120 North Essa Street, Lake Park, Georgia 31636 City Hall 229-559-7470 Fax 229-559-7499 City of Lake Park Regular Council Meeting Minutes December 3, 2024 6:00 pm Members present were Mayor Jena Sandlin, Council Member Michelle Lane, Council Member Busby Staff Present: City Clerk Lisa Johnson, Police Chief] Ed Yarbrough, Maintenance Technician Kaleb Rogers Courson, and Council Member Carl Spano Others Present: City Attorney Rob Plumb Mayor Jena Sandlin called thei meeting to order. Mayor) Jena Sandlin led the invocation. Mayor Jena Sandlin led the pledge. Minutes: Mayor Sandlin called for the review and approval of the Minutes. Council Member Michelle Lane made a motion to approve the Minutes oft thel November 5, 20241 regular Meeting and the November 9, 2024 Called Meeting. Council Member Carl Spano seconded the motion. The motion passed unanimously, ,3-0. Mayor Sandlin called for Citizens who have concerns they would like to bring to the Council's attention. She reminded residents that time is limited to three minutes and asked them to state their name, address and concern at thej podium. CITIZENS' CONCERNS: Zack Fletcher - 5210 Grand Oaks Circle - stated that he is the new Home Owners Association President in the subdivision, and that the Association would like to relinquish maintenance of the roads and retention pond to the City. Council Member Spano explained that the process, pending confirmation from the attorney, would be for the association to submit a request to annex the roads and the retention pond property into the City, as they are currently private property. Following submission, the request would be forwarded to the Lowndes County Planning Commission for recommendation, followed by al Public Hearing and subsequently a votel by the Council. Mr. Fletcher also requested a stop sign change at Johnston Way and Country Lane; since the new neighborhood has been built, the traffic patterns have changed and the greater amount of traffic is on the cross- street of Country Lane, rather than Johnston Way, where the stop sign is currently installed. He requested that the stop: sign on Johnston Way be moved to Country Lane. 1 Arthur Keckley - 315 4-H Club Rd -a asked if there was any news regarding the ditches and drainage on 4-H Club Rd. Council Member Carl Spano explained that the City has advertised for an engineer to handle the drainage issues, not only on 4-H Club Rd, but in other areas of the City. There is a requirement of 30 days to: allowi fors submission of proposals, and the City expects tol have thej process completed inj January. City Clerk Lisa Johnson explained that research into the drainage in that area shows that the street was designed to drain to Hwy 41, rather than down Sevilla Springs Circle, as previously thought, and the question needs clarification. Mr. Keckley also noted that Sevilla Springs Circle has some very bad potholes; Council Member Spano stated that the Council would be voting Gloria Luke - 201 4-H Club Rd - offered insightinto drainage int the neighborhood, stating that water hasalways drained to Sevilla Springs Circle, and that water fromi the Carter property drains tol Marion and then to Baxley and levels out there. She also stated that the drainage at Marion is clogged, and on bids for that project later on the. Agenda. the water does not adequately flow. REPORTS OF OFFICERS/DEPARTMENT HEADS: Firel Department: Mayor Sandlin stated that the Fire Chief is out of town, and the only project noted on the monthly report, other than calls, is that they are still working on the tanker. Police Department: Chief Ed' Yarbrough Presented activity report. Expressed appreciation for support from Council and residents of the City. This has been his first year as Chief and hel has learned much, adjusted much, and he appreciates the support from Council, The new car has been picked up and decaled and is expected to be on the road in January, at which Stated that Court] has been running very long, sometimes until 9:30 or 10:00, an average oft three and ahalftof fourl hours. He would liket to request Council approving changingt the Courtschedule to earlier in the day. He has spoken with the Judge and the City's solicitor, and they are open to this. Reported that the Department: is ready for the Christmas Parade. He and Mrs. Keckley discussed the proposed Toy Drive; they are short on time this year but are working on a plan for next time; they *Council Member Carl Spano made a motion to add approval oft the Court date change to the Agenda as the last item under New Business. Council Member Michelle Lane seconded the motion. The particularly in meeting the needs of the department. time the Department will hire another person for part-time patrol. would like to work through the school's parent organization. motion passed unanimously, 3-0. Presented activity report. Maintenance/Publc Works Department: Kaleb Rogers Reported that they are waiting for quotes from two vendors on the fences that need to be repaired. Has been cleaning up trees at the cemetery, they are all cleared Have been decorating for Christmas Are continuing to clear trees from the right-of-way The Lead Service Line Inventory is underway, and should be almost complete New lights have been installed in the Civic Center Working on replacing backflow preventers on some of the meters Replaced more: street signs and stop signs 2 Continuing to mow, weed eat and edge Reported that the fountain is operational again and the vendor will be coming back toi finish with the lights. Administration: City Clerk Lisa Johnson Presented the Administration report Reported that the contract for debris removall has transitioned to the Army Corps of Engineers as of November 21. From this point, Ashley' Tye willl be the contact for the contract fora alll Lowndes County entities; Council was reminded that if any construction and demolition debris, such as fencing, roofing, etc. this mixed in with tree trunks, limbs or other vegetative debris, none oft the pile will be picked up. This has been posted several times, but the question is still being asked. Stated that the PTSD coverage would require al Resolution to be started, which is later on the Agenda Reported that the final proposed FY25 Budget is attached for review. Council discussed dates for Reported that she and Council Member Spano have discussed the streets and drainage projects, and installing aj payment window for Courtf for the Capital Budgets and asked ifthere were other projects Reported that the City had received a quote from only one vendor for the LMIG project, included in the packet. Mrs. Johnson explained that in reporting the closure of the FY22 project, she had noted that the quotes for the several potential projects listed were low enough that a second project may be needed to be able to use all of the LMIG grant and meet the 10% match requirements, sO two previously unfunded projects had been pulled from the previous list to include, sO the quotes for all three are included for review. It was noted that the FY24 regular LMIG, combined with the outstanding monies due to the SPLOST 7 Fund and the City's 10% match from the monies held in the Money Market account could be used to complete Sevilla Springs Circle. There is still an amount! theld from the FY24 LMIG supplemental grant for the drainage project at Sheavette and Broadway, Reported that the Request for Qualifications for Engineering services is scheduled, and asked if Council had aj preference for who would need to review the score sheets; her suggestion was Council Member Courson, who has been working on the drainage issues and a member of the maintenance Reported that Sheldon Hilli is working on a new) project on Railroad. Avenue past Island Streetandi the maintenance crew has been working to locate water lines there; the water map as provided by the Regional Commission shows that there is a line there, but it has not been found. Mike Killeen has Reported that a new Ethics Committee needs to be appointed, as the terms of the existing members Reported that the two adjuster'sr reports had been received after Council received packets, and those Reported that she had been asked to research the appointment of the Mayor Pro Tem. Under the Charter, the Mayor Pro Tem is appointed every two years, following an election. Iti is believed that this was put into place when the Council amended the Charter to stagger terms of office; however, due to a calculation error, Council Members are elected in consecutive years, rather than staggered two-year terms. This will need tol be clarified in the Charter, but the question has arisen now, as the current Mayor Pro Tem has now served three years. City Attorney Rob Plumb will look into this. Public Hearing and Budget Adoption. the Council would like to add. although this one requires more engineering workl beforel bids arel let. staff. agreed toj pothole the area. have expired. This appointment is later on the. Agenda. werei included. 3 *Council Member Courson clarified that new appointees to the Ethics Committee would be selected at this meeting, and the decision to appointar new or confirm the existing Mayor Pro Tem would take place in January. Old Business *Mayor Sandlin reported that the volunteers have been working very hard on the Christmas Event, and everything is on track. Financial Reports Council Member Spano reported that the FY24 Budget is performing well, and the Budget for FY25 looks very good as well. For the new year's budget, the City will be able to meet the goals set out, including a 32-hour position for the Police Department and an additional position for Maintenance. Council Member Spano made al motion to accept thel Financial Reports as presented. Council Member Busby Courson seconded the motion. The motion passed unanimously, 3-0. New Business Council reviewed LMIG quotes for Sevilla Springs Circle, Jackson Circle, and Island Street. City Clerk Lisa Johnson noted that the quotes for Jackson Circle in 2021 VS. Jackson Circle in 2024 differed by approximately $30,000; Sevilla Springs Circle is the primary street approved to complete. Council Member Spano requested clarification on amounts: available: fort thej proposed projects. City Clerk Lisa Johnson responded that available were the 2024 LMIG grant in the amount of $20,99.71,SPLOST7 in the amount of $19,706, SPLOST 8 in the amount of $116,668.75, Reserves in Money Market for Streets and Roads in the amount of $135,981.25, and TSPLOST in the amount of $120,156.72; the combined total oft these fundsi is $372,806.72. Shei reminded Council that these pots ofr moneyare: also where the drainage projects would come from andi recommended that Council considern matching the LMIG grant first from SPLOST7 7 to closet that fund and then fromi the reserves inl Money Market. Mayor Sandlin noted thati it was possible to complete all three projects and called for further discussion or vote. Council Member Spano made a motion to approve the re-paving of Sevilla Springs Circle, Jackson Circle and Island Street byl Reames and Sons Construction int the amount of$152,899.00 with funds from the FY24 LMIG grant, SPLOST 7 and Money Market Reserves for Streets and Roads first, then TSPLOST and SPLOST 8 ifn needed. Council Member Busby Courson seconded the motion. The Council Member Michelle Lane made a motion to approve the 2025 City Holiday and Meeting Schedule. Council Member Carl Spano seconded thei motion. The motion passed unanimously, 3-0. Mayor Sandlin announced that the City had received volunteer applications from Ronnie Sauls, Larry Hebdon and Jeff Patterson. Council Member Spano stated for the record that the Mayor selects one member, as strictly her choice, the Council appoints one member without consideration from the Mayor, and thel Mayorand Council. select thei final member. Council Member) Lane asked to clarify that onlyt two appointees were: needed tonight. Council! Member Spano noted that this presents a question for the existing member, Mrs. Gloria Luke, whose term ends at the end of December, as to whether she would like to continue for another month. Mrs. Luke stated that she would not: mind serving, but would not want there to be any conflict, and would therefore like to withdraw.. She: stated that when she comes to the Council, she comes with her concerns and sometimes her neighbors but wouldn't like any questions for any issues coming up. Mr. Spano noted that there is a case currently waiting, and the question for Mrs. Luke would bei ifs she is willing to serve for the pending case toi its end. Mrs. Luke reiterated that she would like to withdraw. Council Member Busby Courson made a motion to motion passed unanimously, 3-0. 4 appoint Ronnie Sauls as the Council appointee and for Council to consider a third appointee, Mayor and Council appointee, in January. Council Member Spano reminded Council Member Courson that there is a case pending that involves one of Mrs. Luke's neighbors, which presented a Conflict of Interest forl her, and shel had withdrawn. Council Member Courson: stated that there would always be ac case for one of her neighbors, as the committee applied to only people in [the City). Mayor Sandlin asked Mrs. Luke again to clarify whether she wanted to continue. hert term through January. Mrs. Luke stated thatheru understanding was that! her term would end att thee end ofthey year, and she didn'twant to start something that she couldn't finish and that she would withdraw and allow the Council to select an appointee to replace her. Council Member Courson restated the motion to select Ronnie Sauls as the Council appointee. Council Member Spano seconded the motion. The motion passed unanimously, 3-0. Mayor Sandlin: selected Mr. Larry Hebdon as thel Mayor appointee. Council Member Spano made a motion to appoint Jeff Patterson as thel Mayor and Council appointee. Council Member Lane asked: fort thej procedurei ifthere was no second to the appointment of Mr. Patterson and another applicant was needed. Council Member Spano responded that hel believed the Council would: need to hold the pending case until a third appointee could be found. He further stated that hel believed that another potential issue is that he believed that if at any time an Ethics Committee member becamea a member of a different part of City government, he would have to step aside. He understands that there are other concerns under consideration that might affect Mr. Patterson's appointment. He clarified that the complaint had been received approximately 15 days prior, on November 20. Arthur Keckley asked what the requirements were for serving, and having been told, volunteered for the position. Council Member Courson made ai motion for Arthur Keckley to. serve as thet third appointee. Council Member Spano addressed Mr. Keckley, stating that he is not opposed to him in general, but as the complaint pendingi involves a direct family member, his service would be a conflict ofinterest. Mr. Keckley stated that he understood. Ms." Tina Sirmans, 650SE Broadway St, volunteered to: serveon the committee. Council Member Michelle Lane made a motion to appoint Tina Sirmans as the full Council appointee. Council Member Busby Courson seconded the motion. The motion passed Council Member Carl Spano made a motion to adopt a Resolution to add PTSD coverage for First Responders through AGIRMA.Council Member Michelle! Lane seconded thei motion. The motion passed Council Member Carl Spano made a motion to retain the existing Court Calendar, amended to begin at1:00 pm. Council Member Michelle Lane seconded the motion. The motion passed unanimously, 3- Council Member Michelle Lane made ai motion to enter Executive Session to review the Minutes of previous Executive Sessions and to discuss personnel. Council Member Busby Courson seconded the motion. The Council Member Michelle Lanei made: a motion to reconvene Regular Session. Council Member Busby Courson seconded the motion. Thei motion passed unanimously, 4-0. Council reconvened Regular Session at 7:08 pm. Council Member Busby Courson made: al motion to approve the Executive Session Minutes from November 5, Mayor Sandlin invited Council Members to join City Staff at City Hall on December 12, 2024 at 11:30 for a Council Member Busby Courson made a motion to adjourn. Council Member Carl Spano seconded thei motion. unanimously, ,3-0. unanimously, 3-0. 0. motion passed unanimously, 3-0. Council entered Executive Session at 7:04pm. 2024. Council Member Michelle Lane seconded the motion. The motion carried, 3-0. Christmas luncheon. The motion passed unanimously, 3-0. 5 The next regular meeting willl be on January 7, 2024 at 6:00 pm. Clerk BpAe aNc Date Seal R