MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON MAY 14, 2013
Chairman A. James Nance called the meeting to order at 9:00 a.m., with Commissioners Wallace Mathis, Clark Henderson, Sam Farrow, and Larry Felton in attendance. Others present were County Administrator Tom Patton, County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Clerk Linda Finch. Mrs. Dexter gave the invocation, and Administrator Patton led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Nance welcomed all in attendance.
APPROVAL OF MINUTES
Motion was made by Mr. Henderson to approve the minutes of the meeting of April 9, 2013, seconded by Mr. Farrow, motion carried unanimously.
APPROVE ADVANCED DISPOSAL LOW BID FOR SOLID WASTE COLLECTION
Administrator Patton reported that for several months we have been going through the process of looking to change how the county collects garbage as the Commissioners had directed him several months ago to do a RFP; he has done that, and we had five contractors to submit bids. They opened the bids last Monday and the low bid for collection with the provider to provide the billing, with once a week pickup of a 95 gallon can will be $10.33. Also there will be pick up bi-weekly for yard debris. Total cost would be $11.37. If an individual wants an addition 95 gallon can it would be $5.00 extra. They also propose that they add a .50 surcharge on the bill for the county for administrative costs associated with the billing. They recommend that the Commissioners approve the low bid with Advanced Disposal of Cordele, Georgia for curbside service. Motion was made by Mr. Henderson to approve the Advanced Disposal bid for curbside service in the unincorporated area of Crisp County for $11.37 plus a .50 surcharge for administrative purposes and, in consideration of the City of Arabi, if they ask for an Intergovernmental Agreement to be included with our service, that we include them, and we will follow up on illegal dumping, seconded by Mr. Felton for discussion, motion carried unanimously. Mr. Henderson stated that it is not fair to the citizens of this community to have people from five counties making use of our dumpsters. Administrator Patton stated that the .0042 of Special District Purpose Taxes will be taken off of the rolls when this starts. Mr. Felton stated that he has talked to several commissioners in other counties and most of them have gone to the carts and it seems to work for them, and he thinks it will work for us. Motion was made by Mr. Henderson to enter into a contract with Advanced Disposal for curbside collection in accordance with the RFP and include .50 for administrative charges, seconded by Mr. Felton, motion carried unanimously.
DISCUSS CLOVERS AND COMPANY
Anna McIntyre, 4-H Leader, and Justin Lanier, Extension Agent, came before commissions to talk about the 4-H Clovers and Company. Ms. McIntyre thanked the Commissioners for their support of Crisp County Corporative Extension and their 4-H program, and thanked Commissioner Felton for his generous donation to their summer camping program, as they have been under quota for their 5th and 6th graders to go to camp. She stated that camp prices are very high and when they have generous donations from the community, it makes a huge difference. She advised that the Clovers and Company show will be in town this Saturday at the Crisp County Middle School, and wanted them to remember that we have three members on these very elite performing arts from Crisp County which includes Hannah French, Dustin Musgrove, and Cody Swint. Austin French, also from Crisp County, will be the opening act for them. She advised that Justin has been very busy in the test plots. She also stated that Crisp County will be represented on a national level with the rifle team as they have three people that won at the state level, and those are Danielle Walls, Jonathan Walls, and Nickie Smith. Chairman Nance asked if Mr. Lanier had any idea when the watermelons will be ready this year, and Mr. Lanier stated that it will be late but he doesn't know how late yet.
ACCEPTANCE OF CDBG EIP AWARD OF $500,000
Administrator Patton stated that DCA is pleased to announce that our Employment Incentive Program application has been approved for a grant award of $500,000 for FY2012 funds under the Community Development Block Grant program. He stated that this will be used to assist in the construction of a public rail spur to serve Stella Jones Corporation new facility location. The improvements will allow the company to leverage over $10 million of private investments, to create 50 full-time permanent jobs all of which will be presumed to be held by low to moderate income persons. Motion was made by Mr. Mathis to accept the CDBG EIP Award of $500,000, seconded by Mr. Farrow, motion carried unanimously.
PRESENTATION OF THE PRELIMINARY BUDGET
Mrs. Leverett reported that they have been working on the FY 2014 Budget since mid-January, and they have held several meetings with the Finance Committee to go over and try to prioritize and get the budget balanced without a tax increase. This budget does include the savings that we will see as a result of going to curbside pickup. This is just a preliminary budget, it is not balanced yet, but it is closer than when we started. We were over $2 million short when the initial budgets came in, and we have gotten that number down to a little over $200,000. She thanked the Finance Committee and Mr. Felton as he came when one of the Commissioners couldn't be there along, with all department heads and directors. She stated that the numbers include: General Fund $12,819,412 in revenues and $13,019,947 in expenses; Special Service District is balanced at $1,592,916; Water System is balanced at $556,450; Landfill Fund $1,372,600 in revenues and $1,585,999 in expenditures with $213,399 coming from the General Fund; E911 $445,650 in revenues and $796,954 in expenditures with $351,304 coming from the General Fund; Jail Fund at $156,000 in revenues and $215,000 in expenditures with $59,000 coming from the General Fund; TSPLOST is balanced at $730,000; 2000 SPLOST Fund is balanced at $600,000; 2005 SPLOST Fund is balanced at $1,000,000; 2011 SPLOST Fund is balanced at $3,700,000; Dare Fund is balanced at $25,000; Law Library is balanced at $30,000; Asset Forfeiture Fund is balanced at $50,000; CDBG RLF is balanced at $20,500; and CDBG 10 is balanced at $350,000. She stated that they will hopefully bring them a balanced budget by the June meeting, and then we will advertise and have a called meeting to adopt the final budget before July 1st as required by state code. She advised that the preliminary budget is available to the public, and if anyone would like to have a copy they can contact the Finance Department, and they will get them one.
APPROVE RECREATION DEPARTMENT RATE SCHEDULE CHANGES
Mrs. Leverett advised that during the budget process, they reviewed some fees, and as part of balancing this budget they have included an increase in the Recreation Department rental faculties which include the multi-purpose room and the gym. They are recommending that the multi-purpose room rental fee be raised from $175 to $250 and the gym fee be raised from $125 to $150, and in addition to that Mr. Bozeman, Director, is going to try to put back in place a summer camp at the recreation department once the kids get out of school next year, and we need to set those rates. He is recommending that rate be $60 for a Crisp County citizen and $75 for an out of county citizen. Commissioner Felton stated that he wanted to make sure there was a provision for a discount if you had more than one child in camp, and Mrs. Leverett stated that she thinks they have that already. Administrator Patton suggested that we make a motion to accept this with the provision that we will accommodate all children since summer is coming on and we need to get this done. Motion was made by Mr. Henderson to adopt the adjusted rates per the schedule and to accommodate all children, seconded by Mr. Felton, motion carried unanimously. Administrator Patton stated that we instituted the track program last year, the group of kids went to state a week or so ago, and they had 48 kids that received over 50 metals, and we have one young man, Rogdreon Mason, finished first in the ten and under running broad jump with a leap of 12'10''. Charles Kerr, Recreation Advisory Board member, stated that they should congratulate Mr. Bozeman for introducing that program, and he went to the state meet and there were a lot of parents there and good comradely.
APOPT RESOLUTION TO ESTABLISH A WATER TANK MAINTENANCE FEE
Mrs. Leverett advised that during their budget work sessions they discussed a maintenance fee as they have some major repairs that are needed in our infrastructure in the water tanks for the water system that serves part of Crisp County. The issue we have before us is that we have a water system of about 1,250 customers and it barely breaks even every year leaving us with no revenue to upgrade or support the high cost of the maintenance that is required for the water tanks. We are recommending that we add a $3.50 per service per month for water tank maintenance fee to each customer's bill to help us build a revenue base that we can continue to maintain the tanks and the infrastructure as it should be. Motion was made by Mr. Henderson to adopt the Resolution to Establish a Water Tank Maintenance Fee, seconded by Mr. Felton, motion carried unanimously.
APPROVE CONTRACTS FOR WATER TANK MAINTENANCE
Administrator Patton reported that there are requirements to inspect the water tanks every two years, and we have fallen behind on this, and because of that we do have maintenance repairs we need to do so the citizens can continue to have clean drinking water. The bill for that comes to $140,580 for the Hwy. 300 water tank and $141,927 for the Hwy. 280 water tank and this will be to enter into contracts that will repair the tanks and insure that we stay up on the maintenance. It will be broken down into three yearly payments and after we have completed the repairs and paid for the contract, it calls for $12,270 for the Hwy. 300 tank and $12,927 for the Hwy. 280 tank a year for all of the preventative maintenance. Their recommendation is that they approve these contracts. Mrs. Leverett stated that on item 7 on both contracts, it says that in order to terminate the contract, notice needs to be signed by three authorized voting officials, that is not normally the way we do it, it is usually just either the administrator or chairman, so could they include that in their motion to change that language in Item 7. Motion was made by Mr. Felton to approve the contract for the Hwy. 300 water tank subject to the changes in Item 7 and authorize the chairman to sign, seconded by Mr. Henderson, motion carried unanimously. Motion was made by Mr. Henderson to approve the contract for the Hwy. 280 west water tank subject to the changes in Item 7 and authorize the chairman to sign, seconded by Mr. Farrow, motion carried unanimously.
APPROVE CERTIFICATION FOR THE APPROPRIATE ALLOCATION OF PROCEEDS FROM HB386 (TAVT)
Mrs. Leverett reported that as of March 1, 2013 we began through the Tax Commissioners' Office the new Title Ad Valorum Tax (TAVT) fees, and they have a written certification from the Board of Commissioners as to the distribution of those fund that the Association County Commissioners of Georgia is recommending that we adopt and present a copy of this to our Tax Commissioner. Basically the new fee will be distributed as the first 57% of all the collections will go to the Department of Revenue for the state's portion of that title fee, the next 43% is broken down as the Tax Commissioner compares the revenue received to the same month of the previous year and if there is any shortfall there to either cities or the county then that is made up first, but if we collected more than we did the same month from the previous year, then the Tax Commissioner goes to the next schedule which allows for the first third of that to go at 100% to the school board, the second third is broken down to the cities and county based on the Local Option Sales Tax formula, and then the final third is broken down to the cities and counties based on the Special Local Option tax formula. This lays all that out so that everybody is on the same page as to how that new fee should be distributed. Motion was made by Mr. Henderson to adopt the Written Certification to the Crisp County Tax Commissioner for the Appropriate Allocation of Proceeds from HB386 (TAVT), seconded by Mr. Farrow, motion carried unanimously.
Mrs. Leverett reported that the packet includes the executive summary for the month of April, 2013 as well as year to date. The first page shows the monthly and YTD activity for the General and three major Special Revenue Funds. Combined, monthly revenues are $1,049,855 and expenditures at $1,105,786 bringing YTD totals to $12.1 million in revenues and $12.9 million in expenditures dropping the year to date gap between revenues and expenditure down to a negative 5%. As of this report we have received about 83% of the 2012 Ad Valorem Tax Revenue projected. For the month of April, the Water Fund recorded revenues of $40,565; YTD $416,058. Expenditures for the month totaled $44,811; YTD $398,964, leaving the Water Fund with an YTD net gain of $17,094. Water usage billed for the month was 5,008,000 gallons. The USDA Bonds are current at $1.5 million. For the Landfill Fund, we recorded $114,278 in accrued monthly revenue and $1,125,553 year to date. Monthly expenses totaled $100,635; year to date, $1,125,553 leaving the landfill with a year to date net gain of $14,533. We received a total of 3247.89 tons of waste for the month of April. Approximately 41% of that was received from Veolia under their commercial contract and 15% under the residential contract. The GEFA Loans are current at $4.7 million. In the cash on hand report, we ended the month with $5.8 million in the General and Special Revenue Funds combined, $2.4 million in the proprietary funds and $8.5 million in the SPLOST funds giving us a county wide total of $16.8 million. Over half of that amount, $8.5 million is reserved or restricted for specific purposes. For the 2000 SPLOST Issue, total collections were $17.6 million, total expenditures to date were $16.7 million, leaving us with $886,399 to complete projects associated with this issue. For the 2005 Issue, total collections remain at $24.7 million. To date we have total expenditures of $19.6 million leaving us with a little over $5 million to complete the projects included in this issue. In the new 2011 SPLOST, Distribution no. 15, representing March retail sales, in the amount of $340, 253 is down 1% from last year and 5% from last month. We have now collected just over $5 million in revenue under this issue and expended $3.9 million. The Final SPLOST Schedule includes a list of all expenditures for the month of April from all SPLOST Funds. Projects benefiting from Special local option sales tax dollars for the month of April 2013 were the Crisp County Airport, County Roads, County Buildings, the Darton Project, The Crisp County Fire Department and the Cities of Arabi and Cordele. The April distribution for the L.O.S.T., representing March retail sales, of 163,309 is up just under 1% from this time last year, resulting from the added percentage point we are now receiving on the distribution formula but down 5.25% from last month. The CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts, remains at 11 outstanding loans with a total balance due of $1,925,785. The final report is the revenues by fund and expenditures by department for April 30, 2013. The report shows the expended percentage of appropriations for each individual department and the total for each fund. All departments and divisions should be around 83% of their annual allowances. Overall, the preliminary numbers indicate the General Fund and Special Revenue Funds at 81%, the Water Fund at 82% and the Landfill Fund at 85%.
ADOPT RESOLUTION FIXING AND ORDERING THE PUBLICATION OF QUALIFICATION FEES
Mrs. Leverett reported that it is the duty of the Board of Commissioners to set the qualifying fees when we have a county office up for election and pursuant to OCGA Section 21-2-131; we need to set the qualifying fee for the Crisp County Judge of Probate Court. She advised that fee is 3% of the base salary, and that number comes to $1,491.65. The qualifying begins on Monday, June 24th at 9:00 a.m. and will run through Friday, June 28th at 12 noon. This is a special election for the county but will be held in conjunction with the city election on November 5, 2013. This will save us some money from having to have a full special election just for that one county office. Motion was made by Mr. Henderson to adopt the Resolution Fixing and Ordering the Publication of Qualification Fees and setting that election date, seconded by Mr. Felton, motion carried unanimously.
APPROVE LOW BID FOR OLD NESBITT ROAD PROJECT
Carl Gamble, Public Works Director, reported that they have advertised for bids on the Old Nesbitt Road project, they had five requests for bid documents but only two responded. The Miller Group from Morrow, Georgia is the apparent low bidder and does meet all the qualifications and specifications of the bid. The work will be for phase I of what is going to be taken out for the full depth reclamation, and there will be another contract for the asphalt that will be the final top on the road. The Miller Group submitted a bid of $161,698.04. Motion was made by Mr. Henderson to accept the low bid of $161,698.04 by The Miller Group for the Old Nesbitt Road reclamation project, seconded by Mr. Farrow, motion carried unanimously.
APPROVE LOW BID FOR OFF ROAD SAFETY PROGRAM
Mr. Gamble reported that the Off Road Safety Program is the signage, stripping, and RPM's on the 40 miles we have talked about in the last several months; it is a project that is funded by the federal government. They have clipped all the shoulders in preparation for this, and we have another list that we are getting together to bring to the June meeting for the approval of it for the next round. They did advertise for bids for the Off Road Safety Program, they had four companies to request and three submitted bids. The apparent low bidder and does meet all the qualifications was Peek Pavement Markings for $101,650. Motion was made by Mr. Henderson to accept the low bid of $101,650 from Peek Pavement Markings for the Off Road Safety Program, seconded by Mr. Farrow, motion carried unanimously.
UPDATE ON PUBLIC WORKS PROJECTS
Mr. Gamble reported that Griffin-Folsom has received their notice to proceed on the Northside Project and are moving on site, and public works department is working on the box culvert extension on Old Hatley Road Project.
APPROVE RESOLUTION REGARDING THE HOSPITAL AUTHORITY FINANCES FOR REVENUE CERTIFICATES
Mr. Lawson reported that he has a Resolution of the Board of Commissioners of Crisp County, Georgia, Approving a Plan of Financing for the Issuance of Revenue Anticipation Certificates by the Hospital Authority of Crisp County, Georgia for the Benefit of Crisp Regional Hospital, Inc.; and for other purposes. Chairman Nance stated that this is part of the financing process of the bonds at the hospital, everyone is familiar with this, and we need to adopt this resolution as part of that process. Motion was made by Mr. Mathis to adopt the Resolution regarding the hospital finances for the Revenue Certificates and giving the Chairman the authority to sign the Resolution, seconded by Mr. Felton, motion carried unanimously.
DENNIS FRASER'S COMMENTS
Dennis Fraser advised that where he lives in the northeast section of the county there has been several new pivots put in for water, he knows farmers have to have the water, and last year he had to drop three of his wells because of the water table. He asked if the county has any plans to put in a water system further than what they have now so that they will not have to worry about where they are going to get their water from or if they will have to drop their wells further to get water. Commissioner Henderson stated that would be major money to put water lines all over Crisp County. Mr. Fraser asked if all the taxpayers were going to have to pay for the water contracts they just signed to maintain the water towers. Mr. Henderson stated that they added a service fee to the customers that are using the water and not the whole county.
Mr. Patton reported that 1) he attended several meetings and events this month; 2) he attended a meeting in Atlanta with Norfolk-Southern railroad to discuss transfer of railroad property for Darton College; 3) he attended an IDA prospect meeting; 4) he approved a new contract for a fire truck from the SPLOST funds at $230,303; 5) he was on Phil's noon day show; 6) he coordinated several road complaints due to weather with public works, and public works and public safety did a good job of taking care of those problems quickly; 7) he had a bid opening for solid waste collection for the unincorporated area of Crisp County; 8) he worked on the FY14 budget; 9) he had several meetings and teleconferences with Bond Consultants for the issuance of Bond for Hospital expansion, which will save the taxpayers money over the years of those bonds; and 10) he moved his family to Crisp County.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Felton to go into Executive Session to discuss potential litigation and personnel, seconded by Mr. Farrow, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Henderson to come out of Executive Session, seconded by Mr. Farrow, motion carried unanimously.
SET JUDGE OF PROBATE COURT'S SALARY
Administrator Patton reported that the Superior Court Judge appointed Rusty Wright as an interim Probate Judge, and it is the Commissioners responsibility to set the pay for this position; the additional local supplement would be $22,163.62, which will be a total salary of $80,000.00. Motion was made by Mr. Henderson to take the Chief Judge's recommendation and set the salary of the Probate Judge at $80,000.00 retroactive to March 18, 2013, seconded by Mr. Felton, motion carried unanimously.
DISCUSS STATE PROBATION
Commissioner Felton stated that he had talked with Julie Rogers, and the State Probation Services uses the office in the Government Center on Tuesday from 1:00 p.m. until 3:00 p.m. and on Wednesday from 1:00 p.m. until 2:00 p.m., and they would like to use the courtroom next door to the office they are using now because the people are hanging around outside. Administrator Patton stated that they were only supposed to be in the courtroom. Commissioners Nance and Felton stated that they were using the old Magistrate office. Mr. Patton stated that he will get in contact with Julie as he only gave them access to the old courtroom. Chairman Nance stated that there will be a lot of traffic during voting time, and Administrator Patton stated that they would probably have to suspend the service in the Government Center during that time. Mr. Felton stated that Mr. Patton needs to talk with Ms. Rogers as there is a sign coming into the Government Center; they need to take that sign down and let them use the side door. Chairman Nance stated it would be good to have a sign outside directing them to the Probation Office. Mr. Felton stated that we are taking away from the kids at the recreation department to pay for things like this with the air conditioning unit being on in that area of the Government Center, and he asked if it was the county's job to find the state employees somewhere to go. Mr. Patton replied no. but they have some requirements they have to do.
DISCUSS PAINTING OF THE 4-H BUS
Mr. Felton advised that he has looked at the 4-H bus; there is nothing wrong with it except we need to paint the bus. Administrator Patton stated he thought they could paint that in house, and Mr. Felton advised that he doesn't think we have the equipment at public works that we need to paint a bus; it shouldn't cost that much to paint the bus. Administrator Patton stated that he would look into that, and he asked Mr. Henderson to see if he can find someone to paint the bus as he advised that he knew someone that might could do it.
Motion was made by Mr. Henderson to adjourn the meeting at 11:13 a.m., seconded by Mr. Felton, motion carried unanimously.