CITY MANAGER’S
WEEKLY REPORT NOV. 2-8, 2020
RAY GIBSON
Police Chief Scott Gray (inset) presented the City’s new Marijuana Ordinance to the City Council on November 5. Under the new ordinance, illegal marijuana possession within the city is still prosecuted, but offenders are not necessarily put in jail.
11/2
Held the weekly Management Team meeting
11/2
Held a core team meeting for the City’s Performance Management system
11/2
11/2
11/3
11/3
11/3
Held a Zoom meeting with Police Chief Scott Gray and Fayette FACTOR’s Dawn Oparah and Michael Mumper to discuss the Marijuana Ordinance Held a meeting with Public Services Director Chris Hindman, Assistant City Manager/Fire Chief Alan Jones, Finance & Administrative Services Director Mike Bush, and IT Director Kelvin Joiner to discuss the water and sewer operations consultant negotiation process Along with Community & Economic Development Director David Rast, SafeBuilt Building Official Paul Hardy, Senior Planner Julie Brown, and Fire Inspector Bill Rieck, attended a meeting at Trilith to discuss some proposed house designs and lot layouts Along with Community & Economic Development Director David Rast, attended a meeting via Zoom with Clayton Signs and Goodwyn, Mills & Cawood to discuss wayfinding signage for the New City Hall Park Space Project Held a weekly team meeting for the new City Hall – Park Space project with Public Services Director Chris Hindman, Community & Economic Development Director David Rast, Finance & Administrative Services Director Mike Bush, Economic Development Director Brian Wismer, and IT Director Kelvin Joiner to discuss the water and sewer operations consultant negotiation process
01
CITY MANAGER’S REPORT CONTINUED Held an all-day meeting with the Communications Team, including Information Officer Ann Marie Burdett, Public Relations 11/4 Public Specialist Danny Harrison, and Marketing Specialist Justin Crum to discuss the City’s website layout and content the weekly breakfast meeting with City Council members Rich 11/4 Held Hoffman and Paul Oddo 11/4 Worked on Performance Management documents and processes a core team meeting for the City’s Performance Management 11/4 Held system to further discuss the ClearCompany Software 11/4 Attended the Regularly Scheduled City Council meeting weekly correspondence and continued to work on 11/4 Completed Performance Management items 11/4 Toured the new City Hall building
CITY CLERK’S OFFICE ANNE BARKSDALE Meetings: Attended the weekly Management Team meeting 11/2; attended the City Council meeting 11/5. Projects: Updated City Council agenda packet for the 11/5 meeting; closed out online GovDeals auction and coordinated item pickups; finalized quotes for exterminating at new City Hall; scheduled and attended the ribbon cutting for Revitalize Wellness Studio. Open Records Requests: 4
02
PIO / COMMUNICATIONS TEAM ANN MARIE BURDETT Promotions: Christmas with a Cop. Meetings Attended: Management Team 11/2; Communications Team 11/2, 11/3, 11/4, 11/5; Performance Management steering meeting 11/2; met with City Manager Ray Gibson regarding the website/UX project 11/4; Performance Management leadership training 11/5; City Council meeting 11/5. Projects: City News; Weekly Report; E-Mail Update; Website/UX; Performance Management; Mayor Johnson thank-you video; Christmas with a Cop; Budget Book. Publications: Weekly Report; E-mail Update. Unique Media Created: Mayor’s thank-you video; Christmas with a Cop flyer. Civic Duties: Meals on Wheels 11/5. Media Requests: 9
COVID-19 COMMUNITY DISCOURSE Much of the social media discussion has focused on supporting local business in light of challenges relating to the COVID-19 pandemic. Website Engagement: Page Title
1,379
Home
CITY WEBSITE VIEWS
6,589 -17% change
CITY WEBSITE USERS
1,644 -46% change
Payment
478
Job Board
251
Payment warning
177
Police
148
Phone list
124
Council agenda
121
Website Analytics provided by Google
Social Media Engagement: Post Title
Reached
Times Shared
Post Sentiment
City Council meeting 11/5
1K
8
15 likes
883
1
2 likes, 1 love
Police hiring 11/3
FACEBOOK FOLLOWERS
11,617 03
Webpage Views
NEXTDOOR SUBSCRIBERS
4,111
E-MAIL SUBSCRIBERS
1,938
FIRE DEPARTMENT ALAN JONES Events: Shifts completed training on fighting fires in parking decks. Projects: Fire Chief Alan Jones attended the following meetings: Performance Management core team meeting; ClearCompany software training; water and sewer operations. Deputy Chief Linda Black attended various webinars throughout the week with Georgia Department of Public Health (DPH) and other medical associations regarding COVID-19; weekly COVID-19 reporting completed to DPH; continued daily cleaning and sanitizing of self-contained breathing apparatus and regulators; Battalion Chief Jeff Gable continues to update the COVID-19 Incident Action Plan; Monthly Training Report completed; Monthly Departmental Report completed.
POLICE DEPARTMENT SCOTT GRAY ¡ Chief Scott Gray held a Command Staff meeting 11/2. ¡ Department employees completed a Meals on Wheels route 11/2. ¡ The Patrol Division maintained an extra patrol near voting precincts in the city 11/3; no issues were reported. ¡ Departmental night fire training started 11/3. ¡ Patrol discovered a water main break at Tiger Trail and Lafayette Avenue 11/4; the intersection was blocked, the school system was notified, and the public was notified via social media. ¡ New patrol trucks are still in progress of being outfitted; older patrol vehicles are being stripped and prepared for auction. ¡ Command Staff attended a geographic information system mapping meeting 11/4 and 11/5. ¡ Chief Gray attended the City Council meeting 11/5. ¡ Departmental night fire training ended 11/5.
04
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 IT153-01 IP Telephone System for the City posted ยก RFP for LCI Study awarded to HKS
ACCOUNTING
PURCHASING Order Statistics
Major Revenue Funds M.S.T.F.* Revenues G.F.* Revenues
$848.69
Purchase Orders Issued
63
$49,139.67
Open Purchase Orders
59
Change Purchase Orders
25
Budget Override Requests
2
D.D.A.* Revenues
$518.28
W.S.* Revenues
$172,379.80
UTILITIES Billing In-person/over-the-phone
Service Disconnections 181/157
Customers Billed Total Amount Billed
1,589 $170,445.39
Robotic Courtesy Calls
121
Staff Courtesy Calls
78
Customers Disconnected
2
COURT General Statistics Court Sessions Held
1
Scheduled Arraignment Cases
Citations Received
89
Scheduled Trial Cases
18
Warrants Issued (F.T.A. & V.O.P.)*
-
Number of F.T.A.s
-
Citations (F.T.A.) sent to D.D.S.*
-
F.T.A. Cases reconciled after court
-
Probation Hearings
-
Revenue
$8,235
*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
-
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 remain in compliance; maintaining a spreadsheet updated for potential pandemic cases involving City employees; 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; completed the PlanSource website testing in preparation for Open Enrollment; finalized the Open Enrollment documents and time frame (the Open Enrollment presentation will be a virtual platform that will be available for the employees to review anytime during Open Enrollment); Open Enrollment will run November 11-20. Turn Over Report: There was one rehire and one termination during the Week of November 2-8, 2020. Employment Opportunities: ยก Wastewater Plant Operator - placed on hold ยก Public Works Maintenance Worker - placed on hold ยก Certified Police Officer - six applications ยก Customer Service Representative - 121 applications
INFORMATION TECHNOLOGY KELVIN JOINER Work orders: 37 new, 25 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 (completion this week); Police Department records scanning and storage (waiting on PD); Fleet Maintenance Systems (waiting); write phone system RFP (to be posted next Monday); Court DocuSign project; Occupational Tax online form project; reviewed and responded to numerous e-mails throughout the week having to do with City projects; Water and Public Works work order system; ClearCompany employee system. Meetings: MS-ISAC meeting; Basesix AV meeting; ClearCompany employee system; new City Hall building walk-through; AT&T meeting; Edge Technologies meeting; Park Space meeting; Core Performance meeting; Water & Sewer meeting; Technology Department staff meeting.
06
COMMUNITY DEVELOPMENT DAVID RAST
11/2 11/3
11/5
11/6
Meetings Management Team; met with David Mowell to discuss the proposed Downtown Mixed-Use District Met with City staff and Trilith to discuss residential building setbacks; met with City Manager Ray Gibson and City staff to discuss the City Hall & City Center Park project Met with NewSouth and Comprehensive Program Services (CPS) to finalize keying for the City Hall building; met with Brandon Thomas at Johnny’s Pizza to discuss potential re-landscaping; met with City Planner Denise Brookins to review foundation surveys for several Trilith lots; met with Matt Teague (Walton Communities) to tour the City Hall & City Center Park site; attended the City Council meeting Toured the new City Hall with the City Manager, City staff and CPS; met with Mayor Ed Johnson and Economic Development Director Brian Wismer to discuss the potential formation of a Small Business Alliance; held a virtual meeting with Daniel Fields to discuss the Satterfield townhome project
Plan Reviews Underway: Southeast Data Center DRI/conceptual site plan; Promenade Parkway Lot 6 development plans; Habersham townhomes development plans; Fayette Meadows amenity area development plans.
07
COMMUNITY DEVELOPMENT CONTINUED BUILDING DEPARTMENT
PLANNING & ZONING
Review Type
Phone Inquiries
93
Building Inspections
29
Zoning/project-related
32
Permits Issued
17
Plan submittal/project update
6
Plans Received
1
Sign/permit requirements
19
Erosion Control Inspections
21
Miscellaneous
36
Development-Related Inspections
2
CODE ENFORCEMENT Proactive Disposal of Garbage
1
Grass Cutting
3
Inoperable Vehicle
1
Lighting Standards
4
Nuisances
1
Occupational Tax
9
Parking on Grass
1
Prohibited Signs
1
Property Maintenance
1
Trash Containers
1
Working without a Permit
2
Yard Trimmings Disposal
1
Complaint Complaint investigation
3
Signs removed from ROW
47
Applications Processed & Plans Reviewed Banner/sign permits
5
Foundation survey review
8
Signs/sign variance
5
Special events permit
2
Occupational Tax applications
7
Special exceptions
-
Rezoning
1
Conceptual site plan
-
Development plans (revised)
-
Development plans (new)
-
Building elevations
6
Preliminary/final plat
2
Addressing
4
Zoning verification letters
2
Site inspections
4
Open records requests
1
Other
32
08
ECONOMIC DEVELOPMENT BRIAN WISMER Economic Development: Discussed Tax Allocation District legislation with City Attorney David Winkle and Geoff Koski of Bleaksley Advisory Group; continued preparation of right-of-way reimbursement documents and mitigation credits needed for the hospital area bridge and trail project; met with Mayor Ed Johnson on a new outreach plan to increase small business engagement; attended the 2020 Future Workforce Summit at the Fayette Chamber of Commerce. Main Street: Distributed new volunteer forms/processes for 2021; distributed 2020 Christmas Parade applications and began Christmas on Main Street event planning; reviewed invoices for seasonal decorating and tree lighting; completed merchandise inventory migration from the Holiday Dorsey Fife Museum into the Main Street Welcome Center. Downtown Development Authority: Met with a potential lessee of 119 South Glynn Street to discuss development options; initiated soil density testing at 195 Stonewall Avenue to determine materials needed for a temporary parking surface.
PUBLIC SERVICES DEPT. CHRIS HINDMAN Public Works: Cleaned City Hall and Police Department; cut and maintained roundabouts on Grady Avenue, Hood Avenue and Kathi Avenue; maintained East Lanier Avenue sidewalk from Jeff Davis Drive to Rosewood Drive, South Glynn Street between Beauregard Boulevard and Whitney Street, Brandywine Boulevard right-of-way area, started Veterans Parkway, Heritage Park fountain area, Gingercake Road and Brandywine Boulevard, cut and blew Jimmie Mayfield Boulevard sidewalk and right-of-way; trimmed middle islands on West Lanier Avenue in front of the hospital, picked up pumpkins at the Old Courthouse lawn, cleaned up the cart path, trimmed back limbs and debris area from Kiwanis Park to Lakeside Drive, installed signs in Oakleigh Manor subdivision, removed dead deer at 225 North Jeff Davis Drive, assisted Water Distribution with the leak on Tiger Trail, picked up trash on West Lanier Avenue and North Highway 85, and repaired the Bobcat. Sewer: Average daily flow treated was 1.66 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 1.7 million gallons of system demand; repaired 8 water leaks; performed maintenance on 31 water meters; maintained water plant and remained in compliance of our permit requirements.
09
Utility Locates: 84