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JEFFERSON COUNTY COMMISSIONERS WORK SESSION SEPTEMBER 6, 2016 7:00 P.M. The purpose of the meeting was to prepare the agenda for the September meeting. It was held at the Jefferson County Courthouse. Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member: Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; and Bonnie Wells, County Clerk. County Attorney, Dalton Dowdy was absent. Chairman McGraw called meeting to order and led the Pledge of Allegiance. Commissioner New gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimously passed. OLD BUSINESS Park at T. E. Buchanan Road Chairman McGraw suggested erecting a split rail fence, clean the area up, and have parking at the grounds on T. E. Buchanan Road. Commissioner Johnny Davis made a motion to purchase split rail fence and beautify the gate. Commissioner Wayne Davis seconded the motion with the following amendment to the motion, rather than twenty feet on each side, have fifty feet on each side turn the split rail inside, where the driveway goes construct a gate with two inch pipe that swings; and when it’s open it will be up against the rail and no one will see it. The days it needs to be closed; close it, have it pad locked, and have a sign that hangs down signifying the closure. Discussion: Commissioner Johnny Davis stated he wanted to address the upkeep of the tentative park to the warden; he felt the road department had enough to contend with, therefore the warden needed to step up and assist the board of commissioners with cleanup and other projects in and around the community. He would like to visit Columbus, Georgia, again. He knows that Columbus, Georgia did utilize inmate labor in and around their community. Commissioner New asked what would stop the people from walking into the river once the fence was erected. Chairman McGraw said the split rail fence would come around and allow a border and his idea was to eventually have walking trails down to the river. Commissioner Wayne Davis stated on their recent trip to Orangeburg, last week to view their park, the city manager explained they averaged at least 600 visitors at any given time; and two thirds of them get out and just walk. They even have some groups using the grounds to camp out and that was a real economic boost. Chairman McGraw said all he wanted was a starting place…he also stated he wanted Robert Yonchak to head a committee to get the property in order. Commissioner New said the property lines needed to be marked. Chairman McGraw asked Commissioner New would he be willing to work with Robert Yonchak. Commissioner Gonice Davis asked the cost of park. County Administrator Adam Mestres, explained it would only cost a couple of thousand dollars. Commissioner Johnny Davis added an additional amendment to the motion allowing for Robert Yonchak to head a committee to get the grounds on T. E. Buchanan Road in order. The vote was unanimously passed. Convenience Center Test Run After much discussion. Commissioner Johnny Davis made a motion to table the convenience center test run until further discussion. Commissioner Gonice Davis seconded the motion. The vote was unanimously passed. NEW BUSINESS Planning & Zoning Board Appointment County Administrator, Adam Mestres, explained Planning and Zoning member Charles Pitts should have been reappointed to the aforementioned board in December of 2015 when his previous term expired. Commissioner Johnny Davis made a motion to re-appoint Charles Pitts to the Planning and Zoning board. Mr. Pitts will serve for a term of three years, therefore his term will conclude December 12, 2018. Commissioner New seconded the motion. The vote was unanimously passed. Planning & Zoning Board Appointment Due to the untimely death of Mr. Lee Shellman, Commissioner Gonice Davis has to appoint a new member to the Planning and Zoning Board. Commissioner Gonice Davis stated he was not ready to make this appointment at this time. Wheel Loader Purchase County Administrator, Adam Mestres, presented bids received on a wheel loader, the bids were shared for informational purposes only at this time and would be tabled until the regular meeting. ---PAGE BREAK--- Recreation Vehicle Purchase County Administrator, Adam Mestres, presented the following information on a request to purchase a vehicle for the recreation department. The vehicle, a 2009 Chevrolet van, which belonged to the recreation department, was transferred to the transit department as they needed a vehicle, because the one they previously had was beyond repair. The remaining asset value of $14,578 for the vehicle at the recreation department was transferred to transit; with the aforementioned amount deducted from the cost of the vehicle for the new vehicle purchased for the recreation department. A 2016 Ford T350 was purchased for the recreation department at a cost of $27,862 with the amount transferred to transit deducted which leaves a balance of $13,284 that needs to go to recreation because they are getting the new asset. The vehicle will be paid for with funds from SPLOST, so recommended by the county administrator. Commissioner New made a motion to allow the transfer of the 2009 Chevrolet van to transit and the purchase of the 2016 Ford T350 van for the recreation department. Commissioner Gonice Davis seconded the motion. The vote was unanimously passed. Copier Lease County Administrator, Adam Mestres, presented to the board a contract from Ricoh USA, Inc. for the leasing of copiers for county departments. The list of copiers and the cost for leasing is reflected on the next page. Commissioner Wayne Davis made a motion to accept the lease agreement pending the county attorney’s review. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Paving of County Roads County Administrator, Adam Mestres, presented information on the unpaved roads in Jefferson County. ---PAGE BREAK--- After much discussion, Commissioner Wayne Davis made a motion to allow the road superintendent to garner bids from Epps Brothers for the paving of the aforementioned county roads, so that they may be compared to Moreland Altobelli’s prices. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Vehicle Purchase County Administrator, Adam Mestres, brought before the board the necessity for a vehicle for the maintenance department as a new employee has been hired to assume the duties of the upkeep of the county buildings. This employee will be shared with the sheriff’s department. The administrator recommended he and the purchasing agent be allowed to obtain prices on a vehicle for the individual. Commissioner Johnny Davis made a motion to accept the county administrator’s recommendation of allowing him along with Purchasing Agent, Robert Yonchak, to obtain the best deal on a pickup truck for the maintenance employee. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New asked what happened to the pickup truck the tax assessor’s office had and were they now using it. The county administrator explained that department was now utilizing the truck. Once they were told the truck would be sequestered, they proceeded to use it. The vote was unanimously passed. Bailiff Per Diem County Administrator, Adam Mestres, brought a request from the sheriff regarding the bailiffs’ salary. The bailiffs are now paid $40 per day; the sheriff’s request would allow them $60 per day. Commissioner Johnny Davis made a motion to raise the salary for the bailiffs’ from $40 per day to $60 per day. Commissioner New seconded the motion. The vote was unanimously passed. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no scheduled comments on agenda items. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Attest: County Clerk Mitchell McGraw, Chairman ---PAGE BREAK--- Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING SEPTEMBER 13, 2016 7:00 P.M. This was the regular scheduled meeting for the month of September. 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 Mestres, 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 Johnny Davis made a motion to amend the agenda by adding Yvette Hatcher from GDOT to the agenda as item c under New Business. Commissioner Gonice Davis seconded the motion. The vote was unanimously passed. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimously passed. Commissioner Wayne Davis made a motion to adopt the minutes. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Chairman McGraw gave the chairman’s report; County Administrator, Adam Mestres, gave the administrator’s report; EMS Director, Carl Wagster, gave the ambulance report and introduced Chad Parker, the young man to take his place once he retires; and Code Enforcement Officer/Building Inspector, Jimmy Kitchens gave the building Department and Code Enforcement Report. Emergency Services Director, Jim Anderson was absent. Consent Agenda Chairman McGraw read the following Consent Agenda items: Motion to proceed with park at T E Buchanan Road Motion to reappoint Charles Pitts to the Planning and Zoning Board Motion to approve recreation department vehicle purchase Motion to approve bailiff per diem Motion to approve copier lease with Richo pending final legal review Commissioner Gonice Davis made a motion to adopt the Consent Agenda item. Commissioner New seconded the motion. The vote was unanimously passed. OLD BUSINESS Planning & Zoning Board Appointment Shellman Replacement) This agenda item was tabled until a later date. Wheel Loader Purchase ---PAGE BREAK--- County Administrator, Adam Mestres, presented to the board the following bids on a front wheel loader. After reviewing the bids and much discussion. Commissioner Gonice Davis made a motion to purchase the Caterpillar 926M from Yancey Brothers at a cost of $187,547. Commissioner New seconded the motion. Discussion: The representative from Case spoke regarding the motion to purchase from Yancey. The vote was unanimously passed. Paving of County Roads County Administrator, Adam Mestres, presented information on the paving of the county roads listed below: Commissioner Wayne Davis made a motion to allow the county administrator and road superintendent to continue with obtaining prices for the paving of the roads listed above. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Vehicle Purchase Commissioner Johnny Davis made a motion to allow the county administrator and purchasing agent to purchase a vehicle for the maintenance department at a cost up to $20,000. Commissioner Wayne Davis seconded the motion. The vote was unanimously passed. ---PAGE BREAK--- NEW BUSINESS Rowland Road Name Change Commissioner New suggested Rowland Road be changed to Rowland/McGraw Road to honor two World War II veterans. County Attorney, Dalton Dowdy explained the board of commissioners would have to pass a resolution, once the resolution is passed, spread upon the minutes and circulated to the various offices in the county affected by the name change. Commissioner New made a motion for the county attorney to proceed with the resolution authorizing the Rowland Road name change. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Security Training for Prison Commissioner New made a request to have training allowing him to take out three inmates. Commissioner Johnny Davis made a motion to honor the request made by Commissioner New in allowing him to attain training allowing him to carry out three inmates. Commissioner Wayne Davis seconded the motion. The motion passed with a vote of four to one. Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis voted yes. Commissioner New abstained from voting. W. Yvette Oliver-Hatcher W. Yvette Oliver-Hatcher, GDOT’s Local Government Coordinator, gave the board information regarding the benefits available to the county via department of transportation. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Geary Davis made comments regarding the Planning and Zoning Board, the criteria for road paving, and the status of the convenience center. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimously passed. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member