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JEFFERSON COUNTY COMMISSIONERS WORK SESSION FEBRUARY 5, 2018 7:00 P.M. The purpose of this meeting was to prepare the agenda for the February 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; he then welcomed the Jefferson County Youth Leadership to the meeting and asked them to lead the Pledge of Allegiance. Commissioner New gave the invocation. Commissioner Wayne Davis made a motion to adopt and amend the agenda. The amendment items were the addition to Old Business as item e The Ten Commandments; switching item h (Assistance with Ball Field Construction) to item a in New Business; adding item I, Revision of Leisure Center Agreement; and item j Service Center Prom, both to New Business. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Fiber on County Right of Way County Attorney, Dalton Dowdy, discussed with the board a permit for fiber on the county right of way. Mr. Dowdy explained there were a few things he wanted to check and confirm, he also shared his reaching out to ACCG (Association of County Commissioners of Georgia) for a model ordinance used in other counties. He is awaiting the aforementioned ordinance. He asked the item be tabled until Tuesday’s meeting allowing him an opportunity to receive the ordinance from ACCG. Commissioner Wayne Davis made a motion to table the item until Tuesday night’s regular meeting. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Resolution on Development Authority Appointments County Attorney, Dalton Dowdy, brought the following Development Authority of Jefferson County resolution before the board for adoption. This amended resolution would allow each commission board member an appointment; the chairman, two appointments; and Louisville, Wadley, and Wrens a recommendation. Commissioner Wayne Davis made a motion to adopt the Development Authority Board resolution. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- HWTF (Hazardous Waste Trust Fund) Resolution) County Administrator, Adam Brett, brought the HWTF (Hazardous Waste Trust Fund) resolution to the board for adoption. The county previously submitted invoices totaling $315,587.32 for reimbursement for remediation activities from March 2008 to June 2017 at the old landfill located on Clarks Mill Road. The letter sent by EPD outlining information regarding the invoices submitted as well as the reimbursement amount and the resolution are included here in the minutes. According to the letter the county has, in the past, received a reimbursement exceeding $500,000, therefore Jefferson County can now, only receive 50% of the amount submitted. The invoices totaled $315,587.32, therefore the reimbursable amount is $157,793.66. The county administrator commended Administrative Clerk, Glenise Dixon, Interim County Administrator, Chris Hutchins, County Clerk, Bonnie Wells, and Purchasing Director/Safety Coordinator, Robert Yonchak for their contribution to compiling the invoices and submitting them to the EPD. Commissioner Wayne Davis made a motion to approve the HWTF (Hazardous Waste Trust Fund) resolution. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Armory Window Project The county administrator and the chairman gave an update on the windows at the armory. The board voted at their November 2017 meeting to replace the windows at the armory with more energy efficient windows. The cost of those windows is reflected below. This was presented to the board for informational purposes only. Ten Commandments – County Courthouse The board voted, unanimously, at the November 2017 meeting to allow America’s Documents of Law & Government, to place the Ten Commandments at the county’s courthouse. Ms. Lynda Brown of the America’s Documents of Law & Government made the request at the November meeting. Commissioner Wayne Davis ---PAGE BREAK--- shared with the board the following press release from May 2012 regarding the governor’s signing HB 766 which amends a 2006 law that allowed the posting of 9 historical documents including a copy of the Ten Commandments in Courthouses. Commissioner Wayne Davis stated the dedication for the installation of the documents would be at the county courthouse March 28, 2018 at 10:00 a.m. with Congressman Jody Hice in attendance.to preside. Commissioner Johnny Davis, at this time, made a motion to add Steve Newberry to the agenda as item i on New Business. Commissioner New seconded the motion. The motion was unanimously approved. NEW BUSINESS Assistance with Ball Field Construction City of Wrens Administrator, Arty Thrift, along with members of Wrens City Council and members of Wrens Recreation Department were in attendance to request financial support for the construction of a ball field at City of Wrens owned YMCA. The request is outlined in the letter below. After much discussion. Commissioner Wayne Davis made a motion to assist the City of Wrens by allocating $10,000 in the construction of a baseball field. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Landfill Revenue and Trash Removal Policy The county administrator brought before the board a request from Glascock County government to bring construction debris to Jefferson County’s landfill; the current policy does not allow waste from other counties. Commissioner Johnny Davis asked the county attorney if that would be okay; the county attorney explained, Glascock County did not have a means to dispose of the debris and it would be okay provided it were approved by the board of commissioners. Commissioner New made a motion to allow Glascock County to open an account and bring refuse into Jefferson County’s landfill. Commissioner Gonice Davis seconded the motion. The motion was passed with four votes as Commissioner Wayne Davis stepped out of the room before the discussion and subsequent vote for the landfill revenue and trash removal policy. Renovation of Old Tax Office in Courthouse The county attorney brought before the board a request to renovate the old tax commissioner’s office into a conference/hearing room thereby allowing additional space on court day. The cost of the renovation would utilize resources from the law library fund. Commissioner Wayne Davis made a motion to renovate the old tax commissioner’s office into a conference/hearing room utilizing funds from the law library. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Courthouse/ Correctional Institute/Armory Roof Warranty The county administrator presented information on the roofs at the courthouse, correctional institute, and the armory. The roofs were done by B. A. Johnson Construction Company, LLC and have a lifetime warranty as long as they are sealed every ten years. The administrator said he spoke with the warden and was informed they handled some issues at the correctional institute themselves and felt they could handle any necessary repairs themselves. The county administrator recommended the board go with B. A. Johnson Construction, the original contractor who holds the right to the sealant product for the roofs at the courthouse and the armory at a total cost of $76,320 and bid out the cleaning and repainting of the courthouse. Commissioner New made a motion to accept the recommendation of the county administrator, which was, enter into contract with B. A. Johnson Construction, the original contractor who holds the right to the sealant product for the roofs at the courthouse and the armory at a total cost of $76,320 and bid out the cleaning and repainting of the courthouse. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Architectural Contract for 2018 CDBG The county administrator stated it was the recommendation of the Grant Writer, Anne Floyd, from the CSRA Regional Commission, the county enter into contract with the architectural firm of Carter Watkins Associates of Monroe, Georgia for the renovations at the service center located on Clarks Mill Road. Commissioner Wayne Davis made a motion to enter into contract with Carter Watkins Associates for architectural services for the proposed work at the service center. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Summer Road Projects Update The county administrator updated the board on road projects; he stated the guard rail on Kings Mill Road was in the design phase; the LMIG resurfacing projects are also in the design and contract phase; and on the dirt road projects, the administrator has spoken to Jerry Brinson of Moreland Altobelli and his brother Larry, they are to come down sometime soon to ride roads with him to look at what they can do with the quality of the product they are putting down on the dirt roads. This was for informational purposes only. Landfill Compactor and Dozier ---PAGE BREAK--- The county administrator presented information on a compactor and dozier for the landfill. The following options were presented to the board for consideration. The administrator explained the five-year lease was up on the equipment and the board needed to make a decision as to what they were going to do. The cost over a three-year period with option 1 would be $478,233.62; the cost over a three-year period with option 2 would be $605,106. The county administrator’s ’s recommendation would be to go with option 1. Commissioner New made a motion to accept the county administrator’s recommendation and go with Option 1, which would allow for maintaining the current equipment and purchase a new excavator for a total cost of $478,233.62 over a three-year period. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Butcher Pen Road Commissioner Wayne Davis stated Charlie Aikens of KaMin LLC, expressed an interest in placing signage on Butcher Pen Road for safety reasons. Commissioner Wayne Davis made a motion to allow KaMin LLC to place signage on Butcher Pen Road, thereby promoting safety on the road. Commissioner Gonice Davis seconded the motion. Discussion: The county attorney stated after the decision was made, he would send a letter to KaMin informing them they could place signage on Butcher Pen Road. The motion was unanimously approved. Revision of Leisure Center Policy Chairman McGraw expressed concern for the Leisure Center’s rental policy; he stated he felt changes should be implemented with the addition of having paid security present at all events held at the center and change the end of event time from 12 midnight to 9:00 p.m. Commissioner Johnny Davis added both the Multipurpose Complex (Old Armory) and the Leisure Center should have a certified firefighter present during the rental of the buildings. Commissioner New made a motion to modify the Leisure Center Agreement by having all events end at 9 p.m., have paid security, and certified firefighter present; modification to the Multipurpose Complex by requiring paid security. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Service Center Prom Nancy McGraw made a request to have the service center’s prom at the Multipurpose Complex (Old Armory). The prom would be April 20, 2018, from 10a.m. until 12:00 p.m. Commissioner new made a motion to allow the service center the use of the Multipurpose Complex (Old Armory) for their annual prom. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Scheduled Public Comments ---PAGE BREAK--- Mr. Stephen Newberry came before the board with a complaint regarding property he owns on Black Jack Road and runoff from a pond located on adjacent property. Public Comments on Agenda Items Commissioner New asked the Jefferson County Youth Leadership members what they thought of the meeting. Their response was it was a lot. Commissioner Johnny Davis shared information regarding items in the general assembly. Executive Session No Executive Session items. 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 FEBRUARY 13, 2018 7:00 P.M. This was the regular meeting for the month of February. 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; Adam Brett, County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Commissioner Wayne Davis was absent. Chairman McGraw called the meeting to order and led the Pledge of Allegiance. Commissioner Johnny Davis gave the invocation. Commissioner Johnny Davis made a motion to amend the agenda by adding Courthouse Meeting Place under New Business and forgo the reports. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to amend the agenda by adding Letter to Legislature as item f under New Business. Commissioner New seconded the motion. The motion was unanimously approved. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner New seconded the motion. The motion was unanimously approved. Consent Agenda The chairman read the Consent Agenda items. Motion to adopt Development Authority Resolution Motion to adopt Hazardous Waste Trust Fund Resolution Motion to authorize an allotment of $10,000 to the City of Wrens for help with recreation ball field Motion to accept the county administrator’s recommendation on the courthouse/armory roof and to get a bid on cleaning and painting the roof Motion to approve the architectural contract with Carter Watkins for repairs to the service center via CDBG (Community Development Block Grant) Motion to maintain current equipment at landfill and seek bids on new excavator Motion to allow Kamin to place signage on Butcher Pen Road Motion to revise the Leisure Center and Armory rental agreement Motion to allow the Service Center’s prom to be held at the armory Motion to allow Glascock County to open account at the landfill Commissioner Johnny Davis made a motion to approve the Consent Agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Fiber Permit County Attorney, Dalton Dowdy, explained the following fiber permit to the board and answered questions the board had. The chairman stated the board should review the aforementioned permit along with the vendor expressing an interest in installing the fiber on county roadways. NEW BUSINESS Emanuel County Inmate Detail The county administrator conveyed a request from Emanuel County for an inmate detail from Jefferson County Correctional Facility. The administrator stated he already spoke to Warden Oliphant and ---PAGE BREAK--- Commissioner Gonice Davis regarding the request and they did not see an issue with the detail as long as the inmates were in the correctional officer’s custody at all times. The agreement would be modeled after other agreements already in place throughout the state. Emanuel County would pay Jefferson County $3,822 per month for the use of the inmates along with all costs associated with transportation. The agreement is but I have included Jefferson County’s responsibilities along with Emanuel County’s. Commissioner New made a motion to enter into an agreement with Emanuel County for the use of an inmate detail which would include a correctional officer for a rate of $3,822 per month including transportation costs. Commissioner Gonice Davis seconded the motion. The motion was unanimously passed. ---PAGE BREAK--- Resolution to Apply for Service Center CDBG County Administrator, Adam Brett, presented for adoption, a Resolution authorizing the CDBG (Community Development Block Grant) application for the renovations at the service center. The resolution authorizes the chairman to represent the county when applying for funds. The resolution can be found in its entirety on the next page. Commissioner Johnny Davis made a motion to adopt the Resolution to Authorize the Community Development Block Grant application. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Budget Preparation & Calendar The county administrator shared the following budget calendar for FY 19 with the board. He also discussed his desire to have all county employees earn at least $12 per hour. He suggested the board should consider the fee schedule for permits and business licenses. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to authorize the county administrator to examine Jefferson County’s fee schedule, i.e. business license, permits, etc. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. CSRA Probation Services Contract The county administrator presented the CSRA Probation Services Contract, which was previously approved (May 2016). The administrator explained because of legislation enacted last year, a revision to the contract was necessary to include specific language concerning training and qualifications for probation employees as well as maximum length of contracts. Commissioner New made a motion to accept the revision to the CSRA Probation Contract. Commissioner Gonice Davis seconded the motion. The motion was unanimously passed. Courthouse Meeting Place Chairman McGraw presented a picture of the county’s courthouse which included a ramp on the front side; the picture also reflected the dome of the courthouse in what is thought to be the original color. The picture is reflected below. After much discussion, the chairman stated there was to be a scheduled meeting March 9, 2018 at 2:00 p.m. at the county courthouse, with a representative from Carter Watkins’ architectural firm. This would allow members of the public an opportunity to voice any concerns they may have regarding the placement of the ramp. Legislative Letter The County administrator presented a letter he wished to send to Representatives Mack Jackson and Brian Prince voicing the county’s concerns on things in the legislature. Commissioner Johnny Davis made a motion approving the administrator’s sending a letter to the legislature on behalf of the commissioners. 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 Two students from Jefferson County Youth Leadership were in attendance at the meeting. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Attest: County Clerk Mitchell McGraw, Chairman H. G. Thomas New, Member ---PAGE BREAK--- Johnny A. Davis, Member