November 17, 2014 Regular Meeting Minutes

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Opening:

A regular meeting of the Butts County Board of Commissioners was called to order at 6:00 PM, Monday on November 17, 2014 in the C. Wayne King Auditorium, Jackson, Georgia by Chairman Roger McDaniel. Commissioners present at this time were McDaniel, Henderson, Hodges, Douglas, and Patterson (teleconference). Vice Chairman Henderson led the invocation.

Present:

Roger D. McDaniel, Chairman
Robert L. Henderson, Sr., Vice-Chairman
G.S. “Gator” Hodges, Commissioner
J. Keith Douglas, Commissioner
Mike Patterson, Commissioner (teleconference)
Michael Brewer, County Administrator
Crystal Griggs-Epps, County Clerk
Michael O’Quinn, County Attorney

The Workshop was called to order by Chairman McDaniel at 5:10PM. The purpose of the workshop was to discuss the list of priorities in regards to road repaving anticipated by the GDOT by the end of the year. By switching to the Fog Seal Treatment, Public Works will be able to utilize LMIG and SPLOST funds to resurface approximately 13 miles of road for the 2014-2015 LMIG Projects. Public Works Director, Marty Long advised the Board that there will be a savings to the County on every road repaved by switching to the Fog Seal Treatment. Mr. Long suggested doing a test run on Griffin Road due to the amount of traffic the road has on a daily basis with an evaluation done approximately six months later to see how the road is holding up from the treatment.

A letter would need to be drafted to GDOT stating the desire to carrying funds up to three years for a big project such as repaving 13 miles of road. County Line, Barnetts Bridge, Shiloh, and Mt. Vernon Roads can wait another year before repaving. However, Riley Road is next on the list to be repaved as money is appropriated for this project. Mr. Long added that Indian Creek is a good candidate road for repaving.

Doug Manning advised the Board that Mr. Long and the County Engineer has been working on a list of roads to repave and that an assessment module has been prepared and will be forwarded over to the Board for approval. Vice Chairman Henderson added that the process should be done fair by repaving roads in different districts. Michael Brewer suggested that a priority list for road repaving be voted on in the December meeting.

Approval of Docket

Item 2014-11-197 Michael Brewer requested to add an informational item about the ACCG District 4 meeting. Commissioner Hodges made a motion to approve the agenda and the addition, Commissioner Douglas seconded. Vote 5-0, carried unanimously.

Item 2014-11-198 Chairman McDaniel made a motion to amend October 13, 2014 minutes to state prepayment penalty was a request not a mandatory condition for approving the Honeywell proposal, Commissioner Hodges seconded. Vote 4-1, Commissioner Patterson opposed. Original motion to approve minutes; Commissioner Douglas made a motion to approve, Vice Chairman Henderson seconded. Vote 5-0

 Old Business

Item 2014-08-169 Crystal Epps updated the Board on the disposal of surplus properties project. Mrs. Epps informed the Board of the recommendations obtained from two auction companies for the surplus land. Ms. Epps stated the project is still a work in progress. Michael Brewer made a request for the Board to declare all acquired properties for delinquent taxes as surplus properties. Commissioner Hodges made a motion to approve the request, Commissioner Patterson seconded. Vote 5-0, motion carried unanimously.

Item 2014-10-191 Commissioner Patterson addressed the policy for sponsoring a golf Tournament – with request for a contribution of $500 to GRTL Golf 2014 item. Attorney O’Quinn advised that the policy submitted does reflect what the Board has done in the past; however, additional language to include a contract is needed. Commissioner Patterson advised that the $500 contribution (if contributed by the County) will be used to provide ultrasounds at the GRTL organization. Attorney O’Quinn advised that the cost of the ultrasounds would be needed. Chairman McDaniel entertained a motion to table the item until December’s meeting. Vice Chairman Henderson made a motion, Commissioner Douglas seconded. Vote 5-0, motion carried unanimously.

New Business

Item 2014-11-199 Michael Brewer addressed the appointment to Three Rivers Workforce Board item. Mr. Brewer informed the Board that recently we lost our long time appointee, Mr. George Weaver due to resignation. Patty Wallace-Hurst is up for consideration for the seat and will need to be jointly approved by the County and the City of Jackson. Commissioner Hodges made a motion to appoint Patty Wallace-Hurst to the Three Rivers Workforce Board, Commissioner Patterson seconded. Vote 5-0, motion carried unanimously.

Item 2014-11-200 Michael Brewer informed the Board of Sheriff Long’s request to donate a soon to be surplus 2008 Crown Victoria with over 200,000 miles to Wheeler County. Sheriff Long added that Wheeler County is a very poor county and stated the Wheeler County Sheriff was using his own car for patrolling. Attorney O’Quinn added that an intergovernmental transfer is an exception to the rule; otherwise, the County would have to sell the vehicle. Commissioner Douglas made a motion to donate the County’s vehicle to the Wheeler County Sheriff’s Office, Commissioner Hodges seconded. Vote 4-0; McDaniel abstained.

Item 2014-11-201 Butts County Water Authority’s General Manager, Marcie Seleb addressed the Revisions to the Use of Sewer Ordinance (1st Reading) item. Ms. Seleb stated that Vice Chairman Henderson requested a revision be made to the ordinance that it would be mandatory to connect to the sewer system if within 300 feet of the gravity sewer line. The change was requested due to sewer now being on Hwy 16 near I75. Ms. Seleb stated the revision is for new businesses and if someone has to get a new business license when property changes hand as long as they’re within 300ft. Commissioner Douglas made a motion to approve the first reading of the revision to the Use of Sewer Ordinance, Vice Chairman Henderson seconded. Vote 5-0, motion carried unanimously.

Item 2014-11-202 Ms. Seleb presented the Rotary Club’s Little Free Library Project to the Board. The Rotary Club would like to install eight Little Free Libraries in the Butts County community and would like for the first project to be on the courthouse lawn possibly on Oak Street. Commissioner Hodges made a motion for the first Butts County Little Free Library to be put on the courthouse lawn, Commissioner Douglas seconded. Vote 5-0, motion carried unanimously.

Item 2014-11-203 Doug Manning addressed the Appraisal Report for 206 S. Mulberry Street (4-H building). Mr. Manning advised that the building appraised for $175,000 and the land for $40,000. Commissioner Douglas made a motion to approve the appraisal report, Vice Chairman Henderson seconded. Vote 5-0, motion carried unanimously.

Item 2014-11-204 Mr. Manning addressed the alcohol license request for Steel Pony at 2719 Hwy 16W. Mr. Manning stated the applicant, David Ward submitted all of the required documents and has gone through all checks; therefore, Community Development is requesting permission from the Board to issue an alcohol license. Commissioner Patterson made a motion to approve, Commissioner Douglas seconded. Vote 4-0 (Henderson abstained).

Item 2014-11-205(a)-(f) Consent Agenda Commissioner Hodges made a motion to approve all consent agenda items, Commissioner Patterson seconded. Vote 5-0, motion carried unanimously.

Item 2014-11-206 No Public Comments

Item 2014-11-207 Mr. Brewer informed the Board of the items recently discussed at the ACCG District 4 meeting. ACCG will make proposals for certain items during the upcoming legislature session. One item of major interest is the transportation funding priorities. Also, ACCG will not have the Capitol Connection meeting in the early part of the year; instead they’re going to have District Days at the Capitol set aside for each ACCG District. ACCG District 4 date to visit the Capitol is February 25, 2015.

Item 2014-11-208 Commissioner Douglas made a motion to go in executive session, Commissioner Hodges seconded. Vote 5-0, motion carried unanimously.

Item 2014-11-209 Commissioner Douglas made a motion to reconvene back in the regular meeting, Commissioner Hodges seconded with a Vote 4-0. Attorney O’Quinn reported that the following items were discussed in executive session: personnel, upcoming appointments for Boards, disposition of 4-H building and two matters of litigation.

Item 2014-11-210 Commissioner Douglas made a motion to adjourn, Commissioner Hodges seconded with a Vote 4-0.

December 8, 2014 Regular Meeting Docket

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Regular Meeting – 6:00 PM
Preliminaries- Chairman McDaniel

-Call to order
-Welcome
-Invocation & Pledge of Allegiance

DOCKET No.            ACTION ITEMS                                                                   
2014-12-211   Approval of Agenda                                                                         
2014-12-212   Approval of Minutes – November 17th                                            

Presentations
Proclamation

Old Business
2014-08-169 Disposal of Surplus Properties Discussion                                  
2014-10-191 Policy for Sponsoring Golf Tournament –                            
with request for a contribution of $500.00 to GRTL Golf 2014

New Business
2014-12-213 Ratify Resolution for Ms. Gwendolyn West                                  
2014-12-214 Reappointment to Planning and Zoning Commission – Walter Mayfield
2014-12-215 Reappointment to Board of Appeals – Alton Stewart
2014-12-216 Reappointments to the Construction Board – Shannon O’Neal, Lanier Burford and Ted Strickland
2014-12-217 Appointment to the Board of Assessors                                    
2014-12-218 Approval of 2015 Holiday Calendar                                                 
2014-12-219 Tentative Approval requested for Transit Bus Replacement   
2014-12-220 Revisions to the Use of Sewer Ordinance – Second Reading
2014-12-221 Road Repaving and Resurfacing Priority List                      

Public Hearings
2014-12-222 Adopt Updates to the Capital Improvements Element                             
2014-12-223 Adopt Updates to the Short Term Work Program                  

Public Comments
2014-12-224

2014-12-225   Executive Session
2014-12-226   Executive Session Summary                                                           
2014-12-227   Adjournment

Board of Commissioners to Meet on December 8th

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The Board of Commissioners will hold a regular meeting on December 8, 2014 at 6:00 PM in the C. Wayne King Auditorium at 625 W. Third Street, Jackson, GA.  The public is invited to attend.

The Commission meets on the 2nd  Monday of each month at 6PM at the above location unless otherwise posted.  For more information, contact the County Clerk, Crystal Griggs-Epps at cepps@buttscounty.org.

 

Office Closings for Thanksgiving Holiday

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All Butts County business offices will be closed for the Thanksgiving Holiday on November 27th and 28th. County offices will resume operations on Monday, December 1st.

Have a Safe and Happy Thanksgiving!

October 13, 2014 Regular Meeting Minutes

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Opening:

A regular meeting of the Butts County Board of Commissioners was called to order at 6:00 PM, Monday, October 13, 2014 in the C. Wayne King Auditorium, Jackson, Georgia by Vice Chairman Robert Henderson. Commissioners present at this time were McDaniel (teleconference), Henderson, Hodges, Douglas, and Patterson. Commissioner Douglas led the invocation.

Present:

Roger D. McDaniel, Chairman (via teleconference)
Robert L. Henderson, Sr., Vice-Chairman
G.S. “Gator” Hodges, Commissioner
J. Keith Douglas, Commissioner
Mike Patterson, Commissioner
Michael Brewer, County Administrator
Crystal Griggs-Epps, County Clerk
Michael O’Quinn, County Attorney

Approval of Docket

2014-10-188 Michael Brewer asked to add a property owner’s request to submit a letter to the Board of Commissioners concerning curb cuts on SR/16W in consideration for action. Commissioner Patterson asked to add policy for contributing to Charity Golf Tournaments. Commissioner Hodges made a motion to approve the agenda and the additional items, Commissioner Douglas seconded. Vote 5-0, motion carried unanimously.

2014-10-189 Commissioner Hodges made a motion to approve the minutes from September 8, 2014 and September 22, 2014, Commissioner Douglas seconded. Vote 5-0, motion carried unanimously.

Old Business

2014-06-116 Doug Manning addressed the Board concerning Honeywell. Mr. Manning stated there had been an extensive comprehensive workshop held and based on the conclusion, he understands that an up or down vote occurs now. Commissioner Hodges verified with Mr. Manning the number of units to be replaced or refurbished which are mostly off brand, older models. The Chairman stated there is opportunity here to raise the bar in the way we maintain the buildings/HVAC systems and there are things that can be done to provide longevity for these units. The Chairman also added that utilizing Honeywell’s program will allow us to budget for units and monitor the usage trends. This is a proactive approach to saving dollars down the road with a mechanism to pay for it over 15 years. Commissioner Patterson stated he is against approving Honeywell due to the many holes in the program. Commissioner Patterson made a motion to not approve the Honeywell Contract; died due to lack of second. Commissioner Douglas made a motion to approve, Chairman McDaniel seconded.

Chairman McDaniel made an amendment to the motion to approve Honeywell and approve obtaining a performance bond at $12,500 and made a request (not a condition) to not have a pre-payment penalty in place for paying off early, Commissioner Douglas seconded. Vote 4-1 (Commissioner Patterson opposed) on the amended motion; Vote 4-1 (Commissioner Patterson opposed) on the original motion to approve Honeywell.

2014-07-132 Michael O’Quinn advised after reviewing the lawsuit from Joe L. Knight concerning the Board’s previous vote on rezoning Mr. Knight’s property, Mr. O’Quinn made a recommendation that the Board reconsider the request and conditions that were discussed previously. The rezoning request has been properly advertised and a sign was posted on the property. Mr. Knight stated that he was willing to accept all conditions put forth; however, he would like to keep the option of putting in his own water system which is very unlikely. Mr. O’Quinn then verified that these conditions run with the land. Several neighbors to the property spoke in opposition of the request. Mr. Knight added that the area will be gated and locked. Mr. O’Quinn verified with Mr. Knight his position which is to get the land disturbance permit before the water pressure issue is resolved; in return he is willing to put a berm in the front and keep it locked and gated across the front. Vice Chairman Henderson closed the Public Hearing. Commissioner Hodges made a motion to approve the zoning request and adopt all conditions that Planning and Zoning put forth to include having water pressure corrected before a land disturbance permit is issued. Commissioner Patterson seconded for discussion. Commissioner Hodges stated that if the applicant has met the criteria of the land use map, what else is there to do. The land owner has met the conditions and even exceeded them. Vote 4-0 (Commissioner Douglas abstained).

2014-08-173 Mr. Brewer advised that a salary comparison using data from the Department of Community Affairs and notes with recommendations were forwarded over to the Commissioners for their evaluation. If the Board finds the information submitted not deemed adequate to use as a foundation for future compensation; the Board may wish to engage in using an outside services such as Carl Vinson Institute to do a complete and impartial study of all positions, responsibilities, and compensations along with new job descriptions for each class and position. A complete wage and salary survey would also evaluate a number of unique positions and analyze what each position does. Chairman McDaniel made a motion to approve the Carl Vinson Institute study for Butts County, Commissioner Patterson seconded. Vote 4-1 (Commissioner Douglas opposed).

New Business

2014-10-190 Mr. Manning made a request to the Board to send a letter to the Georgia Department of Transportation in favor of allowing a new curb cut to be installed along State Road 16W. Based on the Community Development Department’s research, a rural curb cut (1000+ feet) will be more beneficial than the urban curb cut (660 feet). The rural curb cut will supply many benefits such as an introductory stimulus towards future commercial growth, will serve multiple land parcels as opposed to a single parcel, will attract multiple quality retail outlets, and better capitalization of commerce between this area and I75 interchange. The County will not have to invest any taxpayer dollars toward this implementation; however, the County will receive much needed revenue in the future. To secure the approval, the department is asking the Board to send a letter to GDOT in favor of allowing the new rural curb cut to be installed along 16W. Commissioner Hodges made a motion to approve a rural curb cut (1000+ feet) at I75 State Route 16 Interchange on the west side, Commissioner Douglas seconded. Vote 4-1 (Commissioner Patterson opposed).

2014-10-191 Commissioner Patterson presented his findings on a policy for how the County donates money to charitable golf tournaments. Commissioner Patterson read to the Board the following policy statement, “A group may request taxpayer funds for charitable citizens aid causes only when the funds requested in their entirety are to be returned to the aid of the Butts County citizens for a totally verifiable and accountable organization for the cause being requested. Approval lies solely in the hands of the active Butts County Commissioner Board at the time of request.” Mr. O’Quinn advised that the Board cannot make a charitable gift with no strings attached no matter how worthy the cause is; however, the Board can enter into a contract for services for an exchange for an organization to return services to the County. To do something similar to the Ernest Biles Golf Tournament, a contract is needed to obligate the recipient of the money to pay back to the County at least what was donated if not more. Commissioner Hodges made a motion to table the item for 30 days to allow Commissioner Patterson to obtain specific points as to where the money will be distributed, Commissioner Douglas seconded. Vote 5-0, motion unanimously carried.

2014-10-192 Glen Goens requested the Board to authorize the Chairman to sign the 2014 Performance Partnership Agreement with GEMA. Mr. Goens stated this is a grant that is done every year and that there weren’t any changes to the agreement. Commissioner Hodges made a motion to approve the agreement, Commissioner Douglas seconded. Vote 5-0, motion carried unanimously.

2014-10-193 Mr. Manning advised the Board of the recent discovery of the very high moisture content in the gym floor. The industry average for moisture content is between 65-72%; however, when test were perform in the gym floor, the results came back with 94% moisture content. From then on the County took a proactive approach and performed boring test on three areas of the gym floor: east side, center court, and the west side. The center court and the east side were wet; therefore, most of the moisture content is between center court and the east side. During the testing, there was no evidence of any kind of gravel or any kind of vapor barrier in place. The purpose of this request is to approve the contract for CBA Sports to repair and correct the Department of Leisure – Gym (A). Commissioner Douglas made a motion to approve the contract, Chairman McDaniel seconded. Vote 4-1 (Commissioner Patterson opposed).

2014-10-194 Crystal Epps requested that the Board award the paperless agenda management software contract to Provox Systems, Inc. The software costs $15,795.00 which includes electronic voting devices. The County Clerk advised that one of the major functions of the software is to allow for citizens to search the agendas and minutes on the County’s website by text or date. Commissioner Patterson made a motion to approve the contract, Commissioner Douglas seconded. Vote 5-0, motion carried unanimously.

2014-10-195 No Public Comments were made.

2014-10-196 No executive session needed.

2014-10-197 No executive session summary given due to no executive session.

2014-10-198 Commissioner Douglas made a motion to adjourn the meeting, Commissioner Hodges seconded. Vote 5-0, motion carried unanimously.

October 9, 2014 Workshop Minutes

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Opening:

A Workshop of the Butts County Board of Commissioners was called to order at 5:00 PM, Thursday on October 9, 2014 in the C. Wayne King Auditorium, Jackson, Georgia by Chairman Roger McDaniel. Commissioners present at this time were McDaniel, Henderson, Douglas, and Patterson. Vice Chairman Henderson led the invocation.

Present:
Roger D. McDaniel, Chairman
Robert L. Henderson, Sr., Vice-Chairman
Keith Douglas, Commissioner
Mike Patterson, Commissioner
Michael Brewer, County Administrator
Crystal Griggs-Epps, County Clerk
Michael O’Quinn, County Attorney

Absent:
G.S. “Gator” Hodges, Commissioner

The Director of Operations, Doug Manning stated the purpose of this Honeywell workshop is to report back to the Board the following three items: mechanics of proposal, legal aspects, and the fiscal portion. Mr. Manning continued to say that the mechanics of the proposal have been accomplished successfully, legal documents have been established to where both parties’ interest are taken into consideration, and financing packages from banks and local companies have been reviewed.

Cheryl Prince of Honeywell Building Solutions advised this is the right thing for citizens. The rate lock with the bank expires on October 18th; soon after the rates will go up. Honeywell is ready to start with the project.

Chairman McDaniel stated he did not see any fixed numbers in the report; only approximate numbers and wanted to know how the rate was established. Honeywell’s representative, Prakash Rao stated the rate is based on the previous month’s utility bills. Also, Mr. Rao assured the Chairman that his team looked at all units and identified which ones needed replacing.

Vice Chairman Henderson inquired about the start date of the three years maintenance. Honeywell Representative, Cheryl Prince stated it starts after the completion process which is June 1st and that Honeywell will train the County’s employees on how to handle maintenance issues as they arise. Ms. Prince also advised the Commissioners of the continued monitoring and tracking of the county’s control system done by Honeywell.

Commissioner Patterson asked what will the County save if spending $2 million over 15 years. The County Controller, Chiquita Barkley advised that over time there will be a savings on the utility bills. Ms. Prince added taking out units that have problems with them will impact the county’s budget by zero dollars. Attorney O’Quinn stated that the law allows us to enter into a multi-year lease for 15 years for energy saving purposes.

Commissioner Douglas stated we should make a decision to be energy efficient and save as much money as we can for the county. If we don’t decide to go with Honeywell, we will still need to put protocols in place. Ms. Prince advised that the financing deadline is quickly approaching. Chairman McDaniel commented that $2 million is a lot of money and the taxpayers are looking at us and how we spend the money. We will not be able to take action until the regular meeting on October 13th.

In conclusion, Chairman McDaniel confirmed that an up or down vote would occur at the regular meeting on October 13th.

Next, Mr. Manning gave an update on the Indian Springs fire station. The Department of Corrections can now assist with the construction of the new fire station which now makes the County eligible to use the Department of Correction’s discount from Home Depot. Commissioner Patterson inquired about the total cost of the fire station. Mr. Manning stated that $554,000 is the amount he cannot exceed.

Lastly, Mr. Manning addressed the change order for Gym floor – A. There has been a huge amount of moisture content found in portions of gym floor A and to fix the problem, it will cost $27,000. The manufacturer or contractor installing the flooring will not warranty the work if the moisture content problem is not fixed. Chairman McDaniel advised an action will be taken on the item in the regular meeting on Monday, October 13th.

Chairman McDaniel asked the County Attorney about the possibility of obtaining a performance bond for the Honeywell contract (if approved). Attorney O’Quinn stated a performance bond, which will be for the full 15 years will require that Honeywell have liability insurance. And if for some reason Honeywell goes out of business, the county will be covered. Mr. O’Quinn advised that his team will need to see the bond language prior to Monday’s meeting.

Transportation Board Meeting Canceled

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The Transportation Board Meeting has been canceled for November 27, 2014 due to the Thanksgiving Holiday. The next meeting date for the Board will be on January 22, 2015 at 6:00PM in the C. Wayne King Auditorium located at 625 W. Third Street, Jackson, GA. The December meeting is scheduled a week early due to the Christmas Holiday.