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JEFFERSON COUNTY COMMISSIONERS WORK SESSION MAY 3, 2017 7:00 P.M. The purpose of this meeting was to prepare the agenda for the May 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; Chris Hutchings, Interim County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. Chairman McGraw called the meeting to order and led the Pledge of Allegiance. The chairman asked that everyone keep the Isam Evans family in their thoughts and prayers as they had his home going services today. Commissioner Johnny Davis gave the invocation. Commissioner Johnny Davis made a motion to amend and adopt the agenda; the amendment was to add Magistrate Court Contract as item e underneath New Business. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS Library Board Appointment Districts 1, 2, 3, and 4 Interim County Administrator, Chris Hutchings, discussed the following request from Carol Taylor of the Jefferson County Library System, for appointments to the library board. According to the request, for various reasons, there are and/or will be vacancies in each district. The board took note of the appointments and stated they would make their selections at a later date. Elections Board Appointment Districts 3 and 4 The board received a request from Susan Gray for fulfillment of appointments on the Elections Board. According to the request appointees are needed for districts three and four. The aforementioned request is reflected here. ---PAGE BREAK--- Commissioner New stated he would make his appointment at a later date. Commissioner Wayne Davis made a motion to reappoint Charles Milburn to the Board of Elections for a four year term, beginning July 27, 2017 and concluding July 26, 2021. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Tax Assessor Board Appointment The following request was received by the board for a reappointment to the Tax Assessor’s Board. Chairman McGraw recommended James Darden be re-appointed to the Board of Assessors. Commissioner Johnny Davis made a motion to re-appoint James Darden to the board of assessors for an additional three year term, with a beginning date of July 1, 2017. This term will conclude June 30, 2020. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Bank Interest/County Investment Policy Interim County Administrator, Chris Hutchings, brought the information below, for informational purposes only, to the board of commissioners regarding an investment policy. Mark Davis of Jones, Jones, & Davis will be present at the regular meeting to share information on the policy. Pipe on County Roads Interim County Administrator, Chris Hutchings, presented a priority list of roads within the county in need of repair. The list show the roads as prioritized by the Public Works Director, Ken Thomas. ---PAGE BREAK--- The board opted to postpone discussion of the aforementioned item until the Tuesday night meeting. Magistrate Court Probation Contract County Attorney, Dalton Dowdy, presented the following contract for probation services. The contract would have to be approved naming the current Chief Magistrate, Anita Thompson, as the judge. The current agreement was with the former Chief Magistrate, Murry Bowman. Commissioner New made a motion to approve the magistrate court probation contract. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner Johnny Davis expressed concern regarding the probation service. Commissioner New asked if the county had an option as far as not approving the contract. The county attorney explained the county did not have to approve the agreement, however Jefferson County would have to establish their own probation service. The motion passed with a vote of four to one. Chairman McGraw, Commissioners Gonice Davis, Wayne Davis, and Tommy New voted in favor of. Commissioner Johnny Davis voted against. Scheduled Public Comments Mrs. Patricia Edwards wanted to speak to the board regarding Mr. Steve Longcrier’s visit to Jefferson County; Mr. Longcrier is the founder and executive director of the Civil War Heritage Trails. Mrs. Edwards explained Mr. Longcrier would be in the area May 15, 2017 and they, the Historical Society, wanted to know if they could have a re-dedication ceremony at the civil war marker at the Ogeechee Crossing Park during Mr. Longcrier’s visit. Commissioner Johnny Davis made a motion to allow a re-dedication ceremony at the Civil War Marker at the Ogeechee Crossing Park May 15, 2017 at 5:00 p.m. Commissioner Wayne Davis seconded the motion. Discussion: Chairman McGraw asked if they wanted to open up the park at that time and have a grand opening at a later date. The walking trails and the tracks will be open now; they won’t allow any fishing right now, but the aforementioned tracks and trails will be open now. The motion was unanimously approved. Public Comments on Agenda Items There were no comments on agenda items. ---PAGE BREAK--- Executive Session Commissioner Johnny Davis made a motion to go into executive session to discuss personnel and litigation. Commissioner Gonice Davis seconded the motion. The motion was unanimously passed. Commissioner New made a motion to go back into the regular meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimously passed. Commissioner Johnny Davis made a motion to authorize Chairman McGraw, Interim County Administrator, Chris Hutchings, and County Attorney, Dalton Dowdy, to settle the dispute with Blair Construction. Commissioner New seconded the motion. The motion was unanimously passed. Commissioner New made a motion to start the new County Administrator, Adam Brett, out with a salary of $50,000 per year. Mr. Brett’s full time start date will be June 1, 2017. Commissioner Wayne Davis seconded the motion. The motion was unanimously passed. Commissioner Gonice Davis made a motion to authorize the chairman to sign the FY 18 Capacity Agreement between the Jefferson County Board of Commissioners and the Georgia Department of Corrections allowing the number of inmates housed at the county’s correctional facility to remain at 140. Commissioner New seconded the motion. The motion was unanimously passed. Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The motion1` was unanimously passed. 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 MAY 9, 2017 7:00 P.M. This was the regular meeting for the month of May. 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; Wayne Davis, Member; Chris Hutchings, Interim County Administrator; Dalton Dowdy, County Attorney: and Bonnie Wells, County Clerk. ---PAGE BREAK--- Chairman McGraw called the meeting to order, led the Pledge of Allegiance, and asked that prayers are made for deceased citizens in Commissioner Wayne Davis’ district, Commissioner New’s district; Rita and Joe Culvern who lost their son; Commissioner Wayne Davis’ son in south Georgia fighting fires and Emergency Services Director, Jim Anderson who is also in south Georgia fighting fires. Commissioner Johnny Davis gave the invocation. Commissioner Johnny Davis made a motion to forgo the reading of the reports. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Commissioner Wayne Davis 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 Gonice Davis seconded the motion. The motion was unanimously approved. Consent Agenda The Consent Agenda items were: Motion to re-appoint James Darden to the Tax Assessor Board Motion to re-appoint Charles Milburn to the Elections Board Motion to accept the FY18 GDOC Capacity Agreement Motion to authorize Chairman McGraw, County Attorney, Dalton Dowdy; and Interim County Administrator, Chris Hutchings to come to an agreement with Blair Construction Motion to, as of June 1, 2017, set the new administrator’s salary at $50,000 per year Commissioner Wayne Davis made a motion to adopt the Consent Agenda. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS Mental Health & Development Disabilities Advisory Board Appointment Chairman McGraw stated he is still working on finding a candidate to appoint to the Mental Health & Development Disabilities Advisory Board. Elections Board Appointment District 4 Commissioner New made a motion to re-appoint William (Billy) Valduga to the Elections Board for an additional four years; Mr. Valduga’s term will recommence July 27, 2017 and conclude July 26-, 2021. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Library Board Appointments Districts 1, 2, 3, and 4 Commissioners Wayne Davis and New made the following appointments to the Library Board. Commissioners Gonice and Johnny Davis stated they would make their appointments at a later date. Name District Annie Englett 3 James Harrison 4 Commissioner Johnny Davis made a motion to accept the aforementioned appointments. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Bank Interest/County Investment Policy The interim county administrator presented the following tentative Investment Policy. The interim county administrator explained, for county government investing, the ACCG recommends the Georgia One Fund with an interest rate, today, of .79% and the funds would be available for withdrawal the next day. Mark Davis from the accounting firm, Jones, Jones, & Davis, shared information with regard to an investment policy for the county. He stated the policy before the board, which is shown here, was a pretty broad based policy and the county’s investment policy should reflect the county’s risk tolerance. Mr. Davis went on to say the language in the policy is in accordance with state statutes; as far as defining what they are to invest in should be decided at a work session for the board to discuss in detail and be presented with different investment options. The aforementioned investment policy is shown on the next page. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to adopt the investment policy as stated pending the county attorney’s approval. Chairman McGraw asked Mr. Mark Davis if the FDIC guaranteed funds up to $250,000 at any bank. Mr. Davis explained deposit accounts were insured for up to $250,000 and even if your deposit were more than $250,000 the bank would take extra precaution to insure the funds. Queensborough National Bank & Trust, Bill Easterlin, was in attendance at the meeting for a separate issue and explained the banks would take precautions to insure funds over $250,000 were insured; he stated funds in the bank over $250,000 were not at risk. Commissioner Johnny Davis withdrew his motion. Commissioner Wayne Davis suggested tabling the item until the work session and have Mark Davis and Bill Easterlin at the meeting to discuss options regarding the policy. Magistrate Court Contract County Attorney, Dalton Dowdy, presented the following contract for probation services, which had to be agreed upon with the current Magistrate Court Judge, Anita Thompson, as the previous Magistrate Court Judge, Murry Bowman died will in office. The contract was previously discussed at the May Work Session, because some of the board member had questions regarding the probation services within the contract the county attorney reached out to Judge Thompson to ascertain the aforementioned questions were answered. Judge Thompson indicated they would have six and ten probation cases in any given month, with what are usually bad check cases. Once restitution has been paid to the victim, the probation is released and the defendant is no longer on probation. When/if the defendant pleads guilty or is found guilty it gives them an opportunity to pay money back over time with someone looking over them other than Jefferson County staff and they have a private probation company that does that. Commissioner Davis asked if a stipend was received by the county for those services…the county attorney explained, the county receives a small stipend. Commissioner New made a motion to adopt the Magistrate Court Contract. Commissioner Wayne Davis seconded the motion. The motion was unanimously passed. Pipe and Bridges for County Roads The Interim County Administrator, Chris Hutchings, presented information on bridges and pipe in need of repair on the roads in Jefferson County. The Public Works Director, Ken Thomas, reiterated the comments made by the interim administrator. A list of the bridges and the roads that contain pipe are reflected here. ---PAGE BREAK--- County Bridges Mr. Thomas reviewed the roads and bridges in need of repair and submit a report to the board. Thomas Street Project & Forstmann Road Update Interim County Administrator, Chris Hutchings, provided the board with an update on the Thomas Street Project and the issue at Forstmann Road. Mr. Hutchings stated Kenny Green from G. Ben Turnipseed, an engineering firm out of Augusta, Georgia informed him he is still working on the Thomas Street Project. Mr. Hutchings stated the engineer felt a $10,000 reduction in the balance would be sufficient for the issues on the Forstmann Road Project. The aforementioned issues were delays instigated by the Blair Construction, the company contracted to complete the work on Forstmann Road. The engineer also said the county attorney should write a letter and send a check for the balance; the initial contract price was $229,336.78. NEW BUSINESS Lou Semrad III – IGA and Request for Funds Hospital Administrator, Lou Semrad, shared the following information with the board of commissioners regarding the hospital’s financial state and requested funds as per the recent referendum passed by the voters of Jefferson County. ---PAGE BREAK--- The county attorney said he and the hospital’s attorney will have a draft of the new agreement between Jefferson County and the hospital in the next ten or so days for review by the board. Insurance Renewal Russell Head and Elizabeth McKechnie from Head Capital Advisors presented information to the board regarding the insurance renewal for county employees. Mr. Head explained the county has the option to move from a $500 deductible to a $3,500, with the county funding the amount over $500 via an HRA plan. The network will stay the same. If the county does not opt for this plan and stay with a $500 deductible the insurance premium will increase from $913,932.36 to $932,210.64. Utilizing the aforementioned plan with a $3,500 deductible, which the county will be responsible for paying, the premium will be reduced to $814,172. The following information reflects the cost of the insurance with an effective date of July 1, 2017. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to renew the health insurance plan with an HRA ($3,500 the county will be responsible for paying) and to make sure the employees are educated on the new plan. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Gonice Davis asked for the plan to be explained a little better for the hospital administrator’s benefit. Mr. Head said Admin America, the HRA administrative service, would pay the difference between the $500 and the $3,500 and bill the county; the county would in turn pay the Admin America. Commissioner New asked the board if they understood what they were voting on. He said the county would have to pay $3,500. Mr. Head and Mrs. McKechnie pointed out it would only be paid if an employee went beyond the $500 and the only way the county would lose money was if they had forty three people to exceed the $500 deductible. Commissioner New asked if they really thought that out of 150 people they didn’t think 43 would meet their deductible. Mrs. McKechnie stated there were 115 active on the plan right now, sometimes 120 and out of that number, to date, only 8 people have met their deductible. 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. Security System County Offices Commissioner Johnny Davis expressed concern for security at the tag/tax office, but said in the interest of time the board would revisit the aforementioned topic. Declaration of Surplus Property Interim County Administrator, Chris Hutchings, presented the following list of equipment for declaration as surplus property so that it may be placed on GovDeals.com. Commissioner New made a motion to declare the equipment listed above as surplus property and that it be placed on GovDeals.com for sale. Commissioner Gonice Davis seconded the motion. The motion was unanimously passed. IGA City of Louisville Elections County Attorney Dalton Dowdy presented an IGA from the City of Louisville regarding the Board of Elections conducting the City’s elections. The IGA would only encompass this year’s election and can be found below. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to close executive session and go back into the regular meeting. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Scheduled Public Comments Mr. Louis Iaonnone, of Strata Solar and Mr. Bill Easterlin, Development Authority President spoke regarding Mr. Iaonnone’s request for a 75% abatement verses the 36% he currently has. Public Comments on Agenda Items Mr. Lou Semrad and Mr. Donnie Cobb also spoke regarding Mr. Iaonnone’s request. 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 Gonice C. Davis, Vice Chairman H. G. Thomas New, Member Johnny A. Davis, Member Charles Wayne Davis, Member JEFFERSON COUNTY COMMISSIONERS CALLED MEETING MAY 18, 2017 11:30 A.M. This was a Called Meeting to discuss the landfill’s bid contract. It was held at the Jefferson County Commissioners’ office. ---PAGE BREAK--- Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Chris Hutchings, Interim 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 Gonice Davis gave the invocation. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. NEW BUSINESS Landfill Bid Contract Interim County Administrator, Chris Hutchings, reviewed the bids previously received on the construction of cells at the landfill. Three bids were received; the bid amount as well as the company bidding is reflected below. Company Bid Amount Gearig Civilworks $575,000.00 Peed Brothers, Inc $706,278.40 Piedmont Mining, LLC $546,995.83 Commissioner New made a motion to accept the bid from Piedmont Mining in the amount of $546,995.83 for construction of cells at the landfill. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. 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