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Wednesday, April 10, 2013 – 9:00 a.m.
Courthouse Annex, 79 Jackson Street, Zebulon, Georgia
This meeting was attended by all five commissioners. James Jenkins came in after the meeting started but was there for a majority of the meeting. County Manager Mike Phillips, County Clerk Jo Ann Wrye, and County Attorney Tom Morton were also there.
1. CALL TO ORDER....................................................................................Chairman J. Briar Johnson
2. PLEDGE OF ALLEGIANCE...................................................................Chairman J. Briar Johnson
3. APPROVAL OF THE AGENDA - (O.C.G A. 50-14-1 (e) (1))
Parrish Swift asked to be removed from the agenda. Motion to approve as amended. 4-0.
4. APPROVAL OF THE MINUTES - (O.C.G.A.§ 50-14-1(e) (2))
Minutes of the Regular Monthly Meeting on Tuesday, March 26, 2013.
5. INVITED GUESTS
a. Don Brown, Chairman of the Democratic Party of Pike County, to present to the Board a resolution signed by the Democratic Party regarding privatization of county functions.
Don Brown from the Pike County Democratic Party spoke to commissioners about a resolution opposing the privatization of the Pike County Planning and Development Department as was discussed by the representation of Safebuilt, Inc. in the February 26, 2013 meeting (section 5 Invited Guest). Mr. Brown said that this proposal was "deeply troubling" to the members of the Democratic Party and read his resolution Whereas, the Democratic Party of Pike County opposes most privatization of government services...opposes the privatization of inherently governmental services such as enforcement of codes, regulations and laws... believes Pike County should be the model employer of the county, providing good jobs with adequate wages and benefits to attract the talent needed for the effective administration of the County's duties; Resolved: The Democratic Party of Pike County opposes the privatization of the Pike County Planning and Development Department." [Note from the Editor: The previous part is from the past meeting Town Hall though the resolution was read word for word again in this meeting for the record.] He read this resolution again to Commissioners and said that Safebuilt's proposal was supposed to make it cheaper to run the county but said that the purpose of government is to make our lives better. He said that by resolution the Democratic Party chooses to have a job for a citizen rather than profits for a corporation and they choose to have a fellow citizen deciding what is safe and proper instead of a corporation that will put profit over prudence. He said it would be better to provide a job that will support a home and a family in Pike County.
Commissioner Carol Bass said that she understood that you are deeply troubled about outsourcing that asked what he thought about other specific instances in our county were outsourcing is currently being used such as Turner Tech to help with computer needs, or the county attorney's office, or Trailer Business who does an outsourcing service for the Tax Assessor's Office because we don't have the funding to provide these services without raising the tax burden on citizens. Commissioner Bass said that as long as the county can tap into other resources and come out cheaper and get a better service, then this is what we should do though she did clarify that she was not for or against Safebuilt coming into the county but wanted Mr. Brown to be aware that there was a lot of outsourcing in the county now. Mr. Brown clarified that in general principal, the Pike Democratic Party is not in favor of privatizing government as has been done in government (in general) for the past 30 years or so. He said that he would look at other cases and give his opinion if that was requested but said that this statement was specifically in reference to Planning and Development.
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.
CM Phillips said that they do not have all of the reports at this time but said that they are working with those that have missing reports in order to get information on a regular basis. Commissioner Bass asked if he contacted specific ones that she requested. He said that he is sending out information about the vehicle use policy and other information to all department heads to all will have the same information. She said that there is a problem with some people following procedure and others not and that she would like to see this information by the next meeting instead in a month. Motion to approve. 3-1 with Commissioner Bass opposed because some department reports were missing.
b. County Manager Report
▫ Update on County finances for the following funds/accounts:
General Fund - $2,522,229.58
Jury Account - $0
Cash Reserve Account - $176,410.46
Jail Fund - 23,251.38
E-911 Fund - 153,636.36
DATE Fund - $17,307.92
PC L.M.I. Grant - $315,321.50
Juvenile Court Fund - $24,889.89
Residential Impact Fees - $283,509.14
Commercial Impact Fees - $8,202.86
General Obligation SPLOST Tax Bond Sinking Fund, 2011 - $334,050.62
c. County Manager Comments
The budget was presented today. He said to be conscious of the numbers above as commissioners review the budget.
- Courthouse renovation update.
voter Registar Sandi Chambliss was asked to make a presentation about what was needed in her office. The actual vote on this takes place later in the meeting. The a mount came to $3,938 including the $2,796 approved in a previous meeting.
- Update on any pertinent departmental issues.
He said that there had been a concern brought to him about whether or not the county needs an ADA Compliance officer. Planning and Development Director David Allen has said that he would serve as this temporarily. CM Phillips said that while this doesn't affect us now, it has other counties so this is being researched.
CM Phillips said that he anticipates the cost of insurance will increase for the county next year. He said that the commissioners will need to act on this before the end of the month in order to notify employees about the change 60 days out as required. There will likely be a Special Called Meeting by the end of the month on this.
d. Commissioner Reports.
Update 4.17.13:
District 1 Carol Bass said that there is a lot of money in departments that needs to be given an account of. She asked about a mold update from the 4H office. She was advised that the county was given a 16 page report on this that told them it was likely a moisture problem more than a mold problem and that Public Works is working to change the slope around that area of the building to reduce the problem.
She asked about the per diem payments issue that came up this week that brought up an issue of the $40 per day given to cover food which could end up being $120 for a 3 day conference and no receipts are required. She said that this is per diem and didn't want to see it added to W-2's. Said it would be better to ask for receipts for expenses and reimburse. This was a lengthy discussion about a policy that began 2 years ago with money being given out prior to a conference. Chairman Johnson said that he gave the $40 per diem check back and said that he runs his business on receipts. It was noted that the mileage check was given prior to a conference and that it could be used to buy food if it wasn't already provided and then receipts could be brought to the county for reimbursement.
Discussion about the issue in Magistrate Court with a former employee's vacation pay not being built into the budget. Apparently this is not an isolated incident and there is $129,158 not in the budget for approved salaries that is not in the budget in June of last year if government service was to end during this budget year. Employees can earn a certain amount of vacation time and carry it over to the next year if they choose. Some also roll it into retirement. There was also a conflict in the ordinance pertaining to vacation that needs to be addressed.
motion to include the discussion of per diem, vacation payout and employee contributions to their retirement plan with accrued vaction. Approved 5-0. Motion to allow the county attorney to bring a recommendation on this to a future meeting--possibly the next meeting. Approved 5-0.
She asked how many radios Pike County Emergency Services (Pike's volunteer fire department) has, how much they cost, and what happened to the old ones. CM Phillips to gather this info.
She asked about the Employee of the Quarter program. Each department nominates an employee and the Board of Commissioners considers the applicants and the winner receives $250. It was stopped in the past because the county didn't have the money but it is in our Code of Ordinance and Commissioner Bass asked that preparations be made to do this at the May 1, 2013 meeting. She said that we have some really good employees and we need to do this.
District 2 Commissioner Tamra Jarrett said that she, Chairman Briar Johnson, and Commissioner James Jenkins all attended the Coco's Cupboard Spring Fling this weekend. She commended them for their efforts and said it was a very good event.
She pointed out a conflict in the Code of Ordinance in section 30.01 that puts the duties of the Chairman of the Board of Commissioners in conflict with the county's county manager form of government. Commissioner Bass said that this also conflicts with the Interlocutory Order. Both asked that it be changed.
District 3 Commissioner Tommy Powers asked CM Phillips to have Public Works Director Todd Goolsby check on the Water Authority Office because it could also has a mold problem.
District 4 James Jenkins said that he would like to see the meetings opened with prayer and then the Pledge of Allegiance. He asked that this be placed on the agenda for a vote at the next meeting. CM Phillips said that there are specifics in the Code of Ordinance that may need to be changed.
Chairman Briar Johnson thanked Commissioner Powers for handling the meeting when he was sick at the last meeting. He had a copy of Robert's Rules of Orders and said that he is going to be making some changes as far as how he directs the meeting. Specifically, he will ask for a motion, then a second, dicussion and then vote.
e. County Attorney Report to Commissioners.
Mr. Morton advised that there was a dismisal on the school district lawsuit; however, the dismissal was filed without prejudice which means that it can be brought back before the court at a later time.
7. UNFINISHED BUSINESS
a. Approval/denial of the second reading of the annual readoption of the Pike County, Georgia official Zoning Map.
Motion to approve. 5-0.
b. Approval/denial of the second reading of the annual ratification of the Code of Ordinance of Pike County, Georgia.
Motion to approve with changes for typographical and grammatical errors, etc. Approved 5-0. Any changes to the code today will be on next year's adoption of the code. A list of changes for the upcoming year has already begun. Motion to allow the CM and the BOC to review for future adoption. Approved 5-0.
The next item is a continuation from another meeting but was not on the original agenda. Motion to amend the agenda. Approved 5-0.
c. Marcia Callaway-Ingram requests approval/denial of vacation pay out plus FICA and Medicare for Loretta Rakestraw
This is a continuation from from a previous meeting. The auditor recommended that this money be put back in her budget. CM Phillips advised that this was not in the budget originally because it was not regular pay. Accrued vacation pay is not budgeted. $6,322.07 is the amount to be returned. Judge Callaway-Ingram said that health insurance is still coming out too but that it sometimes takes a while for this to catch up. Commissioner Carol Bass apologized to Judge Callaway-Ingram and her department for this situation and asked if she would give the BOC time to collect the numbers that are needed in order to make necessary changes. Judge Callaway-Ingram agreed. Motion to postpone until the next meeting. Discussion to review budget in lieu of $6,000 as she is asking and review the insurance being pulled out too. Approved 5-0. [Note from the Editor: This was handled very professionally. Thank you to everyone for your cordial behavior and for showing how business should always be handled in Pike County.]
c. Revisit date for the Animal Control Workshop. Chairman Johnson will address the Board.
This meeting will be on Tuesday, May 14th at 6 p.m.
Click here to read more from the official minutes.
8. NEW BUSINESS
a. PUBLIC HEARING: Receive public input to consider the proposed abandonment of Hopkins Road.
ACTION: Approve/Deny of the proposed abandonment of Hopkins Road.
b. County Manager to present to the Board the FY 2013-2014 Budget.
c. Carolyn Williams to address the Board for approval/denial to install steel doors in the vault and Courthouse furniture.
d. Sheriff’s Department to address the Board for approval/denial of benches to secure prisoners in the Courthouse. Major Jason Smith or County Manager to address.
e. Wayne Gibson desires to seek approval from the Board for a reduction in the application fee for a possible rezoning on Kings Road.
f. Set date for open house to celebrate the completion of the Courthouse Renovation.
9. PUBLIC COMMENT- (Limited to 5 minutes per person)
a. Parrish Swift desires to address the Board regarding Magistrate Court, the budget and prior issues.
10. EXECUTIVE SESSION
11. ADJOURNMENT
Agenda