MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON MARCH 13, 2012
Chairman Wallace Mathis called the meeting to order at 9:00 a.m. with Commissioners James D. Harris, Authur James Nance, William Culpepper, and Clark Henderson in attendance. Others present were County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Secretary Linda Finch. Jerome Outlaw gave the invocation, and Commissioner Culpepper led the audience in the Pledge of Allegiance to the Flag of the United States of America. Chairman Mathis welcomed all in attendance.
Motion was made by Mr. Nance to approve the minutes of the February 14, 2012 regular meeting, seconded by Mr. Henderson, motion carried unanimously.
ADOPT ORDINANCE REGARDING EMERGENCY MANAGEMENT
Sheriff Donnie Haralson reported that our Emergency Management Ordinance needs to be amended to create a new Chapter 1 Emergency Management, which is basically bookkeeping and things we need to do to keep it in line. The biggest thing with this is that we can't get funding if we have a disaster if we don't have this in place plus we will be able to apply for more grants under the homeland security. Chairman Mathis thanked he and Colonel Hancock on the work they do as every year they bring in additional revenue to help our budget. Sheriff Haralson stated that if we are not in line with our emergency management, it affects the whole county as nobody can get help if they need it if we have a disaster. Mr. Henderson stated that the Sheriff's office does a good job and it is better to be prepared and not need it than need it and not have what you need. Mrs. Leverett advised that they did make one more change after the county attorney reviewed the Ordinance, under Section 2a(i), has been changed to the Chairman of the Crisp County Board of Commissioners instead of the Crisp County Board of Commissioners and also under Section 2, we have labeled subsections a,b,&c. Motion was made by Mr. Nance to adopt the Crisp County Ordinance Regarding Emergency Management with the changes, seconded by Mr. Harris, motion carried unanimously. Mr. Culpepper thanked the Sheriff and the Colonel for keeping abreast of what is going on and keeping the Commissioners informed.
APPROVAL OF GMP FOR JAIL EXPANSION PROJECT
Mrs. Leverett reported that they have met with Dublin Construction Company, the construction manager of the jail expansion, a couple of times to review the bid list and then to narrow the GMP (Guaranteed maximum price) down to where it is within budget. The GMP proposal is at $1,969,331, and if you add the architect fees and other preliminary costs to that number, we will be right under the budgeted number by $9. They are comfortable with that number and do not anticipate that we will be over budget with this project, but Dublin Construction does understand since it is so close to the budget that if they have a change order, that is going to require a budget adjustment and will have to go before the Commissioners for approval. Sheriff Haralson stated that the biggest thing here is that we are upgrading a twenty-year old jail that is under a federal court order. He stated that there will be a lot of upgrades that they need, and if we keep up with this maybe we want get in the mess we were in twenty-five years ago. Motion was made by Mr. Nance to approve the GMP for the jail expansion project of $1,969,331, seconded by Mr. Culpepper, motion carried unanimously. Sheriff Haralson advised that this money will come out of the SPLOST funds.
APPROVE PROCLAMATION IN HONOR OF PHIL STREETMAN
Mrs. Leverett reported that Phil Streetman has been selected as the distinguished citizen of the year for 2012 by the Chehaw Boy Scouts of America and in corporation of that honor, we would like to recognize Mr. Streetman by adopting a Proclamation in his honor and declaring March 22, 2012 as Phil Streetman Day in Crisp County. She read the Proclamation recognizing the contributions that he has made over the last 60 years serving in many capacities of leadership in our community. Motion was made by Mr. Harris to approve the Proclamation in Honor of Phil Streetman, seconded by Mr. Culpepper, motion carried unanimously. Chairman Mathis stated that he could remember him when he was growing up listening to him on the radio, he stated the TV station here, and he has done so much good for the community.
SET AIRPORT HANGAR FEES
Mrs. Leverett stated that the new hangars are complete and available for renting. The schedule of the proposed rental fees is in their packet, and it was tabled at the last meeting pending some additional research, which they have added. Mr. Henderson stated that he did some research also and that Cordele's airport fuel rate is the highest within 50 miles and in some cases almost higher than any airport in the state; that is without a flowage fee. Americus is $1 a gallon cheaper, and they have a 6 cents flowage fee. He stated that all the flowage fee does is it brings some money back to the airport authority or the county to maintain those fuel tanks, to pay for the electricity to pump the fuel, and to give some revenue back for maintenance at the airport. Since the fees are already higher than other airports, and no one has anything invested in the fuel until it is pumped out, he doesn't see why there would be any objection to having a flowage fee. Let's do what is right for the taxpayers. John Gordon stated that Mr. Henderson does have a good point and his issue can be well addressed, and if they went ahead and set the fees for the hangar and got that out of the way, then they can come back and readdress that. He has some plans that he thinks would probably solve what he is talking about as we re-look at this again. Mr. Henderson stated that Mr. Pitts uses the county tanks to store his fuel, and when he gets fuel for someone else, he uses our electricity to pump that fuel into his truck and sell it, so why shouldn't we impose a flowage fee. He has no problem with the way they are working it. Also, there are people using that airport for years that hadn't paid any rent, when he started looking at this, that person started paying rent for a major part of that airport. Mr. Cooper has been running the airport very well, but his contract expired in 1987, and nobody has wanted to touch it; the public is entitled to us doing what is right for them. Chairman Mathis stated that Mr. Pitts is putting a tanker of fuel in at a time, which cost about $40,000, and he carries it until it is sold or pulled out, so he is providing fuel on consignment without a charge. Mr. Henderson stated that he should at least pay for the electricity that he uses to pump his fuel out of that tank. Mr. Culpepper stated that we talked about this last month, we have given up three months worth of revenue, it was mentioned last month that we could do it the way the fees were proposed and the advisory board would go back and look at it. We have appointed this board to look at these kinds of things, and it was also stated last month that we could revisit this annually. The advisory board can bring the flowage fee up when they have a chance, if we need one at all, and we need to meet with the airport advisory board and let them know that they are being heard. Motion was made by Mr. Culpepper to adopt the fees as they were proposed with T-hangar fee of $150, open hangar fee of $75, and the maintenance fee at $350, seconded by Mr. Nance, motion carried with Mr. Henderson opposing. Mr. Nance stated that we do want to come back and revisit the fuel flowage issue.
PUBLIC HEARING - REQUEST FROM HATLEY ROAD FARMS TO REZONE PROPRTY LOCATED NORTH OF 2102 HWY 300 SOUTH
Connie Sangster, Planning Director, reported that she has a request from Hatley Road Farms, which is also represented by George Haynie, to rezone property from RS1 (Single Family Residential) to GC (General Commercial) for the purpose of a lumber and other building materials division yard. This property is located north of 2102 Hwy. 300 South. She stated that when they had the major rezoning in 2000, most of that side of Hwy. 300 were left Rural Residential, mainly for the protection of the churches', cemetery, and other residential property than on the east side. We did that so when a person decided that they wanted to do something with the property, it would be on a case by case basis, so maybe what they wanted to do would not be interfering with the existing residential and would also fit in with the intent of Hwy. 300 commercial property. She stated that there was a picture in their packet of the type buildings that he will have on his property, and also the way it is listed it sounds like he is going to do a hardware store/ lumber yard, but that is just the heading that pre fab buildings come under. His proposed office building will be built to standard building codes since storage buildings are not intended for habitual use, so there is a different criteria that the building will have to meet so he can occupy it as an office. This public hearing is for the rezoning, and we will not make a decision today. We will also have a public hearing for the special use as it requires a special use permit in that zone district, and a decision cannot be made on that request at this meeting either. She advised that both public hearings have been posted and letters have been sent out to the adjoining property owners; she has not heard from anyone. Chairman Mathis opened the public hearing. He asked for comments in favor of the proposal. Mr. Haynie stated that he is basically just trying to put some utility buildings for sale, there will be an office with hard gravel for the roadway and parking, it is not going to be a heavily used area, and this is more of a visible type set-up to promote the buildings for him. He said he will not be down there full-time, but an office building will be set up. He handed out a brochure of the different type buildings he will be displaying and the prices. Chairman Mathis asked for any more comments, and there was no one else to speak in favor or against the proposal. Chairman Mathis declared the public hearing closed and stated that the decision will be made at the next meeting.
PUBLIC HEARING - REQUEST FROM HATLEY ROAD FARMS FOR A SPECIAL USE PERMIT LOCATED ON HWY. 300 SOUTH
Ms. Sangster reported that this is a request from Hatley Road Farms for a Special Use Permit to locate a Lumber and Other Building Materials Division yard in a GC (General Commercial) zone district. This property is located north of 2010 Hwy. 300 South. Chairman Mathis opened the public hearing for the Special Use Permit request. He asked if there was anyone to speak in favor of the request. George Haynie stated that there would be utility-type storage buildings on display and people can drive in and look at the buildings and they will have prices on the buildings and also phone numbers to call. He stated that they do offer buildings that can be built on site, but there will be no construction site on this property. Chairman Mathis asked if he had a business license; Mr. Haynie replied yes, and Ms. Sangster advised that he would have to have a separate business license for this location. Chairman Mathis asked for any more comments in favor of the request, there were none; he asked for any comments against the request, and there were none. Chairman Mathis closed the public hearing.
PUBLIC HEARING - CDBG 12 GRANT APPLICATION
Kay Haglar with River Valley Regional Commission advised that the Commissioners decided to apply for a Community Development Block Grant (CDBG) for rehabilitation of the health department. They are required to have a public hearing for this, and the purpose of the public hearing is to have citizen's input into the project as well as discuss any concerns that they may have. Also to go over the rating system and to identify specifically that the project is under the HUD system and the Georgia CDBG federal funds. They also look at program feasibility when they are ratings the programs, and they are having a significant reduction this year, and the program is very competitive. The program is to work with and provide services to low to moderate-income individuals, thereby the health department, which serves a strong number of that population, is eligible to apply for funding. Also, she stated that housing, public facilities such as water and sewer, economic development are some of the other items that are available for applications under this. Crisp County has chosen to look at the health department and the clients they serve. Mrs. Leverett stated that the public hearing was properly advertised as required by CDBG. Chairman Mathis opened the CDBG grant application public hearing. He asked for any comments in favor, and there were none. He stated that the health department is something that we have looked at for years about renovating with SPLOST funds, and we saw the availability of this grant to be used to renovate the health department and adding to the value and serviceability of it. Mrs. Hagler stated that they are required to discuss any open or past CDBG's that you have, and you do have one in the acquisition phase as they have just received within the past few weeks' permission from the engineer to move forward with this project. They did have some issues but she thinks they have all been resolved with that. Chairman Mathis asked for any comments in opposition of the CDBG application, there were none. He closed the public hearing.
CDBG 12 RESOLUTIONS
Mrs. Leverett reported that we have three Resolutions that need to be approved to complete the application for the CDBG 12 funding. The first one is the Resolution Authorizing the Cash Match and Leverage; we do have $90,000 in our 2011 SPLOST for improvements at the health department, and we have agreed to use that $90,000 as cash match and leverage for this grant. She advised that $10,000 of that will be used for the match and $80,000 will be used for leverage to give us points to hopefully win the grant award. Motion was made by Mr. Nance to adopt the Resolution Authorizing the $90,000 in SPLOST for Cash Match and Leverage on the CDBG 12 grant application project, seconded by Mr. Henderson, motion carried unanimously. Mrs. Leverett stated that we have the Resolution Supporting the Fair Housing Act and the Georgia Fair Housing Act. This is basically a requirement of the grant. Motion was made by Mr. Henderson to approve the Resolution Supporting the Fair Housing Act, seconded by Mr. Nance, motion carried unanimously. Mrs. Leverett stated that the next Resolution Authorizes the filing of the CDBG 12 Application with the Georgia Department of Community Affairs for FY 2012 under the Small Cities and Community Development Block Grant Program fund in an amount not exceed $500,000, which is the maximum. Motion was made by Mr. Nance to approve the Resolution Authorizing Filing of the CDBG 12 Application, seconded by Mr. Harris, motion carried unanimously.
SELECTION OF ARCHITECT FOR CDBG 12 HEALTH DEPARTMENT PROJECT
Mrs. Leverett advised that we need to select the architect for the health department project, as part of the application project we must have an architect that will give us some preliminary drawings, which must be submitted with the application. Mrs. Hagler sent out the RFQ's, we received four responses for architectural services for this project, and she has scored those. Carl Gamble, Mike Coleman, Lori Hobbs, Jerome Deal, and herself met and reviewed all the proposals, and the committee, along with Mrs. Hagler, is recommending that SPDG Design Group be chosen as the architect for this project. They were the architects on the building that is there now, so they are familiar with that building, and they did score the highest on the rating system. Motion was made by Mr. Harris to accept the proposal from SPDG Design Group as the architect for the CDBG 12 health department renovation project, seconded by Mr. Culpepper, motion carried unanimously.
NAME PRACTICE FIELD AT RECREATION DEPARTMENT IN HONOR OF LA LA SMITH
Eric Bozeman, Recreation Department Director, and Charles Kerr and Larry Felton, members of the Recreation Advisory Board met with Commissioners to discuss the request from the Advisory Board to name the practice field adjacent to the Crisp County Recreation Department in honor of La La Smith. Mr. Bozeman advised that the Advisory Board came to him several months ago with this proposal, and for years this field has been just named the athletic field. After doing some research, talking with some people and family members, who are in attendance today, he got more information on Julius Caesar, La La Smith and he felt like it was important to go ahead and bring it to the Commissioners and see if that is something that they want us to do. Once we name the field, that is the name of the field forever, so it is real important that we do due diligence when we research it. Mr. Kerr stated that everybody his age remembers him as an outstanding man and a fixture in this community. There wasn't anybody in town that didn't like La La, and he was always for helping the boys and girls play baseball, or any sport. Everybody knew him because of his outstanding contribution to the community and he worked with boys and girls to development them to be not only ball players but also good citizens. He has made an input on a lot of people in this community. Mr. Henderson stated that La La was the epitome of a person that was color blind, he didn't see color, he saw people, and he never saw the man when he wasn't upbeat and on top of the world. He can't think of a more deserving person. Mr. Kerr introduced Barbara Gail Ross, his daughter, who was present. Mr. Felton stated he is glad to see this day come as they have been working on this project a while. Mr. Kerr thanked the Board for their consideration and also Mr. Bozeman and Mr. Culpepper for pushing it through. Mr. Nance stated that he didn't have the privilege of knowing La La because that was before his time, but apparently he had a major impact on the community. Motion was made by Mr. Nance to name the practice field adjacent to CCRD in honor of Julius Caesar Smith, affectingly known as La La Smith, seconded by Mr. Henderson, motion carried unanimously. Mr. Bozeman advised that Andre Ramsey, professional football player with the Miami Dolphins, is working on trying to get a camp together with a few of his professional buddies later on in the year. By common consent, Mrs. Leverett was advised to draft a letter to Mr. Ramsey thanking him for speaking at the football opening day program. Mr. Bozeman advised that they had 37 kids to sign up for the first-time track program; they have an excellent coaching staff of three and between them they have eight state championships. They are going to start working with the kids today. Opening day of baseball and softball is March 31st, and he invited all to come out for that. Mr. Nance thanked the advisory members for their service, and he would like to get with Mr. Bozeman, some of the advisory members, and commissioners and he would like to put some things on the table as we have room for growth.
APPROVE ACCG RISK MANAGEMENT & INSURANCE PROGRAM
Fire Chief Ray Lunsford, who is also the county's safety coordinator, reported that we have been working towards making a safe environment for our employees as well as trying to save the county some money. He advised that to the best of his knowledge, we have complied will all that the Association County Commissioners of Georgia has requested of us for the Interlocal Risk Management Insurance as well as our Workers Compensation. We can apply for a savings of this, and it just requires filling out the form and a signature. ACCG will come and monitor and check to make sure we have complied with the regulations. It is a 5% savings on the liability program and a 71/2 % savings on the workers compensation premiums. Mr. Henderson commended Mr. Lunsford for what his department does, and he wants the citizens to know how much they do that helps them save money on their homeowners insurance. He took us from a 9 rating down to a 6, which gives the property owners within a 5-mile radius of these fire stations about a 30-40% discount on their homeowners insurance. Chief Lunsford advised that he will have a new employee coming on board within a week or two; they are looking at opening the Hatley Fire Station during the daylight hours five days a week for now. They will be coming to them budget time about adding another person so that we can get it open day and night. Chairman Mathis stated that he wanted to thank Tommy Hauesler, who has just retired from the county fire department, for his service and dedication. Motion was made by Mr. Culpepper to approve the ACCG Risk Management & Insurance Program savings and authorize the chairman to sign, seconded by Mr. Harris, motion carried unanimously.
UPDATE ON CURRENT ROAD/OUTSIDE PROJECTS
Carl Gamble, Public Works Director reported that 1) Friday, March 16th they will know who their contractor will be on the Tremont and Hatley Road resurfacing projects, which will be let by DOT; 2) the Off-System Safety Plan, which includes 72.95 miles on 12 various roads, will be cut back by DOT on one of the roads as it does not quality, some of the others might not either but it would be fall before we received the funding; 3) DOT is putting a cost analysis together now for anticipation of putting together a county contract to widen from Hwy. 41 to Hwy. 300 on Old Hatley Road with two- feet of widening and resurfacing and also from Hwy. 300 to I-75 to widen and put in left turn lanes, resurfacing, and extending the box culverts; 4) the fire station resurfacing on Hwy. 300 is complete and they are dressing up around that this morning; 5) as soon as they get all the utilities cut off on the downtown Darton building, they will do some demolition for the pre-asbestos abatement; 6) they are trying to get some of the easements finalized on the CDBG Northside project; 7) hopefully the Go-Fish ramps are still on schedule for the end of April; and 8) they want to encourage all to vote for the T-SPLOST, which is a sales tax for transportation that will help our airports, roads, and mass transportation and all of that money will come back to our region.
SELECT BOB ROBINSON AND ASSOCIATES, INC. AS CDBG PROJECT CONSULTANT
Mrs. Leverett reported that every five years the Department of Community Affairs requires that we update our procurement on selection of Community Development Block Grant (CDBG) consultants outside of the River Valley Regional Commission. It is time for the county's to be renewed; we have advertised and sent out an RFP to solicit proposals from interested qualified firms to provide the administrative consulting services on CDBG EIP projects, when we chose not to use River Valley. She advised that the ad was published, and we received two responses, one from Bob Robinson and Associates and one from Associates in Local Government Assistance, which is located in Alma, Ga. The respondents were evaluated and based on the criteria and the evaluation, they would like to recommend that Bob Robinson and Associates, Inc. be selected as our consultant on CDBG EIP projects. Motion was made by Mr. Harris to approve Bob Robinson and Associates, Inc. as the county's CDBG EIP project consultant and authorize the chairman to sign the agreement, seconded by Mr. Nance, motion carried unanimously. Mrs. Leverett advised that it is also required that when we go through this process, the county needs to authorize the basis of the selection for administrative consultative services. They did go through the selection process, as they required step by step. Motion was made by Mr. Henderson to approve the basis of selection for administrative consulting services and authorize the chairman to sign the paperwork, seconded by Mr. Culpepper, motion carried unanimously.
Mrs. Leverett reported that she has a preliminary report and executive summary on the three major funds of the County as of Feb. 29, 2012. The General Fund reports monthly revenues of $826,118; year to date $10,496,077; monthly expenditures $1,055,245; year to date expenditures of $9,413,911. These numbers leave General Fund revenues exceeding expenditures by about 7% and include about 84% of the 2011 Ad Valorem Tax Revenue appropriated for this year. In the Landfill Fund, we are reporting $109,943 in accrued monthly revenues; $814,178 year to date; $87,267 in monthly expenses; $682,788 year to date leaving the Landfill with a net gain of $131,390. The total tonnage received for the month of February was 3459.29 tons with approximately 43% of that being delivered under the Veolia commercial contract and 12% under their residential contact. The GEFA Loans are current at $5.2 million. In the Water Fund, we recorded monthly revenues of $34,679; YTD $324,536. expenditures totaled $30,996; YTD, $290,304 leaving the Water Fund with a net income of $34,232. Customer usage for the month was 4,150,000 gallons and the USDA Bonds are current at $1,605,618. In the cash on hand report, the county wide total at 2/29/12 was $17.7 million. The largest deposits being $7.5 million in various accounts representing the General Fund, $7.4 million in SPLOST funds, and $7.6 million of the countywide total is restricted or reserved for specific uses such as debt service or purchase of capital outlay. In the SPLOST budget to actual report for the 2000 ISSUE, we have spent $16.7 million of the $17.6 million collected, leaving us with $864,000 to complete the various City and County projects associated with this issue. Total collections remain at $24.7 million in the same report for the 2005 Issue. To date we have total expenditures of $19.6 million, leaving us with a little over $5 million to complete the projects included in this issue. Next is the first report on the 2011 SPLOST Issue. Our first distribution came in at $305,718. This is up about 8.5% over this same time last year but it is down over 17% from last month and about $28,000 short of the monthly amount used to budget for the 2011 SPLOST projects. The Final SPLOST Schedule includes a list of all expenditures for the month of February from all SPLOST Funds. Projects benefiting from SPLOST dollars were the Crisp County Airport, Public Safety, the Jail Expansion and the Darton Project. The next report is an updated schedule on our LOST receipts, which show the decreases here pretty much mirror the percentages from the SPLOST schedules. This month's distribution of $143,687 is down 17.25% from last month but up 8.59% from this same time last year. In the CDBG Revolving Loan Fund monthly report, which includes the balance and status of all our CDBG Revolving Loan Fund Accounts, we still have eleven outstanding loans, five are current & six delinquents, with a total balance due of $2,271,963. The next report is the revenues by fund and expenditures by department preliminary report for the nine-month period of July 2011 through February 2012. As of February 29th, all departments and divisions should be at 67% of their annual allowances. Overall, the General Fund was at 64%, the Water Fund at 47% and the Landfill fund at 43%. The last page is a list of Business Licenses issued during the month of February. We issued 5 business licenses and 1 regulatory permit, and she would like to remind everyone that it is time to renew business licenses. If they own or operate a business in the unincorporated are of the county, they are required to purchase a County Business License. Renewal applications have been mailed out and are due by April 1st, but if you didn't received one or if you are a new business, the application is available on the county website, www.crispcounty.com, or you can call or come by the Finance Department and they will be glad to fax or mail it to them.
CHANGE TERM ENDING DATE
Mrs. Leverett stated that when they made board appointments earlier, they appointed Lonnie Jacobs to the Department of Family and Children Services Board and set his term to expire on December 31, 2016. Mrs. Smith has notified her that the term should have expired on June 30, 2016, and we need to correct that. Motion was made by Mr. Nance to correct the term ending date from December 31, 2016 to June 30, 2016, seconded by Mr. Culpepper, 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. Nance to come out of Executive Session, seconded by Mr. Culpepper, motion carried unanimously.
APPOINT LONNIE JACOBS TO THE REGION 4 MENTAL HEALTH DEVELOPMENT BOARD
Motion was made by Mr. Nance to appoint Lonnie Jacobs on the Region 4 Mental Health Development Board to three-year term ending December 31, 2014, seconded by Mr. Henderson, motion carried unanimously.
APPOINT NEAL EDALGO TO CRISP-TURNER JOINT DEVELOPMENT AUTHORITY
Motion was made by Mr. Henderson to appoint Neal Edalgo to the Crisp-Turner Joint Development Authority to a four-year term ending March 9, 2016, seconded by Mr. Nance, motion carried unanimously.
Motion was made by Mr. Henderson to adjourn the meeting at 1:21 p.m., seconded by Mr. Harris, motion carried unanimously.