best is Item #4 to calculate the rate. The administrative fee will be just one time. Mayor Owens asked for a motion to authorize the city manager to comply with the provisions related to the businessoccupational taxes and regulatory fee proceeds in House Bill 461 and facilitate administrative needs for compliance. A motion was made by Councilman Morgan and seconded by Councilman Burley. Voting in favor of the motion: Councilmen SOUTHWEST GEORGIA GOVERNMENTAL SERVICES AUTHORITY (SGGSA) = 2024 AMENDMENT TOI INTERGOVERNMENTAL OPERATING AGREEMENT (IGA) Mayor Owens commented Councilman Palmer is Chairman of the SGGSA and he [Owens] serves as a member on the Board. In 2017 there was an IGA between the Authority and member cities, of which Camilla is one of them. Since 2017 each member city has been responsible for taking care of billing and some technical support. With the changes in technology and the changes in how the Authority is operated, the idea is to consolidate typical customer service responsibilities to the Authority which will be headquartered in Thomasville and this will have an impact on staff in Camilla. Councilman Palmer stated it was imperative for all four cities to approve the agreement. Cairo has already approved and Moultrie and Thomasville will be approving, from his understanding, this week. The goal is to have it approved by August and itis ab business decision to consolidate and regulate and will be more efficient. At some point in time someone may want to buy the SGGSA and this will make it more desirable for a corporation to buy something that is self-sustaining and operating on its' own. Right now there are four cities operating it and it needs to be unwound. It is a good thing and they need to do. If one city does not approve it will not happen sO it is mandatory to have all four city's approval. Mayor Owens commented it is no longer an idea of trying to do more with less but to be more and more efficient. When they talk about consolidating this service in one location it will have an impact on staffi in Camilla as it will for all member cities and important for the Council and citizens to understand that. He agrees with the characterization that Councilman Palmer pointed out - in the long run it is good for the Authority and member cities. When they can put all of this in one location, and the Authority is putting a lot of effort to see if there are potential buyers, when you can present a cleaner business to al buyer iti is a good thing. But there will be an impact in the city and our staff, specifically. Councilman Morgan asked ifv what it would look like as far as staff. CALCULATIONS (cont.) Burley, Morgan, Collins, and Palmer. The motion passed by a 4-0 vote. OF 2017 Page 2 of5 SOUTHWEST GEORGIA GOVERNMENTAL SERVICES AUTHORITY (SGGSA) = 2024 AMENDMENT TOINTERGOVERNMENTAL OPERATING AGREEMENT (IGA) Mayor Owens replied they have had conversations but without taking the next couple of months, assuming all member cities approve the IGA, there will be some impact. It is hard to do that without making sure it passes and once passed, they can get into the numbers. It will equate to savings in some way to all member cities. Councilman Burley commented as pointed out by Councilman Palmer, each city has to approve it before it becomes effective. Mayor Owens replied when you look at the structure and raw: numbers, as a local business it makes sense. This potential decision was born out of them trying to sell the business about a year ago. It is extremely complicated and messy and this attempts to clean it up as a local business. Councilman Palmer commented the people that looked ati it made the suggestion and encouraged them to do to make it for a more attractive business and it makes common sense. After additional comments and discussion, Mayor Owens stated the decision was not and is not being taken lightly. A motion was made by Councilman Palmer and seconded by Councilman Collins to approve the 2024 Amendment to the Intergovernmental Operating Agreement with SGGSA as presented. Voting in favor of the motion via a roll call vote: Councilmen Burley, Morgan, OF 2017 (cont.) Collins and Palmer. The motion passed by a 4-0 vote. CEMETERY LOT TRANSFER - MARY REESE Mary Reese, owner, has requested the transfer of a cemetery lot located in Oakview Cemetery and identified as a 10' X 10' lot, City of Camilla pin #1, Laurel Oak section, and purchased. by her on October 11, 2019. Ms. Reese requests to gift the lot to her brother Clifford Murray. A motion to approve the request of Mary Reese to transfer the cemetery lot as presented was made by Councilman Morgan and seconded by Councilman Burley. Voting in favor of the motion: Councilmen Burley, Morgan, Collins, and Palmer. The motion passed by a 4-0 vote. CITY MANAGER'S REPORT City Manager Stroud reported on the following: financial reports for budget VS. actual which have been provided to the Mayor and Council; he has been tracking the speed devices purchased ai few months ago and in conversation with the Police Chief they are moving the devices around tol high traffic volume locations; Toombs Park grassing is starting to catch up and once the grass is established they can open the park; the old Boys and Girls Club is about 75% demolished; the LMIG projects for both rounds has been submitted; and they are focusing on dilapidated housing on Thursdays. Councilman Morgan questioned the progress on the cemetery roads and City Manager Stroud stated about mid-July they plan to release the bid. Councilman Burley asked about the project on Northside. City Manager Stroud stated now that the containers are moved they will start working on the drainage ditch and getting the pipes fixed. Once that is complete they will start on the paving. Councilman Palmer asked why the railroad crossing at the city barn (Laurel Lane) was not fixed when all others were. City Manager Stroud replied he identified the worst ones to be fixed first and will put that one on the list. Councilman Burley commented they had community policing at the Fourth of. July festival and kudos to the police department. It was ag good look for the city and they were really engaged with the community and the citizens. Page 3of5 MAYOR'S ANNOUNCEMENTS Mayor Owens commented from his perspective, and many of the citizen's perspective, they had an awesome Fourth of. July event that introduced new technology to the community and region. Itis important to point out they are trying to create a sense of place where Camilla becomes a destination not only for the Fourth ofJuly but other events. When you have a drone show it helps put Camilla on the map. When you look around the city there are new businesses and construction on every corner and others interested in building. He welcomed the Pickle Patch restaurant who just opened their new location in Camilla and stated we are happy to have them. He thanked them for choosing Camilla to expand their business. The bond closing for the new gym is complete and the money is sitting in the bank ready to build a new gym for the citizens of the city. It will be a multi-million facility that will serve the citizens for decades. The feasibility study for ai new hotel in downtown is underway and should be completed in the next two weeks. The study will tell them if it is worth having a hotel in downtown Camilla. The initial pre- application for a $2.5 million grant, with another potential $1 million on top of the initial grant, to help build the new apartments near Goodson Road has been approved by the Department of Community Affairs. They are finishing the final touches on the final application that will be submitted this week. They will also be looking at applying for a rural zone designation, through the URA, and this will be important for the downtown area and businesses as it relates to tax abatements and other things. They finalized the last verbal words with the Camilla Development Authority to transfer McRee Hall to the citizens of the city and expand the City's partnership with the Regional Commission. There should be a meeting in the near future for the leadership of the Regional Commission and Camilla Development Authority to sign all necessary documents for transfer of the property and to give the Regional Commission much needed financial relief that will allow them to expand their reach. Lastly, and because it has been become a matter of public conversation and published, as it relates to the current composition of the Council, there has been talk about the idea of opportunities for folks to shine. As it relates to the current composition of the Council, it takes four councilmembers for them to have a quorum to do the business of the city. From time to time there is sickness and some have to travel and with the current composition, they run a real risk of not having a quorum. There has been published reports related to the budget and other things. What he wants to tell everyone from his perspective as Mayor of the city, there will be no compromise without equity in the city. Someone mentioned earlier in the meeting they are not going backwards and they will not. What he expresses to the citizens is the Charter states if for some reason they cannot come to a decision or an agreement on the budget by October 1St, they simply use the previous year's budget. They are set up to handle any of this type of thing that may come up. He does not want anyone to think there has to be any level of appeasement for anyone. There will be no compromise without equity, no leverage, none of that. Because it was published as an opportunity for certain folks to shine, if anyone is in this business for individual accolades he suspects they are in the wrong business. If they are in this to be liked by everyone, they are probably in the wrong business. There are serious challenges in the city that have to be addressed and one of the biggest ones is the equity in the town. It will be settled one way or another and if they have to wait until they have a full Council after the November election that is what they will do. There will be no compromise without equity. Page 4 of5 ADJOURNMENT The meeting adjourned at 7:25 p.m. on motion by Councilman Burley. BY: ( KELVIN M. OWENS, MAYOR ATTEST: Uhoul br CHERYLFDRD)CLERK Page 5of5 CITY OF CAMILLA, GEORGIA a SIGN-IN SHEET DATE: UWLY 8 2024 TIME: o A.M. PM MEETING: COUNCIL WORK SESSION OTHER: SPEAKER NO YES ) NAME ADDRESS TOPIC OF DISCUSSION WaHeR Hodels 704 ThosAaj 54 2 Jerome Jeste Arlmeok-sy abaktnen 4A2SHgl 4 Torhionly E4u Clollud 3 5 6 7 8 Ven-wg 9 10 11 12 13 14 15 16 17 Ant Lsd Auli Lacf DAEAh (78owDie Buloh o Dorulst Julis bJsis Frik 3573 GA #y97,31720 Amendment to ntergovernmental Opcrating Agrecment ofMay 1, 2017 WHEREAS, the South Georgia Governmental Services Authority (hercinafter "SGGSA"), a Georgia Authority and body politic, was created by an Act of the Georgia General Assembly in 2001 (Ga. L. 2001, p. 3560) as an instrumentality of the State of Georgia; and WHEREAS, the SGGSA was created in order to carry out the "joint delivery of services and facilities by political subdivisions and governmental bodies on a regional basis" and "for the purpose of providing governmental, proprietary, and administrative services and facilities" to the City of Cairo (hereinalter "Cairo"), City of Camilla (hereinafter "Camilla"), City of Moultrie (hereinafter "Moultrie"), and the City of Thomasville (hereinafter Thomasville"), such cities hereinafter referred to as the "Member Cities"; and WHEREAS, among other projects the SGGSA established: a fiber optic system connecting the cable, internet and telcommunications systems of each oft the Member Cities; and WHEREAS, on May 1, 2017, the SGGSA purchased the cable, internet and telecommunications systems of Cairo, Camilla, Moultrie and Thomasville pursuant to the Intergovernmenta. Agreement for Asset Purchase oft that date; and WHEREAS, as provided in thc Intergovernmental Agreement for Asset Purchase ofMay 1,2017 each Member City owns the following percentage of the SGGSA's Fiber Optic Based Broadband System (hereinafter the "System"): Cairo, 13%; Camilla, 12%; Moultrie, 22%; and Thomasville, 53%; and WHEREAS, the Member Cities and the SGGSA entered into the Intergovernmental Operating Agreement of May 1,2017 in order to provide for the operation of the System, and the SGGSA entered into the Intergovernmental Management Agreement of May 1, 2017 with Thomasville to provide for the management of the System; and WHEREAS, paragraph five of thc Intergovernmental Operating Agreement of May 1, 2017 scts out certain procedures for Billing and Collection of Revenues, pursuant to which each Member City is responsible for billing and collection services with respect to the portion of the System in such City's territory, consisting of the county in which such Member City is located (hereinafter "Territory"); and WHEREAS, the SGGSA and the Member Cities have concluded that the System can be operated more economicaly and efficiently ifa all billing and collection services are transferred to the SGGSA and desirc to amend the Intergovermental Operating Agreement of May 1, 2017 for this purpose. NOW, THEREFORE, in consideration of mutual promiscs contained herein, it is agreed as follows: 1. Paragraph 5 of the Intergovernmenta. Operating Agreement of May 1, 2017, consisting of subparagraphs a through d, is hereby deleted and the following substituted in lieu thereof: 5. Billing and Collection of Revenues. a. The SGGSA shall assume responsibility for billing for all services provided by the System on the terms set out below and upon such assumption the SGGSA shall be responsible for billing all services provided by the System to its customers, and for the collection ofall revenues arising from such services. i. The SGGSA shall purchase a billing system and coordinate the transfer of customer information and payment records from each of the Member Cities into that system and each Member City shall cooperate with the SGGSA in effecting this transfer; and ii. Upon completion of that transfer for each Member City and on a date selected by the SGGSA for each Member City, the SGGSA shall convert such Member City from billing in arrears for the System services to billing in advance; and iii. Upon completion of that transfer for each Member City and on a date sclected by the SGGSA for each Member City, which may, but need not, bet the same for all Member Cities, the SGGSA shall assume full and complete responsibility for billing and collection for such Member City; and iv. A plan for the transfer of billing and collection responsibilities to the SGGSA is attached to this Amendment as Exhibit"A". V. The SGGSA shall give cach Member City no less than 30 days notice of the date on which its assumption of responsibility will occur; and vi. On that date cach Member City shall transfer and assign to the SGGSA its accounts receivable for services provided by the System in such Member City's Territory, as provided in Exhibit "A"; and vii. Upon the SGGSA's assumption of billing and collection responsibility for a Member City, such Member City's obligation to transfer an amount equal to the proceeding month's billed receivables to the SGGSA shall end except to the extend provided in Exhibit "A", and except as provided in Exhibit"A" the Member City shall not be responsible for transferring such amount to SGGSA for the month immediately proceeding its assumption of billing and collection responsibilities; and viii. The Member Cities will transfer accounts reccivable pertaining to the System services to the SGGSA and write- off such accounts receivable as are not transferred to the SGGSA and the SGGSA will reimburse Member Cities for such transferred accounts all as provided in Exhibit"A",and ix. Taxes and franchises fees will bej paid as provided inl Exhibit "A", the Member Cities will remit to the SGGSA all payments received on transferred accounts after transfer, and all parties will comply with the remaining terms set out in Exhibit" "A." X. Upon completionofallofthe: above, cach Member Citys shall have no further obligation to the SGGSA with respect to billing, collection, or payment for the System's services provided to customers in their Territories, and all such functions shall be carried out by the SGGSA. b. Beginning on the effective date of this Amendment and continuing until the SGGSA assumes responsibility for billing and collection of revenues pursuant to subparagraph a above, each Member's City shall continue to act as billing agent for the SGGSA for the customers in its Territory and shall be responsible for billing and collection for scrvices provided by the SGGSA in its Territory. During this period, cach Member City shall continue to maintain monthly records of the accounts receivable billed on behalf of the SGGSA, and no later than the 10th day of cach month shall transfer an amount equal to the proceeding month'sb billed receivables to the SGGSA, whether such receivables are collected or not. During this period, each Member City shall continue to pay all taxes and regulatory fees due in connection with services provided in its Territory. During this period, each Member City shall be entitled to remove a customer in its Territory upon request, and the SGGSA shall continue to bill for services furnished in an area not designated as a Member City'sTerritory. C. During the period between the effective date of this Amendment and the SGGSA's assumption of responsibility for billing and collection pursuant to subparagraph a above, the SGGSA will assist each Member City with billing for services rendered ini its Territory. SGGSA will not charge fors such assistance. Eachi Member City will continuc to pay the costs incurred in invoice preparation and for postage with respect to such Member City's bills. d. Following the assumption of responsibility oft billing and collection pursuant to subparagraph a above, the SGGSA shall bill for all services the System provides and bear the risk ofnon-collection for such services. The SGGSA shall keep full and complete records of the: services provided, the bills therefor, and the revenues collected. C. Following the assumption ofr responsibility for billing and collection pursuant to subparagraph a above, the SGGSA shall be solely responsible for credit policies with respect to new and existing customers. f. The SGGSA shall continuc to bill for services furnished in any area not designated as al Member City's" Territory. g. The Parties intend that the transfer of responsibility for billing and collection of revenue from the Member Cities to the SGGSA shall be accomplished within 18 months from the effective date of this Agreement, or as soon thereafter as can be accomplished by the SGGSA. h. Following the transferofbilling: and collection responsibilities as set out ins subparagraph a above, each Member City will cooperate with the SGGSA to make information about the System available to potential new customers, including but not limited to those signing up for city utility service, and cach Member City shall provide to such potential customers marketing and promotional materials furnished by the SGGSA. 1. Following the transfer ofbilling and collection responsibilities as set out in subparagraph a above, cach Member City will cooperate with the SGGSA in responding to those customer inquiries concerning billing, collection or customer service such Member City may receive and will assist customers in contacting the SGGSA directly. The SGGSA will provide each Member City with contact information to be provided to customers. 2. As modified hercin, all of the provisions and conditions of the Intergovernmental Operating Agreement of May 1,2017 shall continue in full: force and effect for the remainder of its term. 3. This Amendment shall become effcctive immediately upon signature by all oft the Parties hereto. IN WITNESS HEREOF, the Parties have hereunto set their hands and seals as the date placed next to each signature. South Georgia Governmental Services Authgrity (Seal) By: 5h gar Koa City of Cairo (Seal) By: Attest: Date: "Datet K:5.24 OF ERA City ofCamfla SEAL City ofl Moultrie (Scal), CER (Seal) B A By: By: Attest: Date: Attest: Owowl, fon Date 0-08-8084 City ofThomasville (Sea!) By: Attest: Date: Exhibit A Handling of Member City Billing & Collections ATRIALBAL: report willl bes generated att the close ofb business on thel Member City's final bill cycle 2. ATRIALBAL report will be generated on the conversion cutover date for all Member Cities in 3. Due to the formatting of the UBILL billing system's TRIALBAL report, all negative balances classified as "current" will be recategorized as "90" days aging accounts receivable. 4. The "Current" balances ont the" TRIALBALI report pulled on the final bill cycle date will bei reduced by the "Current" balances on the TRIALBAL report pulled on the conversion cutover date to calculate the total to be remitted to the SGGSA for the final month of Member city billing. (This accounts for all collections occurring between the final bill cycle date and the conversion cutover date that will not transfer as aging accounts receivable to the SGGSA at conversion). 5. The Member City will be responsible for remitting all current collections to the SGGSA for the period occurring between the final bill cycle date and the conversion cutover date. 6. The account balances categorized as "Current", "30", and "60" days willt transfer from the Member Cities billing system to the SGGSA on the conversion cutover date. 7. The TRIALBAL report pulled on the conversion cutover date will be classified by "service codes historically remitted to the SGGSA"a and "service codes notl historically remitted to the SGGSA". 8. Current balances for service codes historically remitted to the SGGSA will be accounted for as a "Due to Member City" journal entry at conversion based on the following calculation; a. 80%d of301 Days Applicable Aging Accounts Receivable b. 60%0 of60 Days Applicable Aging Accounts Receivable 9. The SGGSA will reimburse thel Member Cityf for these totals within 12-24 Months post conversion. 10. Current E911 Taxes, Franchise Fee's, Georgia Universal Service Charge Fees, Federal Network Access Charge Fees, Georgia Telecom Relay Service Fund Fees, and Federal Universal Service Charge Fees will be totaled based on the TRIALBAL report generated on the conversion cutover 11. All "Current" taxes and regulatory fees outlined above will be totaled and reimbursed to the Member City for the month preceding the conversion cutover. This will occur due to the SGGSA being the entity collecting these taxes and fees from the customers post conversion. (Sales' Tax, GA State Local Tax, and Excise Taxes will not be reimbursed due to these taxes being remitted based 12. Thel Member Cityi is responsible for remitting all Sales Taxes, E911Taxes, Franchise Fee's, Georgia Universal Service Charge Fees, Federal Network Access Charge Fees, Georgia Telecom Relay Service Fund Fees, Georgia State Local' Taxes, Federal Excise Taxes, and) Federal Universal Service Charge Fees to the appropriate parties for the periods prior to the conversion cutover date. 13. The SGGSA will be responsible for remitting all Sales Taxes, E911 Taxes, Franchise Fee's, Georgia Universal Service Charge Fees, Federal Network Access Charge Fees, Georgia Telecom Relay Service Fund Fees, Georgia State Local Taxes, Federal Excise' Taxes, and Federal Universal Service Charge Fees to the appropriate parties for the periods occurring after the conversion cutover date. 14. The Member City will be responsible for writing off the following balances as shown on their date in the corresponding billing system. their corresponding billing system. date. on collections) financials. a. 20% of: 30 Days Aging Accounts Receivable b. 40% of 60 Days Aging Accounts Receivable 100% of 90+ Days Aging Accounts Receivable 15. The Member Cities will cease to collect all CNSNext payments occurring after the conversion 16. The Member Cities will be responsible for compensating the SGGSA for all CNSNext Customer Deposits retained inj periods prior tot the conversion cutover date accounted for in the Member Cities 17. All customer payments remitted to the Member City after the conversion cutover date will be 18. Member Cities will sign over/endorse all customer checks made payable to the Member City for cutover date. billing/financial systems, including accrued interest on Telephone Deposits. CNSNext services after the conversion cutover date to the SGGSA. transferredi to the SGGSA: for collections. Additional Information for City ofThomasville Only Due to the final cycles being processed in the City ofThomasville's billing system including utility billing amounts, the! SGGSA will permil the City ofThomasville thirly days to collect the final billing cycles prior I. - Fort thirty days following the conversion cut-over date. the City ofThomasville will produce a daily report including the below items to be uploaded to the eLation billing software. This report will account for customer payments occurring fort the thirty days following the conversion cutover date. to the conversion process described above being completed a. Legacy account number . Payment amount Account Name d. Payment Date Payment type (cash, credit card, check etc.) 2. The City of Thomasville will be responsible for compensating the SGGSA for all customer collections as reported on a weekly basis for the thirty days following the conversion cutover date. 3. The customer balances as shown in the City ofThomasville's billing system will be required to reconcile against the Thomasville customer balances shown in the eLation billing platform prior to the final trial balance figures being calculated for reimbursement based on the above percentages. 4. On the thirtieth day following the conversion cutover date, the SGGSA will complete the above procedures for the City of Thomasville CNSNext aging accounts reccivable to account for the amount Due tot the City ofThomasville from the SGGSA. This process includes the calculation of regulatory fees and taxes owed back tot the City ofThomasville as outlined above.