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July 30, 2019 – 6:30 p.m.
Courthouse, Main Courtroom, 16001 Barnesville Street, Zebulon, Georgia
Courthouse Doors on East/South Sides open at 6:00 p.m.
Town Hall Meeting at 6:15 p.m.
www.pikecoga.com/novusagenda has a download of the agenda and accompanying information for this meeting. Monthly information from Animal Control, Coroner, Fire Department, Grady, Library, Magistrate Court, McIntosh Trail CSB, Planning & Development, Registrar, Superior - Juvenile Court, Tax Assessor, and the Water Authority are included as well.
1. CALL TO ORDER………………………………………………………..Chairman J. Briar Johnson
2. INVOCATION………………………………………………………………………Karen Brentlinger
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))
a. Minutes of the July 10, 2019 Regular Monthly Meeting.
6. INVITED GUESTS
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 Detail Check Register is included.
b. County Manager Report
Update on County finances for the following funds/accounts:
General Fund ......................................................................................... $1,088,692.42
Fire Dept. Donations ........................................................................................ $6,041.70
BOC – Jury Account……………………………………………………………...$0.00
Cash Reserve Account ........................................................................ ….....$107,384.17
Pike County CD Special Revenue funds………………………………………….$0.00
Jail Fund ........................................................................................................ $38,538.31
E-911 Fund .................................................................................................. $284,570.96
DATE Fund ................................................................................................... $51,344.58
Juvenile Court Fund ....................................................................................... $10,806.16
Residential Impact Fee ................................................................................ $704,640.52
Commercial Impact Fees ............................................................................... $80,983.92
C.A.I.P FUND ............................................................................................. $181,520.53
General Obligation SPLOST Tax Bond Sinking Fund, 2016…………...$1,234,885.90
L.M.I. Grant (DOT) .................................................................................... $ 297,176.50
c. County Manager Comment
[Note from the Editor: This is from the County Manager Report from 7.19.19. Thank you to Interim County Manager Rob Morton for honoring my request for these reports.
CDBG Grant re Hilltop Community. I was contacted last week by the state regarding documentation related to our grant administrator. I provided the state with the requested documentation (minutes). Our grant administrator believes that such contact from the state is a good sign indicating that our application is being considered.
Dude Solutions Work Order Software System: I am placing this matter on your agenda for July 30th. Apparently Bobby Bickley approved a proposal for $12,888 for the system on May 29th after the new budget was approved. I did not find, however, any record of the system being discussed in any meeting or otherwise being formally approved by the Board. In addition, based on the amount of the system/services, there should have been three written bids received. Based on the proposal approved on May 29th, the system/services were supposed to be effective July 1. We did receive an invoice for $5,388.30 dated June 4, 2019, that was net 30, for the initial payment per the proposal. However, the necessary system training has not been completed and the system has not been installed. It is my understanding that we can not schedule the requisite onsite training with the company until September. Accordingly, we could not be operation with the system until mid September even though the payment obligations started July 1.
I have advised the company that it appears that proper procurement procedures were not followed and that I would be placing the matter before the Board. I further advised the company that I could not approve the initial payment since the system is not operational and the proper approvals may not have been in place. I then met with Todd and Gail about the system/services and they are both of the opinion that the system is great but is not necessary for Pike County at this time. Considering the $12,888 price tag for the system/service, I would like your input regarding these issues. Again, this will be an agenda item for July 30th.
First Responder License Renewal. This matter will also be an agenda item for July 30. After investigating a letter that was sent certified mail to all of the volunteer firefighters, I met with Chief O'Barr to clarify financial policies, budget issues and chain of command protocols. I then requested Chief O'Barr to arrange for me to meet with his Executive Officers to get educated regarding issues involving First Responders in connection with ambulance services provided by Grady. I met with the fire officials yesterday. I discovered that our First Responder license had expired in the spring of this year but we have been given an extension until July 31st to renew the license. I have investigated and researched issues related to having a state issued First Responder License. When this matter was addressed in 2016/2017, we placed limitations on ourselves. In short, the state license allows Pike County to have more capabilities in the context of life-saving/sustaining efforts than we have allowed ourselves. I did recall the discussions and I have obtained my notes and the minutes from October 2016 and April 2017 when the matter was first addressed. Based on the information that I have obtained and reviewed, I have instructed Chief O'Barr to prepare 2 versions of the renewal application: 1 version that maintains the current level of life-saving/sustaining at Basic and 1 version that changes the level to Advanced. An Advances level could allow first reponders that are EMT's, AEMT's, or Paramedics to conduct IV Therapy and administer medications for the treatment of Diabetes issues, Cardiac Issues and possible drug overdoses. This would not be intended for qualified First Responders to posses or distribute narcotic medications. I have placed this on the agenda for your consideration and have asked for additional information from the Chief and his Executive Committee who will be available at the meeting.
County Manager Applications. As you know, the applications were advertised to be received through July 31st. To date, I believe that we have received at least 6 formal applications. We are aware of at least 2-3 additional interested applicants. Angela has made copies of the applications for each of you for your review and consideration.
Special Election. As you may recall, we will have a special election to fill the unexpired term of Commissioner Tommy Powers. The qualifying will be August 19-23; early voting will be October 14-November 1; and the election will be November 5th. Should a runoff be required, it will be December 3, 2019. There will be a notice with this information published.
Joint Board of Elections and Registration. The initial meeting was held Tuesday the 16th and the Board was administered the official oath of office and elected its officers and considered various items. There will be another meeting on July 30th at 4 before your next meeting. The Board will be considering the draft by-laws and costs associated with conducting the municipal elections. The City of Zebulon will be changing its voting precinct to the Board location as authorized by state law since we are in the same city. You will see a notice published and there will be a hearing regarding the proposed changes.
Murder in Coweta County Fund Raising Event. I was contacted by Rosemary Bunn our Library Manager regarding the possibility of using the Courthouse to hold a movie showing event in conjunction with fundraising activities. I advised her that we were going to follow our related protocols. I anticipate the receipt of an application for the use of the courthouse that outlines the request. I have asked Ginny to assist with this concept since it deals with fundraising efforts/economic development. [Note from the Editor: This Library event is going to be awesome! In the May Library Board Meeting, Library Manager Rosemary Bunn advised that she has been in contact with the producer of this film and there are plans for a screening of the movie in the Pike County Courthouse where Murder in Coweta County was filmed. Mark your calendar for the night of Saturday, September 21, 2019.]
Poverty Training. There will be five of us attending the poverty training that is scheduled in Griffin on Monday and Tuesday of next week: Chairman Johnson, Brad Vaughan, Ginny Blackeny, Jessica Butler (Chamber) and myself.
Department Activities:
Public Works. Mtn View Road was reopened yesterday. They will finish some of "dressing" work today. The application for the 2020 LMIG was submitted. However, three of the roads that were on the list that I provided at the last meeting were actually completed this past week and we have enough existing LMIG funds to pay for the three roads (all within the Ranchland Estates Subdivision). Accordingly, we revised the 2020 list to include the following roads: Buffington Road, Flat Rock Church Road, Lifsey Springs Road, Hutchinson Road, and Rocky Way.
Building and Grounds. The courthouse exterior painting and repair work has been completed except for a final inspection and related punch list. The corresponding interior remediation work has been completed, except for drywall and painting. Gail will be providing me with the estimates for the interior finishing work.
Economic Development. Ginny continues to stay extremely business with the tasks related to economic development and she will be attending the Poverty Institute Training next week. Since her monthly reports are very detailed, I will not reiterate items from her report(s).
Planning and Development. Brad and his staff are also staying busy with permitting, reviews, inspections and code enforcement. Brad has also studied the regional plan received from Three Rivers and has provided pertinent comments on behalf of Pike County. Brad will also attend the Poverty training, particularly concerning nuisance/blight abatement. I have confirmed Kevin Boyt as a salaried employee, since he meets the requirements of an exempt employee including supervisory responsibilities concerning inspections and other employees. This was address in the budget meetings and will be beneficial to the county in the context of overtime issues.
Administration. We are still working together clarifying job responsibilities and distribution of duties. We met today regarding insurance related issues, the handling of insurance claims, the contacts for various insurance coverages in the County's portfolio and the maintenance of asset lists and policies.
End of County Manager 7.19.19 Report.
d. Commissioner Reports
e. County Attorney Report to Commissioners.
8. UNFINISHED BUSINESS
a. Clarify FY 2020 LMIG project road list.
9. NEW BUSINESS
a. Approve/deny one appointment to the Pike County Agribusiness Authority to fill an unexpired threeyear term, set to expire April 1, 2021. Applicant has met criteria.
b. Appoint County voting delegate for the 2019 Legislative Leadership Conference. c. Discuss Dude Solutions proposal process.
d. Approve/ Deny First Responder License Renewal.
e. Discuss transferring 2014 Kubota Lawnmower Serial# 42021 Model ZD326P-60 to the Parks & Recreation Authority.
10. PUBLIC COMMENT – None
11. EXECUTIVE SESSION
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 in the Administration Office.
12. ADJOURNMENT
Agenda subject to revision.
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