AGENDA Mayor & Council Meeting 5pm Tuesday, December 10, 2024 1. Call to Order 2. Prayer 3. Pledge of Allegiance 4. Roll Call 5. Adopt Agenda 6. Adoption of Minutes--November 12, 2024 Regular Meeting; November 14, 2024 Called Meeting 7. Clerk's Report 8. Department Reports 9. Mayor's Report 10. Council Members Questions/Comments 11. Old Business A. Georgia Rural Water & EMI Proposed Rate Increases for Water & Sewer 12. New Business 13. Historic Preservation Commission Meeting 5:30 pm Thursday, Dec. 12. 14. Public Hearings in Council Chambers for Annual Renewal of Retail Sales Liquor Licenses in the City at 10:00am & 10:15am on Monday, December 30, 2024 15.Called Meeting at 10:30am on Monday, December 30, 2024 to Approve or Deny Retail Liquor Licenses 16. Mayor & Council Work Session at 4:30pm Monday, January 6, 2025 17. Mayor & Council Regular Meeting at 5pm Tuesday, January 14, 2025 18. City Hall Will Close at 10:30am and Remain Closed on Thursday, December 12 for Staff Work Day 19. City Hall Will Be Closed Wednesday & Thursday, December 25 & 26 in Observance of Christmas Holiday 20. City Hall Will Be Closed Wednesday, January 1, 2025 for New Year's Day 21. Citizens' Input 22. Executive Session Personnel & Legal Matters 23. Adjournment City of Sparta Mayor & Council Meeting 5pm Tuesday, December 10, 2024 Elected officials present were Mayor R. Allen Haywood, Mayor ProTem Rav Yisrael, Council members Brandon Nolley and John Roberts. Councilwoman Sandra Sherrod was not present. City Clerk Virginia Webb was present. City Attorney John Hitchcock was not present. The meeting was called to order by Mayor ProTem Yisrael followed by The Lord's Prayer, Pledge of Allegiance and a moment of silence. Adopt Agenda Councilman Roberts motioned to adopt the agenda; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed. Adoption of Minutes - November 12, 2024 Regular Meeting; November 14, 2024 Called Meeting Councilman Nolley motioned to adopt the minutes of November 12, 2024 regular meeting; Councilman Roberts seconded. No discussion. Vote unanimous. Motion passed. Councilman Roberts motioned to adopt the minutes of November 14, 2024 called meeting; Councilman Nolley seconded. No discussion. Vote unanimous. Motioned passed. Clerk's Report 1. Property tax bills were mailed on October 30th, 2024. A total of$3,956.14 has been collected SO far. Late fees will begin accruing on January 2nd, 2025, and will continue to accumulate until the taxes are paid in full. Business license renewal were mailed out to the public and are due by Monday, December 30, 2024. Interest and penalties will be applied until paid. 2. Renewal notices for business licenses have been mailed and are due by Monday, December 30th, 2024. Interest and penalties will apply to any licenses not renewed by the due date. 3. The City of Sparta Municipal Court will be held on Monday, December 16th, 2024, at 9:00 AM. The court session will take place in the Hancock County Courthouse courtroom. 4. The City of Sparta Christmas Tree Lighting Ceremony on Friday, December 6th, 2024, near Court House Square was a success, with over 150 attendees enjoying entertainment, refreshments, raffles, and activities. Local and regional businesses generously supported the event, and more than 20 raffle items, including two bicycles, were given away. Photos are available at City Hall during business hours, and additional prints can be requested from the Clerk's office. Thanks to all businesses, staff, and volunteers who made the event possible. 5. The "Happy, Healthy Holidays" community wellness event will be held on Saturday, December 14th, 2024, from 10:00 AM to 1:00 PM at the Hancock County Health Department. The event will offer toys, blankets, vaccines, health screenings, raffles, and lunch for the public. Departmental Reports (See Pages...) Mayor's Report 1. The tree lighting event was a success, and Mayor Haywood expressed his gratitude and commendation to the committee for their efforts. The event was a wonderful contribution to the community and received positive feedback from both citizens and attendees. 2. The TSPLOST pavement project is progressing, with All State Concrete completing the overlay on Adams Street, Maiden Lane, and Rabun Street. Southern Asphalt will handle the street patching for Hamilton, Dixie, Jones, Dryer, Providence, Bell, Elm, Burnett, and Boland Streets, scheduled for early 2025. 3. The city has an LMIG fund totaling $68,385.63, along with TSPLOST discretionary funds of$18,090.13, making a combined total of$86,425.76 available. Iti is recommended to allocate around $60,000, leaving a reserve for emergencies. So far, $114,000 from these funds has already been spent on Boland Street. The city has $24,477.06 remaining in ARPA funds. 4. An update was provided on the utility assistance program. Initially allocated $30,000, the fund has been reduced to approximately $10,000. A list of recipients in need ofutility assistance was recently sent, with plans to complete the distribution by December 31. The list includes a significant number ofi individuals requiring support. 5. The Healthy Hancock event, previously mentioned, is scheduled for Saturday. Everyone is encouraged to participate if possible. 6. Pastor Gwendolyn Smith ofHosley CME Memorial Church extended an invitation to the community to attend a gathering on Saturday, December 15, 2024, at 12 PM. Council Members Questions/Comments Mayor ProTem Yisrael asked for ARPA funds for his notes. Mayor Haywood answered "$24,477.06," Old Business A. Georgia Rural Water & EMI Proposed Rate Increase for Water & Sewer Mayor Haywood pointed out that municipal engineers, including Jerry and Bill Powell, have indicated that the operational costs ofthe water and sewer systems exceed the revenue generated from billing. For every dollar spent, the city only collects 89 cents, and not all ofthis amount is recouped. Since taking office, Mayor Haywood has ensured that the city supports residents facing financial difficulties by offering payment plans, as long as individuals adhere to their agreements. Services have only been disconnected for those who have been more than two months behind on payments. The last increase in water and sewer rates occurred in 2013. Since then, inflation has caused a rise in expenses such as fuel, energy, chemicals, employee wages, licenses, and maintenance. In light oft the engineers' assessments, Mayor Haywood proposed a universal rate increase for water and sewer services, suggesting a 15% hike in water rates and a 25% increase for sewer rates applicable to all customers, including residential, commercial, industrial, jail, and county services. Additionally, fees for Equivalent Residential Units (ERUS) will need to double to cover debt repayment and delivery costs. The new water rate would increase from $3 to $3.45 per 1,000 gallons, and the sewer rate would go up from $3.50 to $4.38. For a family of four, the ERU fee would rise from $310 to $620. Ifthe city opts to continue seeking funding next year for the revitalization or replacement ofits infrastructure, including distribution pipes, fire hydrants, and manholes, the council will be informed of any necessary rate adjustments in 2026 and 2027, at which time they will review the rates. Mayor Haywood urged the council to approve the proposed rate increases for water, sewer, and ERU services, which are set to take effect with the January 2025 billing cycle. Mayor ProTem Yisrael inquired why the proposed rate increases were separated, with a 15% increase for water and a 25% increase for sewer, instead ofimplementing a single blanket rate increase for both services. Mayor Haywood responded by explaining that the reason for the difference in proposed rate increases is that it costs more to manage sewer services. He clarified that once water is pumped from the lake, treated, and stored in the water tank, there are no additional costs for that water. In contrast, sewage requires constant attention, as it must be pumped continuously, 24/7. He mentioned that the city incurs significant monthly expenses for sewage management, which is why sewer rates will always be higher than water rates. Councilman Roberts expressed his support for the engineers' projections, acknowledging the extensive analysis they conducted to arrive at those figures. Councilman Roberts motioned to approve Georgia Rural Water & EMI proposed rate increase for water and sewer; Councilman Nolley seconded. Mayor ProTem Yisrael voted "No." Vote 2- 1. Motion passed. New Business There was no new business discussed. Historic Preservation Commission Meeting at 5:30 pm Thursday, December 12, 2024 Public Hearings in Council Chambers for Annual renewal of Retail Sales Liquor Licenses in the City at 10:00 am & 10:15am on Monday, December 30, 2024 Called Meeting at 10:30am on Monday, December 30, 2024 to Approve or Deny Retail Liquor Licenses Mayor & Council Work Session at 4:30pm Monday, January 6, 2025 City Hall Will Closed Wednesday & Thursday, December 25 & 26 in Observance of Christmas Holiday City Hall Will Be Closed Wednesday, January 1, 2025 for New Year's Day Citizens' Input 1. Della Smith thanked the street department for helping unload food boxes at Helping Hands. She also expressed appreciation to Dip Pollaty for being the first to donate to the Christmas event and extended a heartfelt thank-you to him for his support. Executive Session Personnel & Legal Matters Councilman Roberts motioned to go into Executive session; Councilman Nolley seconded. No discussion. Motion passed. Back to Regular Session Councilman Nolley motioned to go back into regular session; Councilman Roberts seconded. No discussion. Motion passed. Councilman Roberts motioned to purchase the property located at 12694 Broad Street and forgive taxes, and citations; Councilman Nolley seconded. Mayor ProTem Yisrael abstained from the vote, citing a conflict ofinterest due to the matter involving a family member. Vote 2-1. Motion passed. Councilman Roberts motioned to hire Sharissa Hunt for employment at the filter plant; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed. Adjournment Councilman Roberts motioned to adjourned the meeting; Councilman Nolley seconded. No discussion. Vote unanimous. Motion passed.