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JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING APRIL 14, 2020 7:00 P.M.` This was the regular meeting for the month of April. It was held at the Jefferson County Multipurpose Complex (Old Armory). Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Tommy New, Member; Johnny Davis, Member: Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Commissioner Wayne Davis was in attendance via teleconference. Chairman McGraw called the meeting to order and led the Pledge of Allegiance. Commissioner Gonice Davis gave the invocation. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Reports The chairman and the county administrator gave their respective reports. Chairman McGraw gave an update on the coronavirus pandemic (COVID-19) and its effects on Jefferson County, he explained the county would have future meetings at the multipurpose complex until further notice because of the required distancing and the governor’s Executive Orders. He also shared with the board, that as of April 14, 2020, Jefferson County had a total of 11 confirmed cases. EMS Director, Chad Parker, Building Department Clerk, Sandy Walden and Emergency Services Director, Jim Anderson were not in attendance. OLD BUSINESS Zebina Road Guardrail Project Bids The county administrator presented the following bids for the Zebina Road guardrail project. The Sharon Company’s bid came in as the lowest and they are a company the county has utilized in the past. The county administrator’s recommendation was to choose The Sharon Company. Zebina Road Bid Tabulation March 26, 2020 E & D Contracting $57,400.00 Gracie Gray $30,888.65 The Sharon Company $24,960.00 Commissioner Johnny Davis made a motion to approve the bid of $24,960.00 from The Sharon Company. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Culvert Replacements on County Roads The county administrator presented information on culvert replacements for Lincoln Park, Winder Smith, and Benefield Roads, with Lincoln Park Road as the only paved road on the list. Barry Wood from GDOT had previously referred the county administrator to GEMA as the governor had declared a state of emergency because of the excessive rains. The administrator was informed by FEMA and GEMA there were no funds available for the repairs. GDOT is still trying to ascertain how they can assist via LMIG Triple EEE funds; however, the county administrator, at the time of the meeting, did not have an answer from them. The county administrator said if GDOT could not assist, it would be his and the public works director’s recommendation to work on one road at the time to complete the list. The total cost for culvert replacements on all three roads is $156,500. ---PAGE BREAK--- Commissioner New made a motion to use the contractor to do the work on the culverts; if the state helps the county fine, if they don’t, that’s fine also. Commissioner Gonice Davis seconded the motion. Discussion: Chairman McGraw asked which account the funds would be allocated from. County Administrator, Adam Brett stated he budgeted funds via TIA, he only has one bid; at the time the bid was received, he did not anticipate moving forward, but wanted an estimate of the cost. The county administrator asked the county attorney if the project needed to bid out properly; the county attorney said he would recommend it be done properly. Commissioner Johnny Davis asked did it have to be done properly even if it were an emergency. The county attorney said if it were an emergency situation, they could proceed with the one bid, but he thought there was discussion at a previous meeting as to whether or not it was an emergency. The county administrator said they have a closed dirt road, another one in poor shape, and a paved road that is passable but in poor shape. The county attorney said obviously if it were an emergency, that would change his rationale for formally bidding it out; if there are roads that are not passable for the public and could pose a potential danger then he would have to yield to the administrator or Mr. Thomas as to how much of an emergency it really is. Commissioner New amended his motion, the motion is as follows: to use the contractor to make emergency repairs and replace the culvert on Lincoln Park Road, Benefield Road, and Wynder Smith Road whether the county receives assistance from the state or not. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Landfill Clean Up Date The county administrator brought the following request from the landfill staff rescheduling cleanup day. The original date was May 9, 2020 with May 16, 2020 as an alternate (rain) day. The recommendation came about as a result of the recent COVID-19 (Coronavirus) pandemic. Commissioner New made a motion to accept the landfill staff’s proposal of rescheduling cleanup day from May 9, 2020 to August 15, 2020, with an alternate (rain) date of August 29, 2020. Commissioner New made a motion to change cleanup day from May 9, 2020 to August 15, 2020, with May 16, 2020 and August 29, 2020 as alternate days. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Park Grant – Environment Phase I The county administrator presented the following proposal for a Phase I Environmental Assessment at the Ogeechee Crossing Park; this is the first grant reimbursable item for the aforementioned park. The proposal was from Turnipseed Engineers and the cost for the proposed assessment is $7,000. Commissioner Gonice Davis made a motion to approve and move forward with the Phase I Environmental Assessment for $7,000 utilizing Turnipseed Engineers. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner New asked the administrator to make sure the state does not cut grant funding before any more county money is paid out. Striping Project Changes ---PAGE BREAK--- The county administrator reviewed the following roads on the striping list for 2020. Jerry Brinson, of Moreland Altobelli, and his team came down, rode the roads, and double checked the mileage; they removed three roads from the 2020 Striping Project and added them to the 2021 Paving Project. The three roads are Eden Church Road, Gamble Mill Road, and Zebina Road. Eden Church and Gamble Mill Roads were removed from the striping list and placed on the resurfacing list for 2021; Zebina Road, in their estimation, was mistakenly placed on the list as it was striped two years ago. The team asked, after their inspection, that Gamble School Road (2.1 miles), Hadden Pond Road (4.46 miles), and Hudson Road (1.84 miles) be added to the list. Commissioner Gonice Davis stated trucks hauling gravel traveled Woodrow Smith Road, and he would like to remove Woodrow Smith Road from the list. The list of roads is displayed here. Commissioner Gonice Davis made a motion to approve the aforementioned list, minus Woodrow Smith Road, as the 2020 Striping Project. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS COVID-19 Update Emergency Services Director, James Anderson, was slated to be in attendance to brief the board on COVID- 19 but was unable to attend. Chairman McGraw reiterated the information he shared during his report regarding COVID-19. Reappointment to Board of Assessors The county administrator reviewed the following Board of Assessor request to have James Darden reappointed the Assessor Board. Chairman McGraw said he would like to have an opportunity to speak with Mr. Darden before he made the recommendation for him to be reappointed. He will make this recommendation at the May meeting. ---PAGE BREAK--- Copier Contract Renewal The county administrator reviewed two bids for the copier contract. A bid was received from the current company, Ricoh USA, Inc. and The Pollock Company. The actual bid numbers are listed below. The county administrator stated if the board opted to stay with Ricoh the county could start the new pricing now; therefore, his recommendation to the board was to stay with Ricoh USA, Inc. Commissioner New made a motion to accept the county administrator’s recommendation remain with Ricoh USA, Inc for copier services. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Landfill D6 Dozier Warranty Options The board reviewed the following warranty options on the D6 dozier at the landfill. The chairman asked that this item be tabled until the next meeting, he wanted to see where they were with the trucks. Commissioner New wanted to know when the warranty would run out. Commissioner Wayne Davis made a motion to table this item until next meeting. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. CAT Dump Truck Replacement The chairman asked for a motion to table this agenda item. Commissioner Wayne Davis made a motion to table CAT dump truck replacement. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Resolution of Support for DHS Transit Grant Application The following resolution was submitted by Transit Director, Teresa Snider, this resolution is the FY2020-2021 FTA Section 5311 amended Notice of Intent to Award as it relates to the Coronavirus Aid, Relief, and Economic Security (CARES) Act funding for 5311. Funds provided under the CARES Act are available at 100- percent federal share to maintain operations. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to approved/adopt the Resolution of Support for DHS (Department of Human Services) Transit Grant Application. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Mobile Home Tax Filing Deadline The following resolution was submitted by Tax Commissioner, Nancy McGraw, this resolution was submitted in an attempt to alleviate the burden of paying taxes for mobile homeowners during COVID-19. This resolution would extend the due date and waive the penalties and interest for the aforementioned homeowners. Commissioner Wayne Davis made a motion to approve/adopt the Resolution Approving the Waiver of Penalties and Interest. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Attest: ---PAGE BREAK--- County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny Davis, Member Charles W. Davis, Member JEFFERSON COUNTY COMMISSIONERS CALLED MEETING APRIL 21, 2020 10:00 A.M.` This was a called meeting to discuss personnel (Executive Session). It was held at the Jefferson County Multipurpose Complex (Old Armory). Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Brett, County Administrator; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Commissioner Tommy New was absent. Chairman McGraw called the meeting to order, led the pledge, and gave the invocation; the chairman remembered the family of Mrs. Gloria New, the wife of Commissioner Tommy New, as she passed away Saturday, April 18, 2020. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to go into executive session to county administrator job interviews. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to go into regular session. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. HWTF (Hazardous Waste Trust Fund) Resolution The Hazardous Waste Trust Fund Resolution is submitted to the state along with copies of invoices and checks in an effort to obtain reimbursement for monies spent on the old landfill located at Clarks Mill Road. The amount of the reimbursement is $16,980. Commissioner Wayne Davis made a motion to approve/adopt the Hazardous Waste Trust Fund Resolution. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to reconvene executive session. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to reconvene the regular meeting. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion for Chairman McGraw to make an offer to Autron Hayes the job as county administrator with an annual salary between $80,000 and $85,000 with a six months probationary period. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Chairman McGraw recommended the board choose Corey Forrest as second choice, if Mr. Hayes opted not to come. Commissioner Wayne Davis made a motion to select Corey Forrest as the second choice for county administrator, should Mr. Hayes opt not to come. The motion died on the floor for lack of a second. Scheduled Public Comments There were no scheduled public comments Public Comments on Agenda Items There were no comments on agenda items. Commissioner Johnny Davis made a motion to go into executive session to discuss personnel. Commissioner Gonice Davis seconded the motion. Commissioner New made a motion to close the executive session and reconvene the regular meeting. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner New made a motion to reconvene the regular meeting. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman Johnny Davis, Member Charles W. Davis, Member