City of Buchanan

Minutes

Minutes

CITY OF BUCHANAN

MINUTES OF CALLED COUNCIL MEETING

September 29, 2009

Attendance:  Mayor:  Benjamin Biggers.

Council Members:  Debbie Johnson, Donna Johnson, Patricia Cook.

Department Heads:  City Clerk Karen King, Public Works Director.

Mayor Biggers: called the meeting to order at 5:30 p.m.

Mayor Biggers welcomed everyone.

Mayor Biggers asks Henry Bedford to lead Pledge of Allegiance..

Mayor Biggers asks Jason Jarrell to give invocation.

Mayor Biggers asks to accept the agenda for tonight.  Donna Johnson made a motion to accept the agenda.  Patricia Cook seconded the motion.  Motion carried 3-0.

Department Updates:

Mayor Biggers asks for the department updates:

Public Works Director Dean Tanner:

Updated mayor and council on progress of lift station at Westmoreland.

City Clerk Karen King:

Updated mayor and council on progress of collecting past due property taxes. Presents mayor and council with latest Dr. Excuse received from Police Chief Judy Parrish’s medical leave. 

New Business

Mayor and council decide to pass on increasing Charter Franchise Tax from 4% to 5%.

Old Business

Mayor Biggers asks for a motion to adopt proposed budget and set millage rate to 5.614.  Donna Johnson makes motion to adopt proposed budget and set mileage rate to 5.614.  Debbie Johnson seconded motion.  Motion carried 3-0.

Mayor Biggers asks for a motion to adopt Resolution on Liquor Referendum.  Debbie Johnson makes motion to adopt Resolution on Liquor Referendum.  Donna Johnson seconded motion.  Motion carried 3-0.

Mayor Biggers asks for a motion to go into executive session.  Debbie Johnson makes motion to go into executive session.  Patricia Cook seconded motion.  Motion carried 3-0.

Mayor Biggers asks for a motion to come out of executive session.  Debbie Johnson makes motion to come out of executive session.  Donna Johnson seconded motion.  Motion carried 3-0.

Mayor Biggers asks for a motion to appoint Major Paul Pike acting Police Chief.  Donna Johnson makes motion to appoint Major Paul Pike acting Police Chief.  Debbie Johnson seconded motion.  Motion carried 3-0.

Mayor Biggers asks for a motion to allow Police Chief Paul Pike to hire 2 part time police officers.  Debbie Johnson makes motion to allow Police Chief Paul Pike to hire 2 part time police officers.  Patricia Cook seconded motion.  Motion carried 3-0.

City Attorney Rob Monroe presented the mayor and council with the bid tabulations from the bidders on phase 2 of the streetscape project.  There were 10 bids submitted.  The lowest bid price was from Lewallen Construction, in the amount of $357,292.24.  However, Rob Monroe advised the mayor and council that the bid was not “responsive” to the bid instructions, because it actually referenced and contained a bid bond for the streetscape project in Cedartown, rather than Buchanan.  In addition, although the bid contained a copy of Lewallen’s utility contractor license, it did not include a copy of their general contractor license.   Finally, the bid did not have the DBE goals form required by the bid instructions.  Rob Monroe advised the city to disqualify the bid.  The second lowest dollar amount was from Willconsco, Inc., in the amount of $404,584.01.  However, like Lewallen, the bid did not include the DBE form and Rob Monroe advised the mayor and council to disqualify this bid as well.  The third bid was from Johnson Landscape, Inc., dba Vertical Earth, in the amount of $430.485.98.  This bid contained all the information required by the bidding instructions, except a Certificate of Qualification from the Georgia Department of Transportation.  Rob Monroe advised that this certificate was only required on projects over $2 Million, and this project is not at that level.  Rob Monroe therefore advised the mayor and council to accept the bid from Johnson Landscape, Inc., since it was the lowest responsive bid.  Rob Monroe further advised that this was also the recommendation of Jordan Jones & Goulding, the City’s engineers overseeing the project.

Mayor Biggers asks for a motion to appoint Johnson Landscape Inc., dba Vertical Earth as Streetscape Contractor.  Debbie Johnson makes motion to appoint Johnson Landscape Inc., dba Verticle Earth as Streetscape Contractor.  Donna Johnson seconded motion.  Motion carried 3-0.

Mayor Biggers asks for motion to adjourn.  Donna Johnson makes motion to adjourn.  Patricia Cook seconded motion.  Motion carried 3-0.