MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
MEETING HELD ON MAY 8, 2012
Chairman Wallace Mathis called the meeting to order with Commissioners William Culpepper and Clark Henderson in attendance. Others present were County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Clerk Linda Finch. Commissioner Culpepper gave the invocation and 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. Henderson to approve the minutes of the April 10th regular meeting and the April 11th called meeting, seconded by Mr. Culpepper, motion carried unanimously.
PUBLIC HEARING - SPECIAL USE PERMIT FOR BECKY PERKINS
Chairman Mathis advised that we have a request from Becky Perkins for a Special Use Permit to locate a home based Beauty Shop in a Rural Residential Zone District. Property located at 174 South Dorough Road. He opened the public hearing. Connie Sangster, Planning Director, stated that Ms. Perkins would like to put a home-based beauty salon in her current residence on Dorough Road. The property is 1.5 acres and surrounded by existing farmland, and this is a process we have to go through mainly to look at the area and make sure the location is okay. Commissioner Henderson advised that this location is down from Walls Factory Outlet and there is commercial activity in the area already. Ms. Sangster read the Review Checklist for the Special Use Request. Chairman Mathis asked if there were any comments in favor of the request. Ms. Perkins stated that she has been a hairdresser for fifteen years, she had a home-based business when she lived in town, and when her husband passed, she sold her property and moved in the county next to her parents. She enjoys working from home and would like to do that again, and she thinks the community would enjoy having that service out there also. Mr. Sanders, Ms. Perkins father, stated that he is glad to have her there, and he promised to keep the place safe and beautiful place for customers. Ms. Sangster advised that she did receive a letter from Paula Faye Owens, who owns the property across the road from the shop, and she has no objection to the request. Chairman Mathis asked for any comments against the request, there were none, and he closed the public hearing. Ms. Sangster stated that the decision could be made today. Motion was made by Mr. Henderson to approve the Special Use Permit for Becky Perkins for a home-based beauty shop located at 174 South Dorough Road, seconded by Mr. Culpepper, motion carried unanimously.
APPROVE RESOLUTION TO ADOPT AN AMENDMENT TO THE 2010-2014 SHORT TERM WORK PROGRAM
Mrs. Leverett reported that anytime we apply for federal or state funding on a building project, they are going to look at our long-term and short-term comprehensive plan for support of that application. The health department was originally included in the 2002-2006 short-term work plan, but when the plan was updated, for some reason the health department was removed. We need to add the health department project back to our short-term work plan. In order to do that we have a resolution, which will adopt a minor amendment to the 2010-2011 short-term work program of the greater comprehensive plan, which is 2009-2029. Because the comprehensive plan is a joint plan between the City of Arabi, the City of Cordele, and us, the resolution will also have to be adopted by those agencies as well. They have it and will be adopting it at their next meeting also. She advised that this would enhance the Community Development Block Grant 2012 application. Motion was made by Mr. Culpepper to approve a Resolution to Adopt a Minor Amendment to the 2010-2014 Short-Term Work Plan of the Greater Crisp County Comprehensive 2009-2029 Plan to include the improvements to the health department, seconded by Mr. Henderson, motion carried unanimously.
APPROVE APPLICATION FOR JACK'S LIQUOR STORE
Mrs. Leverett reported that they have received an application for a new liquor store license; the store will be located at 1337 Hwy. 257. The applicant has satisfactorily completed all the requirements including a background check by the Sheriff's Department. She advised that because it is a new liquor store, it must be presented to the board for approval. Motion was made by Mr. Henderson to approve a liquor license application for Jack's Liquor Store, seconded by Mr. Culpepper, motion carried unanimously.
UPDATE ON CURRENT ROAD/OUTSIDE PROJECTS
Carl Gamble, Public Works Director, reported that 1) the resurfacing contract on the LMIG projects for the 5.02 miles was awarded to Reeves Construction, and we are waiting on a notice to proceed; 2) we resubmitted the short list on the Off System Safety Action Plan that was approved by Commissioners, and we are waiting on the official approval, then we can get that project bid out; 3) the fishing pier material is on site at the park, and the contractor is suppose to be in on May 14th to begin that work: 4) they have completed their demolition for the pre-asbestos at the Darton site, the asbestos contractor is suppose to be here around May 21st, and they should be complete with that job the first week in June. Mr. Mathis commended Mr. Gamble and his crew for getting that part of the work complete; 5) the flashing beacons that were approved at Crisp Academy and Hwy. 280 are still in the paperwork process; 6) they have done an extensive amount of work for the Recreation Department at Reid Park; and 7) DOT spent $1 billion less in 2011 than what was spent in 2007, that is why it is important to pass the TSPLOST.
UPDATE ON LOCAL GOVERNMENT EMPLOYEE HEALTH INSURANCE PLAN
Mrs. Leverett reported that the health plan committee has met a couple of times over the last few weeks, and it appears that in order to keep our plan financially stable, we are going to be facing increases in our health insurance contributions. We are still in the process of obtaining additional information and reviewing plan alterations that might help to hold that increase down as much as possible. Basically in this fund, we need to maintain a level of cash reserves between $800,000, at a minimum, and $1 million. We have dropped below that minimum, and we have some additional claims coming in that will probably drop it down further. In addition, our renewal for stop-loss coverage is going up; we did take quotes on it, and the best quote we had was still about a 10% increase over last year. Also, the administrative fees are going up for the first time in three years. She advised that they are still gathering information and will be reviewing all the options in an effort to hold the increase to a minimum. She has factored in a small increase for the county's contribution in the upcoming budget, and there are some things that we can do with the plan, with deductibles, etc. She will let them know after the next committee meeting.
Mrs. Leverett reported that today's packet includes the summary for the month of April 2012 as well as year to date. The General Fund recorded revenue for April in the amount of $753,048 brings the year to date total to $12,336,113, representing 84% of annual budget. $1,003,811 in monthly expenditures brings that year to date total to $11,877,461 or 81% of budget and leaves the general fund with a 3% revenue advantage at 4/30/12 of $458,650. The Landfill Fund recorded $103,169 in monthly-accrued revenue and $1,022,681 year to date. Monthly expenditures and other costs totaled $254,193, year to date, $1,033,160, leaving the landfill with a year to date net loss of $10,480. We received a total of 3162.25 tons of waste for the month of April. Approximately 39% of that was received from Veolia under their commercial contract and 15% under the residential contract. April's tonnage was down slightly from the previous month but almost 600 tons less than April 2011; the monthly average remains below FY 2011 by about 300 tons per month. The GEFA Loans are current at $5.1 million. For the month of April, the Water Fund recorded revenues of $39,524, YTD $399,816. Expenditures for the month totaled $30,408; YTD $356,334, leaving the Water Fund with a YTD net gain at of $43,482. Water usage billed for the month was 5,977,000. The USDA Bonds are current at $1.6 million. Next is the Cash Report for April. In the General Fund we have $6.3 million; the Landfill Fund, $947,752; the Revolving Loan Fund, $225,050; the SPLOST Funds, $7.6 million; and the Water Fund ended the month with $1.3 million, giving us a county wide total of $16.4 million. Over $8 million of this amount is reserved for specific purposes such as debt service or capital outlay projects. In the SPLOST reports, the budget to actual summary report for the 2000 Issue, total collections are $17.6 million, total expenditures to date are $16.9 million, leaving us with $709,000 to complete projects associated with this issue. Next is the same report for the 2005 Issue. Collections remain at $24.7 million and we have expended $19.6 million, leaving us with $303,000 for projects associated with that issue. Following that is the same report for the 2011 SPLOST Issue. Distribution no. 3 in the amount of $344,114 was down from last month but up almost 7% from April of 2011. To date we have collected $1,022.783 in revenue under this issue and expended $530,786. The final SPLOST Schedule includes a list of all expenditures for the month of April from all SPLOST Funds. Projects benefiting from Special local option sales tax dollars were the Crisp County Airport, the Crisp County Jail Expansion, the Darton Project, the City of Cordele and the City of Arabi. The April L.O.S.T. distribution, representing March retail sales of $161,733 pretty much mirrors the percentages mentioned earlier for SPLOST, down 7.73% over last month but up 6.91% over the same time last year. The CDBG Revolving Loan Fund report is next and includes the balance and status of all our CDBG Revolving Loan Fund Accounts as of April 30, 2012. We remain at 11 outstanding loans with a total balance due of $2,253,812. The last report is the revenues by fund and expenditures by department report, which shows the expended percentage of appropriations for each individual department and the total for each fund. At the end of April all departments and divisions should be within 83% of their annual allowances. Overall the General Fund Expenditures are at 81%, the Water Fund at 58% and the Landfill fund at 66%.
COMMEND HIGH SCHOOL BASEBALL TEAM
Commissioners commended the high school baseball team and Coach Pate for the excellent job they have done this year as they went undefeated in regular season play.
DISCUSS PRELIMINARY FY 2013 BUDGET
Mrs. Leverett reported that all the FY 2013 budget requests from outside agencies and county directors have been received and reviewed. She has met with Chief Appraiser Tim Quick on the 2012 ad valorum tax digest; they are not ready to present any numbers yet, but early projections indicate that there will be some significant increases in the digest this year as it was a total re-valuation year. Most of these increases will be in inflationary growth due to the property re-valuations but there is some real growth included. She advised that until she receives some preliminary numbers from them, she couldn't really calculate that revenue, which is a big percentage of the revenue end of our budget; however she does have a preliminary budget to present to the board today. She stated that the county-wide total at this time is $22.6 million, which is about $2.5 million over FY 2012; most of that increase is in the 2011 SPLOST Fund. The budget is a work in process and is available to the public for review, and there is no action needed today from the board other than she needs to confirm that they can set the first public hearing date and time to be at our next regular scheduled meeting, which will be June 12th at 10:00 a.m. She advised that all the funds are balanced except the General Fund, and it is $429,734 short. She is waiting to see how much real increase we are going to have in the ad valorum tax digest and how much of that can be absorbed by that increase. Commissioners agreed to have a public hearing for the 2013 budget at 10:00 a.m. on June 12, 2012.
DISCUSS COUNTY ADMINISTRATOR POSITION
Mr. Henderson stated that he would like to sit down and agree as a board which of the applicants that we have resumes on that we want to proceed with further as the people took their time to apply for this job; we are going to lose some good people if we don't, and we need to light a fire under ourselves, take this serious and get an administrator. Mr. Culpepper agreed that they need to sit down and talk about an administrator as soon as possible plus we may want to have two budget hearings, one in the morning and one in the evening for public comments. Mr. Henderson and Chairman Mathis agreed that we need two hearings.
REVIEW PLANNED DOCUMENT
Mrs. Leverett reported that she has received a planning document from the River Valley Regional Commission and it is also being sent to the Chamber, IDC, IDA, City of Cordele, and City of Arabi, and basically we need to update any economic development projects that we might see a need for in the future, long term and short term. Darton College and the Inland Port are already included on this list but if the Commissioners know of anything they want to be added, let her know as she has until Friday to send it back in for the first round of review by River Valley Regional Commission. She advised that we have until the end of the month for the final round of review. This is basically an economic development too used by River Valley, and is a planning document that everybody participates in. Mr. Henderson stated that he would like to update our airport terminal. Chairman Mathis advised that it is on the plan, and there is also some money in SPLOST for improvements to the airport.
SET CALLED MEETING
By common consent, Commissioners set a called meeting for May 9, 2012 at 6:15 p.m.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Culpepper to go into Executive Session to discuss personnel, real estate, and potential litigation, seconded by Mr. Henderson, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Henderson to come out of Executive Session, seconded by Mr. Culpepper, motion carried unanimously.
Motion was made by Mr. Culpepper to adjourn the meeting at 11:54 a.m., seconded by Mr. Henderson, motion carried unanimously.