SEMINOLE COUNTY BOARD OF COMMISSIONERS
REGULAR MONTHLY WORK SESSION
SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM
TUESDAY, JULY 9TH, 2013
The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, July 9th, 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 Chuck Orrick, and County Manager / Clerk Paula Granger. Commissioner Brenda Peterson was absent.
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, JULY 9th, 2013
The Seminole County Board of Commissioners held their Regular Monthly Meeting on Tuesday, July 9th, 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 Chuck Orrick, and County Manager / Clerk Paula Granger. Commissioner Brenda Peterson and County Attorney Bill Mills were absent.
The meeting was called to order by Chairman Lane.
Following the Pledge of Allegiance, the invocation was given by Commissioner Culverson.
Submission of Financial Statements and Minutes:
Commissioner Culverson made a motion to approve the Financial Statement for May, 2013. Commissioner Orrick made a second. All in favor, motion passed.
Vice Chairman Shingler made a motion and a second was given by Commissioner Orrick to approve the minutes from the Executive Session held on May 14th, 2013, the Regular Monthly Meeting held on June 11th, 2013 and the Called Meeting on July 2nd, 2013. All in favor, motion passed.
City Councilman Mitch Blanks along with members of Live Oak Church requested the Board consider leasing the Rambeau Gymnasium for their church affiliated “non profit group.” Mr. Blanks stated the Recreation Board previously met and agreed to the lease. Chairman Lane stated County Attorney Mills would need to draw up the lease with the provisions approved by the Board. Vice Chairman Shingler asked the duration and cost of lease, Mr. Blanks responded the group would take care of liability insurance and utility costs with one dollar and other considerations. A motion to lease the gymnasium and grounds inside the fenced area to the Live Oak “non profit group” was given by Vice Chairman Shingler. A second was provided by Commissioner Orrick, all in favor, motion passed.
Constitutional Officer and County Officer Response:
Tax Commissioner Dena Hornsby and County Manager Granger discussed the 2.5% administrative fee being collected from the school board as a result of TAVT legislation. The County and School Board have a previous unwritten agreement in place from twenty plus years ago indicating no fees will be collected from the School Board for collection of their taxes. Tax Commissioner Hornsby stated these fees equate to approximately $90,000 per year and could increase along with the TAVT fees over the coming years. Tax Commissioner Hornsby stated she would waive the TAVT fees as long as the Board of Commissioners was in agreement. A motion to waive the 2.5% commission from the school board was made by Commissioner Culverson; a second was given by Commissioner Orrick. All in favor, motion passed.
EMS Director Toby Roland presented an updated fee schedule for ambulance services. Rates from adjoining counties were used in determining the fees. A response fee of $50 was added to the fee schedule for calls resulting in a “non-transport” and the fee would only be incurred when EMS responds to a call requesting assistance at residential addresses or lifting assistance calls from assisted living facilities. Commissioner Orrick made a motion to accept the fee schedule following publication for one week in the local paper with an effective date of August 1, 2013. Commissioner Culverson provided the second; all in favor, motion passed.
Road Department Superintendent Bobby Aiken requested the Board consider the purchase of a new tractor. Quotes were as follows: Swain Equipment, $50,499; Northside New Holland, $50,996; Dothan Outdoor Equipment, Inc., $56,940; and Panhandle Tractor, Inc., $58,250. Commissioner Culverson made a recommendation and motion to purchase the tractor from the low bidder, Swain Equipment, with SPLOST funds for $50,499. A second was given by Vice Chairman Shingler. All in favor, motion passed.
At the Called Meeting held on July 2nd, 2013, the Board voted to limit use of the county vehicles being driven by Ms. Gayla Barton, Mr. Gerald Worthy, and Mr. Toby Roland. County Manager Granger provided a letter addressed to the Board from Mr. Broaddus Simpson, Chairman of the Board of Assessors. The letter stated Ms. Barton was given permission to use the truck after taking on additional responsibilities in lieu of a pay increase when Mr. J.C. Earnest retired. County Manager Granger also provided a letter requesting the Board reconsider their decision regarding the truck assigned to the Transfer Station driven by Mr. Gerald Worthy. EMS Director Toby Roland previously stated he was given a car as part of his employment agreement with the County. Following a discussion regarding the vehicles, Vice Chairman Shingler stated she would make the motion to go back to the vehicle allowance in place prior to July 2nd, 2013 with the understanding the vehicles will not be replaced when they are no longer operational. Commissioner Orrick requested development of performance based job descriptions with this type of information documented. Tax Commissioner Hornsby commented Ms. Fannie Barber is not provided with a vehicle and has to use her personal vehicle when the truck assigned to the Tax Assessors is not available. Chairman Lane restated the motion made by Vice Chairman Shingler, Commissioner Culverson made the second. All in favor, motion passed.
County Manager Granger stated five employees had completed fire fighter training and were issued turn out gear. Wages have been adjusted accordingly.
County Attorney Report:
Mr. Mills was absent but provided a status report for review.
County Manager Granger stated ACCG recently partnered with some lending institutions for county equipment purchases. A request was submitted to ACCG for financing three Dodge Chargers recently purchased for the Sheriff’s Office. Two quotes were provided as follows: BB&T, 1.75% interest rate, Regions Bank, 2.51%. The repayment terms are four annual installments with the first payment due twelve months from the date of the loan. County Manager Granger requested the Board approve the financing resolution with BB&T. Commissioner Orrick made a motion to approve the request, Commissioner Culverson provided the second. All in favor, motion passed.
County Manager Granger stated Hal Mills was in the process of finalizing the survey on the surplus land. Susan Driggers will be handling the appraisal once the survey is completed. A Called Meeting will be held once these items have been completed.
County Manager Granger stated Watkins & Associates provided an email update regarding Fish Pond Drain. The permit has not been obtained at this point; however, in the event of eminent danger the EPD will issue an emergency permit. County Manager Granger stated she had been made aware of fields close to the drain holding water; however, this is not an event that would speed up the permitting process. The Road Department is continuing to do mowing and any other work allowed by the EPD. Mr. Mark Atwater has begun spraying the vegetation; however, due to the recent rainfall he has not completed the entire scope of work as outlined in Phase I of his proposal. Phases II, III, and IV were items that can be delayed and will be put out for additional bids.
County Manager Granger stated she spoke with David Dent from Advance Disposal regarding the training school property. There is no interest in placing a facility in Seminole County at this time; however, Mr. Dent stated he would make the area Vice President aware of the property. Vice Chairman Shingler and County Manager Granger recently met with Warden McCoy from the Decatur County Correctional Facility who provides inmate work crews that can perform work such as demolition of the school. A total of twelve inmates and a guard can be hired for approximately $46,000 for one year. The group is trained and skilled for various jobs. In addition to the school demolition, the group could also take on the state right of way mowing and litter pickup contract. Warden McCoy stated the group usually walks 15 to 20 miles per day behind mowers in other counties. In addition to the funding, the county would also be responsible for providing transportation for the crew. A used transport van can be purchased at a nominal fee and will be driven by the guard for transporting the crew and also as a flag vehicle following a mower. A follow up meeting with Warden McCoy will be scheduled.
County Manager Granger stated the tower installation and distribution of radios is complete.
County Manager Granger stated some monuments have been removed from the courtyard in order to pour the concrete pad.
County Manager Granger stated the Genesis Group agreed to turn over all documents, drawings, etc. for Spring Creek Park. A meeting will be held with Mark Llewellyn, President of the Genesis Group, Stacy Watkins, and County Manager Granger to review the project and restart the bid process.
The South Annex (Probation Office) is now occupied; however, there is no phone service at this time. The phone system upgrade has been postponed due to the need for additional hardware for the recorded lines at the Sheriff’s Office. The South Annex parking area will be covered with crush and run and installation of parking curbs.
County Manager Granger stated Oxford Construction has been notified their bid was accepted for resurfacing Phil Spooner Road; the preconstruction meeting date has not been set.
Right of way deeds for Clem Copeland Road are still in progress.
The meeting to address hydrilla in Lake Seminole has been set for Wednesday, July 24th, 2013, at 10:00 a.m. The meeting will be held at the Group Shelter at Seminole State Park. An ad will be placed in the local paper for two weeks inviting the public to attend. Several representatives from the Corp of Engineers will be in attendance as well as Park officials.
County Manager Granger stated LMIG funding for FY14 is approximately $270,000. The county has a 30% match, approximately $81,000. This combined amount equates to about three miles of resurfacing. Roads already on the list for resurfacing are: Ash Crossing Road, Brackin Road, Burke Road, Canaan Odom Road, and Swanner Road. Engineer Stacy Watkins and County Manager Granger previously inspected these roads and Mr. Watkins indicated Ash Crossing Road and Brackin Road were the highest priority due to the deteriorating condition of the roads. The resurfacing project can be split up among several roads in ½ mile or one mile sections. Road Department Superintendent Aiken will inspect the roads and make a recommendation to the Board at their next Regular Meeting.
County Manager Granger stated the Off System Safety Action Plan (SAP) funding is available for FY14. The county was awarded 41.44 miles of striping, signage, and raised pavement markers for FY13 and funding was provided in full by the Department of Transportation. The roads must be one mile or longer to be restriped. The commissioners will notify Mr. Aiken of roads in their district needing striping, signage, and pavement markers.
County Manager Granger stated Mr. Newton Cloud of Golden Triangle recently indicated some funding was available for the application of crush and run on dirt roads with a small stream or creek. Mr. Cloud requested selecting roads north of the airport. Roads identified currently are Sam Frazier Road and Ed Miller Road. The Board will look for additional dirt roads in their district for submission to Golden Triangle.
County Manager Granger discussed the partnership of ACCG and Coast2Coast Rx Program being offered to cities and counties. The program provides low cost prescriptions for residents of the county and pays the county $1.25 per filled prescription. Coast2Coast will also provide assistance to Spring Creek Health Cooperative to obtain low cost pharmaceuticals. County Manager Granger recommended County Attorney Mills review the contract before a vote is taken. Commissioner Culverson made a motion to table the item until a review by County Attorney Mills with a second by Commissioner Orrick. All in favor, motion passed.
County Manager Granger provided the Board with an overtime report for the month of June, 2013. In comparison to June, 2012, overtime was down 250.5 hours, approximately $3,995. This topic was addressed during the budget work sessions and will be provided monthly at Board meetings. Chairman Lane thanked the department heads for reducing overtime as requested.
County Manager Granger provided a list of personal time sold by employees since the start of FY14. The Board made the decision to add a hardship clause to the policy for selling personal time at their July 2nd, 2013 “Called Meeting”. Anyone wanting to sell accrued personal time in excess of 80 hours will have to get approval from the Board at their next Regular Meeting.
County Manager Granger provided a current wage listing for employees with comments regarding their last wage increase. The 911/Communications Department has indicated their pay is not in line with other employees in the Courthouse who have been employed less time. County Manager Granger stated she is gathering pay data from other counties to compare wages.
County Manager Granger provided the June purchase order log as requested by the Board. This will also be reviewed at Regular Meetings.
County Manager Granger stated Mrs. Lib Radney submitted a letter of retirement effective October 1st, 2013. An ad will be placed in the paper for a replacement.
Sheriff Elliott informed the Board he was contacted by Mr. Bonner about hiring a post certified security officer. Mr. Bonner stated the school board set aside $20,000 for the position and the plans are to have the position filled by the first day of school. Chairman Lane stated Mr. Bonner should contact the Board of Commissioners as they have not been made aware of the job opening.
Taser training will take place at the Ag Center on Wednesday, July 10th, 2013. Sheriff Elliott extended an invitation to the Board to join the group for lunch.
With no further business to discuss, the meeting was adjourned on a motion made by Commissioner Culverson and a second by Vice Chairman Shingler. All in favor, motion passed.
ADOPTED THIS __________ DAY OF AUGUST, 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 July 9th, 2013, approved by the Seminole County Board of Commissioners at a Regular Meeting held on August 13th, 2013.
Given under my official signature and seal of office, on this the 13th day of August, 2013.
Paula L. Granger, Clerk of the Board of Commissioners of Seminole County, Georgia
(SEAL OF OFFICE)