BUTTS COUNTY BOARD OF COMMISSIONERS
MINUTES OF THE REGULAR MEETING
NOVEMBER 13, 2017
Present:
Joe Brown, District 3, Vice Chairman
Russ Crumbley, District 5
Keith Douglas, District 4
Robert Henderson, District 2, Chairman
Ken Rivers, District 1

Staff:
Steve Layson, Interim County Administrator
Michael Brewer, County Clerk
Mike O’Quinn, County Attorney

MINUTES

The Board of Commissioners met at 5:00 PM for a workshop to discuss a number of items on the agenda for the 6:00 PM meeting. In addition to these items, Commissioner Rivers added a discussion item related to the recent decision of the Board not to pursue a leasing arrangement with Enterprise Leasing. Citing the need for vehicles, he requested the Administration take an additional look at this program and other related programs as the need for vehicles in several departments was becoming critical. The workshop adjourned at 5:50 PM.

Chairman Robert Henderson called the regular meeting to order at 6:00 PM and welcomed all present. He then asked Commissioner Douglas to give the invocation, followed by the pledge of allegiance.

Item 2017-11-173: Approval of Docket
Upon a motion by Commissioner Douglas, seconded by Commissioner Rivers, the docket was approved with unanimous consent and two items added: a vote to award a contract to Georgia Asphalt and a vote to approve the Service Delivery Strategy final documents.

Item 2017-11-174: Approval of October 2017 Minutes
Upon a motion by Commissioner Douglas, seconded by Commissioner Rivers, the board voted to approve the minutes of the two meetings held in October with unanimous consent.

Item 2017-11-175: Recognition of Commissioners
Mr. Brewer recognized Commissioner Russ Crumbley and Commissioner Ken Rivers for having completed their basic certification as County Commissioners and noted that the entire board was certified through ACCG and the University of Georgia. He then recognized Commissioner Keith Douglas for having completed the Commissioner Specialty Certification program in Intergovernmental Relations.

Item 2017-11-176: Public Hearing on Special Use for Tattoo Parlor
A public hearing was held regarding Zoning Case 11(01)-2017 on an application for a special use for a tattoo parlor to be located at 125 Truck Stop Way. Follow a presentation by Christy Lawson, the public hearing was opened. Attorney Tim Whalen spoke in favor of the special use, followed by David Massey. No one spoke against the proposed special use. The public hearing was then closed. Upon a motion by Commissioner Brown, seconded by Commissioner Crumbley, the board voted to deny the special use due to the business being inconsistent with the surrounding businesses. The motion passed by a 4-1 vote, with Commissioner Douglas voting in dissent.

Item 2017-11-177: Public Hearing: Proposed Updates to the Capital Improvement Element of the Comp Plan
A public hearing was held on proposed updates to the Capital Improvement Element of the Comprehensive Plan. No one spoke for or against and the public hearing was closed. Upon a motion by Commissioner Rivers, seconded by Commissioner Brown, the board voted to approve the transmittal of the proposed updates to the state with unanimous consent.

Item 2017-11-178: Public Hearing: Proposed updates to the Short-Term Work Plan
A public hearing was held on proposed updates to the Short-Term Work Plan program of the comprehensive plan. No one spoke for or against and the public hearing was closed. Upon a motion by Commissioner Brown, seconded by Commissioner Rivers, the board voted to approve the transmittal of the proposed updates to the state with unanimous consent.
Item 2017-11-179: Nominations to fill Open Seat on the DFACS Board of Directors
Mr. Brewer notified the board that an opening had come up on the Board of Directors for the Department of Family and Children services. He requested that the board submit nominations to fill the position. Commissioner Rivers submitted the name of Doug King, seconded by Commissioner Brown. Commissioner Douglas submitted the name of Dr. Toni Clark, seconded by Commissioner Brown. The nominations were then closed and discussed, with the board ultimately voting 4-1 to appoint Dr. Toni Clark to the DFACS board, with Commissioner Rivers in dissent.

Item 2017-11-180: Notice of Positions Needing Appointments in December
Mr. Brewer presented a list of boards that had seats coming open in December that would need to be filled by persons being reappointed or newly appointed. There was no need for any action to be taken at this time. For the record, the following seats will be considered for either reappointment of the incumbents or new appointments:

Public Library Board of Directors: To succeed Lauren Potts
Three Rivers Regional Commission: To succeed Clair Jones
Butts County Transportation Board: To succeed Andrew Johnston and Steven Moore

Item 2017-11-181: Approval of County Administrator Job Description; Authorization to Advertise
Mr. Layson presented the updated job description for the position of County Administrator to the board for approval. After noting one correction that he wished to make, the vote was called and upon a motion from Commissioner Rivers and a second by Commissioner Crumbley, the job description was approved and advertising authorized, with unanimous consent. Mr. Layson will begin advertising the position immediately.

Item 2017-11-182: First Reading to Amend the Code of the County under Home Rule Amendment.
Mr. O’Quinn presented as a first reading a resolution for the Board to amend the Code of the County under the Home Rule Amendment that would clarify that the positions of Chief Financial Officer and County Clerk; that neither position would be subject to annual appointment; that both positions would become Butts County Merit System employees; that both positions would enjoy the same rights, privileges and security of other Merit System positions; that the position of County Treasurer, which has not been filled since the 1970’s would be eliminated; that all duties previously associated with the Treasurer would be assigned under the position of the Chief Financial Officer; that any references in the Code to the position of “Controller” would be taken to mean the person holding the position of Chief Financial Officer; and for other purposes. A motion was made by Commissioner Rivers, seconded by Commissioner Douglas, to accept the changes as a first reading, with a subsequent second reading and adoption to take place at the December 11th meeting. This was approved with unanimous consent.

Item 2017-11-183: Approval of Organizational Chart
(Note: This item was moved to follow Executive Session)

Item 2017-11-184: Update and Revision to the Butts County Purchasing Policy
Upon a motion by Commissioner Rivers and seconded by Commissioner Brown, the board approved unanimously a revision to the Purchasing Policies of Butts County that added the following language under “Section 1-Competitive Sealed Bidding”

BID RESPONSIVENESS – In the event that only one bid is received in a competitive sealed bid process, the Administration shall, as soon as practical, go out for bid again with the goal of receiving at least the minimum required two bids. If, following a rebid process, only one bid is received, the Administration shall bring this to the Board of Commissioners for further direction or approval/rejection of the sole bid.”

This item and addendum becomes effective immediately.

Item 2017-11-185: Approval to Purchase Ambulance
Chief Mike Wilson presented a proposal to the board to purchase a new ambulance for his department under the current special purpose local option sales tax (SPLOST VI) in the amount of $166,890.00. This would be the third and final ambulance of the three that were approved in the current SPLOST program. Upon a motion by Commissioner Brown and seconded by Commissioner Douglas, the board voted to approve the purchase from Custom Works Specialty Vehicles with unanimous consent.

Item 2017-11-186: Award of Contract to Two Rivers Resource Conservation & Development Council
Upon a motion by Commissioner Douglas and seconded by Commissioner Crumbley, the Board voted with unanimous consent to award a contract for centerline striping to Two Rivers RCDC, Inc. for $60,000.00, to be paid for with SPLOST VI funds and authorized the County Administrator to execute the contract once signed by the Chairman.

Item 2017-11-187: Chairman Ratification of Signature to Authorize Three Rivers Regional Commission
Upon a motion by Commissioner Rivers and seconded by Commissioner Douglas, the board voted with unanimous consent to approve and ratify the Chairman’s signature on documents authorizing the Three Rivers Regional Commission to perform work for the county on the upcoming census, said work to be performed in regards to the Local Update of Census Addresses program (LUCA).

Item 2017-11-188: Approval of Probate Court Service Agreement with Southeast Corrections LLC
Upon a motion by Commissioner Rivers and seconded by Commissioner Brown, the board voted with unanimous consent to approve a service agreement between the Probate Court and Southeast Corrections LLC, authorizing the Chairman to sign on behalf of the County.

Item 2017-11-189: Request to Waive Impact Fees for Project Liberty
Laura Sistrunk presented a request to the Board to waive 75% of the impact fees with Liberty Development at Exit 205. Following some discussion, the Board requested that the County Attorney research our ordinances and develop a mechanism by which the County Commission could waive impact fees and this was affirmed upon a motion by Commissioner Rivers, seconded by Commissioner Brown with unanimous consent.

Item 2017-11-190: Consolidation Referendum
Commissioner Brown stated that there has been a lot of discussion following the recent efforts to approve and ratify the Service Delivery Strategy and that he would like to propose, in the form of a motion, that the Board appoint a Charter Committee to gather facts and figures on consolidation; that they create a model charter for a consolidated government; that the board at some point authorize our legislative delegation to propose legislation in the General Assembly that would put before the eligible voters of Butts County a referendum that would call the question on whether the governments of the cities and counties should become a consolidated government; and for other related purposes. This was seconded by Commissioner Crumbley and following discussion, the motion was approved with a 4-1 vote, with Commissioner Douglas in dissent.

2017-11-191: Approval of Paving Contract
Upon a motion by Commissioner Rivers and seconded by Commissioner Brown, the board voted with unanimous consent to approve a paving contract with Georgia Asphalt to resurface approximately 7.0 miles of county roads using the LMIG Funding (Local Maintenance Improvement Grant). This item was added to the docket.

2017-11-192: Authorization to Sign Service Delivery Strategy Act Documents
Mr. O’Quinn reported that the work between him and the attorneys for the city of Jackson was substantially completed on the service delivery strategy and he requested that the board vote to authorize the chairman to sign and execute all documents, subject to final review by the County Administrator. A motion was made to this effect by Commissioner Rivers, seconded by Commissioner Douglas and approved with unanimous consent.

2017-11-193: Executive Session for Personnel
Upon a motion by Commissioner Douglas and seconded by Commissioner Rivers, the Board voted to go into Executive Session for the purposes of personnel. The meeting then resumed upon a motion by Commissioner Douglas and seconded by Commissioner Crumbley with unanimous consent. Mr. O’Quinn notified the public that they had discussed a personnel matter pertaining to the new organizational chart and the personnel that would be staffing it. The board then voted on Item 2017-11-183, which is covered below.

2017-11-183 Continued: Mr. Layson presented a revised and updated organizational chart for all departments and agencies that fall under the jurisdiction of the board of commissioners. Under the new organizational chart, the duties and title of the County Clerk will be held by Michael Brewer and the duties of Chief Financial Officer will be held by Chiquita Barkley. The following departments and their department heads will answer to the County Administrator, to include: Leisure Services, Animal Control, E-911, Planning and Development, Fire Department, Public Works, Facilities Management and Human Resources, with the Human Resources position to be filled as soon as possible. Upon a motion by Commissioner Rivers and seconded by Commissioner Douglas, the new organizational chart was approved with unanimous consent.

Item 2017-11-194: Public Comments
Mr. Brewer notified the board that no one had turned in a request for public comment prior to the deadline prescribed under the county code of ordinances in advance of the commission meeting.

Item 2017-10-170: Adjournment Motion
Upon a motion by Commissioner Brown and seconded by Commissioner Douglas, the board adjourned the meeting with unanimous consent.