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JEFFERSON COUNTY COMMISSIONERS WORK SESSION MARCH 5, 2018 7:00 P.M. The purpose of this meeting was to prepare the agenda for the March 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; Commissioner Johnny Davis gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Request to Seek Bids on Thomas Street Project County Administrator, Adam Brett, asked that he be allowed to seek bids on the Thomas Street Project. Commissioner Johnny Davis made a motion to allow the county administrator to seek bids on the Thomas Street Project. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Fiber Permit The county attorney shared information on the county’s fiber permit policy which is shown below. After reviewing the permit policy and much discussion, Commissioner Johnny Davis made a motion to accept the policy as written by the county attorney and move forward. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS World War I Memorial Dr. Lamar Veatch addressed the board regarding the necessity of a World War I Memorial on the courthouse square. Presently, veterans from World War II, the Korean War, and the Vietnam War are honored with memorials on the courthouse square. The pamphlet Dr. Veatch shared is reflected below along with names of the Jeffersonians to be honored on the World War I memorial. ---PAGE BREAK--- Chairman McGraw asked Commissioner New if he would be interested in heading the World War I monument funding. The chairman also asked if Commissioner Wayne Davis would oversee obtaining funds for the historical documents slated for display in the county courthouse. Commissioner Wayne Davis stated he was already at the halfway mark as for as funding was concerned. Equipment Shed at Shop The county administrator presented a price quote for a 60 x 70 equipment shed for the county shop to house EMA, road department, and transit vehicles. The quote for the shed can be seen in its entirety on the following page. ---PAGE BREAK--- Commissioner New made a motion to authorize the construction of a new shed at the county shop to house EMA, road department, and transit vehicles at a cost of $33,699.12. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Johnny Davis asked which account the funds would be allocated from. The administrator explained the funds would come from TSPLOST. The motion was unanimously approved. Appointments to Board of Assessors Commissioner Johnny Davis made a motion to appoint Xavier Thomas to the Board of Assessors to fulfill the unexpired term of Dale Harris, which ends September 30, 2018. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner New made a motion to re-appoint Robert Holbert to the Board of Assessors; Mr. Holbert’s new term will expire May 31, 2021. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Zoning Change County Administrator Adam Brett, presented the following letter from the Planning and Zoning Board regarding a proposed zoning change. The Planning and Zoning board approved the request at their February meeting; their request to the board of commissioners can be seen below. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to approve the Planning and Zoning Board’s request of rezoning parcel 0123-045 from RA to C1 for the establishment of a youth camp on Eden Church Road. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Tiny House Ordinance The county administrator presented the following letter from the Planning and Zoning Board along with an appendix to the Tiny House Ordinance. The letter and the appendix (Appendix S) be seen in it entirety below. Commissioner Wayne Davis made a motion to approve Appendix S to the Tiny House Ordinance. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. McDuffie County Inmate Detail McDuffie County made a request for an inmate detail, this request is similar to the request previously made by Emanuel County. Emanuel County’s request was approved at the February meeting. Commissioner Wayne Davis made a motion to table the item until the regular meeting on March 13th. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Public Defender Budget Increase The public defender’s office submitted a 10% budget increase request. The amount contributed by counties to the Middle Georgia Circuit is reflected on the following page, along with the letter received from the public defender’s office. ---PAGE BREAK--- Commissioner New made a motion to table the item until the administrator has an opportunity to speak with his peers at the other counties within the circuit. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Extended Warranty & Service Plan on Compactor An extended warranty was submitted on the 816F Compactor by Yancey Brothers. The total cost of the warranty is $14,565 for 36 months or $3.81 per hour. The county administrator’s recommendation was to go with $3.81 per hour versus the $14,565 for 36 months contract. The agreement is reflected below. ---PAGE BREAK--- Commissioner New made a motion to accept the county administrator’s recommendation and purchase the extended warranty/service plan as outlined in the correspondence on the preceding page from Yancey Brothers at a rate of $3.81 per hour. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Permitting Fee change Proposal The county administrator reviewed the following fee schedule for the building department and code enforcement; the schedule reflects fees from Jefferson County as well as neighboring counties for building permits, electrical permits, etc. and business licenses. The county administrator recommended the board adopt the changes to Jefferson County’s fee schedule as shown below. Commissioner Johnny Davis made a motion to accept the recommendation of the county administrator and implement changes to the fee schedule for Jefferson County; the business license change would increase January 1, 2019. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New wanted to know how much the business license was if someone came in to cut a tract of timber...Commissioner Wayne Davis said it depended on the number of employees. The motion was unanimously approved. Commissioner Johnny Davis made a motion to accept the recommendation of the county administrator in setting the permitting fees with an effective date of July 1, 2018. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Scheduled Public Comments The chairman took this opportunity to remind the public, the radio, and the newspaper of a public hearing to be held March 9, 2018 at 2:00 p.m., at the county courthouse. He also welcomed members from Youth Leadership of Jefferson County. Public Comments on Agenda Items There were no public comments on agenda items. Executive Session No Executive Session items. Adjournment Commissioner New 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 H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING MARCH 9, 2018 2:00 P.M. The purpose of this hearing was to discuss the addition of an aesthetically pleasing handicap accessible ramp to the county courthouse. Those present were as follows: Mitchell McGraw, Chairman; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Glenise Dixon, Administrative Clerk. Commissioner Gonice C. Davis, was absent. Chairman McGraw called the meeting to order and led the pledge. Sheriff Gary Hutchings gave the invocation. The chairman, commissioners, and citizens made comments regarding the placement of the handicap ramp at the county courthouse. Commissioners Johnny Davis and Wayne Davis stated it did not matter and that it was up to the citizens. Commissioner New does not want it on the front of the courthouse as it would take away from the appearance. There was much discussion and input from various members of the county and/or the Garden Club. Attest: ---PAGE BREAK--- County Clerk Mitchell McGraw, Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING MARCH 13, 2018 7:00 P.M. This was the regular meeting for the month of March. It was held at the Jefferson County Courthouse. 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 New gave the invocation. Commissioner Johnny Davis made a motion to amend the agenda by forgoing the reports less the chairman and the county administrator’s reports. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner New made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner New seconded the motion. The motion was unanimously approved. Proclamation Chairman McGraw and the board of commissioners presented Mr. Theodore Wellen Johnson a proclamation and a Georgia Flag. The aforementioned flag previously flew over the county courthouse. Consent Agenda The chairman read the Consent Agenda items. Motion to seek bids on Thomas Street Project Motion to approve the fiber permit Motion to move forward with a new equipment shed at shop for EMA and transit vehicles Motion to appoint Xavier Thomas to Tax Assessor Board Motion to appoint Robert Holbert to Tax Assessor Board Motion to approve Planning & Zoning’s request to rezone parcel 0123-045 from RA to C1 Motion to approve Tiny House Appendix Motion to accept the extended warranty and service plan on compactor Motion to accept business license rate increase starting January 1, 2019 Motion to accept building department fee increase starting July 1, 2011 Commissioner Wayne Davis made a motion to approve the Consent Agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS ---PAGE BREAK--- McDuffie County Inmate Detail County administrator, Adam Brett, brought before the board a request from McDuffie County for an inmate detail for their county. The number of inmates at the prison would need to be increased by seven, allowing enough inmates at the institution to fulfill McDuffie County’s request. The administrator recommended the board table this and wait on the results from Emanuel County’s work detail, as he was sure the county could provide a work detail to one county but without additional personnel it could not be provided to another. Commissioner New made a motion to accept the county administrator’s recommendation of not providing a work detail to McDuffie County at this time, but waiting until Emanuel County has had their detail for ninety days. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Bids for Track Hoe County administrator, Adam Brett, provided the board with the following bid tabulations from track hoe bids previously opened at the county commissioners’ office. Commissioner Johnny Davis made a motion to purchase the track hoe from Yancey Brothers at a cost of $274,304 with a buy back price of $107,724 financed via ACCG. Commissioner Gonice Davis seconded the motion. Discussion: The chairman asked how the piece of equipment would be paid for. The county administrator said he initially thought it could be financed via ACCG and paid for utilizing TSPLOST funds, but after thinking about it, he thinks they should use funds from the 2016 SPLOST; thereby allowing flexibility with TSPLOST. The motion passed with a vote of four to one. Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis voted yes. Commissioner New voted no. Public Defender Budget Request The county administrator recommended the board table the public defender’s budget item until next month. Commissioner New made a motion to accept the county administrator’s recommendation and table the public defendant’s budget request until next month. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Courthouse Ramp Project The board discussed the courthouse ramp project at length. Commissioner Wayne Davis made a motion to hire Carter Watkins to come up with a couple of designs and bring them back to the commission board allowing them to see what it looks like; allow people to come look at it and decide which one they like so the decision that is made is one that would last fifty or sixty years. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS Superior Court Probation Services Contract The county administrator presented to the board a letter from CSRA Probation Services regarding changes to the current contract. The changes are listed in the letter on the following page and include new training ---PAGE BREAK--- requirements, rules concerning the supervision of consecutive cases and new law requiring all contracts to be capped at five years automatic renewal. Commissioner Johnny Davis made a motion to accept the following changes to the CSRA Probation Contract; new training requirements, rules concerning the supervision of consecutive cases and new law requiring all contracts to be capped at five years automatic renewal. 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 A representative from Case made comments regarding the county’s purchase of a piece of equipment from Yancey Brothers. 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 ---PAGE BREAK--- Charles Wayne Davis, Member