STATE OF GEORGIA

 

COUNTY OF HENRY

 

The Henry County Board of Commissioners held a Regular Public Meeting at 9:00 a.m. on Monday, July 6, 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 ďBJĒ 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 Commissionersí 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 Basler seconded.The motion carried 5-0-0.

††††††††††† Chairman Mathis announced the following item would not be heard at this meeting:

A public hearing for the purpose of approving a resolution to adopt a new Official Zoning Map

Request for proposal to purchase a mobile automotive column lifts

††††††††††† David Williamson, Transit Director and Jody Sword, Fleet Services Director presented the agenda item to the Board.This is a follow up to a grant that was approved in 2008 accepting funds from the Federal Transit Administration 5307 Grant.The grant will provide eighty percent (80%) funding with the County providing twenty percent (20%).

††††††††††† Nine (9) vendors submitted proposals for the purchase of a mobile automotive column lift and the lowest bidder was Heavy Duty Lift & Equipment Company in the amount of $25,933.00.

††††††††††† Commissioner Stamey asked if this was budgeted in the Transit Department budget.Mr. Williamson stated yes.

††††††††††† Commissioner Holder made the motion to approve a resolution awarding the bid to Heavy Duty Lift & Equipment Company in the amount of $25,933.00; Commissioner Stamey seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, sealed proposals (SP-09-57-051109-1) were solicited for the purchase of battery operated mobile automotive lifts for the Transit Department (in conjunction with the Fleet Services Department); and,

 

††††††††††† WHEREAS, nine (9) vendors submitted proposals for this purchase, as indicated on the attached bid tab; and,

 

††††††††††† WHEREAS, the Board of Commissioners has previously approved a resolution (No. 07-44) concerning acceptance of FTA 5307 (grant) funding and the projects and acquisitions associated with that grant.This grant will provide eighty percent (80%) funding with the County providing twenty percent (20%) funding; and,

 

††††††††††† WHEREAS, Heavy Duty Lift & Equipment has submitted the lowest and most responsive proposal for the purchase of a battery operated mobile automotive column lift system; departmental personnel recommend award to Heavy Duty Lift & Equipment, Inc.

 

††††††††††† NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County awards Proposal Number SP-09-57-051109-1 to Heavy Duty Lift & Equipment, Inc.in the total amount of $25,933.00 for the purchase of a battery operatedmobile automotive column lift system.The Chairman is hereby

Renewal of the Community Service Agency Contracts for2009-2010

††††††††††† Angie Bailey, Social Services Division Director presented the agenda item to the Board.For several years there have been several community service agencies that have provided and continue to provide various services and programs to citizens in Henry County.The services are provided at no cost to the citizens.In exchange for these services and programs the County has helped to support these agencies and the programs and services they provide.Each year the Service Contracts are renewed by the Board.Information was provided by each agency regarding their request.

††††††††††† The first contract was with the Southern Crescent Sexual Assault Center in the amount of $20,000.Commissioner Stamey made the motion to approve the contract; Commissioner Jeffares seconded.The motion carried 5-0-0.

††††††††††† The next contract was with A Friendís House in the amount of $125,000.Commissioner Stamey made the motion to approve the contract; Commissioner Jeffares seconded.The motion carried 5-0-0.

††††††††††† Next was the contract with Helping In His Name Food Pantry in the amount of $25,000.Commissioner Stamey made the motion to approve the contract; Commissioner Stamey seconded.The motion carried 5-0-0.

††††††††††† Next was the contract with Hands of Hope Clinic in the amount of $24,000.Commissioner Stamey made the motion to approve the contract; Commissioner Jeffares seconded.The motion carried 5-0-0.

††††††††††† Next was the contract with Prevent Child Abuse Henry County in the amount of $15,000.Commissioner Stamey made the motion to approve the contract.Commissioner Jeffares seconded.The motion carried 5-0-0.

††††††††††† The final contract was with Flint Circuit Council on Family Violence in the amount of $78,000.Commissioner Stamey made the motion to approve the contract; Commissioner Jeffares seconded.The motion carried 5-0-0.

Authorization of a Project Framework Agreement with Georgia Department of Transportation regarding the I-75/Bruton Smith Parkway Enhancement Project

††††††††††† Michael Harris, Planning and Zoning Services Division Director presented the agenda item to the Board.This enhancement project is the result of a Federal Earmark totaling $226,380 allocated from Congressman Westmoreland.The purpose of the earmark was for transportation enhancements at I-75 and Highway 20/81.Last year staff proceeded with the initial concept to detect landscape enhancements within the interchange.The funds will be funneled through the Georgia Department of Transportation (GDOT).The request is for approval to enter into an agreement with GDOT on the Project Framework Agreement for preconstruction engineering activities (PE).$10,000 has been earmarked for the PE with a local match in the amount of $2,500.The remainder of the funds will be earmarked for construction.

††††††††††† Chairman Mathis asked if in-kind services could be credited towards the local match.Mr. Harris stated he believed in-kind services could be utilized.

††††††††††† Commissioner Holder made the motion to approve the Project Framework Agreement; Commissioner Jeffares seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, Henry County Government was notified by the Georgia Department of Transportation ďDEPARTMENTĒ that the Department would like to enter into a Project Framework Agreement (PFA) with the county for Transportation Facility Improvements referred to as the I-75/Bruton Smith Parkway Enhancements; and

WHEREAS, the Project Framework Agreement is for Preliminary Engineering Activities only; and

WHERAS, the Preliminary Engineering allocation of $10,000 is a portion of a Federal Earmark, which will require a match of 20%; and

WHEREAS, the county will be responsible for a match consisting of $2,500 for Preliminary Engineering; and

WHEREAS, the Preliminary Engineering shall not exceed $12,500; and

WHEREAS, additional agreements for the construction phase will be sent to the county at the appropriate time;

NOW, THEREFORE, BE IT RESOLVED THAT the Henry County Board of Commissioners approve and authorize the Chairman to execute the Project Framework Agreement with the Georgia Department of Transportation for the aforementioned project.All budget amendments and/or transfers necessary for proper accounting of this resolution will hereby be approved.

Authorization to accept funds from the District Four Health Services Department of Human Resources

††††††††††† Don Ash, Emergency Management Agency Director presented the agenda item to the Board.During the recent cases of H1N1 that affected the State of Georgia, the nation and Henry County, we partnered with District Four and had activation of our EOC during that time.†† District Four has provided Henry County with some additional funds to use in our EOC.

††††††††††† Commissioner Basler made the motion to accept funds in the amount of $5,000 from the District Four Health Services; Commissioner Stamey seconded.The motion carried 5-0-0 approving the following resolution:

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

††††††††††† WHEREAS, the Henry County Emergency Management Agency will have direct responsibility for the organization, administration, and operations of the local organization for emergency management; and

††††††††††† WHEREAS, the Emergency Management Agency, works to assist our local community to address the impact of a disaster that may affect our county; and

††††††††††† WHEREAS, funding provided through District IV Public Health assists the local government to prepare and equip our office.

††††††††††† NOW THEREFORE BE IT RESOLVED, the Henry County Board of Commissioners authorizes the Chairman to accept the funds in the amount of $5,000 from District Four Health Services

Authorization of a contract with Henry Medical Center regarding emergency medical supplies

††††††††††† Chief Barry Jenkins, Fire Department presented the agenda item to the Board.Effective July 1, 2009 Henry Medical Center (HMC) will no longer provide emergency medical supplies for restocking of ambulances.This practice has been in place since the development of the hospital.

††††††††††† This change in policy is directly related to changes in Medicare and Medicaid billing procedures.Before July 1, 2009, HMC would directly bill patients for procedures and supplies that were used by Henry County Emergency Personnel. That practice was determined to be non-acceptable by their legal department.

††††††††††† HMC will provide medical supplies and pharmaceutical formulary items for our ambulances at the actual invoice cost without markup, handling or overhead charges.The County will be billed on a monthly basis for supplies and pharmaceuticals provided during the previous month.

††††††††††† By contracting with HMC there will not be a storage space issue and supplies will be readily available at their warehouse and it would not require additional personnel to manage ordering and intake.

††††††††††† Commissioner Bowman asked if the department knew what would be the cost to begin ordering the supplies and pharmaceuticals.Chief Jenkins stated by estimating the call volume it would cost approximately $120,000 to $125,000 additional dollars in the supplies budget.

††††††††††† Commissioner Bowman stated HMC currently collects 1 mil of taxes; is there a charge to HMC to collect that tax.Mike Bush, Finance Director stated there is a charge.

††††††††††† Chief Jenkins stated for years there has been no charge for medical supplies; it was billed to the patient.Apparently in reviewing the Medicaid and Medicare policies, Henry Medical Centerís Legal Department made the decision to no longer continue the current process.In the long run it will save the County money because if the Fire Department had to purchase the supplies, stock them, and do inventory it would cost a tremendous amount of money.

††††††††††† Commissioner Holder stated this was prompted by a change in the law.Itís not Henry Medical not choosing to no longer do this.The 1 mil tax that is assessed pays approximately 60% of the indigent care according to HMC staff.The hospital could receive 7 milís of tax to cover indigent care.

††††††††††† Commissioner Holder made the motion to approve the emergency medical supply contract with Henry Medical Center; Commissioner Basler seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, the Henry County Fire Department is dedicated to the protection of life, property and the environment by providing professional and courteous services of exceptional quality in Fire Prevention, Public Fire and Life Safety Education, Fire Suppression, Advanced Life Support, Hazardous Materials Response, Technical Rescue Response , and Fire Investigation at an acceptable cost to the community; and,

WHEREAS, the Henry County Fire Department is mandated to provide emergency medical services to the citizens and visitors of Henry County; and

WHEREAS, our advanced life support ambulances are required to have and use disposable emergency medical supplies on a daily basis;

NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County approves the contract with Henry Medical Center to provide medical supplies and pharmaceutical formulary items for our ambulances at their actual invoice cost without markup, handling or overhead charges.

Approval of a rate change regarding ambulance billing

††††††††††† Chief Barry Jenkins, Fire Department presented the agenda item to the Board.Henry County currently bills all of the Emergency Medical Transports at a base rate regardless of the level of service provided.This is not a great business practice as we do not receive the best financial benefit from institutions such as Medicare and Medicaid.At the same time we have not had a rate increase since 1996.Henry County currently bills all of the ambulance transports at a base rate of $375 with additional charges for mileage and oxygen.Currently Medicare will reimburse $410 per transport for ALS (Advanced Life Support) care.Based on the current call volume this could mean that approximately $100,000 is not billed each year just through Medicare.

††††††††††† Because of current changes in the Medicare/Medicaid laws, our billing rates will have to change based on Basic Life Support (BLS), Advanced Life Support (ALS I) and Advanced Life Support II (ALS II).

††††††††††† Chairman Mathis stated regarding the Medicare rates, there is a write-off of whatever is over and above what Medicare charges.Chief Jenkins stated yes, if the bill is over and above what Medicare pays, it is written off.

††††††††††† Chairman Mathis stated most insurance companies will pay the proposed amount minus the co-pay.Chief Jenkins stated that was correct.In most cases there is 100% pay on insurance claims.

††††††††††† Chairman Mathis asked what is done for people that are uninsured.Chief Jenkins stated when this issue comes up staff will work with the patient in getting the bill paid.

††††††††††† Chairman Mathis asked what percentage of the patients is uninsured.Chief Jenkins stated approximately 4% to 6% of the patients are self pay.

††††††††††† Commissioner Holder stated in comparison with other counties, the rates are in line.Commissioner Holder asked regarding the medications mention in the previous agenda item, will they be charged to the patient according to what is paid to Henry Medical Center.Chief Jenkins stated the rates include all supplies; the only extra charge will be mileage.

††††††††††† Commissioner Stamey made the motion to approve the increase in emergency medical services rates; Commissioner Holder seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, the Henry County Fire Department is dedicated to the protection of life, property and the environment by providing professional and courteous services of exceptional quality in Fire Prevention, Public Fire and Life Safety Education, Fire Suppression, Advanced Life Support, Hazardous Materials Response, Technical Rescue Response , and Fire Investigation at an acceptable cost to the community; and,

WHEREAS, Henry County currently provides ambulance transport services for a base rate of $375.00 and $6.50 per loaded transport mile.

NOW, THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners approves the increase in Emergency Medical Services rates of billing to the following:

Mileage

$8.00

BLS

$425.00

ALS I

$525.00

ALS II

$650.00

Helicopter Assist

$525.00

 

 

Authorization to purchase a Target Safety Learning Management System

††††††††††† Chief Jenkins and Division Chief McConnell presented the agenda item to the Board.In 2006 the Training Division of the Fire Department explored the option of e-learning in order to obtain the recertification hours needed for State EMS requirements.A decision was made to award the service to Prime Net Service offered by FETN.The service was purchased for $8,670 per year and was intended to provide the continuing education requirements for Paramedics and EMTís.

††††††††††† After using this system for a couple of years there is a need to be able to use up to date content as well as upload our own content.There is also a need to offer other types of training.After research, the vendor Target Safety is the industryís leader in online firefighter training.As a partner of the NFPA, Target Safety offers a complete solution to maintain compliance, promote safety, reduce losses, and stay current.Target Safety is a sole source provider for NFPA.NFPA is a performance standard used for all the performance standards within the Fire Department.One of the best things regarding the system is that it keeps the Fire Fighter in the station; they donít have to travel for training.Chief Jenkins stated this is within the budget for the fire department.

††††††††††† Commissioner Bowman made the motion to approve the purchase of the Target Safety Learning Management System in the amount of $24,395; Commissioner Jeffares seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, the Henry County Fire Department is dedicated to the protection of life, property and the environment by providing professional and courteous services of exceptional quality in Fire Prevention, Public Fire and Life Safety Education, Fire Suppression, Advanced Life Support, Hazardous Materials Response, Technical Rescue Response , and Fire Investigation at an acceptable cost to the community; and,

WHEREAS, to ensure the highest quality service to citizens and visitors of Henry County, our Fire Department must provide training and professional development for its members; and

WHEREAS, funds were budgeted for fiscal year 2009-2010 and those funds are available in the Fire Departmentís account to complete this purchase;

NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners of Henry County approves the purchase of the Target Safety Learning Management System in the amount of $24,395.†† The Chairman is hereby authorized to execute all appropriate documentation to accomplish this purchase.

Authorization of an agreement with GDOT concerning High Mast Lighting at the Jodeco Road/I-75 interchange

††††††††††† Terry McMickle, Public Works Division Director presented the agenda item to the Board.Approximately one year ago the Board approved a Resolution asking for assistance from the Georgia Department of Transportation (GDOT) for the high mast lighting project.The current request is for approval of a Local Lighting Project Agreement (LPGA) with GDOT.With the agreement the County will be responsible for the energy, operation and maintenance of the system.GDOT will be responsible for the design and installation (including all cost and materials for the system).Currently at Exit 218 the cost for the lighting is $420 a month and at Exit 221 the cost is $460 monthly (approximately $5 per light).The lighting will be installed during construction of the bridge project.

††††††††††† Commissioner Bowman asked if there was any progress regarding the bridge project.Mr. McMickle stated he believed the project is in the right-of-way acquisition process which would take approximately a year to a year and a half minimum and construction approximately one year.

††††††††††† Commissioner Bowman made the motion to approve and authorize the agreement between Henry County and GDOT; Commissioner Stamey seconded.The motion carried 5-0-0 approving the following resolution:

††††††††††† WHEREAS, Henry County recognizes the need for high mast lighting at the interstate ramps for safety concerns; and

††††††††††† WHEREAS, Henry County agrees to cover the future maintenance and power costs associated with the operation of the lighting system; and

††††††††††† WHEREAS, the Georgia Department of Transportation agrees to cover the costs of both the design, materials and installation as related to the high mast lighting system.

††††††††††† NOW, THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners hereby authorizes the Chairman to sigh an agreement with the Georgia Department of Transportation to install and operate a high mast lighting system at I-75 and Jodeco Road.Henry County will provide the design, installation including all cost of materials for the system.

Authorization of Speed Humps in the Hampton Shores Subdivision

††††††††††† Terry McMickle, Public Works Division Director presented the agenda item to the Board.There is an Ordinance that provides for a way for citizens to have speed humps installed within their subdivision.All requirements according to the Ordinance have been met.

††††††††††† Commissioner Jeffares made the motion to authorize the installation of speed humps within the Hampton Shores subdivision; Commissioner Basler seconded.The motion carried 5-0-0 approving the following resolution:

††††††††††† WHEREAS, the residents of Hampton Shores 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 have signed the petition; and

††††††††††† WHEREAS, the locations for the placement of the speed humps has 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.

Easement Limited Agreement with AT & T Georgia for the Eagleís Landing Parkway Project

††††††††††† Roque Romero, SPLOST Transportation Manager presented the agenda item to the Board.Due to the construction of the Eagleís Landing Parkway project the required right-of-way and permanent easements will encroach on the right-of-way or easement where the AT & T Georgia facilities are located.Therefore the agreement will grant Henry County the right to construct and maintain the highway within AT & T Georgia right-of-way or easement.SPLOST recommended approval of the agreement.

††††††††††† Commissioner Bowman made the motion to approve the easement limited agreement with AT & T Georgia and Henry County; Commissioner Holder seconded.The motion carried 5-0-0 approving the following resolution:

††††††††††† WHEREAS, Eagleís Landing Parkway is a designated SPLOST III Major Road Improvement Project; and

††††††††††† WHEREAS, due to the construction of this project the required right-of-way and permanent easements to be acquired will encroach on the right-of-way or easement upon which the AT & T Georgia facilities are located, therefore AT & T Georgia grants Henry County the right to construct and maintain the highway within AT & T Georgiaís right-of-way or easement; and

††††††††††† WHEREAS, SPLOST recommends approval of the attached Easement Limited Agreement between AT & T Georgia and Henry County; and

††††††††††† NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners approves execution of the Easement Limited Agreement between AT & T Georgia and Henry County which hereby grants Henry County the right to construct and maintain the highway within AT & T Georgiaís right-of-way or easement for the Eagleís Landing Parkway Major Road Improvement Project.The Chairman is hereby authorized to sign all necessary documents for this agreement.

Bid for construction of Old Conyers Road at Flat Rock Road intersection improvement project

††††††††††† Roque Romero, SPLOST Transportation Manager presented the agenda item to the Board.The request is to recommend the bid proposal for the intersection improvement and submit the recommendation to the Georgia Department of Transportation (GDOT).Sealed bids were solicited and nine (9) bids were received and reviewed.Staff recommended the bid be awarded to the low bidder, E. R. Snell Construction, Inc. in the amount of $989, 095.40.Funding for the project is available in the project account with reimbursements.Once GDOT approves the recommendation the contract will come back to the Board for final approval.

††††††††††† Commissioner Holder stated he was proud to see almost $1 million coming from GDOT to Henry County.Itís troublesome to see this amount for an intersection improvement that is not on a State Route.Mr. McMickle commented that the funding is from the Atlanta Regional Commission (ARC) and is being funneled through GDOT; its federal funds.Commissioner Holder stated one of the more recent projects along the State Route was Highway 155 and Walker Road where there was a High School, Middle School and Elementary School complex.Over $1 million of county SPLOST funds were designated for this project and $100,000 of GDOT funds.

††††††††††† Commissioner Basler made the motion to approve the resolution recommending the bid award for the construction of Old Conyers Road at Flat Rock Road intersection improvement project; Commissioner Bowman seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, Old Conyers Road @ Flat Rock Road is a SPLOST II Transportation project; and

††††††††††† WHEREAS, sealed bids were solicited for the construction of an intersection improvement;†††††††††††††††††††††††††††††††††††††††††††† and

††††††††††† WHEREAS, nine (9) sealed bids were received and reviewed; and

††††††††††† WHEREAS, funding for this project is available in the project account with reimbursements:

††††††††††††††††††††††† SPLOST II Funding††††††††††††††††††††††††††††††††††††††† $1,543,000.00

††††††††††††††††††††††† GDOT Construction Reimbursement††††††††††††† $†† 989,600.00

††††††††††††††††††††††† Total Project Budget†††††††††††††††††††††††††††††††††††††† $2,532,600.00

††††††††††† WHEREAS, SPLOST recommends the low bidder, E.R. Snell Construction, Inc., in the amount of $989,095.40; and

††††††††††† NOW, THEREFORE, BE IT RESOLVED the Henry County Board of Commissioners recommends the bid proposal of a construction bid to E.R. Snell Construction, Inc. for construction of the intersection improvement of Old Conyers Road @ Flat Rock Road, and authorizes staff to transmit such recommendation to Georgia Department of Transportation.

The Chairman is hereby authorized to sign all necessary documents for this project.All budget amendments and/or transfers necessary for proper accounting of this resolution will hereby be approved.

Intergovernmental Agreement with Butts County and Spalding County for a shared Soil Conservation Tech

††††††††††† Michael Sabine, Assistant County Manager presented the agenda item to the Board.Henry County has previously shared the cost of one soil conservation technician employee with the Natural Resource Conservation Service (NRCS).Henry County paid sixty percent (60%) and NRCS paid forty percent (40%).NRCS advised the Finance Department that they were vacating that agreement and they would no longer share the cost of that position.At the same time Butts County contacted Henry County and stated they, along with Spalding County together would be willing to pick up the forty percent (40%) share that was previously assumed by NRCS.The proposed agreement is for Henry County to continue to pay sixty (60%) and have primary use of the employee and Butts and Spalding Counties would continue to benefit by having the shared services of an employee.Previously, Butts County and Spalding County shared there own employee with NRCS and NRCS indicated they would vacate that agreement as well.

††††††††††† With respect to the services the employee would offer, basically is technical assistance to land owners and farmers, primarily those in the agricultural community but not exclusively.Henry Countyís share of the cost for the technician is $28,898 (60% of the total cost being $48,163).

††††††††††† Chairman Mathis asked if the technicianís benefits were through Henry County or the State.Mr. Sabine stated the benefits are through Henry County.Chairman Mathis stated the technician would be considered an employee of Henry County.Mr. Sabine stated he is an employee of Henry County but the agreement specifies that he is an at-will contract employee.He would not have any property right in the position.Basically if the agreement goes away or is not approved, the position goes away.

††††††††††† Chairman Mathis asked if, for example, the employee is injured while on the job, who would be responsible for the workers compensation claim.Mr. Sabine stated he would be on Henry Countyís workers compensation and on Henry Countyís insurance.Chairman Mathis stated even if the employee was injured in Spalding or Butts County it would fall under Henry Countyís workers compensation.Mr. Sabine stated that was correct, the employee would be a Henry County Employee for administrative purposes.It is believed the vehicle that he drives is a federally insured vehicle so the vehicle and the liability with the vehicle would still be with NRCS.

††††††††††† Chairman Mathis asked if the employee would be keeping up with the amount of time spent in Henry County to ensure that 60% is spent in Henry County.Mr. Sabine stated absolutely.It is a straight forward arrangement, the employee would be in Henry County three (3) days a week and would be in Spalding County one (1) day a week and Butts County one (1) day a week and would be physically based in Henry County.

††††††††††† Commissioner Holder stated currently rent is received for the USDA in the amount of approximately $18,000 per year.Mike Bush, Finance Director indicated that was correct.Really this position would cost Henry County approximately $10,000 per year.Mr. Sabine stated after you factor in the offset of the rent that was correct.Commissioner Holder stated he had made calls to try to keep this position as well as the Farm Service Agency within Henry County by offering free rent.After discussions with the person in charge of all the USDA facilities in the southeast, it was stated that they (the USDA) didnít accept free or reduced rent because it was against their policy.They pay the full amount unless they move.It was stated that if the USDA accepted free or reduced rent, any of the federally funded programs (free/reduced school lunch, etc.) would be in jeopardy of losing funding.

††††††††††† Commissioner Holder made the motion to approve the intergovernmental agreement with Butts and Spalding Counties for a shared Soil Conservation Technician; Commissioner Bowman seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS,†† Henry County has previously shared the cost of one Natural Resource Conservation Service employee (soil conservation technician) with USDA/NRCS; AND

WHEREAS,†† Henry County paid sixty percent (60%) of the cost for this employee; AND

WHEREAS,†† Butts County and Spalding County also shared one employee with NRCS; AND

WHEREAS,†† NRCS has advised that they will no longer support the costs of these shared employees; AND

WHEREAS,†† Henry Countyís soil conservation technician is presently working on projects, while the Butts and Spalding soil conservation position is vacant; AND

WHEREAS,†† Butts County and Spalding County have indicated a willingness to share the cost of a single employee, based in Henry County, keeping Henry Countyís cost share at sixty percent of the cost of one employee (soil conservation technician).

NOW THEREFORE BE IT RESOLVED BY the Board of Commissioners of Henry County that the Board hereby approves the attached ďAgreement Between Henry County and Butts County and Spalding County for NRCS/Soil Conservation Contract Employee.Ē The Chairman shall be authorized to execute the referenced Agreement.

Bid award for technical services for the Neighborhood Stabilization Program

††††††††††† Michael Sabine, Assistant County Manager presented the agenda item to the Board.Within the $6 million received for the Neighborhood Stabilization Program (NSP) there was $368, 639 administrative funds.The Technical Assistance Agreement presented would be paid for out of the NSP Administrative Funds.There are no local match funds.Proposals were issued by the Purchasing Department in accordance with the Common Rule (24 CFR Part 85) and other NSP requirements.Four (4) responses were received and reviewed.The most qualified and most responsive proposal was W. Frank Newton Inc who also administers Cobb County and Gwinnett Countyís Community Development Block Grant (CDBG) and their Neighborhood Stabilization Programs.They will be a technical resource at the disposal of the Board and management staff.The proposal will include two staffers, supplied by W. Frank Newton, Inc., to be full time.A program coordinator to do the day to day work and an audit compliance employee to make sure there are no disallowed costs.The NSP grant picks up the full share of administrative costs, both the countyís direct expenses along with the technical service agreement as proposed.The base agreement on an annualized base with W. Frank Newton, Inc. is $166,000. The total administration budget on an annualized base is $270,000.The difference in the amount of $104,000 would pay a portion of any county staffer that works directly on the NSP which would be primarily Michael Sabine along with Office Manager, Josi Weeks.There are funds to also hire someone to answer the phones and direct queries.

††††††††††† Commissioner Bowman stated he worked with staff and went through the proposals.One thing that stood out about W. Frank Newton was the fact that they had their bases covered well and also they came in at a higher number and staff was able to negotiate those numbers down.They had the absolute best program of the three.

††††††††††† Commissioner Bowman made the motion to approve a contract for technical services required for the NSP program with W. Frank Newton, Inc.; Commissioner Holder seconded.The motion carried 5-0-0 approving the following resolution:

 

WHEREAS, Henry County was awarded $6,265,251 in assistance from the Georgia Department of Community Affairs for the Neighborhood Stabilization Program (NSP); AND

WHEREAS, the requirements for NSP include a range of program administration and technical reporting requirements to meeting the rules, regulations, and specifications of both the Georgia Department of Community Affairs and the U.S. Department of Housing and Urban Development; AND

WHEREAS, funds to pay for all program administration and technical assistance services are provided by the Neighborhood Stabilization Program and are included in the grant award received by Henry County; AND

WHEREAS, NSP grant funds do not require a local match; AND

WHEREAS, the Board of Commissioners desires to ensure the efficient and competent administration of NSP activities and technical support required for program compliance; AND

WHEREAS, the Purchasing Department issued a Request for Proposal (RFP) for professional technical and support services in accordance with the Common Rule (24 CFR Part 85; 85.36) as well as other relevant requirements set forth under NSP; AND

WHEREAS, four (4) vendors responded to the proposal documents; AND

WHEREAS, the qualified proposals were ranked and scored in accordance with the stated requirements of the proposal documents; AND

WHEREAS, W. Frank Newton Inc., submitted the most responsive proposal under the requirements and specification set for in the issued documents; AND

WHEREAS, County NSP Staff recommends approval of W. Frank Newton Inc. for NSP technical services as detailed in Attachment A: NSP Scope of Technical Services Proposed by WFN Inc.

NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of Henry County that the Board hereby approves the use of W. Frank Newton Inc for NSP Technical Services as detailed in Attachment A.

BE IT FURTHER RESOLVED that the Board affirms that this agreement shall be funded exclusively by the Neighborhood Stabilization Program (NSP grant funds) and that no local funds (general fund monies) shall be used to support this obligation once approved.

BE IT FURTHER RESOLVED that the Board hereby authorizes the Chairman to execute all documents and assurances to accomplish this procurement in accordance with NSP program requirements.

Bid for construction of the new Fortson Library in Hampton

††††††††††† Michael Sabine, Assistant County Manager presented the agenda item to the Board.The Purchasing Department sought competitive proposals utilizing a QBS (qualifications-based selection) for the Hampton Library.Nineteen (19) proposals were received and eighteen (18) proposals were judged responsive.Those eighteen (18) were ranked first on the basis of the score of technical qualifications.Those qualifications were Part A score which factors had to deal with financial capabilities, capability to undertake this particular project, previous litigation, previous experience with this type of construction, the number of years in commercial and institutional construction.Once all those factors were rated, the three highest ranking proposals were further reviewed.Hogan Construction had the highest ranking Part B or technical score and their stated cost was $1,629, 000.00.

††††††††††† The County reserved the right under O. C. G. A. ß 36-91(c)(2) to negotiate the contract or allow additional proposals.In working with the highest ranking vendor, staff was able to negotiate a cost of $1,615,000.00.The recommendation is to award the proposal to Hogan Construction in the amount of $1,615,000.00.Hogan Construction has previously built a number of libraries in Gwinnett County and Dekalb County.

††††††††††† Chairman Mathis asked regarding LEED initiatives being built into the facility, sometimes they are a little more expensive up front.If we wanted to come in and do something like motion sensor lighting, low flow toilets, maybe a high efficiency air unit, which is a little more expensive up front but pays for itself over time; are there ways they can be incorporated as we go along.Mr. Sabine stated there are certainly mechanisms by which to do it.

††††††††††† Commissioner Bowman stated if we are going to look into LEED certification, letís get the numbers established prior to and not after the fact so we are not surprised by anything.Mr. Sabine stated if the bid is awarded he will contact Hogan Construction and ask them to come up with options and to report back within thirty (30) days so that we can have this on the front end and not delay any construction activities.

††††††††††† Commissioner Holder commented with this bid coming in under budget; please do not just spend the money saved just because itís there.There are other projects to be completed within that district.

††††††††††† Commissioner Holder asked was anyone from the library system included in what they are about to get.Mr. Sabine stated in terms of the design of the building, his understanding is the overall layout and flow of the building is very similar, if not identical to the footprint of the existing Stockbridge, Locust Grove and Fairview libraries.In terms of specific consultations for this particular building, he was not aware of it from the purchasing end.Commissioner Holder stated, long story short, they were not in this process.Mr. Sabine stated not to his knowledge.Commissioner Bowman stated he thought the library staff was included because Pope Partners was the architectural firm and he felt they met with them; he couldnít say 100% that they did.Pope Partners is also doing the office addition to the library in McDonough.Commissioner Holder stated Pope Partners also did Locust Grove, Stockbridge and Fairview and he thinks the people that will be occupying the building need to have some input.

††††††††††† Commissioner Basler asked was there anyone from the library system at the meeting; there was no response.Mr. Sabine stated that they were aware that this was coming up.He had not spoken with Ms. Fuller but spoke with Mayor Coley, City of Hampton.Commissioner Basler stated that we need to keep the library staff in the loop (he was not saying they were not in the loop).At the end of the day they are the ones that run the libraries.

††††††††††† Chairman Mathis stated that Roy Clack, SPLOST Consultant was working on this before he retired.Mr. Clack instructed Pope Partners to get with the library staff on the interior layout.Commissioner Bowman stated he remembered meeting with library staff at the main library in McDonough because there were some issues early on with this branch.Commissioner Basler stated he wanted to be sure in doing this and in respect to the Library Board that some dialogue had taken place.

††††††††††† Commissioner Holder stated no one from the library had called him; he just wanted to make sure that they are included.Commissioner Jeffares stated he attended a Library Board meeting approximately two months ago and updated them on this project.

††††††††††† Commissioner Jeffares made the motion to approve a proposal for construction of the new Fortson Library in Hampton; Commissioner Holder seconded.The motion carried 5-0-0 approving the following resolution:

WHEREAS, the qualified voters of Henry County approved a Special Purpose Local Option Sales Tax (SPLOST III) on November 6, 2007; AND

 

WHEREAS, one of the projects slated for SPLOST III is construction of a new facility to replace the current Fortson Library in Hampton; AND

 

WHEREAS, the replacement facility will provide several times more space than the current facility that is approximately thirty-five years old; AND

 

WHEREAS, competitive proposals were solicited by the Purchasing Department in a manner consistent with the Georgia Local Government Public Works Construction Law, utilizing a QBS (qualifications based selection) method; AND

 

WHEREAS, nineteen (19) entities submitted QBS responses in accordance with the proposal documents; AND

 

WHEREAS, following the rating of all stated criteria Hogan Construction submitted the most responsive proposal based on the state criteria; AND

 

WHEREAS, SPLOST III funds are available in a budgeted amount of $2,895,000 to complete this project.

 

NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of Henry County that the Board awards SP-09-58-062409-1 to Hogan Construction in the total amount of $1,615,000 (one million six hundred fifteen thousand dollars and no cents). This award shall be in accordance with provisions of the proposal documents and response. The Chairman shall be authorized to execute all necessary contract documents and budget authorizations required to complete this procurement.

 

 

Approval of the June 1st and June 3rd minutes

††††††††††† Commissioner Stamey made the motion to approve the June 1st and June 3rd minutes; Commissioner Jeffares seconded.He motion carried 5-0-0.

Appointment to the Metropolitan North Georgia Water Planning District

††††††††††† Chairman Mathis stated she received a letter from the Metropolitan North Georgia Water Planning District stating the current appointment to this Board expired on June 30, 2009.This seat rotates between the County and the Cities that have water withdrawal and waste water permits.Ken Phillips has served representing the County on this Board.Mayor Lindsey, City of Locust Grove convened a meeting (telephone conference) with all the Cities and itís their wish that Mayor Lindsey serve for Henry County.

††††††††††† Commissioner Holder made the motion to appoint Mayor Lindsey to the Metropolitan North Georgia Water Planning District; Commissioner Stamey 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

1.      Tomorrow, July 7th at 9:00 a.m. Regular Board Meeting (there are no agenda items) Commissioner Holder made the motion to cancel the July 7th meeting; Commissioner Stamey seconded.The motion carried 5-0-0.

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

3.      Monday, August 3rd at 9:00 a.m. and Tuesday August 4th at 9:00 a.m. Regular Board Meetings.Monday, August 3rd is also the first day of School for Henry County Schools.

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 Jeffares seconded.The motion carried 5-0-0.

(Executive Session was held.)

 

Commissioner Stamey made the motion to reconvene into Public Session; Commissioner Basler seconded.The motion carried 5-0-0.

Commissioner Bowman made the motion to approve the affidavit and resolution pertaining to executive session; Commissioner Stamey seconded.The motion carried 5-0-0.

Commissioner Jeffares made the motion to amend the agenda out of public necessity and approve an agreement with Tim Jones Property, Inc. for the acquisition of certain real property located in Land District 6 along Dutchtown Road for the creation for what is to be known as the Henry County Mitigation Bank; Commissioner Bowman seconded.The motion carried 5-0-0.

Commissioner Basler made the motion to adjourn; Commissioner Jeffares seconded.The motion carried 5-0-0.

 

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Elizabeth ďBJĒ Mathis, Chairman

 

Shay Mathis, County Clerk