Mayor and Council Work Session

700 Doug Davis Drive
Hapeville, GA 30354

May 15, 2018  6:00PM
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
Public Hearing
Consideration and Action to Amend City Ordinance For the Collection And Use of Hotel Motel Tax Funds Under OCGA 48-13-51(b)


City of Hapeville currently collects Hotel Motel Tax at a 7% rate under O.C.G.A 48-13-51(a)(4.5).  The General Assembly of Georgia enacted Senate Bill 412, allowing the City to levy an excise tax under O.C.G.A 48-13-51(b) of up to 8%.  This following ordinance amends the current city ordinance and details the distribution of funds.

A copy of the ordinance will be emailed to Mayor and Council and added to the meeting packet on the city website on Monday.

Consideration and Action on the 2018 Film Ordinance - 2nd Reading
The intent of the city in adopting the filming ordinance is to facilitate entertainment industry work performed in Hapeville while safeguarding the interest of Hapeville's residents and businesses. The Economic Development Department will serve as a resource for Hapeville's residents and businesses, providing information upon request about the process and procedures and acting as a liaison between residents, businesses and the entertainment industry. This item was considered at the January 9, 2018 Council meeting and was subsequently tabled pending revision to include the following edits:

  1. Exempt student filmmakers from the permit fee.
  2. Clarification that small business owners (as defined by the SBA) are allowed to film commercials at their business location.
  3. Consideration given to daylight savings time for "night time" shoots and possibly adjust the allowed filming hours accordingly. 
  4. Add an incentive that if the film includes the city logo at the end of the credits, the city offers a reduced permit fee.                                                                            

The ordinance has been modified to include all recommended changes. 

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
Consideration and Action to approve Railroad Management Company IV LLC in the amount of $ 12,485 annually for assigned license rights related to Hapeville water mains located in the right of way .
Background and Summary:
At the May 1st council meeting, council requested the language "upwards only" be removed from the proposed license agreements between the City of Hapeville and the Railroad Management Company IV LLC. These license agreements are for the right to have water lines in the railroad Right of Way. The Railroad Management Co. agreed to the proposed changes in the agreement and the City of Hapeville is prepared to make payment on the negotiated annual amount of $12,485.    
Old Business
Consideration and Action on Resolution 2018 - Film Permit Fees
Consideration and Action on a resolution to adopt fees related to the administration of the film ordinance policy for media productions and permits. 

Consideration and Action on Accepting Fulton County's Radio Service Offer and to Authorize the Mayor To Sign All Necessary Documents

The cost of the Police Department's radio service with the City of Atlanta has increased significantly by 77%, billing the City $101,587.00 for 2017-18; therefore, the Police Department is looking for other radio service options. Currently, the options include either migrating from City of Atlanta to Fulton County, or Clayton County's system.

Staff has met with Fulton County and Clayton County to discuss and review their proposals.  After considering all of the options, staff recommends that we accept Fulton County’s offer and sign their M.O.U. for radio services at a cost of $350 per radio and $1850 per console, with a total of $23,960. Annually.

Staff recommends Fulton County rather than the Clayton bid of $15,660 for the following reasons;

  • The City will not have to make an immediate purchase new radios to transfer to the system
  • The City has current interoperability with Fulton County municipalities
  • We anticipate that Fulton County system will have better coverage in the northern areas of the County.

New Business
Request from Generation Infocus to Place Banner along Jess Lucas Park Gate to Advertise May 19th Grand Reveal Event


Generation Infocus is requesting to hang a 24x80" banner along the S. Central Avenue side of Jess Lucas Park gate from May 16-19 to advertise for their grand reveal/ribbon cutting ceremony. The event is scheduled for Saturday, May 19 from 12-3PM.

Generation Infocus are excited to open their doors to Hapeville and surrounding communities.
They are inviting everyone to attend their Grand Reveal where they'll give tours of their new space as well as giveaways, live music and snacks.

Consideration and Action on Final Audit Fee for the 2017 - Additional Funding Request

Mauldin & Jenkins has completed the City of Hapeville Audit for Fiscal 2017.  The audit firm claims experience of costs well in excess of the $35,000 bid amount for the first year of the audit.   Included in the packet is an explanation by the Audit Partner of the costs.  In the FY 2017 budget the City anticipated audit costs of $55,000 as the prior year audits from J.K Boatwright were $50,000 and $55,000 for the FY 2015 and 2016 audits, respectively.  Staff suggests the final requested bill is in line with Hapeville cost expectations.

Consideration and Action to Renew Financial Services Agreement with Piper Jaffray & Co. and to Authorize Mayor to Sign Contract
The following agreement is for Ed Wall of Piper Jaffray to continue as the Financial Services adviser for the City primarily for the purposes of bond consultation and issuance.  The term of the agreement is 3 years unless earlier terminated.
Consideration and Action To Enter Into An Agreement With The Atlanta Regional Commission For The Implementation Of Its LCI Master Plan Recommendations For The Wayfinding And Virginia Avenue Roundabout Study and Demonstration Project
On February 15, 2018, the Atlanta Regional Commission awarded the Livable Centers Initiative (LCI) study grant award ($70.000) to the City of Hapeville for implementation of its LCI master plan recommendations. The City will provide a 20% match ($17,500). The Wayfinding and Virginia Avenue Roundabout Study and Demonstration Project will examine the options for the development of a roundabout at the Virginia Ave/Doug Davis/Clay Place/ Hamilton Avenue Intersection to reduce speeds and improve safety along the corridor. The study will also formulate a wayfinding, streetscape, design guidelines and signage program and plan to encourage efficient and safe movement of pedestrians, bicycles and vehicles in, through and around the City of Hapeville.

Lastly, as part of the study process and public outreach, the City will implement a temporary demonstration project to convert an intersection into a roundabout and use a community created concept plan to show possibilities for complete streets along the same road using temporary, removable infrastructure. The geographic areas covered under these implementation studies include the Virginia Avenue gateway (streetscape design coordination, roundabout study, overlay design guidelines, gateway and wayfinding signage), the Western Gateway (gateway and wayfinding signage), the Eastern Gateway (gateway and wayfinding signage) Downtown (wayfinding signage).
Consideration and Action on the Extended Intergovernmental Agreement for the Provision of Animal Control Services between Fulton County and City of Hapeville

The current Intergovernmental Agreement (IGA) for providing Animal Services by Fulton County for the City of Hapeville expired on April 30, 2018. In an effort to continue to provide the City of Hapeville with uninterrupted animal services, Fulton County has provided a new IGA that will extend the service for an additional five year period.

During the new IGA period, the estimated share of the total cost to operate the Animal Services program for the City of Hapeville will be based on the classification (rabies related or not) and location of calls for service. Fulton County will provide real-time billing on a quarterly basis. The approximate cost to Hapeville for the upcoming year will is $12,067.14. 

Attached is the IGA for review and action.
Consideration To Enter Agreement With Fulton County Arts Council Grant In The Amount of $6,000 And To Authorize the Mayor To Sign All Necessary Documents.

Summary and Background

The Fulton County Arts Council (FCAC) is in place to enhance the quality of life of Fulton County Residents. FCAC serves as the funding agency to support cultural programs. The agency provides services to Fulton County based nonprofit arts organizations and Fulton County residents.

Originally, staff requested a grant amount of $75,000 to fund the transformation of the Pedestrian Bridge. FCAC granted the City of Hapeville $6,000. This is a 1:1 match. Staff has changed the scope of the project so that it is completed in phases. The grant will help fund Phase I of the project.

Consideration and Action to approve an agreement between the Georgia Department of Transportation and the City of Hapeville for the Loop Road Access Project for the amount of $2,950,000 and authorize Mayor Hallman to sign all necessary documentation pending legal review.
The Loop Road Access Project consists of new paving, curb & gutter, new sidewalks, handicap improvements and landscaping. The project limits include Rainey Avenue, Oakridge, Atlanta, Union, S.Fulton, Oak, Forrest, Chestnut and Elm Street. This project is a federal earmark that is 80% federal and 20% local. This is the last federally funded project to go to construction from the Transportation Improvement Projects that began in 2008.        

Consideration and Action to Approve Low Bidder Excellere Construction, LLC in the amount of $ 2,779,000 for the construction of the Loop Road Access Project and Authorize Mayor Hallman to Sign all Necessary Documentation Pending Legal Review.
The Georgia Department of Transportation has approved the recommendation of the low bidder Excellere Construction, LLC for the construction of this project. Excellere is pre qualified with GDOT and this project consists of new paving, sidewalks, curb & gutter, handicap improvements and landscaping. City match on this project is approximately $ 555,800 and is T Splost eligible as this is a transportation project.   
Bucket Sales (Alcohol Ordinance) Resolution Discussion

Councilman Horsley has proposed to discuss updating the Alcohol Ordinance to allow for bucket sales of malt beverages. The attached resolution has been forwarded over to Council for discussion.
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
Executive Session
When Executive Session is Required one will be called for the following issues: 1) Litigation O.C.G.A. §50-14-2; 2) Real Estate O.C.G.A. §50-14-3(b)(1); or 3) Personnel O.C.G.A. §50-14-3(b)(2).

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.