CITY MANAGER’S
WEEKLY REPORT OCT. 12 - OCT. 19, 2020
RAY GIBSON
The Communications Team was presented with the Above and Beyond Award at the October 15 City Council meeting for their public engagement work during the early months of the COVID-19 pandemic. Pictured are (l-r) PIO Ann Marie Burdett, Communications Assistant Danielle Ballard, Marketing Specialist Justin Crum, Councilman Paul Oddo, Public Relations Specialist Danny Harrison, Council members Joe Clark, Darryl Langford, and Rich Hoffman, and Mayor Pro-Tem Scott Stacy. 10/12 Held the weekly management team meeting 10/12
Held a meeting regarding organizational charts with PIO Ann Burdett and Finance & Administrative Services Director Mike Bush
10/12
Held a meeting with Innercomm’s Bill Stark regarding strategic planning initiatives and performance management
10/13
Attended a meeting at the Town at Trilith with Mayor Ed Johnson and Trilith’s Rob Parker, Rick Halbert, and Dan Cathy, and FCDA’s Joan Young and Darryl Hicks
10/13 Held a lunch meeting with Michael Stuart from Michael Stuart’s Studios 10/13
Attended a change order review meeting for the New City Hall – Park Space project with Steve Mauro from CPS
10/13
Held a meeting with Michael Thompson from Roundtown to discuss the New City Hall – Park Space project
10/13
Received an overview of the OAC meeting for the New City Hall – Park Space project from CPS project manager Steve Mauro
Along with Mayor Ed Johnson and Community & Economic Development Director 10/14 Brian Wismer attended a morning meeting with Roundtown, LLC, and Southtree Development Conducted interviews with three firms for the City’s water and sewer operations with Public Services Director Chris Hindman, Assistant City Manager/Fire Chief 10/14 Alan Jones, Finance & Administrative Services Director Mike Bush, and Assistant Finance & Administrative Services Director Carleetha Talmadge continued on page 2
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CITY MANAGER’S REPORT CONTINUED Conducted the last interview for the City’s water and sewer operations with Public Services Director Chris Hindman, Assistant City Manager/Fire Chief Alan Jones, 10/15 Finance & Administrative Services Director Mike Bush, and Assistant Finance & Administrative Services Director Carleetha Talmadge 10/15
Attended a lunch meeting with Steve Mauro from CPS to go over some items regarding the New City Hall – Park Space project
10/15
Held a meeting with Community & Economic Development Director David Rast to discuss the Oakleigh Manor subdivision property drainage issues
10/15 Attended the Regularly Scheduled City Council Meeting 10/16 Completed Draft RFP document for the current City Hall building 10/16 Completed the weekly Meals on Wheels route 10/16
Worked on project correspondence and responded to various departmental requests to include a review of the Livable Center Initiative (LCI) project proposals
Along with Community & Economic Development Director David Rast and City 10/17 Planner Denise Brookins attended a neighborhood meeting for Booker Avenue community 10/18
Completed the agenda for the October 19th weekly staff meeting along with the completion of the weekly report
10/18 Completed the review of the LCI project proposals
CITY CLERK’S OFFICE ANNE BARKSDALE Meetings: Attended weekly staff meeting 10/12; attended City Council meeting 10/15; attended JustFOIA webinar on open records requests trends 10/15. Projects: Updated City Council agenda packet for 10/15 council meeting; prepared public notice for upcoming Public Services committee meeting on 10/19; continued review of new HB 879 – Alcohol Legislation for possible municipal updates; collected vehicle titles and performed title research for upcoming GovDeals auction; assessed Municipal Court’s copier status and contracted with TriCopy for new machine; assessed department list of users for Homeland Security GETS/WPS communication program; logistics planning for Council retreat in December. Open Records Requests: 7
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PIO / COMMUNICATIONS TEAM ANN MARIE BURDETT Promotions: Fall Festival; Cemetery Walk; Concert Series; The Great Pumpkin Display; U.S. Census final push; Chili Cook-Off; Cemetery Walk. Meetings Attended: Management Team 10/12; Communications Team 10/12 and 10/13; Police Department Supervisors Training 10/15. Projects: Website; Weekly Report; E-mail Update; Great Pumpkin Display; Cemetery Walk Video; FY21 Budget Book; Organizational Charts; Police Department Supervisors Training Presentation; museum publicity; City News. Publications: Weekly Report; E-mail Update; museum brochure. Unique Media: Weekly Report, Great Pumpkin Display flyer; Use of Force Event, Closure Notices, Road Work Notice, FY21 Budget Book; Cemetery Walk commercial. Media Requests: 2
COVID-19 COMMUNITY DISCOURSE Recent social media discussions in the community have included how reopened schools accommodate staff and students during the ongoing pandemic and how parents plan to make adjustments to keep children safe during upcoming Halloween activities. Website Engagement: Page Title
1,318
Home
CITY WEBSITE VIEWS
6,497
Payment
316
Job Board
229
+10% change
Building Permits
164
CITY WEBSITE USERS
Police Department
158
Phone List
135
Events
128
1,481 -8% change
Website Analytics provided by Google
Social Media Engagement: Reached
Times Shared
Post Sentiment
Advance Voting 10/13
1,800
8
20 likes, 1 love, 3 comments
Cemetery Walk Video
1,700
4
5 likes, 2 comments
Post Title
FACEBOOK FOLLOWERS
11,575 03
Webpage Views
NEXTDOOR SUBSCRIBERS
4,077
E-MAIL SUBSCRIBERS
1,934
FIRE DEPARTMENT ALAN JONES Events: Truck 9 participated in the annual Public Safety Fall Festival located at the Fayette County Justice Center; Station 91 tour for child’s birthday party; Departmental Chief Officer’s meeting held at headquarters. Projects: Fire Chief Alan Jones assisted with interviews regarding O&M services for the water and wastewater plants; Deputy Fire Chief Linda Black attended various webinars throughout the week with Georgia Department of Public Health officials and various other medical associations regarding COVID-19; daily cleaning and sanitizing of self-contained breathing apparatus masks and regulators continues; Battalion Chief Jeff Gable continues to update the COVID-19 Incident Action Plan; Battalion Chief Chris Peacock and Truck 9 attended safety drills at Fayette County High School; new hose tester ordered with a one-week delivery date; Squad 9 and reserve E-92 received routine maintenance (LOF).
POLICE DEPARTMENT SCOTT GRAY ¡ Chief Gray attended directors staff meeting, new updates were forwarded for the police department webpage 10/12.
¡ Command Staff and Detective Gibson attended a mapping software meeting with SAFECITYGIS SOLUTIONS 10/13.
¡ Chief Gray met with City Solicitor Julie Kirt and Judge McFarland to discuss new marijuana ordinance, finalizing the supervisor training PowerPoint; Session 5 of the Citizens Police Academy covering Gangs / Internet Crimes Against Children (ICAC) 10/14.
¡ Supervisor training for all current Sergeants within the police department, multiple topics covered; Chief Gray attended City Council Meeting presenting the new marijuana city ordinance 10/15.
¡ Members of the police department participated in the Fall Festival Event held at the Fayette County Justice Center along with other public safety agencies from within the county, distributing Halloween Candy and department giveaways to the general public 10/16.
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FINANCE & ADMIN SERVICES MIKE BUSH ยก Preparing for the audit of Fiscal Year 2020 ยก Reconciling month-end books ยก Fiscal Year 2021 Budget Book preparation ยก RFP bid opening for LCI Study ยก Interview held for O&M Services with RFQ respondents
ACCOUNTING
PURCHASING Order Statistics
Major Revenue Funds M.S.T.F.* Revenues
$5,236.90
Purchase Orders Issued
63
G.F.* Revenues
$73,836.35
Open Purchase Orders
71
D.D.A.* Revenues
$2,531.39
Change Purchase Orders
6
Budget Override Requests
2
W.S.* Revenues
$158,560.54
UTILITIES Billing
Service Disconnections
In-person/over-the-phone
91/89
Robotic Courtesy Calls
0
Customers Billed
1,935
Staff Courtesy Calls
72
Customers Disconnected
3
Total Amount Billed
$136,020.26
COURT General Statistics Court Sessions Held
4
Scheduled Arraignment Cases
43
Citations Received
97
Scheduled Trial Cases
13
Warrants Issued (F.T.A. & V.O.P.)*
0
Number of F.T.A.s
17
Citations (F.T.A.) sent to D.D.S.*
6
F.T.A. Cases reconciled after court
0
Probation Hearings
-
Revenue
*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.)
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$7,293
HUMAN RESOURCES DEPT. NELLA COOPER Personnel: 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 relating to City employees; continuing to review various reports and updates related to COVID-19 in order to remain in compliance; keeping spreadsheet updated for potential City employee pandemic cases; requesting proper leave forms to be completed by employees who are out of work due to COVID-19-related absences; continuing to review and update various Administrative Policies for accuracy; working with Benefits Broker to update and build the Benefits Administration system for Open Enrollment; working on the Open Enrollment documents and timeframe and the employee meetings schedule. Turn Over Report: There were no new hires, and one termination during the week of October 12 – October 18, 2020. Employment Opportunities: ¡ Wastewater Plant Operator - applications received: 0 ¡ Public Works Maintenance Worker - applications received: 2 ¡ Code Enforcement Officer - (Closed and reviewing Applicants)
INFORMATION TECHNOLOGY KELVIN JOINER Work orders: 68 new, 59 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); TempDefend installation (working/testing); Police Department records scanning and storage (waiting on PD); Fleet Maintenance Systems (waiting); write phone system RFP (ready); reviewed and responded to numerous e-mails throughout the week having to do with City projects. Meetings: Weekly new City Hall review; E911 phone meeting; MR Systems Network meeting; Comcast services meeting; phone RFP meeting.
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COMMUNITY DEVELOPMENT DAVID RAST Meetings Attended Management Team meeting; Zoom meeting with City Planner, City Engineer and Integrated Science and Engineering re: parking expansion at 10/12 730 S Glynn Street development; attended Bid Opening for Livable Centers Initiative project Zoom meeting with City Manager, Director of Economic Development, Comprehensive Planning Services, Jefferson Browne Gresham Architects, Southtree Enterprises and Roundtown to discuss Bus Barn and Gym 10/13 improvements within City Center Park; met with City Manager, Director of Financial Services and Roundtown to discuss programming and funding opportunities for event center; attended Owner/Architect/Contractor meeting re: City Hall Met with City Manager, Mayor Johnson, Main Street Board Chairman and 10/14 Roundtown to discuss programming and funding opportunities for downtown events Met on-site at 325 North Jeff Davis Drive with owner and tree removal contractor to review trees to be removed; delivered Meals on Wheels; met with Development Inspector, Johnny Williams and John Mixon to discuss timbering operations planned for Williams tract on Highway 54; Zoom 10/15 meeting with Harvest Capital and PaceLynch Realty to discuss potential rezoning of 10-acre tract on Veterans Parkway; met with City Manager to discuss Oakleigh Manor drainage issues; met with City Manager to discuss City Hall office assignments and interior signage details; attended City Council meeting 10/16
Met with Jake Pitman at Trilith Town Stage to discuss landscaping adjacent to Veterans Parkway
10/17
Met with City Manager, City Planner and residents of Sugar Hill community to discuss proposed zoning changes related to the Unified Development Ordinance
Plan Reviews Underway: Southeast Data Centers (DRI/conceptual site plan); Promenade Parkway - Lot 6 (development plan); Promenade Parkway - Lots 7, 8, and 9; Pinewood Forest – Phase 2, Unit 3 (preliminary plat); Pinewood Forest – Phase 2 Rank Avenue (final plat and as-built survey).
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COMMUNITY DEVELOPMENT CONTINUED BUILDING DEPARTMENT
PLANNING & ZONING
Review Type Building Inspections
47
Permits Issued
20
Plans Received
16
Erosion Control Inspections
28
Development-Related Inspections
2
CODE ENFORCEMENT Proactive Disposal of Garbage
1
Grass cutting
18
Inoperable vehicle/junk
2
Permits Required
1
Yard trimmings disposal
1
Prohibited parking
-
Prohibited signs
1
Working without a permit
7
Complaint
Phone Inquiries
81
Zoning/project-related
24
Plan submittal/project update
12
Sign/permit requirements
13
Miscellaneous
32
Applications Processed & Plans Reviewed Banner/sign permits
5
Signs/sign variance
2
Conceptual Site Plan
0
Special events permit
1
Occupational Tax applications
7
Preliminary/final plat
0
Addressing
5
Zoning verification letters
1
Site inspections
2
Development Plans (revised)
1
Development Plans (new)
0
Open Records requests
1
Building Elevations
0
Complaint investigation
3
Other
21
Signs removed from ROW
22
Special Exception
0
Rezoning
1
ECONOMIC DEVELOPMENT BRIAN WISMER Economic Development: Zoom meeting for bi-weekly updates on Gym/Bus Barn project; staff meeting to discuss updates to downtown traffic study; Zoom meeting with AECOM regarding mitigation credits needed for hospital area bridge/trail project; attended bid opening for LCI supplemental study. Main Street: Continued promotions and advance details for October concerts; held 7 Bridges concert; prepared for Purple Madness and DnC concert; coordination of private rentals, Oct 18 and Nov 21; attended webinar on small business online sales integration; met with Scott Dowdy to review underground electrical issue at amphitheater. Downtown Development Authority: Continued development of Lester property proposal for board consideration; made refinements to alleyway plan with City Engineer; held Cemetery Walk event (Oct 16-17).
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PUBLIC SERVICES DEPT. CHRIS HINDMAN Public Works: Cleaned City Hall and Police Department; cut and maintained West Lanier Avenue from Burch to Grady Avenue, sidewalks on West Lanier from Bennett Street to Tiger Trail, East Lanier sidewalk area from Knight Way to Rosewood Drive, retention areas on Circle Drive and Weatherly Walk, North Highway 85 medians and right-of-way, Jimmy Mayfield medians, Police department fountain area, Helen Sams and Dickson Springs Park, inside and outside of the Amphitheater; blew off the top of the Amphitheater, City Hall and back at the flag pole, Bradley Drive with track hoe blade, Church Street Park; picked up supplies for Cemetery Walk; took trailer and parked in parking lot across from cemetery; weed eat ditch behind 145 Gingercake Court, trim back right-of-way on New Hope Road; trash run at cemetery; helped City Hall with lights in Council Chambers; cleaned trucks. Sewer: Average daily flow treated was 2.9 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 1.48 million gallons of system demand; repaired six water leaks; performed maintenance on 26 water meters; maintained water plant and remained in compliance of our permit requirements. Utility Locates: 57
09