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JEFFERSON COUNTY COMMISSIONERS WORK SESSION AUGUST 6, 2018 7:00 P.M. The purpose of this meeting was to prepare the agenda for the August 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; Wayne Davis, Member Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Commissioner Johnny Davis was absent. Chairman McGraw called the 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 motion was unanimously approved. OLD BUSINESS Veteran’s Plaza and Courthouse Grounds Proposal The county administrator presented to the board the following proposal and designs from W & A Engineering for the construction of Veteran’s Plaza on the courthouse square as well as landscaping for a fee of $7,900.00. This rate does not include expenses for site visits or preparation for bids on work not included in the proposal. The administrator said he did not foresee utilizing bids as county inmates could do the majority of the work not included in the proposal. The county administrator recommended the board accept the proposal from W & A Engineering for a fee of $7,900.00. Commissioner Wayne Davis made a motion to accept the county administrator’s recommendation and accept the proposal from Mr. Scott Haines and W & A Engineering to perform the landscaping and the construction of Veteran’s Plaza. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS LMIG Emergency Education Economic Development Funds for JCMS (Jefferson County Middle School) The county administrator presented the following request from the Jefferson County Board of Education via the Jefferson County Board of Commissioners regarding funds for turning lanes at the site of the new Jefferson County Middle School located on HWY 296. As the letter reflects, Pope Construction has submitted a proposal to complete the work. The amount Jefferson County is requesting from GDOT is $277,909.00. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to approve the process to obtain the funds for an Acceleration/Deceleration Lane at the site of the new Jefferson County Middle School. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Transit Asset Management The county administrator presented information on a state mandated transit asset management plan. The administrator explained Transit Director, Teresa Snider, said they are already implementing the actions in the plan. The plan basically outlines the duties of the van drivers, i.e., what the drivers should do before their shift, etc. A copy of the document can be found in the county administrator’s office. Commissioner Wayne Davis made a motion to accept the Transit Asset Management Plan. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Office 365 County Administrator, Adam Brett, submitted the following quote from CDWG regarding the implementation of Office 365 on county computers which would allow consistency on the aforementioned computers. The cost for the first year is $12,511.72, with the same amount due on year two and three. ---PAGE BREAK--- Commissioner Gonice Davis made a motion to proceed with Office 365 for computers in county offices at a total cost of $37,535.16, with funds from contingency. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Hazardous Waste Trust Fund (HWTF) Resolution County Administrator, Adam Brett, presented the following Hazardous Waste Trust Fund Resolution to the board. The resolution will be submitted to the state along with copies of invoices and checks in an effort to obtain reimbursement for monies spent on the old landfill located at Clarks Mill Road. Commissioner New made a motion to approve the Hazardous Waste Trust Fund Resolution. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ROTH IRA Retirement Option County Administrator, Adam Brett, submitted the following as an amendment to the ACCG Deferred Compensation Plan for Employees. The amendment allows employees to make Roth contributions to the plan. Commissioner Wayne Davis made a motion to accept the amendment to the ACCG 457 deferred compensation plan for employees. Commissioner New seconded the motion. The motion was unanimously approved. ---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 items Adjournment Commissioner Gonice 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 Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING AUGUST 14, 2018 7:00 P.M. This was the regular meeting for the month of August. It was held at the Jefferson County Commissioners’ office. Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Tommy New, Member; Wayne Davis, Member: Johnny 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 Johnny Davis made a motion to amend the agenda by adding to New Business as item g, Traylor Business Contract; remove Transit Asset Management Program from Consent Agenda as item c, and place on Old Business as item a. Commissioner Wayne 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. Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Reports from Committees and Departments ---PAGE BREAK--- Chairman McGraw gave the chairman’s report; County Administrator Adam Brett, gave the administrator’s report; Chad Parker gave the EMS Report; and Jim Anderson gave the Emergency Services Report. Code Enforcement Officer/Building Inspector, Jimmy Kitchens was not in attendance. Consent Agenda The chairman read the Consent Agenda items. ➢ Motion to move forward with Scott Haines of Williams & Associates to develop Veterans’ Plaza and the courthouse landscaping plans for a cost of $7,900 ➢ Motion to apply for LMIG EEE funds for the construction of a Center Left Turn Lane and a Deceleration Lane at the site of the new Louisville Middle School on HWY 296 ➢ Motion to go to Office 365 using CDWG at a cost of $12,511.72 ➢ Motion to adopt Hazardous Waste Trust Fund Resolution ➢ Motion to adopt an amendment to ACCG’s 457 deferred compensation plan which allows employees to make ROTH contributions to the plan Commissioner Johnny Davis made a motion to adopt the Consent Agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Transit Asset Management Program Commissioner Wayne Davis made a motion to table the Transit Asset Management Program agreement until September. Commissioner New seconded the motion. The motion was unanimously approved. NEW BUSINESS 2018 Millage Rate County Administrator, Adam Brett, asked for a motion to set the 2018 millage rate as follows: Jefferson County – 18.089 and Jefferson County Board of Education – 15.867. Commissioner New made a motion to set the 2018 Jefferson County Millage rate at 18.089 and the Jefferson County Board of Education’s millage rate at 15.867. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. FY 18 Budget Amendments County Administrator, Adam Brett, presented the following FY 18 budget amendments. Commissioner New made a motion to approve the aforementioned FY 18 budget amendments. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Senior Center Windows County Administrator, Adam Brett, presented the following quote for windows at the Senior (Leisure) Center from Southern Wholesale Windows as the windows at the center are dated and need replacing. Commissioner Wayne Davis made a motion to approved the purchase of the windows from Southern Wholesale Windows in the amount of $5849.42 for the Senior (Leisure) Center. Commissioner New seconded the motion. The motion was unanimously approved. Appointment to Board of Assessors Commissioner Johnny Davis made a motion to re-appoint Xavier Thomas to the Assessor Board. Mr. Thomas’ term will reconvene October 1, 2018 and conclude September 30, 2021. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Extension to Comprehensive Plan Deadline County Administrator, Adam Brett, recommended Jefferson County request a three-month extension to the comprehensive plan deadline. The following letter will be submitted on behalf of the county and the municipalities. ---PAGE BREAK--- Commissioner New made a motion to approve the request for a three-month extension to the comprehensive plan deadline. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Public Works Tractor for Mowing County Administrator, Adam Brett, presented the following quotes on an additional tractor for the public works mowing fleet. Commissioner Johnny Davis made a motion to purchase the tractor for public works from Blanchard Equipment in the amount of $71,083. (TIA) Commissioner Wayne Davis seconded the motion. Discussion: Chairman McGraw asked how they would pay for the tractor. Commissioner Johnny Davis stated they should pay for it with funds from SPLOST. The county administrator said he would rather pay the funds come from TIA. Commissioner Wayne Davis agreed. Commissioner Gonice Davis asked if they could lease. The administrator said he could not find anyone that would allow a lease on a tractor for mowing. The motion was unanimously passed. Traylor Business Contract County Administrator, Adam Brett, presented a contract between Traylor Business and the Jefferson County Tax Assessor’s office. The contract can be found in its entirety at the tax assessor’s office. Commissioner Johnny Davis made a motion to approve the contract with Traylor Business pending the county attorney’s review. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Chairman McGraw asked how many tons of garbage was collected by the landfill at the recent cleanup day. Commissioner New gave a report on the recent policy meeting he, Commissioner Johnny Davis, and County Administrator, Adam Brett attended. Lou Semrad, III from Jefferson Hospital spoke briefly about the hospital. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Robert McNair made comments regarding the millage rate. 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 ---PAGE BREAK--- Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles W. Davis, Member JEFFERSON COUNTY COMMISSIONERS CALLED MEETING AUGUST 29, 2018 6:00 P.M. This was Call Meeting, held to discuss 911 Resolutions and the purchase of a vehicle. It was held at the Jefferson County Commissioners’ office. Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Tommy New, Member; Wayne Davis, Member: Johnny 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 adopt the agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS Resolution Allowing Department of Revenue to Collect 911 Fees-Non-Prepaid Phone Lines County Administrator, Adam Brett, presented the following resolution allowing the Department of Revenue to collect 911 fees on non-prepaid phone lines for adoption. Commissioner New made a motion to adopt a resolution allowing the Department of Revenue to collect 911 charges on prepaid wireless services. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Resolution Allowing Department of Revenue to Collect 911 Fees – Prepaid Phone Lines County Administrator, Adam Brett, presented the following resolution allowing the Department of Revenue to collect 911 fees on prepaid phone lines for adoption. Commissioner New made a motion to adopt a resolution allowing the Department of Revenue to collect 911 charges on non-prepaid wireless services. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Brush Truck for County Fire Department County Administrator, Adam Brett, presented the following price on a brush truck for the county fire department, explaining this truck would be a replacement not an addition. Commissioner Johnny Davis made a motion to purchase the brush truck from Public Safety SPLOST Fund. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New stated the trucks were fine and they never wear out, because they don’t get driven. The brush truck was for a fire on the side of the road; if there is a fire in the woods, the forestry department would have to come out. He then asked the administrator what he was referring to when he said money from the water department. The administrator explained there was $450,000 left in the SPLOST fund for the now defunct water department and the board had to decide where the that money would be allocated, but they would discuss that in October. The motion was unanimously approved. 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 New made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Attest: ---PAGE BREAK--- County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles W. Davis, Member