STATE OF GEORGIA

 

COUNTY OF HENRY

 

The Henry County Board of Commissioners held a Public Meeting at 9:00 a.m. on Monday, February 18, 2008, in the Community Room, County Administration Building, 140 Henry Parkway, McDonough, Georgia.  Notice of this meeting was posted in the entrance foyer of the County Administration Building. The Daily Herald was notified of this meeting. Those present were:

 

                   Jason Harper, Chairman

Warren E. Holder, District I Commissioner

          Elizabeth (“B.J.”) Mathis, District II Commissioner

          Randy Stamey, Vice-Chairman, District III Commissioner

          Reid A. Bowman, District IV Commissioner

Johnny B. Basler, District V Commissioner

Also attending were Patrick Jaugstetter, County Attorney; Shay Mathis, County Clerk; Rob Magnaghi, County Manager; Phyllis Shrader, Deputy County Manager; Terry McMickle, Public Works Division Director; Michael Sabine, Assistant County Manager; Mike Bush, Finance Director; Michael Harris, Planning & Zoning Services Division Director; Angie Bailey, Social Services Division Director; Jim Luebbering, Building and Development Services Division Director; and others.

(NOTE: Audio of this meeting is available with the County Clerk in the Board of Commissioners’ Office and will be retained for a period no less than twelve (12) months from the date of this meeting.)

Chairman Harper called the meeting to order and called for acceptance of the agenda.  Commissioner Stamey made the motion to approve the agenda; Commissioner Mathis seconded.  The motion carried unanimously.

Presentation

          Brad Bowers, President of the Georgia Government Finance Officers Association, presented the Henry County Finance Department with a Certificate of Achievement for Excellence in Financial Reporting and also an Award for Outstanding Achievement in Popular Annual Financial Reporting.

          The Certificate of Achievement for Excellence in Financial Reporting award is given to governments whose Comprehensive Annual Financial Report (CAFR) achieves the highest standards in government accounting and financial reporting.  This is the second year Henry County has received the Certificate of Achievement for its CAFR.

          The Award for Outstanding Achievement in Popular Annual Financial Reporting award is given to governments whose Popular Annual Financial Report (PAFR) conforms to program standards of creativity, presentation, understandability and reader appeal.  PAFR’s are specifically designed to meet the needs of interested parties who may be unable or unwilling to use traditional financial reports.  The goal is to make the information they contain more readily accessible to a broader audience than that served by traditional financial reporting.  This is the first year Henry County has received the Award for Outstanding Achievement for its PAFR.

Authorization to award a bid to purchase mulch

          Larry Moss, Assistant Director of Parks and Recreation, presented the agenda item to the Board.   Staff recommended the bid be awarded to Wilson Brothers Nursery; prices will remain firm for the contact term.

          Commissioner Mathis made the motion to award the bid to Wilson Brothers Nursery as a unit/price contract with no fixed quantities for a one year period; Commissioner Stamey seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, sealed bids (SB-08-42-011508-2) were solicited for the purchase of mulch for the Parks an Recreation Department; and,

          WHEREAS, Two (2) vendors submitted bids for this purchase, as indicated on attached Vendor Bid Tabulation Summary; and,

                   

          WHEREAS, funds are available in the department’s account to complete this purchase; and,

 

          WHEREAS, Wilson Brothers’ bid meets bid specifications and the best price and             delivery terms as a unit/price contract with no fixed quantities; prices will remain firm for the contract term and is is recommended by department personnel.

 

          NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards Bid Number SB-08-42-011508-2 to for the purchase of mulch  for the Parks and Recreation Department to Wilson Brothers’ Nursery; award as unit/price contract with no fixed quantities; prices will remain fixed for one contract period. The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase.

 

Comprehensive Transportation Plan Roadway Classification Changes for GDOT Submittal

          Michael Harris, Planning & Zoning Services Division Director, presented the agenda item to the Board.  The Comprehensive Transportation Plan (CTP) was adopted by the Board of Commissioners on August 6, 2007, exclusive of the Roadway Functional Classification.  Staff was directed to thoroughly review the roadways, terminus and recommended functional classification designations.  The proposed classifications are appropriately based on current and future land uses, traffic volumes, and traffic patterns and recommended roadway improvements.

          Commissioner Holder asked, once the roadway classification has been submitted could it be amended.  Mr. Harris stated changes could be made.

          Commissioner Basler made the motion to approve the resolution adopting the Joint Henry County/Cities Comprehensive Transportation Plan including Chapter XII-Recommended Roadway Classification Changes; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Henry County and its cities, are experiencing an unprecedented surge of growth and development according to the U.S. Census figures and information from the Atlanta Regional Commission (ARC); and  

WHEREAS, in August 2005, the Henry County Board of Commissioners initiated the development of its first-ever Comprehensive Transportation Plan (CTP) in collaboration with the Cities of Hampton, Locust Grove, McDonough and Stockbridge; and

WHEREAS, the technical consultant team of PB Americas, HNTB and DW Smith Design Group, Inc. compiled a final draft CTP between August 2005 and April 2007; and

WHEREAS, the plan was initiated in response to the concerns of local elected officials and citizens about the rapid growth of the county and its impact on the quality of the transportation system in the County and the increasing level of traffic congestion; and

WHEREAS, the Comprehensive Transportation Plan has identified the current need for transportation improvements throughout the County, including new and widened roads, intersection improvements, sidewalk and bicycle paths and new and expanded public transportation services for commuters, seniors, and disabled individuals; and

WHEREAS, the CTP will cover a planning period from 2005 through 2030; and 

WHEREAS, the Board of Commissioners reviewed and commented on the text of the final plan; and

WHEREAS, the Henry County Board of Commissioners adopted the Joint Comprehensive Transportation Plan, with certain conditions; and

WHERAS, the plan was adopted exclusive of Chapter XII-Pages 3-13-Functional Classification on August 6, 2007 pending staff review, amendments and modifications;

NOW, THEREFORE, BE IT RESOLVED THAT the Henry County Board of

Commissioners has received and reviewed the roadway segments with the understanding that any staff initiated road classification changes to be submitted to the Georgia Department of Transportation will be submitted to the BOC for approval;

          NOW THEREFORE, BE IT RESOLVE THAT the Henry County Board of Commissioners approves the adoption of Chapter XII, inclusive of the Recommended Roadway Classification Changes for GDOT Submittal, referenced and depicted in Table XII-4. 

Contract award for Floodplain Mapping Services

          Jim Luebbering, Building & Development Division Director and Erik Lombard, Stormwater Director, presented the agenda item to the Board.  Nine (9) firms/teams submitted proposals in response to the Request for Proposal.  A three (3) member review committee evaluated and ranked all vendor proposals.  The committee selected URS as the firm that submitted the best/most advantageous proposal regarding costs and required performance/results.  Their proposal was also the lowest priced proposal.

          Commissioner Stamey asked if the cities had been included regarding the vendor and their cost for the services.  Mr. Luebbering stated they had not informed the cities of the selected company.  The Stormwater staff worked with the Cities of McDonough, Locust Grove and Stockbridge all along and had numerous meetings and they were very much on board.  The $360,000 will cover all of Henry County and cost can be recouped from the cities for their individual stream miles.  The cost to the cities would be ten to fifteen cents on the dollar by joining in with the county.  The county will pay approximately $300,000 and the cities cost should be approximately $60,000. 

          Commissioner Stamey made the motion to award the bid to URS; Commissioner Holder seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, sealed proposals (SP-08-36-122107-1) were solicited for Floodplain Mapping Services for the Stormwater Department; and,

WHEREAS, nine (9) vendors submitted proposals for this project; and,

WHEREAS, funds are available in the 505 4050 543 2012 account to complete this project; and,

WHEREAS, URS has submitted the best proposal for these floodplain mapping services; departmental personnel recommend award to URS.

NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards Proposal Number SP-08-36-122107-1 to URS to provide floodplain mapping services for the Henry County Stormwater Department; total costs shall not exceed $361,538.00; billing for these services shall begin after July 1, 2008.  The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase.

Memorandum of Understanding to receive Point of Dispensing Response Trailer

          Don Ash, EMA Director, presented the agenda item to the Board. A part of the strategic plan for District 4 public health is to deploy units that can respond in case of a disaster.  Henry County has been determined to receive a Dispensing Response Trailer for disaster relief.  The memorandum of understanding states that Henry County will maintain the unit, and respond to it, if requested during a disaster that may affect our region.  There is no cost to the County.

          Commissioner Holder made the motion to approve the memorandum of understanding; Commissioner Stamey seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the Henry County Emergency Management Agency serves all communities of Henry County; and

 

          WHEREAS, District Four Health Services, provides assistance to the region to develop plans and strategies for local emergency management agencies to implement Points of Distribution; and 

 

          WHEREAS, the use of the Point of Dispensing Emergency Trailer, we assist our ability to respond to Emergency Support Function #8, Health and Medical Services,

 

          NOW THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners authorizes the Chairman of the Board of Commissioners to execute the Memorandum of Understanding with District Four Health Services on behalf of the Henry County Board of Commissioners.

Department of Justice Grant for the Police Department’s Criminal Apprehension & Gang Enforcement Unit

          Larry Stanford, Grants Administrator, presented the agenda item to the Board.  The Henry County Police Department has received a $75,000 grant from the Department of Justice’s Project Safe Neighborhoods grant program.  Project Safe Neighborhoods is a nationwide commitment to reduce gun crime and provide these programs with additional tools necessary to be successful.

          This funding will be used in Henry County through the Police Department’s Criminal Apprehension and Gang Enforcement (CAGE) Unit and will be used to deter juvenile gun crime and develop and promote community outreach efforts as well as to support other gun violence reduction strategies.  The grant will be used to :

1.     Purchase Intelligence Enhancement Software for the CAGE Database

2.     Hire a Data Intelligence Officer to gather intelligence and information for the unit and to be in constant communication with all other department units and command staff regarding gang information and gun violence activity.

3.     Pay overtime for the six officers in the unit when they are in court and meet with neighborhood and community groups outside of their regular working hours.

The grant is completely funded through the Department of Justice and there are no matching funds required.

Commissioner Mathis made the motion to accept the grant funds; Commissioner Holder seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the Henry County Police Department has received a $75,000.00 grant from the Department of Justice’s Project Safe Neighborhoods grant program; and,

 

WHEREAS, Project Safe Neighborhoods is a nationwide commitment to reduce gun crime in America by networking existing local programs that target gun crime and providing these programs with additional tools necessary to be successful; and,

 

WHEREAS, the funds will be used in Henry County through the Police Department’s Criminal Apprehension and Gang Enforcement (CAGE) Unit and will be used to deter juvenile gun crime and develop and promote community outreach efforts as well as support other gun violence reduction strategies; and,

 

WHEREAS, the grant will be used to purchase Intelligence Enhancement Software for the CAGE Unit database, to hire a Data Intelligence Officer for the unit, and to pay overtime for the six officers in the unit; and,

 

WHEREAS, there are no matching funds required for this grant;

 

NOW THEREFORE BE IT RESOLVED, the Henry County Board of Commissioners authorizes the acceptance of the Department of Justice grant and authorizes the Chairman to sign the grant contract and amend the budget based on the grant amount.

Children and Youth Coordinating Council Grant for the Family Concepts/Wait and Grip Programs

          Larry Stanford, Grants Administrator, presented the agenda item to the Board.  Henry County Life Management Solutions provides youth and their parents’ vital keys to successful relationships through its Family Concepts/WAIT program and GRIP (Gang Resistance and Intervention Program).  In 2006-2007, Henry County received $85,000 in first year funding.

          In 2007-2008, Henry County received funding of $27,720 with a match of $11,155 for July-September 2007, and $37,020 with a match of $15,228 for October-December 2007.  Henry County has received funding of $22,829 for January-June 2008.  Matching funds of $12,000 are required which will be split between in-kind service and matching funds, which are available in the budget.  The request is for authorization for the Chairman to sign the grant contract and approve the matching funds and budget amendment.

          Commissioner Mathis made the motion to accept the grant and approving the matching funds; Commissioner Stamey seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Henry County Life Management Solutions provides youth and parents vital keys to successful relationships through Family Concepts/WAIT and GRIP programs; and,

         

WHEREAS, the Children and Youth Coordinating Council has awarded Henry County $22,829.00 for funding from January to June 2008; and,

 

WHEREAS, a match of $12,000.00 is required, with the match split between in-kind services and County match funds,

 

NOW THEREFORE BE IT RESOLVED, the Henry County Board of Commissioners authorizes the acceptance of the Children and Youth Coordinating Council’s $22,829.00 grant, approves the grant match, and authorizes the Chairman to sign the grant contract and amend the budget based on the grant amount.

Bid award for HVAC Maintenance Services for Facilities Maintenance Department

          Michael Sabine, Assistant County Manager, presented the agenda item to the Board.  The Facilities Maintenance Department uses a scheduled service maintenance agreement to provide preventative scheduled service maintenance for certain signature facilities within the county.  The current HVAC maintenance service agreement was up for renewal in February, 2008.  Proposals were requested and seven (7) vendors responded.  Departmental personnel recommended award to HVAC Concepts, Inc. of McDonough as the most responsive and lowest cost vendor. 

          Commissioner Holder made the motion to award the bid to HVAC Concepts, Inc.; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the RFP was posted on the Henry County Website, listed on the AGLGA Marketplace and ten (10) sealed Request for Proposals (SP-08-11-121807-3) were solicited for HVAC maintenance and service for the Facilities Maintenance Department; and,

          WHEREAS, seven (7) vendors submitted bids for this purchase, as indicated on the attached bid tab; and,

          WHEREAS, funds are available in the department’s account for these services; and,

          WHEREAS, departmental personnel recommend award to HVAC Concepts, Inc.

NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards RFP Number SP-08-11-121807-3 to HVAC Concepts, Inc., the overall lowest and most responsive RFP for the HVAC Maintenance Services; award as a unit price contract with no fixed quantities; prices will remain firm for the contract period. The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase

County Manager Comments

          There were no comments.

Resolution determining the sufficiency of the proceeds of the Special One Percent Sales & Use Tax for the payment of certain general obligations indebtedness & for other related purposes

          Patrick Jaugstetter, County Attorney presented the agenda item to the Board.  The resolution presented where the Board declares there to be sufficient anticipated SPLOST revenue to service the bond indebtedness that the voters approved.  This is one step that is required before the bonds are issued.

          Commissioner Holder made the motion to approve the resolution; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

          Whereas, the Henry County Board of Commissioners (the “Board”), which is charged with the duties of levying taxes, contracting debts, and managing the affairs of Henry County, Georgia (the “County”), and the Henry County Board of Elections (the “Superintendent of Elections”), which is the Superintendent of Elections of Henry County, called an election which was held on November 6, 2007 for the purpose of submitting to the qualified voters of Henry County the question of whether or not a special one percent sales and use tax should be reimposed; and

          WHEREAS,  the ballots used in the election provided that if reimposition of the tax is approved by the voters, such vote shall also constitute approval of the issuance of general obligation debt of the County in the principal amount of $240,000,000 (the “Bonds”); and

          WHEREAS, the returns of the election were duly brought up by the Managers of such election, as required by law, and were presented to the Board and the Superintendent of Elections for consolidation and for the declaration of the result of the election; and

          WHEREAS, the Board, by resolution dated November 19, 2007, has determined and declared the results of said election to be in favor of reimposition of the tax and in favor of issuance of the Bonds; and

          WHEREAS, the Board has determined that the net proceeds received from tax will be sufficient to pay principal and interest on the Bonds as the same become due; and

          WHEREAS, the County has determined that no performance audit or performance review shall be required with regard to the issuance of the Bonds, and the County further wishes to authorize the commencement of validation proceedings for the Bonds;

          BE IT RESOLVED, by the authority aforesaid, and it is hereby resolved by the authority of the same, that no performance audit or performance review shall be required with regard to the issuance of the Bonds, and that a statement of that determination be included in the applicable noticed to the public published as part of the validation proceedings.

          BE IT FURTHER RESOLVED by the authority aforesaid, and it is hereby resolved by authority of the same, that it is hereby determined that, during each year in which any payment of principal or interest on such Bonds comes due, the County will receive from the sales and use tax net proceeds sufficient to fully satisfy such liability, as indicated on Exhibit “A” attached hereto and made a part hereof.

Annexation  by the City of McDonough – Shoppes at Avalon

          Patrick Jaugstetter, County Attorney, presented the agenda item to the Board.  The annexation notice is for informational purposes.

          Shoppes at Avalon (1565 Hwy. 20 West) filed an application for annexation/rezoning.  The property is 1.58 +/- acres located in Land Lot(s) 191 and 192 of the 7th District.  The current zoning of the property within the County is C-3 and the proposed zoning per annexation is C-3.

          There are no bases for a legal objection. 

Public Comments

          There were no comments.

Upcoming Meetings

           1.      Tuesday, February 19th @ 6:30 p.m., Regular BOC meeting

           2.      Monday, March 3rd @ 9:00 a.m., Regular BOC meeting The Tuesday, March 4th meeting has been cancelled.

           3.      Monday, March 18th @ 9:00 a.m. and Tuesday, March 19th @ 6:30 p.m., Regular BOC meeting

Executive Session

Commissioner Basler made the motion to adjourn into Executive Session in accordance with the provisions of O.C.G.A. 50-14-3, and other applicable laws, and pursuant to advice by Patrick Jaugstetter, the County Attorney, for the purposes of discussing the acquisition of real estate, pending and/or potential litigation, and personnel matters; Commissioner Mathis seconded.  The motion carried unanimously.

 

(Executive Session was held.)

 

Commissioner Bowman made the motion to reconvene into Public Session; Commissioner Basler seconded.  The motion carried unanimously.

Commissioner Basler made the motion to approve the affidavit and resolution pertaining to executive session; Commissioner Bowman seconded.  The motion carried unanimously.

Commissioner Stamey made the motion to amend the agenda out of public necessity and to approve the contract for the coming year with Holland & Knight; Commissioner Mathis seconded.  The motion carried unanimously.

Commissioner Bowman made the motion to adjourn; Commissioner Stamey seconded.  The motion carried unanimously.

                                                Jason T. Harper, Chairman

 

Shay Mathis, County Clerk