Meeting minutes OF THE  REIDSVILLE CITY  COUNCIL  Date: September 9, 2024  Time: 5:00PM  Facilitator: Vickie Nail, Mayor  Council in attendance  Approval of minutes These minutes are a draft and are not approved until September 9, 2024  Donald Prestage Lindsay Bennett (Absent) Carolyn Blackshear Verdie Williams Nivea Jackson- City Clerk Gina Sheridan-Finance Manager Duann Davis- City Attorney  The Council was greeted by a welcome and prayer from Mayor Vickie Nail. Mayor Nail announced to the public that the meetings will be recorded and posted on the City The Mayor noted that the Mayor, Council, Clerk, Attorney, and Finance Manager will be the only one in the  website for viewers.*  recording to prevent filming of others without expressed permission.    Pledge of Allegiance was complete in unison by the audience. The previous weeks' planning session was cancelled due to the lack of a quorum of Council members. The Mayori is goingt to skip over voting ont the previous month's minutes and come back toi it in order to allow Council ai few The Mayor began by announcing to the Council and audience that the City of Reidsville has been successful in being awarded the DCA One Georgia Grant to help bring the Pine Ridge Subdivisionto the City. Hayes Hofstadter, City Engineer, is welcomed to speak on upcoming projects. Hofstadter mentions because the City's audits were completed, several grants and projects were completed and approved for over $5M ofi funding for the City of Reidsville, most to bet forgiven. The Cityis approved for CDBG, USDA, Georgia One, and a GEFA grant totaling over $5M. The Mayor mentions that the Council will need1 to vote on ane engineering firm to work on the OneGeorgia Pine Ridge project. Hofstadter is the only firm that submitted al bid. Donald Prestage makes a motion to accept Hofstadter and Associates as the engineering firm to work on1 the Pine Ridge subdivision project.  minutes to read the minutes over.  Motion by: Donald Prestage 2nd by: Verdie' Williams Motion: Carries unanimously  Ont tot the new business for the night, the Mayor mentions toi the Council, additional fees that were brought to thet table by Roberts Civil Engineering firm's Nick Overstreet for grant administration fees. The Council was given al handout to reflect the costs. Originally, the City was advised that the fees would bei included int the grant. DCAI has confirmed that this feei is no longer covered inside of the grant, but will be a cost to bear on the City. Brandon Parker, the Contractor for1 the project has agreed to cost share ont thet fees along with the City. Nick Overstreet, currently with Robert's Civil Engineeringi is charging an administration fee of 3% of the award, $42k. Brandon Parker has agreed top pay $12k, leaving the City with the remaining $30k. Gina Sheridan, Finance Manager is asking the Council toi table the discussion sO1 that she may talk to HOGARC, ALGA, and DCA: for more clarity as well as options. Roberts Civil Engineering has given the City the option to make payments beginning ati thel beginning of the year to payt their portion. Sheridan informs Council this kind of debt was not factored intot the adopted budget and would have toi take considerable inventoryt to afford such al large debt. Sheridan spoke with DCA and wasi informed ift the City wanted to reject the grant, paperwork would need tol bei filed. Brandon Parker spoke in defense of Overstreet, citingt that Lyons who was awarded previous toi the City of Reidsville, the same OneGeorgia grant, was able to finance the fees into the loan/grant. These DCA guidelines were new, unavoidable to Overstreet, and definitely affects the process. Sheridan wants to give the Council more information to make an informed decision. Carolyn Blackshear makes a motion toi tablet this discussion until Gina Sheridan  can explore options. Motion by: Carolyn Blackshear 2nd by: Lindsay Bennett Motion: Carries unanimousty  Department Reports were up next. Derrien Renfroe, gave the recreation departments statistics.175 Assistant Chief Snell reads stats. Notables are that 2 cadets will be starting school September 30, 1 Building Inspector, Don Powell, is in discussion with citizens who may need to demo 3h homes.  signed upi for soccer: and games will be Monday, Tuesdays, and Thursdays.  male and 1 female.  Council Prestage read the stats for the FD.    NEW BUSINESS  Halloween- The Cityi is encouraging citizens and business who want to participate in Halloween festivities, the observance times will be from 6p-8p on Oct31st.  Alcohol Permit- Postponed for a support letter from the churchi that addresses the possible zoning infraction. The Mayor let the applicant know that they will need a support letteri in hand to move forward with approval. Naomi's Place has completed the Public hearing Recreation Dept member updates- The Mayor isi introducing 3 new members who will need confirmation by vote to be on1 the Recreation board. Members are V. Autry, E. Calloway, and S. Eubanks. Councilwoman Blackshear and the Mayor have met with current and aspiring board members. Revisions have been made and proofed by Councilwoman Blackshear and Mayor Nail. Councilman Prestage would like to table the topic to get clarity oni the need to remove/replace members. Counciwoman Blackshear opposed the wait and makes a motion for1 the adoption. Councilwoman Blackshear makes a motionto  process.  accept new members and the revised bylaws.  Motion by: C Blackshear 2nd by: Verdie Williams  Motion: Carries, with1o opposition (Donald Prestage)  Duann Davis, City Attorney is presenting Resolutions to the Council that allow for the Administration of both GEFA and USDA contracts and documents for the upcoming loan execution. The documents will require 2 signatures, the Mayor, Vickie Nail and City Clerk, Nivea Jackson to sign to execute on the City's behalf. It is so the City may receive grants. Council was provided with a copy. These designations will also carry out any future invoices to be paid and contract. signatures. Carolyn Blackshear makes a motion giving the  Mayor and Clerk the designation to execute GEFA contracts.  Motion by: C Blackshear 2nd by: Donald Prestage Motion: Carries execute USDA Contracts. Motion by: V. Williams 2nd by: C. Blackshear Motion: Carries  Councilwoman V. Williams makes a motion to allowi for the Mayor and City Clerkt to  Georgia Reads and Mayor's Free Little Library- Mayor signed a proclamation deeming Septembert the City's reading Month. There will be a free library box to be displayed out  front to ensure citizen's, especiallychildren; get to read.    Kenneth Thompson presented the Council on information concerning ta possible Radio Controlled Site for citizens who have joined the growing Radio Controlled vehicle community. Thompson is requesting the City help find a site so that RC's cani fly and maneuvervehicles. AMA memberships will be required. Mayor will assist ini future Duann Davis, Attorneyi is reading the revised 2nd reading of the mobile home ordinance with revisions. Road width and set backs were revised. Carolyn Blackshear made a motion to  developments.  accept the 2nd reading of this ordinance. Motion by: Carolyn Blackshear 2nd by: Lindsay Bennett Motion: Carries Notable Comments:  Councilwoman Williams asks ift the new roof venting has been checked and is successful. Audience member asks if the City could publish Boards and Commissions with contacts For the needy, there is a free lil pantry at Elite Insurance. Springfield MB Church has a monthly foodbank on the 4th Fridays and Saturdays. October 18th 8am-11a and October 19th Councilman Prestage is hosting an appreciation for Emergency responders and City  on website  7:30a-10a.  personnel on September 26"h, 12-2p ati the old Elementary School.  Meeting adjourned ate 6:26pm