STATE OF GEORGIA

 

COUNTY OF HENRY

 

The Henry County Board of Commissioners held a Public Meeting at 9:00 a.m. on Monday, March 31, 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 Division Director; Roy Clack, SPLOST/Capital Projects 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 for acceptance of the agenda.  Commissioner Mathis made the motion to approve the agenda; Commissioner Stamey seconded.  The motion carried unanimously.

The Board presented the following proclamation:

NATIONAL CRIME VICTIMS’ RIGHTS WEEK

APRIL 13 – 19, 2008

WHEREAS, 23 million Americans are victims of crime each year; and

WHEREAS, a just society acknowledges crime’s impact on individuals, families, and communities by ensuring that rights, resources, and services are available to help rebuild lives;

WHEREAS, victims’ rights are a critical component of the promise of “justice for all,” the foundation for our system of justice in America;

WHEREAS, observing victims’ rights and treating victims with dignity and respect serves the public interest by engaging victims in the justice system, and promoting confidence in public safety; and

WHEREAS, America recognizes that we make our homes, neighborhoods, and communities safer and stronger by serving victims of crime and ensuring justice for all; and

WHEREAS, our nation and community must strive to protect, expand, and observe victims’ rights so that there truly is justice for all; and

WHEREAS, National Crime Victims’ Rights Week, April 13-19, 2008, provides an opportunity for us to strive to reach the goal of justice for all by ensuring that all victims are afforded their legal rights as they face the impact of crime; and

WHEREAS, the Henry County District Attorney’s Office and the Henry County Solicitor’s Office are joining forces with their victim advocates, the Henry County Board of Commissioners, criminal justice officials, and concerned citizens throughout Henry County and America to raise awareness about victims’ rights and observe the 28th National Crime Victims’ Rights Week;

NOW, THEREFORE,     the Henry County Board of Commissioners, do hereby proclaim April 13-19, 2008, as National Crime Victims’ Rights Week, and reaffirm this county’s commitment to respect and enforce victims’ rights; and express our appreciation for those victims and crime survivors who have turned personal tragedy into a motivating force to improve our response to victims of crime and build a more just community.

Chairman Harper announced there was an amended agenda and called for acceptance of the amended agenda.  Commissioner Mathis made the motion to approve the amended agenda; Commissioner Stamey seconded.  The motion carried unanimously.

Haven House request to lease the vacated county extension building

          Wilma Cameron and Majorie Lacy, Executive Director of the Haven House, was present for the request.  The Haven House requested to lease the current extension office building once it has been vacated.  The lease agreement stated that the Flint Circuit Council on Family Violence, Inc., operating as Haven House and Blessings Thrift Store, can utilize the building in exchange for providing the public service they provide through the Haven House. 

          Majorie Lacy stated the Blessings Thrift Store is operated to generate funding for the children services and also to supply furnishings for families that are in need of new homes and also clothing.  Vouchers are given to other agencies for their clients to use at the store.

          Chairman Harper asked when the building would be vacated.  Rob Magnaghi, County Manager, stated that process should take place within a week.  Roy Clack, SPLOST/Capital Projects Division Director stated currently they are waiting for fiber optic cable to be extended to the new extension office building.  The new building should be move-in ready within three weeks.

          Commissioner Stamey made the motion to approve the lease agreement with staff to determine the date the lessee can occupy the building; Commissioner Mathis seconded.  The motion carried unanimously.

Resolution supporting the construction of a Griffin Technical College Satellite Campus in Henry County

          The Chamber of Commerce and the Development Authority requested the Board approve a resolution supporting efforts in locating a satellite campus for Griffin Tech in Henry County. 

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

WHEREAS, The Henry County Board of Commissioners is committed to providing needed services and educational opportunities for its citizens; and

WHEREAS, Education is the key to developing a workforce that will attract business and industry and stimulate economic growth; and

WHEREAS, Henry County is currently the highest populated county in Georgia that does not have a technical college presence; and

WHEREAS, More than 20 percent of the students enrolled in credit programs at Griffin Technical College reside in Henry County; and

WHEREAS, A technical college in Henry County will help to improve the County’s high school graduation rate; and

WHEREAS, A technical college in Henry County will help to increase the percentage of high school graduates continuing on to post-secondary education; and

WHEREAS, A technical college in Henry County will also assist our established businesses and industries in maintaining a trained and qualified workforce;

NOW THEREFORE BE IT RESOLVED by the Henry County Board of Commissioners that the Board hereby supports the construction of a Griffin Technical College Satellite campus in Henry County; and

BE IT FURTHER RESOLVED that the Henry County Board of Commissioners requests that the Technical College System of Georgia authorize funding for construction of the Henry County Griffin Technical College satellite facility project through supplemental fiscal year 2009 revenue.

Acceptance of a donation from Willett Honda

          Major Danny Butler, Police Department, presented the agenda item to the Board.  The Willett Honda dealership is a supporter of the police department and wanted to show their appreciation for the men and women of the department whose efforts sometimes go unnoticed.  The Police Department has deemed the donation would be used to purchase a Henry County Police Department challenge coin/key chain and an embroidered polo shirt.

          Commissioner Mathis made the motion to accept the donation from Willet Honda; Commissioner Stamey seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Willet Honda is a supporter of the Henry County Police Department. The dealership wanted to show their appreciation for the men and women of the police department, whose efforts sometimes go unnoticed; and

 

WHEREAS, Henry County Police Department has deemed the donation would be used to purchase a Henry County Police Department challenge coin/key chain and an embroidered polo shirt. The challenge coin/key chain is a representation of “a job well done”. The embroidered polo shirt will display an eagle and flag with the words, “Honoring Those Who Serve”; and

 

WHEREAS, In appreciation for the bravery of these men and women, Willet Honda has donated $10,000 to be used for the benefit of the employees of the police department; and

 

NOW THEREFORE BE IT RESOLVED, by the HENRY COUNTY BOARD OF COMMISSIONERS that the Board hereby accepts a donation in the amount of $10,000 for the support and appreciation of the Henry County Police Department employees.

 

Acceptance of a donation of a color laser jet printer and a Xerox Copier for the Police Department

          Major Danny Butler, Police Department, presented the agenda item to the Board.  The Ford Motor Company realigned assembly plants throughout the United States several years ago. One of the assembly plants closed in the realignment was the Hapeville-Atlanta plant. The UAW has donated, to the police department, two items: a Hewlett-Packard 8550 DN color laser jet printer and a Xerox 5322/5320 copier. These items will be inspected for usefulness and placed in service.

          Commissioner Stamey made the motion to accept the donation; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

          WHEREAS, The Ford Motor Company realigned assembly plants throughout the United States several years ago. One of the assembly plants closed in the realignment was the Hapeville-Atlanta plant. The local Ford Motor Company UAW, which supported union members, has since closed operations in the Atlanta area; and

          WHEREAS, The UAW has donated, to the police department, two items: a Hewlett-Packard 8550 DN color laser jet printer and a Xerox 53220/5320 copier; and

          WHEREAS, The two items will be inspected for usefulness and either be placed in service or will be placed in the county auction.

NOW THEREFORE BE IT RESOLVED, by the HENRY COUNTY BOARD OF COMMISSIONERS that the Board hereby accepts the donation of a Hewlett-Packard color laser jet printer and a Xerox copier from the Ford Motor Company UAW.

Bid award to purchase four (4) ambulances

          Michael Sabine, Assistant County Manager and Chief Jenkins, Fire Chief, presented the agenda item to the Board.  The Fire Department requires four new ambulances to replace existing units and the existing four units shall be rotated into reserve status.  Existing reserve units that have exhausted their useful life (relative to county service) will be subsequently recommended for surplus declaration and disposal.

          A request for proposal was issued and three (3) responses were received.  Responses were evaluated on the basis of cost and delivery time.  Of the proposal options that met specifications, the option #1 proposal submitted by Custom Works was both the lowest in cost as well as the most responsive for delivery time.

          Commissioner Holder made the motion to award the bid to Custom Works for option #1; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the Board of Commissioners is charged with the provision of services that maintain the public health, public safety, and public welfare of the residents of Henry County; AND

         

WHEREAS, the Board has been made aware that a sub-optimal condition presently exists with respect to availability and utilization of ambulance assets; AND

 

WHEREAS, due to significantly increased call volumes for ambulance services combined with wear-and-tear from constant utilization of ambulance units has resulted in capacity with existing ambulance fleet being depleted; AND

 

WHEREAS, the provision of four (4) new ambulances to replace line units and the associated rotation of old units to reserve status will provide necessary capacity required to maintain appropriate levels of service delivery for ambulance services to residents of Henry County; AND

 

WHEREAS, the Fire Department has reviewed three (3) proposals submitted by qualified vendors to furnish ambulances based upon requested specifications.

 

NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of Henry County that the Board hereby awards Proposal Number EP-08-01-030708-1 (ambulances) to Custom Truck and Body Works (Custom Works), based upon Option #1, at a total cost of $480,825.98 (including requested radio equipment) to furnish four (4) ambulances with delivery as specified by the vendor. The proposal by Custom Truck and Body Works (Custom Works) to furnish four (4) ambulances to the Henry County Fire Department shall be the basis for award of this proposal. The Chairman shall be authorized to execute documentation required to make this purchase.

Abandonment of a portion of a public road known as Nail Road

          Terry McMickle, Public Works Division Director, presented the agenda item to the Board.  A request was made to abandon a portion of Nail Road where the road was shifted during the improvements to Highway 20.  The abandoned road would be divided and offered to the adjoining property owners.

          Chairman Harper called for public comments from anyone wishing to speak regarding the agenda item; there was no response.

          Commissioner Mathis made the motion to abandon a portion of Nail Road; Commissioner Stamey seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Farris Copeland Limited Partnership,  has filed with the Board of Commissioners of Henry County, a Petition for Partial Abandonment of a portion of a public road known as Nail Road, located in Land Lots 193 of the 7th  District of Henry County, Georgia; and 

WHEREAS, that portion of said road sought to be abandoned is shown on a plat which is attached to the said Petition, marked Exhibits “A”(on file in the county clerk’s office), and

WHEREAS, after due considerations, it appears that the property sought to be abandoned is no longer needed for public road purposes because of changed conditions and because it has ceased to be used by the public to the extent that no substantial public purpose is served by it, and it further appears to be in the best interest of all concerned as well as in the best interest of the public and Henry County, Georgia, to abandon that portion of Nail Road ought to be abandoned by the aforesaid Petitioners;

NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of Henry County, Georgia, at its public meeting duly assembled, that a portion of  Nail Road, shown marked on a plat which is attached hereto marked Exhibits “A” (on file in the county clerk’s office), and by reference made a part hereof, is hereby abandoned.

Request to add speed humps in the Lake Dow Estates Subdivision

          Terry McMickle, Public Works Division Director, presented the agenda item to the Board. The residents of the Lake Dow Estates Subdivision requested that speed humps be installed within their subdivision.  All requirements of the ordinance have been met.

          Commissioner Stamey asked if staff knew when the installation may begin.  Mr. McMickle stated normally staff prefers to begin at least 4 to 6 weeks after approval unless there are extenuating circumstances.

          Chairman Harper called for public comments from anyone wishing to speak regarding the agenda item; there was no response.

Commissioner Stamey made the motion to approve the installation of the speed humps; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the residents of Lake Dow Estates Subdivision have signed a petition in accordance with the Henry County Speed Hump Ordinance; and

WHEREAS, the number of residents signing the petition, meets the required majority; and

WHEREAS, the 85th percentile speed has been confirmed to be greater than 11 miles per hour over the posted speed limit; and

WHEREAS, the Henry County D.O.T. staff has verified the address of those residents who signed the petition; and

WHEREAS, the locations for the placement of the speed humps have been determined. 

NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners, authorizes the Chairman of the Board to give approval to the D.O.T. staff to proceed with the installation of the speed humps in Lake Dow Estates Subdivision.

Subdivision sign in the right of way

          Stacey Jordan, Chief Planner, presented the agenda item to the Board.  New Morn Development, LLC made a request to locate a subdivision sign within the center median island of the Springfield Estates subdivision entrance on the east side of New Morn Drive.  The Sign Ordinance allows the Board to approve signs in the right of way if they are located within the center median island and subject to a letter by the Henry County Department of Transportation.  In a memo dated February 19, 2008, the Henry County Department of Transportation made a recommendation to approve the location of the proposed subdivision sign.  Additionally, DOT indicated the applicant shall adhere to the requirements for the proposed sign as stated within the memo. 

          Chairman Harper commented regarding the sign being constructed with break-away materials.  Mr. Jordan stated the break-away material is not a part of the DOT memo and would have to be added as a condition. 

          Butch Springer represented the applicant for the request.  Mr. Springer stated they would like for the sign to conform to the homes within the subdivision.

          Terry McMickle, Public Works Division Director, stated the reason the DOT Memo does not address the break-away sign is because distance of the sign from the travel zone meets DOT requirements and does not have to be of break-away material.

          Chairman Harper called for public comments from anyone wishing to speak regarding the request; there was no response.

          Commissioner Mathis made the motion to approve the request with the conditions presented by staff and adding condition #4 that at some future time the roadway is widen and the sign has to be relocated, it will be relocated at the Homeowners Association’s expense and #5 location will be contingent on review by the DOT that the criteria is met for the safety from the centerline and also the radius for truck turns; Commissioner Stamey seconded. The motion carried unanimously approving the following resolution:

WHEREAS, New Morn Development, LLC applied to locate a subdivision sign (Springfield Estates) in the right-of-way of the subdivision entrance, east of New Morn Drive, in Land Lot 213 of the 6th District; and

WHEREAS, the applicant has submitted information required for signs located in the right-of-way pursuant to Section 3-7-235(g) of the Henry County Sign Ordinance, and

WHEREAS, the Henry County Department of Transportation (HCDOT) has reviewed the request and prepared a MEMO dated February 19, 2008, approving the location of the subdivision sign, which is attached as an exhibit that is part of the public record; and

NOW, THEREFORE, BE IT RESOLVED THAT the Henry County Board of Commissioners Approves the above request for the placement of the subdivision sign at the location stated above with the following conditions:

1.     Proposed signage shall meet all requirements expressed in the attached HCDOT MEMO dated February 19, 2008, and otherwise by Henry County and/or State of Georgia rule or law.

2.     The applicant shall be responsible for the maintenance and repair of the entrance sign.

3.     Henry County will not be responsible for the replacement of the sign should it be damaged or removed for any reason.

4.     In the event the subdivision sign has to be relocated, the Homeowners Association shall be responsible for all expenses. 

5.     The approval of the sign location is contingent upon approval of the location of the center median island by the HCDOT based upon turning radii.

Authorization to finance the purchase of police cars, ambulances, heavy equipment for DOT and other equipment

          Mike Bush, Financial Services Director, presented the agenda item to the Board.  A lease/purchase agreement was negotiated with SunTrust Bank to finance the purchase of new vehicles for a total of $2,850,000 plus interest at the rate of 2.815% over three (3) years.  Funding will come from the Capital Projects Fund.

          Commissioner Stamey made the motion to approve the request; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the Henry County Police Department, Fire Department, Parks and Recreation, Department of Transportation, and other related departments have vehicles of which age and high mileage have made more expensive to repair than they are worth; and

WHEREAS, increases in road patrol personnel in the Police Department make it necessary to provide more patrol vehicles; and

WHEREAS, financing for the $2,850,000 needed to purchase new vehicles for these departments has been secured through SunTrust Bank for three (3) years at 2.815 percent; and

WHEREAS, funds for the purchase will come from the Capital Projects Fund and is deemed an appropriate expenditure of the money;

NOW THEREFORE BE IT RESOLVED, the Henry County Board of Commissioners authorizes the financing of $2,850,000 through SunTrust Bank for the purchase of vehicles and approves all budget amendments or transfers necessary for proper accounting of this resolution.

Public Hearing concerning a proposed plan for the County to enter into an agreement with the Association of County Commissioners of Georgia for the purchase and financing by the County of the expansion of and improvements to the Henry County Jail

Resolution authorizing the amendment to the original financing of the addition to the County Jail

          Mike Bush, Financial Services Director, presented the item to the Board.  Because of extenuating circumstances this project had to be bid, which is different from the original plan.  The bid included finishing the upstairs portion of the administrative offices and also the intake area was added.  This was an additional $6 million to the project.  Citi Capital allowed the County to amend the original contract of $9.5 million which was at 4.5 % interest rate to an interest rate of 3.99 % and add the additional $6 million to the contract at the same 3.99% interest rate.

          Chairman Harper called for the next agenda item which was:

Resolution authorizing additional financing of $6 million to finance the construction of an intake area and second floor of administrative offices

          Chairman Harper called for public comments from anyone wishing to speak regarding the agenda items; there was no response.

          Commissioner Basler made the motion to authorize the amendment to the original financing of the jail; Commissioner Holder seconded.  The motion carried unanimously (a resolution is on file in the County Clerk’s office).

          Commissioner Holder made the motion to authorize additional financing of $6 million to finance the intake area and the second floor; Commissioner Basler seconded.  The motion carried unanimously (a resolution is on file in the County Clerk’s office).

Change order for the design of the East Lake Extension

          Roy Clack, SPLOST/Capital Projects Director, presented the agenda item.  Due to a change in environmental regulations, design revisions are necessary.  The cost of wall redesign, culvert redesign, and additional right-of-way plats resulted in an additional design cost of $20,698.64.

          Commissioner Stamey made the motion to approve the change order; Commissioner Basler seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, East Lake Extension, Phase II is a designated SPLOST II Transportation project; and

WHEREAS, due to a change in environmental regulations, design revisions are necessary; and

          WHEREAS, the cost of wall redesign, culvert redesign, and additional Right-of-Way plats result in an additional design cost of $20,698.64; and                                       

          WHEREAS, the Board approves the cost increase with the design engineer, QK4; and  

          WHEREAS, funding for this increase is available in the East Lake Extension account; and

          NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves a change order for QK4 in the amount of $20,698.64 and authorizes the County Manager to sign all necessary documents.  All budget amendments and/or transfers necessary for proper accounting of this resolution will hereby be approved.

Two change orders for the Courthouse Restoration

          Roy Clack, SPLOST/Capital Projects Director, presented the agenda item.  The first change order request was to add lobby benches, reroute electrical conduit, reroute fiber cables and add three fire extinguishers in the amount of $12,849.  The second change order was to add an electrical box at attorney tables, window blinds and delete refinishing of some courtroom furnishings and paint in some areas in lieu of stain resulting in a credit of $305.15.

          Commissioner Holder made the motion to approve the two change orders; Commissioner Bowman seconded.  The motion carried 4-1-0 with Commissioner Mathis in opposition.  The following resolution was approved:

WHEREAS, renovation of the Historic Courthouse is a Capital project; and

 

          WHEREAS, staff is requesting approval of  a Change Order from Headley Construction to add lobby benches, reroute electrical conduit, reroute fiber cables and add three fire extinguishers (Exhibit A) is in the amount of $12,849; and     

 

          WHEREAS, staff is requesting approval of a Change Order from Headley Construction to add an electrical box at attorney tables, window blinds, and delete refinishing of some courtroom furnishings and paint in some areas in lieu of stain (Exhibit B) resulting in a credit of $305.15; and

 

          WHEREAS, all other change orders have been approved by the Board; and  

 

          WHEREAS, funding is currently available within the project; and

                              

          NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves two Headley Construction change orders and authorizes the Chairman to sign all necessary documents. All budget amendments and/or transfers necessary for proper accounting of this resolution will hereby be approved.

 

Verifying funding for the McDonough Parkway Extension, Phase I

          Roy Clack, SPLOST/Capital Projects Director, presented the agenda item.  The Georgia Department of Transportation now requires that Counties, through Board action, verify that local funds are available for the project before GDOT will release funds. 

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

Resolution authorizing Henry County Board of Commissioners (hereinafter referred to as the “County”) and the Georgia Department of Transportation (hereinafter referred to as the “Department”) to contract for funding a local let construction project.

WHEREAS, pursuant to the provisions of Code Section 36-10-1, all contracts entered into by the County governing authority must be in writing and entered into on its minutes; and

WHEREAS, under the provisions of Code Section 32-4-62 of the Official Code of Georgia Annotated, the County may enter into a contract with the Department for work on any public road system of Georgia; and

WHEREAS, the contract between the County and the Department which provides for certain financial assistance and imposes certain duties upon the County including but not limited to the requirement that the County provide for its local share of the project costs; and

WHEREAS, the County has identified sufficient resources to complete the Scope of Work for this project and to make all payments not covered by the Federal and/or State funds.

NOW THEREFORE, BE IT RESOLVED BY THE COUNTY THAT:

1.     The Chairman of the Henry County Board of Commissioners is authorized to execute the contract on behalf of the Henry County Board of Commissioners with the Department for the construction and all other activities incidental thereto as those provisions are set for in the contract with the Department.

 

2.     The Chairman of the Henry County Board of Commissioners is authorized to furnish any and all additional information that may be required by the Department in connection with the project and the budget for the project.

The undersigned duly qualified and acting as Chairman of the Henry County Board of Commissioners certifies the following:

The Henry County Board of Commissioners has identified sufficient resources to complete the Scope of Work for this Project and shall make all payments not covered by the federal/state funding contributions.

The following is a true and correct financial plan for the local participation of the project costs.

It is understood and agreed that the total estimated construction cost of the McDonough Parkway Extension Phase I from Jonesboro to SR 42/US 23, PI number 0001096, is four million four hundred ten thousand two hundred forty seven dollars and nineteen cents ($4,410,247.19).  The total cost of the PROJECT to be financed under the Arterial Improvements/Regional Express Bus programs of the Georgia Regional Transportation Authority (GRTA) is three million one hundred ninety three thousand dollars and no cents ($3,193,000.00) which is the total state contribution to the PROJECT and is the maximum amount of the DEPARTMENT's obligation. Henry County shall be solely responsible for one million two hundred seventeen thousand two hundred forty seven dollars and nineteen cents ($1,217,247.19) and all amounts in excess of such amount being payable thru the one cent Special Purpose Local Option Sale Tax.

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

Verifying funding for East Lake Extension, Phase II

Roy Clack, SPLOST/Capital Projects Director, presented the agenda item.  The Georgia Department of Transportation now requires that Counties, through Board action, verify that local funds are available for the project before GDOT will release funds. 

Commissioner Stamey made the motion to approve the resolution: Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

Resolution authorizing Henry County Board of Commissioners (hereinafter referred to as the “County”) and the Georgia Department of Transportation (hereinafter referred to as the “Department”) to contract for funding a local let construction project.

WHEREAS, pursuant to the provisions of Code Section 36-10-1, all contracts entered into by the County governing authority must be in writing and entered into on its minutes; and

WHEREAS, under the provisions of Code Section 32-4-62 of the Official Code of Georgia Annotated, the County may enter into a contract with the Department for work on any public road system of Georgia; and

WHEREAS, the contract between the County and the Department which provides for certain financial assistance and imposes certain duties upon the County including but not limited to the requirement that the County provide for its local share of the project costs; and

WHEREAS, the County has identified sufficient resources to complete the Scope of Work for this project and to make all payments not covered by the Federal and/or State funds.

NOW THEREFORE, BE IT RESOLVED BY THE COUNTY THAT:

1.     The Chairman of the Henry County Board of Commissioners is authorized to execute the contract on behalf of the Henry County Board of Commissioners with the Department for the construction and all other activities incidental thereto as those provisions are set for in the contract with the Department.

2.     The Chairman of the Henry County Board of Commissioners is authorized to furnish any and all additional information that may be required by the Department in connection with the project and the budget for the project.

The undersigned duly qualified and acting as Chairman of the Henry County Board of Commissioners certifies the following:

The Henry County Board of Commissioners has identified sufficient resources to complete the Scope of Work for this Project and shall make all payments not covered by the federal/state funding contributions.

The following is a true and correct financial plan for the local participation of the project costs.

It is understood and agreed that the total estimated construction cost of the East Lake Road Extension Phase II from Springdale Drive to SR 155, PI number 0004645, is eleven million two hundred thirty three thousand eight hundred thirty seven dollars and forty six cents ($11,233,837.46).  The total cost of the PROJECT to be financed under the Arterial Improvements/Regional Express Bus programs of the Georgia Regional Transportation Authority (GRTA) is five million seven thousand dollars and no cents ($5,007,000.00) which is the total state contribution to the PROJECT and is the maximum amount of the DEPARTMENT's obligation. Henry County shall be solely responsible for six million two hundred twenty six thousand eight hundred thirty seven dollars and forty six cents ($6,226,837.46) and all amounts in excess of such amount being payable thru the one cent Special Purpose Local Option Sale Tax.3

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

Verifying funding for Thurman Road at Fairview Road

Roy Clack, SPLOST/Capital Projects Director, presented the agenda item.  The Georgia Department of Transportation now requires that Counties, through Board action, verify that local funds are available for the project before GDOT will release funds. 

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

Resolution authorizing Henry County Board of Commissioners (hereinafter referred to as the “County”) and the Georgia Department of Transportation (hereinafter referred to as the “Department”) to contract for funding a local let construction project.

WHEREAS, pursuant to the provisions of Code Section 36-10-1, all contracts entered into by the County governing authority must be in writing and entered into on its minutes; and

WHEREAS, under the provisions of Code Section 32-4-62 of the Official Code of Georgia Annotated, the County may enter into a contract with the Department for work on any public road system of Georgia; and

WHEREAS, the contract between the County and the Department which provides for certain financial assistance and imposes certain duties upon the County including but not limited to the requirement that the County provide for its local share of the project costs; and

WHEREAS, the County has identified sufficient resources to complete the Scope of Work for this project and to make all payments not covered by the Federal and/or State funds.

NOW THEREFORE, BE IT RESOLVED BY THE COUNTY THAT:

1.     The Chairman of the Henry County Board of Commissioners is authorized to execute the contract on behalf of the Henry County Board of Commissioners with the Department for the construction and all other activities incidental thereto as those provisions are set for in the contract with the Department.

2.     The Chairman of the Henry County Board of Commissioners is authorized to furnish any and all additional information that may be required by the Department in connection with the project and the budget for the project.

The undersigned duly qualified and acting as Chairman of the Henry County Board of Commissioners certifies the following:

The Henry County Board of Commissioners has identified sufficient resources to complete the Scope of Work for this Project and shall make all payments not covered by the federal/state funding contributions.

The following is a true and correct financial plan for the local participation of the project costs.

It is understood and agreed that the total estimated construction cost of the Intersection Improvement of Thurman and Fairview Roads, PI number 351240, is six hundred seventeen thousand, four hundred forty eight dollars and forty three cents ($617,448.43). The total federal contribution for this PROJECT is four hundred ninety three thousand, nine hundred fifty eight dollars and seventy four cents ($493,958.74) and is the maximum amount of the DEPARTMENT’s obligation which is the total State contribution to the PROJECT and is the maximum amount of the DEPARTMENT's obligation. Henry County shall be solely responsible for one hundred twenty three thousand four hundred eighty nine dollars and sixty nine cents ($123,489.69) and all amounts in excess of such amount being payable thru the one cent Special Purpose Local Option Sale Tax.

Authorization to award and RFP for Pest Control Services

          Michael Sabine, Assistant County Manager, presented the agenda item to the Board.  The current Pest Control Service Agreement is up for renewal in April 2008.  Twelve (12) vendors responded to the RFP.  Staff recommended the bid be awarded to Cox’s Mid Georgia Pest Control as the overall lowest and most responsive on meeting the evaluation criteria.

          Commissioner Holder made the motion to award the bid to Cox’s Mid Georgia Pest Control; Commissioner Mathis seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the RFP was posted on the Henry County Website, listed on the GLGA Marketplace, and nineteen (19) sealed Request for Proposals (SP-08-45-030608-3) were solicited for  a Pest Control Services for County Departments; and,

          WHEREAS, twelve (12) vendors submitted proposals 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, Cox’s Mid Georgia Pest Control has submitted the lowest and most responsive RFP for pest control services.

          NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards Bid Number SP-08-45-030608-3 to Cox’s Mid Georgia Pest Control; the overall lowest and most responsive RFP for Pest Control 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.

Authorization to declare certain assets as surplus property for disposal at the county auction

          Michael Sabine, Assistant County Manger, presented the agenda item to the Board.  The request is to declare additional items as surplus for the April 19 auction or disposed by sealed bid or the ACCG arrangement with GovDeals.

          Commissioner Mathis made the motion to approve the request; Commissioner Stamey seconded.  The motion carried 4-0-1 with Commissioner Holder abstaining from the vote.  The following resolution was approved:

WHEREAS, the Board of Commissioners is the custodian of county assets; AND

          WHEREAS, the Board has approved an April 19, 2008 vehicle/equipment auction date; AND

          WHEREAS, county staff recommends certain assets be declared as surplus property; AND

          WHEREAS, these assets recommended for surplus declaration are detailed as Attachment B, which is a companion to assets previously declared as surplus property (Attachment A approved on March 17, 2008).

NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of Henry County that the Board hereby declares assets listed in Attachment B as surplus property and authorizes disposal of property subject to this surplus declaration by county auction, sealed bid, and/or the Association County Commissioners of Georgia master agreement with GovDeals (govdeals.com).

Amendments to the Personnel Policy Manual ratifying the 2007  amendments

          This item was moved to after executive session on the agenda.

County Manager Comments

          There were no comments.

County Attorney Comments

          There were no comments.

Approval of the Minutes

          Commissioner Mathis made a motion approve the March 17th and 18th minutes; Commissioner Holder seconded.  The motion carried unanimously. 

Public Comments

          There were no comments.

Upcoming Meetings

                             1.      The Tuesday, April 1st @ 9:00 a.m. meeting has been cancelled.

                             2.      On Monday, April 14th, the Board will be traveling to Cobb County and Gwinnett County to tour civic and performing arts venues and will be meeting with the officials in those communities.

                             3.      Tuesday, April 15th @ 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 Stamey 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 Stamey seconded.  The motion carried unanimously.

Amendments to the Personnel Policy Manual ratifying the 2007  amendments

          Becky Zebe, Human Resources Director, presented the agenda item to the Board.  The request is to ratify and approve the revisions, modifications, and clarifications made during 2007.  Upon approval the Personnel Manuals will be reprinted and redistributed to the employees.

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

WHEREAS, the Henry County Board of Commissioners desires to protect the rights of employees and to insure all employees are treated fairly; and

         

WHEREAS, the Henry County Board of Commissioners recognizes the need to maintain a Personnel Policy Manual for the purpose of governing and regulating the proper administration of a classification and pay plan, benefits,  and rules and regulations to be followed by County employees; and

 

          WHEREAS, in order to comply with the changing needs of County Government, changes in labor and personnel laws, and changes in the labor market, Henry County must periodically update the existing Personnel Policy Manual; and

 

          WHEREAS, the office of the County Manager, in corroboration with staff members has assembled proposed revisions/clarifications to replace and supersede appropriate sections of the Personnel Policy Manual adopted September 6, 2005 and amended December 4, 2006.

 

          NOW THEREFORE BE IT RESOLVED THAT the Board of Commissioners of Henry County authorizes the Chairman to sign this Resolution adopting the Personnel Policy revisions/clarifications as set forth in Exhibit “A” (attached hereto and incorporated herein by this reference) into the Henry County Personnel Policy Manual.

          Chairman Harper announced there will be a called meeting on April 8th at 9:00 a.m.

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

                                                                                                Jason T. Harper, Chairman

 

Shay Mathis, County Clerk