MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON OCTOBER 8, 2013
Chairman Authur James Nance called the meeting to order 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. Chairman Nance 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. Felton to approve the regular meeting minutes of September 10, 2013 and the called meeting minutes of September 17, 2013, seconded by Mr. Mathis, motion carried unanimously.
ADOPT 4-H RESOLUTION
Justin Lanier, Crisp County Extension Coordinator, advised Commissioners that this week is National 4-H Week. Shelby Sangster thanked the Commissioners for letting them be on the agenda and thanked Mr. Patton for helping the 4-H'ers raise the 4-H Flag at the Community Clubhouse last week. She advised that she has been in 4-H for eight years, she is a senior this year is president of the Senior Board. She invited the Commissioners to the Chick Fil A percentage night to be held October 10th at 5:00 p.m.; there will be activities for children that night also. Mr. Patton read the Resolution commending five Crisp County 4-H'ers for achieving Master 4-H'er status, the highest honor that can be awarded in Georgia 4-H. The 4-H'ers are Hanna Dunnavant, Nikki Smith, Danielle Walls, Jonathan Walls and Dowdy White. Chairman Nance, on behalf of the Commissioners saluted all five 4-H'ers for their efforts and wished them Godspeed. Motion was made by Mr. Mathis to adopt the 4-H Resolution recognizing these five individuals and their contributions to our community, seconded by Mr. Felton, motion carried unanimously.
ADOPT RED RIBBON PROCLAMATION
Administrator Patton read the Red Ribbon Week Proclamation proclaiming October 25 through October 31, 2013 as Red Ribbon Week. Monica Simmons, Executive Director of the Cordele-Crisp Chamber of Commerce, thanked the commissioners for passing the proclamation and supporting this. We just want to make sure that we get the word out. Their theme this year is "Absolutely Pawsitively a Drug Free Community". Every community has drug problems, but we want to do everything we can to eliminate drugs. Motion was made by Mr. Henderson to adopt the Red Ribbon Week Proclamation, seconded by Mr. Farrow, motion carried unanimously.
APPROVE TAX REFUND FOR THE JOHNSON FAMILY REVOCABLE TRUST
Administrator Patton reported that during the 2012 reevaluation, it was discovered that there were some data entry errors in the Johnson Family Revocable Trust property record card, and had those errors not occurred the difference in the taxable value prior to the reevaluation would have been $36,098; Tax Assessors Office agrees that there were errors and recommends a tax refund. Because the problem was not caused by the owner, he recommends that the Board use the $36,098 difference to calculate the refund to the owners. Motion was made by Mr. Henderson to accept the Board of Assessors recommendation and approve the tax refund for the Johnson Family Revocable Trust subject to the Tax Commissioner's calculation, seconded by Mr. Mathis, motion carried unanimously.
RENEW CONTRACT FOR SERVICES WITH CORDELE-CRISP CHAMBER OF COMMERCE/TOURISM COMMITTEE
Administrator Patton stated that he has a renewal contract for services with Cordele-Crisp Chamber of Commerce for use of a percentage of the hotel/motel tax for the purposes of promoting tourism. This will be from July 1, 2013 until June 30, 2014 and will automatically renew for successive one-year periods unless either party notifies the other party by the 20th day of April of the renewal year that the contract is cancelled. Motion was made by Mr. Henderson to adopt the Contract for Services with Cordele-Crisp Chamber of Commerce, seconded by Mr. Mathis, motion carried.
APPROVE HOLIDAY SCHEDULE
Administrator Patton stated that the Commissioners set the dates for the holiday schedule in October of each year in order to give the clerk plenty of time to set the 2014 court dates. Holidays include New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas. Motion was made by Mr. Mathis to adopt the 2014 Holiday Schedule as presented, seconded by Mr. Henderson, motion carried unanimously.
Mrs. Leverett reported that because of the early meeting date this month all the data needed to prepare the report has not been received by the Finance Department; they will get that report prepared and distributed to them as soon as possible. As of September 30, 2013 the General Fund and special revenue funds combined are reporting cash on hand of $4.2 million; the proprietary funds at $2.3 million and the SPLOST funds at $8.3 million, leaving a County Wide total of $14.9 million. The budget to actual report for the 2000 SPLOST Issue shows as of September 30, 2013 we have spent $16.9 million of the $17.6 million dollars collected, leaving us with $768,034 to complete the various projects associated with this issue. Total collections for the 2005 SPLOST Issue is $24.7 million, total expenditures $19.7 million leaving us with just over $5 million to complete the projects budgeted under this issue. For the 2011 SPLOST report, distribution no. 20 in the amount of $305,874 is down 12% from last month and 8% from this time last year. It brings the issue to date collections to $6.7 million and the issue to date monthly average down to $336,030. We have expended $5.8 million. Following that is the detail list of all the SPLOST expenditures for the month of September. We spent $298,783 in SPLOST dollars during the month. Projects benefiting were Crisp County Roads, Crisp County Airport, the Crisp County Sheriff's Department, the Recreation Department, the Darton Project and the Cities of Cordele and Arabi. On the Local Option Sales Tax Distributions, even with our extra percentage point, this month's distribution of $146,946 is down considerably, 12.08% from last month and 5.57% from September of 2012. Next report shows the balance and status of all our CDBG Revolving Loan Fund Accounts. Total number of active loans is six with a total balance due of $1,265,548. She stated that they have been busy trying to finalize everything for the Fiscal Year ending 06/30/13 in preparation for the annual audit. She has included a schedule in their packet that includes the final "unaudited " numbers and the estimate of the impact the 2013 revenue shortfall will have on our fund balance. For FY 2013 it appears our General and SSD revenues will run $1,562,727 short of original projections. We were able to reduce expenditures by $265,000, leaving us with a net shortfall of almost $1.3 million. This schedule also includes fund balance and use of surplus for the previous five fiscal years, back to 2008 and the beginning of the economic decline we have been experiencing. The most significant thing here is, based on unaudited numbers, our fund balance and cash on hand balances have dropped 40% and 44% respectively since 2008. Also, using a conservative calculation of only 4 months operating expenses, as of June 30, 2013, we have basically depleted our reserves. She advised that most of the revenue shortfall is in ad valorum taxes, fine revenue, and per diems in the jail.
Administrator Patton reported that 1) he attended several meetings and events last month; 2) he attended the ACCG Fall Leadership Conference for continuing education and adopting the County Platform for the upcoming General Assembly session; 3) he attended meetings with two potential prospects. Both are looking at existing properties in Crisp County. One is a buyout of an existing business with an expansion and the other is a business location that has not operated for several years; 4) he coordinated several road complaints due to weather with Public Works. With a little more dry weather, Public Works has been out mowing and repairing damages caused by all the rain; 5) he worked with Advanced Disposal for implementation of curbside service. 95 gallon carts and dumpsters have been delivered to residences and businesses and service has begun to customers. All of the outlying dump stations have been closed. He has checked with surrounding counties and others across the state and we are well below almost all of them, especially considering that we have twice a month yard debris pickup; 6) he attended several meetings to discuss litigation matters; 7) he attended several Chamber events and Arts Alliance events; 8) he met with our consulting engineers to correct issues found at the Landfill. We are making progress with most of the issues at the Landfill. The weather has hindered us with completion of some of the issues; 9) he attended two Darton College progress meetings. Notice to proceed planned for September 9th with an estimated completion date of November 10, 2014; and 10) Veterans Day Committee met to discuss agenda for this year's celebration. We are planning a broader event to attract more people. The event will be on the 9th of November at the memorial in the park. Brick laying is attentively scheduled for 10:00 a.m. with the ceremony commencing at 1:00 p.m.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Felton to go into Executive Session to discuss potential litigation, personnel, and property, 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. Mathis, motion carried unanimously.
TABLE ITEM #7 ON AGENDA
Administrator Patton reported that the City of Arabi does not have the Intergovernmental Agreement for the Curbside Collection prepared at this time, so he recommends that we table this item until next meeting. Motion was made by Mr. Mathis to table Item #7 on Agenda, Intergovernmental Agreement with the City of Arabi for Curbside Collection of Residential Garbage, seconded by Mr. Henderson, motion carried unanimously.
Motion was made by Mr. Felton to adjourn the meeting at 11:35 a.m., seconded by Mr. Mathis, motion carried unanimously.