City Council - workshop

Good afternoon, Stonecrest. Good afternoon. Welcome to the work session. Today is Monday, July 13, 2026. The time is now 6-11. We will now call this meeting to order. Madam.

Yes, ma'am. Good evening, everyone. Mayor Jasmine Cobble.

We can't hear you. Do you need me to start back over?

Okay.

Whatever he just said. Mayor Jasmine Cobble, Mayor Pro Tem Tara Graves. Here. Council Member Alicia Washington.

Here.

Council Member George Turner.

Here.

Council Member Karmisha Smith.

Present.

Mayor Jasmine Cobble. Here. We have a quorum.

Thank you. Council after reviewing today's agenda are there any proposed adjustments. Yes, councilman Turner.

Request to add one item that is for discussion. The cooperation agreement with the slip see ID.

The cooperation agreement with the city.

slip see ID, yes, I can't hear you say that one of the US stone press left on your industrial park see ID.

And you're at net after item see.

If that's the pleasure of the Council this added wherever it fits so you say make it D.

O.D. Stonecrest Industrial Park C.I.D. Corporation Agreement.

Yes, I guess.

And my microphone's not working. Any other adjustments?

Madam Mayor Pro Tem.

Yes, Attorney Thompson.

I would like to Add or ask that the Council add an ordinance to amend section two dash 180 of the city's code of ordinances relating to. The authority. To execute checks orders and financial instruments.

authority to execute.

checks written orders and financial instruments. And then also that you all have, we have a resolution today for bank signatories.

And we're at net after item D, or do you want that before or after item A? i think it could be where if you all want to discuss if you want to discuss after the financial update is that what you're saying yes that's fine okay so the resolution for bank signatures would be after item a in the ordinance to amend section 2-180 would be after item b okay any other adjustments Okay, so let me just state it for the record. So item A would be as is on the agenda. Item B will be the resolution for bank signatories. Item C will be the ordinance to amend section 2-180. Item C will be the, I'm sorry, item D is now the ordinance for SLUG 25-007. Item D is for a decision ordinance appointing DeKalb County to conduct the City of Stonecrest special election. Second read. Right. And then the last item would be the Stonecrest Industrial Park CID Corporation Agreement. Any other changes? Hearing none, I entertain a motion.

May I present?

Yes, Councilwoman Smith.

There's one additional item. The decision were the audit or decision on the audit contract auditor.

OK. So that would be after the Stonecrest Industrial Park. That would be the last item on the agenda. Y'all need me to repeat the items on the agenda again?

Yes, ma'am.

Okay. Okay. So again, for the record, and I do apologize for the confusion, but again, for the record, the items on the agenda today is, A, is the board discussion, is the May monthly finance update. B is going to be the resolution for bank signatories. C is going to be the ordinance to amend section 2-180. D is going to be decision for the audit contract. E is going to be the ordinance for SLP 25007. And F is going to be for decision ordinance to appoint DeKalb County to conduct the City of Stonecrest special election. And then G is going to be the Stonecrest industrial Park CID. So that's A through G. I will now entertain a motion.

I have a question.

Yes.

One, two, three, four items that have been added today at this moment. Is there any backup for anybody to review to be able to have a discussion or are we doing that blindly?

The audit contract, I think, was emailed out to council. The resolution and the ordinance was also emailed to council.

I don't have any of those three items.

And as far as the ID, I did not receive anything on that.

Okay. Who has these emails that you said were sent out? Can I have date and time, please, so I can go pull that?

Attorney Thompson do you have that or madam city manager.

The CID agreement. It should be I can give you the date and time of that.

That was sent out at least twice. But that's a crap agreement. The question be back.

The slip I have I'm talking about the other 3 items. the resolution, the two the attorney added and the one that District 5 added?

The resolution and the ordinance I can send to you all right now, they were walk-ons as of today.

So no one has seen those?

No.

Okay. And so would you ask them, when you added them to the agenda, were you asking those for a discussion or a decision? They're for a decision. There are two items for a decision of which no one has seen yet? Yes. OK, and will you please send those now so that we can consider in their items B, C and D? Yes.

Now, D, we did receive the audit contract.

Yes.

And C is just removing removing a name.

OK, I mean, still, you know, I'd like to be included in the reading of that. So if you'll send those. Thank you.

He said her the audit contract as well. Hearing none I entertain a motion.

I put him out some internal move for approval of the gender with the state is adjustments. I can't.

The motion has been properly moved in second by Councilwoman Smith. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay, starting with District 3.

Yay.

District 4. Yay. District 5. Yay. District 1 is yay. The agenda with the stated changes has been approved. The first item on the agenda is for discussion, the May monthly financial update by Director Franklin, our finance director.

Good evening. For the May 2026 financial report summary update, we have revenues that represent 40% of the annual budget through May, while expenditures represent approximately 29% of the annual budget. The year-to-date surplus as of May is $3.3 million. staff is currently working on gathering all required PVCs for the upcoming audit. We do not see any changes in the delivery dates so far. As you have heard, we have received the contract or the engagement letter from Aldina Jenkins. We also have submitted a professional services contract to be reviewed for additional support for the audit information. We're also currently working on any budget adjustments to be submitted at the next meeting, which would include security, aquatics, stormwater, trails, utility, building security and travel. Do you have any questions?

Mayor Pro Tem. Just to get to something you've already given us, and I appreciate your putting it in writing, the anticipated completion of each audit, and I hope as we're getting out the gate, we're getting out to a good start, and we can hold to these dates. And let me understand that When the 2026, I'm sorry, when the 2025 audit is complete, June 2027, will that put us on schedule as to where audits should be?

We'll be on schedule September 2027 with the 2026 audit. Because as of June 2027, we should have already started 2026.

Right. That would be your normal schedule. Correct. Okay. What we're dealing with now is the catch-up. So the first two on here are catch-up. Correct. And after that, we should be on schedule.

Technically, the third one is a catch-up as well, but we won't be as far behind.

Okay, so first three catch ups, the last one is an own schedule.

Correct. Okay.

No.

Oh, you still, oh, I'm sorry. Opera funding.

And I want to keep up with this as well, because we've come down to the last five months. Is there anything threatening our spending of the ARPA funds that we need to deal with?

Not so far. We meet with the city engineer on a regular basis. Everything is on schedule. We did have one of the major projects that was still in negotiations, if you will. But if that does not pan out, we do have a list of sidewalk projects that we can do that we can use for the remaining of those funds.

Thank you. It has a big impact on our overall budget. Tree Bank. It says remains financially stable. What does that mean for Tree Bank?

It's not negative. Revenues exceed expenses for Tree Bank.

I mean, but that was an expectation that would have a certain amount. In the tree bank.

As far as the budget is concerned, yes, I believe we collected more than what we expected for the tree bank. I can provide those detail numbers.

OK, is that in the package as to what the.

Two hundred and thirty two thousand dollars.

That's what's in there now.

Right.

But what was expected to be there?

I'll have to pull that number.

Do you know what was budgeted?

You budgeted revenue for 75,000? Okay.

It was more than stable.

Yep.

Okay. Okay. You report on SPLOST 2 funds. Are there any SPLOST 1 funds that are still not used that we have access to?

Let me get that detailed information. I don't want to misspeak on that. And I can send that to you shortly.

Well, I bring that up because I remember us approving something that had to do with the fire department, with the fire stations.

Right.

With the Cab County and some of the SPLOST funds. I'm not totally sure, but I would like to understand.

Okay.

What happened with those funds that we committed during Splash One? Are there some Splash One funds sitting, resting somewhere waiting on us to get the fire stations off the ground? And I know two of them that are in the city limits that we have not, well, we haven't completed them. I don't want to say we haven't started, but we haven't completed them. okay i would get that detailed information over the council okay and you also mentioned the development authority funds remain financially stable what is that budget i could look it up but if you have it handy uh you know what i'll just i'll just have to look it up

Yeah, I did not print out the other funds outside of 100. But I can get that information. I consolidated this report for ease of use by department. But I can go ahead and add that back to the reporting, the different funds and the budget and the balances remaining.

Now, I can get with you on it. I'm ready for that, as well as the mid-year budget amendment considerations.

Repeat that.

It says mid-year budget amendment consideration on the financial monitoring items. You're monitoring the mid-year budget amendment consideration. Let me get with you on that. Okay. And we'll be ready because I know it is About that time, it is past that time to make that adjustment. If there's a necessity to make a mid year budget amendment, we had a preliminary list made.

But with recent events, we want to also take into account any additional security needs that we might need to add to that adjustment before we bring it forward.

Okay, very good. And I know that it's almost budget time. And usually there's a budget calendar. I know that the budget calendar already out. Will there be an adjustment in that calendar? So take a look at that. Okay, as well. July is almost gone.

It is.

Mayor Pro Tem, are you?

Thank you, Councilman Turner. Any other questions?

Mayor Pro Tem?

Yes, Councilwoman Smith.

Being the new kid on the block, I heard the question that Councilman Turner asked as it relates to, or his comments as it relates to mid-year budget amendments. We're past mid-year, so when does, what's the process and when does that typically happen?

We had a mid-year budget adjustment prepared, but in light of recent events, we wanted to make sure we included whatever those costs would be. For example, the replacement of the computers, I did get quotes for that. So we'll include that in the adjustment because that was a part of the original budget. And so now we're also waiting for quotes related to any additional security needs that we might need in the building. So we can make it all part of one request and not have to come back to Council for a second request.

Okay, so you guys will provide once you have that information, then you'll provide it to us. Okay. As it relates to the audits, I know that we have come up with a plan, an aggressive plan, but a plan, and you guys are going to work diligently towards that plan. The grants that are associated with us getting our audits or keeping our audits up to date, which they're behind, those are going to be released as we complete the year for which they are awarded. Is that correct?

Correct. As we had discussed before, for example, once you complete 24, then 25 can be released and so on and so forth.

Okay. May I proceed with my yield?

Thank you. Council, any other questions before we move forward?

Mayor Pro Tem.

Councilman Turner.

Not necessarily a question, but a comment. And that is that according to the charter, we should also get a financial report from our city manager on the 15th of the month for the previous month. So I know that you'll be involved with making, help to make that happen initially. So I'm not sure about the month of July, because you were not here during all of the month of June. But if you check the, it's a charter requirement, and there was some difficulty with making it happen. So we'll see if we encounter that same difficulty. Okay. Just wanted to make that comment.

Okay. Council any other questions for director director Franklin. Thank you miss Franklin I appreciate it.

Thank you.

Next item on the agenda is for decision the resolution for the bank signatures. By our city attorney. Thompson.

Thank you, Madam Representative. The item on tonight's agenda is a resolution to amend the signatories for the city's bank accounts. Earlier this year, I believe we added the deputy city manager as a signatory on the bank accounts, which And he was not there prior to that time that we made that that you all made that change. And so there you all have requested a proposal to remove the deputy city manager from the bank accounts and then also to update the name of the new city manager as well. And this is just to again, to be in line with the city's normal course of business. And that change at the time that the change was made, I believe there was some transition. And so you all wanted to take that action to ensure that the city was compliant financially.

Council, do you have any questions for Attorney Thompson?

Mayor Pro Tem, yes.

Councilwoman Smith?

Who will be the signatories on the bank account? Can you refresh us on who's going to be left?

Yes, it is. One moment. The Mayor, Jasmine Cobble, the Mayor Pro Tem, Tara Graves, the City Manager, Kathy Turner, and the Finance Director, Keisha Franklin. And there is a space for a Deputy Finance Director that was also added early this year, but we don't have anyone in that position right now.

Thank you.

Mayor Pro Tem?

Councilman Turner.

I know we want to get things done as quickly as we can and in order, but is there any reason for any urgency to make this happen within the next 30 days. That's why the you are for the city attorney.

Um, it was post city manager. It was posed, um, that we update the resolution, um, along with our charter. I know at the time when we did it, it was because we was in a state of emergency, but we're just trying to, um, get business that operating in compliance.

Okay. Just curious. Mayor Pro Tem. I have a question.

Mayor Cobble.

Those that are listed in this, I guess, in this resolution and in this ordinance seems to be all the positions above and below the deputy city manager. I mean, all the way down to the deputy finance director, whose pay grade is, I don't know, two to four pay grades below the deputy. So I'm just curious on why Why are we removing the deputy city manager who is technically by pay grade the second highest pay grade in the city?

We're doing it based off our charter.

Your charter does not have the deputy finance director even listed in it as a position.

Right that was supposed to be removed as well, I was going to get to that.

Any other you're saying yeah if you'd let me finish. The Charter also does not give the mayor pro tem the bank signing authority either. So if we're going by the charter positions that have any financial or banking responsibilities within it, it would only be the mayor and the city manager. In all technicalities, the finance director's position listed in the charter also does not indicate any banking responsibilities or signatory responsibility.

Can you read what's in that charter for me?

So I think Madam Mayor, so you're talking speaking about the duties that fall under the mayor and the city manager and under those duties you're talking about.

No, no. The mayor pro tem said that we're modifying the code of ordinances to reflect the roles in the charter. Right. And so because I asked, why do we not have the deputy city manager who is the second pay grade highest pay grade in the city her response was we're going by the positions listed in the charter so i said well the deputy finance director is not in the charter right and then by technicality the finance director position also does not it is listed in the charter yes but it does not indicate a signatory responsibility so i was just trying to follow the rationale that if we're using the charter positions There are two, three technically listed on here, Mayor Pro Tem, finance director and deputy that by charter do not have signing authority. So if we're going, so I was asking for clarity on understanding using the roles on the charter versus what's in your ordinance.

So prior to our state of emergency, the only name we added was the deputy city manager.

Right, because the ordinance that you're looking at was not written to mimic the charter. You said you're making changes to mimic the charter. The ordinance that was written here was to make operations more succinct. So your rationale was charter, not operational efficiency.

OK, for operational efficiency and back to where we were prior to the state of emergency when the signers that was on the resolution wouldn't comply. So we had to add an emergency for our deputy city manager to be a signer.

Correct. So I'm just trying to get clarity on why the deputy city manager is being removed. Are you saying because you want to go back to the original code of ordinances?

Yes, prior to us going into a state of emergency.

Correct. Okay. So we're going back to the original code of ordinances, which did not include the deputy finance director.

If I can add something, Madam Mayor Patel, because I know we had this conversation before, and if I can remember correctly, we discussed essentially the City Council having the power and authority to say who's going to be a signer on the bank account. So it might not be specifically listed in the charter that certain positions or individuals will be signers on the bank account, but this

action tonight and um as it has done before will give those individuals that you all name that power so if yeah i didn't want it to be i didn't say yeah i the charter was not my rationale so maybe that would have been directed at mayor pro tem i didn't say that i i asked for the rationale why the deputy city manager was being removed and the answer was because we're mimicking the charter So I fully understand that an ordinance can be written to put any names in there that the council believes is proper in order for operation. That's not the rationale that was spoken. Um, so I understand, thank you for the extra clarity, but I, I mean, I fully understand the legislative power. I, I, again, was asking why the deputy city manager was being removed. The answer was we're trying to follow the charter. So now I understand that the answer is we wanna go back to the original ordinance, which is what the mayor pro tem just said. So if we're going back to the original ordinance, great. The deputy finance director was not in the original ordinance.

Do you have any other questions I just want to understand I don't think that the answer was provided back to where we were prior to the state of emergency, the reason we went into the state of emergency because the signers that we did have to move the city for decided not to do it understood so they were going back to the original I'm just asking why the deputy is still there. i'm not finished so therefore we had to add the deputy to help the city to move forward because who we had in place decided not to do that understood okay so the original ordinance did not have the deputy finance director so if you're going back to the original ordinance i'm asking now why is the deputy finance director listed and if you remember me um when i said earlier i said the deputy finance was not supposed to be there we was going to discuss

OK, I should wait until you discuss that for my next question.

When you ask that question, that's what I mentioned to you. So.

Well, OK, your first response was we're going back to the charter.

I mean, we are.

I went through the charter role.

That's the decision of council. So do you have any other questions prior to us moving forward with this decision?

I'll yield to see if you have a discussion about the deputy finance director now that we're not going by the charter roles.

What is your question, Mayor Cobble?

You said you're going to discuss the deputy finance director.

I said that was the question I was going to ask the city attorney. So what is your question?

I'm going to wait until you ask the city attorney.

We might make a decision moving forward. So I'm asking you since you have the floor to ask your questions.

Okay, my question again is if you're going back to the original ordinance prior to the state of emergency, why is the deputy finance director listed in the ordinance, which is not going back to the original ordinance.

And I'll also state that as far as, and I'm sure the finance department can kind of speak to practical day-to-day necessity of having the number two in charge on the bank accounts versus the deputy city manager. I know Mr. McCoy plays different roles, but I don't know if chiefly one of those roles is in finance or should be. behind signing checks. So I think there's probably policy and just practical reasonableness why a deputy city finance director versus a deputy city manager would be a signer on the bank account. It's at the end of the day, at the end of the day, it is your decision if you all do not want the deputy city finance director on as a signer or on your bank accounts then you can remove that position but if there is some practical reason why the finance department could use that individual or the city could use it use the individual as a sign on the bank accounts then you should keep it yeah i mean i i again i was trying to get clarity on the rationale the rationale has changed within the last 10 minutes or so so i'm just i was just asking for rationale even if you look at the

job description of the deputy finance director it still has no signatory responsibilities within it today in our in our deputy role nor is there even a person in that role today and hasn't been for quite some time so I understand the legend and again attorney Thompson you do not have to keep explaining to me and you you know it better than most that I understand the legislative authority and what can be literally written or literally removed again i was simply asking for the rationale behind it it changed a few times and now the discussion went from we're going back to the original to back to the original plus the new edition of the deputy finance director so then i would ask again you don't have the deputy city manager which is the second highest pay grade in the city but you have the deputy finance director of which one is vacant and two doesn't have any signatory or banking responsibilities written in the job description yes

Since there is no deputy finance director and the parties that will be on the bank signatory are going to have to sign, I do believe, so that person couldn't sign anyway, which means you're going to have to revisit this. If we move forward without the deputy finance director and revisit it once there is a Deputy finance director in place, they will equal the same thing you're going to have to revisit regardless. So to go without it. And we visited once the deputy finance director was in place. Would that allow us to move forward.

Yes, it would.

They may have put him if need be once we come to consideration of the vote. I would offer that as an amendment.

I didn't hear you said it one more time for me.

I said once it comes down to a vote, I would offer that as an amendment to consider approval without the deputy finance director as a part of the signatory group. I'm not going to leave my department until one is hired, but just leave it out.

Council, any other questions? I entertain a motion.

Once the resolution has been read, did I miss it?

Bernie Thompson, I don't think she has it.

Yes, I have it.

A resolution by the Mayor and City Council of the City of Stonecrest, Georgia, designating authorized signatories on all city bank accounts authorizing the execution of banking documents and for other lawful purposes.

Mayor Pro Tem.

Yes, Councilman Turner.

Move for approval of the resolution removing, after removing, the position of deputy finance director as a signatory.

Second.

The motion has been properly moved in second by Councilwoman Smith. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay, starting with District three. Yay district for the district five a district one is a motion carries for the zero the resolution for the bank signatories has been approved. Next on the agenda is for decision, the ordinance to amend section to dash 180.

Thank you, Madam Mayor Patel. This is an ordinance to amend section 2-180 in the City's Code of Ordinances in Chapter 2. Article 6 and then 2-180 that speaks to the execution of checks or financial instruments. And there's a list of positions in this chapter that the City Council recently amended. we added or you all added the deputy city manager to that list and you've asked to have that removed as a proposal and so the items before you tonight to have it have that amendment approved to adopt the ordinance so it will list the mayor the mayor Pro Tem the city manager and And the finance director and there, we can, I think the deputy finance director was also added. So if you all want to remove the deputy finance director, you can, if you want to keep that there, it is to council's pleasure.

Also, any questions for attorney Thompson?

And you just sent that to us.

Yes. Okay.

Council member Tim, I have no discussion other than to say that we could amend it in the same fashion. And when we get a deputy finance director, we can revisit this item.

entertain a motion.

This will be a first read.

I'm sorry, did I hear you say this will be a first read?

Yes, sir.

Oh, okay.

An ordinance by the Mayor and Council of the City of Stonecrest, Georgia, amending the Code of Ordinances, Chapter 2, Administration, Article 6, Finance, Section 2180, Execution of Checks or Financial Instruments to remove the Deputy City Manager as a signer for all orders, checks, instruments, and warrants for payment of money and for other lawful purposes.

Member for Tim.

Yes, Councilman Turner.

Madam City Attorney, do we ever have to take action on the first read to say, well, we acknowledge the first read, just read it and we move on?

You can read it and move on. And the final read will be the action that is when you take action, number one. And then two, if there are changes to be made, we can substitute the ordinance and make those amended changes.

Yeah, I mean, other than it just being in the records that we officially say, we hereby acknowledge the first reading and waiting on the second read. I'll just like you said, just move on.

You can just read it. Yep.

I'm moving on.

Next on the agenda is for decision audit contract by our finance director and our city manager. Now, so do everybody have a copy of the contract.

Please repeat that.

Do everybody have a copy of the contract? That was emailed.

Mayor Pro Tem, what date was that contract emailed? I can't find it.

My computer went out.

On the 9th of July.

From you?

Ms. Franklin.

Are you looking at it, Attorney Thompson?

Are you looking at that email?

Can you forward it? I don't have it.

May I proceed?

Yes, Councilwoman Smith.

Are there any additional? We have the engagement. engagement letter. Are there any additional stipulations or duties or requirements that we are adding to what's outlined in this letter? Anything else we're asking of the auditors?

I do not have any. I'm not sure. Did you see anything? I'm not sure if legal saw anything in their review of the engagement letter, but I don't have anything in addition.

The only thing that will be addressing with them is that adherence to our cyber security policies and also adherence to the city's policy on equipment use for the city. Okay, that will be in our will attach the standard terms that the city has in our independent contractor agreement to this engagement letter.

Okay, thank you.

And then I think I also i'm sorry man remember them also mentioned that the contract will be effective when it's signed and then end in December of 2027 I think that will allow time for the auditor to finish the remaining audits.

I'm not sure if I'm going to hear from Madam City Manager or the finance director to go over the details or whatever details you would like to share with council in regards to the contract.

Mayor Pro Tem.

Yes, Councilman Turner.

We had the auditors that come before us and they outline basically what they intend to do and their approach and I'm looking at the engagement letter and it appears to be consistent with what we had discussed. And I know there is some urgency to get this process started so we can reach our end on schedule. And if we find that there is something, and I know we don't want to keep on muddying the water back and forth, back and forth, but if there are some issues that we find as we go along, we can't always correct them. But again, I yield to the legal team to understand this 10-page legal document.

I'm sorry. Is everybody looking at the contract but me? Do you all have the contract?

Well, I have the letter of engagement.

Okay, well, can anybody one for the engagement letter? But two, it says, I know, I can't find it. Oh, okay. So if you'll just for me at least the engagement letter, but 713 at 659.

All right, I'll hit it again. Thank you.

The engagement letter is not a contract. And I thought I just heard Attorney Thompson say that there will be a few other items in the contract that is not listed in the engagement letter. The engagement letter is a letter from Mauldin and Jenkins to the city, which is not a contractual agreement. It's all of their requirements. It does not have your city identification in it. It doesn't have your standard contract language. The engagement letter should be an exhibit, an amendment addendum to your contract. So if you were to say you're going to approve a contract, but you're actually only looking at an engagement letter, then you're not approving a contract. And again, this is a letter from the vendor to you. This does not include any of your legalese within it. So if anybody has a contract, you have turned Thompson, you have also sent the engagement letter. If there is a contract to be reviewed, I certainly would like to have it.

Director Franklin, when, what date did you send that contract over to legal?

I sent the engagement letter to legal.

You send the engagement letter to.

But will in the mayor is right, what we'll do is in to attach the engagement letter to a standard city are the terms that we have for our independent contractor agreement and in that agreement will have.

The formal legal terms Okay, so let me back up so miss Franklin forwarded to legal on. What day.

The ninth I believe.

For for legal to review and send us over a contract for today's meeting yeah but we.

typically get the standard, the actual terms, the standard template that we use for the city attached to the engagement letter, like the mayor said.

Okay, I'm just trying to figure out what a miscommunication came in.

No miscommunication.

No, when I spoke, I was told that we had the contract prepared for today's meeting. But we don't.

The contract itself is still being prepared for today yeah, but we have the engagement letter.

When can we expect the contract.

will counsel will if it's going to have to be if it's going to come before Council by the next Council meeting.

OK, so if we wait to the next council meeting, how would that affect your timeline on moving forward with the audits?

What's the date?

Today is the 13th. The next meeting is on 27th of this month.

That would push it back. They did intend to start the end of July.

They was planning on starting the end of July.

Mayor Pro Tem Housewoman Smith. So with the 27 being the last Monday of the month, how far back does this push you guys with your plan that you have in place?

I would assume it will push two weeks back, but I can talk to them to confirm they've already requested certain documents from the previous auditor that they're reviewing so I can touch base with them tomorrow.

And as it relates to the letter of engagement that we have the. You all don't have any concerns or any additions like I asked earlier to what they have put in their letter of engagement, what they're going to be providing us. You don't have any concerns or any additional requests of them? No. Okay. So at this point, what we're waiting for is the final contract to come from legal.

Okay. Mayor Poteau.

Councilwoman Washington.

I would ask legal once you receive the letter of engagement wouldn't it be protocol that you would tax them for the contract to attach it to the letter of engagement. Legal a maximum legal, yes.

So why? So what typically happens is the process is that we receive engagement letters or a list of services from contractors, they go to procurement, the we attach the city's standard template and contract, and that sent to legal for review.

Councilman Turner.

This court's legal. How long will it take to get this contract together? I'm willing to do a special call meeting.

And also, I want to add that in the last meeting, if my memory serves me correctly, you all approved the city auditor pending the contract review. by by legal. So this technically doesn't have to be approved again today because you already approved it pending any issues that legal would have with the contract being signed.

You're saying that any preliminary work that they've done still counts. It's just that if there's a big problem with the contract, that's just too bad. They don't have a contract and it's over. But we approved it pending the contract being satisfactory by both parties.

Yes.

And there was no contract set to ink yet. For how long will it take to make that happen?

The contract is ready because we're using the city standard terms we're going to add the information received today by finance relating to cyber security and equipment. will add that to the city terms and then we'll get it signed so that could happen as soon as tomorrow, and then we'll we can get it to more than the Jenkins then.

And if we wanted to call a special call meeting simply to approve this contract, it is that important. There's a lot of money hanging out based on these audits being done and done on time. What we brought up to date, not on time, but to be called up. So a special call meeting, I think, is warranted to get this moving, even if it just saves us a week. So that's just my two cents.

for clarity so um legal is going to prepare the contract and then the contract will be shared with us so we have an opportunity however um Is a special call meeting needed for us to come back and approve the contract once you have it drafted finalized and shared with us.

when we when we met last we the city council appointed the auditor and i think in the actual vote for the appointment we called out with appointment of the auditor pending approval of pending any changes by legal with the contract or pending the signature of the contract so and that has been done before in the city in that instance i would say that The contract does not need to come back before the city council, however, if there's a need to do so, then or if there's a desire to do so, then I would say bring it back before council.

Mayor Pro Tem.

Mayor Cobble.

The city has never approved a contract that the council has not seen, nor that the vendor has seen, nor that the city attorneys have seen in a meeting in which it didn't exist. So with a motion to approve an appointment of the external auditors pending a contract, that is general motion terms, but how do you approve a contract that was not written nor reviewed and then say we don't have to do it again I mean I have I've never seen the city do that before and granted we you know are doing things different these days but never have it is significantly unheard of to approve a contract that has not even written yet Um, but nonetheless, so I'll move on from that. You all certainly will do your legislative pleasure. My question is why is the procurement staff not preparing said contract and then the city attorney reviewing it? Is there a reason why this contract is deviating from the procurement steps and going right to you to draft?

I can't speak to why it was sent directly to me, but Either way, um, I'm looking at you and I guess we'll, we'll draft the contract as needed.

So that's my question. I mean, our, is the council, did the council direct the city attorney and that motion to deviate from the typical process of procurement and go right to the attorneys or is, or is this going through procurement? Was that in your motion?

There is no motion yet.

No, apparently there was a motion for a non-existing contract the last time we met. I was just curious if that motion also included not going through procurement and going directly to the attorneys to draft.

That I cannot speak to right now without playing the tape back.

But I will say this.

We have not approved a contract for the record. We did not approve a contract for the auditors. That is why it's on the agenda for today. So for clarity, what needs to happen so we can approve the contract?

If you all desire to approve the contract, then I think there was a recommendation for a special call meeting to have the contract for you all to look at the contract. And it is on the standard city template that finance has. And we just bring it through legal for review and then to the city council. So you all will have that. And then I think you could call a special call meeting for review.

Mayor person House woman Smith.

So I. I was here when the motion was made, and we did not make a motion for anything to go directly from directly to legal there was in the motion, however. At this point. Attorney Thompson, is there something that something additional that you need for the procurement to do in order for you to do what you need to do? Or are we at a point where it's in your hand so you can do what needs to be done? And we can come back together and approve this contract.

I was given all the tools today. So I will work on that and have it for you all whenever you meet next if you desire to Meet again to approve the contract, thank you.

So for clarity, you have everything you need to move forward with the contract, and if we wanted to. To do a special call meeting Thursday, it can be prepared for a special call meeting Thursday just to approve the contract, so we would not get further behind on our audits are moving forward with getting the audience completed yes. Madam city manager and director Franklin, do you have any questions.

No.

No we're on board with working with attorney Thompson to review the contract and once approved boarded over to the Council's in the mayor mayor pretend to review and then be ready for the special call me to go with what the boat.

Council I entertain a motion.

I mean the fruit of what. I put him. Yes, Councilman turn a move to defer approval of this matter to a special call meeting.

I second.

The motion has been probably moved in second by Councilwoman Washington are you ready for the question. All those in favor of the motion, please respond with yay all those opposed nay starting with district three yay district for your district five yay district one is Jay the motion carries four to zero to defer the the decision for the audit contract to a special call meeting. Next time. Mayor Cobble.

I'd just like to add that you mentioned a Thursday special call meeting. I just want to state for the record today that I will not be available for a Thursday special call meeting as I have a prior obligation already set.

Noted. Thanks. Next on the agenda is for decision ordinance for SLUP 25007-1695 Spring Hill Cove by Director Q.

Mayor Pro Tem, the applicant has gone through the process of a public hearing and this is for a decision only. Staff has received a request from the applicant to withdraw this application without prejudice.

Thank you. Council, any questions for Director Cue?

Mayor Pro Tem.

Yes, Councilman Turner.

I concur. This item has gone through public hearing, and we deferred it twice, I do believe. It wasn't very clear as to why it was being deferred, whether the applicant needed more time to give us something that I don't believe we asked for. I think they just wanted to volunteer additional information for which I never got. And I see no reason to defer it anymore. I see no reason to accept a withdrawal. This item is before us for a decision, and I think we need to make a decision.

Mayor Pro Tem.

Councilwoman Smith.

Director Cue, I have a question on the process. So at this point, the applicant withdrawing How exactly does that work? Do they have an opportunity to go through this all over again?

Councilwoman Smith, that is correct. The applicant, before a decision is made, the applicant can request a withdrawal, which they have before a decision is actually made. And they withdraw the application, and they will go through the process again.

Mayor Pro Tem? I have an additional question. So now that Councilman Turner has suggested that we make a decision and the application has been withdrawn at this point, are we able to make any type of decision since the applicant has requested or applicant has withdrawn the application at this point?

Yes, Councilman Turner.

I would defer to legal once an applicant applies for a slip and we hear it. Does it still belong to the applicant or does it belong to us? We've gone through the public hearing on this stuff. And just logically speaking, without knowing all the legalese of it, it would appear to me that it's out of the applicant's hand once we hear it. And I'm not comfortable with them being able to withdraw their application after it's been heard and processed through the public hearing. Um, my logic tells me that it's up to us whether to accept the withdrawal or to act on this item.

That is correct. If a decision has not been rendered, the applicant does have the opportunity to withdraw their application before a decision has been made. There has not been a decision on this applicant as of today's, um, meeting, which is listed on the agenda for decision. That's it.

And if we do not approve the withdrawal, then the applicant is forced to come back before us.

With the withdrawal, they will come back before you with as a full through the full, full, full process, I'm sorry, through the full process, if we do not accept the withdrawal. Say that again.

If we do not accept, there's a request for withdrawal.

There's a request to withdraw.

Which means that we can say yay or nay.

That's correct.

If we say nay, then what?

If you make a decision based on your decision, of course, approval would allow the applicant to perform the request that they are seeking, which is a special land use permit for a personal care home. If you render a decision of denial, the applicant cannot return with that same request for two years.

So you just told us that we could not deny the request for a denial. That we had to act on a request for the denial either accepted it now, I mean i'm trying not to do now except the withdrawal or not accepted with tool, if we do not accept the withdrawal, then what.

So just for clarification. The City Council has to make. An affirmative motion either to. approve deny. Defer withdraw without withdraw with prejudice or you can decide to withdraw. The application altogether, but you all have to give them permission to do so.

And my question is still there. If we do not give the permission for the withdrawal, then what?

You either have to vote to approve, deny, or defer.

I yield.

Council, any other questions?

Chair Pro Tem.

Councilwoman Smith.

Still trying to get clarity here. So if we do not accept the withdrawal without prejudice, then the council has to make a motion to accept or deny or defer. OK, I'm clear. I was wrong.

I entertain a motion.

No, Tim.

Councilman Turner.

I move for denial of this application for a special land use permit. 1695 Spring Hill Cove.

The motion has been properly moved in second by Councilwoman Smith. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay, starting with District 3.

Yay. Yay.

District 4.

Yay.

District 5.

Yay.

District 1 is nay. Motion carries 3 to 1. Nay with District 1.

Thank you.

Welcome. Next on the agenda is ordinance appointing DeKalb County to conduct the City of Stonecrest special election. This is the second read.

This ordinance. The purpose of this item is to see Council's approval and ordinance appointing the cap county to conduct the city special election for 2,026. This is the second read of the preamble of this ordinance. An ordinance by the City of Stonecrest, Georgia, authorizing DeKalb County Board of Registrations and Elections to conduct a special election on November 3rd, 2026, and if necessary, to conduct a runoff election to be held on December the 1st, 2026, and for other lawful purposes.

Thank you. Council?

Mayor Pro Tem.

Councilman Turner.

Just a quick, can you give us those dates for the election again? November 3rd of the 3rd of the election and runoff is summer 1st December 1st.

Councilman Turner.

Move for approval of the ordinance appointing the camp kind of to conduct the city of stonecrest special election second read.

The motion has been properly moved in second by Councilwoman Washington are you ready for the question. All those in favor of this motion, please respond with yay. Those opposed nay, starting with District 3.

Yay.

District 4.

Yay.

District 5.

Yay.

District 1 is yay. Motion carries 4 to 0. The ordinance appointing DeKalb County to conduct the City of Stonecrest special election. Next on the agenda. is the Stonecrest Industrial Park CID Corporation Agreement for discussion only. Councilman Turner.

Mayor Pro Tem.

Councilman Turner.

Allow me to open with mentioning the East Metro CID. And the East Metro CID was in place when we became a city. And they were active within our city limits in terms of planting flowers and doing other activities in the right of way, including installing flock cameras and so forth and so on. And come to find out they had no agreement with us to do such. So we had to put together an agreement with the East Metro CID to function within the boundaries of the city. Now we've established the I mean, Latonia, well, the Stonecrest Latonia Industrial Parks CID. And they have the same opportunities, and that is to perform certain duties that might impact our right of way and overlap some services within the city. So we need an agreement with them to outline exactly what it is that they will and will not do. how we will interact with one another and you should have at least I sent it to you twice and I believe it was also sent to you by the CID Council itself a copy of a draft agreement And within that draft agreement, we've had a couple of suggested modifications, and some of it came from legal. And I'd like to yield at this time to have legal to opine on some of their suggested language changes within that draft agreement.

City Council Chambers, Thank you, Mr Turner councilman Turner. City Council Chambers, So we received the cooperation agreement and as it's been already stated it's. City Council Chambers, it's an agreement that establishes the cooperative partnership between the city and the CID. City Council Chambers, There are a few points that I think would be beneficial for Council to have a discussion on. One is the CID has requested that the City Council. consider proposals. Its proposals, one, the first set of proposals will come before you September 1 of 2026. And then thereafter, the CID will, I'm sorry, September 30th, 2026. And then thereafter, the city in its TIPS meeting would receive proposals of the CID in January of each calendar year. So that is one item that I think will be beneficial for you all to discuss and decide upon whether you want to keep that same schedule again on an annual basis, receive the CID's proposed projects and discussion on what it plans to do with infrastructure and services. Another change that I think would be beneficial for you all to consider and to. discuss if you give me one moment. relates to. Whether the city staff, which would include the city manager code enforcement planning and zoning. If they should meet with the CID on a monthly basis. And that's an internal meeting to discuss the CID's recommended activity and projects. The third thing I think it would be beneficial if you all discussed tonight is whether you all would bring those proposals in a TIPS meeting or if they would come before a city council meeting like tonight. And so those are three things that I would ask that you pay attention to and then decide whether you want to keep them as suggested or if you want to make any changes to it.

Thank you very much. This CID is anxious to get to work. And this is one thing that we want to get done before they actually start that. I wanted to have this ready by the next council meeting for consideration. So between now and the 27th, we have time to consider this or we can discuss it tonight as to these proposed modification based on what we sent to you earlier as to within that cooperation agreement, shall they meet with tips on a, whether it's a monthly basis or just say a regular basis, or should they report to city council at a work session and the other one is they will report to us on projects that they have so that's something that will let them initiate what projects might they be working on within the boundaries of the CID and Oh, their access to staff, or they have full access to the city manager, department heads, whomever, they might need to advance the calls of the CID. So those are things that we need to bring clarity to. May I approach him?

Council?

We have pro tem.

Councilwoman Smith.

I didn't have ample time to review this agreement today when I received it. However, I do see one thing where it talks about baseline of services, and I've kind of scrolled and did a search. I don't see what is the baseline. I don't see the services outlined here.

If I may, I'm sorry, no.

Are you and then so the original agreement that was sent by the CID did not list the services that their. they would they're supposed to be providing per the Charter. But the amendment, the amendments that I suggested does list the services, and that's one street and road construction and maintenance, including curb sidewalk, street lights and devices to control the flow of traffic. on streets and roads, two, parks and recreation areas and facilities, three, stormwater and sewage collection and disposal systems, four, development, storage, treatment, purification and distribution of water, five, public transportation, six, terminal and dock facilities and parking facilities, and seven, such other services and facilities as may be provided by general law. And again, you can find

that list in the city's charter section 1.06 and I believe it's under H. Are we able to sign off and hand over some of these that we don't control ourselves like water and sewer? That's not controlled by the city of Stonecrest, right?

No, that's controlled by DeKalb County.

So we wouldn't need some type of

consent or something from the county since they control that piece or how does that work uh the cid cannot supersede any of the governmental services they cannot supersede the county services they will work with and cooperate with and that's one thing that we need here is a cooperation agreement they have access to improving those areas but with that access they must have permission they can't go in and just take down a traffic light and put up a different one a different color they have to uh have permission from the city uh when necessary from the county that will keep them in line with not superseding anything that the city is doing. So it's a an effort to improve the conditions of the the district and it's called a community improvement district so any improvements they're making we will know about it and make sure that it does not conflict with the city and that's common with um i would say most cids i cannot say all but that's what they're there for to improve the condition of the district

Understood. So we don't need to put anything in disagreement as it relates to any type of language as it relates to the county for the services that we don't control at this time.

I don't believe so. Because like I said, they cannot supersede any of those jurisdictions. It's a matter of cooperating with and making improvements to the district. Okay.

And if I may, but we have added some suggested language on top of what the CID has proposed that further affirms that the city is still in control of its government facilities and the CID will not have any control over said services and facilities and they will serve as a supplement to that, so that is the proposed language to the CID.

I have an additional question. The duration, 50 years is what it says. The agreement shall expire in 50 years. None of us sitting here will probably be here when this agreement expires. You speak for yourself.

Well, I may.

However, that seems like a long duration. I would hope that we would consider to allow for others who come after us an opportunity to weigh in on this. consider reducing that duration with the opportunity to renew and all that great stuff less than 50 years. What typically happens with these CIDs? Are all CIDs typically a 50-year duration?

um the georgia constitution i believe it is allows for the 50-year time frame for between municipalities and public entities for instance the elections agreement that the city has with dekalb county is a 50-year 50-year agreement so that it is standard for intergovernmental agreements to be as long as 50 years, but like you said, you could shorten it if you would like to have other councils kind of come back and review it. And then I'll also add that the agreement itself has a 30 day termination clause. So the city could leave the agreement when it chooses to within 30 days notice. And in that case, you would likely have to do a new agreement and re enter it again, so you do have some space there.

And I'm no expert in this area, but I do know that some of the CIDs do have bonding capabilities. And when you do bonding, it could last 30, 40 years for certain bonds. So you have to know that they're going to be around more than four or five years if you got a 30 or 40 year bonding agreement. I would suspect it's common language. Between now and the time we consider approving this, we can find out if that's common. But I would suspect many of them might be longer than that. I remember setting up a trust for a trust from the family. We're looking at 150 years. So I'll be there to manage that, too.

okay um and the other thing just we quick glance of course um as councilman Turner said we'll get an opportunity I'll get an opportunity to kind of deep dive in this and ask whatever additional questions I have um but is there a review process or anything that we will go through to ensure that whatever is happening with the CID we we're giving them five stars in that area like is there some type of review process that typically happens with CIDs performance reviews

No, not that I know of. And just so, you know, there's clarification because the city and the CID are, you know, The CID exists within the city limits and will be there as a supplement to that boundary. But the CID will serve as its own entity as well, like a housing authority or a development authority. And if you think about it in that terms, if the city has any disapproval or issues with what's going on with the CID I think you can communicate that to them, and we can have you know meetings and or we like we said, we can end our agreement and maybe reestablish different terms to guard that. But as it sits right now the CID will operate as a separate entity, so we don't necessarily have oversight over the organization.

And if I can add, annually, we should get a state as a city address. And within that state as a city address, we should talk about those things that make the city great, or those things that make the city function. How is economic development doing? How is community planning and zoning doing? How is the CID doing? Are they adding value? bringing us down so you know those are things that we will have to evaluate on a regular basis as to what's adding value to the city and if they're not adding value to the city and we need to reconsider and it's not just the cid it's all elements of what makes the city function we have to evaluate it whether it's in a form of evaluation or whether it's the curbside evaluation we evaluate you know, say, no, that's not working. And we take another route. But I would say that most of the CIDs that I've seen have just added value, value, and value to the community in which they exist. That's why I'm so you know, anxious to get it rolled in. People think I have an interest in it, other than my legacy. That's my interest, that we do something good for Stonecrest, DeKalb County, and for this region. And that is, I think, establishing the CID is a very good move. And yes, we're going to be watching. We have two members that will rotate on and off of that council, so we'll have first-hand personnel that we have assigned to work with them. And they can give us a more regular report if you want one more regularly than monthly. They can give you a weekly report if you're so inclined to get that much detail. But they'll be there for us to help evaluate how well the CID is doing and to help them do what they're doing. So that's just my two cents.

Mayor Pro Tem, one more thing. I agree with you, Councilman Turner. It's important to know what it looks like. It's important to have criteria in place in order to determine If it's good or not so that that was my my primary question if we're going to put in that can be established, you know put some criteria in place, but you have to know what you're looking at and what criteria in order to judge whether it's good or not. um. So that's the whole purpose behind the question as it relates to performance. And it sounds like it's something that we can work with them on coming up with some criteria so that we can have some metrics by which we measure whether or not it's good or bad or awesome. So that's all. Point well taken. I am.

Council, any other questions?

That was for discussion only so no discussion only will move it to the Council meeting for decision unless there's some serious reservations and.

So just for clarification does the City Council wish to keep discussion of the CID proposals in tips. is a monthly meeting with the staff, what you all want to move forward with establishing and then also hearing the proposals of the CID in January of each year.

I'm hoping those are some things we can talk about as we go along because January is a loaded month. It's going to be hard to get a lot of things set up for January because we bring on new council members, new committees, and a bunch of other initiatives in January. Personally, I'd like to see it pushed to February at least. That'll give us time to get the train moving, so to speak. and to schedule them to meet with tips or with the city council that's something we have got to discuss whether or not we want that to be one or both probably best report into council would be my personal preference but again that's something we have got to talk about that's why we're Not making a decision tonight, we're pushing it to the next council meeting, and we will talk in between and ask out which way we think is going to work best for us. And we can bounce it back and forth with them as well.

And I think one additional thing is to kind of get the city manager and staff sway in media once a month is that going to put some type of stress or strain on the staff as well, so we have to kind of figure that piece out and get that that feedback from staff.

And we'll try to get it to you at least five days and how much time do you need to work up to detail a week days.

Well, once you make the decision on it, it's just an edit to the cooperation agreement. But we do need to see if the CID, they're OK with those edits. Because before you all adopt it, we want to ensure that it's the final draft of what both parties agree to.

OK. Well, the agenda is put together on Friday of this week for the council meeting.

It is.

So we've got to act in a hurry to get our questions answered and circulate it and get it back to you and ready for the agenda on Friday, no later than Monday. OK. Got it. I got my orders.

Councilman Turner, you want us to meet on Thursday and then get this to you by Friday. Oh, you're the worst. You sign up for this.

me to work.

Are you Mayor person? I'm done.

Thank you. That has concluded our agenda for today. Is there a need for an executive session?

Yes, there is. I'm sorry, what was that? Yes.

I entertain a motion.

Madam Chair.

Yes, Councilman Turner.

Move to suspend our work session and adjourn to special call meeting for litigation, personnel, cybersecurity, and litigation.

Mayor Pro Tem, the special call meeting is for Thursday. We're just trying to go to executive session tonight.

You know I want to leave, don't you? Mayor Pro Tem.

Councilman Turner.

Move to adjourn to executive session of personnel, litigation, cybersecurity, and real estate. Second.

The motion has been properly moved in second by Councilwoman Washington. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay, starting with District 3.

Yay.

District 4.

Yay.

District 5. Yay. District 1 is yay. We are now adjourned for executive session. Thank you. Thank you, Council. I will entertain a motion to come out of executive session and return to our work session.

So moved. Second.

The motion has been properly moved and seconded by Councilwoman Smith. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay, starting with District 3.

Yay.

District 4.

Yay.

District 5.

Yay.

District 1 is yay. We are now back to our regular work session.

Mayor Pro Tem.

Councilman Turner.

Move for approval of the minutes from the second session. Second.

The motion has been properly moved by Councilwoman Smith. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay. Starting with District 3.

Yay.

District 4. Yay. District 5. Yay. District 1 is yay. The minutes for executive session has been approved 4-0. That has concluded our agenda for today. I will entertain a motion.

Mayor Pro Tem.

Councilwoman, I mean Councilman Turner.

Before we leave, I want to remind all of the residents of Stonecrest to get your garbage out tonight because the collectors are coming an hour earlier than normal on tomorrow. So what, starting at 6 o'clock? Yes. So go home and put your garbage out. Mayor Pro Tem.

Councilman Turner.

Move for adjournment. Second.

The motion has been properly moved in second. Are you ready for the question? All those in favor of the motion, please respond with yay. All those opposed nay. Starting with District 3.

Yay.

District 4.

Yay.

District 5.

Yay.

District 1 is yay. Motion carries 4-0. We are now adjourned. Have a great night.

Did I say something?

I didn't say anything.