STATE OF GEORGIA

 

COUNTY OF HENRY

 

The Henry County Board of Commissioners held a Public Meeting at 9:00 a.m. on Monday, March 3, 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:

 

                   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

Those absent were:

Jason Harper, Chairman

Also attending were Patrick Jaugstetter, County Attorney; Shay Mathis, County Clerk; 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; Roy Clack, SPLOST/Capital Projects Director; Jim Luebbering, Building Development and Environmental 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.)

Vice-Chairman Stamey called the meeting to order and removed from the agenda the Henry County Humane Society’s notification of their option to extend the term of their lease, the lease is automatically renewed. Vice-Chairman Stamey called for an acceptance of the agenda.  Commissioner Mathis made the motion to approve the amended agenda; Commissioner Holder seconded.  The motion carried unanimously.

Bid award for Inmate Medical Services

          Deputy Chief McCart, Sheriff’s Department, presented the agenda item to the Board.  Departmental personnel recommended award of the bid for medical services for the general inmate population at the Henry County Jail to CorrectHealth Henry LLC. 

          Commissioner Mathis made the motion to award the bid and contract to CorrectHealth Henry LLC; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, sealed proposals (SP-08-31-111907-1) were solicited for Inmate Medical Services for the Sheriff’s Office; and,

 

          WHEREAS, after soliciting proposal, five (5) vendors submitted proposals for this project; and,

 

          WHEREAS, funds are available in the appropriate jail operations accounts for these mandated services; and,

 

          WHEREAS, CorrectHealth Henry, LLC has submitted the best and most responsive proposal for these Inmate Medical Services; and,

 

WHEREAS, departmental personnel recommend award to CorrectHealth Henry LLC.

 

          NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards the proposal (Proposal Number SP-08-31-111907-1) to CorrectHealth Henry LLC to provide Inmate Medical Services for the Henry County Sheriff’s Office.  This proposal shall be for a total period not to exceed five years (initial term of one year with renewal option for four additional annual terms) and shall adhere to the submitted cost proposal provided by CorrectHealth Henry LLC and incorporated into their response. The Chairman is hereby authorized to execute all appropriate documentation to provide for these services required by the Sheriff’s Office to maintain jail operations.

Acceptance of two donations from the Fairview Civic Club

          Major Danny Butler, Police Department, presented the agenda item to the Board.  The Fairview Civic Club presented the Police Department and the Fire Department with a donation in the amount of $10,000 each.  The Police Department identified a speed trailer to purchase and the Fire Department identified a cleaning machine that would clean turn-out gear.  Staff recommended acceptance of the two donations.

          Commissioner Mathis made the motion to accept the donations and to award the bid for the Speed Sentry Trailer to LaPrade Government Sales; Commissioner Basler seconded.  The motion carried unanimously approving the following resolution:

WHEREAS,         the Fairview Civic Club looks to improve the quality of life and safety in the community, through donating money to support the police department and fire department; and

WHEREAS,         the Fairview Civic Club has graciously donated $10,000.00 to the police department and $10,000.00 to the fire department. The Henry County Police Department will purchase a Speed Sentry Trailer and spike systems, which is needed to help protect and serve the citizens of Henry County. The Henry County Fire Department will purchase an extractor washer to prolong the life of fire equipment; and

WHEREAS,         the equipment will provide the safety and efficient means to protect life and property.

 

NOW THEREFORE BE IT RESOLVED, by The Henry County Board of Commissioners authorizes the Chairman to accept the two donation(s) of $10,000.00 each, award the bid for the purchase of Speed Sentry trailer to LaPrade Government Sales and execute any documents necessary to purchase this equipment for the Henry County Police Department.

Authorization to purchase a fireworks presentation for the Independence Day Festival

          Tim Coley, Parks and Recreation Director, presented the agenda item to the Board.  The fireworks are for the Annual Georgia Independence Day festival and Fireworks Presentation at Nash Farm Battlefield.  The cost for the fireworks presentation is $7,500 per night for a total of $15,000; the event is two (2) nights. 

          The entry fees for participants were changed to $5 for Adults; $2 for Ages 6-12 and Free for Ages 5 and under; after 8:00 p.m. the fee is $5 per vehicle.

          According to Mr. Coley, last year the combination of the gate fees and booth rentals for this event totaled $26,000.

                   Mike Bush, Finance Director, stated $54,000 was spent for the Independence Day Festival but considering all the events that took place in the area the County broke even for the year with approximately $2,500 over the cost that was spent.

          Commissioner Mathis made the motion to authorize the purchase of fireworks from sole source Atlanta Pyrotechnics; Commissioner Bowman seconded.  The motion carried 3-1-0 with Commissioner Holder opposed.  The following resolution was approved:

WHEREAS, a need exists to provide fireworks displays for the fourth annual Georgia Independence Day Festival at Nash Farm Battlefield; and

 

          WHEREAS, entry fees are received from participants entering the Festival, $5.00 for adults, $2.00 for ages 6-12 and ages 5 and under are free; and

 

          WHEREAS, the Henry County Parks and Recreation Department budgeted funds to cover the expense of fireworks displays at the Georgia Independence Day Festival; and

 

          WHEREAS, Atlanta Pyrotechnics International Inc., is the only company in Georgia that will provide small scale fireworks presentations as verified by the budget and procurement department;

 

          NOW THEREFORE, BE IT RESOLVED, that the Henry County Board of Commissioners, approve and authorize the Chairman to sign any and all documentation to complete the purchase of fireworks displays by Atlanta Pyrotechnics International, Inc., for the Georgia Independence Day Festival.  All budget transfers and journal entries needed to account for this transaction are hereby approved by this resolution. 

Authorization to amend the FY’08 Budget

          Angie Sorrow, Budget Director, presented the agenda item to the Board.  The budget amendment is needed to reflect the true budgets for each of the line item accounts.  The budget is normally amended twice a year and this is the first amendment.

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

WHEREAS, the Henry County Board of Commissioners adopted the Fiscal Year 2008 Budget on June 18, 2007; and

 

          WHEREAS, the Budget needs to be amended periodically to transfer funds interdepartmentally and intradepartmental in accordance with O.C.G.A. 36-81-3. 

 

          NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the below listed budget amendments:

 

          General Fund:               $11,103,924 from various accounts to various accounts.

 

          General Fund:               $ 7,258,000 decrease FY 2008 Budget.

Ordinance allowing the County Manager to approve project change orders up to five percent of the contract amount

          Mike Bush, Finance Director, presented the agenda item to the Board.  The request is for the County Manager to have authorization to approve SPLOST and Capital Project change Orders up to 5 percent of the contract amount in order to keep the projects moving and on schedule.  For example, if there is a million dollar project and there are two change orders, one for $45,000 and one for $20,000, the $20,000 change order would have to come before the Board. 

          Commissioner Bowman suggested amending the resolution to say the County Manger could approve change orders up to five percent (5%) of the contract amount not to exceed $100,000.

          Vice-Chairman Stamey called for public comments from anyone wishing to speak in opposition to the Ordinance.  Those speaking in opposition were Mr. Larry Stanley a resident at 899 East Lake Road.

          Commissioner Mathis commented that she was not comfortable with the not to exceed amount of $100,000 but would be more comfortable with $50,000 with the understanding that the County Manger would inform the Commissioners of the change orders.

          Commissioner Holder made the motion to approve the Ordinance adding a not to exceed amount of $50,000; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the County Manager has determined that the need exists to keep Special Purpose Local Options Sales Tax (SPLOST), capital projects, and other types of major construction projects on schedule for reasons of efficiency and overall project effectiveness; and,

         

WHEREAS, the County Manager seeks approval of the Ordinance presented below in order to keep projects on schedule toward timely completion which shall advance the general interest of the public health, safety, and welfare; and,

 

WHEREAS, an Ordinance is needed to amend Code Section 2-2-52 of the County Code that will enable the County Manager to approve overriding cost for change orders up to five percent (5%) of the total contract amount, not to exceed $50,000.00, to allow for continuation of a project times when it is not feasible to impede on the operation of a project; and,

         

WHEREAS, this approval would better enable the County Manager to maintain SPLOST, capital projects, and other construction projects on schedule, without having to delay an operating decision until a meeting of the Board of Commissioners each time there is a field change or change in working conditions with a project contractor.

 

NOW THEREFORE BE IT ORDAINED by the Henry County Board of Commissioners that the Board approves the following Ordinance, and authorizes the Chairman to execute said Ordinance on behalf of the Board:

 

1.                 The existing Code Section 2-2-52 shall be deleted in its entirety.

 

2.                 A new Code Section 2-2-52 shall be inserted as follows:

 

(1)  The county manager shall have the authority to approve change orders in Special Purpose Local Option Sales Tax (SPLOST), capital projects, public works, and road construction contracts up to five (5) percent of the total contract not to exceed $50,000.

 

(2) For purposes of these provisions, "change order" means an alteration, addition, or deduction from the original scope of work as defined in the contract documents to address changes or unforeseen conditions necessary for project completion.

 

3.                 All Ordinances or Resolutions, or portions thereof, in conflict with the foregoing provisions shall be, and are hereby, repealed.

 

4.                 This Ordinance shall take effect immediately upon its adoption.

 

Second Amendment to the Aging Subgrant Contract with ARC

          Susan Craig, Senior Services Director presented the agenda item to the Board.  The second amendment represents an increase in Henry County’s allocation.  The increase will offset the decrease experienced in the first amendment resulting in an overall total budget increase of $49,510 for FY 2008.  The total allocation for the year is $613,904 from ARC.

          Commissioner Holder made the motion to approve the second amended contract between Henry County and the Atlanta Regional Commission; Commissioner Basler seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the Henry County Senior Services Department is the local Agency on Aging;

 

          WHEREAS, Henry County Senior Services desires to accept the Atlanta Regional Commission’s FY 08 Second Amendment to provide community based services to the older adults of Henry County; and

 

          WHEREAS, Senior Services seeks approval by the Board of Commissioners of the Second Amendment to the Aging Subgrant Contract between the Atlanta Regional Commission and the Henry County Board of Commissioners.

 

          THEREFORE, BE IT RESOLVED, that the Henry County Board of Commissioners approves said Second Amendment and authorizes the Chairman to execute same on behalf of the Board, for the benefit of the senior citizens of Henry County.

Designation of funding to be moved from Thurman Road to Reagan Road Culvert Project

          Terry McMickle, Public Works Division Director, presented the agenda item to the Board.  The request is to move $200,000 of District V allocation funds for Thurman Road to the Reagan Road Culvert project.

          Commissioner Basler made the motion to approve the reallocation of funds; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, The culvert under Reagan Road has a history of drainage issues; and,

WHEREAS, several attempts have been made to correct such issues; and,

WHEREAS, removing the existing culvert and replacing and redirecting the new box culvert would be an improvement to drainage issues; and,

WHEREAS, the project can be funded by reallocation of $200,000 in District V funds that is currently allocated to Thurman Road.

NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County, approves reallocating District V funds of $200,000 from Thurman Road project to the Reagan Road Culvert project.

Authorization to enter an services agreement with Granicus, Inc. with regards to On-Line viewing of Commission meetings

          Julie Hoover-Ernst, Communications Director, presented the agenda item to the Board.  The service agreement will allow TV 14 to integrate the video of the Commission meetings with the minutes of the County Clerk in such a way that citizens will be able to select specific agenda items and watch only that agenda item as well as the entire meeting.  

          This service is estimated to be available to the citizens in late May or June of 2008.

          Commissioner Basler made the motion to approve the services agreement with Granicus, Inc.; Commissioner Mathis seconded.   The motion carried unanimously approving the following resolution:

WHEREAS, the Communications Department currently records the Commission meetings for the purpose of airing them on Henry TV14, which reaches only Charter customers;

 

WHEREAS, by contracting with Granicus Inc, the meetings will be made available on demand via our website to everyone with Internet access, searchable by agenda item, and any other programming we provide can also be added;

 

WHEREAS, Henry County currently does not offer the capability of watching the Commission meetings On-Line and doing so would essentially triple our audience; and

 

WHEREAS, the total cost to Henry County is not to exceed $40,000.00 in fiscal year 2008, with $1,374.84 to be charged per month thereafter, and funding is available as budgeted in unallocated account for expenses to Henry County.

 

NOW, THEREFORE, BE IT RESOLVED THAT the Board of Commissioners authorize the Chairman to execute the associated Services Agreement with Granicus, Inc.

Authorization to enter into a Right-of-Way contract with GDOT for a project at Keys Ferry Road and SR 81

          Roy Clack, SPLOST/Capital Projects Director, presented the agenda item to the Board.  Keys Ferry Road at SR 81 East is a designated SPLOST II Project with GDOT funding.  There is Federal Funding in the amount of $75,000 for construction; the right-of-way is to be obtained by Henry County.  The total cost for the project is $1.3 million.

          Commissioner Holder made the motion to approve the contract with GDOT; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Keys Ferry Road at SR 81 East is a designated SPLOST II project with GDOT funding; and

 

          WHEREAS, Henry County agrees to abide by all state and/or federal regulations, rules, laws, and guidelines when acquiring all necessary right of way and/or easements for the Keys Ferry Road at SR81 project; and

 

          WHEREAS, funding for the right of way is available within the project; and

 

          NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the right of way contract with Georgia Department of Transportation and authorizes the Chairman of the Board to sign all necessary documents for the right of way contract on Keys Ferry Road at SR81 East.

Authorization to enter into an agreement with GDOT for a new roadway on McDonough Parkway

Roy Clack, SPLOST/Capital Projects Director, presented the agenda item to the Board.  The design for the McDonough Parkway project is complete and right-of-way has been obtained.  The total estimated cost of the project is $4,410,247.19.  The amount to be financed under the Georgia Regional Transportation Authority (GRTA) is $3,193,000.00 which is the total state contribution to the project and is the maximum amount of the Department’s obligation.  The project is scheduled to be let in June, 2008 for construction.  The project will start at Jonesboro Road (near the Publix) and proceed north to Highway 42.

Commissioner Holder made the motion to approve and authorize an agreement with GDOT for a new roadway on McDonough Parkway; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, McDonough Parkway is a designated SPLOST II Transportation project; and

 

WHEREAS, Henry County agrees to abide by all state and/or federal regulations, rules, laws, and guidelines during construction on the new alignment of McDonough Parkway; and

 

          WHEREAS, the total estimated construction cost of the project is $ 4,410,247.19; and

 

          WHEREAS, the total estimated cost of the project to be financed under the Georgia Regional Transportation Authority (GRTA) is $3,193,000.00 which is the total state contribution to the project and is the maximum amount of the Department’s obligation; and                                        

 

          WHEREAS, any amount above and beyond the $3,193,000.00 will be funded within the SPLOST II McDonough Parkway project account; and

 

           NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves entering into an agreement for a new roadway with Georgia Department of Transportation and authorizes the Chairman of the Board to sign all necessary documents for the contract.

Authorization to designate funds for two (2) bridge projects in the SPLOST III Program

Roy Clack, SPLOST/Capital Projects Director, presented the agenda item to the Board.  East Atlanta Road over Big Cotton Indian Creek and Foster Drive over Walnut Creek are on the SPLOST II Master List.  These two bridges are in need of repair due to low ratings given by GDOT.  Staff recommends the designation of the two bridges with funding to design the bridges and have them ready for construction under the SPLOST III program.  Funding for the bridge designs will be funded from the SPLOST II program.

Commissioner Basler made the motion to approve the designation of funds for two bridge projects; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, East Atlanta Road over Big Cotton Indian Creek and Foster Drive over Walnut Creek are on the SPLOST II Master List; and

 

WHEREAS, these two bridges are in need of repair due to low rating given by GDOT; and

 

          WHEREAS, staff recommends the designation of these two bridges with the funds to design at this time and have ready for construction under the SPLOST III program; and

          WHEREAS, staff recommends a budget of $225,000 for each bridge project for design that will funded out of the budget amendment for SPLOST II that will be discussed right after the bridges are designated.  The construction cost for each of the bridges is funded under SPLOST III.

          WHEREAS, funding for these bridge designs will be funded from SPLOST II; and

NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the designation of East Atlanta Road over Big Cotton Indian Creek and Foster Drive over Walnut Creek.

Authorization of a budget amendment to transfer available funds from completed projects to projects in need of additional funding in SPLOST II

Roy Clack, SPLOST/Capital Projects Director, presented the agenda item to the Board.  Henry County SPLOST staff assessed various projects in SPLOST II and has determined additional funds are available to complete the designated projects.  Staff’s request is for approval of the budget amendment to transfer available funds from completed projects to projects that are in need of additional funding.

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

WHEREAS, Henry County SPLOST staff has assessed various transportation projects in SPLOST II and has determined additional funds are available to complete other designated projects; and

          WHEREAS, staff has revised the cost estimate for design, construction and Right-of-Way making the determination for additional funds in these areas; and

WHEREAS, staff is requesting a budget amendment in the amount of $4,947,168.72 to transfer available funds from completed projects to projects that are in need of additional funding as indicated on Exhibit A; and

NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves a budget amendment for SPLOST II projects.

All budget amendments and/or transfers necessary for proper accounting of this resolution will hereby be approved.

Approval of Minutes

          Commissioner Mathis made the motion to approve the February 18th and 19th BOC minutes; Commissioner Basler seconded.  The motion carried unanimously.

County Manager Comments

          There were no comments.

County Attorney Comments

          There were no comments.

Public Comments

          There were no comments.

Upcoming Meetings:

                 1.      The BOC meeting for Tuesday, March 4th was cancelled.

                 2.      Monday, March 17th @ 9:00 a.m. and Tuesday, March 18th @ 6:30 p.m., Regular BOC meeting

Executive Session

Commissioner Mathis 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 Holder seconded.  The motion carried unanimously.

 

(Executive Session was held.)

 

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

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

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

                                                                                               

Randy Stamey, Vice-Chairman

 

Shay Mathis, County Clerk