MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON FEBRUARY 11, 2014
Chairman Authur 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. Carl Gamble gave the invocation, and Patricia Appleby, a Logistics Specialist in the U. S. Navy stationed in Okinawa, Japan, 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 January 14, 2014 and the called meeting minutes of January 28, 2014, seconded by Mr. Farrow, motion carried unanimously.
GERALD MIXION UPDATE ON THE COMPREHENSIVE PLAN
Gerald Mixon with River Valley Regional Development Commission handed out the requirements for the comprehensive plan that all local governments in Georgia have to adopt. He is here today to talk about the efforts in updating this plan. In the handout, he has numbered the specific elements they are required to address and what needs to be accomplished in each element. He stated that they have had one public hearing and two other meetings where they collected information from the community, plus they used issues and opportunities that were identified when the previous plan was prepared and adopted in 2009 as the base from which to identify what the current needs and issues are; they have deleted some and added a few items to the list. He advised that the issues and opportunities identified this time were very similar to what was identified in 2009. One of the requirements is to list community goals and the issues and opportunities will be used to draft written goals that will be included in the plan; they have not been finalized yet but they will be an important element for the overall document. This plan will be from 2014 until 2019. He advised that Crisp County had some favorable elements but they are a number of factors that are not nearly as attractive, and within the big picture of the economic development elements he will be presenting a recommendation that they develop more of the economic activities toward addressing needs, problems, and issues relating to the human resource element of the community. He stated that the county has a strong infrastructure, excellent location, and all communities are going to have some financial difficulties trying to maintain the infrastructure because of aging and use, but the county is in real good position with respect to that. You have a number of soft features with the workforce; the statistics indicate a stronger emphasis needs to be directed toward those and the physical infrastructure. The last element is land use, and the current regulations allow you to take a different approach than it did in 2009 in addressing land use or updating the character areas that you already have adopted; they have been reviewing and updating these character areas. The staff is reviewing all of these areas, and he is hopeful of being in a position of having the final draft of the document prepared before the regular meeting in March so that they will be comfortable to pass a resolution authorizing the submission of the draft document for the mandated state review.
ADOPT RESOLUTION COMMENDING THE FUTURE BUSINESS LEADERS OF AMERICA-PHI BETA LAMBDA
Administrator Patton read the Resolution Commending the Future Business Leaders of America-Phi Beta Lambda, a nonprofit educational organization that has grown to over 250,000 members nationwide and is dedicated to bringing business and education together in a positive working relationship through leadership and career development programs. The resolution also proclaimed February 9-15, 2014 as FBLA-PBL week in Crisp County. Motion was made by Mr. Mathis to adopt the Resolution, seconded by Mr. Henderson, motion carried unanimously. Teresa Jolly, Karen Bloodsworth, the FBLA teachers at South Georgia Tech, Cordele, and students thanked the commissioners for adopting the Resolution.
APPROVE BID FOR PUBLIC WORKS ROAD PROJECTS
Carl Gamble, Public Works Director, met with commissioners regarding bids for some public works road projects. He advised that the bid package was advertised for portions of seven roads. The roads include Old Hatley Road from Hwy. 41 to I-75, Old Hatley Road from I-75 to Penia Road, Old Nesbitt Road, Drayton Lane, Drayton Road, Landfill Road past the Solid Waste Management, and Landfill Road west. He advised that there were only two bidders for this project, and the low bidder was Reeves Construction at a price of $1,837,800, and he would recommend that they accept the bid. He advised that the funding would come through LMIG, DR projects, plus the road SPLOST. Mr. Patton advised that since our region passed the TSPLOST, the county only has to pay 10% of the LMIG grant, and the regions that did not pass it will have to pay up to 50%. Motion was made by Mr. Henderson to accept the lowest bid from Reeves Construction Company for the 2014 paving projects in amount of $1,837,800, seconded by Mr. Mathis, motion carried unanimously.
ADOPT RESOLUTION AUTHORIZING 5311 TRANSIT 2014 FUNDING PROJECT
Administrator Patton reported that this is a resolution for our public transportation, and it is required as part of the 2015 DOT funding application package in support of our local transportation program. We will need to adopt the resolution and authorize the chairman to sign all the required grant application documents; the company that has the contract for the local transportation picks up the additional cost that the grant does not cover. Motion was made by Mr. Mathis to approve the Resolution Authorizing the Preparation and Submittal of Application for the CDBG 2014 Funding Cycle and authorize the chairman to sign the necessary paperwork, seconded by Mr. Felton, motion carried unanimously.
Mrs. Leverett reported that the report includes the preliminary report of revenues and expenditures for the County's General and three major Special Revenue Funds ending January 31, 2014. For the first time this fiscal year, combined monthly revenues of $2.9 million exceeded combined monthly expenses of $1.4 million leaving the YTD Revenues over YTD Expenditures of about 8%. The Water Fund recorded monthly revenues of $50,131 and expenditures of $38,452, increasing our YTD net income for this fund to $43,437. Water consumption billed for the month was 7,382,000 gallons and the USDA Bonds are current at $1.5 million. The Landfill Fund had accrued revenue for the month of January at $117,018 and accrued expenses of $115,375 bringing year to date totals to $782,784 in accrued revenue and $812,331 in expenses increasing our YTD net loss to $29,547. The total tonnage received for the month of January was 4,335.24 tons. Approximately 35% of that was received from Advanced under their commercial contract and 12% under the residential contract. The GEFA loans are current at $4.5 million. In the Cash report, the General Fund and special revenue funds combined are reporting cash on hand of $7.3 million; the proprietary funds $2.4 million; and SPLOST funds just over $9 million, leaving a county wide total of $18.8 million. Of that amount over $9.8 million is reserved or restricted for special uses and/or projects. As of this report, we have received about 87% of the current year ad valorum tax revenue projections. For the 2005 SPLOST Issue, we have spent $16.5 million leaving us with just over $1 million to complete the various projects associated with this issue. For the 2005 SPLOST Issue, we have total expenditures to date of $19.7 million leaving the county with just over $5 million to complete the projects budgeted under this issue. For the 2011 SPLOST Issue, Distribution no.24 in the amount of $343,744 missed last year's mark by -7%. It does bring the issue to date collections to $7.9 million and the monthly average to $332,435. To date, we have expended $6.9 million, and we spent $276,403 in SPLOST dollars during the month. The Local Option Sales Tax, even with our extra percentage point, numbers continue to come in under last years. This month's distribution of $164,981 is down 7.43% from January of 2013. In the CDBG Revolving Loan Fund monthly report, we now have nine active loans with a total balance due at 1/31 of $2.2 million. The last report shows the expended percentage of appropriations for each individual department and the total for each fund. Expenditures should be at 58% or below. As of this report, overall, the General and Special Revenue Funds combined are at 57%; the Water Fund is at 50% and the Landfill fund ended the month at 51%. She stated that after recalculating revenues based on actual data from the first six months of this fiscal year we were facing about a $300,000 plus short fall. We have managed to whittle that number down considerably but once all the reviews are completed, we will bring the final mid-year budget adjustments to you for consideration. She anticipates that we will be successful in bringing the budget back in balance.
PUBLIC HEARING - CDBG 2014 GRANT APPLICATION
Administrator Patton reported that this public hearing is required to get citizens input for our Community Development Block Grant (CDBG) application for 2014. He explained that program activities eligible for this type funding include streets, curbs and gutters, water, and sewage projects; the project the county is looking at is the Cedar Lake and Southern Pines neighborhood as the county's project to submit for the 2014 round of funding. This is the same application we applied for last year but did not make the cut. It is a good project and DCA recommends that we re-apply for the same grant this year. He advised that this will be sewer system improvements, and there are probably 100 homes in that area that have problems, and this will go a long way. Chairman Nance opened the public hearing for the CDBG 2014 grant application. He then asked if anyone wanted to speak in favor of the project. Citizens Eric Feagan and Dennis Fraser spoke in favor of the project stating that they felt sewer improvements in this area had been needed for a long time. Chairman Nance then asked if anyone would like to speak in opposition of the project. Citizen Michael Waters spoke that he was not necessarily against the project but would rather see the funding used in the area of recreation for kids. Chairman Nance explained that previous CDBG funding has been used for other public facility projects in this same area as well as in the Omar Heights and Meadow Park subdivisions located on the north side of our county. After there were no other comments, Chairman Nance thanked everyone for their participation and closed the public hearing.
ADOPT RESOLUTION AUTHORIZING CDBG 2014 APPLICATION
Chairman Nance read the Resolution Authorizing the Preparation and Submittal of Application for the CDBG 2014 Funding Cycle. Motion was made by Mr. Henderson to adopt the Resolution Authorizing the Submittal of CDBG 2014 Funding Cycle Application, seconded by Mr. Felton, motion carried unanimously.
Administrator Patton reported that 1) he attended several meetings and events; 2) he attended the ACCG Legislative Conference in Atlanta and received updates on pending legislation in the Georgia Assembly and training classes; 3) he attended a meeting with the Coast Guard as a Friend of the Park Board member. They discussed issues and concerns that effect our park operations because we are under the jurisdiction of the Coast Guard. Lake Blackshear is a navigable lake and comes under the rules and regulations governed by the Coast Guard; 4) he attended IDA prospect meetings. A new prospect is looking at Cordele/Crisp County and we are responding to their RFP; 5) he attended the Darton College project topping out ceremony, which is on time and on costs; 6) he met with our consulting engineers to correct issues found at the Landfill. We are making progress with most of the issues. The weather has hindered with completion of some of the issues; 7) he attended a public hearing to get input for our comprehensive plan update; 8) he did a presentation for the Chamber of Commerce Leadership class; 9) they held mid-year budget meetings with Constitutional Officers and Department Heads; and 10) they had a meeting Friday with the company that took over the Solid Waste Facility and USDA as they are looking for funding to expand their business.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Felton to go into Executive Session to discuss potential litigation, personnel, and real estate, 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. Felton, motion carried unanimously.
INCREASE JUDGES SUPPLEMENT BY $8,000
Motion was made by Mr. Henderson to increase the county supplement of the Judges $8,000 to $20,000 to be prorated among the four counties in the Cordele Judicial Circuit and will be contingent upon the other counties approval, seconded by Mr. Felton, motion carried unanimously.
APPOINT MEMBER TO CRISP REGIONAL HOSPITAL AUTHORITY
Motion was made by Mr. Henderson to appoint Wayne Martin to the Crisp Regional Hospital Authority, to fill the unexpired term of Phil Berryman, term ending 12/31/17, seconded by Mr. Mathis, motion carried unanimously.
BID LAWN MAINTNENANCE CONTRACT
Motion was made by Mr. Henderson to give the county administrator the authority to re-bid the lawn maintenance contract at the Government Center, Courthouse, and the Agricultural Building, seconded by Mr. Nance, motion carried with Mr. Mathis voting no.
Motion was made by Mr. Henderson to adjourn the meeting at 12:04 p.m., seconded by Mr. Felton, motion carried unanimously.