MINUTES

SEMINOLE COUNTY BOARD OF COMMISSIONERS

REGULAR MONTHLY WORK SESSION

SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM

TUESDAY, NOVEMBER 12TH, 2013

5:00 P.M.

 

The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, November 12th, 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.

MINUTES

SEMINOLE COUNTY BOARD OF COMMISSIONERS

REGULAR MONTHLY MEETING

SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM

TUESDAY, NOVEMBER 12TH, 2013

6:00 P.M.

 

The Seminole County Board of Commissioners held their Regular Monthly Meeting on Tuesday, November 12th, 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 Vice Chairman Shingler.

 

The invocation was given by Commissioner Culverson followed by the pledge of allegiance. 

 

Roll call was conducted and a quorum was established.

 

FY13 Audit

 

Mrs. Margo Harrell, auditor from Burke, Worsham, and Harrell, presented the financial audit for FY13.  Mrs. Harrell commented the process went smoothly this year, the county is in good financial shape, and the fund balance is exceptional.  There were no compliance issues.  Mrs. Harrell will be filing all of the reports electronically.  The issue with late deposits from the previous year is much better; however, this year the net effect of daily shortages or overages amounted to a net loss of approximately $3,000 in the property tax drawer in the Tax Commissioner’s office.  Mrs. Harrell stated money should be counted daily and additional cash drawers need to be installed so one person can be held accountable for any shortages.   This has been addressed with Tax Commissioner Hornsby and County Manager Granger. Reporting issues with the inmate fund have been corrected as previously suggested. Comments in the management letter from County Manager Granger addressed implementing a pay increase system based on merit and performance measures rather than across the board increases and a reward and recognition system.  

 

Submission of Financial Statements and Minutes:

The financial report for September 2013 was approved on a motion by Chairman Lane and a second by Commissioner Culverson.  All in favor, motion passed.

 

The minutes from the Regular Monthly Meeting held on October 8th, 2013 were approved on a motion by Commissioner Orrick and a second by Chairman Lane.  All in favor, motion passed.

 

County Officer and Constitutional Officer Request:

 

Code Enforcement Officer Mark Hawkins addressed the Board with a hardship request on behalf of Mrs. Joey Mock.  Mr. Hawkins has met with the homeowners and documentation was provided to support the request.  A motion to approve the request was made by Chairman Lane and a second by Commissioner Peterson.  All in favor, motion passed.  Commissioner Culverson stated he receives many calls regarding campers that are permanently affixed.  Mr. Hawkins responded our ordinance allows campers as long as they own the property.  Residing in the camper is restricted to 30 days; however, they can leave for 24 hours and the clock starts over again.  Any ordinances or zoning rules regarding campers and mobile homes will be reviewed to ensure consistency in applying these guidelines.      

 

Mr. Hawkins recently attended ICC training and on January 1, 2014 the county will begin using the 2012 Building Codes.  There are some slight changes from our current codes that will need to be adopted.

 

A total of 31 dogs have been taken to Riverside Vet Clinic.  Mr. Hawkins stated dogs that are adopted are not billed to the county.  We have paid for 25 to be euthanized.

 

EMS Director Toby Roland stated the county is in need of an ambulance.  A motion was made by Commissioner Culverson to solicit bids for purchasing and leasing an ambulance; a second was given by Commissioner Orrick.  All in favor, motion passed.

 

Road Superintendent Bobby Aiken provided pictures of various equipment that is in poor condition and no longer useable.  A motion was made to declare the property surplus and sell on Govdeals.com by Commissioner Orrick; a second was given by Chairman Lane.  All in favor, motion passed.   Mr. Aiken will solicit bids for replacement equipment. 

 

Judge Sheffield stated the recent municipal election went very smoothly.  Commissioner Culverson requested information regarding submission of the campaign contribution and financial disclosure reports.  Judge Sheffield stated the reports will be handled through his office beginning January 1, 2014.  Chairman Lane stated ACCG was holding a webinar regarding this reporting process and it will be available on the ACCG website.

 

County Attorney Status Report:

 

County Attorney Mills provided an updated status report to the Board.  County Manager Granger commented she attended a hearing in Lee County in regard to a tax credit property similar to Friendship Crossing.  The owner of the property was being represented by Property Tax Eagle, the same group representing the owner of Friendship Crossing.  These types of cases are happening all over the state and many counties are sending representatives to attend these hearings.  The hearing officer decided the correct value of the property was the “assessed value” as determined by the Tax Assessor and ruled against Property Tax Eagle. 

 

County Manager Granger stated the copier lease signed in 2007 with Wells Fargo should have ended in 2011 or a new copier should have been provided.  Wells Fargo has indicated the lease agreement automatically renews each year when the October payment is made, without requiring signatures.  Wells Fargo was notified the lease is not enforceable as determined by County Attorney Mills.  Chairman Lane stated no more payments will be made to Wells Fargo and they will be notified to pick up the copier. 

 

Old Business:

 

County Manager Granger acknowledged the large group of EMS personnel and others in the audience.  The following comments were made to the Board:     

 

·        Mr. Robert Dukes, a firefighter employed by the city of Donalsonville, provided comments on his concerns regarding privatizing EMS.  He stated the county would lose their license if EMS was privatized.  Chairman Lane and County Manager Granger stated he was incorrect; the county can retain their license if privatizing EMS is implemented.  Mr. Dukes stated the hometown service we currently have would decline.  Chairman Lane stated we are bound to the taxpayers to provide services, and we are bound to provide services in the most cost effective manner as possible.  Mr. Dukes stated he felt the issue should be on a ballot and voted on by the public.

·        EMS employee James Register also shared his concerns regarding privatization.  Mr. Register asked if the Board was looking at the financial aspect of EMS or services provided to the residents of the County.  Chairman Lane responded both go hand in hand and he would not sacrifice service for savings.  Vice Chairman Shingler stated it would also benefit the employees if a private service was hired.  Chairman Lane and Commissioner Orrick have both received positive feedback for the service provided by Mid Georgia in Mitchell County.  Mr. Register stated the focus should be on the residents, the tax payers of the county.  Mr. Register also complained about the sink at the lake substation.  There is no kitchen in the facility and the only water line is in the restroom.  Previously, a larger sink was requested by an EMS employee and installed.  Commissioner Culverson requested a security light be placed at the facility.  

      

County Manager Granger updated the Board regarding an EMS assessment requested by Decatur County.  Dave Wills from ACCG has indicated he can coordinate the assessment for Decatur, Grady, and Seminole counties if all are in agreement to do so.  The assessment will review current operations and provide recommendations of how a regional system could be established, operated, and funded.  County Manager Granger stated the assessment would be beneficial to the county regardless if we regionalize or not. A motion to participate in the assessment was given by Chairman Lane and a second was given by Commissioner Orrick.  All in favor, motion passed. 

 

County Manager Granger updated the Board on Spring Creek Park.  The preconstruction meeting is tentatively scheduled for Tuesday, November 19th, 2013.  The road department will begin working on the overflow parking area as soon as construction starts.  The park will be closed during the construction process.

 

County Manager Granger stated there are two remaining right of way deeds needed for the paving project on Clem Copeland Road.  One is from an out of town property owner; the other property is heir property.  Stacy Watkins has recommended we condemn the heir property as this must be completed prior to the project being put out for bid.  A motion was made by Commissioner Orrick with a second by Commission Culverson to proceed with condemnation of the heir property.  All in favor, motion passed.

 

County Manager Granger stated Brackin Road was submitted and approved by the Department Of Transportation as our FY14 LMIG resurfacing project.  The check from the state has been received and the project will be bid out during the month of November.  The approximate cost is $350,000 with the county paying an estimated $105,000 of that amount.  

 

County Manager Granger stated the Ag Department at the school has our three recycling trailers for the back pack program recycling effort.  The modification to the trailers should be completed in a couple of weeks.  Three quotes were obtained for a cardboard recycling trailer to be placed at the lake EMS facility as follows:  City Motor, $1,050; Trailer World, $1,099; Bainbridge Portable Buildings, $899.  This trailer will be modified by the Road Department in order to accommodate a large amount of cardboard to be placed in the container.  A motion to purchase the trailer from the lowest bidder, Bainbridge Portable Buildings, was made by Commissioner Peterson.  A second was given by Commissioner Culverson.  All in favor, motion passed.  The fourth recycling container for Iron City should be delivered by the end of this month.    

 

County Manager Granger stated the front courtyard phase of the Grounds Project was well on its way to being finalized.  We have thirty six bricks left for purchase; an ad was placed in the newspaper letting everyone know we have a limited amount of bricks left.  Mike Adams has relocated all but one monument; this one is on hold until we finalize plans for the eternal flame.  Vinyl fencing examples were provided to the Board and the “Veranda 6 x 8” panels were selected by a motion from Commissioner Peterson and a second by Commissioner Culverson.  All in favor, motion passed.  County Manager Granger stated she was searching for someone to repair the clock on the front of the courthouse. 

 

County Manager Granger stated the Property Maintenance Ordinance was updated with the information previously submitted from a prior meeting.  Chairman Lane will join County Manager Granger and Code Enforcement Officer Mark Hawkins to finalize the ordinance and present to the Board.

 

County Manager Granger presented an organizational chart at the regular meeting held in October for the Board to review.  Changes include the Transfer Station, Deputy Clerk, and EMS reporting to the County Manager.  A motion was made by Commissioner Orrick with a second by Chairman Lane to adopt the new structure.  All in favor, motion passed.  Job descriptions and evaluations will be developed accordingly.

 

County Manager Granger provided the monthly overtime report and the purchase order log.  Overtime is down 1,006 hours, or $13,331, over the same time period for last year.  The purchase order log was reviewed and County Manager Granger stated she had purchased Halloween candy in the amount of $300.

 

 

New Business:

 

Clerk of Court, Earlene Bramlett, provided a copy of the Grand Jury inspection conducted October 21st, 2013.  Staffing for the Sheriff’s Office was one area of concern as well as the suspicion of mold in the basement.  Judge Sheffield indicated Serve Pro would do an inspection for $250.  The Board requested obtaining three quotes for an inspection of the basement on a motion by Commissioner Peterson and a second by Chairman Lane.  All in favor, motion passed.

 

The north side of the workshop at the Transfer Station was recently damaged by gunshots. Eight bullet holes were found and the Sheriff’s Office is investigating the incident.  Repairs will need to be made to the wiring on a light switch and the air conditioner will have to be replaced. 

 

County Manager Granger stated a 48” x 72” canvas of our courthouse is being offered at a cost of $1,400.   These will be displayed at the centennial celebration being held in Savannah next year and ACCG will ship the canvas to the county following the event.  No decision was made; additional pricing will be obtained for smaller prints.

 

Commissioner Culverson stated the purchase order log showed more money being spent on the International dump truck.  The cost to operate this truck continues to rise.  Commissioner Culverson made a motion to declare the truck surplus and sell on Govdeals.com.  A second was given by Commissioner Orrick.  All in favor, motion passed.  Commissioner Orrick made a motion to solicit bids for a replacement dump truck; a second was given by Commissioner Culverson.  All in favor, motion passed.

 

The topic of bonus checks was discussed.  Chairman Lane made a motion to give full time employees $150, part time employees $50, and volunteer firemen $50.  Employees who are volunteer firemen will not be eligible for an additional bonus.  Elected officials will also be given a $150 bonus check.  Commissioner Orrick made a second, all in favor motion passed.

 

Announcements:

The Thanksgiving meal will be held on Thursday, November 21st at noon at the Adult Learning Center on Friendship Avenue.

 

The Capital Connection Conference is February 3rd – 4th, 2014 in Atlanta.  Commissioner Orrick stated he will not be attending.

 

Spring Training will be held March 6th – 7th, 2014, location undetermined at this time.

 

The Annual Conference will be held April 11th – 14th in Savannah. 

Adjournment:

With no further business to discuss, the meeting was adjourned on a motion made by Commissioner Peterson and a second by Commissioner Orrick.  All in favor, motion passed. 

 

ADOPTED THIS __________ DAY OF DECEMBER, 2013

SEMINOLE COUNTY BOARD OF COMMISSIONERS

Brenda Peterson

Roger Lane

Dell Shingler

Chuck Orrick

Darius Culverson

ATTEST:

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 November 12th, 2013, approved by the Seminole County Board of Commissioners at a Regular Meeting held on December 10th, 2013.    

 

            Given under my official signature and seal of office, on this the 10th day of December, 2013. 

 

                                                                   ____________________________________

Paula L. Granger, Clerk of the Board of                        Commissioners of Seminole County, Georgia

 

(SEAL OF OFFICE)