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JEFFERSON COUNTY COMMISSIONERS WORK SESSION MARCH 3, 2014 7:00 P.M. The purpose of the meeting was to prepare the agenda for the March meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice 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. Commissioner Wayne Davis gave the invocation. Commissioner New made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. OLD BUSINESS Dump Truck for Roads Department – Public Works County Administrator, Adam Mestres, presented information on the purchase of dump trucks for the road department. The bids received on dump trucks are listed below: Dump Truck Consolidated Pricing Quotes Company Description Cost Bunch Truck & Equipment (Garden City, GA) 2015 Mack GU713 $131,264.25 Freightliner of Augusta (Augusta, GA) 2015 Freightliner 114SD $127,018.00 FourStar Freightliner Tifton (Tifton, GA) 2015 Western Star 4700 $130,387.00 Yancey Brothers (Augusta, GA) 2015 Caterpillar CT660S $139,723.00 Vanguard Truck Center of Atlanta (Atlanta, GA) 2015 Volvo VHD200 $125,093.81 After reviewing the bids Chairman McGraw recommended waiting until the Regular Meeting before a decision is rendered on the purchase of a dump truck thereby allowing the board an opportunity to further review the bids. Commissioner Johnny Davis made a motion to table this item under Old Business until the regular meeting Tuesday night (March 11, 2014). Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New told the board there was a new dump truck at the shop; the board should go out take a look at it and drive it. He has driven dump trucks all his life and he wanted the board to go out and take a look at the dump truck to see what it was. He asked that the board not misunderstand what he was saying…they were still waiting on the Volvo machine; it was his motion and they still had not received the machine. The company said they would have a motor grader delivered by the first of March. The vote was unanimous. NEW BUSINESS Issuance of Beer & Wine License to Ingles Market --Admin County Administrator, Adam Mestres, presented information on the issuance of a beer and wine license to Ingles Market. He explained, at one time the license was issued via the City of Louisville; but they are now requesting a license from the county because they are actually located outside of the city limits. Commissioner New made a motion to approve the issuance of a Class A Beer and Wine License to Ingles Market. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Consent Agenda Authorizing Resolution for Application of 2014 CDBG –Admin County Administrator, Adam Mestres, presented information on the Resolution for Application of 2014 CDBG. The resolution signifies the county’s readiness to move forward with the grant. Commissioner Johnny Davis made a motion to authorize the resolution for application of the 2014 Community Development Block Grant (CDBG). Commissioner New seconded the motion. The vote was unanimous. Planning & Zoning Board Appointments Discussion – Admin County Administrator, Adam Mestres, presented information regarding the Planning & Zoning Board Appointments. Commissioner Wayne Davis made a motion to move forward with the process of amending the Planning & Zoning Ordinance regarding meetings. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New stated he would like to see this board meet at least once quarterly and he wanted to know how much the board members are paid per meeting and he would like for the fee to be at least $50. He went on to say serving on that board was a big responsibility and the board members should be paid enough so they would be interested in what was going on. The county administrator stated the vote was separate from what the discussion item was and the discussion item required no action. He asked that the board of commissioners obtain the people they wanted to appoint and/or re ---PAGE BREAK--- appoint to the Planning and Zoning Board. The motion that was made was a new action item and the county attorney is going to look at that as it is part of the code and would require an amendment through readings to do that. The vote was unanimous. Direct Deposit Discussion – J. Davis Commissioner Johnny Davis and County Administrator, Adam Mestres, presented information regarding direct deposit; we currently have some employees opting for direct deposit and some are still receiving paper checks. Commissioner Johnny Davis made a motion to require all (mandatory) county employees to opt in for direct deposit. The county administrator explained 84% of county employees have opted in for the direct deposit into a bank account or a bank card. The commissioners expressed interest in switching to mandatory direct deposit; however Commissioner Davis rescinded the motion thereby allowing the county attorney an opportunity to research to make sure the board could in fact enforce mandatory direct deposit. This item was tabled until the regular meeting. April Regular Meeting Date Change Discussion – Admin The commissioners will be in Savannah at ACCG’s annual conference on the regular meeting date of April 16, 2014. Commissioner Wayne Davis made a motion to change the regular meeting date from April 15th to April 16th. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Budget Amendments – Admin County Administrator, Adam Mestres, presented the board with the following budget amendments: Budget Amendments – General Fund March 2014 To: 1565-41-521300 County Buildings Technical 3,000.00 1565-41-542300 County Buildings Furniture & Fixtures 2,000.00 1565-41-542500 County Buildings Equipment 16,990.00 3326-42-523500 Jail Travel 1,000.00 3326-42-542500 Jail Equipment 3,200.00 1545-47-521300 Tax Commissioners Technical 2,200.00 2400-61-523500 Magistrate Travel 500.00 2400-61-523700 Magistrate Education & Training 160.00 1400-72-531100 Elections/Registrar Supplies 6,000.00 1400-72-542400 Elections/Registrar Computers 1,500.00 $36,550.00 From: 1512-60-579000 Contingencies 36,550.00 $36,550.00 Increase Revenues 100-311300 Personal Property – Current Year 126,500.00 $126,500.00 Increased Expenditures 100-5170-68-572020 Contributions – Hospital Authority 44,000.00 100-7520-68-572010 Contributions – Development Authority 82,500.00 $126,050.00 ---PAGE BREAK--- Increase Revenues 100-393500 Capital Leases 159,074.00 $159,074.00 Increase Expenditures 100-4200-58-542500 Roads Equipment 159,074.00 $159,074.00 Commissioner Wayne Davis made a motion to adopt the aforementioned budget amendments. Commissioner New seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Mr. John Peebles commented on the county’s need to purchase a dump truck. Adjournment Commissioner New made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING MARCH 11, 2014 7:00 P.M. This was the regular scheduled meeting for the month of March. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice 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 meeting to order. Commissioner New gave the invocation. Commissioner Gonice Davis made a motion to amend the agenda by adding Ways Grove Church Road as Item D under the Old Business. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner New seconded the motion. The vote was unanimous. Chairman McGraw presented the Chairman’s Report; County Administrator, Adam Mestres, presented the Administrator’s Report; Carl Wagster gave the Ambulance Report; Jimmy Kitchens, Code Enforcement Officer, briefed on the Code Enforcement duties for the month of March; and James Anderson, E-911/ EMA Director, presented the 911 and Fire Report. Chairman McGraw commended Mr. Anderson on the work done during the ice storm. Commissioner Wayne Davis made a motion to adopt the minutes. Commissioner New seconded the motion. The vote was unanimous. Consent Agenda The Consent Agenda items were: Motion to issue Beer & Wine License to Ingles Market Motion to authorize Resolution for Application of 2014 CDBG Motion to Change Date for April Regular Meeting Motion to Adopt Budget Amendments Commissioner Johnny Davis made a motion to adopt the Consent Agenda. Commissioner Wayne Davis seconded the motion. The vote was unanimous. OLD BUSINESS ---PAGE BREAK--- Dump Truck for Roads Department – Public Works The board was presented with quotes on dump trucks. The quotes are listed below: Company Description Cost Bunch Truck & Equipment (Garden City, GA) 2015 Mack GU713 $131,264.25 Freightliner of Augusta (Augusta, GA) 2015 Freightliner 114SD $127,018.00 FourStar Freightliner Tifton (Tifton, GA) 2015 Western Star 4700 $130,387.00 Yancey Brothers (Augusta, GA) 2015 Caterpillar CT660S $139,723.00 Vanguard Truck Center of Atlanta (Atlanta, GA) 2015 Volvo VHD200 $125,093.81 Public Works Director, Ken Thomas, recommended the board purchase the trucks from Yancey Brothers because he felt they were more durable. Commissioner Gonice Davis made a motion to accept Mr. Thomas’ recommendation and purchase two caterpillar dump trucks from Yancey Brothers. Commissioner New seconded the motion with the following stipulation: authorize Chairman McGraw, Commissioner Gonice Davis, and County Administrator, Adam Mestres, to make the best deal possible on purchasing two vehicles. Commissioner New stated he thinks they should reduce the price of the trucks if the county is willing to purchase two. The funds for the trucks will come from TSPLOST & SPLOST accounts. The vote was unanimous. Planning and Zoning Board Appointments The following appointments were made to the Planning and Zoning Board: Name Appointed By J. Larry Morgan Chairman Mitchell McGraw Billy Jordan Commissioner New Lee Shellman Commissioner Gonice Davis Commissioner New stated he still thinks the Planning and Zoning Board should meet quarterly. County Administrator, Adam Mestres, stated the board would have to do an amendment to the current ordinance. Commissioner Wayne Davis made a motion to accept the aforementioned appointments. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New asked the amount the board members were being paid; he was informed the board is being paid $25 when they attend a meeting. He stated he wanted that amount increased to $50. County Attorney Dalton Dowdy, explained the ordinance would be revised and presented to the board. The vote was unanimous. Direct Deposit Commissioner New made a motion to table Direct Deposit. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Ways Grove Church Road County Attorney, Dalton Dowdy, presented information regarding the paving of Ways Grove Church Road. Chairman McGraw explained there were several other roads in the county that had residents that were not paved. Commissioner New explained they would have to get the right-of-way from the five landowners on the road. Commissioner Johnny Davis suggested repairing the existing road. Commissioner Wayne Davis made a motion for Commissioner Johnny Davis and whomever else he chooses, meet with the board of trustees at Ways Grove Baptist Church and present to them the information compiled by the county attorney to see what they could do regarding having the right-of-ways donated to the church. Commissioner New seconded the motion. The vote was unanimous. NEW BUSINESS 2014 LMIG Project Discussion Admin County Administrator, Adam Mestres, presented information on the 2014 LMIG project. Mr. Mestres stated the county administrator from Washington County, Chris Hutchins, enquired if the commissioner would be willing to entertain letting the project as one package, with both Jefferson County and Washington County under one letting in an effort to save both counties money. Each county would still do their own package but bid as one group of roads, thereby receiving a better bid price. Commissioner Wayne Davis made a motion to enter into letting with Washington County to ascertain if they, Jefferson County Commissioners, could get a better price. Commissioner Johnny Davis seconded the motion. The vote was unanimous. 2016 SPLOST Discussion –Admin s County Administrator, Adam Mestres, presented information on a 2016 SPLOST referendum on the November 4, 2014. Commissioner New made a motion to move forward with the 2016 SPLOST referendum, placing it on the November 4, 2014 ballot. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Pre-Existing Debris Removal Contract Discussion – J. Anderson ---PAGE BREAK--- E-911/EMA Director, Jim Anderson, presented information on a debris removal contract. The contract would be activated upon the direction of the County Commission and the commission has the discretion to activate the contract or to elect to conduct removal of debris using current work force labor. If activated, the cost would be 2.7 million dollars not including the employment of “independent debris monitors” which are required by FEMA to ensure “fair and balanced” reporting. Commissioner Wayne Davis made a motion to not go along with these particular people or any people. He also added it could be 18 months before the county got any of their monies back. That would totally kill the budget. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Proclamation – Carrie Brown – Chairman Chairman McGraw presented Mrs. Carrie Brown with a Proclamation proclaiming March 11, 2014 as “Carrie Emily Whitfield Brown Day”. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous.