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JEFFERSON COUNTY COMMISSIONERS WORK SESSION JULY 2, 2012 8:30 A.M. The purpose of the meeting was to prepare the agenda for the July 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 Johnny Davis gave the invocation. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The vote was unanimous. NEW BUSINESS Intergovernmental Sewer Contract & Resolution County Administrator, Adam Mestres, reviewed and explained the Intergovernmental Sewer Contract. This contract allowing Jefferson County to enter into an agreement with the City of Wrens and the Development Authority of Jefferson County for the provision of sewer services to the King’s Mill Industrial Park. There is not and will not be any obligation from the County other than we are aware of the agreement and there is a resolution on file. Commissioner Wayne Davis made a motion allowing the County to enter into, and place a resolution on file, an Intergovernmental Sewer Contract with the City of Wrens and place on the Regular Agenda. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Johnny Davis stated he had no problem with the agreement; he just wanted to make sure care was taken because they would be installing lines and disturbing the dirt on the side of the road. He stated it was very, very close to the pavement and without proper packing it could cause some problems. Commissioner Wayne Davis stated he had been by there and he was sure it would be okay. He also assured Commissioner Johnny Davis the Code Enforcement Officer, Jimmy Kitchens, had also checked on the road. Mr. Kitchens confirmed the statement Commissioner Wayne Davis made earlier. Commissioner Johnny Davis thanked Commissioner Wayne Davis for his assurances and also said he wanted it publicly known that they will put the dirt back as it was. Commissioner Wayne Davis made a motion for Jefferson County to enter into an Intergovernmental Sewer Contract to include a Resolution with the City of Wrens, and place on the Consent Agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Consent Agenda Purchase & Installation Hwy 24 Lift Station County Administrator, Adam Mestres, presented information regarding the purchase and installation of a Lift Station at HWY 24. The purchase and installation of the lift station was discussed in a previous meeting; at that time, Water Superintendent, Murray Hadden recommended a 40 horsepower lift station at a cost of $59,289; one year later the price had increased to $62,000. Mr. Hadden has since recommended the county purchase a 25 horsepower lift station as that is what is currently at HWY 24 and he feels it would be sufficient. The price for the 25 horsepower lift station and the installation is listed below. Name Description Cost Smith & Loveless Cost of Station 49,150.00 Goodwin Electric To disconnect old & connect new station 650.00 Sasser Company Install, fabricate, provide parts & materials for installation & crane rental 3,747.41 HD Supply Waterworks Parts for bypass sewer line to station 1,298.18 Total $54,845.59 Commissioner Wayne Davis made a motion to approve the HWY 24 Lift Station and place on the Consent Agenda. Commissioner Johnny Davis made a motion to second. The vote was unanimous. Consent Agenda GA Food Service Contract—Nutrition The board reviewed the contract with GA Food Service for the Senior Center. Commissioner New made a motion to approve the GA Food Service Contract and place on the Consent Agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Consent Agenda Fiscal Agent—S.H.I.P.S. Chester Johnson, Director of S.H.I.P.S. for Youth, and David Kemp, Chairman of the S.H.I.P.S. for Youth Board, made a request for the Board of Commissioners to, again, become the fiscal agent for the program. (The Board of Education, because of budget cuts, is no longer willing to be the fiscal agent.) The board of commissioners was the fiscal agent ---PAGE BREAK--- before the board of education assumed the role. Mr. Johnson presented information on three grants the program is currently in receipt of. They are Family Connection, the main grant, $45,000; CIS (Communities in Schools), $16,000; and WIA (Workforce Investment Act), $25,000. Mr. Johnson and Mr. Kemp presented information on the importance of the work the program is performing for the children in the community. Commissioner New made a motion for the county to become the fiscal agent for the S.H.I.P.S. for Youth as long as the grants fund the positions. Once the grants are over the board will no longer be the fiscal agent. Commissioner Johnny Davis seconded the motion. Discussion: Chairman Rabun informed Mr. Johnson the board ceased being the fiscal agent for this program a few years ago because they had a problem with the way the grant was being administered. An audit revealed some of the monies were not spent correctly. He wanted assurance this would not happen again. Mr. Kemp assured the board all grants would be administered accurately. Commissioner Johnny Davis stated Mr. Kemp would ascertain the grants were administered correctly. County Administrator, Adam Mestres, asked Mr. Johnson to explain the County’s obligation as Fiscal Agent. Mr. Johnson stated the county would be responsible for handling all the paperwork as far as the board is concerned, but all the funding would come from grants. If the county is not the employer for the S.H.I.P.S’s employees, they would pay their own employees. The motion passed with a vote of four for and one abstention. Chairman Rabun, Commissioners New, Johnny Davis, and Gonice Davis voted yes. Commissioner Wayne Davis abstained from voting. Regular Agenda Roads, Landfill, Shop to Four Ten Hour Days County Administrator, Adam Mestres, presented the board with the option of placing the landfill, roads, and shop departments on four, ten hour days. The administrator explained it would be cost effective to have those departments operate on a four day work week. Commissioner Wayne Davis made a motion for the road, landfill, and shop departments to be off on Mondays thereby allowing a four day work schedule. This is to be placed on the Consent Agenda. Commissioner New seconded the motion. The vote was unanimous. (Consent Agenda) Public Comments on Agenda Items John Peebles asked about TSPLOST. He wanted to know what would happen if Richmond County did not vote for the TSPLOST. He was told Jefferson County would not receive it, if that happened. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING JULY 10, 2012 7:00 P.M This was the regular scheduled meeting for the month of July. 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; Commissioner Wayne Davis gave the invocation. Chairman Rabun welcomed the guests. The board presented Eugene J. Smith, III with a plaque for his years of service on the Tax Assessor Board. Commissioner Johnny Davis made a motion to add James Anderson, E-911 Director, to the agenda to give a report. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner New seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to adopt the June 2012 minutes. Commissioner New seconded the motion. The vote was unanimous. Chairman Rabun gave the chairman’s report; Adam Mestres gave the administrator’s report; and James Anderson gave a report for E-911. Carl Wagster, EMS Director, was absent. Consent Agenda The Consent Agenda items were: Intergovernmental Sewer Contract & Resolution; Purchase & Installation HWY 24 Lift Station; GA Food Service Contract—Nutrition; Roads, Landfill, Shop—Four Ten Hour Days. Commissioner Gonice Davis made a motion to adopt the Consent Agenda. Commissioner New seconded the motion. The vote was unanimous. ---PAGE BREAK--- OLD BUSINESS Fiscal Agent-S.H.I.P.S. Chester Johnson, Director of Family Connections/S.H.I.P.S. for Youth, presented information on the program. Mr. Johnson and Dr. Dennis Thompson, one of the board members from S.H.I.P.S. for Youth came before the board to request the county be the fiscal agent for the program. Mr. Johnson stated the Board of Education, the former fiscal agent for the program, cited budgetary reasons for relinquishing their role as the fiscal agent. Commissioner Wayne Davis made a motion to allow the county attorney an opportunity to review the contract and ascertain what the board would be agreeing to. There was not a second; Mr. Johnson went on to explain the MOA (Memorandum of Agreement) for the grants were fairly simple and straightforward. Commissioner New wanted to make it clear that no monies would come from the county’s budget; all monies contributed by the county will be reimbursed via the grants. Commissioner New wanted to make it clear, once the grant money is gone the county would no longer be the fiscal agent; the county would not spend any money from the county budget. Commissioner Johnny Davis made a motion to accept the proposal from the S.H.I.P.S. for Youth for the Jefferson County Board of Commissioners to become their fiscal agent. Commissioner Gonice Davis seconded the motion with the understanding that the board would only be the fiscal agent. The vote passed with four votes and one abstention. Chairman Rabun, Commissioner New, Commissioners Gonice and Johnny Davis voted yes. Commissioner Wayne Davis abstained. NEW BUSINESS Resolution—Executive Session Minutes Commissioner Wayne Davis made a motion to adopt a resolution enabling the board of commissioners to comply with state law regarding the recording of executive session minutes. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Bids—TAN Commissioner New made a motion to allow the county administrator an opportunity to solicit bids for the TAN Note. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Budget Amendments FY 12 County Administrator, Adam Mestres, reviewed the budget amendments to close out FY 11/12. Mr. Mestres explained he was not requesting the budget be amended in excess of what it was other than moving $1,015 from contingency to the general fund budget. The amendments listed were departmental amendments where monies were allocated to to other departments that were fiscally conservative throughout the year. The amendments are listed below: Commissioners Travel $800.00 Gen Administration Professional $6,050.00 Gen Administration Audits-Professional $8,950.00 County Buildings Repairs & Maintenance $11,000.00 County Buildings Furniture & Fixtures $3,000.00 Civil Division Regular Employees $1,200.00 Sheriff Admin Regular Employees $15,000.00 Sheriff Admin Group Insurance $6,500.00 Sheriff Admin FICA Match $700.00 Sheriff Admin Retirement Contributions $500.00 Sheriff Admin Rental - Equipment & Vehicles $500.00 Sheriff Admin Electricity $1,000.00 Investigators Regular Employees $3,500.00 Investigators Workers Compensation $500.00 Investigators Repairs & Maintenance $1,000.00 Investigators Communications-Telephone/Internet $1,200.00 Investigators Supplies & Materials $400.00 Investigators Electricity $600.00 Deputies Regular Employees $15,100.00 Jail Regular Employees $5,000.00 Tax Commissioner Communications-Postage/Shipping $1,200.00 Old Landfill Professional $24,150.00 Coroner Workers Compensation $300.00 Coroner Professional $2,500.00 Coroner Repairs & Maintenance $1,200.00 Coroner Communications-Telephone/Internet $400.00 Coroner Gasoline $300.00 Health Department Intergovernmental 14,000.00 ---PAGE BREAK--- County Agent FICA Match $400.00 County Agent Supplies & Materials $300.00 County Agent Computers $1,240.00 Recreation Supplies & Materials $815.00 Transit Unemployment $2,050.00 Transit Communications-Telephone/Internet $481.00 Transit Gasoline $4,300.00 Roads Supplies & Materials (Road Maintenance $20,000.00 Code Enforcement Supplies-Parts (Vehicle/Machinery) $400.00 Code Enforcement Gasoline $800.00 Fire Fighting Workers Compensation $593.00 Fire Fighting Communications-Telephone/Internet $500.00 Matthews Fire Dept Intergovernmental $1,600.00 Hillcrest Fire Dept Intergovernmental $1,500.00 Animal Control Professional $300.00 Indigent Other Purchased Service $100.00 Rural Health Outreach Communications-Telephone/Internet $50.00 Family Connections Electricity $2,000.00 Elections/Registrar Supplies & Materials $3,500.00 $167,479.00 Superior Court Professional $18,400.00 Board Of Equalization Regular Employee $9,800.00 Board Of Equalization FICA Match $800.00 Board Of Equalization Medicare Match $150.00 Board Of Equalization Technical $1,000.00 Board Of Equalization Communications-Telephone/Internet $400.00 Board Of Equalization Travel $700.00 Board Of Equalization Education & Training $1,400.00 Board Of Equalization Supplies & Materials $1,000.00 Board Of Equalization Small Equipment $300.00 Board Of Equalization Computers $550.00 Trial Judge Supplies & Materials $200.00 Solicitor Insurance Other Than Employee Benefits $650.00 Grand Jury Dues & Fees $1,100.00 Tax Assessor Regular Employee $7,000.00 Tax Assessor Technical $10,000.00 Clerk of Court Group Insurance $1,000.00 PWC-Admin Regular Employee $12,000.00 PWC-Admin Group Insurance $2,300.00 PWC-Admin FICA Match $1,300.00 PWC-Admin Retirement $1,100.00 PWC-Admin Repairs & Maintenance $200.00 PWC Workers Comp $3,300.00 PWC Inmate Medical Fixed $6,400.00 PWC Employee Medical Purchased Service $1,300.00 PWC Rental-Equipment & Vehicles $900.00 PWC Supplies & Materials $1,100.00 PWC Supplies-Parts (Vehicle/Machinery) $3,300.00 PWC Water/Sewage/Gas $1,200.00 ---PAGE BREAK--- PWC Electricity $6,200.00 PWC Gasoline $2,400.00 PWC Food $5,000.00 EMA Communications-Telephone/Internet $950.00 EMA Travel $1,150.00 EMA Education & Training $1,000.00 EMA Gasoline $1,893.00 EMA Other Supplies $500.00 EMA Computers $500.00 EMA Equipment $500.00 Senior Citizens Water/Sewage/Gas $200.00 Senior Citizens Electricity $315.00 Magistrate Regular Employee $885.00 Probate Group Insurance $814.00 Building Inspector Group Insurance $1,000.00 Building Inspector Gasoline $500.00 Community Service Regular Employee $876.00 EMS Licenses $282.00 CDBG Professional $99.00 Shop Regular Employee $15,500.00 Shop Group Insurance $7,100.00 Shop FICA Match $1,800.00 Shop Retirement $1,300.00 Shop Professional $1,600.00 Shop Small Equipment $4,500.00 Shop Supplies & Materials $10,800.00 Shop Supplies-Parts (Vehicle/Machinery) $7,500.00 Shop Water/Sewage/Gas $1,900.00 Judicial Juvenile Court $550.00 General Admin Contingencies $1,015.00 $167,479.00 Commissioner Wayne Davis made a motion to approve the 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 Commissioner New commented on the status of the budget, stating the budget was at 97% and having it at that point was excellent. Adjournment Commissioner Johnny Davis made a motion to adjourn the regular meeting and go into Executive Session. Commissioner New seconded the motion. The vote was unanimous. Executive Session No action taken at Executive Session. Commissioner Wayne Davis made a motion to adjourn the Executive Session. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Adjournment Commissioner Gonice Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous.