MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON JULY 12, 2011
Chairman Wallace Mathis called the meeting to order, with Commissioners James D. Harris, A. James Nance, William Culpepper, 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. Commissioner Culpepper gave the invocation, and Administrator Crapse led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Mathis welcomed all in attendance.
APPROVAL OF MINUTES
Motion was made by Mr. Nance to approve the minutes of the regular meeting of June 14, 2011, and the called meetings of May 23, 2011 and June 28, 2011, seconded by Mr. Henderson, motion carried unanimously.
PUBLIC HEARING - REQUEST FROM LESLIE MCGINNIS FOR SPECIAL USE PERMIT
Connie Sangster, Planning Director, reported that this is a Public Hearing from a request from Leslie McGinnis (with the property owners authorization) for a Special Use Permit to locate a Farm Equipment Sales and Service Business in the RR (Rural Residential) zone district. Property is located at 1565 Tremont Road. She stated that Raymond Patterson had an existing farm equipment repair service there from 1993 to 2007. Provisions in the Land Development Code now require a Special Use Permit for this type business in this zone district, and Mr. McGinnis will basically be doing the same type operation as Mr. Patterson. Chairman Mathis opened the Public Hearing and asked for any comments in favor of the request. Leslie McGinnis stated that they would basically be doing the same thing that Mr. Patterson was doing; it will be a family owned business. He advised that they do have a good reputation with all the farmers, and would like to carry on this family tradition; he doesn't think that anybody has objected to it, and they will not work any longer than the farmer needs them to. Ms. Sangster advised that she has had no opposition or support to this request after letters were sent out to the immediate property owners. Chairman Mathis asked if there was anyone that wanted to speak against the request, and there were none. Ms. Sangster read the Review Checklist for the Special Use Permit. She stated that if the Commissioners make conditions to the request, they need to be stated as part of the motion. After no further discussion, Chairman Mathis declared the Public Hearing closed. Motion was made by Mr. Culpepper to grant the Special Use Permit to Leslie McGinnis, seconded by Mr. Nance, motion carried unanimously.
APPROVAL OF THE 5-YEAR HISTORY FOR ADVERTISING
Administrator Crapse reported that they have just received the tax numbers this morning for advertising of the 5-Year History, which shows in the newspaper what the previous five years have been and the digest for 2011. The significant part is the net M & O millage rate, which is a 1-mill increase from 10.749 to 11.749, it equates to an 8.04% tax increase, and the amount of the increase is $467,896. The digest values have gone up through new things, not revaluated properties, but exemptions have gone up as well. He stated that our net digest dropped from $541 million down to $534 million, and that is what is impacting our revenues. Because of the increase, we have to have three public hearings before the millage can be adopted. We are proposing the first public hearing on July 21st at 10:00 a.m., the second one on July 21st at 6:00 p.m., and the third one on July 28th at 1:30 p.m., followed by a called meeting on that date at 2:00 p.m. to adopt the millage rate. He advised that we have to publish the 5-Year History in the paper, then we have to wait at least a week for the first public hearing, and then it has to be two weeks before the digest is adopted. Also, one of the public hearings has to be at 6:00 p.m. or later. He also asked if they would allow him to change the digest numbers if new numbers came in before they had to send it to the paper this afternoon. Motion was made by Mr. Henderson to approve the 5-Year History for advertising, schedule the public hearings, and allow administrative changes to the digest numbers if new numbers come in before 1:00 p.m. today, seconded by Mr. Culpepper, motion carried unanimously.
APPROVE FY-12 GDOT LOCAL MAINTENANCE & IMPROVEMENT GRANT & FY-12 GDOT OFF SYSTEM SAFETY ACTION PLAN
Administrator Crapse advised that the FY-12 Georgia Department of Transportation Local Maintenance and Improvement Grant (LMIG) list is due next month for the April 2012 contract letting by GDOT. They are proposing 5.02 miles of resurfacing, which includes 3.12 miles of Tremont and 1.90 miles of Hatley Roads for their approval. The road list and a map is in their packet that shows those two sections of road; this allows them to continue on out Tremont Road where this year's resurfacing ended, and the pretty bad stretch of road on Hatley Road. He and Public Works Director, Carl Gamble, would recommend these as our LMIG projects, and this will be about $432,000, based on our current pricing. We will do the same thing we did last year if the GDOT dollars fall short in completing these projects; we would make up the difference with road money out of SPLOST. Mr. Gamble stated that would complete two good projects that they started, and also the reason we can't do any more is DOT will not allow us to submit but so much mileage. Administrator Crapse advised that the Off System Safety Action Plan is for 72.40 miles of striping, R.P.M's, and signage on twelve different roads, which include Pateville, Antioch, Arabi-Warwick, Old Hatley, McKenzie, Dorough, Williford Crossing, Penia, Farmers Market, Fenn, Macedonia Church, and Drayton Roads. These roads meet the criteria, and they recommend that we go with these twelve roads. Motion was made by Mr. Nance to approve the FY-12 GDOT Local Maintenance & Improvement Grant and the FY-12 GDOT Off System Safety Action Plan submissions, seconded by Mr. Culpepper, motion carried unanimously.
APPROVE FY-12 GDOT 5311 TRANSIT CONTRACT
Administrator Crapse reported that he has the FY-12 GDOT 5311 Transit Contract. He advised that back in March the Board approved the application for the FY-12 transit fund; this is the contract that implements the 5311 for this year, and he recommends the Board approve the contract. Motion was made by Mr. Culpepper approve the FY-12 GDOT 5311 Transit Contract and authorize the Chairman to sign the necessary paperwork, seconded by Mr. Harris, motion carried unanimously.
APPROVE OFFICE SPACE FOR THE COURT APPOINTED SPECIAL ADVOCATE
Administrator Crapse reported that the Court Appointed Special Advocate (CASA) is a group of people that advocate for juveniles in the juvenile court system. They are appointed by the Judge to act in the best interest of juveniles in juvenile cases. They have acquired about obtaining some office space in the Government Center, and we have shown them the small office suite where Judge Pridgen used to be. The space is 526 square feet, and we have offered that space to them for $350.66 per month or $4,208 a year, subject to the approval of the Board. They need some inexpensive space, and we can use the revenue. He would recommend the Board approve this request if they still want that space. Motion was made by Mr. Henderson to approve leasing space to CASA for $350.66 a month, seconded by Mr. Culpepper, motion carried unanimously.
ADOPT PROCLAMATION HONORING LEEZA STREETMAN
Administrator Crapse reported that he was contacted by members of the Lake Blackshear Baptist Church, which happens to be his church, about a proclamation for Leeza Streetman. They are planning a homecoming celebration on July 17th, and they want to have a special service in honor of Ms. Streetman; they asked if the county would provide some greetings to Ms. Streetman on that special day to her. He read the proclamation praising Ms. Streetman as a faithful member to the church and performing the many other duties she does for her church. Motion was made by Mr. Culpepper to adopt the Proclamation Honoring Leeza Streetman, seconded by Mr. Henderson, motion carried unanimously.
RECOGNIZE BILLY HANCOCK
Chairman Mathis stated that he would like to recognize Billy Hancock in the assistance he gave the child that almost drowned the other day. He stated that Mr. Hancock took charge of the situation; Billy originally came to work as an EMT, his training there and advancing over the years gave him enough training that made a lot of difference in that situation. He publically thanked Mr. Hancock, the EMS, Sheriff's Deputies, and all that were involved.
Mrs. Leverett reported that included in their packet is a very preliminary report for June 30, 2011. At this point, we are still waiting on data for accruals and other year-end entries and adjustments that have to be recorded in order to determine the actual figures. The first report is the report of revenues and expenditures for our three major funds. The General Fund recorded revenue so far in the amount of $911,660 bringing that year to date total to $14,459,433 and represents 94% what we had projected. $1,954,170 in expenditures recorded for the month brings the year to date total to $15,265,753 representing 100% of the amount budgeted on the expenditure side. This leaves the General Fund with expenditures exceeding revenues by about 6%. This is before transferring anything from PY Surplus funds. We budgeted $1,000,000. 6% is about $900,000, so it appears it is going to be close but might actually come in a little under what we had projected. In the Landfill Fund, we are reporting $100,143 in accrued monthly revenue and $1,966,095 year to date. Monthly expenditures of $114,747; year to date, $1,186,337 leaves the landfill with a year to date preliminary net gain of $779,758. The total tonnage received for the month of June was 3,164.81 tons. Approximately 39% of that was received from Veolia under their commercial contract and 17% under the residential contract. Total tonnage for FY 2011 ended at 42,698.85. This is up, about 4,000 tons over FY 10, which averages to about 300 tons per month. The GEFA loans are current at $2.6 million and we have drawn $2.4 million on the new construction loan. For the month of June, the Water Fund recorded revenues of $65,617, YTD $552,209. Expenditures for the month totaled $35,868; YTD $602,210, leaving the Water Fund with a net loss at 06/30/11 of $50,001. Water consumption billed for the month was way up at 13.9 million gallons. The USDA Bonds are current at $1.6 million. In the Cash Report, the General Fund has $5.2 million; the Landfill Fund, $1.3 million; the revolving loan fund $171,262; the SPLOST Funds, $4.9 million; and the Water Fund ended the month with $1.1 million giving us a county wide total of $12.8 million, which is actually up about $1.5 million over June 30, 2010. Next are the SPLOST reports. In the budget to actual report for the 2000 ISSUE, we have spent $16.6 million of the $17.6 million dollars collected, leaving us with $953,000 to complete the various projects associated with this issue. For the 2005 SPLOST issue, to date we have total collections of $22.2 million, total expenditures of $19.5 million. Distribution #65 representing May retail sales of $316,943 drops our current monthly average slightly down to $341,847. It is also down about 4.07% from last month & 2.51% from June of 2010. Projected on the current 12-month average, we anticipate a shortfall of $115,120 on completion of projects associated with this issue and a $4.2 million shortfall on the 2011 SPLOST projects. In the monthly detail listing of all the SPLOST Fund expenditures, for both issues, total disbursements were $276,426. Projects benefiting were the Crisp Co. Airport, Crisp Co. Recreation, Crisp Co. Sheriff, and Fire Depts., and County Buildings. The next page is the Local Option Sales Tax Distributions. This month's distribution of $148,960 pretty much mirrors the SPLOST percentage as it drops down 4% from last month and 2.5% from this same time last year. Next is the CDBG Revolving Loan Fund monthly report. We have closed the CIS, Inc. loan, which brings our total number of loans up to eleven with a total balance due of $2.3 million. Six of those loans are current and five are delinquent. All the delinquents have been turned over to our attorney. The last report is a very preliminary revenue by fund and expenditures by department report; the summary report shows the expended percentage of appropriations for each individual department and the total for each fund. As of this report, overall, the General Fund Expenditures were at 100%, the Water Fund at 95% and the Landfill Fund at 83%.
DISCUSS REDISTRICTING MAPS
Chairman Mathis reported that most of the Commissioners had met with Mariyana Kostova, GIS Manager with River Valley Regional Commission, the week before to go over the redistricting maps for the Commission posts to try to get the population a little closer in line with requirements of the Department of Justice. They went over a map of the proposed areas that they would like to use. Administrator Crapse advised that the map remains about the same with all of District 2, Post 2 being west of I-75, District 2, Post 1 being cut out of that, and District 2, Post 3, except for a very small piece to get the numbers in order, is all east of I-75; it is a very compact and easily determined where the boundaries are, and he thinks it is a commendable map. Commissioner Henderson stated that Mr. Harris' district will have 4,537 people, Mr. Nance's district will have 4,460, Mr. Mathis' district will have 4,714, Mr. Culpepper's district will have 4,784, and Mr. Henderson's district will have 4,717. Administrator Crapse stated that the key statistic here is the numbers in the districts to meet the U. S. Department of Justice guidelines, and it is easily identifiable for those who may want to seek public office. He advised that the guidelines state that our legislature representative, Buddy Hardin, will have to notify the Reapportionment Office verbally or in writing that Crisp County wants to redistrict, then he will also make the appointment directly with the Reapportionment Office. When it is approved, it will be officially adopted at the legislative General Assembly session in 2012. Chairman Mathis asked if we send the map to the legislature first or to the Department of Justice; the Administrator advised that sending to the Justice Department would be a separate action, would come from the county attorney, and that will take about sixty days. Motion was made by Mr. Harris to submit this plan to the reapportion office through Buddy Hardin for legislation for approval of the redistricting map, seconded by Mr. Henderson, motion carried unanimously.
COUNTY'S ADMINISTRATOR'S REPORT
Administrator Crapse reported that 1) He attended several meetings and events last month; 2) There was one new SPLOST purchase approved this month, which was a new mower for the Recreation Department for a total of $9,370.27; 3) The T-Hanger and Taxiway pre construction conference is scheduled for July 14th at 1:00 p.m. at the Airport, and construction should begin before the end of July; 4) On the "Go Fish" project, the floating docks are still not complete and no word on when the work will be finished. The County's grading work is complete and we are about 80% complete on the rock base; 5) A reminder about the current drought and water use; the static water level in our wells in the month of May was 58 feet, for June it was 70 feet, a of drop of 12 feet since the last report. We continue to do a lot of taps and reconnects; 6) Resurfacing under LMEG is complete for 2011; 7) W. D. "Bill" Dorough has been reappointed to the Board of Elections and Registration by the Democratic Party and Ronnie Gray been reappointed to the Board of Elections and Registration by the Republican Party for a terms ending June 30, 2015; 8) The CIS site is coming right along. The rail is across 13th Ave. and appears ready to go; and 9) There was a meeting of the Higher Education (Darton) Committee last week, but we were not invited, I found out about it from Steve Rentfrow when he called to ask some questions about the County's demolition work. I did receive a letter containing a quote for the asbestos survey and Waste Stream sampling at a cost of $5,500.00; these can be done in 15 days from NTP. I did not get any info on the issues regarding the building size and cost.
WALLACE MATHIS TO SERVE ON CONSOLIDATION COMMITTEE
Administrator Crapse advised that they have received a letter from the Republican and Democratic Parties asking for an appointee from the county on a committee to study consolidation. By common consent, Chairman Mathis appointed himself to serve on that committee.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Culpepper to go into Executive Session to discuss potential litigation, real estate, and personnel, seconded by Mr. Harris, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Nance to come out of Executive Session, seconded by Mr. Henderson, motion carried unanimously.
SUSPEND LOVE STUFF LICENSE AND ROGER WELK EMPLOYEE LICENSE FOR 30 DAYS
Motion was made by Mr. Henderson, but died for a lack of a second, to revoke the license of Love Stuff for violation of the County Ordinance of allowing unspecified, not prostitution, sexual activity to be permitted on site. Motion was made by Mr. Nance to suspend the license of Love Stuff located at 105 Floyd Road according to the Ordinance, stipulations include to issue a written decision, also get his Occupancy License from the county, and that it will be inspected by the Planning Department and the Mid South Drug Task Force before it is reopened, seconded by Mr. Harris, and motion passed with Mr. Henderson voting no, and Chairman Mathis and Commissioner Culpepper abstaining. Chairman Mathis refrained from voting so as to not have a tie and both motions fail, and that the suspension can proceed. Mr. Culpepper stated that since he was not at the Public Hearing, he could not legally make any comment or decision on this matter. Motion was made by Mr. Nance to offer the same motion regarding Roger Welk's personal license, seconded by Mr. Harris, motion carried with Mr. Henderson voting no, and Chairman Mathis and Mr. Culpepper abstaining. Chairman Mathis advised Mr. Welk that he had skipped by on this with a 30 day suspension, and asked him to keep his store in order and keep things that were going on in the past out of there, and somebody will inspect him when his suspension time comes to an end. Also, from time to time someone will visit him to make sure things are in order. Ms. Sangster advised that several of the employees and the store's license are due July 23rd, and stated that we can go ahead and do the renewal license but before we do the renewal license, we need to do the inspection; Mr. Welk can appeal to a higher court within thirty days from the written decision of this Board. Chairman Mathis stated that the suspension cannot take effect before the appeal period is over. Administrator Crapse advised that his suspension would begin on August 12, 2011 and the last day of the suspension would be September 11, 2011. Motion was made by Mr. Nance, in order to clarify the period for the suspension, the suspension will be the maximum of 30 days for Love Stuff and the personal license, second by Mr. Harris, motion carried with Mr. Henderson voting no, and Chairman Mathis and Mr. Culpepper abstaining. Mr. Welk asked if he could start the suspension immediately or does he have to wait the thirty days. Ms. Sangster advised that we have to go by the Ordinance or the Ordinance would have to be amended in order for the county to change that.
Motion was made by Mr. Culpepper to adjourn the meeting at 11:42 a.m., seconded by Mr. Henderson, motion carried unanimously.