City Manager's Weekly Report - April 20, 2020

CITY MANAGER’S WEEKLY REPORT APRIL 13-19, 2020

RAY GIBSON

CITY PERSONNEL CONTINUE SAFELY SERVING City of Fayetteville personnel across all departments have operated under enhanced protocols in recent weeks to keep essential services up and running, and to do what they can to protect the public and themselves. Pictured above (l-r): Senior Planner Julie Brown, Public Services Director Chris Hindman, and others meet via teleconferencing software; Reggie Williams helps keep City Hall cleaned and sanitized; Information Technology employee Jessica Smith helps maintain work-at-home systems in addition to all of the regular technology needs; and Human Resources Director Nella Cooper oversees additional compliance documentation regarding COVID-19.

4/13 to 4/19

Responded to numerous e-mails and phone calls regarding Governor Brian Kemp’s Emergency Shelter-in-Place Executive Order

4/13

Met with Police Chief Scott Gray at Deep Forest subdivision to discuss a City-installed speed hump on Oak Street

4/13

Participated in Buxton Marketing’s webinar “Tax Revenue Impacts: Clarity in Real Time Confirmation

4/14

Held weekly Management Team teleconference meeting

4/14

Reviewed Finance Department information regarding Fiscal Year 2021 budget

4/14

Reviewed and executed documents for amphitheater improvements and for Comprehensive Program Services to oversee them

4/15

Participated in the Downtown Development Authority teleconference

4/15

Participated in a teleconference to discuss the current Green for Life solid waste management contract with Green for Life representative Mandy Renova, Assistant City Manager/Fire Chief Alan Jones, Finance Director Mike Bush, Assistant Finance Director Carleetha Talmadge, and Public Services Director Chris Hindman

4/16

Worked on a webinar presentation for Leadergov regarding servant leadership

4/16

Participated in a teleconference with Andy Pippin and Robert Ramsey from Goodwyn Mills Cawood to discuss the Federal Emergency Management Agency grant portal

4/17

Participated in a Leadergov podcast to discuss servant leadership and organizational culture

4/17

Handled an attorney complaint regarding a Police Department-issued citation

4/17

Visited a property to handle a residential noise complaint

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CITY CLERK / DEPUTY CLERK ANNE BARKSDALE Meetings: Weekly Management Team teleconference 4/14.

Projects: Handled calls regarding City services, COVID-19, and the Governor’s Emergency Shelter-in-Place Executive Order regulations for businesses; finalized date and time for the shredding and recycling event, April 25 beginning at 9 a.m.; reconciled city council member and staff accounts for the cancelled Georgia Municipal Association annual conference; updated City Council agenda packet for the May 7 meeting.

Open Records Requests: 5

INFORMATION TECHNOLOGY KELVIN JOINER Work orders: 65 new; 67 closed.

Projects: Continuing to work on a list of technology needs for the new City Hall building; rebuilt several desktop computers; set up five Police Department toughbook laptops; updated Fire Department server; updated firewall.

Meetings: Weekly Management Team teleconference 4/14.

ECONOMIC DEVELOPMENT BRIAN WISMER Economic Development: Attended additional webinars on loans and financial assistance available to small businesses during COVID-19, and followed up with multiple businesses on these programs following a City-wide survey with the Fayette County Development Authority to gain feedback from local businesses on the effects of the pandemic; analyzed alcohol licensing ordinance to identify areas of need for updating.

Main Street: Performed amphitheater water/plumbing systems check in preparation for the 2020 season; prepared for the April 21 Main Street Tourism Association teleconference.

Downtown Development Authority: Held Downtown Development Authority teleconference 4/15; executed purchase agreement for the sale of the Train Depot; initiated survey and engineering services for the Alleyway Project; assisted The Villages Homeowners Association with easement documents relating to the amphitheater property.

02

PIO / COMMUNICATIONS TEAM ANN MARIE BURDETT Promotions: 2020 U.S. Census Complete Count; COVID-19 City response; COVID-19 PSAs; Shred/Recycle Day 4/25; small business help.

Meetings Attended: Management Team 4/14; Communications Team 4/14; Communications Team 4/15; Zencity webinar 4/16.

Projects: Weekly Report; logo and branding; City News; Safely Serving messaging; new website.

Publications: Weekly Report; E-Mail Update; City News.

Media Requests: 6 Unique Media: Safely Serving graphic; City News cover; City Council LIVE flyer.

COVID-19 COMMUNITY DISCOURSE In response to Mayor Edward Johnson’s April 9 community update video, many community members have taken to social media to express thanks for the City’s frontline workers, who continue to provide services during the coronavirus pandemic, with many placing themselves in harms way to do so. City leaders have worked with personnel to provide the best possible personal protective equipment and safety procedural training to ensure the safety of the public and City personnel at this time.

Website Engagement: Page Title

CITY WEBSITE VIEWS

7,974 +2% Change

Webpage Views

Homepage

1,344

Payments

452

Safely Serving story

272

Payments Warning

189

City News post

178

Building permits

170

Police Department

164

*Website Analytics provided by Google

Social Media Engagement: Post Views

Times Shared

Post Sentiment

4/14 Health hazard PSA

2.7K

11

100% positive

4/16 Safely Serving story

1.3K

4

100% positive

Post Title

FACEBOOK FOLLOWERS

11,059

NEXTDOOR SUBSCRIBERS

3,801

*Social Media Analytics provided by Zencity

E-MAIL SUBSCRIBERS

1,867

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FINANCE & ADMIN SERVICES MIKE BUSH ยก Reconciled month-end books. ยก Working on Fiscal Year 2021 Budget. ยก Adjusted Budget for Fiscal Year 2021 due to COVID-19. ยก Applied for Request for Public Assistance on the Federal Emergency Management Agency Grants Portal.

ACCOUNTING

PURCHASING Order Statistics

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

$8,648.15

Purchase Orders Issued

15

G.F.* Revenues

$70,855.55

Open Purchase Orders

52

Change Purchase Orders

6

Budget Override Requests

2

D.D.A.* Revenues

-

W.S.* Revenues

$134,584.46

UTILITIES Billing

Service Disconnections

Outbound/Inbound Calls

80/365

Customers Billed Total Amount Billed

1,711 $115,147.65

Robotic Courtesy Calls

-

Staff Courtesy Calls

-

Customers Disconnected

-

COURT General Statistics Court Sessions Held Citations Received

19

Scheduled Arraignment Cases

-

Scheduled Trial Cases

-

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

-

Number of F.T.A.s

-

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

-

F.T.A. Cases reconciled after court

-

Revenue

$3,018

*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.)

04

COMMUNITY DEVELOPMENT DAVID RAST Meetings (held remotely): Management Team; Planning Huddle; weekly plan review; City Hall meeting with architect and contractor; Downtown Development Authority; Technical Review Committee; Navy Federal Credit Union; American Society of Landscape Architects webinar on sustainable hardwoods.

Ongoing Projects: Implementing and refining electronic plan submittal and review process; collaborating with staff and developers via phone and video meetings; finalizing draft of Unified Development Ordinance and routing for internal review; conducted internal review of current applications with the Building, Fire, Public Works, and Planning departments.

Plan Reviews Underway: Walton Communities, Habersham town homes, Navy Federal Credit Union, Club Hoops, Walmart Health Clinic, Design by Initiative, Shoppes at New Hope.

CODE ENFORCEMENT

PLANNING & ZONING Review Type

Proactive Compliance Check

1

Grass Cutting

64

Parking on Grass

1

Prohibited Parking

1

Complaint Complaint investigations

4

Working without a permit

4

Nuisances

1

BUILDING DEPARTMENT Review Type Building Inspections

70

Permits Issued

23

Plans Received (new)

3

Erosion Control Inspections

42

Development-Related Inspections

1

General Inquiries

48

Zoning/Project Related

15

Applications processed & plans reviewed Banner/sign permits

1

Signs/sign variances

2

Occupational Tax applications

3

Conceptual site plans

3

Development plans (revised)

2

Development plans (new)

1

Building elevations

2

Addressing

2

Special exception/variances

4

Open records requests

2

Zoning verification letters

2

05

POLICE DEPARTMENT SCOTT GRAY Coronavirus response: ¡ The Police Department continues to practice social distancing. Some of our employees are working from home. ¡ Services are still being provided for those seeking reports or any other official business with the Police Department through Internet communication. ¡ Please make sure you are throwing your used masks and gloves into trash receptacles and not on the ground. We have seen increased littering in the area. ¡ Please continue to be kind. We are now seeing a decrease in domestic violence incidents. Remember to walk away and let cooler heads prevail before discussing topics again.

FIRE DEPARTMENT ALAN JONES Events: Units participated in the drive-by parade at the Fayette County 911 to show appreciation to our communications officers for National Public Safety Telecommunicators Week. Truck 9 participated in a drive-by salute for a child’s birthday part held in the Cobblestone apartment complex. We continue to place weekly PPE orders with the State of Georgia and private vendors.

Projects: Deputy Chief Linda Black attended various COVID-19 webinars throughout the week with officials from the Georgia Department of Public Health. Chief Black and Captain Josh Collins continue to work with our medical director Dr. Chris Edens, Fayette County and the State with up-to-date COVID-19 information. Chief Alan Jones and Chief Black attended webinars for Federal Emergency Management Agency grant funding and reimbursement for COVID-19 expenses. Chief Jones attended a contract meeting with Green for Life and other City personnel. ServPro disinfected and sanitized Station 91 and Station 93. Daily cleaning and sanitizing of self-contained breathing apparatus (SCBA) continues. Division Chief Jeff Gable continues to update the COVID-19 Incident Action Plan.

06

PUBLIC SERVICES CHRIS HINDMAN Public Works: Cleaned City Hall and Police Department; cut and maintained Church Street Park, Patriot Park, the left side of the amphitheater, Dickson Springs Park, City Hall, the cart paths, the Commerce Drive right of way, the Courthouse Square area, White Road, and 328 1st Manassas Mile; removed a fallen tree from Patriot Park; re-landscaped the cart path area; performed citywide trash run; landscaped Beauregard Boulevard.

Stormwater: Serviced retention area on Bates Avenue; filled in an eroded area around the Kaylee Court catch basin; worked on 175 Stratford Way stormwater project.

Sewer: Average daily flow treated was 2.635 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 1.624 million gallons of system demand; repaired seven water leaks; performed maintenance on 18 water meters; maintained water plant and remained in compliance of our permit requirements.

Utility Locates: 65

HUMAN RESOURCES NELLA COOPER

Personnel: Continuing with the implementation of the Performance Management and Performance Appraisals platform on ClearCompany; continuing to work on the Property and Casualty Renewal applications and data gathering; the main focus has been on COVID-19 and Federal and State requirements as it relates to City employees; continuing to participate in various COVID-19 webcasts in order to remain in compliance; maintaining spreadsheet to track potential City employee pandemic cases; requesting proper leave forms from personnel out of work due to COVID-19; coordinating cleaning of City buildings due to personnel who have tested positive for COVID-19.

Turn Over Report: There were no terminations and no new hires.

Employment Opportunities: ¡ Waste Water Plant Operator - applications received: 0 ¡ Firefighter - closed ¡ Police Officer - applications received: 4 ¡ Public Works Operations Manager - applications received: 5 ¡ Human Resources Analyst - closed ¡ Code Enforcement Officer - applications received: 4 ¡ System Specialist - applications received: 3

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