MINUTES

SEMINOLE COUNTY BOARD OF COMMISSIONERS

REGULAR MONTHLY WORK SESSION

SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM

TUESDAY, DECEMBER 13, 2016

5:00 P.M.

                                                     

The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, December 13, 2016 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Roger Lane, Vice Chairman Chuck Orrick (participated by phone), Commissioner Brenda Peterson, Commissioner Darius Culverson, Commissioner Shelia Williams, Commissioner Elect Mark Spooner, 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, DECEMBER 13, 2016

6:00 P.M.

 

The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, December 13, 2016 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Roger Lane, Vice Chairman Chuck Orrick (participated by phone), Commissioner Brenda Peterson, Commissioner Darius Culverson, Commissioner Shelia Williams, Commissioner Elect Mark Spooner, and County Manager/Clerk Paula Granger. 

 

The meeting was called to order by Chairman Roger Lane.     

 

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

           

Roll call was conducted and a quorum was established. 

 

FY16 Audit Results:

 

Mrs. Margo Harrell and Mrs. Kayla Calhoun from Burke, Worsham, and Harrell provided audit books and discussed findings.  Mrs. Calhoun stated the audit went well and no major problems were encountered.  Inadequate segregation of duties is a recurring problem; however, this is a common issue with small local governments.  Expenditures exceeded budgets in several governmental and special revenue funds.  The General Fund showed an increase in unrestricted fund balance of approximately $30,000; the proprietary fund (Transfer Station), improved this year and reported a net income of $25,863; prior years reported a loss.  The MD&A and notes included in the audit provide additional detailed information. 

 

Mrs. Harrell stated she had been grooming Mrs. Calhoun for the past several years to replace her upon her retirement as a partner of Burke, Worsham, and Harrell, effective December 31, 2016; however, she will continue to work irregular hours and continue to check and sign off on audits.  Mrs. Calhoun has received her CPA license and will eventually become a partner with the firm. 

 

County Manager Granger thanked Mrs. Harrell, Mrs. Calhoun, and Mrs. Magen Zorn for their assistance with her office and congratulated Mrs. Calhoun on obtaining her CPA license. 

 

A motion to enter into Executive Session to discuss pending litigation and a personnel matter was given by Commissioner Culverson with a second by Commissioner Williams.  All in favor, motion passed.

 

A motion to end the Executive Session and enter back in to Regular Session was given by Commissioner Williams with a second by Commissioner Peterson; all in favor, motion passed.  No action was taken during Executive Session.

 

Chairman Lane requested a motion to extend the employment contract for twelve months for County Manager Granger.  Commissioner Peterson made a motion to extend the contract; a second was given by Commissioner Williams.  All in favor, motion passed.

 

Citizens Request:

 

None

 

County Officer and Constitutional Officer Request:

 

Sheriff Elliott provided a probation report for the year and copies of required annual contracts between the county and probation office for Probate Court, Magistrate Court, and Superior Court.  Chairman Lane stated he would sign the documents at the end of the meeting.    

 

Sheriff Elliott provided quotes and requested approval to purchase four vehicles as follows:  two replacement patrol vehicles, a truck for Investigator Owens, (his current vehicle will be given to Probation Officer Scott), and a Tahoe equipped with navigation for Investigator/Jail Administrator Swanner.  The funding for the Tahoe will be provided by the commissary fund, the remaining three vehicles will be purchased using SPLOST.  A motion to approve the request was given by Commissioner Peterson with a second by Commissioner Williams.  All in favor, motion passed. 

 

Road Superintendent Bobby Aiken reported the excavator that is used on a daily basis requires repair to the track adjustment at a cost of $2,858.  A motion to approve the repair was made by Commissioner Culverson with a second by Commissioner Peterson, all in favor, motion passed.  Quotes for a limb cutter will be requested and presented at the next meeting.

 

County Attorney Report: 

 

County Attorney Mills was unable to attend the meeting.

 

Old Business:

 

Chairman Lane stated a committee was appointed to look into providing secure office space for Coroner Chad Smith and EMA Director Travis Brooks.    

 

Chairman Lane stated the fire department conducted an inspection of the sprinkler system at the courthouse and found sprinkler heads located in the basement were not operational due to being sprayed with foam insulation.  County Manager Granger requested an annual inspection be performed and has contacted Georgia Auto Sprinkler to inspect and repair the system.  Chairman Lane requested a motion to engage Georgia Auto Sprinkler to inspect and fix the sprinkler system.  Commissioner Culverson requested an amount for the repairs, Chairman Lane stated he did not have a quote and would entertain a motion to table the item.  Commissioner Culverson stated he made a motion for the inspection but not do the repairs.   No action was taken.

 

Chairman Lane stated the resurfacing project for approximately 18 miles will be placed out for bid in the paper this week.

 

Chairman Lane stated the right of way acquisition on Leon Barber Road will require direction from County Attorney Mills due to the complexity of the liens, outstanding property taxes, etc.    

 

New Business:

 

Chairman Lane stated the employment contract for County Manager Granger was previously extended.  Commissioner Williams made a motion to continue the contract for another twelve months with a second by Commissioner Peterson.  All in favor, motion passed.

 

Chairman Lane reviewed a list of obsolete equipment submitted by the Board of Assessors.  A motion to declare the items as surplus and dispose of was made by Vice Chairman Orrick with a second by Commissioner Peterson.  All in favor, motion passed.   

 

Chairman Lane received a request asking the Board to consider providing $500 to fund the fireworks for the New Years’ celebration.  The City of Donalsonville and Downtown Development Authority are contributing $500 each for the event.  A motion to contribute $500 was made by Commissioner Williams with a second by Commissioner Peterson.  All in favor, motion passed.

 

Chairman Lane requested a motion to update Black Mountain Accounting & Payroll modules.  A cloud based system will provide County Manager Granger the ability to process payroll and pay invoices offsite as well as provide additional back up of data offsite.  An automatic check signer will decrease processing time; however, a second signature by a commissioner will still be required as already established.  A motion to approve the updates was given by Commissioner Peterson with a second by Commissioner Culverson.  All in favor, motion passed.

 

Appointments to the Regional Commission were discussed and Chairman Lane stated Commissioner Peterson and Mrs. Tracie Beard were both in agreement to serve an additional term.  A motion to reappoint Commissioner Peterson as the county representative and Mrs. Tracie Beard as the private sector appointee was made by Commissioner Culverson and a second by Commissioner Williams.  All in favor, motion passed.

 

Chairman Lane thanked Vice Chairman Orrick for his service on the Board.  He commended him for running for the seat and being elected by 11 votes.  Vice Chairman Orrick stated he was honored to serve with the board members.

 

Adjournment:

 

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

Citizen Stan Kennedy thanked the Board, Vice Chairman Orrick, Sheriff Elliott, and law enforcement for the job they are doing.  Mr. Kennedy stated he looked forward to Mark Spooner coming on board and thanked the board for using microphones.

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 December 13, 2016, approved by the Seminole County Board of Commissioners at a Regular Meeting held on January 10, 2017.    

 

            Given under my official signature and seal of office, on this the 10th day of January, 2017.     

 

                                                                   ____________________________________

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

 

(SEAL OF OFFICE)