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JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING OCTOBER 7, 2013 8:00 A.M. This was the first Public Hearing regarding the Partial Road Closure – Duhart Church Road. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Johnny Davis, Member; Tommy New, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Commissioner Gonice Davis was absent. Chairman McGraw called meeting to order and welcomed guests. Chairman McGraw presented information on Pine Hill Church’s request to close a portion of Duhart Church Road. William McGraw, a resident of Duhart Church Road, Shane Barrow from Georgia Forestry and John Peeples expressed concern regarding the dangers of having a portion of the road closed. Chairman McGraw closed the Public Hearing. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING OCTOBER 7, 2013 8:45 A.M. This was the first Public Hearing regarding changing the Work Session time. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Johnny Davis, Member; Tommy New, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Commissioner Gonice Davis was absent. Chairman McGraw presented information regarding changing the Work Session time from the first Monday morning in the month to the first Monday evening in the month. Chairman McGraw closed the Public Hearing. JEFFERSON COUNTY COMMISSIONERS WORK SESSION OCTOBER 7, 2013 8:30 A.M. The purpose of the meeting was to prepare the agenda for the October 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; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Chairman McGraw called meeting to order and welcomed guests. Commissioner Gonice Davis gave the invocation. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to amend the agenda by adding Document Storage – Anne Durden, Superior Court Clerk as Item H under New Business. Commissioner Wayne Davis seconded OLD BUSINESS NEW BUSINESS Opening of Bids for Excavator Roads County Administrator Adam Mestres opened the bids for an excavator for the road department. The bids are as follows: ---PAGE BREAK--- Company Description Cost Border Equipment Case CX2110 $162,500.00 Flint Equipment John Deere 210 GLC $161,865.90 Tractor Equipment Komatsu DC 210 LC $184,629.00 Yancey Brothers Caterpillar 320 EL $193,221.00 The county administrator will compile a full bid tabulation with a breakdown showing the full cost of the machines for the regular meeting Tuesday night. Time Keeping System – Admin County Administrator, Adam Mestres, presented information on an updated time keeping system. There were two companies submitting proposals. These companies were Chiefs Consulting Group, LLC $16,990.00 and N. Harris Computer Corporation – $28,255.00. The county administrator’s recommendation was for the board to purchase the system from Chiefs Consulting Group, LLC. Commissioner Johnny Davis made a motion to proceed with the purchase of the time keeping system from Chiefs Consulting Group, LLC for $16,990.00 with an annual fee of $1,495.00 for support and maintenance. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner Gonice Davis asked if the administrator checked on other people utilizing the time keeping system from Chiefs. The administrator explained this time keeping system was one of the best as they have them at the Federal Reserve and Norfolk Southern uses them as well, along with a number of city governments. Commissioner New wanted to know if we’ve ever had a problem with the current time clocks. The county administrator explained there were a number of issues with the current clocks. The new clocks will require each employee to clock in via thumb print rather than a time card. 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. Courthouse Renovation Advisory Council Discussion Admin County Administrator, Adam Mestres, recommended the board appoint an advisory committee to come up with recommendations for renovating the courthouse. The committee would bring recommendations back to the board they would in no way make decisions or set policy. The committee would be comprised of people from the historical society as well as garnering input from the judges and the people at the courthouse. The historical society board members are Lil Easterlin, Theresa Ervin, Jennie Miller, Margaret Newberry, Ruby Gamble, Billy Jordan, Robert Yonchak, Patricia Edwards, John Lewis, and Lorna Booth. Commissioner Johnny Davis made a motion to accept County Administrator, Adam Mestres’ recommendation of appointing an advisory committee for the courthouse renovations. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Motor Grader Repair/Replacement Discussion – Roads The county administrator and Public Works Director, Ken Thomas, presented information on two of the county’s motor graders, which are in need of repairing or replacing. The county administrator asked that the board hold off on putting any significant cost into the machines thereby allowing him an opportunity to send out an RFP (request for proposal) because the machines are so old it would be more feasible to replace than to repair. The county administrator recommended an RFP be submitted and also acquire the cost of rebuilding a motor grader. Commissioner Wayne Davis made a motion to accept the county administrator’s recommendation. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Dump Truck Replacement Discussion – Roads The county administrator, the public works director, and the board discussed replacing the county’s dump trucks. The county was relying on one of the local companies for dump truck service, but they are unable to get the trucks they need when they need them. If the county opts to purchase the trucks the money would come from SPLOST. Commissioner Johnny Davis made a motion authorizing the county administrator to start looking into the possibility of obtaining bids for two trucks for the road department with the understanding the funds would come from SPLOST. Commissioner Wayne Davis seconded the bid. The vote was unanimous. Surplus Sale Discussion on Road Paving Equipment – Roads The board discussed the sale of road paving equipment no longer utilized by the county. The county administrator and the public works director recommended the sale of the equipment the county no longer uses. The chairman asked for a motion to sell the equipment; died from a lack of motion. Roads Projects Update – Admin County Administrator, Adam Mestres, brought the board up to date on the various road projects in the county. Those roads are Amelia Lane; Kelly Quarter Road; and 2013 LMIG project – Clarks Mill, Scootch Davis, Marie Carswell, Norton Drive, and Quaker Roads. Document Storage – Anne Durden, Clerk of Superior Court Clerk of Superior Court, Anne Durden, brought before the board her concerns regarding a lack of sufficient storage space for the clerk’s office. Commissioner New made a motion to authorize the county administrator to contact someone to look at the old jail to see if it is suitable for document storage if it is not; see how much it would cost to build a facility for records. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Gonice ---PAGE BREAK--- Davis stated if the county continues to use the courthouse and the mold was still a problem they would have to do something underneath to get the moisture out. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments Public Comments on Agenda Items John Peebles made comments regarding two agenda items. Adjournment Commissioner Johnny Davis made a motion to go into Executive Session to discuss personnel and litigation. Commissioner Gonice Davis seconded the motion. The vote was unanimous. 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. No Action taken. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING OCTOBER 15, 2013 6:30 P.M. This was the final Public Hearing regarding the Partial Road Closure – Duhart Church Road. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Commissioners New and Gonice Davis were absent. Chairman McGraw called meeting to order and welcomed guests. Chairman McGraw presented information on Pine Hill Church’s request to close a portion of Duhart Church Road. The chairman explained that at least three citizens had expressed opposition to the closure of Duhart Church Road. Commissioner Wayne Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS PUBLIC HEARING OCTOBER 15, 2013 6:45 P.M. This was the final Public Hearing regarding changing the Work Session time. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Johnny Davis, Member; Gonice Davis, Member; Tommy New, Member: Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Chairman McGraw called meeting to order and welcomed guests. Chairman McGraw presented information on amending the ordinance to change the Work Session time. The time is being changed from 8:00 a.m. on the first Monday in each month to 7:00 p.m. on the first Monday in each month. Commissioner Wayne Davis made a motion to adjourn the Public Hearing. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING OCTOBER 15, 2013 7:00 P.M. ---PAGE BREAK--- This was the regular scheduled meeting for the month of October. 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; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called the meeting to order. Commissioner New gave the invocation. Chairman McGraw welcomed guests and expressed condolences to Dennis Wheeler, an employee at the road department, because his father passed away this week. Commissioner Johnny Davis made a motion to amend the agenda by adding the Sale of Surplus Equipment as item E under New Business. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to amend the agenda by adding Tammie Bennett, Senior Center Director, under Reports as Item F. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner Gonice Davis 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 presented the EMS Report; Jimmy Kitchens, Code Enforcement/ Building Inspector, presented the Code Enforcement Report; James Anderson, EMA, E-911 Director, presented the E-911 Report; and Tammie Bennett, Senior Center Director, presented the Senior Center Report. Commissioner Johnny Davis commended Jimmy Kitchens and Adrian Snell on the exemplary job they are performing in their capacity at the Code Enforcement Office. Consent Agenda The Consent Agenda items were: Motion to appoint an advisory committee to discuss courthouse renovations Motion to request proposals on a Motor grader and to also obtain the cost of a rebuilt Motor grader Motion to authorize the county administrator to request bids for two new dump trucks for the road department Motion to authorize the county administrator to have someone check the old jail to ascertain if it is suitable to house records, if it is not, see how much it would cost to build a facility for records Commissioner Wayne Davis made a motion to adopt the Consent Agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. OLD BUSINESS Bid Review and Purchase of Excavator – Roads County Administrator, Adam Mestres, presented the bid tabulations for the excavator, they are as follows: Yancey Brothers Company Caterpillar 36/Month @3.2% Payment $3,033.58 Total Amount to be Paid $109,208.88 36/Month/6,000H PM $3.14/HR Total Amount to be Paid $18,840.00 3yr/6,000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid (INCLUDED) TOTAL AMOUNT $128,048.88 **This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Machine Cash Price Total Amount to be Paid $193,221.00 36/Month/6,000H PM $3.14/HR Total Amount to be Paid $18,840.00 3yr/6,000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid (INCLUDED) TOTAL AMOUNT $212,061.00 ---PAGE BREAK--- Buy-Back Option After 3 years/ 6,000 Hrs $98,750.00 TOTAL INVESTMENT $113,311.00*** ***This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Tractor & Equipment Company Komatsu 36/Month @3.74% Payment $3,340.00 Total Amount to be Paid $120,240.00 36/Month/6,000H PM $2.52/HR Total Amount to be Paid $15,120.00 3yr/6000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid $3,487.00 TOTAL AMOUNT $138,847.00 **This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Machine Cash Price Total Amount to be Paid $184,629.00 36/Month/6,000H PM $2.52/HR Total Amount to be Paid $15,120.00 3yr/6,000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid $3,487.00 TOTAL AMOUNT $203,236.00 Buy-Back Option After 3 years/ 6,000 Hrs $80,000.00 TOTAL INVESTMENT $123,236.00*** ***This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Flint Equipment Company John Deere 36/Month @2.3% Payment $2,155.89 Total Amount to be Paid $77,612.04 36/Month/6,000H PM $3.42/HR Total Amount to be Paid $20,520.00 3yr/6000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid $2,791.76 TOTAL AMOUNT $100,923.80 **This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Machine Cash Price Total Amount to be Paid $159,074.14 36/Month/6,000H PM $3.42/HR Total Amount to be Paid $20,520.00 3yr/6,000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid $2,791.76 TOTAL AMOUNT $182,385.90 Buy-Back Option After 3 years/ 6,000 Hrs $90,000 TOTAL INVESTMENT $92,385.90*** ***This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Border Equipment Case 36/Month @2.14% Payment $2,863.90 Total Amount to be Paid $103,100.40 36/Month/6,000H PM (Included) Total Amount to be Paid (INCLUDED) 53yr/6,000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid (INCLUDED) TOTAL AMOUNT $103,100.40 ---PAGE BREAK--- **This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Machine Cash Price Total Amount to be Paid $162,500.00 36/Month/6,000H PM (INCLUDED) Total Amount to be Paid (INCLUDED) 3yr/6,000Hr Powertrain & Hydraulic Warranty Total Amount to be Paid (INCLUDED) TOTAL AMOUNT $162,500.00 Buy-Back Option After 3 years/ 6,000 Hrs $67,000 TOTAL INVESTMENT $95,500.00 ***This amount reflects actual costs incurred by the county if the machine is turned in after 36 months Commissioner Wayne Davis made a motion to purchase the John Deere excavator from Flint Equipment Company. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New stated the commissioners as a whole has spent a lot of money and in all the years he has been on the board they, the board, have never purchased equipment from Case. He then asked if Case was the low bidder…Chairman McGraw stated Case did not have the lowest bid. County Administrator, Adam Mestres, explained to Mr. New the bid tabulation showed Flint Equipment had the lowest bid. The vote was unanimous. Time Keeping System – Admin County Administrator, Adam Mestres, presented information regarding an updated time keeping system. This new system would be biometric and requires a thumb swipe in order for employees to clock in and out. There were two companies submitting proposals. These companies were Chiefs Consulting Group, LLC $16,990.00 and N. Harris Computer Corporation – $28,255.00. The county administrator’s recommendation was for the board to purchase the system from Chiefs Consulting Group, LLC for $16,990.00. Commissioner Johnny Davis made a motion to purchase the time keeping system from Chiefs Consulting Group, LLC at a cost of $16,990.00 and $1,495 annually for maintenance and support. Commissioner Wayne Davis seconded the motion. The vote was unanimous. NEW BUSINESS Amend Ordinance Section 2-76 Work Session Time to 7:00 p.m. The county administrator presented information on amending the ordinance to change the Work Session time. The time is being changed from 8:00 a.m. on the first Monday in each month to 7:00 p.m. on the first Monday in each month. Commissioner Wayne Davis made a motion to adopt the Amended Ordinance Section 2-76 Work Session Time to 7:00 P.M. 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. Duhart Church Road Closure Opposition – Admin The county administrator presented information on the closure of Duhart Church Road. Prior to tonight’s meeting two public hearings were conducted. Opposition to the road closure for safety reasons was presented during the first public hearing. Commissioner Wayne Davis made a motion to not proceed with the road closure because of safety reasons. Commissioner New seconded the motion. The vote passed with a vote of four to one. Chairman McGraw, Commissioners Gonice Davis, Johnny Davis, and Wayne Davis voted yes. Commissioner New voted no. Resolution of Adoption Short Term Work Program – Admin Commissioner Wayne Davis made a motion to adopt the resolution for the STWP (Short Term Work Program). Commissioner Gonice Davis seconded the motion. The vote was unanimous. Recreation Department Grounds Fencing – T. New Commissioner New presented information on fencing at the recreation department. Commissioner New stated when the board originally did the fence and purchased property they were going to have the whole thing fenced in, but they, the board, decided against it because the county wanted to install a football field and gym. Now that these things have been completed he would like to see them go ahead and finish the fence and install a rolling gate on both entrances so when they leave at night they can close and lock the gates. This will stop people from going in the back partying and this would protect the portable lights that are out there. Commissioner New made this in the form of a motion. Commissioner Johnny Davis seconds the motion but added as an amendment, to install motorized gates at the entrances. Discussion: Chairman McGraw stated he would like to see a fence up at the football field for safety reasons. Commissioner New said he didn’t think they should put up a permanent fence at the football field; the fence that is put there should be the kind that can be moved if there is some type of function out there. He also stated he would like to see the fence go up so the recreation department would be more secure. The vote was unanimous. Sale of Surplus Equipment Chairman McGraw recommended obtaining a list of surplus items for sale and have the board approve the items. He said if the county was not going to use the equipment there was no point in it just sitting there; especially with the ---PAGE BREAK--- amount of equipment they are having to purchase. Commissioner Johnny Davis made a motion to proceed with the sale of surplus items via GovDeals.com. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New stated the old fire trucks should be listed for sale as well. Commissioner Johnny Davis stated the motion included all surplus items not being used. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous.