CITY MANAGER’S
WEEKLY REPORT DEC. 7-13, 2020
RAY GIBSON
City personnel and Santa Claus on December 8 hosted a two-hour Santa Live event for children to share their wish lists through online Zoom sessions. Pictured (l-r) are Marketing Specialist Justin Crum, Public Information Officer Ann Marie Burdett, Main Street Program Manager Joyce Waits, Senior Planner Julie Brown, Deputy Finance Director Carleetha Talmadge, Santa Claus, IT Specialist Jessica Smith, and IT Director Kelvin Joiner.
12/7
12/7
12/7 12/7 12/8
Held the weekly management team meeting that involved Clear Company software training Along with Mayor Ed Johnson, Council Member Rich Hoffman, Community & Economic Development Director David Rast, and Economic Development Director Brian Wismer, held a meeting with Sean Rawson and Emily Winkle from Pace Lynch and a development team to discuss property in the Downtown area Completed and forwarded correspondence to Fayette County and the Fayette County Board of Education regarding the Tax Allocation District Advisory Committee meeting held on October 22, 2020 Held a meeting with IT Director Kelvin Joiner to discuss Clear Company software and the Performance Management process Held a meeting with IT Director Kelvin Joiner, IT Systems Analysts Brent Latham and Jessica Smith, and Human Resources Director Nella Cooper to discuss plans for the launch of the Performance Management system
12/8 Completed a tour of the New City Hall & City Center Park project Held a meeting with Steve Mauro from Comprehensive Program Services and Community & Economic Development Director David 12/8 Rast to discuss site signage for the New City Hall & City Center Park project CONTINUES ON PAGE 2
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CITY MANAGER’S REPORT CONTINUED 12/9 12/10
12/10 12/11 12/11 12/11
Attended the Fayette Chamber of Commerce Annual Awards Breakfast at the Crowne Plaza Hotel in Peachtree City Along with Human Resources Director Nella Cooper, IT Director Kelvin Joiner, and IT Systems Analyst Brent Latham, met with the Directors of every department separately throughout the day to finalize Performance Management information Conducted a site visit to the commercial plaza located at 692 Glynn Street North to address code enforcement-related issues with the owner Held a meeting with Community & Economic Development Director David Rast to discuss department operations Along with Human Resources Director Nella Cooper, completed the Meals on Wheels route Held a meeting with City Planner Denise Brookins to discuss planning-related items
12/11 Worked on the Performance Management employee manual
CITY CLERK’S OFFICE ANNE BARKSDALE Meetings: Management Team and Clear Company software training 12/7; City Hall boiler inspection 12/8; Clear Company departmental training 12/10. Projects: Prepared December 17 City Council meeting packet; finalized GovDeals pickup logistics for online auction ended 12/1; finalized legal ads for call for municipal election (November 2021) and call for qualifying (August 2021); continuing document review for the annual records retention purge; facilitated Christmas Angel Tree donations with staff for charity. Open Records Requests: 10
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PIO / COMMUNICATIONS TEAM ANN MARIE BURDETT Promotions: Christmas with a Cop; Santa Live; Main Street T-shirts; Main Street ornaments; State of Emergency extension. Meetings Attended: Management Team and ClearCompany software training 12/7; LCI study consultants and Denise Brookins 12/7; Communications Team 12/7, 12/8, 12/10; Krista Stepney with Roundtown 12/10; Denise Brookins and David Rast 12/10; Performance Management with City Manager 12/10. Projects: City News; Weekly Report; E-Mail Update; Website/UX; existing City Hall adaptive reuse; Santa Live; Performance Management; Virtual Court engagement. Publications: Weekly Report; E-Mail Update. Events Attended: Santa Live setup and photo 12/8; Rotary donation to Christmas with a Cop 12/10. Media Requests: 5 Press Release: Existing City Hall adaptive reuse RFP. Unique Media Created: Santa Live flyer; online Virtual Court form; E-Mail Updates ad.
COVID-19 COMMUNITY DISCOURSE
Social media chatter has included discussions of the continued rise in COVID-19 cases as people make holiday travel and family event plans. CITY WEBSITE VIEWS
6,181
Page Title
CITY WEBSITE USERS
1,682
-27% change Social Media Engagement: Participants
Santa Live sessions 12/8
Top Facbook Post Titles
35
1,330
Payment
440
Job Board
300
Payment warning
158
Police
134
Building permits
120
Virtual Court
108
Website Analytics provided by Google
Reached
Times Shared
Post Sentiment
Police “Be on the Lookout” 12/9
726
-
1 like
Rotary donation to Christmas with a Cop 12/10
623
-
5 likes, 1 love
FACEBOOK FOLLOWERS
03
Page Views
Home
-16% change
Special Zoom event
Website Engagement:
11,665
NEXTDOOR SUBSCRIBERS
4,143
E-MAIL SUBSCRIBERS
1,941
FIRE DEPARTMENT ALAN JONES Events: Annual holiday luncheon provided for each shift. Projects: Fire Chief Alan Jones and Deputy Chief Linda Black attended a meeting with Human Resources to review Performance Management spreadsheet; two-month extension granted for current SAFER Grant; 11 new sets of turnout gear issued this week, which completes the gear project that aids in reducing the cancer risk to firefighters (each has two sets of gear); Chief Black attended various webinars throughout the week with Georgia Department of Public Health (DPH) and other medical associations regarding COVID-19; Battalion Chief Jeff Gable continues to update the COVID-19 Incident Action Plan; weekly COVID-19 report completed to Georgia Department of Public Health; daily cleaning and sanitizing of self-contained breathing apparatus masks and regulators continued.
POLICE DEPARTMENT SCOTT GRAY ยก Deputy Chief Robert Mask attended the Management Team and ClearCompany software training. ยก We had two promotions this week: Sergeant Shawn Albea was promoted to the rank of lieutenant in the Criminal Investigations Division, and Officer Lee Huddleston was promoted to the rank of sergeant in the Uniform Patrol Division. ยก We received a $500 donation from the Rotary Club of Fayetteville for our Christmas with a Cop program, and the money will be used to purchase Christmas gifts for a family in need. ยก Chief Scott Gray and the Command Staff met to discuss the proper approaches to the COVID-19 pandemic as it relates to our officers. ยก Received gift cards from the Kiwanis Club of Fayette County for distribution to the police officers.
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FINANCE & ADMIN SERVICES MIKE BUSH ยก Fiscal Year 2020 Audit: auditors adjusting journal entry ยก Reconciling month-end books ยก Fiscal Year 2021 Budget amendments ยก Bid opening for RFP IT153-01 IP Telephone Systems: 13 respondents ยก Worked on immigration reports for the Georgia Department of Audits
ACCOUNTING
PURCHASING Order Statistics
Major Revenue Funds M.S.T.F.* Revenues
$601.18
Purchase Orders Issued
54
G.F.* Revenues
$87,034.60
Open Purchase Orders
64
D.D.A.* Revenues
$2,211.00
Change Purchase Orders
11
Budget Override Requests
2
W.S.* Revenues
$177,216.71
UTILITIES Billing In-person/over-the-phone
Service Disconnections 178/109
Robotic Courtesy Calls
104
Customers Billed
-
Staff Courtesy Calls
69
Total Amount Billed
-
Customers Disconnected
17
COURT General Statistics Court Sessions Held Citations Received
111
Scheduled Arraignment Cases
49
Scheduled Trial Cases
10
Warrants Issued (F.T.A. & V.O.P.)*
-
Number of F.T.A.s
2
Citations (F.T.A.) sent to D.D.S.*
9
F.T.A. Cases reconciled after court
-
Probation Revocation Hearings
2
Revenue
$10,873.00
*Main Street Tourism Fund (M.S.T.F.)
*Violation of Probation (V.O.P.)
*General Fund (G.F.)
*Failure to Appear (F.T.A.)
*Downtown Development Authority (D.D.A.)
*Department of Driver Services (D.D.S.)
*Water and Sewer (W.S.)
05
4
HUMAN RESOURCES DEPT. NELLA COOPER Personnel: We are continuing with the implementation of the Performance Management and Performance Appraisals platform on ClearCompany; continuing to focus on COVID-19 and federal and state requirements as they relate to City employees; continuing to review various reports and updates related to COVID-19 in order to remain in compliance; maintaining a spreadsheet for potential City employee pandemic cases; requesting proper leave forms to be completed by employees that are out of work due to COVID-19 related absences; continuing to review and update various administrative policies for accuracy; verified Open Enrollment elections, requesting documentation from employees who made changes, if needed, and updating New World HR/Payroll to reflect premium and election changes; began working in the New World Test System preparing for the upcoming cost of living adjustment. Turn Over Report: There were no new hires nor terminations during the Week of December 7-13, 2020. Employment Opportunities: ¡ Wastewater Plant Operator - placed on hold ¡ Public Works Maintenance Worker - placed on hold ¡ Certified Police Officer - 0 applications ¡ Customer Service Representative ¡ Firefighter - 31 applications ¡ Planning Specialist - 4 applications
INFORMATION TECHNOLOGY KELVIN JOINER Work orders: 75 new, 58 closed. Projects: We are continuing to work on a list of technology needs for the new City Hall building; reviewing the audio/visual plan for the new City Hall; documents retention continued (working); Fleet Maintenance Systems (waiting); new phone system (RFP review); Court DocuSign project; Occupational Tax online form project; Water and Public Works work order system; ClearCompany employee system; reviewed and responded to numerous e-mails throughout the week having to do with City projects; Court TV installation. Meetings: Ultimate Security on Court TV installation; ClearCompany software meetings; Technology Department staff daily standing meetings; City Hall & City Center Park meeting; vendor meeting on firewall technology.
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COMMUNITY DEVELOPMENT DAVID RAST
12/7
12/8
12/9 12/10
12/11
Meetings Attended Performance Management software staff training; met with Pace Lynch and a prospective developer about an eight-acre tract at Highway 54 and Lafayette Avenue; held the Weekly Huddle with the Planning & Zoning staff Virtual meeting with consultant team to discuss the Bus Barn/ Event Center plans; virtual meeting with consultant team to discuss amphitheater improvements; toured the new City Hall & City Center Park with staff; virtual meeting to discuss monument/directional signage at City Center Park Virtual Technical Review Committee meeting; virtual meeting with development team for Andy’s Frozen Custard Virtual meeting to discuss Trilith studio expansion project; met with the City Manager to review position, goals, and performance objectives in relation to the Performance Management system; virtual Arts and Architectural Advisory Committee meeting; met with David Burnett to discuss expansion and redevelopment plans for Fayetteville Ford; virtual meeting with the Communications Team to discuss Livable Centers Initiative onboarding and website collaboration Met with the City Manager to discuss departmental staffing and personnel
Plan Reviews Underway: 210/220 South Jeff Davis Drive rezoning; Southeast Data Center DRI/conceptual site plan; Promenade Parkway Lot 6 development plans; Satterfield Marketplace lots 1A and 1B preliminary plat; Jersey Mike’s on Lot 1A at Satterfield Marketplace conceptual site plan, special exception, and variances; Take 5 Oil Change on Lot 1B at Satterfield Marketplace conceptual site plan, special exceptions, and variances; Fayette Discount Gas and Tobacco conceptual site plan; 370 North Jeff Davis building elevations; and Del Taco variances.
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COMMUNITY DEVELOPMENT CONTINUED BUILDING DEPARTMENT
PLANNING & ZONING
Review Type
Phone Inquiries
50
Building Inspections
44
Zoning/project-related
16
Permits Issued
18
Plan submittal/project update
12
Plans Received
13
Sign/permit requirements
4
Erosion Control Inspections
16
Miscellaneous
18
Development-Related Inspections
2
CODE ENFORCEMENT Proactive Alcohol license renewal
2
Disposal of Garbage
3
General Maintenance
2
Grass cutting
-
Inoperable Vehicle
3
Nuisances
1
Occupational Tax
8
Prohibited Parking
3
Prohibited Signs
4
Soil Erosion, Sedimentation & Pollution Control
-
Working without a Permit
2
Complaint Complaint investigation
4
Applications Processed & Plans Reviewed Banner/sign permits
2
Foundation survey review
6
Signs/sign variance
2
Special events permit
-
Occupational Tax applications
15
Special exceptions
-
Variance
-
Rezoning
-
Conceptual site plan
-
Development plans (revised)
-
Development plans (new)
2
Building elevations
1
Preliminary/final plat
1
Addressing
1
Zoning verification letters
2
Site inspections
4
Open records requests
4
Other
16
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ECONOMIC DEVELOPMENT BRIAN WISMER Economic Development: Filed for mitigation credit reimbursement, and Transportation Improvement Plan for the hospital-area bridge and trail project; memorandum of understanding document review for the Lafayette Square investors on upcoming project; attended a directors’ tour of the new City Hall & City Center Park. Main Street: Hosted Santa Live virtual event; prepared moving list of files, inventory, etc. to go to the new City Hall; attended the Art & Architectural Advisory Committee meeting on signage requests; reviewed Performance Management departmental goals with the City Manager and Human Resources. Downtown Development Authority: Prepared for the monthly DDA meeting; prepared the lease document draft for the Holliday Dorsey Fife building; reviewed the lease package for the Gym/Bus Barn buildings; prepared the 230 West Lanier Avenue building for a December 12 film shoot.
PUBLIC SERVICES DEPT. CHRIS HINDMAN Public Works: Cleaned City Hall and Police Department; cut and maintained White Road, the City Cemetery, Tiger Trail, Lafayette Avenue, the Hood Avenue sidewalk, the intersection of Highway 85 and Highway 314 medians, the medians on the Hood Avenue, Kathi Avenue and Grady Avenue roundabouts, and the Ramah Road median; completed the City-wide trash run and animal pickup; cut back the White Road right of way; and blew the curbing and sidewalks on Tiger Trail, Helen Sams Parkway, the Courthouse Square, and the Lane Brown Gazebo. Stormwater: Repaired erosion behind the catch basin in the Clairmont subdivision, repaired the South Jeff Davis Drive sidewalk, and repaired the sidewalk on the corner of Lafayette Avenue and Tiger Trail. Sewer: Average daily flow treated was 1.6 million gallons per day; performed weekly maintenance at 26 lift station sites; maintained wastewater plant and remained in compliance of our permit requirements. Water: Average daily flow of 1.4 million gallons of system demand; repaired 9 water leaks; performed maintenance on 59 water meters; maintained water plant and remained in compliance of our permit requirements. Utility Locates: 86
09