MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON JULY 10, 2007
The meeting was called to order at 9:00 a.m. by Chairman Ferrell Henry, with Commissioners A. James Nance, Brad Faircloth, and William Culpepper in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney David Forehand, Financial Director Sherrie Leverett, and Secretary Linda Finch. Commissioner Faircloth gave the invocation, and Administrator Crapse led the audience in the Pledge of Allegiance to the Flag of the United States of America.
Motion was made by Mr. Nance to approve the minutes of the meetings of June 12th and June 28th, 2007, seconded by Mr. Culpepper, motion carried unanimously.
PUBLIC HEARING - EIP GRANT
Brittany Moore reported that this is for the EIP Grant for $500,000 so the IDA can purchase land for the GoldenŐs Foundry project. It is located in the Westcast building, they are providing between 100 and 150 jobs in a two-year period, and investment is going to be around $7.5 million. Chairman Henry opened the Public Hearing and asked for any comments in favor of applying for the EIP Grant, there were none; he then asked for any comments opposing the request, there were none, and he closed the Public Hearing. Ms. Moore advised that this project is a good fit for this building. Mr. Nance stated that he is excited about the prospect of bringing in 100 to 150 jobs, and is very supportive of the project. Mr. Faircloth and Mr. Culpepper were happy to here the good news also with more job opportunities for our citizens.
PUBLIC HEARING - PROPOSED TEXT AMENDMENT
Chairman Henry opened the Public Hearing for the consideration of a proposed text amendment on rezoning property on U.S. Hwy. West from GC (General Commercial) to HC (Heavy Commercial), and advised that the decision will be made at the next Commission meeting. He asked for those to speak in favor of the proposed Text Amendment, there was none; he then asked for anyone who opposed the request, and there was none. Connie Sangster, Planning Director, reported that this is in conformity with the existing property now instead of spot zoning, and all of the existing uses are still allowed in the Heavy Commercial zoning. Chairman Henry then closed the Public Hearing.
PUBLIC HEARING - LIGHTHOUSE MISSION
Chairman Henry opened the Public Hearing, and advised that this is a request from Lighthouse Mission (with the property owners permission) for a Special Use Permit to locate a Church/Place of Worship in an RR (Rural Residential) zone district. Property located at 682 Bridges Road, and the decision can be made today. He asked for those to speak in favor of the request. Tommy Stewart reported that he has been preaching about 30 years, and they have been using the Bridges Clubhouse as a church for a couple of years. Since that time, the club has disbanded, and the Lord blessed them to get the opportunity to buy the building, so they would like to get it zoned correctly so they can continue their work. Betty Ann Stewart and Mrs. Young were also in favor of the request. Chairman Henry asked for anyone that opposed the request, there was none, so he closed the Public Hearing. Motion was made by Mr. Faircloth to issue a Special Use Permit to locate a Church/Place of Worship in a Rural Residential zone district, seconded by Mr. Nance, with Mr. Culpepper abstaining, motion carried.
ADOPT CRISP COUNTY NUISANCE ANIMAL ORDINANCE
Administrator Crapse reported that in April, 2006, the Board adopted a Nuisance Animal Ordinance, however the Ordinance has been updated significantly and the fees and fines have been added, and to avoid confusion, they felt like it would be better just to adopt a new Ordinance. Also, subject to the Attorney's comments, he recommends that the Board adopt the Ordinance. Mr. Forehand reported that over the years the Sheriff's Department has received a lot of calls from folks where dogs had destroyed property and repeatedly engaged in patterns of behavior that made people feel unsafe. The county already has a Dangerous Dog Ordinance where there are provisions if a dog actually bit somebody. The revisions that have been made between last year and this year regarding the Nuisance Ordinance primarily dealt with having in place a mechanism to enforce the act and provides for a procedure. He said when the Sheriff's Department goes out and decides that this is a nuisance animal within the definition defined in the Ordinance, they will notify the owner. The owner has the opportunity to have a hearing in front of a board of five people. After the hearing, the board will determine if this is a nuisance animal or not. If it is a nuisance animal, the animal will have to be restrained or kept from getting out of the yard. If this dog gets out or the owners do not restrain the animal, the next time there will be some penalties for the owners and a procedure for a hearing in the Magistrate Court, and the Judge will decide whether or not the violation has occurred, and if guilty, there may be fines imposed. The other Ordinance just had some gaps in it about what would happen if this happens, etc., and this Ordinance broadens it beyond dogs to animals, plus it provides for nuisance actions other than biting. Administrator Crapse asked about the difference in the Animal Control Board and the Animal Service Board, and Mr. Forehand explained that there are two different procedures in place, one is if you have a dangerous dog, there is a board that is already appointed, so you may want to make it the same board. Administrator Crapse asked, if the board would be appointed by the Commissioners, and Mr. Forehand replied yes. Lisa Leggett from Crisp County Health Department advised that they had a meeting yesterday regarding a dangerous dog, their concern is the young children, and she thinks this is a great step to help them to control that animal before it becomes a serious problem. Motion was made by Mr. Faircloth, upon the recommendation of the Administrator and Attorney, to adopt the Crisp County Nuisance Animal Ordinance, seconded by Mr. Culpepper, motion carried unanimously.
ADOPT RESOLUTION ON TERMS FOR THE BOARD OF TAX ASSESSORS
Administrator Crapse reported that at the request of the Tax Assessors' Office, this Resolution establishes the terms of office of the members of the Board of Tax Assessors, and in addition to that, it implements the regular term of four years and establishes staggered terms so that the majority of the members terms do not expire in a single year. The Resolution will designate two of the initial terms as five-year terms, and will also bring the county into compliance with the state statues that require we have a Resolution establishing the terms of the Board of Assessors. The Resolution is simple, and it does provide that in accordance with the state statue, that the terms of the Board of Tax Assessors be set and the appointments be staggered, it allows members to take full advantage of the education and training during their service, it establishes the regular term at four years, and it directs that two of the terms of the Board of those appointed in 2007 be extended for an initial term of five years with subsequent terms going to four years. There are two terms on the Board that expire in August, and one in July, 2007, and in talking with Chief Quick and learning that this is the time of year where we have appeals going on, they discussed how this timing could work. When these Board members are appointed, they stay in place until replaced although there is an expiration date. By August most of the appeals process will be over with an existing Board, so August is the ideal time to make a turnover, if you have a turnover. Motion was made by Mr. Nance to adopt the Resolution Establishing the Terms of Appointment for Crisp County Board of Tax Assessors, seconded by Mr. Culpepper, motion carried unanimously.
APPOINTMENT TO THE CRISP COUNTY BOARD OF HEALTH
Administrator Crapse reported that Dr. Busbee submitted his resignation effective June 30, 2007 on the Crisp County Board of Health, and Dr. Charles Ruis has submitted his name through the Health Department to succeed Dr. Busbee for the remainder of his unexpired term. He has talked with the Health Department, they have not had any other applicants, and he would recommend the Board appoint Dr. Charles D. Ruis as the Board's representative. Dr. Ruis is a practicing physician, which is a requirement for this seat on the board. Dr. Busbee's current term expires December 31, 2009. Motion was made by Mr. Nance to appoint Dr. Charles Ruis to replace Dr. Busbee on the Crisp County Board of Health, term expiring December 31, 2009, seconded by Mr. Faircloth, motion carried unanimously. Chairman Henry wanted to make sure that Commissioners thank Dr. Busbee for serving on this Board for so long as he has had such a positive impact on our community for so many years.
APPOINTMENTS TO THE CRISP COUNTY POWER COMMISSION
Chairman Henry appointed James Nance, William Culpepper, and himself to a six month term from July 1, 2007 until December 31, 2007 on the Crisp County Power Commission.
AWARD CONTRACT TO POH/TURNER CONSTRUCTION FOR JUDICIAL CENTER CONSTRUCTION
Administrator Crapse reported that the two proposals they received for the Judicial Center were very close and he went over the scoring from the first set of submissions. The technical scores and cost, which were based on the total fees plus the construction cost, the POH/Turner team had a score of 206, and IPG/Dublin had a score of 171, and since they were 50/50, they cut those totals in half making the scores of 69 to 57. There were some anomalies in this, so they asked both teams for a best and final figure based on the architectural design, pre construction phase, and again they came back with differing answers. POH/Turner came back with 8.45% as their pre construction cost, and IPG/Dublin came back with a 7.45% as their cost, which left a delta of 1%. He then laid out costs at certain dollar figures, and went over those numbers. He then went over the scoring for the second round of submittals, which they were looking for the design cost only against construction costs, and in this case, if the design cost was less than 5%, one got 50 points, less than 6%, one got 40 points, all the way to over 9 would be zero points. The POH/Turner was a 10, and the IPG/Dublin score was 20 because they had less cost. They then took the original technical score and added the new cost score, and the overall scores ended with POH/Turner at 176 and IPG/Dublin at 141 for a total weighted score of 88 versus 71 in favor of POH/Turner. This tells us that the technical package at 50% overtook the cost package at 50%. Regarding the General Conditions, the POH/Turner team elected to modify their General Conditions and basically said that at the $5.5 million level, the cost would be 10.2% or $561,000, going to the $6 million level, they would reduce the cost to 9.7% or $582,000, the payment went up because there was more cost involved, and that continues until you get to the end of the line with $616,000 cost. IPG/Dublin did not modify there's, so it remains the same on the chart at $645,000. Based on the $5.5 million cost, it would be $29,000 cheaper to hire POH/Turner and at $6 million it would still be cheaper with POH/Turner, but when you go to $6.5 million, then the delta is $18000 in favor of IPG/Dublin POH/Turner. He reported that according to their scoring matrix and our pre-designated grading, in the final analysis POH/Turner comes in with a final score of 88 and IPG/Dublin at 71. He advised that they interviewed both teams, and he went over some of the questions that were asked of each team. One particular question was asked who was in charge of cost control in the pre-construction phase; for the POH/Turner team they have a particular person specifically assigned as a pre-construction manager in charge of controlling cost, and the IPG/Dublin team has the same individual drawing the plans that is in charge of cost control, which is something we did not wish to happen. Another key point we asked was what was the bonding rate, IPG/Dublin advised that theirs would be 5% or 6% of construction cost for the bond or $275,000, which would be a cost that is passed on to the County. POH/Turner team advised that theirs would be 1.415% or 100% of the bond, so the cost to the county would be 1.41% versus 5%, and they thought that was quite a difference. Administrator Crapse stated that based on the interviews, the technical and cost packages, it is the recommendation from himself and John Crow that the POH/Turner team be engaged to design/build the Courthouse Judicial Complex Center based strongly on their technical expertise and very little difference in cost overall; they believe that this is the best value to the county and would give us the best product. Motion was made by Mr. Faircloth to award the Crisp County Judicial Center Annex design/build project to POH/Turner Construction, seconded by Mr. Nance, motion carried unanimously. Commissioners thanked Administrator Crapse, John Crow, and all the others involved in helping with this selection.
RESOLUTION OF INTERGOVERNMENTAL AGREEMENT ON HOSPITAL BONDS
Attorney Forehand reported that we do not have the Resolution yet regarding the Hospital Bonds, and Administrator Crapse advised that there are some things that have come to light that he thinks the Board needs to be aware of since the last time the Board was briefed. He stated that we actually have two windows to get the Resolution signed, one being the July meeting and the other the August meeting, and since the Hospital Authority will vote on this two weeks from now, he thinks it is prudent to 1) wait until we get a Resolution in hand, and 2) let the Hospital Authority take the lead in this. After we the Resolution in hand the Board can consider it. There are some taxation issues here that we will have to address, and it is very important that everyone understands that, and his recommendation is to table this until next month. Motion was made by Mr. Faircloth to table this until we get all the information, seconded by Mr. Culpepper, motion carried unanimously.
DEED CONVEYING THE DDS BUILDING TO THE STATE
Attorney Forehand advised that some time ago, Administrator Crapse asked him to prepare a deed of the Drivers License Office on Midway Road to be conveyed to the State since they will be operating that facility, subject to a reverter clause that is to say that if they quit using the building for this purpose, it comes back to the County. Administrator Crapse reported that this is the building that was shared with the old state patrol office; at that time the building was deeded to the Georgia State Patrol or whoever their land agent was until it ceased to be a Georgia State Patrol. At that point it reverted back to the county, and in the agreement to build the new GSP, the county agreed to renovate that building for the driver license service to keep it in town as well. The idea now is to deed this building to them while they are using it as a licensing station as it will take us out of the maintenance and upkeep of the building while they use it. He advised that if they leave the building, it will revert back to the county, and he would recommend approval of the assignment of the deed, and the attorney can fill in the correct name, since the name has changed, when he gets it from the Drivers License Office. Motion was made by Mr. Culpepper to authorize the signing of the deed transferring the Drivers License building to DDS with the reversion back to the county if it the building ceases to be used for licensing purposes, seconded by Mr. Faircloth, motion carried unanimously.
Mrs. Leverett reported that the executive summary prepared for today includes a very preliminary report of revenues and expenditures by fund for the year ending June 30, 2007. We still have outstanding invoices, revenues, and adjustments to be posted before publishing the final numbers. In the General Fund, year to date expenditures were $13,002,017 and they exceed year to date revenues of $12,953,653 by $48,364 or less and 1/2%. Totals for the Landfill Fund include year to date revenues of $1,592,577 and year to date expenditures of $1,629,732, leaving that fund with a net loss of $37,155 without the annual transfer from the General Fund for which we have $429,516 budgeted. We won't make that transfer until the auditors calculate the final closure and post closure cost, which helps us to determine the minimum transfer amount needed. We had the highest tonnage received for the month of June than we have had in at least three years, maybe more. June's total of 6,938.65 tons included 2,5757.73 tons of peanut butter and pushed the yearly tonnage up to 48,252.66, about 500 tons more than last year. The principal balance on the GEFA Loans is current at $4.162 million. For the Water Fund, we have YTD revenues of $438,836 and YTD expenditures of $424,930. The YTD net income shows $13,906 and included a new vehicle and will be adjusted to include depreciation only before the final numbers are published. She anticipates the final YTD net income, after all adjustments are posted to be around $25,000. The total water usage for the month was 9,062,000 gallons. In the cash on hand report, we had $5,254,429 in the General Fund, $2,672,342 in the Landfill Fund, $256,764 in the Revolving Loan Fund, $5.3 million in the SPLOST Funds, and the Water Fund ended the month with $959,652, bringing our county wide total to $14,502,677. Of that, $169,762 is reserved for debt service, $53,710 is for customer deposits and $5.3 million is designated for capital projects. In the SPLOST budget to actual by category summary report for the 2000 Issue, we have spent $14.7 of the $17.6 million collected, leaving us with $2.9 million to complete the various City and County projects associated with this issue. For the 2005 SPLOST Issue, distributions received now total $5,987,733 with a monthly average of $374,233 (still running about 28% higher than the final average of the 2000 Issue). To date we have spent $3,997,182. In the monthly detail listing of all the SPLOST Fund expenditures for both issues, for the month of June were $456,555 with the largest amounts disbursed being $212,305 on the BBSB Complex, $122,432 for a new garbage truck, $61,921 on County roads, $50,248 to the City of Cordele, $5,110 to the Town of Arabi and $4,537 on the Hatley Fire Station. Next is the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts as of June 30th. Currently we have ten outstanding loans, with a total outstanding RLF balance of $2,065,222. Of those ten, seven are current, one is over thirty days in arrears and two have been turned over to legal. We did receive a July 1, 2007 payment from Heartland Mf. The last reported is the revenues by fund and expenditures by department YTD report. As of June 30th, they should all be within 100% of their annual allowances. Because we still have outstanding invoices to be posed and adjustment to make, these numbers are very preliminary. However, as of today, they indicate that overall, for our three major funds, the General Fund expenditures were at almost 100%, the Water Fund at 76% and the Landfill Fund at 86%.
Administrator Crapse reported that 1) he attended many meetings and events, 2) there was one new SPLOST expenditure approved this month, $122,432 for a new Sanitation truck. We are currently looking for another truck, we think that there are 3 or 4 left in the inventory that will use our current fuel, the '07-'08 models use a new more costly fuel, ULSD, that would require us to convert all of our diesel vehicles to the new fuel; 3) the Northside Water project is substantially complete. We had previously anticipated an overrun of about $70,000 on this project, but I got good news that the project came in about $33,000 under for construction, so that will help soften the blow to about $37,000 over. Mr. Truluck has been paid for both wells; 4) as far as I know at this point, the EZ Grant awards are still due to be announced on July 17th; 5) the Youth Ball Complex is still progressing with Tournaments on almost every weekend and bringing dollars into our community. We are currently working on the Landscape Plan for the complex; 6) checks of our wells indicate that we are OK at both sites. The static water levels have improved slightly since last month, both are up about three feet. We will continue to monitor them closely as they remain 14-18 feet below 1997; 7) the GDOT has responded to our request for flush painted medians at the Crisp County exits and I-75. They did not approve the request citing significant safety concerns, as they would allow unregulated left turns in the vicinity of the Interstate interchanges; 8) the Georgia Department of Human Resources has hit us again in the pocket book and employee time. Effective July 1, 2007, the county will be required to collect an additional fee of $1.50 per payment, per case, for DHR each month for every employee with child support payments withheld. We are also required to submit this to DHR each payday with an accounting for the money. As if this was not enough, we must also reproduce the letter, at our expense, and provide a copy to all employees paying child support. The Beat goes on; 9) I attached a copy of an article from the Macon newspaper regarding the costs of not having an acceptable digest due to a poor revaluation. As you can see, and as the news writer points out, by far the greatest cost so far has been fines imposed by the State of Georgia for an inadequate digest. This is a place we do not want to take our citizens to dance; and 10) we received a Thank You letter from the Crisp County High School, Youth Apprenticeship Program, for our participation during the 2006-07 school year. This program lets students get "Real Life" experience through OJT at local businesses. Chasity Everidge worked after school and during the summer this year in the Finance Office.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Faircloth to go into Executive Session to discuss potential litigation and personnel, seconded by Mr. Nance, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Culpepper to come out of Executive Session, seconded by Mr. Faircloth, motion carried unanimously.
INCREASE COUNTY ADMINISTRATOR'S SALARY
Motion was made by Mr. Culpepper to increase the salary of the County Administrator by $3,500 annually, seconded by Mr. Faircloth, motion carried unanimously.
Motion was made by Mr. Faircloth to adjourn the meeting at 12:15 p.m., seconded by Mr. Culpepper, motion carried unanimously.