Mayor and Council Session

700 Doug Davis Drive
Hapeville, GA 30354

April 3, 2018  7:00PM
Call to Order
Roll Call
Mayor Alan Hallman
Alderman at Large Michael Rast 
Councilman at Large Travis Horsley
Councilman Ward I Mark Adams
Councilman Ward II Chloe Alexander
Pledge of Allegiance
Questions on Agenda Items
The public is encouraged to communicate their questions, concerns, and suggestions during Public Comments.  The Council does listen to your concerns and will have Staff follow-up on any questions you raise.  Any and all comments should be addressed to the Governing Body, not to the general public and delivered in a civil manner in keeping with common courtesy and decorum.
Consent Agenda
Approval of Minutes
  • February 21, 2018 (Joint Meeting with Hapeville Development Authority)
  • March 6, 2018 (Work Session & Council Meeting)
  • March 20, 2018 (Work Session)

Approval of Executive Session Minutes
  • March 20, 2018 (Executive Session)
Consideration And Action to Declare the List of Police Sidearms Surplus and Allow Department to Trade Sidearms and Seized Weapons for the Purchase of New Issued Sidearms

The Police Department requests Mayor and City Council declare the list of police sidearms surplus and allow the department to trade the firearms, along with several seized and forfeited weapons in the police armory, to the locally approved “Glock” vendor, Ed’s Public Safety, for the purchase of new issued sidearms for the officers.  The only two locally approved wholesale vendors are,  Smyrna Police Distributors and Ed’s Public Safety. Both submitted proposals and Ed’s proposal came in the best.  With the trade, Ed’s proposal to provide the department with new sidearms at no cost ($0) to the city. The last time departmental sidearms were replaced, was approximately 2008.
Consideration and Authorization to Enter into Lease Purchase Agreement for Financing Approved Police Cruisers

At the October 17, 2017 Council Work session, council approved purchase of two fully equipped 2018 Dodge Charger Police Cars at a cost of $92,754.00. Council was advised that the City intended to enter into a Lease Purchase Agreement for these vehicles.  The City has been in discussions with our primary bank Regions Bank, and with BB&T for 100%, 3 year financing.  BB&T's proposal as of March 22nd was 4.75%, Regions proposal is 4.00%. 36 payments of $2,738.47. Staff recommends Council give authorization to enter into the financing agreement of the vehicles.  

Old Business
Board Appointments to the Design Review Commission and the Personnel Board
  • Design Review Commission - 2 positions (2 currently serving)
  • Personnel Board - 3 positions (3 currently serving)
Consideration and Action on to Designate Virginia Park a Residential Zone and to Install the Appropriate Signs at all Entrances

A traffic study was conducted by Sgt. B. Barnes from 12/4/2017-1/18/2018, with All Traffic Solution signs placed at various locations within Virginia Park to collect data. Collected data showed an average speed at all locations to be at or below 25mph. Officers also went door to door, contacting residents who were home to ask their concerns and what they would like done. Of the residents contacted, one stated traffic was horrible, four residents advised they had no problems with one stating he was more concerned with foot traffic than vehicular traffic. Two additional residents stated they had concern over stop sign violators but no other issues.
Officers monitoring the area cited two stop sign violators and one commercial food delivery truck.

With no traffic accidents, no traffic related injuries and studies proving the average speed to be within the speed limit, a motion was made by Nikki Rodriguez to make no changes with a recommendation that a new study be done when and if the proposed hotel is built to check the impact in the neighborhood. After her motion and a second from Lieutenant Bradberry, Chief Glavosek asked for consideration to designate the area of Virginia Park a Residential Zone and to have appropriate signs placed at all entrances. All Traffic Committee members voted unanimously in favor.
A Resolution to Authorize the Hapeville 2017 Municipal Bond (Tru Hotel): Hapeville Dev Auth (Tru Hotel Project), Series 2018


A resolution was brought before this council at the February 6th council meeting.  Council tabled the discussion to the February 20th.  At that
 meeting, council directed staff to obtain an independent appraisal estimate of the project.  Staff has complied with the request. Mayor and Council now need to discuss and vote on the resolution authorizing the Development Authority to proceed with the Bond Resolution 2018-02.

New Business
Consideration and Action to Appoint City Manager

Since August 6, 2017, Tim Young has been serving as Interim City Manager; and after discussion and consideration, Council would like to take action on appointing a City Manager for the City of Hapeville.
Consideration and Action to Provide a Prorated Refund in the Amount of $4,166.70 for the 2018 Alcohol License Fee for Ajas, LLC/DBA Joffrey's Coffee & Ice Cream

Business Owner, Amita Patel is requesting a refund of her 2018 Alcohol Beverage License fees. The business was officially closed as of March 1, 2018. The total amount collected was $5000.00. Ordinance No. 2017-04, Section 5-1-2 states that an alcohol license fee may be refunded on a pro-rata basis by vote of the Mayor and Council, upon an applicant's showing of good cause. We are in receipt of the 2018 Alcohol Beverage Permit.
Consideration and Action for Metro Atlanta Coalition of Kappa Chapters (M.A.C.K.) to use the Jess Lucas Park on June 23, 2018

At the March 20th Council Work Session, there was discussion on rental requests for Jess Lucas Y Teen park. The City has a policy for staff to authorize use of the Gazebo, but  larger, park-wide usages must be approved by Mayor and Council.  The general leaning from the discussion is to not rent the park,  Mayor Hallman requested staff come back to council with recommended usage for the park.  Staff will return a recommendation shortly.  Presently, we have a request from Derex Penn, representing the Metropolitan Coalition of Kappa Chapters (M.A.C.K.) for use of the park on Saturday, June 23rd.  Should Council approve the usage, with or without restrictions, city staff will work with M.A.C.K. with all details, including appropriate permitting, set up and clean-up
Consideration and Action on Agreement with South Arts in the Amount of $5,500 for the 2018-2019 Film Series and to Authorize Mayor to Execute All Necessary Documents


For the last eight (8) years, the City has been an active participant in the Southern Circuit film series. By entering into this contract, the City of Hapeville agrees to host a series of six independent films, with receptions with the filmmaker, during the period of July 1, 2018 and June 30, 2019. Hosting the series includes paying a participation fee of $5,500 to the Southern Circuit, as well as providing event planning, hosting, and marketing and any related expenses. Staff recommends approval.

For additional information, please contact the City Manager’s Office.

Consideration and action to enter into an agreement with Georgia Department of Early Care and Learning for The Bright From the Start Summer Foods Program.

The Summer Food Service Program, or SFSP, grant has been utilized by the Hapeville Recreation Center for the past 6 years. The SFSP grant allows the City to serve food, at no charge  to the children that attend Summer Camp, as well as children from around the Hapeville area. We make and serve breakfast and lunch Monday through Friday for all children under the age of 18, as well as adults with disabilities,19 and older. We serve breakfast from 8AM to 9AM and lunch from 12PM to 1PM and each meal consists of major food components like fruits and vegetables and milk. Recreation staff nominates Holli Stephens as the Delegated Principal for the Summer of 2018. This is a great program for kids and adults to utilize in Hapeville and we’re looking to have this approved so that we may once again use the SFSP grant during the Summer months. In prior years this grant has been approximately $16,000. This will be a non-matching grant.

Consideration and Action to Authorize a Time Extension for the Dogwood Drive LCI Streetscape Project

Due to adverse weather conditions and utility conflicts, Tri Scapes, Inc. is seeking an additional time extension on the Dogwood Drive LCI Streetscape Project. They are requesting a time extension until June 30,2018. If granted, this extension would replace the revised deadline of March 31, 2018 and liquidated damages, in the amount of $ 450 per day, would begin on July 1, 2018.
City Manager Report
Public Comments

At this time, the Mayor opens the floor to comments from the audience. Comments should relate to a specific agenda item, not listed on the agenda for a Public Hearing, or to a concern within the jurisdiction of the City. Mayor and Council meetings serve the purpose of conducting city business and are not a forum for the unlimited expression of opinion. The Mayor reserves the right to limit comments to matters germane to city business and may refer speakers to the City Manager or other staff for resolution.  

Mayor and Council Comments

Public involvement and citizen engagement is welcome as Hapeville operates a very open, accessible and transparent government. We do however remind our attendees/residents that there are times allocated for public comments on the agenda. In order for council to conduct their necessary business at each meeting, we respectfully ask that side-bar conversations and comments be reserved for the appropriate time during the meeting. This will allow the City Council to conduct the business at hand and afford our meeting attendees ample time for comments at the appropriate time during the meeting.