STATE OF GEORGIA

 

COUNTY OF HENRY

 

 

The Henry County Board of Commissioners held a Public Meeting at 9:00 a.m. on Monday, June 18, 2007, 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 T. Harper, Chairman,

            Warren E. Holder, District I Commissioner

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

            Randy Stamey, 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; LaTonya Wiley, Deputy County Attorney; Terry McMickle, Public Works Division Director; Michael Sabine, Assistant County Manager; Mike Bush Financial Services Director; Angie Bailey, Social Services 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 the meeting to order and called for an acceptance of the agenda and moving the agenda item appointing members to the Stormwater Committee to the June 19th meeting.  Commissioner Mathis made the motion to approve the agenda; Commissioner Holder seconded.  The motion carried unanimously.

Adoption of the Fiscal Year 2007-2008 Budget

            Angie Sorrow, Budget and Procurement Director presented the agenda item to the Board.  On June 4th there was a public hearing presenting the proposed 2007-2008 budget and there have been no changes.

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

            Commissioner Mathis made the motion to approve the resolution adopting the Fiscal Year 2007-2008 budget; Commissioner Stamey seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, pursuant to Title 36 Chapter 81, of the Official Code of Georgia Annotated, the Board of Commissioners of Henry County, Georgia, as the governing authority of said County, shall adopt an annual balanced budget; and

 

WHEREAS, a balanced budget for Fiscal Year 2007-2008, beginning July 1, 2007, and ending June 30, 2008, has been submitted to the Board of Commissioners by the County Manager; and

 

WHEREAS, the Board of Commissioners has reviewed said proposed budget; and

 

WHEREAS, the entire budget has been available for public inspection and a public hearing has been properly advertised and held as required by Georgia law.

 

NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of Henry County, Georgia, as the governing authority of said County, that the Budget Resolution of Henry County for Fiscal Year 2007-2008 shall be adopted upon approval at a public meeting of the Board of Commissioners as follows:

 

Section 1: General Fund

 

A. It is estimated that the following revenues will be available in the General Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

PROPERTY TAXES                                                                  $70,379,986

SALES & USE TAX                                                                    30,984,683

LICENSES & PERMITS                                                                         3,823,454

INTERGOVERNMENTAL GRANTS                                              1,796,869

CHARGES FOR SERVICES                                                       11,179,468

FINES & FOREITS                                                                      5,061,104

MISC. REVENUES                                                                       3,520,737

OTHER SOURCES                                                                       3,073,447

                       

TOTAL REVENUES:                                                               $129,819,748

 

B. The following amounts are hereby appropriated in the General Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

LEGISLATIVE & EXECUTIVE                                                 $14,710,820

UNALLOCATED COSTS                                                            11,470,804

JUDICIAL SYSTEM                                                                   12,204,260

PUBLIC SAFETY                                                                       53,228,753

PUBLIC WORKS                                                                          12,142,433

HEALTH & WELFARE                                                                5,356,598

CULTURE & RECREATION                                                       6,400,782

HOUSING & DEVELOPMENT                                                              5,412,939

OTHER USES                                                                               8,892,359

 

TOTAL EXPENDITURES:                                                       $129,819,748

Section 2: SPLOST I Fund

 

The Board of Commissioners has previously adopted a project-length budget incorporating project-length revenues and project-length expenditures for the SPLOST I Fund. This project length budget, together with any amendments approved, shall stand in full force and effect during the fiscal year beginning on July 1, 2007 and ending June 30, 2008.

 

Section 3: SPLOST II Fund

 

The Board of Commissioners has previously adopted a project-length budget incorporating project-length revenues and project-length expenditures for the SPLOST II Fund. This project length budget, together with any amendments approved, shall stand in full force and effect during the fiscal year beginning on July 1, 2007 and ending June 30, 2008.

 

Section 4: Impact Fee Fund

 

A. It is estimated that the following revenues will be available in the Impact Fee Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

IMPACT FEES                                                                           $2,550,000

APPROPRIATED FUND BALANCE                                                272,208

INTEREST                                                                                       150,000

 

TOTAL REVENUES:                                                                  $2,972,208

 

B. The following amounts are hereby appropriated in the Impact Fee Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

UNALLOCATED COSTS                                                              $  113,158

PUBLIC SAFETY – POLICE                                                                     0

PUBLIC SAFETY – FIRE                                                                  95,753

PUBLIC SAFETY – E-911                                                                 39,086

PUBLIC SAFETY – SHERIFF                                                                    0

RECREATION                                                                              1,111,309

LIBRARY                                                                                         325,000

TRANSFERS                                                                                1,287,902

 

TOTAL EXPENDITURES:                                                           $2,972,208

 

Section 5:  Stormwater Fund

 

A. It is estimated that the following revenues will be available in the Stormwater Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

FEES FOR SERVICE                                                                 $2,702,047

 

TOTAL REVENUES:                                                                  $2,702,047

 

B. The following amounts are hereby appropriated in the Stormwater Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

STORMWATER EXPENDITURES                                              $2,702,047

 

TOTAL EXPENDITURES:                                                           $2,702,047

 

 

Section 6: Capital Asset Fund

 

A. It is estimated that the following revenues will be available in the Capital Asset Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

TRANSFER FROM GENERAL FUND                                        $1,500,000   

 

TOTAL REVENUES:                                                                  $1,500,000

 

B. The following amounts are hereby appropriated in the Capital Asset Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

UNALLOCATED                                                                        $1,500,000

 

TOTAL EXPENDITURES:                                                           $1,500,000

 

 

Section 7: E-911 (Emergency Communications) Fund

 

A. It is estimated that the following revenues will be available in the E-911 (Emergency Communications) Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

E-911 LAND LINES                                                                   $1,143,200

E-911 WIRELESS                                                                         1,283,549

INTEREST                                                                                       134,782

OPERATING TRANSFER                                                             1,352,465   

 

TOTAL REVENUES:                                                                  $3,913,996

 

B. The following amounts are hereby appropriated in the E-911 (Emergency Communications) Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

EMERGENCY COMM.                                                                        $3,913,996

 

TOTAL EXPENDITURES:                                                           $3,913,996

 

Section 8: Economic Development Fund

 

A. It is estimated that the following revenues will be available in the Economic Development Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

OPERATING TRANSFER                                                           $   370,673

 

TOTAL REVENUES:                                                                  $   370,673

 

B. The following amounts are hereby appropriated in the Economic Development Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

ECONOMIC DEVELOPMENT                                                 $   370,673

 

TOTAL EXPENDITURES:                                                          $   370,673

 

 

Section 9: Hotel/Motel Tax Fund

 

A. It is estimated that the following revenues will be available in the Hotel/Motel Tax Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

HOTEL/MOTEL TAX                                                               $   222,166

 

TOTAL REVENUES:                                                                $   222,166

 

B. The following amounts are hereby appropriated in the Hotel/Motel Tax Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

PMTS TO CHAMBER                                                              $     96,399

TRANSFER TO GENERAL FUND                                            $   125,767

 

TOTAL EXPENDITURES:                                                         $   222,166

 

 

Section 10: Law Library Fund

 

A. It is estimated that the following revenues will be available in the Law Library Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

LAW LIBRARY FEES                                                                $    50,000

 

TOTAL REVENUES:                                                                $    50,000

 

B. The following amounts are hereby appropriated in the Law Library Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

 

LAW LIBRARY EXPENDITURES                                              $    50,000

 

TOTAL EXPENDITURES:                                                         $    50,000

 

 

Section 11: Victim Witness Fund

 

A. It is estimated that the following revenues will be available in the Victim Witness Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

DRUG ABUSE FEES                                                               $ 111,791

JAIL CONSTRUCTION/STAFFING                                             533,326

VICTIM WITNESS                                                                       223,194

JUVENILE CT. SPECIAL REVENUE                                               38,075

INTEREST                                                                                   127,682

 

TOTAL REVENUES:                                                               $1,034,068

 

B. The following amounts are hereby appropriated in the Victim Witness Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

TRANSFERS                                                                            $  848,402

VICTIM WITNESS                                                                    $  185,666

 

TOTAL EXPENDITURES:                                                        $1,034,068

 

 

Section 12: Juvenile Assistance Fund

 

A. It is estimated that the following revenues will be available in the Juvenile Assistance Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

MEDIATION FEES                                                                    $   5,000

SUPERVISION FEE                                                                   $ 55,836

INTEREST                                                                                  $      100

 

TOTAL REVENUES:                                                                  $ 60,936

 

B. The following amounts are hereby appropriated in the Juvenile Assistance Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

MEDIATION EXPENDITURES                                                            $     5,500

SUPERVISION EXPENDITURES                                             $   55,436

 

TOTAL EXPENDITURES:                                                         $   60,936

 

 

Section 13: Technology Fund

 

A. It is estimated that the following revenues will be available in the Technology Fund for the

fiscal year beginning July l, 2007 and ending June 30, 2008:

 

TECHNOLOGY FEES                                                              $140,751

INTEREST                                                                                $    6,679

 

TOTAL REVENUES:                                                                $147,430

 

B. The following amounts are hereby appropriated in the Technology Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

SMALL EQUIPMENT                                                              $147,430

 

TOTAL EXPENDITURES:                                                         $147,430

 

 

Section 14: Debt Service Fund

 

A. It is estimated that the following revenues will be available in the Debt Service Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

TRANSFER – GENERAL FUND                                               $  7,021,686

TRANSFER – IMPACT FEE FUND                                              1,287,902

TRANSFER – SPECIAL REVENUES                                               501,598

APPROPRIATED FUND BALANCE                                             8,650,446

INTEREST                                                                                       250,000

 

TOTAL REVENUES:                                                                $17,711,632

 

B. The following amounts are hereby appropriated in the Debt Service Fund for the operation of the county government and its activities for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

 

DEBT SERVICE EXPENDITURES                                           $17,711,632

 

TOTAL EXPENDITURES:                                                         $17,711,632

 

 

Section 15: Confiscated Assets Fund

 

A. It is estimated that the following revenues will be available in the Confiscated Assets Fund for the fiscal year beginning July l, 2007 and ending June 30, 2008:

 

PROGRAM REVENUES                                                           $             0

 

B. The following amounts are hereby appropriated in the Confiscated Assets Fund for the fiscal year beginning on July l, 2007 and ending June 30, 2008:

 

PROGRAM EXPENDITURES                                                   $             0

 

 

 

 

Section 16: Other Provisions and Stipulations

 

The following provisions and stipulations are hereby adopted for FY 2007-2008:

 

A.                  Fiscal Policy

 

The primary objective of the fiscal policy of the Board of Commissioners is to present and sustain a fiscal plan to efficiently and economically provide necessary governmental services to the citizens of Henry County.

 

Policy and Procedures

 

An Operating Budget will be prepared in accordance with statutory requirements and with the following provisions as follows:

 

1.   Personnel Services (Position Request)

 

It is the intent of the Board to staff each Department with the minimum personnel required to accomplish its mission, e.g., to serve the citizens of Henry County. Unnecessary vacant positions will be eliminated and the need for new staffing positions will be fully justified.  The Board of Commissioners will approve the creation of new positions in excess of the number authorized through this budget resolution and accompanying documentation.

 

2. Operating Expenses (Budget Preparation Worksheet)

 

Total operating expenses for current programs and levels of service shall be held at the lowest possible cost. Line items must be thoroughly justified in writing.  Additional sheets may be added for explanation as necessary.

                             

3. Capital Outlays (Capital Outlay Request)

 

Include fixed assets with value in excess of $5,000 and with a life greater than one year (at least three years) but not in excess of $50,000.  All vehicles, however, fall into this category even if the cost exceeds $50,000 (i.e., road graders, fire trucks, etc.). Items in excess of $50,000 shall fall under the Capital Improvement Program.

 

4. Estimated Revenues (Revenue Worksheet)

 

Departments will assist in the preparation of revenue projections based upon the most reliable current information available.  While estimates will remain on the “conservative” side, known growth factors and past experience must be considered and disclosed. 

 

Reasonable increases in user fees shall also be considered where practical in order to minimize the ad valorem tax burden.  Such fees will be presented and adopted as a part of the Operating Budget.

 

5. Balanced Budget

 

To the extent reasonably and responsibly possible, the Operating Budget shall be balanced with estimated expenditures being fully funded by estimated revenues. Appropriations of “Fund Balance” shall be used to the extent that sufficient “working capital” is sustained.

 

 

6. Component Units

 

Component units of Henry County shall supply an annual fiscal audit to the Finance Department no later than November 1, 2007 in order to comply with Henry County auditing requirements. In the event that a component unit fails to comply with the stipulation to provide their annual audit by the required date, no funds shall be devoted from the county treasury to the component unit until said annual audit is supplied.

 

 

Budget Administration:

 

1.      No Department is authorized to make any charges against another Department’s Budget without the authorization of that Department Head, the Division Director and the County Manager.

 

2.      Each Department is responsible for verifying and certifying the availability of necessary appropriations before:

 

a.      Approving Requisitions

b.      Recommending bids and awards

c.       Approving vouchers for payment

d.      Recommending the hiring of personnel by the appointing authority

e.       Otherwise incurring expenses for the County

 

3.      Departments will prepare a Budget Amendment Form to accompany any agenda Item needing Budget amendments or transfers.

 

4.      For purposes of this subtitle a “budget amendment” is any action that increases total authorized expenditures (appropriations) for any “fund”. A “transfer” is the movement of appropriations from one department, division or function to another without increasing the total appropriations.

 

5.      All transfers between funds or between Departments shall be approved by the Board of County Commissioners except as herein provided.  The legal level of control is at the department level as specified by the County Code.

 

6.      The County Manager is herein authorized to make budget transfers in any amount within a particular department.  The County Manager may delegate to the Division Directors authority to approve transfers in the amount not to exceed $5,000 within the same Department.  The delegation of this authority must be in writing.  The Department Heads have the authority to make transfers between line items within a Department not in excess of $500.

 

7.      No expenditure or encumbrance of County funds will be authorized in the absence of sufficient appropriations at the legal level of control (e.g. departmental level).

 

 

B.                  All resolutions, or parts of resolutions, in conflict with this Budget Resolution are hereby

repealed. The Budget Resolution of Fiscal Year 2006-2007 is hereby repealed, effective at 12:00 a.m. on July 1, 2007.

 

C.                 This Budget Resolution shall become effective at 12:00 a.m. on July 1, 2007 and together with any amendments hereto, shall remain effective until 11:59 p.m. on June 30, 2008, until repealed.

 

PUBLIC WORKS

Bid to purchase quarry stone for the Department of Transportation

            Terry McMickle, Public Works Division Director presented the agenda item to the Board.  Staff recommended the bid be awarded to Vulcan Materials Company as overall low bidder as a unit/price contract with no fixed quantities; the prices will remain firm for the contract period.

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

WHEREAS, sealed bids (SB-07-60-052907-1) were solicited for the purchase of quarry stone for the Department of Transportation; and,

 

            WHEREAS, one (1) vendor submitted a bid for this purchase, as indicated on the attached item/price schedules; and,

 

            WHEREAS, funds are available in the Department of Transportation budget for this commodity; and,

 

            WHEREAS, Vulcan Materials Company has submitted the lowest and most responsive bid for the purchase of quarry stone; departmental personnel recommend award to Vulcan Materials Company.

 

            NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards Bid Number SB-07-60-052907-1 to Vulcan Materials Company for the purchase of various quarry stone; award as a Unit/Price Contract with no fixed quantities; prices shall remain fixed for the contract period  The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase.

 

SPLOST/CAPITAL PROJECTS

Donation of right-of-way at 51 Price Quarters Road

            Roy Clack, SPLOST/Capital Projects Director presented the agenda item to the Board.  SPLOST is currently in the acquisition phase of the East Lake Phase II project which goes from Highway 155 West to Springdale and will eventually connect to Eagles Landing Parkway.  Henry County owns property at 51 Price Quarters Road and the request is for a donation of right-of-way from county property to right-of way.

            Commissioner Stamey made the motion to approve the donation of right-of-way at 51 Price Quarters Road; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

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

 

WHEREAS, Henry County SPLOST Management is obtaining Right-of-Way; and

 

            WHEREAS, the Henry County Board of Commissioners owns property at 51 Price Quarters Road (Relocated Fire Station # 13); and

 

            WHEREAS, Georgia Department of Transportation is requesting that 0.082 acres of

Right-of-Way be donated for the road improvement as described in Exhibit A (5 pages); and

            WHEREAS, Henry County Board of Commissioners hereby donates the required Right-of-Way as shown in Exhibit A; and

           

            NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the donation of 1604.49 square feet (0.082 acres) of Right-of-Way for the purpose of upgrading East Lake Road/ Price Quarters Road.

 

Bid award to furnish and install an Electronic Docket System for the Judicial Center

            Roy Clack, SPLOST/Capital Projects Director presented the agenda item to the Board.  The docket system is a request by the Judges and the Judicial Center.  Currently there is no docket system in place to direct people when they appear for court.  The requested system will allow for a central location where information can be entered and a display of all three (3) floors will show the persons name, the court they need to attend and the time to appear and other information such as cancellations or postponements.  Bids were submitted and only one (1) vendor responded.  The Judges are familiar with the vendor and they are satisfied with the system.

            Chairman Harper asked if this could be installed in the main courthouse; would it be cheaper to amend the request to include the installation when needed at the main courthouse.  Staff stated it could be done.

            Commissioner Holder made the motion to award the bid to Infac, Inc. and authorized staff to proceed with cost estimates to purchase and install an electronic docket system in the main courthouse currently being renovated; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, the Judicial Center is a completed SPLOST II Capital project; and

WHEREAS, sealed bids were solicited for an electronic docket system and installation; and

 

WHEREAS, this system would be helpful in showing customers the courtroom schedules; and

           

WHEREAS, one lone sealed bid was received; and

 

            WHEREAS, funding for this project is available in the Courthouse Annex account; and

 

            WHEREAS, SPLOST recommends the lone bidder, Infax, Inc. in the amount of $47,710.00; and

                                               

            NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the proposal of Infax, Inc. and authorizes the Chairman of the Board to sign all necessary documents for the purchase and installation of the electronic docket system, and also authorize staff to proceed with cost estimates to purchase and install an electronic docket system in the main courthouse currently being renovated.

 

Bid for the construction of a walking bridge connecting the Village to the walking tract at Heritage Park

            Roy Clack, SPLOST/Capital Projects Director presented the agenda item to the Board.  A bridge was constructed connecting two sides of Heritage Park that is divided by a creek giving access to patrons of the Library and the McDonough Senior Center.  There has been a need to connect the walking tract to the village area.  The requested walking bridge will allow people that are walking on the north side of the walking tract to cross back into the village without having to get in the roadway.  The County will be the general contractor and some of the work will be handled by county staff. 

            Commissioner Bowman asked staff when the County acts as the general contractor is the necessary insurance (workman’s compensation) in place.  Mr. Clack stated, “yes the vendor is required to provide insurance to the county”.  Other than the vendor doing the curb work, this vendor will be the only self-contractor that will be on-site other than the county staff. 

             Commissioner Stamey made the motion to approve the bid award to High Falls Construction in the amount of $16,800.00; Commissioner Holder seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Heritage Park is a designated SPLOST II Park Improvement project; and

 

WHEREAS, sealed bids were solicited for the construction of a walking bridge connecting the village to the walking track at Heritage Park; and

 

            WHEREAS, four (4) sealed bids were received and reviewed; and

 

            WHEREAS, funding for this project is available in Heritage Park - Park Improvements; and

 

            WHEREAS, SPLOST recommends the low bidder, High Falls Construction in the amount of $16,800.00; and

                                               

            NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the proposal of High Falls Construction and authorizes the Chairman of the Board to sign all necessary documents for the construction of a walking bridge at Heritage Park.

 

Bid for the resurfacing of Crumbley Road

Roy Clack, SPLOST/Capital Projects Director presented the agenda item to the Board.  The bridge replacement project has been completed and the resurfacing is the next phase paving from the bridge north to Kellytown Road.  SPLOST recommended the bid be awarded to E. R. Snell.

Commissioner Basler made the motion to approve and award the bid to E. R. Snell; Commissioner Bowman seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Crumbley Road is a designated SPLOST II Resurfacing project; and

 

WHEREAS, sealed bids were solicited for the resurfacing of Crumbley Road, north of the bridge to Kelleytown Road; and

 

            WHEREAS, three (3) sealed bids were received and reviewed; and

 

            WHEREAS, funding for this project is available in Crumbley Road Resurfacing; and

 

            WHEREAS, SPLOST recommends the low bidder, E.R. Snell in the amount of $142,780.50; and

                                               

            NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the proposal of E.R. Snell and authorizes the Chairman of the Board to sign all necessary documents for the resurfacing project.

 

Request to grant the Hampton Academy – Luella Complex a sewer easement

            Roy Clack, SPLOST/Capital Projects Director presented the agenda item to the Board.  Hampton-Locust Grove Road improvement project is a SPLOST project to widen and pave the road.  Early acquisition was made to protect the project from encroachment of some homes.  The request is for permission to cross county property so that sewer can be installed for the Hampton Academy – Luella Complex.  There is an offer of $1,100 for the easement to be paid to Henry County for the use of the property.  Plans have been reviewed to insure the sewer will not have an affect on any future construction. 

            Commissioner Holder stated that Georgia Department of Transportation is involved in the Hampton-Locust Grove Road improvement project and he questioned whether the current proposed alignment for the road will be the final and a payment for the easement if the sewer has to be relocated and at whose expense would it be relocated; the county expense.  If the sewer is placed in the right-of-way and there is a need for relocation it would be at the applicant’s expense.

            Patrick Jaugstetter, County Attorney stated whether payment is received or not, will not affect who pays for the relocation it’s whether or not there’s an easement in place.  If the sewer line is placed within the right-of-way, it’s certain that it will be relocated.

            Mr. Terry McMickle, Public Works Division Director stated it would be wise to have the Department of Transportation issue a utility permit to install the sewer lines with the stipulation that if it conflicts with road improvements in the future the applicant would have to relocate it at some expense; not grant an easement but give a permit to allow the sewer lines to be installed on county property. 

            Commissioner Mathis stated she agreed with Commissioner Holder and her concern was that designs for road improvement change and she would be agreeable to issuing a permit verses an easement.

            Commissioner Mathis made the motion to approve the issuance of a utility permit to install sewer lines and in the event there are any conflicts with proposed road improvements, the applicant is responsible for any utility relocation expenses; Commissioner Basler seconded.  The motion carried unanimously approving the following resolution:

WHEREAS, Hampton Academy- Luella Complex wishes to extend a sewer line across Henry County owned land at the Northwest corner of Hampton-Locust Grove Road and Whistle Way; and

WHEREAS, this extension would provide sewer to the proposed daycare facility; and

            WHEREAS, the applicant’s request is for a 20’ permanent easement and a 40’ temporary easement on and through the property in Land Lot 242 of the 3rd  District, Henry County, Georgia (see exhibit A & B) would be granted to Hampton Academy- Luella Complex;

            NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves the issuance of a utility permit to Hampton Academy- Luella Complex and not a sewer easement. In the event there are any conflicts with proposed road improvements, the applicant is responsible for any utility relocation expenses.

 

TECHNOLOGY SERVICES

High availability IBM i-Series Systems for Emergency Communications, Administration and Police Department

            Clark Rainer, Director of Technology Services presented the agenda item to the Board. The request is for approval to purchase IBM Hardware and Software for the purpose of providing a high availability AS400 for the E-911, Administration and Police Department systems.  The total cost includes all software, hardware, all configuration, all training and also some per diem for travel expenses for staff. 

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

WHEREAS,  the current E911 CAD System, is a single server, with several points of failure including, network path, hard drive, power, physical location, controllers, backplane, and any time system maintenance needs to occur;

 

WHEREAS, the current Administration AS400 is currently reaching 80% hard drive capacity, creating a dangerous environment for all County Financial, Human Resource, Building Permits, Purchasing, and other vital records stored on this system;

 

WHEREAS, $91,481.00 will come from the Capital Equipment fund, and $357,572.00 will come from funds collected from E911 fees, for a total of $449,053.00;

 

WHEREAS, all proposed systems are provided by a State Contract Approved vendor, and the proposed systems have been quoted approximately 13% below State Contract pricing;

 

WHEREAS, the Technology Services Department in cooperation with the Emergency Communications Department, recommend the purchase of a High Availability, Turn-Key Solution for the E911 Computer Aided Dispatch System, the Administration AS400, and the Police Department CRIMES AS400 as specified in attached proposal;

 

NOW, THEREFORE, BE IT RESOLVED THAT the Board of Commissioners authorize the Chairman to sign the affixed Contracts and Agreements between Dynamix Group, Inc., and Henry County, Georgia.

 

GRANTS ADMINISTRATION

USDA Grant to fund a Natural Resource Conservation Technician

            Larry Stanford, Grants Administrator, presented the agenda item to the Board.  This grant contract is to receive assistance from the United States Department of Agriculture, Natural Resources Conservation Service, in paying the salary and benefits for a Natural Resource Conservation Technician in Henry County. The total package is $37,800.00, with Henry County paying $21,800.00 and the federal portion being $16,000.00

 

The Natural Resource Conservation Technician provides needed technical assistance to the citizens of Henry County as it relates to the conserving of natural resources. The Technician is also available to be involved in outdoor classrooms and field days for students and technical seminars and training programs for contractors and the general public. A new Conservation Technician was hired on February 5, 2007.

 

The Board of Commissioners approved a similar grant last year. The County’s portion of the funding is in the budget. We request authorization for the Chairman to sign the contract with the USDA – Natural Resources Conservation Service.

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

WHEREAS, the United States Department of Agriculture (USDA), Natural Resources Conservation Service and Henry County have co-funded a Natural Resource Conservation Technician through the County Extension Service for 16 years; and,

 

WHEREAS, the USDA now requires that their portion of the salary and benefits for the Technician be requested through a grant application; and,

 

WHEREAS, the USDA portion of the package is $16,000, with Henry County’s portion of $21,800 budgeted in grant match funds; and

 

WHEREAS, the Natural Resource Conservation Technician provides technical assistance to the citizens of Henry County and conducts technical seminars and training programs for contractors and the general public;

 

NOW THEREFORE BE IT RESOLVED, the Henry County Board of Commissioners authorizes the Chairman to sign the grant contract with the USDA for the Natural Resource Conservation Technician.

APPROVAL OF THE MINUTES

            Commissioner Mathis made the motion to approve the June 4th and June 5th meeting minutes; Commissioner Bowman seconded.  The motion carried unanimously.

 

COUNTY MANAGER COMMENTS

            There were no comments.

COUNTY ATTORNEY COMMENTS

Annexation Notices – City of Locust Grove

1.      Annexation by the City of Locust Grove of approximately 0.7+/- acres, located on Georgia State Highway 42, owned by Mr. Richard F.
Furstenau.  The current zoning classification of the property will be retained.   (Handout # 2)

2.      Annexation by the City of Locust Grove of approximately 2.9+/- acres located on Georgia State Highway 42, owned by Kenneth and Lisa
Sizemore. The current zoning classification of the property will be retained.  (Handout #3)

PUBLIC COMMENTS

            There were no comments.

UPCOMING MEETINGS

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

2.      Monday, July 2nd @ 9:00 a.m. and Tuesday, July 3rd @ 9:00 a.m., Regular BOC meetings – MEETINGS HAVE BEEN CANCELLED

3.      Monday, July 16th @ 9:00 a.m. and Tuesday, July 17th @ 6:30 p.m., Regular BOC meetings

ELECTIONS AND REGISTRATION

Appointment to the Elections and Registrations Board

            The Election Board Committee members (Ed Wallace, Jim Risher and Tom Gabey) met on Thursday, June 14, 2007 and recommended reappointment of Arch Brown to the Board of Elections and Registrations as the Board’s appointment.

            Commissioner Holder made the motion to accept the recommendation; Commissioner Stamey.  The motion carried unanimously approving the following resolution:

WHEREAS, the term of the Member At-Large of the Board of Elections & Registration will end June 30, 2007; and

 

WHEREAS, the person appointed will serve a 2-year term beginning July 1, 2007, ending June 2009;

 

NOW THEREFORE BE IT RESOLVED, the Board of Commissioners hereby re-appoints Arch Brown, to the Henry County Board of Elections & Registration as the board representative.

 

Discussion regarding Voting Precincts

            Janet Shellnutt, Elections and Registration Director presented the agenda item to the Board.  Their have been complications in placing the County SPLOST on the Cities ballots.  During annexations the cities are wide spread; all but the City of Hampton.  It seems like the voters will have to travel to two (2) locations to vote.  The issue is whether the County will manage the City elections.  The Board of Elections and Registration feel it should be managed by the County because it would be complete chaos if not.  An agreement can be done for the use of the equipment, poll workers, etc. but if there are any issues it would be the responsibility of the County.  There is enough equipment to handle all of the county precincts and the cities; earlier voting also.  There will be another meeting with the Cities regarding their elections. 

            Chairman Harper commended Ms. Shellnutt for her hard work in trying to make it happen where the county handled this task. 

            Commissioner Holder asked for clarification regarding city voting precincts.  Ms. Shellnutt stated that when voting on a municipal ballot the polling place has to be within a municipality.  Commissioner Holder stated city elections are very important to the city and they do not want the county to run their elections.  Commissioner Holder asked how expensive would it be to set up at each one of the city precincts as well as the county and allow the city voters to vote.  Ms. Shellnutt stated if county equipment (express poll) is being used at all the county precincts it would not be known if the voter went to the city to vote.  Commissioner Holder stated someone could possibly vote twice in a situation like that.  Ms. Shellnutt confirmed.

            Ms. Shellnutt stated she would contact the Cities to give them an option of what can be done.   Chairman Harper stated that the Board is in agreement that if the Cities run their elections they are responsible; if the County runs the Cities election, county equipment and poll workers will be used.

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

Commissioner Bowman made the motion to approve and agreement with Shiloh-McDonough Community Outreach, Inc for summer day camp in the amount of $5,000; Commissioner Stamey seconded.  The motion carried unanimously.

There will be a Called Meeting on July 9, 2007 at 11:00 a.m.

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

                                                                                    Jason T. Harper, Chairman

Shay Mathis, County Clerk