MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON JANUARY 11, 2011
Chairman Authur James Nance called the meeting to order with Commissioners James D. Harris, William Culpepper, Wallace Mathis, and Clark Henderson in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Secretary Linda Finch. Rev. Phil Streetman, Pastor of Lakeshore Baptist Church, gave the invocation, and the Administrator led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Nance welcomed all in attendance along with new Commissioner Henderson to the meeting
ELECT WALLACE MATHIS AS CHAIRMAN FOR 2011
Administrator Crapse opened the floor for nominations for Chairman of the Commissioners for 2011. Mr. Culpepper nominated Wallace Mathis, Mr. Harris nominated A. James Nance, and there were no other nominations so the Administrator declared the nominations closed. Administrator Crapse called for the vote, and Mr. Mathis was elected Chairman. Mr. Nance congratulated Mr. Mathis, and advised that they have worked together for many years and he is looking forward to continuing working with him. Mr. Mathis thanked Mr. Nance and the other Commissioners.
ELECT A. JAMES NANCE AS VICE-CHAIRMAN
Chairman Mathis asked for nominations for Vice-Chairman of the Commissioners for 2011. Mr. Culpepper nominated Mr. Nance, and there were no other nominations. Motion was made by Mr. Culpepper to close the nominations, seconded by Mr. Harris, motion carried unanimously. Chairman Mathis stated that since there were no other candidates offered, he declared Mr. Nance as Vice-Chairman. Chairman Mathis again welcomed all in attendance, welcomed Mr. Henderson to the Board, and commended Mr. Nance on the great job he has done for the last two years as chairman and also recognized him as being our first African-American Chairman.
APPROVAL OF MINUTES
Motion was made by Mr. Harris to approve the minutes of the meeting of December 14, 2010, seconded by Mr. Nance, motion carried unanimously.
APPOINT COUNTY ATTORNEY AND LANDFILL ATTORNEY FOR 2011
Motion was made by Mr. Henderson to reappoint Rick Lawson as the County Attorney and Charles Jones as the Landfill Attorney, seconded by Mr. Culpepper, motion carried unanimously.
APPOINT VOTING MEMBERS TO THE CRISP COUNTY POWER COMMISSION
Chairman Mathis appointed Mr. Harris, Mr. Henderson and himself to six-month terms as voting members on the Crisp County Power Commission from January 1, 2011 thru June 30, 2011.
APPOINT COUNTY COMMISSION COMMITTEES FOR 2011
Chairman Mathis made the following committee appointments: Mr. Henderson to the Chamber of Commerce with himself being the alternate; Mr. Mathis and Mr. Nance on the Landfill Committee; Mr. Culpepper on the Tourism Committee; Mr. Harris and Mr. Henderson on the Train Authority; Mr. Harris and Mr. Mathis on the Water Committee; Mr. Henderson and Mr. Mathis on Public Safety Committee; Mr. Culpepper and Mr. Mathis on the Public Works Committee; Mr. Henderson on the Crisp County Community Council; Mr. Mathis, Mr. Nance and Mr. Crapse on the City-County Planning Committee; Mr. Nance as Chairman, Mr. Henderson, Mr. Crapse, and Mrs. Leverett on the Finance Committee; and Mr. Culpepper and Mr. Crapse on the Storm Water Mitigation Advisory Committee.
Mrs. Leverett reported that included in the packets today is an executive summary on the fiscal condition of the County's three major funds as of 12/31/10 and is based on information available to them as of last Thursday when the packets were prepared. In the General Fund we had $8 million, the Landfill Fund, $1.9 million, the RLF $232,038, the SPLOST Funds $3.6 million, and the Water Fund ended the month with $1,151,406 giving us a county wide total of $14.9 million. Of that $14.9 million, $4.1 million is reserved or restricted for specific uses such as debt service or capital outlay. The cash on hand report is the preliminary financial report for the first six months of FY 2011. The General Fund reports revenues of $ 5,180,559 for December and $8,732,942 year to date; monthly expenditures of $1,765,098 and year to date expenditures of $6,469,707 allowing us to not only close the negative gap between revenues and expenditures but actually leaves us with a positive margin between those numbers of about 15% as of this report. These figures include about 80% of the 2010 property tax revenue, which is way ahead of where that was this same time last year. For the Landfill Fund, including the settlement received from Merchants Bonding ($548,000), monthly revenues totaled $655,549 and year to date totaled $1,269,967. Expenditures finished the month at $77,528 bringing that YTD total to $554,581 leaving the Landfill Fund with a net gain at 12/31/10 of $715,386. The total tonnage of 3092.10 is down from last month but up slightly over Dec., of 2009. Of the tonnage received, about 38% was delivered by Veolia on their commercial contract and 20% under the residential account. The GEFA Loans are current at $2.7 million and the balance drawn on the new construction hasn't changed since last month. For December, the Water Fund recorded monthly revenues of $35,911; YTD revenues of $238,963. December expenditures totaled $36,989; YTD expenditures $229,665, leaving the Water Fund with a net gain of about 21% or $9,298. Water usage billed for the month was 4,928,000. The USDA Bonds are current at $1.6 million. In the budget to actual report for the 2000 SPLOST ISSUE, as of December 31st, we have spent $15.3 of the $17.6 million dollars collected, leaving us with a little over $2 million to complete projects remaining under that issue. In the SPLOST budget to actual summary report for the 2005 Issue, distribution number 59 of $315,110 brings our issue to $20,327,338 slightly exceeding original revenue projections for this issue. The monthly average continues to drop, however, down another $500 to $344,531. To date we have spent $19.5 million on projects associated with this issue. Following that is a monthly detail listing of all the SPLOST Fund expenditures for both issues. December disbursements were $64,550. Projects benefiting were the Airport, the Courthouse, County Public Works, County Buildings, the Cities of Arabi and Cordele and the Sheriff's department. Next is the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts at 12/31/10. The number of loans remains at eleven with an outstanding balance due of $2,153,113. The last report included in your packet is the revenues by fund and expenditures by department report for the period of July through December 2010. This very preliminary, summary report shows revenues received and the expended percentage of appropriations for each individual department as well as the total for each fund. As of December 31st, all departments and divisions should be within 50% of their annual spending allowances. Overall the General Fund was at 45%, the Water Fund at 36% and the Landfill fund at 39%.
APPROVAL OF 2011 BUDGET CALENDAR
Mrs. Leverett reported that the Budget Calendar is the first step in our budget process for calendar year 2011 and fiscal year 2012. We start with initiating the budget process in January by sending out the budget request forms to all constitutional officers and department heads, and hopefully we will adopt the budget by June 30th. The tax assessments and tax digest process is also incorporated in this calendar so that we can get the millage rate set and the tax digest approved by August 1st as required by the state of Georgia, and also get the tax bills mailed out by October 20th, which is also required by the state of Georgia. Motion was made by Mr. Culpepper to adopt the Budget Calendar, seconded by Mr. Nance, motion carried unanimously.
RESOLUTION ON CHECK SIGNING
Mrs. Leverett reported that she would like to recommend a simpler way to do the check signing process. She stated that about three years ago they centralized their accounts payable funds, which means that they have one checking account and everything is done by electronic transfer into that account for the fund that the disbursement applied to. Also, we used to be able to contact the bank on January 1st and ask to remove one person and add another person on all those accounts, and they would do it, but because of the new banking regulations you cannot do that anyone. Now they have to pick up new signature cards for every bank account, and they have to be signed by everybody that is on the bank account; it is an administrative burden, more on the banks than us. Our Ordinance requires that a Commissioner's signature must be on each check that goes out if it is above $1,000. What she would like to do, because we basically have two banking accounts now, payroll and accounts payable, and since we do most of it electronically, she would like to just put the Chairman and Vice-Chairman and the other administrative persons that have been on the accounts all the time to minimize that process, if that is okay with the board. Motion was made by Mr. Nance to adopt the Resolution on Check Signing to include only the Chairman, Vice-Chairman, County Administrator, Finance Director, Deputy Finance Director, and Assistant County Clerk, seconded by Mr. Harris, motion carried unanimously.
AUTHORIZE CONTINUED USE OF GEORGIA FUND ONE ACCOUNTS & ADDING NEW ACCOUNT
Mrs. Leverett reported that she also needs authorization to continue to use the Georgia Fund One Accounts, which is pool account that cities and counties can invest money in at the state level and get a little bit better return on our investments. We currently have three accounts there, the 2000 SPLOST, a General Fund, and a Landfill Fund account. There are no checks on these accounts, as when money is needed for operations, they draw the funds down. We are not changing anything with the way this is set up except that she is removing her previous Deputy Finance Director and adding Annie McGlamry, her present Deputy Finance Director. She would also like to add a Georgia Fund One Account for the Water Fund. Administrator Crapse advised that the money is available within 48 hours after we request it. Motion was made by Mr. Henderson to authorize continuing the Georgia Fund One accounts and creating an new account for the Water Fund, seconded by Mr. Harris, motion carried unanimously.
RESOLUTION TO PARTNER WITH DOR TO ENSURE PROPER PAYMENT OF SALES TAX
Administrator Crapse reported that during the last legislative session, the General Assembly passed legislation to put a system in place to compare the state's records with the county business license and occupational tax records to ensure that each entity had the same records so they could ensure that the proper amount of sales taxes was collected. There are always situations where people are not paying sales tax and this is a method to try to compare state and county records and catch those folks that may not be paying sales tax. He would recommend the Board adopt this Resolution. Motion was made by Mr. Henderson to adopt the Resolution to Partner with DOR to Ensure Proper Payment of Sales Tax, seconded by Mr. Harris, motion carried unanimously.
RESOLUTIION APPOINTING COUNTY LEGISLATIVE COORDINATOR
Administrator Crapse reported that that this is something new that has come up with the Association County Commissioners of Georgia. He has received a memo from ACCG requesting that the Board appoint a county legislative coordinator by resolution specifying the duties and access of the appointed official. This is a role that he has done informally since he has been here, and he is willing to continue to do that formally if the Board desires, or if one of the Commissioners would like to be appointed, that would be fine. Motion was made by Mr. Henderson to appoint Chairman Mathis as he has a good relationship with a lot of people at the capitol. Chairman Mathis asked the Administrator to specify the duties of the legislative coordinator, and the Administrator read the long list of duties required. After reading the list of duties, Commissioner Henderson withdrew his motion, and based on the responsibilities and job description, he feels that the Administrator is probably in a position to respond to the job description and has more time keep up with it. Chairman Mathis advised that Administrator Crapse has done a good job of tracking the ACCG information, and we are constantly getting emails and updates from him concerning what is going on. Motion was made by Mr. Nance to adopt Resolution and authorize the Chairman to sign designating Administrator Crapse as County Legislative Coordinator, seconded by Mr. Harris, motion carried unanimously.
RESOLUTION SUPPORTING THE DISPLAY OF THE NATIONAL MOTTO "IN GOD WE TRUST"
Administrator Crapse reported that several weeks ago he was contacted by Jacquie Sullivan, the founder of "In God We Trust America", and a councilwoman from Bakersville, California, regarding a resolution to display the national motto of the U.S. "In God We Trust" proudly and predominately in the Commissioners boardroom. Three of our neighboring counties and five cities have been first to adopt the resolution in Georgia in 2010. He has included in their packet the proposed resolution and some information on the organization, and he would recommend that the Board show their allegiance to the flag, their patriotism, and their devotion to God and County by adopting the Resolution "In God We Trust". Motion was made by Mr. Harris to adopt the Resolution Supporting The Display of The National Motto "In God We Trust", seconded by Mr. Culpepper, motion carried unanimously.
ANNUAL AUDIT REPORT
Craig Moye, CPA with Maulden & Jenkins, thanked the Commissioners for having him, advised that they have been the county's auditor for quite some time now, and they appreciate the opportunity and enjoy working with the staff as the county really keeps a great set of books. It allows them to get in here and really do what they need to keep the county in compliance with the state and provide any recommendations that they see fit. He started with the Financial Statement Report that is filed with the state, and the first major thing is the auditor's opinion. They did issue an unqualified opinion, which is a clean opinion and they found no material misstatements, and the county complied with all the laws and regulations of the state. He stated that at the end of the fiscal year, the county had total net assets of $66.5 million, with the majority of that being in capital assets at $52 million. The county did experience a loss of about $1.4 million in the governmental activities, and income from business of $272,000, and he advised that is about the normal in comparison with other cities and counties. Total assets in the General Fund were $8.6 million and $1.8 million in liabilities leaving a fund balance of $6.8 million. He stated that this is a healthy figure and covers the county through November when the majority of taxes come in, and sales tax collections are coming up a little bit now, which is good for everyone. Total revenues this year were about $14 million, and total expenses were about $14 million. Mr. Moye reported that when Commissioners adopted their original budget they adopted for the General Fund to lose about $980,000, and in the end you really only lost $450,000, so this shows that you took initiative over the course of the year to cut expenses and work within your budget. Water system has $5 million worth of assets and $1.7 million worth of liabilities leaving county with net asset balance of $3.4 million, and the Landfill Fund will actually make a profit this year. Also the Water, Landfill, and Self Insurance Funds show a positive operating income and this shows that the revenues that you are charging are taking care of the cost you are incurring, so they are self-sufficient. The last report was the audit agenda, which summarizes what he presented, and they are required as auditors to provide Commissioners with certain information and this puts it in written format. He stated that these financial statements are the responsibility of county's management and the County Commission members, and their responsibility as the auditor is to express an opinion on these financial statements. They did audit the financial statements in accordance with auditing standards generally accepted in the United States and the government auditing standards issued by the comptroller of the U.S. Again, they issued a clean opinion and no material misstatements. Administrator Crapse thanked all the Constitutional Officers and Department Heads for keeping the expenditure level down this year, and they should be complimented. Chairman Mathis thanked Mr. Moye for his time and the work they do on the audit.
APPROVE ENGINEERING CONTRACT WITH LANIER ENGINEERING
Administrator Crapse reported that we were awarded a Community Development Block Grant by the Department of Community Affairs for the Northside Project. Basically how this works is we get an engineer to do the preliminary engineering on the project, which is necessary for the submission of the grant application. We do send out a request for qualifications and select an engineer, they perform the work, and then we have to go through an administrative process, where we go back out and look for the actual engineering work during the project. We have received one bid from Lanier Engineering, and we do have the Department of Community Affairs approval for this engineering company. The River Valley RDC, who is the Administrator of the Grant, has reviewed the contract as well and found that the lump sum is correct and all the elements the recipient is required to do have been completed. He would request that the Board approve the Contract for Lanier Engineering for the CDBG 10 Northside Redevelopment Program and authorize the chairman to sign. Motion was made by Mr. Culpepper to approve the Contract with Lanier Engineering for the 2010 CDBG Northside Redevelopment Program and authorize the Chairman to sign, seconded by Mr. Harris, motion carried unanimously.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Nance to go into Executive Session to discuss potential litigation, real estate, and personnel, seconded by Mr. Culpepper, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Harris to come out of Executive Session, seconded by Mr. Culpepper, motion carried unanimously.
APPROVE PASS-THRU OF CIP FUNDS
Administrator Crapse reported that the Power Commission approved a $1.5 million contribution to the Cordele Inland Port for the purpose of purchasing land for the port. The first installment was to purchase 50 acres at $7,500 an acre, total of $375,000, and this has been completed. However, without our knowledge, we understand that the purchase was made for 100 acres and now there is a request for an additional $375,000 from the Power Commission. The Board needs to approve acceptance of these funds in the amount of $375,000 for the purpose of paying these funds out to the Cordele-Crisp Industrial Development Authority as they had only approved the initial $375,000 purchase. Motion was made by Mr. Henderson to approve the pass-thru of CIP funds and notify IDA that the county needs to be better informed of what actions they are going to take especially if we are having to fund the projects so that we will have the money available, seconded by Mr. Harris, motion carried unanimously.
APPOINT RICH MCCUTCHEN TO CORDELE-CRISP IDA
Motion was made by Mr. Henderson to reappoint Bob Evans to the Cordele-Crisp IDA due to his length of service and expertise he brings to this Board, but the motion died for the lack of a second. Motion was made by Mr. Harris to appoint Rich McCutchen to the Cordele-Crisp IDA for a three-year term ending December 31, 2013, seconded by Mr. Nance, motion carried.
APPOINT MARK CRENSHAW TO SOLID WASTE MANAGEMENT AUTHORITY
Motion was made by Mr. Culpepper to appoint Mark Crenshaw to the Solid Waste Management Authority of Crisp County to fill the unexpired term of Clark Henderson's four-year term ending December 31, 2013, seconded by Mr. Henderson, motion carried unanimously.
REAPPOINT RUSSELL ADAMS TO CRISP COUNTY BOARD OF HEALTH
Motion was made by Mr. Culpepper to reappoint Russell Adams to the Crisp County Board of Health for a six-year term ending December 31, 2016, seconded by Mr. Harris, motion carried unanimously.
REAPPOINT J. C. CLARK TO THE ZONING BOARD OF APPEALS
Motion was made by Mr. Harris to reappoint J. C. Clark to a five-year term ending December 31, 2015, seconded by Mr. Nance, motion carried unanimously.
APPOINT WAYNE (LUCKY) TAYLOR TO THE ZONING BOARD OF APPEALS
Motion was made by Mr. Culpepper to appoint Wayne (Lucky) Taylor to fill the remaining term of Mark Brubaker ending December 31, 2013, seconded by Mr. Harris, motion carried unanimously.
REAPPOINT CHRIS GREENE LARRY FELTON, AND HERBERT HUGHES TO THE CRISP COUNTY RECREATION ADVISORY BOARD
Motion by Mr. Nance to reappoint Chris Greene, Larry Felton, and Herbert Hughes to the Crisp County Recreation Advisory Board for three-year terms ending December 31, 2013, seconded by Mr. Henderson, motion carried unanimously.
REAPPOINT JOHN GORDON TO AIRPORT ADVISORY BOARD
Motion was made by Mr. Culpepper to reappoint John Gordon to the Crisp County Airport Advisory Board to a five-year term ending December 31, 2015, seconded by Mr. Nance, motion carried unanimously.
REAPPOINT HAROLD REYNOLDS TO THE ANIMAL CONTROL BOARD
Motion was made by Mr. Henderson to reappoint Harold Reynolds to the Crisp County Animal Control Board for a two-year term ending December 31, 2012, seconded by Mr. Nance, motion carried unanimously. Chairman Mathis advised that we still have another seat available on this board and the Administrator will advertise again for this position.
Administrator Crapse reported that 1) He attended several meetings and events this month; 2) There was one new SPLOST purchase approved this month, which was for a new roof on the Pavilion at Loran Williams Park for $3,600; 3) I got an update on the "Go Fish" project, but not much concrete, Buddy Harrison, DNR, says they are waiting on a reply back from Gator Docks on the availability of the floats and working on getting a contractor in place to install them. He will let me know as soon as he knows more; 4) As of today, there are 64 days until our 2012 SPLOST vote. I put in a plug on the Mid Day Show, and we must all talk it up and turn out the vote for March 15th! Absentee/Advanced voting begins January 31st; 5) I sent all of you a series of e-mails regarding the recruitment and selection of the new Recreation Department Director. I'm proud to report that Eric Bozeman, currently the Program Manager for Tift County Recreation, has accepted the position and will report for work on January 31st. I am really excited about what Eric can bring to Crisp County Recreation and looking forward to him taking the helm; 6) Caroline Fielding reports that the Darton Downtown Cordele Campus has received a $500 donation; 7) Last month I mentioned that we had two proposals regarding the landfill: we have been featured at the 14th Annual Landfill Methane Outreach Program (LMOP) Conference and PROJECT EXPO, January 19-20, 2011. We have received an update to the unsolicited proposal to manage and operate the landfill. I have not had the opportunity to review it yet, but I will in the upcoming days and when it's ready we will schedule a work session to review it with you. Also, as you know we have a SWMA meeting tomorrow at 3:00 p.m. in the CCPC Board room instead of the SWMA office due to the space requirements. The buyer for the MRF has also asked for data on the landfill, which we have prepared for them, and will provide at the meeting; 8) The Report of the "Special Council for Tax Reform and Fairness for Georgians" (See Chart), The Councils report has ramifications for us as individuals and the County. The chart I prepared is very flexible assessment of how the report might affect the County and individuals, in this case me, but it will vary according to individual tax status: 9) Big changes in the Ethics Law impact all local officials, some greatly. For instance: Mandatory Electronic Filing, Mandate personal filing and prohibits filing by County employees and requires a mandatory personal e-mail address and forbids a government e-mail address; 10) Last Friday I met with Dub Cooper, Roberts & Co. and GDOT Aviation on the Airport and upcoming projects. We have gotten our funding released and are moving forward on the new T-hanger & Taxiway/Apron project. Roberts & Co. and GDOT are getting the specs for the building, and finalizing the site plan. As soon as that is done we will review and GDOT will move to contract award. This is 95% federal, 2.5% state and 2.5% local. They are also contracting for an FAA approved DBE policy for $4,000, our cost will be $100; 11) Baseball/Softball/T-ball Registration begins tomorrow January 12th and runs through February 5th. We had a great start to Basketball last Thursday with 104 kids signed up; 12) The Chamber Banquet is January 27, 6:30 reception, 7:00 p.m. dinner at the resort; 13) The Atlanta Fishfry is on March 2nd this year and Monica has reserved a block of rooms for March 1st & 2nd. As most of you know, I try to schedule a meeting with the GDOT Commissioner on the morning or early afternoon of the Fishfry and any other State Officers that you would like. Also, the Fishfry isn't over until 8:00 p.m. or after so if you plan to attend, I suggest you stay both nights, traveling up on the 1st and returning on the 3rd; and 14) The Community of Character Trait for the Month of January is TORERANCE. Being nice to people who are different than you. Respecting the individual differences, views, and beliefs of other people
ADOPT RESOLUTION HONORING WILLIAM CULPEPPER AS PRESIDENT OF GEORGIA YOUNG FARMER ASSOCIATION
Chairman Mathis reported that William is going to be elevated to the Office of President of the Georgia Young Farmer Association, and they would like to adopt a resolution recognizing him for this achievement. Motion was made by Mr. Henderson to adopt the Resolution Honoring William Culpepper as President of the Georgia Young Farmer Association, seconded by Mr. Harris, motion carried unanimously.
ADOPT RESOLUTION HONORING LOCAL KIWANIS ON THEIR 90TH BIRTHDAY
Motion was made by Mr. Henderson to adopt a Resolution Honoring The local Kiwanis Club On Their 90th Birthday, seconded by Mr. Harris, motion carried unanimously.
CLARK HENDERSON REMARDS
New Commissioner Henderson stated that he is pleased to be a part of this Board, it is a learning process and asked them to be patient with him as if he doesn't understand something he will have to ask, and he looks forward to working with all of them. Chairman Mathis advised that they look forward to working with him as well and it always is a learning experience and a work in process.
Motion was made by Mr. Nance to adjourn the meeting at 1:25 p.m., seconded by Mr. Henderson, motion carried unanimously.