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JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING JANUARY 5, 2015 6:45 P.M. The purpose of the hearing was to discuss the renaming of McCroans Bridge Road and a portion of Georgia State Highway 24. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Vice Chairman; 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 the hearing to order. Commissioner Johnny Davis presented information regarding the request to rename two roads in the county. JEFFERSON COUNTY COMMISSIONERS WORK SESSION JANUARY 5, 2015 7:00 P.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: Mitchell McGraw, Chairman; Gonice Davis, Vice Chairman; 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 Wayne Davis gave the invocation. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The vote was unanimous. OLD BUSINESS Tax Assessor Board Appointment Chairman McGraw recommended Sharon Kitchens serve on the Tax Assessor’s Board. Mrs. Kitchens will fulfill the unexpired term of Mr. Russell (Rusty) Logue. Commissioner Wayne Davis made a motion to appoint Sharon Kitchens to the Tax Assessor Board with her term commencing immediately and expiring June 30, 2017. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Department of Behavioral Health Planning Board Chairman McGraw stated he did not have an appointment for the Behavioral Health Planning Board. Commissioner Johnny Davis made a motion to table the Department of Behavioral Health Planning Board appointment until the regular meeting Tuesday (1/13/2015) night. Commissioner Gonice Davis seconded the motion. NEW BUSINESS Pre-Disaster Mitigation Plan Resolution EMA/911 Director Jim Anderson presented to the board information on a Pre Disaster Mitigation Plan; the plan is required and has to be approved by FEMA (Federal Emergency Management Agency); FEMA has approved the plan however a resolution adopting the plan has to be approved by each municipality and the county. Commissioner New made a motion to adopt the Pre Disaster Mitigation Plan Resolution. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Appointment of Department of Heads Chairman McGraw made the following department head appointments for 2015: Dalton Dowdy County Attorney Adam Mestres County Administrator Bonnie Wells County Clerk ---PAGE BREAK--- William Evans Warden Calvin Oliphant Deputy Warden Tammie Bennett Leisure Center Director Sylvia Cobb Transit Director Jim Anderson 911/EMA/Fire Director Eugene Cunningham Athletic Director Murray Hadden Water Superintendent Ken Thomas Public Works Director Commissioner Wayne Davis made a motion to accept the appointments made by the chairman. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New asked the county attorney had it been changed and that up until now the chairman made the appointments. The county attorney stated as he understood it the authority does stay with the chairman but if the chairman decides to lay it out there for ratification by the board, he is well within his right to do so. Chairman McGraw stated he preferred to put the appointments before the board. The vote was unanimous. Roads Department Vehicle Purchase County Administrator, Adam Mestres, presented information on a request from the road department for a heavy duty flat bed truck; the current truck is from the 1980’s. Mr. Mestres presented a quote from Brannen Motor Company for a 2015 F-650 XL Crew Cab; the cost of the truck is $55,188; the cost for the body is $13,765, which would make the total cost $68,953. Mr. Mestres recommended the purchase of the truck with funds from the 2011 SPLOST. Commissioner Gonice Davis made a motion to purchase the 2015 F-650 XL Crew Cab truck from Brannen Motor Company for $68,953. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Paving of County Roads County Administrator, Adam Mestres, explained to the board bids were solicited from three companies – Epps Brothers Paving, Everett Dykes Grassing Company, and Middle Georgia Paving for the paving of a portion of Butcher Penn Road and one mile of Clements Daniel Road. Neither of the companies submitted a bid for either of the roads. Commissioner Wayne Davis made a motion to postpone thereby allowing the board an opportunity to come back, get more roads involved; and to make sure they have the right of way on all the roads they want to look at. When they get the ditching and everything setup, put out one product and get six or seven roads at one time; since they’ve already found out when they pair with someone else they get a better unit price. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Johnny Davis asked Public Works Director, Ken Thomas, if he had the work force to lay out the roads, because he has possibly two, probably less than a mile. Mr. Thomas explained Clements Daniel Road was already prepared. Commissioner Johnny Davis stated a neighboring county had paving equipment; they could get them to come in and pave the road if they couldn’t find a vendor to do it. County Administrator, Adam Mestres stated he had already reached out to Burke County and they were not interested. Commissioner New stated if Mr. Thomas could get someone to do the mile and a tenth for $77,000, they could look at it and see if it were something they wanted to do rather than go out there and pave three or four roads. If the roads are going to look like what the city did in the subdivision, then he didn’t want to have anything to do with it. Commissioner Wayne Davis stated the problem was they were specifically told the project was out of the scope because surface treatment season had already passed but they insisted they could still go with surface treatment; and whenever the ground starts giving off moisture, it is not going to hold. Commissioner New asked Mr. Thomas did he think he could get someone to do it for $77,000. Mr. Thomas said he would go back to them and ask. Commissioner Johnny Davis said the board still needed to get more roads. Commissioner New said they could still get more roads; use that one contractor and pave as many roads as they wanted to. Commissioner New stated they used to talk to the landowners, told them what they were going to do; cut bushes and everyone on the road agreed. It was explained to them this road could not withstand the traffic of a transfer truck and it would be there a long time if it were taken care of. Commissioner Wayne Davis stated the administrator should tell Charlie Aikens the paving of Butcher Pen Road was off the table because nobody wanted to bid on it and they would not guarantee the road and they weren’t going to put a penny out on a road they couldn’t get a guarantee on. The motion was unanimous. Renaming of County Roads Commissioner Johnny Davis made a motion to rename McCroans Bridge Road to McCroans Davis Bridge Road, thereby authorizing the county attorney to initiate a resolution of such. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion for the county attorney to initiate a resolution renaming a portion of GA HWY 24, from traffic light in Louisville to Burke County line, the Ozzie M. Hannah Memorial HWY. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Right of Way Procedure The county attorney and the county administrator presented information on the procedure for legally acquiring the right of way. The administrator explained the board needed a more formal process for legally ---PAGE BREAK--- acquiring the right of way when the county does paving to county roads. Previously some of the roads were acquired via prescription. Mr. Mestres explained having a more formal process would require the information be recorded in the clerk’s office and would be there for future reference. The item was tabled until the Regular Meeting Tuesday night. Alcohol Ordinance The county attorney presented rough draft of a modified alcohol ordinance, revising the current alcohol ordinance. Mr. Dowdy said he would have the final draft at the first reading on Tuesday night. Insurance Services Recommendation County Administrator, Adam Mestres, presented information on an insurance service broker. Mr. Mestres explained an RFQ had previously been placed on the website and in the newspaper for bids. The five bids listed were received as a result of the request. Company Broker Name Location ACHS Linn Brucker Augusta, GA Bargeron Insurance William Toulson Louisville, GA Benalytics Carl Curtiss Marietta GA Group & Benefits Elizabeth Pinkus-McKechnie Augusta, GA Seacrest Partners David Greene Atlanta, GA Mr. Mestres explained a committee was formed to review the proposals; after review the committee opted to choose Group & Benefits of Augusta, GA to be the insurance broker for Jefferson County. After much discussion the board chose to table the item until the regular meeting. Scheduled Public Comments Mr. Scott Winkler had comments regarding property on Gibbs Road (County Road 104). Public Comments on Agenda Items Mrs. Carrie Brown wanted to know when the abandoned houses in the Rufus Wren Subdivision will be torn down. Adjournment Commissioner Wayne Davis made a motion to adjourn the regular meeting and go into Executive Session to discuss personnel. Commissioner Johnny 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 Johnny Davis seconded the motion. The vote was unanimous. Commissioner New made a motion to authorize the Code Enforcement staff to continue operating under the board of commissioners’ control with no change in operations. Adjournment Commissioner New made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING JANUARY 13, 2015 7:00 P.M. This was the regular scheduled meeting for the month of January. It was held at the Jefferson County Commissioners Office. ---PAGE BREAK--- 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. The chairman asked that we remember Warden William Evans in our thoughts and prayers as his mother passed away. He also asked that we keep Commissioner Wayne Davis’ son in our thoughts and prayers as he recently had heart surgery and Commissioner Wayne Davis himself will be out shortly to undergo knee surgery. Commissioner Johnny Davis gave the invocation. Chairman McGraw welcomed Dave Wills, Government Relations Manager at ACCG and allowed him an opportunity to speak. Commissioner Johnny Davis made a motion to amend and adopt the agenda; the amendments were to forgo EMS, Code Enforcement and E-911 reports. Also to move items c & d (Right of Way Procedure & Insurance Services Recommendation) from Old Business to February’s meeting. Commissioner Wayne Davis amended the motion to include moving February’s regular meeting from the 10th to the 17th. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to adopt the minutes. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Chairman McGraw presented the chairman’s report and County Administrator, Adam Mestres, presented the administrator’s report. Consent Agenda Motion to appoint Sharon Kitchens to Tax Assessor Board, fulfilling the unexpired term of Russell Logue Motion to adopt Pre Disaster Mitigation Plan Resolution Motion to appoint heads of department for calendar year 2015 Motion to purchase 2015 F-650XL, Crew Cab for road department Motion authorizing the Code Enforcement Staff to continue operating under BOC control with no change in operations Commissioner Wayne Davis made a motion to adopt the Consent Agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. OLD BUSINESS Department of Behavioral Health Planning Board Appointment Chairman McGraw stated he’s still working on this appointment. Paving of County Roads County Administrator, Adam Mestres, presented the board with two bids for the paving of Clements Daniels and Butcher Pen Roads. The first bid was from Middle Georgia Paving which gave a bid of $35,200 for paving and $6,599.70 for the coat on Butcher Pen Road; this is without a warranty on the work done. The bid from Middle Georgia for Clements Daniels Road was $46,485.20 with the coating at $12,196.80; that’s a unit price of $3.60 per square yard. Epps Brothers submitted a bid on Clements Daniels Road; they did not bid on Butcher Pen Road. The bid for Clements Daniels Road was $4.75 per square yard for the stone and $1.25 per square yard for the coat which comes to $77,400. Commissioner Wayne Davis made a motion to table this item. Commissioner Johnny Davis seconded the motion. The vote passed with a vote of four to one. Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis voted yes. Commissioner New voted no. Right of Way Procedure – Discussion This item was moved to the regular meeting. Insurance Services Recommendation This item was moved to the regular meeting. Adopt Resolution Renaming McCroans Bridge Road Commissioner Johnny Davis made a motion to adopt a resolution renaming McCroans Bridge Road to McCroans Davis Bridge Road. Commissioner Gonice Davis seconded the motion. The vote was unanimous. ---PAGE BREAK--- Adopt Resolution Renaming Portion of GA State HWY 24 Commissioner Johnny Davis made a motion to adopt a resolution renaming GA HWY 24 from traffic light in Louisville (Jefferson County) to the Burke County line the Ozzie M. Hannah Memorial HWY. Commissioner Gonice Davis seconded the motion. The vote was unanimous. NEW BUSINESS Presentation of FY 14 Audit – Jones, Jones & Davis Mark Davis of the accounting firm Jones, Jones, & Davis presented FY 14 audit. Mr. Davis informed the board FY 14 ended in good standing; Chairman McGraw and Commissioner Johnny Davis also stated the county administrator and heads of department should be commended on the outstanding job they are doing. Unified Development Authority Board Appointments Commissioner Wayne Davis made a motion to adopt the following resolution re appointing Lil Easterlin and Tom Jordan to the Unified Development Authority Board. Commissioner Johnny Davis seconded the motion. The vote was unanimous. First Reading of Alcohol Ordinance County Attorney, Dalton Dowdy, presented the modified version of the Alcohol Ordinance for its first reading. Mr. Dowdy explained the modifications to the alcohol ordinance and garnered questions from those in attendance. Scheduled Public Comments There were no scheduled public comments. ---PAGE BREAK--- Public Comments on Agenda Items There were no comments on agenda items. Adjournment Commissioner New 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. 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 reconvene the Regular Meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner New made a motion to authorize the county attorney to settle claim with Mr. Larry Raines, referencing a break in at a house on his property. Commissioner Johnny Davis 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.