City of Flowery Branch City Council Meeting Thursday, April 18, … · 2019. 4. 12. · City of...

City of Flowery BranchCity Council Meeting

Thursday, April 18, 2019, 6:00 PMCity of Flowery Branch City Hall

5410 West Pine Street, Flowery Branch GA, 30542

CALL WORK SESSION TO ORDER:

PLEDGE OF ALLEGIANCE:

PUBLIC HEARING:

UNFINISHED BUSINESS - WORK SESSION:

NEW BUSINESS -WORK SESSION: Consider March 21, 2019 Meeting Minutes

032119.pdf

Consider March 7, 2019 Meeting Minutes030719.pdf

Consider Contract with ESI for an Employee Assistance Program.2019_04_03_10_05_18.pdfStaff Report

Consider Intergovernmental Agreement with Hall County for Inmate Boarding.Jail Contract.pdf

A/C Doctors of North Georgia Annual Maintenance Contract for FY 2020 Executive Summary - AC Maintenance Contract FY2020.pdfAC Doctors of North Georgia Maintenance Contract FY2020.pdf

DEPARTMENT REPORTS: - a. City Manager Reportb. City Clerk Reportc. Finance Director Reportd. Planning Department Reporte. Police Reportf. Attorney Reportg. Council Report

3/31/2019 Quarter End Financial Report

ADJOURNMENT WORK SESSION:

VOTING SESSION AGENDA

CALL VOTING SESSION TO ORDER:

1

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/334422/032119.pdf


https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/335737/2019_04_03_10_05_18.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/335738/041819_EAP_Contract.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/338385/Jail_Contract.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/340121/Executive_Summary_-_AC_Maintenance_Contract_FY2020.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/339550/AC_Doctors_of_North_Georgia_Maintenance_Contract_FY2020.pdf

City Council City Council Page - 2 -

PUBLIC COMMENTS: - Please limit to two minutes

CONSENT AGENDA: Consider March 21, 2019 Meeting Minutes

032119.pdf

Consider March 7, 2019 Meeting Minutes030719.pdf

UNFINISHED BUSINESS - VOTING SESSION:

NEW BUSINESS - VOTING SESSION: Consider Contract with ESI for an Employee Assistance Program.

2019_04_03_10_05_18.pdfStaff Report

Consider Intergovernmental Agreement with Hall County for Inmate Boarding.Jail Contract.pdf

A/C Doctors of North Georgia Annual Maintenance Contract for FY 2020 Executive Summary - AC Maintenance Contract FY2020.pdfAC Doctors of North Georgia Maintenance Contract FY2020.pdf

EXECUTIVE SESSION:

ADJOURNMENT:

If you have a disability or impairment and need special assistance please contact the City Clerk prior to themeeting at 770-967-6371 - Meeting agenda is subject to change

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FLOWERY BRANCH CITY COUNCIL

EXECUTIVE SUMMARY

SUBJECT: Consider March 21, 2019 Meeting Minutes

COUNCIL MEETING DATE: April 18, 2019

HISTORY:

FACTS AND ISSUES:

OPTIONS:

IF FUNDING IS INVOLVED, ARE FUNDS APPROVED IN THE CURRENT BUDGET: No

AMOUNT AND SOURCE OF FUNDS:

RECOMMENDATION:Approve with the Consent Agenda

SAMPLE MOTION: No motion needed - on the consent agenda

COLLABORATING DEPARTMENT:

DEPARTMENT: Administration

Prepared by: Melissa McCain

ATTACHMENTS 032119.pdf

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City of Flowery Branch Council Meeting Minutes March 21, 2019 6:00 p.m.

City of Flowery Branch City Hall 5410 W. Pine Street, Flowery Branch GA, 30542

CALL WORK SESSION TO ORDER: Mayor Miller called the work session to order at 6:13 p.m. PLEDGE OF ALLEGIANCE: PRESENT: Mayor Mike Miller and Council Members Chris Mundy, Joe Anglin, Amy Farah ABSENT: Council Member Leslie Jarchow Also present were City Manager Bill Andrew, City Clerk Melissa McCain, Planner Rich Atkinson, Finance Director Alisha Gamble, Police Chief David Spillers and Attorney Ron Bennett. PUBLIC HEARING: There was no public hearing. UNFINISHED BUSINESS - WORK SESSION: There was no unfinished business. NEW BUSINESS -WORK SESSION: Contract for Audit Services for Fiscal Years 2020, 2021, 2022 Finance Director Alisha Gamble reviewed the contract and made the following points:

1. The City has used Walker, Pierce & Tuck for 12 years (FY2007 - FY2018) 2. The last time an RFP was sent out for auditing services was March/April 2007

RFP’s: • Walker & Associates ($14,240) • Mauldin & Jenkins ($16,500, $20,000, $21,000) • Tidwell DeWitt ($43,700, $45,200, $47,600) • Alexander, Almand & Assoc ($14,000-$16,000)

Dan Walker performed the audit from FY2007-FY2011, Wayne Tuck performed the audit from FY2012-current with an annual rotation in his audit staff. Director Gamble reviewed the proposed rates for the next three fiscal years as follows:

4

March 21, 2019 Minutes Page 2 of 5

FY2019 - $21,400 FY2020 - $22,050 FY2021 – $22,700 Single audit will be an additional $5,000 (if applicable) Director Gamble reviewed prior charges from this origination as follows: FY2007-FY2009 - $14,240 FY2010-FY2015 - $15,240 FY2016-FY2018 - $16,900 Service contract proposal for Pall Aria Micro-Filtration System Finance Director Gamble reviewed the contract and made the following points:

• All Pall filters were replaced in FY 2018 as a SPLOST Project for $159,732. • Life expectancy is 8 years; our previous filters lasted up to 15 years with regular

maintenance. Annual maintenance and inspections are necessary to keep filters in the best operating condition.

• Contract cost is $15,000 o $12,350 FY 2017 o $11,925 FY 2016 o $11,145 FY 2015 o $11,472 FY2014

Total contract cost will be added to the Sewer Repairs & Maintenance account budget for FY2020. 12-month contract:

• System inspection services • Clean in place services • Technical phone support

Pall Corporation is the sole vendor for this system Pall filters are typically drinking water filters and are part of our tertiary treatment with: Aeration and Bacteria, Disc Filters and Pall Filters. The City is treating approximately 228,000,000 gallons per year. Purchasing Approval Limits Update and Policy Update Director Gamble reviewed the current, the proposed and other jurisdiction approval and purchasing limits.

5


DEPARTMENT REPORTS: City Manager

Duluth Tour – April 15, 16, or 17 9:00 AM Meet at lobby of The District 10:00 AM City Hall and Presentation on Duluth Redevelopment 11:30 Walk Around Duluth and Lunch 1:15 Done

CPL Awarded Bid on Speed Limit Study and Traffic Sign Inventory City Clerk Report Qualifying packets are ready for the June 18th Special Election with qualifying April 15-17, 2019 Finance Report Director Gamble advised that financials will be presented at the next meeting. Council Report Councilwoman Farah advised that emails for council members were now listed on the website. Mayor Miller congratulated Andrew Jannakos for being a contestant on the tv show The Voice. ADJOURNMENT WORK SESSION: Mayor miller adjourned the work session at 6:33 pm.

VOTING SESSION MINUTES

6


CALL VOTING SESSION TO ORDER: Mayor Miller called the voting session to order at 6:33 p.m. PUBLIC COMMENTS: There were no public comments. CONSENT AGENDA: There was no consent agenda to consider. UNFINISHED BUSINESS - VOTING SESSION: There was no unfinished business to consider. NEW BUSINESS - VOTING SESSION: Contract for Audit Services for Fiscal Years 2020, 2021, 2022 There was a motion made to approve the proposal for audit services from Walker, Pierce and Tuck, CPAs P.C. and authorize the Mayor to execute the necessary documents. MOTION: Amy Farah SECOND: Chris Mundy AYES: Chris Mundy, Amy Farah, Mayor Miller ABSTAIN: Joe Anglin NAYS: None Motion carried Service contract proposal for Pall Aria Micro-Filtration System There was a motion made to authorize the Mayor to sign the Annual Service Contract with Pall Corporation. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried Purchasing Approval Limits Update and Policy Update There was a motion made to approve the new purchasing approval limits. MOTION: Joe Anglin SECOND: Amy Farah AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried EXECUTIVE SESSION:

7


There was a motion made to enter executive session at 6:35 pm. for acquisition/disposition of real estate. MOTION: Amy Farah SECOND: Chris Mundy AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried There was a motion made to reconvene open session at 7:47 p.m. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried ADJOURNMENT: There was a motion made to adjourn at 7:47 p.m. MOTION: Amy Farah SECOND: Joe Anglin AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried __________________________ _______________ _____________________________ Mayor – Mike Miller Date City Clerk – Melissa McCain 8


EXECUTIVE SUMMARY



HISTORY:

FACTS AND ISSUES:

OPTIONS:



RECOMMENDATION:Approve with Consent Agenda






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City of Flowery Branch City Council Meeting Minutes

March 7, 2019 6:00 pm. City of Flowery Branch City Hall

5410 W Pine Street, Flowery Branch GA, 30542 CALL WORK SESSION TO ORDER: Mayor Miller called the meeting to order at 6:05 p.m. PLEDGE OF ALLEGIANCE: PRESENT: Mayor Mike Miller and Councilmembers Amy Farah, Joe Anglin and Chris

Mundy Also present were City Manager Bill Andrew, Deputy City Clerk Vickie Short, Finance Director Alisha Gamble, City Planner Rich Atkinson, Police Chief David Spillers and Attorney Ron Bennett. PUBLIC HEARING: There was no public hearing. UNFINISHED BUSINESS - WORK SESSION: Bid Award FY 2019 Paving Bid Manager Andrew advised that he was requesting that this item be postponed and rebid. The bid results were higher than expected and it was suggested to take some boring samples to tell if the roads being proposed to be repaved needed a full depth reclamation or not. There was a consensus to remove the paving bid award from the voting session until this item could be rebid. HPC Appointments Planner Atkinson provided the council with a list of candidates that were qualified to sit on the HPC and advised that the council would need to appoint at least five members. There was a consensus on appointing William Ogles and Kellin Dobbs as well as Bill Needham Andy Correa and Dave Brunelle Mayor Miller suggested that any one of the councilmembers could serve as an ex-officio member and that can be set at a future meeting.

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NEW BUSINESS -WORK SESSION: February 7, 2019 Meeting Minutes There were no changes. Resolution #19-006 opposing House Bill 302. Planner Atkinson reviewed the resolution and stated that HB 302 would preempt cities and counties from regulating the following building design elements in one or two-family dwellings:

• Exterior building color; • Type or style of exterior cladding material; • Style or materials of roof structures or porches; • Exterior nonstructural architectural ornamentation; • Location or architectural styling of windows and doors, including garage doors; • The number and types of rooms; • The interior layout of rooms; • Types of foundation structures approved under state minimum standard codes. The

legislation would not apply to state or federal historic districts, mobile homes or homes governed by a neighborhood association or covenant.

Resolution 19-005: Water Line Improvements Project (Engineering Costs Portion) Finance Director Gamble advised that this resolution would authorize Infratec to provide engineering services related to the modifications and expansion of the City’s wastewater collection and treatment system. This includes water line improvements for a total cost of $50,000. Resolution 19-007: Omni Meters Funding Budget Amendment Finance Director Gamble reviewed the request and advised that this would be to authorize Infratec funding for Phase II of the water meter replacement project. Director Gamble noted the following:

• Phase I completed in December of 2018 • 17 (correction) meters remaining for replacement • All large meters between 11/2” to 3” meters

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DEPARTMENT REPORTS: City Manager Report Manager Andrew reviewed the following projects:

• Gainesville St. Storm Water Project is in Landscaping Phase - $63,450 Construction with $11,550 Contingency

• Dean Jones Family Park Wrapping Up • WWTP Effluent Force Main Closed Out at $29,336 Under Budget • Chattahoochee Street Crossing is Closed • We are applying for a GDOT payment of $7,500 • Signage/Traffic Study out for Bid with the GHMPO

Finance Director Director Gamble requested feedback from the Council on the proposed purchasing policy. Director Gamble advised that staff just finished first week of new utility billing software and so far, it is going well. Planning Report Planner Atkinson gave a quick update on Capstone and advised that there was supposed to be a hearing but after some research it was advertised incorrectly due to the application having some incorrect information. It was advertised as an 11-acre site when in fact it is 15.28. Police Department Chief Spillers reviewed the grant application status and that Feb 18, 2019 $14,820 was received for mobile data terminals. Council Report Mayor Miller advised that Ms. Jarchow was at Newly Elected Officials Training. Mayor Miller further advised that he read to the FB Elementary School kids for “Read Across America” Congrats to FB Highschool girls’ basketball team for making it to the final four. ADJOURNMENT WORK SESSION: Mayor Miller adjourned the work session at 6:30 p.m.

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VOTING SESSION AGENDA CALL VOTING SESSION TO ORDER: Mayor Miller called the voting session to order at 6:31 p.m. PUBLIC COMMENTS: Ed Asbridge - 7702 Copper Kettle Lane, Flowery Branch, Ga. 30542 Mr. Asbridge expressed concerns about the community room rentals and the cost to rent the rooms. Mr. Asbridge did not want to be required to rent a room for 5 hours and felt the fees were too high. Mr. Asbridge then expressed concerns about the council’s emails not being on the website and being filtered by staff. CONSENT AGENDA:

• February 7, 2019 Meeting Minutes • Per Diem - Mike Miller

There was a motion made to approve the consent agenda as presented. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried UNFINISHED BUSINESS - VOTING SESSION: HPC Appointments There was a motion made to appoint William Ogles, Kellin Dobbs, Bill Needham, Andy Correa and Dave Brunelle to the Flowery Branch Historic Preservation Commission. MOTION: Joe Anglin SECOND: Amy Farah AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried

13


Consider Bid Award FY 2019 Paving Bid There was a consensus to remove the paving bid award from the voting session until this item could be rebid. NEW BUSINESS - VOTING SESSION: Resolution #19-006 opposing House Bill 302. Attorney Bennett read the caption. There was a motion made to approve resolution 19-006 opposing House Bill 302. MOTION: Amy Farah SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried Resolution 19-005: Water Line Improvements Project (Engineering Costs Portion) Attorney Bennett read the caption to Resolution 19-005. There was a motion made to approve Water Line Improvements Engineering Costs for project funding from the Water Sewer Capital Projects Fund in the amount of $50,000. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried Resolution 19-007: Omni Meters Funding Budget Amendment Attorney Bennett read the caption to Resolution 19-007. There was a motion made to approve the quote for Omni Water Meters and Resolution 19-007 for funding of said project in the amount of $21,724 MOTION: Amy Farah SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried

14


EXECUTIVE SESSION: There was a motion made to enter executive session at 6:47 p.m. for pending litigation. MOTION: Joe Anglin SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried There was a motion made to reconvene open session at. 7:05 p.m. MOTION: Amy Farah SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried Resolution 19-004 – Final Payment for City Hall Attorney Bennett read the caption to resolution 19-004. There was a motion made to approve resolution 19-004 and authorize the Mayor and or City Manager to sign the final pay designation to Hogan Construction in the amount of $100,705 MOTION: Amy Farah SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried ADJOURNMENT: There was a motion made to adjourn MOTION: Amy Farah SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried __________________________ _______________ _____________________________ Mayor – Mike Miller Date City Clerk – Melissa McCain

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EXECUTIVE SUMMARY

SUBJECT: Consider Contract with ESI for an Employee Assistance Program.


HISTORY:As part of the drug free work place requirements the City follows in order to receive federal grants or procurements over$25k, the city has offered an employee assistance program which allows for employees to seek counseling or assistanceanonymously. When the City switched to Alliant from Humana the City lost this program.

FACTS AND ISSUES:The City has a drug policy that requires staff the ability to seek help if they are having issues with addiction. Because theCity still has Humana for Dental, Vision and Life insurance, this Employee Assistance Program (EAP) is available to theCity at a small cost. Things available through this program and at no additional cost to the employee will be:

• Unlimited 24-hour telephone counseling • Face to Face Counseling (3 sessions)• Work/life benefits offered to members on issues such as legal, financial, caregiver, adoption, special needs• Lifestyle discount benefits – Wellness services designed to enhance a member’s quality of life (Discounts vary byseason and location.)• Wellness resource center – articles videos and self-assessments for dealing with stress, diet, fitness and smoking.

This contract will include an orientation and engagement meeting sponsored by ESI with each of the departments tomake the employees aware of the program, what it has to offer and how to take advantage of the benefits.

ESI offers many solutions to HR managers for employee engagement, best hiring practices, forms, interviewing andcounseling on sensitive HR issues.

There is an ESI Accountability requirement where staff will be provided with a monthly activity report. Confidentiality isalways maintained except where there is a legal obligation to intervene, such as in the case of child or elder abuse, aserious threat to harm oneself or others or in cases of workplace violence.

OPTIONS:Approve or deny the request

IF FUNDING IS INVOLVED, ARE FUNDS APPROVED IN THE CURRENT BUDGET: Yes

AMOUNT AND SOURCE OF FUNDS: 16

$2,500

RECOMMENDATION:Approve the contract and authorize the Mayor to execute any necessary documents.

SAMPLE MOTION: I make a motion to approve the contract with ESI and to authorize the Mayor to execute the necessary documents.




ATTACHMENTS 2019_04_03_10_05_18.pdf Staff Report

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FLOWERY BRANCH CITY COUNCILEXECUTIVE SUMMARY

SUBJECT: Consider Contract with ESI Group

DATE: April 3, 2019

BUDGET INFORMATION: $2,500

( X)RECOMMENDATION( ) POLICY DISCUSSION( ) STATUS REPORT

CITY COUNCIL ACTION REQUESTED ON: April 18, 2019

PURPOSE: Consider approval of a contract for Employee Assistance Program (EAP)

HISTORY: As part of the drug free work place requirements the City follows in order to receive federal grants or procurements over $25k, the city has offered an employee assistance program which allows for employees to seek counseling or assistance anonymously. When the City switched to Alliant from Humana the City lost this program.

FACTS AND ISSUES: The City has a drug policy that requires staff the ability to seek help if they are having issues with addiction. Because the City still has Humana for Dental, Vision and Life insurance, this Employee Assistance Program (EAP) is available to the City at a small cost. Things available through this program and at no additional cost to the employee will be:

Unlimited 24-hour telephone counseling Face to Face Counseling (3 sessions) Work/life benefits offered to members on issues such as legal, financial, caregiver,

adoption, special needs Lifestyle discount benefits – Wellness services designed to enhance a member’s quality

of life (Discounts vary by season and location.) Wellness resource center – articles videos and self-assessments for dealing with stress,

diet, fitness and smoking.

This contract will include an orientation and engagement meeting sponsored by ESI with each of the departments to make the employees aware of the program, what it has to offer and how to take advantage of the benefits.

ESI offers many solutions to HR managers for employee engagement, best hiring practices, forms, interviewing and counseling on sensitive HR issues.

There is an ESI Accountability requirement where staff will be provided with a monthly activity report. Confidentiality is always maintained except where there is a legal obligation to intervene, such as in the case of child or elder abuse, a serious threat to harm oneself or others or in cases of workplace violence.

OPTIONS: The Council may approve or deny the contract.

RECOMMENDED SAMPLE MOTION: I make a motion to approve the contract with ESI and authorize the Mayor to execute the necessary documents.

DEPARTMENTS: Administration Executive Summary Prepared by: Melissa McCain

24


EXECUTIVE SUMMARY

SUBJECT: Consider Intergovernmental Agreement with Hall County for Inmate Boarding.


HISTORY:The City's last IGA for boarding services with Hall County was signed August 2010. The cost of boarding in the prioragreement was $39.20 per inmate per day. Agreement expired in 2015

FACTS AND ISSUES:The City needs a location to send people that are arrested for crimes that happen in the City. Other locations are morecostly and time consuming.If the City did not want to enter into the IGA then the city would pay the statutory jail surcharge of 10% of every citationissued. Using the $60.00 per inmate per day allows the City to pay for only the services used. For example - the City is anticipating 350k in fine revenue at a minimum 10% the city would be paying 35k to HallCounty - noting this would be the case whether we housed 1 , 10 or 100 inmates. The alternative is to pay for servicesactually used at $60 per inmate per day which will be more economical in the long run.

OPTIONS:1 Sign the agreement and use Hall County at $60.00 per day per inmate.2 Not sign the agreement and use Gwinnett County Jail which also has a per day per inmate charge as well as the timeaway from patrol and wear and tear on the vehicles to drop off and to retrieve inmates.3 Not execute the proposed agreement and revert to the statutory limit of 10% surcharge which would equal andadditional 30k - 35k annually.



RECOMMENDATION:Approve and authorize the Mayor to execute the necessary documents.

SAMPLE MOTION: I make a motion to approve the IGA with Hall County for Inmate Boarding Services and to authorize the Mayor to signany necessary documents.

COLLABORATING DEPARTMENT: 25

DEPARTMENT: Police


ATTACHMENTS Jail Contract.pdf

26



EXECUTIVE SUMMARY

SUBJECT: A/C Doctors of North Georgia Annual Maintenance Contract for FY 2020


HISTORY:• City staff moved into the new building in March 2018.• The Public Works Director has had difficulty obtaining 3 quotes for and annual A/C maintenance contract.• McNeal Heating and Air is the company the City used on the old buildings. They opted out of giving a quote.• The City paid McNeal a total to date of $9,500 since 7/1/2017, but $7,900 was to replace two units in the oldbuildings in January and April of 2018.

FACTS AND ISSUES:• Two quotes received:• AC Doctors of North Georgia for $4,990 annually.• Georgia Mechanical for $7,785 annually.• See lowest quote attached for details.

OPTIONS:Approve the lowest quote for $4,990 or continue without an A/C maintenance contract.


AMOUNT AND SOURCE OF FUNDS:FY 2020 budget planning

RECOMMENDATION:Approve annual maintenance contract for heating a cooling with the A/C Doctors of North Georgia.

SAMPLE MOTION: I make a motion for the City Council to approve the quote for AC Doctors of North Georgia annual AC maintenancecontract for $4,990 from the FY2020 operating budget.

COLLABORATING DEPARTMENT: Public Works

DEPARTMENT: Finance

Prepared by: Melissa McCain 33

ATTACHMENTS Executive Summary - AC Maintenance Contract FY2020.pdf AC Doctors of North Georgia Maintenance Contract FY2020.pdf

34




EXECUTIVE SUMMARY

SUBJECT: A/C Doctors of North Georgia Annual Maintenance Contract for FY2020 DATE: 4/9/2019 ( X ) RECOMMENDATION ( ) POLICY DISCUSSION BUDGET INFORMATION: ( ) STATUS REPORT ANNUAL- ( ) OTHER CAPITAL- COMMISSION ACTION REQUESTED ON: 4/18/2019

PURPOSE: Establish an A/C maintenance service contract for the City Hall & Plaza building.

HISTORY:

• City staff moved into the new building in March 2018. • The Public Works Director has had difficulty obtaining 3 quotes for and annual A/C

maintenance contract. • McNeal Heating and Air is the company the City used on the old buildings. They opted

out of giving a quote. • The City paid McNeal a total to date of $9,500 since 7/1/2017, but $7,900 was to replace

two units in the old buildings in January and April of 2018.

FACTS AND ISSUES:

• Two quotes received: • AC Doctors of North Georgia for $4,990 annually. • Georgia Mechanical for $7,785 annually. • See lowest quote attached for details.

OPTIONS: Approve the lowest quote for $4,990 or stay without an AC maintenance contract.

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RECOMMENDED SAMPLE MOTION: I make a motion for the City Council to approve the quote for AC Doctors of North Georgia annual AC maintenance contract for $4,990 from the FY2020 operating budget.

DEPARTMENT: Administration and Public Works Prepared by: Alisha Gamble

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__________________________________________________________________________________________________

SERVICE CONTRACT

JUL 2019 – JUN 2020

_________________________________________________

A/C Doctors of North

Georgia Inc.

5613 J. J. Lott Road

Braselton, GA 30517

770-965-0188

City of Flowery Branch Attn: Johnny Thomas 410 Pine St. Flowery Branch GA 30542 678-300-5353 [email protected]

MATERIALS: All materials are guaranteed to be as specified. All work to be

completed in a professional manner according to standard and approved practices.

Any alteration or deviation from these specifications involving extra costs will be

executed only upon written orders, and will become an extra charge over and above

the estimate. All agreements contingent upon accidents or delays beyond our

control. Owner to carry all necessary insurances. Our workers are fully covered by

Workman's Compensation Insurance. All jobs permitted as required in appropriate

municipalities unless otherwise requested prior to acceptance of Proposal. In the

unlikely event that the customer has a dispute with A/C Doctors, Inc., customer

hereby agrees that the dispute shall be settled by arbitration through the Better

Business Bureau of Metropolitan Atlanta.

TERMS

Payment due at signing of contract.

DESCRIPTION

2019 Service Contract for quarterly filter changes and biannual service (pre-cooling

and pre-heating) of 18 Heat Pump/Air Handler, One (1) Mini-Split and One (1) RTU.

Service checks, filter changes and cleanings will be performed in April 2020

and October 2019.

Visual Inspections and filter changes only will be performed July 2019 and

January 2020.

October 2019 Heating Season Service Includes:

- Check refrigerant balance

- Inspect blowers and adjust blower belt tension or lubrication as necessary

- Lubricate all moving parts where applicable

- Clear drain lines and add algae tablets

- Verify proper input voltage and amperages of motors

- Replace 12- 20 X 20 X 2”, 18- 20 X 20 X 1” and clean One (1) mini-split filters

- Inspect system safety’s

- Verify operation of Auxiliary Heating/Heat Kits

- Clean condensing coils

- Verify temperature rise, adjust blower as necessary

- Inspect for loose electrical connections, tighten as necessary

January 2020 Includes:


- Inspect material condition of equipment.

TOTAL

$4,990.00

Page 1 of 2

DATE: 27 MAR 2019

37

mailto:[email protected]

__________________________________________________________________________________________________

SERVICE CONTRACT

JUL 2019 – JUN 2020

_________________________________________________


Georgia Inc.


Braselton, GA 30517

770-965-0188













TERMS


DESCRIPTION

April 2020 Cooling Service Includes:









- Clean evaporator coils



July 2019 Includes:



All parts and refrigerant receive 10% discount of retail pricing.

NOTE: Heating and Cooling service checks will require two full days to complete.

Customer Signature_________________________ Company Representative___________________________

PROPOSAL GOOD FOR 30 DAYS Page 2 of 2

Contract is valid for one year from date of signing.

DATE: 27 MAR 19

38



EXECUTIVE SUMMARY

SUBJECT: 3/31/2019 Quarter End Financial Report


HISTORY:3/31/2019 Quarter End Financial Report

FACTS AND ISSUES:N/A

OPTIONS:No action needed



RECOMMENDATION:No Action Needed

SAMPLE MOTION: No action needed


DEPARTMENT: Finance


ATTACHMENTS

39


EXECUTIVE SUMMARY



HISTORY:

FACTS AND ISSUES:

OPTIONS:



RECOMMENDATION:Approve with the Consent Agenda






40


City of Flowery Branch Council Meeting Minutes March 21, 2019 6:00 p.m.

City of Flowery Branch City Hall 5410 W. Pine Street, Flowery Branch GA, 30542

CALL WORK SESSION TO ORDER: Mayor Miller called the work session to order at 6:13 p.m. PLEDGE OF ALLEGIANCE: PRESENT: Mayor Mike Miller and Council Members Chris Mundy, Joe Anglin, Amy Farah ABSENT: Council Member Leslie Jarchow Also present were City Manager Bill Andrew, City Clerk Melissa McCain, Planner Rich Atkinson, Finance Director Alisha Gamble, Police Chief David Spillers and Attorney Ron Bennett. PUBLIC HEARING: There was no public hearing. UNFINISHED BUSINESS - WORK SESSION: There was no unfinished business. NEW BUSINESS -WORK SESSION: Contract for Audit Services for Fiscal Years 2020, 2021, 2022 Finance Director Alisha Gamble reviewed the contract and made the following points:

1. The City has used Walker, Pierce & Tuck for 12 years (FY2007 - FY2018) 2. The last time an RFP was sent out for auditing services was March/April 2007

RFP’s: • Walker & Associates ($14,240) • Mauldin & Jenkins ($16,500, $20,000, $21,000) • Tidwell DeWitt ($43,700, $45,200, $47,600) • Alexander, Almand & Assoc ($14,000-$16,000)

Dan Walker performed the audit from FY2007-FY2011, Wayne Tuck performed the audit from FY2012-current with an annual rotation in his audit staff. Director Gamble reviewed the proposed rates for the next three fiscal years as follows:

41


FY2019 - $21,400 FY2020 - $22,050 FY2021 – $22,700 Single audit will be an additional $5,000 (if applicable) Director Gamble reviewed prior charges from this origination as follows: FY2007-FY2009 - $14,240 FY2010-FY2015 - $15,240 FY2016-FY2018 - $16,900 Service contract proposal for Pall Aria Micro-Filtration System Finance Director Gamble reviewed the contract and made the following points:

• All Pall filters were replaced in FY 2018 as a SPLOST Project for $159,732. • Life expectancy is 8 years; our previous filters lasted up to 15 years with regular

maintenance. Annual maintenance and inspections are necessary to keep filters in the best operating condition.

• Contract cost is $15,000 o $12,350 FY 2017 o $11,925 FY 2016 o $11,145 FY 2015 o $11,472 FY2014

Total contract cost will be added to the Sewer Repairs & Maintenance account budget for FY2020. 12-month contract:

• System inspection services • Clean in place services • Technical phone support

Pall Corporation is the sole vendor for this system Pall filters are typically drinking water filters and are part of our tertiary treatment with: Aeration and Bacteria, Disc Filters and Pall Filters. The City is treating approximately 228,000,000 gallons per year. Purchasing Approval Limits Update and Policy Update Director Gamble reviewed the current, the proposed and other jurisdiction approval and purchasing limits.

42


DEPARTMENT REPORTS: City Manager

Duluth Tour – April 15, 16, or 17 9:00 AM Meet at lobby of The District 10:00 AM City Hall and Presentation on Duluth Redevelopment 11:30 Walk Around Duluth and Lunch 1:15 Done

CPL Awarded Bid on Speed Limit Study and Traffic Sign Inventory City Clerk Report Qualifying packets are ready for the June 18th Special Election with qualifying April 15-17, 2019 Finance Report Director Gamble advised that financials will be presented at the next meeting. Council Report Councilwoman Farah advised that emails for council members were now listed on the website. Mayor Miller congratulated Andrew Jannakos for being a contestant on the tv show The Voice. ADJOURNMENT WORK SESSION: Mayor miller adjourned the work session at 6:33 pm.

VOTING SESSION MINUTES

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CALL VOTING SESSION TO ORDER: Mayor Miller called the voting session to order at 6:33 p.m. PUBLIC COMMENTS: There were no public comments. CONSENT AGENDA: There was no consent agenda to consider. UNFINISHED BUSINESS - VOTING SESSION: There was no unfinished business to consider. NEW BUSINESS - VOTING SESSION: Contract for Audit Services for Fiscal Years 2020, 2021, 2022 There was a motion made to approve the proposal for audit services from Walker, Pierce and Tuck, CPAs P.C. and authorize the Mayor to execute the necessary documents. MOTION: Amy Farah SECOND: Chris Mundy AYES: Chris Mundy, Amy Farah, Mayor Miller ABSTAIN: Joe Anglin NAYS: None Motion carried Service contract proposal for Pall Aria Micro-Filtration System There was a motion made to authorize the Mayor to sign the Annual Service Contract with Pall Corporation. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried Purchasing Approval Limits Update and Policy Update There was a motion made to approve the new purchasing approval limits. MOTION: Joe Anglin SECOND: Amy Farah AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried EXECUTIVE SESSION:

44


There was a motion made to enter executive session at 6:35 pm. for acquisition/disposition of real estate. MOTION: Amy Farah SECOND: Chris Mundy AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried There was a motion made to reconvene open session at 7:47 p.m. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried ADJOURNMENT: There was a motion made to adjourn at 7:47 p.m. MOTION: Amy Farah SECOND: Joe Anglin AYES: Chris Mundy, Joe Anglin, Amy Farah NAYS: None Motion carried __________________________ _______________ _____________________________ Mayor – Mike Miller Date City Clerk – Melissa McCain 45


EXECUTIVE SUMMARY



HISTORY:

FACTS AND ISSUES:

OPTIONS:



RECOMMENDATION:Approve with Consent Agenda






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City of Flowery Branch City Council Meeting Minutes

March 7, 2019 6:00 pm. City of Flowery Branch City Hall

5410 W Pine Street, Flowery Branch GA, 30542 CALL WORK SESSION TO ORDER: Mayor Miller called the meeting to order at 6:05 p.m. PLEDGE OF ALLEGIANCE: PRESENT: Mayor Mike Miller and Councilmembers Amy Farah, Joe Anglin and Chris

Mundy Also present were City Manager Bill Andrew, Deputy City Clerk Vickie Short, Finance Director Alisha Gamble, City Planner Rich Atkinson, Police Chief David Spillers and Attorney Ron Bennett. PUBLIC HEARING: There was no public hearing. UNFINISHED BUSINESS - WORK SESSION: Bid Award FY 2019 Paving Bid Manager Andrew advised that he was requesting that this item be postponed and rebid. The bid results were higher than expected and it was suggested to take some boring samples to tell if the roads being proposed to be repaved needed a full depth reclamation or not. There was a consensus to remove the paving bid award from the voting session until this item could be rebid. HPC Appointments Planner Atkinson provided the council with a list of candidates that were qualified to sit on the HPC and advised that the council would need to appoint at least five members. There was a consensus on appointing William Ogles and Kellin Dobbs as well as Bill Needham Andy Correa and Dave Brunelle Mayor Miller suggested that any one of the councilmembers could serve as an ex-officio member and that can be set at a future meeting.

47


NEW BUSINESS -WORK SESSION: February 7, 2019 Meeting Minutes There were no changes. Resolution #19-006 opposing House Bill 302. Planner Atkinson reviewed the resolution and stated that HB 302 would preempt cities and counties from regulating the following building design elements in one or two-family dwellings:

• Exterior building color; • Type or style of exterior cladding material; • Style or materials of roof structures or porches; • Exterior nonstructural architectural ornamentation; • Location or architectural styling of windows and doors, including garage doors; • The number and types of rooms; • The interior layout of rooms; • Types of foundation structures approved under state minimum standard codes. The

legislation would not apply to state or federal historic districts, mobile homes or homes governed by a neighborhood association or covenant.

Resolution 19-005: Water Line Improvements Project (Engineering Costs Portion) Finance Director Gamble advised that this resolution would authorize Infratec to provide engineering services related to the modifications and expansion of the City’s wastewater collection and treatment system. This includes water line improvements for a total cost of $50,000. Resolution 19-007: Omni Meters Funding Budget Amendment Finance Director Gamble reviewed the request and advised that this would be to authorize Infratec funding for Phase II of the water meter replacement project. Director Gamble noted the following:

• Phase I completed in December of 2018 • 17 (correction) meters remaining for replacement • All large meters between 11/2” to 3” meters

48


DEPARTMENT REPORTS: City Manager Report Manager Andrew reviewed the following projects:

• Gainesville St. Storm Water Project is in Landscaping Phase - $63,450 Construction with $11,550 Contingency

• Dean Jones Family Park Wrapping Up • WWTP Effluent Force Main Closed Out at $29,336 Under Budget • Chattahoochee Street Crossing is Closed • We are applying for a GDOT payment of $7,500 • Signage/Traffic Study out for Bid with the GHMPO

Finance Director Director Gamble requested feedback from the Council on the proposed purchasing policy. Director Gamble advised that staff just finished first week of new utility billing software and so far, it is going well. Planning Report Planner Atkinson gave a quick update on Capstone and advised that there was supposed to be a hearing but after some research it was advertised incorrectly due to the application having some incorrect information. It was advertised as an 11-acre site when in fact it is 15.28. Police Department Chief Spillers reviewed the grant application status and that Feb 18, 2019 $14,820 was received for mobile data terminals. Council Report Mayor Miller advised that Ms. Jarchow was at Newly Elected Officials Training. Mayor Miller further advised that he read to the FB Elementary School kids for “Read Across America” Congrats to FB Highschool girls’ basketball team for making it to the final four. ADJOURNMENT WORK SESSION: Mayor Miller adjourned the work session at 6:30 p.m.

49


VOTING SESSION AGENDA CALL VOTING SESSION TO ORDER: Mayor Miller called the voting session to order at 6:31 p.m. PUBLIC COMMENTS: Ed Asbridge - 7702 Copper Kettle Lane, Flowery Branch, Ga. 30542 Mr. Asbridge expressed concerns about the community room rentals and the cost to rent the rooms. Mr. Asbridge did not want to be required to rent a room for 5 hours and felt the fees were too high. Mr. Asbridge then expressed concerns about the council’s emails not being on the website and being filtered by staff. CONSENT AGENDA:

• February 7, 2019 Meeting Minutes • Per Diem - Mike Miller

There was a motion made to approve the consent agenda as presented. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried UNFINISHED BUSINESS - VOTING SESSION: HPC Appointments There was a motion made to appoint William Ogles, Kellin Dobbs, Bill Needham, Andy Correa and Dave Brunelle to the Flowery Branch Historic Preservation Commission. MOTION: Joe Anglin SECOND: Amy Farah AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried

50


Consider Bid Award FY 2019 Paving Bid There was a consensus to remove the paving bid award from the voting session until this item could be rebid. NEW BUSINESS - VOTING SESSION: Resolution #19-006 opposing House Bill 302. Attorney Bennett read the caption. There was a motion made to approve resolution 19-006 opposing House Bill 302. MOTION: Amy Farah SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried Resolution 19-005: Water Line Improvements Project (Engineering Costs Portion) Attorney Bennett read the caption to Resolution 19-005. There was a motion made to approve Water Line Improvements Engineering Costs for project funding from the Water Sewer Capital Projects Fund in the amount of $50,000. MOTION: Chris Mundy SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried Resolution 19-007: Omni Meters Funding Budget Amendment Attorney Bennett read the caption to Resolution 19-007. There was a motion made to approve the quote for Omni Water Meters and Resolution 19-007 for funding of said project in the amount of $21,724 MOTION: Amy Farah SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried

51


EXECUTIVE SESSION: There was a motion made to enter executive session at 6:47 p.m. for pending litigation. MOTION: Joe Anglin SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried There was a motion made to reconvene open session at. 7:05 p.m. MOTION: Amy Farah SECOND: Joe Anglin AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried Resolution 19-004 – Final Payment for City Hall Attorney Bennett read the caption to resolution 19-004. There was a motion made to approve resolution 19-004 and authorize the Mayor and or City Manager to sign the final pay designation to Hogan Construction in the amount of $100,705 MOTION: Amy Farah SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried ADJOURNMENT: There was a motion made to adjourn MOTION: Amy Farah SECOND: Chris Mundy AYES: Amy Farah, Joe Anglin, Chris Mundy NAYS: None Motion carried __________________________ _______________ _____________________________ Mayor – Mike Miller Date City Clerk – Melissa McCain

52


EXECUTIVE SUMMARY

SUBJECT: Consider Contract with ESI for an Employee Assistance Program.


HISTORY:As part of the drug free work place requirements the City follows in order to receive federal grants or procurements over$25k, the city has offered an employee assistance program which allows for employees to seek counseling or assistanceanonymously. When the City switched to Alliant from Humana the City lost this program.

FACTS AND ISSUES:The City has a drug policy that requires staff the ability to seek help if they are having issues with addiction. Because theCity still has Humana for Dental, Vision and Life insurance, this Employee Assistance Program (EAP) is available to theCity at a small cost. Things available through this program and at no additional cost to the employee will be:

• Unlimited 24-hour telephone counseling • Face to Face Counseling (3 sessions)• Work/life benefits offered to members on issues such as legal, financial, caregiver, adoption, special needs• Lifestyle discount benefits – Wellness services designed to enhance a member’s quality of life (Discounts vary byseason and location.)• Wellness resource center – articles videos and self-assessments for dealing with stress, diet, fitness and smoking.

This contract will include an orientation and engagement meeting sponsored by ESI with each of the departments tomake the employees aware of the program, what it has to offer and how to take advantage of the benefits.

ESI offers many solutions to HR managers for employee engagement, best hiring practices, forms, interviewing andcounseling on sensitive HR issues.

There is an ESI Accountability requirement where staff will be provided with a monthly activity report. Confidentiality isalways maintained except where there is a legal obligation to intervene, such as in the case of child or elder abuse, aserious threat to harm oneself or others or in cases of workplace violence.

OPTIONS:Approve or deny the request


AMOUNT AND SOURCE OF FUNDS: 53

$2,500

RECOMMENDATION:Approve the contract and authorize the Mayor to execute any necessary documents.

SAMPLE MOTION: I make a motion to approve the contract with ESI and to authorize the Mayor to execute the necessary documents.




ATTACHMENTS 2019_04_03_10_05_18.pdf Staff Report

54



FLOWERY BRANCH CITY COUNCILEXECUTIVE SUMMARY

SUBJECT: Consider Contract with ESI Group

DATE: April 3, 2019

BUDGET INFORMATION: $2,500

( X)RECOMMENDATION( ) POLICY DISCUSSION( ) STATUS REPORT

CITY COUNCIL ACTION REQUESTED ON: April 18, 2019

PURPOSE: Consider approval of a contract for Employee Assistance Program (EAP)

HISTORY: As part of the drug free work place requirements the City follows in order to receive federal grants or procurements over $25k, the city has offered an employee assistance program which allows for employees to seek counseling or assistance anonymously. When the City switched to Alliant from Humana the City lost this program.

FACTS AND ISSUES: The City has a drug policy that requires staff the ability to seek help if they are having issues with addiction. Because the City still has Humana for Dental, Vision and Life insurance, this Employee Assistance Program (EAP) is available to the City at a small cost. Things available through this program and at no additional cost to the employee will be:

Unlimited 24-hour telephone counseling Face to Face Counseling (3 sessions) Work/life benefits offered to members on issues such as legal, financial, caregiver,

adoption, special needs Lifestyle discount benefits – Wellness services designed to enhance a member’s quality

of life (Discounts vary by season and location.) Wellness resource center – articles videos and self-assessments for dealing with stress,

diet, fitness and smoking.

This contract will include an orientation and engagement meeting sponsored by ESI with each of the departments to make the employees aware of the program, what it has to offer and how to take advantage of the benefits.

ESI offers many solutions to HR managers for employee engagement, best hiring practices, forms, interviewing and counseling on sensitive HR issues.

There is an ESI Accountability requirement where staff will be provided with a monthly activity report. Confidentiality is always maintained except where there is a legal obligation to intervene, such as in the case of child or elder abuse, a serious threat to harm oneself or others or in cases of workplace violence.

OPTIONS: The Council may approve or deny the contract.

RECOMMENDED SAMPLE MOTION: I make a motion to approve the contract with ESI and authorize the Mayor to execute the necessary documents.

DEPARTMENTS: Administration Executive Summary Prepared by: Melissa McCain

61


EXECUTIVE SUMMARY

SUBJECT: Consider Intergovernmental Agreement with Hall County for Inmate Boarding.


HISTORY:The City's last IGA for boarding services with Hall County was signed August 2010. The cost of boarding in the prioragreement was $39.20 per inmate per day. Agreement expired in 2015

FACTS AND ISSUES:The City needs a location to send people that are arrested for crimes that happen in the City. Other locations are morecostly and time consuming.If the City did not want to enter into the IGA then the city would pay the statutory jail surcharge of 10% of every citationissued. Using the $60.00 per inmate per day allows the City to pay for only the services used. For example - the City is anticipating 350k in fine revenue at a minimum 10% the city would be paying 35k to HallCounty - noting this would be the case whether we housed 1 , 10 or 100 inmates. The alternative is to pay for servicesactually used at $60 per inmate per day which will be more economical in the long run.

OPTIONS:1 Sign the agreement and use Hall County at $60.00 per day per inmate.2 Not sign the agreement and use Gwinnett County Jail which also has a per day per inmate charge as well as the timeaway from patrol and wear and tear on the vehicles to drop off and to retrieve inmates.3 Not execute the proposed agreement and revert to the statutory limit of 10% surcharge which would equal andadditional 30k - 35k annually.



RECOMMENDATION:Approve and authorize the Mayor to execute the necessary documents.

SAMPLE MOTION: I make a motion to approve the IGA with Hall County for Inmate Boarding Services and to authorize the Mayor to signany necessary documents.

COLLABORATING DEPARTMENT: 62

DEPARTMENT: Police


ATTACHMENTS Jail Contract.pdf

63



EXECUTIVE SUMMARY

SUBJECT: A/C Doctors of North Georgia Annual Maintenance Contract for FY 2020


HISTORY:• City staff moved into the new building in March 2018.• The Public Works Director has had difficulty obtaining 3 quotes for and annual A/C maintenance contract.• McNeal Heating and Air is the company the City used on the old buildings. They opted out of giving a quote.• The City paid McNeal a total to date of $9,500 since 7/1/2017, but $7,900 was to replace two units in the oldbuildings in January and April of 2018.

FACTS AND ISSUES:• Two quotes received:• AC Doctors of North Georgia for $4,990 annually.• Georgia Mechanical for $7,785 annually.• See lowest quote attached for details.

OPTIONS:Approve the lowest quote for $4,990 or continue without an A/C maintenance contract.


AMOUNT AND SOURCE OF FUNDS:FY 2020 budget planning

RECOMMENDATION:Approve annual maintenance contract for heating a cooling with the A/C Doctors of North Georgia.

SAMPLE MOTION: I make a motion for the City Council to approve the quote for AC Doctors of North Georgia annual AC maintenancecontract for $4,990 from the FY2020 operating budget.

COLLABORATING DEPARTMENT: Public Works

DEPARTMENT: Finance

Prepared by: Melissa McCain 70

ATTACHMENTS Executive Summary - AC Maintenance Contract FY2020.pdf AC Doctors of North Georgia Maintenance Contract FY2020.pdf

71




EXECUTIVE SUMMARY

SUBJECT: A/C Doctors of North Georgia Annual Maintenance Contract for FY2020 DATE: 4/9/2019 ( X ) RECOMMENDATION ( ) POLICY DISCUSSION BUDGET INFORMATION: ( ) STATUS REPORT ANNUAL- ( ) OTHER CAPITAL- COMMISSION ACTION REQUESTED ON: 4/18/2019

PURPOSE: Establish an A/C maintenance service contract for the City Hall & Plaza building.

HISTORY:

• City staff moved into the new building in March 2018. • The Public Works Director has had difficulty obtaining 3 quotes for and annual A/C

maintenance contract. • McNeal Heating and Air is the company the City used on the old buildings. They opted

out of giving a quote. • The City paid McNeal a total to date of $9,500 since 7/1/2017, but $7,900 was to replace

two units in the old buildings in January and April of 2018.

FACTS AND ISSUES:

• Two quotes received: • AC Doctors of North Georgia for $4,990 annually. • Georgia Mechanical for $7,785 annually. • See lowest quote attached for details.

OPTIONS: Approve the lowest quote for $4,990 or stay without an AC maintenance contract.

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RECOMMENDED SAMPLE MOTION: I make a motion for the City Council to approve the quote for AC Doctors of North Georgia annual AC maintenance contract for $4,990 from the FY2020 operating budget.

DEPARTMENT: Administration and Public Works Prepared by: Alisha Gamble

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__________________________________________________________________________________________________

SERVICE CONTRACT

JUL 2019 – JUN 2020

_________________________________________________


Georgia Inc.


Braselton, GA 30517

770-965-0188













TERMS


DESCRIPTION

2019 Service Contract for quarterly filter changes and biannual service (pre-cooling

and pre-heating) of 18 Heat Pump/Air Handler, One (1) Mini-Split and One (1) RTU.

Service checks, filter changes and cleanings will be performed in April 2020

and October 2019.

Visual Inspections and filter changes only will be performed July 2019 and

January 2020.

October 2019 Heating Season Service Includes:








- Verify operation of Auxiliary Heating/Heat Kits




January 2020 Includes:



TOTAL

$4,990.00

Page 1 of 2

DATE: 27 MAR 2019

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__________________________________________________________________________________________________

SERVICE CONTRACT

JUL 2019 – JUN 2020

_________________________________________________


Georgia Inc.


Braselton, GA 30517

770-965-0188













TERMS


DESCRIPTION

April 2020 Cooling Service Includes:









- Clean evaporator coils



July 2019 Includes:



All parts and refrigerant receive 10% discount of retail pricing.

NOTE: Heating and Cooling service checks will require two full days to complete.

Customer Signature_________________________ Company Representative___________________________

PROPOSAL GOOD FOR 30 DAYS Page 2 of 2

Contract is valid for one year from date of signing.

DATE: 27 MAR 19

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City of Flowery Branch City Council Meeting Thursday, April 18, … · 2019. 4. 12. · City of...

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