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MORGAN COUNTY BOARD OF COMMISSIONERS RETREAT CAMP TWIN LAKES AUGUST 23, 2013 9:00 A.M. MEETING SUMMARY Attendees: Ellen Warren, Chairperson Andy Ainslie, Commissioner Phillip Clack, Commissioner Donald Harris, Commissioner Ron Milton, Commissioner Michael Lamar, County Manager Jane Laseter, County Clerk Media Present: Elizabeth Neal, Lake Oconee News Facilitators: Jim Dove, NEGRC Executive Director Mott Beck, NEGRC Executive Assistant Chairperson Ellen Warren welcomed those in attendance and introduced Jim Dove and Mott Beck of the Northeast Georgia Regional Commission. Mr. Dove gave an overview of the retreat format prior to leading discussion on various topics. He mentioned that matters to be discussed were those previously deemed to be significant by the Commissioners. The first discussion item was Employee Related Issues; specifically compensation, utilization of a Credit Union, and the possibility of employing a Manager’s Assistant. Regarding compensation, Mr. Dove provided results of a survey of Northeast Georgia counties regarding proposed salary action during the most recent budget cycle. Afterwards, the following points were offered: Is this the time for increases? (2 ½% merit increase given in FY11 – first time in approximately five years). Pay increase boosts morale. Would like to see something for volunteer firemen. ---PAGE BREAK--- Individual departments, but not all, may have morale issues. This is a proactive idea. Perhaps key individuals/department heads should be rewarded (i.e. Manager, Roads & Bridges, Planning & Zoning, CFO) County has “super employees” – not making nearly enough. Must be careful if “singling out” employees. Evaluations are undertaken on an infrequent basis – shelved recently as salary increases were not an option. In the past, the evaluation process has included a self-evaluation, followed by a review by the supervisor. A 1% across the board salary increase equates to approximately $65,000, or approximately 1/10th mil. It was requested that the Manager work with the CFO to propose potential salary increases for the next year. Is an increase in the 2% - 5% range appropriate? The employee evaluation instrument should be reviewed. Morgan County salaries should be compared to those of similar counties. Perhaps a return to annual evaluations should be explored, with the Manager having responsibility for reviewing all evaluations prior to being finalized. The County has 180 full-time employees and 20-30 part-time employees. Regarding volunteer firefighters, explore possibility of providing a reimbursement per call. At present, they receive training pay on a quarterly basis. The possibility of appointing a Budget Committee to assist BOC and staff was discussed. Although such a committee has merit, it may be difficult to find unbiased persons as well as someone knowledgeable on budget matters, and an appointee may have a different agenda from others in the district. The public has been supportive of budget matters thus far. Regarding the Credit Union, attendees offered the following: It would benefit employees. Is it worthy of investigation? (The majority felt it is.) It would be to have a presentation by ACCG regarding establishment of a Credit Union along with the pros and cons. Relative to a Manager’s Assistant, the following points were made: It might possibly give the Manager more time for “non-detail” type issues. It might be more appropriate to provide for someone to assist with grants writing rather than a 40-hour per week assistant. There is value to investigating the grants writer position as well as meeting with NEGRC staff to discuss their capabilities in this regard. ---PAGE BREAK--- To summarize Employee Related Issues, it was the consensus that raises in employee pay should be explored by the Manager and CFO, with a proposal forthcoming for discussion in the next budget process. In addition, reinstitution of employee evaluations on a regular basis should be undertaken if feasible. Salaries of similar positions in other counties should be compared, and a review undertaken of the manner in which volunteer firefighters are reimbursed. Regarding utilization of a Credit Union, a presentation by ACCG might prove helpful. Finally, a full time assistant to the Manager is not presently needed. However, the matter of identifying a grants writing specialist or organization should be explored. The second topic was Ways to Maintain the County’s Agricultural Viability. Items included an Agricultural Authority, a Farmers’ Market, and Transfer Development Rights (TDRs). The following were offered: Such viability helps to alleviate other problems. Farmers’ Market idea should be explored. An Agricultural Building Authority is already in place. TDRs will preserve agricultural land. There are several agricultural groups in existence – can we bring these groups together? The location of a Farmers’ Market is important. Inspection of food at a market is critical from a liability standpoint. Commissioners seemed supportive of the Farmers’ Market idea. It was felt that some guidance might be provided by the Cooperative Extension Service. Additional guidance can be provided by Union County Chairman Lamar Paris, as his County has been very successful in a similar endeavor. A Farmers’ Market will encourage more products to be grown in the County while encouraging a healthy lifestyle. Regarding TDRs, it is hard to sell the idea as so much of the County is in green space. In summary, it was the consensus that the idea of a Farmers’ Market should be explored, with possible assistance from the Cooperative Extension Service and Union County Chairman Lamar Paris. Mr. Paris will be invited to meet with the Morgan County Board of Commissioners to provide information on the successful market in Union County. The matter of pursuing TDRs will not be pursued at this time. ---PAGE BREAK--- The third matter of discussion was Ways to Increase BOC Participation with Staff Regarding the 2015 Budget and Beyond. The following comments were offered: Past CFO “dropped ball” – the budget process was out of kilter, and the new software was an issue. There is a great CFO in place now; things are coming together, and everyone is trying to find their way. Budget experience among Commissioners is helpful. The idea of utilizing a BOC liaison to the CFO should be formalized. The BOC “dumped” the budget on the Manager and CFO last year. BOC should get involved early in the budget process – as soon as it has an idea of the Tax Digest. BOC and staff need to get a good grip on the Tax Digest earlier in the process. Department requests (and especially increases) should be identified as early as possible. Early prioritization of BOC requests will assist staff. Perhaps the BOC can meet informally to provide direction. BOC is fortunate to have an experienced County Manager. In summary, it is felt that the present CFO working with a well versed County Manager will provide a better budgeting environment. The Tax Digest should be made available as early as possible, and requests from individual departments should be made available early in the process. The BOC should become involved early on, and perhaps an informal budget workshop could be held. The Conservation Use Program was the next discussion subject. Mr. Dove provided a quick overview of a report entitled The Local Government Fiscal Impacts of Land Uses in Morgan County as prepared by Dr. Jeff Dorfman. Commissioners offered the following thoughts: Is there too much land in CUVA? The burden falls on everyone. Ensure that CUVA participants qualify. It was suggested that minimal abuses have occurred. There is no minimum acreage required for inclusion in the program. Under new legislation, a house plus two acres may not be included. The State has made it easier to participate in CUVA. There have been changes in state reimbursement. It might be prudent to engage an outside group to “spot check” or review County efforts. ---PAGE BREAK--- In summary, it was noted that only minimal abuses by Morgan County CUVA participants have occurred; however, the State has made it easier to participate. Engagement of an outside group to review County efforts is worthy of exploration. Participants were asked to develop a draft list of priorities on which to focus for the next twelve months. They are as follows: Employee compensation package. Provide more job opportunities for Morgan County residents. Public safety. Budget (and development process). Recycling study – how to improve efforts. Discuss future SPLOST and reach consensus. Ways to increase revenues. Regain citizens’ trust. Utilization of new equipment – focus on roads/bridges and show what is being done. Get more citizens’ input at BOC meetings (and perhaps hold district meetings). With assistance from Manager, look at restructuring County departments. More affordable housing in the County. Improve cell service/high speed internet in County. Assist hospital. Provision of natural gas in unincorporated County. Secure water source for County. Fair and open government. Continue retreats. Review personnel evaluation process. Improved recreation facilities. Farmers’ Market. Keep crime rate low. Utilize available grant sources. Credit Union. Following a review and discussion of the preliminary list, participants were given an equal amount of “dots” and asked to vote for priorities deemed to be of the highest importance. During tabulation of votes, some of the proposed priorities were combined. The following seven items were identified as the highest priorities: 1. Farmers’ Market. 2. Public Safety. ---PAGE BREAK--- 3. Employee compensation package/review personnel evaluation process. 4. Budget (and development process). 5. Assist hospital. 6. Secure water source for County. 7. Utilization of new equipment – focus on roads and bridges and show what is being done. After completion of these tasks, lunch was served and informal discussion continued. As a final activity, a tour of Camp Twin Lakes was provided by staff.