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JEFFERSON COUNTY COMMISSIONERS WORK SESSION AUGUST 5, 2013 8:30 A.M. The purpose of the 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 Davis, Member; Commissioner New, Member; Johnny Davis, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Chairman McGraw called meeting to order and welcomed guests. Commissioner New gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. OLD BUSINESS DFACS Board Appointment Commissioner Gonice Davis had not arrived at the meeting at this time therefore Commissioner Wayne Davis made a motion to table the DFACS Appointment until the Regular Meeting Tuesday night. Commissioner Johnny Davis seconded the motion. The vote was unanimous. 2014 LMIG Project List – Admin Jerry Brinson, a representative from Moreland Altobelli, discussed resurfacing and widening of Clarks Mill Road. Commissioner Gonice Davis made a motion to submit 2014 LMIG Project List for resurfacing 5.4 miles of Clarks Mill Road from bridge to State Road 88. Commissioner New seconded the motion. The vote was unanimous. Butcher Pen Road/Kamin – Admin Charlie Akins, a representative from Kamin Mines, presented information on the paving of Butcher Pen Road located in Warren and Jefferson Counties. Commissioner Johnny Davis made a motion to allow Jerry Brinson of Moreland Altobelli an opportunity to gather the facts regarding the feasibility of paving Butcher Penn Road and present them to the board before a decision is made. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner Wayne Davis asked if Mr. Brinson could bring the information back to the meeting Tuesday night. Commissioner New asked how long the road was. Mr. Akins said the road was 1,852 feet. The vote was unanimous. Generator Bids for Armory – R. Yonchak Robert Yonchak, Purchasing Agent and Adam Mestres, County Administrator presented information on bids received on generators for the armory. Commissioner Wayne Davis requested a bid on mobile generators be acquired also. Mr. Yonchak stated only one company (J & T Service Center) submitted a bid for a mobile generator and EPA regulations only allows for a specific number of mobile generators be built within a year. The bids are as follows: Company Amount of Bid Cummins Power South, LLC $24,778.47 Hi-Tech $26,850.00 J & T Service Center, Inc. $20,572.00 J & T Service Center, Inc. (Mobile) $37,718.00 Commissioner Gonice Davis made a motion to table the generator discussion until the regular meeting on Tuesday night. Commissioner Wayne Davis seconded the motion. The vote was unanimous. NEW BUSINESS STWP Resolution Adoption Admin The county administrator presented the board with a resolution for the Short Term Work Program (STWP); a program Martin Laws from the Regional Commission previously submitted information on. Commissioner Wayne Davis made a motion to adopt the STWP Resolution. Commissioner Johnny Davis seconded the motion. The vote was unanimous. HVAC for EOC at Armory –Admin County Administrator, Adam Mestres, presented the board with quotes for HVAC for the EOC (Emergency Operations Center) at the armory. The companies and quotes are listed below: ---PAGE BREAK--- Company Description Amount Helton Electric 2 ton Midea mini-split heat pumps $5,400.00 Giesbrecht HVAC, Inc 2 24,000 BTU Heat pump mini-split units $6,287.00 Outback Heating & Cooling, Inc. Gree Mini Split System $6,650.00 Daikan Mini Split System $6,840.00 Davis Air Control 2 mini split heat pump (2 tons per unit) $8,100.00 Commissioner Wayne Davis made a motion to purchase the HVAC unit from Helton Electric for $5,400. Commissioner Gonice Davis seconded the motion. The funds for this unit will come from 2011 SPLOST. The vote was unanimous. (Consent Agenda) Repair Courthouse Floor Assessor’s Office Admin Chairman McGraw presented information Adam Mestres, presented information regarding the floor in the tax assessor’s office. The floor is in disrepair and needs to be renovated. The board received quotes from Unruh Construction and Watson’s Construction. The quote from Unruh totaled $2,250 and the quote from Watson’s totaled $23,237.50. Commissioner New made a motion to accept the quote from Unruh Construction, which was the lowest, for $2,250. Commissioner Johnny Davis seconded the motion. Discussion: Watson’s Construction’s quote included repairing and/or replacing the joists underneath the courthouse. Commissioner Gonice Davis stated repairing the floor and not fixing the problem would amount to throwing away 2,200 and the problem would still not be fixed. He also stated if the joists underneath had deteriorated, then perhaps the county should acquire bids from both companies on repairing the problem underneath. Commissioner New stated he knew Commissioner Gonice Davis was knowledgeable about carpentry but if they were going to go underneath the courthouse they would need to go underneath the entire courthouse; the building was old and settled. Chairman McGraw stated he believed if there were a problem with the floor in the future Mr. Unruh would come back and make necessary repairs. The vote was unanimous. County Animal Control Discussion Chairman Chairman McGraw presented information on animal control for the county. Citizens have complained about stray dogs in neighborhoods; after much discussion the idea of having an animal control officer was determined to be unfeasible at this time. Elections Building Repair/Relocation – Chairman Chairman McGraw presented the board with information on roof leaks at the Board of Elections building. Chairman McGraw asked Robert Yonchak, Safety Coordinator/Purchasing Agent to obtain a price on an electrical audit and what it would cost to wash the beams, etc., stating that for the bulk of the work inmate labor could be utilized. The chairman asked Susan Gray, Elections Superintendent, to speak to Mr. Yonchak about the problems she has with the building. Commissioner Johnny Davis expressed concern for the county not having a governmental complex; his concern was some county offices were running out of space and offices were being scattered all over town. Upcoming EMS Contract Expiration Discussion – Admin County Administrator, Adam Mestres, presented information regarding the EMS Contract and the upcoming expiration. After much discussion, Commissioner Wayne Davis made a motion to allow Chairman McGraw and County Administrator, Adam Mestres, an opportunity to meet with Gold Cross Ambulance Service to negotiate a fee. Commissioner New seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments Public Comments on Agenda Items Commissioner Johnny Davis asked if someone else wanted to submit a bid for ambulance service would it be too late. Chairman McGraw explained the motion was for the administrator and himself to negotiate a price with Gold Cross. Commissioner Wayne Davis stated if the current company and the board reached a decision the board would not have to solicit bids for the ambulance service. Adjournment Commissioner Wayne Davis made a motion to go into Executive Session to discuss personnel. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Executive Session Commissioner Johnny Davis made a motion to adjourn Executive Session. Commissioner New seconded the motion. The vote was unanimous. No Action taken. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. ---PAGE BREAK--- JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING AUGUST 13 2013 7:00 P.M. This was the regular scheduled meeting for the month of August. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Commissioner Gonice Davis, Member; Commissioner 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 asked for prayers for County Administrator, Adam Mestres, and his wife on the upcoming adoption of twins. He also asked that prayers be rendered for John Peebles, a frequent attendee at the county meetings who was ill and prayers for Angie Wren, a county employee, who has cancer. Commissioner Johnny Davis gave the invocation. Chairman McGraw welcomed guests. 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; Adam Mestres presented the administrator’s report; Carl Wagster, EMS Director presented the ambulance report; and Jimmy Kitchens, Code Enforcement Officer/Building Inspector, presented the Code Enforcement Report. Tax commissioner, Nancy McGraw, commended Adrian Snell on the outstanding job he is doing in the code enforcement office. Consent Agenda The Consent Agenda items were: Motion to adopt STWP Resolution Motion to purchase HVAC for EOC at Armory from Helton Electric Motion to accept the bid from Unruh Construction for repairs at Tax Assessor’s Office Motion to submit 2014 LMIG Project List for resurfacing 5.4 miles of Clarks Mill Road from bridge to SR 88 Motion to allow county administrator and chairman to initiate upcoming EMS contract negotiations with Gold Cross Commissioner Wayne Davis made a motion to adopt the Consent Agenda. Commissioner New seconded the motion. The vote was unanimous. OLD BUSINESS Butcher Pen Road/Kamin – Admin Jerry Brinson of Moreland Altobelli presented information on paving Butcher Pen Road. Commissioner Wayne Davis suggested Charlie Akins, a representative of Kamin Mines, ascertain from Kamin how much they would be willing to provide on the paving of Butcher Pen Road. Chairman McGraw also suggested Charlie Akins go with Commissioner Wayne Davis and Jerry Brinson to look at Butcher Pen Road the following Monday (August 19, 2013) Generator Bid for Armory – R. Yonchak County Administrator, Adam Mestres, reviewed the bids received for the generator at the armory. Mr. Mestres noted Hi Tech and J & T Service Center submitted bids on the identical generators. His recommendation was for the board to accept the bid from J & T Service Center of Lincolnton, Georgia. The cost of the generator will be payable via funds from EMA funding the county receives. The bids are as follows: Company Amount of Bid Cummins Power South, LLC $24,778.47 Hi-Tech $26,850.00 J & T Service Center, Inc. $20,572.00 J & T Service Center, Inc. (Mobile) $37,718.00 ---PAGE BREAK--- Commissioner Johnny Davis made a motion to purchase the generator from J & T Service Center, Inc. for $20,572.00. Commissioner Wayne Davis seconded the motion. Discussion: Commissioner New wanted clarification as to how the generator would be “hooked up”. Mr. Mestres explained to Commissioner New if the power goes out the generator will automatically come on. Commissioner New also wanted to know if the generator would supply power to the whole armory if there were a power outage. Mr. Mestres explained that it would in fact cover the entire armory. The vote was unanimous. DFACS Board Appointment – G. Davis Commissioner Gonice Davis made a motion to appoint Earnestine Kemp and Betty Perez to the DFACS Board. Mrs. Perez will replace Mr. O. W. Carter on the board. This term commenced July 1, 2013 and will conclude June 30, 2018. Mrs. Kemp will fulfill Mrs. Ann. Smith’s unexpired term which concludes June 15, 2015. Commissioner Johnny Davis seconded the motion. The vote was unanimous NEW BUSINESS Setting of 2013 Millage Rate – Admin County Administrator, Adam Mestres, presented information regarding setting the 2013 Millage Rate; after much discussion, it was determined the funds from SPLOST should come to the county commissioner’s office in the general fund account and the commissioner’s office would disburse the funds to the development authority. Commissioner Wayne Davis made a motion to ask for an extension at the revenue department, re-advertise the setting of the tentative millage rate at 14.739. Commissioner Johnny Davis seconded the motion. The vote was unanimous. 2013 LMIG Project Resurfacing/Widening Bid Presentation – Admin The county administrator reviewed bids received earlier in the month for paving. The bids were as follows: Company Amount of Bid Pittman Construction Company $525,115.00 C & H Paving $531,949.00 Reeves Construction. $556,069.10 Beans Construction $614,392.92 Jerry Brinson recommended the county utilize Pittman Construction Company of Conyers, GA to complete the widening and resurfacing of Clarks Mill Road. Commissioner Wayne Davis made a motion to accept lower bid from Pittman Construction Company of $525,115.00. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Region 6 EMS Advisory Council Appointment Chairman Chairman McGraw recommended Donald Tanner of Louisville, GA, be appointed as Region 6 EMS Advisory Council. Commissioner Johnny Davis made a motion to accept Chairman McGraw’s recommendation of appointing Donald Tanner to the Region 6 EMS Advisory Council. Commissioner Wayne Davis seconded the motion. The vote was unanimous. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items Commissioner New commented on the setting of the tentative millage rate. Adjournment Commissioner New made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous.