City of Sparta Mayor & Council Regular Meeting Tuesday, February 11, 2025 Elected Officials present were. Mayor R. Allen Haywood, Mayor ProTem Rav Yisrael, Councilmembers Brandon Nolley and Tom Roberts. Councilwoman Sandra Sherrod arrived at 5:08pm. City Clerk Virgina Webb was present. City attorney John Hitchcock arrived at 5:02 pm. The meeting was called to order at 5:00 by Mayor Protem Yisrael followed by a Moment of Silence, the Pledge of Allegiance, and the Lord's Prayer. Adopt Agenda Councilman Roberts motioned to adopt the agenda; Councilman Nolley seconded. No discussion. Vote unanimous. Motioned passed. Adopt of Minutes January 14, 2025 Regular Meeting Councilman Nolley motioned to adopt minutes; Councilman Roberts seconded. No discussion. Vote unanimous. Motioned passed. Clerk's Report 1. A winter freeze caused City Hall to be closed early Tuesday, January 21, 2025 and reopened Thursday, January 23, 2025 at 12 noon. The storm caused major problems affecting many departments. This inconvenience caused the utility bills to be mailed out late due to circumstances beyond our control. Considering this, we have extended the date to pay utilities without late charges to Friday, February 14, 2025. 2. Jacqueline Warren, accounts payable clerk, resigned after 4 % years of employment. We are advertising for the position of accounts payable/benefits clerk to fill this position. Applications will be accepted until Friday, February 14, 2025 at 4:30pm. Interested parties should complete an application and email vwebb@eitpolpataots or drop off an application at City Hall. Latresa Warren, our floating clerk, is currently doing a great job filling in until we fill this position. 3. W2s & 1099s have been prepared and given/mailed out. If you have not received your expected form contact 706-444-5753, option 5. 4. February 17, 2025, recognized as President's Day will serve as an in-service day for the staff at City Hall. During this time, we will close to do in-house training. We will reopen February 18 at 8 am. 5. We are off to a great start this year and in the upcoming week, will meet with each department head to go over the 2025 budget. Our goal is to spend more efficiently this year, as we continue to improve our infrastructure. 1 6. Itis the intent of the City ofSparta to "opt-out" of the HB581 homestead exemption. We have several public hearings scheduled to hear your comments on this matter. Thursday, February 13, 2024 at 6pm, Thursday, February 20, 2025 and Thursday, February 27, 1 2025 at 10 am. Council has a called meeting scheduled for February 27, 2025 at 10:30 am to vote on this matter. 7. DOT has approved The Black History Parade scheduled for Saturday, February 15, 2025 from lpm to 2pm. This parade will start at the Hancock Youth Community Center and proceed down Broad Street to the Courthouse. The City of Sparta will provide traffic control for the event. 8. John Hancock Academy has submitted a parade request for the annual 5K Run" on March 8, 2025 at 8:30 am. The request has been submitted to DOT and we are waiting for approval. Departmental Reports See pages (5-11) Mayor's Report 1. House Bill 581 was discussed, with clarification provided regarding misinformation circulating on social media. The bill primarily benefits urban areas rather than rural communities like Sparta and Hancock County. Opting out does not affect the current homestead exemption, which will remain in place. If a government entity does not opt out, any benefits of a higher homestead exemption will be offset by a mill rate increase to fund government operations. 2. Mayor Haywood was asked to be a part ofthe Amtrak passenger rail service planning committee for our region. 3. Mayor Haywood announced that the Lafayette 200th Anniversary Tour would pass through Sparta, highlighting the historical significance ofthe Sparta Cemetery, where 12 Revolutionary War soldiers are buried. He introduced Rick Jocelyn, President ofthe Sparta-Hancock Historical Preservation Society, who discussed the economic benefits of the event. A special event at Holsey Memorial CME Church will take place on Sunday, March 23rd, beginning at the courthouse before a mobile procession to Holsey. The president of Paine College will attend, honoring the historical ties between Bishop Lucius Holsey, Paine College, and Pierce Memorial Methodist Church in Sparta. Mayor Haywood will present a proclamation, and the event is open to the public. 4. Mayor Haywood announced additional Georgia Environmental Funding Authority (GEFA) loan/principal forgiveness funding for Sparta's water and wastewater systems. The city has been approved for $4.8 million for infrastructure repairs. The latest funding includes a $3.6 million grant and a $1.2 million low-interest loan. These improvements will address aging pipes and system issues. He also noted that the city's existing bond debt is below $5 million and on track for repayment. The city was approved for $6.8million ($4.1 million & $2.7million) in May 2023 for repairs and upgrades to the water filter and wastewater treatment plants. Council Members Questions/Comments There were: no questions or comments at that time. Old Business 2 There was new business. New Business A. Presentation by Rick Joslyn Regarding March 25th LaFayette Anniversary Tour Visiting Sparta Rick Jocelyn, President ofthe Sparta-Hancock Historical Preservation Society and a member ofthe Historic Preservation Commission provided historical context on Marquis de Lafayette's visit to Sparta. He explained Lafayette's role in the American Revolution, his advocacy for human rights, and his influence in the French abolitionist movement. Jocelyn highlighted the significance ofLafayette's 1825 tour, during which he stayed in Sparta, and announced the upcoming March 25th visit by national and state representatives to commemorate the event with a historical marker dedication and a cemetery program. Mayor & Council Work Session at 4:30pm Monday, March 3, 2025 Mayor & Council Regular Meeting at 5pm Tuesday, March 11, 2025 City Hall Will Be Closed Monday, February 17, 2025 for In-Service Day" Citizen's Input 1. Bernstine Strother, a resident ofthe city, asked whether customers receive notifications in advance when water service will be disrupted for leak repairs. Amanda Akins, Utilities Administrator, responded that if a repair directly impacts a specific residence, staff typically notify the homeowner by knocking on the door. However, in cases involving a main water line, advance notice is not usually given, as these are often emergency situations. She added that notifications are sometimes sent via text messages or other communication methods when possible. 2. Beverly Hill, resident of Hancock County, addressed the council regarding the representation of James Armistead in Revolutionary history. She expressed concerns about ensuring historical balance and accuracy. Hill noted that while James Armistead contributed valuable information, he did not gain his freedom immediately and had to fight for his pension. She recalled attending the first Armistead tour in 2019 after hearing about it in her office and stated that she was offended by how Armistead was portrayed. Hill emphasized that while Armistead had connections to key Revolutionary figures, such as Lafayette, the broader context of the Revolution should be acknowledged. She suggested that celebrations ofthe Revolutionary era should focus on a collective recognition ofhistorical figures rather than singling out Armistead in a way that may not fully reflect historical complexities. 3. Marion Warren, a resident of Hancock County, stated that nothing in Hancock County signifies black history. 4. Isabel Smith, a resident of the city, wished to see more excitement about Sparta's history, especially with the 1st Black History Parade. 3 5. Richard Smith, a resident oft the city, addressed the council, expressing support for local projects and emphasizing the need for consistent commitment, particularly regarding Lafayette. He also raised concerns about subcontractors leaving materials on his property, stating that his wife had previously requested their contact information to formally address the issue. He sought an update, noting that he had brought the matter up over two weeks ago. It was stated that the project was not yet complete. 6. Wilmertine Tolbert, a resident of the city, stated no one has given out more information than Amanda Akins and it is refreshing. Executive Session Councilman Nolley motioned to go into executive session; Councilman Roberts seconded. No discussion. Vote unanimous. Motion passed. Back To Regular Session Councilman Roberts motioned to go back into regular session; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed. Councilman Nolley motioned to hire Evelyn Ficklin for employment as a police dispatcher; Councilman Roberts seconded. No discussion. Vote unanimous. Motion passed. Councilman Nolley motioned for Marcus Callaway to go to training for employment as a police officer; Councilman Roberts seconded. No discussion. Vote unanimous. Motion passed. Adjournment Councilman Roberts motioned to adjourn the meeting; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed. The meeting adjourned at 6:22 pm. 4 City Council Report for February 11, 2025 Meeting Water Treatment Plant: The treatment plant withdrew 42.8 million gallons from the lake and distributed 35.5 million gallons to the city's water system. Monthly water quality sampling was conducted, testing for: Chlorine levels, Total suspended solids, Bacteria (E. coli, etc.), Fluoride & TOC (Total Organic Carbon) The Superintendents desktop computer crashed, preventing daily and weekly report processing. IT support was engaged, but the system remains slow and may require further upgrades. The facility experienced power loss, triggering the backup generator. Georgia Power was notified, and the issue was resolved. Due to multiple water main and residential leaks caused by Winter Storm Enzo, a boil water notice was issued on January 24, 2025. BAC-T sampling was conducted on January 28, 2025, returning negative results. The boil water notice was officially lifted on January 30, 2025. EPD Inspection held on February 4, 2025 and February 12, 2025. The following issues were noted: tree leaning on Dixie Water tank, no trespassing signs needed, empty tank signs needed, refill SCBA tank, signage for chemical drums, secondary containment for caustic, labels on pumps, and backup/secondary pumps and motors in working order. Staff working on Water Loss and Consumer Confidence Report for 2025. Public Works is working on clearing the water plant property of overgrowth to comply with federal regulations. 5 City Council Report for February 11, 2025 Meeting Wastewater Plant: Lift Station running off bypass pump still until new lift station arrives - 6 month wait. Spent over a week working on lift station, bypass, and freezing pipes. Lift Station pump failures occurred on January 24, 2025 due to freezing weather. New and old spray fields were inspected for broken spray heads, with repairs initiated. Structural engineer assessed wastewater building separation - $48,000 repair estimate, excluding roof costs. Aerators cleaned and Sludge Rx applied for system maintenance. Staff performed daily operations and lab work throughout the month. Staff was out sick for several days with the Flu. 90.9% Removal for BOD and 98.1% Removal for TSS a 6 City Council Report for February 11, 2025 Meeting Animal Shelter Daily kennel cleaning, enrichment activities walking/play area), and feeding schedules were maintained. Medications were administered as needed, and medical records were updated regularly. Shelter received donations from local residents and businesses, including: Dog food, Peanut butter (36 containers from Soda Pup), Training pads, chew toys, grooming supplies, and blankets. 12 dogs currently in the shelter. One dog was adopted on January 17, 2025 - Mocha. One lost dog was successfully returned to its owner on January 28, 2025. 18 dogs are awaiting transport to other shelters. Flynn required a vet visit due to an abscess on his side. Animal Shelter License renewed, valid until March 1, 2026. Facebook engagement: 313 likes, 585 followers, and 18,143 views in the last 28 days. Finished end of year wrap up for paperwork for donations and grants. 7 City Council Report for February 11, 2025 Meeting Water Distribution & Sewer Collection 24 Leaks Located and Completed a 3 sewer taps installed on Elizabeth Street, requiring a 9-foot-deep trench excavation. High-pressure 2" water main break repaired near Palm Tree nightclub. A series of 2" line leaks affected multiple locations, leading to water supply disruptions: Prison facility, School, Cody Johnson Road, and the old store by St. Marks Church Road. Emergency assistance (at no cost) was provided by GRWA, Baldwin County, Hancock County, ME Sacks, and various City of Sparta employees. The Prison system had a major failure with its Water Tank and Wastewater Lift Station. Altitude valve failure required repairs to restore proper water levels for the Prison Water Tank. Sewage spill of 9,900 gallons to the creek Clogged Manhole at Ghettis & New Street Blockage required manual rag removal to restore normal flow. Staff have begun to perform fire hydrant repairs and replacements. Repairs were successfully to a fire hydrant, ensuring emergency fire access on Highway 22. Rabun Street fire hydrant will require a full replacement. Caterpillar Equipment Service -Hydraulic hose replaced, and routine servicing was performed. Quick-connect generator pigtail installed at Dixie, along with electrical training for staff. Utility bills were sent out late, prompting an extension of the payment deadline to January 14, 2025. Employee absences due to Flu A outbreaks required shift adjustments and alternating schedules - limited amount of work between sick staff and weather issues. Industrial Park Lift Station Check Valve and Vacuum Pump failure and replacement. Parts for Highway 22 lift stations arrived. Working with EMI to bid out rebuild/repair work for multiple lift stations under GEFA. 51 Cutoffs scheduled for February with $32,465.66 due for non-payment 8 City Council Report for February 11, 2025 Meeting Natural Gas Submitted annual reports to the Natural Gas Authority. Scheduled interviews for the Gas Operator position. Received rack cards and posters for community distribution. Working on upgrading three meters to 2 Ib meters - 415 and 425 meters are out of stock, exploring alternatives, including rebuilt meters with a 2-year warranty. Waiting for warmer and less rainy weather to begin painting meters again. A contractor damaged a 5/8" service line and left the scene without notifying anyone. They additionally exposed a 4" high-pressure main line. A report was filed through the GUFPA Damage Report System with the PSC and GA811. The PSC will issue a $2,000 fine to the responsible individual and an investigation is underway. IA ProtectionAc Cases - PVR Report V User V Log Out - Case No. Ref No. Docket No. Report Date Status PSC 25-27009 sm3110.158cthaban 2/5/2025 Supervisor Review 9 City Council Report for February 11, 2025 Meeting Administrative: Submitted FEMA Damage Inventory totaling $1.2 million - Awaiting award determination. Applied for the Lowe's Hometown Grant for funding between $50,000 and $75,000 for pocket park downtown. Eyes of Hope Mobile Clinic: Rescheduled to June 12, 2025 = Offering free vision exams and glasses for residents. Preparations are underway for April 19, 2025 Community Resource Expo - 12 vendors already registered (with several more verbal) and a $5,000 sponsorship secured from Washington EMC to help fund the event. Awarded $4.8 million in GEFA Funding - 75% forgiven, 25% city-funded at 2% interest over 20 years. Continued work on FEMA turnout gear grant and CJCC Flipper grant to secure awarded funds for grant compliance. Addressed staff performance and disciplinary actions, including rewards and write-ups. 10 CITY OF SPARTA D Tommie Walker, Jr. (O LICE Chief of Police 365 SPRING STREET - SPARTA, GEORGIA - 31087 OFFICE:706-44-5777 / FAX: 706-444-0827 January 2025 Officer Monthly Report 141 calls for service 77 Citations written 18 Speeding 4 No Insurance 43 other traffic violations 11