January 10, 2006

Regular Meeting

The Stephens County Board of Commissioners held its monthly Meeting, Tuesday, January 10, 2006 at 5:30 p.m. In attendance were Commissioners Steve Chitwood, Kenneth Peeples and Rex Anderson. Also in attendance were Darrell Hampton, County Administrator, Phyllis Ayers, Finance Director and Russell Smith and Brian Ranck, County Attorney.

Commissioner Chitwood called the meeting to order.

Commissioner Chitwood welcomed those in attendance.

Mr. Phillip Teasley brought the invocation and the Pledge of Allegiance.

Commissioner Chitwood asked for a motion to approve the Agenda. County Administrator Hampton noted that the two items from the Work Session had been added to the agenda, and the Toccoa Falls College Bond Issue item was addressed at the Work Session and should not be on this Agenda. Commissioner Peeples made a motion to accept the Agenda as amended; the motion was seconded by Commissioner Anderson and unanimously approved.

Commissioner Chitwood called for a motion to approve the minutes. Commissioner Peeples made a motion to adopt the minutes as presented; the motion was seconded by Commissioner Anderson and unanimously approved.

Commissioner Anderson made a motion to retain Commissioner Chitwood as Chairman and Commissioner Peeples as Vice-Chairman; the motion was seconded by Commissioner Peeples and unanimously approved.

County Administrator Hampton reviewed the meeting schedule for 2006, noting those meetings that have been moved back due to a conflict with an approved holiday. Commissioner Peeples made a motion to approve the 2006 meeting schedule; the motion was seconded by Commissioner Anderson and unanimously approved.

Appointment of Department Heads for 2006 was the next item of business for the Organizational Meeting. Commissioner Chitwood listed the departments and the department heads. Commissioner Anderson made a motion to reappoint the department heads as listed; the motion was seconded by Commissioner Peeples and unanimously approved.

The last item of business for the Organizational Meeting was to make appointments to various boards.

Airport Authority: Commissioner Chitwood

Industrial Development Authority: Commissioner Chitwood

Soil and Water Conservation: County Marshal Dan Merck

Health Department: Commissioner Anderson

Georgia Mountains RDC Board: Commissioner Chitwood

Commissioner Anderson made a motion to make appointments to the various boards as previously stated; the motion was seconded by Commissioner Peeples and unanimously approved.

The first item of Old Business was to consider a name change request concerning Anderson Road and Long Circle. Commissioner Anderson noted that Mr. Powell has brought this request back before the Commission’s attention. That there is one-quarter mile of road, which we are changing to Long Circle. Mr. Powell presented maps and thought that this was taken care of. Emergency Communications Director Paige Crocker noted that thirty addresses would be impacted. Ms. Crocker further presented information concerning how the current addressing was done, noting that Long Circle was extended. Commissioners Anderson and Peeples expressed support for Mr. Powell’s request.

Commissioner Peeples made a motion to change back to the original addressing; the motion was seconded by Commissioner Anderson and unanimously approved. Commissioner Chitwood did explain that we are at the point that we are delaying going live with E-911 and will have to eventually draw a ling of no more changes.

The second item of old business was to consider information regarding office for the Emergency Management Agency. County Administrator Hampton reviewed the memorandum provided by EMA Director Joe Anderson and the request from Commissioner Anderson to take a walk through the former Middle School. Commissioner Anderson made a motion to schedule a walk through of the Middle School building and table this matter until after that meeting; the motion was seconded by Commissioner Peeples and unanimously approved.

County Administrator Hampton noted that the approval of bond documents for Toccoa Falls College was approved during the Work Session and should have been removed from the agenda. He apologized for the oversight.

The next item of business was a request for annexation; County Administrator Hampton noted that the request was for a single piece of property off of US Highway 123. Staff has evaluated the request and has no reason not to approve the requested annexation. Commissioner Anderson made a motion to approve the annexation; the motion was seconded by Commissioner Peeples and unanimously approved.

County Administrator Hampton noted that the term of the County’s appointment to the Airport Authority ends soon and the Commission needs to make an appointment to the Authority. Commissioner Chitwood discussed this item of business and usage of the current airport, and that it is not seen by the public noting that John Taylor has been active in this ongoing effort. Based upon the information presented Commissioner Peeples made a motion to reappoint John Taylor to the Airport Authority; the motion was seconded by Commissioner Anderson and unanimously approved.

The next item on the agenda was a request from the Toccoa-Stephens County Airport Authority for the County’s portion of the local government match for the runway extension and other airport improvements. Commissioner Chitwood stated that almost all of the money for these projects is coming from the federal government. Based upon the information presented Commissioner Peeples made a motion to authorize the request for reimbursement; the motion was seconded by Commissioner Anderson and unanimously approved.

Tax Commissioner Vickie Whitworth came before the Commission requesting the creation of a website to provide tax information to citizens, attorneys, developers and other interested parties. Ms. Whitworth noted that we received these calls on a daily basis and this would allow people to locate this information on their own time. It will also allow you to pay your taxes on line. The website will maintain seven years of history and will be updated daily. Ms. Whitworth noted that credit card payments have increased dramatically and creating this website will help keep Stephens County up to date. She further noted that she has researched providers and found this provider to be the best. Mr. Hampton confirmed that the cost for this project was $5,000.00 and would be paid through the current budget. The Tax Commissioner noted that this site will also be linked to the Tax Assessor’s website as well. Based upon the information presented Commissioner Peeples made a motion to approve the agreement for the Tax Commissioners website; the motion was seconded by Commissioner Anderson and unanimously approved.

Authorizing the County Attorney to amend the Middle School Property Agreement was the next item on the agenda. Mr. Hampton noted that the approved agreement called for a lease back agreement that would allow the Board of Education use of the gymnasium for a period of time. The Board or Education has advised the County that it does not have a need for the gymnasium and would like to forgo the lease. Based upon the information presented Commissioner Peeples made a motion to authorize the County Attorney to amend the Middle School purchase agreement; the motion was seconded by Commissioner Anderson and unanimously approved.

Consider awarding bids on an office computer network was next on the agenda. Emergency Communications Director Crocker noted that these are office computers to be used for administrative purposes. Ms. Crocker noted that there were no local bidders and the low bidder was TekChoice at $13,816.80. Commissioner Peeples questioned Ms. Crocker about how much more equipment there was to be purchased; she noted that one more, a software upgrade to the CAD system. Based upon the information presented Commissioner Peeples made a motion to authorize computer purchase as presented; the motion was seconded by Commissioner Anderson and unanimously approved.

The next item of business before the Commission was to consider the purchase of a copier for the E-911 Center; Emergency Communication Director Crocker noted that the project had been bid and the low bid was $3,995 which was the determining factor. Based upon the information presented Commissioner Peeples made a motion to authorize copier purchase as presented; the motion was seconded by Commissioner Anderson and unanimously approved.

Consideration of a process to provide for the review and evaluation of the Request for Qualifications and the selection of professional services for the construction of the jail was next on the agenda. County Administrator Hampton reviewed the members of the team that would review the proposals and the process that will take place in selecting the design/construction team. Based upon the information presented Commissioner Anderson made a motion to authorize process as presented; the motion was seconded by Commissioner Peeples and unanimously approved.

Next on the agenda was consideration of a resolution supporting full funding for the Hazardous Waste and Solid Waste Trust Funds. Mr. Hampton noted that this resolution calls for legislature to fund these funds as called for by state law, instead of using them for other purposes. He further noted that the County has filed for reimbursement for these funds and is approximately two years behind in receiving reimbursement. Based upon the information presented Commissioner Peeples made a motion to approve the Resolution as presented; the motion was seconded by Commissioner Anderson and unanimously approved.

Consideration of a proposal for Courthouse Security was the next item to be considered. County Administrator Hampton discussed the cost information and the committee that he and Commissioner Chitwood have served on. Commissioner Chitwood asked if the Judge and Sheriff had approved the proposal. Mr. Hampton noted that they had except that Sheriff will not cover any breaks or meals with his personnel. Commissioner Anderson noted that he appreciated the service of Commissioner Chitwood and Mr. Hampton on this committee, but that that he felt that this request stems from the incident in Fulton County and that adding an additional security person does not address the concern we are trying to address. Commissioner Anderson suggested that this be tabled until the end of the fiscal year, giving us time to study the matter. County Attorney Smith spoke to the feeling of the legal community that something is going to happen in the near future. Mr. Hampton spoke to how the Banks County Courthouse is secured. County Attorney Smith noted that in Stephens County the Judges are more secure than in other counties in the judicial circuit. But that this security is to be security for other people in the Courtroom. Former Commissioner James Ledford asked why this item was not put out for bid? Based upon the discussion Commissioner Anderson made a motion to table the item; the motion was seconded by Commissioner Peeples and unanimously approved.

Mr. Thomas Mehle who came before the Commission requesting assistance toward addressing the lack of choice in utility and other public services at the Work Session was not in attendance to follow-up on his request for assistance. Based upon his absence Commissioner Anderson made a motion to remove the item from consideration; the motion was seconded by Commissioner Peeples and unanimously approved.

Next on the agenda was to consider providing financial assistance to the Stephens County Recovery Academy. Commissioner Chitwood asked if the other Commissioners had any questions regarding this matter. Commissioner Anderson expressed concern that the current budget would not be able to provide support to this project, suggesting that the item be tabled. Mr. Hampton commented that it has been represented to him that the Recovery Academy needs assistance now and in the future. Commissioner Anderson then asked if the County were to provide assistance, what is the Recovery Academy’s potential for finding other funding? Commissioner Peeples asked if the Board of Education had committed any money to the program. Commissioner Chitwood was not aware of any. Commissioner Anderson asked was there anyway to know if the School Board could keep the expelled student on their books. Commissioner Chitwood stated that he would find out. Based upon the discussion Commissioner Anderson made a motion to table the item; the motion was seconded by Commissioner Peeples and unanimously approved.

The next item of business is the renewal of the annual partnership agreement with GEMA. Mr. Hampton noted that this is something that is done annually. Based upon his absence Commissioner Anderson made a motion to authorize the Chairman to sign; the motion was seconded by Commissioner Peeples and unanimously approved.

Commissioner Chitwood asked if there were any comments from the citizens.

Mr. Jim Ledford inquired as to the status of the former Chamber of Commerce offices. Mr. Hampton noted this was state property leased to the County. Mr. Ledford noted that he disagrees with hiring a security person for the Courthouse. He did not see how one person could do the job.

Mr. Duane Goding spoke to the issue of courthouse security, noting that he works as a bailiff. Mr. Goding noted that when they have court they only secure the courtroom, not the building. He discussed the Thomason trial noting that there were a lot of armed people in the courthouse; but not in the area where he works, no one is armed in that area. He commented about the number of family and interested parties milling around and how they would deal with a problem if it were to arise.

Charlie Powell asked how long the “No Child Left Behind” program has been going on? The Board of Education is funded by QBE and each student is worth a certain dollar amount. Commissioner Chitwood asked if they used the same number the entire school year? Mr. Powell said that there is a mid-year reassessment.

Mr. Ledford asked if the County could use its revenues to fund an organization that is not county oriented? County Attorney Smith noted that this is a good question.

County Attorney Smith commented that he was not sure if the Commission had to go through local legislation to change the number of meetings. He is going the research this and recommends the use of a resolution in the future. County Administrator Hampton mentioned that there is a Quality Growth Meeting Wednesday morning. Mr. Hampton also noted that the City has forwarded a letter regarding a joint meeting with the Development Authority to discuss countywide sewer.

At 6:45 p.m. the Commissioner Peeples made a motion to go into Executive Session concerning personnel after taking a ten-minute break, the motion was seconded by Commissioner Anderson and unanimously approved. The Commission came out of Executive Session at 7:10 p.m., no formal action was taken.

They’re being no other business to come before the Commissioner the meeting was adjourned at 7:12 p.m.

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Steve Chitwood, Chairman

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Darrell Hampton, Administrator