MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON SEPTEMBER 9, 2008
The meeting was called to order at 9:00 a.m. by Chairman Ferrell Henry with Commissioners A James Nance, and Brad Faircloth in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Secretary Linda Finch. Chairman Henry gave the invocation, and Administrator Crapse led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Henry welcomed all that were present and advised that Mr. Harris has been ill for several months but hopes that he will be with us shortly, and Mr. Culpepper is in Washington, DC with the Chamber to lobby for the extension of the Empowerment Zone for Crisp and Dooly Counties, along with other requests.
Motion was made by Mr. Nance to approve the minutes of the meeting of August 12, 2008, seconded by Mr. Faircloth, motion carried unanimously.
PUBLIC HEARING – DANNY AULTMAN
Connie Sangster, Planning Director, reported that she has a request from Danny Aultman (with the property owner's authorization) for a Special Use Permit to locate a single-wide mobile home in an RS1 (Single Family Residential) zone district. Property is located at 161 Oak Park Drive. She advised that in an RS1 zone district, double-wide mobile homes are allowed by right, single-wides by special use permit, and that is what he is requesting from them today. She showed pictures of the existing mobile home that is on the property now that will be moved off, and pictures of the mobile home that Mr. Aultman has purchased to go on the property, if approved. She read the standards review checklist for a special use permit. Chairman Henry opened the Public Hearing and asked for anyone to speak for or against the request, there were none, and he closed the Public Hearing. Motion was made by Mr. Faircloth to grant the Special Use Permit, seconded by Mr. Nance, motion carried unanimously.
SCENIC ROUTE BOAT RAMP AT LINCOLMPINCH SUBDIVISION REQUEST DENIED
Administrator Crapse advised that last month we received a request from James Hurt and others to install a boat ramp on Scenic Route accessing the lake at Lincolmpinch. In coordination with Steve Rentfrow at the Power Commission, and after careful consideration with our Planning Director, we have concluded that a boat ramp at this location is not feasible due to the narrow width, long length, and lack of parking. Subsequent to that time, we have received a request from one of the adjacent landowners on the lake side of Scenic Route, that the county deny the request for any boat ramp in this area of Lincolmpinch and the county quitclaim the parcel to the existing adjacent property owners. Administrator Crapse stated that after they reviewed the site, it appears that two or all three of the adjacent landowners have built structures, parking pads, and fences, etc. that already encroach on the property in question. He recommends, as it has been the Board's policy in the past on similar parcels, that the Board quitclaim the property to relinquish any county interest to the property allowing the adjacent property owners to seek claim to the property and let the landowners, through their representatives, determine how that property should be divided. There are also four more letters that we received requesting that the property not be used as a boat ramp. He spoke with the county attorney on this yesterday, and the letters that we have received pointed out a number of factors that they believe does not justify the installation of a boat ramp in that particular location, but, of course, that is the domain of the Board to consider that. Mr. Faircloth advised that this is the district that Mr. Culpepper represents, and he would like to have him here in these discussions even thought it seems that they want to come to some conclusion at this point; he was hoping to put it off and table the matter until William could be back. Mr. Nance stated that we could deal with it today or delay it; either way would be fine with him. Chairman Henry stated that we could talk about it a little bit; this is a tough situation, we have good folks wanting to do things and some that disagree with their request. He advised that this is not a public hearing because it has not been announced, but he thinks the best thing to do is to hear from comments of just a few on each side, and at the conclusion of that, if the Board agrees, we will make a decision at that time of whether or not to table this or take some action on this. Administrator Crapse advised that as a third option, they could have a public hearing on the matter after Mr. Culpepper is back in town. Chairman Henry asked for one or two to speak in favor of the request. James Hurt reported that his understanding was that since it was in William's district, it would not come up today, that it would be tabled or we would have had supporters here in favor of the request. Chairman Henry asked if he spoke to the Administrator about that, and he replied no. He stated that when A.J. Williams subdivided that subdivision, he made public access. His son sold the property on the other side of the lake to developers, and they bought lots based upon Mr. Williams' subdivision; which showed that there was public access there. These people that live on the other side of the lake or not taxed as if they are three or four miles off the lake, but if we are going to be taxed as if we have lake access, and we don't, then tax our property as if it is five miles off in the country or give us the public service which Mr. Williams intended when he subdivided that property so that we can get our boats in. Chairman Henry asked for one or two to speak against the request. Robert Powell, lakefront owner, stated that he doesn't believe that there is but one resident across the street from the lake in this area, and he doesn't see him here voicing his opinion. The distance between this area and the closest boat ramp at Cedar Creek is probably two miles, and one of the things with Lincolmpinch is the congestion already there through the mouth of it, and we just want to see the property owners having a right to speak. It was brought before the Board last time and he only found out about it this morning at 7:00, and if the Board has a recommendation from the Planning & Zoning, the County Administrator, and a property owner who is willing to accept and wants the property, he doesn't see why some action cannot be taken today. He understands Mr. Culpepper is not here but you do have a quorum, and the lake has a lot of access and the only part of the lake that is not accessible is the Sumter County side. Also, the state is building a huge boat ramp so the accessibility to Lake Blackshear on Crisp County's standpoint is pretty accessible. Lance Woods, one of the adjacent property owners who sent the letter requesting the quitclaim, advised that about four of the property owners met with Mr. Culpepper on Friday morning, and he said he disagreed, and it is a general census of everyone that has a place on Lincolmpinch definitely disagrees with this request. He sees no benefit for the boat ramp, it is a dangerous area, and he hopes Commissioners consider denying any request for any boat ramp and granting the request for a quitclaim to the adjoining property owners. Jerry Carney reported that he supports what both of the previous people have said, and he would like to address the issue regarding the development. He advised that in that area Joe Williams came to him after going through a five-year process in order to get the Corp of Engineers and other people involved in getting the right stamps associated with digging out and dividing those lots, and at no time did any of the plats or any of the information providing show any kind of use of county land for public boat ramps or public access. If public access was required and that was promised, it was up to Mr. Williams and/or Rann Folsom, who developed that property, to provide access and to come back to the Planning Commission with the appropriate change in the plans that they had. They chose to land lot the seventeen lots and not provide public access, and that is their choice and those individuals that brought property on the other side of the lake, regardless of what they thought that development said, basically has the plats and the information available to them that says there is no public access there. On a development standpoint, he has no heart whatsoever for people that assumed that they would have public access right off that property if it wasn't originally designed into the plat, and it wasn't. Mr. Faircloth advised that our whole purpose is to serve the people there, and he would like to have a public hearing. If this was a public hearing, then the other side that was not here would have been able to have information that has been stated here today, plus he wouldn't want to make a decision with William not being here, even with the fact that they told us that he disagreed with it. I'm not saying lets do it, but if we are going to take everybody's input, lets make it a public hearing. Chairman Henry advised that apparently there was some bad information given as only the Chairman or Administrator has the authority to determine what takes place at the Board's meeting, we do have a quorum today, but I am going to leave it up to the two Board members here today to decide whether they want to delay this, this is the second meeting we have had about it, and my opposition to delaying it is the fact that we have twenty-five to thirty citizens here taking their time to come and voice their opinions; a public hearing is going to require this one more time, but he doesn't want anybody to feel like they were mistreated in this situation, either side. Administrator Crapse advised that there are two Commissioners present today that are equally responsible for that district, it is not Mr. Culpepper alone, he only has the registry requirement to live where he does, but that is a three-member district. Chairman Henry opened up the floor for any recommendations that the Board may have. Mr. Faircloth expressed again that we want to serve the people, we have a situation here where we have twenty-five people that is against something and we have one that is for something but again in all fairness, he didn't realize that this would be in a public setting today. Administrator Crapse advised that the actual request from Mr. Hurt was for the county to build a boat ramp there, and there was in the background an email that was going back and forth between the parties involved which indicated that they would hope that the county would build the boat ramp or at least not stand in the way of those who wanted to build a boat ramp. Chairman Henry advised that he is of the opinion that the Board is not going to do that, just my opinion, and I think what an option would be is for this Board to take action and go ahead and vote that they are not going to build this boat ramp, which leaves it open for any pursuit by anybody. Administrator Crapse advised that we don't have clear title to that property, it has never been accepted by the county, so we don't have a vested right in the property, we have not been maintaining it, and the historic role of the Board has been to quitclaim that or abandon that portion of road to those property owners who are directly adjacent to it. In this case, there are three property owners, there are issues of access to one of the properties without this public right-of-way, which would have to be divided amongst those three persons in such a way that permanent access could be provided to that property by the property owners as we can't land lock an individual out of his property by law. Also, we have utility poles in the right-of-way and there are additional encroachments to the right-of-way such as fences, parking pads, and docks that are already there. In the letter from Okmulgee, the space is not adequate in accordance with the Corp of Engineers recommendation, that is not a law, just a recommendation by them. He advised that there has also been in the background traffic of the emails a mention of putting in a dock. I think Okmulgee's dock actually does extend beyond the plane of the property line, and the general Power Commission policy is to allow one dock every one hundred feet, they try to work with everybody, but it would be a stretch of their policy to provide another dock in that area. You don't have to have a dock for a boat ramp, but it sure does make it easier for people to get in and out of the boat if one is there. Mr. Hurt advised that he hasn't read the minutes from last meeting, but there was no motion to table from last month, what you said for further study, you didn't say it was coming up again today; he was in contact with the Board through Brad and thought that this would be continued because being told that this was Mr. Culpepper's district, and he understands that you all run at large, but if the Board thinks that it is Mr. Culpepper's district, then it is his district. He disagrees with Mr. Carney when he said it was never shown on any subdivision. Chairman Henry advised that this is a tough situation trying to work through it because of Mr. Hurt's miscommunication. Mr. Faircloth advised that when he was asked, I advised a couple of people that this was Mr. Culpepper's district, it wasn't that he was for one way or the other, it was a matter of just making the motion for it to be tabled so that a public hearing could be done. His whole purpose was when it was presented to us that we would be serving the people of Lincompinch, it was not a matter of we are going to ram something down your throats that you don't want, that is not what we want to do; we were hoping to be of service to the people out there and nothing was going to be done until people were abreast of the situation and had input. He does not want that whole section of the county turned against one another. Mr. Nance advised that he has been quite as he was wanting to hear from both sides; we had an opportunity to hear from a group last time, and he wanted to make sure that everybody had an opportunity to voice their opinion. He is satisfied with what he has heard, and he would like to move forward and go ahead and make a decision based upon what we have here today, and anything else other than that, let's deal with that in time to come. He thinks we owe it to the people to go ahead and make a decision and not delay this, not saying that there will be a different outcome whether or not Mr. Culpepper is here or not, but we do have a quorum. Mr. Faircloth stated that was fine. Motion was made by Mr. Nance to deny the request, which was for the county building the boat ramp or allowing a boat ramp on Scenic Route into Lincolm Pinch, based upon the Administrator's recommendation, since there was no second, Chairman Henry stepped aside from the chairmanship and seconded the motion, motion carried unanimously.
VOLUNTARY TERM LIFE INSURANCE FOR EMPLOYEES
Administrator Crapse reported that in coordination with Steve Rentfrow at the Power Commission, we have considered an offer to our life insurance plan for our employees as a benefit proposed by Noel Williams, Life of the South representative, who is here today, and is our current life insurance agent. We currently have a moratorium on new insurance companies offering new insurance plans to our employees through payroll deductions; in this case this is a significant benefit rarely offered to us by insurance companies. He stated that up to $500,000 with a $200,000 cap without medical questions, would be offered to county employees, and since Life of the South is already engaged in business with the county, he believes that the board would be justified to consider this proposal. In order for this proposal to work, we must have at least 25% of employees to sign up. Mr. Williams confirmed that they represent the county's group life insurance as well as the health insurance. Currently the county's life insurance is with Fort Dearborn, we had a three-year rate guarantee and that comes up October 1st. Our rates were going up, so he was able to shop and move coverage to Mutual of Omaha, who gave them an option to leave the rates currently where they are with a three-year rate guarantee, plus they will offer the opportunity of adding additional voluntarily life insurance to county employees. Currently the county provides two times an employees' salary in life insurance benefits, and this additional term life insurance will be guaranteed issues with no blood work or health questions as long as they are employed they are eligible for that coverage. It is based on age staring at .10 per thousand and goes up, and these rates are as competitive as he has every seen. The voluntary life is contingent based upon 25% participation of the county, power commission, ECEZ and everybody that is currently covered under the Crisp County Local Government Insurance Plan. Spouses can buy up to 50% of what the employee buys and children an additional $5,000 life insurance with no health questions asked, and it does not cost the county anything. Motion was made by Mr. Faircloth to make the supplemental life insurance through Mutual of Omaha available to our employees as a benefit, seconded by Mr. Nance, motion carried unanimously.
CORDELE-CRISP CHAMBER OF COMMERCE MID-YEAR REPORT
Noel Williams, Chairman of the Chamber of Commerce, reported that anytime we need something from the county, the county goes above and beyond what you have to do, and the Chamber members appreciate everything you do and continue to do for the chamber. He went over the highlights of the work they have completed up to September, and advised they have had a reduction in members and will have a rally in October or November to get the membership up.
RESOLUTION TO FORWARD THE DRAFT COMMUNITY ASSESSMENT TO THE STATE FOR REVIEW
Gerald Mixon, Middle Flint Regional Development Commission representative, reported that he came to briefly give some background on the development of the county's comprehensive plan. The county has allowed Middle Flint RDC to work with the county to prepare the comprehensive plan to satisfy the state planning requirements. They started about four months ago working on this plan, the first component is called a community assessment, which is to be prepared by an outside entity such as the RDC working with the local staff. That is in the final states of being completed. There was a public meeting held last Thursday where the essence of the community assessment was presented, and the next step is for all three jurisdictions to pass resolutions authorizing the submission of that community assessment to the Regional Development Center and to the state for mandated regional and state reviews. The Resolution he has today authorizes submission of a draft document, it is not adoption of a document; he stressed this because the next component that has to be developed will require intense local participation and input as it will result in a work program from the community which the county will be held responsible for implementing over the next five to ten years. Today's action that he is requesting is entering the review process, which will put the county is a position later this year to start developing a community agenda or your local work program. Administrator Crapse reported that this community assessment is largely something that is done outside of government and it is trying to get all the interests of the community and all the things that the community feels needs attention and it is over a wide variety of things. He has this and he will be providing it to the Commissioners, as it is quite long. This assessment identifies those things that the community believes are highest priority for addressing in the community, and is a wide range of things. It doesn't implement anything, it gives the community an opportunity to seek ways to address these things, and it is an open-ended document as you can add or delete because it is just a draft. The real emphasis would come after taking all of those items that are identified in the draft, and when the state has satisfied that we have done our due diligence to address issues and problems, then the work will come in determining how we address each of those problems. He recommends the Board adopt the Resolution so that we can get this to the state and basically get cleared on the fact that we have done our homework in determining the issues, challenges, and problems for the future, and allow us to begin working on solving those issues. Motion was made by Mr. Nance to adopt the Resolution to forward the draft Community Assessment to the state for review and authorize the Chairman to sign, seconded by Mr. Faircloth, motion carried unanimously.
APPROVE COURTHOUSE GMP
Administrator Crapse reported that this is the second significant event in the process of building the new Courthouse, the first being the groundbreaking, and he is pleased to announce the design builder has provided us with a guaranteed minimum price of $8,987,000, which is $13,000 below the Program of $9 million. This amount does not include any additional work that has resulted from the flood study, however, we think we can minimize that as we will have the $13,000 under budget, we have another $10,000 as a result of the flood study for lift in the basement which will go toward the project, we still have value engineering, and we have those in-kind county services that we are providing that will reduce the cost of the flood study, it is not a guarantee but he does believe we have a good chance of making that $9 million. He recommends the Board accept the guaranteed maximum price for the new Courthouse and authorize the Chairman and himself to sign the necessary documents. Motion was made by Mr. Nance to accept the guaranteed maximum price for the new Courthouse at $8,987,000 and authorize the Chairman and Administrator to sign the necessary paperwork, seconded by Mr. Faircloth, motion carried unanimously. Administrator Crapse reported that we have awarded three contracts so far: the steel, site work, and asphalt. The low bid that came in for the concrete work was from Reliable Construction Solutions, which is a 100% minority-owned company out of Atlanta. They will not bring concrete from Atlanta so they will be buying local concrete and using local labor for the concrete work. The base bid was $728,213, there are holes on that bid that may or may not be in there, but that brings the total to $766,211, which is an increase over the original estimate, but it is within the guaranteed maximum price. With the Board's approval of the bid, which is the recommendation of Turner Construction, he will authorize the letting of that contract.
APPROVE THE AMENDMENT TO REVOLVING LOAN FUND POLICY
Mrs. Leverett reported that about fifteen years ago was the last time that the revolving loan fund application policies and procedures were updated. At that time, we had only two local banks, and since then we now have five banks and a couple of farm loan organizations. This has laid a burden on the process of an applicant for revolving loan fund money in that the current policy requires that the applicant get a denial letter from each local bank, and that means at least five denials. Also, the banking regulations have tightened in that the bank cannot give a person a denial letter without running a credit report, and if you get more than three credit reports within a certain period of time, it automatically reduces your credit rating by a minimum of five points. For that reason and to simplify the process, we have taken the section of the Revolving Loan Fund Policies and Procedures Manual and updated it to say that we receive a denial letter from a minimum of two local banks for the application process. She advised that she needs their approval today, and then she will submit it to the Department of Community Affairs for them to approve. Motion was made by Mr. Nance to adopt the Resolution updating the Crisp County Revolving Loan Fund Policies and Procedures to read "a letter from a minimum of two local banks located within the county stating that the institutions will not provide all of the financing for the proposed development or project and the reasons for the funding denial", seconded by Mr. Faircloth, motion carried unanimously.
APPROVE SECTION 5311 TRANSIT OPERATING & CAPITAL CONTRACTS
Administrator Crapse reported that we have the Section 5311 Transit Operating and Capital Contracts budgets, they are standards contracts we have each year with Georgia Department of Transportation for this program. It is a great program for our community and a minimum cost to our taxpayers, which is basically insuring the vehicles and a few other small items. Since Resource Management Systems have become our Third Party Operator, they have even paid the county's match for the purchase of new vehicles. He recommends that the Board accept both contracts. Motion was made by Mr. Nance to approve the Section 5311 Transit Operating and Capital Contracts and authorize the Chairman to sign, seconded by Mr. Faircloth, motion carried unanimously.
APPROVE LOCAL ASSISTANCE GRANT CONTRACTS
Administrator Crapse reported that we have good news for the Probate Court Project DX upgrade, the Code Red project, and the AV Technology for the Superior Courtrooms; these projects were approved by the General Assembly, and these contracts provide $10,000 each to these programs. He recommends the Board approve the contracts. He advised that we had a very good run out of Code Red during our last weather scare, and as a result of that, they are doing some backup calling for those people that didn't answer so they can purge out some of the numbers so the system can work faster. Colonel Hancock advised that everybody that they have talked to was very pleased at the way it went, and there are some things that they can do in the future that would enhance it more. Motion was made by Mr. Nance to approve the Local Assistance Grant Contracts for the Probate Court Project DX upgrade, the Code Red with the Sheriff's Department, and the AV Technology for the Superior Court, and authorize the Chairman to sign, seconded by Mr. Faircloth, motion carried unanimously.
APPROVE PERSONAL PROPERTY AUDIT CONTRACT WITH TBS
Administrator Crapse reported that this is a contract with TBS for personal property audit, is a standard requirements contract that we have had for several years. The requirements contract means that the amount spent cannot exceed what is budgeted by the Board for FY-09, so they work on this up until they reach that amount or sometimes they don't use it all. The program is still paying for itself in terms of providing more recovered tax money than it costs, so he would recommend approval of this personal property audit contract. Motion was made by Mr. Faircloth to approve the Personal Property Audit Contract with TBS, and authorizing the Chairman to sign, seconded by Mr. Nance, motion carried unanimously.
CORONER REQUEST FOR FUNDING
Administrator Crapse reported that he has received a letter from Coroner Jimmy Rainey requesting three items of funding which were not budgeted items. Some time ago, the Coroner had an incident where a large body almost fell of the stretcher while turning a corner with a vehicle, which was not a county vehicle. Mr. Rainey had requested to purchase a one man operated oversized stretcher; and he contacted EMS to see if they had oversized stretchers to transport large people, and they advised that they do no use these stretchers and if they were property strapped in, this should resolve the problem. At that point, he offered Mr. Rainey a surplus stretcher from EMS, but Mr. Rainey proceeded to purchase a $2,400 oversized stretcher and requested the county reimburse him for the expense. Mr. Rainey advised that they needed the one-man stretcher because the Crime Lab in Atlanta will not help them load and unload bodies and this is why he needs this stretcher. Secondly, we purchased the Coroner a new computer and software, at his request, so that he could get the county's information off his computers to prevent his personal equipment from being seized in the event of an investigation. That appears to be insufficient as the software company now wants $1,200 to convert his data to the county computer, and he wants that data to continue to be networked, which we told them we could not do that as that was the purpose of buying the stand alone computer, so that his data wouldn't be mixed with the county's data on his system. Per his request, we can accommodate the $1,200 in next year's budget. He also had a request for additional stretchers for his new morgue; he proposed to get the stretchers from EMS, if possible, and if we can't get them, we can purchase what we need when we do the budget for next year. The question is does the Board want to buy the Coroner a new one- man oversized stretcher, does the Board want to reimburse him for the one he has purchased already, or does the Board want to reimburse him for the one he has already purchased from next year's funds, this would give us the ability to budget for it. Chairman Henry advised that this Board has always supported that department, and we certainly want him to have whatever he needs within reason. By common consent, Commissioners agreed to accommodate these requests and will negotiate something acceptable with him for payment.
APPOINMENT OF VOTING DELEGATE TO ACCG FALL POLICY CONFERENCE
Administrator Crapse reported that the Board needs to appoint a voting delegate to the ACCG Fall Policy Conference. Motion was made by Mr. Faircloth to appoint Commissioner Nance as the voting delegate to the ACCG Fall Policy Conference, seconded by Mr. Nance, motion carried unanimously.
APPROVE LANDFILL ENGINEERING SERVICES BIDS
Administrator Crapse reported that landfill engineer Hal Newberry has retired, and his firm did not have an interest in continuing with the engineering contract with the county. We did put it out to bid, and we received eight bids. Mr. Faircloth asked if the Board was required to take the lowest bid, and Administrator Crapse advised that the Board is required to take the best value, the low dollar bid is what people usually look at, but the county is not absolutely bound to that. Administrator Crapse advised that they have a couple of bids that were not acceptable because they didn't bid on what we asked them to bid on, one we could not figure out what it was, there were two that were way out of the ballpark in terms of price, which left four and of those four, there were really two bids that were considered viable. He advised that there were two things that were bid; regular engineering services and an estimate for services for the design of our new cells coming up in the future. Golder, a company out of Atlanta, bid $90,935, and Regional Engineering, a Cordele Company, bid $104,700. To come up with two bids that basically represented apples and apples they switched one item from one bid to the other and one item from the second bid being switched to the first, so funding for all the items were included. He advised that J. B. Faircloth with Regional Engineering called him last night inquiring about who won the bids, I told them the decision had not been made yet, but that he was not the low bidder, he was the second lowest bidder. Administrator Crapse advised him that we have a local bidder preference policy but is limited to contracts of $25,000 and the number has to be within 3%; obviously the number is not within 3%. At that time he told Mr. Faircloth if the Board chooses to expand the local bidder preference policy, then the third component of that is that they would have to meet the low bid. This morning J. B. Faircloth called and advised that they would be able to do the work for $93,750; nobody else was given an opportunity to give a new bid. We would have to change our policy regarding the $25,000, the 3%, and the meeting of the low bid to accept the $93,750. He stated that whatever Commissioners decide to do today, they have eight to ten more bids coming up immediately on the new Courthouse, so if would be a very significant precedent to set. Attorney Lawson advised that the Board is able to change the policy, if they desire. Mr. Faircloth asked if the difference between the $90,935 and his new bid of $93,750 get close to the 3%, and Mrs. Leverett advised that it was $87 over; Administrator Crapse advised that the 3% applies to the $93,750 and the $104,700, the first bid. Chairman Henry advised that traditionally the intent of this Board has been to do everything we could within reason to assist our local bidders, but he is not sure that is lawful. Administrator Crapse reported that they could change the policy. J. B. Faircloth reported that their subcontractors are TTL, which is the old Geosciences, and they have been working at the landfill for years and they have been involved in the landfill since 1999, and he wishes they would take that into consideration. Commissioner Faircloth asked if they could make a decision to choose whomever they want or do they have to go by certain procedures. Administrator Crapse stated that there is no requirement that the Board even compete for professional services, but it has been his course to compete everything that we put out for bids in order to ensure the best use of the taxpayers dollars. Mr. Faircloth made the motion to hire Regional Engineering Group as the landfill engineering services consultant at $93,750, seconded by Mr. Nance, motion carried unanimously. Commissioners Nance and Faircloth advised that they did not want to change the policy about the bidding process, and Administrator Crapse advised that technically the Board will reject any all bids and exercise it's authority to obtain professional services without considering other bids.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Nance to go into Executive Session to discuss potential litigation and personnel, seconded by Mr. Faircloth, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Nance to come out of Executive Session, seconded by Mr. Faircloth, motion carried unanimously.
Mrs. Leverett reported that the first page of the executive summary prepared for today's financial packet includes a preliminary report of revenues and expenditures for the County's three major funds for the first two months of the new fiscal year. For the month of August in the General Fund we are reporting revenues of $288,334 and expenditures of $781,170; YTD revenues reached $819,927 and YTD expenditures $1,804,427. Expenditures continue to exceed revenues by a little over 7% or $984,501. Again, this is normal for this period of our fiscal year. Cash reserves remain adequate to support daily operations until we start collection some of the 2008 Ad Valorem Tax Revenue. Next are the Landfill Fund numbers; August revenues totaled $95,753, expenditures $80,634. YTD revenues reached $213,946 and expenditures $192,056 leaving the Landfill Fund with a net gain YTD of $21,890. The total tonnage received for the month of August was 3,332.49 tons with 49% of that being delivered on the Onyx commercial contract and 13% under the City of Cordele free residential contract. The average after two months is 3,710.43, a little over 500 tons less than our average at 8/31/07. The principal balance on the GEFA Loans is current at $3.6 million dollars. The Water fund recorded August revenue at $40,407, expenditures at $30,369. Year to date revenues totaled $77,001, year to date total expenditures $65,993 leaving this fund with net gain after two month of $11,009. Water usage for the month was 8,364,000 gallons. The USDA Bonds are current at $1.7 million. Cash on hand at August 31st, in the General Fund we have $5.4 million, the Landfill Fund, $2.1 million, the revolving loan fund $442,971, the SPLOST Funds, $6.8 million and the Water Fund ended the month with $849,462 leaving us with a county wide total at August 31st of $15,720,468. Of that $15 million, $6.8 million is reserved for capital projects, $181,831 for debt service and $55,415 for customer deposits. Next is the budget to actual report for the 2000 SPLOST Issue. As of August 31st, we have spent $15.6 million of the $17.6 million dollars collected, leaving us with just over $2,000,000 for projects associated with that issue. Following that is the SPLOST budget to actual by category summary report for the 2005 Issue. Our 30th monthly distribution of $348,574 brings our total receipts to date on this issue to $11.3 million and our monthly average to $378,125. To date we have spent $6.8 million on projects budgeted under this issue. Nest is the monthly detail listing of all the SPLOST Fund expenditures for both issues. Benefiting from the support of SPLOST dollars for the month of August were the CCSO, Health Dept., Detention Center, Coroner's Office and Animal Control Construction project, the Town of Arabi, the City of Cordele and the Courthouse Construction Project. Total SPLOST Distributions for the month of August….$271,401. Next is the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts as of August 31, 2008. Currently we have nine outstanding loans, with a total outstanding RLF balance of $1,983,214. Of those nine, five are current, two are slightly delinquent, and two have been turned over to legal. The last report included in your packet is the revenues by fund and expenditures by department report. The summary report shows the expended percentage of appropriations for each individual department and the total for each fund. As of August 31st, all departments and divisions should be within 17% of their annual allowances. Overall, as of August 31st, all three of our major operating funds were within that %, the General fund is at 13%, the Water Fund at 12% and the Landfill Fund at 13%.
Administrator Crapse reported that 1) he attended several meetings and events this month; 2) there were no new SPLOST expenditures approved this month; 3) the project at the Sheriff's Department should be completed by this month and the final walkthrough of the Health Department renovations are scheduled for this week; 4) I received a heads-up from some fellow Administrators that the Prosecuting Attorneys' Council of Georgia has mandated a one day per month furlough for all State paid positions in the District Attorney' Office. Some Administrators are receiving requests for the County to fund the shortfall to avoid the furloughs. This is a warning order, I don't know of any Counties thus far that have provided this funding, and if we get such a request, we just can't afford to pay the State's bills, with all of the mandated unfounded mandates continue to shower down. Other State cuts we can expect are in the Solid Waste Trust Funds (restored just two years ago), DHR, Public Health, DFACS, Aging Services, Community Health, and GDOT, specifically, Air Transportation, Airport Aid, Ports & Waterways, Rail Transportation, and Transit programs; 5) Carl Gamble and I attended the training on the new State Aid Grant Program on August 29th. We were not impressed. State Aid will still be broken down by Congressional District but not by County and municipality. We will be competing District-wide for $3.7M in road project funding, meaning that as few as five projects could be funded. We will have to take a much different approach to roadwork from now on; 6) we received word that the Darton College Downtown Cordele Campus was approved by the Board of Regents; 7) there is a Property Tax-Proposed Policies Conference on Thursday the 11th in Atlanta. I have pre-registered Commissioner Faircloth and myself to attend; 8) the Landfill Management and Solid Waste Collection Work Session scheduled for September 11th has been rescheduled for September 17th at 9:00 a.m. due to the Tax Policy Conference on the 11th in Atlanta. Please look at this date and see if it is okay for you; 9) I have registered Chairman Henry to attend the Big Check Ceremony in Savannah on September 16th. I have it on good authority that if anyone else would like to take his place, he would be happy to substitute his name for yours and let you pick up the check; 10) two of our E-911 Dispatchers, Monica Westbrook and Anquarrus Barrett, were commended in a letter from the Belleview, Florida Police Department for their outstanding work in handling a call leading to the capture and arrest of a know felon at the Cordele Bus Station; 11) tax bills go out this afternoon or tomorrow morning. They will include the Homeowners Tax Relief Grant Credit, our grant request was certified by the Tax Commissioner on August 6th, so we will have to play it by ear until we find out if the General Assembly will uphold the funding or agree with the Governor in the next session beginning in January; 12) CCHS, the Chamber and DOL Career Center are sponsoring Career Fair 2008 at the High School on Tuesday, October 21, 2008 from 8:00 a.m. to 5:00 p.m. The school's goal is to have all 1200 students visit the fair on that day. If you or anyone you know would like to participate, they would be very grateful; 13) continuing our efforts to improve the financials at the landfill and provide assistance to our neighboring communities, I have approved a small amount of wastewater sludge disposal at the landfill for the City of Dawson; 14) I have approved some time without pay to allow John Crow to take advantage of an offer to teach an Automated Courtroom Class for the College of William & Mary. This will require a few days a month for the next year, at no cost to the county; 15) the 2008 Federal Grants Workshop is being held in Atlanta on September 22nd. I plan to attend the workshop, if possible; 16) the ACCG Fall Policy Conference is Wednesday, October 8 thru Friday, October 10, 2008; 17) I'm pleased to announce that Commissioner William Culpepper has completed his Certified County Commissioner course work, and will be receiving his certification at an upcoming ACCG Meeting; 18) the Willie B. Withers Sunbelt Expo Luncheon will be held on Tuesday, October 14th, if anyone is interested in attending; 19) we received a Thank You Note from the Housing Authority for participating in the Community Housing Retreat in Athens; 20) the Hawpond Road remains closed at the Deep Creek Bridge replacement; and 21) the Community of Character Word for the Month of September is DILLIGENCE. Not to quit. Working hard in a careful, steady manner.
There being no further business, Chairman Henry adjourned the meeting at 12:28 p.m.