MINUTES

SEMINOLE COUNTY BOARD OF COMMISSIONERS

REGULAR MONTHLY WORK SESSION

SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM

TUESDAY, MARCH 14, 2017

5:00 P.M.

The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, March 14, 2017 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Roger Lane, Vice Chairman Shelia Williams, Commissioner Mark Spooner, Commissioner Brenda Peterson, Commissioner Darius Culverson, 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, MARCH 14, 2017

6:00 P.M.

The Seminole County Board of Commissioners held their Regular Monthly Meeting on Tuesday, March 14, 2017 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Roger Lane, Vice Chairman Shelia Williams, Commissioner Mark Spooner, Commissioner Brenda Peterson, Commissioner Darius Culverson, and County Manager/Clerk Paula Granger.

The meeting was called to order by Chairman Lane.

The invocation was given by Chairman Lane followed by the Pledge of Allegiance.

Roll call was conducted and a quorum was established.

Submission of Financial Report, Minutes, Digest Errors & Additions, Errors & Releases, Chamber Report

The financial reports for January and February, 2017 were approved on a motion by Vice Chairman Williams and a second by Commissioner Peterson. All in favor, motion passed.

The minutes from the Regular Monthly Meeting and Executive Session held January 10, 2017 and the Regular Monthly Meeting held February 14, 2017 were approved on a motion by Vice Chairman Williams with a second by Commissioner Spooner. All in favor, motion passed.

The Digest Errors & Additions, Errors & Releases report was approved on a motion by Vice Chairman Williams with a second by Commissioner Peterson. All in favor, passed.

The Chamber of Commerce report was unavailable for review.

Citizens Request:

None

County Officer and Constitutional Officer Request:

Code Enforcement Officer Mark Hawkins discussed a complaint regarding semi-truck and trailer traffic at Arrowhead Estates. A copy of the covenant signed by property owners in the residentially zoned neighborhood was provided to the Board and states the following:

“OBJECTS CLUTTERING NEIGHBORHOOD, no house trailer, or large

bus such as is used in hauling school children or other like vehicles shall

be kept, parked, used or stored on any of the premises, it being the intention

of this restriction to keep anyone from cluttering the neighborhood with

huge vans, trucks, trailers and like vehicles.”

Officer Hawkins stated the issue had been resolved; however, “no truck traffic” signs will be purchased and installed at the entrances of Arrowhead East and Arrowhead West.

County Attorney Report:

County Attorney Mills provided the Board with an updated status report.

The intergovernmental agreement with the city of Donalsonville regarding the joint task force officer was reviewed. A monthly budget will be set up for all costs associated with the officer; any cost overruns will be adjusted before the termination of the agreement, and the city will make monthly payments to the County. Attorney Mills requested the Board approve the agreement; Commissioner Culverson provided the motion, Commissioner Peterson made the second. All in favor, motion passed.

Seminole Partnership Development, LTD has filed a new appeal. Attorney Mills stated he provided the Clerk of Superior Court procedural guidance regarding the requirements for the appeal hearing.

Declaration of Taking documents were provided for two parcels on Leon Barber Road, Leroy Saffold and S.T. Fedd parcels. The declaration will provide immediate transfer of the title to the property for right of way acquisition. Attorney Mills requested approval from the Board to proceed with the Declaration of Taking; Commissioner Spooner provided the motion, Chairman Lane provided the second. All in favor, motion passed.

Unfinished Business

Commissioner Culverson stated he and Vice Chairman Williams would like to pursue building the annex. County Manager Granger stated $500,000 was collected during SPLOST IV and additional funding is currently being collected. County Manager Granger stated she would contact Stacy Watkins and determine what the original plans were for the annex and provide at the next meeting. Chairman Lane thanked the committee and requested County Manager Granger proceed with gathering information on the original project scope for the annex.

County Manger Granger stated a preconstruction meeting will be held in her office on March 23, 2017 at 11:00 a.m. with Oxford Construction Company and Stacy Watkins. Items to be discussed are the LMIG project on Burl Lane Road and Brackin Road along with the countywide resurfacing project. Tentative plans are to start resurfacing in April.

Chairman Lane stated he talked with Don Merritt regarding the Reynolds Landing Park ramp extension. Rental equipment is currently being relocated to the park and work will begin soon. The plan is to close one ramp at a time until work is completed in order to allow continued usage of the park.

County Manager Granger stated testing was successful and the tentative date for migrating Black Mountain Software to the cloud is March 30, 2017.

County Manager Granger provided a drawing of the new sign for Reynolds Landing Park. No changes were requested. Commissioner Culverson stated he and County Manager Granger will visit the park and determine the location for displaying the signs as well as identify any unapproved signage in the park area. No littering signs will also be posted.

Chairman Lane stated he was contacted by the Chamber of Commerce regarding funding for Big Pig Bass Promotions. This circuit of tournaments is being supported by the Chamber and Downtown Development Authority in the amount of $5,000 and they plan to hold their final tournament at Reynolds Landing Park to coincide with the Big Fish Festival. No action was taken.

County Manager Granger stated she received a quote from Blough Tech regarding IT support, hardware and software upgrades earlier that day. Due to being unable to review their proposal prior to the meeting, County Manager Granger requested the item be tabled. A motion to table the item was given by Commissioner Spooner with a second by Commissioner Peterson. All in favor, motion passed.

County Manager Granger stated she received one additional quote for roof replacement at EMS and is waiting on one more. The item was tabled until obtaining a third quote on a motion by Vice Chairman Williams and a second by Commissioner Culverson. All in favor, motion passed.

Chairman Lane requested an update on the SWGRC Multimodal Safety Access Grant. County Manager Granger stated no areas were identified that meet the requirements of the grant and the

deadline is March 15, 2017. Commissioner Spooner indicated there may be one other area that could be considered, the committee will meet the following day.

New Business

Chairman Lane discussed the EMS proposals and stated County Attorney Mills had submitted a recommendation in his status report regarding the proposed Grady EMS contract. Modifications were required for the Clay County / Grady EMS contract and were accepted by both parties; the same modifications will be recommended for Seminole County. A motion to table the item was provided by Commissioner Spooner and a second by Chairman Lane. All in favor, motion passed.

Chairman Lane stated he had signed the annual proclamation for LifeLink of Georgia.

County Manager Granger stated she received notice from Decatur County they would no longer transport our waste from the Transfer Station to the Decatur County Landfill following completion of our current contract that ends February 28, 2018. Chairman Lane requested County Manager Granger begin advertising for bids for transporting waste.

County Manager Granger stated she received a notice from the Department of Transportation indicating $1.5 million of additional funding is available for striping projects. County Manager Granger requested the Board approve submission of the remaining list from the prior year. A motion to submit the list was given by Vice Chairman Williams with a second by Commissioner Peterson. All in favor, motion passed.

Chairman Lane stated he received a letter from John P. Drake requesting a refund for sixteen years of property taxes paid on 30 acres of land that was sold. Ms. Fannie Barber discussed the details of the 30 acres with the Board during the work session and indicated the property record card was not updated in the Tax Assessors’ office and tax bills continued to be sent and were paid by the prior and current owner. Attorney Mills reviewed the letter and recommended the refund be issued as a single payment made payable to the tax payer billed as listed on the property record card for the previous five years. A motion to approve the refund and issue a refund check in the amount of $2,242.33 was made by Commissioner Culverson with a second by Commissioner Spooner. All in favor, motion passed.

For budgeting purposes and consistency within all county offices, County Manager Granger requested the Board consider a per day standard amount for meals when traveling on county business. All county offices have a set amount of $40 per day for meal allowance with the exception of the Board of Assessors and employees in the Tax Assessors Office who receive $50 per day. These funds are taxable and should be processed through payroll if receipts are not required. A motion to leave meals as is was made by Vice Chairman Williams with a second by Commissioner Spooner. All in favor, motion passed.

County Manager Granger provided a letter from Mrs. Megan Baldwin, Coordinator for Family Connection, requesting an office, meeting room, and area to hold events for teenaged expecting mothers. She is currently housed at the alternative school, however, the Board of Education is

relocating to that facility and she will no longer have the space required for the grant funded program. Chairman Lane requested a motion to table the item until suitable space can be found. Commissioner Peterson made the motion and Commissioner Spooner provided the second. All in favor, motion passed.

County Manager Granger provided a contract for leasing a Ricoh network Bluetooth copier/printer for the Board of Commissioners’ office in the amount of $81.39 per month including all toner and color cartridges and monthly maintenance service, plus $.01 for black and white copies and $.08 for color copies. The current printer is not designed to perform the volume of work associated with payroll processing, accounts payable, or large reports in excess of 100 pages. A motion to enter into the contract with Ricoh was given by Vice Chairman Williams and a second by Commissioner Culverson. All in favor, motion passed.

County Manager Granger stated she was notified that Mrs. Catherine Pugh has retired from the Department of Family and Children Services Board. County Manager Granger stated she requested a list of potential appointees, eligibility requirements for Board members, and a meeting schedule from Ms. Ginger Weathersby. Chairman Lane requested a motion to table the item until receiving the information; Commissioner Culverson provided the motion with a second by Commissioner Peterson. All in favor, motion passed.

County Manager Granger stated she was contacted by the Region 4 Mental Health Developmental Disabilities and Addictive Diseases Regional Advisory Council regarding a replacement for board member Mrs. Shelia Williams who completes her second term on April 10, 2017. Vice Chairman Williams indicated she had been in contact with a potential candidate and should know within the next couple of weeks if the appointment can be made. A motion to table the item was given by Commissioner Peterson and second by Commissioner Spooner. All in favor, motion passed.

County Manager Granger provided the Board with information regarding grant funding available through the Solid Waste Trust Fund for hosting an amnesty scrap tire cleanup day. A motion to apply for the grant was given by Commissioner Spooner and a second by Commissioner Culverson. All in favor, motion passed.

Announcements:

A Pictometry presentation will be held March 29, 2017 at 11:30 a.m., County Extension Office.

Hydrilla Update Meeting with Congressman Sanford Bishop, April 13, 2017, 6:00 p.m., Seminole County Superior Courtroom.

ACCG Annual Conference, April 28 – May 1, 2017, Savannah; travel packets were included with meeting materials.

Adjournment:

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