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JEFFERSON COUNTY COMMISSIONERS WORK SESSION SEPTEMBER 8, 2011 8:30 A.M. The purpose of the meeting was to prepare the agenda for the September meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: William Rabun, Chairman; Gonice Davis, Member; Johnny Davis, Member; Wayne Davis, Member; Paul Bryan, County Administrator; and Bonnie Wells, County Clerk. Commissioner Tommy New and County Attorney, Michael Moses were absent. Chairman Rabun called the meeting to order; Commissioner Wayne Davis gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion the vote was unanimous. NEW BUSINESS Bids for Chipper The board received bids from two companies on a chipper. The bids were as follows: Carlton Professional Tree Equipment Atlantic Coastal Equipment Disc Chipper—25,520.00 (Carlton Model 1712) Disc Chipper—29,403.50 (Model 150XP) Drum Chipper—29,961.50 (Carlton Model 1712) Drum Chipper—29,650.00 (Model 990XP) Robert Yonchak explained the difference between the drum chipper and the disc chipper. He stated the drum chipper would be harder to repair and the cost to repair it could be as much as the price of the machine. Both machines come with the same warranty of five years on the engine and the mechanical parts. Commissioner Wayne Davis made a motion to place the purchase of the chipper on the Regular Agenda. Commissioner Johnny Davis seconded the motion. Regular Agenda Wrens Quarters—Carrie Brown Carrie Brown presented the board with updated information on the cleanup process in Wrens Quarters. Code Red Bid Adam Mestres, E911 Director/EMA Director presented the board with information on Code Red (Emergency Communications Network Inc.). This system would enable local government officials to record, send and track personalized voice, email, text and social media messages to citizens as well as staff. This system is capable of reaching thousands of citizens in minutes. The web based product suite features three hosted solutions for municipalities. They are CodeRED for community and staff notifications, CodeRED Weather Warning for automated severe weather warnings, and CheckUp Call for checking on at risk individuals. The cost of the system with two components (CodeRED for community and staff notifications and CodeRED Weather Warning for automated severe weather warnings) is $10,285 for the first year and $12,160 for years two and three. Commissioner Wayne Davis made a motion to purchase and place on the Regular Agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Regular Agenda Wireless Consultants Allan Jones and Daniel Host presented information on Wireless Consultants, LLC, a company specializing in analyzing wireless and hardwire communication services, analyzing current bills, purchasing equipment, and changing rate plans to suit the client’s usage and needs. Commissioner Wayne Davis made a motion to enter into contract with Wireless Consultants, LLC as previously stated if we do not find any problems and place on the Regular Agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Regular Agenda Title III and NSI Nutrition Meals Contract ---PAGE BREAK--- Commissioner Wayne Davis made a motion to enter into the Title III and NSI Nutrition Meals Contract and place on the Regular Agenda. This contract allows the Senior Center and Transit to deliver meals on wheels. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Regular Agenda Multi Purpose Complex Rental Agreement Commissioner Wayne Davis made a motion to place the Multi Purpose Complex Rental Agreement on the Regular Agenda allowing them an opportunity to review the current contract. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Regular Agenda Repair of Drainage Problems at Courthouse The board received a bid in the amount of $61,512 from Watson’s Construction Company to repair the damage in the basement at the courthouse. Commissioner Wayne Davis made a motion to allow the repairs to the courthouse and place on the Regular Agenda at the regular meeting. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Regular Agenda Advance for Meals Commissioner Wayne Davis made a motion to bring this item before the full board to be voted on at the regular meeting on Tuesday night. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Regular Agenda Public Comments on Agenda Items John Peebles made comments on the agenda item, Advance for Meals. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. William Rabun, Chairman Gonice Davis, Vice-Chairman Johnny Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS FIRST PUBLIC HEARING SEPTEMBER 8, 2011 9:30 A.M. The purpose of this public hearing was to inform the public on the Abandoned Houses Ordinance. It was held at the Jefferson County Commissioner’s Office. Those present were as follows: William Rabun, Chairman; Gonice Davis, Member; Johnny Davis, Member; Wayne Davis, Member; Paul Bryan, County Administrator; and Bonnie Wells, County Clerk. Commissioners New, Johnny Davis and County Attorney, Michael Moses were absent. Chairman Rabun called the hearing to order. County Administrator, Paul Bryan, reviewed the ordinances and answered questions. Adjournment Commissioner Gonice Davis made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The vote was unanimous. William Rabun, Chairman ---PAGE BREAK--- Gonice Davis, Vice-Chairman H. G. Thomas New, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS FIRSTPUBLIC HEARING SEPTEMBER 13, 2011 6:15 P.M. The purpose of this hearing was to discuss the Adoption of the County Code of Ordinances Book. The hearing was held at the Jefferson County Commissioners’ office. Those present was as follows: William Rabun, Chairman; Johnny Davis, Member; Wayne Davis, Member; Paul Bryan, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman Rabun called the hearing to order. County Administrator, Paul Bryan, explained the ordinances and answered questions. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The vote was unanimous. William Rabun, Chairman Johnny Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS SECOND PUBLIC HEARING SEPTEMBER 13, 2011 6:30 P.M. The purpose of this hearing was to discuss the Abandoned House Ordinance. The hearing was held at the Jefferson County Commissioners’ office. Those present was as follows: William Rabun, Chairman; Johnny Davis, Member; Wayne Davis, Member; Paul Bryan, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman Rabun called the hearing to order. County Administrator, Paul Bryan, explained the ordinances and answered questions. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. William Rabun, Chairman Johnny Davis, Member ---PAGE BREAK--- Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING SEPTEMBER 13, 2011 6:45 P.M. The purpose of this hearing was to discuss closing a portion of Miller Place Road. The hearing was held at the Jefferson County Commissioners’ Office. Those present was as follows: William Rabun, Chairman; Johnny Davis, Member; Wayne Davis, Member; Tommy New, Member; Gonice Davis, Member; Paul Bryan, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman Rabun called the hearing to order. County Attorney, Michael Moses, explained the closure process and presented necessary evidence to support the closure. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. William Rabun, Chairman Gonice Davis, Vice Chairman H. G. Thomas New, Member Johnny Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING SEPTEMBER 13, 2011 7:00 P.M. This was the regular scheduled meeting for the month of September. It was held at the Jefferson County Commissioners Office. Those present were as follows: William Rabun, Chairman; Gonice Davis, Tommy New, Member; Member; Johnny Davis, Member; Wayne Davis, Member; Paul Bryan, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman Rabun called meeting to order. Commissioner Johnny Davis gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to adopt the August 2011 Minutes. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Chairman Rabun welcomed guests. ---PAGE BREAK--- Carl Wagster gave the ambulance report. County Administrator, Paul Bryan, gave the administrator’s report. Consent Agenda There were no Consent Agenda items. OLD BUSINESS Bids for Chipper The board received bids from two companies for a chipper. They were as follows: Carlton Professional Tree Equipment Atlantic Coastal Equipment Disc Chipper—25,520.00 (Carlton Model 1712) Disc Chipper—29,403.50 (Model 150XP) Drum Chipper—29,961.50 (Carlton Model 1712) Drum Chipper—29,650.00 (Model 990XP) Commissioner Wayne Davis made a motion to accept the bid from Atlantic Coastal Equipment for the Model 150XP (12”disc style) Brush Bandit chipper. The total cost for this model is $29,403.50. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion for the total cost for this model is $29,403.50, which will be paid from SPLOST funds. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Wireless Consultants Commissioner Wayne Davis made a motion to enter into contract with Wireless Consultants, LLC. This contract states the customer will pay to the consultant compensation amounting to 35% of savings found by consultant for 24 invoices, and 10% of all additions or purchases for an additional 24 invoices from the time of purchase. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Title III and NSI Nutrition Meals Contract The Title III and NSI Nutrition Meals Contract is a yearly contract in which the county purchases meals and use Meals on Wheels for their delivery and for congregate meals to be brought to the Senior Center. Commissioner Wayne Davis made a motion to continue with the contract. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Multi Purpose Complex Rental Agreement Commissioner New made a motion to add to the Multi Purpose Complex Rental Agreement; “anybody renting the complex must hire an off duty officer to be on the premises for any function they may have.” Commissioner Wayne Davis seconded the motion. The vote was unanimous. Repair of Drainage Problems at Courthouse Commissioner Wayne Davis made a motion to allow the repairs at the courthouse utilizing Guy Watson’s Construction Company of Wrens, Georgia at a cost of $61,512. These funds will come from SPLOST. Mr. Davis also added all cables should be identified before the work started. Commissioner New seconded the motion. The vote was unanimous. Code Red Bid E-911--EMA Director, Adam Mestres, presented information on Code Red, with the cost for the first year being $10,285. Commissioner Wayne Davis made a motion to proceed with the Code Red Bid. Commissioner Wayne Davis wanted the director to ascertain there was sufficient advertising for the Code Red system. Commissioner Johnny Davis seconded the motion with the understanding that the funds would be coming from SPLOST. The vote was unanimous. EMD and Radio Console Bids The bids for the EMD and Radio Console Bids; the Radio Console Bids were opened first. This bid was from Macon Communications; Chairman Rabun recommended the board wait until the 911/EMA Director, Adam Mestres, had an opportunity to review the bid before they actually voted. There were two bids for the Emergency Medical Dispatch; the first one was from Power Phones for 44,000, the second bid was from Priority Dispatch for $37,000. Commissioner Johnny Davis made a motion to allow Adam Mestres an opportunity to study the bids and bring back to table. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Advance for Meals and Other items One of the departments made a request to the County Administrator, Paul Bryan, for Section 19.06 of the county’s personnel policy to be changed allowing advance reimbursements to employees for meals when they are required to travel for training. Commissioner Wayne Davis made a motion to leave the Personnel Policy as is, with advance reimbursements not allowable. Commissioner New seconded the motion. Discussion: Commissioner New asked if the request could be explained. Mr. Bryan stated the department wanted advance reimbursements for meals when the ---PAGE BREAK--- employees went off to training, at $40 per day. He explained to the head of this department what the policy stated and told him he would present the request to the board. The vote was unanimous. Animal Control Commissioner Wayne Davis made a motion to allow the county attorney an opportunity to review the animal control ordinance and bring back to the board. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Road Closure—Portion of Miller Place Road Commissioner Wayne Davis made a motion to close a portion of Miller Place Road. Commissioner New seconded the motion. The vote was unanimous. Kings Mill Road Commissioner Johnny Davis shared information with the board from the citizens who live on Kings Mill Road. The citizens sent a letter regarding safety on Kings Mill Road; they want the county to install guard rails on the road as a precautionary measure. No action taken. NEW BUSINESS Section 5311 Rural Public Transportation FY 2013 Budget Commissioner Johnny Davis made a motion to authorize the Chairman to sign the Section 5311 Rural Public Transportation FY 2013 Budget. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Scheduled Public Comments Willie Jackson served as a representative for the residents of Bonnie Lane; they made a request to have the following roads paved: Kelly Lane, Bonnie Lane, and Amelia Lane. Commissioner Wayne Davis made a motion to look at the area for paving once the money becomes available via SPLOST. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Public Comments—Agenda Items John Peebles commented on the Armory Rental. Adjournment Commissioner Gonice Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. William Rabun, Chairman ---PAGE BREAK--- Gonice Davis, Vice Chairman H. G. Thomas New, Member Johnny Davis, Member Charles Wayne Davis, Member