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Wednesday, July 10, 2013 – 9:00 a.m.
Courthouse Annex, 79 Jackson Street, Zebulon, Georgia
1. CALL TO ORDER....................................................................................Chairman J. Briar Johnson
This meeting was attended by all five commissioners, County Clerk Jo Ann Wrye to take the minutes, and Interim County Managers Rob and Tom Morton.
2. INVOCATION…………………………………………………………………………....Ben Maxedon
3. PLEDGE OF ALLEGIANCE...................................................................Chairman J. Briar Johnson
4. APPROVAL OF THE AGENDA - (O.C.G A. 50-14-1 (e) (1))
5. APPROVAL OF THE MINUTES - (O.C.G.A.§ 50-14-1(e) (2))
Minutes of the Regular Monthly meeting on Tuesday, June 25, 2013.
Minutes of the Special Called Meeting on Thursday, June 27, 2013.
Minutes of the Special Called Meeting on Saturday, June 29, 2013.
6. INVITED GUEST - None
7. 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.
The commissioners are asking for more details on the financial day to day dealings for the county. [Note from the Editor: I like seeing this kind of accountability.] Motion to accept reports and expenditures. 4-1 Carol against.
b. County Manager Report
▫ Update on County finances for the following funds/accounts:
General Fund - $1,419,361.18
Jury Account - $0
Cash Reserve Account - $176,432.70
Jail Fund - $28,697.25
E-911 Fund - $191,751.53
DATE Fund - $19,087.56
PC L.M.I. Grant - $335,362.11
Juvenile Court Fund - $23,187.01
Residential Impact Fees - $282,608.05
Commercial Impact Fees - $8203.90
General Obligation SPLOST Tax Bond Sinking Fund, 2011 - $342,898.12
c. County Manager Comments
- County Fuel System Update
This was struck by lightning and is in the process of being repaired. There are hand-written reports for fuel expenditures during this time. This will not be a problem from here on out with the new generator being installed out at Public Works.
- LMI Grant update
Specifications are being put together for the LMIG so we can go out to bid on our projects soon. Letter dated July 1 sent to the office of local grants. LMIG status report with a projected end of the year date. Possibly as soon as November.
- Sheriff/Jail roof update
Investigating specifications for request to bid for Sheriff/Jail repair. The Water Authority Building was not approved by the insurance company for damage. It can be sealed in another manner though and is on our CAP program. There will an initial meeting with an engineer to see where we go or if we can get specifications together to put this out to bid because it needs structural changes and not just patching. We have tried to repair this twice over 10 years unsuccessfully and it needs to be done right. The weight of the A/C units on the unit has caused some dipping and pooling of water. Maybe changing the pitch of the roof and maybe changing the services up there.
- Courthouse update
There is going to be one final expense on the Courthouse in the Sheriff’s area that was discussed many months ago because the commissioners asked to check for a cheaper amount $1016.18 rather than $2500.
- Phone, DSL, audit update
Met with Liberty yesterday and AT&T and Liberty will inspect the lines and see how to bundle or change system to save money. Rob suggested going with the one that seems interested in helping us.
- Other
Renegotiations with the City of Molena about the fire station are ongoing. They want to continue as is at $700 per month that includes utilities. That will be on the next agenda.
Issues with Impact Fees and Roads will be coming up on the next agenda. One issue discovered yesterday involves Old Lifsey Springs Road for $29,000 with $20,000 coming from the LMIG and will still require a few thousand dollars. $36,000 was the original estimate by Todd so this is about the amount that we expected.
d. Commissioner Reports.
Commissioner Bass – none.
Commissioner Jarrett – She said that she would like a uniform greeting for the public when the phones are answered anywhere where the speaker is identified.
Commissioner Powers – He has complained about the automated phone in the Commission Office for over a year and he feels like we can answer the phones again with a new person coming on board. People need to know that someone is here doing their job and he wants someone to answer the phone.
Commissioner Jenkins – none.
Chairman Johnson – Sometimes he gets so intent on the person speaking that he misses people speaking in the He will do better on that and start calling folks down in the audience for talking. We need to respect each other during the meeting and be quiet. I hate to be the bad guy but that’s my job.
e. County Attorney Report to Commissioners.
Tom Morton commended the commissioners for their work on the Saturday meeting. He said that when he was involved in a discussion for another customer, they were also concerned about uniform telephone protocol as well so this is well-taken.
8. UNFINISHED BUSINESS
a. Discuss update on Prayer Policy.
Update on Prayer Policy. There was a meeting with Ben Maxedon and Tamra Jarrett in which this was discussed. He provided commissioners with the eligibility form for volunteers. He proposed this being revised and presented at the 1st reading at the night meeting. The Clerk should keep a list of eligible clergy in which people will apply to give the agenda. This is basically an application to the clerk for consideration that will go along with the ordinance that will be a guideline on this. Commissioner Jarrett asked for a definition of who is part of the recognized clergy representing Pike County. Mr. Morton said that there are many pages of guidelines under the law on this, but that the policy can reference specifics that are not listed on this form. This will be called an Invocation Policy and not a Prayer Policy.
b. Approval/denial of 2nd Reading of the Personnel Policy regarding Vacation, Per Diem, Mileage and Time Clock.
Mr. Morton still has to make the changes on this because he was out of town during the 1st reading and did not have the latest changes. He is going to suggest on deductions that they be requested during enrollment or during any qualifying event. He asked that they not approve the 2nd reading. Motion to postpone until the next meeting. 5-0.
c. Discuss update of county wide roof repairs; consider authorization of insurance repairs and related proposals.
He asked the consultant to break down the charges. No action is needed today. He gave commissioners notebooks with information about the work that will need to be performed on our buildings here in the county due to storm damage. This includes a total amount that has been approved by the insurance carrier for the repairs needed on each facility. The insurance company will issue two checks on each project so they can inspect the final work on each building. The library and the Senior Center are pretty significant projects. Investigating specifications for request to bid for Sheriff/Jail repair. The Water Authority Building and the Sheriff's Office/Jail was not approved by the insurance company for storm damage. Commissioner Bass commended Mr. Morton for following up on this and saving taxpayer dollars. Todd Goolsby is the project manager on this. Going to get this done expeditiously but not do all at one time.
9. NEW BUSINESS
a. PUBLIC HEARING: Receive public input on the Capital Improvements Element (CIE) 2012 Annual Update.
Approval/denial of the Capital Improvements Element (CIE) 2012 Annual Update.
This is done on a yearly basis. Commissioner Bass asked if we could wait until the next meeting since Mr. Morton is working on some changes especially with Impact Fees and another change to list LMIG roads on that portion of the report. Library computers are down for $25,000 in 2014. Commissioner Bass said that she didn’t think that computers were Impact Fee eligible. Mr. Morton said that this is just a suggested guideline according to the ordinance for a 5 year plan for use of Impact Fees. This need was brought to Brenda Shaw at the time and included a networking system that would be an extended life item, but this will be examined prior to the final approval. Commissioner Jarrett mentioned a $100,000 training facility for the Sheriff’s Office that is on there that we don’t have funds in this account. Some of the commissioners were concerned about the amount on this project and the fact that the roof is not on there at all. The roof will be added with an estimated cost. Mr. Morton said that this could be done for about $80,000 on land that is already available for the training center. They also discussed the Pike County Parks and Rec Authority. We agree with the concept but we haven’t approved this project, and we may never approve some of these projects. Until actual expenditures are approved, this tells our intent though things are not written in stone such as the window replacement that was recently completed on the Sheriff’s Office. Some of these are basically a little firmer than a wish list, but it is not written in stone. DCA requires that we be financially accountable with this money by providing a list of projected items as well as what is deducted for actual expenditures. Commissioners are approving the comprehensive plan and not the specific projects. The County Manager is the oversight manager and the commissioners have final approval on this. This is basically the estimation and projection document. Commissioner Powers was concerned about adding a roof on the Sheriff’s Office and if we made changes to the roof and ended up building somewhere else in less than 10 years. There are repercussions to less than 10 years.
Mr. Tom Morton suggested that the motion include the fact that commissioners are not approving the specific list of items. From Nov 2011 to Oct 2012 collected less than $25,000 during that time and that money has to be spent according to specific guidelines.
b. David Allen to presentation of initial concept plan for designated animal control site on County Farm Road.
This will be strictly for impoundment, etc. of dangerous dogs at this point. This will take into account an offer for structures out there on the Borrow Pit site that is only for a 100 foot by 100 foot area on a 2 acre site at this time. This builds up from a small concept to something that can initially be small. There will no adoption or picking up of animals at this point, but this is a starting point to comply with state law. Utilities are available there and fencing will be needed as well as moving in a building that has been offered to us. This will be an outdoor dog shelter with about 10 cages for dangerous dogs that can be hosed down and cleaned easily. Euthanasia will be addressed here as well as disposal of the bodies. Looking into possibly cremating the bodies or whether burial of the bodies can be done. Director of Planning and Development said that the fence will need to be high to keep people from throwing animals in there as well as the need for a surveillance system. There will need to be storage fees and euthanasia and vet fees that will need to be addressed as well. The county will NOT be picking up anything other than dangerous/vicious dogs. We will also need some cages to pick up these animals. 1,2,3,6,10, and 13 were approved even though there are 16 items needed here. There will be a ways to go before there is anything that will be operational. Update 7.13.13: Click here to see the initial concept plan for a dangerous dog impoundment facility at the County Farm Road site as presented to the commissioners from The Planning and Development Department. [Note from the Editor: This is a good start to cover state requirements that could eventually become a much needed animal shelter for Pike County. Some will argue against even this, but we have to have something here in Pike County even if it is going to cost money every year. Feel free to send a letter to the editor on this matter.]
The first public hearing of the Animal Control Ordinance will be at the Planning Commission meeting tomorrow if there is a quorum. The commissioners are trying to address the animal problem in our county. It was stated during this discussion that the individual commissioners are not part of animal rescue in our county. Director Allen suggested that the county add a page to the county website to give some direction on this process.
c. Approve/deny $175 payment for Pitts Electric to be paid from SPLOST. (Receptacles at courthouse)
This is for the receptacle needed for fire monitoring. Commissioner Bass concerned that the costs on the Courthouse part end soon because every additional cost is coming from money that could be used to pay for repair of roads and bridges. Mr. Rob Morton said that his understanding on this is that this, the exit signs, and the $1,600 for the Sheriff's area that was already mentioned. Motion to approve the $175 to be paid for from SPLOST to pay for this expense. 5-0.
d. Approve/deny request from City of Concord to use chipper.
This was mentioned in a June meeting. Mr. Morton met with Director of Public Works Todd Goolsby on this. If this is authorized, we want some sort of release on the use of the chipper or an employee goes with it. Mr. Goolsby said that his people need to be working on their own projects. Commissioner Powers said that the contract needs to be written to include a repair/maintenance stipulation. Motion to approve to allow the City to use the chipper with the release document as well as a repair/maintenance stipulation. 5-0.
e. Approve/deny $450 initial payment to Cornerstone for courthouse fire alarm system to be paid from SPLOST.
$450 payment was approved to get this installed. The $299 for an annual maintenance fee was not included in last year’s budget although the $60 per department is in next year’s budget. Commissioners had to decide how to pay this up front as invoiced. This can come out of SPLOST or out of last year’s budget. Direction to take this $299 out of last year’s budget. Question on whether to divide this between all of the departments because it is used by everyone so every department would could pay this or divide it between the departments in the courthouse and the commissioners as it is set up for now. Mr. Morton said that they are trying to treat it as utilities for every other department.
f. Consider paying for a refrigerator for the Judges from SPLOST.
The use of water coolers has been discontinued in the county. Supplies will be given for jurors during trials and the judges and their staff often brings items as well. Discussion that this is not just for the judges and that it would be considered furniture. The smaller refrigerator was moved upstairs away from the downstairs. There was $7,415 in last year’s budget for the Court Budget that remained and Commissioner Bass said that she would like to see this expense come out of that account instead of hitting what remains of SPLOST that could be used for roads, bridges, etc. Motion to take the cost out of last year’s budget. 5-0.
g. Discuss anticipated TAN.
Last year, the board considered authorizing a TAN that was never used. The last projection showed what he thinks will make the county ok on this; however, in the event of an emergent need, this could already be authorized and ready to use. Mr. Morton said that it wasn’t necessary to be done today, but that he would rather that the county be proactive rather than trying to get everyone together in a special meeting. Based on the last projection, Mr. Morton said that we should be ok. Two of the commissioners said that this is a good document to have because it doesn’t cost us anything if we don’t use it. And we did not use it last year. This will be discussed again at some point soon.
h. Authorize Chairman to sign Contract for Indigent Defense/Public Defender Services in Pike County for FY 2014.
The county met with Director Allen Adams about these needs and he provided a contract for the county. Motion to approve. 5-0.
i. Discuss request for bids regarding LMIG Project.
This was already discussed and the county is working on the specifications needed for the roads. Director Goolsby has been doing this since 2007 so he is qualified to oversee these projects.
Letter to the DOT about Strickland and Cook Roads? This is being addressed.
10. PUBLIC COMMENT- (Limited to 5 minutes per person) - None
11. EXECUTIVE SESSION
a. Interim County Manager requests Executive Session for discussion or deliberation on the appointment, employment, compensation, hiring, disciplinary action or dismissal, or periodic evaluation or rating of a county officer or employee as provided in O.C.G.A. § 50-14-3(6); germane to County Manager and Administration to discuss pending and potential litigation germane to Magistrate Court and Quiet Title (50-14-2).
The commissioners went into Executive Session at 10:35 a.m. Back into session at 11:45 a.m.
Motion to amend the agenda to allow Mr. Morton to present the information that he received yesterday from his meeting with Warden Edd Sanders. They discussed a process called non-monetary services with a standard contract that would provide a detail to help out in the county. Discussion about ½ day or a couple of days a week related to services at the courthouse and admin facilities. They have to be supervised, but this could possibly save the county some money on janitorial services. This is a non-revenue detail. Before, we had a contract for cleaning the roads, etc. This will be on the next BOC meeting.
12. ADJOURNMENT
Agenda subject to revision.
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