CITY OF CAMILLA AGENDA- COUNCIL MEETING LIVE STREAM-CITY OF CAMILLA WEBSITE www.camilaga.net, MONDAY, DECEMBER 9, 2024- -6:00P.M. VISIONARY WA 1. CALL TO ORDER; ROLL CALL 2. OPENING PRAYER AND PLEDGE 3. APPROVAL OF AGENDA 4. APPROVAL OF MINUTES: OCTOBER 14, 2024 COUNCIL MEETING -NOVEMBER 4, 2024 WORK SESSION NOVEMBER 11, 2024 COUNCIL MEETING 5. PRESENTATION-I PLANFIRST COMMUNITY AWARD 6. SPEAKER APPEARANCES 7. ACTIONITEMS: a. b. C. d. 2025 COUNCIL MEETING SCHEDULE BOARDS and COMMISSIONS - APPOINIMENISIRE-APPOINTMENTS CEMETERY ROAD IMPROVEMENTS- PHASEIBID/ AWARD AIRPORT: - PERIMETER FENCE PROJECTI UPDATE 8. CITY MANAGER'S REPORT 9. MAYOR'S ANNOUNCEMENTS 10. ADJOURN Meeting willl be! heldi in Thel Honorablel Mary. Jol Haywood Council Chambers. Seatingi isa available ona a first-come, first-serve basis. City of Camilla- 301 East Broads Street - Camilla, Georgia31730 Page 1ofl MINUTES- REGULAR MEETING CITY OF CAMILLA, GEORGIA OCTOBERI 14, 2024 The regular meeting of the Mayor and City Council oft the City of Camilla was called to order at 6:00 p.m. on Monday, October 14, 2024 by Mayor Owens in the 4th floor conference room at Present at roll call: Councilman Burley, Councilman Morgan, and Councilman Collins. Absent: City Hall. Councilman Palmer City Manager Stroud, City Attorney Wiley, and Clerk Ford were also present. OPENING PRAYER AND PLEDGE Mayor Owens 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. A motion was made by Councilman Burley and seconded by Councilman Morgan. Mayor Owens asked for a substitute motion for a change order for the new Resource Center that will house the Boys and Girls Club in the amount of $7,417.79. The project was originally at $2.6 million and because the projected cost is going to increase, the Council will have the opportunity to weigh in. The purpose of the change order is the restroom toilets were originally flush and will be upgraded to sensors and an irrigation system will be installed to help with the grass/landscaping. A substitute motion was made by Councilman Morgan and seconded by Councilman Burley for Change Order #2 for the Camilla Resource Center contract to add an additional $7,417.79. Councilman Collins asked to add a substitute motion for the agenda to see about changing the City's election superintendent in light of what happened today. Voting in favor of the Change Order for the Camilla Resource Center: Councilman Morgan, Councilman Burley, Councilman Collins, and Mayor Owens. The motion passed by a 4-0 vote. Councilman Collins made a motion to amend the agenda to remove the City Election Superintendent and replace with a new one. The motion did not receive a second and failed. Sign-in Sheet Attached. CITIZENS AND GUESTS APPROVAL OF MINUTES The following minutes were presented for approval consideration: September 3, 2024 Work Session Minutes September 12, 2024 Budget Hearing #3 (Motion: Councilman Morgan/Second: Councilman Burley/Passed 4-0/Mayor (Motion: Councilman Burley/Second: Councilman Morgan/Passed 4-0/Mayor voted) voted) Page 1of4 SPEAKER APPEARANCES Martha Bateman, Julie Tucker, Austin Rhodes, Lydia Bullard Mayor Owens commented City Manager Stroud would be leaving in about a month and introduced Luke White, assistant city manager for operations. He will be working hand-in-hand with the clerk to ensure the City is ran smoothly. PRESENTATION - CERTIFICATE OF EXCELLENCE - PERFORMANCE Suzanne Angell and Barbara Reddick appeared before the Mayor and Council to recognize the City of Camilla for excellence in meeting performance standards. Mrs. Angell provided information on how Southwest Georgia Regional Commission, per requirements of the Georgia Department of Community Affairs, conducts monitoring of each local government in the region every 30 months to ensure the regional agenda continues to be successfully implemented to accomplish the desired results. Barbara Reddick recently held a planning implementation meeting with Mayor Owens and went through a checklist which has minimum standards the local government is required to meet and what they consider to be excellent standards (which is above and beyond the minimum standards). After further describing the procedure used to rate local governments, she stated Camilla is being recognized for meeting the excellence standards. They do not have many local governments meeting the excellence standards and most recently recognized Mitchell County for obtaining excellence standards. She read the certificate in to the record and then congratulated the City on becoming a PlanFirst Community. She commented the designation is only awarded to communities actually implementing and can demonstrate they are following their comprehensive plan. Additionally, the Regional Commission submitted to the Department of Community Affairs the City's splash park and gateway signage and the City of Camilla was selected as a Success Story winner. Although many nominations were submitted, STANDARDS Camilla was one oft ten success stories chosen. ACTION ITEMS PROCLAMATION- RETIRED EDUCATORS DAY The Mayor and Council reviewed a proclamation in recognition of retired educators in our community who remain dedicated and continue to perform hours of vital community service. Governor Brian Kemp has proclaimed Sunday, November 3, 2024 as Retired Educators Day in Georgia and the City of Camilla calls upon the citizens to observe this day in an appropriate manner honoring the retired educators in our midst. The Council recommends approval of the proclamation and proclaiming November 3, 2024 as RETIRED EDUCATORS DAY IN CAMILLA. The Mayor read the proclamation in to the record. PROCLAMATIATION-RED RIBBON WEEK The Mayor and Council reviewed a proclamation for Red Ribbon Week to be recognized the week of October 23-31. Red Ribbon Week is a national drug prevention and awareness campaign that began following the murder ofl DEA agent Enrique Camarena in 1985. The City of Camilla Youth Council is a proud supporter of this year's Red Ribbon Week and will be engaging with students and the community to encourage their personal commitment to a drug free lifestyle during the week-long recognition. The Council recommends approval of the Red Ribbon Week Proclamation and officially proclaiming October 23 -31, 2024 as Red Ribbon Page 2 of4 PROCLAMATION-RED RIBBON WEEK (cont.) Week in Camilla. Mayor Owens commented the Youth Council will be out in the community spreading information about Red Ribbon Week and read the proclamation in to the record. Ar motion was made by Councilman Morgan and seconded by Councilman Burley to approve the Retired Educators Day proclamation. The motion passed by a 4-0 vote with Mayor Owens A motion was made by Councilman Burley and seconded by Councilman Morgan to approve the Red Ribbon Week proclamation. The motion passed by a 4-0 vote with Mayor Owens voting. The Council reviewed applicants for calendar year 2025 for on-premises and off-premises alcohol licenses Deer/wineliquorrctail package store). Chief of Police Hendricks conducted required background checks and approved the applications as presented. Council recommends approval of the applicants for calendar year 2025 on-premises and off-premises alcohol licenses. Ar motion was made by Councilman Burley and seconded by Councilman Morgan to approve the alcohol license renewals for 2025 as presented. The motion passed by a 4-0 vote with Mayor voting. 2025. ALCOHOL LICENSE RENEWALS Owens voting. TAX COMMISSIONER CONTRACT 4 2024 COLLECTIONS The Mayor and Council reviewed a contract submitted by Mitchell County Tax Commissioner Brian Brock for billing and collection of the City's 2024 ad valorem property taxes. The contract total is $5,909.75 and payable to Tax Commissioner Brian Brock in the amount of $2,954.88 and the Mitchell County Board of Commissioners in the amount of $2,954.87. Council recommends approval of the contract for billing and collection of the City's 2024 property taxes. A motion was made by Councilman Morgan and seconded by Councilman Burley to approve the contract for collection of 2024 ad valorem taxes. The motion passed by a 4-0 vote with Mayor Owens voting. CHANGE ORDER #2 - CAMILLA RESOURCE CENTER A motion was made by Councilman Morgan and seconded by Councilman Burley to approve Change Order #2 for the Camilla Resource Center that will house the Boys and Girls Club in an amount up to $7,500 (seven thousand, five hundred dollars). The facility will be open within the next 30 days and the projected cost is $2.6 million. The motion passed by a 4-0 vote with Mayor Owens voting. CITYMANAGER'S REPORT City Manager Stroud stated the solid waste contract is coming up for renewal and he has started the RFP process. He has been tracking the roof replacement at the old Boys and Girls Club and about two weeks out for the work to begin. There are approximately seventeen utility cuts across the city and a contractor has been lined up to come in and replace the asphalt. Councilman Morgan asked about the increase for mosquito spraying and the truck locations. Luke White Page 30 of4 CITY MANAGER'S REPORT (cont.) commented they spray 2 to 3 times a week at night and have upped the spraying to 4 times a week. Larvicide is being used tol help attack the mosquitos. MAYOR'S ANNOUNCEMENTS Mayor Owens acknowledged City Attorney LaTonya Wiley, commenting she will be here for a few days this week for a host of reasons and glad to have her any time she comes down. He stated over the last week he had been doing a lot of traveling and one of those travel dates had him in Nashville to meet with the folks from Cobblestone Hotel. Right now prior to reaching out toa anyone to do a hotel downtown, they commissioned a feasibility study. For about three months the contractors hit the region and what they were finding is people were doing business in Camilla but staying in Albany and Thomasville instead of Camilla. When they did the numbers, and iti is a 54 room hotel, they said it would be feasible to have the hotel here because the people traveling round-trip would stay here. If they do a bond, which is what they would do in this case, they wanted to know if they opened the hotel it would pay the note. The numbers said it would. They had someone in mind but needed to check out their product and he drove the 8b hours to Nashville. They had a two-day conference and it was impressive. They have now asked Cobblestone to nail the numbers down even more and for the most part what he learned in Nashville is the original amount given, $190,000 per room, will hold. One of the things he learned about Cobblestone is the contractor is responsible for any overrun in construction. In the next 18 to 24 months they hope to have a hotel downtown and it should bring about 12. jobs and will pay for itself. Downtown, whether it is a large or small city, is the engine and heartbeat of any town. Hotels are an important piece ofeconomic development regardless of what city you go to and the city of Camilla needs this. He looks forward to a great election season and tomorrow ist the first day of early voting. ADJOURNMENT The meeting adjourned at 7:05 p.m. on motion by Councilman Burley. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page 4of4 MINUTES -ACTIONI ITEMS WORK SESSION CITY OF CAMILLA, GEORGIA NOVEMBER 4, 2024 The Mayor and City Council ofthe City of Camilla held a Work Session at 6:00 p.m. on Monday, November 4, 2024 in the 4th floor conference room at City Hall. The meeting was called to order Present: Councilman Burley, Councilman Morgan, Councilman Collins, and Councilman Palmer. City Attorney Wiley (via phone) and Public Works Supt./Asst. City Manager Luke White were by Mayor Owens. also present. CITIZENS AND GUESTS APPROVAL OF AGENDA Sign-in Sheet Attached. AI motion was made by Councilman Burley and seconded by Councilman Morgan to approve the agenda. The agenda was approved by a 4-0 vote with Councilmen Morgan, Burley, Palmer and Collins voting in favor of the motion. SPEAKER APPEARANCES Bruce Williams LANGUAGE ACCESS PLAN (LAP) ADOPTION Assistant City Manager Luke White commented the LAP is fort the 2024 Community Development Block Grant (CDBG) and the purpose oft the plan is to provide translation for anyone with limited English proficiency. Mayor Owens commented on Thursday they would be closing out the old CDBG(11:00. AM) and will then open the new 2024 CDBG(1:00F PM) at City Hall and the public can attend. A motion was made by Councilman Morgan and seconded by Councilman Burley to move the LAP adoption to an action item SO they can provide the document to the grant administrator. The motion passed by a 4-0 vote with Councilmen Morgan, Burley, Palmer and Collins voting in favor of the motion. A motion was made by Councilman Burley and seconded by Councilman Morgan to approve adopting the Language Access Plan for the 2024 CDBG. The motion to adopt the LAP passed by a 4-0 vote with Councilmen Morgan, Burley, Palmer and Collins voting in favor of the motion. SCHEDULING CONFLICT-NOVEMBER 11, 2024 COUNCIL MEETING Mayor Owens commented councilmembers will be either on the road or heading towards Tampa for the National League of Cities City Summit. To ensure they have a quorum he recommends they move the November 11th council meeting to the following Monday and everyone should be back by then. He asked for a motion to amend the agenda to move the November 11th council meeting to November 18th as an action item. A motion was made by Councilman Morgan and seconded by Councilman Burley. Voting in favor oft the motion: Councilmen Burley, Palmer, and Morgan. Voting in opposition: Councilman Collins. The Mayor voted yes and the motion passed Page lof4 SCHEDULING CONFLICT - NOVEMBER 11, 2024 COUNCIL MEETING (cont.) by a 4-1 vote. A motion was made by Councilman Morgan and seconded by Councilman Burley to approve moving the November 11, 2024 to November 18, 2024 at 6:00 PM. Voting in favor of the motion: Councilmen Morgan and Burley. Voting in opposition: Councilmen Palmer and Collins. The motion failed. OTHER Mayor Owens stated they had developments over the past four hours related to the City of Camilla's election. Today at 3:40 PM the election superintendent Rhunette Williford and the assistant election superintendent Cheryl Ford resigned their positions as election superintendents for the City of Camilla. The resignation letter was read into the record. He stated he has been in discussion with the city attorney to see what their options are going forward with the election and where it stands as ofn now. City Attorney Wiley stated shel has been researching and trying to figure out ai recommendation or provision in the law that gives guidance and there is not much. Municipal elections havet tol be over seen and conducted by qualified individuals, that being the superintendent and at least one. registrar of each municipality, who must attend a minimum ofa at least twelvel hours oftraining bi-annually. Ifthe person overseeing an election isi not qualified the state election board may fine both the superintendent and registrar and the governing authority that employs them. If they have a situation where the people appointed and/or default people are not willing to serve as municipal superintendent there is nothing in the law that speaks to that; however, the law does require a qualified individual must be appointed to fulfill the duties of the election superintendent to avoid any potential issues or challenges to the election results - that being someone could say or make a challenge for voting irregularities because the election was over seen by someone not qualified and who did not have the requisite training to oversee and conduct a free and fair election. There is a provision in the law whereby the City could seek from the Secretary of State's office to have an unqualified person serve due to providential reasons. She reached out to the Secretary of State's office and asked ift they could send someone down. They said no and that they don'treally geti involved in municipal elections in that regard, sO that was not an option. She was hoping they would: say yesifwe did notl have anyone else to oversee the election andi iti is still a work inj progress as she looks through case. law. There is nothing she has seen on point but knows we have optical scanning equipment and people have to be trained on to use and understand how to use the equipment. She does not know everything involved in becoming ai trained election superintendent but knows the ladies doing it were busy and doing a lot oft things. She apologizes for not having a more definitive response right now but she is looking and researching throughout the meeting hoping to find something that will give more clarity than what she has been able to find over the last couple ofl hours. Councilman Burley stated they have an election tomorrow and asked what are they to do. Attorney Wiley stated ift they appoint someone to serve as election superintendent and assuming that individual is not qualified to serve in that role, they may and/or the individual could be fined by the State Election Board (SEB). The mitigating factor in an emergency event might mitigate against the imposition ofa fine by the SEB ifthey were sO inclined to impose one. Ift they move forward without a person appointed to be the election superintendent, who will do the certification and reconciliations to the State ift they have an untrained, unqualified person. The candidates can challenge the results based oni irregularities which will subject morei mitigation over that. She cannot find anything in the law that prohibits calling off an election for this providential reason. The law does specify when elections must occur and they couldn'tjust postpone until next week or two weeks from now. They will have to have it at the next statutorily authorized date. It is a critical situation happening in real time and they are trying to figure out the best course of Page20 of4 OTHER (cont.) action. There does not seem to be one unless they know of a person that can fill the position and step in the role tomorrow and run the election. Mayor Owens commented from his perspective they have reached the rubicon ofall oft the stuff. What did it for the folks appointed to carry out the election was two sheriff deputies coming over today, apparently on behalf of some order, on how they are going to do business as election superintendents under State law. Maybe that was the thing that was beyond the pale. He heard and read some silliness from a regional news agency that the application for discretionary appeal had been denied and that is al lie. What was said was when we asked the Supreme Court to look at the application before tomorrow they said no. The application was not denied. Hel brings this up because fort the last three weeks they have been trying diligently to get somebody to come down and make some ruling on what the judge was doing: was it lawful and the question related to the Supreme Court is pending as ofr now; hence the order on Friday is they will not expedite the application and it is not scheduled until sometime next year, the winter at best, but surely not before 7 AM tomorrow morning. The city attorney has been working day and night asking for assistance as it: relates to this. They had two hard working public servants who got tired ofi folks telling them what they can and can't do and asking them to do stuff that was not lawful. As ai retired United States Marine that defended the Constitution for 22 years ofhis adult life, to have two. Americans sitting at the level of duress employed by the judiciary, is a sad day for this city and this country. He hopes now to hear from the voices they have been asking help from, including the U.S.Justice! Department. One thousand citizens came in and voted inj person and because of this intervention they are stuck with this tonight. It appears there will not be an election tomorrow and thinks it will trigger anything in her [Attorney Wiley] capacity as city attorney to start asking at the federal level to get folks down here. Attorney Wiley commented she spoke with an individual from the U.S. Department of Justice Civil Rights Division and it was their understanding there were armed deputies inside the precinct and sheriff deputy cars outside the precinct. They indicated that was of alarm to them because of the intimidation effect. When you have armed deputies it can be an intimidating factor in violation of Section B of the Voting Rights Act. There was serious concern and they are already monitoring and asked her to provide updates. As she understands it the two election officials were approached by armed: sheriff deputies brining messages from whomever and telling them they would be ready to take them somewhere tomorrow night at 8 PM and asking questions about what they need to take with them and what they could or could not bring with them. She knows that it was very intimidating to the two ladies tol have two armed sheriff deputies subjecting them to an inquisition as they were trying toj prepare for tomorrow's election all day long and trying to do what is right. It is unfortunate that happened and the sheriff deputies do not have lawful authority to come and question the election superintendents. Under no set ofc circumstances do they have the authority to interrogate election superintendents and ask them what they are, going to do, how they are doing it, and what time they would be ready toj physically be transported to a courthouse tomorrow. night well before they have time to seal the machines and finish the entire process to protect the integrity of the ballots and computation of those ballots by the machinery and relocate them to a place of security. The absentee ballots have to be secured in al lock box and the clerk sequestered. Al host of protection is in Title 21 of the Georgia Election Code that ensures every citizen the sanctity of their vote is being honored. The election superintendent and assistant election superintendent only want to do what the law says and follow the law and unfortunately they have been placed in a position where their freedom has been threatened ift they don't do things that can't be done. You cannot: reconcile carrying equipment across the street to the courthouse, certification does not happen instantly, and al host ofother things that were too intimidating became too much to bare for the officials that only Page3 3of4 OTHER (cont.) want to serve the citizens, not any candidate. It has never been about a particular candidate and has always been about the integrity of the election process notwithstanding any other rhetoric, misrepresentation, and outright lies being communicated by others. This has always been about these individuals honoring their oath and following the law. Councilman Collins asked about getting an election superintendent from a surrounding municipality. Attorney Wiley stated they would: need to make that decision. Councilman Palmer commented that decision should have been made three hours ago and it was ridiculous for them to say there would not be a city election tomorrow. Attorney Wiley stated she spoke to the highest at the Georgia Secretary of State and that was. her outreach. Mayor Owens stated he will not subject anyone else to the same stress and duress these ladies had to go through which caused them to resign. He is not asking anyone to come here and wait for armed deputies to escort them here and there when they had two qualified folks willing to do the job but were not prepared to be threatened with prison and all the other Mayor Owens asked for nominations for the City of Camilla election superintendent for the upcoming special election tol be held November 5, 2024. Councilman Palmer nominated Don Gray and stated he was state certified. There being no other nominations, a motion was made by Councilman Palmer to close nominations. The motion passed by a 4-0 vote. Voting in favor of appointing Don Gray as the City of Camilla election superintendent for the upcoming final day of voting for the November 5, 2024 election: Councilman Palmer and Councilman Collins. Voting in Mayor Owens stated having one nominee where it failed if there were elements under his emergency powers to stop the election tomorrow. He gets the impression without an election superintendent: it happens organically. Attorney Wiley stated they have to have someone to oversee the election and does not see where you have an election without someone in that capacity. She is searching but it all comes down to that basic fundamental requirement. If they fail to appoint a municipal superintendent the city clerk is required to conduct the election but in their case the city clerk has resigned to serve as assistant election superintendent. When she talked to the Georgia SOS office she asked the question: what if the person appointed is not qualified and the response she received is they [the city] would have to figure something out. You have to have someone in charge to run the election and the statute states what the qualifications are. After further discussion and comments, Mayor Owens stated none of this was initiated by the City of Camilla but unfortunately the City and its' citizens are going to have to deal with the consequences. A motion stuff. opposition: Councilman Morgan and Councilman Burley. The motion failed. was made by Councilman Morgan to adjourn the meeting. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page 4 of4 MINUTES. - REGULAR MEETING CITY OF CAMILLA, GEORGIA NOVEMBER: 11, 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, November 11, 2024 by Mayor Owens in The Honorable Mary Jo Present at roll call: Councilman Burley, Councilman Morgan, Councilman Collins and Public Works Supt./Asst. City Manager Luke White, City Attorney Wiley, and Clerk Ford were Haywood Council Chambers. Councilman Palmer also present. OPENING PRAYER AND PLEDGE Mayor Pro Tem Burley gave the invocation and the Mayor and Council led the Pledge of Allegiance to the Flag. APPROVAL OF AGENDA Amotion was made by Councilman Morgan and seconded by Councilman Burley to approve the agenda. Mayor Owens commented he placed a statement of the MEAG balance at their seating location and they needed to discuss in this fiscal year setting aside some of the money from the restricted and flexible accounts for the monthly MEAG bill. He asked for a substitute motion to add the item for consideration to designate $2.4 million from MEAG funds to supplement the utility bill over the next 12 months. A motion was made by Councilman Morgan and seconded by Councilman Burley to add the item to the agenda. Councilman Palmer asked what the electricity costs us and what are they selling it for. Mayor Owens replied they are averaging about $900,000 to $1 million per month and what they are paying as a city. For Vogtle 3 and 4 they knew they would be paying a little extra but what they did not anticipate was the clean energy credits. Because of the clean energy being used they are almost where they were before. Councilman Palmer stated he has asked for a number of years for an audit and study on the utility rates as compared to the costs and has yet to receive it. Mayor Owens replied last year as part of the rate study they added the new seasonal agricultural rate in the ECG study and everyone should have gotten that and should have it. What they decided is to not raise the rate and lowered the alternating rate (power cost adjustment). As they go into the new year they can have another look at it and they all have an up-to-date rate study. Voting in favor of authorizing the Mayor and City Clerk/Assistant City Manager Cheryl Ford to communicate to MEAG to take $1.2 million from the restricted account and $1.2 from the flexible account for a total of $2.4 million for the ChiefFinancial Officer to supplement the utility bill: Councilmen Burley, Morgan and Collins. Voting in opposition: Councilman Palmer. The Mayor voted yes and passed by a 4- 1 vote. A motion was made by Councilman Morgan and seconded by Councilman Burley to amend the agenda to add authorization for the Mayor and Assistant City Manager Cheryl Ford to communicate to MEAG to take $2.4 million to help with the utility bill. Voting in favor of the motion: Councilmen Burley, Morgan, and Collins. Voting in opposition: Councilman Palmer. The Mayor voted yes and the motion passed by a 4-1 vote. Page lofs CITIZENS AND GUESTS APPROVAL OF MINUTES Sign-in Sheet Attached. The following minutes were presented for approval consideration: September 9, 2024 Council Meeting Minutes October 7, 2024 Work Session Minutes (Motion: Councilman Burley/Second: Councilman Morgan/Passed 4-0) (Motion: Councilman Burley/Second: Councilman Morgan/Passed 4-0) SPEAKER APPEARANCES None ACTION ITEMS ELECTRIC CITIES OF GEORGIA (ECG) FY24 YEAR-END SETTLEMENT Mayor Owens commented they receive year-end settlements from ECG and it is deposited in an evergreen account. He likes to ask Council if they are still good with the deposit going to the evergreen account and asked for a motion to communicate to ECG the deposit the settlement to the evergreen. A: motion was made by Councilman Morgan and seconded by Councilman Burley to approve depositing the year-end settlement to the evergreen account. The total distribution amount is $4,456.70 which includes $3,931.62 from the year-end settlement refund and $525.08 from the contract payment reimbursement. The City has a contract with ECG and they do a lot of things for us and from the language, as a default, ECG will apply the total allocation to our member-specific education training and development fund. Voting in favor of depositing the year-end settlement to the education, training and development fund: Councilmen Burley, Morgan, Collins and Palmer. The motion passed by a 4-0 vote. WASTE MANAGEMENT CONTRACT Mayor Owens commented for whatever reason they started the RFP process to receive proposals for our waste management service and it was started a little late in the game. The concern ist they will not get enough proposals back before the end of the year and the current contract ends at the end of the year. Waste Management (current provider) was asked if could provide the service month-to-month and is the proposal they have. It is in line with what they are doing now and not too much more than what is being paid. It will be incorporated into the current contract they are operating under, which started in 2019. A motion to approve the First Amendment to the Collection and Disposal of Municipal Solid Waste with Waste Management at the conclusion of the current contract at the rates proposed was made by Councilman Morgan and seconded by Councilman Burley. The motion passed by a 4-0 vote. PLANFIRST AGREEMENT Mayor Owens commented as they are aware they learned last month the City of Camilla was one of six communities selected as a PlanFirst community. The Department of Community Affairs, through a very competitive process, determined the City does what they put in their comprehensive plan. Last year they received a Visionary City Award and a few weeks ago he was in Athens picking up a $1 million CDBG check for infrastructure in the city. With this des- Page2ofs PLANFIRST AGREEMENT (cont.) ignation they will be eligible to apply each year for the next three years for CDBG funds. The designation is for 2025 to 2027 and there are specific things they have to do during the three year period. The memorandum outlines those things and in December members from the DCA team will be coming to Camilla to formally present an award and in January they will go the Capitol. The City Attorney has reviewed and it is a standard document. A motion was made by Councilman Burley and seconded by Councilman Morgan to approve the Memorandum of Agreement between the Georgia Department of Community Affairs and the City of Camilla. AGENDA AMENDMENT- GIRMA FIRST RESPONDER PTSD APPLICATION AND Mayor Owens asked for an amendment to the agenda dealing with HB 451 for PTSD insurance for firefighters and first responders in general. A motion to amend the agenda to add the Georgia Interlocal Risk Management Agency (GIRMA) First Responder PTSD Application and Participation Agreement was made by Councilman Palmer and seconded by Councilman Morgan. HR Director Kent Holtzclaw (via phone) provided the Mayor and Council information regarding the bill which passed in March 2024 and becomes effective January 1, 2025. It provides supplemental income and pays a one-time lump sum of $3,000 and up to 36 months of disability income replacement. The quote for the coverage for the first year premium is $4,471 and covers all of the City's first responders. Attorney Wiley commented she had reviewed the information contained in the document and as presented by Kent. A motion was made by Councilman Burley and seconded by Councilman Morgan to approve the GIRMA First Responder PTSD Application and Participation Agreement as submitted and authorize the The motion passed by a 4-0 vote. PARTICIPATION AGREEMENT Mayor to sign. The motion passed by a 4-0 vote. MAYOR'S COMMENTS Mayor Owens commented at about 3:00. PM they got decisions from the Georgia Supreme Court that leaves questions related to the election. They can now look at some of the numbers displayed and what was actually voted prior to the November 5th election. By his count there are close to 200 votes not in the mix and that is before the election. For some of the questions, even with the Supreme Court results today about supersedes and choosing not to address one of the orders and releasing one as moot, it still leaves questions and there are some entities, including the city, that will want answers. They have to be extremely careful as they try to move forward and will continue exploring all options because there are questions that have to be answered. There has been communications and statements as it relates to the Mayor and his role in this and mayors do not unilaterally cancel elections. It is not their role and without an election superintendent and an assistant election superintendent they had an issue Tuesday morning. There has been communication as it relates to folks wanting to look into what happened. As he has said before, he joins in that and thinks a majority of the folks around the table will want to know also. Councilman Palmer stated an ordinance was passed back in May to allow the mayor to act as city manager when the city manager was not available. At present they do not have a city manager and thinks they should be engaging an interim city manager at the present time and looking for a permanent city manager immediately. Mayor Owens replied he is asking a question that ultimately is a decision for the Council and at any time any councilmember around the table Page3of5 MAYOR'S COMMENTS (cont.) can make a motion. Right now the previous city manager was being paid $130,000/year and that money is no longer in the budget and they are not paying it. Cheryl Ford and Luke White's payi is already incorporated in the budget. The City is doing fine and no one knows the city administratively better than Cheryl Ford and no one knows the city better, in conjunction with other leadership, the operations side than Luke. They do not raise property taxes or utility rates in the City and with the retirement of Dennis Stroud they have put back $130,000 and Cheryl and Luke literally run the city. They are trying everything they possibly can to work organiçally and have economic growth in the city. Other counties and municipalities are getting money by raising taxes. Over the last two years, in adjusting the position and pay plan, they have put roughly $400,000 back in the pot and have never run the city this efficiently in the past 20 years. With Dennis Stroud's salary they are over $500,000 in savings over the last two years. They have reduced government nearly one-half million dollars in the last two years with position consolidations and certain positions retired. They only thing they keep hearing is 2023 Visionary City, 2024 one-million dollar CDBG, and 2025-2027 PlanFirst city. They are good but if a councilmember wants to make a motion to add the $130,000 back he is letting them know you can't keep taxes and utility rates low when you are increasing your payroll and folks are already doing the job. Councilman Palmer stated per the Charter they have a city manager form of government and are not following that by the way they are operating and he did not ask about the rate but about the management. What they have to have is good, efficient and knowledgeable management. They [Cheryl/Luke] have full-time jobs and if they are doing their jobs they don't have time to be city managers. Mayor Owens replied all he can say is 2023 Visionary City, 2024 one-million CDBG, and 2025-2027 PlanFirst city. They have been knocking it out of the park. Respectfully when talking about the resources of the City the money does matter when the jobi is being done. Ift they want to assign a title to either Cheryl or Luke it is doable. As Mayor and a retired Marine, for $400/month, he is running around like he is making $60,000 year and loves it and has no problem with it. They are currently using all resources to make sure the quality ofl life for the citizens is intact. You start increasing payroll in aj post-Covid society where interest rates and things are high you can't go to the citizens asking for more money. One-hundred thirty thousand dollars goes a long way without having to ask the citizens for money. Attorney Wiley commented the ordinance passed last year does not allow the mayor to act in the place ofthe city manager. It was specifically designed to only be a temporary stop-gap in the event of an emergency and only for as short of a time period as the emergency situation called for. It was not creating an issue in conflict with the charter and is an emergency stop-gap measure in the event something happened and the city manager, for whatever reason, could not be located to handle it. The mayor will temporarily step in only to take care of it and provide information who is responsible to carry out the duties and report back to the city manager. Councilman Palmer stated at the present time they do not have a city manager and he does not agree with her opinion. Mayor Owens stated they had an opportunity to see it in action during the last storm by keeping their eyes on certain things. His first phone call was to Cheryl and he met with Luke on McCree when the storm came in. He thinks there may be some concern that Mayor Owens, in the absence of a city manager, for some reason is going to want to get in there and do X,Y,Z,D and E and that is not the case. Councilman Palmer stated he had another serious concern about the city attorney representing private citizens in court and the City paying for it and is absolutely against Page4of5 MAYOR'S COMMENTS (cont.) the law. Attorney Wiley replied that it is categorically false and stated Councilman Palmer is repeating the rhetoric of another attorney who has no basis for saying that. She categorically denies it and it is false and she will deal with the misrepresentation and false representation in a different forum that will hold him accountable for his lack of candor to the court. Respectfully she would appreciate if he [Councilman Palmer] would not comment and perpetuate the false statements. Councilman Collins stated a couple weeks ago he saw an interview with WALB where Mayor Owens stated every resource of the city would be available to fight the court order from the Superior Court of Mitchell County. He asked under what authority he had to direct the city attorney without a vote from the Council. Mayor Owens replied he said that on November 4thand some things the city attorney does becomes organic to her job in defending them. Ifthey have an election superintendent involved in a law suit or a court order that is part of what they are trying to do, part of their job description is to answer that. That is not something the Mayor does. As it relates to the resources of the City, and his quote was to pursue. justice for the City, he [Councilman Collins] is correct. There are certain elements of what they do that would require some degree of Council input. If there is an order or an accusation submitted to the courts or if someone is served with something it automatically triggers the work of our city attorney. Over the last couple months they have been served with orders and everything in between and has become a natural process of what the city attorney does. In the best interest of them and the citizens, if there is an instance where the citizens are put in a position to where they have to defend themselves, and in this case the citizens of the City, the representation is the city attorney. Ifsome say that certain folks shouldn't be sitting on the Council and saying that in their official capacity, they have to defend it. It is not an Owens thing or a mayor thing but it is 100% the responsibility of the city attorney. If you try to enjoin or threaten the assistant election superintendent or the election superintendent to prison it automatically triggers the city attorney. If the Council decides there is an element of justice needs to be defended based on the accusations and official acts of other folks and it happens to do with business around the dais, it will be defended. It is automatic. ADJOURNMENT The meeting adjourned at 7:05 p.m. on motion by Councilman Morgan. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page 5of5 2025 WORK SESSION and COUNCIL MEETING SCHEDULE LOCATION: COUNCIL CHAMBERS - 1st FLOOR- CITY HALL: 1 30 E. BROAD STREET - CAMILLA, GEORGIA WORKSESSION: - 6:00 P.M. Monday, January 6, 2025 Monday, February 3, 2025 Monday, March 3, 2025 Monday, April 7,2025 Monday, May 5, 2025 Monday,. June 2, 2025 Monday, July 7, 2025 Monday, August 4, 2025 Tuesday, September 2, 2025 Monday, October 6, 2025 Monday, November 3, 2025 Monday, December 1, 2025 COUNCILMEETING - 6:00 P.M. Monday, January 13,2025 Monday, February 10, 2025 Monday, March 10, 2025 Monday, April 14, 2025 Monday, May 12, 2025 Monday, June 9, 2025 Monday, July 14, 2025 Monday, August 11, 2025 Monday, September 8, 2025 Monday, October 13, 2025 Monday, November 10, 2025 Monday, December 8, 2025 Work Sessions are scheduled the first Monday of the month and Council Meetings are scheduled the second Monday oft the month unless there is a holiday or conflict, at which time the meeting will be scheduled for the next available date. Dates and times may require amendments during the Budget Work Session. Meetings are live streamed on the City's website as a convenience. The City is not responsible for technical difficulties, video/audio interruptions, or any other interruption experienced during the live stream. Meetings are open to the public for in-person attendance and available meeting videos are posted on the City's website. TOWARD City ofCamilla-P.0. Box 328- Camilla, Georgia 31730 Phone: (229) 336-2220 a Website: www.camillaga.net PLANNING COMMISSION (4 year term) Robert Brown, Jr. - Expires 12/2024 YGS Randy Bentley - Expires 12/2024 YES Laura Vann - Expires 12/2025 Martha Cabiness - Expires 12/2024 NO - Dorothy Hill - Expires 12/2025 LIBRARY BOARD Mayor Kelvin Owens - Expires end oft term CHAMBER OF COMMERCE Mayor, Ex Officio - City Manager, Ex Officio BOYS AND GIRLS CLUB Mayor Kelvin Owens - Expires end of term REGIONALCOMMISSION BOARD APPOINTMENT Councilmember W.D. Palmer, III - Expires end oft term Alfred Brown (non-public appointee) - Expires: December 31, 2024 YES COWNTY HAS AGAPPOINSTED HISTORIC PRESERVATION COMMITTEE Janet Crane (3 year term) - Expires 12/2026 Larcene Dawson (3 year term) - Expires 12/2026 Mayor Kelvin Owens (3 year term) - Expires 12/2025 Ginger Kimmel (3 year term) - Expires 12/2024 YES City Manager - Term of Appointment MITCHELL COUNTY RECREATION BOARD (1 year term) Councilmember Corey Morgan - Expires 12/2024 MITCHELL COUNTY HEALTH DEPARTMENT BOARD Rosa Ward (6 year term) - Expires 12/2029 Mayor Kelvin Owens - Expires end oft term CAMILLA/MITCHELL COUNTYLAND BANK (City. Appointments) Mayor Kelvin Owens - Expires 12/31/2025 Barbara Reddick - Expires 12/31/2025 Councimember Dewayne Burley - Expires 12/31/2024 CAMILLA/MITCHELL COUNTYI LAND BANK CountyAppolntment) Diane Watson County Administrator Gary Rice CITY OF CAMILLA DEVELOPMENT AUTHORITY ( Councimember W.D. Palmer, III, Chairman (6 year term) Expires 12/2025 E.J. Vann, IV (6 year term) - Expires 12/2025 J.F Frank Dixon (6 year term) - Expires 12/2025 Adela Ford (4 year term) - Expires 12/2027 Walter Anderson (4 year term) - Expires 12/2027 Wallace Williams (2 year term) - Expires 12/2025 OndreaJ. Peoples (2 year term) - Expires 12/2027 Mayor, Ex-Officio City Manager, Ex-Officio City Attorney CAMILLA TREE COMMITTEE (1 year term) Mayor Kelvin Owens - Expires 12/2024 City Manager - Term ofAppointment * Martha Cabiness - Expires 12/2024 NO Janice Smith - Expires 12/2024 Rad Yager - Expires 12/2024 YES TES ZONING. APPEALS BOARD Board has 5 members (3 year terms after initial Board constitution) Vic Warren (3 year term) - Expires 12/2024 REPLAC6 Tim Wade (3 year term) - Expires 12/2024 YES Stephanie Anderson - Expires 12/2025 Derek Hadley - Expires 12/2025 Danny Singleton - Expires 12/2024 YES ANIMAL CONTROLAPPEALS BOARD (3 year term) * VACANT Expires 12/2024 REPLAC6 Tyler Rose (unexpired term) - Expires 12/2024 YES Gustine Hayward - Expires 12/2024 X65 Judi Palmer - Expires 12/2026 Dan Jenkins III - Expires 12/2026 SOUTH GEORGIA GOVERNMENTALSERVICES AUTHORITY (4 year term) Councilmember W.D. Palmer, III - Expires 01/15/2025 Mayor Kelvin Owens - Expires 01/15/2027 AIRPORT COMMITTEE Elected Officials: Commission Chair Ben Hayward Mayor Kelvin Owens Appointed Citizens: Ronald Hays Dusty Shiver Cader Cox Tim Maxwell Staff: City Manager City Clerk Airport Supervisor URBAN REDEVELOPMIENT AGENCY Mayor Kelvin Owens, Chairman (Expires: 06/12/2027) Councimember Dewayne Burley, Vice-Chairman (Expires: 06/12/2027) - Ywarnetta Burns-Smith (Expires: 06/12/2027) HOUSING AUTHORITY COMMISSIONERS - MAYOR'S APPOINTMENTS Maggie Harris - Resident Commissioner (1 year term) Expires 12/31/2023 Sabrina Williams - (5 year term) Expires 12/31/2027 Cherinda Spicer - (5 year term) Expires 12/31/2025 Bonita Scott White - (5 year term) Expires 12/31/2026 Jewel Howard - (5 year term) Expires 12/31/2023 Jimmy Jones - (5 year term) Expires 12/31/2026 ETHICS BOARD (2 year term) Vicki Hicks - Expires 05/08/2025 Larcene Dawson - Expires 05/08/2025 Winston Ross - Expires 05/08/2025 RADIO USER BOARD City Manager Vacant Councilmember Dewayne Burley YOUTH. ADVISORY BOARD Mayor Kelvin Owens City Manager Dennis Stroud Eritrea Sanders-King (School Representative) Martin Barnes (Resource Officer) Anthony Brown (School Representative) 2024 MAYOR PRO TEM- (lyear term) Dewayne Burley CITY ATTORNEY - Denmark Ashby CITYA AUDITOR - Valenti, Rackley & Associates, LLC CITYMUNICIPAL COURT JUDGE - Gregory (Greg) T. Williams CITY MUNICIPAL COURT SOLICITOR - Blake Brantley ELECTION SUPERINTENDENT - Vacant ABSENTEE BALLOT CLERK - Vacant & ASSOCIATES ENGINEERING,INC YORK September 23, 2024 Mr. Dennis Stroud, City Manager City of Camilla 30 E. Broad St. Camilla, GA 31730 Re: Bid for Cemetery Roads Improvements - Phase I Dear Mr. Stroud: Please find attached the bid tabulation for the bids submitted on September 19, 2024. Ofthe four submitted bids, Buck Run Preserve, LLC submitted the lowest bid in the amount of York & Associates Engineering, Inc. recommends that Buck Run Preserve, LLC of Sylvester, $179,862.00. Georgia, be awarded the project ini the amount of$179,862.00. Ifyoul have any questions, please contact us. YORK & ASSOCIATES ENGINEERING, INC. Sincerely, A J.D. York, P.E.,P.L.S. Attachments cc: Buck Run Preserve, LLC Camilla Cemctery RoadslBiddinglAward Recommendationwpd 308E E. Water Street, Bainbridge, GA 39817 tel:229.248.0141 www.yorkassodatesnet BID TAB- -A (Standard. Asphalt Pavement) Time: 11:00A.M. Date: September 19th, 2024 Place: CityofCamilla, Georgia City Hall Title of. Job: CEMETERY ROADS IMPROVEMENTENTS-PHASEI Item No. Prepared For:_ CITY OF CAMILLA By: York & Associates Engineering, Inc. Contractor Buck Run Preserve Jim Boyd Construction The Scruggs Company, Zane Grace Construction, Inc. Inc. Bid Bond Travelors Western Surety Company Price Westem Surety Company Price Great Midwest Insurance Company Description Units Est Unit Item Total Unit Item Total Unit Item Total Unit Price Item Total No. Price Units LS 1 1570.1 Traffic Control & Detours. Complete LS 1 1,500.00 1,500.00 1,500.00 1,500.00 17,551.24 17,551.24 4,700.00 4,700.00 6,350.00 10,879.00 8,160.00 6,400.00 6,400.00 100.00 1,500.00 95,407.00 68,600.00 2100.1 Mobilization 3,000.00 15,190.00 15,190.00 26,006.11 26,006.11 6,350.00 3,000.00 2200.1 Minor Grading- E. Main Dr. Complete LS 1 5,800.00 5,800.00 21,720.00 21,720.00 11,872.06 11,872.06 10,879.00 2200.2 Minor Grading Main Dr.. Complete LS 1 4,800.00 4,800.00 16,275.00 16,275.00 9,893.39 9,893.39 8,160.00 2200.3 Minor Grading W. Main Dr.. Complete LS 1 4,200.00 4,200,00 11,980.00 11,980.00 7,971.24 7,971.24 6,400.00 2200.4 Minor Grading Drive A. Complete 2270.1 Silt Fence 2931 Grassing, Temporary 310-5060 Graded Aggregate Base, 6-inch, Including Material, Labor. Complete. Superpave, Type I, GP2, Including Bituminous Material and HL Lime. Complete TOTAL BID AMOUNT= Note on Unit Abbreviations: EA: = Each LS 1 3,600.00 3,600.00 15,530.00 15,530.00 9,893.39 9,893.39 6,400.00 AC 1 500.00 500.00 5,000.00 5,000.00 49,107.39 49,107.39 1,500.00 SY 4,654 18.00 83,772.00 23.60 109,834.40 33.35 155,210.90 20.50 LF 20 8.50 170.00 10.00 200.00 12.72 254.40 5.00 402-3113 Recycled Asphaltic Concrete 9.5mm, TN 392 185.00 72,520.00 175.00 68,600.00 133,44 52,308.48 175.00 179,862.00 265,829.40 340,068.60 208,496.00 LF= Linear Feet LS =Lump Sum SY= Square Yards TN = Ton AC = Acre Note: The bidder can submit al bid using either Bid Form. A or Bid Form B. The bidder can also submit a bid with both Bid Form Aa and Bid Form B completed. GAPROIEC72023003-2 Camilla Cemetery RoadsBiddingiBID' TAB A.wpd Page 1 of 1 BID FORM -B (Single Surface Treatment) Time: 11:00A.M. Date: September 19th, 2024 Place: CityofCamilla, Georgia City! Hall Title of. Job: CEMETERY ROADS MPROVEMENTS- PHASEI Item No. Prepared For: CITYOF CAMILLA By: York & Associates Engineering, Inc. Contractor The Scruggs Company, Inc. Bid Bond Westem Surety Company Description Units Est Unit Item Total Unit Item Total Unit Item Total Unit Item Total No. Price Units LS 1 17,551.24 17,551.24 LS 1 Price Price Price 1570.1 Traffic Control & Detours. Complete 2100.1 Mobilization 26,006.11 26,006.11 2200.1 Minor Grading- -E. Main Dr. Complete 2200.2 Minor Grading- Main Dr.. Complete 2200.3 Minor Grading- W. Main Dr.. Complete 2200.4 Minor Grading Drive A. Complete 2270.1 Silt Fence 2931 Grassing LS 1 11,872.07 11,872.07 LS 1 9,893.39 9,893.39 LS 1 7,971.24 7,971.24 LS 1 9,893.39 9,893.39 LF 20 AC 1 49,107.39 49,107.39 SY 4,654 46,64 217,062.56 12.72 254.40 310-5060 Graded Aggregate Base, 6-i inch, Including Material, Labor. Complete. Complete 424-5007 Single Surface Treatment, Stone Size 7, GP1 SY 4,654 7.19 33,462.26 OR2 Including Bituminous Material and HLime. 454-0100 Diluted Emulsified Asph. Fog Seal. Complete. GL 465 9.29 4,319.85 387,393.90 TOTAL BID AMOUNT= Note on Unit Abbreviations: EA= Each LF = Linear Feet LS: = Lump Sum SY= Square Yards GL= Gallon Note: The bidder can submit a bid using either Bid Form- -A or Bid Form B. The bidder can also submit a bid with both Bid Form Aand Bid Form B completed. GAPROIEC720235003-2 Camilla Cemetery RoadsBiddingBID: TABI B.wpd Page 1 of 1 NOTICE OF AWARD TO: Buck Run Preserve, LLC 2867] Hwy 33 North Sylvester, GA31791 Project Description The site oft the proposed work is in Camilla, Ga. The project consists of the following: CEMETERY ROADS IMPROVEMENTS. - PHASEI CONTRACTOR: agrees too commence workon or before a datet tol bes specifiedi linay written' "Noticet tol Proceed" ofthe OWNER for thej project. CONTRACTOR shall fully complete all work associated with the Cemetery Roads Improvements- Phase] I within 45 consecutive calendar days from the date ofav written "Notice to The OWNER has considered the Bid submitted by you for the above described WORK in response to its You are hereby notified that your Bid has been accepted: for the Contract Price of $179,862.00 for which: is based ont the] Units Prices shown on the Bid Form (Section 00300). You are required by the Information for Bidders to execute the Agreement and furnish the required CONTRACTORS. Performance and Payment Bonds and Certificates of] Insurance within ten (10) calendar Ifyou fail to execute said. Agreement and to furnish said Bonds within ten (10) calendar days from the date of this Notice, said OWNER will be entitled to consider all your rights arising out of the OWNER's acceptance of your Bid as abandoned and as a forfeiture as may be granted by law. You are. required to return an acknowledged copy of this Notice of Award to the OWNER. Proceed". Advertisement for Bids and has decided to award you the Contract. days from the date of this Notice. Dated this day of_ 2024. City of Camilla Kelvin Owens, Mayor BY: DATE: GAPROIECT90239023-26 Camilla Cemetery RomAsPECSSECVOOANp (Notice of Award) 00500-1 ACKNOWLEDGEMENT OF NOTICE CONTRACTOR BY: DATE: TITLE: END OF SECTION GAPROIECT40232023522 Camilla Cemetery RoudsPacSsEcOSOwp (Notice of Award) 00500-2 DRIVE OAKVEW-CEMETERY BS LOCATION_MAP OAKVIEW CEMETERY GENERAL NOTES DRIVE