MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON JANUARY 8, 2013
Chairman Wallace Mathis called the meeting to order with Commissioners A. James Nance, Clark Henderson, Sammie Farrow, Jr., and Larry Felton in attendance. Others present were County Administrator Tom Patton, County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Clerk Linda Finch. Commissioner Nance gave the invocation, and Administrator Patton led the audience in the pledge of allegiance to the Flag of the United States of America. Mr. Mathis welcomed new commissioners Farrow and Felton and all others in attendance.
AUTHUR JAMES NANCE ELECTED AS CHAIRMAN FOR 2013
Administrator Patton opened the floor for nominations for Chairman of the Board of Commissioners for the year 2013. Mr. Henderson nominated A. James Nance, Mr. Farrow nominated Wallace Mathis, and Mr. Nance moved that the nominations be closed. Mr. Patton asked for all in favor of A. James Nance as chairman, and Mr. Henderson, Mr. Felton, and Mr. Nance voted. Mr. Patton asked for all in favor of Wallace Mathis as chairman, and Mr. Farrow and Mr. Mathis voted. Mr. Nance was elected as chairman for 2013 by a three to two vote. Mr. Nance thanked the commissioners for their support, and stated that he looks forward to working together with the board members in unity to make our county a better place.
CLARK HENDERSON ELECTED AS VICE-CHAIRMAN FOR 2013
Chairman Nance opened the floor for nominations for Vice-Chairman of the Board of Commissioners for the year 2013. Mr. Farrow nominated Wallace Mathis, Mr. Henderson nominated himself. Motion was made by Mr. Mathis to close the nominations, seconded by Mr. Felton, motion carried unanimously. Chairman Nance asked for all in favor of Wallace Mathis as vice-chairman, and Mr. Farrow and Mr. Mathis voted. Chairman Nance asked for all in favor of Clark Henderson as vice-chairman and Mr. Henderson, Mr. Felton, and Mr. Nance voted. Mr. Henderson was nominated as vice-chairman for 2013 by a three to two vote.
Motion was made by Mr. Henderson to approve the minutes of the regular meeting held on December 11, 2012 and the public forum held on December 21, 2012, seconded by Mr. Felton, motion carried unanimously.
APPOINT COUNTY ATTORNEY AND LANDFILL ATTORNEY
Administrator Patton advised that both the county attorney, Rick Lawson, and the landfill attorney, Charles Jones, have agreed to continue to serve for another year, and his recommendation is that they be reappointed to those positions. Motion was made by Henderson to reappoint Rick Lawson and Charles Jones as the county attorney and landfill attorney respectfully, seconded by Mr. Felton, motion carried unanimously.
APPOINTMENTS TO THE CRISP COUNTY POWER COMMISSION FOR TERM OF JANUARY-JUNE, 2013
Administrator Patton reported that by precedence that has been set that by normal rotation, the chairman and the two senior commissioners will be the appointees for the first six months of the year. Motion was made by Mr. Henderson to follow the same rotation and appoint Chairman Nance, Mr. Mathis, and Mr. Henderson to serve as voting members on the Crisp County Power Commission Board from January 1, 2013 through June 30, 2013, seconded by Mr. Felton, motion carried unanimously.
COUNTY REPRESENTATIVE APPOINTMENTS AND COMMITTEE APPOINTMENTS MADE
Chairman Nance appointed the following commissioners to the following boards and committees: Agri-Industrial Development representative, Mr. Nance; Crisp County Board of Health - Mr. Nance; Cordele-Crisp Industrial Development Authority - Mr. Nance; Chamber of Commerce - Mr. Felton with Mr. Farrow as the alternate; Recreation Advisory - Mr. Felton; Mid-South RC&D Council - Mr. Farrow and Mr. Felton; Tourism Board - Mr. Henderson; Train Authority - Mr. Mathis and Mr. Felton; Crisp-Turner Joint Development Authority - Mr. Nance; Crisp-Sumter Joint Development Authority - Mr. Farrow; Crisp County Community Council - Mr. Henderson; Crisp County Emergency Food & Shelter - Mr. Mathis; Landfill Committee - Mr. Mathis and Mr. Henderson; Water System Committee - Mr. Farrow and Mr. Henderson; Public Safety Committee - Mr. Felton and Mr. Mathis; Public Works Committee - Mr. Felton and Mr. Farrow; Crisp County Planning Committee - Mr. Henderson, Mr. Nance, and Mr. Patton; Finance Committee - Mr. Mathis, Mr. Henderson, Mr. Patton, and Mrs. Leverett; Stormwater Mitigation Advisory Committee - Mr. Nance, and Mr. Patton; and Lions Livestock Barn Committee - Justin Lanier, and John Woodard.
PUBLIC WORKS REPORT
Carl Gamble, Public Works Director, reported that 1) the LMIG has been submitted to DOT for Old Nesbitt Road; 2) they have contracts in hand on the 2011 Off System Safety Plan and are waiting on those to be signed so that we can get them back to DOT; 3) still no other action taken on completing of the Go Fish ramp; 4) he has the notice to proceed on the Old Hatley Road project, and he would like to go ahead and prepare the bid documents and separate the extension of the box culvert so they can get it out to bid, and then they will prepare the paving project after the culvert is complete; 5) there is still one piece of property that needs to be signed on the Northside drainage improvements, and he will talk with them to see if they can get that signed, and if he canŐt get it signed, he will let the commissioners know; 6) they have finished the cleaning of the runway markings at the airport, and they are working on clearing the obstructions to complete that project; and 7) they are continuing to work at the landfill.
ANNUAL FORESTRY REPORT
Marty Fore, Chief Ranger for the Crisp-Dooly Forestry Unit, came to present the annual Forestry Report, and Allison Teagrass with the Georgia Forestry, came to discuss the state-wide forest action plan. Mr. Fore reported that this past year the fire count was down considerably compared to the prior year as they had 121 wild fires in both counties due to the dry situation last year, and this past year they only had a total of 68 wild fires. He advised that most people are doing a good job of calling and getting permits to burn. They still have the toll-free number for hand piled debris burns and garden spots an acre in size or less, and also you can go on the Georgia Forestry Commission's website and obtain a permit as well. For the acreage burn permits, they have to go through their office. They did have a big fire in Dooly County this year that got into a swamp and it burned about 240 acres, and they had to call and get another line to help them, but everybody helped get it out. He stated that both fire departments work well together as they have assisted each other during the year, and both fire departments do a great job and work well with them. He also stated that it was illegal to move debris from your property even if it is just across the road onto the right-of-way, plus a permit is only good for natural vegetated material and anything else is considered an illegal burn. He advised that the tree seedling sales were down last year due to the drought. Ms. Teagrass stated that the statewide forest action plan was developed because of Fire Bill in 2008, and the Georgia Forestry Commission was given the task of doing a state-wide assessment of our natural resources including forest land. They have come up with a strategy on this, she presented a disk for them to look over, and our Chief Ranger is keeping up with the forest action plan. She wanted to introduce the action plan to them, and stated that the national priorities for the plan are to conserve working forest landscapes, protect forests from harm, and enhance public benefits from trees and forests. She also brought a consolidated report of what work they have done with Crisp County over the past year. She said they have a good working relationship with our Fire Chief, they wanted to keep the strong relationship going and they found out in the assessment that there are major threats in this area like water and air quality. She also wanted to encourage citizens to replant. The summary is of the work that has been done in the county and a five- year strategy to continue moving in that direction.
ADOPTION OF BUDGET CALENDAR
Mrs. Leverett reported that the budget calendar is the first step of setting out the calendar for the FY14 budget and the calendar year 2013 ad valorum tax digest processing. There is nothing new, and we do this as a formality so that everybody is on the same page and knows when things are expected and due by law. Motion was made by Mr. Henderson to approve and adopt the budget calendar for year 2013 and FY 2014, seconded by Mr. Felton, motion carried unanimously.
Mrs. Leverett reported that included in their packet today is an executive summary on the fiscal condition of the County's major funds as of 12/31/12. The first page is the financial report which shows the monthly and YTD activity for the General & three major Special Revenue Funds. Combined with the General Fund, they report monthly revenues at $779,713 and monthly expenditures at $879,103 bringing YTD totals to $4,388,189 for revenues and $7,361,127 for expenditures leaving the General and SR Funds combined in a deficit position of $2.9 million. The General Fund alone shows a 25% gap between revenues and expenditures of $3.2 million. As of 12/31 we had only received about 7% of the annual Ad Valorem Tax Revenue projected. The Water Fund recorded monthly revenues of $37,722; YTD revenues of $263,177. December expenditures totaled $33,992; YTD expenditures, $237,177 leaving the Water Fund with a net gain of $25,940. Water usage billed for the month was 4,603,000 gallons & The USDA Bonds are current at $1,575,346. The Landfill Fund monthly revenues totaled $104,498 and year to date; $708,673. Expenditures finished the month at $95,287 bringing that YTD total to $648,200 leaving the Landfill Fund with a net gain of $60,473. The total tonnage of 2977.56 is down slightly from last month and also about 200 tons less than last December. Of the tonnage received, about 38% was delivered under the Advanced Environmental Commercial contract and 18% under the residential account. The GEFA Loans are current at $4.9 million. Next is the cash on hand report as of December 31, 2012. We ended the month with $3.7 million in the General and Special Revenue Funds combined, $2.4 million in the proprietary funds and $7.7 in the SPLOST funds giving us a county wide total at 12/31of $13.8 million. Next is the 2000 SPLOST ISSUE, and as of December 31st, we have spent $17.1 million of the $17.6 million dollars collected under this issue. Following that is the SPLOST summary report for the 2005 Issue. We have spent $19.4 of the $24.7 million collected there, leaving us with $5.3 million in programed revenue to complete the various projects associated with this issue. Following that is the same schedule on the new SPLOST. Distribution no. 11, representing November retail sales, in the amount of $321,897.61 was down over 7% from last month but up 7.7% over December of 2011. To date we have collected $3.7 million in revenue under this issue and expended just over $3.0 million. December disbursements were $151,163, and projects benefiting were the Crisp County Airport, the Crisp County Court House, Crisp County Recreation, IDA's Darton Project, the Jail Expansion and the Cities of Arabi and Cordele. Next is a spreadsheet on L.O.S.T. distributions; this month's distribution of $151,294 is up over last year but down from last month by about the same %'s as SPLOST. Next is the CDBG Revolving Loan Fund monthly report as of 12/31/12. The total outstanding balance due on these accounts was $2,124,696. The final report is a preliminary report of revenues by fund and expenditures by department for the period of July through December 2012. At the end of December, all departments and divisions should be within 50% of their annual allowances for expenditures. Overall, the preliminary numbers indicate the General Fund and SSD Funds at 46%, the E-911 and Jail Maintenance Funds at 43%, the Water Fund at 35% and the Landfill Fund at 48%.
REPORT OF FY12 AUDITED FINANCIAL STATEMENTS
Craig Moye from Mauldin & Jenkins, auditors for the county, thanked commissioners for the opportunity to come and present the financial statements for the period ending June 30, 2012. He advised that the financial statements are the responsibility of county management and the commissioners, and these are their financial statements. Their responsibility as auditors is to express an opinion on these statements, and we expressed an unqualified or clean opinion, noting that your financial statements were materially correct in all aspects. As of the end of the year all the funds had total assets of $76 million, of those about $55 million were in capital assets leaving around $65 million of total net assets after you take off about $11 million of liabilities. The big liabilities are the notes payable and closure/post closure costs. The county's net assets were increased by a little over $500,000, which is pretty nice given the state of the economy. At the end of the year, the General Fund had about $6 million worth of fund balance, which is very nice to carry into the latter months of the year when you are waiting for the property taxes to kick in and start collecting. Total revenues in the General Fund were close to $15 million with total expenses of $14 million, you had a net income of about $550,000 after transfers out to other funds, you had a small decrease, but being able to show an operating income in your General Fund is good as most people are experiences losses. He advised that the county had total expenditures budgeted at $14,186.00 and you spent $14,150.00 so you were right in line with the way you originally budgeted your expenses. Regarding the proprietary funds, the Water System is sitting at $5.1 million worth of assets, the Landfill has almost $8 million worth of assets, and the Self Insurance Plan is sitting at about $700,000. The water system showed operating income of about $28,000, the landfill showed a loss of about $127,000, and the self-insurance plan showed a small loss as well. He advised that the landfill has never been one to really support itself but you cover that through transfers from the general fund to supplement it. The county increased the cash in the water system by about $286,000, in the landfill it decreased by about $352,000, and some work does need to be done on the landfill. The county is subject to a single audit because we spend over $500,000 in federal awards, and they have no finds relating to the single audit but the one finding that they continue to have is the segregation of duties. He advised that they found no issues relating to this but it is their responsibility to bring it up to the commissioners. Commissioners thanked him for the comments.
SCHEDULE 2ND PUBLIC FORUM REGARDING GARBAGE COLLECTION
Administrator Patton reported that we had our first public forum on options for residential garbage collection around the Christmas holidays, and we had decided to have two meetings with one being in the evening, so we need to schedule an evening public meeting regarding the residential garbage collection. By common consent, commissioners agreed to have the second public forum regarding residential garbage collection on January 14, 2013 at 6:00 p.m. in the Government Center old courtroom.
ADOPT RESOLUTION SUPPORING THE 25TH ANNIVERSARY OF THE ATLANTA FISH FRY
Administrator Patton reported that this year will be the 25Th annual fish fry. He read the Resolution Recognizing the 25th Annual Fish Fry and the long standing tradition in Georgia, which is an excellent opportunity to showcase the great things that are happening in our community. Motion was made by Mr. Henderson to adopt the Resolution Recognizing the 25th Annual Atlanta Fish Fry, seconded by Mr. Farrow, motion carried unanimously.
NAME ROOM IN RECREATION DEPARTMENT AFTER KAY WILLIAMS
Chairman Nance reported that Kay Williams has had a dance class at the recreation department for about thirty years, and he would like to name the room that she has provided dance classes in after Mrs. Williams. Motion was made by Mr. Felton to name the room at the recreation department after Mrs. Williams, seconded by Mr. Farrow, motion carried unanimously.
Administrator Patton reported that 1) he attended several meetings and events; 2) per their approval last August, BDOT Aviation Programs is preparing an airport contract with Crisp County to purchase an Aviation Easement in the Approach to Runway 5 at the Crisp-County Airport in the amount of $45,500; 3) on December 14, 2012, the ACCG Board of Managers nominated and elected him to the ACCG Georgia Pension Board of Trustees; 4) the National Weather Service and Georgia Storm Ready Advisory Board has designated Crisp County as a Storm Ready Community; 5) he has worked through several road complaints from citizens with the rain we have had; 6) he has worked on several property tax inquiries from citizens; 7) he met with several trash haulers to garner ideas on moving forward with our county trash problem; 8) he has worked with the Chamber of Commerce coordinating the Atlanta Fish Fry and the Ribbon Cutting Ceremony for Chick Fil-A; and 9) he met with ACCG Risk Management Service Representative during his inspection of County Departments, and all went well.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Henderson to go into Executive Session to discuss property, potential litigation, and personnel, seconded by Mr. Felton, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Henderson to come out of Executive Session, seconded by Mr. Felton, motion carried unanimously.
APPOINTMENTS TO THE CRISP COUNTY RECREATION ADVISORY BOARD
Motion was made by Mr. Henderson to reappoint Charles Kerr to the Crisp County Recreation Advisory Board for a three-year term running from January 1, 2013 until December 31, 2015, seconded by Mr. Felton, motion carried unanimously.
Motion was made by Mr. Farrow to appoint William Culpepper to fill the unexpired term of Larry Felton on the Crisp County Recreation Advisory Board running from January 1, 2013 until December 31, 2013, seconded by Mr. Henderson, motion carried unanimously.
Motion was made by Mr. Farrow to reappoint Michael Fraser to the Crisp County Recreation Advisory Board for a three-year term running from January 1, 2013 until December 31, 2015, seconded by Mr. Mathis, motion carried unanimously.
Motion was made by Mr. Felton to appoint Christopher Paul to the Crisp County Recreation Advisory Board for a three year term running from January 1, 2013 until December 31, 2015, seconded by Mr. Henderson, motion carried unanimously.
APPOINTMENTS TO THE ZONING BOARD OF APPEALS
Motion was made by Mr. Mathis to reappoint Dale Mitchell and Wendy Peavy to five-year terms on the Zoning Board of Appeals running from January 1, 2013 until December 31, 2017, seconded by Mr. Henderson, motion carried unanimously.
APPOINTMENTS TO THE ANIMAL CONTROL BOARD
Motion was made by Mr. Henderson to reappoint Mena West Vonier and Harold Reynolds to two-year terms on the Animal Control Board running from January 1, 2013 until December 31, 2014, seconded by Mr. Farrow, motion carried unanimously.
APPOINTMENT TO THE CRISP COUNTY HOSPITAL AUTHORITY
Motion was made by Mr. Mathis to reappoint Roe Davis to a five-year term on the Crisp County Hospital Authority running from January 1, 2013 until December 31, 2017, seconded by Mr. Henderson, motion carried unanimously.
Motion was made by Mr. Henderson to adjourn the meeting at 11:02 a.m., seconded by Mr. Mathis, motion carried unanimously.