City of Reidsville City Council Meeting Monday March 9, 2020 Draft Copy- Not approved by Council until April 13, 2020 The regularly scheduled meeting ofthe Reidsville City Council was held on Monday, March 8, 2020 at 5:00 pm. Members of Council present: Verdie Williams Carolyn Crume- Blackshear Bruce Conner Donald Prestage Jim Waters City Attorney DuAnn Cowart-Davis was present. City Clerk Gina Sheridan prepared the minutes. The meeting was brought to order by Mayor Sydney Clifton at 5:04 pm. The prayer was given by Council Member Bruce Conner, followed by the Pledge of Allegiance. At this time, the meeting was opened for public comments. Rachel Harrelson, Tattnall County Census Coordinator, addressed the Council. Mrs. Harrelson explained that the on-line Census data collection will begin March 12th with the paper Census in the mail the same day. The Coordinator expressed how important Census data collection is to our City and the County as a whole. The Mayor was asked to make recommendations for a committee to be put in place for help with citizen contact. Mrs. Harrelson went over plans for the Census 2020 Block Party which will take place in each town on April 4th. The VFW in Reidsville will be cooking hotdogs in Reidsville at the Veterans Park and there will be several local groups with family activities on site. Mr. Curtis Colwell then addressed the Council and suggested that if when Council Members met that notes could be taken even ifi it were only one or two Members and shared with the rest of the Council Members. The Mayor advised the meeting minutes from last month's S meeting were provided to the Council for review. Ifthere are no questions and/or corrections recommended, a motion is needed to accept as written. A motion was made to accept the minutes as written. Motion made by: Jim Waters 2nd by: Verdie Williams Vote: Approved - Unanimous The Department Supervisors were asked to present their monthly activity/statistics to the Council. Chief of] Police, Stacey Wilds, presented the monthly reports ofthe police department. Public Works Director, Rodney DeLoach was not present. Mayor Clifton presented the monthly reports for the water and sewer department and streets and lanes. Fire Chief Jimmy Brown was not present the monthly report for the Fire Department was presented by Mayor Clifton. Recreation Department Head Darien Renfroe was not present. City Clerk Gina Sheridan presented the Recreation Departments monthly report. Under Old Business, the dilapidated buildings were the next item on the agenda. City Attorney Duann Cowart-Davis presented to the Council a list with the status and address of all dilapidated properties. Attorney Davis reviewed all properties listed with the Council. The Council advised Attorney Davis that any properties still out of compliance should be sent a letter and advised that they have 90 days to bring their properties in to compliance or further action will be taken. The next item with regard to Old Business is the Police Department Evidence Room. Council Member Jim Waters advised that he and Police Chief Wilds had visit similar projects constructed by the contractors who bid and recommended that the Council go with the lowest bid which was submitted by CM Logistics. Motion made by: Jim Waters 2nd by: Bruce Conner Vote: Approved- Unanimous With no further Old Business to discuss at this time the Mayor addressed New Business with the Council. The Mayor asked Michael Jackson of Glynn Davis Associates to speak with the Council regarding the renewal of the employee's insurance benefits. Mr. Jackson shared with the Council that the current health insurance through Anthem offered a renewal quote of $200 a month per employee increase in premium. Mr. Jackson was able to quote several other options for the employees. After review of all options, the best fit for the City was United Health Care with one option being paid in full by the City of Reidsville for employees and the other option offered with a slightly different benefit with an employee contribution of $20.80 per week with the remaining premium amount paid by the City. Open Enrollment if approved by Council would take place on Thursday, March 12th from 2-4pm with an effective date of April 1, 2020. Motion made by: Jim Waters 2nd by: Carolyn Crume - Blackshear Vote: Approved - Unanimous Sheriff Kyle Sapp then addressed the Council. Sheriff Sapp discussed with the Council the current Investigators Contract that the County has with the City. Sheriff Sapp reviewed the responsibilities ofthe Investigators to the City of Reidsville and invited ChiefInvestigator Justin Kirkland to share with the Council cases handled in the last twelve months by the Investigators for the City. Council Member Verdie Williams asked Investigator Kirkland to share with the Council the additional training required to be an investigator. With Council approval the Tattnall County Sheriff S Office will continue their efforts on behalf of the City of Reidsville. Motion made by: Jim Waters 2nd by: Verdie Williams Vote: Approved - Unanimous Seasonal Grass Cutters were the next item on the Agenda. An advertisement for Seasonal Grass Cutters would need to run March 12, 19 and 26th in The Journal Sentinel. The proposed advertisement was printed and reviewed by the Council. These temporary/seasonal workers would work April through September no more than 29 hours per week, no benefits or leave. Street and Lane Council Member Bruce Conner recommended to the Council that they consider paying the temporary workers $8 per. hour. Consideration was given by Council with regard to advertising and hiring the Seasonal Grass Cutters. Motion made by: Bruce Conner 2nd by: Jim Waters Vote: Approved - Unanimous Council Member Jim Waters expressed to the Council his concern for the safety of the Public Works employees. Councilman Waters said that while the workers have DOT reflective vests that DOT shirts for all Public Works employees should be worn. After consideration all Council Members agreed that these shirts should be purchased by the City and worn at all times by the Public Works Department for the safety of the workers. All Council Members were given information on the 42nd Annual Easter Egg Hunt to held at the Recreation Department on April 11th at 10am. Council Member Verdie Williams expressed to the Council how important it would be that anytime a group uses the Recreation Department that they have Event Insurance. Mayor Clifton said that he would speak with the event coordinator Mr. Linton Brown regarding the insurance. At this time, the Council reviewed the Department of Community Affairs letter, as well as City Engineers letter of recommendation, for L&L Utilities to be considered and approved following the reference check, bid bond and insurance verification for CDBG Contract award in the bid amount of$760,826.40. Motion made by: Donald Prestage 2nd by: Verdie Williams Vote: Approved - Unanimous Council Members Carolyn Crume-Blackshear and Jim Waters had to recuse themselves from vote as they live in the area that the CDBG covers. The next item on the Agenda was review oft the sample Motorized Cart Permit decal. After review, the Council stated that the sample looks too much like that of the Public Works Department and asked that the decal be perhaps triangle in shape and of a reflective. The sample will be revisited with the producer and presented to the Council once revised. At 6:18pm the Council was called into Executive Session regarding potential litigation. Motion made by: Donald Prestage 2nd by: Jim Waters Vote: Approved - Unanimous The Council was called back into Session at 6:36pm. No action will be taken following Executive Session. At this time the Mayor asked each Council Member ifthey had any additional items for discussion. Council Member Bruce Conner asked for a list of the roads to be paved by the City at the next meeting. Council Member Donald Prestage stated how good the addition at the cemetery looks. Jim asked that we remember to get safety shirts for the Public Works employees. Council Member Carolyn Crume-Blackshear spoke about the ground saturation in town and with regard to a citizen on Delores Street. Mayor and Council discussed the amount of rain and will monitor the situation. Mayor Clifton advised the Council that Tattnall EMA will be holding a meeting on Friday, March 13 at 10am to address COVID-19. With no further business to discuss a motion was made to adjourn this meeting at 6:53pm. Motion made by: Jim Waters 2nd by: Donald Prestage Vote: Approved- Unanimous