MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON AUGUST 9, 2011
Chairman Wallace Mathis called the meeting to order at 9:00 a.m. with Commissioners James D. Harris, A. James Nance, William Culpepper, and Clark Henderson in attendance. Others present were County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Secretary Linda Finch. Commissioner Culpepper gave the invocation and led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Mathis welcomed all in attendance.
Motion was made by Nance to approve the July 12th regular meeting, July 21st public hearing #1, July 21st public hearing #2, July 28th public hearing #3, and July 28th called meeting minutes, seconded by Mr. Harris, motion carried unanimously.
APPROVE QUIT CLAIM DEED REQUEST FROM FRANK AND MITZI LOTT
Connie Sangster reported that she has a request from Mitzi and Frank Lott to consider the abandonment of a strip of land adjacent to their property on Cork Ferry Road. This is one of the old abandoned boat strips that were added when the subdivision was built; the county has no use for the property as far as drainage easements, and Crisp County Power Commission has no power poles on the property so they would not have any use for the property either. She advised that what we have done in the past is, since we don't own the property, give a quit claim deed saying we have no rights to it; also the property owners have to be in agreement to split the property, and it is their responsibility to have the property surveyed and recorded. This way it goes on the tax digest as now it is not currently on the digest. She stated that this is a thirty-foot strip and will be split 50/50 to property owners on both sides. Chairman Mathis stated that we would like for them to have the property appraised and recorded within sixty days. Mrs. Lott stated that she would get a surveyor within the sixty days. Ms. Sangster advised if she would get the survey to her, she would fill out a PT61 to quit claim the property. Motion was made by Mr. Culpepper to approve the quit claim deed request from Frank and Mitzi Lott as Signatures Properties & Associates, LLC and Frances Gay Lavelle Ferguson as long as they get the survey back to Planning Department by sixty days, seconded by Mr. Harris, motion carried unanimously.
APPROVE QUIT CLAIM DEED REQUEST FROM JOSIE RICH AND FRED & JUDY DORMINEY
Ms. Sangster reported that she also has a request from Josie Rich and Fred and Judy Dorminey to quit claim a strip of land between their properties at 636 and 640 Cork Ferry Road. They have already had their property surveyed and this strip is actually thirty-one feet. She has letters from both the Rich's and Dorminey's requesting the abandonment of this property. Motion was made by Mr. Harris to approve the quit claim deed request from Josie Rich and Fred and Judy Dorminey as long as they get the survey back to the Planning Department by sixty days, seconded by Mr. Nance, motion carried unanimously.
APPROVE 5-YEAR HISTORY FOR ADVERTISING
Mrs. Leverett reported that since we tabled the adoption of the millage rate decision at the last meeting, we have to re-advertise the 5-year history of the proposed millage rates. She stated that we did receive an extension from the Department of Revenue until September 1, 2011. The advertisement has to go in the paper fourteen days in advance of the meeting date, so they need to approve the rate for advertising today so that we can advertise in this Thursday's The Cordele Dispatch to make our September 1st deadline. We will also need to set the date for adoption of that millage rate, and they can adopt anything equal to or lesser than what we advertise without having to re-advertise. Motion was made by Mr. Henderson to advertise the proposed millage rate at 11.749 along with the 5-year history in this Thursday's The Cordele Dispatch, seconded by Mr. Nance, motion carried unanimously. Motion was made by Mr. Culpepper to set the called meeting to adopt the millage rate on August 25, 2011 at 1:00 p.m., seconded by Mr. Harris, motion carried unanimously.
APPROVE TAX REFUND FOR JACKIE & RALPH HAYSLIP
Mrs. Leverett reported that they have received a request from Jackie and Ralph Hayslip advising that the Tax Assessors Office has been charging them with two septic tanks and two wells on their property when in fact there is only one septic tank and one well on the property. The Board of Assessors has acknowledged that the Hayslip's were billed twice for a well and septic tank, and they are recommending that Commissioners issue a refund for the years 2008, 2009, and 2010 at an approximate amount of $139.91, subject to the exact amount of refund to be determined by the Tax Commissioner. Motion was made by Mr. Henderson to refund 2008, 2009, and 2010 taxes to Jackie and Ralph Hayslip in an approximate amount of $139.91, with the Tax Commissioner's to determine the exact amount of refund, seconded by Mr. Nance, motion carried unanimously.
APPROVE JOINT JUSTICE ASSISTANCE GRANT (JAG) AGREEMENT
Mrs. Leverett reported that the Justice Assistance Grant (JAG) is a multi-jurisdictional grant that normally the city applies for, but in the transition of their new police chief, Deputy Tammera Sears is handling the application this year. It is a joint grant with the city, and our share will be $6,919; the Sheriff's Department will be purchasing a new server to handle all of their network operations with their part of the grant. She advised that we would need a motion to approve the Intergovernmental Agreement between the City of Cordele and Crisp County for the 2011 Byrne Justice Assistance Grant Program Award and authorize the chairman to sign. Motion was made by Mr. Harris to approve the 2011 Byrne Justice Assistance Grant Program Award Agreement and Intergovernmental Agreement between the City of Cordele and Crisp County, and authorize the chairman to sign, seconded by Mr. Culpepper, motion carried unanimously.
RESOLUTIONS AFFIRMING E-911 WIRELESS, WIRE LINE & APPROVE CHARGE FOR PREPAID WIRELESS CHARGES
Mrs. Leverett stated that the E-911 wireless and the wire line Resolutions are approved annually to reaffirm the $1.50 fee on land line and the $1.00 fee on wireless monthly charges; this revenue helps supports our E-911 operation. She stated that effective January 1, 2012, the county would be allowed to impose an E-911 fee of .75 on pre-paid wireless transactions in Crisp County. Because it involves the retail stores that sell wireless pre-paid telephone service, it will go to the Department of Revenue first, and they will distribute it back to the jurisdiction where the retail store is located. This will be new revenue to help support our E-911 center, and since this will be the first time, we do not have any idea how much it will generate. Motion was made by Mr. Henderson to approve a .75 charge on all prepaid wireless telephone purchases in Crisp County to help support the E-911 center, seconded by Mr. Harris, motion carried unanimously. Motion was made by Mr. Henderson to reaffirm the landline phone charge of $1.50 and the wireless phone charge of $1.00 per month to support the E-911 center, seconded by Mr. Harris, motion carried unanimously.
APPROVE THE AMENDMENT TO THE HOTEL/MOTEL TAX ORDINANCE
Mrs. Leverett reported that the city approved their hotel/motel rate from 3% to 5%; we have been waiting on the actual ordinance so that we could mirror our ordinance to reflect theirs so that the entire county is alike. We have that information now, and she needs approval to amend our ordinance to change the hotel/motel tax rate from 3% to 5%; once that is done we can get that to Representative Buddy Hardin, he will take it to the General Assembly, and they will administer it from there. She stated that it is kind of a mute point for the county as we don't have any motels outside the city limits, and we are not entitled to any of the revenues within the incorporated area, but we need to adopt the ordinance should something open up. Motion was made by Mr. Culpepper to amend the hotel/motel tax rate from 3% to 5%, seconded by Mr. Harris, motion carried unanimously.
Mrs. Leverett reported that today she has a very preliminary report for the first month of the new Fiscal Year; also a large percentage of the revenue received in July represents June activity and has been accrued to the previous month. The first page includes the report of revenues and expenditures for our three major funds. The General Fund recorded revenue for July so far in the amount of $209,673 and expenditures of $1,227,767. This leaves the General Fund with expenditures exceeding revenues by 7%. We have reached that window of our fiscal year that normally starts the cycle of expenditures exceeding revenues on a monthly basis. This trend will continue until the 2011 tax digest collections start to come in. In the Landfill Fund, we are reporting $103,110 in accrued monthly revenue and $96,910 in expenses for the month of July leaving the landfill with a net gain after the first month of $6,200. The total tonnage received for the month of June was 3,149.07 tons. Approximately 40% of that was received from Veolia under their commercial contract and 15% under the residential contract. The GEFA loans are current at $2.6 million and we have drawn $2.5 million on the new construction loan. The Water Fund recorded revenues of $51,125 and expenditures of $37,596, leaving the Water Fund with a net gain after one month of $13,529. Water consumption billed for the month was 8.4 million gallons, and the USDA Bonds are current at $1.6 million. In the Cash Report, the General Fund at $4.9 million is down about 1/2 million from July of 2010. The Landfill Fund at $1.1 million is down as well, about $3 million, the RLF $177,779, the SPLOST Funds $5.3 million, and the Water Fund ended the month at $1.2 million leaving us with a County Wide total at 7/31/11 of $12,723,748. Next is the budget to actual report for the 2000 SPLOST Issue. As of July 31, 2011 we have spent $16.6 million of the $17.6 million dollars collected, leaving us with $952,558 to complete the various projects associated with this issue. Following that is the same report of the 2005 SPLOST Issue. To date we have total collections of $22.5 million, total expenditures of $19.5 million. Distribution #66 representing June retail sales of $356,815 was up 12.5% over last month and 4% over July of 2010 raising the monthly average, slightly, to $342,074. Based on current information, the projections show the 2011 SPLOST Revenue $4.1 million short of what has been budgeted. We spent only $2,707 in SPLOST dollars in July. Projects benefiting were the Crisp County Airport, the Crisp Co. Fire Dept., and County Buildings. Following that is the Local Option Sales Tax Distributions; this month's distribution of $167,703 is up, just like the SPLOST, 4% over last year and 12.5% over last month. Next is the CDBG Revolving Loan Fund monthly report, which show the balance and status of all our CDBG Revolving Loan Fund Accounts. Total number of loans is now eleven with a total balance due of $2.3 million. Six of those loans are current and five are delinquent. All the delinquents have been turned over to our attorney, and we do have a legal matter on one of these that we will need to discuss in executive session today. There is also a report of business licenses issued during July. Finally, the last report included is very preliminary revenue 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 this report, overall, the General Fund Expenditures were at 8% and the Water Fund and the Landfill Fund were both at 6%.
REPORT ON JENNY SUE CRAPSE
Chairman Mathis stated that he visited Mr. And Mrs. Crapse on Sunday as Jenny Sue is in the hospital, and they have found she has single cell lung cancer in her right lung, and hopefully they will be back home some time today with scheduling to go back and forth to Warner Robins for her chemo. He would like all to remember both of them in their prayers. He stated that Mr. Crapse usually does a lot of keeping them up to date on current projects, since he is not here, he would like Carl Gamble, Public Works Director, to come and tell them what the progress is on things going on in the county. Commissioner Culpepper thought it would be good if Mr. Gamble offered a prayer for Jenny Sue, and Mr. Gamble did. Chairman Mathis thanked him for the loving prayer.
UPDATE ON CURRENT PROJECTS
Mr. Gamble reported that they have finished all the crush and run on the parking lot at the park for the Go Fish project and trying to get a response as to exactly when they are going to be finished with the floating docks; On the resurfacing they talked about last month, they have all the documentation send back to the Department of Transportation and are compiling all the information into the format they want on the off-system safety; The substantial completion at the landfill was conducted last week and the final will be coming up hopefully in the next couple of weeks as they were putting the grass down this past weekend, plus they will be getting more information as far as the rain day delays soon; Last Friday on Drayton Road the CSX Railroad had an emergency close as they had a rail to break and hopefully that will be fixed and back in service by this Friday; General road maintenance is going good as they are trying to clip shoulders and clean out ditches on the paved roads to get ready for the winter rains; We have some things that we are working on with solid waste but doesn't know when that is going to transpire; He has not received any update on the Darton Project as far as where they stand with the asbestos, etc.; And the water system has been very active the last couple of months as they have put in several taps and they are in the process of getting lines run up to the Recreation Department as the well went out there. Mr. Gamble also reported that there was suppose to be a meeting this afternoon that got cancelled with the school board in preparation of some of the utility work at the new school site. He stated that Commissioners are going to have to be looking at some hard decisions as to what we are going to do in front of that area, as far as the box culverts and cross drains as it looks like they will have to be widened. Mr. Henderson asked if it was possible for the school or the county to get grants for this, and Chairman Mathis advised that is where we hope the DOT can give some assistance. Mr. Gamble advised that right now the only thing the DOT is giving out is the LMIG money, and we agreed to spend that money on resurfacing. Mr. Henderson asked if the school board could get any funds, and Mr. Gamble advised that he is going to breech that conversation with them to see about that plus there has been some talk about using the school board 1% sales tax monies for improvements for entrances to the schools. Mrs. Leverett also advised that we did approve one more SPLOST expenditure, and that was to replace the air conditioning unit at the recreation department gym at $5,600.
RECOGNIZE DEPUTY PATTERSON
Chairman Mathis advised that he would like to recognize Deputy Chris Patterson as there was someone that had written a letter to the paper about him helping replace a tire on their vehicle, and he appreciates the job that all of our county employees do to help the public. Mr. Culpepper also thanked the employees for the jobs they have done in filling in while Mr. Gene has been gone.
DISCUSS CEREMONY TO BE HELD ON 9/11/11
Chairman Mathis stated that he has talked with City Manager Jeff Johnson, the Sheriff, and Fire Chief on having a small ceremony commemorating the 10th anniversary of the 9/11 attack. They had talked about having something maybe at 3:00 p.m. on Sunday, September 11th in front of the new Courthouse. He stated that if everyone was in agreement they would get something in order; Commissioners all agreed to go ahead and arrange a ceremony on that day.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Culpepper to go into Executive Session to discuss personnel and potential litigation, seconded by Mr. Harris, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Nance to come out of Executive Session, seconded by Mr. Harris, motion carried unanimously.
DISCUSS REDISTRICTING MAPS
Mariyana Kostova with River Valley Regional Development Commission was present to discuss the redistricting maps again for the county. There was discussion about the getting the optimal population in Districts 1, 2, 3, and 4, and a proposed revised map was discussed. It was also noted that there was a 197 count in the jail that was actually in the wrong District on the census map as nobody actually lived in that area. Chairman Mathis advised that we don't have our numbers quite right but if you take the 197 out of that District 4 and put in District 2, where they belong, the numbers will be closer to being distributed more evenly. Chairman Mathis asked how much we were off if we moved those numbers, and Ms. Kostova replied that it is perfect as you have to be within a 5% and the highest number you are out is 3%. Mrs. Leverett advised that we have only two windows to submit the proposed map. Ms. Kostova stated that when she will contract the Census Bureau, and if they suggest that they do some kind of application to correct the numbers and boundaries, it would take time; it is not going to happen tomorrow. Mrs. Leverett asked Commissioners if they wanted her and the attorney to proceed with submitting this map to the General Assembly and the Department of Justice. Attorney Lawson stated that he thinks it will be an easier time with the submission of the map to the state if the 197 don't go in D-4 but in D-2, where it actually should be. Mrs. Leverett advised that we couldn't do that with the General Assembly, it has to go to the census. Mr. Lawson advised that he could argue that to the Department of Justice, as they are the ones looking at the 5%. Mrs. Leverett stated that she understood that they were only going to accept the census data. Ms. Kostova is going to contact the Census Bureau and see what response they will give her before we do anything. Mr. Lawson stated that if we would get a corrected map we would go with it, but if not, we will go with this one. Motion was made by Mr. Nance to adopt the proposed map with changes to supersede the one adopted last month, and if we can get the corrections from the Census Bureau in time we will go with that one, and if not we will got with this proposed map, seconded by Mr. Culpepper, motion carried with Mr. Henderson absent.
CONTACT WITH FANNIN INSTITUTE
As of today Administrator Crapse is officially retired, so motion was made by Mr. Culpepper to contact the Fanning Institute to work with Commissioners to help proceed with hiring an Administrator, seconded by Mr. Harris, motion carried with Mr. Henderson absent.
APPROVE NAMES FOR SIGNING DOCUMENTS
Motion was made by Mr. Nance to allow the Chairman and Vice-Chairman to sign the necessary paperwork unless the legality states if has to be a staff member, then County Clerk Linda Finch will sign official documents in the absence of an administrator, seconded by Mr. Culpepper, motion carried with Mr. Henderson absent.
Motion was made by Mr. Culpepper to adjourn the meeting at 12:22 p.m., seconded by Mr. Nance, motion carried with Mr. Henderson absent.