MINUTES

SEMINOLE COUNTY BOARD OF COMMISSIONERS

REGULAR MONTHLY WORK SESSION

SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM

TUESDAY, NOVEMBER 18TH, 2014

5:00 P.M.

                                                     

The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, November 18th, 2014 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Chuck Orrick, Commissioner Roger Lane, Commissioner Darius Culverson, Commissioner Shelia Williams, and County Manager/Clerk Paula Granger.  Vice Chairman Peterson was absent.

                           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 18TH, 2014

6:00 P.M.

 

The Seminole County Board of Commissioners held their Regular Monthly Meeting on Tuesday, November 18th, 2014 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Chuck Orrick, Commissioner Roger Lane, Commissioner Darius Culverson, Commissioner Shelia Williams, and County Manager/Clerk Paula Granger.  Vice Chairman Peterson was absent.

 

The meeting was called to order by Chairman Orrick.

 

The invocation was given by Commissioner Williams followed by the Pledge of Allegiance. 

 

Roll call was conducted and a quorum was established.  County Manager Granger stated Vice Chairman Peterson was absent due to illness in her immediate family, however, she is frequently informed of ongoing issues regarding the county.

 

Submission of Financial Statements and Minutes:

The financial report for September 2014 was approved on a motion by Commissioner Lane and a second by Commissioner Williams.  All in favor, motion passed.

 

The following meeting minutes were approved on a motion by Commissioner Lane and a second by Commissioner Culverson:  CDBG Public Hearing, October 14th, 2014; Regular Monthly Meeting, October 14th, 2014; Executive Session, October 14th, 2014.  All in favor, motion passed. 

 

Citizens Request:

County Manager Granger stated she requested Tax Commissioner Hornsby be present at the Board meeting to address concerns regarding properties owned by Mrs. Marie Barber and her late husband, Mr. Ervin Barber, who passed away in December, 2013.  Mrs. Hornsby notified Mrs. Granger shortly before the meeting she was unable to attend. 

Mrs. Barber stated she came to the Courthouse during February, 2014, to follow up on various items normally taken care of by her late husband.  During this visit, Mrs. Barber spoke with Ms. Farran Kirkland and was informed all taxes for 2013 had been collected for properties owned by Mr. Ervin Barber and Mrs. Tommie Marie Barber.  This conversation was witnessed by Ms. Fannie Barber.  Ms. Fannie Barber then assisted Mrs. Marie Barber by calling Donalsonville City Hall and was told their 2013 city taxes for their properties had not been paid.  Mrs. Barber stated she went to City Hall and paid the taxes. 

 

Mrs. Barber stated she received a letter from Tax Commissioner Hornsby in September, 2014, indicating the property taxes for 2013 had not been paid.  This was the first notification of nonpayment following the conversation with Ms. Kirkland in February. Commissioners Lane and Culverson both indicated they would need to see a paid receipt to prove the taxes were paid.  Mrs. Barber stated she was unable to provide a receipt because she had allowed someone to use their truck and the bag of receipts kept in the truck was missing. 

 

County Manager Granger described the complexity of the computer system used by Ms. Kirkland and the fact that she may have been looking at the wrong year when she told Mrs. Barber the taxes were paid.  Normally, the bills are pulled when a customer pays their taxes, stamped, and separated.  One copy is given to the taxpayer and serves as a receipt.  County Manager Granger stated the tax bills are all intact in the filing cabinet with the exception of Mrs. Barbers’ home which was paid by her mortgage company.  County Manager Granger then commented this situation is unique and not connected to current issues in Tax Commissioner Hornsby’s office regarding missing tax payments that were previously paid.

 

Following the discussion, County Manager Granger requested approval from Mrs. Barber and the Board to conduct additional research on the issue.  Mrs. Barber approved and a motion to table the item for further research was given by Commissioner Lane with a second by Commissioner Culverson; all in favor, motion passed.

 

County Officer and Constitutional Officer Request:

 

Sheriff Heath Elliott previously discussed outsourcing inmate medical care.  One quote has been provided by Southern Correctional Medicine; however, no other bids have been submitted.  The item was tabled on a motion by Commissioner Lane and a second by Commissioner Williams.  All in favor, motion passed.

 

911 Coordinator Paula Whaley requested the Board approve the purchase of Remote Monitoring at a cost of an additional $761.44 per month.  This monitoring system should have been included in the contract that was signed in 2012; however, it was overlooked.  Ms. Whaley then requested the Board approve the purchase of two stand-alone phones, one for each 911 console, at a total cost of $4,411.50.  This request comes after a failure of the 911 system resulting in callers having to dial the admin line for assistance.  A motion to purchase Remote Monitoring and adding two phones using 911 funds was made by Commissioner Lane with a second by Commissioner Culverson.  All in favor, motion passed.

 

Ms. Whaley proceeded with an additional request to purchase Addressing Solution.  The item was tabled for one month on a motion by Commissioner Williams, allowing Ms. Whaley time to review the 911 budget.  A second was given by Commissioner Lane.  All in favor, motion passed. 

 

Road Superintendent Bobby Aiken provided quotes from Mike Floyd paving for road repairs on Hebrew Road and Nine Hole Road.  No other quotes were available due to the small size of the projects.  Commissioner Lane made a motion to approve repairs on Hebrew Road in the amount of $5,100.00.  A second was given by Commissioner Culverson.  All in favor, motion passed.  Commissioner Lane made a motion to approve repairs on Nine Hole Road in the amount of $6,900.00, with Code Enforcement Officer Hawkins checking all irrigation systems to see if they have been retrofitted to prevent water from hitting the road.  A second was given by Commissioner Culverson.  All in favor, motion passed.

 

Mr. Aiken presented the Board with a quote for an operating module for the Kamatsu.  The cost for a remanufactured module including installation is $4,800.  A new module is $6,700 with installation.  A motion to purchase the remanufactured module was made by Commissioner Lane; a second was made by Commissioner Culverson.  All in favor, motion passed.  Mr. Aiken stated the road department will be working on cross drains on Ash Crossing Road and Phil Spooner Road.

     

County Attorney Status Report:

 

Ms. Kate Neely from the Office of Solar Development informed the Board they were recently awarded an additional project from Georgia Power.  This project will be located adjacent to the 11 acre solar field on the Fox property.  Ms. Neely indicated an interconnect line would need to be installed along Old Jakin Road and across Pool Road, overhead or underground.  County Attorney Mills stated an easement would be required from the property owners, not the county.  The county right of way extends only to the area the county maintains.  A motion to approve the request to run lines above or underground, pending approval by the property owners, along Old Jakin Road and Pool Road, was made by Commissioner Lane with a second by Commissioner Culverson.  All in favor, motion passed.    

 

County Attorney Mills provided an Ordinance regarding amending the zoning map and granting variances for the Office of Solar Development.  A motion to accept the ordinance as stated with the exception of Section 1, 16.2 acres will be changed to 31.2 acres, was given by Commissioner Lane.  A second was given by Commissioner Culverson.  All in favor, motion passed. 

 

County Attorney Mills discussed the lease and transfer agreement for the gymnasium property between the Seminole County Board of Commissioners and the Development Authority.  Mr. Mills presented the Board with a Resolution providing for and approving the execution and delivery of the “lease and transfer agreement” with the Development Authority.  Commissioner Williams made a motion to adopt the Resolution; a second was given by Commissioner Culverson.  All in favor, motion passed.  Mr. Mills also provided a Resolution and lease agreement for the Development Authority and Friends with Jesus to be delivered by County Manager Granger.   

 

Mr. Mills stated the SPLOST III Resolution and Referendum indicated funds were to be collected for the purpose of building a joint city/county fire and EMS facility.  EMS was removed due to obtaining the GSP facility.  Since no intergovernmental agreement was executed with the 2003 SPLOST referendum, Mr. Mills prepared an intergovernmental agreement as the law now allows it.  Mr. Mills presented a Resolution to execute the intergovernmental agreement with the city of Donalsonville.  A motion to adopt the Resolution was given by Commissioner Lane with a second by Commissioner Williams.  All in favor, motion passed.  Mr. Mills also prepared a Resolution for the city of Donalsonville to be delivered by County Manager Granger.

 

Mr. Mills addressed a request by Bainbridge State College to use the fire training facility at the Farmers Market for their Fire Sciences program.  Mr. Mills will prepare a lease agreement for use of the facility.  A motion to allow BSC use of the facility was made by Commissioner Lane and a second was given by Commissioner Williams.  All in favor, motion passed.

 

Mr. Mills stated our Alcohol Beverage Ordinance will need to be amended due to passage of the referendums on Sunday sales and pouring.  Mr. Mills will prepare the amendment and the first reading will take place at the December meeting.   

 

Mr. Mills mentioned Exhibit A of the SPLOST V Intergovernmental Agreement.  County Manager Granger will be modifying the document and distributing to both Iron City and Donalsonville.

 

 

Old Business:

 

County Manager Granger stated the Dedication Ceremony for Reynolds Landing Park is scheduled for Friday, November 21st, 2014 at 11:00 a.m.  Invitations to the event were sent to local and state representatives, chamber members, school board members, Iron City and Donalsonville city councils, DNR, and the Corp of Engineers.

 

County Manager Granger stated the driveway issue on Nichols Subdivision Road was completed at a cost of $400.

 

County Manager Granger informed the Board the Clem Copeland Road paving project will be put out for bid in January.  The Department of Transportation has been notified this project was held up due to delays relating to heir property.

 

County Manager Granger stated a CDBG meeting was held on November 3rd, 2014 with Mr. Bob Roberson, grant administrator, and Mr. Robert Compton from the Department of Community Affairs.  Guidelines of record keeping were discussed as well as the 24 month timeline of the Leon Barber Road project.  The first step will be obtaining right of ways from property owners along the project area, which could take months to complete.  Mr. Roberson and Stacy Watkins will work with Attorney Mills on the paperwork required for this stage of the project.

 

County Manager Granger stated the brick paver project is almost complete.  Remaining bricks are to be engraved with names of commissioners who have served on the Board since inception of the project.

 

County Manager Granger stated the northbound lane of Brackin Road was closed on October 15th for approximately ¼ of a mile.  We are waiting on survey results and recommendations from Stacy Watkins.

 

County Manager Granger and Commissioner Lane met with Mr. Michael Stokes on October 15th, 2014 regarding the ISO evaluation and fire resources throughout the county.  Mr. Stokes reviewed the documentation prepared by Chief Brooks, Chief Starr, and Chief Hornsby.  Mr. Stokes indicated Spring Creek Volunteer Fire Department would not be included in the evaluation because they are incorporated and operate under a board of directors.  Mr. Stokes stated the evaluation process will take approximately five months to complete.

 

County Manager Granger stated she had been in contact with Mr. Doug Young of PDC Construction in Bainbridge regarding the removal of lead based paint at the training school and training for asbestos removal.  Mr. Young stated he was assisting the Friendship House with renovation of the gymnasium located beside the training school and he was somewhat aware of the condition of the school.  A copy of the analysis conducted by TTL and the asbestos abatement plan was given to Mr. Young for his review.  A follow up meeting will be held once he has reviewed the documents. 

 

New Business:

 

County Manager Granger prepared a fee summary for alcohol licenses for surrounding counties for the Board to review.  Since renewals are sent out in October, some businesses have already paid for their 2015 license and additional fees for Sunday sales or pouring cannot be assessed.  County Manager Granger stated the entire fee structure for all permits, whether building permits, alcohol license, etc., all need to be reviewed and implemented at the start of the next fiscal year or January 2016.  County Attorney Mills discussed the options for new establishments.      

 

County Manager Granger provided a quote from Mr. Charlie Toliver in the amount of $11,500 for scraping and painting the ceiling at the Health Department.  Other contractors who were contacted declined the job.  Commissioner Lane made a motion to accept the bid with a second by Commissioner Culverson.  All in favor, motion passed. 

 

The Regional Commission requested the Board appoint representatives to serve on their Board.  Current representative are Vice Chairman Peterson who serves as Chairman on the Board, and Mrs. Virginia Harrison.  Both Iron City and Donalsonville city councils are in favor of reappointing Mrs. Harrison.  Commissioner Lane made a motion to reappoint Vice Chairman Peterson and Mrs. Harrison to the Board.  Commissioner Williams provided the second, all in favor, motion passed. 

 

Chairman Orrick stated the Recreation Committee and Rec Director Fain wants to add two additional ball fields for tournament purposes.  Mr. Fain has requested assistance from the Road Department in preparing the fields.  Commissioner Culverson made a motion to add the two additional fields with assistance from the Road Department.  A second was given by Commissioner Williams.  All in favor, motion passed.

    

Announcements:

 

The holiday meal is Wednesday, November 19th, 2014 at noon.  Painting in the basement will take place on Wednesday, November 27th after lunch.  Commissioner Culverson made a motion to close the courthouse at 3:00 p.m. on November 27th, 2014.  A second was given by Commissioner Lane, all in favor, motion passed.

 

Commissioner Williams will be attending Newly Elected Commissioner training in Athens on December 2nd – 5th.    

 

Adjournment:

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

 

SEMINOLE COUNTY BOARD OF COMMISSIONERS

Brenda Peterson

Roger Lane

Chuck Orrick

Darius Culverson

Shelia Williams

 

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 the 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 18th, 2014, approved by the Seminole County Board of Commissioners at a Regular Meeting held on December 9th, 2014.    

 

            Given under my official signature and seal of office, on this the 9th day of November, 2014.   

 

                                                                   ____________________________________

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

 

(SEAL OF OFFICE)