MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON DECEMBER 11, 2007
The meeting was called to order by Chairman Ferrell Henry, with Commissioners James D. Harris, A. James Nance, Brad Faircloth, 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. Rev. Fred Jones, pastor of Ebenezer Baptist 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 November 13th and November 27th, 2007, seconded by Mr. Nance, motion carried unanimously.
RESOLUTION APPROVING ISSUANCE OF BONDS FOR CRISP REGIONAL ICU PROJECT
Craig Cotton, attorney for Crisp Regional Hospital, reported that in the new Intergovernmental Agreement for the Crisp Regional ICU Project, there is a limit to the number of dollars that Crisp Regional can borrow in any given year, that limit is 12% of their gross revenues. That figure only lets them borrow $7.4 million this year as opposed to the $9.5 million they had anticipated borrowing, which would then increase their need for next year to $5.6 million; they know that the county has some projects going on next year, and they want to make sure that the county is kept under the $10 million threshold allowed. Administrator Crapse advised that they discussed this yesterday, and he told Mr. Cotton to go ahead and proceed with this because he felt that the Board would have no problem with it, but would bring it to their attention today, but it will have no negative impact on the county to do it this way. Mr. Cotton, on behalf of the Hospital Authority, thanked the Commissioners for their support in this project. Mr. Forehand advised that he has reviewed the Resolution, and finds it in accordance with what Mr. Cotton has subscribed to them. Motion was made by Mr. Nance to approve the Resolution Approving Issuance of Bonds for Crisp Regional ICU Project and giving Chairman Henry the authority to sign the paperwork, seconded by Mr. Culpepper, motion carried unanimously.
MAINTENANCE CONTRACT FOR THE TAX ASSESSORS GIS DATA CONVERSION PROGRAM
After recommendation by Administrator Crapse to table this, motion was made by Mr. Culpepper to table this request, seconded by Mr. Harris, motion carried unanimously.
APPLICATION FOR 5311 TRANSIT SYSTEM GRANT FOR FY-2009
Administrator Crapse reported that this is the standard contract that we do every year with the 5311 Public Transportation, and it is for the FY-2009 program. He advised that if they look at the budget, the grand total is $415,000, federal pays $225,000, state will pay $9,150, and that leaves a local share of $180,234, and that is the money that is put in by our carrier that operates the system for us at no cost to the county. He recommends that the Board take advantage of this great opportunity to receive $415,000 worth of services at no cost to the county. Motion was made by Mr. Harris to approve the application for 5311 Transit System Grant for FY-2009, seconded by Mr. Culpepper, motion carried unanimously.
REQUEST FOR TAX REFUND FOR JOHN H. PATE
Administrator Crapse reported that John H. Pate has requested a refund of taxes paid as a result of an erroneous billing, the billing should have gone to someone else; the Tax AssessorŐs Office has verified the information, and the records have been corrected for 2007. The law allows adjustments for three years, and he recommends the Board grant the refund of approximately $147.44, subject to the Tax CommissionerŐs computations for the 2004, 2005, and 2006 taxes, to be applied to the 2007 tax bill or a refund to Mr. Pate, if he has paid the 2007 bills. Motion was made by Mr. Faircloth to grant the refund of taxes for 2004, 2005, and 2006 to John H. Pate, to be applied to the 2007 tax bill or refund if Mr. Pate has already paid the 2007 taxes, seconded by Mr. Culpepper, motion carried unanimously.
REQUEST FOR RELEASE FROM DUPLICATE TAX BILL FOR S & R SUPERSTORE
Administrator Crapse reported that Chandranath Patel has requested the release from Tax Bill #10339 as a result of a duplicate bill on the same property. They sent two bills, one to the business address and one to the home address for the same property; the Tax AssessorŐs office has verified the information, and corrected the error for 2007. In this case, the taxpayer had not properly made his return, the return has now been properly been made, the error corrected, and he would recommend that the Board approve a credit to be applied to the correct 2007 bill. Motion was made by Mr. Culpepper to grant a credit to be applied to the correct 2007 tax bill for Chandranath Patel, seconded by Mr. Faircloth, motion carried unanimously.
APPROVE 2008 HOLIDAY SCHEDULE
Motion was made by Mr. Harris to approve twelve paid holidays for 2008, which is what is in our Personnel Policy, seconded by Mr. Faircloth, motion carried unanimously.
RESOLUTION OF SUPPORT FOR RETAINING THE MIDDLE FLINT RDC AS AN EIGHT COUNTY DESIGNATED PLANNING AREA
Administrator Crapse reported that last month Don tenBensel, Executive Director for Middle Flint RDC< briefed the Board on state plans to eliminate the Middle Flint RDC and align Crisp and Dooly counties with Macon being the metropolitan service area. The Board felt that this was not in the best interest of Crisp County and requested that we do what we could to voice our opposition. The RDC Board, in response to concern of all the eight counties, really felt that the Boards should speak in unity, so they drew up and asked each of the counties and cities that benefit from the Middle Flint RDC to adopt a Resolution of support for Middle Flint and ask that it stay together as an entity is support of our eight county region. He advised that we have received a lot of dollars that the RDC has helped us get, and there are numbers that for every dollar we spend, we get back $35. He personally believes that we would be better off if we could stay in a contiguous rural region, especially with us being in an empowerment zone, and the counties that are in our current region all have similar problems. Motion was made by Mr. Culpepper to approve the Resolution Supporting Retaining The Middle Flint RDC As An Eight County Designated Planning Area, seconded by Mr. Nance, motion carried unanimously.
Mrs. Leverett reported their packet today includes a report of revenues and expenditures for our three major funds as of November 30, 2007. The General Fund is reporting monthly revenue of only $353,450, YTD $3,088,865. Monthly expenditures totaled $1,217,994, bringing YTD expenditures to $4,910,435, leaving the General Fund with a net loss at the end of five months of $1,821,571. This is typical for this time slot of our fiscal year. Our level of cash reserves is sufficient to support daily operations until we see the effects of 2007 property tax revenue. As of this report we had only collected 6% of this years projected digest revenue. Although not reflected here, we did accept some sizeable checks during the first week of December from the Tax Commissioner. Landfill revenue for the month totaled $116,299, YTD $634,408. Expenditures were $83,811, YTD $555,511. For the moment, Landfill Fund revenues continue to remain in front of expenditures by $78,897 as of 11/30/07. The total tonnage accepted for the month was 4,169.20 and was about 200 tons less that this years average. Of that total, 39% was delivered under the Onyx commercial contract and 12% under the City of Cordele free residential contract. The principal balance on the GEFA Loans is current at $3,850,283. For the Water Fund, we are reporting revenues of $30,012, YTD $179,809. Monthly expenditures were $30,033, YTD $157,688, leaving the Water Fund with a net gain after five months of $22,721. Water usage for the month of 4,381,000 gallons was a little over 100,000 gallons more than November of 2006 but about average for this time of year. The USDA Bonds are current at $1,747,887. Cash on hand at November 30th, General Fund has $5.8 million, the Landfill Fund at $3.4 million, the Revolving Loan Fund at $165,000, the SPLOST funds at $6.3 million, and the Water Fund ended the month with $998,024, giving us a county wide total of $16.8 million. Of that, $182,063 is reserved for debt service, $54,375 for customer deposits and $6.3 million for capital projects. In the budget to actual report for the 2000 SPLOST Issue, we have spent $15 million of the $17.6 million collected, leaving us with $2,623,895 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 2005 ISSUE, November distribution of $378,852 brings the total collections for this issue to $8,059,185. To date, we have spent $4.7 million on projects approved for this issue. Our monthly average dropped slightly from October down to $383,770. Following that is a monthly detail listing of all the SPLOST Fund expenditures for both issues. The total SPLOST disbursements for the month of November was $262,899 with the largest amounts going to the following projects: Fire Department equipment, $184,317; The City of Cordele, $61,526; the DMV parking lot, $9,240; and The Town of Arabi, $6,256. In the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts, we have ten outstanding loans with a total balance due at 11/30/07 of $2,194,582. Of those ten, six are current with loan payments, two are slightly delinquent and two 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 period of July through November 2007. The summary report shows the expended percentage of appropriations for each individual department and the total for each fund. At the end of November, all departments and divisions should be within 42% of their annual allowances. Overall, our three major funds ended the month as follows: General Fund at 36%, Water Fund at 27%, and Landfill Fund at 37%.
GO OVER SITE PLANS FOR THE JUDICIAL CENTER
Administrator Crapse went over the first look at the site plan layout of the Judicial Center that the architects brought. Included in the plans were the driveways, parking lots with ample parking, landscaping, and layout of the inside of the two-story building with basement area. He advised that each Department would have a chance to look at the layout for their area and discuss changes that will better work for them. Our schedule is that we will ask for your approval at the January meeting. He advised that they would not be able to put a drive in front of the building because of the 300-foot separation between driveways on a US Highway. There are two decisions that will have to get ironed out next month, one being the cleaners that is located on the property, and the second thing is what is the name going to be.
Administrator Crapse reported that 1) he attended several meetings and events this month; 2) the first look at the new Judicial Center plans were delivered on Thursday, this now opens a couple of questions: First, when do we need to terminate the lease with the cleaners? I had intended to terminate the lease with your permission just in time to have the building removed prior to the Grand Opening of the Center. With the proposed change in the site plan we would likely have to do it earlier to accommodate the parking lot, which could be around July 1, 2008. With your permission, I will coordinate this with the builder and schedule the termination earlier as required. Secondly, is the name of the building? We have referred to it as the Judicial Center, Judicial Annex, Judicial Complex, etc. The fact is that it will be the building in Crisp County where virtually all the Court Business will be conducted. In keeping with our desires to have a more ŇStatelyÓ building represent the County, it has been suggested that you may wish to consider designating the new building as ŇThe Crisp County CourthouseÓ and renaming this building the ŇThe Crisp County Administration Building: I donŐt necessarily need an answer to these questions today, but next month we are scheduled to have the Site Plan, floor plan and front elevation approved, so we will need a decision next meeting to keep things on track; 3) there were two new SPLOST expenditures approved this month; they were the replacement of an engine in a Fire Truck. There was no local bidder and Jasper Engine was the low bidder at $10,812. The second was the replacement of another fire truck. There was no local bidder and Ferrara Fire Apparatus was the low bidder at $184,317. Both of these vehicles were purchased at the same time in 1991. Hopefully the truck with the engine replacement will last another 4-5 years and that will break up our major Fire Truck purchases and spread them over time; 4) the SheriffŐs Department will be assisting Wilcox County Friday night with security at the State Football playoffs. The command bus will be deployed for interoperability between Wilcox, Rochelle, Crisp County and the Georgia State Patrol; 5) the EZ personnel saw an old mini-bus amongst the junk in the County Bone Yard and asked about getting it to transport their Youth Build clients. It had little value an was going to be sold as junk so I made an intergovernmental transfer of the vehicle to the EZ for $1.00; 6) the Official City of Cordele Christmas Ornament with a depiction of the Power Dam is still on sale at the Chamber for $15 each; 7) the Georgia Chamber Eggs & Issues Breakfast is in Atlanta on January 15, 2008. We go up the afternoon of the 14th; 8) the Legislative Fish fry and Annual Meeting with the GDOT Commissioner in Atlanta on February 7, 2008; 9) the ACCG Legislative Conference is February 11 & 12, with the 11th being the training day. Please let Linda know if you are going and when ASAP. January 4th is the cut-off date for the Hotel reservations; 10) Mediacom has made some HDTV changes in their programming. The rate for Expanded Basic and Family Cable will increase by $3, and the Mediacom HD pack will decrease by $3; 11) for informational purposes, the Board of Tax Assessors has changed their regular monthly meeting to the first Wednesday of the month at 9:00 a.m.; and 12) the Community of Character Word for the Month of December is GENEROSITY. Willing to give and share; unselfish.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Harris to go into Executive Session to discuss personnel and potential litigation, seconded by Mr. Faircloth, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Culpepper to come out of Executive Session, seconded by Mr. Faircloth, motion carried unanimously.
REAPPOINT BOB EVANS TO THE CORDELE-CRISP IDA
Motion was made by Mr. Faircloth to reappoint Bob Evans to the Cordele-Crisp Industrial Development Authority for three years, term ending 12/31/10, seconded by Mr. Culpepper, motion carried unanimously.
REAPPOINT ROE DAVIS TO THE CRISP REGIONAL HOSPITAL AUTHORITY
Motion was made by Mr. Culpepper to reappoint Roe Davis to the Crisp Regional Hospital Authority for five years, term ending 12/31/12, seconded by Mr. Faircloth, motion carried unanimously.
APPOINTMENTS TO THE CRISP COUNTY BOARD OF ZONING APPEALS
Motion was made by Mr. Faircloth to reappoint Emmett Walker, and appoint Wendy Peavy to fill the seat of Bob McAdams who did not seek reappointment, to the Crisp County Board of Zoning Appeals for five-years terms ending 12/31/12, seconded by Mr. Culpepper, motion carried unanimously.
APPOINTMENTS TO THE CRISP COUNTY RECREATION ADVISORY BOARD
Motion was made by Mr. Harris to reappoint Ronnie Parker to a one-year term along with Commissioners Nance and Culpepper, terms ending 12/31/08; reappoint Freda Brewer and appoint Jeff Wilson to two-year terms ending 12/31/09; and reappoint Herbert Hughes and Chris Greene to three-year terms ending 12/31/10 on the Crisp County Recreation Advisory Board, seconded by Mr. Faircloth, motion carried unanimously. Administrator Crapse will also come up with proposed bi laws directing more toward support for the Recreation Department, staff, and Director, rather than an overseer.
TRANSFER DEED TO CITY OF CORDELE
Motion was made by Mr. Faircloth to authorize the Chairman and Administrator to sign a Deed that will transfer the countyŐs easement and property rights out of the Northside Water Project over to the City of Cordele, seconded by Mr. Nance, motion carried unanimously.
COMPROMISE AGREEMENT WITH HARRIS WASTE MANAGEMENT
Attorney Forehand reported that last meeting Commissioners voted to enter into a Compromise Agreement with Harris Waste Management that would say in exchange for their removal of the baler from the Crisp County property, we will waive any claim to the storage fees that accrued against the baler. He has prepared a simple Agreement between the County and Harris Waste Management that would do that. Motion was made by Mr. Faircloth to authorize the Chairman or the Administrator to sign the Compromise Agreement with Harris Waste Management, seconded by Mr. Harris, motion carried unanimously.
DISCUSS CODE RED
Administrator Crapse stated that Code Red is a fancy name for reverse 911, and we have talked about this for several years. Several months ago they saw a demonstration from this company called Code Red, and they have a system that they offer, and they are offering this system to us for $10,000 a year. That includes the system setup, 30,000 minutes of system time annually or about 120,000 calls, initial database, initial load-up of the customer supply data, five different groups that can be organized within this system but within that group you can have multipliable people, 24/7 technical service, training, computer training, and web-design and hosting database. The way this works is you can have any number of pre-determined call messages and you can also have on-the-fly messages, as you can draw an area out on the computer map and it will immediately send a designated message to all the phone numbers in that area, and it is set up to hold a home, cell phone, and work number, but it can hold more. Or you can set up pre-approved messages that you can put up on the spot, like the School Board could set up all their bus routes with their bus numbers, and if one bus is in an accident, you can immediately send out a message to all the parents of all the children on that bus. You can also send out a message to everybody else that their childŐs bus was not the bus involved in an accident, so you donŐt create this terrible situation of everybody heard there was a bus accident and everybody in the county that has a child in school will come to the school because no one knows which bus was involved in the accident. He advised that it can be used for hundredŐs of different uses for mass calling, and in theory you can make 60,000 calls an hour, which means for us you can notify everybody in this county in approximately fifteen minutes, plus you donŐt get charged for airtime if there is a busy signal or no answer. Bottom line is the cost is $10,000 a year, it is guaranteed never to go up as long as you renew the contract continuously, and there is a provision to buy extra minutes, if needed. He advised that the way we are trying to set this up is there would be ten different entities that would be responsible for $1,000 each of this program, and would include the City, County, School Board, Power Commission, SheriffŐs Office, Fire Department, EMS, 911, Police, and City Fire Department. The proposal has been that if they could get this together for this first year, the Sheriff is willing to work with us on that first $4,000 and will be willing to pay some of this out of the drug fund for the first year. At the meeting they had, it was a unanimous consent that we go with this, and he thinks the same, and next year we can budget for it. Motion was made by Mr. Culpepper to participate in reverse 911, seconded by Mr. Harris, motion carried unanimously.
DISCUSS SKATE PARK
Administrator Crapse reported that they had the Skate Park implements bid opening last Thursday. We received four bids, and it was bid out so that we could get the biggest bang for the buck, as we knew what the kids wanted and we put that out as a minimum requirement and asked what else we could get for our $70,000. Two of the four bidders did not meet the specification for the minimum requirement; the third one met the spec on the minimum requirement but they only included the four mandatory implements that we had put in the bid and that was it; and the fourth bidder met all the requirements and included the four implements we had asked for and three additional implements. The only Georgia Company, Southern Playgrounds in Atlanta, was the low bidder plus they also service our existing recreation equipment and several other southern counties and cities recreation equipment. They also provide a safety and instruction board on site at no additional cost. They provide a free yearly inspection of all the equipment, and he and Brockey Brock recommend approval of Southern Playgrounds as the provider of our skate park implements. Motion was made by Mr. Harris to authorize Southern Playgrounds to be awarded the contract for our skate park implements, seconded by Mr. Faircloth, motion carried unanimously.
Motion was made by Mr. Harris to adjourn the meeting at 12:13 p.m., seconded by Mr. Culpepper, motion carried unanimously.