Full Text
JEFFERSON COUNTY COMMISSIONERS WORK SESSION JANUARY 4, 2012 8:30 A.M. The purpose of the meeting was to prepare the agenda for the January 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; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Commissioner New was absent. Chairman Rabun welcomed guests; Commissioner Johnny 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 Audit Report Walter Jones and Mark Davis, the auditors from Jones, Jones, and Davis gave the commissioners a review of the Unqualified 2010/2011 Fiscal Audit. The auditors stated the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of Jefferson County, Georgia, as of June 30, 2011, and its respective changes in financial position, and cash flows, where applicable, thereof for the year then ended in conformity with accounting principles generally accepted in the United States of America. Direct Deposit Adam Mestres presented information on offering Direct Deposit to employees. Commissioner Johnny Davis made a motion to offer Direct Deposit, optionally, to employees for six months. After the six month period the commissioners would re-visit the terms. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Regular Agenda) Advertise for E-911 and EMA Positions Adam Mestres recommended, for the purposes of advertising, the positions of E-911 and EMA Director be presented separately. Commissioner Wayne Davis made a motion to advertise for E-911 and EMA together or separate. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Regular Agenda) Bids for Courthouse Repair The board received two bids for repairs to the courthouse. The first bid was from B. A. Johnson Construction in the amount of $14,600.00. The second bid was from Watson’s Construction Company in the amount of $8,389.00. One of the bids appeared to not have a price listed for part of the repairs and there was a vast difference in the total for the repairs. Chairman Rabun recommended the board wait until they had time to ascertain the correct figures. Commissioner Johnny Davis made a motion to table the bid until the regular meeting. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Regular Agenda) Bids for Recreation Field Lighting The board received two bids for the recreation field lighting. The bids were as follows: Otis Lighting and Electrical Helton Electrical Services Field 1 $78,897.10 Football Field $64,820.00 Field 2 $46,542.65 Fields 1-5 and Football Field $324,800.00 Field 3 $49,132.05 Fields 1-3 $157,500.00 Field 4 $40,095.90 Fields 4-5 $120,400.00 Field 5 $78,897.10 Chairman Rabun recommended to the board the bids for the recreation field lighting is tabled until the county administrator has had an opportunity to review them. Commissioner Johnny Davis made a motion to table the recreation field lighting until the Regular Meeting, thus allowing the county administrator an opportunity to review the bids. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Regular Agenda) Commissioner Wayne Davis made a motion to amend the agenda by moving the Sale of Property in Wadley from Item J to Item F as the County Attorney, Michael Moses, had to leave. Commissioner Gonice Davis seconded the motion. Sale of Property in Wadley ---PAGE BREAK--- County Attorney, Michael Moses, recommended the board get a phase one study done on the property for future reference. Mr. Moses stated a phase one EPA Study had already been ordered and would be completed this month (January). Mr. Moses also recommended having a survey done to cut out the portion of the property the county is going to retain so there would be no questions. Commissioner Wayne Davis made a motion to table the Sale of Property in Wadley until further discussion. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Bids for Recreation Field Concession Stand The county received no bids for the concession stand however; they did receive, from B. A. Johnson Construction, a proposal to act as project manager for the building of the stand using inmate labor at a rate of $1,200 per week. Chairman Rabun suggested allowing Mr. Mestres an opportunity to confer with B. A. Johnson and Kenny Green to ascertain if the structure is sound enough for what needs to be done. Commissioner Wayne Davis made a motion for Mr. Mestres to contact B. A. Johnson and Turnipseed Engineering to look at the stability of the building and come up with some type of proposal so the project can advance. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Regular Agenda) Appointments to Unified Development Authority: Woods—Jordan Commissioner Johnny Davis made a motion to extend Lee Woods and Tom Jordan’s tenure on the Unified Development Authority Board for one year. Commissioner Gonice Davis seconded the motion. The vote was unanimous. (Regular Agenda) Budget Amendments Adam Mestres, County Administrator, reviewed budget amendments; they are listed below: Commissioner Gonice Davis made a motion to approve the budget amendments. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Regular Agenda) Consolidation of Elections and Registrar Department—Remaining Appropriations Barbara Johnson, Accounting Coordinator, reviewed the consolidation of the Elections and Registrar Departments budget. Mrs. Johnson explained there were funds in both departments when the consolidation was implemented and nothing in the new department. The leftover appropriations from those two departments should be consolidated and moved over to the new department. The tables below depict the two departments separately and the consolidation of both departments. ---PAGE BREAK--- BUDGET ADMENDMENTS - CONSOLIDATION ELECTIONS/REGISTRAR DECEMBER 2011 (FY 2012) FROM (Registrar) 100-1400-44-511100 Regular Employee 13,446.76 100-1400-44-511300 Overtime 395.28 100-1400-44-512100 Group Insurance 4,101.05 100-1400-44-512200 FICA Match 904.91 100-1400-44-512300 Medicare Match 211.44 100-1400-44-512400 Retirement Contributions 865.69 100-1400-44-512700 Workers' Compensation 149.00 100-1400-44-521200 Professional 250.00 100-1400-44-523210 Communications-Postage 728.92 100-1400-44-523700 Education & Training 800.00 100-1400-44-523850 Contract Labor 1,103.60 100-1400-44-531100 Supplies & Materials 279.03 100-1400-44-531300 Food 219.34 100-1400-44-531700 Other Supplies 100.00 100-1400-44-542500 Equipment 8.00 23,563.02 FROM (Elections) 100-1400-63-511200 Temporary Employee 4,500.00 100-1400-63-512200 FICA Match 228.41 100-1400-63-512300 Medicare Match 51.14 100-1400-63-512700 Workers' Compensation 32.00 100-1400-63-521200 Professional 168.00 100-1400-63-521300 Technical 250.00 100-1400-63-522200 Repairs & Maintenance 7,509.00 100-1400-63-522320 Rental - Equipment 79.95 100-1400-63-523210 Communications-Postage 50.00 100-1400-63-523300 Advertising 42.50 100-1400-63-523500 Travel - Other 950.00 100-1400-63-523600 Dues & Fees 3,971.21 100-1400-63-523700 Education & Training 1,000.00 100-1400-63-531100 Supplies & Materials 1,452.35 100-1400-63-531101 Supplies - Parts 30.00 100-1400-63-531240 Bottled Gas 50.00 100-1400-63-542400 Computers 1,500.00 Total 21,864.56 BUDGET ADMENDMENTS - CONSOLIDATION ELECTIONS/REGISTRAR DECEMBER 2011 (FY 2012) TO (Elections/Registrar) 100-1400-72-511100 Regular Employee 13,446.76 100-1400-72-511200 Temporary Employee 4,500.00 100-1400-72-511300 Overtime 395.28 100-1400-72-512100 Group Insurance 4,101.05 100-1400-72-512200 FICA Match 1,133.32 100-1400-72-512300 Medicare Match 262.58 100-1400-72-512400 Retirement Contributions 865.69 100-1400-72-512700 Workers' Compensation 181.00 100-1400-72-521200 Professional 418.00 100-1400-72-521300 Technical 250.00 100-1400-72-522200 Repairs & Maintenance 7,509.00 ---PAGE BREAK--- 100-1400-72-522320 Rental - Equipment 79.95 100-1400-72-523210 Communications-Postage 778.92 100-1400-72-523300 Advertising 42.50 100-1400-72-523500 Travel - Other 950.00 100-1400-72-523600 Dues & Fees 3,971.21 100-1400-72-523700 Education & Training 1,800.00 100-1400-72-523850 Contract Labor 1,103.60 100-1400-72-531100 Supplies & Materials 1,731.38 100-1400-72-531101 Supplies - Parts 30.00 100-1400-72-531240 Bottled Gas 50.00 100-1400-72-531300 Food 219.34 100-1400-72-531700 Other Supplies 100.00 100-1400-72-542400 Computers 1,500.00 100-1400-72-542500 Equipment 8.00 Total 45,427.58 Commissioner Wayne Davis made a motion to move the remaining funds from the Registrar and Elections departments into one consolidated department. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner Gonice Davis wanted to know how many people the department would have. Mr. Bryan stated they would have a better idea now that the budgets were consolidated. And we would know more next month once the funds were consolidated. The vote was unanimous. (Regular Meeting) Public Comments on Agenda Items There were none. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING JANUARY 11, 2012 7:00 P.M. This was the regular scheduled meeting for the month of January. 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 Gonice Davis gave the invocation. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner New made a motion to adopt the minutes from the December meeting. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Chairman Rabun welcomed guests to the meeting. He also presented the chairman’s report. County Administrator, Adam Mestres gave the administrator’s report. EMS Director, Carl Wagster, presented the ambulance report. Tax Commissioner, Jenny Gordy, requested assistance with collecting taxes on mobile homes. She stated she needed someone working exclusively with the tax commissioner’s office and that in the past she has had help from other law enforcement entities but other work would take precedence over mobile home tax collections. The table below reflects the amount of money owed in mobile home taxes and solid waste fees. Year Type of Tax Amount 2011 Mobile Home 113,580.49 2010 Mobile Home 22,702.21 2006—2011 Solid Waste Fees 60,300.00 Total $196,582.70 ---PAGE BREAK--- Chairman Rabun stated he or the administrator would contact Mrs. Gordy after they have had an opportunity to talk with the sheriff’s department to see what they could do. OLD BUSINESS Direct Deposit Adam Mestres, County Administrator, presented information regarding direct deposit. The total annual cost for the type of the account the county would have to have is $352. Not only would this account allow us to have direct deposit it would also enable the county to disburse payroll taxes electronically. Direct deposit would also be available to employees who do not have a bank account; these employees would simply sign up for a bank card. The employees will not incur a cost for direct deposit. Mr. Mestres recommended direct deposit be used on a six month trial basis to ascertain the employee’s interest. Commissioner Wayne Davis made a motion to allow the county administrator to continue the process of implementing direct deposit for a time frame of six months, at which time it would be revisited. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Advertise for E-911 and EMA Director Positions Adam Mestres, County Administrator, recommended the positions of E-911 and EMA Director be advertised separately and look at the pool of applicants as they come in. Commissioner Wayne Davis made a motion to allow the administrator to proceed with advertising for the E-911 Director and EMA Director positions. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Bids for Courthouse Repair There were two bids for the repairs to the courthouse; they were from B. A. Johnson Construction in the amount of $14,600.00. The second bid was from Watson’s Construction Company in the amount of $8,389.00. The county administrator recommended the county utilize Watson’s Construction Company to render the repairs. Commissioner New made a motion to go with the recommendation of the administrator and accept the bid from Watson’s Construction Company. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Appointments to Unified Development Authority: Woods—Jordan Commissioner Johnny Davis made a motion to appoint Lee Woods and Tom Jordan to the Unified Development Authority Board. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Budget Amendments The county administrator reviewed the budget amendments. They are as follows: Commissioner New made a motion to approve the budget amendments. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Consolidation of Elections and Registrar Department—Remaining Appropriations Paul Bryan reviewed the consolidation of the Elections and Registrar Departments. He recommended having the administrator work on developing a budget for the balance of the year for the newly consolidated departments. And present the figures at the February meeting. Wayne Davis made a motion to accept Paul Bryan’s recommendation. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New asked how many full time employees were there before the consolidation. Before the consolidation there was only one full time person in the registrar’s office; Mr. Bryan explained after the departments are combined, they would not have to hire part time employees for the department and the people in the consolidated department would be doing the job the one person in the registrar’s office did and the job of the elections superintendent and her staff person. Commissioner New also wanted to know who these employees would answer to and had their salary been set. Mr. Bryan explained the employees would answer to the Elections Board but they would be under the Board of Commissioners Personnel Policy. The salary for the elections superintendent had not been set but the salary for the other two staff members was already in place. Commissioner Gonice Davis wanted to know who set their salary. They were already set by the board. Commissioner Gonice Davis enquired about the budget for the consolidated department. The vote was unanimous. NEW BUSINESS ---PAGE BREAK--- EDA Grant County Administrator, Adam Mestres, explained the board of commissioners had been asked to be co-applicants on the Economic Development Administration Grant (EDA).for road improvements in the industrial park (Kings Mill Commerce Park) in Wrens. The amount of the grant the Development Authority is applying for is 1.5 million dollars.; $1,000,000 will come from the Economic Development Administration; $500,000 coming from One Georgia Authority; and $25,000 match that will be matched from the Development Authority. Commissioner New made a motion to act as co-applicants for the EDA Grant. Commissioner Gonice Davis seconded the motion. The vote was unanimous. MOU (Memo of Understanding)—PyraMax Ceramics Commissioner Wayne Davis made a motion to allow the County Attorney Michael Moses an opportunity to review the MOU—PyraMax Ceramics. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Deed Preparation for Oakwood Drive Commissioner New made a motion to authorize County Attorney, Michael Moses, to proceed with acquiring a warranty deed and obtaining a signature on the deed enabling the road to be removed from the tax map. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Redistricting Map Commissioner Johnny Davis made a motion to accept the redistricting plans in place as of January 10, 2012. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Health Department Appointment Commissioner Wayne Davis made a motion to accept Chairman Rabun’s appointment of Dr. Nancy Cox to the Health Department Board. Dr. Cox will replace Dr. Lisa Counsel on the board. Commissioner Johnny Davis seconded the motion. The vote was unanimous. EIP Grant Award County Administrator, Adam Mestres, presented information on the EIP (Employee Incentive Program) Grant that the Development Authority applied for last year. The grant was approved in the amount of $500,000; these funds will be used to assist in the construction of public sewer lines system improvements to serve the PyraMax Ceramics LLC facility in the Kings Mill Commerce Park S&ME Proposal Commissioner New made a motion to accept the proposal of $13,450 from S&ME, Inc. for ground water remediation at the old landfill. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Qualifying Fees Commissioner Johnny Davis made a motion to table the qualifying fees until the Call Meeting and allow it to be a part of the agenda. Commissioner New seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS CALL MEETING JANUARY 17, 2012 8:30 a.m. The purpose of this meeting was to discuss Qualifying Fees, PyraMax MOU, Bids for Concession Stand. It was held at the Jefferson County Commissioner’s office. Those present were as follows: William Rabun, Chairman; Gonice Davis, Member; Johnny Davis, Member; Tommy New, Member; Wayne Davis, Member, Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Chairman Rabun called meeting to order and Commissioner New gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner New seconded the motion. The vote was unanimous. ---PAGE BREAK--- NEW BUSINESS Qualifying Fees Paul Bryan reviewed the Qualifying Fees and recommended they be placed in the paper so that the February 1 deadline would be met. The fees are as follows: Office Fee Sheriff $1,616.41 Clerk of Court $1,392.26 Probate of Judge $1,392.26 Magistrate Judge $1,392.26 Tax Commissioner $1,392.26 Solicitor $1,260.00 State Court Judge $1,350.00 Coroner $72.00 Commissioner $166.05 Chairman of Commissioners……………………………………….. $175.28 Board of Education $108.00 Commissioner Gonice Davis made a motion to adopt the Resolution setting the Qualifying Fees. Commissioner Wayne Davis seconded the motion. The vote was unanimous. MOU PyraMax County Attorney, Michael Moses, recommended, after reviewing the MOU (Memo of Understanding) for PyraMax , the board approve it. Commissioner Wayne Davis made a motion to adopt the MOU. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Bids for Concession Stand Commissioner New reviewed information for the concession stand. He informed the board no one made a bid on the construction of the concession stand. Mr. New requested the board allow him the authority to spend up to and no more than $50,000 on the construction of the concession stand. And if it could not be done for that amount, he would come back to the board. Commissioner Johnny Davis made a motion to proceed and allow Commissioner New to go on with the proposal he had before the board. 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.