PRECISION Planning Inc, 400 Pike Blvd Lawrenceville, GA 30046 (770)338-8000 Covncil Agpoval City ofWalnut Grove Mayor Mark Moore 2581 Leone Ave Walnut Grove, GA: 30052 Bill thru. January 31, 2024 Professional Services Description ZONING ADMINISTATION DIRECT EXPENSES Zoning Administation CADD Designer Principal Planner Direct Expenses Mileages Plats and Prints Invoice number Date 70894 01/31/2024 Project P23032 Walnut Grove Zoning Administration Services Total Billed 60,878.75 67.39 60,946.14 54,223.98 Prior Billed 54,193.75 30.23 Current Billed 6,685.00 37.16 6,722.16 Billed Amount 60.00 6,625.00 6,685.00 Billed Amount 6.93 30.23 37.16 6,722.16 Total Hours 1.00 53.00 Rate 60.00 125.00 Phase subtotal Phase subtotal Invoice total Approvedby: City ofV Walnut Grove Invoice number 70894 Invoice date 01/31/2024 Page 1 MCNAIR MCLEMORE MIDDLEBROOKS &CO CERTIFIED PUBLIC ACCOUNTANTS Post Office Box One Macon, GA: 31202 (478)746-6277 / Invoice: Date: 124641 02/29/2024 Invoices are due upon receipt City of Walnut Grove, Georgia 2581 Leone Avenue Loganville, GA 30052 Professional Services Rendered as Follows: 2023 Audit of Financial Statements In Accordance with Engagement Letter Professional Services Invoice Total $10,000.00 $10,000.00 02/29/2024 10,000.00 01/31/2024 0.00 12/31/2023 0.00 11/30/2023 0.00 10/31/2023+ 0.00 Invoice: 124641 Date: 02/29/2024 Amount Due: $10,000.00 Amount Enclosed: $ Total $10,000.00 Please return this portion with payment. ID: 45000017 City of Walnut Grove, Georgia A1.5% per month Finance Charge will be added to all past due accounts. Azalea Regional Library System INVOICE Invoice Date 2/15/2024 Invoice ID 109-24-001 Amount Due $ SHIP TO 1121 East Avenue Madison, GA 30650 Phone: (706)-342-4974 70,000.00 CUSTOMER CITY OF WALNUT GROVE 2581 Leone Avenue Loganville, GA 30052 Customer ID 70 Terms Net 10 Item No. Customer PO No. n/a Due Date 2/25/2024 Order Date 2/15/2024 IfPaidBy n/a Shipped Via Deduct $0.00 FOB SoldB By Description Qty. Unit Unit Price Discount Extended Price City of Walnut Grove Revenue FY2024. Annual Invoice 1.00 $ 70,000.00 Subtotal $ 70,000.00 Sales Tax Total $ 70,000.00 Total Due $ 70,000.00 Fiscal Year 2024 Annual Invoice n/a GEORGIA MUNICIPAL ASSOCIATION Workers Compensation Self-Insurance Fund Workers Comp Fund PO Box 105377 Atlanta, GA 30348 STATEMENT Date 2/15/2024 Account # 511 City of Walnut Grove Ms. Kimberly G. Whitlow City Clerk 2581 Leone Ave Loganville, GA 30052-4560 Date Reference Description Amount $8,959.00 Payments Balance 1/1/2024 343058 2024 Workers Comp Premiums WIC Estimated Premium Total for Invoice 343058: $8,959.00 $0.00 $8,959.00 Total for ALL invoices: $8,959.00 Please send all payments to the address below along with a copy of this statement or a copy of the original billing. Ifyou should have any questions or need assistance please contact Joel Levy at (678) 686-6233. Worker Compensation Self-Insurance Fund Attn: Finance PO Box 105377 Atlanta, GA: 30348 PUBLICI NOTICE The City of Walnut Grove willl hold a Special Called Council Meeting/Work: Session on Thursday, January 4, 2023, @ 6:00 p.m. at the City of Walnut Grove Municipal Building, 1021 Park Street, Loganville, GA 30052. Council Work Session & Called Council Meeting MINUTES Thursday, January 4, 2024 6:00PM Municipal Building I. CALL TO ORDER- Mayor Stephanie Moncrief called the meeting to order at 6:00pm 1. Roll Call- Council Members Stephanie Moncrief, Maxine McClanahan, Erica Miles, Linda Pilgrim, and Rachel Davis (present via Teams) were all present. City Clerk Kimberly Whitlow was also in attendance. 2. Invocation - Invocation given by Maxine McClanahan. 3. Pledge of Allegiance- All participated Il. AGENDAAPPROVAL- Council Member Miles made a motion to approve the agenda. Mayor Moncrief made the following changes to the agenda: Powell and Edwards invoice was removed from the agenda, and an executive session was added for personnel and litigation. Council Member Erica Miles amended her motion to take the Powell and Edwards invoice off oft the agenda and add an executive session for personnel and litigation. Councilmember Maxine McClanahan seconded the motion to take the Powell and Edwards invoice off oft the agenda and add an executive session for personnel and litigation. Alli in favor. Motion passed 4-0. III. PUBLICPRESENTATION 1. Sewer Expansion- Jimmy Parker from Precision Planning gave a presentation regarding 2. Lakeview Environmental- - Chris Thomas was present to answer any questions about his 3. City Server/IT- Ken Holmes was present to give a presentation about our city server. He the sewer and the different options the City can choose. request to increase his monthly fee. is the current vendor the City uses with Selective Solutions. IV. ITEMS OF DISCUSSION 1. Appointments (4) i. City Clerk- - Kimberly Whitlow- No discussion pg.1 li. Municipal Court Clerk/Deputy Clerk- Sonya Cox- No discussion iii. Municipal Court. Judge = Sam Barth- No discussion iv. City Attorney - Tony Powell &. Jay Crowley No discussion 2. Parliamentary Procedure Act- Attorney Tony Powell, gave an update and explanation on 3. Codification of Ordinance, Civic Plus- Attorney Tony Powell, gave an update/explanation this ordinance. on these two items. ITEMS REQUIRING ACTION V. 1. Adopt- - Ordinance of 2024 Council Meeting Schedule (note: new time of meetingsa at 6:00 p.m.)- -First reading of this ordinance. Changes made: switching meeting times from 7pm to 6pm and moving work: sessions to 6pm. 2. Invoices over $5,000 -1 Powell & Edwards- - REMOVED VI. MAYOR'SUPDATE Mayor Stephanie Moncrief gave al Mayor's update about her last few VII. Executive Session- Erica Miles made a motion to goi into Executive session, Maxine McClanahan seconded the motion to goi into Executive session. Alli in favor. 4-0. VIII. ADJOURN- Erica Miles made a motion to adjourn the meeting, Maxine McClanahan made a second to adjourn the meeting. Alli in favor 4-0. Meeting adjourned at 7:13pm. weeks as Mayor. IX. pg.2 Kimberly' Whitlow, City Clerk DATE Stephanie Moncrief, Mayor DATE Tony Powell, City Attorney DATE COUNCIL MEMBERS: Erica Miles DATE Linda Pilgrim DATE Rachel Davis DATE Maxine McClanahan DATE pg.3 % City of Walnut Grove January 25th, 2024 6PM 1021 Park Street, Municipal Building Work Session Minutes I. II. CALL TO ORDER- Meeting called to order by Mayor Stephanie Moncrief at 6:01pm. INVOCATION- Rachel Davis led the invocation. III. PLEDGE OF ALLEGIANCE- All participated IV. ROLL CALL- Maxine McClanahan, Erica Miles, Rachel Davis, Linda Pilgrim, Attorney V. AGENDA APPROVAL- Council member Maxine McClanahan made a motion to Tony Powell, Attorney Jay Crowley, Joe Walter, Kimberly Whitlow approve the agenda, Council member Erica Miles seconded the motion to approve the agenda. Rachel Davis asked the variance for Walnut Court be added. Mayor Stephanie Moncrief asked to add an ordinance that was received from the City Attorney regarding temporary housing in addition to the LMGI Grant and an executive session in regard to employment and litigation. Linda Pilgrim asked to add Sewer Capacity. Mayor Stephanie Moncrief asked to remove Financials and Financial Reports. Council Member Maxine McClanahan amended her motion to include The variance for Walnut Court, Ordinance for Temporary housing, Sewer Capacity, LMGI Grant, Executive Session and the removal of Financials and Financial statements. Council Member Rachel Davis seconded the motion. Alli in favor. Motion passed 4-0. VI. NEW BUSINESS 1. Credit card statement & receipt/policy- Councilmember Linda Pilgrim asked to receive the credit card statement monthly. Council received input from our City January 25th, 2024 Work Session pg.1 Attorney due to a conflict in our ordinance. They also discussed coming up with a 2. Stormwater Drain off problem areas: Council discussed the problem areas in Magnolia Springs and Emerald Cove. Other cities have offered to let Walnut Grove use their sewer cameras to get to the roof of our issue. The City will need to get with Precision Planning after finding the problem to come up with a solution. 3. Presentation: VC3 for City of Walnut Grove IT Service- No presentation was done. Councilmember Rachel Davis and Maxine McClanahan have been in contact with VC3 to discuss the IT services they could offer the City VC3 is going to do a server scan for the City on January 30th, 2024 and they will be available on 4. Audio/Visual Upgrade of Municipal Building- Council reviewed a quote from DCR to address our audio and visual challenges at the Municipal Building in the amount of $21,000. Councilmember McClanahan and Councilmember Davis are going to work on the upgrades for the Municipal building and not move forward with the $21,000 right now. The City is also going to try to apply for some grants 5. Employee Manual Review and Proposed Updates- Council was presented with the employee handbook for their review and it will be moved to the next work 6. Budget Retreat Council, City Clerk and Public Works Manager- Sherri Bailey from GMA is coming out to do a budget retreat for the Mayor, Council, City Clerk and Public Works Manager. The budget retreat will be on February 7th at the Municipal Building. This meeting will be advertised for the public to attend. 7. Code Enforcement- The Mayor and council discussed their thoughts on our current code enforcement. The council has concerns about our current code enforcement and that we possibly need to go another route with our code enforcement. The council would like to review other options such as bringing an 8. DDA and P&Z Vacancies - There are positions available in Planning and Zoning 9. Walnut Court Variance- A variance has been applied for at 4682 Walnut Court. This property was purchased in. June 2022. They removed the old structure on the property and received a permit from Walton County to bring in another mobile home. This property is actually a City property, and they need to be approved for missing receipt policy. February gth to talk with council. to help fund the audio/visual needs of the municipal building. session on March 7th, 2024 at 6pm in-house Code Enforcement Officer back into the City. and the Downtown Development Authority. January 25th, 2024 Work Session pg.2 a variance in order to have this mobile home on the property. The City will have a Public Hearing on February gth, 2024 for council to vote on this variance. VII. Ordinance for Temporary/Emergensy Housing - Council reviewed the newest draft of the temporaryemergency housing ordinance. This will be voted upon at VIII. Sewer Capacity- Billy Coleman addressed council about some concerns he had IX. LMGI Grant- The City is applying for the LMGI Grant. The LMGI Grant covers things such as road paving, storm water drainage, and striping roads. The council went over a few priority challenges that the City is currently facing that this grant could Executive Session- Erica Miles made a motion to go into executive session. Rachel Davis seconded the motion to gointo executive session. All in favor. Motion passed 4-0. Mayor and council went into executive session at 7:46pm. Mayor and council returned from executive session at 7:58pm. Councilmember Erica Miles made a motion to exit executive session and Rachel Davis seconded the motion to the February gth, 2024 council meeting. about sewer capacity/avalability. be used towards. X. exit executive session. All in favor. Motion passed 4-0. VIII. ADJOURN- Councilmember Maxine McClanahan made a motion to adjourn the meeting. Erica Miles seconded the motion to adjourn the meeting. All in favor. Motion passed 4-0. Meeting adjourned. January 25th, 2024 Work Session pg. 3 Kimberly Whitlow, City Clerk DATE Stephanie Moncrief, Mayor DATE Tony Powell, City Attorney DATE COUNCIL MEMBERS: Erica Miles DATE Linda Pilgrim DATE Rachel Davis DATE Maxine McClanahan DATE January 25"h, 2024 Work Session pg. 4 CITY OF WALNUT GROVE February gth, 2024 6PM 1021 PARK STREET MUNICIPAL BUILDING MAYOR AND COUNCIL COUNCIL MEETING % CALL TO ORDER - Meeting called to order by Mayor Stephanie Moncrief at 6:00pm II. INVOCATION- Larry Black led the invocation. III. PLEDGE OF ALLEGIANCE- All participated IV. ROLL CALL- In attendance: Maxine McClanahan, Erica Miles, Stephanine Moncrief, Rachel Davis, Linda Pilgrim, Kimberly Whitlow, Tony Powell, Jay Crowley, Joe Walter V. AGENDA APPROVAL- Agenda Changes: First reading of several ordinances added to consent agenda. Add a Public Hearing to the agenda. Add Ordinance for Emergency/lemporaly housing under Old Business. Removal ofl IT needs under old business. Erica Miles made a motion to approve the agenda. Rachel Davis seconded the motion to approve the agenda. All in favor. Motion passed 4-0. VI. CONSENT AGENA - Maxine McClanahan made a motion to approve the consent agenda with the exception of the December 14th, 2023 minutes. The December 14th, 2023 minutes will be moved to Old Business. Rachel Davis made a motion to approve the consent agenda with the exception of the December 14th, 2023 minutes. All in favor. Motion passed 4-0. November gth, 2023 minutes and financial statements were approved. VII. COMMITTEE REPORTS School Involvement - Stephanine Moncrief - Principal Lindsey Allen addressed the council with updates about the school. DDA- Rachel Davis- The DDA met on. January 29th, 2024 for their first meeting of the year. Erica Miles has resigned, and Rachel Davis willl be replacing her as the secretary/treasurer. Russ Butcher is the chair and Sara Tuchscherer is the vice chair. pg. 1F Feburary 8th 2024 VIII. PUBLIC COMMENT Billy Coleman- Billy Coleman thanked the council for their hard work. He introduced the architecture to buildings that are being proposed to goup off of Highway 138 at Dial Farms. IX. OLD BUSINESS Credit Card Statements- The council had a brief discussion about the policy procedures for credit cards and agreed to get the statements Code Enforcement- Councilmember Erica Miles made a motion to cancel the City's code enforcement contract with Bureau Veritas and put an ad in the paper to hire code enforcement in house. Councilmember Maxine McClanahan seconded the motion to cancel the City's code enforcement contract with Bureau Veritas and put an ad in the paper to hire code enforcement in house. All in favor. Motion passed 4-0. Ordinance to Provide Temporary/Emergency Housing- Councilmember Maxine McClanahan made a motion to approve the ordinance. Rachel Davis seconded the motion to approve the ordinance. All in favor. Motion monthly instead of quarterly. passed 4-0. Meeting opened for Public Hearing at 6:38pm for the Variance at 4682 Walnut Court Variance. Joe Walter and the variance applicant, Yolando Toledo, along with her interpreter, Janet Toledo, addressed the council. X. NEW BUSINESS 4682 Walnut Court Variance- Council Member Maxine McClanahan made a motion to approve the variance to include the two porches, front 5x10ft, back 6x5ft and the roof pitch changes as requested by Joe Walters. Also, to include the cleaning, painting and pressure washing and the skirting to be included. This processed will need to be completed within a year. The City also needs updated contact information for the applicant including a secondary address. Councilmember Linda Pilgrim seconded the motion to approve the variance to include the two porches, front 5x10ft, back 6x5ft and the roof pitch changes as requested by Joe Walters. Also, to include the pg.2 Feburary gth 2024 cleaning, painting and pressure washing and the skirting to be included. This processed will need to be completed within a year. The City also needs updated contact information for the applicant including a secondary address. 2 in favor (Linda Pilgrim and Maxine McClanahan) 2 opposed (Erica Miles and Rachel Davis.) Mayor Stephanie Moncrief voted in favor of the variance. Variance approved. December 14th, 2024 Minutes- Maxine McClanahan made a motion to make two minor changes to the December 14th, 2024 minutes. Change the worder to "meeting called to order by Mayor Pro Tem Moncrief." Under agenda approval strike audio cannot be heard and the motion passed 2-0. XI. REPORTS 1. Library Report- Dana Segar gave the library report. The library has a dog they bring to the library to read with the children. The library had a genealogy workshop they had 5 attendees who were able to bring 5 guest and 5 instructors. The food bank is filling and emptying daily and there are at least 1-10 people using it daily. The library is looking into getting a refrigerator for perishable items. The library will be closed February 21st, 2024 for an annual training for the employees. 2. Public Works- No report. pavilion or ball field rentals. 3. City Clerk- The City had 18 county tickets and 6 state patrol. There were no 4. Mayor- The City was approved fori the LMGI Grant and received a check for $21992.71. XII. COUNCIL COMMENTS- Maxine McClanahan thanked everyone for being there. Erica Miles asked what money the grant money is going into. The grant money will go into the general account. Rachel Davis said she is excited and feels like we are getting a lot accomplished. She is happy that we are giving people in the community and opportunity to give the invocation. Linda Pilgrim mentioned the passing of Wayne Dimsdale and his wife Kathy Dimsdale. pg. 3Feburary gth 2024 XIII. EXECUTIVE! SESSION - None XIV. ADJOURN- Councilmember Miles motioned to adjourn the meeting and Rachel Davis seconded the motion to adjourn the meeting. All in favor. Motion passed 4-0. Kimberly Whitlow, City Clerk DATE Stephanie Moncrief, Mayor DATE Tony Powell, City Attorney DATE COUNCIL MEMBERS: Erica Miles DATE Linda Pilgrim DATE Rachel Davis DATE Maxine McClanahan DATE pg. .4Feburary gth 2024 ORDINANCE NO: 2023-12. AN ORDINANCE OF THE CITY OF WALNUT GROVE TO AMEND. AND ESTABLISH PARLIAMENTARY PROCEDURE PROCURE AND PROCEDURES OF MEETING; TO PROVIDE FOR SEVERABILITY; TO REPEAL CONFLICTING ORDINANCES; TO PROVIDE. AN EFFECTIVE DATE; ANDI FOR OTHER PURPOSES was approved by council on! 9/14/2023. Council Member Stephanie Moncrief motioned to approve Ordinance NO: 2023-12 and Council Member Erica Milles seconded that motion. Council Member Linda Pilgrim opposed. Motion passed 2-1. Mayor Mark Moore failed to properly veto this ordinance and the ordinance was adopted my council on the 9/14/2023 meeting. ORDINANCENO. 2023-12 A ORDINANCE OF THE CITY OF WALNUT GROVE TO AMEND AND ESTABLISH PARLIAMENTARY PROCURE AND PROCEDURES OF MEETINGS; TO PROVIDE FORSEVERABILITYTOREPEAL CONFLICTINGORDINANCES; TOPROVIDEAN EFFECTIVEDATE; AND FOR OTHER PURPOSES. WHEREAS, the governing authority of the City of Walnut Grove, Georgia is the Mayor and Council thereof; and WHERAS, Section 2.18 of the City Charter authorizes Mayor and Council to adopt its own rules of procedure and order oft business; and WHEREAS, the governing authority deems it essential to clarify and update the procedures surrounding the conducting ofmeetings within the City. NOWTHEREFORE BE IT AND ITI IS HEREBY ORDAINED: Section 1. That the Code of Ordinances ofthe City of Walnut Grove, Georgia is hereby amended by deleting it Section 3-203 through Section 3-207 of the City Ordinances and replacing it with the following: "DIVISION: 1- GENERAL Sec. 3-203.-Vacancles. In case of a vacancy in the office of mayor or council member from failure to elect, death, removal or from any cause whatsoever, such vacancy shall be filled for the remainder of the unexpired term, if any, by appointment by the mayor with confirmation by the city council, if less than 24 months remain in the unexpired term. Otherwise, a special election shall be ordered by the mayor or city council to fill the balance oft the unexpired term of such an official. The city clerk shall cause the special election to be held and conducted in accordance with the Georgia Election Code (0.C.G.A.521-2-1 et seq.). 1 Sec. 3-204.-C Chairman. The mayor shall act as chairman of the city council and is responsible for the orderly conduct of meetings of the city council. In ordert to fulfill such duty, the mayor shall enforce the rules of procedure that are adopted by the city council. The chairman shall be impartial and conduct the meetings in a fair manner. The chairman may not introduce motions or second a motion without surrendering the chair to the mayor pro tem or a substitute chair elected from the remaining members of city council. The chairman may only vote in the event of a tie of council members. Sec. 205.-Vice-chairman. (a) The city council shall select a mayor pro tem from the council members at the beginning of each calendar year who shall serve as the vice-chairman. The vice- chairman shall fulfill the duties oft the chairman if the chairman is not in attendance or isn not participating because of a voluntary recusal based on the requirements of this (b) Ift the chairman and the vice-chairman are absent and a quorum is present, the remaining council members shall select a council member to serve as temporary chairman oft the meeting until either the chairman or vice-chairman is present at the Code. meeting. Sec. 3-206. - Committees. The chairman and city council may create committees to study any issue before the city council. Any such committee may make recommendations to the city council, but no committee shall be empowered to make any final decision on any matter before such committee for consideration. In addition to council members, committees may include other city officials, staff or citizens at-large. Whenever a committee is created, its duties, any limitation on the scope of such duties and the times, places and periods of time for which the committee may operate shall be determined by the chairman and city council. The chairman shall serve as an ex-officio member of all committees. Sec. 3-207.- - Open meetings; work sessions; regular meetings; public hearings. (a) All meetings oft the city council, where a quorum is present and decisions affecting official business are contemplated, shall be held in accordance with the provisions of (b) The city council shall hold regular work: sessions on the Thursday two weeks prior to O.C.G.A. S 50-14-1 ets seq. the Regular Meeting, 2 (c)AIl regular meetings and public hearings conducted by the mayor and council shall be held on the Second Thursday of the month, unless otherwiseestablished by Mayor and Council. Sec. 3-208. - Organizational meetings. The city council shall hold an organizational meeting on or before the first regular meeting day following any election. The meeting shall be called to order by the city clerk, and the oath of office shall be administered to the newly elected council members whose terms of office shall begin the day and hour of taking such oath of office. Sec. 3-209. - Special meetings; rescheduled regular meetings. Aregular meeting of the city council may be canceled, rescheduled or moved to a new location within the city by the chairman for any reason. Other special meetings may be called as provided ini the Charter. Whenever a rescheduled regular meeting of the city council or any other special meeting is to be held at a time or place other than the regularly scheduled time or place, written notice of such change shall be posted for at least 24 hours at the place of the regular meeting. In addition, written or oral notice shall be given by the city clerk at least 24 hours in advance oft the meeting to either the legal organ of the city or a newspaper having a general circulation at least equal to that of the legal organ and to each council member. Sec. 3-210. - Emergency meetings. When emergency circumstances occur, the city council may hold a meeting with less than 24 hours' notice to the public. When such emergency meetings are to be held, the city clerk shall provide notice to the legal organ of the city or a newspaper with a general circulation at least equal to that of the legal organ and to each council member as soon as possible. The notice shall include the subjects expected to be considered at the emergency meeting. In addition, the minutes shall reflect the reason for the emergency meeting and the nature of the notice given to the media. Sec. 3-211.-1 Executive sessions. (a) Executive sessions of the city council may be held for the purpose of conducting business excepted from public access requirements as authorized by O.C.G.A. 5550- 14-2 and 50-14-3. Where a meeting of the city council is devoted in part to matters within the authorized exceptions to public access requirements, any portion of the meeting not subject to any such exceptions shall be open to the public. No executive session shall be held, except pursuant to a majority affirmative vote of the city council taken in a public meeting. 3 (b) The minutes of the public meeting shall reflect the names of the council members present, those voting for the executive session and the specific reasons for the executive session. Minutes of the executive session may be maintained by the city clerk at the direction of the chairman. Any such minutes shall be maintained in a confidential file and shall not be subject to disclosure, except that disclosures of such portions of the minutes identifying real estate to be acquired by the city council may only be delayed until such time as the acquisition of the Feal estate has been completed, terminated or abandoned, or court proceedings have been initiated. Sec. 3-212. - Quorum. Aquorum of the city council must be present for the conducting of meetings. The mayor, or mayor pro tem, and two council members shall constitute a quorum and shall be authorized to transact business of the city council. It is the duty oft the chairman to enforce this rule. Any council member may raise a point of order directed to the chairman if the council member believes that a quorum is not present. Once a quorum is established, the quorum cannot be defeated by the subsequent departure of the mayor or a council member. Ifa quorum is not attained within 30 minutes, the meeting will be rescheduled by the chairman with the approval of the council members present. Sec. 3-213.-V Voting; majority. Passage of a motion shall require the affirmative vote of a majority of the council members present and voting at a meeting at which a quorum is present. Unless otherwise specified in this division, a majority shall mean more than one-half of the council members present. Where a two-thirds majority is specified, a majorityvote shall mean at least two-thirds of the council members present. Sec. 3-213.-A Abstentions. An abstention shall be counted as an affirmative vote. Sec. 3-214. : Agenda. (a)T The city clerk, with the advice of the chairman and the council members, shall prepare an agenda of subjects to be acted on: for each meeting. In conjunction with the regular work session of the Mayor and City Council, an agenda work session shall be held by the city clerk to finalize the agenda. The chairman and all council members may participate in the work session. Whenever a quorum of the city council is present for an agenda work: session, the meeting shall be open to the public, and all notice and 4 record keeping requirements applicable to an open meeting must be met. The final agenda shall be made available toi the council members at least three business days (b) Members oft the public may request that a particular subject be placed on the agenda for the following meeting. To be considered, the item must be submitted to the Clerk by 1 p.m. on the Friday preceding the scheduled regular monthly meeting. All agenda items must be sponsored by a member of council or the mayor and be sO (c) The order of the agenda may be changed during a meeting by a majority vote oft the (d)A copy of the agenda and al list oft those council members present shall be made available tot the public fori inspection within two business days oft the adjournment of before every city council meeting. indicated on the agenda by that item. city council. any meeting. Sec. 3-215. - Consent agenda. (a)Aconsent agenda may be prepared by the city clerk for the city council to unanimously adopt motions on routine items. Any items of business that are expected to receive unanimous approval and where no debate is expected may be placed ona (b), At the appropriate time oft the meeting, the chairman shall read all of the items on the consent agenda. Ifac council member objects to an item being on the consent agenda, the chairman shall move that particular item to the regular agenda. Following the reading oft the consent agenda, the chairman will ask for unanimous approval of thei items on the consent agenda. If there are no objections, all oft the items on the consent agenda. consent agenda willl be adopted by unanimous consent. Sec. 3-216. - Minutes. (a) The city clerk shall promptly record summary minutes for each city council meeting. The minutes serve as the official written record oft the city council meeting and shall be open for public inspection once approved as official by the city council, but in no case later than immediately following the second regular meeting of the city council following the meeting being recorded int the minutes. The minutes shall specify the names of the council members present at the meeting, a description of each motion or other proposal made at the meeting, the council member who proposed each motion, the council member who seconded each motion, and a record of all votes. In the case of a roll call vote, the name of each council member voting for or against a 5 proposal shall be recorded. Its shall be presumed that a council member has voted in the affirmative unless the minutes show otherwise. More detailed information. may. be included ini the minutes at the request oft the city council. The City Clerk shall preserve (b) The city council must approve the minutes before the minutes can be considered as an official record oft the city council. A copy of the minutes from the previous meeting shall be distributed to the council members at least three business days before the following meeting. The minutes oft the previous meeting shall be corrected and approved by the city council at the beginning of each meeting. A majority vote is required for approval of the minutes. Conflicts about the content of the minutes shall be decided by majority vote oft the city council. Upon being approved, the minutes shall be: signed by the chairman and attested to by the city clerk. the recordings oft the meetings as required by law. Sec. 3-217.- Order of business. All regular city council meetings shall follow an established order of business as follows: (1)Call to order. (2) invocation (3) Pledge of Allegiance (4) Agenda Approval (5) Consent agenda. (6) Committee Reports (7)Old Business (8) New Business (9) Reports. (10) Public Comment (11)Council comments (12). Adjournment Sec. 3-218. : Decorum. 6 (a) All council members must conduct themselves in a professional and respectful manner. All remarks should be directed to the chairman and not to individual council members, staff or citizens in attendance. Personal remarks are inappropriate. A council member is not allowed to speak at a meeting until he has been recognized by the chairman. All comments made by a council member shall address the motion that (b) The chairman shall enforce the rules of decorum set forth in subsection (a) of this section. Ifa council member believes that a rule has been broken, he can raise a point of order. A: second is not required. The chairman may rule on the question, or he may allow the city council to debate the issue and decide the issue by majority vote. is being discussed. Sec. 3-219. - Public participation. Public participation in meetings of the city council is encouraged and shall be permitted in accordance with the following provisions: (1) Public comments. The final agenda item of the city council meeting shall be reserved for comments from the public. Each member of the public who wishes to address the city council must submit his name, address and the topic of his comments to the city clerk prior to making such comments. Such an individual will be allotted five minutes to make his comments, and such comments must be limited to the chosen topic. These limits can be waived by a majority vote oft the city council. (2) Public, participation on agenda items. By a majority vote, the city council may limit public comment on an agenda item at the time the item is being considered by the city council. Permitted comments must be limited tot the subject that is being debated. Members of the public may speak for five minutes and may only speak once. These limits may be waived by a majority vote of the city council.. Anyone wishing to speak at any city council meeting must be recognized by the chairman before addressing the (4) Public hearings. The city council may schedule public hearings for the purpose of soliciting public comment on any subject of interest to the city council. Hearings may be held immediately prior to or following a meeting of the city council or at such other city council. places and times as the city council may determine. Sec. 3-220. - Amendments to rules. 7 Any amendment to the rules of order must be submitted by a council member in writing to the city cerk by Friday of the week prior to a regular meeting of the city council. The proposed amendment shall bei included in the agenda for that meeting and distributed to all council members. All amendments requiream majority vote oft the city council in order to be adopted. Sec. 3-221.-5 Suspending the rules of order. Rules of order may be suspended in the case of an emergency. A motion to suspend the rules requires a second, is debatable and requires a majority vote of the city council. Rules governing quorum, voting methods and requirements, the notification to council members of meetings, and rules necessary for compliance with state law cannot be suspended. Sec. 3-222. - Visual and sound recordings. Visual and/or sound recordings shall be permitted for all public meetings. Secs. 3-223--3-240. - Reserved. DIVISION 2.- PARLIAMENTARY PROCEDURE Sec. 3-241.- Rules of procedure. Unless otherwise provided ini this Code, procedures for meetings of the city council shall follow the 11th edition of Robert's Rules of Order. Sec. 3-242.-Parliamentarian. The city council shall select a parliamentarian at the beginning of each calendar year who shall serve a one-year term. The designated parlamentarian may seek the assistance of legal counsel to resolve any parliamentary. issues. Sec. 3-243. - Main motion. In order for the city council to take any official action on any subject, a council member must propose a main motion. A proposed main motion will not be recognized byt the chairman until another council member agrees to second the motion. A second does not require the council member seconding the motion to support the motion. A council member may withdraw a main motion that he has made at any time before the city council has voted on that motion. 8 Sec. 3-244.- - Debate. (a). After the main motion is recognized by the chairman, the city council shall debate the motion. The debate shall be managed byt the chairman in a manner that is fair to all council members. Council members may participate int the debate only when they (b) During the course of a debate, council members mayi introduce subsidiary motions that propose that the city council take particular action on a motion. There are two classes of subsidiary motions: Debatable subsidiary motions and undebatable subsidiary motions. Debatable subsidiary motions consist of motions to postpone indefinitely, amend, refer to the committee and postpone to a time certain. Debatable subsidiary motions require a second before they can be voted on or debated. There are three undebatable subsidiary motions: Limit debate, vote immediately, and lay on (c) Council members may also introduce privileged motions. Privileged motions facilitate the running oft the meeting and can be introduced during the course of debate. Privileged motions consist of a motion to raise a question of privilege and motions to recess and adjourn. The motions to recess and adjourn require as second. are recognized by the chairman. the table. Such motions require a second and cannot be debated. Debate is not allowed on privileged motions. Sec. 3-245.- Voting; procedure. Voting on debatable motions and undebatable motions shall take place in accordance (1) Debatable motions. Ini the case of debatable motions, the vote can be proposed in with the following provisions: one of the following two ways: a. If debate has been completed and no other council member wishes to speak, the chairman may call for the vote; ift there are no objections then the chairman may proceed with the vote. b. Ifthe chairman calls for the vote and there is an objection, a council member may move to vote immediately (move the previous question). Ift this motion is seconded and approved by a majority vote, debate will stop. The chairman will then read the proposed motion to the city council and ask for the votes oft the council (2)Undebatable motions. In the case of undebatable motions, the vote shall occur immediately after the motion is recognized by the chairman. The chairman shall read the proposed motion to the city council and then call for the vote. members. 9 Sec. 3-246.-R Ranking of motions. (a) Eachs subsidiary and privileged motion is assigned a specific rank. Amotion of higher precedence can interrupt a motion of lower precedence. The higher motion must be decided before the city council returns to consider the motion of lower (b) Amain motion has the lowest rank and does not take precedence over any other motion. A motion to adjourn has thel highest rank and will take precedence over all other subsidiary and privileged motions. The order of precedence of motions shall be ina accordance with this section. Motions at the bottom oft the following list take precedence. precedence over motions at the top oft the list: (1) Main motion (lowest rank). (2)S Subsidiary motions (debatable): a. Postpone indefinitely. b. Amend. C.R Refer to committee (commit). d. Postpone to a time certain (postpone definitely). (3)Subsidiary motions (undebatable): a. Limit debate or extend limits. b. Vote immediately (previous question). C.L Lay on the table (postpone temporarily). (4) Privileged motions undebatable); a. Question of privilege. b. Recess. c.Adjourn (highestrank). 10 Sec. 3-247.-Subsidiary motions. During the course of debate, council members mayi introduce motions which propose that the city council take particular action on a main motion. These motions are called subsidiary motions and they allow the city council to reach a conclusion on the main motion. Subsidiary motions require a second before they can be voted on or debated. Three subsidiary motions (amend, limit debate and vote immediately) also may apply to other subsidiary motions. (1) Postpone indefinitely. Ifa a council member believes that the main motion should not be considered by the city council, such council member may move to postpone the consideration oft the main motion indefinitely. If the motion is successful, consideration oft the main motion stops and thei main motion is tabled. A motion to postpone indefinitely may be debated, but it (2)Amend. Ifa a council member believes that the main motion that is on the table should be changed in order to make it more acceptable, he can move to amend the motion. cannot be amended.. AI majority vote is required for the motion to pass. a. Amendments must be closely related to the original motion and must not change b. Motions to refer, amend, postpone to at time certain and the motion to recess can the nature of the motion that they amend. also be amended. c.Amotion shall not be amended more than two times. d. Debate is allowed on a motion to amend only if the original motion is debatable. e.Amajority vote is required for the city council to adopt an amendment. f.Ift the amendment is adopted, the city council shall consider the amended version of the motion. (3) Refer to a committee (commit). Ifa a council member believes that further information is needed before the city council can act on a main motion, he may propose that the motion be referred to a specific committee or department for further study. If an appropriate committee does not already exist, then a committee may be formed as a part of the motion. A motion to refer should specify the date that the committee or department will report back to the city council. This motion is debatable and amendable.. AI majority vote is required for the motion (4) Postpone to a time certain (postpone definitely). A motion to postpone to a certain time may be proposed ifa a council member believes that the main motion should not be considered until ai future time. This motion shall set a particular time for the main motion to be considered again. Such motion is debatable and may be amended. Ift this motion is passed, to pass. 11 the chairman will bring the original motion back to the city council for consideration at the specified time. An majority vote of the city council is required fori the motion to. pass. (5)4 Limit or extend. limits of debate. Ar motion to limit debate places at time constraint on the length of debate. The details of such a motion are to be decided by the council member who makes the motion. This motion can also be used to extend the limits of debate ifa al limit on debate already exists. Debate is not allowed on this motion, and a majority vote oft the city (6) Vote immediately (previous question). If a council member believes that the motion that is being considered should be voted on, the council member may move to vote immediately. The motion is undebatable, and a vote of the majority ofthe city council is required for the (7) Lay on the table (postpone temporarily). A motion to lay on1 the table proposes that the consideration of a main motion be postponed until al later time int the meeting. The motion can be brought up for consideration onlyi ifa a motion to resume consideration is accepted by the city council during the same meeting. The motion will die if iti is not taken up during the meeting. Debate is not allowed on this motion, and the motion is not amendable. A majority council is required for the motion to pass. motion to pass. vote ofthe city council is required for the motion to pass. Sec. 3-248.-E Privileged motions. Privileged motions facilitate the running of the city council meeting. Such motions do not address or relate to a main motion and can be introduced whether or not there is a main motion under consideration. Privileged motions take precedence over all subsidiary motions. (1) Question of privilege. A formal question addressed to the chairman concerning the rights of a council member or oft the city council as a whole is referred to as a question of privilege. It does not require a second and cannot be debated or amended. The chairman is required to (2) Recess. A motion to recess proposes that the meeting be suspended for a particular amount of time. The motion must specify the length of the recess. The motion must also be seconded. Debate is not allowed on: such motion, but the motion can be amended. A majority (3) Adjourn. In order for a meeting to come to a close, a council member must make a motion to adjourn. The motion to adjourn has the highest rank of any motion, and as a result, it can be introduced at any time. The motion requires a second but is not debatable or amendable. Debate is not allowed on such motions. make a ruling on the question. vote oft the city council is required for the motion to pass. An majority vote oft the city council is required for the motion to pass. 12 Sec. 3-249.-1 Incidental motions. Incidental motions allow council members to exert their rights as a member oft the city council. Incidental motions may be introduced at any time during a meeting. (1)Appeal. If a council member disagrees with a decision that is made by the chairman, such council member may appeal the decision. Ift the appeal is seconded, the appeal willl be considered by the city council. The chairman has the opportunity to explain the ruling that has been challenged. The city council may then debate the appeal. The city council shall decide by majority vote if the chairman's decision is to be upheld or overturned. An appeal is high in precedence and may only bei interrupted by a privileged motion or by a motion to lay (2) Parliamentary inquiry. Ifa a council member has a question about the rules of order, he may ask the chairman to give an opinion on that question. Such question should take the form of aj parliamentary inquiry and should relate to the current business oft the city council. Such motion takes precedence over all motions except privileged motions. Such motion does not (3) Point of order (question ofo order). Ifa a council member believes that a violation of the rules of parliamentary procedure has occurred, he can raise a point of order. A second is not required. The chairman may make a ruling on the question or may allow the city council to debate and then rule on the question by majority vote. A point of order may only be on the table. require a second and is not debatable or amendable. interrupted by a privileged motion or a motion tol lay on the table. (4) Point ofi information (request fori information). Ifa council member has a question about the facts of a particular issue that is being considered, he may ask a point ofi information. This motion is addressed first to the chairman and then to the appropriate person. A second is not required and the motion is not debatable or amendable. Sec. 3-250.-S Supplementary main motions. Three motions allow the city council to act on a main motion that has either been passed or tabled by the city council. These motions are considered to be main motions but differ from usual main motions ini the following ways: (1) Reconsider. The motion to reconsider allows the city council to debate whether or notto overturn a decision made at the meeting that is inj progress. Such a motion allows the city council to consider newi information that may affect the decision that has already been made. Any council membermay make a motion to reconsider, and any council member may second the motion. The motion is debatable, but it cannot be amended. A majority vote oft the city council is required for the motion to pass. Ifa motion to reconsider is passed, the original decision' will be voided, and the city council will return to debate and revote the original motion. 13 (2) Rescind. A motion to rescind proposes that the city council overturn a motion passed at a previous meeting. A motion to rescind can be made by any council member. Such motion is in order as long as the original motion has not been implemented. An announcement of the intention to rescind a motion may be made at the meeting where the decision was made, or the council member seeking to rescind may place the matter on the agenda for the next meeting pursuant to section 2-48. The motion to rescind will then be placed on the agenda for the next meeting. At the next meeting, the motion to rescind will formally be made. If such motion is seconded, then the city council shall debate and vote on rescission. A majority vote of the city council is required for the motion to pass. If a motion to rescind is passed, the original (3) Resume consideration. The motion to resume consideration allows the city council to consider a motion that has been temporarily postponed. Such motion requires a second and is not debatable or amendable. Such motion is a main motion but ranks higher than any debatable motion. A majority vote of the city council is required for decision will be voided. the motion to pass. Secs. 3-251-3-260.- - Reserved. DIVISION 3.-L LEGISLATION Sec. 3-261.-1 Legislative authority generally. The city council shall exercise the legislative functions of the city and may pass any ordinance or resolution that it deems best for the government of the city; however, such ordinance or resolution shall not be in conflict with the Charter, the constitution orl laws of the state or the Constitution or laws of the United States. Sec. 3-262. - Ordinances, resolutions, contracts and interlocal agreements. Unless otherwise provided in this Code, all ordinances, resolutions, contracts and interlocal agreements of the city shall be prepared, approved, introduced and adopted in the manner provided in this division. Sec. 3-263. - Preparation of ordinances. Whenever possible, all ordinances shall be prepared by the city attorney. Sec. 3-264. - Required elements of ordinances. All ordinances passed by the city council shall contain the following items, which shall be set forth in the ordinance in the following order: 14 (1)Ordinance number. (2)Title and purpose. (3) Enacting clause. (4) Body of ordinance by sections. (5)Severability clause. (6) Penalty clause. (7) Repealing clause. (8)Adoption date. (9) Effective date. (10)Authentication of city clerk. Sec. 3-265.-introduction of ordinances, resolutions and other matters. Ordinances, resolutions and other matters or subjects requiring action by the city council must be introduced and sponsored by a council member. Sec. 3-266.- - Consideration of Code amendments. Where an amendment to this Code is proposed and any council member or the mayor has been given fewer than 48 hours' notice, including a copy of the proposal, of the intent to introduce such amendment to be adopted at a city council meeting, any council member or the mayor may require, by his own request alone, that consideration of such proposed amendment be postponed until the next regular meeting oft the city council. Pursuant to this section, such request to postpone shall notr require a second or a vote and shall not be subject to debate; provided, however, that no proposed amendment tot this Code shall be the subject of a request to postpone under this section more than once. Sec. 3-267. - Action restricted, emergencies. No ordinance shall be put on its final passage on the same day on which iti is introduced; except that where an emergency exists and public health and safety require it, an ordinance containing a full statement of thei facts and reasons for the emergency may be made effective upon its adoption if approved by the city council. 15 An ordinance shall be introduced at the work session proceeding the regular meeting that it is being considered for final adoption. Sec. 3-268.-F Presenting of ordinances. Each ordinance except for a zoning ordinance amendment shall be presented at two consecutive meetings of the mayor and city council. Azoning ordinance amendment may be approved at the first meeting after the requirements of the Zoning Procedures Act have been satisfied and does not require two readings. An ordinance being introduced at the work session proceeding the regular meeting that is being considered for final adoption shall qualify under this Section. The presentation of the ordinance (first and second reading) may be waived by a majority vote of the City Council provided the title of the ordinance is read into the record and copies of the full ordinance introduced are available ini the office of the City Clerk and posted online for citizen review. Sec. 3-269.- Subject matter of ordinances. No ordinance shall relate to more than one subject, which shall be clearly expressed in the title of the ordinance. No ordinance, or section of such ordinance, shall be amended or repealed unless the new ordinance contains the title of the ordinance or section amended or repealed. When practicable, all ordinances shall be introduced as amendments to this Code. Sec. 3-270.- Adoption of ordinances, resolutions, contracts. An ordinance, resolution or contract shall be deemed adopted or approved and effective when it receives an affirmative vote of the majority of the city council. Secs. 3-270--3-299. - Reserved." Section 3. The preamble of this Ordinance shall be considered to be and is hereby incorporated by reference asi iffully set out herein. Section 4. Iti is hereby declared that if any phrase, sentence, or paragraph hereof shall be found or declared unconstitutional ori invalid by acourt of competentjuriditetion, the remaining phrases, sentences and paragraphs hereof shall remain in full force and effect asi ife enacted without 16 the phrase, sentence, or paragraph declared unconstitutional or invalid. Section 5. The effective date ofthis Resolution shall be August 2023. Itis SO ordained on this day of August, 2023. City of Walnut Grove, Georgia Stephanie Moncrief, Mayor ATTEST: Kimberly Whitlow, City Clerk APPROVED AST TO. FORM: Anthony O.L. Powell, City Attorney Powell & Edwards, Attorneys atLaw, P.C. 17 RESOLUTION No. 2023-09 Al RESOLUTION TO DESIGNATE AN OPEN RECORDS OFFICER FOR" THE CITY OF WALNUT GROVE, Georgia was approved by council on August, 10th, 2023. Council Member Stephanie Moncrief made a motion to appoint the City Clerk as the official records keeper and Council Member Erica Miles seconded the motion to appoint the City Clerk as the official records keeper. Alli in favor. Motion passed 3-0. RESOLUTION, NO. 2023-09 A RESOLUTION TO DESIGNATE AN OPEN RECORDS OFFICER FOR THE CITY OF WALNUT GROVE, GEORGIA. WHEREAS, the City of Social Circle is a Municipal Corporation oft the State of Georgia; WHEREAS, the Walnut Grove is an agency subject to the Open Records Act ofthe State WHEREAS, the Walnut Grove is comprised of various departments, boards, authorities WHEREAS, the Open] Records Act ofthe State ofGeorgia permits an agency to designate Open Records Officers to receive requests for the inspection or copying of records; and WHEREAS, the Mayor and Council of the Walnut Grove believe that designating an Open Records Officers will centralize the open records process and will permit the City to more effectively and efficiently track and complete responses to open records requests; IT IS HEREBY RESOLVED that the Mayor and Council of the Walnut Grove, in accordance with the provisions ofthe Open Records Act found in O.C.G.A. 55-18-71 designate the following Open Records Officers to receive requests on behalf of the City and all of its and ofGeorgia; and and commissions; and departments: (1) City Clerk (2) In the absence oft the City Clerk, the Mayor shall serve as the Open Records Officers. ITI IS FURTHER RESOLVED that the City requires that all written requests under the Open Records Act shall be made upon the Open Records Officers designated in this Resolution, and that a copy ofthel Request be sent by the Open Records Officert to the City Attorney. IT IS FURTHER RESOLVED that the City Clerk shall notify the Walton County Tribune and the Covington News, ast thel legal organs ofthe City and Walton County, that the City IT ISI FURTHER RESOLVED that the City Clerk shall ensure that the designated Open Records Officers and their contact information are prominently displayed on the City's website. has SO designated the Open Records Officers contained herein. ITISSO RESOLVED this day of 2023. Stephanie Moncrief, Mayor Mayor Pro Tem Council Member Council Member Council Member ATTEST: Kimberly Whitlow, City Clerk APPROVED, ASTOFORM: Anthony O.L. Powell, City Attorney Powell & Edwards, P.C. Ordinance No. 2023-10 AN ORDINANCE TO DELETE CHAPTER: 3-002 OF THE CODE OF ORDINANCES, CITY OF WALNUT GROVE, GEORGIA; AND CREATE A NEW ORDINANCE TOI BE DESIGNATED. AS "CODE OF ETHICS" TO PROVIDE Al NEW CODE OFE ETHICS AND CONDUCT TO GOVERN THE ETHICS OF ELECTED AND APPOINTED OFFICIALS OF THE CITY; TOI PROVIDE FOR PENALTIES; TO PROVIDE FOR CODIFICATION; TO PROVIDE FOR SEVERABILITY; TO REPEAL CONFLICTING ORDINANCES; TOI PROVIDE AN EFFECTIVE DATE; AND FOR OTHER PURPOSES was approved by council on August 10th, 2023 during the Regular Council Meeting. Council Member Stephanie Moncrief motioned to approve the Ethics Ordinance. Council Member Erica Miles seconded. Alli in favor. Motion passed 3-0. ORDINANCENO.2M2-0 AN ORDINANCE TO DELETE CHAPTER 3-002 OF THE CODE OF ORDINANCES, CITY OF WALNUT GROVE, GEORGIA; AND CREATE A NEW ORDINANCE TO BE DESIGNATED AS"CODE OF ETHICS" TOPROVIDE A NEW CODE OF ETHICS. AND CONDUCT TO GOVERN THE ETHICS OF ELECTED AND APPOINTED OFFICIALS OF THE CITY;' TOPROVIDE FOR PENALTIES; TO PROVIDE. FOR CODIFICATION; TO PROVIDE FOR SEVERABILITY;TOREPEAL CONFLICTING ORDINANCES;TO PROVIDE AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. WHEREAS, the duly elected governing authority oft the City of Walnut Grove, Georgia is authorized by O.C.G.A. $ 36-35-3 to adopt ordinances relating to its property, affairs and local government; and WHEREAS, the duly elected governing authority ofthe City ofWalnut Grove, Georgia is WHEREAS, the governing authority deems it essential to the proper operation of democratic government that the public officials be, and give the appearance ofbeing, independent, impartial, and responsible to the people; that governmental decisions and policies be made in the proper channels ofthe governmental structure; and that public office not be used for personal gain; the Mayor and Council thereof; and and WHEREAS such measures are necessary to provide the public with confidence in the WHEREAS it is the policy of the city that its elected officials, commission, board and authority appointees, and its appointed officials while conducting city business guide their ethics integrity ofits government. and conduct to achieve the following standards: 1. Serve others and not themselves; 2. Bei independent, impartial and responsible; 3. Use resources with efficiency and economy; 4. Treat all people fairly; 5. Use the power of their position for the well-being of their constituents; and 6. Create an environment ofhonesty, openness and integrity. 1 NOW THEREFORE BE IT AND IT IS HEREBY ORDAINED BY THE GOVERNING AUTHORITY THAT A NEW CODE OF ETHICS AND CONDUCT IS APPROVED AND ADOPTED TO HAVE THE FOLLOWING TERMS AND PROVISIONS: SECTION 1. That the Code of Ordinances of the City of Walnut Grove, Georgia is hereby amended by deleting the existing Code of Ethics as contained in the General Code of the City of Walnut Grove Section 3-102 and in its place, adopts and ordains the following provision: SECTION ONE- CODE OF ETHICS 1. Principal policies. Public trust requires public servants to fulfill their duties faithfully and honestly and to subordinate any personal interest which conflicts with the public interest. Aj public servant is a trustee oft the people and should strive to further the general welfare and not use public office or position to unethically improve his or her own private standing. The principal policies that form the foundation ofthis code of ethics are as follows: (A)The trust of citizens in their government is cultivated when individual public servants act withi integrity and when the public is aware that its servants act with integrity. (B)The constitutions, laws and regulations oft the United States and the State of Georgia and ordinances oft the City of Walnut Grove should be upheld as ai minimum standard (C)The most effective way to eradicate unethical practices is consistently to act with the highest moral principles and react appropriately to the ethical decisions ofothers. (D)City of Walnut Grove officials should exercise sound judgment and apply ethical principles in making decisions that in any manner reflect upon their elected office. (E) All citizens should be treated with courtesy, impartiality and equality. ofconduct. 2. Intent. It is the intent of this code of ethics that City of Walnut Grove officials shall not knowingly engage in any activity that is incompatible with the proper discharge of their official duties or which would tend toi impair theirjudgment or actions in the performance of their official duties. Furthermore, City of Walnut Grove officials should avoid any action that might result in or create the appearance of, (A)Using public office or position in an unethical manner for private gain, 2 (B)Impeding City of Walnut Grove efficiency or economy, or the affairs and business of the City of Walnut Grove. (C)Affecting adversely the confidence of the public in the integrity of those who conduct 3. Definitions. As used in this section, the following words shall have the meaning ascribed to them (A)Benefit means anything of monetary value that a reasonably prudent person would recognize as being likely to be intended to influence a City of Walnut Grove official ore employee in the performance or non-perlormance ofa an official action. (B)Immediate family means spouse, child, parent or sibling of a City of Walnut Grove (C)City of Walnut Grove official means the mayor, city council members, appointed officials, members ofappointed boards, commissions and authorities. (D)Incidental interest means an interest in aj person, entity or property which is not a substantial interest as defined herein and which has insignificant value. (E)E Remote interest means an interestofa a person or entity, including a city official, which would be affected in the same way as the general public. For example, the interest of an official in the property tax rate, general city fees, city utility charges orac comprehensive zoning ordinance or similar matters is deemed remote to the extent that the official would be affected in common with the general public. (F) Substantial interest means an interest, either directly or through a member of the below [unless otherwise required by context]: official. immediate family, in another person or entity, where: i. the interest is ownership of five percent or more oft the voting stock, shares or equity oft the entity or ownership of$5,000.00 or more oft the equity or market value oft the entity; or ii. the funds received by the person from the other person or entity during the previous 12 months either equal or exceed (a) $5,000.00 in salary, bonuses, commissions or professional fees, or $5,000.00 in payment for goods, products or services, or (b) tenj percent ofthe recipient's 's gross income during that period, whichever is less; 3 (c) the person serves as a corporate officer or member of the board of directors or other governing board of a for-profit entity other than a corporate entity owned or created by the mayor and city council; or (d) the person is a creditor, debtor, or guarantor oft the other person or entity in an amount of $5,000.00 or more. (G)Acceptance ofgifts. City of Walnut Grove officials shall not solicit or accept, directly ori indirectly, any benefit or payment from any person, corporation or group that has, or is seeking to obtain, a contractual or other business or financial relationship with the City of Walnut Grove. (H)Substantial interests. City of Walnut Grove officials may not: i. Have a substantial interest that conflicts with their responsibilities and duties ii. Directly or indirectly engage in financial transactions as a result of, or primarily relying upon, confidential information obtained in the course of as trustees of the public good, or their office or received due to their position. (I) Useofr public property. A City of Walnut Grove official shall not use City of Walnut Grove property of any kind for other than officially approved activities, nor shall he or she direct a City of Walnut Grove employee to use such property for other than (J) Use ofconfidential information. A City of Walnut Grove official shall not directly make use of, or permit others to make use of, for the purpose of furthering a private interest, City of Walnut Grove information not made available to the general public. (K)Coercion. A City of Walnut Grove official shall not use. his or her position in any way to official purposes. coerce, or give the appearance ofcoercing: . Another person to provide any benefits to him or her or to his or her ii. A City of Walnut Grove employee, an appointed official of the City of Walnut Grove, ora a contract employee toj provide any benefit tol him or her immediate family as defined herein, or or to his or her immediate family as defined herein, or iii. Any judge in the outcome of matters before the court. (L) Purchases. A City of Walnut Grove official shall not order any goods or services for the City of Walnut Grove or on! behalfofCity of Walnut Grove without proper authorization in compliance with the City of Walnut Grove Code. 4 (M). Conflicts of interest. In accordance with the Charter, no elected official, appointed officer, or employee of the City of Walnut Grove, or any authority or agency to which the Charter applies shall represent private interests, other than his or her own, in any action or proceeding against City of Walnut Grove or any portion ofits government; or vote or otherwise actively participate in the negotiation or the making of any contract between the City of Walnut Grove government and any business or entity in which he or she has a substantial interest. No city official shall enter into any contract with, or have any interest in, either directly or indirectly, the city except as authorized by state law. - This prohibition shall not be applicable to the professional activities of the city attorney in his or her work as an independent contractor and legal ii. This prohibition shall not be applicable to an otherwise valid employment contract between the city and a city official who is not elected (such as, by ini. Any official whol has aj proprietary interest in: an agency doing business with the city shall make that interest known in writing to the city council and the advisor on behalf oft the city. way of example, a city manager or chiefofpolice). city clerk. (N)City of Walnut grove employees. A City ofWalnut Grove official shall not use a City of Walnut Grove employee for personal or private business during regular business (O)Travel expenses. A City of Walnut Grove official shall not draw per diem or expense money from City of Walnut Grove to attend a seminar, convention, conference or similar meeting and then fail to attend the seminar, conference, convention or similar (P) Commitments. A City of Walnut Grove official shall not act or create the appearance ofacting on behalf of the City of Walnut Grove by promising to authorize or prevent any future official action ofa any nature, without proper authorization. (Q)False statements. No City of Walnut Grove official shall make a false or materially misleading statement or in any manner commit fraud in relation to any City of Walnut (R)Disclosure. A City of Walnut grove official or employee shall disclose the nature of any substantial interest he or shel has in a matter at the time such matter is presented to the mayor and council for discussion and/or action. Such disclosure shall be recorded into the minutes oft the meeting and become part ofthe public record. (S) Deliberation and vote prohibited. No City ofWalnut Grove official shall participate in aCity of Walnut Grove Council Committee or Council meeting during the discussion, hours or during the employee's scheduled shift. meeting. Grove or public business. 5 debate, deliberation or vote, or otherwise take part in the decision-making process on any agenda item, any official act or action in which he or she has a substantial interest. Provided, however, that such an elected official shall not be precluded from addressing acouncil committee or the mayor and council during the discussion ofany agenda item or any official act or action in the same manner as a member of the general public. Where the interest of a city official in the subject matter ofa vote or decision is remote or incidental, the city official may participate in the vote or decision and need not (T)Duty to leave meeting. To avoid the appearance of impropriety, after any member of the commission is determined to have a financial interest or a potential financial interest in any matter, they shall leave their regular seat as ai member ofthe mayor and city council or council committee and not return to it until deliberation and action on the matter is completed. Provided, however, that such an elected official shall not be precluded from addressing a council committee or the mayor and council during the discussion of any agenda item or any official act or action in the same manner as a (U)Ethics hearing officer. The chiefjudge ofmunicipal court, ori in his absencel his designee who shall be another municipal court judge or if no municipal court judge is available, the city attorney, is hereby designated as the ethics hearing officer. The ethics hearing officer shall serve without compensation and may be removed for cause by a majority vote of the mayor and city council. Ift the hearing officer is removed for cause, the next most senior municipal court judge or the city attorney shall serve as hearing officer. (Reeiptofcomplaints: All complaints against a City of Walnut Grove official shall be filed in writing with the city clerk to be referred to the ethics hearing officer in such form as may be prescribed by the ethics hearing officer. Upon receipt of a complaint disclose the interest. member of the general public. inj proper form, the ethics hearing officer shall: i. Review it to determine whether the complaint is unjustified, frivolous, patently unfounded or fails to state facts sufficient to invoke disciplinary ii. Be empowered to dismiss those complaints that are unjustified, frivolous, patently unfounded or that fail to state facts sufficient to constitute a violation of this article; provided, however, that a rejection of such complaint by the ethics hearing officer shall not deprive the complaining party of any action he or she might otherwise have at law or in equity iii. Be empowered to collect evidence and information concerning any complaint and to add to the findings and results ofi its investigation to the action ori is to be considered for further investigation. against the City of Walnut Grove official; file containing such complaint; 6 iv. Be empowered to conduct probable cause: investigations, to take evidence and hold hearings. The ethics hearing officer shall give the City ofWalnut V. Bec empowered to recommend to the mayor and city council that any City of Walnut Grove official found to have violated any provision of this article receive a reprimand, censure or be: requested to resign from his or vi. Bee empowered to refer a complaint to the sheriffofCity of Walnut Grove or other law enforcement agency for investigation and possible Grove official notice and an opportunity for al hearing; her office. prosecution; vii. Take action within 60 days of receipt of the complaint. The decision by the ethics hearing officer shall be reduced to writing and served upon all parties at interest within five days ofr reaching a decision. viii. The ethics hearing officer shall in a public hearing before the mayor and city council present argument and evidencet toj justify the recommendation contained in paragraph (5) above and make a recommendation of the proper penalty tol be imposed. The mayor and council shall have the final authority to act on or reject the recommendation within 30 days of the presentation by the hearing officer. (W) Penalties. Upon majority vote of the mayor and council, any violation of this code of ethics shall subject the offender to disciplinary action including reprimand, censure, or ar request tot the offending City of Walnut Grove official that he or she resign theiro office. (X) Right to appeal. Any City ofWalnut Grove official adversely affected by a disciplinary action taken by the mayor and council may appeal the decision to the Walton County Superior Court in accordance witht thel laws ofthe State of Georgia. Provided, however, that no action of a decision maker refusing or failing to take action pursuant to this (Y)Election tolling. To discourage the filing of ethics complaints solely for political purposes, complaints will not be accepted against a person seeking election as a city official, whether currently serving as a city official or not, from the date qualifying opens for the elected office at issue through the date the election results for that office are certified. The time for filing complaints will not run during this period. Properly filed complaints will be accepted and processed after the election results code of ethics shall be reviewable by the superior court. havel been certified. 7 SECTION2. Except as provided otherwise herein, all ordinances or parts ofordinances in conflict with this ordinance are hereby repealed. SECTION 3. Pursuant to the Section 2.27 ofthe City Charter, authority is hereby delegated to the City Clerk to cause this Ordinance to be numbered and codified in the City Code of Walnut Grove, Georgia, in such a way as to place this Ordinançe in the Code in an organized and orderly sequence to maximize the organization ofthe Code. The City Clerk is authorized to designate to the City. Attorney or to such other Mayor and Council approved contractors to assist in the effort to codify this provision provided the decision oft the City Clerk is final as to the placement ofthis Ordinance within the City Code of Walnut Grove, Georgia. The goal of this authorization is to codify and number this Ordinance in the Code in such a way as to be clear and orderly. SECTION. 4. This ordinance shall become effective immediately upon its adoption by the Mayor and Council ofthe City of Walnut Grove, Georgia. It is SO ordained on this day of August 2023. City ofWalnut Grove, Georgia Stephanie Moncrief, Mayor ATTEST: Kimberly Whitlow, City Clerk APPROVED. ASTOFORM: Anthony O.L. Powell, City Attorney Powell & Edwards, Attorneys at Law, P.C. 8 Ordinance No. 2023-11 AORDINANCE OF THE CITY OF WALNUT GROVE TO DECLARE A RECORDS CUSTODIAN AND AMEND THE CITY CLERKS dUTIES; TO PROVIDE FOR: SEVERABILITY; TO REPEAL CONFLICTING ORDINANCES; TO PROVIDE ANI EFFECTIVE DATE; AND FOR OTHER PURPOSES was approved by council on August 10th, 2023 during the Regular Council Meeting. Council Member Stephanie Moncrief motioned to approve the Ethics Ordinance. Council Member Erica Miles seconded. All in favor. Motion passed 3-0. ORDINANCENO.: 2023-11 A ORDINANCE OF THE CITY OF WALNUT GROVE TO DECLARE A RECORDS CUSTODIAN AND AMEND THE CITY CLERKS DUTIES; TO PROVIDE FOR SEVERABILITY; TO REPEAL CONFLICTING ORDINANCES; TO PROVIDE AN EFFECTIVE DATE; ANDI FOR OTHER. PURPOSES. WHEREAS, the governing authority of the City of Walnut Grove, Georgia is the Mayor and Council thereof; and WHERAS, the Georgia Records Act and the regulations thereto mandate certain record keeping practices; and WHEREAS, record keeping is a duty of the City Clerk; and WHEREAS, the Mayor and Council of the City of Walnut Grove believes it in the best interest ofthe public to amend its ordinances to reflect the laws oft this State. NOWT THEREFORE BEI IT AND ITI IS HEREBY ORDAINED: Section 1. That the Code ofOrdinances ofthe City of Walnut Grove, Georgia is hereby amended by deleting Section 3-404 and Section 3-1301 of the City Ordinances and replacing it with the following: "Section 3-404 Duties of City Clerk The City Clerk shall have the following duties in his capacity as City Clerk: 1.To attend all meetings oft the City Council; 2.Tol keep correct and full minutes ofthe proceedings of City Council together with all ordinances and resolutions passed by it, in aj properly indexed book or register kept for that purpose; 3.Toreceive all applications or petitions made to the City and toj place them before the Mayor and City Council at the meeting oft the City Council next succeeding the receipt thereof; 1 4. To issue all licenses, and keep a record thereof, and all badges and permits authorized by the City Council; 5.To attend all sessions oft the Municipal Court; 6.Tol keep an execution docket, in which. he shall enter the names ofa all persons tried and fined by thel Municipal Court, the nature ofthe offense, date oftrial, amount offine, and return ofthe police officer thereon; 7.7 To issue all summonses, processes, and subpoenas to witnesses that may be necessary in the enforcement of this code or other rules, regulations, and ordinances of the City Council; 8.7 Tol be the custodian of the City seal and affix its impression on documents whenever required, and; 9. To be the custodian of records and carefully preserve the records and documents belonging to the City which are not assigned tot the custody ofsome other officei in accordance with the Georgia Records act and the regulations thereto, and to maintain a proper index to all such records and documents sO that ready access thereto and use thereofn may bel had. 10. To receive all money due the City Council, including taxes, licenses, fees, and other moneys belonging tot the City and pay out the same only upon orders passed by the City Council ands signed by the Mayor, ori in his absence, the Mayor pro tempore; 11. To keep a book of accounts showing all money received on behalf of the City and the source and disposition thereof, which book shall be open fori inspection by the public and members ofthe City Council; 12. To maintain a uniform system of accounts and keep such other records and accounts as may be required by statute or ordinance; 2 13. To furnish the City Council with quarterly statements detailing all receipts and payments of funds for the quarter; and to the collection of delinquent taxes and sale or 14. To enforce all laws of Georgia relating foreclosure for nonpayment oft taxes tot the City. Section 3-1301 City Records City records shall be maintained in accordance with the Georgia Records Act (O.C.G.A. $50-18- 91 et seq)) and the regulations thereto including the Local Government Records Retention Schedules of the Georgia Archives composed by the University System of Georgia. All minutes notebooks. All other records may be digitalized as the City Clerk sees fit, shall be kept in physical sO long as iti is in compliance with the Georgia Records Act and the regulations thereto." Section 2. The preamble of this Ordinance shall be considered to be and is hereby incorporated by reference as iffully set out herein. Section 3. Itis hereby declared that ifa any phrase, sentence, or paragraph hereof shall bei found or declared unconstitutional ori invalid by a court ofcompetemtjurisiction, the remaining hereofs shall remain in full force and effect asi ife enacted without phrases, sentences and paragraphs the phrase, sentence, or paragraph declared unconstitutional or invalid. 3 Section 4. The effective date oft this Resolution shall be August 2023. Iti iss SO ordained on this day of August, 2023. City ofWalnut Grove, Georgia Stephanie Moncrief, Mayor ATTEST: Kimberly Whitlow, City Clerk APPROVED, ASTOF FORM: Anthony O.L.] Powell, City Attorney Powell & Edwards, Attorneys atLaw, P.C. 4 STATE OF GEORGIA CITY OF WALNUT GROVE RESOLUTION NO. AI RESOLUTION MEDIA TO ESTABLISH TERMS OF USE FOR THE CITY OF WALNUT GROVE SOCIAL TERMS OF USE: for the CITY OF WALNUT GROVE SOCIAL MEDIA 1. All social media platforms used by the City of Walnut Grove, Georgia will be designated as a Limited Public Forum. The City of Walnut Grove welcomes aj person's right to express his orl her opinion and encourages commenters to keep comments relevant to the topic in 2. A comment posted by any member ofthe public on any City of Walnut Grove, Georgia social media site is the opinion of the commenter or poster only and publication ofa comment does not imply endorsement of, or agreement by the City of Walnut Grove, Georgia nor do such comments necessarily reflect the opinion or policies of the City of 3. Posting ofany content on the City of Walnut Grove, Georgia'sl local government'ss social media site constitutes acceptance oft the Terms of Use Policy for the City of Walnut Grove, Georgia and it is understood that not adhering to these terms may subject one to removal of 4. Posts and comments are subject to public disclosure as required by law, including, but not 5. The City of Walnut Grove, Georgia does not allow or condone any of the following: question. Walnut Grove, Georgia. comments or person as per the terms below. limited to, Georgia' 's Open Records Act 5.1. Vulgar language 5.2. Personal attacks of any kind 5.3. Obscene, pornographic, or other illegal materials 5.4. Sexual comments about or directed to anyone. 5.5. Comments or content that promotes, foster or perpetuates discrimination on thel basis of race, creed, color, age, religion, gender, marital status, genetics, status regard toj public assistance, national origin, physical or intellectual disability or sexual orientation. 5.7. Comments that are unrelated to the City of Walnut Grove, Georgia topic that is the 5.9. Comments that promote particular non-City of Walnut Grove, Georgia services or 5.6. Spam or unrelated links to other sites. 5.8. Comments that advocate illegal activity subject ofthe post. products 5.10. Comments that promote political organizations or campaigns 5.11. Comments that infringe on copyrights or trademarks 5.12. Comments made by people who have blocked any administrator. 5.13. Commercial advertisements 5.14. Comments that disclose personally identifiable information that may compromise any individual's financial or personal security, including social security numbers, 5.15. Comments that contain information that may compromise the safety, security or proceedings of public systems or any criminal or civil investigations. 6. The City ofWalnut Grove, Georgia when authorized by law, reserves the right to remove from public view, without prior notice any comments that violate this policy. 7. Comments will not be removed solely because a commenter expresses disagreement with a 8. Allo ofCity of Walnut Grove social media sites shall be subject to all applicable state and federal laws, local ordinances, policies and standards, including but not limited to, legal requirements governing use of copyrighted materials, retention ofi records and compliance passwords or credit card information. City ofWalnut Grove, Georgia policy or action. with the Georgia Open Records Act. Itis sO resolved on this day ofl March, 2024. City of Walnut Grove, Georgia Stephanie Moncrief, Mayor ATTEST: Kimberly Whitlow, City Clerk APPROVED AS TO FORM: Anthony 0. L. Powell, City Attorney Powell & Edwards, P.C. AIM HIGHER VC3 Manage + Shield Town of Walnut Grove, GA 2581 Leone Ave Walnut Grove, Georgia 30052-4560 United States VC3 1301 Gervais St. Suite 1800 Columbia, SC: 29201 United States Stephanie Moncrief mayor@cityorwainutgrove.com Reference: 20240207-142628589 Quote created: February7 7,2024 Quote expires: May7,2024 Prepared by: Alex Daniel Senior. Account Executive alexdaniel@vcs.com (470)579-6721 Products & Services PRODUCTS & SERVICES VC3 Manage Full User Servers, Network Backups QUANTITY UNIT PRICE $150.00 /month PRICE 5 $750.00/month for 3 years 24x7x365 Remote & Onsite Support: Users, Foundational Protection Components: EDR Including 24x7x365S SOC, M365 Protection & Proactive Monitoring, Maintenance & Patching: Workstations, Servers, Network Strategic IT Planning: Alignment with IT Best Practices, ITI Budgeting, Technology Roadmap M365 License Management Vendor Co-Ordination Hardware, Software, Domain and License Procurement / Renewals PRODUCTS & SERVICES VC3 Manage Email Only User Support for email only users includes troubleshooting send/ receive issues and access issue to email platform. M365 & Email Protection & Backups Included QUANTITY UNIT PRICE $25.00 /month PRICE 9 $225.00 /month for 3 years VC3 Manage Shared User 24x7x365 Remote & Onsite Support: Users using a shared workstation. Foundational Protection Components: EDR Including 24x7x365S SOC, M365 Protection & Proactive Monitoring, Maintenance & Patching: Shared' Workstations. Protect Shield (Add On) Cyber Aware Essentials. Cyber Security Training & Simulated Phishing Tests Dark Web Credential Monitoring Web Protection & Content Filtering Email Protection & Spam Filtering VC3 Security Team 0 $50.00 /month $0.00/month for3years Backups 7 $21.99 /month $153.93/month for3years Protect Shield M365 Only User Cyber Aware Essentials- Cyber Security Training & Simulated Phishing Tests Dark' Web Credential Monitoring Email Protection & Spam Filtering M365 Monitoring & Protection VC3 Security Team 7 $10.50 /month $73.50/month for3 3 years Protect Shield Email Protect Archiving Email Archiving for up to 10 years. 14 $2.00 /month $28.00/month for 3 years Upgrade Protect Shield Cyber Aware Complete Upgrade Upgrades training catalog & simulated 14 $2.00 /month $28.00/month for3years phishing tests. PRODUCTS & SERVICES SharePoint/ OneDrive Hosting Files hosted in SharePoint/ OneDrive Users connected to domain via Azure Active Hosted files accessible via Windows Explorer. Data Recovery Server Backup QUANTITY UNIT PRICE $5.00 /month PRICE 5 $25.00 /month for 3 years Directory 0 $32.00 /month $0.05 /month $22.00 /month $8.00 /month $120.00 $0.00/month for3years $0.00/month for3years $110.00/month for 1year $72.00/month for1year $840.00 Data Recovery Cloud Storage (Per GB) 0 M365 Business Premium NCE Annual Subscription Microsoft 365F3 NCE Annual Subscription Migrate Workstation to Azure Join workstation to Microsoft. Azure, Migrate Local user Profile 5 9 7 VC3 Managed Services Onboarding Migration OneDrive Migrate User Data to OneDrive Migration File Share Migrate File Share to Sharepoint Investing Where We Serve Promotion-1 1 5 $1,465.43 $150.00 $1,465.43 $750.00 0 $500.00 $0.00 1 $0.00 $0.00 Laptop SUMMARY Monthly subtotal One-time subtotal $1,465.43 $3,055.43 Comments Clienti indicates: 5E Employees- Full users (includes Mayor) 55 Employees Planning and Zoning- -Email Only 40 City Council Email Only 7total computers (including: 2 Surfaces for Council) discussedi ifr neccessary) User believes that server isr not currently in use and can be turned off whent this is verified. (Decommissoning project will be NOI backups have been provisioned for server assuming thisi is the case but line items are included with 00 count. Reccomend 51 Full Time users be upgraded tol Microsoft 365 Business Premium. Reccomend Council, planning and zoning Client Currently has 181 Microsoft 365 Subscriptions. These are noti included here, butt these likely willr need tol be paid for until Client does not have Police Department sO did not reccomend migration to Government Community Cloud but Service Advsior subscriptions move tol Microsoft 365 F3 Subscriptions. the completion oft their current billing commitment. VC3 will' 'upgrade" subscriptions where possible. All Information has been provided by City Staff, nos sales engineering scan was conducted. may reccomend thati inf future. Order Governed by the Master Agreement This Orderi iss subject to and governed by Company's Master Agreement ine effect ont the datet this Orderi is entered into between Company and Client. The Master Agreement is available at htrps/wwwc.comtermsolsenitre. andi isi incorporatedi inf full into and made aj part oft this Order byt this reference. The Client may alsor request a copy of the Master Agreement bys submitting ane email request to betterit@vc3.com identifying the Client and the applicable Orders. Company's entering intot this Orderi is conditioned on Client's agreement to the Master Agreement, and bye entering intot this Order with Company, Client accepts and agrees to thel Master Agreement. Deliverables & Services Discovery & Deployment Setup the Client System for management and provide trainingt tol help the Client get ther most out oft thes services. Thisi includes: 1.Deployment ofa all services listed above. 2. Full documentation and inventory ofy your network 4. Orientation. andt training for yours staff 3. Best-practice configuration oft the network for monitoring and management 5. Macos Note: If Clienti is utilizing Mac 05, Company willp provide documentation to end users on howi toi install Company's monitoring and management platform. Macos does not allow a remote deployment ofs standard Company tools. Should Mac OS users require onsite assistance toi install VC3's monitoring andi management platform, support willl be provided on a Time and Materials basis att the rates detailed within Client Master Agreement. 6.1 Implement performance monitoring of client's network prior to and duringi implementation. 1.F Provide 24X7 Incident response services for alli included user, server, andi network devices. 2. Provide phone, remote and onsite: support to authorized users for all included devices. 3.Track alli incidents through anl ITIL (Information Technology Infrastructure Library) based Service Desk system. All requests will be prioritized and processed per the Priority guidelines listedi in Addendum. A. 4. Provide 24x7 collection of performance data for the client's included: server andr network devices per Company's best 5. Utilize industry best practices for remote access, control, andr management ofa all devices. 6.F Patching: Deploy, manage, and monitor the installation of approved service packs, security updates and firmware updates as deemed necessary on all applicable devices. Some devices sucha ast tablets and cellp phones mayr not be 24x7 Monitoring and Incident Response Services practices. compatible with included patchingr methodologies. 7. Resolution of monitoring alerts. 8.R Resolution of performance issues. 9. Resolution of availability issues. 10. Resolution of end-user reported problems. 11. Routine additions, deletions, and changes toi included devices and users. Foundational Protection 1. Deploy Endpoint Detection and Response (EDR) to all workstations and: servers with Company RMM deployed. 2. Monitor workstations and servers with EDRi installed via 24x7x365 partner SOC. 3. Deploy M365 Monitoring and Backup Solutions to Client M365 Tenant. 5.E Backup M365 (SharePoint, OneDrive, Teams & Exchange Online) 3t times a day. 4. Continually monitor M3651 tenancy. 6.0 Configure infinite retention on M365 backups. 7. Respond toi incidents and service requests. Allr requests willl be prioritized and processed pert the Priority' guidelines listed in Addendum. A. Application Support 1.Provides support for client licensed 3rd party applications. Ifiti is determined from thei initial discovery and/or fromi third- party application vendors that an application requires additional servers, licensing or supportresources, additional monthly costs may be required before the application can be supported. 2. Microsoft Applications: Microsoft Office: and 365, ore This is limited to Access Evcel b. Application installs, synchronization issues, permission management and general troubleshooting are ally within scope for these appications.Microsor, Applications Strategic ITI Planning Provide the client with a named Strategic resourcet to assist Client witht the following: 1. Budgeting: Workv withi the client to develop an annual technology budget forr recurring expense items andi new capital 2. Strategic Planning: Recommend technology solutions as well as provide roadmaps that support key! business processes inc order tol help the client leverage technology: appropriately. The Company will work withi the client as part of the annual planning process to understand the current business drivers andg goals and make recommendationsi targeted toward 3.Analyze ITI Health data: Perform a periodic analysis of the data collected by Company's monitoring: systems to proactively resolvei issues and assess potential risks withint the environment. The Company will make this analysis available to key stakeholders and provide direction on! business decisions regarding thel level of investment. requirements in alignment with organizational goals. maximizing the effectiveness ofi the client's technology investment. ITA Asset Administration 1.Hardware and: software asset and warranty expiration tracking 2. Domain name expiration tracking 3. Hardware ands software purchase specification 4. Web portal access for ticket creation and management 5. Maintaining network documentation and secure password storage 6.1 Interfacing with vendors such as internet service providers (ISPs) Procurement 1.Server, Networking, and Power equipment. 2. Desktops, laptops, tablets. 3.F Peripherals, including Printers. 4. Software, including subscription-based. services. 5. Domain names ands security certificates. 1. Deployment & Implementation Services: Protect Shield a.F Provision Dark Web Protect -Dark web monitoring platform, including provisioning Client's domain(s), reviewing b. Provision Cyber Aware Cyber Security Training platform. Includes synchronizing employees between Client's domain and training platform. Company will configure initial and ongoing testing and training ata a frequency existing data with Client point of contact, and configuring realt time alerting: i. Configure monitorings service tor monitor corporate domainsi ins scope. ii. Configure upt tot five (5) personal emaila addresses tol be monitored. determined by Client. .Whitelisting emails fromt the Cyber Aware server tor maximize delivery rates. ii.N Maintaining active user list withint the platform. ili. Creating phishing campaigns targeting users on Client domain. iv. Management of phishing campaigns monthly. V. Creating training campaigns, educating users on Client domain. vi. Management oft training campaigns monthly. vii. Providing phishing /t training reports to Client. C.F Provision Email Protect -A Advanced Email Threat Protection platform. i.Deploy Email protect to Client Microsoft 3656 environment. iv. Creating filter policies and approve/Dlock sensor list items. connected tot the corporate network or using corporate devices: 1.D Deployment of agent to all devices with Company RMM deployed. 2. Initial configuration of web and content filtering policy within thes solution. 1.P Provide 24X7 Incident response services for alli included deployed services. ii. Updating MX Records. ii. Customizing! Spam settings. d. Provision' Webl Protect- Advanced DNS/Web protection platform. Filters content accessible bye employees when 2. General Managed Security Services 1.24x7/ Monitoring and Incident Response Services: 2.Track alli incidents through an ITIL (Information Technology Infrastructure Library) based Service Desk system. All requests willl be prioritized and processed pert the' Priority guidelines listedi inA Addendum. A. 3.F Provide 24x7 Partner Security Operations Centre (SOC) monitoring for all endpoints with Endpoint Protect 4.24X7 response to criticale event driven Incidents. 5. Utilize industry best practices for remote access, control and management ofa all devices. 3. Quarterly: Security: Summary. Includes a report oft the activities that havei taken place under this Order. Hardware Promotion Terms & Conditions 1.0 Company will provide Client with promotional hardware outlined int fees section. 2. Company wills schedule installation oft this promotional hardware during Client Onboarding project. 3.F Promotion includes hardware, warrantyi from manufacturer and deployment and shipping costs. 4. Upon installation, Client assumes ownership and full responsibility for this hardware. agreement or orderi for Company top provide Managed IT Services ons such hardware. 5. Company willp provide support for hardware provided under the assumption the user using this hardware is covered by an 6. Company assumes Company RMM willl be installed on this hardware tof facilitate Company providing remote support to users. 7. Any support for users falling outside oft this order will be provided on a Time & Materials basis att the rates outlined int the 8. Client willl be responsible for purchasing all other associated peripherals for hardware, including but notl limitedi to, monitors, Master Agreement. keyboards, mouse, docking stations. Exclusions Items othert than thosei included above are expressly excluded from the Services provided within this Order. Thef following 1.Excludeds services are thoser related tot functionality upgrades, sucha ast those required to evaluate, specify, purchase, and implement client system or server upgrades such as operating systems, Microsoft Office suite software unless included witha a specific Company product, third party software deployments or upgrades, ore equipment related to these services whose scope exceeds that defined above. Company willp provide these services tot the client onal Time & Materials Order basis att the rates outlined int the Master Agreement. Ifr modification orr replacement ofal hardware device or component isr required, clienti is responsible for all hardware and hardware vendor: services costs, excluding Company owned 2. Software development, training and project work, including client-owned PC upgrades and non-patch upgrades of 3. When client requests services by Company not explicitly includedi int this agreement, they are agreeing toi invoicing of said services pert the terms outlined int thel Master Agreement. For all services whichi incur additional hourly fees, Company willr notify the client that theses services are outside the: scope oft this work order andy will receive approval from client 4. Software andl licensing purchased by the client directly from a third-party vendor are not included as a part of services to 5.A Architectural changes, mass deployment, database management, data visualization and business process automation/ 6.C Cybersecurity event or incident response activities or remediation efforts exceeding eight (8) hours oft technician, 7.Should deficiencies, malware infections, or critical vulnerabilities be discovered during the deployment of services, Company will bring to Client attention and discuss thei impact oft the deficiencies on Company's ability to provision the Services andp provide client with options to correct the deficiencies. Initialr remediation hours willl be billed outside of this 8. Company is authorized" to obtain any documentation or information regarding anya and all accounts ata alll locations the Client may have with anyt telecommunications vendor. Company also has thea authority tol be added as ana account contact and speak onl behalf oft the Clienti ini negotiating services, billing, credits and/or connectivity oft this Client's services with the Telecommunications company and/or vendor with thep proviso that only the Client has authorityt to 9.7 Throughout ther relationship between Company and Client, the Company will also make extensive use of Remote Management: software. Thiss softwarel is used across all clients tor monitor workstations and servers in realt time. Company willa also uset this software to remotely connect anda assist the Client's users when they have at technological problem ifthe user has ani internet connection. In addition, endpoint protection software, ticketing, and asset management are exclusions and clarifications arei intendedi to clarify the scope of services for this order: hardware explicitly provided through this Order. software, arer not included. prior tor rendering these additional services. bes supported. troubleshooting are considered excluded fromt this Order. engineer or project management time. Order unless otherwise explicitly statedi int this Order. enter into contracts with any vendor ors supplier. managedt through thiss software. Assumntions 1.The Order will not become effective unless and untili iti is agreed upon and signed byt the Client and Company. 2.IfC Company is providing or managing Client' 's Microsoft Licenses, then Client agrees to thel Microsoft terms and 3.Company reserves ther right, ati its discretion, to pass onto the client any changes to obligations, such as terms or pricing imposed on Company by ag given vendor, for an offering thati is currently resold to the clienta at anyt time during the 4. Company will make reasonable efforts to resolve all issues remotely prior to dispatching an engineer onsite. Travel hours 5.N Microsoft NCE licenses and subscriptions run on an annual basis and cannot be terminated nor altered mid-term. 6.Ifo client Microsoft licenses are under a current annual NCE: subscription, Company assumes they willr migrate tol become 7.The items defined int this Order are designed to enhance the: security oft the customer environment. Therei is no guarantee that anys security measure willp prevent a data breach, infection, or other cyber security incident. conditions ass statedi int the Microsoft Customer. Agreement found! here: htms/wwwmirosot.comlemsin.iesaustomerateement current agreement term. incurred will bei invoiced according to the Master Agreement. under Company's management att the point ofr renewal. Client Responsibilities 1. Client will provide a primary point of contact for Company to work with on alls services provided ini this Order. 2. Clienti is responsible for authorizing access for Company to sites that are owned/controlled byt third parties. 4. Client willr make al beste effortt tor maintain ther minimum infrastructure requirements as defined by Company. 5. Client willr maintain both hardware ands software maintenance. agreements with thes source Vendor whenever possibleto allow for ongoing access tos security updates andt to provide quick replacement of non-functioning components. 7. Clienti is responsible for procurement and ownership of alll licenses, maintenance, and vendor support agreements required for support oft their third-party applications, excludingt the Microsoft licensing explicitly included int the pers seat 9. Client willb bei financially responsible for anyr remaining or ongoing charges from! Microsoft. Microsoft subscriptions can eachh have their own terms andi renewal dates. Itist the client's responsibility to engage Company to adjust Microsoft subscription counts and terminations prior to 12 months fromt the original work order ors subsequent change order 3. Client is responsible for proper disposal of client-owned devices. 6. Client musta assign Company as their Microsoft Partner of record. packages identified in Products & Services section. 8.7 Third partyt tooll licensing may be required for additional cost. purchase date. Invoicing Company willi invoice the Client a pro-rated monthly fee based on any partial month of service plus the first fullr month ofs service ont the effective: services start date. Alls subsequent service months will bei invoiced att the: start oft ther monthi in which: services aret tol ber rendered. Services activated. after the first of month may bei invoiced on ap pro rata basis thei following month. Anyt taxesr related tos services purchased or licensed pursuant tot this Order shall be paid by Client or Clients shall present an exemption certificate acceptable tot thet taxing authorities. Applicable taxes andi freight charges shall be billed as a separate item Unit rates willa automatically increase annually ont the anniversary of the Effective Services Start Date equivalent tot the CPI The terms oft this Order will automatically renew for an additional term of equivalent length tot the current activet term unless notice oft termination is provided to Company not fewert than 90 calendar days prior to expiration oft the current active term. Company willa audit the Client's usage of units ona a monthly basis; for each unit found ine excess oft the amount listed above, Company willi increase ther monthly fee byt the corresponding amount indicated. above. Reductions in Units above ther minimum threshold willl be reflected ont the invoice within 30 days of service removal. Additional services may! be added ata anyt time during ont the invoice. change for All Urban Consumers or by 4.00%, whichever is higher. the life oft this contract att the unit rates listed above. Addendum A - Service Desk Priorities Incidents and Service Requests are triaged and prioritizedi to effectively resolve the mosti important issues ina ai timely manner. Company utilizes the following priorities, criteria and response metrics: Systen/dewcelapplication down causing workt to cease and criticali impact tot the entire organization, av whole department, or a C-level executive or VIP user; noi interim: solution available; Clienti isi in danger of ori is experiencing af financial loss or the ability to makes strategic business decisions isi impaired. 24x7 Support: Priority1i incidents will be addressed on a 24! hours a day,7 days a week! basis including holidays. Systen/dewcelapplication down causing workt to cease and potential business impact for upi to5 5 users, a C-level 24x7 Support: Priority 2i incidents willl be addressed ona a 24 hours a day,7 days a week basis including holidays. Level ofs service degraded causing impact to ani individual user; noi interim solution available. Operational impact tot the organization ora whole department though work continues as a result ofi implementing ani interim solution Business Hours Support: Priority 3i incidents willl be addressed during normal business hours Monday-Friday, Minori inconvenience to a department or user exists though work continues as a result ofi implementing an Business Hours Support: Priority 4i incidents will be addressed during normal business hours Monday-Friday, Business Hours Support: Priority 5 incidents will be addressed during normal business hours Monday-Friday, Priority2: Priority: 3: executive, or a VIP user; noi interim: solution available. or use of other ystem/device/serice. 8:00am to 5:00pm excluding holidays. Priority 4: interim solution or use of another ystem/device/service. 8:00am to! 5:00pm excluding holidays. 8:00am to 5:00pm excluding holidays. Priority! 5: Maintenance tasks, audits, or alignment work thati is not requested byt the client. Call Priority 1 2 3 4 5 Initial Client Contact Guidelines Initial Client Contact Percentages 1Hour 2Hours 4E Business Hours 8Business Hours N/A 90% 90% 90% 90% N/A Addendum B-Maintenance Windows Ally work performed within Company's Hosting or Clientl Infrastructure isa af form of maintenance. Suchy work may or may not 1.Scheduled Maintenance: All planned work performed on Company's Hosting or Client Infrastructure by Company engineers, or staffi is defined as" Scheduled Maintenance". During Scheduled Maintenance, some ora all of Company's Hosting or Client Infrastructure may be out of service andt therefore may not be accessible to users. Regularly Scheduled Maintenance will occur between 2/ AM ande 6A AM int thel localt time zonei for whichi the Client Infrastructure being maintained resides. Downtime to perform changes is expected during this window. If Client has al business need to avoid said downtime, they must provide their request via the Company Service Desk ten business days in advance. a. Notification: Client willl be notified via email should Scheduled Maintenance be required tot take place outside of 2. Emergency Maintenance: All work performed inr response to a disruption or at threat to the availability of a component of Company's Hosting or Client Infrastructure withint the control of Company is defined as' "Emergency Maintenance". Emergency! Maintenance will be conducted based upon thet timeframe that the emergency exists. Normal business hours will: see ani immediate response. For issues that occur during non-business hours, thei impact oft the event will be evaluated as soon as possible, and appropriate measures takent to return the system tor normal availability. a. Notification: Client will be notified via email should Emergency Maintenance be necessary. Commercially reasonable efforts will be madet tor notify Client prior to emergency maintenance. Company reserves the rightto complete Emergency Maintenance without prior notification to Clienti if necessary to mitigate risks posed by the resulti ina disruption of service depending ont the: scope of thea activity. thev windows specified above. needi for Emergency Maintenance ina at timely manner. Signature Before you sign this quote, an email must be sent toy you to verifyy your identity. Find your profile below to requesta verification email. Stephanie Moncrief mayor@cityotwainutgrove.com Hunter Lindsay hunter.lindsayevcs.com