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JEFFERSON COUNTY COMMISSIONERS WORK SESSION NOVEMBER 6, 2017 7:00 P.M. The purpose of this meeting was to prepare the agenda for the November meeting. 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 Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Chairman McGraw called the meeting to order and led the Pledge of Allegiance. Commissioner Gonice Davis gave the invocation. Mrs. Tish Easterlin and Mrs. Heidi Murphy from the Louisville Garden Club presented the following drawings from Williams & Associates, Landscapes Architects from Athens, GA, regarding the remodeling of the courthouse square in Louisville. The remodeling would include a more user-friendly handicap accessible ramp at the rear of the courthouse. After much discussion the board decided to table the item until the regular meeting, which would be held November 14th at 7:00 p.m. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Appointment to Board of Assessors Commissioner Johnny Davis arrived at the meeting late and was not present at this time, prompting the chairman to table the item until Tuesday’s meeting. Financing of Haul Truck County Administrator, Adam Brett, presented to the board a resolution and the following letter on a lease purchase agreement with the ACCG for a haul truck for the landfill. ---PAGE BREAK--- Commissioner New made a motion to adopt the aforementioned resolution authorizing the purchase of the haul truck for $292,649. The resolution authorizes the chairman to sign and execute the necessary documents for financing the truck. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved, but cannot be placed on the Consent Agenda because Commissioner Johnny Davis had not arrived. Investment Income County Administrator, Adam Brett, presented the following information regarding an investment policy for the county’s funds via Georgia Fund 1 (Commissioner Johnny Davis arrives at this time.); the board discussed the aforementioned item and the information below extensively. After much discussion. Commissioner Gonice Davis made a motion to set up an account with Georgia Fund 1 utilizing county funds. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New wanted to know if the funds were insured at Georgia 1 as they were at a bank? The county administrator explained, the funds were not technically covered under the FDIC, but they were as secure as they could be without it being truly secure…they were triple bond rated and they have never defaulted on any…Commissioner New stated he understood everything the administrator was saying, but for a bank to have government money, they have to have dollar for dollar to cover it. After much continued discussion. The motion failed with a vote of two to three. Commissioners Gonice Davis and Johnny Davis voted for the Georgia Fund 1 account. Chairman McGraw, Commissioners New and Wayne Davis voted against the aforementioned account. AC/Window Project at Armory The county administrator brought before the board the following cost estimate for a window and HVAC project at the armory. ---PAGE BREAK--- The county administrator tendered a recommendation of replacing the windows now and have an HVAC installed at a later date; the estimate above reflects the cost of the windows and the HVAC. Commissioner Gonice Davis made a motion to move forward with the installation of windows at the armory. Commissioner New seconded the motion. Discussion: Commissioner Johnny Davis wanted to know exactly how much was going to be spent for the windows for the armory. The chairman explained it would be $6,094.82 for the windows (the inmates would provide the labor). He wanted to know if the total cost was as it is shown above for the windows and the HVAC system at the armory. And if that in fact was the cost what kind of plans did the county have for utilizing the armory; beyond renting to the public; were they going to place another department out there or just what were the plans for the armory. The chairman stated he thought they could use it the way it is being used now, maybe increase the rent a little. Commissioner Johnny Davis asked if they were just in the planning stages or where were they as far as having the repairs done. Commissioner Wayne Davis stated he did not have a problem with replacing the windows at the armory, but they already had a judge requesting modifications (modifying handicap ramp) to the county courthouse and he felt those modifications should be made before the replacement of windows at the armory. The county attorney stated the handicap ramp at the courthouse was grandfathered in, as it’s placement there predates ADA compliance. Commissioner New asked if they were going to put an HVAC in without lowering the ceiling. The county administrator said if they were going to lower the ceiling they may as well not spend the money on the windows. The motion passed with a vote of three to two. Chairman McGraw, Commissioners Gonice Davis and New voted yes to replacing the windows. Commissioners Wayne Davis and Johnny Davis voted not to do it at this time. NEW BUSINESS 911 Tower Site on Mennonite Church Road The county administrator presented information regarding placing a tower at the Georgia Forestry location on Mennonite Church Road. The following quote was presented by the administrator and the Emergency Services Director, Jim Anderson. After much discussion Commissioner Wayne Davis made a motion to table until a later date allowing the board members to obtain more information on the item. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Historical Documents in the Courthouse Commissioner Wayne Davis made a motion to allow Lynda Brown with America’s Documents of Law & Government to place religious documents in the courthouse. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. IGA with Cities to Share Cost of Public Safety Equipment The county administrator presented an agreement between the sheriff’s department and the other police agencies within the county to share the cost of $5,800 to purchase public safety equipment. The administrator said he previously called it an IGA, but the county attorney said it was basically just an agreement; not necessarily an IGA. Commissioner Johnny Davis made a motion to approve the agreement between the sheriff’s department and the cities within Jefferson County to purchase public safety equipment. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Transit Assistance Resolution with GDOT The county administrator presented the following resolution on behalf of the transit department. This resolution authorizes the filing of an application with the Georgia Department of Transportation and the United States Department of Transportation for a grant for public transportation assistance under Section 5311 of the Federal Transit Laws under Chapter 53 of Title 49 U.S.C. Commissioner Wayne Davis made a motion to adopt the aforementioned 5311 Resolution for the transit department. Commissioner New seconded the motion. The motion was unanimously approved. Re-appointment of Hazel Toliver to Board of Assessors Commissioner Gonice Davis made a motion to re-appoint Hazel Toliver to the Board of Assessors. Mrs. Toliver’s term will continue through December 31, 2020. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Re-appointment of Nancy Cox to Board of Health Commissioner Wayne Davis made a motion to re-appoint Dr. Nancy Cox to the Jefferson County Health Board. Dr. Cox’s term will continue through December 31, 2023. Commissioner New seconded the motion. The motion was unanimously approved. Work Authorization for 2018 LMIG Resurfacing Project The county administrator presented the following work authorization for signatures. The work authorization grants permission for work on the Jefferson County 2018 LMIG Resurfacing project. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to accept the work authorization and move forward with the 2018 LMIG projects. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Landfill Bad Debt The county administrator brought to the board the total amount of “bad debt” at the landfill, which totaled $19,200. His recommendation was to write off the bad debt and implement a new application for any business seeking to dump refuse at the landfill. A complete list of the bad debt is listed as well as the tentative application. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to accept the recommendation of the county administrator and write off the bad debt in the amount of $19,000 and implement a new accounts policy at the county’s landfill. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. CDBG Grant at Service Center The county administrator reviewed the following information regarding denial of the CDBG grant funds to Jefferson County. The board decided to table until the chairman is able to speak with the Regional Commission Director, Andy Crosson. Tax Commissioner Penalty Adjustment Tax Commissioner, Nancy McGraw requested authorization from the board to relieve the interest and penalties on two pieces of property. The request is reflected below. Commissioner New made a motion to allow the tax commissioner to deduct interest and penalties on two property items in the March tax sale. Commissioner Johnny Davis seconded the motion. The motion was unanimously passed. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Commissioner New made comments regarding landfill funds. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to go into executive session to discuss personnel. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Executive Session Commissioner Gonice Davis made a motion to come out of Executive Session. Commissioner Johnny Davis seconded the motion. The motion was unanimously passed. Commissioner New made a motion to reconvene the work session. Commissioner Johnny Davis seconded the motion. The motion was unanimously passed. No action taken. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING NOVEMBER 14, 2017 7:00 P.M. This was the regular meeting for the month of November. It was held at the Jefferson County Commissioner’s Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member: Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Chairman McGraw called the 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 motion was unanimously approved. Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to forgo reports except the chairman’s report and the county administrator’s report. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Reports Chairman McGraw gave the chairman’s report and Adam Brett gave the county administrator’s report. Consent Agenda The chairman read the Consent Agenda items. Motion to place nine Historical Documents in the Courthouse Motion to approve Public Safety Equipment Cost Sharing Agreement Motion to approve Transit Assistance Resolution Motion to reappoint Hazel Toliver to Board of Assessors Motion to reappoint Nancy Cox to Board of Health Motion to approve Work Authorization with Moreland Altobelli for 2018 LMIG Resurfacing Project to include Campground Road and D. ponder Road Motion to approve Landfill Debt Right off and New Accounts Policy Motion to allow Tax Commissioner to deduct interest and penalties on two property items in March Tax Sale Commissioner Wayne Davis made a motion to approve the Consent Agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Courthouse ADA Compliance Chairman McGraw referenced a letter he received from Judge Kathy Palmer regarding ADA compliance at the Jefferson County courthouse. The letter is here in its entirety. Mr. Scott Haynes, a landscape architect with W. A. & Associates of Athens, Georgia presented again, the drawings previously submitted at the November Work Session by Mrs. Patricia Easterlin and Mrs. Heidi Murphy. Commissioner Johnny Davis made a motion to allow W. A. & Associates to proceed with presenting the board with a fee to make the county courthouse ADA compliant. Commissioner Wayne Davis seconded the motion. Discussion: The county administrator said he is fine with what they were saying but it always comes back to the money and he has not seen a fee schedule. Commissioner Johnny Davis said they have received a letter from the judge; money was not going to be an issue. The administrator also said it would be cheaper to have the handicap ramp on the side of the building near the Hardeman building, because it would require less construction. Commissioner Johnny Davis said at least give Mr. Haynes an opportunity to submit a proposal to ascertain the cost. Mr. Haynes said the best thing would be to submit a proposal. The motion was unanimously approved. District Two Board of Assessor Appointment ---PAGE BREAK--- Commissioner Johnny Davis made a motion to appoint Xavier Thomas to the Board of Assessors. Mr. Thomas will finish Dale Harris’ unexpired term which will end September 18, 2018. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Articulated Truck Financing The county administrator presented the following resolution authorizing the execution of documents in the purchase of a haul truck for the landfill. Commissioner Wayne Davis made a motion to approve the necessary steps required to execute documents in securing a loan to purchase a Caterpillar 725C2 Articulated truck for the landfill. Commissioner Johnny Davis seconded the motion. The motion was unanimously passed. Armory AC/Window Project This item was discussed at the work session; the board opted to replace the windows at this time and install the HVAC later; however, the motion did not pass unanimously. The cost of the windows is reflected below, the windows will be purchased from Southern Wholesale at a cost of $6,094.82. Commissioner New made a motion to purchase the tinted windows from Southern Wholesale at a cost of $6,094.82 and have the county inmates install them. Commissioner Gonice Davis seconded the motion. The ---PAGE BREAK--- motion passed with a vote of four to one. Chairman McGraw, Commissioners Gonice Davis, New, and Johnny Davis voted yes. Commissioner Wayne Davis voted no. 911 Repeater Tower The county administrator and Emergency Services Director, Jim Anderson, made a request to have a tower installed at the forestry station on Mennonite Church Road. The cost for the antenna, installation, and etc. are reflected here along with how the tower could be funded. Commissioner New. Code Enforcement Officer, Jimmy Kitchens, and Emergency Services Director, Jim Anderson researched the issue with the radios and not being able to communicate via the radio at the high school. Mr. Kitchens shared with the board if you switch from digital to analog, they would be able to communicate with each other. The initial issue was the school resource officer not being able to communicate with other officers if there were an emergency at the high school. Mr. Anderson was not in attendance. Mr. Kitchens stated if they place an atenna on top of the school it should be able to work. After much discussion, the board opted to table this item until a later date. The chairman instructed the county administrator to stay on top of this issue and move forward with the analog radio. Disk Golf at Ogeechee Crossing Chairman McGraw shared with the board, they had a group come down to visit Ogeechee Crossing to look at implementing a disk golf course at the park. They will come back and speak to the commission board in December to give them an idea of what the cost would be to implement the course at the park. NEW BUSINESS Landfill Track Hoe The county administrator presented information on the backhoe at the landfill; the backhoe need repairs in excess of $70,000. Commissioner New suggested placing the piece of equipment on GovDeals.com for sale; as the county has already spent $27,000 on a new motor for the backhoe. Commissioner New made a motion to place the backhoe on GovDeals.com; utilize the funds received from that to go towards the purchase of another piece of equipment. Commissioner Wayne Davis seconded. Discussion: Commissioner Johnny Davis asked the road superintendent what caused the piece of equipment to need repairs. Mr. Thomas said the machine was used when purchased and the county has had it for four years. The motion was unanimously approved. Fireman’s Cancer Insurance The county administrator presented the following, which is a mandate by Georgia House Bill 146. A BILL to be entitled an Act to amend Code Section 25-3-23 of the Official Code of Georgia Annotated, relating to general requirements for legally organized fire departments, so as to require such fire departments to purchase and maintain ---PAGE BREAK--- certain insurance coverage for firefighters; to provide methods for funding; to provide for rules and regulations; to amend Code Section 48-7-27 of the Official Code of Georgia Annotated, relating to computation of Georgia taxable net income, so as to provide an exemption for benefits received under said insurance coverage for firefighters; to repeal conflicting laws; and for other purposes. The county received two bids, one from Bargeron Insurance Company through Chubb/ACE American Insurance Company for $3,365 and ACCG-IRMA through the Hartford Life and Accident Insurance Company for $3,392, (this would require adopting a resolution) which is reflected here. Commissioner New made a motion to accept the price from ACCG for the Fireman’s Cancer Policy, for the quoted amount of $$3,392. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to adopt the resolution enabling the county to participate in the ACCG Interlocal Risk Management Agency Supplemental Medical, Accident, and Disability Fund. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Zoning Change The county administrator presented the following letter from the Planning and Zoning Board requesting an amendment to Map 0070, Parcels 060, 027 and 018A from the current zoning of RA to C1. Commissioner Wayne Davis made a motion to accept the recommendation of the Planning and Zoning Board and allow the zoning change. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. County Legislative Coordinator Resolution The county administrator presented the following resolution appointing him as the County Legislative Coordinator for Jefferson County. ---PAGE BREAK--- Commissioner New made a motion to appoint County Administrator, Adam Brett as Jefferson County’s Legislative Coordinator. 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 Dwon Giesbrecht commented on the disk golf course at Ogeechee Crossing. Commissioner Johnny Davis made a motion to go into executive session to discuss personnel. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis made a motion to close executive session and go back into the regular meeting. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. No action taken. Adjournment Commissioner New made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman Johnny A. Davis, Member Charles Wayne Davis, Member