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JEFFERSON COUNTY COMMISSIONERS WORK SESSION JANUARY 7, 2013 8:30 A.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, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; and Bonnie Wells, County Clerk. Michael Moses, County Attorney, was absent. Chairman McGraw called the meeting to order; Commissioner New gave the invocation. Chairman McGraw welcomed guests and stated this would be his first time conducting a meeting and he wanted everyone to bear with him. Commissioner Johnny Davis made a motion to amend and adopt the agenda. The amendments added were looking into the feasibility of having an additional maintenance man for county buildings; Speed Bumps for the Rufus Wren Subdivision and asking the sheriff to provide additional patrol for that area as well; and a Truck Ordinance. Commissioner Wayne Davis seconded the motion. The vote passed unanimously. OLD BUSINESS NEW BUSINESS General Provisions Ordinance--#001-13--Administration County Administrator, Adam Mestres, presented information on a proposed General Provisions Ordinance; this ordinance would allow the board to have some type of structure for how ordinances are adopted. This ordinance would indicate some of the general ordinances could be passed in as little time as a month; we name the ordinance by name or title; you would not have to have three public hearings; the ordinances would be read at the work session; read at a public hearing prior to the regular meeting and if there are no changes to be made the board would move into the adoption phase at the regular meeting. It would allow for ordinances to pass quicker than they ordinarily do. The administrator stated he checked with Washington and Burke Counties and said they discussed an ordinance once and then voted on it. The administrator also stated he checked with ACCG’s attorney regarding the ordinance. Commissioner Johnny Davis made a motion to table the General Provisions Ordinance until Tuesday night at the regular meeting allowing the county attorney an opportunity to review; if he doesn’t have an opportunity to review it by Tuesday night, hopefully he will have an opportunity to review it by then if not then place on the next work session. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Regular Agenda) Emergency Management Ordinance--002-13—EMA County Administrator, Adam Mestres, presented information on the Emergency Management Ordinance. This ordinance will repeal and replace the current Emergency Management Ordinance already enforced by the county. This ordinance comes from Department of Homeland Security. Commissioner Wayne Davis made a motion to approve the Emergency Management Ordinance and place on the Regular Agenda at the Tuesday night meeting. Commissioner New seconded the motion. The vote was unanimous. (Regular Agenda) Timber Operations Ordinance—003-13--Administration County Administrator, Adam Mestres, presented information on the Timber Operations Ordinance. This ordinance reflects the following changes: Tax Assessor’s Office as the issuing agent has been changed to Building Department/Code Enforcement Office and a permitting fee of $25.00 has been created. Commissioner Wayne Davis made a motion to approve the Timber Operations Ordinance and place on the Regular Agenda at the Tuesday night meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Regular Agenda) Dump Trailer Consideration—Public Works The county received bids for a dump trailer. The bids are as follows: Trailer Company Amount 2013 24 ft East Aluminum Dump Trailer Gainesville Truck Center $49,190.00 1998 East 24 ft Dump Trailer/Steel Frame Truck Tech $17,000.00 2000 East 24 ft Aluminum Dump Trailer Truckpaper.com $25,000.00 2007 East 22 ft. End Dump Trailer Truckpaper.com $26,900.00 2006 East 24 ft Aluminum Dump Trailer Truckpaper.com $24,500.00 Ken Thomas, Public Works Director, recommended the county purchase the 1998 used truck from Mike McCoy with Truck Tech. This trailer would enable the county to haul rock for themselves, especially during inclement weather. The funds for this trailer will come from SPLOST. Commissioner Wayne Davis made a motion for the county to purchase the used dump trailer for $17,000.00 from Truck Tech/Mike McCoy utilizing funds from SPLOST and place ---PAGE BREAK--- on Regular Agenda. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New wanted to know if it were a lined bottom trailer. Mr. Thomas said it was not. The vote was unanimous. 816F Compactor & D6R Dozer Repairs/Replacement—Public Works Commissioner New made a motion to go with a lease purchase option and submit a RFP (request for proposal) for the 816F Compactor. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner Johnny Davis stated the piece of equipment this will replace was purchased in 2006 and has 8,300 operation hours; which would be equivalent to 115 hours per month. He expressed concern for the operation of the equipment and how the transfer case became damaged. He further stated proper people should be in place to operate equipment. Commissioner Gonice Davis stated he goes to the landfill and the equipment is used on garbage day after day and it doesn’t matter who operates the equipment there is bound to be some damage to it. Ken Thomas, Public Works Director, stated he understood Commissioner Johnny Davis’ concerns but the equipment is in rough terrain and goes through a lot. The vote was unanimous. (Consent Agenda) Commissioner Gonice Davis made a motion to go with a lease purchase option and submit a RFP (request for proposal) for the D6R Dozer and place on the Consent Agenda). Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Johnny Davis stated he would like to recommend the old equipment be placed on GovDeals. He thinks the county would receive more money by placing the equipment out for bid. Commissioner New wanted to know if the dozer is ever used for anything else besides at the landfill. Mr. Thomas explained it is strictly landfill. Mr. Thomas also said the county probably needs to rent a compactor to get them through because they have been without a compactor for approximately three weeks. The approximate cost for renting a compactor is $9,000 per month. The vote was unanimous. (Consent Agenda) Police Vehicle Purchase/Lease—Sheriff’s Office County Administrator, Adam Mestres, presented the board with three proposals for vehicles for the sheriff’s office from Brannen Motor Company of Unadilla, GA. These vehicles will be purchased via SPLOST funds. The cost of the three vehicles is below: Description Equipment Package Base Amount Total Amount 2013 Chevrolet Police Tahoe $6,222.00 $27,600.00 $33,822.00 2013 Chevrolet Police Tahoe $5,617.00 $27,600.00 $33,217.00 2011 Chevrolet Caprice Police Sedan $5,483.00 $24,500.00 $29,983.00 The sheriff will purchase cameras for these three vehicles at $4,100.00 from his fund. If the vehicles are leased they will be financed by Ford Municipal Finance on a three year lease with a $1 buyout at the end of the three years or a trade in where the sheriff would receive three new vehicles. The annual payment amount would be $34,392.36 at an interest rate of If the vehicles are leased versus an outright purchase, over the course of thirty six months we will spend $6,000 more. Commissioner Johnny Davis made a motion to proceed with the purchase of the three vehicles utilizing the lease agreement as set forth by Brannen Motor Company. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner Gonice Davis asked the administrator would it not cost more if the vehicles were purchased via the lease rather than an outright purchase. The county administrator said the funds are available in SPLOST to make an outright purchase versus a lease. Commissioner Johnny Davis said he spoke with the sheriff regarding the vehicles; he asked if the 2011 were a used vehicle; the sheriff explained the 2011 Caprice was indeed a new vehicle. The sheriff specified the lease program was the best way to go. Commissioner Johnny Davis stated the county purchased vehicles via a lease purchase previously; Commissioner Gonice Davis and Commissioner New stated we did not have the money at that time but the county does have the money now. The county administrator stated the sheriff was basically saying if the vehicles are purchased, in three years they would still have to consider trading these three vehicles rather than keeping them because they have been purchased. Commissioner Gonice Davis stated at the end of three years, the cars with the highest mileage would be replaced with the newer cars. Commissioner Johnny Davis amended his previous motion; the motion is now to purchase the cars outright for $97,022.00 via SPLOST funds from Brannen Motor Company. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Consent Agenda) Maintenance Man—County Buildings Commissioner Johnny Davis suggested the administrator put together numbers to see how much the county has actually spent on maintenance in various departments for FY 12. He also wanted to ascertain if it were feasible for the board to hire someone with the ability to repair electrical, HVAC, etc. Commissioner New expressed concern for the maintenance position and one of the positions at the landfill and the employees at these positions being close to retirement age. Commissioner Johnny Davis wanted to make it explicitly clear the board was in no way trying to move the current people in these positions out. They were simply discussing possibilities for the future. Speed Bumps—Rufus Wren Subdivision ---PAGE BREAK--- Commissioner Johnny Davis expressed concern for the lack of speed bumps in the Rufus Wren Subdivision. Commissioner Johnny Davis made a motion to place speed bumps in the Rufus Wren Subdivision on the Regular Agenda for the Tuesday night meeting. Commissioner New seconded the motion. The vote was unanimous. Truck Ordinance Commissioner Johnny Davis relayed concern expressed to him by his constituents regarding big trucks on roads in subdivisions and/or neighborhoods. The county administrator reiterated if an ordinance of this nature is passed it would be for the entire county not just for the subdivisions and/or neighborhoods. Public Comments on Agenda Items No public comments. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING JANUARY 15, 2013 6:30 P.M. This Public Hearing was held to discuss the Emergency Management Ordinance. It was held at the Jefferson County Commissioner’s office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called the Public Hearing to order and welcomed guests. County Attorney, Michael Moses, explained this was a public hearing and there would be no votes taken; this hearing was for informational purposes only. He also informed everyone this was the time to make comments. James Anderson, EMA/911 Director answered questions from the Board of Commissioners regarding the Emergency Management Ordinance. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING JANUARY 15, 2013 6:45 P.M. This Public Hearing was held to discuss the Timber Operations Ordinance. It was held at the Jefferson County Commissioner’s office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called the Public Hearing to order. County Administrator, Adam Mestres, answered questions regarding the ordinance. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING JANUARY 15, 2013 7:00 P.M This was the regular scheduled meeting for the month of January. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Michael Moses, County Attorney; Adam Mestres, County Administrator; and Bonnie Wells, County Clerk. Chairman McGraw called the meeting to order and thanked the constituents for their interest in the meeting and Jefferson County; Commissioner Johnny Davis gave the invocation. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner New made a motion to adopt the December 2012 minutes. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Chairman McGraw discussed his first official week as chairman and touched briefly on his plans for the future. Adam Mestres, County Administrator, presented the administrator’s report. Carl Wagster presented the ambulance report and James Anderson, E-911 Director, presented the 911 report. Consent Agenda The Consent Agenda items were Advertise RFP for Landfill Compactor; Advertise RFP for Landfill Dozer; and Purchase Three Equipped Police Vehicles--$97,022—SPLOST. Commissioner New made a motion to adopt the Consent Agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. OLD BUSINESS Emergency Management Ordinance - #001-13-EMA Commissioner Wayne Davis made a motion to adopt the Emergency Management Ordinance #001-13. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Timber Operations Ordinance - #002-13-Administration Commissioner Wayne Davis made a motion to adopt the Timber Operations Ordinance--#002-13. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Dump Trailer Purchase—Public Works The board received the following bids on a dump trailer: Trailer Company Amount 2013 24 ft East Aluminum Dump Trailer Gainesville Truck Center $49,190.00 1998 East 24 ft Dump Trailer/Steel Frame Truck Tech $17,000.00 2000 East 24 ft Aluminum Dump Trailer Truckpaper.com $25,000.00 2007 East 22 ft. End Dump Trailer Truckpaper.com $26,900.00 2006 East 24 ft Aluminum Dump Trailer Truckpaper.com $24,500.00 Commissioner Wayne Davis made a motion to approve the purchase of the 1998 East 24 ft Dump Trailer from Truck Tech for $17,000.00; the funds will come from SPLOST. Commissioner New seconded the motion. The vote was unanimous. NEW BUSINESS Hospital Authority Board Recommendation The following names were presented for consideration to fulfill the Hospital Authority Board’s imminent vacancy. Commissioner Tommy New’s Recommendation Commissioner Wayne Davis’ Recommendation Ray Davis Ted Johnson Eugene Smith Stacey Arnold W. Joel Lamb Artie Thrift Commissioner Wayne Davis made a motion to accept the recommendations for the Hospital Authority Board. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Discuss Court House Security Plan – Clerk of Court Commissioner New suggested forming a committee and addressing the sheriff with the concerns for security at the county courthouse and come back with a recommendation. Request Cost Estimates for Engineering/Paving Roads Commissioner Wayne Davis made a motion to have an engineer provide a cost estimate for paving roads in Bonnie Lane Subdivision; present the board with the estimate at the February Work Session; have Ken Thomas, Road Superintendent, present so there would be a discussion allowing the board an opportunity to ascertain which way they need to proceed.. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Gonice Davis wanted ---PAGE BREAK--- to know how which roads to be paved were determined. Commissioner Davis (Gonice) stated he felt the commissioners should discuss which roads would be paved; and they had not had that discussion. Commissioner Wayne Davis stated he agreed with Commissioner Davis, but that at the October 2011 meeting the road in question was discussed and approved via a motion made by him, Commissioner Davis (Wayne) and seconded by Commissioner Johnny Davis to be reviewed for paving once funding was available with SPLOST. The vote passed with four voting yes and one voting no. Chairman McGraw, Commissioners New, Johnny Davis and Wayne Davis voted yes. Commissioner Gonice Davis voted no. Scheduled Public Comments—Carrie Brown Mrs. Carrie Brown of the Rufus Wren Subdivision voiced concern regarding the abandoned houses located in the subdivision. Public Comments on Agenda Items Mr. John Peebles asked if the county could hire an officer from a different county to work at the courthouse. He also stated he had asked previously when the county would pave the roads in the Bonnie Lane Subdivision because it had been voted on and approved in a previous meeting. Chairman McGraw adjourned the regular meeting and went into Executive Session to discuss personnel. Executive Session No action taken in Executive Session. Commissioner Wayne Davis made a motion to adjourn Executive Session and go back into the Regular Meeting. 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.