MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON OCTOBER 10, 2006
The meeting was called to order at 9:00 a.m. by Chairman Ferrell Henry, with Commissioners James D. Harris, A. James Nance, Joyce C. Pheil, and Brad Faircloth in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney David Forehand, Finance Director Sherrie Leverett, and Secretary Linda Finch. Rev. Clarence Cravey, Pastor of the New Covenant Assembly of God Church, gave the invocation, and Administrator Crapse led the audience in the Pledge of Allegiance to the Flag of the United States of America.
Motion was made by Mr. Faircloth to approve the minutes of the meetings of September 12th and September 28th, 2006, seconded by Mr. Harris, motion carried unanimously.
RESOLUTION ACCEPTING THE FY-06 CDBG NORTHSIDE SEWER
Don tenbensel, Director of Middle Flint Regional Development Center, reported that he has all the paperwork for the FY-06 Northside Sewer Project, and the first action will be to adopt the Resolution accepting the Grant for $500,000. Administrator Crapse read the Resolution. Motion was made by Mrs. Pheil to adopt the Resolution Authorizing the Acceptance of a $500,000 FY-06 CDBG from the Georgia DCA and giving Chairman Henry the authority to sign the paperwork, seconded by Mr. Harris, motion carried unanimously. Mr. tenBensel stated that the only special condition they have is the standard wetland/flood plain. He advised that where they are talking about running the gravity line to the east of Hoover Street and north of the substation is a little low, and when they get further along in the design and know exactly where the lift station is going to go, then there will be a notice in the paper before they can complete the environmental. It is not a hangup, it is a normal procedure. He also advised that there will be a Public Hearing on Monday, October 23rd at 7:00 p.m. at Houston Baptist Association.
RED RIBBON WEEK PROCLAMATION
Administrator Crapse reported that the Red Ribbon Week Proclamation is a Proclamation that the Commission does every year, and it recognizes the nationwide red ribbon campaign calling attention to the devastating effects of drug and alcohol abuse. The Red Ribbon Week will be celebrated during the week of October 23rd through 31st, and he recommends approval of the Proclamation. Motion was made by Mr. Faircloth to adopt the Red Ribbon Week Proclamation, seconded by Mr. Nance, motion carried unanimously.
PUBLIC HEARING - US TIMBER PROJECT COMPLETION
Administrator Crapse reported that this is a Public Hearing on the completion of the US Timber Project, which was to build a rail spur and a loan to expand the facilities of which resulted in the creation of an additional 50 new jobs. The purpose of the hearing is to let the public know that the final report is available for review, to review the project’s accomplishments, and to give the citizens the opportunity to comment on the project. He advised that this will be available for review at the IDC office, which is located at the Power Commission building, and the project has been completed. The loan portion of that CDBG project will roll back into the county’s revolving loan fund, so that money will now become available to us for additional loans as that money is paid back from the US Timber loan. Chairman Henry opened the Public Hearing of the US Timber Project completion, and asked for any comments. Hearing no comments, he closed the Public Hearing.
DECISION - LLOYD RAMSUBICK
Connie Sangster, Planning Director, reported that last month we had the public hearing on the request from Lloyd Ramsubick, dba Sun America Realty Corporation to rezone a parcel of property from RR (Rural Residential) to GC (General Commercial). Property described as 47.508 acres and being located on the north side of Hwy. 280 East and East of Cape Road. She read the Standards and Review Checklist for rezoning request. Mr. Faircloth asked why are we wanted to protect residential development there when Drexel Chemical is out there. Ms. Sangster advised that Drexel Chemical is grand fathered in and would not exist there in today’s standards. He stated that he wouldn’t want to build his house in that area and doesn’t know why we want to protect it for residential. Ms. Sangster stated that there are other uses in the rural residential that could be allowed that are not residential. Motion was made by Mrs. Pheil to deny the rezoning request from Lloyd Ramsubick, seconded by Mr. Harris, motion carried with Mr. Faircloth voting no.
DECISION - ARCHER WESTERN CONTRACTORS, LTD.
Ms. Sangster reported that last month we had the public hearing on the request from Archer Western Contractors, Ltd.(with the property owners authorization) to rezone a parcel of property from RR (Rural Residential) to HC (Heavy Commercial) for the purpose of locating construction machinery and equipment to operate a batching plant for the widening of I-75. Property being described as 21.021 acres and being located on Old Penia Road, east of Old Nesbitt Road. She read the Standards and Review Checklist. Administrator Crapse reported that if the rezoning is allowed, then they will have to approve a special use to allow the batch plant, and the second one doesn’t count unless the first one passes. Motion was made by Mrs. Pheil to approve the rezoning request by Archer Western Contractors, Ltd. from Rural Residential to Heavy Commercial, seconded by Mr. Nance, motion carried unanimously.
PUBLIC HEARING - ARCHER WESTERN CONTRACTORS, LTD.
Chairman Henry opened the Public Hearing for a request from Archer Western Contractors, Ltd. (with the property owners authorization) for a Special Use Permit to operate a batch plant and aggregate yard in the HC (Heavy Commercial) zone district to be used in conjunction with the widening of I-75. Property located on Old Penia Road, east of Old Nesbitt Road. He asked for comments from anyone that would like to speak in favor of the request. Russell Lauria, with Archer Western, advised that they think it is favorable to them to have the special use permit issued; they think there are some things that they are going to be bringing to the county by initials jobs and such that will benefit the county. There were no others to speak in favor or against the request, and Chairman Henry closed the public hearing. Motion was made by Mr. Faircloth to authorize a Special Use Permit to Archer Western Contractors, Ltd. for a batch plant on Old Penia Road, east of Old Nesbitt Road, they are to maintain the existing roads, return the roads acceptable to the county upon completion of the project, and disallow truck use of the surface treatment roads, seconded by Mr. Harris, motion carried unanimously.
ADOPTION OF ENVIRONMENTAL HEALTH FEES
Administrator Crapse reported that the Crisp County Board of Health has voted unanimously to recommend an increase in Environmental Health Fees, charges for various environmental services in the county. They have forwarded their recommendation to the Board to adopt the Fee Schedule, which is in the Commissioners packet, as the new Fee Schedule for Environmental Services from the Crisp County Board of Health. The letter indicates that these fees have not been adjusted since July of 2001, and in keeping with other cost of living adjustments, he recommends the Board approve the increase Fee Schedule for Environmental Services. Motion was made by Mrs. Pheil to adopt the Environmental Health Fees for the Crisp County Board of Health, seconded by Mr. Harris, motion carried unanimously. Chairman Henry stated, as a member of the Board of Health, that the Board did a thorough study to make sure that they were consistent with other counties that are equally our size, and we were, and they have been working on these fees since July.
ACCEPTANCE OF THE FY-07 VICTIM/WITNESS ASSISTANCE PROJECT GRANT
Administrator Crapse reported that he has the FY-07 Victim/Witness Assistance Project Grant paperwork, it is administrated by the District Attorney’s Office, and it is in the amount of $72,501 to support the victim/witness assistance program. We typically do this every year, and this is where the financing comes from for that portion of the District’s Attorney’s required work. He recommends the Board approve acceptance of the grant award on behalf of the District Attorney and authorize the Chair to sign it. Motion was made by Mr. Faircloth to accept the FY-07 Victim/Witness Assistance Project Grant for $72,501, and give Chairman Henry the authority to sign the paperwork, seconded by Mr. Nance, motion carried unanimously.
FY-2006 BUDGET ADJUSTMENTS
Mrs. Leverett reported that she has some budget adjustments that she requests their approval, basically it is housekeeping for our recently ended fiscal year 2006. She went over each department’s original budget, the increases or decreases in that department, and the revised budget adjustments. In the General Fund, there was a net decrease in revenues and expenditures of $385,163 leaving the ending budget at $12,804,915. The Water Fund beginning budget was $286,867, all the adjustments were on the expenditure side and they were made internally, so the final budget remains the same. The Landfill Fund original budget was $1,727,015, increase of $86,600 in both revenues and expenditures, making final budget of $1,813,615. The SPLOST 2000 Issue original budget was $5,870,000 which included the new issue also, but has now been separated, the net adjustment is $3,842,700, leaving the 2005 Issue ending total of $2,027,300. The SPLOST 2005 Issue original budget was zero, adjustment is $1,422,500, which is also the final budget. The CDBG Revolving Loan Fund original budget was $29,000, adjustment of $194,400, making final budget of $223,400. The Northside Phase 1 original budget zero, adjustments of $37,000, ending budget of $37,000. The Law Library original budget of $25,000, increase of $11,000, ending budget of $36,000. Motion was made by Mrs. Pheil to approve the FY-2006 Budget Adjustments, seconded by Mr. Nance, motion carried unanimously.
ADOPTION OF FY-2006 BUDGET FOR E-911 TELEPHONE SURCHARGES
Mrs. Leverett reported that the new accounting requirements require that we have to separate the E-911 funds, revenues and expenditures, and put those in a separate fund. This request is to separate those funds for the FY-2006 year and adopting a budget for Fund #215 , which would be the new number, and the total amount of $677,045. Motion was made by Mr. Harris to adopt the Emergency 911 Telephone Fund Budget for FY-06 of $677,045, seconded by Mrs. Pheil, motion carried unanimously.
ADOPTION OF FY-2006 BUDGET FOR HOTEL/MOTEL TAXES
Mrs. Leverett reported that basically this again is a new accounting requirement as they now have to separate the Hotel/Motel tax revenue and expenditures associated with the use of that revenue into a totally separate fund. She has before them the FY-06 Budget Adjustments to the Hotel/Motel Fund, original budget is zero, adjustment of $44,808, final budget of $44,808. Motion was made by Mrs. Pheil to adopt the FY-2006 Budget adjustment and final budget of $44,808 for Hotel/Hotel Taxes, seconded by Mr. Faircloth, motion carried unanimously.
ADOPTION OF FY-2007 BUDGET FOR HOTEL/MOTEL TAXES
Mrs. Leverett reported that included in their packet is the FY-07 Budget for Hotel/Motel funds, total of $45,000. Motion was made by Mr. Faircloth to adopt the FY-2007 Budget for Hotel/Motel in the amount of $45,000, seconded by Mr. Harris, motion carried unanimously.
Mrs. Leverett reported that the first thing included in today’s packet is the report of revenues and expenditures by fund for three-month period ending September 30, 2006. In the General Fund, as expected, year to date expenditures continue to exceed revenues by almost 10%. The General Fund ended the period with year to date revenues of $1,361,121 and year to date expenditures of $2,678,732, leaving it with a revenue shortfall of $1,317,611 for the three month period. Property tax revenue has just started coming in and we should start seeing the positive effects of that within the next month or two. Cash reserves remain adequate to support daily operations until the property tax revenues are collected. Included next are the Landfill Fund numbers. Including $100,000 for the sale of the baler, the Landfill Fund ended the period with year to date revenues of $453,088 and year to date expenditures of $407,606 giving it net income at September 30th of $45,481. The total tonnage received for the month of September was 3.568.23 tons, with 48% of that being delivered on the Onyx commercial contract and 52% being delivered under the City of Cordele free residential contract. The tonnage for September was about 500 tons less than the averages we’ve been running, but was still about 100 tons more than September of 2005. The principal balance on the GEFA Loans is current at $4,104,807. At the bottom of the page, you will see the numbers for the Water Fund for the same period. Year to date revenues of $123,345 and total year to date expenditures of $92,039 allowed the Water Fund to end the period with a year to date net income of $31,306. Water usage for the month was 6,556,000 gallons. The USDA Bonds are current at $1,783,628. The next page reports the cash on hand at September 30, 2006. In the General Fund we have $4,782,606, the Landfill Fund, $2,231,929, the Revolving Loan Fund $459,669, the SPLOST Funds, $5,983,3304, and the Water Fund ended the month of September with $764,624 giving us a county wide total of $14,222,130. This is up almost $2 million from this same time last year with the majority of that increase being in the SPLOST Funds. Of that $14 million county-wide total, $159,000 is reserved for debt service requirements, $53,000 for customer deposits and $5.9 million for capital projects. On the next page you should find the budget to actual report for the 2000 SPLOST Issue. As of September 30th, we have spent a little over $12.5 million of the $17.6 million collected, leaving us with $5,046,976 to complete the various City and County projects associated with this issue. Following that is the SPLOST budget to actual by category summary report for the new 2005 Issue. We have now received seven monthly distributions on this issue for a total of $2,814,622 and brings our monthly average to $402,088. To date we have spent $1,682,505 on projects budgeted under this issue. Following that is a monthly detail listing of all the SPLOST Fund expenditures for both issues. Expenditures totaled $111,133 for the month of September with the largest amounts being $48,139 on the BBSB Complex and $8,570 on vehicle video equipment for the CCSO. Because we have reached the $2,070,000 threshold on collections with this issue, we have begun our monthly distributions to the Town of Arabi and the City of Cordele and those were $5,004 and $49,206 respectively for the month of September. On the next page you should find the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts as of September 30, 2006. Currently we have nine outstanding loans, with a total outstanding RLF balance at 9/30/06 of $1,476,954. Of those nine, six are current and three remain seriously delinquent and have been turned over to legal. Finally, the last report included in your packet is the revenues by fund and expenditures by department report for the first three months of the new fiscal year. The summary report shows the expended percentage of appropriations for each individual department and the total for each fund. As of September 30th, all departments and divisions should be within 25% of their annual allowance. Overall, as of September 30th, the General Fund was at 20%, the Water Fund at 16%, and the Landfill Fund at 21%.
Administrator Crapse reported: 1) attended several meetings and events during the month; 2) there was one new SPLOST expenditure approved this month, which was the purchase of Video Systems for Sheriff’s Deputy Vehicles in the amount of $8,570; 3) we received the Approval of Pre-Agreement Costs (CDBG-EIP) for the public rail spur and improvements to Pateville Road, based on the County’s Initial Project Assessment in support of Owens Corning, Inc. The formal application will be prepared by the IDC and must be submitted within 90 days; 4) our 2006 LARP work is also underway at this time; 5) work on the Youth Ball Complex is moving very well. We will be seeking bids on the curb and gutter work shortly and the bid packages on the Concession/Restroom buildings are now being prepared; 6) the Cordele Main Street is seeking Investment Partners in Downtown Revitalization. To become an Investment Partner you can send your check for $25 or more to “Cordele Main Street Downtown Revitalization” by October 15, 2006. You will be recognized by Cordele Main Street and receive your 2007 Decal for display. If you would like to, you can give your check to me and I will turn it in with mine; 7) we sold nine surplus Deputy Vehicles that had been taken out of service through the GovDeals on line auction for $20,976. This is proving to be a great way to dispose of surplus property in an orderly, fast and financially positive way; 8) as you may remember, we received a letter from the City of Cordele, dated July 27, 2006, stating that Ben I. Thornton, III had filed a request for annexation of a parcel of land into the corporate city limits of Cordele. After a discussion at the August County Commissioner’s Meeting and consultation with the County Attorney, he responded on August 16, 2006 withholding the County’s concurrence with the annexation because it created an unincorporated island surrounded by incorporated city property, unless the “Island” was also incorporated. This was done primarily due to the ambiguities created for Public Safety response to incidents where there may be a question on jurisdiction by the responders on the ground. To this the City of Cordele responded by adopting an ordinance on September 19, 2006 incorporating the property in question into the City of Cordele; and 9) the Character Word of the Month is CITIZENSHIP. Following the rules. Demonstrating your rights and privileges as a citizen of the United States of America.
GO INTO EXECUTIVE SESSION
Motion was made by Mrs. Pheil to go into Executive Session for the purpose of potential litigation, seconded by Mr. Faircloth, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mrs. Pheil to come out of Executive Session, seconded by Mr. Harris, motion carried unanimously.
By common consent, Commissioners adjourned the meeting at 10:53 a.m.