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Wednesday, June 13, 2012 – 9:00 a.m.
Courthouse Annex, 79 Jackson Street, Zebulon, Georgia
This meeting was attended by five commissioners, County Clerk Teresa Watson to take the minutes, and County Attorney/Interim County Manager Rob Morton. The meeting was longer than usual due to a break when commissioners went over to the Courthouse to review some of the renovations and make a decision on paint schemes, etc. when the meeting was back into session.
Mr. Morton asked that LOST negotiations be added to New Business. The motion was made and this was added.
Update 6.14.12:
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 May 29, 2012 Regular Monthly Meeting; the May 30, 2012 Special Called Meeting for
FY 2012-2013 Budget 2nd Reading; and the June 4, 2012 Special Called Meeting.
5. INVITED GUESTS: None.
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.
b. County Manager Report
The County Manager Report is now written and so is the summary of the Courthouse. A LOST (sales tax) and SPLOST summary were provided to commissioners.
• Update on County finances for the following funds/accounts:
General Fund $454,190.74
Jury Account $0
Cash Reserve Account $1,101,006.78
Jail Fund $32,658.09
E-911 Fund $135,380.45
DATE Fund $11,799.77
Juvenile Court Fund $26,967.53
Residential Impact Fees $296,299.25
Commercial Impact Fees $16,518.78
General Obligation SPLOST Tax Bond Sinking Fund, 2011 $2,419,016.18
Update 6.18.12:
c. County Manager Comments
- Courthouse renovation update by Mike Cartner of John W. Spratlin & Sons, general contractor for the project.
- Adjourn to Courthouse to review mock-up of wall/wainscot/floor/carpeting finishes.
The Superior Court Judges made comments and addressed concerns and suggestions to the commissioners in a meeting that took place in the Courthouse. The room was mocked up so they could see it and make some decisions. [Note from the Editor: Thank you to Commissioner Bass for asking if the public could see it even though the public was not invited to this meeting. The Courthouse is a construction zone and it would have been crazy taking that many people upstairs. Tours can be arranged through the contractor.] Mr. Morton advised that no business would take place over at the Courthouse.
Motion to adjourn at 9:08 a.m. Back into session at 9:41 a.m. Motion to amend the agenda to add New Business: d. Discussion of contractor colors. Commissioners were advised that work has ceased until the colors are chosen for the Courthouse.
- Update on budget process with reminder of 3rd reading and final adoption 5 p.m. today.
Click here to read from this meeting.
- Update on any pertinent departmental issues.
The Board of Appeals will hold a meeting on June 21 discuss a special use permit by Christ Chapel for an upcoming event. This decision will come before the Board of Commissioners at the June 26 meeting. There's a possibility of 10 to 15,000 people at this event. The DOT and Sheriff's Office have a traffic plan in place and because of the possibility of approval, a lot of work has been done on this event.
Mr. Morton advised that he is meeting with all departments every Monday and keeping commissioners advised.
d. Commissioner Reports
e. County Attorney Report to Commissioner
No comments from commissioners.
7. UNFINISHED BUSINESS
a. Discuss status of request to Georgia Department of Natural Resources, EPD, for extension to amend the current work plan and request to seek competitive bids to perform landfill post-closure monitoring and oversight.
Commissioner Collins, Mr. Morton, and Public Works Director Todd Goolsby net with a representative from the EPD in reference to the Pike County landfill. (See previous meetings for specifics on this.) In researching the contract with the current monitoring company, it was discovered that the contract was not up to date. Mr. Steve Harbin has worked with the county previously and offered to oversee the bid process as a consultant. It was noted that this firm does not do the monitoring that is required said this company's work would be unbiased. Mr. Morton advised that two additional quotes are needed. Mr. Cintas from the EPD e-mailed an ok by email for an extension of ninety days to review and submit a work plan. Commissioner Collins said that there is a possibility that samples were not double checked before they were sent to the EPD. Mr. Morton said that GEC has done nothing that was problematic, but that they could have looked for alternative measures for cost, reimbursement, etc. Discussion that any cost for consultation would come out of contingency. Motion to authorize the Interim County Manager to seek two additional bids in addition to Mr. Harbin's firm for Consulting Services. Commissioner Bass asked that these bids be in writing. Approved 5-0. Motion to solicit bid packages for 1) appendix one monitoring and groundwater monitoring and 2) appendix two monitoring. Approved 5-0. Motion to approve expenditure out of contingency not to exceed $5000 and authorize Interim County Manager to see written bids and go with the best selection in accordance to Pike's policies. Motion approved 5-0.
Update 6.25.12:
b. Consider GEMA $5361 grant that requires a County match annually for a probable four-year period, being proposed for a mobile command vehicle as allowed under grant provisions.
Mr. Morton said that this is a guaranteed grant that the county will receive in the fall. It is already in the proposed budget and this grant has to be spent by June 30 which is the end of our current budget year. Commissioners want to make sure this was needed and not a frivolous expenditure. Mr. Ed Westbrook from GEMA was available for questioning. Commissioners were advised that there is a need for a vehicle that can go all places in a time of disaster. This was a proposal to use the grant money now in anticipation of annual payment with grant funds each year. This would be $14,000 financed over a 2 to 3 year period. Mr. Westbrook advised commissioners that the county has received this grant for 10 years and that it should not go down unless FEMA reduces its grant amounts though they had not given that anticipation through the next census. Mr. Morton asked if the county approved this acquisition through a front end loan, can the grants repay the loan. Mr. Westbrook said yes.
There was a lot of discussion about the purpose of the vehicle and why it might be needed. Essentially, this truck could be used as a mobile command area in an emergency with a pull-out module for communication equipment and eight can get in some areas fire equipment and cars cannot get into. It can also be used to go to meetings, the office, etc. It would be parked at EMA Director Totten's residence and would only be used for official business. $34,000 would include lights, sirens, and radio console. There was a lot of discussion about the possibility of other vehicles and cost of equipment and other ways to fund this besides taking out a loan. Commissioners were advised that well ever 50% of counties our size--maybe even 75%--had this type of vehicle. An SUV getss much better fuel usage, is better for moving people during an emergency, and--according to Mr. Westbrook--is the vehicle used for emergency management. Mr. Morton said that the county does not want to be audited by GEMA said these current funds need to be spent by June 30.
The motion was made to authorize the interim county manager to get competitive bids from local banks for a short-term loan for this vehicle loan and for the money from GEMA matching funds to be used to refinance the loan each year. Additional cost questions included older model vs. 2012 model--base price on government sit beat the price of older models with low mileage. Radios are coming from another vehicle for a savings as well. Motion was approved 3-2 with Commissioners Powers and Bass opposed.
8. NEW BUSINESS
a. Approval/denial of new Firehouse Software 5-Year Agreement to update hosting services in the amount of $2980 per year.
This is related to software that is already in place. $2505 is paid yearly now. This would be an additional $475 over what is paid it now. Data would be stored on a secure server/cloud. Commissioners were advised that there had been some intrusion attempts already and that the fire department is constantly having to reset the server. Motion to approve the expenditure of $2980 per year for five years because this is already budgeted. 5-0.
b. Approval/denial of amendment to Vehicle Use Policy to provide for required vehicle use logs.
Commissioner Jarrett asked the County Attorney to look into this. Commissioners agreed that this was a good idea and it used to be required in the county. There is a possibility that all county vehicles will be included in this usage policy. Mr. Morton advised that the sheriff's office has its own log, but this could apply to admin and maybe to public works. However, he wanted to wait until after the budget to find a way to apply this to the fire department. Fire Chief Grant said that this could be done with a log as long as it had starting and ending mileage in a day and not after every call so it would not be too complicated. Motion to ask the interim county manager to come up with a form and bring it back to the commissioners for approval. He was also authorized to do this to the various offices in the county for suggestions on the vehicle use form. Before the vote, Mr. Morton clarified that commissioners don't want to prevent people from getting lunch at a restaurant when they're on their lunch break. Motion was amended to include county officials as they go to and from official duties. Motion was approved 5-0.
c.Discussion of LOST negotiations.
Several cities with the exclusion of Meansville have hired a consultant to do LOST negotiations with the county. If an agreement about distribution of LOST funds cannot be negotiated by the end of the year, collection of LOST funds will cease.. That can see is obligated to notify the state that it is undergoing these negotiations by July 1 they all parties will have 60 days to agree on the renegotiation process. If no agreement, it goes to mediation and arbitration through Superior Court. It must be done by the end of December. Motion to notify state that the county will begin negotiations with the municipalities. Commissioner Bass wants to be involved in the negotiations, but it will acquire the approval of the entire commission in the end. Approved 5-0.
Short discussion that ESPLOST is still being collected and the commission office is getting complaints. Tax collection in Pike County is currently 6%.
Update 6.26.12
d. Discussion about colors in the courthouse.
The judges had concerns about angles of sight, etc. in the courtroom during a trial. It was also suggested that Clerk of Court Carolyn Williams pick the paint color for the walls. It will be a mint green to match the carpet rather than a coral/salmon pink color that had been suggested. Discussion of whether this would be a change order or under the same budget. Mike Cartner spoke on behalf of Spratlin & Son, LLC. and advised that they will try to wash minor changes to the courthouse, however this is work that is already in place that has to be taken out of place and may cost extra. Mr. Cartner said that they will put together an itemized list by Monday so it could be discussed on Wednesday. He also advised that they are going to put in wiring for camera in a place where there's no money for a camera in this budget. Most of the judges concerns related to courtroom operations and day to day operations in a trial. Motion to allow Building and Zoning Director/Pike Project Manager David Allen and Clerk of Court Carolyn Williams to pick the color for the walls. Approved 5-0. Motion to allow them to approve the color of the tile. Approved 5-0.
9. PUBLIC COMMENT- (Limited to 5 minutes per pson)
10. EXECUTIVE SESSION: 11:07 AM
a. Interim County Manager requests Executive Session for: 1) 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, and 2) Discussion or deliberation on the appointment, employment, compensation, hiring, disciplinary action or dismissal, or periodic evaluation or rating of a public officer or employee or interviewing applicants for the position of the executive head of an agency, as provided in O.C.G.A. § 50-14-3(b)(2), germane to Administration.
Back in session at 11:50 AM. Motion to approve Executive Session minutes from April 24, May 9, and May 29, 2012 meetings to be kept sealed according to provisions in the Open Meetings Law--not subject to public disclosure--and kept at the county attorney's office until any order by the court. Approved 5-0. [No explanation was given on this motion.]
[Note from the Editor: Pursuant to the past meeting, commissioners were supposed to bring to this Executive Session a list of their top five candidates from all of the applications at Pike County has received. A final list of county manager candidates will be released to the public when the process gets down to the final three candidates.]
11. ADJOURNMENT
Motion to adjourn at 11:52 AM. Approved 5-0.
Agenda subject to revision.