City Manager's Weekly Report - May 18, 2020

CITY MANAGER’S

WEEKLY REPORT MAY 11-17, 2020

RAY GIBSON

CITY HALL REOPENS, PERSONNEL TAKE PRECAUTIONS Human Resources Director Nella Cooper (left) checks employee temperatures at a City Hall entrance.

5/11

Held staff meeting via teleconference

5/11

Out of office for the remainder of the day due to a death in the family

5/12

Held the weekly meeting with Mayor Ed Johnson

5/12

Along with CFO Mike Bush, held a meeting with Steve Mauro and Scott Dowdy with Comprehensive Program Services regarding guaranteed maximum price for the City Hall & City Center Park project

5/12

Walked the City Hall & City Center Park construction site with Steve Mauro and Scott Dowdy from Comprehensive Program Services

5/12

Attended the Owner Architect Contractor meeting for the City Hall & City Center Park project

5/12

Along with Downtown Development Director Brian Wismer, held a meeting with Chris Murray and Joel Willis from 92.5 FM The Bear to discuss the 2020 concert series

5/12

Participated in the Public Services Committee teleconference to discuss a proposal from Reve Solutions

5/13

Out of the office attending a family member’s funeral

5/14

Worked on letters and e-mails regarding reopening City buildings to the public on May 18

5/14

Participated in a Retirement Committee teleconference to discuss potential changes to the City’s retirement plan

5/15

Worked on the City’s Strategic Plan and developed a schedule for training with Leadergov

5/15

Delivered meals for the Meals on Wheels program

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CITY CLERK / DEPUTY CLERK ANNE BARKSDALE Meetings: Attended staff teleconference 5/11; advertised and help set up 5/12 Public Services Committee teleconference; attended the 5/13 weekly teleconference with Georgia Department of Public Health Commissioner Dr. Kathleen Toomey and Georgia Emergency Management Agency Director Homer Bryson for COVID-19 updates; participated in the 5/14 Retirement Committee teleconference.

Projects: Reviewed the City’s plans and guidelines to reopen buildings to the public.

Open Records Requests: 8

INFORMATION TECHNOLOGY KELVIN JOINER Work orders: 59 new, 48 closed.

Projects: Continuing to work on a list of technology needs for the new City Hall building; setting up new Police Department laptops; electronic signage for City Hall entrance; relocate desktop computers for returning employees.

Meetings: Met 5/11 with cloud storage company; participated in 5/11 software demonstration; participated in 5/11 artificial intelligence software meeting; participated in 5/12 Innovation Committee meeting; participated in 5/13 firewall meeting; participated in 5/14 Retirement Committee meeting.

ECONOMIC DEVELOPMENT BRIAN WISMER Economic Development: Participated in the 5/12 Owner Architect Contractor meeting to discuss the City Hall & City Center Park project; prepared documents for hospital bridge/trail project compliance.

Main Street: Met to discuss options for the 2020 Concert Series; attended two webinars on COVID-19 impacts and strategies for Georgia Main Street programs; met with the Innovation Committee to review the latest data; prepared for the reopening of City buildings to the public.

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Downtown Development Authority: Prepared for the Monthly DDA meeting; met with staff at the Train Depot to discuss renovations with purchaser.

PIO / COMMUNICATIONS TEAM ANN MARIE BURDETT Promotions: COVID-19 City response.

Meetings Attended: City Manager’s staff meeting 5/11; Communications Team meetings 5/11, 5/12 and 5/13; Police Department staff meeting 5/13; Search vs.

Navigation website webinar 5/13.

Projects: Collaborated with other department heads on the new City teleworking policy 5/11; logo and branding; website; customer service survey; business outreach project; Weekly Report; City News.

Publications: Weekly Report; E-Mail Update.

Press Releases: Museum’s National Register campaign.

Media Requests: 7 Unique Media: Open Hours graphic; Court Procedures graphic; Memorial Day graphic, Alcohol Handling graphic.

COVID-19 COMMUNITY DISCOURSE Social media discussions of the coronavirus pandemic continue to decrease since a peak a few weeks ago. Much of the conversation centers around social distancing, the economy, and local graduations.

Website Engagement: Page Title

Webpage Views

1,294

Homepage

CITY WEBSITE VIEWS

7,557 +8% change

CITY WEBSITE USERS

2,355

+18% change

Executive orders

472

Payments

393

Police Department

193

City Manager letter

187

Building permit apps

168

Payment warning

152

Website Analytics provided by Google

Social Media Engagement: Post Title

Post Views

Times Shared

Post Sentiment

Memorial Day office closure notice 5/13

2K

8

100% positive

1.4K

1

96% positive, 4% negative

Patriot Park photo 5/13

FACEBOOK FOLLOWERS

11,129

NEXTDOOR SUBSCRIBERS

3,860

E-MAIL SUBSCRIBERS

1,892

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FINANCE & ADMIN SERVICES MIKE BUSH ยก Worked on return-to-work strategy ยก Reconciled month-end books ยก Working on Fiscal Year 2021 Budget

ACCOUNTING

PURCHASING Order Statistics

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

$2,849.01

Purchase Orders Issued

-

G.F.* Revenues

47,718.87

Open Purchase Orders

48

D.D.A.* Revenues

-

W.S.* Revenues

$129,686.21

Change Purchase Orders

-

Budget Override Requests

-

UTILITIES Billing

Service Disconnections

Outbound/Inbound Calls

90/413

Customers Billed Total Amount Billed

1,937 $131,376

Robotic Courtesy Calls

-

Staff Courtesy Calls

-

Customers Disconnected

4

COURT General Statistics Court Sessions Held Citations Received

96

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

04

$3,584

*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.)

COMMUNITY DEVELOPMENT DAVID RAST Meetings (held remotely): Attended City Manager’s staff meeting; met with City Planner Denise Brookins and Building Official Kim Craig to discuss reopening offices; Weekly Huddle with Planning & Zoning and Building Department staff; Oakleigh Manor field inspection; Pinewood Forest plat review with City and Pinewood Forest staff; Technical Review Committee; Owner Architect Contractor meeting regarding City Hall & City Center Park project; Public Services Committee meeting to discuss Reve Solutions appeal; Retirement Committee; reviewed PlanFirst application submittal with City Planner; development projects review with Rolader Development.

Plan Reviews Underway: Walton Communities, Habersham townhomes, Navy Federal Credit Union, Walmart Health Clinic, Design by Initiative, Springhill Suites., and The Shoppes at New Hope.

BUILDING DEPARTMENT

PLANNING & ZONING

Review Type

Review Type

Building Inspections

89

General Inquiries

52

Permits Issued

24

Zoning/Project Related

12

Plans Received

1

Erosion Control Inspections

54

Development-Related Inspections

-

CODE ENFORCEMENT Proactive Compliance Check

1

Disposal of Garbage

1

Occupational Tax

2

Grass Cutting

65

Inoperable Vehicle

3

Prohibited Parking

2

Prohibited Signs

3

Applications processed & plans reviewed Banner/sign permits

4

Signs/sign variances

5

Occupational Tax applications

8

Conceptual site plans

0

Development plans (revised)

2

Development plans (new)

1

Building elevations

1

Preliminary/final plat

1

Addressing

3

Open records requests

1

Zoning verification letters

1

Complaint Complaint investigations

1

Working without a permit

6

Trash containers

4

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POLICE DEPARTMENT SCOTT GRAY ยก The Police Department has reopened the Headquarters building to the public. We are practicing social distancing inside the building, so we are only allowing two people in the lobby at a time. ยก We continue to see entering auto cases in the city, so please make sure you are locking your vehicles. ยก We are continuing to review our 2020/21 proposed budget.

FIRE DEPARTMENT ALAN JONES Events: We ordered medical supplies via the State of Georgia (Ready Op) and various private companies. We received 35 face shields from the Fayette County Emergency Management Agency.

Projects: Deputy Chief Linda Black attended various webinars throughout the week with Georgia Department of Public Health officials regarding COVID-19. Chief Black and Captain Josh Collins continue to work with our Medical Director Dr. Chris Edens, Fayette County, and the State of Georgia to maintain up-to-date COVID-19 information.

Chief Black attended the Innovation Committee teleconference. Chief Jones attended the Retirement Committee meeting. Division Chief Keith Harris worked on logistics for the upcoming captain testing process. Daily cleaning and sanitizing of self-contained breathing apparatus continues. Division Chief Jeff Gable continues to update the COVID-19 Incident Action Plan.

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PUBLIC SERVICES CHRIS HINDMAN Public Works: Cleaned City Hall and Police Department; cut and maintained the Hood Avenue and Kathi Avenue roundabouts, entrance of Willow Creek subdivision, the Courthouse Square, The fountain and Lane Brown Gazebo area, inside and outside the amphitheater; built a catch basin, picked up a dead deer on Forrest Avenue, watered the grass at the parks and at 570 Cornwallis Way. Assisted Main Street at their office in the Historic Courthouse.

Stormwater: Finished the erosion repair at 175 Stratford Way; repaired the catch basin at Millhaven Landing; cut and maintained the retention pond on Bates Avenue.

Sewer: Average daily flow treated was 2.031 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 1.518 million gallons of system demand; repaired three water leaks; performed maintenance on 16 water meters; maintained water plant and remained in compliance of our permit requirements.

Utility Locates: 54

HUMAN RESOURCES NELLA COOPER Personnel: 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 relating to City employees; continuing to participate in various COVID-19 webcasts in order to remain in compliance; keeping spreadsheet updated for potential City employee pandemic cases; requesting proper leave forms to be completed by employees who are out of work due to COVID-19-related absences; finalized policies so City buildings could open on May 18; reviewing other City administrative policies and working on updates and determining if policies need to be modified for COVID-19.

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

Employment Opportunities: ยก Waste Water Plant Operator - applications received: 2 ยก Firefighter - closed ยก Police Officer - applications received: 5 ยก Public Works Operations Manager - applications received: 2 ยก Code Enforcement Officer - applications received: 10

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