City Council Meeting s5

CITY COUNCIL MEETING MAY 27, 2008

The Greenville City Council convened in the Council Chamber at City Hall on Tuesday, May 27, 2008, at 5:30 p.m. for a regular meeting originally scheduled for Monday, May 26th but rescheduled due to the Memorial Day Holiday. Mayor Dexter McLendon called the meeting to order. Acting City Clerk-Treasurer Sue R. Arnold called the roll and recorded the following members present: Mayor McLendon, Councilmembers Jean A. Thompson, Ed Sims, Tommy Ryan, James Lewis and Jeddo Bell. Mayor McLendon led those attending in the Pledge of Allegiance to the American Flag. Councilmember Bell delivered the invocation.

APPROVAL OF MINUTES:

Mayor McLendon advised each councilmember had received for review a copy of the proposed minutes for the Regular Council Meeting held on May 12, 2008. He asked if there were any additions, deletions or amendments to the minutes.

Councilmember Thompson moved to dispense with the reading of the minutes and approve the minutes as drafted. Councilmember Bell seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

PROCLAMATIONS and PRESENTATIONS:

GREENVILLE MOTOR COMPANY & CHEVY YOUTH BASEBALL PROGRAM PRESENTATION TO GREENVILLE PARKS AND RECREATION DEPARTMENT.

Mr. Ken Gibson, on behalf of Greenville Motor Company and Chevrolet, was on hand to present a check to the Greenville Parks and Recreation Department for their participation in the Chevy Youth Baseball Program. City league baseball team members participated in the Chevrolet fund raiser by selling raffle tickets for a Chevrolet vehicle with all proceeds benefiting the Parks and Rec Department. Dixie Youth League players Avery Shipp and David Smith were recognized for selling the most tickets and, along with their families, will be treated to a night of Biscuits Baseball in Montgomery compliments of Greenville Motor Company. Mr. Gibson reported that overall the Parks and Rec Department earned over $4,000.00 in contributions from Chevrolet and sale of the raffle tickets.

NEW BUSINESS:

RESOLUTION 2008-29. TO ADOPT A WRITTEN POLICY FOR PROCUREMENT OF PUBLIC RECORDS. **

Mayor McLendon introduced Resolution 2008-29 regarding the adoption of a written policy for procurement of public records. City Clerk Arnold explained that adoption of the policy will not inhibit access to public records, but sets reasonable restriction to access as allowed by the Code of Alabama, §36-12-41, thereby requiring individuals to show a direct legitimate interest for

1 May 27, 2008 Council Minutes Continued seeking documents. The policy also reduces the cost of copying from $2.00 to $1.00 per page and sets a fee of $10.00 per hour for research, preparation and time involved with to fill a request for documents. She added that the Alabama League of Municipalities has long recommended adoption of such a policy and the majority of municipalities already have a set policy in place. The policy will not affect departmental fees set by the Police Department, Library, and City Inspector’s Office. Mayor McLendon called for the pleasure of the Council.

Councilmember Lewis moved to adopt Resolution 2008-29 adopting a written “Policy for Procurement of Public Records” and an official “Request to View and Acquire Copies of Public Records Form” . Councilmember Ryan seconded the motion. Mayor McLendon declared the motion carried with a unanimous vote of the Council.

RESOLUTION 2008-30. TO ACCEPT FY 2006-07 FINANCIAL AUDIT AS PREPARED BY BRANUM AND COMPANY. **

Mayor McLendon introduced Resolution 2008-30 and introduced Chief Auditor Glenn Branum, of Branum and Company, P.C. who presented the FY2006-07 General Fund Audit Report to the City Council. He reported a clean audit that reflected no problems and confirmed net assets of $9 million. He highlighted the audit findings and responded to questions and comments from the Council. Mayor McLendon thanked the auditors and City Clerk for working so well together to perform the tedious task. He called for the pleasure of the Council.

Councilmember Bell moved to adopt Resolution 2008-30 accepting the FY2006-07 General Fund Audit as presented. Councilmember Lewis seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

RESOLUTION 2008-31. TO AUTHORIZE INSTALLATION OF STREET LIGHT AT 220 SPRINGWOOD DRIVE. **

Councilmember Ryan moved to adopt Resolution 2008-31 accepting the police chief’s recommendation for installation of a street light at 220 Springwood Drive in the Woodland Heights Subdivision and authorizing billing for same to be added to the City’s Alabama Power Company Street Light Account at a monthly cost of $11.60 (annual cost of $139.20). Councilmember Sims seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

RESOLUTION 2008-32. TO AWARD BID FOR RITZ MARQUEE RESTORATION PROJECT. **

Mayor McLendon announced sealed bids were opened on Monday, May 5, 2008 at 1:00 p.m. at City Hall for the Ritz Marquee Restoration Project with S&H Construction, LLC presenting the low bid of $85,350.00. The scope of work includes removal, restoration and replacement of the Ritz marquee and blade signage.

Mayor McLendon introduced Grant Consultant Carole Wright, of Wright and Associates, Inc., who gave a report on behalf of the Greenville Area Arts Council outlining restoration plans for the Ritz Theatre and an analysis of potential grant funding to finance the work. An Alabama State Council on the Arts grant award of $53,000.00 has already been received by the GAAC

2 May 27, 2008 Council Minutes Continued and will be matched with in-kind contributions from the City in the form of maintenance work and repairs to the City-owned building. Mrs. Wright added that $15,000.00 has also been received from the Daniel Foundation and grants from approximately ten other foundations are being pursued on behalf of the GAAC.

Mayor McLendon praised Mrs. Wright for procuring funding for the GAAC and the Ritz Restoration Project. He also thanked Ritz Theatre Advisory Board Chairman Roberta “Bobbie” Gamble and Board Member Mary Ann Hamilton for their dedication to preservation of the Ritz and their continued commitment to promotion of the arts in Greenville. Mrs. Gamble stressed that the deadline for utilization of the Alabama State Council on the Arts 2007-08 grant funding is September 30, 2008.

Mayor McLendon added that he, Public Works Director Milton Luckie, City Planner Eddie Anderson, Mrs. Gamble, Mrs. Hamilton and Mrs. Wright had met with representatives of Landmark Signs, the sub-contractor for S&H that will perform the signage work. He recommended awarding the bid to S&H and called for the pleasure of the Council.

Councilmember Thompson moved to adopt Resolution 2008-32 awarding the bid for the Ritz Marquee Restoration Project to S&H Construction, LLC in the amount of $85,350.00. Councilmember Bell seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

APPROVAL OF EXPENDITURES:

BRANUM AND COMPANY, P.C. - $26,480.00.

Councilmember Bell moved to approve payment to Branum and Company, P.C. in the amount of $26,480.00 for the City’s Financial Audit for FY 10/1/2006-9/30/2007. Councilmember Lewis seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

MIDDLETON OIL COMPANY, INC. - $2315.22.

Councilmember Ryan moved to approve payments to Middleton Oil Company, Inc. in the amount of $1232.82 for the Sanitation Department’s purchase of 307 gallons of diesel fuel for the landfill tank and in the amount of $1082.40 for the Street Department’s purchase of two 55-gallon drums of hydraulic fluid. Councilmember Sims seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

GREENVILLE NEWSPAPERS, LLC - $3500.00.

Councilmember Lewis moved to approve payment in the amount of $3500.00 to Greenville Newspapers, LLC for printing and distribution in The Greenville Advocate of the 2007 Police Department Annual Report. Councilmember Thompson seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

3 May 27, 2008 Council Minutes Continued

WIREGRASS CONSTRUCTION COMPANY, INC. - $4023.76.

Councilmember Bell moved to approve payment to Wiregrass Construction Company, Inc. in the amount of $4023.76 for the Street Department’s purchase of 77.38 tons of asphalt to repair Landfill Road. Councilmember Ryan seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

CSI OUTFITTERS - $6707.70.

Councilmember Sims moved to approve payment to CSI Outfitters in the amount of $6707.70 for the 2007-08 Software Support Contract for the financial software used in the City Clerk’s Office and Personnel Department. Councilmember Lewis seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

WOODALL’S PUBLICATIONS CORPORATION - $2392.80.

Councilmember Bell moved to approve payment in the amount of $2392.80 to Woodall’s Publications Corporation for advertisement of Sherling Lake Park and Campground in the 2009 Woodall’s Campground Directory . Councilmember Ryan seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

WEED AND DEBRIS VIOLATIONS:

A. JOSEPH JOROON MCCREE – Lot at 910 Wimberly Street Map# 10-08-05-15-4 Block 4 Parcel 32

B. PERRY ALTON & JULIA HARTIN PARMER - 332 S. Park Street Map# 10-08-06-23-1 Block 7 Parcel 24

C. ANNIE MAE WEST - Lot next to 514 Terrell Street Map# 10-08-05-15-1 Block 4 Parcel 23

D. LILLIAN PAYNE - Lot across from Butler Chapel Map# 10-08-06-23-1 Block 8 Parcel 34

E. ALFRED LEE RANDOLPH SR. - Lot at 349 Church Street Map# 10-08-06-23-1 Block 7 Parcel 17

F. LEILA SELLERS - Lot at 905 Wimberly Street Map 10-08-05-15-4 Block 4 Parcel 64

G. LEOLA JAMES - Vacant Lot next to 335 Church Street Map# 10-08-06-23-1 Block 7 Parcel 12

4 May 27, 2008 Council Minutes Continued

Councilmember Bell moved to proceed to the next step of compliance for seven weed and debris violations, pursuant to the City’s Code of Ordinances , for properties as listed, thereby authorizing City crews to clear the properties and the property owners to be billed for the services. Councilmember Lewis seconded the motion. Mayor McLendon announced the motion carried with a unanimous vote of the Council.

ANNOUNCEMENTS AND ADJOURNMENT:

Mayor McLendon announced the following:  The annual “Older Americans Month” Celebration Picnic will be held at Sherling Lake on Thursday, May 29th from 9:00 a.m. until. All senior citizens are invited.  City Planning Commission meets Monday, June 2ndat 5:00 p.m.

Mayor McLendon announced the next regular council meeting will be held June 9, 2008. With no further business or announcements, Mayor McLendon adjourned the meeting at 6:00 p.m.

______Sue R. Arnold, Acting City Clerk-Treasurer

______Dexter McLendon, Mayor

**ALL SUPPORTING DOCUMENTATION APPEARS AT THE END OF THE MINUTES.