AGENDA  Mayor & Council Meeting  5pm Tuesday, September 10, 2024  1. Call to Order 2. Prayer 3. Pledge of Allegiance 4. Roll Call 5. Adopt. Agenda  6. Adoption of Minutes-July 9, 2024 Regular Meeting (tabled on August 13);  August 13, 2024 Regular Meeting  7. Clerk's Report 8. Department Reports 9. Mayor's Report  10. Council Members Questions/Comments Rabun Streets, Low Bidder. ALLSTAR Concrete  11. Vote to Approve TIA (TSPLOST) Paving Contract for Adams, Maiden Lane &  12. Old Business 13. New Business  A. Mayor's Introduction of Presentation by Kyle Edenfield, COO of M. E. 14. Called Meeting to Approve FY2024 Millage Rate/5-Years' History of Levy in 15. Mayor & Council Work Session at 4:30pm Tuesday, October 12 2024 16. Mayor & Council Regular Meeting at! 5pm Tuesday, October 8, 2024 17. City Hall Will Be Closed Monday, October 14, 2024 for In-Service Day  Sack Environmental for On-site Utilities' Services City Hall at 10am Thursday, September 19, 2024  18. Citizens' Input 20. Adjournment  19. Executive Session Personnel & Legal Matters    City of Sparta  Mayor & Council Regular Meeting 5PM' Tuesday, September 10, 2024  Elected Officials present Mayor R.. Allen Haywood, Mayor ProTem Rav Yisrael, Councilmembers Brandon Nolley, Tom Roberts, Sandra Sherrod. City Clerk, Virigina Webb was not present. Attorney John Hitchcock was present.  The meeting was called to order by Mayor ProTem Yisrael at 5:00 pm, followed by a moment of  silence, The Lord's Prayer and the Pledge ofAllegiance.  AdoptAgenda  Councilman Roberts motioned to adopt the agenda; Councilman Nolley seconded. Councilwoman Sherrod refused to vote. No discussion. Motioned passed.  Approval of Minutes  Councilman Roberts motioned to approve July 9, 2024 minutes; Councilman Nolley seconded. Councilman Roberts motioned to approve August 13, 2024 minutes as long as corrections (including correcting names on citizen input) was made; Councilman Nolley seconded. Councilwoman Sherrod refused to vote. No discussion. Motion passed.  Councilwoman Sherrod refused to vote. No discussion. Motion passed.  Clerk's Report arei not being charged for  Trash can audit -continuing to go over billing register to locate trash cans that customers Utility Billing Accounts-printed all active accounts that had balances of90 days past due Obtained quotes for water flow meter to measure water purchased by contractors Handled "No Water" calls near. Augusta Highway area-3 different Drainage issues at 102 Wilson St- contacted DOT engineer to access issue  and sent letters to each account holder. They were  Retirement Compliance Reports  Revised the Workers Comp Audit report to save the city an additional premium of  $17,288. Previously paid $13,095 Issues with main copier  Spoke with agent/broker to obtain Insurance review for upcoming year  Reviewing policies to update employee handbook  1    Reached out to Dept ofCorrections for 2 months delinquent bill  Handled building inspector/code enforcement questions/planning & zoning questions Reached out to Local Mental Health providers for Information for employee Attended TIA bid opening for Adams St/Maiden Lane project-Allstar Concrete, Attended public hearing for proposed general fund & enterprise fund- Aug 29 @10 am Important changes to Wood Chipper Services-Notice was posted in the newspaper and on  Thomson, Ga-only submission-Sept. 5 @lpm  the websiteciyolsparta.otg Notable changes*  1. nol branches larger than 3 inches can be chipped. Ify your pile has sizes larger sizes-expect  adelay in pickup, homeowner will be responsible for separating pile  2. 3. 4. 5. 6.  Contractors are responsible fori removing all wood & debris from property  Thursdays only  vines, furniture, pallets, scrap wood cannot be chipped, will not be removed by city  leaves & yard clippings must bei bagged- please adhere to guidelines to avoid delays  Spoke with Clover Moon, customer success Manager, on. August 28, to clarify Confirmed ordinances 212-262 were not included in initial quote-SOW  information previously reported  a. b.  After initial receipt ofordinances-  1. Process includes editorial review- proofread to determine where to place ordinance and for  minor typographical errors  2.Indexing- cross referenced legislation 3. Proofreading-line by line for correctness & layout  4. Posting supplement online-notified when online code: is updated by Print & ship- ships out to customer as soon as process is complete  5. C.  Our first (supplement 1)1 has begun processing and is in the indexing phase. As soon as  estimated date is available, we will be notified  Departmental Reports  2    (See pages 6-14) Mayor's Report  1. On' Thursday, September 5, 2024 a "called" meeting was conducted to approve the 2. William Beall, a water filter plant employee, successfully completed his Class 2 3. GMA will offer an ethics training webinar, and Mayor Haywood plans to share what he 4. The Prince Hall Sickle Cell Awareness Walk will take place at M.E. Lewis Elementary School on Saturday, September 28 at 11AM. Sign-in is at 9:30 a.m. 5. We are renewing Sparta's annual National League Cities (NLC) membership. NLC primarily provides services for cities serving minorities. 6. The city of Sparta has revised its Wood Chipper Policy to include pickup of discarded furniture, appliances, construction debris etc. 7. The Synagro South contract to provide services for the CDBG Wastewater Plant lagoons' refurbishments has been signed and meetings with the Synagro and city engineers (EMI) will begin in the next couple of weeks. Council Members Questions/Comments There were no questions or comments. Streets, Low Bidder. ALLSTAR Concrete  FY2024 city budget. operation certification. learns with the council.  Vote to Approve' TIA(TSPLOST) Paving Contract for Adams, Maiden Lane & Rabun  Councilman Nolley motioned to approve TIA(TSPLOST): paving for Adams, Maiden Lane & Rabun Streets with the lowest bidder. ALLSTAR Concrete; Councilman Roberts seconded. No discussion. Councilmembers Nolley, Roberts and Yisreal voted "yes".  Councilwoman Sherrod voted "no". Motion passed.  Old Business New Business  There was no old business.  A. Mayor's Introduction of Presentation by Kyle Edenfield, COO of M.E. Sack  Environmental for On-Site Utilities' Services  Mayor Haywood introduced Kyle Edenfield, the COO ofl M.E. Sack Environmental, to Kyle Edenfield stated that M.E. Sack Environmental will operate and repair lift stations and water pipes. He offers to provide instruments such as saws and trucks to ensure the city's utilities are efficient and up to date. Following an inspection oft the city's water lines and lift stations, he decided that preventative maintenance, as well asl hydrant  Council and the public.  3    replacement and/or repair, was: required. Replacing firel hydrants costs between $3,500 M.E. Sack Environmental has served numerous nearby cities, ranging inj population from 200 to 300,000 persons depending on the area. His crew would be paid at the following rates: $65 per hour for 40 hours per week and $45 per hour: for 201 hours per week. They will also provide hands-on training to ensure that the water department can be properly maintained and run efficiently even after the M.E. Sack Environmental team leaves. The  and $8,000, while repairing them might cost up to $1,500.  city will have the chance to opt out ofa contract in 90 days.  Called Meeting to Approve FY2024 Millage Rate/5-Years' History ofl Levy in City  Hall at 10am Thursday, September 19, 2024  Mayor & Council Work Session at 4:30pm Tuesday, October 1, 2024 Mayor & Council Regular Meeting at 5pm Tuesday, October 8, 2024 City Hall Will Be Closed Monday, October 14, 2024 for In-Service Day  Citizens' Input  1. Angela Lawson, a city resident, expressed gratitude to the city for addressing the leak on Willis Street. She mentioned that water had been streaming down the: road. The standing water has now turned green. She expressed her support by praising the Sparta-Hancock Public Library for continuously serving the community. 2. DiDi Hyder, a resident of the city, expressed gratitude to the library for bridging the 3. Bernestine Strother, a county resident, the city's staff screening procedure has tol be more thorough to safeguard the safety ofindividuals, particularly in prominent 4. Kathy Ransom, ai resident of the city and librarian, indicated that the library is sponsored by three entities: the school, city, and county. The Sparta-Hancock County Library is part of the Azaela Library System. Service hours havel been decreased. The new operation days and hours are Tuesday, Wednesday, and Friday 10AM-5PM, Monday and Saturday 10AM-2PM, and Thursday 10AM-8PM. The library provides a 5. Kez Yisrael, ai resident oft the city, stated the city's GEFA contracts should include  digital divide with the older population. positions like police departments.  number of services.  hiring the youth oft the community.  Executive Session Personnel & Legal Matters  Councilman Roberts motioned to goi into Executive session; Councilman Nolley seconded.  Councilwoman Sherrod refused to vote. No discussion. Motion passed.  Back to Regular Session  4    Councilman Nolley motioned to go back to Regular Session; Councilman Roberts seconded. Councilman Roberts motioned tol hire Den'Quavion James for employment as a police officer; Councilman Nolley seconded. No discussion. Roberts, Nolley and Yisreal voted "yes"; Sherrod Councilman Nolley motioned to hire Larry Chapman for employment as a police officer; Councilman Roberts seconded. No discussion. Motion passed unanimously.  Councilwoman Sherrod refused to vote. No discussion. Motion passed.  did not vote. Motion passed.  Adjournment  Councilman Roberts motioned to adjourn the meeting; Councilman Nolley seconded. No  discussion. Vote unanimous. Motion passed. Thei meeting adjourned at 6:20pm  5    CITY OF SPARTA  Tommie Walker,Jr. ChiefofPolice  POLCE  365 SPRING STREET SPARTA. GEORGIA - 31087 OFFICE:705-444-S77 7FAK:7DB-44-0827  SEPTEMBER 2024 COUNCIL MEETING (STATS BELOW ARE FROM THE MONTH OF AUGUST 2024)  SPARTA POLICE DEPARTMENT ACTIVITY REPORT  187-TOTAL911 CALLS FOR. ASSISTANCE 133-TOTAL WRITTEN TRAFFIC CITATIONS  67-SPEEDING 25-NO SEATBELT 41-OTHER VIOLATIONS  16-STATE WARRANTS ISSUED POSS. OF MARIJUANA POSS. OF COCAINE  14-A ARREST FOR THEI FOLLOWING CRIMES COMMITTED:  POSS. OF CONTROLLED SUBSTANCE POSS. OFDRUGRELATED OBJECTS DISODERLY CONDUCT TERRORISTIC' THREATS BATTERY NOINSURANCE SUSPENDED LICENSE RECKLESS CONDUCT GIVINGI FALSE INFO.TOOFFICER CRIMINAL DAMAGETOPROPERIY POSS. OF FIREARM. IN COMMISION OF CRIME  DISCHARGE OFC GUNI NEAR: PUBLIC ROADWAYISTREET/HIGHWAY EXPLOITATION ANDI INTIMIDATION OFI ELDER PERSONx2  UPCOMING EVENTS:  NEIGHBORHOOD WATCH, THURSDAY, OCTOBER: 3,2024 @ 5:30PM @ SPARTA/HANCOCK LIBRARY  PREVIOUS MONTH STATS: JULY2024 204-TOTAL911 CALLS FOR. ASSISTANCE 90-TOTAL WRITTEN CITATIONS 18-STATE WARRANTS ISSUED 9-ARREST  6    SFARIA  Tommie Walker, Chief of Police  POLICH  80 MONUMENT SQUARE SPARTA, GEORGIA 31087 HIE706-4A-S7T: IF FAX: 706-444-0827  September1 10, 2024  FOR IMMEDIATE RELEASE  The Sparta Police Department isi issuing this statement to inform the community ofar recent development involvinga a former officer. Ont the morning of September9, 2024, former part-time patrol officer. Joshua Wilson was arrested by  the Greene County Sherif'sOffice. (Wilsonvoluntarly, surrendered withouti incident.)  Wilson'sa arrest follows an alleged domestici incident that occurred on September. 5, 2024, in Greene County. He faces several charges, including Home Invasion int the 1st Degree, Aggravated, Assault, Possession ofa Firearm during the Commission of al Felony, Simple Battery(Family Violence), Obstructing or Hindering al Person Making an Emergency Telephone Call, and Criminal Damaget tol Propertyi in the 2nd Degree.Atthet time ofthe incident, Wilson was employed  asac deputy with the Taliaferro Sheriff'sOffice.  Wilson was hired as a part-time officerwith the Sparta Police Department on May 17, 2024, and his last day of  employment was. August 23, 2024.  The Sparta Police Department, along with the City of Sparta, does not condone any acts of violence. We uphold the higheststandards: of professionalandi espectulconductforal officers, bothona andoffd duty. While the Departmentis not privyt toi the specifics oft thei incident and its connection to Wison'sformerrole, we wantt to emphasize our  commitment to maintaining the integrity and trust of our community.  Thei investigation into thei incident is ongoing. For further details or inquiries, please contact the Georgia Bureau of  Investigation (GBI) Miledgeville office,  RespectfulySubmitted, Tommie Walker, Jr. EB Chief ofPolice Sparta, Georgia  7    September 2024 City Council Report  IWater Distribution and Sewer Collection Systems  1. Work Order System  Since. August 13, 2024, 27 work orders (21 leak repairs and 61 misc. jobs) have been completed and 95 are currently waiting to be resolved. Calls are coming in by the day and staff were unable tol keep up due to the trucks being down for 2 weeks. Staffh have been borrowing a Rigid Scout and a Pipe Hom 500 to perform in-house locates when possible. Additional training sessions are scheduled for the Rigid During August, staff actively practiced, trained, and utilized the SeeSnake Camera The department received a generous donation from Lawrenceville, GA, which included a Flygt submersible pump and control panels valued at over $15,000. These will serve as backups for the Main Lift Station in the event of a system The Georgia Environmental Finance Authority (GEFA) has approved emergency funding for the purchase of Highway 22 Lift Station parts and contract work to facilitate rehabilitation. Staff are collaborating with EMI to fulfill the necessary requirements to move forward with this funding request, including getting multiple An new flygt transmitter, costing $850, has been purchased for thei Main Lift Station. This acquisition was necessary due to a short in the existing transmitter, Staffhave been working with Xylem to troubleshoot the issue, as the transmitter is vital in sending accurate water level information from the wells to the control panel. Public Works continues to clear overgrowth around lift stations to ensure easy EMI visited in late August to work on the sewer line rehab project between the lift The department is considering contracting with M.E. Sacks to secure certified Water Distribution/Sewer Collection Supervisors and Assistant Supervisors. This contract would alsoi include thej provision ofas service truck, with gas covered, along with the necessary tools and equipment. A vote by City Council is required to The Department of Transportation (DOT) has generously donated traffic cones The Department of Public Health's traffic safety equipment order has started to Staff worked with Harmony Mobile to resolve an equipment failure in the meter  2. Equipment  Scout and other rigid equipment to enhance staff proficiency. System and the Sewer Jetter to improve operational efficiency.  failure.  3. Lift Stations  quotes.  Without it, there is a risk ofs sewage overflow. access and proper operation.  stations.  4. Staff Vacancies  proceed with this.  5. Safety Cones  ($300 Value) tot the City of Sparta. arrive (Value $1,000). reading devices.  6. Meter Reads  8    September 2024 City Council Report  A total of 1,304 water accounts were successfully read during the month of September, with additional 445 gas meter reads completed as well. Additional staff was trained on the water meter and meter reading in August 2024. Delinquency notices went out to 140 accounts in late August 2024.  7. Vehicle Maintenance  Au used motor with low mileage and a 3-year warranty was installed in the Dodge Ram 2500 at a cost ofroughly $8,000, ensuring its continued operation. The F250 underwent nearly $3,000 in repairs, including a rebuild to prevent The F150 is currently at the mechanic for repairs to the blend doors to restore The existing main line, composed of older grey PVC, at Chief Street/Highway 22 continues to experience splits. Temporary patches have been applied, but a full replacement: is necessary. Staff will seek GEFA funding toi install ar new line, which will require boring under the highway. The Department of Transportation (DOT) As sewer line on Parkway Drive is sagging and requires replacement. Complicating the situation, a gas line is positioned directly above it, and a nearby house requires an new tap into the line. This project will be complex, involving either the installation of a new manhole and relocation of the sewer line, or the removal of the gas line to repair the existing sewer line. Due to these challenges, staff are unable to install ai new tap as planned, as it would need to bei further down thel line,  recurring overheating issues.  functionality to the air conditioning and heating systems.  8. - Problem Leak Locations  will need tol bei involved int the process.  increasing the risk ofs sewage blockages for the homeowner.  II. Gas Department 1. StaffTraining  O Staff are scheduled to undergo training and become certified in the operation of on/offvalves for the gas system. This certification is essential and will enable the department to handle more tasks in-house, increasing efficiency and reducing 0 Public Works staff continued efforts to remove overgrowth around gas regulators. This ongoing maintenance ensures proper operation and easy access to the O Harp and Associates conducted the City's annual gas leak survey. While no major leaks were detected, several minor leaks were: identified, and some gas meters  external costs.  2. Regulator Overgrowth  regulators for safety and functionality.  3. Annual Leak Survey  were noted to require painting.  9    September 2024 City Council Report  III. Water Department 1. Water Usage  The Water Tanks havel been taking twice thei normal time to: fill. Uponi investigation, staff discovered a significant main leak, which has now been repaired. The Water Plant recorded an average usage of 1.26 MGD for August 2024, just Staffarei monitoring the results ofthe repair to determine ift the repair addressed the issue, as staff suspect the high-water usage at the plant is likely due to multiple Staff met with the Utilities Administrator to compile a list of known issues and Meetings havel been scheduled with the Georgia Rural Water. Association (GRWA) and the Fire Department to address ongoing concerns related to chemical usage and Staff attended the New and Proposed Drinking Water Regulations meeting via o Sampling had to bei repeated due to delays in the delivery ofthei initial samples, Ar refurbished PC: from City Hall has been temporarily installed at the Water Plant tos support the camera system until aj permanent replacement can be funded. Dale from DLW Interments assisted with troubleshooting a display issue that had stopped showing readings. In addition, he completed the scheduled quarterly Work on the Asset Management program is actively in progress to ensure the long-term sustainability and efficiency ofy water system operations. On the advice of GRWA, changes to the backflush method and pH adjustment process are being implemented. Chemical usage during backflush will be reduced, and testing of Caustic versus Soda Ash will be conducted to assess operational impact. Currently, the plant's pumps are: running at 80% for Soda Ash, and pH drops are occurring after backwashing under the current conditions.  below the 1.30MGD: limit.  leaks in the system and equipment failure at the water plant. begin addressing those that can be resolved immediately.  2. Meetings and Training  safety.  GRWA in early September.  3. Monthly Sampling 4. Equipment  which arrived outside the required holding time.  calibrations for our equipment.  5. Asset Management 6. Operational Changes  10    September 2024 City Council Report  IV. Wastewater Department 1. General Housekeeping  No major changes occurred at Wastewater during August 2024. Daily operations were successfully managed by staff throughout the month. 90% Removal for BOD and 86% removal for TSS Staff purchased necessary parts to repair the tractor's bush hog attachment and continue cutting on Spray fields. Staff are working with Hitchcock to post for Sludge RX was applied to the ponds to aid ini treatment as the ponds experienced  farmers to cut the fields.  turnover due to recent weather changes. The storage pond is at its lowest level in several months.  V.Public Works Department 1. General Housekeeping  Grass cutting and maintenance were completed at all City department locations, including the Water Plant, Wastewater Facility, Water Towers, Gas Rectifiers, Old Landfill, and Animal Shelter. Also, Cleared the intake at the lake for the Water Weed-eating and weed-killing services were provided across the entire city. Limbs and trash were removed from residents' curbs on a weekly basis. The schedule for limb removal was moved to Thursdays, and a notice was published in The bidding process for patching Maiden Lane, Rabun, and Hancock Street has closed, with a winning bid of $168,000. The City has $229,506 allocated from Boland Street was repaved from the old Reach building to1 the old hospital, covering Cold patching was conducted throughout the city on. Adam, Elm, Rabun, Hamilton, Installed new batteries on the wood chipper, chipper truck, and mower. Repaired the broken spindle shaft and housing on the Zero Tum Mower. Replaced the tires on the Bobcat after they burst while repairing Britt Street.  Plant, which had become overgrown.  thel local newspaper.  2. Road Maintenance  GDOT: for repairs, leaving a surplus for additional work.  over 1,100 feet. Powelton, and Lewis Streets.  3. General Equipment Maintenance  Changed the blades on lawn mowers.  Performed daily maintenance checks on all equipment. on Oak Street to allow the school bus toj pass.  4. Assistance to Other. Departments  Assisted the County on an employee Furloughl Day by removing overhanging limbs  11    September 2024 City Council Report  Helped the Water and Sewer Department by handling non-emergency incoming Removed trash at the Wastewater Facility and worked on clearing trees from the  calls while they were occupied with emergency responses.  fence line.  VI. Animal Shelter 1. Animal Care  The shelteri is currentlyhousing 14 dogs. No adoptions or transfers occurred during Buddy, the newest intake, had a successful tumor removal and a follow-up The shelter received approximately $250 worth of dog food and bedding from Aveterinarian from the Atlanta, GA area donated 92 boxes ofPetArmor Plus Flea and Tick medication (valued at $2,300) and 30 boxes of Panacur C Dewormer The shelter has been approved toj participate in another "Bmpty the Shelter" event, which will reduce adoption fees to $50 per dog. Event dates will be announced Staff attended a coalition meeting with nearby shelters to discuss resource-sharing Several community complaints regarding dogs were addressed, and all dogs were  August 2024.  appointment confirming he is cançer-free. LOHS and local community members.  2. Donations  (valued at $270).  3. Community Engagement  soon. opportunities.  successfully returned to their owners.  VII. General Departmental Updates  Additional funding opportunities are available through GEFA loan forgiveness. However, the City currently has ai recovery ratio of 89% (excluding depreciation). A recovery ratio below 100% is viewed as ai financial risk, making it unlikely that Thel building beside 81 Ball downtown has al beam thati is leaning forward. The owner has been notified and is expected to fix it. The City put caution tape around it to  GEFA will approve funding for future projects. prevent anyone from walking directly under it.  12    September 2024 City Council Report  Putting out road closed signs for Boland  Leaning Beam Beside 8 Ball  Leak found on Main Water Line that has Been repaired at least 41 times previously  CJwith Lil' Bit at LOHS Transferred Dog (Previously had Mange)  Removal of Trash Pile at Wastewater  Water/Sewer Dept Working onl Leak beside Gasl Line  13