MINUTES WAYCROSS CITY COMMISSION PLANNING & INFORMATION SESSION MONDAY, MAY5, 2025, 5:00 P.M. WAYCROSS CITY COMMISSION CHAMBERS (417 PENDLETON STREET, WAYCROSS, GA) I. CALL TO ORDER: The Waycross City Commission Meeting was called to order on Monday, May 5, 2025, at 5 pm by Mayor James. The meeting was held in the Commission Chambers of City Hall. Present were Commissioners Shawn Roberts, Alvin Nelson, Katrena Felder, and Mayor Pro Temp, Sheinita Bennett A. Invocation: Mayor Pro Temp, Sheinita Bennett Invocation was led by Pastor Williams B. Pledge of Allegiance II. GUESTS: Mr. Travis Smith, 1310 Washington Ave, Waycross, spoke on the events that are held in the city every first Friday. He would like the commissioners to look into why he is not allowed to have two consecutive days when it comes to first Friday events. He states that he has been denied even though he has followed the noise ordinance laws. Mr. Tim Peacock, 906 Euclid Avenue, he expressed his concern with how decorum is handled outside ofCity Hall, when it comes to employees of the city. Ms. Crystal Scott, 204 Gilmore Street, Waycross, spoke about the inspection process of properties here. She stated she felt that there were some discrepancies in the way her properties were evaluated and wanted to bring it to the commissioners attention. II. TRAVEL/TRAINING SCHEDULE AND REQUESTS There are none at this time. IV. PLANNING & INFORMATION SESSION A. Discussion Items: ***SEE DISCUSSION NOTES*** 1. Bids: a. WAYX25-07 Fire Dept. Vehicles and Equipment b. WAYX 25-08 Public Works Vehicles C. Tyler Tchnologies-Reques: to Amend the Contract 2. Mosquito Sprayer Quote 3. Budget Presentation Dates 4. Fiber Installation Mitigation Page 1 of3 5. Equipment Trailer 6. Fireworks Agreement 7. Meter Pilot Funding OCA'S 8. City Grease Trap Mitigation COA'S 9. Grant Services Authorization 10. Speed Calming Mitigation 11. SPLOST 2023 Funding Strategies C. Privilege Licenses Renewals: n/a D. Privilege Licenses: a. WAWA, P. Valentino, 1810 South Ga. Pkwy, Waycross, Beer and Wine. Package Sales Only. b. Pour Decision' s Beverage Co. Inc dba Edd's Package Store, H. Sweat Jr., 608 S. Ga. Pkwy, Waycross, Beer, Wine and Liquor. Package Sales Only. There was a consensus to place this on Tuesday agenda. E. Proposed Ordinances: n/a F. Proposed Resolutions: 1. A Resolution of the City of Waycross, Georgia, To Declare Two (2) City Owned Fire Department Vehicles and One (1) Fire Safety Trailer To Be Surplused Property; To Provide For Sale on GOVDEALS.COM; and for Other Purposes. There was a consensus to place this on Tuesday agenda. 2. A Resolution of the City of Waycross, Georgia, To Declare Four (4) City Owned Public Works Vehicles To Be Surplused Property; To Provide For Sale on GOVDEALS.COM; and for Other Purposes. There was a consensus to place this on Tuesday agenda. 3. A Resolution of the City of Waycross, Georgia To Approve A Contract Amendment with Tyler Technologies to Add A Fixed Asset Module For The City's Finance Software Which Was Not Part of the Original Contract For Necessary Upgrades; and for Other Purposes. There was a consensus to place this on Tuesday agenda. G. City Attorney Report: H. City Managers Report: I. Last Call Page 2 of3 J. Adjourn to Executive Session There was a motion made by Commissioner Nelson to go into executive session, seconded by Commissioner Roberts for the purpose of discussing property. All voted in favor, and the meeting adjourned to go into executive session at 6:53 pm K. Adjournment CITY OF WAYCROSS BY: 9 Mubllaek mi MICHAELANGELOKAMESX Mayor ATTEST: AquaN Pu JACQUALINE POWELL, City Clerk Foyas Page 3 of3 **DISCUSSION NOTES*** 05/05/2025 WS MAYOR: Information session is now called to order. At this time, we look to our Mayor Pro Tem. Mayor Pro Tem, to need a minute. We'll call for our invocation and our Pledge of Allegiance. BENNETT: Thank you, Mr. Mayor. Um, I have Pastor Williams to come on behalf of Mr. Milton and Southview Funeral Home. To do the invocation for us. PASTOR WILLIAMS: Let us know about his father. God, we come in this time and presence. God, you're such a caring, kind God. And understanding that all as we commission your divine hand to be upon our mayor, these city commissioners that follows God and Lord for the protection of our city. God, we thank you, Lord, for the work, for the for the hands that they put forth to keep this city safe. Keep it on the on the proper, uh, protection, Lord. And even our law enforcement's. God, we thank you right now, Lord. And as we continue to give you praise for the work that they have established here, even our city manager, God, you you've been such a kind God. And we ask you, God,, just continue to wrap our arms around these city officials, God and most, oh God, continue to give our mayor the wisdom to continue to lead and continue to guide us, guide them in the most respectable and honorable way, where it's pleasing in thy sight. And Lord. Last but not least, Lord, look on our attorney, the one that has been selected to follow thereafter God, attorney Mr. Harry Steelman. And Lord God, by your grace and by your divine mercy. We depart from this prayer this evening, but never from your presence. God. Please, Lord, just continue to cover them as they take their busy walk through the city. They keep it as rest as well as it is for these coming years and the years to come. We continue to give you praise in Jesus mighty name and every giving heart. Declare it by the sand of Amen. Amen. Amen and amen. pledge allegiance to the flag ofthe United States of America. And to the Republic for which it stands. One nation under God, indivisible, with liberty and justice for all. MAYOR: We thank Reverend Williams, and we also think our mayor pro tem for calling for our invocation and pledge ofallegiance. We now look to our city clerk, city clerk to identify if wel have any guests tonight. CITY CLERK: Yes, sir. We do. We have three guests. Yes, sir. The first guest is Travis Smith. Mr. Smith, ifyou'll step up to the podium and please state your name and address for the record. Mr. Smith is here on the subject of First Friday events and noise ordinance. MAYOR: Okay. GUEST #1: How y'all doing? I'm Travis Smith. Address is 1310 Washington Avenue in Waycross. Um, Ihave a business on Oak Street, which is where we conduct First Friday every first Friday ofthe month. Um, in order to transform that area into a a family. A family environment. Um, there's new businesses that has opened up on Oak Street, and we as business owners up there are striving to turn it into something different than what Oak Street is known for. Again, First Friday is an event where we, um, get as many vendors and, um, as far as food vendors, um, just merchants, and then people come in to bring stuff for the kids to makei it al kid friendly environment. Um, but we're having problem with getting it for two days. Um, and from what I've been told, it's been because of a noise ordinance issue, which our event only goes from 4:00 pm to 10:00 pm on Fridays, and we're trying to get it from 10:00 am to 10:00 pm on Saturdays. But, um, we're being told we can't because of, um, noise ordinance, which doesn't start until 10:00 and we're usually closed, maybe are done with our event an hour earlier than what we schedule it for. So, it never goes up until the beginning of the noise ordinance. That's how I pretty much have to say thank you. All right. Thank you. CITY CLERK: Uh, Mr. Mayor, we have Mr. Tim Peacock. Ifyou would step to the podium, state your name and address. Mr. Peacock is here speaking on the ordinance decorum. Page 1 of 25 *DISCUSSION NOTES*** 05/05/2025 WS GUEST #2: Tim Peacock, 906 Euclid Avenue. Uh, mayor. Commissioners, reckon this is just between me and you, Mr. Mayor. Um, we go full bore around here most of the time. about how the decorum should be laid out. And I've had a lot of grumblings from citizens and all-around town about a lot of racial remarks being made during the remarks on the city website, calling out citizens because they ask questions about things going on in the city. And Ijust don't think that's the time or the place to be doing that. Uh, second, we're not ever supposed to bring up anything political in here during this time. And we. had a rant about a sitting president that went on and on about the statue the other day, and there was a question about what happened with the statue and the last time and when it went to court last time, the judge threw it out. Um, and that same thing has been brought up again. We got more grumblings about disparaging posts being put on, uh, candidates Facebook pages during work hours coming out of City hall upl here. And it's all it's doing is just causing a divide between people. And it's it's a shame that we have got to that point that we've we'vej just I don't know if fwe're losing sight ofwhat we want to do as a city here. We're trying to split it right down the middle. Looks like to me. And we just can't have that. We've already got a lot of litigation going on of what's happening up here in the city. And it's a shame that we've got all this going on to add to that. We've got $2 million being put out, uh, for different projects, 10 million put out for different projects. And it's we have no idea what we got that money going to and we don't talk about it. It's stuff that's talked about behind closed doors somewhere. And I thought everything that was in the decorum should be brought up in this meeting. MAYOR: Let me pause you for a moment. The statement you made was about the quorum. The quorum deals with our meeting. Yeah. And the quorum is read during the second meeting ofthe week, which is our commission meeting. This is a work session, SO decorum is normally not read in this particular meeting. But what you're saying now is beyond my meeting, this is beyond the meeting that I oversee. You're talking about Facebook and various other things that have nothing to do with the media. And you may mention that this was to me. Sol want to make certain that you are aware that this is not within the confines or within the auspices of this particular meeting. So I'm going to look to our attorney to respond to you after you finish. And since I've caused you and I don't know how many minutes you had at that time. So that was it. Okay. So what I want to make sure is that we're clear, and that the committee and the community is covered. Most times when you have a meeting with me, you're going to follow the decorum. The reason why that's going to be the case is because every meeting is served by what we use as Robert's Rules of Order and Parliamentary procedures. That is what the city has adopted. However, when someone goes outside of, say, fori instance, a meeting and do something that has nothing to do with decorum. So I'm going to look to the city attorey. I know he's heard several things that has have been stated in your comments, and then we'll respond to that, but appreciate your comments. But as you said, your time town was finished. But I want to kind of give you a chance to respond to to this, but sO so that those who are listening will know fully what we're discussing. Mister Peacock mentioned. CITY ATTORNEY: When he first started talking that he wanted to talk about the decorum ordinance, and you addressed it in your comments just now that the decorum ordinance has to do with the procedures that are observed at this particular at a city hall meeting where we have a regular meeting. And as you said, it is read by the clerk. Um, with respect to, um, time limitations and the matter to be addressed. The ordinance for decorum does not deal with anything outside ofthe meeting, such as what might be posted on Facebook or other social media. So to that extent, that is beyond the control ofthis body as to what Um, people may put on Facebook, uh, on their own time or other social media. MAYOR: And there was another statement that was made just a few months ago that was about, uh, discussion on something that the commission, the commission prior to this commission made regarding monuments. I think this commission had a comment made, and I thought it was brought to us for the purpose of making another decision. But I don't know how that panned out. But did you want to make comments regarding that as well. Page 2 of 25 **DISCUSSION NOTES*** 05/05/2025 WS CITY ATTORNEY: Regarding the monument? Okay. Well, um, at the last meeting where that topic came up, uh, I was at a loss for not knowing what the history of the litigation was, but I have since, um, done some research and have, uh, discovered that back in 2021, uh, the city commission passed a resolution authorizing the city attorney to prepare a letter for the mayor to sign. The letter was directed to the Sons of Confederate Veterans, asking them to remove the monument from Phoenix Park. That letter apparently was sent, and as a result of that, the Sons of Confederate Veterans filed a petition for an injunction against the city of Waycross, asking the court to enjoin the city from forcing removal of that monument. That petition was responded to by the City of Waycross, along with a motion to dismiss the petition that was a hearing in court, and the court decided that the petition would be dismissed because the resolution that was passed by the city provided that in the event the Sons of Confederate Veterans did not remove the monument, the city would consider a future resolution for litigation regarding the removal. So in that sense, there was no immediate threat to the Sons of Confederate Veterans, which is what you have to demonstrate. If you file a petition for an injunction, you have to show that there's immediate harm or something is about to happen, and the extraordinary powers of the court are necessary to prevent that something from happening. But the judge looked at the resolution and said, well, the resolution said that there would be a future resolution or future consideration for litigation by the city in the event that initial letter was not adhered to. So in that sense, it was speculative. There was no immediate threat to the, uh, to the organization. So, uh, the court did, in fact dismiss that petition for an injunction. Uh, now, there has been some theory that the city, at some point in the past, uh, accepted the monument as a gift. There's no record of that as I'm aware of. Uh, I also received a phone call after that last meeting from an attorney up in Marietta, Georgia. Um, from Mr. Martin O'Toole. Uh, he called me on April 17th and said to me that the the theory of the argument made by the Sons ofConfederate Veterans was that the city owns the monument by adverse possession, and I'm not really sure that adverse possession applies here. Adverse possession is a real property concept that says if you take possession of someone else's property for a continuous period of 20 years, openly, notoriously, and against the will of the true owner, then at the end of that 20 years, you can actually go to court and have the court declare that you now own it. A more classic situation would be, um, ifyou have a fence that you put up on your neighbor's property and you take, say, ten foot of your neighbor's property and you put up a fence, uh, and you mow the grass and plant a garden, or you do whatever to indicate that you own that additional ten feet, and you do that for a continuous period of 20 years, and you're not made to take your fence down. You can own that property by adverse possession, but it requires some affirmative act on your part to have a court declare that you own it by adverse possession, and it has to be against the true will oft the, uh, the will of the true owner. Applying that to the context ofthese, um, Confederate monuments, I don't know how that would operate in this case, because I don't think the city ever said we claim that we own this, uh, 20 years ago and 20 years later. Now, uh, you know, it's our property. I don't think that happened, nor was there any gift of the property that was accepted by the city. And I think Mr. O'Toole was going to send an open records request to search, to have the clerk search the minutes, uh, from 2021, uh, going forward to see if there was any resolution or minutes that would address whether or not the city was accepting the monuments as a gift. And the clerk informs me today that she has not received that open records request. And I seriously doubt that there is anything like that in the city's records. And the reason why all of this is important is because in 2019, the Monument Protection Act was passed in Georgia, which said that um, uh, public monuments on public property cannot be moved. Uh, private monuments on private property cannot be moved. But the Monument Protection Act does not protect private monuments on public property. And in order to have, the city in a position of having to be forced to not to be able to remove that monument. The plaintiffs would have to showthat this monument is no longer a private monument, but that it is a public monument because the city received it as a gift, or the city adversely possessed possessed it under the 20-year adverse possession statute. So in the absence of that kind of evidence, it remains a private monument on public property, which is a category that is not covered by the Monument Protection Act. So at this juncture, the city would have to decide whether you want to adopt another resolution that would actually authorize litigation to move it, because that would be the next step based upon the resolution that was passed in 2021. So we're back to square one. Page 3 of 25 **DISCUSSION NOTES*** 05/05/2025 WS MAYOR: And that's what I was understanding. You basically talk about, like the law of acquiescence, wheresomeone walks back and forth on your property and you never stop them, SO they make aj pathway there. And then once that path has been made, after a period of time, you can't say that it's private property anymore. That becomes public domain. Ifl'm not mistaken. So I'm concerned that when we have this conversation that the commission that sits with me now is not the commission and not one of the person sitting with me now was here when that resolution was written and or voted on. And the day that I went into the court, that was not about him dismissing the resolution. It was him dismissing the injunction that was set against the city of Waycross, because the goal there was to make us keep or leave them alone, basically, as the statement was. And I do understand from that day forward. There has not been any more conversation until just most recently. And then that conversation came up. This commission was made aware of the last meeting that we had regarding the cannon and the money. Right. So, I hope there's clarity for Mr. Peacock, because we want to make sure you understand that decorum only deals with our meeting. It has nothing to do with. We can't tell the person that they don't have a First Amendment right. When one person says something against another person or against something that maybe they want to respond to, they can respond. That's their personal, their work. They can work here and still be responding. So I don't think and you can ifyou want to speak to that as well, Mr. Attorney. CITY ATTORNEY: About the First Amendment. MAYOR: Right, right. If they want to respond on a social media platform or any other thing of that sort. Are they limited because they are here? CITY ATTORNEY: No, person does not lose his or her First Amendment right because of their employment. Um, the First Amendment guarantees every citizen the right to, to express themselves, uh, whether it's on social media or in person or about litter. Um, that right cannot be infringed upon by by any other person. CITY MANAGER: Mr. Mayor, ifI can, our social media policy is, uh, they cannot speak on bad on the city. So, um, and we don't have a daytime policy. I encourage our workforce to be on social media to respond to citizens wants and needs and requirements. Um, I'm on there pretty much the whole day responding to information. So we don't have a daytime policy that might be similar to like a school or something of that nature. So make that clear where that's part ofthe argument as well. Okay. MAYOR: And that was a statement I was asking regarding because I do want to know or make note to community persons if their right things and other people respond to it. They're not they're not bound to hold their hands in their laps and read and just let it be. They can't respond how they choose. And the other piece there that was stated by Mr. Peacock was something about campaigning. Campaigning has not. Well, campaigning can be begin, but qualifying has not. Therefore, that does not fall within the scope of candidacy. CITY ATTORNEY: No, Qualifying doesn't start until the third week in August for the upcoming election. So no one is a candidate at this juncture. Someone may announce early that they intend to be a candidate, which is fine, but no one is a candidate until they qualify. MAYOR: And that clears up a few things that you. just used to state. The reason we want to make sure that's clear. So no one would feel that someone is taking advantage of that. We have one more. CITY CLERK: Yes. Her name is Crystal Scott. Miss Scott, if you take. Come and take the podium. Please state your name and address. For the record, she is here to speak on inspections. Page 4 of 25 **DISCUSSION NOTES*** 05/05/2025 WS GUEST #3: Hi. My name is Crystal Scott of204 Gilmore Street. And I have invested in this city buying homes to fix up and provide housing for the community. But I'm having a hard time with the inspector passing my inspections and pulling permits. I purchased four homes to fix and flip or rent out in 2023, after I sold my house and hopes to rebuild up the community. I have plans on fixing each one house by house, but as I am trying to fix them, I am being held up by the inspector. I get a vacancy inspection, sO I know all the things that need to be addressed to make my homes livable. Then I pull permits in order to do sO with licensed contractors, electricians, and plumbers. Once I'm ready for the first inspection, I have them call in for it. I allow the inspector to address my issues and problems with the work sO I can continue to finish the house. I get the update of things that need to be addressed and I fix those things immediately. But on the next call, I'm expecting those issues to be addressed sO I can move on to the next phase. But what keeps occurring is a whole new list of issues are coming up that weren't addressed to be fixed initially. I don't think that a house should have to fail nine times to be able to pass an inspection. Each time he comes out, he is making a new list about the same department as far as plumbing, electrical or construction. I'll ask, is this everything that needs to be addressed? He'll assure me it is, but then come to find new things just to fill that inspection. Or at least that's what it feels like. I've spoken to multiple different people about the issue I have been experiencing, and they're experiencing the same thing. People are losing motivation to fix their homes due to the inspector not allowing them to pass. It should not take a year later and nine failed inspections. When we're doing everything that is asked to be done with licensed contractors to get the job done. It's very frustrating to think that you're at the end, but to keep getting started back to square one. Everyone is holding back, speaking out because they feel like there will be retaliation from the inspector because they know he has to be the one to finally pass their inspection. But we don't think it's right that one, PA's decision- making person with no remorse or morals, controls the fate of everyone who has put their hard-earned money and efforts towards rebuilding their homes, their community, and their city. We understand he has ajob to do, but there's a difference between doing your job and power tripping. We, as the citizens help and rebuild our community have a mission to complete as well. We can't both be speaking on building our community, but on one end, the citizens are doing everything they're being told, and on the other end, the inspector is making rules Arbitrarily, without any popular authority or justification. Water, electricity, and gas are not being turned on or is being turned off. Homes are becoming dilapidated and placed on demolition lists because funds have run out due to a faulty system. I was told things like your licensed contractor should have known this issue was here when he inspected his work, but at the same time, that's deceptive. When you didn't list those things or issues for him to address. He's usually addressing the issues that are addressed because he's told what's wrong, if, in fact, he sees other issues that were discussed or addressed by the inspector. MAYOR: So, this is how this works. Generally, when the timer goes off, that means your time is up, even though you're responding. Or you are either giving your your your statement. And what we Do is document whatyou've said sO that we can address the issue, because there there seems to be a concern. And anytime there is a concern, the city manager hears about it, then he's going to make certain that he addresses it through another avenue. And I believe that one ofthe things that has been done already, if you want to speak to that, they have had a list that's been created that goes out to each person. And that list should be given to the person who's going to be dealing with those homes. Would you share with us? CITY MANAGER: Yes, Mr. Mayor, sO a few things. I did meet with the family today on this this couple today. And I understand some of their challenges and many other citizens challenges. They are operating on their own inspection lists, like you mentioned. And we do have a new inspection list that we got to incorporate moving forward. Uh, they did identify some areas of concern that we're still working on, and that's about just getting modernized with our technology. Uh, additionally, we only had because Mark was by himself only had one inspector for the last six months, and that was a challenge with the inspection. So we own that. We are training two new inspectors within the workforce already. A while back. That will prevent all ofthese inspections. Failed inspections. Not fail inspections, Page 5 of 25 **DISCUSSION NOTES*** 05/05/2025 WS but inspections and timeliness. So, um, I'm going to work with this couple and a few more, um, couples, business owners that came into town with similar concerns and figure out a better, better solution. Uh, one thing I will add, uh, not necessarily to this couple, but just anybody coming to the city. Ifthey could please stop by the city first before they buy these properties, uh, and get a real sense of what they're getting into, because in some cases, it's going to be a long period of time because the home is fairly old and there's a lot of work is going to be required. Um, not because, uh, Marcus is being unfair. It'sjust it's a lot of work required. And had they known that they might make a different decision on the homes they purchased? Um, not trying to make that negative. We just want to make sure everybody understands what they're committing to once they come to the city of Waycross. But I have talked to this family. We're going to meet again, I think, Friday, and look at the other properties and kind of figure out a better way forward. Okay. MAYOR: Very good. And we want to thank those who've come tonight to make their presentations as guests. Um, Mr. Smith, Mr. Peacock, Miss Scott, thank you very much. At this time, we look to our city manager, who will now take the remainder of Information session. CITY MANAGER: Thank you, Mr. Mayor. At this time, we have no traveling scheduled or request for the commission of myself. Uh, we'll go ahead and pull the planning information session, and I will start that. MAYOR: We're going to have a question, Question from Commissioner Felder. Yes. COMMISSIONER FELDER: Thank you, mayor. Um, Mr. City manager. As I review the the items to be discussed on the list here, I emailed you well in advance regarding some discussion items. I want to add it to this agenda, and I don't see those items on here, but could you please explain why those items were not added? CITY MANAGER: When did you email me, Commissioner. Excuse me? Email me when you email me. COMMISSIONER FELDER: I emailed you well in advance. It was over two weeks regarding some items I wanted, and this is not the first time that I've emailed you in advance requesting certain items to be on the agenda for the work session, and they never made it. CITY MANAGER: We need to get to this right now because I don't see an email. MAYOR: Go on with what you're doing and then we'll pull get your email up and then we can address what she has. CITY MANAGER: Uh, Mr. Mayor, the vision and the mission remain the same. And r'll let that stay for a while. We have new, uh, new citizens here. Uh, these are the parts ofthe city. Further broken down by beans. City plan, Mr. Mayor. And I touch on this a little bit, Mr. Mayor, because we had some questions about some of our procedures and policies. So this is year. This is year two, uh, the two years, 2-to-4-year plan, um, which is mid-term. And we're all looking at our policies and our programs and our And the ordinances and procedures to update them as fast as we can. Um, that's, you know, same thing with our standard virtual workforce. Um, as far as the automation, um, like I said, we're ahead of schedule on that right now. And one thing about automation upgrades, when we do that, it will allow our department to be more effective. Um, I know right now because we're doing a lot of, uh, pencil and paper, some things don't get transcribed, or they get retranscribed. Uh, sO once we get more digital, I think this will facilitate a better interaction with our citizens. Uh, not just Covid, but other areas of the city. Um, it also allows us to retain and, um, I guess keep previous information better than we have in the past. So that's one great thing about that. Uh, research, design and fund infrastructure, priority Page 6 of 25 **DISCUSSION NOTES*** 05/05/2025 WS strategy T've been talking about tonight, uh, about our, um, our 2023 and then implement a long-term financial strategy, which that is part of. And then, of course, maintaining quarterly review of city services. And the thing is, going into the budget cycle this year is going to be divest and invest. And we'll talk about that once we start the budget cycle with you. Mr. Mayor, just to order a presentation. So I'm starting I will immediately followed by the finance department, uh, with the personnel director, um, Miss Jackson, public works director, then the finance director, then community improvement director. And I'll finish things off. Mr. mayor, I will say one thing. I did what we did for the agenda. Did it go out Thursday? Yeah. So if any commissioner has an issue with not on the agenda, you can simply tell me that Thursday, once you get in your emails and I'll make the adjustments. I don't just disregard emails. So that's a that's a Thursday execution. I'll ask that plenty of times before and we'll modify the agenda. MAYOR: And I understand totally what you're saying because we all get the workbooks. What. I believe is being said it here is that if there is something put on the in the email, they want it on the list just to look at, even if it doesn't come to the agenda the following day. It's just some I guess it's for work session purposes and information purposes. So it's any commissioner they choose to to add or to send information in. We can look at it as well. CITY MANAGER: Okay. Thank you, Mr. Mayor. I'll be followed by a purchasing director, Miss Jackson with bids. MAMIE JACKSON: Mr. mayor, Commissioners Has three items. Before you this evening. The first one is for surplus items from the fire department. The fire. Department has Two vehicles. And one trailer that they are taking out of service. The trailer was damaged beyond repair from Hurricane Helene, and the two vehicles' Tools have become a safety and liability issue because of their age. There was a 2006 Chevy Impala, 2007 fire trailer, and a 2006 fire truck. We're asking that these items be surplused SO that we can sell them on Videos.com. MAYOR: Let me assume you have heard the presentation given by our procurement officer, and the goal is to surplus these fire engines, and we just need your consent in order to have them on tomorrow's agenda. And I'lI start with district one. COMMISSIONER ROBERTS: Yes, sir. MAYOR: District two. COMMISSIONER BENNETT: Yes, sir. MAYOR: District three and district five. Yes, sir. Very good. MAMIE JACKSON: Second item is for our some more surplus vehicles. They are from the Public Works Department of Public Works of about a month. Oh. I'm sorry. Longer than that. A couple of months ago. Public works came before you are asking for permission to purchase several vehicles. Because we did have some vehicles and they have now been taken out of service. Those new vehicles are in the process ofbeing processed and or ordered. It is a 1996 Ford F-150, a 2006 GMC 8500, a 1997 Ford 660 tractor, a 1999 Chevy Chevy 1500. We are asking that these items also be declared surplus SO that we can sell them on gov deals.com. Thank you. MAYOR: Mr. Jackson. Jackson. This was presented to US public Works vehicles, and she gave us an enumerated list of these vehicles that are make and model and just want to make sure that they are surplus on the Gov deals.com. All right. So, we're going to look at uh your thoughts and your consent. District one. District two. Page 7 of 25 **DISCUSSION NOTES*** 05/05/2025 WS COMMISSIONER ROBERTS: Yes sir. COMMISSIONER BENNETT: Yes sir. MAYOR: District three and district five. -Yes, sir. MAYOR: You got consent? MAMIE JACKSON: The next item is, uh, the finance software. Uh, as you all know, we're actually in the process of implementing. We've gotten two major modules up and running at this point. Uh, but Tyler has come to us. Uh, they had some new modules for our community improvement, uh, side ofthe implementation. And the good part is we have not started that side. And this is actually an upgrade from what we have, um, with the with the addition of, uh, a fixed asset module, everything will actually be an even swap, except for that one module. Uh, the cost to us will be, uh, initially $1,189, and then the annual fee added on to our total annual fee will be $4,044. But everything else, all the other modules for, uh, community improvement basically will be an even swap, except for that one, because that one fixed asset module, we didn't have an original contract. So we're asking, uh, if the commission would allow us to amend that contract to add these new modules. MAYOR: And you were saying that the initial payment is $1,189. MAMIE JACKSON: For this, for this one module. MAYOR: Yes, that one module and then you say an annual increase of 4044. MAMIE JACKSON: Yes, sir. To the total to the total annual cost. MAYOR: Okay. So you have an initial price and then you'll have an annual price. Correct. Okay. And this is just a modification of the contract that it previously was approved. Yes. MAYOR: Okay. Perfect. With that having been said, I look to district one. COMMISSIONER ROBERTS: Yes, sir. MAYOR: District two. COMMISSIONER BENNETT: Yes, sir. MAYOR: And district Three And district five. -Yes, sir. MAMIE JACKSON: And purchasing also has one additional one with the city manager's permission. I would ask that we go into executive session for that because that is a property. That's all I have. Thank you. Page 8 of 25 **DISCUSSION NOTES*** 05/05/2025 WS MAYOR: Mr. City Manager. MATT ELWELL: Good evening. Good evening. Um, I come before you because I have a couple of requests for items that were in need of that are above the threshold to purchase, SO it needs commission approval to do sO. And one, the first one is the mosquito sprayer. Um, the current sprayer that we have is a 2011, uh, London fog sprayer has a bad pump on it and it's not worth fixing. So we'd be better off to buy a new machine. And that new machine is excuse me, $15,300 is the quote that we have from our vendor that we've used to buy our chemicals from, and we have that money in the line item that we can use for that. And the other piece of equipment is an equipment trailer that we use to haul around our skid steer, our mini excavator, backhoe, SO on and SO forth. The current trailer that we have is, uh, these items are overweight for that trailer, and it's old. And as a result of that, it's been damaged over the years to haul this equipment. So we'd like to buy a new one that's legal safe to do. So we can get one right here from a company in Waycross. And the quote for that one, it's a 24,000-pound trailer. Um, and it would be, um, $14,900. And we have money in the equipment line item to purchase. MAYOR: So, two items on this list, number two and number five on our list would be the mosquito sprayer and the equipment trailer. And what was that price for the mosquito sprayer. MATT EL WELL: The mosquito sprayer is 15,300. MAYOR: So, 15,003 and 14,009. Yes, sir. All right. And this is within your budget already or within the amount that you just have to. Because I think there's that no department can go beyond 10,000 without coming to the commission. So that's why we're here. But the money's all there. MATT EL WELL: Yes. The money is in the line. Budget already? MAYOR: So, I'm going to each district to get consent to have that done if we put on our agenda for tomorrow. District one. Yes, sir. District two. Yes, sir. District three. Yes. And district five. Yes, sir. You have consent. Thank you. GREG SMITH: Good evening Mr. Mayor and Commissioners I'm presenting a draft of possible dates to have our budget meetings. The dates I've. I put down are all Tuesdays. And the B and C would be a new meeting. Not not the normal 5 p.m. meeting, but they do occur on on dates where there is a scheduled 5 p.m. meeting. And the last one is, uh, where the on this schedule, the final approval would be made during a regular 5 p.m. meeting on a on a Tuesday. And SO what? I'm asking if the commissioners will consider this schedule or an alternative schedule before we can get our budget done timely. Okay. MAYOR: And commission certainly have knowledge oftheir own personal calendars sO they can kind of look at it because these are not these actual these are actually our meeting times that we would be here anyway. Is that correct? GREG SMITH: The days. Yes, sir. MAYOR: So, we'll look at these presentation dates. District one. District two. And let's look for you. Yes. Come back to me. Wait a second. Please. I'm good. Okay, so these are, ifl'm not mistaken, looking at them, they are supposed to be first and third Tuesdays. Right? Exception of one of them. Looks like the second Tuesday. Page 9 of 25 **DISCUSSION NOTES*** 05/05/2025 WS GREG SMITH: Right. The first a is. That's not a meeting. That's when the book Is Presented. Yeah. That's when we'll send out the book. Okay. And sO B and C are new meetings okay. MAYOR: Any questions. COMMISSIONER FELDER: Yes. Question. MAYOR: Yes. COMMISSIONER FELDER: Um, regarding the um, on May 13th, the budget book presentation has you made any changes from the current budget book presentation. GREG SMITH: We're in the process of making changes where we're adding some additions, uh, providing more information to the commissioners and the public through the with the city manager's help. But the data you're used to getting, you'll you'll get that but additionally a lot of additional data also. CITY MANAGER: We're trying to do Mr. mayor, is clear up some of the confusion we had last year with some oft the line items not being understood by some commission and some of the public going to clear that up. And then we're going to tell the story about oft the budget, how it got to the budget based offt the last five years. Um, I know we're going back my two years here, but I want to show the previous five years, um, we do have some new software that allows us to do that. So we'll see some graphs and charts in there. Um, and some additional history. Um, also will be, um, straight from the GMA website that talks about what the budget is. All the accounts and the whole budget process. Just sO our average readers or users can pick that book up, or look at the digital version online and kind of understand how the budget works. That way we don't have anybody getting information from the uninformed source. Um, which further causes more chaos. I thought it was best to do it this way. So it did take us a little bit longer to get the book prepared. Um, I want to make sure we cross all our T's and dot our I's this time. Um, sO the citizens and really, the citizens could really understand what a budget is. Um, it's not it is not the same as a budget from a a department or school or anything like that. It's totally different. So I want to make sure that that's clearly understood and also some historical facts in there to why we made certain decisions. MAYOR: So going back to the commissioner's question, she just wanted to know if there were any changes made already. And she said they're being made. The answer that you read. CITY MANAGER: Correct. MARC HA WKINS: Good afternoon, Mr. Mayor. Commissioners. Um, sO we've gotten some complaints for the, uh, fiber that was being put in on the north side. Um, we met with Crew Vista last week. It was myself, Patrick Gary, and the company. Uh, we discussed the issues that we were having, the concerns that we were having. Uh, true. Vista is coming out with a policy on what they're doing. And what we're going to do in-house is they're going to send us where they're working on a weekly, uh, schedule, and then we'll go out on the Friday and verified that things are being patched, like they should be taken care of, like they should be. And if we have any issues, then we'll address those with the company. Um, there are some other companies that are working there, and we're addressing those with those companies as well. MAYOR: Because we've had citizens coming in and or meeting us in stores saying, what is going on and what is this in my yard? And why are people on my property kind of thing? So that's been a conversation. I think probably the commission has had, along with me and the city manager and various other functionaries from the city. So I appreciate this because having updates and having information Page 10 of 25 **DISCUSSION NOTES*** 05/05/2025 WS out. I don't think we can ever overcommunicate. Right. And I think the more we say even the people take it the wrong way, at least we have something there and that we can use as an educational tool to teach or to show what is correct. MARC HA WKINS: And they did go live as we met last Wednesday or Thursday. They went live earlier that week, sO they've already got several customers in that area that they've already either hooked up, or they were installing the proper stuff inside the person's home. Um, I think they said they already had about close to 400 customers just in in the first phase. Um, and they will come update the commissions and the public on future phases and where it's going to be and how they're going to do that. So this will be bringing fiber internet to the citizens oft the Waycross. MAYOR: Commissioners have any questions of Mr. Hawkins? Mr. Mark any of the earlier this evening? That's right sir. That's what that's about, right? Yes, sir. COMMISSIONER ROBERTS: So, uh, are they moving out of district one? MARC HA WKINS: So, they're still working in some of district one? Um, and I don't want to get too far into their stufft because of some oftheir stuff. Is, um, Confidential based on, uh, competitors that are also looking in that area. Um, but I think they want to meet individually with each commissioner to kind of share where they're going. Um, but they'll be doing more work. So it'll it'll encompass eventually. It'll encompass all of district one, district two, three, four, five. So eventually within the next three years, 3 or 4 years, I think the city will be covered through true distance. So it's still they're going to still expand. Right now, it's a smaller area, but they're expanding if that answers that. COMMISSIONER ROBERTS: Yes, sir. I mean, because ofthat, may I say that, um, a lot ofthe citizens are complaining about potholes or whatever. And, uh, thank thank you to, uh, the city city manager by, uh, working on those potholes. But, I mean, I think, uh, you know, they move by the district without those potholes filled, you know, and, uh, the citizens would really feel Some type of way. MARC HA WKINS: That's why we're going to make sure weekly that we're out making sure that they're they're fixing those the way they should be. So we're going to be behind them. They're going to send us, like I said, they're going to send us where they're working for that week. And then on Fridays we'll go out and verify, um, that they fix those patches like they should. And ifthey don't, then we'll address it immediately with with them. COMMISSIONER ROBERTS: Thank you, sir. MAYOR: District two. COMMISSIONER BENNETT: I would just like to know when it comes to my district, the dates that they're there. That way I could come because I would like to be hands on and see what's going on in my district. Just stand back, not involve myself, but just let me know because I want to see for myself. Thank you. Thank you, Mister Mayor. Thank you, MAYOR: District three. COMMISSIONER FELDER: Yes, mayor. are also marked. I noticed that there are several potholes in district three. Um, there's one street in particular that potholes have been there probably over a month, and there'sj just a bright orange cone that's sitting in that hole, and it's been there for over a month, and no one has bothered to repair it or fixi it. And iti is a danger to the citizens. So I would like for that to be Page 11 of 25 **DISCUSSION NOTES*** 05/05/2025 WS addressed among the other potholes and disagree. Along with the roads in Westgate, they have not been addressed. Thank you. COMMISSIONER NELSON: We're good. MARC HA WKINS: So, the next item in your packet, you'll see the fireworks agreement. Um, as was mentioned, I think it was the first year right after or right before the first of the year. With the new construction at Waycross Middle School, we had to look for an alternative location. There were some other locations discussed. Um, I handed out a map right before the meeting that shows the location. So this is basically where Swamp Fest has their fireworks. Um, sO they will be doing the fireworks show from that location. It will still be for the same price that we pay every year. Um, it'll be about pretty much the same show. The only difference obviously, this these can't go as high because ofthe distance fallout requirements. But we'll get get more in that show if that makes sense. So they won't go as high, but we'll get more. Um, sO the price is the same. Location will change. We will still do. Um, we'll have food, food vendors set up around the parks, uh, sO they can come out. We'll have al DJ that'll be playing starting at maybe 5 or 6 and playing through the fireworks. So we'll still do all of that same stuff. It'll just be downtown, and we're going to make sure that we get that out in advance. Uh, ify'all approve the contract, which is what this is, um, this will be for the contract, um, for the fireworks for this year. And we will do the same as we've done for the last 5 or 6 years. We'll. Patrick's already sending out notices for, uh, donations from businesses. Uh, we'll also contact the county to see if they will donate some as well. So, um, we'll try and offset that cost through donations like we have the last few years. And it's been very successful, and we've had a lot of businesses donate to that. MAYOR: So, we're going to need some kind of form given out for donations or sponsorships for the community. MARC HAWKINS: Yes, sir. Always afterwards we do the sponsorship recognition. Um, typically we have little plaques for them based on how much they gave. Uh, we do that in the city commission meeting. We'll put it in the paper on Facebook as well as our sponsors, and we'll give them some type of plaque and recognition for what they did for us. MAYOR: Do you have any questions about that? So, everybody's okay. CITY MANAGER: But make sure you're clear. Mr. mayor, we got to go ahead and sign the contract. Make sure we're clear tonight. CITY MANAGER: This is going to move into the meter pilot funding. And there aren't really many COAs. Ijust want to give you the final update on meeting on pilot program. So we did run the pilot program for about six months. All the meters. The new meters worked perfectly. Um, sO I'm very pleased about that. Uh, these are some ofthe integrated costs associated with the immune system. Right now, because of funding limits, we're only going to replace the 1700 identified bad meters. So the ones that's working and I'll get to that. Why that's a statement at the end of this briefing. But we're going to replace those right now. Um, sO you'll see the cost with that for the initial setup is going to be a one- time cost of 12,500. We're going to do some training, um, with the staffhere and some ESD. The actual meters have to be $156 a piece. You see the cost there? Uh, the smart, smart points, which are the transmitters under 70 there. And then that part there where it says installed by contractor. Right now, I'm looking at maybe doing that with our staff. Um, it has to be some training. They're not that hard to install. Just looking at the liability insurance part of that. Um, that's going to save us some money, um, to do what I said. If not, then you see the cost of that. So roughly, that's about a little bit over 500,000 and $685,000. I think I missed this before when we first started the pilot program. Um, uh, six months ago. Like Isaid, it's been very successful. Um, this will be this will have a median return on investment because our meetings will actually read consumption and usage, which they haven't for a long time. So Page 12 of 25 **DISCUSSION NOTES*** 05/05/2025 WS revenue will go up. Um, customer service will be better because we won't have these issues anymore that we've had in the past. The only caveat is that we still will have the rest of the meetings, and we have about 6500m, 7400m. The rest of those meters will still be the old meters. Eventually I would like to change all the meters out all the time, but that's to be over the next 2 or 3 years and change all the meters out. Um, right now it's probably a little bit too expensive, but those meetings have been working, sO I don't think it's an issue right now, kind of doing it by phases. And then the big part of this is, um, getting on Georgia Power network on their backbone. And y'all see there it's about 95% per month per meter. Um, it's about $23,000. So we are incurring a bill. Um, but the great thing about this, um, this bill, if we build our own network, which we can do over time, we'll talk about another half million dollars. So, um, right now, um, with the dung beetles we're bringing on board, I think this is the best option to do, um, is piggyback on their network. Um, this will give us the same capabilities that they have right now with their system. So customers can't be. And our new software. So customers can be identified on usage leaks and all those things moving forward. Um, hopefully we'll never have a problem again like we've had since my two years here before that. Um, with the meters. So kind of want to give you aj price. T'll come back to you, uh, with this when I verify how that works. Um, with the installation, with at total price. And then we'll ask them to the city. Go ahead and vote on that. Um, which they want to go. You don't know. The trust we have is to do all these costs and then do our own backbone, which we just can't afford anyway. So I'm going to make that clear to everybody moving forward. Any question, Mr. Mayor? The commissioner may have pulled the commissioner. District one. Any questions of our city? No, sir. District two. District two. Not at this time. District five. COMMISSIONER NELSON: Yes, sir, Mr. mayor Yes. On that training under unit Cost For 4000 Is that a one-time training deal. CITY MANAGER: That's a one time. COMMISSIONER NELSON: Not once they're Trained, they're able to install the rest of them. CITY MANAGER: Well, mostly that training is more on reading and data collection and all that stuff. But like I said, I'm trying to work with them right now on the installation part because I just feel like, um, between ESD, this is my public works. We've been installing the meters. Anyway, we can figure that piece out. I just want to make sure we don't break any liabilities or own the meters if we do it ourselves. That's the one question we have. But again, all this is this is a great return on investment. Once they're installed, like I said, we'll we'll get away from that problem we've been having with ten years now with these meters. So that's that's the silver lining on this. Uh, I don't know how long it will take completion wise. Um, initially it said about 90 days. Um, but that could change based on the weather. So, um, like I said, once we make a decision or when to start, then we'll know the completion date. But that being said, um, we're very excited about this. Like I said, it's been a problem for quite a long time now. Um, sO hopefully this will resolve all those issues. Plus the new the team bringing the new software in here, all that is compatible with Tyler. Um, sO we have even: more features on here that I'm not aware of right now, but we have many, many features with these new meters. I'm just like Isay, it's been a problem for everybody for a long time, SO I'm just happy to be resolved. Thank you, Mr. Mayor. MAYOR: Thank you. All right. CITY MANAGER: Next, Mr. Mayor, we move to the green strap mitigations. Uh, and again, it's not really a CoA. Um, this is one of the areas that took me some time to get back to, um, that I fully understand the scope and scale of the problem. Um, within the city. Um, it's one of those things that's kind of dropped off, um, for some time now as well. Um, but what I want to do now is I looked at some Page 13 of 25 **DISCUSSION NOTES*** 05/05/2025 WS other models and I got with ESG, and they provided some other examples from other cities, um, how they do the grease collection, um, and also how they manage their grease traps. So in the past, you know, I think I don't want to be misquoted. I think we'll do the 1500 gallons standard; I think. I'm not sure the overall size, but that's something we're going to look at as well because it does. It is pending on, uh, if you got a gas station, you got one stove or you got a restaurant on the side of the grease traps. Ido want to change that policy. So we're all looking at those standards right now. But with this program, what I'd like to do, because I feel likei it saves our customers and our citizens money, um, because we're going to start enforcing this, uh, not immediately, but in the next 30 to 60 days. Um, I recognize it has not been enforced for a long time now. Um, buti it's the grease in the system does have ai negative impact on our, our water. So we're going to do, um, I'm going to send a letter out here shortly, just letting all the buildings know who have grease traps. Uh, this will be enforced moving forward. Um, and there will be new requirements for managing the grease traps. But I think right now, with the contract we want, we would like to do is, um, the city would get a subcontract and they would pump the grease traps, and then each customer would pay a fee, and that fee would vary depending on, of course, size of the trap itself. Um, sO you might have a situation where you got to get pumped monthly or quarterly or yearly, and in some cases weekly, depending on what they're doing. But I did talk to some business owners about this already. They do the cost alone. They're going to pay at least four times that much if we do a contract. Um, the overall for the city, it'll save everybody money and then ensure that our systems stay clean. So, um, this policy has not been clearly defined. Um, within our current policies right now. So on your desk right there, you have a copy of. I forgot what city that is, but you got a copy ofthe whole policy. Um, what I'm doing right now, I'm modifying that policy to put into our handbook, um, as you put it into our our city policy and mimic that that exact policy, almost letter to letter and word for word. And then, like I said, once we kind of put some bids out for the contracts, I'll bring this back to the commission for, for voting, um, best contract and then we'll go from there. And again, Mr. Mayor, I can't say how important this is. Um, that we do, start to mitigate some ofthis. Uh, just for the simple fact, uh, as you, as, you know, walking into kitchens yourself, we got a lot of grease traps out there. Needs some major work. Mayor: So just a quick question. So, who's doing this mitigation? CITY MANAGER: So. So, um, sO we were doing the grease trap inspections to ESG and, uh, our engineer department, but the company will come and pump all the grease out. It will be a company doing that, right? Yeah. Because right now. MAYOR: So are we taking bids for companies or. CITY MANAGER: I haven't started yet. I wanted to make sure the commission knew what direction I would like to take. Um, because right now, uh, in the past, we did not have a forcing mechanism for them to clean the grease trap outside, and they did it. And then we'll come back. And of course, they had not done it. And we're going back and forth, back, and forth. So I'm going to get with you. There will be some, um, some language in there, um, hopefully stronger than what's been in the past about adhering to the rules of the grease trap management. But I feel like we're giving them the olive branch because we're saving, you know, everybody money by collectively putting it in a company to come out themselves. Uh, they do the loan, they're going to pay al big a big expense versus buys in to this. So. MAYOR: So I'm just taking it that you're going to have like an educational time with those persons who do have these grease traps sO that they can be aware before there is a I know you haven't said anything about fines or any oft those kinds of things, butjust in case there is something to be encouraged as a result of their noncompliance to this ordinance or to this particular regulation. CITY MANAGER: To be clear, Mr. Mayor, we've always had something on the books, right. Page 14 of 25 ***DISCUSSION NOTES*** 05/05/2025 WS MAYOR: And I was just wondering, even if, you know, things can be on Bush just like in the Bible. But if people don't read it. And sometimes they read it and don't understand it. I have people here who make they make assumptions, or they make give their own interpretations of a thing, and as a result of it, they make wrong interpretations. And then ifyou have you start out wrong, then you end up wrong. And I think in many cases this may need to be clarified for those persons who will be dealt with regarding this. CITY MANAGER: And Mr. Mayor, if I can, just for educational purposes, for those who might be watching, um, box chain businesses, you know, restaurants, gas stations, they all know how this works. Um, they'vejust been, you know, lucky. And I don't want word to use that we haven'treally been hitting this like we should have been for some years now, but they'll get they'll get a brief period of understanding and clarification, and then they already know this is coming. I've been talking to them for the last six months about this. Ijust didn't have a good plan formulated into the team. They brought it to me about just, hey, we do a contract, and they say more money. It should not be issued in because it's more about enforcement and and mitigation versus anything else. They all know what's kind of going on. It's just about the enforcement piece. And then the mitigation piece. All right, Mr. Mayor. Next, Mr. mayor, we move on to, uh, speed bump discussion. I know many of you have been getting contacted about speed bumps. Um, back to the comment earlier about monitoring social media. Um, as I interact with a lot of citizens, um, about speed bumps this weekend, um, some of me and some of the directors, we sit on corridors andj just watch a few things. Certain certain locations within the city. And, um, I'm going to charge the police department with kind of leading this, as well as the engineering department. Um, but a few things that we've kind of we've been talking about this for a while. I know y'all been talking about for many years before me getting here. Um, but these are some things I want to do. Um, because I settled on a particular role, and I heard, you know, they tell me all the time people were speeding, and I said it for a Saturday for about seven hours. Nobody was speeding, you know? So it's like we got to be, you know, it's got to be a criteria there for that. We can't just see the one person speeding and like a speed bump because it's going to cause more problems that way. So, uh, Tommy is working right now. Um, he's working right now, chief Cox, about creating a scoring criterion for speed bumps. And these will be permanent speed bumps. So you got to have X amount of tickets or X amount of accidents or X amount of usage working with gDot to that nature. And those people will get the permanent solutions. So we're looking at that as far as scoring criteria. We're looking at temporary speed bumps. Now there's a whole bunch of temporary speed bumps. I still haven't checked with Huey on the idea ofputting a temporary speed bump down. Um, because I don't want to see them get sued. Um. Um. Like, this can happen with these speed bumps. Um, but we did do some research on some of the temporary speed bumps that. Can you put the adhesive down? It can last 30, 45 days. And we will use those to do what I call, um, just spot checking. So we got an area that we need to slow down for a little while. We'll move the speed bumps over there. Um, because that's the plan for that. And then rumble strips. We've been talking about rumble strips for a long time as well. This is probably going to be the main thing we focus on. Um, right now I'm, I have Charlie looking at how much that cost is per new street, but we could end up doing is building a rumble. Rumble strips into our new streets when they go down and put them near a stop sign. It's a math and science to it. I think it got to be a certain amount of feet away from stop signs, stuff like that. So he's researching that right now. Um, but that's probably going to be the bang for the buck, because they're going to be more efficient a little bit. They're going to cost less. And then, you know, financially I think we won't have as many issues with them like we do with speed bumps and speed bumps. Additionally, um, looking at the history of Waycross, uh, I know the hospital has voiced their concerns about speed bumps in certain locations. Of course, the police department and fire have voiced their concern about speed bumps and certain locations. Soi taking that into consideration, um, but we've got to do something because, you know, everybody loves speed around here and we. just, you know, we only have sO many cars out, you know, giving out tickets. And again, we've given out I now think we have a thousand more tickets than we did this last the same time last year for speeding. So the police presence is there. I mean, it's there. Um, but like I said, we'll we'll get this some of this data collected, and I don't want to say it to the commission right now and think it's Page 15 of 25 ***DISCUSSION NOTES*** 05/05/2025 WS going to happen next month or next month or not, because it's not it's going to take some time to figure this out and get the right locations and then build it in. Ifit's the ifit's the rumble strips to actually build it in to our street paving program, it's going to take some time. But, um, I haven't looked into this, um, for a while now, and I want to update the commission on this, as well as citizens who might be listening. Uh, because we all recognize we've got to slow everybody down in some kind of way. Um, SO this is the some of the, some oft the criteria we're going to do, uh, as you're aware oft to when, um, gDot starts assisting us on our major highways with those raised mediums, um, and also with some construction happenings throughout the city, it's going to make people slow down because you only have certain places you can go because of construction. That's going to be, uh, for that time period. Help us out as well. So and the last part, it says permanent. Um, that'sjust saying if there are certain locations that will need a permanent solution and the data backs it, then I'll advise the commission. We put it down. Uh, right now, um,j just can't see that, um, - did talk to some people about, like, the crosswalks at the hospital. Places where everybody go. Maybe having a speed bump there like a permanent one. Fully understand that again, we're going to collect the data, do some research and then bring a plan back to the commission. But I want to commission know we are addressing this problem. We've been addressing this problem. Um, as best we can. Um, don't have all of the funding required yet to do this. Uh, that's why I'm trying to build it in with our paving program. And then with the temporary temporary speed bumps, um, that's going to average for a six-foot speed bump, roughly about $2,000. So if you can imagine that. So and I pause there for any questions or comments. MAYOR: I sure, just one comment. I know that in some oft the meetings that we've been having across the state, one of the concerns that fire departments have is that those speed bumps impede upon their movement, and they're trying to get to places to save Saved people's lives. So I know that you made mention of the rumble strips. Which sound? Probably better than the actual speed bumps on the other side of that. There are certain ones, like in certain golfing areas or gated commuter communities. They use speed tables, which are a little flatter, but that's just another concern that maybe we can discuss when we have some time for that. CITY MANAGER: One clarification on the permanent speed bumps. So, you know, because the fire trucks and the ambulances have a wider wheelbase, there are ways to put speed bumps down SO they can travel without touching them. So we did figure that out too. Um, but that's all I can be a little bit training to when they, when they got emergencies or whatever. But we took that consideration about the fire department, and they've been really, um, new fire chiefs been involved with this process as well. So he understands, um, what's like the police. And we do got to figure out something, you know. So potentially there will be some speed bumps somewhere. Um, uh, when they're, when they're, when they're, when they're doing their services in their job. So but like I say, we do we do have a selection that we can choose from. And that's a good thing. And um, you know, hopefully once we figure this out, hopefully everybody will slow down and then we'll have this problem anymore. Any further questions, Mister Mayor? MAYOR: Did you have any questions of the city manager? COMMISSIONER FELDER: Uh, are we getting back to my original question before we end? Before we move on. MAYOR: We have Splost. COMMISSIONER FELDER: Yes. Okay. Thank you. No questions. MAYOR: And district five? COMMISSIONER NELSON: No, sir. Page 16 of 25 **DISCUSSION NOTES*** 05/05/2025 WS CITY MANAGER: And thank you, Mr. Mayor. We're going to move into the final item on the agenda. We're going to move to the Splost 2023, um, execution list. And I try to make this as simple as possible. I didn't want to throw a lot of data to everybody, but I do want to start the plan right now. Um, as I mentioned a while back at the last meeting, we do want to earmark a lot ofthis money, um, versus just put it in an account in the general fund, just take it as stuff come up. So hopefully I can articulate this in a good manner for everybody. Um, try to keep it as plain as possible, and I'll try to explain it and hopefully everybody can appreciate it. So right now, it's calendar years down there. So that's calendar year 25 meaning January through January and calendar year 26. Calendar 27, 28 and 29. Um, it's a five year. Playing for the spots or the spots is a little bit longer but focus on these five years. So right now, we will be in calendar year 2025. So, um, we average about $320,000 collected monthly for this box and annually about $4 million. And that's that's up and down. Um, SO he's not they're not finite, but it's up and down. So I tried to get a base number. It can be as high as 375 I think, on certain months, and it might be as high as 4.4 million annually. Just depends on how much we collect, um, for taxes or when they come in. Exactly. But I would like to do commission. I'm just, um, Mr. Mayor. Commissioner, I'm just showing the plan. Um, this part is paying plan. I'm going to be asking, uh, more leeway when it comes to vehicles. Um, because, um, what I've learned here, a lot of times we can purchase vehicles. And that time between bringing it back here that month, time in between the vehicles. Gone as she could be gone in a week. Um, which I'll touch on that at the end here, but the rest ofthe calendar. 25 SO 2025 we're talking about from this month, um, through January Ist. We should collect around about $2 million ifeverything pans out the way: iti is. Uh, what I would like to do as far as this strategy is pinpoint that money, um, towards fixing the rest ofour streets. Um, some of the streets, some ofthe streets went over budget, and then we had a shortfall in the 2014 Splost, um, that we got to fill in for the dirt roads. So some ofthat, um, some ofthat I would like to pull out of here and just finish that off. And then, um, with the dirt roads, uh, I went back and looked at the dirt roads list. And although we're doing, I think we're doing ten dirt road, we still have roughly about 23 what we consider dirt roads left to do. Um, and that would mean some of those roads do have meaning on those roles. I would like to go ahead and pave those roads, and it's based on drainage. But the milling has only lasted a year, and based on cost of milling, um, it probably doesn't make sense to put milling down on on those situations. Um, the criteria will remain the same for dirt roads, meaning they have to have a certain amount of houses or businesses or churches on those roads. And it does not include having a dirt road behind your back, back ofyour house, and having aj paved road in front ofyour house. So some of those houses, they have a paved road in front, but they have a driveway in the back. We do not plan to pave those roads, and I have a list of those roads at the next meeting, but I want to give out the plan first. Um, and then the last part of that the rest of this year, this calendar year, we will get some figures for, um, community improvement and public works. And then the last month, we will take out that park funding. Um, you have a copy in front of you right now about the spa 23 highlights. You will see everything. the commission has already done through other funding sources, um, to includei the offer, previous splashes, financing, the current general taking from the general fund. And you see, we got a lot of things done already. Certain things have come offt that list that we will not we will not be doing. So that money will go back in the pot. As far as this was, the goal for me right now is to get about 75% of those quest on that spa 23 list that was generated, um, some years ago completed. MAYOR: So those highlighted items that you have on this sheet are the ones that you're talking about coming off ofthe list? CITY MANAGER: Yes, they've already been fulfilled. Like we like we bought new police cars. We bought um, we bought, I think, four lawnmowers. We've done a lot of things already though. Time frame. Um, some things came off. Um, the building was already completed already through another Splost. That first list of for $800,000. That's already been completed. We won't need that anymore. Um, and a few other areas on there. We bought the equipment, some of the software that's on there. That's all been kind of been put into the Tyler upgrade. So we won't need that money because it's covered by Arpa. Um, the shelter that was covered by after, I mean by Arpa. So a lot of those things already on Page 17 of 25 **DISCUSSION NOTES*** 05/05/2025 WS there have already been completed, um, or paid for or are no longer being done. I think the main thing that we won't be doing is the right now that 4.2 for the police center. That's a that's an additional conversation later on, in the spirit of things on there that we won't be doing, uh, because they got pulled off. MAYOR: Looking at this There are certain things that were earmarked for 2014 that you're saying now, we may be able to, going into our 2023 Splost to take care of some 2014 items. CITY MANAGER: Yes. So, when I, when I got here and Ijust I'm going to tell the story, you know? Um, it's been 23 years. We have 17 city managers. Uh, I'm not sure how many finance directors we've had in between that time. It's been a huge changeover. Um, in the commissioner's changeover. The commission has changed over, uh,just as much. So a lot of times the staff was operating on previous guidance. I know my first year here, it was operating on Miss Miller's guidance, um, with the Splost, and some stuff was taken out and taken out of there that was earmarked. I only say earmarked. Wej just said we're going to spend a dollar Splost. Uh, I called that the second year. Uh, as you remember, we had a lot going on. Um, the second year with the budget. That's when I kind of got wind of all this stuff. Um, but like I say, we had a lot of changeovers. Finance directors, city clerks, um, constant, constant changeover. So some things got dropped. Um, misunderstood or misinterpreted it and I finally cleaned all that up. Um, right now. So we're in a we're in a good space now. Um, but that money to finish may be in the dirt roads we're doing right now. I think we need, uh, I think it was another $500,000 to finish off the current dirt road list that we had initially coming out of2014, plus. And also, again, this comes with the inflation cost that you can never predict. So we might have put ten rolls in there for 2014. But we're doing 2023. Of course, that's not going to cover it anyway. So that's another problem we have right now. And this is why um, moving forward I want to make sure that we can do as much as we can do with this money, um, as early as soon as possible. I don't want to. In the past, we kind oflet it collect and wait for 2014. I think it was. It was at a five year plus. I remember it was a five year. We let it collect and we didn't really mess with it. And then we came back and tried to spin it. By the time you got inflation, you got other things happening. It can't cover what it's supposed to cover. So. So this way I want to hit everything yearly and try to hit earmark everything listed on here yearly and monthly in some cases. Just SO we're keeping up with what we're saying. Ift that makes sense. MAYOR: It does. I have a few question marks come across my mind with regard to that, because generally the money is not collected all at one time. It's collected as the years go on and then it is meted out as is in the account. So if it's not there, then it can't be spent. But in this case, you'resaying that there's monies that are going to be taken out ofthe 2023 spots that may have been earmarked for certain projects, plans. CITY MANAGER: Not earmarked Because, sO you look at the resolution, itjust rolls in streaks. Okay. So is that five points. Oh no no we check it. But the main point is to go back to the top of the slide. There you see it says 320 K a month. It could be a high of 3.75 a month. So every month we're going to have that money to work with. And every month I want to apply that to something. So if we. just I'm using this FY: 25 rightr now. Wegot what, seven months left. I1 Ithink seven: months left. So you're thinking that's I say close to $1 million. So each month we should be addressing the shortfall in the dirt roads. The two vehicles are $44,000 apiece for community improvement and public works. And the park funding was in the resolution for $300,000. So that would probably be close to the end of the calendar year that we'll have that money collected. Soifwe do it this way and like I say, we stay consistent, then all that, all that money is, is having immediate impact. Pretty much every month versus right now. It's not because we have been waiting, you know, to do stuff, trying to figure out the best scheme or the best way to approach stuff. This way. We're doing something every month, and I kind of get to that more in detail as we go up through the years. Page 18 of 25 **DISCUSSION NOTES*** 05/05/2025 WS MAYOR: Because I know you're trying to figure out what it is I'm thinking, but what I was thinking about every time this commission changes. CITY MANAGER: Yeah, it's a change, too. MAYOR: Yeah. And SO1 the priorities change. We have priority streets, priority roads. And then people came back saying they weren't certain roads redone or done after we. had already set together and talked about robotics being the thing that we needed to utilize to do it. Then we come back again, and then there'll be roads requested. And it's changed his road this year. And SO that's why I'm sitting here now, because I think determining now the budget, the next commission will come in at the end of the year. And SO by January we'll be starting all over again with a whole new group of people. It's not the same people, but still with the different classes. CITY MANAGER: So, I think that Mr. Mayor, we have robotics. We have robotics. At least when I got here, we didn't have it then and We had the A different version, I guess. MAYOR: Okay, I got you. We were told that there were certain things that could determine what roles we would be addressed first, that made it equal across the board, rather than us choosing from the dais our roles. Because it's my initial kind of thing. It was more or less the city and how those particular roles need to be addressed before something takes in, falls in, or we're going to struggle. And then you here you are trying to because you've had, ifr not two. I know we had at least two roles that have caved in. And one was on planning, the other one was on City Boulevard. And sO when we had those meetings that made us have some difficulties. And that's why I was asking the question, are we going to keep flipping and switching because we'll make the plan. And then after the plan has been made, then we alter the plan. And you said something to the effect that the commission itself may. Well, y'all look at it and see what you want to do. And every time we do that it changes. CITY MANAGER: Great point, Mr. Mayor. So we can't talk about what might happen. I know right now we have a criteria for scoring the roads and the worst roads first. It also is going to save us money, because if we jump around any other kind of way and we don't repair the worst roads first, officially, over time, ten years from now, we're working on the best roads. Not not the worst roads. And the money will go much farther. So hopefully whatever commissioner comes on this commission stays. They have that strategic vision to understand is about, you know, the long-term battle with the whole city. Because every time we deviate or jump from place to place, we put more money. But I guess we'll cross that bridge we crossed. Mr. mayor, hopefully. MAYOR: I will Crossed it with y'all and back over again, and then right back again. Yes, sir. We've had discussions on spot spot roads and then for roads and robotics and various other things. And then people will come in advocating for their street or their group or their district or their this. And we would alter it to accommodate based on the commission. And SO I just wanted to say I appreciate you doing what you're doing, even in this educational moment. It's going to we still have to deal with what's going to come up. CITY MANAGER: But the numbers don't lie. Mr. mayor, SO in the last two years, I think we've done 27 roads, and that's been with the previous team. Soi ifwej just get on track, stay on track, then everybody wins and everybody wins that way. Um, we got 458 roads. I mean, it would come down to. So somebody roll out and get done before somebody else around here, but I'm gonna just jump. Jump back to where I was. You got any more questions, Mr. Mayor? MAYOR: I don't Page 19 of 25 **DISCUSSION NOTES*** 05/05/2025 WS CITY MANAGER: Okay. So, um. And then. So once we start. Calendar year. Calendar year 26, 2026 through calendar 22,027. You would do, um, the remaining 4 million left over for the roads and streets. And we will cover another set of roads. And I'll show you how this how this works in the end. So that for me now you got to think about it. We'll be dressing lots of roads. So we should, in theory, get more roads done with that $4 million and that road. That list will be based offofthe current list. So right now, I'm anticipating that's about 10 to 12 roads. Um, because once again, we've done some of the worst roads first. And we'll be knocking these rolls out too. And that'll probably be the first half of 26 to 27 and then two with the information we collect that that's about $300,000. And then we'll hit public works and police department with vehicles at the end ofthe year, um, end up going into 2027. Does that make sense? And again, I'm saying this now because we need to go ahead and build the rolls out like right now. Have all the data collected right now have everything lined up right now. So when the time comes we can just address it. And we still have to keep communicating and talking about anything because we have a party list, and we have a vision. We have a strategy. Uh, next, Mister mayor. Starting calendar year 2027, the calendar year 2028, we'll take the other $4 million collected for that year. And that will be our other infrastructure needs. That's buildings, um, auditoriums or things like that. Completing the fleet, you know, with vehicles, public works, um, fire department, police department. By that time, if everything goes right and we are able to buy vehicles when we have them available to us. We should have all our fleet, at least 85% built by that point in time. And then that's like, you know, 27 through 28. The good thing about this year is that's when the technologies kick in. So those ten streets we had on Tirj project, they were kicking in the same amount oftime. So in theory, for the next three years we'll be working on streets and roads for three years straight. And then on theory, because we have made the adjustment rate for the utilities, we'll gain access to more grant money for the utilities and work on those as well. And I have to pull that same money from the general fund. So in theory, you know, everything is working much faster, going farther than it ever has before. If we stick with the plan and like I say, then the residents, the citizens can see, you know, multiple streets getting done at the same time. Also, if you look at 2027, let me go back to What is the end this year? So, the overpass is scheduled to begin around September through January on, uh, Ossie Davis. Uh, as you remember, they said they would do Ozzy Davis for us as well. So that will be happening. There are some connected streets that, um, they're going to take care of for a just payment. They already did. I think it's Augusta Street, but they'll have to do this more in the county. Those other streets that get around the city to bypass that intersection for the overpass. So those other streets will be getting done with money, which is always a great thing to include, uh, Ozzy Davis coming from Clay Avenue, um, being resurfaced and utilities being redone. So all this can be happening at the same time, um, for the next three years. It will fit with the plan. Stick with our broadcast. I want to kind ofbring this right now and try to keep it as simple as possible. I didn't put any actual vehicles in here or the actual amounts right now because that could be subject to change at all. But Idid want to kind of get a commission to the concept. Um, because my team, my staff worked on this for a long time now, and we feel like, you know, regardless of who comes in, um, when you, when you get in here, at least you can see the plan. And it does align with the city team plan as well. So I'll pause ifany questions on that, Mr. Mayor. Great. MAYOR: Commissioner Have any questions? COMMISSIONER FELDER: Not about that. Okay. MAYOR: So, Commissioner Felder COMMISSIONER FELDER: Thank you. Mayor. Sojust going back to my original question regarding agenda items. I do recall that as a commission, we did discuss the preparation and takes to put together this agenda and how um, is, is not advantageous for us as a commission to send items at the last minute when the agenda has already been made out. We agreed to that well over a year ago. And respectfully, Page 20 of 25 **DISCUSSION: NOTES*** 05/05/2025 WS Idid honor that. And I've sent you items that I would like to discuss and bring forth to the community's attention, um, that I would have liked to see on the agenda. And those items, for whatever reason, I'm not sure they never: seem to make it. And Ijust need clarification to understand why. MAYOR: Okay, SO would you just state those agenda items that you recommended? COMMISSIONER FELDER: Sure. Um, there was a letter that I sent to you from a citizen, um, regarding trailers and zoning. Um, I did not expect that to be put on the agenda. But in the email, you mentioned that this would be added to the agenda. So I was expecting that, um, also, uh, back in May, Iactually provided you a list. I think of maybe 3 or 4 items that I would have liked to add to the agenda for this. This month's meeting and those items never made it to the agenda. MAYOR: So could you Clarify what those items might be for us? COMMISSIONER FELDER: I don't recall them exactly, but I do know that one oft them was regarding an honors policy. CITY MANAGER: They'll ask the April commission. This is why I'm confused. Ify you ask, I answer those questions and I don't see where you said you're on the agenda. Ijust answered the questions for you. COMMISSIONER FELDER: So, I provided you a list of items. CITY MANAGER: Yeah. I mean, I got it right here. You asked me, have dirt roads been paved? Ifnot, which ones are left to be paved? In what district? COMMISSIONER FELDER: No, sir. That's not what I was referring to. CITY MANAGER: Oh, wait. The one question is on here too. It's in that group of questions. MAYOR: So, what I want to do here, for our next meeting is there are some items that Commissioner would like to have on the agenda that we have those given to all of us sO we can see them. So when they come on the agenda, because we're going to end up having to discuss them anyway, as opposed to what I'm getting here, because what I was trying to make sure we don't do when I first came in, this is how we did it, was the city manager and the mayor. CITY MANAGER: Yes, that's what the Charter says. MAYOR: So, when commissioner needed something, they would talk to me or talk to the city manager or both. And then we would put or determine what was going on on the agenda based on whether we could answer that question ourselves with the research that we'd already done versus a meeting, because we had the first meeting in 2022 when the commission first came in. the Bennett Felder portion of our commission came in. One of our commissioners decided to put something in the last call, and they were going to vote on it, and they couldn't vote on that because it was not a part ofa an agenda item. It was not discussed in the work session, and it had not been approved. So I called it down. I gathered it down. Then I tried to share with them, make sure, you let me know, because the opportunities are always good to get up and make a presentation. But we do need to know in time enough they said on the agenda and have some research done sO that when it comes in, it hits not only our workbooks, but also because if it's on here, it has to have working material behind it. It can'tjust be an item or something that someone mentions. So what we're trying to do is make sure that we don't come in And without research being done, that research has to be done behind every one of these items. Therefore, you have the item. You have all ofthe supporting details that come behind that item. And I know that Commissioner is saying Page 21 of 25 **DISCUSSION NOTES*** 05/05/2025 WS Ih had some items I wanted to bring to the commission, if that be the case, and I know it is based on the conversation, we need to make sure that we have our information based on the information that's been requested. I do know the letter she made mention of. I saw it come through the the email I read it. I know that that was a conversation, but she did not ask for that to be on the agenda. And she said that just then she said I didn't ask for it to be on the agenda. But you said it may appear on the agenda is what she said. So what I'm making sure of being that it's the meeting I run on a Tuesday. The meeting you run is on the Monday. That's the work session. Session. So that information has to go through us before we even put it on there. It has to be big. It has to be checked because otherwise it could be something someone's just using as politics. It could be something, as you use it, as speech writing or making. And of course, our decorum says we're not to be doing those kinds of things, which I saw it almost happened today with a guest. So what we're trying to do is make sure we don't play into this back and forth. That's not what we're here for. If there's an item to be brought up, that item needs to be brought and it needs to be stated. It needs to be specific. It can't be a generality. It has to be something that we can deal with. Sometimes there are things that are brought to us that are outside of our auspices. We do not have power over certain things. And SO individuals can bring information as far as conversation, but it's not ofany use to us when we cannot vote on it. So my goal here it has been since I've been here, has been to make sure the meetings run with as much smoothness as possible, even though there may be a time where. There may be a disagreement. There is nothing wrong with a disagreement because that's how we grow. That's how we become the commission we need to be. But at the same time, it needs not be adversarial controversy or fighting amongst ourselves because we're going to make, we're the decision makers. And if we don't make those decisions as a team, then we're sitting here just yelling back and forth at each other. Now you're not who you say you are. You're not what you ought to be. That's not what we're here for. The goal here is to do the business of the city, and to make sure that the areas in our community are dealt with not just one district, not just two districts, but the entire city is dealt with and dealt with in an integral and honest manner. So when individuals go out and make up things about one commissioner or the mayor or whatever and put it out there, well, I mean, you can sit on the board and sound as they say, you ring the bell, you can't unring it. And some people do those things just for their own personal attention. But when we're doing that, we're bringing negativism to our own house. And that's not what we're here for. Uh, the Bible says that a wise woman, she builds her house up. But a foolish woman, she tears it down with her own hands. Our job is not to tear down our city. Iti is not our job to tear up our people. So when it comes down to it, we need to make sure that we do things according to how charter is written. Now we say we know what the charter says, but we don't always operate accordingly. And SO when when I say that most of these things, ifI know them, ifIhave had opportunity, it's not about a blame game. It's not about proving you don't know what you're doing, or you didn't do what you were supposed to do. It's about making sure that when we come before the people that we are wanting one body, speaking on the same talk. Now, we may not always agree with everything, but when we come before the people, all they Irenaeus to see that there is a weakness somewhere, and they'll play it, they'll play it, and they can see where there's disunity. They can see where there's some form ofa disparity between the people amongst the group. So that's not our goal. Never been my goal. Now I know as my goal has been to bridge sides, I'm not on any team because Bridget gets walked on by everybody or driven over by everybody. But at the end of the day, once that bridge, ifit falls apart, that infrastructure is gone. There's no problem. And if we're going to keep holes in the road, we're going to keep killing each other, then it's not going to happen. So it sounds like we are trying our best to prove aj point. And my goal here is to say, okay, let's get it together, do what we're supposed to do, get the work done and move forward. So, where we are now, there are no specific items. She did not have a specific item to be dealt with today. She said I have some items, but I can't think of them right now, sO that means I need to get those items at the end of the meeting. I don't know what you have in your in your email, but I need to get with both of you and we need to get this on paper SO that when we talk to the clerk, she has that information. We don't need to keep bombarding her with things that are not on the list. And then here we are sitting without the information, and we can't make any decision. There's nothing you can do ifyou don't have the information. So what we're going to have to do is make sure that that information is presented. It needs to go forward, and I need to see that Page 22 of 25 **DISCUSSION NOTES*** 05/05/2025 WS information. You're not the mayor, you're the city manager. If it deals with city manager stuff, I understand that. But when it comes down to these meetings, that's me. So that's why I want to make sure that I know what's being said, what's going to be done before we do it. We don't just come in here willy nilly and create an atmosphere of discontent. So, I appreciate everybody getting that information. But at the same time, we need to make sure we do it accordingly. And that that that level for me, I, I have the right to either say yes, you may speak. No, you can't speak this and that. But when it comes down toi it, when the city manager opens his mouth and says, this is these are the roles we want to cover, we need to make sure that that's within keeping with what we say we're going to do. I know we've already said these are the roles. This is the stuff. These are the things that have been outlined. That's good. That's very good. Butl I do want to make sure that I hear beforel Ileave this building this day, those items, I want to have that information before I go home. And I want that listed for me. And every piece that goes with that, we'll get it together. But it's not going to be in the clerk's hand tonight. just need to see it for me. And then by the time we have another meeting, then those things that we determine as a group will be on the agenda will come to the agenda. Again, I'lI go to the city attorney and the city attorney. I'm not sure, but you can prove to me or tell me if I'm wrong or right. But the agenda is generally dealt with or created by city manager and the mayor. CITY ATTORNEY: That's correct. MAYOR: So, when an item is needed to be dealt with before it comes to the commission, I need to have seen that. CITY ATTORNEY: Yes. All items that are expected to be discussed at the work session or regular meeting should be published in advance in all commissioners. Um, as you said, you get you get a workbook, I think, on Thursdays. And ifyou see that there's an item that you want it to be on the agenda that's not there, then you would need to contact the mayor or the city manager and say, I don't see my item on the agenda, and would you please add it? Um, when we when we come to a meeting like we're in this particular setting, it's really too late to add an item then, because the Open Meetings Act, the Georgia Open Meetings Act, requires that all items are expected to come before the commission for discussion must be published in advance. And the only way you can add an item is ifit's an emergency, some exigent circumstance that requires you to deal with it after the agenda was published. But yeah, to get back to your point, yes, the the the mayor and the city manager are in charge of setting the agenda and those items need to be brought to one of your attentions before, uh, before the meeting and and again, I think the clerk normally publishes the workbook or prepares the workbook on Thursday. So that's when everybody needs to pay particular attention to what's on the agenda. And if something is missing, bring it to, uh, uh, to the manager's attention. MAYOR: So, this is why I make the comment. Because before this has happened before, it's not a new thing. It'sjust different. People do different things at different times, and it may be a different face doing it, but it's the same event. And until we we address it as we should, then it will continue. And I find that, you know, if you don't nip things in buds quickly, they grow and they become problematic later on. And that's one ofthe problems I'm hearing, is that we're we're having similarities of past events that we had already dealt with that were handled, and now we're back at the same at the same square one. I started to say something, but my my, my my thinking is that we have to make sure that we, we think it through before we do this kind of thing in the public view. That should have come to me beforehand. That should have been something I dealt with prior to other. Otherwise, what we're going to keep doing is the same thing. We'll wait till we get to the meeting and then we'll throw it out there. And I'm not doing that one. I'm not doing that one. So. We've covered the mosquito trucks and everything else. So now we're at privilege license. COMMISSIONER FELDER: Want a clarification Yes. So, I just want to be clear that again, we did have this discussion about agenda items. And I do recall everything that you stated, but also this Page 23 of 25 ***DISCUSSION NOTES*** 05/05/2025 WS commission, this mayor and commission and city manager has not always followed that protocol. When it has come to items being added to the agenda, what you requested previously about the process and how these items, you know, should come forth to you. I did those multiple times. I did that, and those items, for whatever reason, were not added to the agenda. And these were items that were not controversial. These are items that the community needed to be aware of and to be addressed. For example, an honors policy. Why doesn't the city of Waycross have an honors policy? We have lost two commissioners in less than a year, and there was a lot of concern, for lack of a better term, about what was being done to honor one commissioner over another. If we had an honors policy in place, that would not be an issue. MAYOR: So, I understand what you're saying, Commissioner, but back to what I was saying before. If there's an honors policy that needs to be put in place, it can't just all of a sudden appear. There are several. COMMISSIONER FELDER: you're correct, lagree. You are correct. Sol I gave that information. I sent it to the city manager well in advance. So it could be it could have been researched and it could have been brought before the commission in decency and in order, according to the decorum. I did that, mayor. Yes, I did. MAYOR: So, what I'm going to say here, we will deal with any of those areas or concems. As I said, T'Il get that list of those things, as I said earlier, and then we'll go through that. Otherwise, it's just a conversation and it's not going to come to any kind of fruitfulness. So what we're trying our best to do at this particular juncture is make sure that we mitigate that problem SO that it won't be a problem. Again, sending it to the city manager is fine, but I will have to look at those things and make sure that what we're talking about fits what we do here. And I won't go any further than this. We'll, we'll we'll deal with our conversation there after this meeting. I have another meeting at seven, which of course is in ten minutes. But what I need to do is move this forward. You need to go ahead and do whatever you need to do here. And then T'll handle this other parts process after this meeting. CITY MANAGER: Okay, Mr. Mayor, we did leave one item off the agenda. We're not on the slides. It's on the agenda for you. Uh, the grant contract, uh, that we mentioned before. MAYOR: this was when the lady came and made a presentation. CITY MANAGER: Yes. And I went back and looked at the meeting. I know we got a I don't think we got a true concession. We got ahead. Now that that meeting, I want to ask commissioner. Okay. Okay. That's all I do is go ahead and move forward. That contract. MAYOR: That's fine. CITY MANAGER: Thank you. Sir. Okay. That concludes the agenda. Mr. mayor. Mr. mayor, we have, uh, no privilege license renewals. We have two privilege licenses for beer and wine and and beer. Wine and liquor package. Sales. We have no proposed ordinances. We're going to have for now. Right? Six. Six proposed resolutions. And with that, Mr. Mayor, ifanybody has any questions on the resolution, if not, we can move into the city attorney's report. MAYOR: Questions about anything on the agenda? Hearing none. CITY ATTORNEY" I don't have a report, Mr. Mayor. CITY MANAGER: And we get a report every day. Mr. mayor goes out. Just want to make it for the citizens. That's what the team was today. As far as infrastructure engineering. These are the roads and Page 24 of 25 *DISCUSSION NOTES*** 05/05/2025 WS designs on the water and sewer projects. It is currently ongoing. Mr. mayor. Road paving Dirt roads and then the street. Pavements down at the bottom. Most of them are complete. I think we got. You see that we have gotten left to do. And Parkway Drive. And this is the budget. Uh, Mr. Mayor, uh, there was a comment made about, uh, the budget is this is a monthly report. It would always be a month behind because we have to reconsolidate all the accounts. So this is reflecting, um, the month of April. So later this month, you should see. I mean, this is the month of March, the latest month, you see the month of April. But this does show all our spending for the month. So and that's all our major accounts. And that's all I have is time for my report. MAYOR: Okay. Very good. And I understand that you were going to need to do an executive session. Is this for property? CITY MANAGER: The property? Yes. Thank you. MAYOR: Before we go into executive session, I do want to make you all aware that the state of the city address will be given this coming Thursday at noon. We're going to invite everyone to come to the meeting. It starts at noon, but we do want you to get in a little bit early. We want you to start coming in about 1130, and particularly those persons who are going to be functionaries and participants, participants on the program. You will need to be here early. And I say here, but I'm talking about the city auditorium, which is eight, six, 500 Street. So those persons who are coming in, please, please, please do that. There'll be people coming from all over the state. We do want you to be aware that you'll be interacting with various people. So just come on in, enjoy the moment. And lunch is on us sO you can come in and enjoy the meal. And I'd like to sit down and talk with some ofyou. Have you questions or comments or concerns? Feel free to come up to me, talk to me about anything. That's what I do, and I would encourage that opportunity. And now what I will do, because I know we got to move into this executive session. I know I got another meeting, SO I'm going to entertain a motion to go into executive session regarding property. COMMISSIONER NELSON: So, moved. Mr. mayor. MAYOR: We have a motion from our Commissioner Nelson regarding going into executive session on property. Is there a second? COMMISSIONER ROBERTS: Second, sir. MAYOR: Wel have a second from our Commissioner Roberts. All in favor? Aye, aye. All opposed? No motion carries in executive session. Thank you, everyone for showing up. And have a great day. Page 25 of 25