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JEFFERSON COUNTY COMMISSIONERS WORK SESSION SEPTEMBER 3, 2013 8:30 A.M. The purpose of the meeting was to prepare the agenda for the September meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Tommy New, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Commissioner Johnny Davis was absent. 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 Gonice Davis seconded the motion. The vote was unanimous. OLD BUSINESS Butcher Pen Road/Kamin – Admin Commissioner Wayne Davis presented information on Butcher Pen Road; Commissioner Wayne Davis stated he had an opportunity to meet with Jerry Brinson from Moreland Altobelli regarding the paving of Butcher Pen Road but he has not had an opportunity to speak with Charlie Akins. Commissioner Wayne Davis made a motion to table discussion on the paving of Butcher Pen Road until he has had an opportunity to speak with Mr. Akins. Commissioner New seconded the motion. The vote was unanimous. NEW BUSINESS Elections Board Appointment – J. Davis Commissioner Johnny Davis was absent; the Elections Board Appointment was his. This item was tabled until the Regular Meeting on Tuesday night. Opening of Bids for Backhoe/Loader County Administrator, Adam Mestres, opened bids for a backhoe/loader at the road department. The bids were as follows: Company Make Description Base Amount Flint Equipment John Deere Large Backhoe/loader 710K $118,779.98 Small Backhoe Backhoe/loader 410K $84,241.64 Yancey Brothers Caterpillar Large Backhoe/loader 450F $165,626.00 Small Backhoe/loader 430F $124,093.00 Border Equipment Case Small Backhoe/loader Case 590 $81,300.00 The county administrator will present bid tabulations at the Regular Meeting on Tuesday night. Resolution to Change AD Valorem Tax – Admin Commissioner Wayne Davis made a motion to adopt a Resolution changing the due date for Ad Valorem taxes. Commissioner New seconded the motion. The date will be changed from December 20th to November 15th of each year beginning November 2014. The vote was unanimous. Work Session Meetings Time Amendment – Admin The board discussed amending the time of the work session from mornings to evenings. County Attorney, Michael Moses, stated the revision would have to be done via an ordinance amendment and would have to be advertised as an ordinance would. The work sessions are currently being held on the first Monday morning in each month; with the amended ordinance the work sessions will be changed to be held on the first Monday evening in each month. Commissioner Wayne Davis made a motion to start the process of amending the time for Work Sessions. Commissioner Gonice Davis seconded the motion. The vote passed with Chairman McGraw, Commissioners Gonice Davis and Wayne Davis voting yes. Commissioner New voted no. Thomas Street Debris Collection – Discussion-Chairman Chairman McGraw discussed the amount of debris being washed from the yards of citizens residing in the Rufus Wren Subdivision. This debris is being washed into a pond in the vicinity belonging to Bob Henderson. Duhart Church Road/Partial Road Closure – Discussion-Chairman Chairman McGraw discussed the possible partial road closure of Duhart Church Road. Chairman McGraw stated members of Pine Hill Baptist Church approached him previously; however they were not present at the meeting to make the request. ---PAGE BREAK--- 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 go into Executive Session to discuss personnel. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Executive Session Commissioner Wayne Davis made a motion to adjourn Executive Session. Commissioner New seconded the motion. The vote was unanimous. No Action taken. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner New seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS REGULAR MEETING SEPTEMBER 10, 2013 7:00 P.M. This was the regular scheduled meeting for the month of September. 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. Commissioner Wayne Davis gave the invocation. Chairman McGraw welcomed guests. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to amend the agenda by adding the Senior Center Director as Item a under New Business. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Commissioner Wayne Davis made a motion to adopt the minutes. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Commissioner Johnny Davis made a motion to forgo the EMS, Code Enforcement, and E-911 Reports. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Chairman McGraw presented the chairman’s report and Adam Mestres presented the administrator’s report. Consent Agenda There were no Consent Agenda items. OLD BUSINESS Butcher Pen Road/Kamin – Admin Commissioner Wayne Davis presented information regarding Butcher Pen Road. Commissioner Wayne Davis made a motion to allow Moreland Altobelli to advertise for Butcher Pen Road to be paved at the distance previously discussed; get the bids in, at which time they can meet with Charlie Akins, a representative of Kamin Mines, and ascertain the amount of money Kamin is willing to contribute as their portion to have the road paved. Commissioner Johnny Davis seconded the motion, but with the addendum that this is only to determine a cost and not to actually perform any work. Discussion: Chairman McGraw made reference to a letter the county attorney had given him previously and asked the county attorney was it possible for the county to pave the road. County Attorney, Michael Moses, stated if the county had the right of way the road could in fact be paved. Commissioner Gonice Davis wanted to know who would be financially responsible for the paving of the road. Commissioner Wayne Davis stated Kamin would be financially responsible…Charlie Akins needed a figure to give to Kamin which is why there was an RFP for the paving of the road. The vote was unanimous. Elections Board Appointment – J. Davis ---PAGE BREAK--- Commissioner Johnny Davis made a motion to appoint Rebecca Gibbons to the Elections Board. Ms. Gibbons will fulfill the unexpired term of Ms. Anita Gibbons; her term will begin September 10, 2013 and end July 27, 2015. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Bid Review and Purchase of Backhoe/Loader – Public Works The board reviewed bid prices received for a backhoe/loader. The bids were on a large and small backhoe; they are as follows: Company Make Description Base Amount Flint Equipment John Deere Large Backhoe/loader 710K $118,779.98 Small Backhoe Backhoe/loader 410K $84,241.64 Yancey Brothers Caterpillar Large Backhoe/loader 450F $165,626.00 Small Backhoe/loader 430F $124,093.00 Border Equipment Case Small Backhoe/loader Case 590 $81,300.00 Road Superintendent, Ken Thomas, recommended the board vote to purchase the larger John Deere machine from Flint Equipment; Commissioner Wayne Davis recommended the smaller Case machine from Border Equipment. Commissioner Wayne Davis made a motion to purchase the smaller Case 590 backhoe/loader. Commissioner New seconded the motion. The vote failed with Commissioners Wayne Davis and New voting yes; Chairman McGraw and Commissioners Gonice Davis and Johnny Davis voting no. Commissioner Gonice Davis made a motion to accept Road Superintendent, Ken Thomas’ recommendation and purchase the John Deere 710K backhoe/loader from Flint Equipment. Commissioner Johnny Davis seconded the motion. The vote passed with Chairman McGraw, Commissioners New, Johnny Davis and Gonice Davis voting yes. Commissioner Wayne Davis voted no. Resolution to Change Ad Valorem Tax – Admin Commissioner New made a motion to adopt the Resolution presented by the tax commissioner to change the ad valorem tax due date. Starting 2014 the new due date will be November 15th. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Work Session Meetings Time Amendment – Admin Commissioner Wayne Davis made a motion to proceed with the amendment to the work session meetings time. This amendment change would constitute the meetings be held in the evening of the first Monday of each month rather than the morning. Commissioner Johnny Davis seconded the motion. The vote passed with a vote of four to one. Chairman McGraw, Commissioners Wayne Davis, Gonice Davis, and Johnny Dates voted yes. Commissioner New voted no. Thomas Street Debris Collection – Discussion-Chairman Chairman McGraw presented information regarding debris collection on Thomas Street. Commissioner Johnny Davis asked that the previous decision by the board be researched. Chairman McGraw suggested Commissioner Johnny Davis work with Commissioner Wayne Davis to ascertain the decision preciously made by the board. Duhart Church Road/Partial Road Closure – Discussion-Chairman A representative from Pine Hill Baptist Church addressed the board regarding the partial closure of Duhart Church Road. Commissioner New made a motion to advertise the road closure in the local paper to see if anyone objects. Commissioner Johnny Davis seconded the motion. The vote was unanimous. Setting of 2013 Millage Rate – Administrator Commissioner New made a motion to set the millage rate at 14.739. Commissioner Johnny Davis seconded the motion. The vote passed with a vote of four to one. Chairman McGraw, Commissioners New, Gonice Davis, and Johnny Davis voted yes. Commissioner Wayne Davis abstained from voting. NEW BUSINESS Senior Center Director Appointment Commissioner McGraw recommended Tammie Bennett as the new Senior Center Director. Commissioner Gonice Davis made a motion to accept Chairman McGraw’s recommendation. Commissioner Johnny Davis seconded the motion. The vote passed with a vote of three to two. Chairman McGraw, Commissioners Gonice Davis and Johnny Davis voted yes. Commissioners New and Wayne Davis voted no. Scheduled Public Comments There were no scheduled public comments. Public Comments on Agenda Items John Peebles and Carrie Brown made comments regarding the Senior Center. Adjournment ---PAGE BREAK--- Commissioner Wayne Davis made a motion to adjourn. Commissioner Johnny Davis seconded the motion. The vote was unanimous. JEFFERSON COUNTY COMMISSIONERS CALL MEETING SEPTEMBER 20, 2013 8:30 A.M This was a call meeting. It was held at the Jefferson County Commissioners Office. Those present were as follows: Mitchell McGraw, Chairman; Gonice Davis, Member; Tommy New, Member; Wayne Davis, Member; Adam Mestres, County Administrator; Michael Moses, County Attorney, and Bonnie Wells, County Clerk. Commissioner Johnny Davis was absent. Chairman McGraw called the meeting to order. Commissioner Gonice Davis gave the invocation. Commissioner Wayne Davis made a motion to adopt the agenda. Commissioner Gonice Davis seconded the motion. The vote was unanimous. NEW BUSINESS Contract for Pittman Construction 2013 LMIG Project Commissioner Wayne Davis made a motion to award the contract to Pittman Construction for the 2013 LMIG Project (resurfacing Clarks Mill Road); the amount of the contract is $525,115. Commissioner Gonice Davis seconded the motion. The vote was unanimous. Contract for Blair Construction Kellie Quarter Road Emergency Repair Commissioner Wayne Davis made a motion to award contract to Blair Construction for the amount of $120,085.80. Commissioner Gonice Davis seconded the motion. Discussion: Commissioner New ascertained the repair of the road was put out for bid because the road department did not have time to repair the road. The county administrator explained the road department was working on other projects and did not have time to repair Kellie Quarter Road. Commissioner Gonice Davis wanted to know how long the road had been closed and was informed by Commissioner Wayne Davis Kellie Quarter Road had been closed for four and a half weeks. The vote was unanimous. Track Hoe Repair/Replacement Discussion The County Administrator and Road Superintendent’s recommendation is to put a new engine in the track hoe; put a package together on the track hoe and put it out for bid. Once that is done prices and quotes can be obtained on a new machine. Commissioner Gonice Davis made a motion to accept the recommendation of the administrator and the road superintendent of placing a new engine in the track hoe, placing it on sale, and obtain bids on a new track hoe. Commissioner Wayne Davis seconded the motion. Discussion: Chairman McGraw said a new track hoe needs to be purchased because he did not want to put an engine in the machine and then something else tears up. The vote was unanimous. Adjournment Commissioner Wayne Davis made a motion to adjourn. Commissioner Gonice Davis seconded the motion. The vote was unanimous.