AGENDA Mayor & Council Meeting 5pm Tuesday, May 13, 2025 1. Call to Order 2. Prayer 3. Pledge of Allegiance 4. Roll Call 5. Adopt Agenda 6. Adoption of Minutes-April 8, 2025 Regular Meeting 7. Clerk's Report 8. Department Reports 9. Mayor's Report 10. Council Members Questions/Comments 11. Presentation of Historic Preservation Awards, HPC Chair Dip Polatty 12. Presentation from 03C Spokesperson Seeking Funding Support for Event 13. Old Business A. Approval of the Contract with Georgia Power to Provide City Water Withdrawal from Lake Sinclair 14. New Business 15. Mayor & Council Work Session at 4:30pm Tuesday, June10, 2025 16. Mayor & Council Regular Meeting at 5pm Tuesday, June10, 2025 17. Aistoric Preservation Commission Meeting 5:30pm Thursday, June 12, 2025 in City Hall Council Chambers 18. Citizens' Input 19. xecutive Session Personnel & Legal Matters 20. Adjournment City ofSparta Mayor & Council Regular Meeting May 13, 2025 Elected Officials presented were Mayor R. Allen Haywood, Mayor ProTem Rav Yisrael, Councilmembers Brandon Nolley, Tom Roberts, and Sandra Sherrod. City Clerk Virginia Webb was present. City Attorney John Hitchcock was present. Adopt Agenda Councilman Roberts motioned to adopt the agenda; Councilman Nolley seconded. No discussion. Vote unanimous. Adopt Minutes - April 8, 2025 Regular Meeting Councilman Roberts motioned to table April 8, 2025 Regular Meeting Minutes; Councilwoman Sherrod seconded. No discussion. Vote unanimous. Motion passed. Clerk's Report 1. Aj parade request was submitted and approved for the 2025 Community Prayer Walk. 2. Assistance was provided with the final planning for the It Takes a Village event. Additionally, the follow-up meeting was attended to begin preparations for next year's event. 3. Information was gathered for review in the role of Alcohol and Drug Awareness Officer for the Georgia Public Service Commission's inspection ofthe gas pipeline. 4. The Code Enforcement Officer, Cedric Moreland, began enforcing the Property Maintenance Ordinance. Notices ofviolation have been issued to several businesses and residents. 5. A deduction audit was completed on payroll to ensure employees have the correct amounts deducted. 6. A workers' compensation audit was also completed. 7. An open enrollment event was held to provide employees with new opportunities to obtain health insurance. 8. There has been some concern and discussion about the money collected by the police department through ticketing. It is important to clarify that the department does not keep the full amount collected. 1 For example, in February, the police department collected a total of $7,016.50. From that amount, payments were made to several entities as follows: o $1,830.10 was paid to the court. o $1,174.46 was paid for criminal and indigent defense. o $888.87 was paid to the Police Officers' Annuity and Benefit Fund. o $378.52 was paid to the local victim assistance fund. o $296.55 was paid to the county drug abuse and treatment education fund. These payments totaled $5,186.40, leaving the police department with $1,830.10. This remaining amount is used to cover supplies, salaries, vehicle maintenance, fuel, and other essential needs. 9. Marcy Blessingame requested that the following announcement be made about the upcoming Summer Adventure Camp. The camp will be held from June 16th through June 27th and is open to children between the ages of 4 and 16. It will run Monday through Friday and will include a variety of engaging activities such as arts and crafts, agriculture, STEM projects, and more. Breakfast and lunch will be provided free of charge each day, and there will be a $20 sign-up fee for the entire camp session. Organizers are currently seeking junior counselors, ages 4 to 18, and adult counselors, ages 19 and up, to assist with the program. The camp will be held in three locations: ) In Sparta, it will take place at the Youth Center. ) Inl Deveraux, it will be held at CJE. The Springfield location is still to be determined. For more information or to volunteer, please contact Marcy Blessingame or Princess. Phone numbers are available upon request. 10. No additional departmental reports were submitted at this time. Departments are still getting situated and do not yet have full access to their computers. The police chief informed that due to the ongoing transition- -moving equipment, records, and water department data from one building to another-no new reports or buy-ins have been generated as of now. Departmental Reports 2 See Pages 0 Mayor's Report 1. As ofto today, we have a total of$141,200.22 in available funds. The majority of this amount--$120,000- has been allocated for street repairs throughout the city. We've already completed some work, including a project on Boland Street, along with a few other minor repairs. Brannen Brown from Southern Asphalt currently holds the contract. They are monitoring weather conditions and aiming to proceed while temperatures remain above 50 degrees. Scheduling for the next phase of repairs will begin soon. 2. During a recent work session, the council briefly reviewed the proposed placement ofthe new 500,000-gallon water tank. The chosen property is located within the Industrial Park. The site is now being cleared, and the project will shortly be offered for bidding by interested parties. 3. The City of Sparta is a charter member of the Gas Authority, which operates on a revenue-sharing system. At the end of each year, profits are calculated and shared based on gas usage. For the 2024 year, Sparta received a check for $46,111. Councilmembers Questions / Comments 1. Councilwoman Sherrod asked about why the burning permit was for the city. Mayor Haywood listed reasons why burning within the city is prohibited. A city ordinance for burning exists to protect public safety, health and the environment by regulating when and how fires can be set, preventing hazards, pollution and disturbances to the community. Smoke creates air quality problems for city residents. 2. Councilman Roberts addressed the recent gas leak, noting the city's good fortune in having workers on-site and encouraging all employees to show appreciation for their efforts. 3. Mayor ProTem Yisrael shared Prince's Food Pantry will be open ISt and 3rd Sunday next to Real Deal. Presentation of Historic Preservation Awards, HPC Chair Dip Polatty The HPC has traditionally awarded a Preservation Award for exemplary restoration and preservation, typically to individuals. This year, however, the award will be presented collectively to five beautifully maintained churches in town-Holsey Memorial CME, Pierce Memorial Methodist, St. Mark AME, Sparta First Baptist, and Macedonia Baptist -each serving as an outstanding example of architectural preservation. 3 St. Mark AME was built 1897. Sparta First Baptist was built in 1916. a Holsey Memorial CME was built in 1924. Pierce Memorial Methodist was built in 1927. Macedonia Baptist was built in 1960. Dip Polatty presented plaques to representatives in honor of their respective churches. Presentation from 03C Spokesperson Seeking Funding Support for Event 03C, a group of educators and community leaders, is requesting support from the City ofSparta to sponsor 15-20 youth including some from Hancock County for a Juneteenth 2025 educational trip to the Legacy Museum and National Memorial for Peace and Justice in Montgomery, Alabama. Scheduled for June 17th, the trip aims to provide 100 youth with a meaningful experience through guided tours, workshops, and creative reflection. The total budget is $4,600, and the organizers emphasize the long-term impact this investment will have on youth leadership, civic awareness and community pride. Mayor Haywood stated that while the city does not currently have funds in the budget for the project, he would personally sponsor two children from Hancock. Councilman Roberts and Mayor ProTem Yisrael also committed to personally sponsoring two children each. Old Business A. Approval of the Contract with Georgia Power to Provide City Water Withdrawal from Lake Sinclair Councilman Roberts motioned to approve of the contract with Georgia Power to provide city water withdrawal from Lake Sinclair, committing to a ten-year storage fee at a fixed rate; Councilman Nolley seconded. No discussion. Unanimous approval. New Business There was no new business. Mayor & Council Work Session at 4:30pm Tuesday, June 10, 2025 Mayor & Council Regular Meeting at 5pm Tuesday, June 10, 2025 Historic Preservation Commission Meeting 5:30pm Thursday, June 12, 2025 in City Hall Council Chambers Citizen's Input 1.) Annie Brown, a resident of the city, stated that the cover for her water meter hasn't been covered. Amanda Akins, Utilities Administrator, stated that the issue has been fixed. 4 2.) Karen West, a resident of the city, announced that the First Market had fruit, honey, baked goods, and a mini museum at the Mushroom Factory located on Elm Street. 3.) Rick Joselyn, a resident of the city, asked about repairing or replacing the sidewalk along Adams Street. Executive Session Personnel & Legal Matters Councilman Roberts motioned to go into executive session; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed. Back to Regular Session Councilman Nolley motioned to go back to regular session; Councilman Roberts seconded. No discussion. Vote unanimous. Motion passed. During executive session, Council discussed a request from Rocky Patel regarding the possibility ofbuilding apartments on a vacant lot located on Wiley Street. He will be informed that the project would need to go through the zoning process. Adjournment Councilman Roberts motioned to adjourn the meeting; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed. The meeting adjourned at 6:05pm. 5 City of Sparta - May 13, 2025 Council Meeting Report Street Department 1. Cut and maintained grass downtown and performed weed eating throughout the city. This included work at the intake area, animal shelter, wastewater plant, and filter plant. 2. Assisted with the annual It lakes a Village Resource Expo by delivering and setting up tables, coolers, and tents, as well as handling trash can removal. 3. Inspected and serviced all equipment, including the zero-turn lawn mowers, weed eaters, blowers, edgers, chainsaws, pole saws, tractor with bush hog, and mini excavator. 4. Rebuilt the road at end of Smith Street and had four loads of crusher run gravel delivered. The gravel was spread and packed to complete the repair. 5. Sprayed all vegetation at the intake, filter plant, landfill, and wastewater plant with chemicals to help lessen weed eating throughout the summer. 6. Assisted with traffic control during the Prayer Walk event. 7. Assisted the Gas Department with installing gas line markers from Warthen to Sparta. A total of 53 signs were installed. 8. Burned remaining debris from Hurricane Helene as part of final cleanup efforts. 9. Assisted the Gas Department with a main-line break on Highway 15 South. City of Sparta - May 13, 2025 Council Meeting Report Street Department Image 1 Image 2 Cut, loaded, and hauled away a large pine tree with Road blocked on Spring Street on Saturday May 10, overhanging limbs on Spring Street. A total oft four 2025; cleanup completed on Monday. loads were removed. Image 3 Image 4 Street crew member working on Spring Street. Spring Street reopened Monday morning at 11:00 AM. City of Sparta - May 13, 2025 Council Meeting Report Street Department Image 5 1 Exposed high-pressure gas line was addressed, and the driveway was reworked to restore access for the homeowner. Image 6 &7 Final phase of Hurricane Helene relief: Street crew burned remaining tree waste and yard debris. City of Sparta = May 13, 2025 Council Meeting Report Water Treatment Plant Report Routine monthly sampling was completed in accordance with state requirements, including testing for chlorine, total suspended solids (TSS), bacteria, total organic carbon (TOC), fluoride, and E. coli. Additionally, operators recorded data from backwash meters, flushing - - systems, and operational plant meters to maintain compliance and ensure system performance. The plant withdrew a total of26.62 million gallons from Reliance the lake, averaging 0.95 million gallons per day, and successfully served 25.71 million gallons to the distribution system, averaging 0.92 million gallons per day. The City of Sparta has not had daily averages this low since November 2022 (0.90 MGD). The hot-water heater was deemed unrepairable due to internal damage and a new one was installed. Multiple power outages impacted the facility throughout the month. Each time, the backup generator automatically activated and sustained operations until Georgia Power restored electricity. The proper SCADA and system reset protocols were followed to avoid data loss or service interruptions. The Tinman water tower experienced a power fail status during one of the outages. After investigation, the 1 COVE ODDCEN - AEL tower returned to normal function once utility power - - M was restored. It was noted that the backup system at 3 mory Tinman may be faulty or damaged from a recent storm DE & and requires follow-up Marchman Instrumentation. by Ber - 7 The Dixie water tower experienced a power fail status ee during one of the outages. After investigation, it was Es : determined that the power supply had been damaged 63 OB à during the storm. Marchman Instrumentation installed E 5 ai new power supply and repaired other minor electrical issues. 9 A / COCE A Ce € ONCD Internet connectivity problems continued throughout ERCOS O on the month, affecting access to the lake pump and E2 DR B1 55 surveillance camera systems. Team Electric was dispatched to troubleshoot the connection issues and # - staff are currently waiting on Conexon to hookup fiber internet. Georgia Power assessed the water plant to locate an area to install a new AMI meter to streamline future water withdrawal reporting. Ongoing projects include work with EMI for filter system upgrades and efforts to restore turbidity meter data on SCADA. Lockout/tagout safety stations were purchased for enhanced staff safety during electrical maintenance and to comply with EPD requirements. Installation of a new water tank on Industrial Park Drive is progressing forward. City of Sparta = May 13, 2025 Council Meeting Report Water Distribution & Sewer Collection Report One of the primary pumps at the Main Lift Station was removed and transported to Waco in Sandersville for evaluation. It was deemed unrepairable due to lightning damage. A claim was filed with GIRMA, and the City is receiving a check for $101,722 to cover the cost ofr replacing - the electrical control panel and installing a new 75 HP submersible motor. The Highway 22 Lift Station experienced a failure caused by a clog in the check valve, which also damaged the O-ring and Mechanical Seal. A replacement valve was borrowed from the Bartow, GA, while a new valve was ordered to permanently replace the borrowed one. Three water lines were inadvertently hit by City staff while performing ditch-clearing operations on Dixie Road. The affected lines were promptly repaired. Staff are actively seeking quotes for backup generators for lift stations in preparation for applying for a future Hazard Mitigation Grant. Smoke tests were conducted at two locations Old Eatonton Road and Highway 22-to determine whether customers were connected to the City sewer system or using septic tanks. These tests were completed at the request of property owners. Met with multiple contractors to plan the installation ofr new lift stations at Highway 22, Stubwood Drive, and Gilbert Road as part of the ongoing GEFA-funded infrastructure improvement project. Comcast damaged a water line, prompting an after-hours call-out for emergency repairs. Comcast has agreed to cover the cost ofthe response and repair which was approximately $800. A total of 36 work orders were completed in April 2025, 29 of which involved leak repairs throughout the system. Another 18 were completed from May 1st to now of which 6 were leak repairs. Since the last City Council meeting a total of 54 work orders have been completed and 35 leaks repaired. Fire hydrants are flushed and flow-tested every Friday afternoon to maintain performance and fire-readiness across the distribution system. Approximately 350 feet of water line was replaced on Smith Street with durable 34-inch polyethylene (poly) pipe to improve reliability and reduce maintenance needs. A meeting with ME Sacks was held on Monday to schedule larger projects which will require additional staff and equipment. A 6" Water Main on Parkway Drive broke last week and was repaired by ME Sacks and City Staff. City of Sparta - May 13, 2025 Council Meeting Report Staffhave distributed Lead and Copper Line surveys to the general public as part of the City's compliance requirements. The next round ofr reporting is due to the Georgia EPD by July 2025. Any service lines that cannot be verified through public response or local inspection will need to be contracted out for professional inspection, which may require a formal bidding process. 35 cutoffs occurred in April 2025. 22 people were reconnected. 13 are still off. Additionally, another 32 people are currently under contract to slowly pay off their past due bills. Wastewater Treatment Plant Report Operators performed daily, weekly, and monthly duties including daily influent and effluent monitoring, lift station checks, pond level measurements, Ph/DO calibration, flow meter readings, monthly sampling, switching spray fields, recording spray durations, checking safety showers, checking for field damage and contraband, and securing the facility. Monthly lab sampling was performed on April 16, and samples were hand-delivered to Alliance for testing due to a surprise audit. # The lab reported excellent results, with TSS removal of 80.49% and BOD reduction of 97.4%. Michael Heath Graham has been transferred to the Public Works department fori the summer and Mitchell Ray Perritt is transferring back to Wastewater. Synagro started work on the storage and aeration pond rehabilitation project. The existing liner in the storage pond was removed, and the ground was leveled in preparation for the installation of a new liner. Dredging equipment was delivered, and site preparations began for dredging operations scheduled to start in May 2025. 0 Ace Hardware and Washington EMC installed a temporary power pole to support upcoming dredging operations. Construction also began on groundwater well rehabilitation by Sailors Engineering. Several wells were abandoned or relocated, and newv wells were installed with formed concrete pads awaiting pour. Elevation surveys will be conducted later and plaques installed to meet EPD requirements. Aerators 9 and 11 were installed while Synagro's large equipment was on site, allowing access to areas that were previously unreachable with the City's equipment. Aerator 8 was identified as having a failed motor and will need replacement. The Ford Ranger was repaired by Murphy's Auto after running hot due to a broken thermostat housing. Field inspections were conducted and staff repaired several spray head leaks in Fields 7 and 8. On April 29, staff discovered a sewage spill of approximately 396,000 gallons to state waterways. The spill was caused by tree root intrusion into the 6" force main running from the prison lift station to the City of Sparta = May 13, 2025 Council Meeting Report Wastewater Treatment Plant. The break occurred on the portion of the line maintained by the prison. Ranger Mechanical was contracted by the prison to perform the necessary repairs. The Environmental Protection Division (EPD) was notified immediately, and the prison has been directed to conduct creek sampling for a period of one year for compliance monitoring. Contraband was discovered on April 30 on plant grounds. GDC was contacted, and prison K-9 unit recovered the materials. Staff were informed that approximately 30 individuals were arrested in April for trespassing on Wastewater property while attempting to transport contraband to the prison. Deceased deer were removed from Aeration Pond 2 to prevent contamination ofthe water and interference with bacterial balance. Natural Gas Report The Natural Gas Department made significant progress in April with both emergency response and preventative maintenance. Several critical incidents were addressed swiftly to ensure the continued safety ofthe system. Two separate gas line damages occurred- -one struck by a lawnmower and the other by an excavator. Both were quickly repaired by the staff and reported to GUFPA. An uncovered high-pressure gas line in a driveway was discovered during patrols and had been repeatedly driven over. The pipe was excavated, cleaned, and coated with specialized protective materials to ensure future safety and integrity. The homeowner stated he had reported this issue to the county several times within the last year. On Ghettis Street, staff used a new ultrasonic gauge to perform a steel wall thickness test, revealing a 75% loss in wall integrity due to severe corrosion. The existing regulator station is beyond repair and lacks a bypass line, making replacement necessary. The department is currently securing quotes for the installation of a1 new: regulator station and plans to apply a temporary protective coating to extend the existing station's service life until replacement can be completed. The Public Service Commission's inspection will be held starting on May 12, 2025. Harp and Associates conducted their annual cathodic protection inspection in April and identified several low readings, indicating system failure in some areas. Further investigation revealed that the transformer in the Faye Street rectifier had failed. The unit, originally installed in 1979, was outdated and replacement parts were no longer readily available. Given its age and condition, staff elected to replace the rectifier with a modern unit. The new rectifier was installed on May 1, 2025, and following the upgrade, all system readings returned to normal. Tools were acquired to support emergency repair capabilities and improve day-to-day field efficiency. Staff anticipate purchasing several tools over the next few months to ensure system performance and response. City of Sparta = May 13, 2025 Council Meeting Report Attended the Georgia Gas Safety Convention in Macon, GA and participated in hands-on training sessions and workshops focused on improving utility safety and performance. Staff made several connections during this event and will be using the connections to progress the system forward. Continued gas qualification courses through the Municipal Gas Authority of Georgia, ensuring staff are recognized by the PSC for any work performed. Maintained routine meter reading schedules for both gas and water systems, contributing to monthly billing accuracy. Courtney Johnson and Anthony Roberts are alternating days training with Bobby for their gas qualifications. Harp & Associates, at staff's request, cleaned out all valves for the natural gas department. ANSCO bored directly through a high-pressure gas service line, causing significant damage. Due to the extent of the repairs and multiple emergency callouts required- some while City contractors were attending the Natural Gas Conference in Jekyll Island, requiring a 2.5-hour drive-the company is being billed $10,000 for the incident. Animal Shelter Report Continued daily cleaning duties, including kennel sanitation with bleach and hosing down areas. Maintained daily enrichment for dogs through regular walks and supervised playtime in designated areas. Ensured daily feeding, watering, and provision of treats for all animals in our care. Consistently administered medications to individual dogs as required. Maintained accurate records of medications given. Filled out daily logbooks and documentation for shelter operations. Checked and responded to all shelter-related emails promptly. Completed monthly count intake and outgoing paperwork, both physical and digital. Submitted the monthly report to the Department of Agriculture by the April 10th deadline. 7 dogs are currently in our care. We had one potential adopter for Mona. Secured the following donations: One medium-sized dog house from Bonita Pet Supply valued at$139.00. Two 12-oZ bags of] ReaTree chews from Pet Meds valued at $30.00. 3001bs worth of dog food donations from LOHS valued at $189 . Nylabone dog chew toys valued at $42.00. Total donation value of$400. Attended the "It Takes a Village" event to promote the shelter's mission and encourage community support. Received $42 in donations and a list of adopters for small dogs. Oversaw the installation ofi new cameras at the shelter to enhance security and monitoring. Administrative Updates The most recent ISO Building Code Effectiveness Grading Schedule (BCEGS) inspection showed significant improvement from the 2019 evaluation. As of 2024: Residential (1- and 2-family dwellings) received a classification of 99, meaning no formal rating due to not meeting minimum requirements. However, the overall score improved from 26.25% in 2019 to 81.75% in 2024. A classification of 99 indicates that the community's building code enforcement program did not meet the minimum criteria for a rating. o Commercial and Industrial properties received a Class 7 rating, a major improvement from their previous classification of 99. The overall score rose from 27.63% in 2019 to 86% in 2025. A dedicated code enforcement program officially launched last month. Staff are actively addressing several violations and complaints that have been outstanding or newly reported. A check from FEMA for 14 sets ofturnout gear (valued at $50,000) has been mailed. Due to cost increases since the grant application in 2023, the City will be responsible for covering an additional $10,000. Staff are currently seeking foundation and other support to help offset this required match. City of Sparta = May 13, 2025 Council Meeting Report The City was previously awarded a $15,000 grant for flipper for the fire truck. Final award paperwork is being completed, and the check is expected to be received soon. Staff have begun work on drafting standardized internal policies and procedures. This initiative aims to reduce discrepancies, eliminate reliance on institutional memory, and ensure consistent operations across all departments. This will be a phased effort, with gradual implementation. Planning is underway for the City's annual Back 2 School Bash, scheduled for June 12. Confirmed partners SO far include: Sickle Cell Foundation, Eyes of Hope Mobile Unit (vision screenings and services), and Georgia Power, which plans to attend and distribute school supplies. Additional partners are being contacted to participate in this community event. During April and early May. six site inspections were conducted with FEMA staff and meetings were held every Friday to process paperwork. As a result, the City has submitted documentation for nearly $500,000 in reimbursement and mitigation funding. Staff are continuing to prepare additional project submissions to secure further recovery support. The City of Sparta has been selected to participate in the Put Us on the Map' SAVE THE DATE program, which will provide free, publicly accessible data on a wide range of health, social, economic, behavioral, environmental, and clinical metrics. This HANCOCK resource be available COUNTY will online for both residents and can be used to support grant BACK TO SCHOOL applications, policy decisions, and community planning efforts. Being COMMUNITY included in this initiative enhances the City's ability to make data-driven CELEBRATION decisions and address local needs more effectively. The City of Sparta hosted its annual June 12, 2025] 12PM to 6PM Community Resource Expo on April 19, Hancock County Health Department 2025, with a total attendance of 780 5161 Boland! Street, Sparta, GA participants, including 607 walk-ins and C : M 173 vendors and volunteers. The event BECOMING INTERESTEDIN A VENDOR? featured over 50 vendors offering valuable M FREES SCHOOL SUPPLIES pD FREEI HEALTH. AND - services and information, a children's WELLNESS! RESOURCES Easter egg hunt with more than 500 eggs AND FREE GLASSES VISIONI EXAMS D S filled with toys and candy, and a prize CATCH UP ANDSTAYUP SCANTHEQR THECITY OFSPARTAAT CODE OR CONTACT ON ALL OF YOUR (7061444.5753 (OPTION1) giveaway totaling over $1,000. The expo ROUTINE VACCINES! was a successful effort in connecting ALL WHILESUPPLESLAST B B SHINE - residents with critical community resources and support.