MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON DECEMBER 8, 2009
Chairman Authur James Nance called the meeting to order at 9:00 a.m. with Commissioners Brad Faircloth, William Culpepper, and Wallace Mathis in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Secretary Linda Finch. Commissioner Faircloth gave the invocation, and Administrator Crapse led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Nance welcomed all in attendance.
Motion was made by Mr. Faircloth to approve the minutes of the meeting of November 10, 2009, seconded by Mr. Culpepper, motion carried unanimously.
DISCUSS ROAD CLOSINGS
Administrator Crapse reported that they have had requests for two road closings, they both no longer serve a public purpose that can be identified, but before the Board can consider these requests that have been presented, we need to post the appropriate signage and schedule a Public Hearing for the closing. He would recommend the Board approve the scheduling of the Public Hearing and posting of the appropriate signage on the roads to begin this process. Motion was made by Mr. Mathis to schedule a Public Hearing on the closing of these roads for next monthÕs meeting and post the appropriate signage on these roads, seconded by Mr. Culpepper, motion carried unanimously.
APPROVE BI-LAWS FOR THE AIRPORT ADVISORY BOARD
Administrator Crapse reported that several months ago he began working with the Airport Advisory Board on having regular meetings and acting as a real Advisory Board to the Commissioners and a liaison to the public that uses the facility. They have begun to do this, and since they have never had a set of Bi-Laws that was the first thing they decided that they needed to do. The Bi-Laws that they have presented are pretty straightforward; however, we didn't get the final proposal until after the Board packets went out, so no one has had a chance to review them. He would recommend that the Board table this action until they have time to review it before the next meeting. Motion was made by Mr. Faircloth to table the approval of the Bi-Laws of the Airport Advisory Board, seconded by Mr. Mathis, motion carried unanimously.
APPROVE HOLIDAY SCHEDULE FOR 2010
Administrator Crapse reported that he has the traditional Holiday Schedule that the Board officially adopts each year before January 1st; it allows all the county officers and departments to plan their schedules for the coming year. It is the same number of holidays that we have had for the last several years, and he would recommend that the Board adopt the 2010 Holiday Schedule. Motion was made by Mr. Culpepper to adopt the 2010 Holiday Schedule, seconded by Mr. Faircloth, motion carried unanimously.
Mrs. Leverett reported that included in today's packet is a preliminary Financial Report as of November 30th for our three major funds. The General Fund is reporting monthly revenue of $782,671; YTD $2,784,949. This is down about 24% from this same time last year ($891,620). Monthly expenditures totaled $979,271; YTD expenditures to $5,500,308, which is up about 5% over Nov 30, 2008. These numbers leave expenditures exceeding revenues by $2,715,359, over $1,000,000 more than this same time last year. This is typical for expenditures to exceed revenues during this time of our fiscal year, but the gap between these numbers is larger than anything we have experienced in a number of years. We need to continue a very conservative approach to expenditures as we continue to dip into reserves to close the gap between those numbers. Hopefully the collection of the 2009 property taxes will help with that. As of this report, we have only collected about 11% of the 2009 property tax digest revenue. Preliminary numbers for the Landfill Fund for the month totaled $88,682, YTD $521,977. Expenditures for the month were $95,484, YTD $462,537, leaving the Landfill Fund with a net income of $59,440 as of November 30th. As a reminder, because this is an enterprise fund, revenues are booked when they are billed not when they are paid. The total tonnage of 2,681.86 accepted for the month of November was up just slightly over November 2008. Of that total, 49% was delivered under the Veolia commercial contract and 19% under the Veolia residential contract. The principal balance on the GEFA Loans is current at $3.3 million. The new GEFA loan drawdown to date is $317,141. In the Water Fund, November revenues were $29,988; YTD $174,527. Monthly expenditures were $32,969, YTD, $169,089, leaving this fund with a net gain at 11/30/09 of $5,438. Water usage for the month was 4,142,000 gallons. The USDA Bonds are current at $1,683,377. Cash on hand at November 30, 2009 shows our County wide total at $10.7 million. Of that $175,442 is reserved for debt service, $3.7 million for capital projects, and $55,415 for customer deposits. The cash on hand is down about $5.3 million from this same time last year. A little over $3 million of that is directly associated with the SPLOST Funds, but the other $2+ million, results mostly from the use of reserves to cover shortfalls in the FY 09 budget & YTD deficiencies in the FY 10 revenue projections. In the budget to actual report for the 2000 SPLOST ISSUE, as of November 30th, we have spent $15.6 million of the $17.6 million dollars collected, leaving us with a little over $2 million to complete the various City and County projects associated with this issue. This number is up over last month due to the receipt of DOT grant revenue on Roads Projects. For the SPLOST budget to actual by category summary report for the 2005 Issue, November's distribution of $293.361 is about $93,000 less than the Nov. 2008 distribution, brings the total collections for this issue after 46 months to $16,403,305. To date, we have spent $17,474,282 on projects approved for this issue. The monthly average has dropped $22,000 over the last 12 months bringing it down to $356,593. In the monthly detail listing of all the SPLOST Fund expenditures for both issues, the total SPLOST disbursements for the month of November was $512,354 with the largest amounts going to the following projects: Pateville Road, $84,143; The new Courthouse, $362,518; The City of Cordele, $59,565; and the town Arabi, $6,057. The next page is the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts as of November 30, 2009. We have ten outstanding loans with a total balance due at 11/30/09 of $2,163,608. Of those ten, five are current and five are delinquent. All of the delinquent accounts have been turned over to legal. Next is a preliminary report of revenues by fund and expenditures by department report for the period of July through November 2009. At the end of November, all departments and divisions should be within 42% of their annual allowances for expenditures. Overall, our three major funds ended the month as follows: General Fund at 38%, Water Fund at 43% and Landfill Fund at 34%. She advised that the final thing we have today is a request to the Dept of Audits for an extension of filing our 6/30/09 audit report. As you are aware, since September, we have been dealing with a problem that resulted in the corruption of our General Ledger. It took us until November 2nd to identify the cause of this and the clean up was completed just last week. It has been an accounting nightmare, and because of this, we have not been able to provide the auditors with all the correct data they needed which leaves us with no choice but to ask for an extension, as we are not going to complete this by December 31st.
Administrator Crapse reported that 1) he attended several meetings and events last month; 2) There were no new SPLOST Purchases approved this month; 3) The Phase II Environmental Study at the Gun Club Site is underway. The fieldwork has been completed. Lab work continues on the samples, if not completed by this time, and the report is expected on December 18th; 4) Work on the "Go Fish Georgia" Boat Ramps at the State Park will resume next week with the adjusted plans. One entry/exit road has been removed to avoid the buildings and major trees that would have been consumed by the original plans; 5) The Landfill Cell Construction continues, the rock removal at the C&D Site is complete and that is moving forward, rain and other factors have slowed the MSW cell work, but we still have six months before we need the airspace; 6) The Grand Jury met last month and considered 46 bills of indictment, and they returned 46 true bills. They reappointed "Bub" Denham & Mulford Roberson to the CCPC. They also commended "our local leaders for providing our community with such a modernized aesthetically attractive and functional facility; 7) Mediacom has notified us of two changes for 2010; they will be adding two and moving four channels and they will be increasing their late payment fee from $5.00 to $7.50; 8) We have had to request an extension on our annual audit from the state due to the accounting system bug that would not let us balance the books for the auditors to do their job. Now that the problem has been resolved we can get our audit completed; 9) The Extension Service has asked for a Commissioner to be present at the graduation ceremony for the Expanded Food and Nutrition Education Program to present certificates to the nineteen graduates, which will include the 100th graduate. Crisp County leads the district in the number of graduates; 10) CCLO closes out the year this weekend with 428 baseball and softball teams participating in tournaments at the complex bringing in almost $5.5 million dollars to our community; 11) The Amboy Road at Lime Creek remains closed for the bridge replacement over Lime Creek; 12) We received a Thank You Card from the Tommy Harper Family for the County's sympathy acknowledgment 13) The Courthouse Dedication is tomorrow at 2:00 p.m.; 14) Don't forget to check the Schedule of Upcoming Events, as there are a lot of things going on, and 15) Community of Character Trait for the Month of December is COMPASSION. To let someone know you care about them. Showing concern or sympathy for others.
EXPRESS SYMPATHY TO THE TOMMY HARPER FAMILY
Motion was made by Mr. Mathis to express sympathy to the Tommy Harper family in the loss of Tommy, a Public Works employee, seconded by Mr. Culpepper, motion carried unanimously.
DISCUSS RECREATION DEPARTMENT
Chris Greene, Chairman of the Crisp County Leisure Opportunities Advisory Board, stated that he was called yesterday and asked to be here today concerning a soccer issue. Michael Fraser reported that it was brought to his attention that the spring soccer program, as well as the after school program and summer day camp, are going to be cut out due to the budget this year. He understands that soccer is the only sport that has two seasons, but soccer is a sport that you don't have to have perfect hand, eye coordination and as physically agile to play, and it gives the kids a chance to be involved in a sports program. He doesn't think it is a very expensive sport to operate, and he would like to express their concerns and request that Commissioners reconsider the budget cut for the recreation department. He stated that our children should be the last place that we should cut. Mr. Greene requested that the Commissioners and the Advisory Board meet together in a work session and see what they can come up with to resolve some of these issues, if possible. Melanie Nipper reported that the soccer program is improving and holding their own pretty well, and this past year was the first time soccer was offered at the high school. Mr. Greene advised that the more we can have our children involved in doing things in the community, it will overall make our community better; also, the Advisory Board has requested a copy of the budget for the last two or three years, but we have never received these. Chairman Nance thanked, on behalf of the Commissioners, all the Advisory Board members for taking time to serve, and stated that maybe after the first of the year they can sit down with this Board and talk about these things. Greg Porter advised that he had an issue with Leisure Opportunities this year, especially a coach and the director. He advised that his son was told that he had made all-stars by the coach, he practiced one week, played in the first all-star game, practiced the next week, but the night before the game, Mr. Porter was told that his son did not make all-star and could not play in the game the next day; that literally killed his son. That happened to his ten-year-old son, and he promised his son that he would go to the fullest extent to see that something got done about this. He advised that we should not have to pay people to murder our children, it was his this time, but whose will it be next time. He asked the Commissioners, Administrator, and Leisure Board to do the right thing as something needs to be done. Larry Felton, a member of the Advisory Board, advised that he spoke with Mr. Porter and that problem could have been solved if they had just let that child go to the all-star game, and it could have been handled if the Commissioners would let the Advisory Board handle some of the things and put a little power back in their hands.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Culpepper to go into Executive Session to discuss potential litigation and personnel, seconded by Mr. Mathis, motion carried with Mr. Faircloth absent.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Mathis to come out of Executive Session, seconded by Mr. Culpepper, motion carried with Mr. Faircloth absent.
Motion was made by Mr. Culpepper to adjourn the meeting at 12:15 p.m., seconded by Mr. Mathis, motion carried with Mr. Faircloth absent.