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JEFFERSON COUNTY COMMISSIONERS WORK SESSION OCTOBER 6, 2014 7:00 P.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; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called meeting to order and led the Pledge of Allegiance. Commissioner Wayne Davis gave the invocation. Chairman McGraw welcomed guests and conveyed condolences to Clerk of Court, Anne Durden, for the recent loss of her father. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. OLD BUSINESS NEW BUSINESS Proclamation – Kilpatrick Baptist Association County Administrator, Adam Mestres, reviewed an appeal from Mr. Steve Norton requesting the week of October 26, 2014 through November 1, 2014 be proclaimed the Kilpatrick Association’s Centennial Week. Commissioner Wayne Davis made a motion for the board to sign the Kilpatrick Association Proclamation. Commissioner New seconded the motion. The vote was unanimous. Resolution for SPLOST Intergovernmental County Attorney, Dalton Dowdy, presented information regarding a Resolution for the SPLOST Intergovernmental Agreement. This resolution will authorize the chairman to execute the intergovernmental agreement with the cities on behalf of the county. Commissioner Wayne Davis made a motion to adopt the aforementioned resolution. Commissioner New seconded the motion. The vote was unanimous. 2014 LMIG Application County Administrator, Adam Mestres, presented the bid from Jerry Brinson of Moreland Altobelli regarding the resurfacing of a portion of Middleground Road. Mr. Brinson submitted the bid in two parts; the first part is listed below, the second part is shown on the next page. ---PAGE BREAK--- Commissioner Johnny Davis asked that the item be tabled until the regular meeting on Tuesday night, thereby allowing him an opportunity to review Mr. Brinson’s recommendation. Landfill Equipment Purchase County Administrator, Adam Mestres, presented the tabulation below for an excavator to be used at the landfill. The funds for this piece of equipment would come from the landfill enterprise account not the general fund account. Public Works Director, Ken Thomas recommended the board purchase the 2005 Caterpillar 320CL from Yancey ---PAGE BREAK--- Brothers for $79,900. Commissioner Johnny Davis made a motion to purchase the 2005 Caterpillar excavator for $79,900. Commissioner Gonice Davis seconded the motion. Discussion: Chairman McGraw asked about the warranty on the excavator. County Administrator, Adam Mestres, explained, a warranty did not come with the used equipment. Commissioner New wanted to know who had the machine before. Mr. Thomas informed the board a farmer had it prior to their interest in the machine. Commissioner New stated he would like to know what it would cost to have some type of service agreement and he would like to know how much the service agreement would cost. Commissioner Wayne Davis asked Mr. Thomas to obtain information on the last time the pins and bushings were changed on the excavator. Commissioner Johnny Davis amended the initial motion to include a service agreement for the piece of equipment, which the board will review at the regular meeting. The vote was unanimous. Storage Facility/Old Jail County Administrator, Adam Mestres, presented information on utilizing the old jail at 415 Green Street for document storage. Clerk of Court, Anne Durden, presented to the board an explicit need for obtaining document storage. After much discussion; Commissioner New made a motion to renovate the old jail to utilize as document storage. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Surplus Equipment County Administrator, Adam Mestres, presented information on pieces of equipment he wished to place on Govdeals.com for sale. The items were a fire truck, asphalt spreader, roller, and a tar distributor. Commissioner Wayne Davis made a motion to sell the fire truck, asphalt spreader, and roller; he wanted the board to retain the tar distributor. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Butcher Pen Road The county administrator briefed the board on a visit from Charlie Akins, a representative of KaMin, LLC regarding the paving of Butcher Pen Road. After much discussion, Commissioner Wayne Davis made a motion to obtain a price on surface treatment for Butcher Pen Road. Commissioner New seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. . Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING OCTOBER 14, 2014 7:00 P.M. 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; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Chairman McGraw called meeting to order and led the Pledge of Allegiance. Commissioner New gave the invocation. Commissioner Johnny Davis made a motion to amend (forgo all reports with the exception of the administrator’s report) and 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. County Administrator, Adam Mestres, presented the administrator’s report. Consent Agenda The Consent Agenda items were: Motion to purchase the 2005 Caterpillar 320CL Excavator from Yancey Brothers for $79,900 Motion to utilize the old jail for document storage and proceed with restoration Motion to sell yellow fire truck, asphalt spreader, and roller; hold the tar spreader Motion to obtain a price for surface treatment on Butcher Pen Road ---PAGE BREAK--- Commissioner Wayne Davis made a motion to adopt the Consent Agenda. Commissioner New seconded the motion. The vote was unanimous. OLD BUSINESS 2014 (FY 2015) LMIG Application Commissioner Johnny Davis made a motion to asphalt the portion of road that lies between Zebina Road and HWY 80 with over $400,000 coming from LMIG and the remainder coming from TSPLOST, which would make it a total of $817,000 with his portion of 2016 going to help someone else. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New asked if they were going to do the whole project. After being told yes, Commissioner New said that means there would not be any other roads resurfaced. County Administrator Mestres, explained, paving the aforementioned road would in fact utilize the entire amount of the LMIG funding. And the remainder would come from SPLOST and/or TSPLOST. Commissioner New wanted to know how much was in those accounts. County Administrator Mestres explained there was right around one million in TSPLOST and roughly $600,000 in the 2011 SPLOST. Commissioner New asked if the funds could come from the SPLOST and not bother the TSPLOST. The county administrator explained they could; we have not met our window, which is 1.9 million allocated for resurfacing roads from the 2011 SPLOST. We have not utilized all of that yet. Commissioner New said if we take the money from 2011 SPLOST to go along with the money they are getting from the old LARP program that would still leave roughly $200,000 in the SPLOST. This project would not be let until the spring of next year and money is constantly being placed in the account. The project probably won’t let until around March of next year so we’ll have another four months of collections. Commissioner Johnny Davis asked which account the administrator was referring to. The administrator explained he was referring to both accounts, because both accounts were accruing funds Commissioner Gonice Davis said not all is going to resurfacing there were some roads they wanted to pave. Commissioner Johnny Davis made a motion to rescind the previous motion thereby allowing this as his motion…Pave, starting at Zebina Road and ending at HWY 80 with the $441,993.38 coming from LMIG and the $377,788.62 coming from regular SPLOST. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Resolution for SPLOST Intergovernmental County Attorney, Dalton Dowdy, presented to the board, a resolution authorizing the chairman and the county clerk to sign the SPLOST intergovernmental agreement on behalf of Jefferson County and formalize the agreement that has been tentatively and verbally agreed on between the county and the cities within. Commissioner New made a motion authorizing the chairman and the county clerk to sign the resolution. Commissioner Gonice Davis seconded the motion. The vote was unanimous. NEW BUSINESS Proclamation – Thomas Armistead Chairman McGraw and Commissioner H. G. Thomas New presented Mr. Thomas Armistead with a Proclamation proclaiming October 14, 2014 as “Thomas Armistead Day”. Election Board Recommendations for Sunday Advanced Voting Elections Superintendent, Susan Gray, brought before the board a recommendation from the Board of Elections allowing Sunday Advanced Voting. Commissioner Gonice Davis made a motion to accept the recommendation from the Elections Board and approve Sunday Advanced Voting. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Johnny Davis said the Board of Elections had the authority to allow advanced voting on Sunday and it was brought to the board of commissioners for finance (payroll) purposes. And there are a lot of things done on Sunday that we don’t give a thought to, this was something different in that the board of elections has already voted yes for this to happen and whether he likes it or not the board of elections is the authority. Mrs. Gray stated she was there to support the public. Chairman McGraw stated if the board were going to support Sunday voting they should have had more time than what they were allotted to make the decision. He stated there was one Saturday to vote, absentee voting, and advanced voting, if anybody wanted to vote they should be able to in that length of time. The other thing is if they are to make that decision, they should have a meeting where people can come to express their views. Commissioner Johnny Davis stated they were elected to represent the people of the county and there were some things they had to make a decision on and the community not have information pertaining to that subject and they may have to make a decision the community may not like; as an elected official that was their charge. He also stated he has worked a lot of Sundays and a lot of holidays; but here the election board has met and has a majority vote on Sunday election. The board of commissioners has given the board of elections that authority. County Attorney, Dalton Dowdy, stated if he remembered correctly the full board would have to ratify the board of election’s decision. The vote did not pass with a vote of two to three. Chairman McGraw, Commissioners Wayne Davis, and New voted no. Commissioners Gonice and Johnny Davis voted yes. Maintenance Agreement Pricing for 2005 Caterpillar 320 CL Excavators County Administrator, Adam Mestres, presented the maintenance agreement below, on the 2005 Caterpillar 320 CL Excavator. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to accept the aforementioned maintenance agreement on the Caterpillar 320 CL Excavator. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Scheduled Public Comments Mr. Robert Washington made comments regarding the cleanup in the Rufus Wren Subdivision. Commissioner Johnny Davis made a motion to amend the agenda by adding Pastor Swint-Martin an opportunity to speak under scheduled public comments. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Pastor Swint-Martin requested help with the cleanup of her property, a church, in the Rufus Wren Subdivision. Public Comments on Agenda Items Minister Daniel Thomas, pastor of Greater St. Matthews AME Church, made comments regarding the Sunday Advanced Voting. . Adjournment Commissioner Johnny Davis made a motion to adjourn the Regular meeting and go into the Executive Session to discuss Personnel. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Executive Session No Action Taken. Commissioner Wayne Davis made a motion to adjourn the Executive Session. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The vote was unanimous.