Meeting minutes OF THE REIDSVILLE CITY COUNCIL Date: Time: Facilitator: September 9, 2024 5:00 PM Vickie Nail, Mayor Council in attendance Approval of minutes Donald Prestage These minutes are a draft and are not approved until September 9, 2024 Lindsay Bennett (Absent) Carolyn Blackshear Verdie Williams Nivea Jackson- City Clerk Gina Sheridan-Finance Manager Duann Davis- City Attorney The Council was greeted by a welcome and prayer from Mayor Vickie Nail. Mayor Nail announced to the public that the meetings will be recorded and posted on the City website for viewers.* The Mayor noted that the Mayor, Council, Clerk, Attorney, and Finance Manager will be the only one in the recording to prevent filming of others without expressed permission. Pledge of Allegiance was complete in unison by the audience. The previous weeks' planning session was cancelled due to the lack of a quorum of Council members. The Mayor is going to skip over voting on the previous month's minutes and come back to it in order to allow Council ai few minutes to read the minutes over. The Mayor began by announcing to the Council and audience that the City of Reidsville has been successful in being awarded the DCA One Georgia Grant to help bring the Pine Ridge Subdivision to the City. Hayes Hofstadter, City Engineer, is welcomed to speak on upcoming projects. Hofstadter mentions because the City's audits were completed, several grants and projects were completed and approved for over $5M of funding for the City. of Reidsville, most: to be forgiven. The Cityis approved for CDBG, USDA, Georgia One, and a GEFA grant totaling over $5M. The Mayor mentions that the Council will need to vote on an engineering firm to work on the OneGeorgia Pine Ridge project. Hofstadter is the only firm that submitted al bid. Donald Prestage makes a motion to accept Hofstadter and Associates as the engineering firm to work on the Pine Ridge subdivision project. Motion by: Donald Prestage 2nd by: Verdie Williams Motion: Carries unanimously On to the new business for the night, the Mayor mentions to the Council, additional fees that were brought to the table by Roberts Civil Engineering firm's Nick Overstreet for grant administration fees. The Council was given a handout to reflect the costs. Originally, the City was advised that the fees would be included in the grant. DCA has confirmed that this fee is no longer covered inside of the grant, but will be a cost to bear on the City. Brandon Parker, the Contractor for the project has agreed to cost share on the fees along with the City. Nick Overstreet, currently with Robert's Civil Engineering is charging an administration fee of 3% of the award, $42k. Brandon Parker has agreed to pay $12k, leaving the City with the remaining $30k. Gina Sheridan, Finance Manager is asking the Council to table the discussion SO that she may talk to HOGARC, ALGA, and DCA for more clarity as well as options. Roberts Civil Engineering has given the City the option to make payments beginning at the beginning of the year to pay their portion. Sheridan informs Council this kind of debt was not factored into the adopted budget and would have to take considerable inventory to afford such a large debt. Sheridan spoke with DCA and was informed if the City wanted to reject the grant, paperwork would need to be filed. Brandon Parker spoke in defense of Overstreet, citing that Lyons who was awarded previous to the City of Reidsville, the same OneGeorgia grant, was able to finance the fees into the loan/grant. These DCA guidelines were new, unavoidable to Overstreet, and definitely affects the process. Sheridan wants to give the Council more information to make an informed decision. Carolyn Blackshear makes a motion to table this discussion until Gina Sheridan can explore options. Motion by: Carolyn Blackshear 2nd by: Lindsay Bennett Motion: Carries unanimously Department Reports were up next. Derrien Renfroe gave the recreation departments statistics. 175 signed up for soccer and games will be Monday, Tuesdays, and Thursdays. Assistant Chief Snell reads stats. Notables are that 2 cadets will be: starting school September 30, 1 male and 1 female. Building inspector, Don Powell, is in discussion with citizens who may need to demo 3 homes. Council Prestage read the stats for the FD. NEW BUSINESS Halloween- The City is encouraging citizens and business who want to participate in Halloween festivities, the observance times will be from 6p-8p on Oct 31st. Alcohol Permit- Postponed for a support letter from the church that addresses the possible zoning infraction. The Mayor let the applicant know that they will need a support letter in hand to move forward with approval. Naomi's Place has completed the Public hearing process. Recreation Dept member updates- The Mayor is introducing 3 new members who will need confirmation by vote to be on the Recreation board. Members are V. Autry, E. Calloway, and S. Eubanks. Councilwoman Blackshear and the Mayor have met with current and aspiring board members. Revisions have been made and proofed by Councilwoman Blackshear and Mayor Nail. Councilman Prestage would like to table the topic to get clarity on the need to remove/replace members. Counciwoman Blackshear opposed the wait and makes a motion for the adoption. Counciwoman Blackshear makes a motion to accept new members and the revised bylaws. Motion by: C Blackshear 2nd by: Verdie Williams Motion: Carries, with 1 opposition (Donald Prestage) Duann Davis, City Attorney is presenting Resolutions to the Council that allow for the Administration of both GEFA and USDA contracts and documents for the upcoming loan execution. The documents will require 2 signatures, the Mayor, Vickie Nail and City Clerk, Nivea Jackson to sign to execute on the City's behalf. Iti is SO the City may receive grants. Council was provided with a copy. These designations will also carry out any future invoices to be paid and contract signatures. Carolyn Blackshear makes a motion giving the Mayor and Clerk the designation to execute GEFA contracts. Motion by: C Blackshear 2nd by: Donald Prestage Motion: Carries Councilwoman V. Williams makes a motion to allow for the Mayor and City Clerk to execute USDA Contracts. Motion by: V. Williams 2nd by: C. Blackshear Motion: Carries Georgia Reads and Mayor's Free Little Library- Mayor signed a proclamation deeming September the City's reading Month. There will be a free library box to be displayed out front to ensure citizen's, especially children get to read. Kenneth Thompson presented the Council on information concerning ta possible Radio Controlled Site for citizens who have joined the growing Radio Controlled vehicle community. Thompson is requesting the City help find a site SO that RC's can fly and maneuver vehicles. AMA memberships will be required. Mayor will assist in future developments. Duann Davis, Attorney is reading the revised 2nd reading of the mobile home ordinance with revisions. Road width and set backs were revised. Carolyn Blackshear made a motion to accept the 2nd reading of this ordinance. Motion by: Carolyn Blackshear 2nd by: Lindsay Bennett Motion: Carries Notable Comments: Councilwoman Williams asks if the new roof venting has been checked and is successful. Audience member asks if the City could publish Boards and Commissions with contacts on website For the needy, there is a free lil pantry at Elite Insurance. Springfield MB Church has a monthly foodbank on the 4th Fridays and Saturdays. October 18th 8am-11a and October 19th 7:30a-10a. Councilman Prestage is hosting an appreciation for Emergency responders and City personnel on September 26th, 12-2p at the old Elementary School. Meeting adjourned at 6:26pm