MINUTES

PLANNING AND ZONING MEETING

TUESDAY, OCTOBER 13, 2009

Zoning Administrator, Bill Kennedy, presented the zoning request from Mr. Jamaca Coachman to have Map 16 Parcel 68 Land Lot 141 in District 14A re-zoned from R2 Residential to Agricultural. This property is located at 6071 Hebrew Road.

Mr. Kennedy stated that the zoning change signs had been in place for two weeks without any citizens coming forth with an objection.

The Zoning meeting that was to take place at 5:00 p.m. today could not be held due to the lack of a quorum, however, Kennedy further stated that he had two citizens come to the meeting in support of the change and no citizens attended who protested the change.

Kennedy is also in favor of allowing the re-zoning.

 

 

 

 

MINUTES

REGULAR MEETING

SEMINOLE COUNTY COURTHOUSE, MAIN COURTROOM, 2ND FLOOR

TUESDAY, OCTOBER 13, 2009

6:00 P.M.

 

 

The Seminole County Board of Commissioners held their Regularly Scheduled Monthly Meeting on Tuesday, October 13, 2009. The meeting was held in the Superior Courtroom located on the second floor of the Seminole County Courthouse. Those present were, Chairman Tommy Rogers, Vice-Chairman Alton Harrison, Commissioner Dell Shingler, Commissioner Scott Miller, Commissioner Brenda Peterson, County Administrator Marty Shingler, Clerk Donna Jones, and several interested citizens.

The meeting was called to order by Chairman Tommy Rogers

Citizen Harold Coppinger gave the invocation.

The Minutes from the Regular Monthly Meeting of September 8, 2009 were approved on a motion by Commissioner Alton Harrison with the second by Commissioner Scott Miller. Motion passed.

Financial Statements for August 2009 were approved by a motion provided by Commissioner Alton Harrison with the second provided by Commissioner Brenda Peterson. Motion passed.

Committee Reports:

Chairman Rogers gave a brief report on the retreat that was held September 25, 2009 at the Colquitt County Courthouse Annex in Moultrie, GA.

Items discussed at the retreat included:

The placing of a portable building just south of Hwy 253 on County Highway 374 in order to provide office space for an EMT and the Sheriff’s Department.

The Road Department is currently working with four less crew members than in the past. This staffing issue will be reviewed during next year’s budget work sessions.

Job requirements and advertising for a replacement for County Manager, Marty Shingler, who will be retiring December 31, 2009.

Establishment of policy to establish rules for when county employees can go onto private property. These practices mainly pertain to the road department and would include issues such as dumping of dirt when it is more cost effective than to drive back to town to dump at the road department compound.

Modifying the County’s purchase policy to allow the Commissioner’s administrative staff to make purchases up to $500 without going through the bid process.

The new IRS rules for establishing umpires, concession stand workers, boards and councils as W-2 employees instead of 1099 contract laborers.

Submission of names for new members to serve on the Fire Department Committee.

Capital projects for a new fire department facility; courthouse annex; and renovation of the Superior Courtroom.

After the meeting concluded, several of the attendees took a tour of the Colquitt County Courthouse Annex.

Citizens Request:

Mr. Jim Tomlinson, president of the Holly Isle East H.O.A., was the representative for the citizens who attended the meeting for the issue of placing the portable EMT/S.O unit at the lake. Mr. Tomlinson expressed the support of the lake residents for this project.

Old Business:

Commissioner Alton Harrison made the motion to adopt the “Mass Gathering Ordinance”. Commissioner Scott Miller provided the second. Motion passed.

This Ordinance will place the responsibility of approving such “Mass Gatherings” upon the Commission and will limit the number of gatherings in the same location at the same time to one.

Commissioner Harrison reminded the citizenry that the Ordinance will not limit the “Freedom of Speech” awarded to all citizens and that the language of the Ordinance had been approved by County Attorney, Kenneth Hornsby.

New Business:

Commissioner Alton Harrison had Clerk Jones distribute an up-to-the-date Excel spreadsheet of the inventory of County owned properties. Harrison asked that all Commissioners review the list to see what properties can be liquidated. The County does not have clear title to all of the properties listed, therefore, the issue will be addressed at a later meeting.

Next on the agenda was the issue of placing a portable building in the lake area for the purpose of office space for an EMT and a satellite office for the Sheriff’s Department.

Commissioner Scott Miller asked several questions on the subject with his primary concern being that the County does not own the property involved. The property located just south of the former Ameris branch bank at County Road 374 and Spring Creek Road is owned by Donalsonville Hospital.

Chairman Rogers stated that County Administrator, Marty Shingler, had spoken with hospital representative, Chuck Orrick, earlier today. Mr. Orrick stated that the hospital would provide a written agreement that would allow the County to place a portable building on the property for the use of a satellite EMS/S.O. facility.

The facility could be funded through the SPLOST III account and would cost between $18,000 and $20,000.

Commissioner Dell Shingler stated that she felt that we should withhold the annual budget line item of $5,000 to Spring Creek VFD in order to pay for the portable unit. Chairman Rogers replied that it would cost hundreds of thousands of dollars to provide fire protection in the outlying county and $5,000 is cheap for providing that protection.

Commissioner Brenda Peterson asked Sheriff Elliott if he would use the satellite facility should they vote to purchase the unit. Elliott replied that yes, while the office could not provide access to an officer all day long, they would use it to do paperwork and meet with citizens of the area.

Commissioner Scott Miller made the motion to purchase the unit with the stipulation that Donalsonville Hospital provide us with a document providing permission to place the unit on their property. Commissioner Brenda Peterson provided the second to the motion. Commissioner Alton Harrison and Commissioner Dell Shingler voted no. Chairman Rogers broke the tie with a yes vote. Motion passed.

As follow-up on the discussion to amend the County’s Purchasing Ordinance, Clerk Jones read a paragraph that would insert an amendment to the Ordinance that would read:

 

 

 

 

Section 2-113. Maximum Amount of Purchases without the Bidding Process.

“In order to aid in the efficiency of day to day office activity, the

Commissioner’s Administration staff shall have the authority to

purchase items and services without entering into the bidding process

for purchases not to exceed $500. The contract/purchase shall be

made with a local vendor when possible.”

After a brief discussion, it was decided to have Commissioners Harrison and Miller

review the old Purchasing Ordinance and make changes to what has become archaic language that no longer represents the way the office is run today. Clerk Jones will provide copies of the existing ordinance to both committee members and work closely with the committee in order to revise and update the ordinance.

Once amended, the document will be presented for adoption at a later meeting.

Previously it had been brought to the attention of the Commission that before the construction of a new fire department facility could go forward, the Fire Department Committee would need to be revised.

Suggested members for the new committee were:

County Commissioner, Dell Shingler

County Commissioner, Scott Miller

EMS Director, Toby Roland

Fire Chief, Travis Brooks

City Councilman, Charles Barineau

Sheriff, Heath Elliott

Incoming Donalsonville Mayor

On a motion from Commissioner Brenda Peterson and a second provided by Commissioner Alton Harrison, with yes votes from Commissioner Dell Shingler and Commissioner Scott Miller, the new committee was approved.

On a motion by Commissioner Alton Harrison and a second by Commissioner Dell Shingler, Ms. Annie Ruth Calloway was appointed to serve another term on the housing task force for the calendar year of 2010. Motion passed.

On a motion provided by Commissioner Scott Miller and the second by Commissioner Alton Harrison, the zoning change request by Mr. Jamaca Coachman was approved. Motion passed.

Chairman Rogers stated that there was an issue that we needed to address before the millage adoption meeting scheduled for October 22, 2009 at 10:00 a.m.

This issue concerns some land swapping around the FDR building that would result in the County having more property.

Commissioners Alton Harrison and Scott Miller agreed to meet with Chairman Rogers to develop a recommendation before the meeting on the 22nd.

To conclude tonight’s business, Commissioner Dell Shingler reported on an issue discussed in a meeting she and Chairman Rogers recently attended in Atlanta.

Shingler reported that it is common practice with other counties in the State of Georgia to hold a work session prior to the regularly scheduled meeting. During this work session the Commission could hash out issues and express opinions on the agenda items so that when they convened the regular meeting the voting would go smoothly and efficiently.

Shingler suggested that the board could meet at 4:00 p.m., break for dinner at 5:00 p.m. and then go into the regularly scheduled meeting at 6:00 p.m.

Announcements:

Reminder: The Harvest Festival Parade will be held on Saturday, October 17th. Those Commissioner’s who wish to ride in the parade should contact Commissioner Dell Shingler for the details. Line up will be at 9:30 a.m. with the parade commencing at 10:00 a.m.

Chairman Tommy Rogers, Commissioner Dell Shingler and Clerk Donna Jones will be attending a class in Griffin,GA on October 20th. The class is “Contracting for Architectural or Engineering Design Services: Local Government Best Practices in Qualifications-Based Selection.”

 

 

 

 

 

Adjournment:

 

With no further business to discuss, the meeting was adjourned on a motion made by Commissioner Scott Miller, seconded by Commissioner Brenda Peterson with Commissioners Alton Harrison, Dell Shingler and Chairman Tommy Rogers voting yes.

ADOPTED THIS __________ DAY OF OCTOBER, 2009

SEMINOLE COUNTY BOARD OF COMMISSIONERS

 

 

Tommy Rogers

Alton Harrison

Dell Shingler

Scott Miller

Brenda Peterson

ATTEST

 

 

________________________________

DONNA JONES, CLERK