Full Text
JEFFERSON COUNTY COMMISSIONERS WORK SESSION NOVEMBER 3, 2014 7:00 P.M. The purpose of the meeting was to prepare the agenda for the November meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Tommy New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Dalton Dowdy, County Attorney; and Bonnie Wells, County Clerk. Commissioner Gonice Davis was absent. Chairman McGraw called meeting to order and led the Pledge of Allegiance. Commissioner Wayne Davis gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner New seconded the motion. The vote was unanimous. OLD BUSINESS There were no Old Business items. NEW BUSINESS Tax Assessor Board Appointment There were two appointments to the Tax Assessor Board; Chairman McGraw asked that his appointment be tabled until the next meeting, allowing him an opportunity to seek out someone to fill the vacancy. Commissioner Gonice Davis had an appointment to make to that board as well; however because he was absent the chairman asked that Commissioner Gonice Davis’ appointment wait until the next meeting also. Department of Behavioral Health Planning Board Appointment Chairman McGraw asked that this item be tabled until the next meeting also. Hospital Authority Board The Hospital Authority Board submitted a request for two tentative vacancies; their request was for three names per appointment. Commissioner Wayne Davis wanted to know if they, the board, were actually required to submit three names to the hospital board; he also wanted to know if an ordinance were in place referencing the submission of three names or was it something the hospital board just wanted. County Attorney, Dalton Dowdy, said he thought that was the way it was initially set up. Mr. Dowdy stated he would look into it and have an answer at the regular meeting. Commissioner Wayne Davis wanted to table it until Mr. Dowdy was able to research the issue; he also wanted to know why the board had to submit three names. Commissioner New made the recommendations below for his appointments. Commissioner Gonice Davis was absent and could not submit names for his appointment. Commissioner Tommy New’s Recommendations Commissioner Gonice Davis’ Recommendations Mary Margaret Clark See Above Eugene Smith, III See Above Floyd Mays, III See Above Facility Dude Work Order Management System County Administrator, Adam Mestres, presented information on an online work order management system (Facility Dude Work Order Management System) which would enable the county to sustain records on expenditures utilized in the maintenance of county property, equipment, and vehicles. The software will also enable shop personnel to ascertain when a vehicle is due for service as well as maintaining an electronic record of the service. County Administrator, Adam Mestres, recommended the board vote to purchase the Facility Dude Work Order Management System; the initial cost of the software is $3,909.58. Commissioner New made a motion to purchase the Facility Dude Work Order Management System. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Side Arm Mower Purchase County Administrator, Adam Mestres presented the board with the following three quotes on a Side Arm Mower for the road department: ---PAGE BREAK--- Road Superintendent, Ken Thomas, recommended the New Holland TS6 125 Cab Tractor with Tiger Saber 25’ Rotary Mower, for $119,890, from J & B Tractor Company. Commissioner Johnny Davis made a motion to purchase the New Holland TS6 125 Cab Tractor with Tiger Saber 25’ Rotary Mower, for $119,890, from J & B Tractor Company utilizing SPLOST funds. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New asked if the tiger mower from J & B Tractor was better than the diamond mower from Blanchard Equipment. Mr. Thomas stated that the tiger mower was better and if the John Deere were purchased, you could only use the diamond mower with it. He said the diamond mower was one of the better mowers out there, but it wasn’t as good as the tiger mower. Mr. Thomas stated, also, that J & B Tractor sells New Holland Tractors and it had a better price. He said he preferred a John Deere tractor, but he wanted the tiger mower and the John Deere tractor does not have a tiger mower. Commissioner New asked if J & B Tractor were located in Burke County. Mr. Thomas stated J & B was located in Burke County and Augusta, Georgia (Richmond County). Mr. Thomas emphasized the machine needed to be the heaviest they could get; and the tiger mower would be placed on the tractor at the factory; with John Deere they would bring the mower to the store and put it on. Mr. Thomas said you would get more for the money with the New Holland tractor and the Tiger Saber mower and this combination is the best. Commissioner New asked if what Mr. Thomas was saying was the best mower was the cheapest one. Mt. Thomas reiterated, the cheapest mower was in fact the best one. Commissioner New wanted to know if John Deere had a side mount mower; Mr. Thomas stated they did, but it wasn’t as good as the New Holland w/Tiger Saber mower. Commissioner Wayne Davis reaffirmed the New Holland was bigger, etc. Commissioner New wanted to know if they have ever run a New Holland before. Mr. Thomas stated he had not, but the mower will come with a two year warranty. Commissioner Johnny Davis asked if the equipment were eligible for financing. The county administrator explained, this would be a straight purchase as there were enough funds in SPLOST to make the acquisition. If there were to be anymore short term financing it would be for a larger amount. Commissioner New stated J & B Tractor, located in Burke County, does not employ anyone from Jefferson County or pay any taxes in the county; and there are very few things the board is able to purchase locally. If John Deere could provide a side mower he would be more willing to purchase right here than to go to Burke County. But he is just one. The vote passed with a vote of three to one. Chairman McGraw, Commissioners Johnny Davis and Wayne Davis voted yes. Commissioner New voted no. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. . Adjournment Commissioner Johnny Davis made a motion to go into Executive Session to discuss personnel. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Executive Session No action taken. Commissioner New made a motion to adjourn Executive Session and reassemble the regular meeting. Commissioner Wayne 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. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING NOVEMBER 11, 2014 7:00 P.M. ---PAGE BREAK--- This was the regular scheduled meeting for the month of November. 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 Johnny Davis gave the invocation. 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; EMS Director, Carl Wagster, presented the ambulance report; Code Enforcement Officer, Jimmy Kitchens, presented the building department/code enforcement report. EMA/E-911 Director, Jim Anderson, was absent. Consent Agenda There were no Consent Agenda items. OLD BUSINESS Tax Assessor Board Appointment Chairman McGraw did not present an appointment to fulfill the Russell (Rusty) Logue’s unexpired term on the Tax Assessor Board and requested the item be tabled. Commissioner Gonice Davis made a motion to re-appoint Hazel Toliver to the Tax Assessor Board. Her new term will commence January 1, 2015 and conclude December 31, 2017. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Department of Behavioral Health Planning Board Appointment Chairman McGraw asked that the Department of Behavioral Health appointment be tabled until the next meeting. Hospital Authority Board County Attorney, Dalton Dowdy, explained to the board the hospital authority’s request for three names per appointment was part of their original document. He explained he had not seen the document but was informed by the hospital authority’s previous attorney, Mr. Jeff Harvey, that it was customary for the board of commissioners to submit three names and the hospital authority would choose one from the three. The following names were recommended to fulfill the expiring terms on the Hospital Authority Board: Commissioner Tommy New’s Recommendations Commissioner Gonice Davis’ Recommendations Mary Margaret Clark Craig Miller Eugene Smith, III Eugene Smith, III Floyd Mays, III Floyd Mays, III Commissioner Gonice Davis made a motion to accept the names provided for the Hospital Authority Board Appointment. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Facility Dude Work Order Management System County Administrator, Adam Mestres, presented information on software from Facility Dude Work Order Management System, a company recently partnered with ACCG (Association of County Commissioners of Georgia), of which Jefferson County is a member. This software would enable the county to maintain and/or track the amount of work and expenditures utilized in the maintenance of county property, equipment, and vehicles. The software would also generate reports on the maintenance and expenditures on the aforementioned various pieces of equipment, vehicles and property owned by the county as opposed to tracking the maintenance and expenditures by the vendor which is what the county does now. Commissioner New made a motion to implement the Facility Dude Work Order Management System. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Side Arm Mower Purchase County Administrator, Adam Mestres, presented the board with bids from three different companies on a side arm mower. The bids are as follows: Side Arm Mower Quotes ---PAGE BREAK--- Blanchard Equipment John Deere 6115M Cab Tractor $ 73,279.63 2014 Diamond Mowers 25’ Rear Cradle Boom Mower $ 55,693.80 Total Cost $128,973.43 J&B Tractor Company New Holland TS6 125 Cab Tractor /w Tiger Saber 25’ Rotary Mower $119,890.00 Total Cost $119,890.00 Reynolds Warren Equipment John Deere 6105M Cab Tractor /w 28’ Rotary Mower $139,117.80 Total Cost $139,117.80 Public Works Director, Ken Thomas, recommended the board purchase the New Holland TS6 125 Cab Tractor /w Tiger Saber 25’ Rotary Mower. Commissioner Wayne Davis made a motion to accept Mr. Thomas’ recommendation and purchase the New Holland TS6 125 Cab Tractor from J&B Tractor Company. 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. NEW BUSINESS Employee Recognition Luncheon County Administrator, Adam Mestres, informed the board of the 2014 Employee Recognition Luncheon which will be 12 p.m. (noon), December 8, 2014 at Fosters Restaurant. Chairman McGraw encouraged the commissioners to attend. Employee Gift Certificates County Administrator, Adam Mestres, presented to the board the amount of the employee gift certificates ($50.00) and the number of employees receiving the certificates this year. There are tentatively 150 part-time and full-time employees slated to receive the certificates this year. The total amount for the gift certificates is $7,500.00. Commissioner Wayne Davis made a motion to continue awarding county employees the gift certificates. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New wanted to add that as long as the certificates are used in Jefferson County the employees can use them wherever they wanted to. The county administrator explained the certificates issued by the chamber can be used anywhere in Jefferson County, and every vendor in the county are supposed to accept the certificates. Commissioner New asked if they were good in any store. The county administrator reiterated, according to the chamber, they are good at any store in Jefferson County. The vote was unanimous. Region 6EMS Council Board Appointment Chairman McGraw accepted a recommendation from Hospital CEO, James Heitzenrater, to appoint Ben Doyle to the Region VI EMS Council Board. Mr. Doyle will fulfill the unexpired term of Donald Tanner. Commissioner Johnny Davis made a motion to accept Mr. Heitzenrater’s recommendation, thereby appointing Ben Doyle to the Region VI EMS Council Board. Commissioner Gonice Davis seconded the motion. The vote was unanimous. TIA Project Agreement County Administrator, Adam Mestres, presented information on the TIA (Transportation Investment Act) Project Agreement which includes the paving of truck route, Hoyt Braswell Road. The county administrator explained the county was asked by the state to handle the right-of-way acquisition. Commissioner Wayne Davis made a motion to allow Jefferson County to enter into the TIA Project Agreement with DOT to acquire right-of-way. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New asked how long has the county been waiting on the state to complete this project. Mr. Mestres explained, the project is a Band One Project; when the voters voted on and collections started in January. The county received the first check in March, the state started working on the project as soon as money started coming in. They are required to have this project let and completed by the end of next year. That’s when the Band One Projects are over. If the state doesn’t meet the deadline they have to speak to the governor’s office regarding that. It is three year process, they have done the preconstruction, the engineering, and they are finishing up finalizing the engineering designs. The next step is the right of way; they are hoping everything runs smoothly and the project will be bid and let in the first quarter in the summer of next year. They’ve been working on it since January 2013. Commissioner Wayne Davis explained the City of Wrens has already entered into a contract with DOT on the Walker Street Project eight or nine months ago. They have selected an engineer; the engineer has already gone out and done the preliminary work. They sent the conceptual drawings back to be approved. Once that ---PAGE BREAK--- was done they submitted an invoice and that invoice has already been paid through DOT. Steve Bargeron has already done the surveying part and that should be turned over to the city in the next two or three weeks to be certified as accurate by the attorney, then they will hand them off to the field, which in this instance is the city administrator; he will make contact with those people. Once the signatures are validated and put on the document, whether it is temporary or full easement they will go back to the attorney, the attorney will ascertain the property owner did sign them. They will then submit this to DOT; DOT will give notification the project can be put out for bid. Hopefully the project will be bid sometime in February. The vote passed with Chairman McGraw, Commissioners Johnny Davis and Wayne Davis voting yes; Commissioner New voted no; and Commissioner Gonice Davis abstained from voting. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items There were no comments on agenda items. Adjournment Commissioner Wayne Davis made a motion to adjourn the Regular meeting and go into the Executive Session to discuss Personnel and Litigation. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Executive Session No Action Taken. Commissioner Johnny Davis made a motion to adjourn the Executive Session. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Adjournment Commissioner Johnny Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous.