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JEFFERSON COUNTY COMMISSIONERS WORK SESSION FEBRUARY 4, 2019 7:00 P.M. The purpose of this meeting was to prepare the agenda for the February 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 Gonice Davis gave the invocation. Commissioner Johnny Davis made a motion to amend and adopt the agenda; the amendment was to add the Financial Report to the agenda. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Financial Report Walter Jones and Mark Davis of the accounting firm Jones, Jones, and Davis presented the board with the audit report for Fiscal Year 2018. Mr. Jones stated the county was in excellent financial shape. They also reviewed the auditor’s report on internal control, on compliance and other matters; that can be viewed below. Chairman McGraw commended the county administrator, elected officials, and the department heads for contributing to the county’s financial excellence. The auditor’s report is kept on file in the county commissioners’ office. OLD BUSINESS Green Box Dumpsters Commissioner New spoke about green boxes, stating he was trying to look and see how revenue could be generated. He said he spoke with Washington County and none of the residents from the cities took their household garbage to green box dump sites. He added the shared material was not a recommendation. It was for informational purposes only. New Business Inmate Work Detail The county administrator shared with the board a request made by the City of Thomson for an inmate work detail, reiterating if the county agrees to this request the bed count at the prison would have to increase. He presented the cost estimate below. ---PAGE BREAK--- Commissioner Johnny Davis recommended reviewing a cost analysis and garnering input from Warden Oliphant before a decision is made. Personnel Policy Review First Reading The county administrator presented the Personnel Policy for its first reading and review. The board will review the aforementioned policy and discuss at the regular meeting Tuesday night. Old Forestry Building The following building is listed on the county’s insurance, it is the old forestry building previously owned by the State of Georgia; it was and donated to the county. The county has since ascertained the building cannot be sold or rented to a third party and the board has determined they have no use for the structure. The county administrator’s recommendation was to give it back to the state. Commissioner New stated the state would not take it back, as he has tried to return it in the past. Commissioner New suggested the public works director take a look at it, and if there were things there, he could use, to let him tear it down and use what he could use and take the rest of it to the landfill. Commissioner made a motion to allow Public Works Director, Ken Thomas to assess the building, use what he can from it and take the rest to the landfill. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. FY 20 Budget Calendar ---PAGE BREAK--- The county administrator presented the following budget calendar as well as other dates in the budget process to the board for informational purposes. Armory HVAC Project The county administrator presented the following bid notice on bids for the HVAC project at the Multipurpose Center (Old Armory). This item was for informational purposes only. Landfill Cleanup & Tire Amnesty Day The county administrator provided the board with the date of the annual cleanup day. This year it will be April 27, 2019. The following flyer was distributed informing the citizens and businesses of Jefferson County of the date and the time for the cleanup day. ---PAGE BREAK--- Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no public comments on agenda items. Executive Session No executive session. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner New seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Charles W. Davis, Member ---PAGE BREAK--- JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING FEBRUARY 12, 2019 7:00 P.M. This was the regular meeting for the month of February. 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, welcomed members of the Youth Leadership Organization, and led the Pledge of Allegiance. Commissioner Johnny Davis gave the invocation. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to adopt the minutes. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Dr. David Kemp – Wallace Grove State Mission Burial Society Dr. David Kemp a local minister addressed the need for maintenance at Wallace Grove State Mission Burial Society. He sought the advice of counsel, who sent the following letter to the Jefferson County Board of Commissioners. The above letter references O.C.G.A. §36-72-3, which is shown below. 36-72-3. Authority of counties and municipalities to preserve abandoned cemeteries Counties, anywhere within the county boundaries, and municipalities, anywhere within the municipal boundaries, are authorized, jointly and severally, to preserve and protect any abandoned cemetery or any burial ground which the county or municipality determines has been abandoned or is not being maintained by the person who is legally responsible for its upkeep, whether or not that person is financially capable of doing so, to expend public money in connection therewith, to provide for reimbursement of such funds by billing any legally responsible person or levying upon any of his property as authorized by local ordinance, and to exercise the power of eminent domain to acquire any interest in land necessary for that purpose. ---PAGE BREAK--- Dr. Kemp’s request is outlined in the aforementioned letter submitted by his attorney, Brannen H. Bargeron. Commissioner Johnny Davis made a motion to allow Dr. Kemp and his appointed committee to do whatever is necessary to maintain the Wallace Grove State Mission Burial Society’s cemetery. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New asked if people were still being buried there, was it still considered an abandoned cemetery. The county attorney said he was inclined to agree, and he would speak to Dr. Kemp’s attorney, Mr. Bargeron. He also said he didn’t see a reason they could not maintain the cemetery, even if it were active now. Dr. Kemp asked Commissioner New to refer to the letter as it was self-explanatory. The motion was unanimously approved. Reports from Committees and Departments Chairman McGraw gave the chairman’s report and County Administrator, Adam Brett, gave the administrator’s report. Commissioner Johnny Davis made a motion to forgo the remaining reports. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Consent Agenda Chairman McGraw read the Consent Agenda item. Motion to allow Public Works Director, Ken Thomas, to evaluate whether the shop building at the old forestry unit can be torn down and repurposed. Commissioner Wayne Davis made a motion to approve the Consent Agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. The Public Works Director, Ken Thomas, stated he recommends the building be torn down and the materials taken to the landfill. Commissioner New made a motion to tear down the shop at the old forestry building. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Inmate Work Detail The county administrator presented the figures below for an additional inmate work detail. The City of Thomson recently requested an inmate work detail from Jefferson County. He said he spoke with the warden and there would not be a need for an increase in personnel to implement an additional inmate detail. Commissioner Wayne Davis made a motion to allow the inmate detail for the City of Thomson, provided the county does not lose money. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to enter into a three or five year contract with the City of Thomson for an inmate work detail. Commissioner New seconded the motion. The motion was unanimously approved. First Reading of Personnel Policy Update The county administrator reviewed the revised personnel policy and answered questions posed by the board of commissioners. This served as the first reading of the policy. ---PAGE BREAK--- Armory AC/ Heating Project The county administrator presented the following bid tabulation for the HVAC at the Multipurpose Center (Old Armory). Commissioner New, at this time, excuses himself from the room as this topic of discussion would be a conflict of interest. Gordon Mays of Davis and Mays Air Control is his nephew. Commissioner Johnny Davis was on a committee appointed by the chairman to review the bids; his recommendations were Davis and Mays Air Control and Mel Daniel Heating & Air. Chairman McGraw stated he wanted the board to have an opportunity review the bid tabulation so they could make a sound decision; therefore, he recommended the board table this item until a later date. NEW BUSINESS Disc Golf at Ogeechee Crossing The county administrator did not have all the information for this item, therefore, it was tabled until a later date. Commissioner New had already left the building at this time. The meeting proceeded without him. Volvo Motor Grader The county administrator brought up for discussion the maintenance for the Volvo motor grader used at the county landfill. The terms of the maintenance agreement are reflected below. Public Works Director, Ken Thomas, recommended to the board the Volvo motor grader be kept with a three- year warranty and maintenance plan. Commissioner Wayne Davis made a motion to accept Ken Thomas’ recommendation and keep the Volvo motor grader with a three-year warranty and maintenance plan. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Skid Steer Machine The board discussed whether a purchase should be made on a skid steer, the chairman’s observation was, if a department needed a skid steer, one could be rented versus actually purchasing one, because it was only utilized maybe three times per year. The rental cost for one week was approximately $700 The information below was provided by Rick Calloway of Yancey Brothers Company which further solidifies the chairman’s observation. This item did not require a vote. Planning & Zoning Board Appointment The following letter was presented to the board requesting Mr. Arthur Braddy be re-appointed to the Planning and Zoning Board. Commissioner Gonice Davis made a motion to reappoint Mr. Arthur Braddy to the Planning and Zoning Board to serve an additional three years. Mr. Braddy’s term expired May 20, 2018; his new term will expire May 20, 2021. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Zoning Change The planning and zoning board submitted the following request regarding zone changes on property located at 6523 HWY 296, Stapleton, GA. The request from the landowner and the planning and zoning department can be seen in its entirety here in the official record. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to accept the recommendation from the Planning and Zoning Board to rezone property located at 6523 HWY 296 from RA to C2. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Jefferson Hospital Administrator, Lou Semrad, informed the board the hours at the Louisville Physicians Health Group office will be extended until 7:00 p.m. Monday through Thursday. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no public comments on agenda items. Executive Session No Executive Session items. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Gonice 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 W. Davis, Member ---PAGE BREAK--- JEFFERSON COUNTY COMMISSIONERS CALLED MEETING FEBRUARY 25, 2019 6:00 P.M. This was a called meeting, duly advertised by the county. 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 Wayne Davis gave the invocation. Commissioner Wayne Davis made a motion to amend the agenda by adding Armory Rental as item f. Commissioner New amended the motion by moving item b, Armory HVAC/Heating Project as the last agenda item. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Comprehensive Plan Resolution The county administrator started by thanking Chairman McGraw, Economic Development Director, Mr. Tom Sellars, and Advisory Board Member, Mr. Eugene Love for their guidance and work on the plan coming to fruition. Mr. Brett explained, the project has taken over a year to complete and lays out the guiding principles the county will utilize in the things they want accomplished in the next ten years. He then presented the comprehensive plan’s resolution. The resolution is shown here in its entirety. Commissioner New made a motion to approve the Comprehensive Plan Resolution. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. TIA Region Project List The county administrator shared the following list of TIA Region Projects; he recommended the list of projects as Jefferson County’s regional projects with 5 million dollars for each segment. He stated if the board so desired they could opt for 25% of the cost for construction. for each segment. The details are listed in the document shown here. ---PAGE BREAK--- Commissioner New made a motion to accept the recommendations of the county administrator, which is to request a minimum of five million dollars toward each segment of the project. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Personnel Policy Second Reading The county administrator reviewed the personnel policy in its second reading. The following points were discussed in detail. The commissioners discussed the above items at length with special regard to short time disability for salaried personnel. They opted to table this item until they had an opportunity to glean more information regarding short term disability. Reappointment to Board of Tax Assessors The county administrator presented the following request from Chief Appraiser, Louisa Pennington regarding Charles Stewart’s re-appointment to the Tax Assessor Board. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to re-appoint Charles Stewart to the Tax Assessor’s Board. Mr. Stewart’s term will continue through until March 11, 2022. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Armory Rental The board opted to table until the building is equipped with heating and air. Commissioner Johnny Davis made a motion to amend the agenda by adding two more items. These items were House Bill 302 Resolution of Support and Utilization of Gym. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Utilization of Gym for Event The county administrator brought before the board a request from Mary Wilhelmina Hodges’ to use the county’s recreation gym on Sunday, March 17, 2019 for an event to promote teenager’s positive body image and physical health. Miss Teen Georgia will be in attendance and Jenna Watkins, Recreation Department’s Administrative Clerk stated she would be willing to assist Miss Hodges with the event. Commissioner Johnny Davis made a motion to allow Miss Hodges the use of the gym free of charge. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. House Bill 302 Resolution The county administrator presented the following resolution regarding the opposition to House Bill 302 for adoption by the board. Commissioner Wayne Davis made a motion to adopt the aforementioned resolution which opposes House Bill 302. Commissioner New seconded the motion. The motion was unanimously approved. Armory HVAC/Heating Project The county administrator brought up for discussion the following bid tabulation for the armory’s HVAC project. ---PAGE BREAK--- The board reviewed the above bid tabulation presented by the county administrator. Commissioner New recused himself from the vote as he is related to one of the vendors. Commissioner Wayne Davis made a motion to select Helton Electric’s bid in the amount of $36,395. Commissioner Gonice Davis seconded the motion. The motion passed with a vote of four (Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis). Commissioner New abstained from voting. Scheduled Public Comments There were no scheduled public comments. Comments on Agenda Items There were no comments on agenda items. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Wayne 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 W. Davis, Member