City Council April 4, 2011 Business Meeting Agenda Summary

Before the City Council meeting started, Mayor Judy Jordan Johnson and council members Tony Powell, Marie Beiser and Katie Hart Smith (Councilman Peter Martin was absent due to being in Washington, DC) recognized April as the Month of the Military Child. Council members gave pins to the children of military servicemen in attendance. The city joined the country in acknowledging the many sacrifices military children must endure.

Financial Report---City Clerk Bob Baroni presented the first monthly Financial Report, requested by City Council during March 3, 2011 Work Session. The report showed the city’s total Pooled Cash in all funds as of February 28, 2011 in the amount of $32,801,384.01. This amount was derived by adding amount of Liabilities in all funds equaling $15,471,836.78 to total reserve amount of $17,329,547.23.

The report showed city’s 2011 Second Quarter Revenues and Expenditures totals for nine department funds:

Total Budgeted Revenues

Total Year to Date

Total Budgeted Expenditures

Total Year to Date

$90,605,628.00

$48,057,294.04

$90,605,628.00

$42,429,466.17

 2005 SPLOST FUND has a Transportation Balance of $1,681,299.52

2009 SPLOST FUND reported balances:

DEPARTMENTS

BUDGETED

EXPENDED

BALANCE

Public Safety

$6,900,00.00

$5,650,599.97

$1,249,400.03

Recreation

$4,400,000.00

$4,400,000.00

Transportation

$11,334,450.00

$967,039.70

$10,367,410.30

Water

$2,408,353

$9,000.00

$2,399,353.00

CONSENT AGENDA: (only one Item)

Item---Approval of Police Department purchases in the amount of $360,500.00 from the Asset Forfeiture Funds.  Motion carried 3-0

NEW BUSINESS:

Item 1---Jackson Street Park Contract---TSW, Item 2---Approval of Staff Positions and Item 3---GIS System were all deleted from the agenda.

Item 4---Pedestrian Crossing contract with Kimley-Horn---City Attorney Lee Thompson said this contract would allow, at a cost of $17,000.00, the construction of the (ground level) at parking garage.  During discussion before the vote Councilman Powell said the city had gotten the contract as they wanted it to be written.

City Attorney Thompson was successful in getting the contracts (both Pedestrian Crossing and LCI Improvements, Item 5) to include provisions of if disputes should occur, between the city and Kimley-Horn, case(s) will be processed through the Gwinnett County courts system. If any changes to fixed contracted amount of $17,000.00 should become necessary, Kimley-Horn will appear before council to request additional funding. A termination clause is also included that if the city stops work or terminates the contract, it will not incur any additional charges to do so. And contract included an indemnity provision where Kimley-Horn assumes all liability for their work, which relieves the city of liability burden.

 Motion passed 3-0  

Item 5---LCI Improvements Contract with Kimley-Horn Phases III to Phase VI---City Attorney Thompson said this was another Kimley-Horn contract for the LCI (Livable Centers Initiatives) Grant projects. Council previously approved Phase I ($40,000.00) and Phase II ($90,000.00) of contract. Council is asked to approve remaining Phases for contracted amount not to exceed $577,500.00 with council approval.

 This contract will cover LCI Improvements of changing Clayton and Perry from one-way to two-way traffic streets. For improving the short block between Crogan and Pike streets, Jackson Street extension.  To create reversed parking on Perry Street. Building extended turn lane on Scenic and Jackson; and building a right turn lane on Jackson Street.

Councilman Powell during discussion before the vote said that these projects have been setting on the books for six years. Funding for these projects 80% by LCI Grant from the state and 20% by the city through SPLOST Fund has already been allocated. This project has received the greatest amount of funding to ever be awarded by the state. These LCI improvements were voted on by the citizens.

 Motion passed 3-0

Item 6---Maintenance Agreements with Housing Authority and Georgia Gwinnett College---City Clerk Baroni said several years ago the city entered into a vehicle maintenance agreement with the Lawrenceville Housing Authority. In this agreement the city will service and repair Housing Authority’s fleet of automobiles.  Baroni said this arrangement saves the Housing Authority money and keeps city employees busy.

contacted Mayor Johnson to request establishing a vehicle maintenance agreement with the city.

Council is being asked to renew agreement with Housing Authority and to approve a new agreement with Georgia Gwinnett College.

Motion passed 3-0     

Item 7---Landscape Bids and Landscape Maintenance Contract---Jim Steadman, said three companies picked up city’s landscape bid documents and attended pre-bid conference. But only two bidders submitted bids on March 18, 2011 at the bid opening.  Leach Landscaping (the company that is the existing landscaping contractor) submitted bid in the amount of $91,459.00; GS Construction submitted bid in the amount of $101,790.

Contractor handles landscaping for all city complexes, city halls, Police Department, maintenance on Highway 124 from Moon Road to Highway 29, all of the city parks; intersections, all downtown gardens. Any other landscaping not covered in contract will be done at an hourly rate.

Councilman Powell asked Mr. Steadman if this was an open bid; Steadman said yes. Powell asked for the city’s requirements in proposed contract for $91,459.00 before voting to approve. Councilwoman Smith also requested that contract include itemized listing of Leach’s services and associated cost.

Motion to accept low bid from Leach Landscaping, with the consent to not vote to approve contract until council has reviewed it with details, passed 3-0.   

After hearing three neighborhood updates, council moved into Executive Session.