AGENDA  Mayor & Council Meeting 5pm Tuesday, August 13, 2024  1. Callto Order 2. Prayer 3. Pledge of Allegiance 4. Roll Call 5. Adopt Agenda 7. Clerk's Report 8. Department Reports 9. Mayor's Report  6. Adoption of Minutes--July 9, 2024 Regular Meeting  10. Council Members Questions/Comments 11. Presentation to Council of FY2024 Amended Budget A. Vote to Approve Multiple Residence Ordinance B. Vote to Approve Street Repair Bids  12. Old Business  . Vote to Approve CDBG (Wastewater Lagoons) recommended Bid  SYNAGRO 13. New Business August 29, 2024  14. Public Hearing for Amended FY2024 Budget in City Hall at 10am Thursday, 15. Called Meeting to Adopt Amended FY2024 Budget in City Hall at 5pm 16. Mayor & Council Work Session at 4:30pm Thursday, September 5, 2024 17. Mayor & Council Regular Meeting at 5pm Tuesday, September 10, 2024 18. City Hall Will Be Closed Monday, September 2, 2024 for Labor Day Holiday  Thursday, September 5, 2024  19. Citizens' Input 21. Adjournment  20. Executive Session Personnel & Legal Matters    City of Sparta Mayor & Council Meeting 5PM Tuesday, August 13, 2024  Elected officials were present Mayor R. Allen Haywood, Mayor ProTem Rav Yisrael, Councilmembers Brandon Nolley, Tom Roberts, and Sandra Sherrod.  City Clerk Virginia Webb was present. Attorney. John Hitchcock was present. Hitchcock left the The meeting was called to order at 5:00 p.m. by Mayor ProTem Yisrael followed by a moment of  meeting at! 5:58 pm.  silence, The Lord's Prayer, and The Pledge of Allegiance.  Adopt Agenda  Councilman Roberts motioned to adopt the agenda; Councilman Nolley seconded. No  discussion. Councilwoman Sherrod refused to vote. Motion passed.  Adopt Minutes  Councilman Nolley motioned to table. July 9, 2024 Meeting's Minutes; Councilman Nolley seconded. Councilwoman Sherrod refused to vote. No discussion. Motion passed.  Clerk's Report  1. Ordinance Update- Our customer Success Manager, Clover Moon, for Civicplus, stated that the newly submitted ordinances have been received. We are currently set up on an annual print supplement schedule for December and a semi-annual print supplement for. June and December. It takes 21 to 4 months fort the supplements to be completed, but sometimes longer depending ont the amount of workload they currently have att that time. 2. As requested by the City Council, al list of bids for paving/patching of Boland Street and 10 other locations throughout the city was placed on GA 3. The pre-disaster Mitigation Plan for 2025 held by Micheal Kimball the Disaster Relief Coordinator, at the Hancock County Courthouse on August 8, 2024 at 10 am. This meeting was attending by Amanda Akins, Utilities Administrator, Chief of Police, Tommie' Walker, EMA Director, Mario Chapple, County Commission Board Chairperson, Sistie Hudson and City Clerk, Virginia Webb among other key personnel. Once the plan is complete and presented, the  The first supplement for Sparta is in progress.  Procurement Registry.  city and county will adopt the plan by resolution.  1    4. There are loans and grants available through USDA for Single Family Housing. To qualify) you must bei the homeowner and occupyt the home, have ai family income within the low-income limits, and unable to obtain affordable credit elsewhere. To apply for the grants, al homeowner must also be 62 years of age 5. We are currently have job openings for Water Distribution, Wastewater Collections, Water Operator Class 1, Public Works and Police Department. Youmay apply online at cityofsparta.org or at the utility department entrance.  orolder.  Department Reports-A Animal Shelter, Police, Street, and Waste Water  (See pages 6-14) Mayor's Report  1. Mayor Haywood acknowledged everything that all the city staff has done in the last couple of months to ensure that the city's services are improving. 2. Ryland bills the city for 512 residential garbage cans, but only 402 are currently being listed ont the city's accounts for billing, costing the city almost $1,400 per month that is 3. The city and county will participate in the 90-day Flock Camera Program. Flock cameras are used by law enforcement to aid in criminalinvestigations and community safety. Flock cameras collect license plate information, including the time, position, and, in some cases, the make and model oft the vehicle. This information can be used to identify a suspect or as evidence for a jury. They are employed in surveillance to watch traffic and photograph the backs of all passing cars. They can still capture footage of vehicles with paper license plates or no plates at all. Flock cameras can help neighborhoods save money by deterring crime ini the first place. They are also solar-powered, allowing them  not being charged to customers.  to operate in areas with no electricity. Council Members Questions/ Comments  Councilwoman Sherrod asked for clarity on why, although she says she has paid to have her gas turned off, when she receives her bill, there is a gas fee that changes every month. Attorney Hitchcock explained that there is a gas availability charge. Mayor Haywood and Attorney Hitchcock stated that they will have to investigate this further. Councilwoman Sherrod introduced Dr. Anton Anthony, the new school superintendent, to  Mayor Haywood and the Council.  Presentation to Council of FY2024 Amended Budget  Mayor Haywood provided council with copies of the FY2024 Amended Budget that will be presented to the public during a public hearing at 10am Thursday, September 5th in council  2    chambers. The budget will also be published as a legal advertisement in the county's legal Mayor Haywood pointed out that the budget does not require ai tax increase this year. The difference in the FY2024 Amended Budget and the FY2024 Budget that was proposed by the Mayor in October 2023 is the assignment of contingency funds to coveri inflation and unknown  organ.  expenses that occurred during the year.  Old Business  A. Vote to Approve Multiple Residence Ordinance  Councilman Nolley motioned to approve the Multiple Residence Ordinance; Councilman Roberts seconded. No discussion. Council Sherrod refused to vote. Motion passed. Councilman Nolley motioned to approve street repair bids; Councilman Roberts seconded. No discussion. Councilwoman Sherrod refused to vote. Motion passed. V Vote to Approve CDBG Wastewater Lagoons) recommended low bidder SYNAGRO Councilman Roberts motioned to vote to approve the CDBG (Waste Water Lagoons) bid offered by SYNAGRO; Councilman Nolley seconded. No discussion. Councilwoman  B. Vote to Approve Street Repairs Bids made by Southern Asphalt.  Sherrod refused to vote. Motion passed.  New Business  There was no new business.  Public Hearing for Amended FY2024 Budget in City Hall at! 5 pm Thursday, September 5, 2024 Called Meeting to Adopt Amended FY2024 Budget in City Hall at! 5pm Thursday, September  12, 2024  Mayor & Council Work Session at 4:30 pm Thursday, September 5, 2024 Mayor & Council Regular Meeting at 5 pm Tuesday September 10, 2024 City Hall Will Be Closed Monday, September 2, 2024 for Labor Day Holiday  Citizens' Input  1. MdaiYah Yisrael, a resident of the city, stated an older woman was stopped by police despite having a valid license, proof ofi insurance, and registration. However, the officer's  3    system indicated otherwise. She was still transported toj jail, and her vehicle was seized. She paid $1,500 for her release and presented the same information that she had previously provided to the police. Ms. Yisrael suggested a refund and inquired what the  protocol wasi in such a circumstance.  Mayor Haywood stated Police Chief Walker will have to investigate it.  2. Marion Warren, a county resident, stated that some residents may need assistance ini fill  out the paperwork required for home repair grants.  Amanda Akins, Utilities Administrator, suggested calling the USDA Sandersville office and they would be more than happy to help filling out the paperwork step by step. 3. Della Smith, a county resident, the city may be missing out on sales tax revenue for gas stations, as most locals buy gas outside of Sparta. She also mentioned that Sparta's gas 4. DeeDee Hyder, a city resident, inquired about several issues. First, she requested clarification on what information the flock cameras will collect and how they will benefit the community. Next, the status of Comcast in the city and when it will be available to Mayor Haywood noted that the cameras are mostly used for Amber Alerts and to provide information tol law enforcement. Regarding Comcast, Mayor Haywood stated that he has signed Memorandum of Agreement paperwork on behalf oft the Sparta- Hancock Development Authority for the Comcast project. In reference to Hamilton Street, it was explained that several potholes on Hamilton Street will be repaired in the 5. Maxine Evans, aresident of the city, expressed how she was glad to see everyone. She commented in reference to' Yisrael's issue that the police need to have more compassion and care when elders of the community are concerned. She requested that her natural  prices are $0.46 higher than those in the surrounding communities.  the public, followed by the DOT's status on Hamilton Street.  coming weeks.  gas needs to be disconnected.  6. Wilmertine Tolbert, a resident of the city, shared that the cameras work.  7. Paula Dixon, a county citizen, revealed that the Boys and Girls Club had received national and countywide recognition. She emphasized that donations are required and invited everyone to attend and support this communal effort. As of August 2, 2024,125  students wish to join the Boy & Girls Club.  4    Executive Session Personnel & Legal Matters  Councilman Roberts motioned to go into Executive Session; Councilman Nolley seconded. No discussion. Councilwoman Sherrod refused to vote. Motion passed. Councilman Roberts motioned to go backi into Regular Meeting; Councilman Nolley seconded. No discussion. Councilwoman Sherrod refused to vote. Motion passed. Councilman Roberts motioned to hire Demonte Lawerence for employment at the water department; Councilman Nolley seconded. No discussion. Councilwoman Sherrod Councilman Roberts motioned to hire Anthony Roberts for employment at the water department; Councilman Nolley seconded. No discussion. Councilwoman Sherrod Councilman Nolley motioned to hire Keveon Turner for employment in the street department; Councilman Roberts seconded. No discussion. Councilwoman Sherrod  Back to Regular Meeting  refused to vote. Motion passed.  refused to vote. Motion passed.  refused to vote. Motion passed.  Adjournment  Councilman Roberts motioned to adjourn the meeting; Councilman Nolley seconded. No  discussion. Councilwoman Sherrod refused to vote. Motion passed.  The meeting adjourned at 6:15pm.  5    August 2024 City Council Report  I. Water Distribution and Sewer Collection Systems  1. Work Order System  Thei implementation of a work order system is currently inj progress. Since July 1, 2024, 69 work orders! havel been completed and 73 are currently Staff anticipate the: number of work orders completed per month to slow down as staff completed the easiest first to reduce the daunting amount. The ongoing issues related to: inflow and infiltration have been escalated on the Notification was sent to the Environmental Protection Division (EPD): following New staff members havel been hired and are in their probationary period for The search for aqualified Lead for Water/Sewer/Gas operations continues, with recruitment efforts ongoing. Interviews are scheduled for Friday, August 16,2024 We are pleased to report that three staff members have successfully obtained GA811 certification, enhancing our ability to: manage locate requests internally Acritical computer hard drive failure occurred this month. IT was ablet to successfully back up some oft the data and the rest had to be requested from Staff arel looking into the possibility of cloud backups to prevent this from Price quotations for essential tools and equipment are currently being obtained. These will bet used to support basic operational functions once finalized. Staff are severely limited on their functionality at the moment due most tools A funding request for $1,000 worth ofs safety cones and signs has been submitted o Additional requests are anticipated following October 2024 for over $5,000. Collaboration with CSRA is underway to scan historical maps and develop a basic Geographic Information System (GIS). This initiative is] projected to saveover Staff are also looking into al local vendor who does GIS at a reduced priçe which will give more accurate information the CSRA system (but can use the CSRA asa  waiting to be resolved.  2. Inflow and Infiltration Issues  GEFA Funding Request List.  challenges exacerbated by Tropical Storm Debby.  3. Staff Vacancies  review.  and will continue until filled.  4. GA811 Certification  for water and sewer.  5. Computer Systems  vendors. occurring again.  6. Tools and Equipment  belonging tol Mr. Griffin.  7. Safety Cones  tot the Department ofPublicl Health (DPH) for August.  8. GIS System Development  $40,000.  starting point toreduce the price).  6    August 2024 City Council Report  9. Lift Stations  Overgrowth around lift stations has been cleared by Public Works. Several lift stations have been stripped for parts. An estimated $28,000 is required tod complete repairs to return them to a functional state (without a secondary backup).. An application for Emergency GEFA Funding was submitted on August Ane emergency. generator and pump failure at thel Highway 22 lift station was successfully resolved with the assistance of GRWA, resulting in a cost savings of $1,800 per month. Staff are working on getting ai mechanic out to fix the failed Lift station repairs are estimated to cost $60,000 for parts and $30,000: for labor to refurbish the lif station. GEFA emergency funding has been applied foron Meterreads were delayed in July due to staff training and first attempt. Additional delays resulted from technical issues, which were resolved through Staffhasi received comprehensive training on meterreads, courtesy of Harmony Office and storage areas arel being cleaned and organized to accurately assess our Preparations are underway to ensure compliance with the Lead and Copper Rule, Approximately 8001 lines still have tol be identified prior to October 2024 for o Multiple vehicles, including the Ford F250, Dodge Ram 2500, Ford F150s, and The departmenti is currently utilizing contract employees Timmy Griffin and Christopher Calloway to manage water and sewerl lines until fully certified staff Timmy Griffin is contracted to dot the railway project. This will be) paid for by the Patriot Plumbing is contracted to repair the line at IGA. This will bej paid for by Ongoing pricing efforts for essential tools and equipment continue, pending Public Works staff successfully removed a broken driveway at the old oxidation  9,2024.  generator and get GEFA to repair thel HWY 22 lift station.  August 9, 2024to cover this cost.  10. Meter Reads  troubleshooting with Harmony Mobile.  Mobile.  11. Office and Storage Housekeeping 12. Lead and Copper Rule Compliance  invèntory and ensure operational efficiency. with key milestones set for October 2024.  submittal to EPD.  13. Vehicle Maintenance 14. Contract Employees  Ford] Ranger, are experiencing various mechanical issues.  arel hired. railway. MDI.  15. Equipment Procurement  budget updates for finalization and purchase. pond, ensuring the areai remains safe and accessible.  16. Old Oxidation Pond/Main Lift Station Maintenance  7  -  : :    August 2024 City Council Report  IL. Gas Department 1. StaffTraining  o All Water and Sewer staff are now certified to perform locate services for Water, sewer, and gas in-house as of August 12, 2024. This will save the City  approximately $85/hour locate from contractors. o Training for valves will bel held inl late September. thel local schoo'smaintenance: team. with CSRA to develop al basic GIS. operation and accessibility.  2. Odorizer Fence Repair 3. GIS System Development 4. Regulator Overgrowth 5. Contract Employees  The fence surrounding the odorizer was damaged and is scheduled for repair by As with the Water and Sewer Department, the Gas Department is collaborating Public Works staffremoved overgrowth around gas regulators to maintain proper The Gas Department is also relying on contract employees Timmy Griffin and Christopher Calloway until thel hiring and certification off full-time staffis The department completed the: required quarterly surveys for public officials and Additionally, informational letters were sent tol both gas and non-gas customers to The annual Liaison report for emergency and community officials was given during the Hazard Mitigation meeting on. August 9, 2024. Harp and. Associates is conducting its annual leak survey on the City. Itisi ini its second week and several issues have been noted, which will need to be corrected Data compilation is ongoing in preparation for a 0% match gas grant application  completed. 5. - Quarterly Surveys  emergency responders. keep them informed.  7. Annual Liaison Report 8. Annual Leak Survey  in the future.  9.G Grant Application Preparation  to be submittedin thei upcoming year.  8  : :    August 2024 City Council Report  III. Water Department 1. Water Tank Maintenance  Gates surrounding the water tanks were found unsecured and were promptly Grass within the water tank fence line, which had grown to person-height, was cut The altitude valve failed, necessitating a temporary bypass solution every few days. Replacement parts arrived on. August 12, 2024 and were installed on August Wendell successfully repaired a stuck valve vault door. Avalve was damaged during area clearing, resulting in al line break. The issue wasi resolved within 241 hours by the department and contractors. The chlorine tank experienced three significant failures in its pit, intake, and outlet. Repair parts were sourced locally from Ace Hardware. A butterfly valve failure has been reported, and the department is currently An F150i is being reassigned from the Wastewater Department to the Water Department fors sampling purposes once: its 4WD system is repaired. Shane will remain as a contract employee to train Jimmy in Superintendent duties. Monthly Bac-Tsampling training was provided by Timmy to Shane, who will Ab borrowed PCis currently being used att the Water Plant. Quotes are being obtained for aj permanent replacement to ensure ongoing operations. The department's proposed improvements are under review by the EPD, with bids Work on Asset Management, aligned with new EPD: requirements, is scheduled in The departmentis evaluating various plans for emergency outreach, with price  locked. back. 13,2024.  2. Chlorine Tank Repair 3. Water Pump Repair 4. Vehicle. Allocation  obtaining repair quotes to address the issue.  5. Training and Personnel Development  pass this knowledge on to Jimmy.  6.P PCReplacement 7. Planned Improvements 8. AssetManagement 9. Emergency Outreach  expected to open in late September. collaboration with GRWA.  quotes and comparisons currently under review.  9    August 2024 City Council Report  IV. Wastewater Department 1. Lagoon Repair/CDBGI Project  The lagoon repair project bids closed on. August 9, 2024 and the project was awarded to Synagro for a total of$826,343. A total of13 engineers visited the Routine maintenance was performed on the Wet Well, which was pumped out this month. This should allow stafft to pump the ponds down further as: flow was A camera was damaged by CCA during operations. The cost ofrepair and Aproposal to decommission and relocate, groundwells has been submitted to the The departmenti is seeking an additional $5.4: million in GEFA funding to bring the wastewater facility into compliance with state and federal regulations. Michael Heath Graham completed his review class and is scheduled to retake the  facility and 21 bids were received.  2. Wet Well Maintenance  reduced by half.  3. Camera System Damage 4. Groundwell Proposal 5. GEFA Funding Request 6. Certification Update  replacement willl be deducted from their billing.  EPD for review and approval.  Wastewater III exam to achieve certification.  10    August 2024 City Council Report  V.Public Works Department 1. Maintenance Training  The Public Works supervisor is providing training to staff on basic equipment repairs, including mowers, chainsaws, pole saws, and tractors, to reduce reliance on external repair services and allow the equipment to stay in better shape. The department's wood chipper was taken to Murphy on August 7, 20241 to trace The department's fleet is experiencing various issues, including starter failures and wom tires. Price quotes for necessary repairs are currently being obtained. Areview is underway to assess the feasibility of offering a wood chips delivery service to the community for ai nominal fee. This service would be used to Grass cutting and maintenance were completed at all departmental locations, including the Water Plant, Wastewater facility, and Animal Shelter. Overgrowth around farm taps on Warthen Highway was cleared. Equipment maintenance, such as blade replacements, was performed. The entire city received comprehensive weed eating and killing services. At tire on the Bobcat popped while distributing gravel on Britt Street and replacement tires have been ordered to ensure continued operation.  2. Wood Chipper Electrical Issues 3. Vehicle Maintenance  and resolve electrical issues affecting its operation.  4. Wood Chips Delivery Service  purchase safety gear for thel Public Works staff.  5. General Housekeeping  6. Bobcat Tire Replacement 7. Storm Control Response  The departmenti responded effectively to downed trees and other debris following  Tropical Storm Debby.  11    August 2024 City Council Report  VI. Animal Shelter 1. Animal Care  The facility currently houses 14 dogs. One dog, following an attack by another, died while in custody. Another dog was transferred to LOHS. been submitted to secure funding for his treatment. saving the shelter $400: in veterinary costs. Operations continued as normal.  Buddy, a dog under our care, was diagnosed with cancer. A grant application has Both Dixie and) Buddy were spayed and neutered through the COFAS program,  2. Donations  The shelter received $400 worth ofdog food donations from Tractor Supply and The shelter participated in two community events aimed at promoting adoptions Contact has been made with nearby shelters and rescues to arrange: future animal transfers. Two organizations have added our facility to their contact list for PayPal has been set up to facilitate donations and grant contributions for the Quotes are being obtained inj preparation for a grant application to purchase fans The shelter received a $600 value grant, which sent new beds for the dogs,  LOHS.  3. Community Engagement 4. Animal Transfers  and raising awareness ofs shelter activities.  potential transfers. 5. Donations Platform shelter. 6. Fan Installation for the shelter. 7. Bed Grant  improving their comfort and well-being.  12    August 2024 City Council Report  VII. General Departmentai Updates 1. Hazard Mitigation  0 Supervisors attended al Hazard Mitigation Meeting to discuss future emergency preparedness plans and explore potential grant funding opportunities. The Sparta-Hancock Day Resource event was a success, with supplies distributed ton nearly 300: residents, demonstrating the department's commitment to Amandal Martin. Akins has been invited to speak at the upcoming NRWA conference in September. All expenses will be covered by NRWA, and. Amanda will receive Continuing Education Units (CEUS) valued at $2,000. Repairs to the department's GPS and camera systems are currently underway. This process will take time, and further updates will be provided as the work  2. Sparta-Hancock Day Resource! Event  community engagement.  3. NRWA Conference. Participation  4. GPS and Camera System Repairs  progresses.  13  :  : :    CITY OF SPARTA  Tommie Walker,Jr. ChiefofPolice  OOICE  365 SPRING STREET - SPABTA, GEORGIA - 31087 FCE70B-4-S117: /FAX: 706-444-0827  AUGUST 2024 COUNCIL MEETING  SPARTA POLICE DEPARTMENT ACTIVITY REPORT  (STATS BELOW ARE FROM' THE MONTH OF JULY2024)  204 - TOTAL 911 CALLS FOR ASSISTANCE 90-TOTAL WRITTEN TRAFFIC CITATIONS  49-SPEEDING 22-NOSEATBELT I-DISODERLY CONDUCT I-SHOPLIFTING  18-STATE WARRANTS ISSUED  9-ARREST  UPCOMING EVENTS:  NEIGHBORHOOD WATCH, SEPTEMBER5,2024 @ 5:30PM @ PAKIAHANCOCK  LIBRARY  PREVIOUS MONTH STATS: JUNE 2024 204 - TOTAL 911 CALLS FOR ASSISTANCE 82-7 TOTAL WRITTEN CITATIONS 27- TRAFFIC VIOLATION WARNINGS 13-STATE WARRANTS ISSUED  17-A ARREST  14  :