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JEFFERSON COUNTY COMMISSIONERS WORK SESSION FEBRUARY 6, 2012 8:30 A.M. The purpose of the meeting was to prepare the agenda for the February meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: William Rabun, Chairman; Gonice Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Chairman Rabun welcomed guests; Commissioner Wayne Davis gave the invocation. Commissioner Tommy New made a motion to amend the agenda by moving Item d to Item a. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner New seconded the motion. The vote was unanimous. NEW BUSINESS Concession Stand The county received three bids on the concession stand; these bids were received after the bidding process had closed. The bids were from J Mar Builders, Unruh Construction, and Watson Construction. The bids are as follows: J-Mar Builders--$92,409; Unruh Construction--$84,540; and Watson Construction--$54,362. Commissioner New made a motion to place the bids on the table for discussion. Commissioner Gonice Davis seconded the motion. Discussion: Chairman Rabun’s recommendation was to allow the county administrator an opportunity to review the bids to ascertain if the bids matched the board specifications. The chairman also stated the work could not commence until after the regular meeting. Commissioner New stated he already had prior approval in that the board had given him a specific amount of money to spend on the construction of the concession stand. The county attorney and the chairman explained it had to be done at the meeting because the bids exceeded the money allotted for the construction. Commissioner Wayne Davis questioned the disparity of the amount of bids. Administrative Recreation Director, Julie Nevils, stated they were vague in the description of what they wanted which would explain the differences in the amount of the bids. Commissioner Gonice Davis made a motion to allow the County Administrator, Adam Mestres, and Administrative Recreation Director, Julie Nevils, and opportunity to compare bids and bring a recommendation back to the regular meeting Tuesday night. Commissioner Wayne Davis seconded the motion. The vote passed with Chairman Rabun and Commissioners Gonice, Johnny, and Wayne Davis voting yes. Commissioner New voted no. This item was placed on the Regular Agenda. (Regular Agenda) Committee and Department Head Appointments All committee appointments will remain the same as follows: Chairman - William Rabun Vice Chairman – Gonice Davis Finance - William Rabun Board and Department Responsibility Tax Assessor’ Board Tax Assessors Department Tax Commissioner SPLOST Committee LOST Negotiation Member of CSRA-RDC Liaison With Economic Development Authority Budget Development Budget Review Development and Maintenance of Finance Policy Development and Maintenance of Purchasing Policy Building Maintenance GASB – 34 Maintenance Capital Property Inventory and Maintenance Health Department Commissioner’s Representative Landfill – Land Use and the Environment - Tommy New William Rabun (Ex officio Member) Board and Department Responsibility Georgia EPD Old Landfill ---PAGE BREAK--- New Landfill Operations Solid Waste Management Plan Planning and Zoning Board Building Inspections Code Enforcement Comprehensive Planning CSRA RDC Planning Hazardous Waste Issues Sludge Issues Clean Air Act Issues Clean Water Act Issues Recreation Board Commissioner’s Board Appointment Public Works and CI - Gonice Davis William Rabun (Ex officio Member) Board and Department Responsibility Public Works Department Highway Stimulus Program Road Maintenance and Paving Projects Acquisition of Equipment Review Maintenance Program for All Equipment Correctional Institution Georgia Department of Corrections Georgia Department of Transportation County Shop Project Requests from Other Entities Public Safety and Courts - Johnny Davis William Rabun (Ex officio Member) Board and Department Responsibility Emergency Management Emergency Medical Services Emergency 911 Coroner Sheriff’s Department Probate Court Magistrate Court Superior Court State Court Solicitor General District Attorney Clerk of Court Indigent Defense Library Board Commissioner’s Representative Human Resources – Health – Welfare – Wayne Davis William Rabun (Ex officio Member) Board and Department Responsibility County’s Personnel Issues Employee Safety Program Employee Health Insurance Program Review and Maintenance of Employee Benefit Package Department of Family and Children’s Services Service Center Transit Senior Center Extension Service County Safety Program Over-site of County Wide Policies Water Department Position Appointments Mickey Moses – County Attorney Eugene Cunningham –Athletic Director Bonnie Wells – County Clerk Adam Mestres – County Administrator William Evans –Warden Murray Hadden – Public Works Director ---PAGE BREAK--- Marie Swint –Senior Center Director Ken Thomas – Road Superintendent Sylvia Cobb – Transit Director Julie Nevils – Administrative Director-Recreation Vacant – EMA Director Commissioner Johnny Davis made a motion to allow the above appointments to remain the same. Commissioner New seconded the motion. The vote passed with Chairman Rabun, Commissioners Gonice & Johnny Davis, and Commissioner New voting yes. Commissioner Wayne Davis abstained from voting. This item will be placed on the regular agenda. (Regular Agenda) Proclamation—Dr. Gardner Hobbs Commissioner Wayne Davis made a motion to allow the county attorney to write a resolution honoring Dr. Gardner Hobbs as the first African American chairman to serve on the board of commissioners. Commissioner Johnny Davis seconded the motion. Discussion: Reverend Charles Washington requested the county prepare a proclamation for Dr. Hobbs thereby allowing him an opportunity to present the proclamation on February 18, 2012. The county attorney will contact Dr. Hobbs to ascertain if he has knowledge of the proclamation and the subsequent program. The vote was unanimous. This item will be placed on the regular agenda. (Regular Agenda) Lighting for Fields at Recreation Park The county received two bids on the lighting for the fields at the recreation park. The bids were from Otis Lighting and Electrical and Helton Electrical Services; the bids were as follows: Otis Lighting and Electrical Three Upper Fields — Tom Browne, Tommy New, and Punk Tarver Original Proposal Submitted 12-29-2011 $128,676.50 — Includes Wood Poles and GE Lights/Fixtures leaving the switchboxes at current location $9,500 — Removal of existing poles, lights, and disconnects TOTAL - $138,176.50 Addendum to Original Proposal 02-02-2012 $9,200 Increase in Wire Cost $634.60 Increase in Fixture Cost TOTAL - $148,011.10 Additional Proposal to include additional costs for metal poles $26,740.00 TOTAL - $174,751.10 Additional Proposal to move switchboxes to mechanical room at concession stand $16,850.00 TOTAL - $191,601.10 GRAND TOTAL - $191,601.10 Additional Information $125/HR Labor Rate $32 Bulb Replacement 45 Day Warranty on Fixtures Ballast at Top of Pole Helton Electrical Services Three Upper Fields — Tom Browne, Tommy New, and Punk Tarver Original Proposal Submitted 12-29-2011 GRAND TOTAL - $157,500 o Metal Poles o Switchboxes attached to the inside or outside of the concession stand o Removal of existing wood poles OR ---PAGE BREAK--- Additional Proposal to include costs for wood poles GRAND TOTAL - $151,460 o Wood Poles o Switchboxes attached to the inside or outside of the concession stand o Removal of existing wood poles Additional Information 25 Year System Warranty on all parts, components, and circuitry o Includes all associated service calls Off-Site Monitoring Ability to schedule timers for lights Ballast at Bottom of Pole (10 Foot From Surface) BOTTOM LINE DIFFERENCE OF COSTS Wood Poles - Otis Lighting and Electrical is $13,401.10 higher Metal Poles — Otis Lighting and Electrical is $34,101.10 higher Commissioner Johnny Davis made a motion to accept the recommendation of County Administrator, Adam Mestres, which was to accept the bid from Helton Electrical Services of $157,500 for the lighting at the recreation department. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New wanted to reiterate, the county accepted the bid from Helton Electrical Services because they had the lower bid for metal and wooden poles. The vote was unanimous. (Consent Agenda) Abandoned Houses-Rufus Wren Sub-division For informational purposes the board discussed their receiving requests and signed petitions for the demolition of properties located at 1203 McBride (Lakeview) Street and 1114 Palmer Street. Public Comments on Agenda Items Jimmy Kitchens stated whoever did the work at the recreation department on the lighting and the concession stand should be licensed commercially. John Peebles wanted to know who would maintain the poles at the recreation department to prevent chipping, etc. Adjournment Commissioner Johnny Davis made a motion to adjourn the Regular Meeting and go into Executive Session to discuss personnel. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Executive Session Commissioner Johnny Davis made a motion to adjourn the Executive Session and reconvene the Regular Meeting. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to adjourn the meeting with no action taken during the Executive Session. Commissioner New seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING FEBRUARY 14, 2012 7:00 P.M. This was the regular scheduled meeting for the month of February. It was held at the Jefferson County Commissioners Office. Those present were as follows: William Rabun, Chairman; Gonice Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman Rabun called the meeting to order and gave the invocation. Commissioner New made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. ---PAGE BREAK--- Commissioner Gonice Davis made a motion to adopt the January 2012 minutes. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Chairman Rabun gave the chairman’s report; Adam Mestres gave the administrator’s report and reviewed the calendar; and Carl Wagster, gave the ambulance report. Consent Agenda The consent Agenda item was: Recommendation for Recreation Field Lighting. Commissioner New made a motion to adopt the Consent Agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. OLD BUSINESS Resolution for Redistricting Commissioner Johnny Davis made a motion to adopt the resolution for redistricting. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Committee and Department Head Appointments Commissioner Johnny Davis made a motion to allow the Committee and Department Head Appointments to remain the same. They are as follows: Chairman - William Rabun Vice Chairman – Gonice Davis Finance - William Rabun Board and Department Responsibility Tax Assessor’ Board Tax Assessors Department Tax Commissioner SPLOST Committee LOST Negotiation Member of CSRA-RDC Liaison With Economic Development Authority Budget Development Budget Review Development and Maintenance of Finance Policy Development and Maintenance of Purchasing Policy Building Maintenance GASB – 34 Maintenance Capital Property Inventory and Maintenance Health Department Commissioner’s Representative Landfill – Land Use and the Environment - Tommy New William Rabun (Ex officio Member) Board and Department Responsibility Georgia EPD Old Landfill New Landfill Operations Solid Waste Management Plan Planning and Zoning Board Building Inspections Code Enforcement Comprehensive Planning CSRA RDC Planning Hazardous Waste Issues Sludge Issues Clean Air Act Issues Clean Water Act Issues Recreation Board Commissioner’s Board Appointment Public Works and CI - Gonice Davis William Rabun (Ex officio Member) Board and Department Responsibility Public Works Department Highway Stimulus Program Road Maintenance and Paving Projects Acquisition of Equipment Review Maintenance Program for All Equipment Correctional Institution Georgia Department of Corrections Georgia Department of Transportation County Shop ---PAGE BREAK--- Project Requests from Other Entities Public Safety and Courts - Johnny Davis William Rabun (Ex officio Member) Board and Department Responsibility Emergency Management Emergency Medical Services Emergency 911 Coroner Sheriff’s Department Probate Court Magistrate Court Superior Court State Court Solicitor General District Attorney Clerk of Court Indigent Defense Library Board Commissioner’s Representative Human Resources – Health – Welfare – Wayne Davis William Rabun (Ex officio Member) Board and Department Responsibility County’s Personnel Issues Employee Safety Program Employee Health Insurance Program Review and Maintenance of Employee Benefit Package Department of Family and Children’s Services Service Center Transit Senior Center Extension Service County Safety Program Over-site of County Wide Policies Water Department Position Appointments Mickey Moses – County Attorney Eugene Cunningham –Athletic Director Bonnie Wells – County Clerk Adam Mestres – County Administrator William Evans –Warden Murray Hadden – Water Superintendent Marie Swint –Senior Center Director Ken Thomas – Public Works Director Sylvia Cobb – Transit Director Julie Nevils – Administrative Director-Recreation Vacant – EMA Director Commissioner Gonice Davis seconded the motion. The vote passed with a vote of four voting yes and one voting no. Chairman Rabun, Commissioners Johnny and Gonice Davis, and Tommy New voted yes. Commissioner Wayne Davis voted no. Recommendation for Concession Stand Recreation Administrator, Julie Nevils, recommended the board accept the bid from Watson Construction Company, Inc. for the construction of the concession stand at the recreation department. Mr. Watson’s bid was the lowest of the three bids the county received prior to February’s Work Session. The total cost of the construction would be $67,922. Commissioner New made a motion to accept the recommendation of Recreation Administrator, Julie Nevils. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Acceptance of Quit Claim Deed for Property on Old U S 1 Commissioner New made a motion to accept the Quit Claim Deed for the property located on Old U S 1. Commissioner Johnny Davis seconded the motion. The vote was unanimous. NEW BUSINESS TEFRA Briefing Daniel McRae, an attorney representing the Development Authority, presented the board with information regarding industrial revenue bonds. He presented the clerk with a report of public hearing (shown below) which was held earlier ---PAGE BREAK--- in the evening. Mr. McRae explained the district attorney and the clerk of superior court have to sign off on the bonds, but this will in no way obligate the board of commissioners to pay the bonds back. City and Other Counties Jail Agreements Commissioner Gonice Davis made a motion to allow the city and other counties jail agreement to be consistent in that they will be obligated to pay the same thing when inmates are housed at the county jail. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Resolution Authorizing Application for 5311 Funding Application Commissioner Wayne Davis made a motion authorizing Chairman Rabun to sign the resolution for 5311 funding application. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Appointment—Nancy Gunn Commissioner Gonice Davis made a motion to appoint Nancy Gunn to the Regional Planning Board with the Department of Behavioral Health & Developmental Disabilities Commissioner New seconded the motion. The vote was unanimous. DHR Application Commissioner Wayne Davis made a motion authorizing Chairman Rabun to sign the Department of Human Resources application. Commissioner New seconded the motion. The vote was unanimous. ---PAGE BREAK--- Adjournment Commissioner Johnny Davis made a motion to adjourn the meeting. Commissioner New seconded the motion. The vote was unanimous.