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JEFFERSON COUNTY COMMISSIONERS WORK SESSION FEBRUARY 5, 2015 7:00 P.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: Mitchell McGraw, Chairman; Gonice Davis, Vice Chairman; Tommy New, Member; Adam Mestres, County Administrator; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Commissioners Johnny Davis and Wayne Davis were absent. Chairman McGraw called meeting to order, asked that there be prayers for Commissioner Wayne Davis, who had a knee replacement and Commissioner Johnny Davis, who had complications from a previous procedure. He then led the Pledge of Allegiance. Commissioner New gave the invocation. Commissioner New made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. OLD BUSINESS Department of Behavioral Health Planning Board Chairman McGraw stated he was not ready to make this appointment. Commissioner Gonice Davis made a motion to table to a later date. Commissioner New seconded the motion. The vote was unanimous. Paving of County Roads Commissioner New communicated to the board information he received from the county administrator regarding the total monies ($1,200,000) in the 2011 SPLOST account. He submitted the road he wanted to add to the paving list which was Clements Daniel Road which was, by Commissioner New’s account a little over a mile. Commissioner New made a motion to spend money from his portion to pave Clements Daniel Road for approximately $74,000; which would allow each commissioner an opportunity to see the road to see if that’s something they really want to do, because the paving would consist of tar and gravel only, no asphalt. Commissioner Gonice Davis second the motion. Discussion: Chairman McGraw asked the county attorney to address the issue of purchasing land and the right of way. County Attorney, Dalton Dowdy, explained in the past most of the right of way was acquired by prescription. A prescripted right of way would be viewed in a case by case basis. Mr. Dowdy stated his thought would be to have the landowners deed the county the right of way, which would add an unknown expense to the project, because the land would have to be surveyed; however, if the right of way is acquired in that manner, it would define exactly where the road bed is twenty or thirty years in the future. Commissioner New stated the Clements Daniel Road was ready to go, the road was only twenty to thirty feet; unless they were going to use asphalt and get an eighty foot right of way, he saw no reason for a surveyor to come out, he also stated they got an eighty foot right of way on every road they’ve paved before. And if the board chooses to follow this procedure in the future, he had no problem with that. Commissioner Gonice Davis stated when the road he lives on was paved, they went to the homeowners asking permission and that was the way they paved the road. The homeowners gave the right of way for the road; the roads were not surveyed. Chairman McGraw clarified what the county was paving were roads already being maintained by the county and so no property owners will say anything if they put the tar and gravel on the road. County Administrator, Adam Mestres, stated he echoes what the county attorney said earlier regarding obtaining the right of way. Commissioner New stated the county has the deed to every road they’ve paved along with the eighty foot right of way. Chairman McGraw stated he was for it as long as they used the road they had and did not take up anybody’s right of way. After much discussion the motion passed unanimously. NEW BUSINESS Resolution – DOT 5311 Application Authorization Commissioner New made a motion to adopt the DOT 5311 Resolution, which enables the transit department to receive federal funding in the assistance of transporting senior citizens. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Technical Proposal Approval for 5310, SSBG, & TANF Commissioner Gonice Davis made a motion to allow the county administrator to proceed with the technical proposal for 5310, SSBG, and TANF. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Probation Services Contract Approval Judge of State Court, John Murphy, recommended the board of commissioners approve and sign a probations services contract with Providence Community Corrections. Commissioner New made a motion ---PAGE BREAK--- to accept Judge John Murphy’s recommendation of approving and signing the contract with Providence Community Corrections for State Court. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Outside Courthouse Lights Replacement The board received two bids on outside lighting for the county courthouse. Musco Sports Lighting submitted a bid for $55,000 to replace and add lights; Nelson Electric Services, presented a bid for $8,500 to replace the lights already there. Nelson Electric’s bid was for the installation of nine surface mounted 400 watt compatible LED light fixtures around the courthouse. The work would be completed at a cost of $8,500 with $6,000 at the signing of the contract and the balance of $2,500 payable at the completion of the project. Commissioner Gonice Davis made a motion to accept the bid from Nelson Electric Service for $8,500 with the funds coming out of the contingency fund. Commissioner New seconded the motion. The vote was unanimous. 911 Recorder Bid County Administrator, Adam Mestres, recommended this item be tabled until the regular meeting allowing 911 Director, Jim Anderson, an opportunity to be present at the meeting. Commissioner New made a motion to table the recorder bid until the regular meeting. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Public Works Mower Bid Two bids were presented on tractors and mowers from local Blanchard Equipment and J&B Tractor of Burke County. County Administrator, Adam Mestres, recommended postponing the purchase of the tractors and only purchase the mowers. The price submitted by Blanchard Equipment was $32,200 for the two mowers; J&B Tractor submitted $31,908.30 for the two mowers. The county administrator recommended the board purchase the two 3815 Bush Hog mowers from Blanchard Equipment for $32,200. Commissioner Gonice Davis made a motion to purchase the two bush hog mowers from Blanchard Equipment. Commissioner New seconded the motion. The vote was unanimous. CDBG Block Grant County Administrator, Adam Mestres, presented an update on the CDBG Block Grant application; which was previously denied. Mr. Mestres recommended the board move forward with the revision and re- submission of the CDBG application, after the necessary legal requirements have been met. Commissioner New made a motion to accept the county administrator’s recommendation of moving forward with the revision and re-submission of the CDBG Block Grant application. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no public comments on agenda items. Adjournment Commissioner New made a motion to adjourn the regular meeting and go into Executive Session to discuss litigation. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Executive Session Commissioner New made a motion to adjourn the Executive Session. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner New made a motion to go back into the regular meeting. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Adjournment Commissioner New made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING – CDBG CONFLICT OF INTEREST FEBRUARY 17, 2015 6:30 p.m. ---PAGE BREAK--- The purpose of this hearing was to discuss the CDBG Block Grant application. Those present were as follows: Mitchell McGraw, Chairman; Adam Mestres, County Administrator; Bonnie Wells, County Clerk; Nicee Long, Regional Commission. County Administrator, Adam Mestres, opened the meeting for questions from the floor. Chairman McGraw closed the public hearing. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING FEBRUARY 17, 2015 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: Mitchell McGraw, Chairman; Gonice C. 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 and led the Pledge of Allegiance. Commissioner New gave the invocation. Commissioner Johnny Davis made a motion to forgo the reports. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Johnny 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 minutes. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Consent Agenda There were no Consent Agenda items. OLD BUSINESS Second Reading of Alcohol Ordinance County Attorney, Dalton Dowdy, conducted the second reading of the modified Alcohol Ordinance. Mr. Dowdy recommended this serve as the second reading of the ordinance and that it is passed. Commissioner New made a motion to adopt the alcohol ordinance. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Paving of County Roads County Administrator, Adam Mestres, presented information on the paving of county roads; the board previously submitted their respective list of roads. After much discussion; Commissioner New made a motion to pave Clements Daniel Road, utilizing Epps Brothers at a cost of $77,000, to see if they are going to be satisfied with the triple surface treatment. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Resolution – DOT 5311 Application Authorization Commissioner Gonice Davis made a motion authorizing the resolution for the DOT 5311 application. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Technical Proposal Approval for 5310, SSBG, & TANF Commissioner Gonice Davis made a motion to approve the technical proposal for 5310, SSBG, and the TANF programs via Transit. Commissioner New seconded the motion. The vote was unanimous. Probation Services Contract Approval – State Court Commissioner Johnny Davis made a motion to approve a probation services contract between the State Court of Jefferson County and Providence Community Corrections, Inc., with an effective date of January 1, 2015 for 60 months. Commissioner New seconded the motion. The vote was unanimous. ---PAGE BREAK--- Outside Courthouse Lights Replacement County Administrator, Adam Mestres, presented a proposal from Nelson Electric for the replacement of outside lights at the county courthouse. The proposal includes replacing all the lights and any wiring needed to go with that also nine 400 watt LED fixtures at a total cost of $8,500. Mr. Mestres’ recommendation was for the board to allow Nelson Electric to proceed. Commissioner Gonice Davis made a motion to accept Mr. Mestres’ recommendation and proceed with replacing the outside courthouse lights for a cost of $8,500 with monies from general fund contingency. Commissioner Johnny Davis seconded the motion. The vote was unanimous. 911 Recorder Bid 911 Director/Fire Chief/EMA Director, James Anderson, presented to the board two bids received on a recording system for 911. The bids are as follows: Mr. Anderson recommended the bid from Quality Recording Solutions of Roswell, Georgia for a cost of $27,504.00; Mr. Anderson explained even though DSS had the lower bid, QRS had a feature that would allow reviewing of 911 recordings via the internet. Commissioner Johnny Davis made a motion to accept the recommendation from 911 Director, Jim Anderson, and approve for purchase the recording system from Quality Recording Solutions (QRS) at a cost of $27,504.00. Commissioner New seconded the motion. Discussion: County Administrator, Adam Mestres, explained the funds for the recording system would come from 911’s special revenue fund. Fifty percent of the total cost would be paid in this fiscal year (FY 14/15) with the balance paid in the next fiscal year (FY 15/16). Commissioner New wanted to know what else would be provided by the new system, besides remote review, that we currently do not have. Mr. Anderson explained the new system would allow him to easier access to recordings. Currently he has to listen to all recordings to find a specific one; the new system allows a more streamlined search. The vote was unanimous. Public Works Mower Bid – Public Works County Administrator, Adam Mestres, brought before the board two bids for 3815 Bush Hog Mowers to be purchased for the roads department. The bids were from J&B Tractor, Waynesboro, Georgia and Blanchard Equipment, Louisville, Georgia. The price submitted by Blanchard Equipment was $32,200 for the two ---PAGE BREAK--- mowers; J&B Tractor submitted $31,908.30 for the two mowers. The recommendation by Ken Thomas, Public Works Superintendent, was to purchase the mowers from Blanchard Equipment. Commissioner New made a motion to accept the recommendation of Mr. Thomas and purchase the two 3815 Bush Hog Mowers from Blanchard Equipment. Commissioner Gonice Davis seconded the motion. The vote was unanimous. CDBG Block Grant A CDBG Block Grant hearing was held earlier in the evening to disclose the chairman owning property in the target area; the property owned by the chairman is ineligible and cannot be included in the grant. The chairman would have to abstain from voting and/or signing any documentation that would arise during this application process. Commissioner Johnny Davis made a motion to accept and proceed with the application for the CDBG Block Grant. Commissioner New seconded the motion. The vote passed with a vote of four to one. Chairman McGraw abstained from voting due to a conflict of interest. Insurance Services Broker Recommendation County Administrator, Adam Mestres, presented to the board information regarding the insurance services broker. Mr. Mestres previously sat on a panel with four other county employees to review five bids received for insurance broker services. The panel recommended to the board Group and Benefits Consultants, Inc. from Augusta, Georgia. Commissioner Johnny Davis made a motion to accept the committee’s recommendation and choose Group and Benefits Consultants, Inc. The motion died on the floor for lack of a second. Commissioner New leaves at this time, (7:58 p.m.) NEW BUSINESS Clerk of Court Document Scanning Clerk of Court, Anne Durden, brought before the board a proposal of $97,000 to scan the entire vault. The county administrator recommended the clerk of court acquire a proposal that would allow the documents in the vault be scanned with payment rendered over a two or three year period. Commissioner Gonice Davis made a motion allowing the county administrator and the clerk of court to come up with a proposal and the board would go from there. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Beer & Wine License Jeffery Grimes (J & V Game Room) Commissioner Gonice Davis made a motion to allow Jeffery Grimes an issuance of a beer and wine license for the establishment known as J & V Game Room. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Intergovernmental Agreement Louisville Election County Attorney, Dalton Dowdy, presented to the board an intergovernmental agreement with the City of Louisville regarding the city election. Commissioner Johnny Davis made a motion to accept the agreement pending review by the county attorney. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner Gonice Davis asked if the employees could program the voting machines themselves or did someone have to come in and program them. The county administrator explained previously someone had to come in and program but now Susan Gray, Elections Superintendent and I T Operator, Lee Lewis, have the necessary certifications to program the machines. He also explained paper ballots were still provided by Kennesaw State, but the programming of the machines were now done in house. State of the Hospital Address – James Heitzenrater Hospital Administrator, James Heitzenrater, presented a state of the hospital address informing the board and constituents the current status of Jefferson Hospital. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. Commissioner New arrives back at this time (8:43 p.m.) Adjournment Commissioner Wayne Davis made a motion to adjourn the Regular meeting and go into the Executive Session to discuss pending litigation. Commissioner Johnny Davis seconded the motion. The vote was unanimous. ---PAGE BREAK--- Executive Session Commissioner New made a motion to adjourn the Executive Session. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to reconvene the Regular Meeting. Commissioner New seconded the motion. The vote was unanimous. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous.