STATE OF GEORGIA

 

COUNTY OF HENRY

 

The Henry County Board of Commissioners held a Regular Public Meeting at 9:00 a.m. on Monday, November 16, 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; Mike Bush, Finance Director; Terry McMickle, Public Works Division Director; Michael Harris, Planning & Zoning Services Division Director; Jim Lubbering, 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 with an amendment removing the request to award a bid for construction of State Route 81 at Keys Ferry Road intersection improvement.  Commissioner Stamey made a motion to approve the agenda.  Commissioner Jeffares seconded.  The motion carried 5-0-0.

Bid award for the widening and paving of Collins Drive

            Roque Romero, SPLOST Transportation Project Director presented the agenda item to the Board.  Collins Drive is a designated SPLOST III Transportation project and is located between Griffin-Locust Grove Road and the Water and Sewer Authority property.  Sealed bids were received and reviewed and staff recommended the bid be awarded to the low bidder, Cummings Site Development, Inc. in the amount of $299,567.40.  Funding is available in the project budget for this item.

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

            WHEREAS, Collins Drive is a SPLOST III Transportation project; and

            WHEREAS, sealed bids were solicited for the construction of the widening of Collins Drive; and

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

            WHEREAS, funding for this project is available in the project budget; and

            WHEREAS, SPLOST recommends award to the low bidder, Cummings Site Development, Inc. in the amount of $299,567.40;

            NOW, THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners awards Bid Number SB-10-17-110609-1 to Cummings Site Development, Inc., for the construction of the widening and paving of Collins Drive in the amount of $299,567.40.  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.

Budget Amendment transferring funds from Keys Ferry Road at SR 81 to East Lake Extension Phase II

            Roque Romero, SPLOST Transportation Projects Director presented the agenda item to the Board.  The budget amendment is in the amount of $125,000.00 to cover the supplemental agreements 1 thru 12 for the East Lake Road Extension.  The funding is available from the district three allocation for the Keys Ferry Road at SR 81 project. 

            Commissioner Holder stated that funding was designated from districts one and three for a joint project (Keys Ferry Road at SR 81).  District three funding is going away to be used for a project solely within district three.  Commissioner Stamey stated the reason the funding is being shifted is because there is stimulus funds available for the intersection improvement.

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

            WHEREAS, construction of East Lake Extension Phase II is in progress; and

            WHEREAS, a budget amendment in the amount of $125,000 is needed to cover supplemental agreements due to right-of-way stipulations, design errors and omissions and field conditions; and

            WHEREAS, funding for this budget amendment is available in the District 3 Keys Ferry Road at SR 81 SPLOST III account; and

            NOW, THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners approves a budget amendment in the amount of $125,000.  All budget amendments and/or transfers necessary for proper accounting of this resolution will hereby be approved.

Supplemental Agreements regarding the East Lake Extension Phase II Project

            Roque Romero, SPLOST Transportation Projects Director presented the agenda item to the Board.  East Lake Extension Phase II is a designated SPLOST II and SPLOST III major transportation project.  Staff is requesting approval of supplemental agreements 1 thru 12.  The agreements are due to right-of-way stipulations, design errors and omissions and field conditions encountered during the construction of the project. 

            Commissioner Stamey made the motion to approve the supplemental agreements; Commissioner Jeffares seconded.  The motion carried 5-0-0 approving the following resolution:

            WHEREAS, construction of East Lake Extension Phase II is in progress; and

            WHEREAS, staff is requesting approval of supplemental agreements 1 thru 12 due to:

            Right of Way Stipulations

            SA#4 - $73,927.29

            SA#5 - $83,111.51

            SA#10 - $274,373.10

 

            Design Errors & Omissions

            SA#1 - $8,091.62

            SA#2 – 8,856.24

            SA#11 - $26,274.52

 

            Field Conditions

            SA#3 - $97,775.45

            SA#6 - $4,728.56

            SA#7 - $4,646.05

            SA#8 - $28,630.64 (savings to Henry County)

            SA#9 - $3,817.80

            SA#12 - $63,407.30

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

Approval of Change Orders regarding the storm line installation at the site of the parking deck

            Roque Romero, SPLOST Transportation Director presented the agenda item to the Board.  The parking deck is a designated SPLOST III capital improvement project.  Work is required at the site of the parking deck to provide for storm drainage/storm line work.  This proposed work would provide a regional basin solution for storm line work required in the overall area.  The City of McDonough, through its City Administrator, has expressed a willingness to partner with Henry County to coordinate and participate in the cost of the storm line work in the basin surrounding the parking deck site.  The proposed cost of the storm line installation is $50,000 for Henry County and $63,396.00 for the City of McDonough.  Funding is available for Henry County’s portion in the SPLOST III budget.

            Commissioner Bowman stated for clarification this was never in the General Contractors price to begin with.  The project was actually to be done by staff but when it became evident that there was a need to partner with the City of McDonough, that’s when it became a change order to the General Contractors contract. 

            Commissioner Jeffares made the motion to approve the change orders; Commissioner Stamey seconded.  The motion carried 5-0-0 approving the following resolution:

            WHEREAS, the Board of Commissioners is the custodian of county facilities and of the county treasury; and

            WHEREAS, the qualified voters of Henry County approved the re-imposition of the one-cent Special Purpose Local Option Sales Tax (SPLOST III) on November 6, 2007; and

            WHEREAS, a parking deck to serve the Courthouse & Judicial Center Complex is a SPLOST III project; and

            WHEREAS, the Board of Commissioners previously awarded a Request of Proposal/RFP to Panattoni Construction LLC for design and construction of a parking deck; and

            WHEREAS, work is required in conjunction with construction of the parking deck to address storm drainage/storm line requirement; and

            WHEREAS, the Board of Commissioners has been advised of an opportunity to partner with the City of McDonough to address basin-wide drainage issues in the vicinity of the parking deck; and

            WHEREAS, the City of McDonough, through the person of the City Administrator of McDonough, has advised of this willingness to participate with the parking deck project as well as in the overall basin that the parking deck is located.

            NOW, THEREFORE BE IT RESOLVED, by the Board of Commissioners of Henry County that the Board hereby approves Proposed Change Order Numbers (PCO #5, 5A, 6, 7) and authorized the Chairman to execute all documents to effect the specified work pertaining to storm line improvements at the site of the parking deck.  This resolution is approved subject to the execution of an Intergovernmental Agreement with the City of McDonough.

            BE IT FURTHER RESOLVED by the Board of Commissioners that understanding of the Board is that its participation in the storm line installation (aforementioned PCO #5, 5A, 6, 7) shall be $50,000.00 (fifty thousand dollars); this county participation is the storm line installation shall be funded by SPLOST III parking deck funds.  The balance of the cost of the storm line installation (remaining $63,396.00) shall be obligated by the City of McDonough in recognition that the specified work (aforementioned PCO #5, 5A, 6, 7) is a basin-wide project benefiting both the parking deck site and the overall basin located within the City of McDonough.  Upon completion of the aforementioned work, Henry County shall invoice the City for their aforementioned share of storm line installation costs and associated pro-rata engineering costs incurred.

Lease Agreement for property located at 613 Spraggins Memorial Parkway, Stockbridge, GA

            Angie Bailey, Human Services Division Director presented the agenda item to the Board.  The County owns two properties that are located at the entrance of the Hidden Valley Park.  The houses have been leased out for a number of years.  Because of the security worked that is required as part of the lease, the Police Department was contacted to see if there were any officers interested in leasing the properties.  Officer Jonathan Fincher has made a request to lease one of the properties effective December 1, 2009.

            In the past the properties have been leased for $200 per month and this is because of the security requirement of the lease.

            Commissioner Basler made the motion to approve the lease agreement; Commissioner Bowman seconded.  The motion carried 5-0-0.

County Manager Comments

            There were no comments.

County Attorney Comments

            There were no comments.

Public Comments

            Those speaking were:

1.      Mary Byrom, 1261 Wynnwood Drive, McDonough spoke regarding the Campground Road Extension and the Winslow Subdivision.

2.      Damon Hudson, spoke regarding the Campground Extension and the Winslow Subdivision.

3.      Ronald Wong, 1052 Maple Leaf Drive, McDonough spoke regarding the Campground Road extension and the Winslow Subdivision.

Ms. Latonya Wiley, County Attorney stated the Campground Road Extension project is an approved SPLOST project along with several other major transportation projects.  In doing research, the project was approved in 2002 initially by voter referendum.  In 2007 the project was re-approved as it currently exists on the SPLOST III project list. 

The SPLOST referendum was approved by the voters in November, 2007 but prior to that date, there were several public meetings by the SPLOST Committee identifying these projects.  This Board approved the project list that was made available to the public.  As a result of the SPLOST III designation this Board has a legal obligation to complete this project.

4.      Chris Hoenes, 352 Winthrop Lane spoke regarding the Campground Road Extension and Winslow Subdivision.

Upcoming Meetings & Events

1.      Thursday, November 26th and 27th all County Offices will be closed in observance of the Thanksgiving Holiday

2.      Monday, November 30th at 9:00 a.m. a Workshop Meeting and Tuesday, December 1st at 9:00 a.m. a Regular Board Meeting

Recess

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

Reconvene

            Commissioner Jeffares made the motion to reconvene the meeting; Commissioner Holder seconded.  The motion carried 5-0-0.

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

Commissioner Stamey made the motion to approve the affidavit and resolution pertaining to Executive Session; Commissioner Jeffares seconded.  The motion carried 5-0-0.

Commissioner Bowman made the motion to adjourn; Commissioner Stamey seconded.  The motion carried 5-0-0.

 

                                                                        Elizabeth “BJ” Mathis, Chairman

 

Shay Mathis, County Clerk