CITY OF PINE LAKE
MINUTES
SEPTEMBER 28, 2010
7:30 PM
COUNCIL MEETING
CALL TO ORDER
The meeting was called to order by Mayor Greg Zarus at 7:30 PM.
Present: Mayor Zarus, Mayor Pro-Tem Kathie deNobriga, Council members Greg Creech, Bitsy Pitts, Cindy Diamond and Melanie Hammet. City Clerk Valerie Caldwell was also present.
PLEDGE OF ALLEGIANCE
The pledge of allegiance was led by Mayor Zarus
ANNOUNCEMENTS:
Friday 10/01 First Friday 8:00 PM Beach House
Saturday 10/02 Pancake B’fast 8:30 AM Beach House
Saturday 10/02 – 03 Lakefest 10:00 AM
Tuesday 10/05 ARB Meeting 7:00 PM Court Room
Monday 10/11 City Council 7:30 PM Court Room
COMMUNICATIONS
Mayor Zarus announced that the Georgia Department of Community Affairs had short-listed the City’s senior assisted living project. He reported that funding would be available for only 25 of the 79 projects for which application had been made. Mayor Zarus stated that the applicant would need a zoning verification letter stating that the plans presented to the City met the city ordinances.
Mayor Zarus reported he had been in conversations with the City Auditor, Cohen Colvard, who is in hope of having a preliminary audit by the end of the week. He stated that Mr. Colvard had expressed that “things were zeroing out”, but the monies coming in and going out had not been well tracked.
Council member Pitts stated that she had spoken with Georgia Power and had been informed that all three banners spanning Rockbridge Road were illegal, and reported that the Lakefest banner had been removed as it was attached to a live wire. She was informed by Georgia Power representatives that there needed to be a 10’ separation from the banner and the power lines; and that the remaining two banners would have to be removed.
Mayor Pro-Tem deNobriga announced that the ribbon cutting for Stone Mountain’s Art Incubator project was scheduled for 10/8.
MINUTES
Motion to approve the minutes of the Special Called meeting of September 20, 2010 was made by Council member Creech, seconded by Mayor Pro-Tem deNobriga and was unanimously approved.
AMENDMENTS TO AGENDA
At the request of Council member Pitts, an agenda item was added under Unfinished Business for discussion of Clubhouse Renovations.
PUBLIC COMMENT:
None
COMMITTEE REPORTS:
Neighborhood Watch – Council member Creech stated the meeting on October 22nd will be both a transitional meeting as well as a celebration. A conversation ensued regarding Halloween and more specifically, the PLAIN Halloween party scheduled for Saturday, 10/29 and the actual date of Halloween on 10/30. The possibility of combining the two in one day was discussed. Council member Creech stated he would solicit input from the public and this could be addressed at the next Council meeting.
Arts – Mayor Pro-Tem deNobriga encouraged attendance at the upcoming Lakefest celebration. Council member Hammet briefly discussed the inquiries she had received regarding a plaque dedicating the gazebo to the late Paul Gumz. Phil Howland, Director of Public Works, was on vacation and unable to verify if the plaque had been ordered.
TAB – No report
ARB - Council member Hammet announced that ARB had approved renovation plans for a small blue house that fallen into a state of disrepair. She stated that ARB continued to struggle with code enforcement issues, and more specifically, who is responsible for enforcement of local codes. Mayor Zarus asked if there was a desire to move forward with contracting with Safebuilt, a company that specializes in handling plan review, permitting, and building inspections. Mayor Pro-Tem deNobriga stated she would like to look at this option in the context of a more comprehensive restructuring. Council member Hammet stated that at a recent conference she attended she had spoken with the Zoning Administrator from another Georgia City who had informed her that code enforcement is a part of the Zoning Administrator’s position.
UNFINISHED BUSINESS:
As the next two agenda items are companion items they were combined into one discussion. Ms. Caldwell announced that the maximum number of hours the current bookkeeper could work at this time was 10 hours per week. Continuing with the current part-time bookkeeper with the limited number of hours was considered, as well as temporary consulting /bookkeeping services. Also discussed was what reports Council received and what was needed to be fully apprised of the city’s financial status. Ms. Caldwell is to ascertain where the bookkeeper is on bank reconciliations and copies of monthly reconciliations were requested. Several individuals were considered to provide consulting services and the Clerk was provided direction as to how to proceed.
Council discussed apprising the citizens of the financial condition of the city, and what steps are being taken to rectify the situation as soon as the preliminary audit was received from the City auditor. Council also concurred the city finances were to be added as an agenda item for the November Town Hall meeting.
Clubhouse Status Report
In continuation of the contractor’s bonding requirement for the renovation project which was discussed at the previous meeting, Council member Pitts reported that the City Attorney had communicated with the contractor’s bank representative. She informed Council there is a $2,220 fee for the issuance of the letter of credit, which is being utilized by the contractor in lieu of the performance/payment bond. The City Attorney had previously advised Council that state law allows for the posting of the letter of credit in lieu of the bond. The contractor had felt the bond to be cost prohibitive due to the limited profit margin for the project. Council member Diamond stated that Kim Larsen had spoken to the contractor and been informed that the City Attorney had stated the cost of the letter of credit could be added to the contract price, thereby increasing the contract price to a total of $99,770. Mayor Pro-Tem deNobriga stated that Council could very well be asked why service cuts were being considered at the same time that $100k+ was being spent to renovate the clubhouse. Mayor Zarus stated there had previously been a commitment to that expenditure when the bond was issued. It was determined that the contract price would increase commensurate with the cost of the letter of credit. Motion was made by Council member Pitts to authorize Mayor Zarus to execute the revised contract. This motion was seconded by Council member Hammet and was 3-0 with Mayor Pro-Tem deNobriga abstaining and Council member Diamond abstaining.
NEW BUSINESS:
Service Delivery Strategy
Mayor Zarus explained the city could opt out of certain services delivered by DeKalb County. After weighing various options Mayor Zarus provided a reading of a resolution fully supporting the current Service Delivery Strategy including all of the services provided by the County under that plan. Motion to approve as read was made by Council member Creech, seconded by Council member Pitts and was unanimously approved.
Faye Riddling indicated that she appreciated Pine Lake’s enhanced police services and would not be in favor of opting out of Police services; basic or enhanced. She thanked Council for its vote.
COUNCIL COMMENT
EXECUTIVE SESSION – PERSONNEL
Motion to go into executive session to discuss a personnel matter was made by Council member Diamond, seconded by Council member Hammet and was unanimously approved.
Present in executive session were Mayor Zarus, all members of Council and the City Clerk.
Motion to reconvene in regular session was made by Mayor Pro-Tem deNobriga, seconded by Council member Pitts and was unanimously approved.
There being no further business, motion to adjourn was unanimously approved upon motion by Council member Pitts, second by Council member Creech.
