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Tuesday, November 27, 2012 – 6:30 p.m.
Courthouse Annex, 79 Jackson Street, Zebulon, Georgia
Tonight's meeting was attended by four commissioners with the exception of Commissioner Bass, County Clerk Jo Ann Wrye to take the minutes, County Attorneys Rob and Tom Morton, and County Manager (CM) Mike Phillips. It was a standing room only crowd with many there about the bridge on Buffington Road and others about county animal control.
1. CALL TO ORDER.....................................................................................Chairman Doug Mangham
2. PLEDGE OF ALLEGIANCE....................................................................Chairman Doug Mangham
3. APPROVAL OF THE AGENDA - (O.C.G A. 50-14-1 (e) (1))
4. APPROVAL OF THE MINUTES - (O.C.G.A.§ 50-14-1(e) (2))
Minutes of the November 14, 2012 Regular Monthly Meeting.
5. INVITED GUESTS
a. Jayne Midura of CoCo’s Cupboard desires to introduce members of CoCo’s Cupboard, explain non-profit purpose and mission. Give the Commissioners and public an opportunity to meet them and ask questions.
Jayne Midura of CoCo's Cupboard spoke to commissioners about animal control in Pike County. One of the members of the board brought two dogs into the room before being advised that there was an ordinance that did not allow pets into the meeting room. One of the dogs was a service dog and it was a allowable that the other dog was a foster dog from CoCo's Cupboard and it was not allowed. Commissioners were told, "We wanted to make it real for you because it's real for us every day." CoCo's Cupboard is a 501c3 organization that was founded in 2011 to help reduce the number of abandoned dogs and cats in Pike County. They provide pet food and supplies on a limited basis to families who are experiencing extreme financial hardship so they can keep their pet(s), they promote spay and neuter to help reduce the number of unwanted and abandoned pets, they provide limits in foster care in a licensed facility two dogs and cats love and surrendered by their owners due to financial hardship or inability to care for them, they are working to educate the governments and citizens of our county about the need for a permanent animal control facility, and they are working to educate the community about pet ownership before getting a pet. [Note from the Editor: The best part about her talk with the commissioners was that she brought her own kitchen timer, set it for 5 minutes, and stopped talking immediately when it went off because Chairman Doug Mangham had advised her at this meeting, as he did at the last one that she spoke at, that she would only have five minutes to address the commissioners. (I won't apologize for my sarcasm since I think it is rude to invite a guest speaker to address the commissioners and then gavel them down if they go a bit over five minutes.)] She gave some statistics on pet overpopulation including how quickly cats can reproduce and told how they have helped out in our community. Since January of 2012 CoCo's Cupboard has given away an estimated 3000 pounds of pet food or related supplies to families in needm and they have sponsored 130 spay/neuters. They became a licensed small kennel in September 2012 and have fostered and placed 15 dogs into new homes. They are currently fostering 9 dogs. She encouraged commissioners to bring animal control to our community and said that people in other counties are affected by a problem with animal control too. Commissioners had no questions for her, but Commissioner Tamra Jarrett thanked her for bringing this information to them and Commissioner Don Collins said thank you for what you're doing. www.cocoscupboardinc.org
6. REPORTS FROM COMMISSIONS, DEPARTMENTS, COMMITTEES, AUTHORITIES
a. Monthly Reports submitted from County Departments and County Authorities, including a Revenue/Expenditure Statement for all departments, and a summary check register. There are no reports as they will be provided during the first Board meeting of November.
b. County Manager Report
[Note from the Editor: These numbers have not changed from the first meeting of the month. There will be an update at the December 12, 2012 meeting.]
▫ Update on County finances for the following funds/accounts:
General Fund $196,187.30
Jury Account $0.00
Cash Reserve Account $176,368.66
Jail Fund $20,798.56
E-911 Fund $101,336.41
DATE Fund $15,309.63
Juvenile Court Fund $25,304.81
Residential Impact Fees $278,700.52
Commercial Impact Fees $17,822.44
General Obligation SPLOST Tax Bond Sinking Fund, 2011 $766,352.96
- Courthouse renovation update.
Work on the courthouse is ongoing.
- Update on any pertinent departmental issues.
Helen Carter from the 4H Office advised that her copier's 3 year lease is up at the end of the month and that her office is looking to renew this a lease. It will not cost the can see any money. CM Phillips advised that since it was dealing with the contract, he wanted commissioners to beware of this. No motion was needed.
- No draw as yet to the recently approved TAN line of credit.
There has been no draw on the Tax Anticipation Note (TAN) to date.
- Animal Control Plan.
[Note from the Editor: I have requested this information by email and will update it when I receive it.]
d. Commissioner Reports
Commissioner Don Collins praised department heads and the county manager for their hard work so the county would not have to draw off of the TAN note. He said this was good news. No one else spoke.
Update 11.28.12:
e. County Attorney Report to Commissioner
County Attorney Rob Morton advised that there should be a meeting soon with Pike County Parks & Recreation Director Kevin Teate, the Chairman of Pike County Parks & Recreation, and County Manager Mike Phillips soon to address an intergovernmental agreement between the county and this authority.
He also advised that there was an orientation with the new commissioners as they got acquainted with department heads, etc. in the county. He said that it went well. [Note from the Editor: Soon to be Commissioner James Jenkins and Chairman Briar Johnson will attend their first meeting in January. Both have been at various meetings getting a bird's eye view of the job that they are about to step into. Best of luck to them and to outgoing Commissioner Don Collins and Chairman Doug Mangham.]
7. UNFINISHED BUSINESS
a. Discuss Securus Contract negotiations, carried over from the November 14, 2012 meeting.
Securus is a secured inmate phone system that is up for renewal. The sheriff has asked to enter into a new contract with a signing bonus that would be used to purchase and install a new inmate management system to replace the current one which has some problems. This discussion is continued from prior meetings. Click here to read from the October 30, 2012 meeting (Section 8.a.) and learn why commissioners are discussing this contract instead of the Sheriff's Office. Documentation was provided to the commissioners which included a proposal on a five year basis of commissions vs. a signing bonus. The company estimated that the county could make that to $25,000 potentially the commission basis and is offering a $28,000 lump sum signing bonus which would not have commissions with it. The new inmate tracking system that has been requested will cost between $22,000 and $24,000. Commissioners have questions for this company and asked County Attorney Rob Morton if he could arrange a meeting with the company before the December 12 meeting or even set up a workshop with the Sheriff and the company.
b. Buffington Bridge Report, carried over from the November 14, 2012 meeting.
Kim Irby spoke on the behalf of the family of Ryan “Hoot” Wilson in the November 14, 2012 meeting. Her cousin, Hoot, was killed on this bridge a month ago. Click here and read the Invited Guest portion of the meeting. The family has asked for guard rails to be installed on this bridge which only has a 13 inch concrete barrier and a 25 foot dropoff. Public Works Director Todd Goolsby gave an estimate to the commissioners for a guardrail on the bridge as well as guardrails 50 feet out on all four corners proceeding to the bridge. It will be $2700 for the railing on the bridge that public works can install and $13,000 for the rest of the guardrails. Mr. Goolsby said that he would work with the DOT to try and get reimbursement on part of this. There is $10,000 in his budget that can be used on bridge maintenance. He advised that there are signs out at the bridge until the county can make improvements. There was a concern that there are other bridges like this in the county and they would need to be improved as well. Planning and Zoning Director David Allen suggested that the county check into using Impact Fee funds for roads to make improvements like this. County Attorney Rob Morton also advised that once the courthouse is completed, the reamining money from the 5 year SPLOST can be used for roads and bridges. Collections will continue for SPLOST through the five year period. Motion to proceed on making improvements to this bridge with guardrails. Approved 4-0.
Kim Irby was present at this meeting and she thanked the commissioners for listening and doing something about this bridge. She also thanked Mr. Goolsby for his work on fixing the bridge.
Commissioner Don Collins said that there was no criteria for naming a bridge, etc. in the county after anyone (as the family has asked to do with the Buffington Road Bridge). Motion to encourage the Planning and Zoning Director, the Public Works Director, the County Manager, and the County Attorney to come up with the process that includes criteria for naming roads, bridges, buildings in the county at the next meeting. Approve 4-0.
c. Second reading of Chapter 111 Alcoholic Beverages, carried over from the November 14, 2012 meeting.
Approved 3-1 with Commissioner Tommy Powers voting against it.
Update 12.3.12:
d. Consider Resolution setting initial salary of Chief Magistrate Judge for upcoming term 2013-2016, carried over from the November 14, 2012 meeting.
Motion to approve a salary of $49,182.07 for the Chief Magistrate's salary for the upcoming term of office. Approved 4-0.
e. Approve/Disapprove Part-time position with the Registrar’s Office, carried over from the November 14, 2012 meeting.
This position was removed from her budget a few years ago. Registrar Chamblin advised that this position is needed in order to keep someone in the office while she and another part-time worker complete mandated redistricting for both Board of Education and Board of Commission Districts. She also advised that she will keep the cost down as much as possible after redistricting. This money is not in her budget so she asked for about $10,000 to cover this position with 16 to 20 hours per week and no overtime. Discussion that the money for this will come from contingency. Motion to fund the part-time position with a stipulation that the total amount is not to exceed $10,000. Approved 4-0. Registrar Chamblin asked if a part-time worker who has already worked during early voting and as a seasonal employee could be hired rather than going through a long process and then having to train someone. CM indicated that this might be feasible.
f. Discuss Vehicle Use Policy, carried over from the October 30, 2012 meeting.
This was postponed until the December 12, 2012 meeting.
g. Approval/Denial of Molena Fire Station Lease presented by George Ingram, City Council member carried over from November 14, 2012 meeting.
Council Member George Ingram spoke before the commissioners and Mayor Brian Calloway was present to answer questions too. He said that the goal was set in 2004 to build a new fire station and that in 2012, this state of the art fire station has been built with 3 bays, a training center, and a kitchen. They are asking for $200 per month to maintain the facility and pay insurance and water. They are also asking for $6,000 to be placed in a separate account that will be a maintenance deposit that will cover anything not covered by insurance. This account would need to refilled when it is spent down to $1,900. Since most major items are covered by insurance, this might sit for a while, but he said that the skylights which are saving electricity right now will eventually leak and need work so this is what they are looking toward. Discussion on how to pay the $6,000 (not all at once but in $500 per month payments until it is fulfilled and would not be spent on anything else) and why the city would want that money sitting there so they wouldn't have to come and ask for it later on down the road in case there are several projects and needed repairs could fall far down on the list of needs with the county. Councilman Ingram did say that they would come to the county first if repairs were needed and see if we could do them, but if not, they want to be assured that funds will be available in a timely manner. [Note from the Editor: It has been said in past discussion on this matter that in cases where the county does not own one of the new fire stations in a city because it was built with SPLOST funds for the city, etc., there is rent being paid to the city for it so this is not unprecedented.] The question was asked whether it would be better to pay higher rent to the city and let them put that money aside instead of keeping $6,000 in an account. Consensus from commissioners that they would like to see a comparison between the current proposal and a flat fee to cover everything. Motion for the City of Molena to bring this information to the December 12 meeting. Approved 4-0.
Recess from 7:21 p.m. until 7:28 p.m.
8. NEW BUSINESS
a. PUBLIC HEARING: Text Amendment to the Pike County Code of Ordinances, Title XV, Chapter 155, Subdivisions, Sections 155.01 through 155.87
ACTION: Approval/Denial of the first reading of Subdivisions.
This clarifies responsibilities on road pavings, etc. Motion to approve. 4-0.
b. PUBLIC HEARING: Text Amendment to the Pike County Code of Ordinances, Title XV, Chapter 158, Sign Ordinance, Sections 158.01 through 158.16.
ACTION: Approval/Denial of the first reading of the Sign Ordinance.
This matter went before the Planning Commission on November 8, 2012 to see if it needed some flexibility for electronic signs. They recommended a raising of the text size from 6 inches to 12 inches and recommended the length of time between changes be reduced from 15 minutes to 2 minutes. Planning and Zoning Director David Allen advised that current applicants will have to show the sign working under our regulations or show a video of the sign working before they can get a permit from now on. No one spoke for or against this. Commissioner Collins asked if the two applicants who were not in compliance with this were now in compliance and was advised that Mt. Olive is in full compliance and that Patriot Motors will be going before the Board of Appeals on a variance on letter size only in December because the letters on its sign are 15 inches instead of 12. It was reiterated that 12 inches is the highest letter size that will be approved from here on out. Motion to approve. 4-0.
c. PUBLIC HEARING: (2) SE-12-07 – Jonathan S. Buxton and Kimberly L. Sellers, property owners, are requesting a special exception in an A-R zoned district to allow for a recreational vehicle as a temporary residence at a home construction site. The property, located on Friendship Circle, has approximately 381 feet of total frontage along the west side of Friendship Circle, located in Land Lot 237 of the 1st District of Pike County, Georgia. Said property consists of 16.5 acres and is further identified as Tax Map Parcel #027 002 C.
ACTION: Approval/Denial of Special Exception Request.
Staff and the Board of Appeals recommended approval with stipulations including 1) only one RV be allowed on the property during this process, 2) a building permit must be obtained for the new home, and 3) if construction is not completed on the home within 12 months, an approval must be obtained from the Planning and Zoning Adminstrator for another year with no circumstances allowing an RV/etc to be on the property after that 24 month period. No one spoke for or against. Motion to approve. 4-0.
d. Proposed change to the GIS Fee Schedule regarding the price of road maps.
$15 and $30 are the current prices and commissioners said in a past meeting that the price was too high that was approved in 2011. Planning and Zoning Director David Allen advised the board that these maps are not labor intensive and that $5 and $10 are fine on them. The motion to approve. 4-0
e. David Allen desires to inform the Board about upcoming meter exchanges for Southern Rivers Energy customers in Pike County starting in January 2013.
Southern Rivers Energy is preparing to upgrade its electrical system for all counties in its service area. SRE will be installing "Smart Meters" on homes in its service area beginning in January of 2013. For those who do not want this service, there is an opt out monthly service charge of $25 that will help cover the cost of sending a rep out to read the meter each month. Click here to find out about this program from the Southern Rivers Energy website. According to documentation provided through Southern Rivers to consumers, this system is supposed to be more efficient through the use of a low-power radio frequency signal that transmits data to antennas in our area that, in turn, transmit the data to Southern Rivers Energy. This eliminates the need for vehicles on the road to check the meters, will automatically report outages, will allow consumers to monitor their energy use, and will reduce energy theft according to Southern Rivers Energy documentation. Planning and Zoning Director David Allen said in his presentation that hopefully this reduction of labor costs will be passed down to customers.
Update 12.8.12:
Planning and Zoning Director Allen also addressed some concerns that had been relayed to him. He said that there have been several isolated cases of fires and that Rob Hall of Southern Rivers Energy addressed this in an email to him that advised that the report issued by Georgia Power and a county inspector determined that that the gray base box that is part of the house wiring was the problem. He advised that these Sensus meters now have a thermal monitor safety feature that would notify Southern Rivers for corrective action as well as alerting the company if there was an outage or blinking lights at a residence. Southern Rivers Energy has asked the county to waive normal county permitting procedures in case and the $75 fee if their workers find any broken bases to keep the power outage at a minimum for the customer. County Attorney Rob Morton advised that all surrounding counties have waived these fees though Coweta has asked to know about any repairs afterward. Motion to waive the $75 permit fee for repair or replacement of meter bases. 4-0.
f. Approval/Denial of 2013 LMIG Project List.
This is what used to be called the LARP List. Public Works Director Todd Goolsby advised that this will be for state funds for resurfacing four county roads plus patching on various roads with a formula amount for the county of $315,299.91 with a match of 30% that must be paid by the county since the T-SPLOST didn't pass in our 10 county district. This matching $94,000 can come out of the current SPLOST portion for the roads. The county roads on this resurfacing list are Sullivan Road, Dripping Rock Road, Twin Oaks Road, Ethridge Mill Road and patching on various roads. Director Todd Goolsby said that these are the four worst roads in the county and that Public Works has done a lot of patching on these roads. Motion to approve. 4-0.
g. Discussion of Pike County Agribusiness Authority and Chestnut Oak facility County insurance coverage.
The county manager and the county attorney made to follow up with ACCG on this matter. Motion to postpone until the next meeting. Approved 4-0.
h. Approval/Denial of the Resolution to appoint a County Legislative Coordinator (CLC).
CM Phillips advised that the county clerk is accepted in most counties for this position and said that it would be advantageous for the Clark to handle this. Motion for resolution the county clerk be appointed to this position. Approved 4-0.
i. Approval/Denial of payment to the City of Meansville for the City of Meansville Volunteer Fire Department.
This is a contract agreement between the county in the city. Motion to approve. 4-0.
j. Approval/Denial extending the consulting service of Harbin Engineering to the end of the Fiscal year June 30, 2013.
This was handled by the Morton's prior to CM Phillips. Mr. Rob Morton advised that Mr. Harbin made a presentation to the board which resulted in a consulting proposal for about $5000 per year on the landfill. Harbin was hired to prepare a bid package on monitoring of the landfill, which they did, and they have also talked with EPD on the behalf of the county. This proposal is for ongoing services and it has been increased from $5,000 to $8,000 dollars on a yearly basis. He ask commissioners to postpone this matter in order to allow CM Phillips and him (Rob) to meet with them and find out more about this proposal. He said that they have done a good job with the EPD and have gotten stuff done that Public Works Director Todd Goolsby and he probably could not have done. Motion to postpone. Approved 4-0.
k. Discussion of office furniture for various departments in the Courthouse.
CM Phillips said that he has tried to share information as it came in on this matter. Public Works Director Todd Goolsby said that everything in storage on Adams Street has been moved to the courthouse the grand jury tables and chairs have not been moved from the school yet. There are audio and visual needs but this has not been finalized yet. They are hoping to get the estimates as soon as possible with the one and only change order on the courthouse ready for the December 12 meeting. Commissioners were advised that furniture and audio/video needs can be paid from SPLOST. Commissioner Collins emphasized holding to what is necessary and replacing what is necessary but being sure to hold to a certain standard that taxpayers who approved the SPLOST would agree with. He said that we don't want to cut a corner to save a dime. Motion to delay until December 12. Approved 4-0.
l. Approval/Denial of Renewal for Alcohol License (Retail Sales) for Beer for Mitul Patel, d/b/a Caddies Corner, 10030 Hwy 19 N., Zebulon, Georgia.
County Manager recommends approval, applicant has met all criteria.
Motion to approve. 4-0.
m. Approval/Denial of Renewal for Alcohol License (Retail Sales) for Beer and Wine for Dolores Ferguson, d/b/a/ Ferguson’s, 6764 Hwy 362, Concord, Georgia.
County Manager recommends approval, applicant has met all criteria.
Motion to approve. 4-0.
n. Approval/Denial of Renewal for Alcohol License (Retail Sales) for Beer and Wine for Nawaid Sadiq, d/b/a Mountain View, 3181 Hwy 19, Meansville, Georgia.
County Manager recommends approval, applicant has met all criteria.
Motion to approve. 4-0.
o. Approval/Denial of Renewal for Alcohol License (Retail Sales) for Beer and Wine for Saifullah Bhamani, d/b/a The Rock Store, 4131 Hwy 19 S., Zebulon, Georgia.
County Manager recommends approval, applicant has met all criteria.
Motion to approve. 4-0.
p. Discuss topic of salary vs. hourly employees in the Board of Commissioners Office.[ADDED 11.21.12]
CM Phillips provided information to the commissioners as he had been asked to do a Commissioner Jarrett. She asked to postpone this until the meeting on December 12 in order to obtain more information. Motion to postpone this matter. Approved 4-0.
9. PUBLIC COMMENT- (Limited to 5 minutes per person): None.
10. EXECUTIVE SESSION: 8:12 p.m.
a. County Manager requests consultation with the county attorney, or other legal counsel, to discuss pending or potential litigation, settlement, claims, administrative proceedings, or other judicial actions brought or to be brought by or against the county or any officer or employee or in which the county or any officer or employee may be directly involved, as provided in O.C.G.A. §50-14-2(1), germane to Magistrate Judge and Election.
Back in session at 8:27 p.m. When the commissioners came back into session, Mr. Rob Morton asked the board to entertain a motion to authorize the county attorney to file an Injuctive Relief in the Rigsby matter. Motion to authorize the county attorney to file an Injuctive Relief in the Rigsby matter. Approved 4-0. [Note from the Editor: This is an ordinance violation case about a trailer that went before Judge Fletcher Sams in Magistrate Court in September. However, Judge Sams has determined Magistrate Court can fine the property owner, but it doesn't have the ability to force removal of the trailer so this is going to Superior Court.]
11. ADJOURNMENT: 8:29 p.m.
Agenda subject to revision.