MINUTES

SEMINOLE COUNTY BOARD OF COMMISSIONERS

REGULAR MONTHLY WORK SESSION

SEMINOLE COUNTY COURTHOUSE, SECOND FLOOR, SUPERIOR COURTROOM

TUESDAY, AUGUST 8, 2017

5:00 P.M.

The Seminole County Board of Commissioners held their Regular Monthly Work Session on Tuesday, August 8, 2017 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Shelia Williams, Vice Chairman Brenda Peterson, Commissioner Mark Spooner, Commissioner Jeffrey Braswell, 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, AUGUST 8, 2017

6:00 P.M.

The Seminole County Board of Commissioners held their Regular Monthly Meeting on Tuesday, August 8, 2017 in the Superior Courtroom located on the second floor of the Courthouse. Those present were Chairman Shelia Williams, Vice Chairman Brenda Peterson, Commissioner Mark Spooner, Commissioner Jeffrey Braswell, Commissioner Darius Culverson, and County Manager/Clerk Paula Granger.

The meeting was called to order by Chairman Shelia Williams.

The invocation was given by Commissioner Culverson 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 report for July, 2017 was approved on a motion by Commissioner Spooner and a second by Vice Chairman Peterson. All in favor, motion passed.

Commissioner Spooner made a motion to approve the minutes from the Regular Monthly Meeting held July 11, 2017. A second was given by Vice Chairman Peterson, all voting in favor, motion passed.

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

A Chamber of Commerce report was not provided.

Citizens Request:

Ms. Norma Trawick requested the Road Department look at Will Trawick Road in Iron City. Road Superintendent Bobby Aiken stated they had added some sand to the road and would check on it again the following day.

County Officer and Constitutional Officer Request:

Fire Chief Dean King provided a monthly report of activity performed by the fire department and volunteers for July, 2017 and listed training events that were conducted. Chief King will submit this report to County Manager Granger on a monthly basis. Chief King stated a Certificate of Compliance has been issued for Seminole County Volunteer Fire Department and covers the district around Donalsonville. The countywide volunteer roster has 39 active members; Iron City, 17; Seminole County, 11; Spring Creek, 11. The roster for Iron City includes five deputies.

Chief King requested the Board declare a county owned fire truck chassis as surplus. The truck was involved in a fire several years ago and parts are no longer available. The tank has been disassembled and will be picked up by Ga. Forestry. Chief King stated the tires on the truck are in real good condition and can be used elsewhere. A motion to declare the truck as surplus was given by Vice Chairman Peterson with a second by Commissioner Culverson. All in favor, motion passed.

Chief King provided clarification regarding private incorporated departments and indicated state law requires an agreement/contract must be in place between the private department and the county. Details regarding the area to be covered, what the private department will provide to the county and what the county will provide to the department must be documented in the agreement.

Chief King commented volunteers from each department recently participated in a training burn conducted in Donalsonville and the tanker truck from Spring Creek VFD was used as an alternate water supply. Chief King indicated Spring Creek VFD will be automatically requested to respond with the tanker truck, when someone is available, to all structure fires in the county to speed up response time. An Automatic Aid Agreement with Spring Creek VFD is not required because Spring Creek VFD is outside the five mile radius.

Commissioner Culverson requested Chief King explain the agreement between the City of Donalsonville and Seminole County. Chief King responded it is an Automatic Aid Agreement and indicates the city of Donalsonville will respond countywide if a volunteer is not available. Chief King stated city firefighters do not normally respond; however, off duty city firefighters will respond on the county truck if a volunteer is not available.

Chief King indicated each volunteer must have 24 hours of documented annual training following completion of 12 months as a volunteer to stay active on the roster and be included in the firefighter cancer insurance program. Counties are currently gathering information to be submitted to ACCG for the purpose of obtaining quotes for the cancer policy.

Chief King stated the new fire station should be completed by November 1and a new truck is being commissioned to add to the city fleet. ISO will be conducting an evaluation in February and water is the driving force to lowering the rate outside the city limits.

Commissioner Culverson discussed a knock down nozzle (force multiplier) for the truck at Spring Creek that would help with their ISO rating. Chief King stated the cost is approximately $1,600 and the county owned truck in Donalsonville has one installed, however, the county owned truck in Iron City does not. Commissioner Culverson made a motion to have Chief King acquire quotes for a pump monitor for the truck at Spring Creek and the truck in Iron City; a second was given by Commissioner Spooner. All in favor, motion passed.

Road Superintendent Bobby Aiken provided three quotes for a tractor and limb cutter as follows:

Atlantic Southern: Massey Ferguson 5612 and Diamond Limb Cutter, $114,997

Kingline: New Holland T6 145 and Tiger Limb Cutter, $115,700

John Deere: John Deere 6110M Cab and Tiger Limb Cutter, $119,690

Currently the Road Department is using Diamond and Tiger limb cutters. Following a discussion of the items, the potential resale value, and comments from Commissioners Culverson and Spooner regarding making local purchases, Vice Chairman Peterson made a motion to purchase the John Deere 6110M Cab and Tiger Limb Cutter from SunSouth for $119,690. A second was given by Commissioner Culverson, all in favor, motion passed.

Superintendent Aiken stated bids are being posted on GovDeals.com for the 2012 ambulance. The auction will end on Saturday, August 12. There have been many calls for additional details; the reserve was set at $17,000.

County Attorney Report:

County Attorney Mills provided a Resolution for amending the fee structure for administrative and inspection costs incurred when issuing permits. Attorney Mills stated permitting should be for additions or new construction and as notification to the Tax Assessors of a change in the assessment value of the property. For clarification, County Manager Granger requested Attorney Mills describe what is covered by the amendment which prompted Attorney Mills to ask Code Enforcement Officer Hawkins if he held an electrical license, plumbing license, or HVAC license; Officer Hawkins responded he did not. Attorney Mills stated he was concerned with the county conducting inspections due to a case synopsis he had reviewed concerning a house fire in Atlanta. Attorney Mills commented the code of Seminole County does not provide any reference to building codes adopted by the county, therefore, there is nothing to enforce. Attorney Mills stated Officer Hawkins can conduct a completion check rather than an inspection; however, anything Officer Hawkins signs must be stated accordingly. Following a lengthy discussion of various aspects of performing inspections and enforcing code, Attorney Mills recommended suspending inspections until he could shepardize the case. Commissioner Spooner made a motion to cease inspections and table the item; Vice Chairman Peterson made the second, all in favor motion passed.

Attorney Mills stated he had mailed the individual and Bushel and A Peck Bakery & Café, LLC a demand letter for payment. In the event it is not responded to within ten days of receipt, the note provides an additional fifteen percent for attorney’s fees. A change of address is required as stated in the loan documents, it is not the responsibility of the county to locate the debtor; the post office will attempt delivery three times and this is adequate notice

per Georgia law for imposition of the fees. Attorney Mills stated the next step is to file a lawsuit.

Attorney Mills stated he will review the sample contract provided by County Manager Granger for agreed upon fire services between Spring Creek VFD and Seminole County. This has to be in place prior to January 1, 2018 to be in compliance with the new law. Attorney Mills will revise the document to satisfy the requirements.

Attorney Mills stated TSPLOST will be ready for the ballot next year. County Manager Granger stated she had included TSPLOST information from ACCG in the packets prepared for the meeting and reminded the Board a work session with Donalsonville and Iron City needs to be scheduled quickly to review projects of common interest. Intergovernmental agreements will also need to be prepared.

Unfinished Business:

County Manager Granger stated she had received the Census 2020 packet and completed the initial application to participate. The Southwest Georgia Regional Commission is offering to assist counties with gathering data however they are currently unable to provide a quote for their services. SWGRC indicated $2,500 is available to local governments to offset the cost; this could fluctuate depending on how many counties request their services. Chairman Williams stated it is an important process to have because it will determine grants we get for the next ten years and determine how people look at our community for economic development. County Manager Granger will request a quote for SWGRC to assist with Census 2020. The boundary summary has been completed and submitted.

County Manager Granger stated a Pre Bid meeting for the Leon Barber Road Project, CDBG14, will be held on Thursday, August 10 at 11:00 a.m. Bids will be opened August 22, 2017 at 11:00 a.m. Right of way acquisition is still ongoing. County Attorney Mills and County Manager Granger will update the acquisition phase of the project after the meeting is adjourned.

County Manager Granger stated the Road Resurfacing Project is near completion. Oxford Construction will be back the week of August 21 to remove the shoulders on White’s Dairy Road and extend the traffic lanes. Repairs will also be made on Rufus Thompson Road. County Manager Granger stated her letter sent to Georgia Department of Transportation Commissioner, Mr. Russell McMurry, had resulted in $525,000 of funding for the project. County Manager Granger stated the money will be received over the next three years and will be reimbursed to the county along with LMIG funds. The final cost to the county will be approximately $500,000. County Manager Granger commented she had met representatives from the State Transportation Department at an ACCG Conference and encouraged the Board to make an effort to meet them as well at upcoming conferences. Chairman Williams thanked County Manager Granger for requesting the financial assistance and agreed on the importance of meeting these officials when possible.

County Manager Granger provided two quotes for a prefab restroom for Sealy’s Landing; however, the cost was extremely high and unacceptable. Due to the lack of quotes received for a complete remodel, bids were obtained for various phases of the project. The total cost to replace fixtures, counter top, and sinks with labor is $5,300. Lighting replacement and labor will be an additional $600. Remaining repairs to the exterior and painting can be completed by employees with a total cost of approximately $10,000 and the project will be

funded by SPLOST. County Manager Granger provided quotes from various vendors for garbage cans and picnic tables. Commissioner Braswell made a motion to proceed with remodeling, purchasing tables, and garbage cans; a second was given by Commissioner Culverson. All in favor, motion passed.

County Manager Granger received one quote for the weigh in pavilion at Reynolds Landing Park. Additional quotes were requested; Commissioner Culverson will obtain two additional quotes.

County Manager Granger stated the FY18 LMIG funds will be applied to the resurfacing project as mentioned previously.

County Manager Granger provided three quotes for a 12 x 24 office building for the Transfer Station:

Ace Hardware, $6,285

Graceland, $$6,455

Affordable Portable Buildings, $6,455

A motion was made by Commissioner Culverson to purchase the building from Ace Hardware; a second was given by Vice Chairman Peterson. All in favor, motion passed. SPLOST funds will be used for the purchase. Transfer Station Manager Gerald Worthy will finish out the inside and wire the building.

New Business:

County Manager Granger stated OSS funding in the amount of $65,000 was awarded to Seminole County for striping, signage, and raised pavement markers. These funds can also be used on the resurfacing project or the county can submit additional roads for the OSS funding. Commissioner Spooner made a motion to apply the funds to the resurfacing project; Vice Chairman Peterson made the second. All in favor, motion passed.

County Manager Granger stated she had received notification from Georgia Department of Transportation that the beginning stages of the bridge replacement on Hwy 45 at Dry Creek (Project 0013828) are underway. The letter indicates an offsite detour would not be feasible, therefore traffic would be maintained on the existing bridge during construction. Comments on the project, historic, archaeological (including cemetery and other human burials), or general design, can be addressed as outlined in the document.

County Manager Granger discussed implementing a Business/Occupational License for the county in order to track businesses operating in the unincorporated areas of the county. Donalsonville charges a $50 fee plus an additional $15 per employee and Iron City charges $25; both renew their license annually. County Manager Granger suggested the fee be waived for existing businesses for the initial license; new businesses and renewals would incur the established fee. County Attorney Mills suggested reviewing templates from other counties and commented the ordinance is to know what is going on, not a control or regulator type ordinance. Chairman Williams made a motion to pursue obtaining samples from other counties and proposed a start date of January, 2018. A second was given by Commissioner Spooner. All in favor, motion passed.

The next item on the agenda was appointment of a Deputy EMA Director. Chairman Williams stated the Board needed to discuss the appointment with EMA Director Brooks. The item was tabled on a motion by Chairman Williams with a second by Vice Chairman Peterson. All in favor, motion passed.

County Manager Granger stated an appointment was needed for the Advocate for Needy, Underprivileged, and Elderly to the County Health Board. County Health Nurse Dottie Brown recommended reappointment of Mr. Jamicah Coachman. Vice Chairman Peterson made a motion to reappoint Mr. Coachman and a second was given by Commissioner Braswell. All in favor, motion passed.

County Manager Granger provided the Board with three quotes for a mosquito sprayer. Due to the absence of Assistant Road Department Superintendent Richard Adams, Code Enforcement Officer Mark Hawkins discussed the various options available.

ULV Cold Fogger with diaphragm pump, $7,739

ULV Cold Fogger with FMI pump, $12,193

UVL Cold Fogger, $12,500

Following the discussion on the various options available, Commissioner Spooner made a motion to allow Assistant Road Department Superintendent Adams to select the appropriate sprayer without exceeding $12,500. A second was given by Vice Chairman Peterson. All in favor, motion passed.

County Manager Granger stated she would be attending the Clerk’s Conference in Athens, GA on September 10 – 12, 2017, and would not be able to attend the Regular Monthly Meeting on September 12, 2017. Additionally, the October 10, 2017 Regular Meeting is during the ACCG Conference being held in Augusta, GA October 10 – 13, 2017. A motion to reschedule the two meetings on September 19, 2017 and October 17, 2017 was made by Vice Chairman Peterson. Commissioner Braswell provided the second, all in favor motion passed. Notices will be posted and sent to the local newspaper.

County Manager Granger discussed the possibility of implementing a countywide garbage collection service. County Attorney Mills commented Clay County has been doing this for several years and they do their own collection and billing; however, they originally started with a privatized service. County Manager Granger stated recycling would be beneficial to residents along with the service if at all possible. Commissioner Culverson made a motion to allow County Manager Granger proceed with obtaining information on implementing the service and requested a meeting be scheduled with Mr. David Dent with Advanced Disposal. County Manager Granger asked City Councilman Travis Brooks if the city was interested in a privatized service; he indicated the city had previously entertained the option but they currently are not looking to change. A second was given by Chairman Williams; all in favor, motion passed.

County Manager Granger presented an Alcohol Beverage License application for Mrs. Kylah Corbitt for Seminole Grill. A motion to approve the license was given by Commissioner Culverson with a second by Commissioner Spooner. All in favor, motion passed.

Announcements:

August 16, 2017, Economic Development Academy held in Albany.

September 10 – 12, 2017, Georgia County Clerk Training held in Athens.

October 1 – 4, 2017, Georgia Government Finance Officer Conference, Savannah.

October 10 – 13, 2017, ACCG Legislative Leadership Conference, Augusta.

Adjournment:

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

SEMINOLE COUNTY BOARD OF COMMISSIONERS

Mark Spooner

Shelia Williams

Brenda Peterson

Jeffrey Braswell

Darius Culverson

PAULA GRANGER, CLERK