STATE OF GEORGIA

 

COUNTY OF HENRY

 

The Henry County Board of Commissioners held a Regular Public Meeting at 9:00 a.m. on Monday, June 15, 2009, 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:

 

                        Elizabeth “BJ” Mathis, Chairman,

Reid A. Bowman, Vice-Chairman, District IV Commissioner

Warren E. Holder, District I Commissioner

Rick Jeffares, District II Commissioner

            Randy Stamey, District III Commissioner

Johnny B. Basler, District V Commissioner

Also attending were Shay Mathis, County Clerk; LaTonya Nix-Wiley, County Attorney; Phyllis Shrader, Interim County Manager; Michael Sabine, Assistant County Manager;  Mike Bush, Finance Director; Angie Bailey, Social Services Division Director; Terry McMickle, Public Works Division Director; Michael Harris, Planning & Zoning 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 Mathis called the meeting to order and called for an acceptance of the agenda.  Commissioner Stamey made the motion to approve the agenda; Commissioner Jeffares seconded.  The motion carried 5-0-0

Proclamation

            The Board read into the record the following proclamation to be presented to the graduating class of Ronnie Stewart at their next class reunion: 

WHEREAS, Ronnie Stewart was a lifelong resident of Henry County who loved this community dearly: and

            WHEREAS, Ronnie began serving as Henry County Coroner in 1968 at the age of 23 and continued to serve in this capacity for 37 years until his death in 2005; and

WHEREAS, During his tenure as Coroner, Ronnie Stewart worked diligently
to coordinate with police investigations to ensure that all cases of unexplained deaths were handled quickly and efficiently, even if it meant responding to calls in the middle of the night; and

WHEREAS, Ronnie Stewart saw his career as a way he could serve and help his fellow citizens, and it showed in the compassion and dedication with which he assisted the families of the deceased in dealing with the often sudden loss of their loved ones;

            NOW, THEREFORE, BE IT PROCLAIMED that the Henry County Board of Commissioners wishes to honor the memory of Ronnie Stewart and express its appreciation for the 37 years of dedicated service Ronnie Stewart gave to the citizens of Henry County as Henry County’s Coroner.

Presentation regarding the Clean Air Campaign

            Kevin Green, Executive Director of the Clean Air Campaign made a presentation to the Board.  What’s exciting about clean air programs is the tremendous win- win potential in terms of not just the air quality benefits but also the money savings for commuters. 

            The Clean Air Campaign is a non-profit organization that has been in existence for ten (10) years.  They work with partner organizations and approximately 1,700 Georgia employers on alternatives to driving alone.  They work with tens of thousand Georgia commuters.  There is a Clean Air Schools program where there are active programs in 100 elementary, middle and high schools across the region. 

            There are three categories of strategies: 1) alternatives to driving alone to include carpool and vanpool programs, 2) alternatives to driving at the peak which include flexible work hour programs, and 3) alternatives to driving alone which include transit options, telework and compressed work weeks.  The reality is that every mile driven by a medium sized passenger automobile is a pound of pollution.  The other reality is that more than half of the ground level of ozone in this region, for which we are in violation, comes from the tailpipes of trucks and cars. 

Authorization, preparation, submission and execution of the Community Service Block Grant American Recovery and Reinvestment Funds

            Susan Craig, Director of Senior Services presented the agenda item to the Board.  The Georgia Department of Human Resources (DHR) informed Senior Services of an allocation in the amount of 130,433.00.  The funds were earmarked for either employment or housing.  With the population served by Senior Services, staff thought the funds would better be used for housing.  The first application was totally for rental assistance and DHR informed staff that they would like for the use to be diversified and offer temporary shelter and lease deposits.  The request is to earmark $100,000 for rental assistance and the remainder for temporary shelter and to help with lease deposits.  The funds are one-time funds and that will be made clear to the people who receive assistance.

            Commissioner Stamey made a motion to approve the request; Commissioner Bowman seconded.  The motion carried 5-0-0 approving the following resolution:

            WHEREAS the Henry County Board of Commissioners desires to provide necessary Community based services which impact on the causes and effects of poverty for low income citizens of Henry County; and

            WHEREAS the Henry County Board of Commissioners desires to submit a Project Application Plan seeking FFY 2010 Community Services Block Grant Program (CSBG) AARA funds in the amount of $130,433 to assist the County in its efforts to assist low income citizens of Henry County;

            WHEREAS the Henry County Board of Commissioners desires to enter a contractual arrangement with the Georgia Department of Human Resources for the provision of said services during the contract period October 1, 2009 – September 30, 2010;

            NOW, THEREFORE, BE IT RESOLVED, that the Henry Cuonty Board of Commissioners approves:

(1)    the preparation and submission to the State of Georgia of the FFY2010 Community Services Block Grant (CSBG) Project Application Plan, Budget and other documentation prepared by Henry County Senior Citizen Services (The CSBG Administrator for Henry County during FFY2010), using an allocation of funds based on the recommendations adopted by the Henry County CSBG Advisory Committee.

(2)    Authorization for the Chairman to execute the DHR CSBG application, contracts and all accompanying assurances and certifications and any subsequent contract or application amendments for  additional CSBG FFY 2010 funds.

BE IT FINALLY RESOLVED, that the Chairman and Clerk for the Henry County Board of Commissioners are duly authorized to execute said application and contractual documents with the approval of and on behalf of the Henry County Board of Commissioners.

Authorization, preparation, submission and execution of the Community Service Block Grant application for Fiscal Year 2010

            Susan Craig, Director of Senior Services presented the agenda item to the Board.  This is the annual funding allocation under the Community Service Block Grant in the amount of $81,858.  The funding will be used to provide services to in-home clients and home delivered meals and associated services.  There are no matching funds required.

            Commissioner Holder asked how the $81,858 compares to funding received in previous years.  Mrs. Craig stated this amount is more than what was received last year. 

            Commissioner Holder made the motion to approve the request; Commissioner Stamey seconded.  The motion carried 5-0-0 approving the following resolution:

            WHEREAS, the Henry County Board of Commissioners desires to provide necessary Community based services which impact on the causes and effects of poverty for low income citizens of Henry County; and

            WHEREAS, the Henry County Board of Commissioners desires to submit a Project Application Plan (application) seeking FFY 2010 Community Services Block Grant Program (CSBG) funds in the amount of $81,858.00 to assist the County in its efforts to assist low income citizens of Henry County; and

            WHEREAS, the Henry County Board of Commissioners desires to enter a contractual arrangement with the Georgia Department of Human Resources for the provision of said services during the contract period October 1, 2009 – September 30, 2010;

NOW, THEREFORE, BE IT RESOLVED, that the Henry County Board of Commissioners approves;

(1)                            the preparation and submission to the State of Georgia of the FFY 2010 Community Services Block Grant (CSBG) project Application Plan, Budget and other documentation prepared by Henry County Senior Citizen Services (the CSBG Administrator for Henry County during FFY 2010), using an allocation of funds based on the recommendations adopted by the Henry County CSBG Advisory Committee.

(2)                            Authorization for the Chairman to execute the DHR CSBG application, contracts and all accompanying assurances and certifications and any subsequent contract or application amendments for additional CSBG FFY 2010 funds.

BE IT FINALLY RESOLVED, that the Chairman and Clerk for the Henry County Board of Commissioners are duly authorized to execute said application and contractual documents with the approval of and on behalf of the Henry County Board of Commissioners

Bid to purchase Food and Groceries for Senior Services

            Susan Craig, Director of Senior Services presented the agenda item to the Board.  The Senior Services Centers require various food and grocery items on a daily basis.  Bid documents for food and groceries were issued to nine (9) vendors with four (4) responses.  Two (2) of the vendors responded that they would not bid at this time.  The lowest and most responsive bid is Sutherlands Foodservice, Inc. who has agreed to invoice the county at the wholesale price and that be discounted by 2%.  The request is that the bid be awarded as a unit price with no fixed quantities to the overall bid. 

            Commissioner Bowman made the motion to award the bid to Sutherland Foodservice, Inc.; Commissioner Jeffares seconded.  The motion carried 5-0-0 approving the following resolution:

            WHEREAS, sealed bids (SB-09-55-051909-3) were solicited for the purchase of Food and Groceries for the Senior Services Department; and

            WHEREAS, two (2) vendors submitted bids for the purchase, as indicated on the attached bid tabulation; and

            WHEREAS, funds are available in the Senior Services account for this commodity; and

            WHEREAS, Sutherlands Foodservice, Inc. has submitted the lowest and most responsive bid for the purchase of food and groceries; departmental personnel recommend award to Sutherlands Foodservice, Inc.

            NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards Bid Number SB-09-55-051909-3 to Sutherlands Foodservice, Inc.; award as a unit price contract with no fixed quantities and for each invoice to be discounted by two per cent (2%) for the purchase of Food and Grocery Requirements for the Senior Centers.  The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase.

Approval of the Third Amendment to the Atlanta Regional Commission Contract for Fiscal Year 2009

            Susan Craig, Director of Senior Services presented the agenda item to the Board.  This is the third amendment to the Atlanta Regional Commission Contract (ARC) for the current fiscal year.  The amendment is an increase in the amount of $1,321. 

            Commissioner Jeffares made the motion to approve the amendment; Commissioner Baser seconded.  The motion carried 5-0-0 approving the following resolution:

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

 

            WHEREAS, Henry County Senior Services desires to accept the Atlanta Regional Commission’s FY 08-09 Third Amendment to provide community based services to the older adults of Henry County.

 

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

Approval of the Third Amendment to the Georgia Department of Human Resources Coordinated Transportation Contract

            David Williams, Transit Director presented the agenda item to the Board.  The Georgia Department of Human Resources has proposed a reduction in the contract with Henry County for transportation services in the amount of $17,000.  The reason for the reduction is because the Department of Family and Children Services does not utilize their portion of the contract.  Those funds will be distributed to other counties.  The reduction will bring the total contract with the Department of Human Resources to $466,488.

            Commissioner Jeffares made the motion to approve the amendment; Commissioner Basler seconded.  The motion carried 5-0-0 approving the following resolution:

            WHEREAS, the Georgia Department of Human Resources is amending contract number 427-93-09090237-99 to de-obligate $17,000.00 for Transportation Grant for Henry County Board of Commissioners (d.b.a. Henry County Transit) for transportation for a period of July 1, 2008 thru June 31, 2009; and

            WHEREAS, Henry County Board of Commissioners can now collect up to $466,588.00 in transportation fees for trips actually provided by Henry County Transit.

            NOW, THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners agrees to and accepts amendment #3 for the Georgia Department of Human Resources Coordinated Transportation contract for Transportation Assistance.

 

Utility Easement with Georgia Power for utility relocation at Cleveland Street for the SR 42 @ Peeksville Road Intersection Improvement Project

            Roque Romero, SPLOST Transportation Construction Director presented the agenda item to the Board.  The request is for approval of a utility easement agreement with Georgia Power Company.  Due to the construction of this project and the realignment of Cleveland Street, it will be necessary for Georgia Power to make certain adjustments to their existing facilities.  The relocation will require permanent easement from the County.

            Commissioner Holder made the motion to approve the agreement; Commissioner Basler seconded.  The motion carried 5-0-0 approving the following resolution:

WHEREAS, SR42 @ Peeksville Road is a designated SPLOST II intersection improvement project; and

WHEREAS, due to the construction of this project and the realignment of Cleveland Street, it will become necessary for Georgia Power to make certain adjustments to their existing facilities. The Georgia Power relocation will require permanent easement from county property; and

            WHEREAS, SPLOST recommends approval of the attached Utility Easement Agreements between Georgia Power Company and Henry County; and

             NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves execution of the Utility Easement Agreements between Georgia Power Company and Henry County for the utility relocation at Cleveland Street for the SR42 @ Peeksville Road Intersection Improvement Project.  The Chairman is hereby authorized to sign all necessary documents for this agreement.

            Chairman Mathis asked for an update regarding this project.  Mr. Romero stated Georgia Power will be relocating the utilities on this date.  The contractor will also be back on the project on this date and has promised to remain on the project until the project is complete.  The original completion date was August 2nd, but due to the delays there will be a need for extra time.

Bid to furnish specific kitchen equipment at the Henry County Jail

            Mike Bush, Financial Services Director presented the agenda item to the Board.  There were seven (7) bid documents issued for the exhaust fan, convection oven and two gas fryers.  Staff recommended the bid be awarded as the lowest and most responsive bidder as follows:  Atlanta Fixture Sales and Gas for one (1) exhaust system and two (2) convection ovens in the amount of $23,248.00.  Manning Brothers Food Equipment for two (2) gas fryers in the amount of $12,110.40.

            Commissioner Bowman stated the vendor Atlanta Fixture and Sales Company was the lowest bidder on the fryers.  Mr. Bush stated Atlanta Fixture and Sales Company had an alternate model that did not meet the specifications and that is why they were not selected. 

            Chairman Mathis asked if the Sheriff’s department had reviewed the bid and does it meet their needs for the facility.  Mr. Bush stated yes.

            Commissioner Basler stated his concerns regarding the cost of the gas fryers.  Mr. Bush stated he could research the fryers and bring the information to the Board at the June 16th meeting.

            Commissioner Basler made the motion to table the agenda item to the June 16th agenda; Commissioner Stamey seconded.  The motion carried 5-0-0.

Purchase of fireworks for the fifth annual Georgia Independence Day Festival at Nash Farm

            Tim Coley, Director of Parks and Recreation presented the agenda item to the Board.  This festival is the largest festival given by Parks and Recreation.  The cost of the fireworks is $15,000 for both shows.  This cost has been the same for the last three (3) years.  The vendor is Atlanta Pyrotechnics International, Inc. and they are a sole source for small scale fireworks in the State of Georgia which was verified through the Budget and Procurement Department. 

            Fees are charged to offset the cost of the festival.  Participants are charged $5 for adults; $2 for children ages 6-12; and Free for children ages 5 and under.  Late in the evening the fee is $5 per vehicle. 

            Commissioner Basler asked what the revenue from last year was.  Mr. Coley stated it was approximately $27,000 to $28,000.  There were other expenses also.  Commissioner Basler stated he and his family has enjoyed this event in previous years but with the present cut-backs there is a concern with purchasing the fireworks.  Commissioner Basler asked could there have been donations from the private sector.  Mr. Coley stated this is within the annual budget.  There were cut-backs within other areas.  With this festival being the largest, Parks & Recreation tried to keep it in place.  Some of the smaller events and festivals like “Movies under the Stars” have been removed from the calendar.  Sponsorship letters were sent out and $2,200 was received. 

            Chairman Mathis asked what the cost is for the Movies under the Stars event that was removed from the budget.  Mr. Coley stated they normally have three (3) per year; one is free that is given by the radio station and the other two (2) cost $3,000 per event.  The free event remains on the calendar and the other two (2) have been removed.  There will be cut-backs in other areas such as the fall festival. 

            Chairman Mathis asked was there a charge for the fall festival.  Mr. Coley stated there is no charge for the fall festival or the Christmas festival. 

            Commissioner Holder stated he concurred with Commissioner Basler’s comments.  This is not a required service of the county.  Commissioner Holder stated he has had problems with this in the past because citizens pay their taxes and then have to pay participate also.  Surrounding counties have the fireworks and it’s free.  Commissioner Holder stated he has a problem with it also because of the present economy.  Mr. Coley stated there is a charge but the festival is an all day event.  There are bands, music, reenactments, 1776 period music, dancers, etc.  There are other expenses other than the fireworks and we don’t break even.  The overall cost after the gate is not $15,000.  After adding other costs to the $15,000 and subtract what is brought in, it is comparable to the fall festival and the Christmas festival. 

            Commissioner Holder stated the other programs don’t have $15,000 infusion of tax dollars into them. Mr. Coley stated the $15,000 to an extent is an investment to the program because if there are no fireworks you will not have the attendance or the revenue. 

            Commissioner Holder asked for an actual accounting of this event within 30 to 60 days.

            Chairman Mathis asked how much is spent on the fall festival and the Christmas festival.  Mr. Coley stated he could get actual numbers but approximately $5,000 to $6,000 on each event.  Chairman Mathis asked about the haunted trail.  Mr. Coley stated there is a fee involved with the haunted trail.  The cost is approximately $15,000 to $16,000. 

            Chairman Mathis stated the only reason this item comes before the Board is because of the cost associated with the contract.  Mr. Coley stated that was correct.  Chairman Mathis stated with the other festivals, it’s just in the budget and does not come before the Board. 

            Commissioner Stamey commented that he hears more complements on this particular weekend than anything else.  He stated he agreed with both Commissioners that it is a big expense, but at the end of the day it provides a service to the people and they’ve become accustom to it.  75% of the participants are there for the fireworks. 

            Commissioner Basler asked if this could be done for one night.  Mr. Coley stated both nights have been over capacity. 

            Commissioner Jeffares made the motion to approve the request; Commissioner Stamey seconded.  The motion failed 2-3-0 with Commissioners Jeffares and Stamey in favor and Commissioners Holder, Bowman and Basler opposed.

            Commissioner Stamey made an alternate motion that the fireworks be just on July 4th for $7,500.

Commissioner Basler asked would the cost remain the same if we just have one show.  Mr. Coley stated he didn’t know if the price would be the same for one show.  He stated he would have to check with the vendor.

Commissioner Stamey withdrew his motion and made an alternate motion to table the item to the June 16th agenda for staff to find out the cost for one night of fireworks; Commissioner Jeffares seconded.  The motion carried 5-0-0.

Bid to furnish and install two prefabricated metal buildings

            Michael Sabine, Assistant County Manager presented the agenda item to the Board.  This item was tabled at the June 1st meeting.  The Police Department requested a storage building to inspect and store/secure seized materials pending final disposition.  The Parks & Recreation Department requested a building to store and protect/secure equipment.  A Request for Proposal (RFP) was processed and issued to twenty-three (23) local and area vendors and also posted on the County website and the ACCG website.  Twelve vendors responded and the lowest responsive proposal came from SteelCo Buildings, Inc. in the amount of $47,423.00 for each building ($42,400.00 base amount and add $5,023.00 for alternate no. 1 – insulation).  The concrete slab or footings is $20,000 per building, $5,000 for electrical and $500 for site prep with a total in the amount of approximately $72,923 per building.  Parks & Recreation currently rent fourteen (14) storage units at Heritage Park.  Based on the monthly rental fees of $1,630.00 the annual cost of renting the storage pods is approximately $19, 560.00.  The Police Department currently rents space on a month-to-month basis for seized Asset Storage/Processing Building.  By relocating those operations the outlay costs would be effectively recovered in eighteen (18) months.

            With respect to the building for the Police Department, their recommendation is also for some security fence upgrades at the location where the building will be going.  That cost is approximately $10,000.  The recommendation of staff to accommodate this request would be to use seized asset funds in the amount $47,423.00 for construction and an amount not to exceed $35,500 shall devoted to site preparation, slab footing, electrical, etc. 

            The Police Department Building would be funded through the seized asset fund and the Parks & Recreation Building to be located at Heritage Park would be funded through SPLOST III Capital Construction account.

            Commissioner Stamey asked if a fire sprinkler system was needed in the building for the Police Department.  Major Butler stated the building will be used primarily for seized vehicles.  Commissioner Bowman stated he didn’t see the need for a sprinkler system for housing vehicles.

            Commissioner Bowman made the motion to award the bid to SteelCo Inc. and approve the resolution with the changes made; Commissioner Stamey seconded.  The motion carried 5-0-0 approving the following resolution:

WHEREAS, Sealed Proposals (SP-09-54-042409-1) were solicited for the purchase and installation of one (1) pre-fabricated metal building for the Police Department and one (1) pre-fabricated metal building for the Parks & Recreation Department; AND

WHEREAS, twelve (12) vendors responded to the RFP for this purchase, as indicated on the attached bid tab; AND

WHEREAS, funds from the Seized Asset account will be used for the purchase/installation of the building for the Police Department; funding for the Parks and Recreation building will be from the SPLOST III Capital Account for Heritage Park; AND

WHEREAS, SteelCo Buildings, Inc. has submitted the lowest and most responsive bid for the purchase and installation of pre-fabricated metal buildings; departmental personnel recommend award to SteelCo.

NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of Henry County that the Board awards Proposal Number SP-09-54-042409-1 to SteelCo, Inc. in the total amount of $94,846.00 for the purchase and installation of two (2) pre-fabricated metal buildings, complete per specifications.  The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase.

BE IT FURTHER RESOLVED by the Board that Seized Asset account funds in the amount of $47,423 shall be devoted to construction of the Police Department seized asset storage/processing building and funds in the amount not to exceed $35,500 shall be devoted to site preparation, concrete slab/footings, and basic electrical for the aforementioned seized asset storage/processing building.

BE IT FURTHER RESOLVED by the Board that SPLOST III Heritage Park account funds in the amount of $47,423 shall be devoted to construction of the Parks & Recreation storage building and funds in the amount not to exceed $25,500 shall be devoted to site preparation, concrete slab/footings, and basic electrical for the aforementioned park storage building.

Approval of minutes

            Commissioner Stamey made the motion to approve the May 4th called meeting minutes with the Hospital Authority; Commissioner Holder seconded.  The motion carried 4-0-0 (Commissioner Bowman was not present for this meeting)

            Commissioner Holder made the motion to approve the May 19th regular meeting minutes; Commissioner Jeffares seconded.  The motion carried 5-0-0

County Manager Comments

            There were no comments.

County Attorney Comments

            There were no comments.

Public Comments

            There were no comments.

Upcoming Meetings

A.       Monday, July 6th at 9:00 a.m. and Tuesday, July 7th at 9:00 a.m. Regular Board Meetings

B.       Monday, July 20th at 9:00 a.m. and Tuesday, July 21st at 6:30 p.m. Regular Board Meetings

Executive Session

Commissioner Stamey 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 LaTonya Wiley, the County Attorney, for the purposes of discussing the acquisition of real estate, pending and/or potential litigation, and personnel matters; Commissioner Basler seconded.  The motion carried 5-0-0.

(Executive Session was held.)

(Commissioner Jeffares left during Executive Session)

Commissioner Bowman made the motion to reconvene into Public Session; Commissioner Stamey seconded.  The motion carried 4-0-0.

Commissioner Stamey made the motion to approve the affidavit and resolution pertaining to executive session; Commissioner Bowman seconded.  The motion carried 4-0-0.

Commissioner Stamey made the motion to adjourn; Commissioner Basler seconded.  The motion carried 4-0-0.

 

                                                                        Elizabeth “BJ” Mathis, Chairman

 

Shay Mathis, County Clerk