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JEFFERSON COUNTY COMMISSIONERS WORK SESSION APRIL 1, 2013 8:30 A.M. The purpose of the meeting was to prepare the agenda for the April meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Commissioner New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; and Bonnie Wells, County Clerk. County Attorney, Michael Moses, was absent. Chairman McGraw called meeting to order and welcomed guests. 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. OLD BUSINESS Delinquent Mobile Home Taxes Commissioner Wayne Davis made a motion to approve hiring someone to work at the building department that would work in code department under the Code Enforcement Officer, Jimmy Kitchens; the prospective employee has to have POST Certification enabling him/her to work in the courthouse as a guard to alleviate some of the problems the county is having over there and start working on the list of delinquent mobile home taxes. Start by verifying the list is actually accurate and go from there. Commissioner Gonice Davis seconded the motion. Commissioner New made a request to add to the motion that the additional person is hired on a trial basis for one year to ascertain if acquiring additional staff is feasible. Commissioner Wayne Davis accepted the amendment to his motion. The vote was unanimous. (Consent Agenda) Commissioner Johnny Davis made a motion to amend the agenda by adding courthouse security to the agenda for discussion purposes. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Change of Venue for Meetings-Discussion The board opted to not change the venue for the commission meetings. Commissioner Johnny Davis had initially suggested the venue be changed from the county commissioner’s office to the county courthouse to accommodate overflowing crowds. Commissioner Gonice Davis pointed out the only time there was an overflow was when there was a “controversial” issue up for discussion. Commissioner Johnny Davis made a motion to amend the agenda by adding Judy Jones—Joe Expo as Item N. Commissioner Wayne Davis seconded the motion. The vote was unanimous. NEW BUSINESS LifeLink Proclamation—National Donate Life Month--Admin Commissioner Wayne Davis made a motion authorizing the chairman to sign the LifeLink Proclamation declaring April as National Donate Life Month. Commissioner Gonice Davis seconded the motion. The vote was unanimous. (Consent Agenda) Telecommunications Proclamation—National Telecommunications Week—911 Commissioner Wayne Davis made a motion for the board to sign a proclamation declaring April 14th-20th, 2013 as National Telecommunications Week. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Consent Agenda) County Hotel/Motel Tax Discussion—Chamber/Lil Easterlin Lil Easterlin, a representative from the Chamber of Commerce, presented information on the implementation of a Hotel/Motel Tax. Commissioner Gonice Davis made a motion to proceed with an ordinance implementing a 5% Hotel/Motel tax for Jefferson County. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New asked how many patrons did Bethany Farms have per month. Ms. Easterlin stated she was not aware of the number of people that attended. Ms. Easterlin explained of the 5% the chamber receives from the hotel/motel tax levied by the cities, they only receive The vote was unanimous. (Consent Agenda) Pickup Truck Purchase Discussion—Roads Road Superintendent, Ken Thomas, recommended replacing one of the trucks at the road department. The vehicle in question is being driven by Road Department Foreman, Michael Landrum. Commissioner Wayne Davis made a motion to hold off on purchasing a truck until a list of vehicles along with the maintenance logs was provided to the board. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Gonice Davis asked if they wanted a list of all county vehicles. Commissioner Wayne Davis stated he wanted a list of all county vehicles not only in that department but in all departments so that the board may ascertain which vehicles needed to be replaced and possibly look at a lease purchase plan for some of the vehicles and get rid of some of the liabilities i.e. vehicles with an abnormally high mileage. It is not feasible to hold onto those vehicles, placing them in a different department creating ---PAGE BREAK--- problems somewhere else. Commissioner Gonice Davis stated the road department could not replace that many vehicles at one time. Commissioner Wayne Davis stated that was true but they look at a lease to purchase and possibly use SPLOST funds to make the purchase and that the money was allocated in SPLOST for that. Commissioner Gonice Davis asked if this truck were purchased would it be paid for in one payment. County Administrator, Adam Mestres, stated it would be and that there was a little under $1,000,000 the board had set aside by referendum to purchase equipment for our road department, which would include larger equipment as well as pickup trucks. This purchase would come from SPLOST. Commissioner Johnny Davis stated it would be a great idea to look all the vehicles instead of purchasing just one vehicle. There maybe a couple more of vehicles that may need to be replaced along with this one. Commissioner New asked if they were referring to all vehicles including the sheriff department. Commissioner Johnny Davis stated they were just referring to the road department at this time. Commissioner Gonice Davis stated the road superintendent was recommending the purchase of a new truck; the service truck was recently replaced; and the county replaces trucks/vehicles as needed. County Administrator, Adam Mestres, stated there was no doubt the request had come from public works that there needed to be a new vehicle, but there were a number of vehicles in other departments that need to be replaced. There were a number of areas they needed to look at and there are multiple vehicles that need to be purchased the question is when, under what fund, and what timeline. He also stated as he mentioned before because we are a fairly large county with numerous vehicles there is a need for a fleet management program. Commissioner Wayne Davis stated he wanted a list of the road department and code enforcement department as well since the board was considering hiring another employee in that department. The motion passed with a vote of three to one. Chairman McGraw, Commissioners Johnny Davis and Wayne Davis voted yes. Commissioners New and Gonice Davis voted no. (Regular Agenda) Lowboy Purchase Discussion—Roads County Administrator, Adam Mestres, presented information on the county’s need to purchase a lowboy because the lowboys the county currently own are constantly in need of repair. The prices are as follows: Company Description Price McCorkle DBA Interstate Equipment 35 Ton $45,307.00 McCorkle DBA Interstate Equipment 50 Ton $55,119.00 Kaufman Trailers 35 Ton $31,865.00 Kaufman Trailers 50 Ton $42,800.00 Ken Thomas recommended the county purchase the 35 ton Eager Beaver Lowboy from McCorkle Sales DBA Interstate Equipment Company. Commissioner Johnny Davis made a motion to accept Ken Thomas’ recommendation in purchasing the 35 ton Eager Beaver Lowboy from McCorkle Sales DBA Interstate Equipment Company. This item will be purchased via SPLOST funds. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New questioned whether or not the 35 ton was adequate; Mr. Thomas stated the 35 ton would be sufficient for the equipment the road department had to tow and that the Eager Beaver lowboy was of better quality than the other and it was easier to attach. In addition to the lowboy the county would also purchase the aluminum front center ramp for an additional $589.00. The vote was unanimous. (Consent Agenda) Coroner Van Purchase—Coroner The coroner’s office requested a new coroner’s van. The prices obtained by the purchasing agent are as follows: Company Description Price Venture Auto Sales 2008 Chevrolet C2500 Van (Heavier Van) $13,400.00 2009 Chevrolet E150 Standard Van $12,400.00 Brannen Motor Company 2013 Ford E150 Cargo Van $19,953.00 2013 Chevrolet Express Cargo Van $28,600.00 County Administrator, Adam Mestres recommended the county purchase one of the used vehicles from Venture Auto Sales based on the Shop Mechanic, Lamar Wilcher’s traveling to Venture Auto to peruse the maintenance records of both vehicles and making a recommendation. Commissioner Wayne Davis made a motion to purchase the 2009 Chevrolet E-150 Cargo Van from Venture Auto Sales for $12,400.00 based on Mr. Wilcher’s recommendation after he has had an opportunity to inspect the vans and records. This item will be purchased via SPLOST funds. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Consent Agenda) Morgue Refrigeration Unit Purchase—Coroner County Administrator, Adam Mestres, presented information on replacing the HVAC unit on the morgue at the hospital. Chairman McGraw suggested waiting until the Regular Meeting to speak to the hospital administrator regarding the unit. Commissioner Wayne Davis made a motion to table the discussion on the morgue refrigeration unit purchase until the Regular Meeting. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Regular Agenda) Conveyance of Unnamed Road U. S. Hwy 1 Discussion-Admin ---PAGE BREAK--- The board decided to table this item until the county attorney has an opportunity to ascertain ownership of property where road is located. Renovations to Armory—Discussion County Administrator, Adam Mestres, expressed concern for the roof at the old armory; the roof is in dire need of repair. Mr. Mestres expressed concern for the employees that work at the armory as well as citizens that could potentially rent the armory. Commissioner Johnny Davis made a motion to accept the recommendation of the Chairman to solicit bids on the roof and the A/C heat component at the old armory. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Naming of Concession Stand/Crow’s Nest Discussion—Chairman McGraw Chairman McGraw recommended the board name the concession stand at the recreation department for John Henson. The concession stand would be called John Henson Crow’s Nest. Commissioner New made a motion to rename the concession stand at the recreation department the John Henson Crow’s Nest. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Construction of Football Field Discussion—Recreation The Jefferson County Recreation Department’s football program has always utilized the football field at Louisville Academy, however with a new school under construction and the lights at that field being removed as a result; the recreation department has to find another location for its football games. Commissioner New made a motion to start construction on a football field at the recreation department utilizing the remaining balance of the 2006 SPLOST funds and also check on the academy field as a backup to make sure there is a field to play ball on. Commissioner Gonice Davis seconded the motion. The vote was unanimous. (Consent Agenda) Courthouse Renovations--Doors The board received three bids for renovating the doors to the entrance of the courtroom at the courthouse. The bids are as follows: Company Description Price Watson’s Construction Company Install new doors and rebuild door jamb (install 2 new doors) $3,050.00 Re install doors and rebuild door jamb $2,050.00 Unruh Construction Remove existing doors & install 6 panel wood doors $3,585.00 Commissioner New made a motion to accept Watson’s Construction Company’s bid of $2,050.00 to repair and reinstall the original doors at the courthouse. This purchase will be with SPLOST funds. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Consent Agenda) Courthouse Security Commissioner Johnny Davis expressed concern for security at the courthouse. He informed the board of a security system he saw in place at a courthouse in one of the neighboring counties which required all doors to be locked from the outside except one. Everyone has to be scanned coming into the courthouse and they used retired personnel for security. Judy Jones—Joe Expo Judy Jones, a representative from Community Wealth Through Forestry, a subsidiary of the US Endowment, presented information on Joe Expo which is a program implementing the end to poverty in Jefferson County. April 27, 2013 the Community Wealth Through Forestry will have an expo at Jefferson County High School with and Mrs. Jones asked the board to please come or at least have a representative at the expo. They will also have training hours for loggers free of charge. Scheduled Public Comments There were no scheduled public comments Public Comments on Agenda Items Mrs. Carrie Brown asked about the abandoned houses in the Rufus Wren Subdivision. Chairman McGraw moved the meeting into Executive Session to discuss personnel. Executive Session Commissioner New made a motion to adjourn the Executive Session. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Commissioner New made a motion to increase the Code Enforcement Officer, Jimmy Kitchens’ salary by .75 cents per certification, which would equal to $1.50, effective immediately. Commissioner Wayne Davis seconded the motion. The vote was unanimous. ---PAGE BREAK--- Adjournment Commissioner New made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING APRIL 9, 2013 7:00 P.M This was the regular scheduled meeting for the month of April. 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 and welcomed guests; the Chairman also offered condolences to Commissioner Johnny Davis whose mother passed away Saturday, April 6, 2013. Commissioner Gonice Davis gave the invocation. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Wayne 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; Adam Mestres presented the administrator’s report; Carl Wagster gave the ambulance report, and Jim Anderson presented the E-911 report; Mr. Anderson also commended two of the E- 911 Operators, Jamie Smith and Bianca Jackson, for a job “well done” during a recent storm. Consent Agenda The Consent Agenda items were: Motion to approve hiring an additional person in the building department, for one year, to work on the list of delinquent taxes Motion to approve LifeLink’s request proclaiming April as National Donate Life Month Motion to proceed with ordinance approving a 5% Hotel/Motel tax Motion to approve April 14-20, 2013 as National Public Safety Telecommunications Week Motion to approve the purchase of the 35 ton Eager Beaver lowboy Motion to proceed with the purchase of the 2009 Ford Van for coroner’s office Motion to proceed with construction of football field at the recreation department utilizing the balance of the 2006 SPLOST funds, and Motion to approve renovations on front doors of courtroom Commissioner New made a motion to adopt the Consent Agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. OLD BUSINESS Judy Jones—Joe Expo Judy Jones, a representative from Community Wealth Through Forestry, a subsidiary of the US Endowment, presented information on Joe Expo which is a program implementing the end to poverty in Jefferson County. April 27, 2013 the Community Wealth Through Forestry will have an expo at Jefferson County High School with and Mrs. Jones asked the board to please come or at least have a representative at the expo. They will also have training hours for loggers free of charge. This expo will be open to the public. Pickup Truck Purchase Discussion--Roads The board received bids on a pickup truck for Road Foreman, Michael Landrum, the bids were as follows: Company Description Price Brannen Motor Company 2013 Ford F250 XL $26,358.00 Daniels Chevrolet Buick GMC 2013 Silverado 4 WD $29,854.54 Fairway Ford Ford F250 4x4 Crew Cab $26,669.52 Bobby Jones Ford Lincoln 2013 Ford F250 XL Crew Cab $26,724.52 ---PAGE BREAK--- Commissioner Gonice Davis made a motion to purchase the 2013 Ford 250 XL Crew Cab 4 Wheel Drive pickup truck from Brannen Motor Company for $26,358.00. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner New suggested the Road Superintendent, Ken Thomas, at his discretion, decide what he wants to do with Michael Landrum’s old truck. Commissioner New’s suggestion was for the old truck be transferred to the landfill and be utilized by the new employee there for transporting inmates to and from the landfill. Morgue Refrigeration Unit Purchase--Coroner The board received two bids for replacing the refrigeration unit at the morgue. The bids were as follows: Company Description Price Giesbrecht HVAC, Inc Install new electrical refrigeration unit in county morgue $7,500.00 U S 1 Reefer Service, LLC Install new electrical refrigeration unit in county morgue $5,000.00 U S 1 Reefer Service, LLC Install new diesel refrigeration unit in county morgue $17,000.00 County administrator, Adam Mestres, recommended the board purchase the electrical unit from U S 1 Reefer Service, LLC. Commissioner New made a motion for the county to purchase the electrical unit from U S 1 Reefer Service, LLC for $5,000. Commissioner Gonice Davis seconded the motion. The vote was unanimous. NEW BUSINESS Industrial Revenue Bond Resolution Amendment—Development Authority/Kevin Brown Development Authority President, Lil Easterlin, introduced Kevin Brown an attorney with Seyfarth Shaw, LLP, representing the Development Authority. Mr. Brown presented the board with information regarding an amended industrial revenue bond for $65,000,000. The county initially approved a bond for $53,000,000 at the March 2012 meeting. He also presented the clerk with a report of public hearing (shown below) which was held earlier in the evening and an amended resolution issuing bonds for the project which is located approximately 1.4 miles west of Wadley, Georgia south of U. S. Highway 319 (State Route 78), north of the Norfolk Southern Railroad tracks, east of Old Meandering Road (a logging road) and west of the Georgia Power right-of-way consisting of approximately 27 acres.. Commissioner New made a motion to approve the amended resolution issuing Bonds for the Project which is located approximately 1.4 miles west of Wadley, Georgia south of U. S. Highway 319 (State Route 78), north of the Norfolk Southern Railroad tracks, east of Old Meandering Road (a logging road) and west of the Georgia Power right-of-way consisting of approximately 27 acres. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Scheduled Public Comments George Cooper was scheduled for public comments but his mother passed away earlier in the week therefore he was not in attendance 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.