City Manager's Weekly Report - November 9-15, 2020

CITY MANAGER’S

WEEKLY REPORT NOV. 9-15, 2020

RAY GIBSON

Several City personnel from the Performance Management core team met remotely with consultant Bill Stark of Innercomm to plan training and implementation of the program, which will roll out in the coming weeks.

Held a meeting with IT Director Kelvin Joiner and IT systems specialists Brent Latham and Jessica Smith to discuss Clear Company software Worked on performance management items in preparation for meetings 11/9 with the leadership of all departments Held a meeting with a city resident regarding the 692 Highway 85 North 11/9 shopping center Held a meeting with Bill Stark from Innercomm to discuss the December 11/9 City Council Retreat and performance management Along with Mayor Ed Johnson, attended a breakfast meeting with 11/10 Piedmont Fayette Hospital’s CEO Stephen Porter and CIO Nathan Nipper 11/9

11/10 Held the weekly meeting with Mayor Ed Johnson 11/10 Held Performance Management meetings with the Police Department, Fire to Department, Finance & Administrative Services Department, Community 11/12 & Economic Development Department, and City Administration

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CITY MANAGER’S REPORT CONTINUED

Held a meeting with Michael Thompson from Roundtown, LLC to discuss some potential projects for the Downtown area Reviewed invoices and correspondence for the New City Hall – Park Space 11/12 and Bus Barn/Gym projects Held a meeting with Human Resources Director Nella Cooper and Finance 11/13 & Administrative Services Director Mike Bush to discuss personnel matters 11/12

11/13 Completed the weekly Meals on Wheels route Along with Economic Development Director Brian Wismer, held a Zoom 11/13 meeting with Brian Green and Craig Ogletree from Georgia Power to discuss the services of Nextsite

CITY CLERK’S OFFICE ANNE BARKSDALE Meetings: Scheduled multiple meetings for Mayor Johnson, council members and staff during the week; attended the ClearCompany Performance Management meeting for the Administrative Team 11/11; attended open enrollment for 2021.

Projects: Updated City Council agenda packet for the 11/19 meeting; scheduled extra assistance for Shred-It pickup and purging of records; completed the GovDeals auction item pickup and preparing for the next online auction; turned in spreadsheet for planning office move to the new City Hall; worked on logistics for the upcoming city council and staff retreat in early December.

Open Records Requests: 11

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PIO / COMMUNICATIONS TEAM ANN MARIE BURDETT Promotions: Christmas with a Cop; Christmas on Main Street.

Meetings Attended: Met with Police Chief Scott Gray and other FVPD staff 11/9; Communications Team 11/10 and 11/11; met remotely with Uri from zencity to discuss platform upgrades 11/10; met with Information Systems Specialist Brent Latham to discuss Performance Management and ClearCompany 11/10; met with Municipal Court leadership Carleetha Talmadge and Tabitha Crowley to discuss website updates 11/11; met with Assistant Finance Director Carleetha Talmadge to discuss the vehicle logo project 11/11; Met with City Manager Ray Gibson, Assistant City Manager/Fire Chief Alan Jones, City Clerk Valerie Glass, and Deputy City Clerk Valerie Glass to discuss Performance Management and ClearCompany 11/12; met with Human Resources Director Nella Cooper and Information Systems Specialist Brent Latham, and ClearCompany via Zoom.

Projects: City News; Weekly Report; E-Mail Update; Website/UX; Performance Management; Christmas on Main Street; Budget Book.

Publications: Weekly Report; E-mail Update.

Press Release: Christmas on Main Street.

Unique Media Created: Veterans Day; Christmas on Main Street.

Media Requests: 2

COVID-19 COMMUNITY DISCOURSE

Social media chatter has reflected a heightened sense of need for taking safety precautions in light of increasing COVID-19 cases.

Website Engagement: Page Title

1,390

Home

CITY WEBSITE VIEWS

6,457

Payment

442

Job Board

319

-2% change

Police

191

CITY WEBSITE USERS

Staff

151

Phone list

148

Payment Warning

115

1,674 +2% change

Website Analytics provided by Google

Social Media Engagement: Reached

Times Shared

Post Sentiment

Roadway repair 11/11

2.7K

8

19 likes, 1 wow, 1 comment

Christmas on Main Street 11/12

1.2K

7

26 likes, 5 loves, 1 wow, 6 comments

Post Title

FACEBOOK FOLLOWERS

03

Webpage Views

11,627

NEXTDOOR SUBSCRIBERS

4,118

E-MAIL SUBSCRIBERS

1,937

FIRE DEPARTMENT ALAN JONES Events: Departmental annual physicals began this week and will conclude next week; shifts completed training on Air Monitoring.

Projects: Fire Chief Alan Jones attended ClearCompany Performance Management meetings with all departments as well as ClearCompany software training; Chief Jones completed the Staffing for Adequate Fire and Emergency Response (SAFER) Quarterly Report; 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; Chief Black and Battalion Chief Chris Peacock attended a teleconference with Lexipol regarding departmental policies and procedures; 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; annual hose testing continued this week.

POLICE DEPARTMENT SCOTT GRAY ยก November 9 - Chief Scott Gray held a Command Staff meeting; members of the department attended a meeting with Main Street to discuss the Christmas parade. ยก November 10 - Command Staff members attended the Performance Management meeting at the Fire Department Station 91. ยก November 11 - Command Staff members met with Denise Brookins and Helen Edoimioya (owner) at 325 North Jeff Davis Drive to discuss adult daycare. We discussed the building, business description, and security procedures. ยก November 13 - The patrol truck is nearly completed and ready to be sent to Prologic for camera installation.

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FINANCE & ADMIN SERVICES MIKE BUSH ยก Preparing for the audit of Fiscal Year 2020 ยก Reconciling month-end books ยก Fiscal Year 2021 Budget Book completed

ACCOUNTING

PURCHASING Order Statistics

Major Revenue Funds M.S.T.F.* Revenues

$50.00

Purchase Orders Issued

66

G.F.* Revenues

$30,526.75

Open Purchase Orders

71

D.D.A.* Revenues

$2,026.00

Change Purchase Orders

15

Budget Override Requests

2

W.S.* Revenues

$145,156.01

UTILITIES Billing In-person/over-the-phone

Service Disconnections 176/165

Customers Billed Total Amount Billed

1,935 $142,236.03

Robotic Courtesy Calls

119

Staff Courtesy Calls

84

Customers Disconnected

9

COURT General Statistics Court Sessions Held

4

Scheduled Arraignment Cases

55

Citations Received

85

Scheduled Trial Cases

19

Number of F.T.A.s

30

Warrants Issued (F.T.A. & V.O.P.)*

-

Citations (F.T.A.) sent to D.D.S.*

16

F.T.A. Cases reconciled after court

Probation Hearings

6

Revenue

$11,511

*Main Street Tourism Fund (M.S.T.F.)

*Violation of Probation (V.O.P.)

*General Fund (G.F.)

*Failure to Appear (F.T.A.)

*Downtown Development Authority (D.D.A.)

*Department of Driver Services (D.D.S.)

*Water and Sewer (W.S.)

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HUMAN RESOURCES DEPT. NELLA COOPER Personnel: We are continuing with the implementation of the Performance Management and Performance Appraisals platform on ClearCompany; continuing to focus on COVID-19 and federal and state requirements as they relate to City employees; continuing to review various reports and updates related to COVID-19 in order to remain in compliance; maintaining a spreadsheet for potential City employee pandemic cases; requesting proper leave forms to be completed by employees that are out of work due to COVID-19 related absences; continuing to review and update various administrative policies for accuracy; all of the Open Enrollment material was distributed to employees on November 10. Open Enrollment began November 11 and will end November 20.

Employees can log into PlanSource to make their elections or call the Benefits Center for assistance and enrollment.

Turn Over Report: There were no new hires nor terminations during the Week of November 9-15, 2020.

Employment Opportunities: ยก Wastewater Plant Operator - placed on hold ยก Public Works Maintenance Worker - placed on hold ยก Certified Police Officer - no applications ยก Customer Service Representative - 56 applications ยก Firefighter - 28 applications

INFORMATION TECHNOLOGY KELVIN JOINER Work orders: 85 new, 48 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); Police Department records scanning and storage (waiting on PD); Fleet Maintenance Systems (waiting); new phone system; 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; AT&T meeting; ClearCompany software training; park space meeting; Technology Department staff daily standing meetings; Thinkguard meeting; core schedule reviews.

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COMMUNITY DEVELOPMENT DAVID RAST Meetings 11/10 Met on site with City staff, SAFEbuilt and Trilith to discuss building setback

issues with the International Building Code as they relate to the Pinewood Forest Development Agreement 11/11 Attended a Technical Review Committee meeting; attended ClearCompany Performance Management training; attended the Arts and Architectural Advisory Committee meeting 11/12 Reviewed Chapter 400 of the Unified Development Ordinance with the City Planner; delivered Meals on Wheels; participated in a virtual call with developers interested in a 38-acre Grady Avenue tract 11/13 Walk-through of the existing City Hall building with the moving company; met with City staff to review the final key coring for the new City Hall; held a virtual meeting with HKS and the City Planner to review the contract for the Livable Centers Initiative study

Plan Reviews Underway: 210/220 South Jeff Davis Drive rezoning; Southeast Data Center DRI/conceptual site plan; Promenade Parkway Lot 6 development plans; Habersham townhomes development plans.

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COMMUNITY DEVELOPMENT CONTINUED BUILDING DEPARTMENT

PLANNING & ZONING

Review Type

Phone Inquiries

74

Building Inspections

31

Zoning/project-related

28

Permits Issued

34

Plan submittal/project update

8

Plans Received

1

Sign/permit requirements

18

Erosion Control Inspections

20

Miscellaneous

23

Development-Related Inspections

2

CODE ENFORCEMENT Proactive Disposal of Garbage

1

General Maintenance

1

Grass Cutting

2

Inoperable Vehicle

4

Lighting Standards

4

Nuisances

1

Occupational Tax

1

Parking on Grass

1

Prohibited Signs

3

Property Maintenance

1

Working without a Permit

5

Yard Trimmings Disposal

1

Complaint Complaint investigation

1

Signs removed from ROW

47

Applications Processed & Plans Reviewed Banner/sign permits

13

Foundation survey review

4

Signs/sign variance

13

Special events permit

2

Occupational Tax applications

4

Special exceptions

-

Rezoning

1

Conceptual site plan

-

Development plans (revised)

-

Development plans (new)

-

Building elevations

6

Preliminary/final plat

2

Addressing

1

Zoning verification letters

9

Site inspections

4

Open records requests

1

Other

28

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ECONOMIC DEVELOPMENT BRIAN WISMER Economic Development: Held the bi-weekly meeting with Jefferson Browne and stakeholders regarding the redevelopment progress of the gym and bus barn/ departmental meeting to review Performance Management goals within the ClearCompany software; met with Georgia Power representatives and City Manager Ray Gibson regarding the NextSite retail recruitment program; continued preparations of right-of-way reimbursement documents and mitigation credits needed for the hospital-area bridge/trail project.

Main Street: Attended the Art & Architectural Advisory Committee meeting for sign and architectural review; staff met with the Police Department to discuss Christmas parade logistics; continued planning and marketing for the tree lighting event; coordinated logistics for the upcoming Nutcracker performance at the amphitheater.

Downtown Development Authority: Attended a preconstruction meeting for the Stonewall Avenue road diet and parking improvements; continued training on museum inventory management software; prepared for the upcoming monthly board meeting.

PUBLIC SERVICES DEPT. CHRIS HINDMAN Public Works: Cleaned City Hall and Police Department; cut and maintained Veterans Parkway, cart path from Glenwood Lane to Long Lake Approach, West Lanier Avenue between Grady Avenue and Tiger Trail, Stonewall Avenue from Tiger Trail to Bennett Street, Stonewall Avenue from Melissa Segars Way to Jeff Davis Drive, East Lanier Avenue from Jeff Davis Drive to Church Street, West Lanier Avenue from Bennett Street to Tiger Trail, Patriot Park; performed the citywide trash run, a trash run on North Highway 85 median and right-of-way, and a trash pickup on the White Road right-of-way; installed signs in the Summit Point subdivision; repaired the pothole on Mimosa Drive, and cleaned trucks.

Sewer: Average daily flow treated was 1.68 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 1.2 million gallons of system demand; repaired 12 water leaks; performed maintenance on 32 water meters; maintained water plant and remained in compliance of our permit requirements.

Utility Locates: 87

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