PINE 5 CITYOFH PINELAKE, GEORGIA LAKE REGULAR MEETING AGENDA AabTafacHhkat JUNE 24, 2025 @ 6:00 PM COURTHOUSERCOUNCILCHAMBERS 459 PINE DRIVE, PINE LAKE, GA 30072 NOTE: All attendees are reminded to silence cellular phones and other devices that may cause interruption of the session proceedings. CALL TO ORDER - REGULAR MEETING ANNOUNCEMENTS/COMMUMUNICATIONS ADOPTION OF THE AGENDA OF THE DAY ADOPTION OF THE MINUTES May 27, 2025 - Regular Meeting June 10, 2025 - Special Called Meeting & Work Session June 19, 2025 - Public Hearing (11:00 AM) June 19, 2025 - Public Hearing (6:00 PM) PUBLIC COMMENTS - 3 minutes each please MAYOR Brandy Hall PROCLAMATIONS 1. National Police Week COUNCIL MEMBERS CONSENT AGENDA Jean Bordeaux, Mayor pro tem Jeff Goldberg 1. Resolution R-2025-39, Restoration of 470 Clubhouse Drive Storage Tom Ramsey (AKA "Firehouse") Thomas Torrent Woods 2. Resolution R-2025-40, Renovations to 425 Allgood Road ("City Hall") Augusta 3. Resolution R-2025-41, Restoration and Facility Improvements to 463 Clubhouse Drive ("Public Works Building") and 470 Clubhouse Drive ("Pine Lake Clubhouse' ") 4. Resolution R-2025-42, Community Greenspace Master Plan Task Order 5. Resolution R-2025-43, Procurement of Emergency Generator 6. Resolution R-2025-44, Facilities Alarm Monitoring Services 7. Resolution R-2025-45, Acceptance of Police Cruiser In-Kind Donation 8. Resolution R-2025-46, 2025 Memorandum of Understanding: City and PLAIN OLD BUSINESS 1. Ordinance 2025-02, Chapter 16 Public Nuisances - Second Read & Adoption NEW BUSINESS 1. Resolution R-2025-47, Proposed Revisions to Pine Lake Personnel Policy CITY OF PINE LAKE PUBLIC COMMENTS - 3 minutes each please 425 ALLGOOD ROAD REPORTS AND OTHER BUSINESS P.O. BOX 1325 Mayor PINE LAKE, GA 30072 City Council 404-999-4901 Information for the Pine Lake News "e-blast" www.pinelakega.ner EXECUTIVE SESSION ADJOURNMENT MINUTES FOR THE FOLLOWING MEETINGS WILL BE SENT UPON THE ACTING CITY CLERK'S RETURN TO OFFICE NEXT WEEK: May 27, 2025 = Regular Meeting June 10, 2025 = Special Called Meeting & Work Session June 19, 2025 - Public Hearing (11:00 AM) June 19, 2025 = Public Hearing (6:00 PM) City of Pine Lake Proclamation National Police Week May 11-17, 2025 WHEREAS, in 1962, President John F. Kennedy signed a proclamation designating May 15 as Peace Officers Memorial Day and the week in which it falls as National Police Week; and WHEREAS, National Police Week pays special recognition to those law enforcement officers who have lost their lives in the line of duty for the safety and protection of others; and WHEREAS, law enforcement officers, both past and present, serve our communities with courage, integrity, and an unwavering commitment to justice; and WHEREAS, the members of the Pine Lake Police Department play an essential role in safeguarding the rights and freedoms of our residents and visitors, often placing themselves in harm's way to protect the public; and WHEREAS, it is fitting and proper that we express our heartfelt appreciation for the sacrifices made by these dedicated officers, including those who have given their lives in the line of duty; and WHEREAS, the City of Pine Lake solemnly remembers our fallen officer, Francis Manuel Ortega, and honors his service and sacrifice with deep gratitude and respect. NOW, THEREFORE, I, [The Mayor's Full Name), Mayor of the City of Pine Lake, do hereby proclaim the week of May 11 through May 17, 2025, as: National Police Week in the City of Pine Lake, and I call upon all residents to observe this week with appropriate programs, ceremonies, and activities in recognition of the courageous service of our local, state, and national law enforcement officers. IN WITNESS WHEREOF, have hereunto set my hand and caused the Seal of the City of Pine Lake to be affixed this day of 2025. [Mayor's Name] Mayor, City of Pine Lake (SEAL) - PINE Ses LAKE AxltuatHahat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: - Stanley D Hawthorne, City Manage DATE: June 24, 2025 TITLE: Restoration of 470 Clubhouse Drive Storage (Firehouse) RECOMMENDATION Approve resolution accepting a full cost project proposal of$71,216 for the renovation of the old firehouse facility consisting of electrical, insulation, flooring, disability compliance, painting and wood repair related costs provided by various vendors: Comfort Air of Atlanta for electrical work ($5300); Robinson Insulation for insulation work ($7491); and L Brown Enterprises for flooring, disability compliance, interior painting, exterior painting, and wood repairs ($58,425). BACKGROUND The Public Works Director recommends renovating the existing grounds storage space as an improvement to house the Pine Lake Food Pantry and create a municipal records storage area. The renovation oft this space will provide much needed storage area for both functions. The Pine Lake Food Pantry is a distribution center where individuals and families in need can receive food assistance. The pantry aids a wide variety of residents who are food insecure. The current pantry has been displaced by the transformation of the Old City Hall into a municipal service area. The current use of the tirehouse is being underutilized and would provide a long-term solution for both municipal storage and the permanent location of the pantry. RESOURCE IMPACT The full cost of the project is $71,216 and funded through the Small Cities Intergovernmental Capital Outlay Fund (SCICO). ATTACHMENTS Resolution Vendors' Cost Bids Spreadsheet Stanley D Hawthorne City Manager owoudynepmiyant 425 Allgood Road Stone Mountain GA 30083 PO Box 1325 . Pine Lake, GA: 30072 e 404-999-4932 wwwpineldkega.net A RESOLUTION. AUTHORIZING THE ACCEPTANCE OF A PROPOSAL FROM L. BROWN ENTERPRISES AND PROPOSALS FROM OTHER SPECIFIED SUBCONTRACTORS FOR RENOVATIONTO 470 CLUBHOUSE DRIVE (THE OLD FIRE HOUSE) FOR CONVERSION TO USE FOR CITY STORAGE WHEREAS, The City obtained proposals for the renovation of 470 Clubhouse Drive to convert the space into a storage space for City activities and records; and WHEREAS, The City received two proposals for the general contracting work, and the low qualified proposal came from L. Brown Enterprises; and WHEREAS, The City also received single quotes from Comfort Air of Atlanta for HVAC upgrades and from Robinson Insulation for improvements to the Insulation in the Building; WHEREAS, The Contractors are ready willing and able to begin work; NOW THEREFORE, BE IT RESOLVED by the governing authority of the City of Pine Lake, Georgia, that the proposed contract with L BROWN ENTERPRISES for general contracting services is approved in an amount not to exceed $58,425, with Comfort. Air ofAtlanta for upgrades and improvements to the Heating and Air Conditioning for the building in an amount not to exceed $5,300, and a contract with Robinson Insulation for improvements to the insulation ofthe building in an amount not to exceed $7,491.00, for a total project cost not to exceed $71,216, and that the Mayor is authorized to execute any and all necessary documents with each company identified above to perform work as described for renovation of 470 Clubhouse Drive in the City of Pine Lake. ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of June, 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City. Attorney 4 PINE S LAKE antaTatural Habitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manag er - a DATE: June 24, 2025 TITLE: Renovations to 425 Allgood Road (City Hall) RECOMMENDATION Approve the resolution accepting cost proposals for the renovation of Pine Lake City Hall located at 425 Allgood Road to include flooring improvements, painting, and interior changes from L. Brown Enterprises ($66,550) and furnishings from AOLI ($6000). BACKGROUND The Public Works Director has recommended an upgrade to the existing building currently utilized for administrative operations and court services. With the transition of court services to the renovated Old City Hall building next door to the Courthouse where the municipal court is still being conducted, it provides an opportunity for the realignment and addition of needed administration workspace to meet more complete functional requirements at City Hall. The renovation project will upgrade existing spaces for better functional alignment and add needed space to accommodate key missing functions such as finance administration that currently restricts the opportunity for essential day to day interaction with all operations of government. Multiple code issues and functionality issues will be addressed to improve daily operations and other space management concerns. RESOURCE IMPACT The full cost oft the project is $72,550 and funded from the Small Cities Intergovernmental Capital Outlay Fund (SCICO). ATTACHMENTS Resolution Cost Proposals Matrix Stanley DI Hawthome Cityl Manager oemeeeNe 425 Allgood Road Stone Mountain GA 30083 PO Box 1325 e Pine Lake, GA: 30072 e 404-999-4932 www.pinelaiega.net A RESOLUTION AUTHORIZING THE ACCEPTANCE OF COST PROPOSALS FROM L. BROWN ENTERPRISES FOR RENOVATIONS AND AOLI FOR FURNISHINGS AT 425 ALLGOOD ROAD (CITY HALL) WHEREAS, The City obtained proposals for the renovation of City Hall at 425 Allgood Road to include flooring improvements, painting, interior changes, and furnishings; and WHEREAS, The City received two proposals for renovations and the low qualified proposal came from L. Brown Enterprises ($66,550) with one proposal for furnishings from AOLI ($6000); and WHEREAS, The Contractors are ready willing and able to begin work; NOW THEREFORE, BE IT RESOLVED by the governing authority of the City of Pine Lake, Georgia, that the proposed contracts with L: BROWN ENTERPRISES for $66,550 and AOLI for $6000 are approved and the Mayor is authorized to execute any and all necessary documents with L. Brown Enterprises to perform work as described for renovation of 425 Allgood Road in the City of Pine Lake. ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of June, 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City Attorney CITY OF PINE LAKE 425 ALLGOOD ROAD COST MATRIX TOTAL VENDOR FLOORING INTERIORI PAINTING FURNISHINGS INTERIORS RECOMMENDED COSTS AOLI $6,000.00 $6,000.00 HOMESI BESTF FRIEND! $17,500.00 $16,000.00 $43,675.00 $77,175.00 LBROWN ENTERPRISES $14,350.00 $15,450.00 $36,750.00 $66,550.00 TOTAL $72,550.00 PINE - Ss LAKE a arta/Tatiral Habitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager - DATE: June 24, 2025 TITLE: Restoration and Facility Improvements to Public Works Building and Clubhouse RECOMMENDATION Approve the resolution accepting a full cost project proposal of$62,657.11 for the renovations ofthe Public Works Maintenance Building (consisting of painting, wood repairs, garage door replacement and adjustments) and the Clubhouse (consisting of window replacements, flooring, painting, wood repairs, wood flooring refurbishment, and ice making machinery) provided by various vendors: Overhead Door for garage door replacement (11,945.45); Atlanta Window Door and Glass for Clubhouse window replacement ($12,511.66); Homes Best Friend for flooring, interior painting, exterior painting and wood repairs, wood flooring refurbishment ($35,700); and Home Depot for ice maker appliance ($2500). BACKGROUND The Public Works Director recommends upgrading the existing buildings currently utilized for public works maintenance and event hosting and as previously funded in the Fiscal Year 2025 Budget Modifications Amendment as well as the Capital Improvement Program. Upgrades will provide increased security for public works equipment. The current roll up doors need replacement and currently allow for unimpeded access with little exertion of force. The plan is to use the existing space to store additional city-owned equipment, which will help free up space in other facilities. Therefore, an upgrade is necessary. The Clubhouse needs general surface renovations for both the exterior and interior of the facility. Updating the interior paint and exterior façade will enhance the space's longevity and potentially increase rental revenue. RESOURCE IMPACT The full cost ofthe project is $62,657.11 and funded through the Small Cities Intergovernmental Capital Outlay Fund (SCICO). ATTACHMENTS Resolution Vendors' Cost Bids Matrix Stanley DI Hawthorne City Manager deeNt 425 Allgood Road! Stone Mountain GA: 30083 POI Box 1325 e Pine Lake, GA 30072 e 404-999-4932 www.pineldheganet A RESOLUTION AUTHORIZING THE ACCEPTANCE OF COST PROPOSALS FROM VARIOUS VENDORS FOR RENOVATION TO 463/470 CLUBHOUSE DRIVE PROPERTIES FOR INCREASED SECURITY OF EQUIPMENT AND RENOVATIONS WHEREAS, The City obtained proposals for the renovation of 463 and 470 Clubhouse Drive properties to increase security and update facilities; and WHEREAS, The City received proposals from various firms to perform different aspects of the work; and WHEREAS, For all of the work except for window replacement, garage door replacement, and ice maker, there were two proposals with the lowest cost provided by Homes Best Friend for $35,700; and WHEREAS, For the window replacement the low qualified response came from Atlanta Window and Glass for $12,511.66; and WHEREAS, For the garage door replacement the low and only qualified response came from Overhead Door for $11,945.45; and WHEREAS, For the ice maker the low and only qualified response came from Home Depot; and WHEREAS, The contractors are ready willing and able to begin work; NOW THEREFORE, BE IT RESOLVED by the governing authority of the City of Pine Lake, Georgia, that the proposals to perform work at 463 and 470 Clubhouse Drive are accepted and approved and that thel Mayor is authorized to execute any and all documents necessary to give effect to this resolution. BE IT FURTHER RESOLVED, that the Agreements with Overhead Door Company for Garage Door Replacement, Atlanta Window and Glass for Window Door and Glass replacement, and Home's Best Friend for Flooring, Painting, Flooring Refurbishment at 470 Clubhouse Drive, Painting at 463 Clubhouse Drive, Exterior Painting and Repairs at both 463 and 470 Clubhouse Drive, and the purchase of an ice maker from Home Depot are approved with a total project cost not to exceed $62,657.11. ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of June, 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City Attorney 0 I PINE - S LAKE anta/llatural Habitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager DATE: June 24, 2025 TITLE: Community Grenspace/Recreation Master Plan Task Order RECOMMENDATION Approve resolution accepting Task Order #2 from AECOM in the amount of $42,834 for the development of a grenspace/recreation masterplan for the City of! Pine Lake BACKGROUND Mayor and Council communicated that the City needs to proactively develop a shared vision building off the values of sustainability already embraced by the City ofPine Lake and incorporate the said vision into a policy document that would guide future decisions regarding increasing and sustaining greenspace and recreational opportunities within the city. AECOM will prepare a document that is meant to address the shared needs of residents, visitors, and governing body. RESOURCE IMPACT The cost of the task order is $42,834 and funded from the Special Purpose Local Option Sales Tax (SPLOST) II Fund. ATTACHMENTS Resolution Task Order 02 Proposal Stanley DI Hawthorne City Manager mpneeNe 425 Allgood Road Stone Mountain GA 30083 PO Box 1325 e Pine Lake, GA 30072 e 404-999-4932 www.pinelohkega.net A RESOLUTION APROVING TASK ORDER NUMBER 2 FOR. AECOM FOR ENGINEERING SERVICES RELATED TO THE CREATION OF A GREENSPACE/RECREATION MASTER PLAN IN AN AMOUNT NOTTO EXCEED $42,834 WHEREAS, The City has previously established AECOM as its on-call Engineering Consultant; and WHEREAS, Task Order Number 2 to the Master Services Agreement would authorize AECOM to prepare a masterplan for all City Greenspaces and Recreation Facilities; and WHEREAS, The Goal of the Masterplan is to provide a unified vision of the direction the City wishes to take its public spaces and recreation facilities; WHEREAS, The maximum price for the task order is not to exceed $42,834, NOW THEREFORE, BE IT RESOLVED by the Governing Authority of the City of Pine Lake, Georgia, Task Order Number 2 with AECOM is approved in an amount not to exceed $42,834 and the Mayor is authorized to sign and execute any and all documents required to give effect to the intent of this Resolution ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of June, 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Assistant City Clerk City Attorney AECOM AECOM One Midtown Plaza 1360 Peachtree Street, NE Suite 500 Atlanta, GA 30309 aecom.com June 05, 2025 transmitted via email Bernard Kendrick Public Works Director City of Pine Lake 425 Allgood Road Pine Lake, GA 30072 bemarenisdanisant Task Order 02 Proposal Community Greenspace Master Plan On-Call Engineering Services for City of Pine Lake Dear Bernard: AECOM appreciates the opportunity to submit this proposal to assist the City of Pine Lake in developing a Greenspace Master Plan with a shared vision which underscores the strong values the city has in place as stewards of the natural environment. From the 2011 Snapfinger Creek Quality Improvement Project and constructed wetlands for water quality treatment as also adopted as policies in the 2021 Comprehensive Plan, to the ongoing dedication from the elected officials and citizens, the City of Pine Lake continues to lead by example as stewards of the environment. Our team shares the same philosophy of stewardship and responsibility for the environment. Understanding less is more, and protection and education of the environment should be integrated within a community's core values. Also, we are firm believers' the integration of education, art with the natural environment is essential in sustaining a uniquely creative and healthy community. Below is our proposed process, associated tasks, and deliverables tailored for your review. We look forward to working closely with the City on this exciting endeavor in creating a unique Greenspace Master Plan for the City of Pine Lake for now and for future generations to enjoy. 1 Project Overview Pine Lake began in the mid-1930s as a private resort developed by the Pine Woods Corporation. It was marketed as a weekend getaway for Atlantans, especially those from areas like Buckhead. The resort community quickly evolved into a city, officially incorporated in December 1937. Before development, the area was farmland with deep agricultural roots, with the lake being a widened section of Snapfinger Creek. The U.S. Army Corps of Engineers dammed the lake for erosion and flood control and now has become the jewel of the community. The lake remains a central feature, surrounded by walking trails, a beach, and community gathering spots. The city hosts regular events that emphasize creativity, environmental stewardship, and neighborly connection. The City of Pine Lake is unique in many ways: aecom.com 1/7 AECOM Smallest City in DeKalb County: With a land area ofj just 0.25 square miles and a population of around 750, Pine Lake is the smallest incorporated city in DeKalb County. Artistic and Inclusive Vibe: Pine Lake is known for its keen sense of community, artistic spirit, and progressive values. It has a reputation as an artsy enclave nestled in nature, often described as a "nature retreat" within the city. Hidden Gem: Despite being just 12 miles east of downtown Atlanta, Pine Lake is often overlooked as many people drive past the City of Pine Lake along Rockbridge Road without realizing a city lies tucked behind the trees due to the existing lush canopy. Communal events and the natural environment are the basis of the beauty and quality of life of the city. 2 Vision and Objectives Below are the general objectives resulting from developing the Green Space Master Plan. A. Initial Vision and Objectives of the Greenspace Master Plan for discussion: Develop a shared Vision building off the values of sustainability already embraced by the City of Pine Lake. Increasing access to nature through improved trails, the beach, and safe access from the adjacent neighborhoods to the lake and other identified amenities. Promoting health and well-being, both mentally and physically, through the City's greenspaces and associated facilities. Guiding principles (sustainability, inclusivity, lifelong environmental education). Create and improve both passive and active recreational opportunities. B. Site Analysis = (Desktop) Inventory of existing green spaces/recreation areas; Lake, Trails, Tennis Courts, etc. C. GrenspaceRecreation Typology Classification of green spaces both passive and active (e.g., parks, woodlands, green corridors, urban plazas, community garden, dog park, tennis courts, e.g.) Work with City Staff to assist in identifying existing proposed uses and programming (e.g., sports, relaxation, events, art, education). D. Connectivity and Access Pathways and trail networks (pedestrian and cycling) Accessibility for all users, including those with disabilities. Visual nspection only, excludes parking lots and restrooms. aecom.com 2/7 AECOM E. Ecological and Environmental Strategies Habitat preservation and restoration Tree planting and canopy targets Identify green infrastructure planning level opportunities 3 Process Our process is simple, we develop a master plan through collaboration; listening, learning and understanding the community's needs. AECOM will coordinate with City Staff to prepare an online survey for the City to deploy on the City's website to obtain input from the citizens and interested parties. AECOM will summarize the feedback received from the survey and submit to the City for review. The input from the online survey and discussion with the City will inform the recommendations for the Master Plan. As discussed, existing and potential open space facilities/resources may include recommendations for the following amenities: 2- potential pocket parks Lake and beach house Lake's dam (trail) Snapfinger Creek Wetlands Community garden 1-p potential dog park 2-6 existing tennis courts 4 Scope of Services / Project Tasks A. Task 1 - Data Collection / Site Visit Conduct a kick-off meeting, project requirements coupled with a site visit with Key City Staff to discuss the project. Assemble readily available and City provided data to create a working base file. Review prior planning studies conducted for the City. B. Task 2 - Desktop Site Analysis Site Analysis Plan based on our discussion with the City Staff and site visit. Site analysis Plan will include photographs as appropriate. aecom.c com 3/7 AECOM C. Task 3 - Online Survey AECOM to develop a series of online survey questions which the City will post on the website to receive community and interested party's feedback. Desired outcomes Ideas, concerns, opportunities, establish or reinforce the overarching vision. Ranking of projects based on community priorities Deliverables Summary of the feedback received from the online survey D. Task 4 - Draft Green Space Master Plan Prepare draft master plan and supporting graphics. Site visit by AECOM to verify draft masterplan recommendations. Conduct one Work Session with Community. Desired outcomes Comments on the Draft Master Plan Exhibit Comments on the presented ranked projects and associated costs. Deliverables Draft Master Plan and up to (3) supporting graphic exhibits such as perspectives renderings. Opinion of probable costs for recommendations Summary of the feedback received from the participants E. Task 5 - Final Green Space Master Plan During this task we will review and ncorporate the comments we received throughout the process in developing the final Green Space Master Plan and associated costs. Deliverables Feedback received and how it was addressed. Site Analysis Plan 1 - Color Rendered Master Plan, with up to three (3) supporting graphics Opinion of probable costs and project ranking aecom.com 4/7 AECOM 5 Schedule Schedule is approximate only and is subject to change due to unforeseen conditions. Duration No. Phase (Calendar Days) 1 Task 1 = Data Collection / Site Visit 21 2 Task 2 = Desktop Site Analysis 14 3 Task 3 -Online survey 21 4 Task 4 - Prepare the Draft GS Master Plan 35 5 Task 5 = Final Submittal 21 Total 112 6 Proposed Fee AECOM effort for this TASK Order 02 for proposed scope of services is: No. Description Hours Fee 1 General = Project Management 26 $4,666.00 2 Task 1 - Data Collection / Site Visit 64 $9,812 3 Task 2 - Desktop Site Analysis 26 $4,698 4 Task 3 -Online Survey 24 $3,636 5 Task 4 - Prepare the Draft GS MP 102 $14,942 6 Task 5 = Final Submittal of GS MP to City 32 $5,080 Total 274 $42,834 Breakdown of hours and associated fees are included here in Attachment A. This work will be performed on a time and materials basis in accordance with the terms and conditions of AECOM's consulting services agreement. AECOM will not exceed the estimated total fee without prior authorization from the City. 7 Exclusions The following is excluded from our scope of services: om. com 5/7 AECOM Land surveying and site investigation Construction documents or construction services Additional work sessions or in person meetings not outlined in the proposal Additional reviews and resubmissions not outlined in the proposal Detailed designed guidelines Permitting Grant writing support Management and maintenance services Renting of facilities or providing refreshments for the Work Session Monitoring and evaluation of proposed recommendations Key performance indicators (KPIs), typically associated with the constructed improvements. Formal city policy development. Website project creation. (AECOM will prepare and submit the project exhibits including the online survey for the City to incorporate on their website). NEPA services If you should have any questions during your review of this proposal, or if you desire additional information, please contact me at 404.295.6087 tnarouson@aecomcom, or Shahid Jamil at 404.330.7068 chandami@aecom.com, Sincerely, Juo S.Houckn Shahid Jamil Tina S. Houston Shahid Jamil Vice President, Water CI, GA/AL/TN Project Manager AECOM Technical Services, Inc. aecom.com 617 AECOM Attachment A Task Order Budget aecom.com 7/7 - ( N 14 9 3 0 & 4 s C - 6 o e o 9 o e o 9 o 9 N 5 o B - - 8 4 N o R 0 2 o 2 0 o N - 2 4 a 4 2 CN 2 9 0 9 9 N N $ : E PINE S LAKE anta/latural Habitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager - DATE: June 24, 2025 TITLE: Procurement of Emergency Generator RECOMMENDATION Approve resolution accepting the estimate from W.W. Williams in the amount of $29,571 for the purchase of a 30 kilowatt (KW) generator to serve as utility backup for an emergency shelter designated by the City of Pine Lake as well as for serving the entire courthouse complex in the event of electrical blackouts; and approval of a not-to-exceed cost estimate of$14,000 for electrical services associated with the installation of the generator. BACKGROUND To ensure the continuity of essential services during power outages or other natural emergency situations such as for the City's Police Department, civil services (Court), Public Works and community emergency assistance shelter. The generator has always been a critical asset that supports these facilities by maintaining power for communications, lighting, security systems, and other vital infrastructure. The generator will operate via natural gas; this is important, as natural gas services typically are reliable during storms. RESOURCE IMPACT The full cost of the generator ($29,571) and electrical services ($14,000) is $43,571 and funded from the Small Cities Intergovernmental Capital Outlay Fund (SCICO). ATTACHMENTS Resolution Generator Replacement Cost Matrix Stanley DI Hawthorne City Manager SeNt 425 Allgood Road Stone Mountain GA 30083 PO Box 1325 . Pine Lake, GA: 30072 e 404-999-4932 www.pinelahega.net A RESOLUTION AUTHORIZING THE REPLACEMENT OF THE EMERGENCY ELECTRICAL GENERATOR TO SERVICE THE COURTHOUSE COMPLEXAND FOR PROVDING EMERGENCY SHELTER, TO PROVIDE FOR THE INSTALLATION OF THE GENERATOR, AND FOR OTHER PURPOSES WHEREAS, The City obtained proposals for the replacement and installation of the emergency generator that services the police department and the courthouse/council chamber; and WHEREAS, The estimate for the new generator is from W.W. Williams Company in the amount of$29,571, and the estimate fori installation from Electrical Professionals Unlimited in the amount of$14,000; and WHEREAS, This project is funded by the Intergovernmental Agreement ("IGA") with DeKalb County in which the County dedicated $2,000,000 to Pine Lake out of SPLOSTII; WHEREAS, This project was specifically listed in the IGA with DeKalb County for funding from the IGA; NOW THEREFORE, BE IT RESOLVED by the governing authority of the City of Pine Lake, Georgia, that the proposed contract with W.W. Williams for purchase of a 30 kilowatt generator for the Courthouse/Police Department is approved in an amount not to exceed $29,571, and with Electrical Professionals Unlimited for sèrvices related to the installation of the replacement generator in an amount not to exceed $14,000 for a total project cost not to exceed $43,571, and that the Mayor is authorized to execute any and all necessary documents with each company identified above to perform work as described for replacement of the emergency utility generator ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of June, 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City Attorney a y PINE S 4 - LAKE Aab7ataaeMAktAt COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager DATE: June 24, 2025 TITLE: Facilities Alarm Monitoring Services RECOMMENDATION Approve the resolution accepting a cost estimate of$5,235.84 for alarm hardware installation and $225.88 for monthly monitoring services for City Hall, Police Department, Court Services, and the Public Works Building as well as keyless access to the Beach House and Clubhouse. BACKGROUND Staff seeks to upgrade and extend monitoring and alarm services for the safety and welfare of neighbors, staff, and property of the City of! Pine Lake. The proposed system will offer keyless door access, phone access to onsite cameras, video storage, and remote alarm access for four buildings, as well as keyless access to the two event buildings (Beach House and Clubhouse). As part of ongoing efforts to enhance facility security and accountability, Pine Lake will be implementing a significant upgrade to our alarm and access control systems. Previously, only two of our buildings were equipped with monitored alarm systems. Upon initiation of this new system security coverage will be expanded to include all ofthe City's main buildings. Full Alarm Coverage Access Control Monitoring Audit and Reporting Capabilities Centralized Monitoring This comprehensive upgrade marks a proactive step in aligning our physical security infrastructure with industry's best practices and regulatory standards. RESOURCE IMPACT Installation costs of $5235.84 will be funded from the Special Purpose Local Option Sales Tax (SPLOST) II Fund. ATTACHMENTS Resolution Facilities Alarm Decision Matrix Stanley D Hawthorne City Manager ooitomepntigent 425 Allgood Road Stone Mountain GA 30083 PO Box 1325 e Pine Lake, GA 30072 e 404-999-4932 ww.pineldkega.net: A RESOLUTION APPROVING THE CONTRACT AND AUTHORIZING THE MAYOR TO EXECUTE ANY AND ALL NECESSARY DOCUMENTS FOR THE INSTALLATION OF UPDATED AND IMPROVED ALARM SYSTEMS FOR PUBLIC BUILDINGS IN THE CITY OF PINE LAKE AND TO AUTHORIZE THE PAYMENT OF THE MONTHLY MONITORING FEE, AND FOR OTHER PURPOSES WHEREAS, the City of Pine Lake ("Pine Lake) is a Georgia Municipal Corporation, authorized and existing under the laws of the State of Georgia, and WHEREAS, the Charter of the City of Pine Lake as restated in 2024, authorizes the City to contract for necessary city services, and WHEREAS, Staffhave recommended neçessary safety and monitoring upgrades to protect City assets and property from unlawful entry or damage, and WHEREAS, the Governing Authority expressly finds and recognizes that Staff solicited three proposals and have recommended ViVint, LLC as the lowest price qualified provider of the services required to protect property and assets oft the City; NOW THEREFORE, the Governing Authority of the City of Pine Lake, in an open and public meeting, approves the contract with ViVint, LLC for installation of new alarm equipment in Public Buildings in an amount not to exceed $5,235.84, and for monthly monitoring of alarms and systems at a cost of $225.88 per month, that the Mayor is authorized to sign any and all documents necessary to give effect to this resolution, and the Acting City Clerk is authorized, in conjunction with the City Attorney, to correct any scrivener's errors in this Resolution. ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of. June 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City Attorney e 8 8 0 3 y 8 8 8 6 D 6 - 8 0 8 E I 5 I 6 8 8 8 8 B I B 8 6 8 S f 6 8 8 3 3 3 3 e e I E s s S E 8 8 3 3 3 3 : 8 8 8 3 E 5 3 5 U 6 PINE a S5 LAKE I - artaTatural: Habitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager DATE: June 24, 2025 TITLE: Acceptance of Police Cruiser In-Kind Donation RECOMMENDATION Approve the resolution accepting the in-kind donation of a patrol vehicle from the Brookhaven Police Department. BACKGROUND The City of] Pine Lake Police Department is currently operating with two marked patrol vehicles-a 2014 Dodge Charger and a 2021 Dodge Charger. While both vehicles remain in service, it has become increasingly cost-prohibitive to invest in significant repairs beyond routine maintenance. The acceptance of an additional vehicle would serve as a critical stopgap, allowing us to maintain operational readiness and service coverage until the purchase of a new patrol vehicle. This interim solution would alleviate strain on the existing fleet, reduce the risk of service interruptions, and help ensure officer safety and response capability. RESOURCE IMPACT The acceptance of the in-kind donation of a vehicle (2015, Ford, Taurus, police addition) is expected to have aj positive operational impact with minimal resource burden on the department. The donated vehicle will enhance our mobility and responsiveness in the field, thereby improving service delivery and operational efficiency and overall, making this a highly beneficial addition to law enforcement operations. ATTACHMENTS Resolution Brookhaven Assumption of Liability and Indemnification for Transference or Donation of City Property Stanley DI Hawthorne City Manager odmpCNgeNt 425 Allgood Road Stone Mountain GA30083 PO Box 1325 e Pine Lake, GA 30072 e 404-999-4932 www.pinelaikega.net CITY OF PINE LAKE RESOLUTION NO. [Insert Number] AI RESOLUTION TO ACCEPT THE IN-KIND DONATION OF A POLICE CRUISER FROM THE CITY OF BROOKHAVEN POLICE DEPARTMENTTO THE CITY OF PINE LAKE POLICE DEPARTMENT WHEREAS, the Brookhaven Police Department has generously offered to donate a surplus police cruiser to the City of Pine Lake Police Department; and WHEREAS, the vehicle, described as 2015, Ford, Taurus, police addition, remains in serviceable condition and will enhance the operational efficiency of the Pine Lake Police Department; and WHEREAS, the donation of this vehicle represents an in-kind contribution to public safety and regional cooperation between local law enforcement agencies; and WHEREAS, the Pine Lake Police Department has evaluated the vehicle and determined thatit will serve as a valuable addition to its existing fleet; and WHEREAS, the City of Pine Lake wishes to formally accept this donation in accordance with applicable municipal procedures and policies; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF PINE LAKE, GEORGIA: 1. Acceptance of Donation The City of Pine Lake hereby accepts the in-kind donation of a police cruiser from the Brookhaven Police Department for official use by the Pine Lake Police Department. 2. Acknowledgment and Appreciation The City extends its sincere gratitude to the Brookhaven Police Department fori its generosity, partnership, and commitment to public safety collaboration. 3. Authorization to Proceed The Mayor, City Manager, or Chief of Police is hereby authorized to take all necessary actions to complete the transter, title, and registration of the donated vehicle and place it into official service. RESOLVED this day of 20. CITY OF PINE LAKE By: Brandy Hall, Mayor ATTEST: Ned Dagenhard, City Clerk APPROVED AS TO FORM: Chris Balch, City Attorney Brookhaven GEORGIA ASSUMPTION OF LIABILITY AND INDEMNIFICATION FOR TRANSFERENCE OR DONATION OF CITY PROPERTY The person or entity receiving the property ("Receiver" ") desribed in Exhibit B attached heretofrom the City of Brookhaven ("City") hereby assumes the entire responsibility and liability for any and all injury to or death of any and all persons including the Receiver's agents, servants, and employees, and addition thereto for any and all damages to property caused by, or resulting from, or arising out of, any act or omission in connection with this transfer or donation of property, whether caused by the Receiver or the Receiver's agents, servants ,employees, subcontractors or suppliers. The Receiver shall indemnify and hold harmless the City from, and against, any and all loss and/or exspenses which it or its agents, servants, employees, subcontractors, or suppliers may suffer or pay as a result of claims or suits due to because of or arising out of any and all such injuries, death, and/or damage, irrispective of the City's negligence (except that the City shall not be indemnified for its own sole negligence). The Receiver, if requested, shall assume and defend at the Receivers own expense any suit, action or other legal proceedings arisiing therefrom and the Receiver hereby agrees to satisfy, pay, and cause to be discharged of record any judgement which may be rendered against the City arising therefrom. This indemnfication shall be governed in all repects by the laws of the state of Georgia. IN WITNESS WHEREOF, the Receiver causes this indemnification to be duly executed by its duly authorized officer as the day and year set forth next to his/her signature. Receiver: By: Title: Name: Date: From: Chris Balch MgebatMewgoupcom Sent: Friday, June 20, 2025 9:55 AM To: Stanley Hawthorne <stanleyhawthomeepinelakeganeb Cc: Tom Ramsey <tomramsey@pinelakega.net>; msaceyeanteyesmailon mstraceybrantley@gmail.com>; Sandra KFicken Sk8698@gmail.com>, Ned Dagenhard neddagenhard@pinelakega-neb; Calvin Burgamy cburgamyegmail.com, Subject: Re: PLAIN/City MOU for 2025 Attached are the Resolution and contract with PLAIN for administrative and scheduling services for city facilities and other matters for 2025. The MOU meets with all legal requirements and may be acted upon by the Council at your discretion. Best regards, Chris From: Calvin Burgamy churgamyegmailcom: Date: Friday, June 13, 2025 at 1:59 PM To: Chris Balch chriselatclawgroapom Cc: Thomas Ramsey domramsyepmeepne, Stanley Hawthorne stanleyhawthomeepinelakeganeb, Tracey Brantley mstracypranleyeemal .com>, Sandra KE Ficken sk8698@gmailcomo, City of Pine Lake <neddagenhard@pinelakeganeb Subject: Re: PLAIN/City MOU for2025 Mr. Balch, have removed that language from the MOU. Please see the attached. Thanks for your prompt attention to this matter. It is much appreciated. Calvin On Fri,J Jun 13, 2025at 12:52 PM Chris Balch <ck s@baichl prou - p. con > wrote: Mr Burgamy Please find attached your agreement I have one comment: as with the Pride Fest agreement, the City cannot agree to indemnify PLAIN or any non-public entity, under binding precedent oft the Georgia Supreme Court. Ify you will remove that language from the draft, Iwill forward itt to the Councilwith appropriate action resolution for consideration Thanky you forunderstanding -Chris From: Calvin Burgamy <cburgamy/@gmal. com> Date: Wednesday, June 11, 2025 at 4:59 PM To: Thomas Ramsey R2EANA Stanley Hawthorne - Tracey Brantley <mstracevbrantiey@: gmail.com>, Sandra KFicken <kt69B@gmallcom>, Chris Balch nA Cityof Pine Lake saassllaas Subject: PLAIN/ /City MOU for2025 Greetings, Please see the attached Word document with the draft 2025 MOU for your perusal and comments. Please share your suggestions and/or concerns. Hopefully we can act soon on this. Thank you SO much, Calvin Burgamy, President PLAIN A RESOLUTION APPROVING AND AUTHORIZING THE MAYOR TO EXECUTE A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF PINE LAKE AND PINE LAKE ASSOCIATION OF INVOLVED NEIGHBORS ("PLAIN"), FOR THE PERFORMANCE OF SERVICES, AND AUTHORITY TO UTILIZE CITY PROPERTY AND INFRASTRUCTURE IN EXCHANGE FOR. ADMINISTRATIVE, SCHEDULING, AND OTHER SUPPORT WHEREAS, the City of Pine Lake ("Pine Lake) is a Georgia Municipal Corporation, authorized and existing under the laws of the State of Georgia, and WHEREAS, Pine Lake Association of Involved Neighbors ("PLAIN") is a non-profit corporation organized and existing under the laws of the State of Georgia and exempt from taxes pursuant to Section 501(c)(3) of the Internal Revenue Code of the United States, and WHEREAS, Pine Lake and PLAIN (collectively "the Parties") have negotiated a memorandum of understanding by which PLAIN provides certain services and Pine Lake makes various properties and infrastructure available at no charge for the production of various city-wide festivals, the management and use of City facilities, and other administrative support, and WHEREAS, the Governing Authority expressly finds and recognizes that Lake Fest provides an important community service for the Citizens and Residents ofthe City and further that the work and benefits of PLAIN supply important services and performance to Pine Lake which cannot be translated into dollar benefits. WHEREAS, NOW THEREFORE, the Governing Authority of the City of Pine Lake, in an open and public meeting, approves the Master Memorandum of Understanding ("MOU") with PLAIN (attached hereto as Exhibit A) and authorize the Mayor to sign the MOU with PLAIN, and to execute and sign any other document which is necessary to give effect to this Resolution, ADOPTED by the Mayor and Council of the City of! Pine Lake, this 24th day of June, 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City Attorney MEMORANDUM OF UNDERSTANDING This constitutes a Memorandum of Understanding (MOU) between the City of Pine Lake, Georgia, a municipal corporation of the State of Georgia (the "City") and Pine Lake Association of Involved Neighbors, LLC, a domestic nonprofit corporation ("PLAIN") to utilize the public facilities of the City to organize and operate community events, programs, and projects to support the continuing vitality ofthe Pine Lake community and engage the Pine Lake community with the surrounding unincorporated areas of DeKalb County. Each of the parties agrees that the following terms and conditions provide adequate consideration for this agreement: The City of Pine Lake will: MAKE the Beach House, the Club House, and other public facilities available as permitted by rental schedule at no cost for each SINGLE DAY community event of six (6) hours or less agreed to by the City. All other use of such facilities shall be in accordance with the terms and conditions of City's Property/Business Owners Rental Agreement for the Beach House and/or Club House and the City's Permit for Outdoor Festivals and/or Use of Public Lands and Buildings. Allow PLAIN's use of the Beach House and Clubhouse, Sunday evening through Friday between 8 am and 9 pm, unless otherwise booked by the City. Such use shall be for events, classes, and club meetings that are open to the community and free of charge (donations may be accepted but not required, and organizers may charge for cost of materials, if applicable). PLAIN will manage the reservation process for this Monday -Friday using a Google Forms App through which the City will have visibility and notification of bookings (Click here to see PLAIN calendar and link to Google reservation form). Only Pine Lake Residents may book a facility through PLAIN. PLAIN agrees to place a $100 standing deposit with the City, to cover cleaning or damage repairs that may be required. ALLOW PLAIN's use of "old City Hall" building located at 462 Club House Drive, Pine Lake, GA or other suitable location to collect and store food to be distributed to Pine Lake and other community residents. ALLOW PLAIN's use of the Beach House or Clubhouse for its monthly meeting at 7:00 PM, usually on the third Thursday of each month. ALLOW additional space within the locked storage area at the Beach House, after tables and chairs are stored, to be used to store PLAIN food and supplies. No PLAIN food and supplies are to be stored in any other area of any public facility used by PLAIN. ALLOW installation of up to 10 signs, provided by PLAIN, in the right of way or otherwise on city property along city streets before each community event agreed to by the City. PROVIDE funding fori food used for a holiday picnic organized and operated by PLAIN as set forth and limited in the City's annual budget. MAINTAIN its facilities and amenities in good working order to assure to safety of residents and guests, and provide notice of facilities or amenities that should not be used where defects are not apparent. ASSIGN a Council liaison to act as a conduit for questions and information between PLAIN and the City. Appointment of the Council liaison will be made by the mayor. PLAIN MOU - Page 1 of 6 PLAIN will: ORGANIZE, OPERATE and/or SPONSOR community events throughout the calendar year. City expects PLAIN to provide at least six (6) monthly events. Additional community events, such as picnics to commemorate Memorial Day or Independence Day, and holiday celebrations at the end of and beginning of each year will be considered based on community interest and support. Other topical community meetings or gatherings sponsored or supported by PLAIN will be planned based on interests or needs of the community. PLAIN may also provide a "Candidate Forum" event for any contested election for City of Pine Lake Mayor and/or City Council and a forum or forums for both sides to present and discuss any referenda to be voted on by electors within the City of Pine Lake. A list of City currently agreed upon events to be organized, operated, and/or sponsored by PLAIN will be attached as EXHIBIT A. Any additional events may be jointly planned subject to facility availability. MAY ORGANIZE and OPERATE a food pantry and community outreach for the Pine Lake community, utilizing the kiosk in front of the "old City Hall" as a base of operation. APPROPRIATELY SPEND collected donations and grants solicited for the improvement of City faclities/properties, with prior approval of Council for any improvements proposed to be made. APPLY, for events not already listed on Exhibit A, for all required permits and comply with all terms and conditions of City's Property/Business Owner's Rental Agreement for the Beach House and the City's Permit for Outdoor Festivals and/or Use of Public Lands and Buildings understanding that this MOU is an addendum to both such Agreement and Permit. MANAGE use of the Beach House and Clubhouse I Sunday evening through Friday between 8 am and 9 pm, unless otherwise booked by the City. Such use shall be for events, classes, and club meetings that are open to the community and free of charge (donations may be accepted but not required) and organizers may charge for cost of materials, if applicable. PLAIN will manage the reservation process for this Monday-Friday trial program using a Google Forms App through which the City will have visibility and notification of bookings (Click here to see PLAIN calendar and link to Google reservation form). Only Pine Lake Residents may book a City owned facility through PLAIN. PLAIN agrees to place a $100 standing deposit with the City, to cover cleaning or damage repairs that may be required. COMPLY with all ordinances and rules of the City of Pine Lake, including but not limited to the City's sign ordinance, and all applicable state laws. MAINTAIN PLAIN storage in the locked storage area of the Beach House in a safe, sanitary, and neat manner. COLLECT and BAG all trash and recycling at community events operated or organized by PLAIN during and after such events to ensure no overflow oft trash from trash containers. Deposit bagged trash into green containers outside each venue and collect un-bagged recycling in blue containers outside. PLAIN MOU - Page 2 of 6 INDEMNIFY and HOLD HARMLESS the City and all of its agents, officers and employees from any and all liability / claims, demands, actions and causes of action whatsoever arising out of or related to any loss, damage or injury, including death and including injury to real or personal property, that may be sustained by any person while participating in any aspect of any event organized or operated by PLAIN and that results from an act or omission of PLAIN or any agent, officer, employee or contractor of PLAIN, regardless of whether such liability arises in tort, contract, strict liability or otherwise, to the fullest extent allowed by law. MAINTAIN insurance sufficient to cover any claims or liabilities arising from any aspect of any event organized and operated by PLAIN including the indemnity and hold harmless provision above. Upon request, PLAIN shall provide to the city evidence of insurance including any insurance policy covering PLAIN. PROVIDE to the City, by March 31 of the following year an annual report specifying the events, programs, and projects operated or organized by PLAIN during the preceding calendar year. If PLAIN proposes an event, program or project requesting or requiring in kind or financial support from the City beyond the scope of this MOU, it shall prepare an event, program or project-based agreement for the City's consideration. The City makes no assurance that such agreement will be approved by the City. Aj joint meeting of the City Council and PLAIN will be held on an annual basis at a time and place agreeable to each party, if desired by both parties to this MOU. Nothing in this MOU or any addenda hereto shall create any property interest for PLAIN in any City property or facility. It is contemplated by the City and PLAIN that this MOU may be amended from time to time to address other types of events, programs, and projects which may be desired by the City and PLAIN. Unless otherwise agreed by the parties in writing, either party may terminate this agreement at any time by providing written notice, electronically or by hard copy, to the other party 90 days in advance of the proposed termination date. Notice shall be sent to each party at the addresses below. To the CITY: Stanley Hawthorne, City Manager City of Pine Lake P.O. Box 1325 425 Allgood Road Pine Lake, GA 30072 To PLAIN: Calvin Burgamy, President Pine Lake Association of Involved Neighbors, LLC PLAIN MOU - Page 3 of 6 P.O. Box 44 Pine Lake, GA 30072 This MOU shall be in effect January 1, 2024 through December 31, 2024. Agreed upon this day of 2023. [SIGNATURES ON NEXT PAGE] City of Pine Lake: Pine Lake Association of Involved Neighbors, LLC: Brandy Hall, Mayor Calvin Burgamy, President City of Pine Lake Pine Lake Association of Involved Neighbors, LLC Attest: Stanley Hawthorne Sandra Ficken, Treasurer City Manager Pine Lake Association of Involved Neighbors, LLC Approved as to Form: Chris Balch City Attorney PLAIN MOU - Page 4 of 6 EXHIBIT A PLAIN Events 2025 to date January 1-4-25 PLAIN Breakfast "Coffee with a Cop!" Beach House 9 - 11 am 1-16-25 PLAIN Monthly Meeting = Beach House = 7-8 pm 1-11-25 PLAIN Recycle Day - Club House 10am -12pm February 2-26-25 Trivia - Beach House - 7-9pm 2-18-25 PLAIN Monthly Meeting = Beach House - 7-8 pm March co-sponsored Women's History Month, Every Friday in March 3-20-25 PLAIN Monthly Meeting - Beach House - 7-8 pm 3-24-POLICE & PLAIN Don't Get Scammed = Beach House - 6-8 pm 3-8-25 PLAIN Recycle Day - Club House 10am -12pm April 4-17-25 PLAIN Monthly Meeting = Beach House - 7-8 pm 3rd Monday = Pine Lake Book Club = 1-3 pm May 5-4-25 Pollination Celebration PLAIN/Seed (now part of PLAIN/City 5-10-25 PLAIN/Lounge Brunch Beach House 11:30am - 2:30pm 5-15-25 PLAIN Monthly Meeting - Beach House = 7-8 pm June 1-7-25 PLAIN Recycle Day 6-19-25 PLAIN Monthly Meeting - Beach House - 7-8 pm PLAIN MOU - Page 5 of 6 -Community Use continues to be a vibrant part of Pine Lake and offers a variety of activities, including, the Book Club, Aikido classes, Yoga and Cardio Classes, Soundbaths, Sacred Heart Singing, Karaoke nights, and PRIDE meetings. You may also refer to the 6 month review document that PLAIN sent to the city in March of this year for additional resident use information. -PLAIN support for PRIDE & LakeFest in the form of Donation, In-Kind Donations, volunteering. PLAIN MOU - Page 6 of 6 OLD BUSINESS 1. Ordinance 2025-02, Chapter 16 Public Nuisances = Second Read & Adoption REVISED ORDINANCE BASED ON CITY COUNCIL DISCUSSION AT. JUNE 10, 2025 WORK SESSION TO BE SENT SEPARATELY BYCITY, ATTORNEY VIA EMAIL PINE f LAKE artaTatiral: Habitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager DATE: May 27, 2025 TITLE: Ordinance Amendment to Enact Chapter 16 - Public Nuisances RECOMMENDATION Approve ordinance amendment to enact Chapter 16 - Public Nuisances. BACKGROUND As provided in the City of Pine Lake's City Council Retreat Report, October 25, 2024, four strategic priorities (goals) were discussed and set forth. Goal number 4 prioritized the revamping of city codes and ordinances with an emphasis on code enforcement on a city-wide basis. Objectives included: e Implement a robust plan to pursue code enforcement on an immediate basis utilizing what is currently in place for code enforcement. e Define the types of codes desired and focus on updates. Research 3-5 different samples of other cities and their code enforcement practices, such as Suwannee, Canton, Woodstock, and Roswell. . Review downtown boundaries and define a comprehensive plan for conditions, standards, and expectations. During the City Council's Planning Retreat held on March 28, 2025, the City Attorney was provided direction to draft an enforceable code for compliance with policy based community standards. Originally, the code enforcement draft along with discussion was scheduled for the June 10, 2025 Work Session. However, as advised by the City Attorney in a communication to the Mayor and Council on May 13:"We made a decision to advance the Code Enforcement changes to this meeting [May 13, 2025] because the comprehensive nature of the changes will require more thought and potential for public input before asking the Council to vote, which is scheduled for the end ofJune, as discussed during your retreat. 99 Stanley D Hawthomne City Manager iotomdsisthyant 425 Allgood Road Stone Mountain GA 30083 PO Box 1325 e Pine Lake, GA 30072 o 404-999-4932 www.pinelaikega.net: On May 8, the City Attorney advanced an initial draft with summary: "Mayor and Council: I attach here the draft ofthe changes to your Code that we are recommending to combat the blight and challenges you have encountered with remedying problem properties. As currently drafted, your code only afects properties inforeclosure or that are bank owned. It does not offer remedies for owners and owner/occupiers that do not maintain their property. Several things to be noted in this draft and discussed on Tuesday: 1. The proposed Code is a wholly new set ofsections and ordinances related to property maintenance and management. 2. There is a comprehensive discussion ofi issues to be addressed, starting with the City's adoption of the International Property Maintenance Code of2021, which is currently an optional code approved by the Georgia Department of Community Affairs. The State approved version is available at the link. 3. The Code amendments as presented create criminal violations for the property owner's failure to comply. This authorizes the Municipal Court to. fine or incarcerate property owners. I do not recommend this be the process youj follow. Quality ofLife ordinances such as this need to be about compliance not punishment. We can discuss these options in more detail on Tuesday. 4. The Council should authorize a separate division or authorize the Chief Municipal Courtj judge to establish a. special day, once per month, to address code enforcement cases, rather than lumping them into regular arraignment or trial days. Ihave discussed this with Judge Wiggins and she is amenable to this suggestion ifthe Council acts. 5. Not all ofthe proposed sections or Chapters have to be adopted. Please let me know ifyou think the proposals go too. far or not far enough. 6. Ihave spoken with. Ned and he will create a special page. for the website with the proposed language ofthe new ordinance for the community to review. That page will be live before your meeting on Tuesday. A Link on the landing page ofthe website will be added that will take interested residents to proposed amendments to the Code ofOrdinances. 7. The language to be considered offers a number ofpolicy choices and I am happy to discuss those in detail with you either on Tuesday or privately. Please feel free contact me at your leisure ifyou have any questions or concerns. Best regards, Chris Chris Balch Lawyer Balch Law Group 830 Glenwood Ave., Suite 510-220 Atlanta, GA 30316 404/202-5934 (M)' Stanley DI Howthore City! Manager wotompshant 425 Aligood Road Stone Mountain GA: 30083 po Box 1325 e Pine! Lake, GA: 30072 e 404-999-4932 www.pinelckega.net Following the May 13, 2025 City Council Work Session based on the feedback received from governing body members, City Attorney Balch was able to revise the original draft in time for a first reading of the ordinance amendment at the May 27, 2025 Regular Meeting. RESOURCE IMPACT As the City Council had previously requested a Special Work Session at its March 28 Planning Retreat to discuss their priorities and preferences of a bona fide code compliance and/or enforcement program to be developed with an expectation of sufficient resources to implement, a budget modification placeholder of $50,000 was recommended for future contracted services and approved as part oft the Fiscal Year 2025 Budget Amendment at the City Council April 29, 2025 Regular Meeting. ATTACHMENTS Ordinance Chapter 16 - Public Nuisances Revised draft Stanley DI Howthorne Cityl Manager osotwmhthpant 425 Aligood Road Stone Mountain GA 30083 po Box 1325 e Pine Lake, GA 30072 e 404-999-4932 wwwupinelaiega.net PINE S5 3 LAKE A antarlatural abitat COUNCIL AGENDA MEMORANDUM (CAM) TO: Honorable Mayor and Council Members FROM: Stanley D Hawthorne, City Manager a5 23 DATE: June 24, 2025 TITLE: Proposed Revisions to Pine Lake Personnel Policy RECOMMENDATION Approve resolution to amend the Personnel Policy of the City of Pine Lake related to disciplinary procedures, right to appeal, and grievance procedures. BACKGROUND The City Council previously authorized on or about February 13, 2012, and published an Employee Handbook establishing policies and procedures to be followed by employees. The City has amended that policy on at least two occasions: October 14, 2013 and November 8, 2022. With the change of the City Charter and form of government in 2024, it is recommended by the City Manager and City Attorney that the City Council expressly finds and recognizes that additional changes specifically related to employee discipline should be approved as outlined in the sectional details provided in the resolution attachment. RESOURCE IMPACT There is no cost impact. ATTACHMENTS Resolution Stanley DI Hawthorne City Manager owdnpneyent 425 Allgood Road Stone Mountain GA: 30083 PO Box 1325 . Pine Lake, GA 30072 e 404-999-4932 www.pinelokega.net A RESOLUTTION TO AMEND THE PERSONNEL POLICY OF THE CITY OF PINE LAKE RELATED TO DISCIPLINARY PROCEDURES, RIGHT TO APPEAL, AND GRIEVANCE PROCEDURES, TO PROVIDE FOR AN EFFECTIVE DATE, TO. ALLOW FOR THE CORRECTION OF SCRIVENER'S ERRORS, AND FOR OTHER PURPOSES WHEREAS, the City ofPine Lake ("Pine Lake) is a Georgia Municipal Corporation, authorized and existing under the laws of the State of Georgia, and WHEREAS, the Governing Authority ofthe City of Pine Lake has previously authorized on or about February 13, 2012, and published an Employee Handbook establishing policies and procedures for to be followed by and with employees, and WHEREAS, the City has amended and revised that Policy on at least two occasions, October 14, 2013 and November 8, 2022, and WHEREAS, the Governing Authority expressly finds and recognizes that additional changes, specifically related to employee discipline, should be approved upon the recommendation of the City Manager and City Attorney. NOW THEREFORE, the Governing Authority of the City of Pine Lake, in an open and public meeting, amends as shown below, the "DISCIPLINE PROCEDURES" delineated in the Pine Lake Employee Handbook (deletions are shown by strike-threugh, additions are shown in red): SECTION 1: Discipline Procedures Your supervisor is responsible for ensuring that City Policies, procedures, and rules are followed, and for taking disciplinary action when rules are not observed. Disciplinary action taken depends on the severity ofthe violation as stated under the section on Standards of Conduct. Disciplinary actions generally follow a progressive disciplinary process, but are not required to as the City retains the discretion and authority to skip one or more steps because of the conduct occurring, its frequency and repetition, or the threat to the health, safety, or welfare of the Employees or Citizens and Residents of Pine Lake. This process includes: 1) Verbal warning for a first violation oft the Standards ofConduct. The supervisor meets with the employee to discuss the problem or infraction, and the supervisor places a dated memo in the employee's personnel file. 2) Written Warning for the second violation. A memo signed by employee and supervires supervisor(s) is placed in the personnel file of the employee, along with corrective action for solving the problem or avoiding the infraction. 3) Fiml-Neise-fer-e-hidiaiw--mamm-spety-twpanies-s-flel-in-te empleyee's-file. Suspension for up to 5 days without pay. Depending on the infraction, or the number and frequency of prior infractions, the Employee may be suspended for up to 5 work days, or shifts, with the concurrence oft the City Manager. 4) Termination-ferthe-fourtheffense. Termination. Upon consultation by the supervisor with the City Manager and the City Attorney, an employee may be terminated for repeated violations of the Standards of Conduct, for conduct deemed sufficiently egregious by the City Manager (after consultation with the City Attorney), or for any threat to the health, safety, or welfare of any Employee, Citizen, or Resident of the City. Disciplinary action for violations ofCity rules will be compounded while the discipline is in effect, meaning that additional infractions that occur while an employee is under a verbal or written warning, or within 30 days of the return to work following a suspension, shall be considered as more egregious or more serious than in isolation. Fersample,e-Waise.Wamingferesesihe ehsemteim-fellowedlanasiefinubeninimwaliéraiktinaFina-Netiee: DheipinyAatimisgemenng-syeailiseea Wamingis-givenin-Fehuapxe-ielsioennlwyeflatsamnsameyerwAlleutina-Hina-Notice: However,ifeWitenWamingiegheminerayandamoherviolationdesnoteceuruntilafe: Feinmyefha-allwigeywadewte.wamigewlmrNwise-e: he-subsequent-vielatien-Neie,howeve,thadiseiplne-may-beaeeaeeleraiedandanempleyee-may be-terminated-fora-irstvielatiendependngen-the-severiyet. TP-emse-cmsisN-sNdpirswte-me-iew-pumte-le Grievance-Preedure-Sheuldamempleye-e-hathaheha-hendaepinedunjusty-eriee barshly,theempleyeemey-felbweGneGHevamsepseedwresialdintlhishamndhoandbsekteappealsueh diseipline. Termination of Employment If after the eeision-makingleave suspension or lherdepimediscping the staff member's performance does not improve to the satisfaction of the supervisor, employment will- may be terminated. Administrative Leave Ifi it is determined that an employee may have been involved in misconduct, s/he they may be placed on administrative leave with er-witheut-pay for a period of up to two weeks. This administrative leave is for the purpose of conducting an investigation to determine the extent of the employee's role in such acts and/or for the purpose ofe exploring necessary disciplinary actions. Dismissal-Poliey Civy-polieyiste-makeevey-efeteretairgepdempleyesamdpovdeevery-opperiuniy-fer eminadempey-wA-ap-a.edmsrdwalww-WAaere cirumanssweren-Tey-paerww-pamdimmaisedismi-al may-result. RIGHTTO APPEAL The right to appeal shall not apply to verbal or written warnings. Any employee wishing to file an appeal to a diseiplinary-aetien suspension or termination must file a written request to appeal with the DireeterefAdministration City Manager within ten (10) days of the adverse action. The appeal will be heard by the C/camie-mstmpin, sehedted-City-Ceumel-Meeting City Manager as soon as practicable following receipt of the written appeal. Fhe-appeleshal-haveherehtelerePresmallycueumse-and-te-sabpeema Witnesses-Decisions of the City Couneil Manager shall be final. Psimseflr-CyCam maybeappealediotheSwperierCeutofDkalbCemybywiteeferiorari Final administrative decisions may be appealed pursuant to the Superior and State Court Appellate Procedure Act. GRIEVANCE PROCEDURES This policy shall not apply to any disciplinary process. Good communications with all employees is desired. A healthy organization requires that employees freely and openly discuss problems with their supervisors and management. The City is no different than any other company in that occasional mistakes and/or misunderstandings will inevitably occur. When a problem arises, employees are encouraged to come forward and discuss their views with their supervisor. In most situations, employees can receive a timely answer from their supervisor. Ifthere is a problem, please discuss the matter with your supervisor first, unless the issue involves your supervisor in which case you may consult the City Manager. Ifyou are not satisfied with the response from your supervisor, you should indicate your concerns in writing and submit them to your supervisor. Generally, your supervisor will respond within five working days if your supervisor is in-the-eflice-at work during that time. If your supervisor's written response is not satisfactory, then you should submit an appeal of the supervisor's action or determination in writing to wr-Depatmem-Pimser-wihre-wwnins days-eF-reewing-yewr-swpervsers pes-PePepatmeu-wmyimetpiemswiatymiawiliniemyes wmiingefhs-erdatemihssl-ainedyrifhsinieafiedawingsh: tme-lyeuremainunsatshedwi#htherespenseyeseyesreelved,yewshouldsubmiaaWenappea: e-the-DireierofAdminisaie-ih1O-wenamgdeysefrsseMgyewrdeepariment-heads pasa-FerepenseyerehehadePansefAasmiismesaisasiepyes may-reguesta-metin-wi#-e-Myesye-tie-PieerafAdminsatiomamdyewr-speriserte seusyeursencemsile City Manager. The City Manager my inquire into the circumstances of the dispute and should, ifcircumstances permit, respond within 10 work days ofthe submission of the appeal. Any response from the City Manager is final and not subject to further appeal or review. We encourage employees to use this procedure when, from time to time, they have complaints or misunderstandings regarding any employment practice, including but not limited to performance reviews and payroll issues. SECTION: 2: This Resolution shall take effect immediately upon passage and shall apply to any and all employment decisions, discipline, or other applicable events that occur after its effective date. SECTION: 3: The City Clerk, in consultation with the City Attorney, is authorized to make such corrections to scrivener's errors as may be necessary to give effect to the intent of the City Council. ADOPTED by the Mayor and Council of the City of Pine Lake, this 24th day of June 2025. BRANDY HALL Mayor ATTEST: APPROVED AS TO FORM: NED DAGENHARD CHRISTOPHER D. BALCH Acting City Clerk City Attorney