MINUTES OF THE BOARD OF COMMISSIONERS
CALLED MEETING HELD ON JANUARY 29, 2004
The meeting was called to order at 9:00 a.m. by Chairman J. R. Dowdy, Jr., with Commissioners James D. Harris, A. James Nance, Joyce C. Pheil, and Ferrell Henry in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney Guy D. Pfeiffer, Finance Director Sherrie Leverett, and secretary Linda Finch. Mr. Nance gave the invocation.
APPROVE RESOLUTION FOR LAND & WATER CONSERVATION FUND PRE-APPLICATION
Administrator Crapse went over a proposed Resolution which authorizes the submission of a Land & Water Conservation Fund Pre-Application for a $200,000.00 grant of which we are requesting $95,000.00 from the grant fund and the other $105,000.00 from county matching funds, as it has to be at least a 50/50 match. He advised that we have the money in the Recreation Department SPLOST funds, and the reason it is more than the 50/50 is to give us an additional five evaluation points, and by contributing $105,000.00 that puts us at 52.5%. He stated that this grant will be for acquisition of property, the application has to be postmarked by tomorrow and is a combined 2003/2004 call for pre-applications. There won’t be a separate one in 2004, and the next round of grant money in this fund will be 2005, and by that time we can probably ask for additionals funds for the actual development of the ball park complex on this land. He stated that he thinks we may have a good change of getting the grant as you get the most points for a new recreation area, land protection, having a formal recreation department, and for having this as an approved project. This grant application satisfies all of these. He stated that the proposed site is the “Hunt property”, but if we get the grant, we are not locked into this site. Motion was made by Mrs. Pheil to accept the recommendation of the Administrator and approve the Resolution for Land & Water Conservation Fund Pre-Application and authorize the Chairman to sign the necessary paperwork, seconded by Mr. Harris and motion carried unanimously.
APPROVE DOT CONTRACT FOR DCUTS
Administrator Crapse reported that we have the Contract between Crisp County and D.O.T. for the operation of the DCUTS system, it is a standard D.O.T. contract, and if we want to operate DCUTS, we have to sign it. He stated that the maximum exposure to the County is $49,542.00 if DCUTS doesn’t collect any money, and we signed a Contract with DCUTS last month saying that they would collect the money. Motion was made by Mr. Henry to approve the D.O.T. Contract for operation of DCUTS, seconded by Mr. Harris and motion carried unanimously.
APPROVE EMPLOYEE RETIREMENT PLAN PAYMENT
Administrator Crapse reported that we have our bill for the 2003 Defined Benefit Retirement Plan for employees, basically the cost came it at $337,671.00, we had budgeted $258,348.00, ACCG is saying that we are required to contribute $307,012.00, which is $48,666.00 more than we budgeted, but they recommend that we pay our full contribution that keeps our plan at the level it is suppose to be, which is $79,325.00 over budget. He advised that he realizes that we have a shortfall here, but he does believe that it is necessary to keep our employee’s retirement plan up to date, and if we don’t pay the full amount this year, we are going to suffer and it will be harder to catch up later on, and he recommends that we pay the full amount. Motion by Mrs. Pheil to make the full contribution of $337,671.00 to the Defined Benefit Retirement Plan, seconded by Mr. Henry and motion carried.
APPROVE CONTRACT WITH TRAYLOR BUSINESS SYSTEMS
Administrator Crapse reported the Contract with Traylor Business Systems is to do the personal property verification, and at the last meeting the Board approved the Ag revaluation and to take half the money out of this program and put in the Ag revaluation for this fiscal year. He advised that this Contract allows Traylor to bill on a case by case basis so that we can cut it off when we have reached our level of expenditure of $30,000.00 for this fiscal year, but we should generate more that the $30,000.00 expenditure. Motion was made by Mr. Nance to approve the Contract with Traylor Business Systems, seconded by Mr. Harris and motion carried unanimously.
CHAIRMAN APPOINT COMMISSIONERS TO RCD&D COUNCIL
Administrator Crapse reported that there is going to be a steering committee meeting to start up the Resource Conservation & Development Council on February 19th at the Colquit County Agricultural Complex, and they have asked the Chairman to appoint two Commissioners to represent the County on this Council. Chairman Dowdy advised that we are suppose to be able to tap some funds that we haven’t been able to tap by being a member of this Council. Chairman Dowdy appointed Joyce Pheil and James Harris to sit on this Committee and represent Crisp County.
Administrator Crapse reported: 1) Star Student/Teacher Luncheon is on February 24th; 2) Farmers Appreciation Diner is on February 5th; 3) Ribbon Cutting and open house for Ag Ga. Farm Credit new location is on February 6th; 4) Macon Traxx Hockey Team is offering free tickets for Jan. 31st; and 5) balance at the end of December in the Employee Health Plan is $137,062.00, which is critically low.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Henry to go into Executive Session to discuss personnel and potential litigation, seconded by Mrs. Pheil and motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Henry to come out of Executive Session, seconded by Mr. Nance and motion carried unanimously.
Motion was made by Mrs. Pheil, to adjourn meeting at 9:45 a.m., seconded by Mr. Nance and motion carried unanimously.