5/22/2024 Meeting Preview

You’ll see below the agenda highlights for our second meeting in May.

***PLEASE NOTE: Our second meeting of May will take place on Wednesday, May 22nd instead of Monday, May 20th.***

I’ve added information from the council agenda memos and background on items that may be of particular interest. You can watch the meeting on the city’s Facebook or YouTube pages. Workshop session begins at 6:00 pm; regular session begins at 7:30 pm; executive session takes place at the conclusion of the regular session.

You can access the full agenda packets here.

We welcome your attendance at our meetings and public comment is available near the start of the meeting, before any actions are taken. You can sign up to speak if you’re at the meeting in person, or you can submit an e-mail with your name, address, and comment or remark to pcomment@collegeparkga.com no later than 7:30 pm on May 22, 2024. The City Clerk will read your name, address and comment into the official record. If you have feedback for Mayor and Council directly, you can e-mail us.

WORKSHOP SESSION

1. Presentation by Fostered Foundation Inc. to hold #CampaignCollegePark 2024 event on July 20, 2024, from 10:30 a.m. until 4:00 p.m. at Bill Badgett Stadium. This is request is from Queenie Brown, Deputy City Clerk. This event is held in Ward 1.

This event aims to support and raise awareness for children in foster care and underprivileged communities. It is the second event hosted by the foundation in College Park and includes various activities designed to engage and benefit the community. Staff recommends approval of the special event permit, contingent upon the payment for off-duty officers at $65 per hour and park staff to ensure proper security and event management.

2. Presentation by Mercer Health & Benefits Group for the health insurance renewal for plan year July 1, 2024 - June 30, 2025. This item is from Christa Gilbert, Interim Director of Human Resources.

The Mercer Health & Benefits Group’s proposal for the City of College Park's health insurance renewal for the plan year July 1, 2024 - June 30, 2025, compares plans from Aetna, Anthem, and Kaiser. Anthem emerged as the most cost-effective option, with a total annual cost of $4,783,519, compared to Kaiser's $4,858,553, even after accounting for premium holidays. Anthem offers substantial financial credits, including a universal credit of $50,000 for technology, wellness, and communications, and a transitional credit of $25,000 (or $65,000 if dental and vision are included). Anthem also provides a 50% dividend surplus share if claims are better than expected and guarantees no premium increase in the second year if the adjusted loss ratio is below 75%.

An adjusted loss ratio is a measure used by insurance companies to determine the financial performance of an insurance plan. It is calculated by dividing the total claims paid by the insurance company by the total premiums collected, adjusted for any reinsurance recoveries, expenses, and other factors that may impact the financial outcome.

The adjusted loss ratio indicates how much of the premiums collected are being spent on healthcare claims versus administrative costs and profits. A lower adjusted loss ratio means a higher proportion of premiums are being retained by the insurer as profit and for administrative expenses, while a higher ratio means more of the premiums are being used to pay for healthcare claims.

For the City of College Park's health insurance renewal, Anthem guarantees no premium increase in the second year if the adjusted loss ratio is below 75%. This means that if less than 75% of the premiums collected are used to pay for healthcare claims, the premiums will not increase, providing financial stability and predictability for the city's budget.

Staff’s recommendation is for the city to review and potentially approve Anthem's plan, which offers significant savings, superior service quality, and higher participant satisfaction compared to the alternatives.

3. Discussion to Establish a Utility Customer Round-Up/Donation Program to Assist City of College Park Residential Utility Customers in need of financial assistance. This discussion is sponsored by Councilman Joe Carn, Ward 2.

The "Let’s Power Up Our Neighbors" utility customer round-up/donation program is designed to assist residential utility customers in need of financial help. This voluntary program allows both residential and commercial utility customers to opt-in and round up their utility bills to the nearest dollar or make additional contributions. The funds collected will be used to support fellow residents struggling with their utility payments. The Customer Service Department will manage the program and it will and overseen by the Grants Administrator. The program aims to foster community support and ensure that all residents have access to essential utilities.

The program has been designed to incur minimal initial costs for the city. The city’s online payment provider, Paymentus, can integrate the online donation option into the existing payment system at no additional cost. This means customers can easily opt to round up their utility bills or make extra donations online without the city incurring extra setup or transaction fees. For those who prefer to donate in person at the Customer Service cashier window, there are minimal costs involved. These include a one-time setup fee ranging from $100 to $200 and a $10 monthly subscription fee. These costs cover the necessary adjustments to the payment processing system to accept donations made via cash or card transactions at the cashier window.

The initiative is projected to generate approximately $19,950 annually. This estimation is based on a customer base of about 9,500 residential and commercial clients and a conservative participation rate of 35%. The projection assumes an average annual roundup amount of $6 per participating customer.

REGULAR SESSION

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7. Other Business

A. Consideration of and action on an approval of the 2024-25 Benefit Options & Contributions. This item is being requested by Christa Gilbert, Interim Director of Human Resources. This will service the City's employees and retirees. This is not a budgeted item.

See above.

B. Consideration of and action on a request to approve Arthur J. Gallagher Risk Management Services, LLC (Gallagher) to be the Broker for the Excess Workers Comp Brokerage Services for the 2024-2025 Plan Year. This item is being requested by Christa Gilbert, Interim Director of Human Resources. This will service the City's employees. This is a budgeted item.

Excess workers' compensation insurance provides coverage for claims that exceed the city's primary workers' compensation insurance limits, offering additional financial protection against significant claims. This service is crucial for managing the city’s risk and ensuring that the city is adequately protected from potentially high-cost workers' compensation claims. Gallagher, recognized as the largest retail broker of governmental insurance in Georgia and the United States, has a proven track record with various municipalities and authorities within the state. The projected annual cost for these services is $80,000, and the expense is budgeted, with costs allocated back to each city department. This approval will ensure that the city has robust coverage and professional management of its workers' compensation insurance needs, ultimately providing better protection and service for city employees. Staff recommends approval.

C. Consideration of and action on an approval of the annual contract with City Judge Pro Tempore Kenneth Morrow. This item is requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

Judge Morrow provides judicial services to the College Park Municipal Court, stepping in as the acting Chief Judge in the absence, disability, or disqualification of the Chief Judge. The City Judge Pro Tempore has all the powers and performs all the duties of the Chief Judge during such times.

The contract stipulates that Kenneth Morrow will be compensated at the rate of $400 per court session, with payments made on a monthly basis. This expenditure is funded from the General Fund under Municipal Court Services. The total cost is expected to be determined by the number of court sessions held throughout the year, ensuring the court's continuous and efficient operation without disruptions due to the Chief Judge's unavailability. Staff recommends approval.

D. Consideration of and action on an approval of the annual contract with the City Solicitor Kimberly Cornwell for Fiscal Year 2024-25 in the amount of $50,000. This item is being requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

Attorney Kimberly Cornwell has held this position since November 2020, where she represents the citizens in all matters brought before the Municipal Court. Her primary role includes investigating and prosecuting misdemeanor charges and municipal code violations within the City of College Park.

The contract stipulates a compensation of $50,000, which is a budgeted item under the Municipal Court Services. Staff recommends approval.

E. Consideration of and action on an approval of the annual contract with Part Time City Solicitor Clarence Mitchell in the amount of $400 per day of service. This item is being requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

Mr. Mitchell provides legal representation in the College Park Municipal Court when the Chief Solicitor, Kimberly Cornwell, is unavailable. The compensation for is set at $400 per court session. This is a budgeted item, with funds allocated from the General Fund under the Municipal Court Services account. Staff recommends approval.

F. Consideration of and action on an approval of the annual contract with the City Photographer, Warren Bond Photography in the amount of $86,500. This item is requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

Warren Bond Photography provides comprehensive photography services to all city departments. Under the terms of the contract, Warren Bond Photography will provide a black-and-white processing room, pickup and delivery of color processed film, and ensure a replacement photographer is available when necessary. The company will also offer 24-hour photography services and supply all necessary equipment, including maintaining six police radios provided by the city. Additionally, Warren Bond Photography will be compensated $400 per month for the cost of equipment, software, and supplies for digital image storage.

The contract stipulates an annual compensation of $86,500, paid in monthly installments of $7,208.33. This amount remains the same as the previous fiscal year and is a budgeted item, with funds allocated from the general fund. Staff recommends approval.

G. Consideration of and action on a request to approve payment to East Point Police Department for services rendered for the month of April in the amount of $14,400.00. This item is being requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

East Point currently holds the contract to house inmates from the City of College Park, ensuring that the city's detention needs are met efficiently. Staff recommends approval.

H. Consideration of and action on a request to approve quote from Dell Technologies, for 15 Dell Latitude 5430 Rugged Laptops, in the amount of $41,543.76. This item is being requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

This will equip new police department vehicles with necessary technology. The rugged laptops are chosen to ensure durability and efficiency in various field operations, maintaining consistency with the department's current equipment. The Dell Latitude 5430 model has been proven to function effectively across different divisions, and it includes a five-year pro support plan, which integrates well with the existing technology software used by the police department. The laptops will be customized with city-specific imaging to ensure seamless integration with the current systems. Staff recommends approval.

I. Consideration of and action on a request to approve quote from Axon Enterprises, Inc., for car cameras, in the amount of $48,628.50. This item is being requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

This purchase aims to enhance the police department's fleet with advanced car cameras that are consistent and compatible with the existing equipment used by the department, such as body cameras. Maintaining the same supplier, Axon Enterprises, Inc., ensures that the technology remains standardized and integrated across all devices. Axon is currently under contract with the police department. The decision to maintain the same supplier ensures that the technology remains compatible and up-to-date, enhancing the department's operational efficiency. Staff recommends approval.

J. Consideration of and action on a request to approve the invoice payment from Forensic Technology Inc., for NIBIN in the amount of $251,739.00. This item is being requested by Chief of Police, Connie Rogers. This will service all wards. This is a budgeted item.

This will provide the police department with advanced ballistic identification technology. NIBIN utilizes the Integrated Ballistic Identification System (IBIS), which employs specialized 3D microscopy to capture unique markings on fired bullets and cartridge cases. These markings are then correlated with a national database to identify potential matches and provide actionable intelligence for firearm-related crime investigations. Forensic Technology Inc. is the sole source provider for this technology, governed by the federal Alcohol, Tobacco, Firearms, and Explosives (ATF) regulations. The IBIS system is the only technology compatible with NIBIN, ensuring compliance with necessary security standards and enhancing the city's capabilities in crime investigation and law enforcement​​. Staff recommends approval.

K. Consideration of and action on a request from the Fulton County 4-H Yard Sale Fundraiser for an exemption to the Advertising Matter Ordinance in order to display directional signs beginning June 1, 2024 for the inaugural community yard sale scheduled for June 8, 2024 from 6:00am until 2:00pm on Herschel Road at Camp Truitt. This item is being requested by Chief Building Official Marcus Robinson. This will affect Wards 2 & 4.

This would allow for the display of directional signs for this event starting June 1, 2024. The yard sale is scheduled to take place along Herschel Road at Camp Truitt from 6:00 am to 2:00 pm. The exemption is necessary because the current ordinance prohibits posting signs on public property or private property without written consent from the owner. If the council approves this request, staff suggests that signs be placed out about 3 to 5 days before the yard sale, with up to 20 signs on the public right of way along Herschel Road. Staff recommends denial, however, based upon the ordinance.

L. Consideration of and action on a request from the Historic College Park Neighborhood Association (HCPNA) for an exemption to the Advertising Matter Ordinance in order to display directional signs beginning June 15, 2024 for an annual community yard sale scheduled for June 22, 2024 from 8:00am until 4:00pm in the Historic Neighborhood District. This item is being requested by Chief Building Official Marcus Robinson. This will affect Wards 1 & 3.

This would allow directional signs to be displayed beginning June 15, 2024. The yard sale is scheduled to take place from 8:00 am to 4:00 pm in the Historic Neighborhood District. If the council approves this request, staff suggests that signs be placed out about 3 to 5 days before the yard sale, with up to 15 signs placed on the public right of way throughout the Historic District. Staff recommends denial, however, based upon the ordinance.

M. Consideration of and action on a request from the Historic College Park Neighborhood Association (HCPNA) for an exemption to the Advertising Matter Ordinance in order to display directional signs beginning October 5, 2024 for an annual community yard sale scheduled for October 12, 2024 from 8:00am until 4:00pm in the Historic Neighborhood District. This item is being requested by Chief Building Official Marcus Robinson. This will affect Wards 1 & 3.

This would allow directional signs to be displayed beginning October 5, 2024. The yard sale is scheduled take place from 8:00 am to 4:00 pm in the Historic Neighborhood District. If the council approves this request, staff suggests that signs be placed out about 3 to 5 days before the yard sale, with up to 15 signs (24 x 24) placed on the public right of way throughout the Historic District. Additionally, two days before the event, place 80 directional signs with arrows on streets in wards 1 and 3 to guide purchasers to registrants' homes. Staff recommends denial, however, based upon the ordinance.

N. Consideration of and action on a request to approve an emergency replacement of the second 250-gallon water heater with a 100 gallon water heater at the GICC in the amount of $23.400. This is a request from GICC, Gateway Arena and Historic Golf Course Executive Director Mercedes Miller. This item will service Ward 2. This is not a budgeted item.

The existing water heater failed which disrupted the facility's hot water supply. The unit was replaced with the CYCLONE BTH-250A, a 100-gallon commercial gas water heater that features a modulating burner with 96% efficiency. The CYCLONE model was recommended due to its efficiency and reliability, which will ensure that the GICC has a consistent and adequate hot water supply to meet its operational needs.

The total cost for the emergency replacement and installation of the new water heater was $23,400. This expense was not budgeted. The funds will need to be sourced from other available financial resources within the city's budget. The emergency replacement was conducted by Legacy Mechanical Services. Staff recommends approval.

O. Consideration of and action on a request to replace one 250-gallon hot water tank at the GICC. This is a request from GICC, Gateway Arena and Historic Golf Course Executive Director Mercedes Miller. This item will service Ward 2. This is a budgeted item.

The current tank is leaking and is inoperable. Two bids were received for the replacement project: Legacy Mechanical Services at $96,725 and Allied Technical Services at $75,000. Despite the lower bid from Allied Technical Services, staff is recommending selection of Legacy Mechanical Services due to their proven track record and consistent service delivery with the city. The new hot water tank will significantly improve energy efficiency and provide enhanced safety features, ensuring a reliable hot water supply and a positive experience for GICC visitors.

This replacement is a budgeted item, in the amount of $90,000. However, the cost of $96,725 exceeds the budgeted amount, necessitating an additional $6,725.00 to cover the difference. Staff recommends approval.

P. Consideration of and action on the request to provide both 24/7 security and Event Services security for the Arena and the Georgia International Convention Center (GICC). This is a request from GICC, Gateway Arena and Historic Golf Course Executive Director Mercedes Miller. This item will service Ward 2. This is a budgeted item.

ARGUS Event Staffing will provide continuous 24/7 security coverage for the Arena and GICC. This service is essential to maintain a safe and secure environment at all times, particularly given the high volume of events and activities that take place at both venues. ARGUS was chosen for their reliability and experience in providing comprehensive security solutions. Contemporary Services Corporation (CSC) was selected to handle the security for specific events hosted at the Arena and GICC. CSC specializes in event security and has a proven track record of managing large crowds and ensuring the safety of both participants and attendees. The total cost for these security services is $778,617.60, which is a budgeted item. The funds are allocated from the GICC’s general operating budget. Staff recommends approval.

Q. Consideration of and action on a request to replace the EX Mark Mowers at the Historic College Park Golf Course in the amount of $10,959 from Campbell's Lawn Equipment. This is a request from GICC, Gateway Arena and Historic Golf Course Executive Director Mercedes Miller. This item will service Ward 2. This is a budgeted item.

Staff is proposing immediate replacement of one Exmark mower at the Historic College Park Golf Course for the current fiscal year and plan for the replacement of a second mower in the upcoming fiscal year. Our existing Ex Mark mowers have been in operation for over twenty years and ceased tracking usage hours five years ago. The industry norm for this mower is typically 5 to 7 years. We are reaching a critical point where spare parts are becoming increasingly difficult to source. These mowers maintain the rough areas along the fairways and driving range. Staff recommends approval.

R. Consideration of and action on a request to amend the Code of Ordinances of the City of College Park, GA by amending Chapter 2 (Administration), Article II (Mayor and Council), Section 2-23 (Enactment of Ordinances authorized at regular or special meeting). Sponsored by Winston Denmark, Denmark Ashby LLC.

This proposed ordinance requires the mayor to sign all ordinances, resolutions and contracts passed by the council within three business days of their approval and deliver said documents to the city clerk. If the mayor does not sign within three days, the mayor pro tem shall sign. It also requires the city clerk to post a list of all ordinances, resolutions and contracts approved by council on the city website and notify the mayor pro tem and the rest of the city council if the mayor has signed them within three business days.

From a practical standpoint, there have been many occasions over the past four plus years when I have not received a document that was passed by council for my signature within three days. I asked the city attorney on May 12 how this ordinance would apply in that case; he has yet to respond.

I think the city attorney brings up a valid point in his analysis of this issue. The mayor does not, per the charter of the City of College Park, have veto power. There are many aspects of our charter that need to be updated, this one included. The last major overhaul of the charter appears to have taken place in 1968. Our charter simply does not address many of the needs of our city in 2024. The Georgia Municipal Association has a Model Municipal Charter that has been the framework that many newer cities have used during their formation. It is well past time our city have a charter review committee so we can work to have a more responsive, nimble government that works even better for our stakeholders.

S. Consideration of and action on a request for a discussion to set a budget to create quiet spaces in at least 2 - 3 locations throughout the city (City Hall, Public Safety Building and another location). Discussion on behalf of Councilwoman Jamelle McKenzie, Ward 1.

Here is the supporting documentation for this agenda item. I look forward to a discussion of the estimates of funding and a proposed funding source. I think this a good idea as we work to provide various levels of support to our employees. I also share concerns with both Councilmembers McKenzie and Arnold that one of the ways in which we can support our employees is to provide flexible work options. To date, our Interim City Manager has not shared this view and told me initially in our budget workshop last Thursday he would not place a discussion of this matter on the agenda. I am hopeful he reconsiders that stance.

T. Consideration of and action on a request for invoices totaling $10,000 or less shall not require 3 estimates. This request is sponsored by Councilman Joe Carn and Mike Hicks.

There is no supporting documentation for this item. We discussed this at the last meeting and came to the determination it was not necessary to change this policy. You can see the discussion here. I’m not sure why it’s back on the agenda. Our finance director expressed her multiple concerns about changing this policy. I hope it is removed from the agenda at the start of the meeting.

U. Consideration of and action on a request for a utility credit increase for city employees. This is sponsored by Councilman Joe Carn, Ward 2.

There is no supporting documentation for this item. Full-time employees who live in the city receive a $2400 utility credit; part-time employees receive a $1200 credit. The cost of this to the city with the current credit is approximately $80,000.