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JEFFERSON COUNTY COMMISSIONERS WORK SESSION AUGUST 5, 2019 7:00 P.M. The purpose of this meeting was to prepare the agenda for the August 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 Brett, 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 Johnny Davis gave the invocation. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. City of Louisville Building Permitting & Code Enforcement Louisville City Administrator, Ricky Sapp, presented information to the board requesting the county’s code enforcement office assume the city’s permitting and coding duties. Commissioner Wayne Davis made a Motion to move forward with IGA allowing Jefferson County to provide permitting/code enforcement for the City of Louisville, pending attorney review. Commissioner New seconded the motion. Discussion: Commissioner New stated if in the future additional personnel is needed the county would revisit the terms of the IGA. The motion was unanimously approved. OLD BUSINESS There were no Old Business items. NEW BUSINESS 2020 LMIG Resurfacing Projects List The county administrator reviewed the following road list for the 2020 LMIG Resurfacing Projects along with a letter from GDOT discussing the formula amount for Jefferson county. The roads are in order based on the amount of work needed. The county administrator asked the board to submit additional roads at the Tuesday night meeting, so that they may be included in the prioritizing. ---PAGE BREAK--- This item will be added to the regular meeting’s agenda. FY 20 Contract for Traylor Business Services for Commercial/Industrial Appraisal Services The county administrator submitted, for review, the following contract from Traylor Business Services. Commissioner Wayne Davis made a motion to approve the Fiscal Year 2020 contract with Traylor Business Services, Inc. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Georgia Outdoor Stewardship Grant The county administrator presented the following information to the board regarding a grant for the Ogeechee Crossing Park, along with a letter from Anne Floyd, Director of Local Government Services at the CSRA Regional Commission. The grant would be for a minimum of $500,000 with a 20% match. ---PAGE BREAK--- The board opted to table this item until the Tuesday night meeting. Extended Warranty on John Deere Equipment The county administrator presented the information below for the extended warranty on two pieces of John Deere Equipment. The estimate on the extended warranties are shown below. Commissioner Gonice Davis made a motion to purchase the extended warranty on the John Deere Equipment as outlined above. Commissioner New seconded the motion. Discussion: Commissioner Johnny Davis asked for clarification clarified what the extended warranty would cover and how many hours did the track hoe have. Commissioner New said they could do the extended warranty or purchase a new piece of equipment. The motion was passed with a vote of four to one. Chairman McGraw, Commissioners New, Gonice Davis, and Wayne Davis voted yes. Commissioner Johnny Davis abstained from voting. Camera System at LEC The county administrator presented an estimate from the sheriff a new digital camera system/closed-circuit television for the jail; this would replace the antiquated system currently at the jail. The sheriff is agreeing to pay for the system from his jail commissary account; he would pay half at the time of purchase and pay the county back for the second half later. The estimate is from South Western Communications (SWC) and the cost of the camera system is reflected here. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to approve the upgrade of the existing closed-circuit television (CCTV) system at the Jefferson County Law Enforcement Center, by accepting the bid from South Western Communications. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner Gonice Davis asked if the board of commissioners controlled the jail commissary account. The county administrator stated it is not entirely counted as general fund revenue, but technically they did. Commissioner New stated he knows the system is old and needs to be replaced, but he doesn’t want to get into the same deal as with 911 and in a few years the system can’t be fixed they have to purchase another one. He just wants to make sure they don’t come back later and say it can’t be fixed we have to purchase a new one. The motion was unanimously approved. Guardrail on Zebina Road The county administrator stated Commissioner Johnny Davis requested he look into purchasing and placing guardrail on Zebina Road approximately two miles outside of Wrens. The pictures of the road where the guard rail is needed are reflected here. Attention was brought to this specific area because a resident of Jefferson County was involved in an accident where the car went over an embankment. The county administrator that he be allowed to work with Moreland Altobelli to come up with something similar to the guardrail at Kingsmill Road. He stated there was eight hundred feet of guardrail at approximately $22,000 plus the engineering cost. Commissioner Johnny Davis made a motion to proceed with the guardrail on Zebina Road. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Mayor Larry Morgan made comments on the guardrail agenda item. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to adjourn the meeting and go into executive session to discuss personnel. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Executive Session No action taken. Commissioner New made a motion to adjourn executive Session and adjourn the regular meeting. Commissioner Wayne 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 W. Davis, Member JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING AUGUST 13, 2019 7:00 P.M. This was the regular meeting for the month of August. 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 Brett, 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 Wayne Davis gave the invocation. Commissioner Johnny Davis made a motion to amend the agenda by forgoing the departmental reports and only allowing the county administrator’s and chairman’s report. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Commissioner Johnny Davis made a motion to adopt the minutes. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Chairman McGraw gave the chairman’s report and County Administrator, Adam Brett, gave the administrator’s report. Greg Sellars – Jefferson County Development Authority ---PAGE BREAK--- Greg Sellars from the Development Authority provided the board with an update on the tenants at the industrial park as well as other ongoing projects in the county. Consent Agenda ➢ Motion to move forward with IGA allowing Jefferson County to provide permitting/code enforcement for the City of Louisville ➢ Motion to approve contract with Traylor Business Services, Inc. ➢ Motion to approve the upgrade of the existing closed-circuit television (CCTV) system at the Jefferson County Law Enforcement Center, by accepting the bid from South Western Communications ➢ Motion to move forward with the guardrail on Zebina Road Commissioner Wayne Davis made a motion to approve the Consent Agenda items. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. OLD BUSINESS 2020 Resurfacing Projects The board discussed the following list of roads for the 2020 resurfacing projects. The county administrator recommended the board allow Moreland Altobelli and Jerry Brinson an opportunity to rank the roads. Commissioner Johnny Davis made a motion to proceed with Moreland Altobelli and Jerry Brinson to work up the cost and rank the roads in order of importance. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New said he didn’t see any sense in going back over the roads they had last year. The county administrator explained some of the roads were new. Commissioner New said he can list the roads in priority but several of the roads he has already rated. He asked would Mr. Brinson need to go back on those same roads. Commissioner Johnny Davis said part of the road could be damaged more this time around and Mr. Brinson is going to have to go back to look at each road. The motion was unanimously approved. Extended Warranty for John Deere Equipment The count administrator brought the following estimates on two pieces of John Deere equipment to the board for approval. ---PAGE BREAK--- Commissioner Wayne Davis made a motion for the board to approve the above extended warranty on the two pieces of John Deere equipment. Commissioner New seconded the motion. The motion was unanimously approved. Georgia Outdoor Stewardship Grant The following information on the Georgia Outdoor Stewardship Grant was brought before the board for discussion and approval. The county administrator gave an update on the grant, the supporting documents are reflected below. Commissioner Johnny Davis made a motion to move forward with the Georgia Outdoor Stewardship Grant. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New wanted to know the amount of the match. The county administrator told the board the grant would be for a minimum of $500,000 with a 20% match. Commissioner Johnny Davis wanted to know if the person they had in mind to complete the physical work at the park was certified in her field. The motion was unanimously approved. NEW BUSINESS First Reading of RV Park Ordinance Commissioner Wayne Davis made a motion to table the first reading of the RV Park Ordinance. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. First Reading of Chicken House Ordinance The county administrator presented the Chicken House Ordinance for review. This serves as the first reading of the aforementioned ordinance. Commissioner Wayne Davis made a motion to approve the Chicken House Ordinance, pending the county attorney’s review. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Conditional Use of Permit of Child Day Care The Planning and Zoning Board submitted the following letter for consideration by the Board of Commissioners. The House of Faith Holiness Church wishes to establish a child day care and after school program on property located at 1097 Old Stapleton Road in Wrens, Georgia. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to accept the planning and zoning board’s recommendation and allow the establishment of a Child Daycare and After School Program on the property located at 1097 Old Stapleton Road, Wrens, Georgia. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Hazardous Waste Trust Fund Resolution The county administrator brought the following resolution before the board for consideration. The Hazardous Waste Trust Fund Resolution allows the board to approve a request for reimbursement of funds utilized at the old landfill for certain costs associated with the investigation, remediation, post closure care and maintenance. The resolution can be seen in its entirety here. Commissioner New made a motion to approve the Hazardous Waste Trust Fund Resolution. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. 2019 Millage Rate The county administrator presented the following information to the board for consideration in setting the 2019 millage rate. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to approve the millage rate at 17.589 mills. Which is lowered by a ½ mill. Commissioner New seconded the motion. The motion was unanimously approved. Scheduled Public Comments Chairman McGraw requested the board allow Ms. Joanne Cunningham to speak to the board regarding a request made by Ms. Cunningham to render public comments at this time. Ms. Cunningham expressed concern for the Brown Terrace Community, in that the residents needed sidewalks and streetlights. Public Comments on Agenda Items Mr. Robert McNair made comments on the presentation made by Development Authority Director Greg Sellars regarding the new tenants at the industrial park. Mr. Chris Davis made comments regarding the recent No Trucks Ordinance passed by the City of Louisville but was told by the board that was an issue with the City of Louisville, not Jefferson County. Commissioner New made a motion to adjourn the regular meeting and go into executive session to discuss personnel. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Executive Session No action taken. Commissioner New Made a motion to adjourn the executive session. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny 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 W. Davis, Member JEFFERSON COUNTY COMMISSIONERS CALLED MEETING AUGUST 16, 2019 9:00 A.M. This was a called meeting to set the millage rate. It was held at the Jefferson County Commissioners’ Office. ---PAGE BREAK--- Those present were as follows: Mitchell McGraw, Chairman; Gonice C. Davis, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Brett, County Administrator; Dalton Dowdy, County Attorney and Bonnie Wells, County Clerk. Commissioner Tommy New was absent. Chairman McGraw called the meeting to order and led the Pledge of Allegiance. Commissioner Wayne Davis gave the invocation. Commissioner Wayne Davis made a motion to amend the agenda by adding as agenda items b, Paving of Dirt Roads, c, and executive session to discuss Land Acquisition. Commissioner Johnny 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. NEW BUSINESS 2019 Millage Rate for Board of Education The county administrator shared the following letter from the board of education regarding setting the 2019 millage rate. The county administrator referred to the aforementioned letter and asked that the board of commissioners approve the board of education’s 2019 millage rate of 15.797. Commissioner Wayne Davis made a motion to approve the Jefferson County Board of Education’s 2019 millage rate at the rollback amount of 15.797. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. Paving of Dirt Roads The county administrator presented information to the board for consideration regarding paving dirt roads; the job was placed out for bids, but only received one bid which was from Griffin Contracting, Inc. located in Pooler, Georgia. The board received a letter from Moreland Altobelli stating the amount of the bid was more than anticipated. Commissioner Johnny Davis suggested the board look into purchasing their own equipment for road paving. Commissioner Wayne Davis suggested speaking to Griffin Construction to see if they will agree to the budgeted amount of $3.50 for triple surfacing or speak with Jerry Brinson of Moreland Altobelli to secure bids for an asphalt project and try and put it in this calendar year. The aforementioned bid can be found below as well as the aforementioned letter from Moreland Altobelli. ---PAGE BREAK--- After reviewing the bid the chairman suggested he and the administrator be allowed to meet with Griffin Construction to discuss the submitted bid. Commissioner Gonice Davis made a motion to allow the chairman and the county administrator an opportunity to work with Griffin Contracting, Inc regarding the amount of the cost in paving the listed dirt roads. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Moving Mae Lamb Road The county administrator submitted, for review, the following illustration which depicts shifting the entrance of Mae Lamb Road. Submitted also was an email the administrator received from GDOT Preconstruction Engineer, Todd Price regarding the relocation of the aforementioned median. This information, at this time, was for informational purposes only. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no public comments on the agenda items Commissioner Johnny Davis made a motion to adjourn the regular meeting and go into executive session to discuss land acquisition. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Executive Session Commissioner Wayne Davis made a motion to adjourn the executive session. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. No action taken. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The motion was unanimously approved. ---PAGE BREAK--- Attest: County Clerk Mitchell McGraw, Chairman Gonice C. Davis, Vice Chairman Johnny A. Davis, Member Charles W. Davis, Member JEFFERSON COUNTY COMMISSIONERS CALLED MEETING AUGUST 26, 2019 9:00 A.M. This was a called meeting to set the millage rate. 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 Brett, 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 New gave the invocation. Commissioner Gonice Davis made a motion to adopt the agenda. Commissioner New seconded the motion. The motion was unanimously approved. BUSINESS ITEMS Dirt Road Paving The county administrator asked that the board accept Moreland Altobelli’s recommendation, to reject the bid from Griffin Construction, Inc.; the recommendation is reflected in the letter below. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to accept the recommendation from Moreland Altobelli and remove Griffin Construction, Inc.’s proposal from the table. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New said if you look at the bid, what’s in there is the preparation and 99% of all that’s in there they are going to pay for. Ken Thomas, the Road Superintendent has already done 90% of it. The only reason he is going against accepting the bid is that they would end up doing the work twice. The motion was unanimously approved. The county administrator shared information on the cost of adding the roads to the C&H Paving contract and an estimate on bidding this as a spring project for triple surfacing. That information is shown below. After much discussion, Commissioner Wayne Davis made a motion to allow the chairman, the county attorney, and the county administrator to ask Moreland Altobelli to commence working on a contract for the triple surfacing, with the contract prepared to go out in December for a bid. Commissioner New seconded the motion. The motion was unanimously approved. Master Plan Design for Ogeechee Crossing Park The county administrator shared with the board a proposal submitted by Mary Charles Howard for the design of the Ogeechee Crossing Park. The proposal included a conceptual master plan at a cost of $4,100 and $6,500 for the final construction detail plan. The administrator explained the cost of the conceptual master plan is nonrefundable, should the county not receive the Georgia Outdoor Stewardship Grant; however, if the county receives the grant the total cost would be rolled toward the county’s match toward the grant. The county administrator recommended the county approve the plan design for Ogeechee Crossing Park even if the county was not awarded the grant. The information submitted is displayed below. ---PAGE BREAK--- Commissioner Wayne Davis made a motion to approve the conceptual master plan for the Ogeechee Crossing Park. Commissioner Johnny Davis seconded the motion. The motion was unanimously approved. Preventive Maintenance and Extended Warranty – Landfill Compactor The county administrator shared the preventive maintenance and extended warranty on the landfill compactor. The administrator recommended the board approve Option D – a pay by the hour plan that covers the machine past 10,000 hours…the advantage is paying by the hour versus paying up front as you would with an extended warranty plan. The other options along with the recommended option is reflected here. Commissioner New made a motion to approve option d as the landfill compactor’s preventive maintenance agreement. Commissioner Wayne Davis seconded the motion. The motion was unanimously approved. Contract for Mobile Assessor The county administrator presented the following on software which would enable the appraisers to input data while they are in the field; he pointed out this item was included in the assessor’s FY 19/20 budget for purchase. ---PAGE BREAK--- Commissioner Johnny Davis made a motion to approve the contract for the purchase of the Mobile Assessor, in the amount of $20,058.40 paid out over three years. Commissioner New seconded the motion. The motion was unanimously approved. September Work Session No work session for September, this called meeting will serve as September’s work session. Adjourn Commissioner New made a motion to adjourn. Commissioner Wayne 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 W. Davis, Member