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Tuesday, July 30, 2013 – 6:30 p.m.
Courthouse Annex, 79 Jackson Street, Zebulon, Georgia
All five commissioners were present at the meeting along with Interim County Managers Rob and Tom Morton and County Clerk Jo Ann Wrye to take the minutes.
1. CALL TO ORDER....................................................................................Chairman J. Briar Johnson
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))
Interim County Manager Rob Morton asked for the following changes: Move 9C to Invited Guest; Executive Session Discussion of Personnel-Public Works; and Pending and Potential Litigation-Magistrate Court. CM Morton said that there is a new claim and he wants to give an update of the Magistrate Court case. [Note from the Editor: This is from the Post Agenda and may answer a few questions about the Executive Session. "... add under Executive Session the discussion of personnel germane to the Public Works Department and also for the purposes of discussing pending and potential litigation germane to the Magistrate Court and Quiet Title."
5. APPROVAL OF THE MINUTES - (O.C.G.A.§ 50-14-1(e) (2))
Minutes of the July 10, 2013 Regular Monthly Meeting.
6. INVITED GUESTS - None
Motion to approve changing the venue to the courthouse for invited guests because of the number of people who came out to support these baseball teams. 5-0.
The meeting was opened as it regularly is and then commissioners went over to the Courthouse in order to honor these two baseball teams. Coaches and team members were honored with a plaque and had their pictures taken with the commissioners.
6:47 p.m. Back into Session.
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. There are no Department reports as they will be provided during the first Board meeting of August. Revenue/Expenditure Statement and Check Register is included.
Commissioner Bass asked to put the detailed check register on the website along with the financials and minutes that are on the website already. Commissioner Jarrett said that financials haven’t been updated on the website since January-even before there was discussion about changing services. Mr. Morton is going to check on this. Motion to put the check register online in detailed format. 5-0.
b. County Manager Report
▫ Update on County finances for the following funds/accounts:
General Fund - $1,151,882.12
Jury Account - $0
Cash Reserve Account - $176,438.98
Jail Fund - $29,775.51
E-911 Fund - $189,659.91
DATE Fund - $20,648.22
PC L.M.I. Grant - $335,374.59
Juvenile Court Fund - $20,342.89
Residential Impact Fees - $279,269.85
Commercial Impact Fees - $8204.21
General Obligation SPLOST Tax Bond Sinking Fund, 2011 - $300,986.07
c. County Manager Comments.
CM Morton read the account balances aloud.
Then he asked the board members to remember Auxilliary member and firefighter Joyce Fabian with a moment of silence as they recognized her service to the county. He had expressed condolences on behalf of the BOC at her funeral and thanks were expressed to those who put their lives on the line for the county.
Applications will be accepted through August 2nd for Accounts Payable position.
ACCG will be here on Monday for annual payroll audit.
A claim has been submitted for damage to the fuel system from the June 28 storm that rolled through here.
Mr. Morton met with Helen Carter about Wendy Sawyer’s position since she is resigning soon. It is an hourly non-exempt position and will be on the next meeting agenda. This is a fully county salaried position.
Mr. Morton advised board members of a request from Tax Assessor Board Chairman Robert Marriott related to a reimbursement for a hotel expenditure. According to policy that was just passed, if a class is within 80 miles, there is no hotel reimbursement. This was submitted prior to the policy as part of their training and is in their budget. This class has after hours study for a certification test and they have asked for reimbursement based on this because travel back and forth would have been a hardship due to after hours study. To be discussed later in the meeting.
d. Commissioner Reports.
Commissioner Bass – County Clerk Jo Ann Wrye and and Commissioner Bass did an inventory report in Magistrate last week. She said that everyone was very helpful over there. All that is left is the Road Department. She thanked Jo Ann for her assistance.
She also said that she has had 2 calls about families facing a hardship because of the economic environment in relationship to Impact Fees. They saw that businesses are getting some relief and said that they understand that, but both asked Carol, what about the citizens who were also feeling this hurt? There has been $360,000 generated from Impact Fees to cover citizen impacts on our community. She asked if the county should do something about this and asked about a short term moratorium on Impact Fees. It was noted that Cherokee County had a short term moratorium for business and industry. Planning and Development Director David Allen and Mr. Morton will discuss this in the Monday meeting and bring some pro’s and con’s to the next meeting.
Commissioner Tamra Jarrett – The credit card statement has been addressed already. She is not happy that the current firm is not providing financials on the website to the citizens and we have been paying for it. Mr. Morton will address this.
Commissioner Tommy Powers – Has gotten some calls about potholes and that he has turned that over to the CM who is dealing with this.
Commissioner James Jenkins – None.
Chairman Briar Johnson – Said that he received a thank you card from Don Bailey and thanked those involved with animal control in our county.
e. County Attorney Report to Commissioners.
Comments are saved for executive session with the exception of a comment about long range planning purposes. Minimum wage is currently $7.25 there is a move to change to $9 an hour by 2015.
8. UNFINISHED BUSINESS
a. Approve/deny Invocation Policy, continued from the July 10, 2013 meeting.
Mr. Rob Morton met with Commissioner Jarrett and Ben Maxedon for suggestions on the policy. A couple of revisions were made already including a typographical error. The county is trying to be neutral and this is not going to be a commercial opportunity. Motion to approve with corrections. 5-0. Click here to read the draft policy. This is not the final policy with tonight's corrections but will give you a good idea of what the final policy will look like. The final policy will go online as part of our code of ordinance on the county website at some point soon.
b. Approve/deny 2nd Reading of Personnel Policy regarding, Vacation, Reimbursement, Mileage and Time Clock, continued from the July 10, 2013 meeting.
Suggested revisions have been made. No pay in lieu of vacation may be authorized. This has been clarified with all department heads. Accrual hasn’t changed, but previously vacation could roll over vacation into a retirement fund that cost the county and was not budgeted each year. This policy distinguishes between carried over vacation and clarifies that up to 2 weeks of vacation can be carried over and added to up to 4 weeks of vacation with a potential total of up to 6 weeks of vacation. The intent is to use it or lose it. Employees can be reimbursed for up to 4 weeks if there is an end in employment. Partial vacation days for doctor’s appointments can be used now where it wasn’t allowed before with the approval of the county manger. Policy says 7 days advance notice but emergency situations can be approved upon an individual basis with permission. This only applies to county employees and not those under the elected officials. Those officials have their own office policies.
Commissioner Jarrett asked to change the hotel policy from 80 miles to 60 miles so employees do not have to travel so far if they don’t want to. There was a consensus to go with 60 miles. We pay 55 cents per mile otherwise. IRS is now reimbursing at 56 ½ cents per mile. A past BOC voted to go with 55 cents per mile and that is current policy. Mr. Morton asked what rate they were following and asked specifically if we are following the IRS. There was a consensus to change the ordinance to say 55 cents per mile and not follow IRS guidelines. As for the request to pay for the hotel mentioned earlier in the meeting, the hotel stay would be after the policy has been implemented. Commissioner Bass said that they have homework and it is hard. It is said that they will adhere to policy from here on out in the email, but that they did not know before and asked to authorize this particular expenditure. CM recommendation to authorize the expenditure and said that it is in their budget. Motion to authorize the expenditure. 5-0.
How do we monitor breaks and do we have a break policy asked Commissioner Jenkins. CM Morton said that we don’t have a formal monitoring but it could be added. Consensus to add two paid 15 minute breaks for each 8 hour day to the code of ordinance.
Discussion about changing reimbursement for meals from $40 a day to $50. If meals are available, we expect employees to use them because taxpayers are paying for this if meals are part of the events. Receipts are required. This used to be straight $40 per diem. $25, $15, and $10 is the proposed new policy. Commissioner Jarrett said that people are serving the county at these conferences and they deserve a decent meal. Commissioner Bass suggested leaving the amounts out with a straight somewhat per diem amount. Commissioner Powers said that he leaned toward a straight $50 too without dividing it up per meal. Commissioner Jenkins said that he didn’t think that he couldn’t eat $50 per day and wanted to see it remain at $40 per day.
Changes that will be made: Mileage will be reimbursed at a rate of 55 ½ cents per mile and this will be specified by a fee sheet that will be attached to the ordinace. 80 miles changed to 60 miles on county reimbursement for a hotel. On the time clocks section, a paragraph will be added that there will be two 15 minute breaks for each 8 hour day in which employees will clock out but it will not be deducted from their pay. Motion to approve with changes. 5-0.
c. Approval/denial of the revised Capital Improvements Element (CIE) 2012 Annual Update, continued from the July 10, 2013 meeting. (Public Hearing held on July 10, 2013 meeting)
Planning and Development Director David Allen provided staff and Planning Board suggested changes. The Jail roof, LMIG road improvement match, recreation field upgrades including lighting and fencing were added to this schedule. Commissioner Bass understands that this is a plan but said that some of the costs are high and that if we don’t have Impact Fees to cover the plan, what then? CM Morton said that the amount for a project has to be known ahead of time and the amounts needed to cover the projects as well as the amount that is in the Impact Fee account will have to be known. Commissioners will have the opportunity to approve each project on an individual basis. The chart of Impact Fees is accurate subject to the annual audit and it will be revised accordingly if the auditors find any mistakes. This vote approves the transmittal of the revised plan to the DCA who will examine it and advise approval within 60 days. Commissioner Powers asked a question about how this money would be used to make sure that money can only be used for specific departments and for specific amounts. There was a problem that was cleared up 2 years ago specifically according to Director Allen. Commissioner Powers is interested in addressing the amounts collected for Impact Fees but that will have to be addressed according to specific state law. [Note from the Editor: If commissioners do decide to make changes to the amounts collected, etc., it will be an extremely long drawn out process dictated by state law.] Motion to approve. 5-0.
d. Discuss anticipated TAN.
CM Morton asked that the Tax Anticipation Note be addressed even though it doesn’t look like we will need this because it looks like we will have enough money coming in to make it through to our next tax season. With a new CM coming in, he asked that commissioners be prepared in the event of an emergency. There is no cost associated with this unless the county actually uses these funds. The county used a TAN 2 years ago but not since then. $650,000 is the average cost for Pike County on a monthly basis hence the $800,000 TAN that we normally have on this note. This is not approving the actual TAN note or the borrowing of the money at this time, it is simply laying the groundwork in case the county needed this. Motion to approve. 5-0.
e. Consider approval of $1,618.23 for table and desk for Sheriff’s Security Station at the courthouse to be paid with SPLOST funds.
This was addressed in an earlier meeting this spring. It would have been more expensive to build this in house so a bid went out and the vendor was chosen. This should be the last expenditure on the furnishings of the courthouse. Commissioner Jarrett asked if all of the electrical outlets have been addressed. CM Morton said yes. Motion to approve. 5-0.
9. NEW BUSINESS
a. Approve/deny Non-Revenue Work Detail Contract.
A work detail contract provided from the transitional facility will provide a non-supervised work crew. We would pick them up and return them to the facility for the cleaning of the courthouse, etc. There is a burden on our people to supervise if we use this detail because we are not paying for the staff to supervise them. CM said that the work needs to be done. We either need to do it or find a way to get it done. Chairman Johnson said that he got an email on this and mentioned this man’s concern about the interaction of prisoners in prisoner clothing with the public in case they come in and ask for directions. CM Morton said that more than 50% of the courthouses that he has gone in have supervised details. CM Morton said that there has been a change to the facility and it is no longer a prison. This is a treatment center now and it is not people with capital offenses coming over to do work in the county. Commissioner Jarrett said that she is not comfortable with our employees having to supervise these inmates. Chairman Johnson said that he would be ok with these inmates coming over here after talking to Warden Sanders. Mr. Morton said that he would put this on the next agenda after further discussion. [Note from the Editor: The key word here is "non-revenue" which means that the county will not be paying for this service. We no longer have a work detail to pick up the track because we cut it from our budget and the same goes for a contract like this. They can't afford to just give us the free labor and the paid supervisor for the crew. The bottom line sounds like if we want this service, we are going to have to find a way to pay for it. Someone is going to have to clean the toilets and the floors in our county buildings.] Click here and and here if you want to read about the West Central Integrated Treatment Facility and the program that is offered there.
b. Consideration of Molena Fire Station Lease.
CM Morton contacted the City of Molena about the temporary lease that the county has been paying to the city for this fire station. $700 per month is what we have been paying since January 1, 2013. This was planned with the budget and they want to continue that rate. There are some additional expenses that we are paying as well with a fund set aside for future upkeep of the facility when upkeep needs to be made. $600 was discussed at a previous meeting. Commissioner Powers said that Meansville only gets $5,000 per year for a mutual aid contract and wondered whether we are getting more bang for our buck. Commissioner Bass pointed out the differences in the amounts to fire stations with $9,120 going to Zebulon, $9,160 going to the 2nd District, $10,200 for Williamson, and $17,000 to Molena. Commissioner Bass asked if we are paying rent plus utilities. CM Morton said yes. She said that propane, water, phone, and electricity plus the $700 seems out of whack when compared to the other facilities. It can be addressed again at any time. Motion to work out an annual lease agreement at the $700 rate for our budget year that will run through June of 2014. Approved 5-0.
c. Recognize 11 U and 7 U All Star baseball teams of Pike County.
This was done earlier in the meeting. Look for pictures tomorrow.
d. Consider one appointment to the Pike County Board of Assessors to fill a four-year term, set to expire August 12, 2017. Applicant has met all criteria.
Motion to approve Christopher Tea who was the only applicant and has served on this board before. 5-0.
e. Authorize Chairman to sign letter to support Rural Housing Preservation Grant.
This is to authorize a letter of support for this grant and is not a monetary obligation from the BOC. Community Action Agency is the one who put in for this grant. Motion to authorize a letter of support. Approved 5-0.
f. Consider request from Ben Maxedon from American Legion, Post 197, to use courthouse grounds on Saturday, August 24, 2013 from 1:00 p.m. until 10:00 p.m. for a fund raiser for J.D. Walker memorial.
Motion to approve. Discussion: This will be a fundraiser sponsored in conjunction with the American Legion with Teresa Rutledge who is the mother of J.D. Walker. There is a bike ride that will end here. There will be live music. She is trying to get someone to have a BBQ here as well as some inflatables for the kids. There will be a variety of activities at the courthouse and at the Chandler Building. This is to do a memorial at the school building in honor of J.D. Walker. Commissioner Jarrett has a concern about inflatables on the courthouse lawn and the landscaping. Commissioner Powers asked whether or not there would be event insurance and he was concerned about the possibility of a child getting hurt on county property. Mr. Maxedon said that companies with inflatables normally have their own insurance. They are not asking to block any streets. CM Tom Morton said that commissioners should include in the motion that insurance be supplied by the company provided by the inflatables. Motion to approve with a stipulation to ensure that the courthouse landscaping not be impacted by any of the activities and that the company providing the inflatables have adequate insurance. Approved 5-0. This will be a cabinet in the building with memorabilia that will commemorate J.D. Walker along with a mural in the foyer.
g. Discuss acquiring and moving building at City of Zebulon to animal control site.
This has been discussed in prior meetings. This is the building formally used for the Water Department and they are still willing for the county to take possession of this building for the cost of $1. The county will be responsible for acquiring and moving the building. Commissioner Jarrett asked about the stability of the building. Director David Allen said that it is in fairly good shape. The estimate of a little more than $5,000 will be needed for this and it has been budgeted. Motion to approve. 5-0.
h. Approval/denial of revision to final plat of Deer Lake Estates, pertaining to lots 30 and 31.
The owner of lots 30 and 31 wants to combine the two lots to make more room for a house. Director Allen has not found any prohibitions on this. Commissioner Bass asked for specifics about combining lots and voiced a concern about following our code of ordinances and our procedures. Motion to approve combining the lots pending any prohibitions in our code of ordinance that would prohibit this. 5-0.
10. PUBLIC COMMENT- (Limited to 5 minutes per person)
11. EXECUTIVE SESSION: 8:34 p.m.
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. Added: Discussion of Personnel-Public Works and Pending and Potential Litigation-Magistrate Court. At the beginning of the meeting, CM Morton said that there is a new claim and he wants to give an update of the Magistrate Court case. [Note from the Editor: This is from the Post Agenda and may answer a few questions about the Executive Session. "... add under Executive Session the discussion of personnel germane to the Public Works Department and also for the purposes of discussing pending and potential litigation germane to the Magistrate Court and Quiet Title."
[Note from the Editor: At the end of the Executive Session, both county attorneys returned to the meeting with the county commissioners remaining in the room alone to discuss the final motion would be my assumption. Any time action is taken in the back room, it must be announced in an open meeting as this was.] Return to regular session at 9:16 p.m. Motion to approve $15,000 for compensation for the Interim County Manager. 5-0. Commissioners said thank you to Mr. Morton for his work as the Interim County Manager. [Note from the Editor: County Attorney Rob Morton (with the assistance of his Dad, Tom Morton) has been serving as the Interim County Manager since Mike Phillips was terminated on April 11, 2013 including weekly staff meetings and handling the day to day actions that are needed to run Pike County because our county manager form of government does not allow the county commissioners to do hiring and firing or run the day to day work of the county.]
Motion to adjourn. 9:18 p.m.
12. ADJOURNMENT
Agenda subject to revision.
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