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Click here to see the documents that have been uploaded with the agenda on the Pike County government page.

TOWN HALL MEETING

Library Manager Rosemary Bunn. We have an active, strong library with active, strong employees. I want to invite you to your library. "All together now" is the theme of the Summer Reading Program. Play well with others. Be kind. In the spirit of "All together now," your courthouse is in it. You’ll see our county represented in that entire room. This is the last week of the Summer Reading Program. I invite you to come check it out. Saturday at 1 p.m. is the Summer Reading Finale. Ken Scott will be performing at this program. We’re active, we’re vital, and we’re going places.

Becky Watts. Since the Department Heads review/evaluation has been completed, when will the County Manager’s annual evaluation be completed? [Note from the Editor: The commissioners are not required to answer, and they did not at that time, but as far as I know, this hasn't happened yet. I'll have to ask again and see what is said.]

Kristen Cudnohfsky. One of the newbies to the county, bought a new home here. We became involved with the county manager and other areas in county government when our new construction home was sold with permitting areas that have since been resolved. I have had many chances to meet people in this county. Said that she went to the 11 a.m. Tax Assessors Building that did not have an address or a sign on it. This meeting is being held when the average citizen is at work. She heard distasteful opinions and wording toward citizens in this county and watched the board be strong-armed by the Tax Assessor Greg Hobbs and allowed him to state that “these people” all they want to get one over on the government and that’s not going to happen. Voiced her concern that concerned citizens are being looked down on as “these people.” Also said that things won’t get better until everyone comes together in an understanding of what is happening and why. I am deeply concerned that this is not how this should be happening and not how you should be representing your people.

REGULAR CALLED MEETING

Present are Commissioners James Jenkins, Jason Proctor, Tim Daniel, and Tim Guy, Chairman Briar Johnson, County Clerk Angela Blount, County Manager Brandon Rogers, and County Attorney Rob Morton.

1. CALL TO ORDER ..... Chairman J. Briar Johnson

2. INVOCATION ..... Silent Invocation

3. PLEDGE OF ALLEGIANCE ..... Chairman J. Briar Johnson

4. APPROVAL OF THE AGENDA - (O.C.G A. § 50-14-1 (e) (1))

Motion to approve the agenda. Approved 5-0.

5. APPROVAL OF THE MINUTES - (O.C.G.A. § 50-14-1(e) (2))

a. Minutes of the June 27, 2023, Regular Monthly Meeting.

Motion to approve the agenda. Approved 5-0.

6. INVITED GUEST

a. Driver, Adams + Sharpe to present the annual audit for Fiscal Year 2021-2022.

Driver, Adams + Sharpe walked commissioners through the report. General Fund unassigned is about $5 million dollars in unrestricted funds. Public Safety and Public Safety are normally the largest funds. Same here in Pike.

Jenkins. When this go out? It went out this afternoon. There will be sit down meetings to discuss this.

Motion to accept the audit report. Clarification: The county is simply accepting the report from an independent auditor that will be going to state if not there already. Audit Report accepted 5-0.

[Note from the Editor: This is an open records document that I look at every year just to see how we're doing with special attention to the issues that are noted during the year that should be corrected from this point forward. I have some concerns, and I really wish that the problems would be noted in a public meeting as well as the run of the mill and good stuff because there is accountability in that. The findings used to be read every year in the meeting. In my opinion, the public deserves to know the good and the bad because there are some issues here that should not be in next year's report--especially when it comes to tracking expenditures of taxpayer dollars in county government. Procedure is THAT important. Pages 83 through the end of the 88 page scanned document show the information in depth that I have written here. There is a link to the report after this documentation.]

2022-01 – Management of Interfund Receivables, Payables and Transfers ... advised that the county did not settle amounts between funds as part of the monthly close-out procedures which resulted in the county's General Fund bank account paying for obligations of other funds that were not timely reimbursed for the year.

Auditor recommendation: "We recommend the County review all interfund receivables and payables monthly and consider the need for timely settlements between funds."

Management agreed to the finding and agreed to do the following corrective action: "Management will conduct periodic reviews to ensure that settlements between funds are conducted monthly."

2022-02 – CAPITAL ASSETS & RELATED DEBT ... advised that the county did not "have adequate accounting procedures to ensure that capitalizable assets are appropriately capitalized or that related debt is recorded."

Auditor recommendation: "The County should establish procedures to ensure the proper accrual and classification of all liabilities and capital outlay expenditures incurred during the fiscal period and should reconcile the asset master to capital outlay general ledger accounts."

Management agreed to the finding and agreed to do the following corrective action: "The County recently hired a new Finance Officer. Management will develop procedures to ensure that capital assets and debt are appropriately accounted for."

2022-03 – RECORD MAINTENANCE (SIGNIFICANT DEFICIENCY) ... advised that the county did not have adequate procedures to ensure custody of all expenditure documentation which resulted in not having adequate records to report some of its transactions during the year. The county cited turnover in the finance office which resulted in some records not being located as needed.

Auditor recommendation: "The County should establish procedures to ensure the proper maintenance of records and support for all transactions."

Management agreed to the finding and agreed to the following corrective action: The County recently hired a new Finance Officer. Management will develop procedures to ensure that records are properly maintained."

Four findings from 2021 and their current status were noted at the end of the document.

2021-01 – Accounts Receivable/Revenue ... showed "Various revenue items were not recorded in the proper fiscal period." Status: Resolved.

2021-02 – Management of Due to/From Accounts and Interfund Transfers ... showed "The County did not monitor interfund receivable and payable accounts monthly and did not make the appropriate settlements between funds." Status: "See 2022-01."

2021-03 – Accounts Payable/Expenditures ... showed "The County does not have adequate accounting procedures to ensure that expenditures are recorded and properly classified when a liability is incurred." Status: Resolved.

2021-004 – CDBG Fund Reporting ... showed "The County does not have adequate accounting procedures to ensure all funds and their activities are properly reported." Status: Resolved.

Click here to flip through this document that is provided as a part of open records: pikecountytimes.com/secondary/2022FinancialAudit.pdf

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.
Discuss/Approve/Deny

Motion to accept the reports. Approved 5-0.

b. County Manager Report

Update on County finances for the following funds/accounts:
General Fund .....$2,382,223.26
Fire Dept. Donations ...... $9,222.83
Cash Reserve Account ...... $473,050.68
Jail Fund ...... $34,150.28
E-911 Fund ...... $559,524.12
DATE Fund ...... $40,471.75
Juvenile Court Fund ...... $13,888.17
Residential Impact Fee ...... $1,210,714.37
Commercial Impact Fees ...... $166,276.28
C.A.I.P FUND ...... $323,646.43
General Obligation SPLOST 2022-2028 ...... $1,391,554.71
L.M.I.G. Grant (DOT) ...... $721,906.82

c. County Manager Comment

We have received a rough draft for the unified development code. The plan is to have a workshop with the BOC and the Planning Board to discuss this in the next couple of weeks. The moratorium is coming to an end around the first of August. He asked them to extend it until the unified development code is adopted including hearings. They are also getting a new map made for the county. We probably need another 60 to 90 days to get this done. There will need to a planning meeting and two public hearings.

Johnson. When it is up? August 9. Jenkins. We do not need to extend this for 60 or 90 days. Wanted to go with 30 days. The state requires 15 to 45 days for advertising. Gilbert. I don’t want to shove this down their throats. Gilbert wants them to have time to review it. If it is extended for 90 days, the moratorium will go away as soon as the new zoning is approved. But this is going to be a process. Jenkins. I’ll extend this for 45 days if that is what you need with special meetings. Morton suggests no less than 60 days. Zoning Procedure Law requires 45 days at a minimum.

Motion to extend the moratorium 60 days from August 9 which is the end of the current moratorium. Proctor, Daniel. Approved 5-0. [Note from the Editor: Looking back at this, there is no reason that this should not have been listed as an advertised item on the agenda. I don't want to get back into the habit of several items getting votes during County Manager Reports when some items could be advertised properly to the public on the agenda. It looks bad. And while I understand that things come up at the last minute and can legally be added to the agenda if there is no time to properly advertise, this should not be happening on a regular basis.]

d. Commissioner Reports

Proctor. Did you talk to Elections Supervisor David Neyhart about paper ballots? Sat in on Board of Elections meeting last week where there was some discussion on this. They are going to have to research this because it may not be legal for us to use paper ballots with the current voting system.

Jenkins. Question about the digest. How are we progressing? Rogers. We got some new info at the Tax Assessor’s meeting. There were 1,300 appeals for $211 million being contested. Until it is less than 8% which is 800 appeals, we can have conversations on whether to move forward or continue to wait. Once we get the digest, we are expecting over $1 billion. We were anticipating rolling back to 9.5 from 11.86%. There are certain things that we are required by law to do including putting last year’s millage rate on the assessment. We have to keep the sales ratio between 38 and 40%. Most people are looking for the millage rate, and we have to wait until the appeals are completed. Anticipate about 9.5 millage rate.

Johnson. The Ameripro report is exactly what he was looking for with the average response time that is exactly what he was looking for. Ethan is the new District Manager for Ameripro, and he is the one who made this one page. Be sure to thank him.

e. County Attorney Report to Commissioners

Transfer Station agreement. Dealing with lengthy open records requests. Working with WSA. Dealing with litigation. Audit report.

8. UNFINISHED BUSINESS – NONE

9. NEW BUSINESS

a. Consider use of Courthouse Grounds from Rosemary Bunn with J. Joel Edwards Public Library and Friends of the JJEPL on Saturday, September 16, 2023, from 9:00 a.m. – 4:00 p.m.for the showing of the movie Murder in Coweta County for their 40th Anniversary.

This has been successful in the past. As long as she has a way to get into the building and back out, I recommend approval. Bunn has spoken with the Sheriff’s Office. This movie was chosen because it was filmed in this courtroom. Motion to approve. Approved 5-0. [Note from the Editor: This was cancelled for now in the past meeting.]

b. Consider use of Courthouse Grounds from Meredith Maddox and Faith Hendrix with Pike County Chamber of Commerce/L4GA on Saturday, September 23, 2023, from 9:00 a.m. – 9:00 p.m. for Princess and Hero Meet and Greet.

Recommended approval. Motion to approve. Approved 5-0.

c. Approve/Deny contract between Three Rivers Regional Commission Area Agency on Aging and Pike County Commission for Fiscal Year 2024.

This is an annual renewal. Asked to approve pending county attorney review and approval. Motion to approve pending county attorney review and approval. Approved 5-0.

d. Appoint County voting delegate for the 2023 Legislative Leadership Conference.

Rogers asked who would like to do this. Motion to appoint Commissioner Jenkins. Approved 4-0-1. Jenkins abstained because this vote was about him.

e. Georgia Fund 1 Resolution.

One of nine resolutions from the Georgia Treasury allowing us to use funds for investment opportunities. Raymond James made this recommendation on investments to the county manager. Recommends approval of this. All will be the same. The next may be slightly different like Jail Fund, ARPA, etc. but the text will be the same otherwise. It reflects some market value. They’ve been seeing a continuous increase over the past 18 months. US Treasuries 5.5. Georgia Fund 1 is 5.7 and allows the county have better access to funds with 30, 60, etc. days where the county could receive funds in 48 hours with a penalty if we had an emergency. Jenkins asked specifics. Rogers. If we thought we were going to start losing money, we would pull out. We don’t have to do anything tonight. We can send this back to them and then figure out how much we want to do for each one, how much, how long, etc. Rogers asked that they have an attitude that once this is invested, we need to leave it so we are not losing money on this. We are not actually doing any investments tonight. Motion to approve the nine Georgia Fund 1 Resolutions. Approved 5-0. Does this include the authority for the Chairman to sign? Yes.

10. PUBLIC COMMENT (limited to 5 minutes)

a. Anthony Vinson to address the Board regarding the Grievance Committee findings and lack of action.

Mister Chairman, commissioners, thank you for this opportunity. I am probably less enthusiastic to be here than are you to see me, but as a concerned and active citizen I felt duty bound to address you on this matter one final time. That’s correct, gentlemen, to everyone’s relief, including my own, this is my final appearance before you on this matter.

At the conclusion of the 14 June Regular Meeting of this body, county attorney Morton said, and I quote directly from the legal minutes of the meeting, “The report from the Appeals Committee was received by the Board of Commissioners. The Commissioners are well aware the policies and procedures of the county are being thrown into view at this point in time and if any issues related to the policies are identified will be considered as a review of the county’s code is being made” [sic]

You will note that the county attorney did not pronounce the matter closed, nor did he announce any determination by this body. Even so, the matter – beyond the nebulous remarks previously quoted – appears to be closed. This is unfortunate since the two primary parties are left without resolution and the citizens and employees of the county are left with questions.

The process failed. Why? Perhaps because of flaws in the procedures as currently set forth. If this is the case, I trust they will be promptly addressed. If this is currently in the works, I am grateful to know it. The Grievance Committee failed. Why? Perhaps they should be asked since the answers might help ensure that the next committee does not fail. If this has already been done, I apologize for addressing the obvious. We, the people of Pike County failed, and in doing so should strive to learn from our mistakes and resolve to do better. It is the least we deserve and the best we can do.

Wrapping up, I would like to note that despite having apparently gained an undeserved reputation as a gadfly and an antagonist, at no time during this process have I addressed this body or individual commissioners with anything less than respect and candor. On the single occasion that there was some question about my actions, I promptly approached the individual involved to both explain and to apologize for the misunderstanding.

I have never personally attacked or impugned the county manager in any of my addresses to this body related to the matter at hand – public or private. Nor did I do so during the public hearing. I have only ever protested certain, specific behaviors I personally witnessed.

I was not the catalyst for the grievance, nor did I encourage it. At the same time, I did not discourage it as it was not my place. Once it was properly and officially filed, I supported Rosemary and, at her request, acted as her representative as allowed under county policy. I do not regret having done so and am proud to have been of service in her time of need.

Gentlemen, I have only ever asked you for resolution as you see fit, and I did so with integrity, honesty, and a sense of duty. If, in doing so, I have inadvertently offended or upset any member or members of this body, I cannot imagine how. After all, don’t you gentlemen act in much the same manner as you conduct the business of the county? I should like to think so. And I doubt that you are always properly recognized and appreciated for your service either.

Thank you, and good evening.

http://pikecountytimes.com/secondary/BREAKINGNEWSrogerscomplaint5.9.23.html has a write up of the proceeding and the decision of the Grievance Committee.

11. EXECUTIVE SESSION

a. County Attorney Rob Morton request Executive Session for 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 pending or potential litigation.

Executive Session. 7:13 p.m.

Back in Session. 7:38 p.m.

12. ADJOURNMENT

Motion to Adjourn. 7:39 p.m.

Agenda subject to change.

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