SEMINOLE COUNTY BOARD OF COMMISSIONERS
REGULAR MONTHLY WORK SESSION
SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM
TUESDAY, JUNE 11th, 2013
The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, June 11th, 2013 in the Superior Courtroom located on the second floor of the courthouse. Those present were Chairman Roger Lane, Vice Chairman Dell Shingler, Commissioner Darius Culverson, Commissioner Brenda Peterson, Commissioner Chuck Orrick, and County Manager / Clerk Paula Granger.
Agenda items were discussed prior to the Regular Meeting. No action was taken.
SEMINOLE COUNTY BOARD OF COMMISSIONERS
REGULAR MONTHLY MEETING
SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM
TUESDAY, JUNE 11th, 2013
The Seminole County Board of Commissioners held their Regular Monthly Meeting on Tuesday, June 11th, 2013 in the Superior Courtroom located on the second floor of the courthouse. Those present were Chairman Roger Lane, Vice Chairman Dell Shingler, Commissioner Darius Culverson, Commissioner Brenda Peterson, Commissioner Chuck Orrick, and County Manager / Clerk Paula Granger.
The meeting was called to order by Chairman Lane.
Following the Pledge of Allegiance, the invocation was given by Chairman Lane.
Submission of Financial Statements and Minutes:
Commissioner Peterson made a motion to approve the Financial Statement for April, 2013. Commissioner Orrick made a second. All in favor, motion passed.
Commissioner Orrick made a motion and a second was given by Vice Chairman Shingler to approve the minutes from the following meetings with two corrections: Regular Monthly Meeting held on May 14th, 2013; Budget Work Sessions held on May 16th and May 22nd, 2013; Public Hearings held on May 23rd and May 30th, 2013; and the Called Meeting held on May 30th, 2013. All in favor, motion passed. Under “new business” in the minutes from the Regular Monthly Meeting, the word “for” in the first paragraph will be removed and the first name “Catherine” will be added to “Mrs. Pugh” in the second paragraph.
Mr. Adrian Bullock requested use of the grounds at the Rambeau Gymnasium for a kids “Fun Day” event to be held on June 29th and 30th, 2013. Following a discussion with County Attorney Mills, and based on his recommendation, an agreement will be put in place to allow use of the grounds. Additional adults will be onsite assisting with the program. Commissioner Peterson made a motion to allow use of the grounds from 2 p.m. – 7 p.m. on June 29th and 30th, 2013 for the kids program, contingent on the signed agreement. Commissioner Culverson provided the second, all in favor, motion passed.
Constitutional Officer and County Officer Response:
EMS Director Toby Roland provided quotes for the purchase of a cardiac monitor using SPLOST funds. Director Roland recommended purchasing the cardiac monitor from the lowest bidder, Foremost, at a cost of $6,995. This purchase will allow other monitors to be sent out for calibration. Vice Chairman Shingler made a motion to purchase the monitor from Foremost; a second was given by Commissioner Orrick. All in favor, motion passed.
Director Roland provided quotes for the purchase of two digital radios for the back of the ambulances using SPLOST funds. Director Roland made a recommendation to purchase the radios from the lowest bidder, Georgia Two Way, at a cost of $1,220. Commissioner Orrick made a motion to purchase the radios from Georgia Two Way, Commissioner Culverson provided the second. All in favor, motion passed.
Director Roland presented a fee schedule for surrounding counties and a “suggested” fee schedule for Seminole County. Chairman Lane suggested the Board allow Director Roland and County Manager Granger to set fees for Seminole County EMS for consideration by the Board at their next Regular Meeting. Commissioner Culverson made a motion to accept the suggestion, a second was provided by Commissioner Peterson. All in favor, motion passed.
Paramedic Michael Duke followed up on the suggested fee schedule and agreed this would bring additional revenue to the county. Mr. Duke requested the Board consider the additional response fee (no transport) and also review other areas of the budget for cuts rather than reducing their working hours. Chairman Lane stated the Board would take his comments under consideration.
County Attorney Status Report:
County Attorney Mills provided an updated status report and informed the Board the Genesis Group contract can be terminated with a five day notice. Vice Chairman Shingler commented the timeline for completion of various parts of the contract were not met and asked if we were required to pay their latest fees. County Manager Granger stated the bidding phase was voted on with a defined timeline and the Genesis Group did complete the bidding process as requested. Attorney Mills stated the Board was required to pay the fees if they met their obligation. Commissioner Culverson requested a copy of the original contract.
County Manager Granger stated research on property owners on Fish Pond Drain by the Tax Assessors Office is still ongoing.
Mr. Mark Atwater provided a quote for four various weed control options for the drain. Spraying the dense vegetation helps maintain water flow in the event of a high water situation. A selective herbicide approved for aquatic use that does not kill grass will be used in order to maintain and encourage grass on the sides of the drain. Vice Chairman Shingler made a motion to accept the bid from Mr. Atwater. Road Superintendent Bobby Aiken commented the work previously done by Mr. Atwater had made significant improvements in the drain. Motion failed for lack of a second. Commissioner Orrick made a motion to obtain two additional quotes, Commissioner Culverson provided the second. Vice Chairman Shingler opposed, all others in favor, motion passed. Commissioner Orrick asked Mr. Atwater if he could do the work at a lower cost, Mr. Atwater commented he would take another look at the cost. Chairman Lane requested County Manager Granger solicit two additional bids for vegetation control in Fish Pond Drain. Chairman Lane later requested a motion to request Mr. Atwater complete phase I of the proposal based on a recommendation from Bobby Aiken. Commissioner Orrick made the motion to request Mr. Atwater complete phase I; Chairman Shingler provided the second, all in favor, motion passed.
County Manager Granger stated she spoke with Advanced Disposal regarding the Training School property. Contact information was provided and will be given to their real estate department. No funds have been allocated for the lead or asbestos surveys required prior to demolition of the school. The DCA grant could take five years and is dependent on job creation following the demolition. This may be a project for the next SPLOST.
County Manager Granger stated the tower installation is complete. The building is set up and ready for the electrical hookup which should be completed next week. A total of twenty one radios were issued to volunteer firemen, seven for each department.
County Manager Granger stated the 2013 Striping Project is complete. Raised pavement markers and new signage was included in this project.
County Manager Granger stated Mike Adams has the equipment needed to relocate the monuments on the front courtyard from the parking area. Mr. Adams provided a quote of $2,800 and agreed to work after hours or on Saturday in order to prevent any issues with parking during business hours. Mr. Adams also stated he would level out the bottom of the monuments so they will sit evenly on the pad. A motion to accept the bid from Mr. Adams and coordinate the project with Bobby Aiken was given by Commissioner Culverson, a second was provided by Commissioner Orrick. All in favor, motion passed.
County Manager Granger stated installation of the flag pole will take place on Wednesday, June 12, 2013 at 7:00 a.m. Three Notch EMC will be assisting with the installation.
County Manager Granger stated the contract with the Genesis Group for the Spring Creek Park Project can be severed with a five day notice as advised by Attorney Mills. County Manager Granger requested the Board hire Stacy Watkins to take over the project. Commissioner Culverson made a motion to sever ties with the Genesis Group and hire Stacy Watkins, Commission Orrick made a second. All in favor, motion passed. County Manager Granger will notify the Genesis Group regarding termination of the contract.
County Manager Granger stated the South Annex (Probation Office) will be occupied next week.
County Manager Granger stated one bid was received for the resurfacing project on Phil Spooner Road. Oxford Construction provided a bid in the amount of $119,030.05. The county match will be 30%. Both the city and county LMIG projects were combined for the bidding process and the city accepted the bid from Oxford. Commissioner Orrick made a motion to accept the bid from Oxford Construction, Commissioner Peterson provided the second. All in favor, motion passed.
County Manager Granger stated the right of way deeds for Clem Copeland Road are ready for signatures from property owners. Anticipated completion date is Friday, June 14th, 2013.
Road Superintendent Bobby Aiken provided an explanation of the work needed on Spring Creek Drive and stated clay had been put on the road. Rocks will need to be added in some areas. Geotextile fabric and crush and run will be placed from Mr. Cordell’s residence to the intersection of John Thursby Road. Anticipated start date is mid July. Commissioner Culverson commended the Road Department for their efforts.
Road Superintendent Aiken stated he had responded to some calls on Nichols Subdivision Road. The addition of a pipe across from the Smith residence is on their list of priorities. Permanent vegetation looks good.
County Manager Granger stated the date for the Aquatic Weed Control Forum is July 24th, 2013, at 10:00 a.m. The meeting will be held at the group shelter at Seminole State Park. Letters have been mailed to various local and state officials.
County Manager Granger provided the Board with a copy of the contract for state roadway maintenance. The county can receive $2500 per mile for mowing and litter pickup. According to our local DOT office, we have approximately 62 miles of state right of way. City Councilman Mitch Blanks stated the city of Donalsonville had entered into a one year contract with the state. Mr. Aiken stated it would take additional equipment and personnel to take on this additional work. County Manager Granger and Mr. Aiken will prepare a cost analysis for this project.
County Manager Granger provided examples of property maintenance ordinances from surrounding counties for review by the board. County Manager Granger stated it was necessary to have all elements in place before moving forward and the process would take time to develop and implement. Vice Chairman Shingler stated prior code enforcer, Bill Kennedy, was involved in condemning properties. Mr. Mark Hawkins, Code Enforcement Officer, responded that Iron City requested Mr. Kennedy inspect some properties in Iron City and Iron City determined the status of the property based on his inspection. Mr. Hawkins recommended reviewing the ICC Property Maintenance Code Book and adopting various parts of their ordinances. County Manager Granger will provide the Board with an updated ICC Property Maintenance Book. County Attorney Mills stated the Board should use caution in writing a broad “nuisance” ordinance as it would be difficult to enforce. A Called Meeting will be scheduled to begin work on the ordinance.
County Manager Granger stated she requested Deputy Kevin Long meet with Mr. Scott in regard to road damage and farming within the county right of way on Harrell Moye Road. Mr. Scott admitted he had caused the damage and offered to pay for it. As far as the location of his crop, Mr. Scott stated he was farming the same areas as the previous renter of the property. Attorney Mills suggested speaking with the County Agent and the Young Farmers Association to raise awareness regarding the issue of farming on county property.
Chairman Lane stated a portion of the property on the north side of the Courthouse was no longer needed by the county and should be declared surplus. Commissioner Orrick made a motion to declare the property surplus, Commissioner Culverson provided the second. All in favor, motion passed. Vice Chairman Shingler made a motion to get a survey and appraisal of the property, a second was given by Commissioner Culverson. All in favor, motion passed.
Mr. Bobby Aiken addressed the Board regarding injector repairs for the John Deere tractor. The cost is approximately $3,461. Commissioner Culverson made a motion to allow Mr. Aiken to solicit three quotes for leasing for a tractor, and enter into a lease agreement. A second was given by Commissioner Orrick, all in favor, motion passed.
County Manager Granger discussed vacation payouts as requested by the Board during budget work sessions. The cap is 80 hours per fiscal year that can be paid to the employee in lieu of taking the time off. Various departments allow employees to sell in excess of the 80 hours and this is not budgeted in their wages. Constitutional Officers do not operate under the county policies and therefore do not have to abide by the stated terms. Commissioner Culverson requested tabling the item until meeting with Constitutional Officers and department heads.
County Manager Granger provided three quotes for inmate meals. The Ranch House submitted $7.99 per day per inmate; Gateway provided a quote for $7.75 per day per inmate; Piggly Wiggly submitted a quote for $11.48 per day per inmate. Sheriff Elliott stated the Ranch House had done an outstanding job the past year and recommended keeping them as the vendor for inmate meals. Based on the recommendation from Sheriff Elliott, Commissioner Orrick made a motion to continue with the current vendor. A second was given by Commissioner Peterson. All in favor, motion passed.
County Manager Granger discussed the vehicle allowance as requested by the Board during budget work sessions. Commissioner Culverson commented on vehicles going outside the county and the request by the Coroner for a car. Sheriff Elliott indicated he has a car available for use by the Coroner. Chairman Lane requested a motion to table the item and Commissioner Culverson provided the motion. Commissioner Orrick made the second, all in favor, motion passed.
The Regional Meeting is being held in Thomasville on June 18th, 2013. County Manager Granger, Chairman Lane, and Vice Chairman Shingler have signed up to attend.
A tax digest class is being held in Americus on June 19th, 2013. Tax Commissioner Hornsby, Chairman Lane, County Manager Granger, and Tax Assessor Barber have signed up to attend.
Leadership classes are being held July 10-12, 2013. Chairman Lane, Commissioner Orrick and Commissioner Culverson are signed up to attend.
The new phone system will be installed on Thursday, June 13th, 2013.
Commissioners need to submit their campaign contribution report following the end of the month.
Chairman Lane read a letter from the Moody’s commending the performance of Mr. Mark Hawkins. Mr. Hawkins identified some issues with construction of their home and was instrumental in getting the problems resolved.
With no further business to discuss, the meeting was adjourned on a motion made by Vice Chairman Shingler and a second by Commissioner Orrick, all in favor, motion passed.
ADOPTED THIS __________ DAY OF JULY, 2013
SEMINOLE COUNTY BOARD OF COMMISSIONERS
PAULA GRANGER, CLERK
C E R T I F I C A T I O N
STATE OF GEORGIA
COUNTY OF SEMINOLE
I, Paula L. Granger, the duly appointed Clerk of Board of Commissioners of Seminole County, Georgia, and keeper of the minutes in and for the said Board of Commissioners, do hereby certify that the attached constitutes a full, complete and correct copy of the original minutes of a Regular Monthly Meeting held on June 11th, 2013, approved by the Seminole County Board of Commissioners at a Regular Meeting held on July 9th, 2013.
Given under my official signature and seal of office, on this the 9th day of July, 2013.
Paula L. Granger, Clerk of the Board of Commissioners of Seminole County, Georgia
(SEAL OF OFFICE)