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JEFFERSON COUNTY COMMISSIONERS WORK SESSION FEBRUARY 4, 2013 8:30 A.M. The purpose of the meeting was to prepare the agenda for the February meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney; and Bonnie Wells, County Clerk. Commissioner New was absent. Chairman McGraw called meeting to order and welcomed guests. Commissioner Wayne Davis gave the invocation. Commissioner Gonice Davis arrives at this time. (8:33 a.m.) Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The vote was unanimous. OLD BUSINESS Courthouse Security The Clerk of Court, Anne Durden, and the Judge of Superior Court, Kathy Palmer, asked that the board wait before making decisions. They want to review documentation the clerk of court received regarding courthouse security, so that the county would not spend money unnecessarily. Speed Bumps—Roads Ken Thomas, Public Works Director, presented information on the installation of speed bumps in the Rufus Wren Subdivision. Mr. Thomas stated he had spoken with the Georgia DOT (Department of Transportation) and they recommended asphalt in the installation of the speed bumps versus plastic because the plastic had a tendency to come loose and it would benefit the county to use asphalt. Mr. Thomas also said they would need to place signs as well as the speed bumps on approximately five roads and it would require one truck load of asphalt. Commissioner Johnny Davis asked Mr. Thomas to make sure while they are installing the speed bumps and signs, they would make sure the cut area off McBride and HWY 24 is repaired. Commissioner Johnny Davis made a motion to place on the regular agenda the installation of speed bumps and signs in the Rufus Wren Subdivision. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Regular Agenda) Striping—Roads Public Works Director, Ken Thomas, presented information regarding striping in the Rufus Wren Subdivision. Commissioner Johnny Davis made a motion to table striping the roads in the Rufus Wren Subdivision allowing himself, Commissioner Wayne Davis and County Administrator, Adam Mestres, an opportunity to ascertain the feasibility of obtaining a CDBG (Community Development Block Grant) or some other type of grant for the repair of if not the replacement of the water system in the subdivision. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Abandoned Housing—Rufus Wren Update County Administrator, Adam Mestres, submitted an update on the progress of obtaining signatures from the owners of abandoned property in the Rufus Wren Subdivision so that the Abandoned Housing Ordinance may be enforced. Commissioner Johnny Davis suggested the county attorney speak with Mrs. Carrie Brown a resident of the Rufus Wren Subdivision to obtain information on one of the property owners. Request Cost Estimates for Engineering/Paving Roads—W. Davis Mr. Kenny Green, an Engineer from G. Ben Turnipseed, presented two cost estimates for the paving of Amelia Lane, Kelli Lane, Bonnie Lane and Helen Court. The first cost estimate included a stone base and two inches of asphalt, which, according to Mr. Green, is basic subdivision paving. The second cost estimate is comprised of what’s called triple surface treatment which is not as smooth and durable as asphalt. The cost of each estimate is as follows: Description Amount Asphalt $354,065.00 Triple Surface Treatment $231,030.00 Commissioner Wayne Davis made a motion to place on the Regular Agenda discussion of paving the aforementioned roads with SPLOST funds. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner Gonice Davis asked the county attorney if the county had to change the board process for paving any roads in a new subdivision. The county attorney stated as he recalled four or five years ago there was some discussion and the county did pass an ordinance to not accept anymore subdivision roads unless they were paved to state standards. Mr. Moses stated Commissioner Wayne Davis was under the impression these particular roads were accepted as is before the ordinance in question was passed. Commissioner Wayne Davis stated that area was established in 1985. ---PAGE BREAK--- Commissioner Wayne Davis further stated there was a group that went before the board of commissioners probably four or five years ago and the board of commissioners made a recommendation to go back to planning and zoning; planning and zoning passed a resolution stating they would not recommend to the board of commissioners that any other subdivisions be approved for the county commissioners to accept unless all the upgrades and all the roads had been paved. Cypress Subdivision, north of Wrens Cypress had their roads paved before it was accepted. Commissioner Gonice Davis stated the ordinance was passed before he came on board. When he came onto the board funding was already in place to pave a road. Commissioner Wayne Davis stated that along those same lines he talked to the County Administrator, Adam Mestres, and the county just received money from LMIG and in order for the work to be done they are going to have to have an engineering firm to go out and do engineering , have to be able to secure the bid process, and there is going to have to have an inspection on the roads the board placed on the list several months ago. The list was approved and the county has since received the funds. The funds cannot be used unless the board moves forward with the process by obtaining an engineering firm to look at the roads. Commissioner Gonice Davis said each commissioner wanted a fair share of the funds for his district and the funds had to be distributed equally. Commissioner Wayne Davis explained to Commissioner Gonice Davis that they were not discussing the actual paving of the roads via LMIG funds but the process the county would have to go through in order to utilize the LMIG funding. Commissioner Davis stated a requirement for using LMIG funds was to have an engineering firm go out and do a set of specs, once the work is completed DOT has the authority to perform an audit. Commissioner Davis said that to say, while the county had Mr. Green from G. Ben Turnipseed Engineering the county could move forward and have him check the roads for the LMIG project and they could at least move forward with the project. Commissioner Johnny Davis stated there was discussion about the roads in question being paved and all of that should be in the minutes. Commissioner Wayne Davis made a motion to utilize G. Ben Turnipseed services in order to start looking at the engineering and the bid process on the LMIG money of the roads that have already been brought to the board’s attention and approved by DOT. The money is on hand. Commissioner Gonice Davis seconded the motion. The vote was unanimous. NEW BUSINESS Opening of Bids—Compactor—Public Works The county submitted an RFP (request for proposal) for a compactor for the public works department. The county received one bid on the compactor; that bid was from Yancey Brothers. Upon opening the bid, the administrator reviewed the compactor specifications; the specifications and the prices were submitted separately. The price for the compactor was $403,200. Commissioner Wayne Davis made a motion to table the compactor bids until the Regular Meeting Tuesday night, thereby allowing the board an opportunity to review the specifications on the compactor. Commissioner Johnny Davis seconded the motion. The vote was unanimous. (Regular Agenda) Opening of Bids—Dozer/Crawler—Public Works The county submitted an RFP (request for proposal) for a Dozer/Crawler for the public works department. There were four bids submitted for this piece of equipment. They are as follows: Company Type of Equipment Cost (Base) Yancey Brothers Caterpillar $342,850.00 Flint Equipment John Deere $283,875.54 Tractor Equipment Komatsu $343,055.00 Border Equipment Case $296,600.00 Commissioner Wayne Davis made a motion to table to bids providing the board with an opportunity to review the bids. Commissioner Gonice Davis seconded the motion. The vote was unanimous. (Regular Agenda) Kamin Mines—Roads Charlie Akins, a representative from Kamin Mines, install pipeline in portions of Jefferson County. Commissioner Gonice Davis made a motion to allow the county attorney an opportunity review the request. Commissioner Wayne Davis seconded the motion. The vote was unanimous. (Regular Agenda) FY 13 Budget Funding—W. Davis Commissioner Wayne Davis expressed concern for the FY 13 Budget. He stated that it was time for the board to look at some recommendations from some of the departments to see where they can eliminate some positions. He said he did not want the board to look back in May and think they should have done something in February or March and that the board agreed budget cuts when they adopted the budget. Public Comments—Agenda Items John Peeples wanted to know will the fee for the engineers come from LMIG funds or will it come from general funds. ---PAGE BREAK--- Chairman McGraw adjourned the meeting and the board went into Executive Session to discuss Personnel and Litigation. Executive Session No action taken. Commissioner Wayne Davis made a motion to adjourn Executive Session. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING FEBRUARY 12, 2013 7:00 P.M This was the regular scheduled meeting for the month of February. It was held at the Jefferson County Commissioners Office. Those present were as follows: William Rabun, 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. Commissioner Gonice Davis gave the invocation. Commissioner Johnny Davis made a motion to adopt the agenda. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to adopt the January 2013 minutes. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Chairman McGraw presented a brief synopsis on the board’s recent trip to Atlanta for the ACCG sponsored Capital Connection Conference; Adam Mestres presented the administrator’s report; Carl Wagster gave the ambulance report, and Jim Anderson presented the E-911 report. Consent Agenda There were no Consent Agenda items OLD BUSINESS Speed Bumps—Roads Commissioner Johnny Davis made a motion to place speed bumps and signs on the following roads in the Rufus Wren Subdivision: McBride Street School Street Sinquefield Street Foley Street Lakeview Street Price Street Palmer Street Moore Street Thomas Street Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New asked which roads the speed bumps would go on. He also stated that there were roads in his district that needed speed bumps on them as well. Commissioner Johnny Davis amended the motion to include D Ponder Road and GW New Road along with the roads in the Rufus Wren subdivision to receive speed bumps according to the standards and specifications that they are supposed to be, and to add the signs as well. The funding for the speed bumps and signs will come from SPLOST. Commissioner Wayne Davis seconded the motion. Discussion: Chairman McGraw said the signs should go on the road before the speed bumps are placed on the road, and perhaps place cones on the roads also. This would alert the driver that speed bumps will be installed on the roads. The vote was unanimous. Request Cost Estimates for Engineering/Paving Roads—W. Davis Commissioner Wayne Davis made a motion to move forward in allowing G Ben Turnipseed to do the engineering and solicit bids for the following roads to be paved: Amelia Lane, Kelli Lane, Bonnie Lane and Helen Court. ---PAGE BREAK--- Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New wanted to know if the county had to hire someone to do the grading. Commissioner Wayne Davis explained the county would in fact have to hire someone to do the grading; Commissioner Johnny Davis stated there was a new procedure for paving roads. Road Superintendent, Ken Thomas, stated if they did not follow the state guidelines the county would not receive state or federal funding for those roads ever again. Commissioner Gonice Davis stated that the county would not receive funding for roads where a foundation was built and gravel was placed n the road; the county administrator agreed. The vote was unanimous. Courthouse Security County Administrator, Adam Mestres, presented information regarding courthouse security after his discussion with Judge Kathy Palmer. There were three bid submitted for the courthouse security. Name Amount Peebles Security Solutions $12,300.00 Superior Alarm of Millen, Inc. $3,640.00 Centurion Wireless Security Systems $7,790.50 County Administrator, Adam Mestres, recommended Peebles Security Solutions as this system offered the county more of what is needed for the courthouse security. This system will be purchased from SPLOST funds. Commissioner Gonice Davis made a motion to purchase the security system from Peebles Security Solutions. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Bids—Compactor—Public Works Yancey Brothers submitted the only bid for the compactor. The price for this would be $5,522.54 per month for sixty months. At the end of month sixty we would, as previously discussed, move forward with closing out that lease and doing a return of the machine and acquiring a new machine. The cost of the machine at the end of the lease period would be $355,420.40 with a five year preventive maintenance agreement included. Commissioner New made a motion to lease the compactor from Yancey Brothers. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner Johnny Davis asked if the fee for maintenance was included in the cost of the equipment. The administrator explained that the maintenance fee was separate from the cost of the equipment and that it would be more beneficial to the county for it to be done that way. Commissioner Johnny Davis wanted to ascertain the county would do no maintenance on the equipment but that Yancey Brothers would send someone down to maintain the equipment. The cost of the preventive maintenance is included in the $355, 420.40. The vote was unanimous. Bids—Dozer—Public Words The county received the following bids for the dozer/crawler for the landfill. They are as follows: ---PAGE BREAK--- Commissioner Wayne Davis made a motion to table the purchase of the dozer/crawler until the board has an opportunity to review the bids. Commissioner Johnny Davis seconded the motion. The vote was unanimous. NEW BUSINESS Tax Assessor Board Appointment—Charles Stewart Commissioner Wayne Davis made a motion to reappoint Charles Stewart to the Tax Assessor’s Board. Mr. Stewart’s tenure will conclude March 2016. Commissioner New seconded the motion. The vote was unanimous. Senior Center Commissioner Wayne Davis made a motion that as a result of the loss of funding from the CSRA Regional Commission that they anticipated during the fiscal year 2012/2013 budget year, with the county’s budget being very tight and not having any funds available the board has no choice but to close the Senior Center and terminate the employees. Starting with the 2013/2014 budget the board can reevaluate funds, expenditures, and revenues to see if the county can get funding reestablished via the Regional Commission. If so then the center can possibly be reopened in 2013/2014. Commissioner Wayne Davis’ motion is to close the senior center and terminate the employees effective February 28, 2013. Commissioner Johnny Davis seconded the motion. Discussion: Commissioner New stated the center was near and dear to him. Commissioner Johnny Davis stated to all of them. Commissioner New’s rebuttal was it was different for him because he is a senior citizen. He also said it goes back to the beginning for him because he and former Chairman Red Buchanan started the center and hired the employees. When the center was started he and the Chairman Buchanan’s thoughts were they would start the center but if funding ever ceased the county would not be able to continue to operate the center. Commissioner New went on to say he has made a lot of decisions in office, but this decision is the hardest thing he has ever had to go along with. The vote was unanimous. Scheduled Public Comments Mr. Charles Washington had a list of concerns that included: The naming of a portion of US HWY 1 for Ozzie Hannah (the first black commissioner); a resolution for former chairman, Dr. Gardner Hobbs; black contractors not receiving government contracts; why does county authority continue to permit blatant racism; why county officials do not attend SCLC functions as they do other civic organizations’ functions; and did the county keep Commissioner Sidney Norton on payroll while he was incapacitated in a Keysville nursing home. County Attorney, Michael Moses, addressed Mr. Washington’s concerns. Public Comments on Agenda Items Charlie Brown, Carrie Brown, and John Peebles spoke on agenda items. Adjournment Commissioner New made a motion to adjourn. Commissioner Wayne Davis seconded the motion. The vote was unanimous.