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JEFFERSON COUNTY COMMISSIONERS WORK SESSION OCTOBER 2, 2017 7:00 P.M. The purpose of this meeting was to prepare the agenda for the October meeting. It was held at the Jefferson County Commissioners’ office. Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Chairman McGraw called the meeting to order and led the Pledge of Allegiance. Commissioner Johnny Davis gave the invocation. Commissioner Wayne Davis made a motion to modify the agenda by adding Solar Projects to Old Business as item b. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Off Road Haul Truck County Administrator, Adam Brett, presented the board with a bid tabulation for an off-road haul truck for the landfill. The tabulation along with other information regarding the truck is listed on the following page. After reviewing the tabulation with the board, the county administrator recommended the board purchase the truck from Caterpillar at a cost of $337,649. Commissioner New made a motion to accept the county administrator’s recommendation and purchase the off-road haul truck from Caterpillar for $337,649. Commissioner Gonice Davis seconded the motion. Discussion: Chairman McGraw said they just sold the old dump truck at a cost of $45,000 and they needed to decide what they were going to do with the money from that sale. Commissioner New said they could use the money from the aforementioned sale to assist in the purchase of the off-road truck. Commissioner New modified his motion to include the use of the monies from the truck sale as down payment on the off-road haul truck, utilizing option 1 above. Commissioner New made a motion to accept the administrator’s recommendation and purchase the off-road haul truck from Caterpillar at a cost of $337,649 utilizing monies ($45,000) from a previous sale as a down payment on the truck. The truck is also to be purchased via ACCG’s preferred partner BB&T over 5 years at a 2.75% rate. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Solar Projects The county administrator presented the following contract for the rental of county property as a solar farm, to the board for review. The administrator explained he and the county attorney already had an opportunity to review the contract. The contract can be seen below. ---PAGE BREAK--- Commissioner New made a motion to proceed with the project which would mean the rental of 2.5 acres of county property to Office of Solar Development, LLC; the property is located behind the county prison on Clarks Mill Road. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS Demo of Outbuildings at Warden’s Residence County Administrator, Adam Brett, brought up for discussion the demolition of the out buildings at the warden’s residence. Mr. Brett indicated they take the scrap metal from the old barn at the warden’s residence, sell it, and place the wooden structure on GovDeals.com for sale, allowing someone to purchase the barn wood. Commissioner Johnny Davis made a motion to have the metal removed from the old barn and place the building on GovDeals.com for sale. Commissioner New seconded the motion. The motion was unanimously approved. EMS Contract The county administrator spoke to Stephen Vincent from Gold Cross EMS regarding the current contract with Gold Cross. With the current contract we are presently in a one-year extension which allows for an additional one-year extension with a possible COLA increase. Gold Cross would like to negotiate a new long-term contract that would start in May, when the current contract ends, with an initial cost proposal of $42,750, the current contract is $42,647. Commissioner Wayne Davis made a motion to extend the current one-year contract, authorize the chairman, the county attorney, and the county administrator to negotiate with Gold Cross and bring the contract back to the board. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis stated concerns for roads in District 2 not being paved yet. As the paving season was nearing its end. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. Commissioner Johnny Davis made a motion to go into executive session to discuss personnel. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Executive Session Commissioner Johnny Davis made a motion to come out of Executive Session and go back into the regular meeting. Commissioner Gonice Davis seconded the motion. The motion was unanimously passed. No action taken. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING OCTOBER 10, 2017 7:00 P.M. This was the regular meeting for the month of October. It was held at the Jefferson County Commissioner’s Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Johnny Davis, Member; Wayne Davis, Member: Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Commissioner New was absent. Chairman McGraw called the meeting to order, and led the Pledge of Allegiance. Commissioner Gonice Davis gave the invocation. Chairman McGraw, along with the other present board members presented Annie Swan the following proclamation from the board for her achievements as 2017 Miss Georgia Outstanding teen. ---PAGE BREAK--- Miss Swan was in attendance with members of her family and friends. Commissioner Wayne Davis made a motion to amend the agenda by adding Purchase of Cars for Sheriff Department as item b on New Business. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to forgo reports except the chairman’s report and the county administrator’s report. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Reports Chairman McGraw gave the chairman’s report and Adam Brett gave the county administrator’s report. Consent Agenda The chairman read the Consent Agenda items. Motion to purchase CAT 725C2, at a cost of $337,649 via ACCG’s preferred partner program…full level debt service over 5 years at a 2.75% rate; utilizing the proceeds of $45,000 from the old truck as a down payment on the new vehicle Motion to proceed with the solar project on property located behind the county prison Motion to remove the metal from the old barn behind the warden’s residence; and place the structure itself on GovDeals.com for sale Motion to extend one-year contract; and allow the chairman, the administrator, and the attorney an opportunity to work on contract with Gold Cross EMS Commissioner Wayne Davis made a motion to approve the Consent Agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Kelley Quarters Guardrail Project and Remainder of LMIG Funds County Administrator, Adam Brett, presented two bids received for the guardrail project on Kelley Quarter Road; the bids were from Martin-Robbins Fence Company in the amount of $21,540.56 and The Sharon Company in the amount of $15,696.00. The bids are reflected below. The county administrator recommended the board accept the lower bid from The Sharon Company in the amount of $15,696. Commissioner Wayne Davis made a motion to accept the recommendation of the county administrator and approve the purchase of guardrail from The Sharon Company in the amount of $15,696. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. The county administrator explained there was $9,300 left in the LMIG fund and he, along with the road superintendent, recommends the funds be utilized to purchase and stockpile road signs that are more reflective at night. Commissioner Wayne Davis made a motion to utilize the remaining LMIG funds of $9,300 ---PAGE BREAK--- to purchase and stockpile road signs, however, the signs are not to be purchased until the guardrail project is completed. Commissioner Johnny Davis seconded the motion, with the following stipulations…the board will see the number of signs purchased and the kind of sign purchased. The motion was unanimously approved. Disk Golf at Ogeechee Crossing Park Robert Yonchak presented an update on the Disk Golf project at Ogeechee Crossing Park. 2018 LMIG Project The county administrator presented a list of roads for striping and signage which included Campground Road; this road was previously decided by the board to be the 2018 LMIG project. The county administrator said he spoke to the project manager on the striping, he thinks they can work with the contractor at the striping company to get the road paved first and let them through the striping contract that has already been let and the state is paying for do the striping and they can leave that off the contract, but it must be timed right. The timing is critical. The road list is shown on the following page. Commissioner Wayne Davis made a motion to remove Campground from the LMIG project, as far as the striping, and allow an opportunity to arrange the schedule where it would be covered under this particular grant. Commissioner Johnny Davis seconded the motion. The motion was unanimously passed. Commissioner Johnny Davis made a motion to amend the agenda to discuss paving roads as item c in New Business. Commissioner Wayne Davis seconded the motion. The motion was unanimously passed. NEW BUSINESS Investment Income County Administrator, Adam Brett, presented the following information to the board regarding an investment policy for the county. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to table until the board obtains more information and the minutes are researched. Commissioner Johnny Davis seconded the motion. The county attorney said they did not need a motion to table. Commissioner Wayne Davis withdrew his motion to table. Purchase of Cars for Sheriff Department The county administrator brought before the board the sheriff’s wish to purchase three new vehicles for his department. The sheriff give the administrator a quoted price of $32,136 per vehicle; funds are allocated in SPLOST for the purchase. Commissioner Johnny Davis made a motion to purchase three new vehicles for the sheriff in 2018 for the best price. Commissioner Wayne Davis seconded the motion. The vote was unanimously approved. Paving Equipment Commissioner Johnny Davis suggested the board check the price on a used gravel spreader and a tack truck for paving. He said the county had this equipment previously but sold it on GovDeals.com because they weren’t doing much paving. Commissioner Johnny Davis made a motion to proceed with ascertaining the price of used paving equipment. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Scheduled Public Comments Lynda Brown with America’s Documents of Law & Government spoke to the board regarding the board allowing the organization to place religious documents in the courthouse. Public Comments on Agenda Items There were no comments on agenda items. Commissioner Wayne Davis made a motion to go into executive session to discuss litigation, real estate and personnel. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to close executive session and go back into the regular meeting. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to allow the chairman to complete necessary documents approving the offer GDOT has provided the county for the GA 4/US 1 widening project north of Louisville. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman Johnny A. Davis, Member Charles Wayne Davis, Member