MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON JUNE 12, 2007
Chairman Ferrell Henry called the meeting to order at 9:00 a.m., with Commissioners A. James Nance, and William Culpepper in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney David Forehand, Finance Director Sherrie Leverett, and Secretary Linda Finch. Commissioner Nance 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. Nance to approve the minutes of the May 8, May 17, May 23, and June 1, 2007 meetings, seconded by Mr. Culpepper, motion carried unanimously.
PUBLIC HEARING ON MBM CDBG-EIP PROJECT COMPLETITION
Administrator Crapse reported that we have a letter from MBM dated May 2, 2007, and it is their letter certifying that they have completed the requirements of 80 full-time jobs and a company investment of $5.33 million, including the $475,000 from this EIP loan. He advised that we are required to hold a public hearing after the project is completed to notify the public that the project is complete and to find out if anyone has any questions about the certification or anything else with regard to the project itself. Chairman Henry opened the public hearing, and asked for any comments. Mr. Drennan advised that this project has turned out to be one of their better projects as it is a very strong company, and they are going to add about twenty more jobs sometime within this year. This money is a loan to the company and it will revolve back into our Revolving Loan Fund to be distributed out to other businesses. Mr. Henry asked for any other comments, there were none, and he closed the public hearing.
TEXT AMENDEMENT TO UNIFIED DEVELOPMENT CODE
Connie Sangster, Planning Director, reported that she has a request from an individual that wants to locate a manufactured home sales lot on Highway 280 West. The current zoning is General Commercial, which does not allow manufactured home sales lot, so instead of asking for a spot zoning for two acres, and after talking with Mr. Crapse, they think it is better to get the county to change the zoning in this area so that it is consistent with the existing zoning. She would need to initiate a request for a Text Amendment to start the process for a public hearing next month to amend the Unified Land Development Code. She advised that this will only affect two property owners, and she has spoken with them, and they have no problem with this. Also, the existing uses will still be allowed if we changed the zoning to Heavy Commercial. Administrator Crapse stated that this is a small parcel that is basically surrounded by heavy commercial zoning, and it seems the logical thing to do is to make the zoning consistent so that you don’t have a situation where someone comes in and they think they are zoned right because of their neighbors and they are not, and that is why spot zoning is not a very good pattern to have. Motion was made by Mr. Culpepper to approve the Text Amendment and to conduct a public hearing next month, seconded by Mr. Nance, motion carried unanimously.
REVIEW FINAL DRAFT FY-08 BUDGET
Finance Director Leverett reported that Commissioners have a summary of the proposed FY-08 operating budgets for all funds, all funds are balanced with these numbers, and the county wide total is $22,948,952, which is about $43,000 over last year’s total. She advised that the public notice was run on June 8, 2007, we will have the public hearing on June 19th at 11:00 a.m., and then we will have a called meeting on June 28th to adopt the budget. Administrator Crapse advised that Commissioners could change anything that they want to, and he pointed out some adjustments that were made since the last time they discussed the budget: 1) in the Administration, there is $31,000 in Consultants, which is for the continuation on the Storm Water Utility Study, Phase 2 and money for an independent study of solid waste collection study; 2) in Tax Assessor’s , there is $50,000 in Consultants for the Personal Property Audit; 3) in Airport, there is a $500 increase in contract labor; 4) and in EMS, after we reviewed this, he did go down and talk with the Hospital CEO, Wayne Martin, and he is satisfied with the budget the way it is. He asked if Commissioners had any questions about the budget. Chairman Henry asked why a line item was down from last year in the Landfill, and Mrs. Leverett advised that is the general fund’s contribution to the landfill that has come down considerably. Mr. Nance asked regarding the proposed expenditure budget summary, in FY06 it was about $700,000 different in this fiscal year’s budget, and Mrs. Leverett advised that part of that is because of the post closure costs. Other questions answered were in regards to the Arts Alliance, Market Security, Detention Facility, and E-911, and Commissioners were satisfied with all accounts. Commissioners thanked the Administrator and Finance Director for their hard work in preparing this budget.
APPROVE 5-YEAR HISTORY AND PROPOSED MILLAGE RATE FOR ADVERTISING
Mrs. Leverett reported that she has a proposed 5-year history and mileage rate sheet that needs to be approved just for advertising. The growth for 2007 should generate about $415,000 revenue, which is part of the reason that we can balance the budget, and the net mileage rate will drop from 11.050 to 10.746, if these numbers hold up. Administrator Crapse reported that we have been able to continue to bring the mileage rate down since 2002, and we are able to roll back all the inflationary growth. Motion was made by Mr. Nance to approve the proposed 5-year history and the mileage rate for advertising, seconded by Mr. Culpepper, motion carried unanimously.
CONTRACT AWARD FOR NORTHSIDE PROJECT PHASE 2 SEWER
Administrator Crapse reported that we did have a formal bid opening on the Northside Project Phase 2 Sewer, and Southern Allied Contractors was the low bidder at $404,215. Since that time, Greg Bacon has gone back and reviewed the contractor’s performance and references, and checked their finances; the bottom line is their recommendation is the company is stable and qualified, and they recommend that the bid be awarded to Southern Allied Contractors. There was a side issue that had to do with the acknowledgement of the Addendum #1, and they have provided a letter apologizing for the oversight and acknowledging that the Addendum will have no impact on their bid. Mr. Bacon and Don tenBensel was present. Mr. Bacon reiterated that they did acknowledge that they did get the Addendum and still stand by their bid price, also, the difference in the low bid and what they are recommending that they award the contract at is to take Alternate #1 for different pipe material. Administrator Crapse reported that this will leave us some reserve in this contract and it does upgrade the pipe from the state minimum standard to a higher standard, which is the kind the City of Cordele likes to work with. Motion was made by Mr. Culpepper to award the Northside Project Phase 2 Sewer Contract to Southern Allied Contractors including the Alternate 1, at $410,325, seconded by Mr. Nance, motion carried. Mr. tenBensel advised that they are still looking at about the middle of August for the award notices on the 07 CDBG, which will be the second phase of the Omar Heights Sewer.
ACCG IRMA LOSS CONTROL & SAFETY 5% DISCOUNT PROGRAM
Administrator Crapse reported that this is an annual program that the county does in order to receive the safety discount from our ACCG IRMA Insurance. He has confirmed with Fire Chief Lunsford, the county’s Safety Coordinator, that we have met all of the requirements for receiving the 5% safety discount, and he is asking for approval accepting the 5% safety discount up to $5,000 from ACCG IRMA. Motion was made by Mr. Nance to approve the Resolution accepting the ACCG IRMA Loss Control & Safety 5% Discount and authorize the Chairman to sign, seconded by Mr. Culpepper, motion carried unanimously.
APPOINTMENT TO THE CRISP COUNTY BOARD OF ELECTIONS AND REGISTRATION
Administrator Crapse reported that the two positions up for appointment on the Board of Elections and Registration are the positions which are appointed by the respective political parties; they were staggered two year terms initially, so now they will fall into the regular space. The names that were forwarded are W. D. Dorough being the representative of the Democratic Party and Ronnie Gray, position previously held by Noel Williams, being the representative of the Republican Party on the Board of Elections and Registration. Motion was made by Mr. Culpepper to accept the nominations of W. D. Dorough for the Democratic Party and Ronnie Gray for the Republican Party on the Board of Elections and Registration, terms running from 7-1-07 to 6-30-11, seconded by Mr. Nance, motion carried unanimously.
APPOINTMENT TO THE CRISP COUNTY BOARD OF FAMILY & CHILDREN SERVICES
Administrator Crapse reported that we have an appointment up on the Crisp County Board of Family & Children Services to fill the expired term of Sandra Duckworth. He has confirmed that Mrs. Duckworth would like to continue to serve in that capacity, we had no one else to apply, so he would recommend reappointment Mrs. Duckworth. Motion was made by Mr. Nance to reappoint Sandra Duckworth to the Crisp County Board of Family & Children Services, term running from 7-1-07 to 6-30-12, seconded by Mr. Culpepper, motion carried unanimously.
APPOINTMENT TO THE CRISP-DOOLY JOINT DEVELOPMENT AUTHORITY
Administrator Crapse reported that we have two appointments on the Crisp-Dooly Joint Development Authority to fill the expired terms of Roxie Bagwell and Mulford Roberson. He advised that Mrs. Bagwell, Mr. Roberson have both requested to be reappointed, and we received a letter of interest in being appointed from Jerry Johnson also. Motion was made by Mr. Nance to reappoint Roxie Bagwell and Mulford Roberson to the Crisp-Dooly Joint Development Authority, terms running from 7-1-07 to 6-30-11, seconded by Mr. Culpepper, motion carried unanimously.
APPOINTMENT TO THE MIDDLE FLINT REGIONAL DEVELOPMENT CENTER
Administrator Crapse reported that we have two appointments on the Middle Flint Regional Development Center to fill the expired terms of James Harris and Jeff Couturier, and these individuals have served us well in the past, and he recommends the Board reappoint them Motion was made by Mr. Nance to reappoint James Harris and Jeff Couturier to the Middle Flint Regional Development Center, terms running from 7-01-07 to 6-30-08, seconded by Mr. Culpepper, motion carried unanimously.
REVIEW TERMS OF OFFICE FOR THE BOARD OF TAX ASSESSORS
Administrator Crapse reported that in the Commissioners packet, they should have a paper with some of the options that can be done in naming the terms of the office for the Board of Tax Assessors. This year there are three positions whose term expires, and to prevent a majority from turning over in the same year, and also we need to have a Resolution setting the terms of the Board of Assessors. The three alternatives that he came up with are 1) going with four year terms beginning with two-two year terms appointments ending in 2009 and the four year term expiring 2011, and then from on out they would all be four year terms, 2) going with four year terms beginning with two-five year terms going through 2012 and the four year term expiring 2011 and then from on out they would all be four year terms, and 3) remain with the six-year terms beginning with one five year term going through 2012 and the other two would be six-year terms expiring 2013. After discussion, motion was made by Mr. Culpepper to approve option #2 making this Board four-year terms beginning with two-five year terms going through 2012 and two four-year term going through 2011, and the other term will expire in 2010, seconded by Mr. Nance, motion carried unanimously.
REVOLVING LOAN FUND SPEC BUILDING
Cliff Harpe, attorney for the IDC, reported that there are two loans between this Authority and the county, this short term loan is due to be paid now and they are in the process of refinancing it. In the course of the refinancing brought up this issue with the RLF loan, after closing the loan with the county, he prepared and sent out a proposal for financing to various banks. In doing this proposal, he failed to realize that the RLF loan being outstanding would be the first loan if something wasn’t done about the RLF loan. So, it was advertised as being a first lien and either one of two things has to happen, either the prevailing bank on the request for proposals would have to agree to accept a second lien or the county, acting for it’s Revolving Loan Fund would have to agree to subordinate it’s RLF debt. The amount that is involved on the new loan that they are proposing to do is $420,000 – that loan would pay off in full the county’s $395,000 debt, then net of interest will take additional Authority funds, if necessary, to make the other $25,000 payment. He advised that what they are requesting today for simplicity purposes would be to allow that $250,000 loan to become a second lien instead of a first lien, plus there is an additional debt against the property, One Georgia Authority, has a $500,000 loan that they have agreed to subordinate to the extent of $1 million. Assuming of what he is requesting, there would be a first lien to a local commercial bank, a second lien for $250,000 of county RLF, and a third lien to One Georgia Authority. Mrs. Leverett advised that the county did have a $250,000 first lien position, we are actually dropping to a second lien position but total debt will be about $1.2 million and the property is valued at $2.1 million, so she thinks we are ok with the second lien. Motion was made by Mr. Nance to approve subordination of the current RLF debt to a new loan of up to $420,000 to South Georgia Banking Company as the best entrant under the request for proposals, seconded by Mr. Culpepper, motion carried unanimously.
DISCUSS HEALTH DEPARTMENT BUDGET INCREASE
Administrator Crapse reported that they have a request from the Health Department to raise the county’s portion of the FY-08 budget to include a 6.13% increase in employer’s share of State Health Insurance, and a 3% increase for employees who meet performance standards, which is $8,820 more in County Participating funds. At the Health Department meeting, Mr. Henry advised that he did not support this budget letter, as Commissioners had discussed this in their budget process, but the other members signed the request with the exception of Mr. Henry and Dr. Bean, and now they have sent it for the Commissioners consideration. Administrator Crapse’s reported that if the Board were to reconsider this, it would be unique to everyone else who asked for an increase. Chairman Henry stated that this is another example of where the state is passing down the mandates to the county. Commissioners all agreed that they didn’t want the department to suffer because of this, but they have to stop somewhere. Administrator Crapse will write a letter advising that the county will not fund the $8,820 more requested by the Health Department.
APPOINT MEMBER TO BLUE RIBBON PANEL
Administrator Crapse reported that at the IDC Retreat, they asked that the Board appoint a member to a Blue Ribbon Panel to determine how the IDC will be funded in the future. The Blue Ribbon Committee is made up of eight different organizations: the City, the County, the IDC, the IDA, the Chamber of Commerce, the Hospital, the Board of Education, and the Power Commission. They want to review and come up with a recommendation to the IDC of how the IDC will be funded in the future and they want a name by the end of June. He advised that right now we have little or no input in the budget process other than providing money to it, we don’t have any voice into how it is spent, and that is not appropriate. If we are going to spend county money, then the county needs to have a voice in how that money is spent. Motion was made by Mr. Nance to appoint the County Administrator as a member of the Blue Ribbon Panel, seconded by Mr. Culpepper, motion carried unanimously.
Mrs. Leverett reported that today’s packet includes the executive summary for the month of May, 2007 as well as year to date. In the General Fund, we have revenues for the month at $686,536; year to date of $12,313,399. May expenditures totaled $968,408; year to date of $11,764,244. These numbers bring YTD revenues to 94.41% of annual projections and YTD expenditures to 90.20% giving the General Fund a net gain YTD of revenues over expenditures of $549,156. For the Landfill Fund, we have $104,572 in revenues for the month of May; $1,315,783 YTD. Monthly expenditures of $89,923; YTD of $1,438,683. These figures leave the Landfill with a YTD net loss of $122,900. The total tonnage received for the month of May was 3770.02 tons. Approximately 50% of that was received from Onyx under their commercial contract and 14% under the City of Cordele free residential contract. The GEFA Loans are current at $3,970,998. The current monthly average remains over 200 tons less than the previous fiscal year. For the month of May, the Water Fund recorded revenues of $42,662; YTD of $394,850. Expenditures for the month totaled $29,591; YTD of $369,540, leaving the Water Fund with a net gain at 5/30/07 of $25,311. Water usage for the month was 9,812,000 gallons. The USDA Bonds are current at $1,763,370. In the Cash on Hand Report, the General Fund has $6,043,565; the Landfill Fund has $2,549,369; the Revolving Loan Fund has $232,495; the SPLOST Funds have $5,413,965; and the Water Fund ended the month with $950,895; giving us a county wide total of $15,190,289. Of that, $168,448 is reserved for debt service, $53,710 for customer deposits and $5,413,965 for capital projects. In the 2000 Issue SPLOST report, we have spent $14,512,325 of the $17.6 million collected, leaving us with $3,120,999 to complete the various City and County projects associated with this issue. Over $1.7 million of that remaining balance is designated for County Roads. In the 2005 Issue SPLOST report, we have total collections of $5,651,254, and total expenditures of $3,751,799. We have now collected 15 distributions for a monthly average of $376,750. This month’s distribution of $327,565 was below the average for this issue but still exceeded the final average on the 2000 Issue by about $34,000. In the detail listing of all the SPLSOT Fund expenditures for both issues, total disbursements for the month of May were $294,026. Projects benefiting from SPLOST funds were the Hatley Fire Station at $2,251; equipment for the Fire Department at $8,488; BBSB Complex of $227,327; Town of Arabi at $5,154; Justice Center at $126; and the City of Cordele at $50,680. The CDBG Revolving Loan Fund monthly report remains at 10 outstanding loans with a total balance due of $2,077,677. We did receive a payment from Heartland on 5/31/07, which brought them almost current under the original loan terms. We have one other account that is running about 30 days behind and two that have been turned over to legal. The remaining six are current. The last report included is the Revenues by Fund and Expenditures by Department report that shows the expended percentage of appropriations for each individual department and the total for each fund based on invoices and documentation that has been turned in to the Finance Department by 5/31/07. All departments and divisions should be within 92% of their annual Allowances. Overall, the General Fund was a 90%, the Water Fund at 66%, and the Landfill fund at 76%.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Nance to go into Executive Session to discuss potential litigation, seconded by Mr. Culpepper, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Nance to come out of Executive Session, seconded by Mr. Culpepper, motion carried unanimously.
COUNTY ADMINISTRATOR’S REPORT
Administrator Crapse reported that 1) he attended several meetings and events this month; 2) there was one new SPLOST expenditure approved this month, $8,487.79 for Fire & Rescue breathing apparatus air Tanks; 3) the Northside Water project is nearing completion. All of the subscribers are connected, including the Sunrise Motel. Mr. Truluck has been paid for the Omar Heights well and will soon be seeking payment for the Meadow Park well. We did have one incident when Mr. Truluck cut his water in Meadow Park before the City connections were made and this left several customers without water over the weekend, for which he was unapologetic. As you know from earlier, the work will soon begin on Phase 1 of sewer, and the documents for Phase 2 Sewer will be presented by the RDC next month at the July Board of Commissioners Meeting; 4) as far as I know at this point, the EZ Grant awards are due to be announced at the EZ meeting on June 16th; 5) the Youth Ball Complex is still progressing with the Grand Opening of the small field restrooms on May 31st. The upper fields are looking good and continue to mature. The regular season has wrapped up and All-stars are playing. Baseball and softball Tournaments are still going strong on the weekends and they continue to bring $$$ into out community; 6) checks of our wells indicate that we are OK at both sites. We still continue to monitor them closely; 7) the Academy for ACCG Leadership will be at the Georgia Center in Athens August 8-10 if anyone wishes to attend. Please let Linda or I know by the end of the month so we can get you registered; 8) the notice of the public hearing on the budget ran in Fridays Paper, announcing the public hearing on June 19th at 11:00 a.m. in the Commissioners Board Room, and 9) Crisp County Fire & Rescue was highlighted on the front page of the EZ Weekly Progress Report for the week ending May 20th for their assistance with the fires around Waycross. Also, the Board received a letter from the Georgia Veterans Memorial State Park for the “Outstanding and very Professional” job done by the Crisp County Fire Department and the Crisp County Power Commission in a recent incident with a downed power line and fire in the park campground. He also reported that we have been notified that the Hospital has received confirmation of their Certificate of Need, and thanked Commissioners and staff for the sympathy card and fern that was sent to he and his wife on the death of his aunt.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Nance to go into Executive Session to discuss personnel, seconded by Mr. Culpepper, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Nance to come out of Executive Session, seconded by Mr. Culpepper, motion carried unanimously.
Motion was made by Mr. Culpepper to adjourn the meeting at 12:18 p.m., seconded by Mr. Nance, motion carried unanimously.