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JEFFERSON COUNTY COMMISSIONERS WORK SESSION DECEMBER 7, 2015 7:00 P.M. The purpose of the meeting was to prepare the agenda for the December 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 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 Gonice Davis gave the invocation. Commissioner Johnny Davis made a motion to amend the agenda by adding the following: Development Authority Appointment to New Business as item o. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. OLD BUSINESS Board of Elections Appointment Commissioner Johnny Davis made a motion to reappoint Rebecca Gibbons to the Board of Elections. Mrs. Gibbons’ term will recommence immediately and end July 26, 2019. Commissioner Gonice Davis seconded the motion. The vote was unanimous. NEW BUSINESS 2015 LMIG Road Selection & Application Approval County Administrator, Adam Mestres, presented information on the 2015 LMIG road selections. Mr. Jerry Brinson of Moreland Altobelli, presented the following information on the paving of Clarks Mill and Sand Valley Roads. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to use 2015 LMIG on Clarks Mill Road from State HWY 88 on into Avera to State HWY 102 utilizing the $439,000 in LMIG with the remaining balance coming from TSPLOST; pave Sand Valley Road utilizing monies from TSPLOST and SPLOST. Commissioner Johnny Davis seconded the motion. Discussion: Chairman McGraw asked if Sand Valley was going to be placed in there with Clarks Mill. Commissioner Wayne Davis said yes, do Sand Valley when they do Clarks Mill utilizing TSPLOST and SPLOST. Chairman McGraw asked Commissioner New if he had a problem with that as the roads were in his district. Commissioner New said he did not have a problem with whatever the board wanted to do; he went on to say it looked like every time a “big” road came up it was in his district, with that being said he would not vote for or against the paving of these roads. He said they were looking at a half million dollars to pave Sand Valley and he figured what each commissioner had in TSPLOST for each one of them, that would pretty much cover him. The county administrator agreed. Chairman McGraw told Commissioner Johnny Davis they had not gotten to Hannah Brach Road yet, as Hannah Branch Road is in his, Commissioner Johnny Davis’ district. The chairman then encouraged the board to ride the roads in the south end of the county in Commissioner Gonice Davis’ district, specifically Pinetucky Road, where he said the road needs to be repaired. Commissioner Gonice Davis said he did not mind voting with the board to repair the aforementioned roads but he wants to make sure he has TSPLOST for district 1. Commissioner New said if each one of them don’t spend over $1,000,000 he, Commissioner Gonice Davis, would have it. He, Commissioner New, said he wasn’t going to spend that much. Commissioner Gonice Davis said he just wanted to be clear. He said he had no problem with the roads being paved, because he has traveled Sand Valley Road and Clarks Mill Road and they both needed to be repaired. He only had one problem with Clarks Mill Road and that was the shoulder of the road. He asked Mr. Brinson what they planned to do about the shoulders of the road. Mr. Brinson said as they discussed before regarding the widening of the road; there were places that were wider than others and they would have to widen the road and build shoulders, which would mean ditches would have to be moved back, etc. Mr. Brinson went on to say Washington County asked that he put the shoulder construction in with the paving, he checked on it and you would have to put that grade modified per mile in there to do the shoulder construction. That along with everything else you had to do, you would be looking at $10,000 to 20,000 per mile. It would depend on how much you would want done. The chairman said he wanted whomever is awarded the contract to place dirt on the shoulder when the road is paved. Mr. Brinson explained, whomever is awarded the contract will have signs indicating low or soft shoulder freeing the county from liability. The signs will be left up during the road construction. The motion passed with a vote of four. Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis voted yes. Commissioner New abstained from voting. Mr. Brinson presented the following bid on Hannah Branch Road, which is in Commissioner Johnny Davis’ district. He reiterated to the board to make sure there was a good base and make sure it is primed. He recommends nothing less than two inch asphalt and using sand seal. Commissioner Johnny Davis asked the ---PAGE BREAK--- cost of paving the road with triple surface treatment with sand seal. Mr. Brinson said he could provide a bid with showing how much it would cost now utilizing triple surface treatment with sand seal. DNR Decoy Purchase Grant Matherly from the Department of Natural Resources presented a request for the purchase of a DNR decoy to catch poachers. The total cost of the decoy is $2,077.25 and will be used exclusively in Jefferson County. Commissioner Johnny Davis made a motion to purchase the decoy for the Department of Natural Resources; with clarification of funding. County Administrator, Adam Mestres, explained there were no funds set aside for that particular line item, however the item could be purchased from the contingency fund. He also asked the county attorney to clarify ownership of the decoy because it was being purchased with county funds but will be used by a state entity. The county attorney stated the decoy would indeed belong to the county. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Retirement Plan Resolution & Documents Approval The county administrator presented the retirement plan resolution and information on the ACCG 401 Defined contribution plan. The resolution is shown below. The county administrator asked that the board adopt the resolution previously discussed at November’s meeting regarding the county’s retirement plan via ACCG/GEBCorp thereby authorizing the chairman to sign necessary documents. Commissioner New made a motion to adopt the aforementioned resolution; also authorizing the chairman to sign the necessary documents. Commissioner Wayne Davis seconded the motion. The vote was unanimous. First Reading of P-Card & Credit Card Ordinance County Administrator, Adam Mestres, presented the first reading of the P-Card & Credit Card Ordinance for informational purposes. This ordinance is for the elected officials only outlining what elected officials can and cannot use credit cards for. Commissioner Wayne Davis made a motion to acknowledge the first reading of the P-Card & Credit Card Ordinance. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New asked if it were set up by the state government. The administrator said this was not for the state, but the local governments and boards of education. The vote was unanimous. P-Card & Credit Card User Agreement The county administrator presented information on the P-Card & Credit Card User Agreement. This agreement will be signed by the elected official being issued the card and the board of commissioners. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to adopt the P-Card & Credit Card User Agreement. Commissioner Wayne Davis seconded the motion. Land Use & Development Ordinance Review County Attorney, Dalton Dowdy, presented information on the land use and development ordinance. He asked that the board review the ordinance and provide feedback regarding the ordinance. He also said any decision made by the planning and zoning board would have to be ratified by the board of commissioners. Richard Hudson made comments regarding the Land Use & Development Ordinance. The chairman granted him an opportunity to speak at this time versus waiting until the end of the meeting. CSRA Regional Commission FY 16 Cooperative Agreement Amendment County Administrator, Adam Mestres, presented the below agreement for approval. Commissioner Wayne Davis made a motion to approve the CSRA Regional Commission FY 16 Cooperative Agreement amendment. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New wanted to know if this would affect the meals sent to the homebound. The administrator told him yes it would and that 19934 was initially budgeted from state and federal funds and that is being reduced. They have looked at our numbers and have concluded they don’t need the $19934 for our area based on the number of at home meals. Commissioner New stated it looks to him like it would not affect our people…the ones that are homebound and can’t get out are the ones that need the meals most. The administrator said the regional commission were not going to take money away from the county. The money they are cutting is excess money the county will not use. The regional commission has allowed enough funding to get the center to the end of the year. The vote was unanimous. Hospital Authority Appointment Commissioner Wayne Davis made a motion to re-appoint Lee Woods to the Jefferson County Hospital Authority Board. Commissioner New seconded the motion. The vote was unanimous. AmeriPride Rental Service Agreement County Administrator, Adam Mestres, presented information on the rental agreement with AmeriPride, he was able to negotiate reduced rates as shown on the table below. ---PAGE BREAK--- Commissioner New made a motion to accept the rental agreement with AmeriPride. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Assistant Chief Appraiser Job Description Chairman McGraw asked that the Tax Assessor Board review the job description. Commissioner New made a motion to table the aforementioned job description until the assessor board and the county attorney has an opportunity to review. Commissioner Wayne Davis seconded the motion. Public Works Fuel Truck Discussion The following bid was presented on a fuel truck for the public works department. Public Works Director, Ken Thomas, stated the insurance company mandated all fuel tanks come off pickup trucks. His department needs a truck to haul the fuel out to work details within the county; one person could pick up the fuel from the prison; go around and fill all the equipment. The current truck is year model 1982 and constantly needs repair. Commissioner Gonice Davis made a motion to approve the purchase of a fuel truck for the public works department at a cost of $42,375. Commissioner New seconded the motion. The vote was unanimous. Resolution to Set and Publish 2016 Election Qualifying Fees The county administrator presented the following qualifying fees for the 2016 elections for county offices. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to set the qualifying fees and publish the resolution outlining the qualifying fees for county offices for the 2016 elections. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Road Closure Policy Commissioner New presented a tentative Road Closure Policy; after much discussion the board opted to table the item. Commissioner Johnny Davis made a motion to table and continue to work on the road closure policy. Commissioner New seconded the motion. The vote was unanimous. Employee Gift Certificates County Administrator, Adam Mestres, and the board discussed awarding full and part time employees gift certificates (chamber bucks) to the aforementioned employees; this would not include the elected officials. The employee would have to be employed at least six months with the county in either capacity. Commissioner Gonice Davis made a motion to award full and part time employees with chamber bucks in the amount of $50. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Development Authority Appointment County Administrator, Adam Mestres, presented to the board, Ted Johnson’s re appointment to the Development Authority Board. Commissioner Wayne Davis stated he would have to speak to Mr. Johnson before re-appointing him to the board. Scheduled Public Comments There were no scheduled public comments, however Commissioner Johnny Davis shared with the board information from a board of managers meeting he attended the previous week. Public Comments on Agenda Items There were no comments on agenda items. Adjournment Commissioner Wayne Davis made a motion to go into executive session to discuss litigation and personnel. Commissioner Johnny Davis seconded the motion. The vote was unanimous. ---PAGE BREAK--- Executive Session. Commissioner New made a motion to adjourn executive session and reconvene the regular meeting. Commissioner Wayne Davis seconded the motion. The vote was unanimous. No action taken. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING DECEMBER 15, 2015 6:30 P.M. This was a public hearing to discuss the Land Use Ordinance. 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 Mestres, County Administrator; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called the hearing to order and led the pledge of allegiance. Commissioner New gave the invocation. NEW BUSINESS Land Use Ordinance County Attorney, Dalton Dowdy, reviewed the Land Use Ordinance. Mr. Charles Lewis of 1186 Duffers Lane, Louisville, GA, 30434; Mr. Richard Hudson of 3023 Horseshoe Road, Louisville, GA 30434; and Mr. Tim Goodson, 2719 HWY 78, Wadley, GA 30477 were citizens in attendance at the public hearing. Mr. Lewis and Mr. Goodson made comments regarding sludge in Jefferson County. Chairman McGraw closed the hearing. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING DECEMBER 15, 2015 6:45 P.M. This was a public hearing to discuss Purchasing Card & Credit Card Ordinance. 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 Mestres, County Administrator; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. County Administrator, Adam Mestres, presented information regarding the Purchasing Card and Credit Card Ordinance and answered questions from the audience. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING DECEMBER 15, 2015 7:00 P.M. ---PAGE BREAK--- This was the regular scheduled meeting for the month of December. 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 Mestres, County Administrator; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called the meeting to order. Commissioner Wayne Davis made a motion to amend and adopt the agenda. The agenda was amended by adding personnel to Executive Session as item a. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to adopt the minutes. Commissioner New seconded the motion. The vote was unanimous. Chairman McGraw presented the chairman’s report; County Administrator, Adam Mestres, presented the administrator’s report; Carl Wagster, EMS Director, presented the ambulance report; Jimmy Kitchens, Code Enforcement Officer/Building Inspector, presented the code enforcement and building department report; Jim Anderson, Emergency Services Director, presented the EMA/911/Fire report. In attendance also was Nancy McGraw, the Tax Commissioner; Mrs. McGraw reported for the month of November her office collected $5,700,000. Mrs. McGraw attributed the collections to the code enforcement department and her staff, Sherie Johnson, Doris Parker, Melanie Davis, and Deina Spence. Consent Agenda Chairman McGraw read the Consent Agenda; the items were as follows: Motion to appoint Rebecca Gibbons to the Board of Elections Motion to purchase DNR Decoy for Department of Natural Resources Motion to approve retirement plan resolution and documents Motion to approve CSRA Regional Commission FY16 Cooperative Agreement Amendment Motion to re-appoint Lee Woods to the Hospital Authority Appointment Motion to approve the AmeriPride Rental Service Agreement Motion to purchase Public Works Fuel Truck Motion to approve resolution to Set and Publish 2016 Election Qualifying Fees Motion to approve Employee Gift Certificates Commissioner Wayne Davis made a motion to approve the Consent Agenda as read. Commissioner Johnny Davis seconded the motion. The vote was unanimous. OLD BUSINESS Second Reading and Adoption of P-Card & Credit Card Ordinance County Administrator, Adam Mestres, gave the second reading of the P-Card and Credit Card Ordinance. Commissioner Wayne Davis made a motion to adopt the P-Card & Credit Card Ordinance. Commissioner Gonice Davis seconded the motion. 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. P-Card & Credit Card User Agreement County administrator, Adam Mestres, presented the P-Card & credit card user agreement. Commissioner Wayne Davis made a motion to adopt the P-Card & Credit Card User Agreement. Commissioner Johnny Davis seconded the motion. 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. 2015 LMIG Road Selection & Application Approval County Administrator, Adam Mestres, presented bids for the 2015 LMIG Road Selection. The bids were submitted at the December work session. They were as follows: Clarks Mill Road for $524,403.25 and Sand Valley Road for $530,350.25. Commissioner Wayne Davis made a motion to use the 2015 LMIG Road Selection previously discussed. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Johnny Davis asked if they could go in with another county (Washington County). The county administrator explained this was only to get funding from the state, once the funding was obtained they would then proceed with going in with another county. The motion passed with a vote of four. Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis voted yes. Commissioner New abstained from voting. ---PAGE BREAK--- Assistant Chief Appraiser Job Description The board further discussed the assistant chief appraiser’s job description, with Commissioner Wayne Davis along with Commissioner Johnny Davis suggested the removal of the four year degree from the prerequisite for the position of assistant chief appraiser; Commissioner New wanted to ascertain it was understood the description was for a temporary position. Commissioner Wayne Davis made a motion to table until the January meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Development Authority Appointment Commissioner Wayne Davis made a motion to re-appoint Ted Johnson to the Development Authority Board. Commissioner Johnny Davis seconded the motion. The vote was unanimous. NEW BUSINESS First Reading of Land Use & Development Ordinance County Attorney, Dalton Dowdy, brought before the board for the first reading of the Land Use & Development Ordinance. After much discussion Commissioner Wayne Davis made a motion to continue the moratorium until whatever time frame they can get things worked out like the board wants it. Commissioner Johnny Davis seconded the motion. Discussion: Planning and Zoning Chairman, Larry Morgan asked that the board keep the citizens in mind when it came to the ordinances. While this ordinance affects the farmers it also affected other citizens in the residential area; he went on to say the ordinances were for everyone in the county. The vote was unanimous. City/County IGA for Acquisition of the Jefferson County Water & Sewer System County Administrator, Adam Mestres, presented for approval, the city/county intergovernmental agreement which would entail the city assuming full responsibility for the water system operated by the county. Commissioner Wayne Davis made a motion to approve the intergovernmental agreement between the City of Louisville and Jefferson County for the acquisition of the Jefferson County Water & Sewer System with the understanding that once this agreement is finalized the county attorney and the city attorney come back together and create another IGA with all the municipalities that have a water and sewer system so if the water line has to be extended further an agreement (service delivery strategy) will already be in place. Commissioner New seconded the motion. The motion passed with a vote of four to one. Chairman McGraw, Commissioners New, Gonice Davis, and Wayne Davis voted yes. Commissioner Johnny Davis voted no. Resolution Regarding County Issued P-Cards & Credit Cards County Administrator, Adam Mestres, presented the resolution for the county issued p-cards and credit cards. Commissioner Wayne Davis made a motion to adopt the resolution regarding county issued p-cards and credit cards. Commissioner Gonice Davis seconded the motion. The vote was unanimous. FY16 Budget Amendments County Administrator, Adam Mestres, presented the following budget amendments to the board. ---PAGE BREAK--- Commissioner New made a motion to approve the aforementioned budget amendments. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items No comments on agenda items. Adjournment Commissioner Wayne Davis made a motion to adjourn the Regular meeting and go into the Executive Session to discuss personnel. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Executive Session No action taken. Commissioner Wayne Davis made a motion to adjourn executive session and reconvene the regular meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Adjournment Commissioner Wayne Davis made a motion to adjourn the regular meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimous.