January 9, 2006

Work Session

The Stephens County Board of Commissioners held its monthly Meeting, Monday, January 9, 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 and Phyllis Ayers, Finance Director.

Commissioner Chitwood called the meeting to order.

Commissioner Chitwood welcomed those in attendance.

Commissioner Chitwood noted that approval of the Agenda, the invocation and the Pledge of Allegiance were part of the Tuesday Regular Meeting.

Commissioner Chitwood noted that the four items of business related to the Organizational Meeting would be addressed at the Regular Meeting. County Administrator Hampton reviewed the meeting schedule for 2006.

The first item of Old Business was to consider a name change request concerning Anderson Road and Long Circle. Commissioner Chitwood commented that he recalled this item been addressed. Mr. Hampton noted it had but that Mr. Charlie Powell was upset when the Commission voted not to honor his request. Mr. Chitwood asked did we not name it to his request? Emergency Communications Director Paige Crocker noted that we did not honor his request because there would be a much larger number of addresses to change again. Commissioner Anderson asked if this was not the primary reason for not honoring his request. Ms. Crocker advised that it was. Commissioner Anderson asked how many addressed will be affected that have already been turned in? Ms. Crocker stated that she would need to check but at least half of 30 to 34 addresses. Ms. Crocker further noted that there might be some addresses the costs of changing their signs. Mr. Hampton mentioned that changing the addresses again will also have an impact upon the completion of the addressing project and could push back the E-911 system startup.

The second item of old business was to consider information regarding office for the Emergency Management Agency. County Administrator Hampton reviewed the information provided by EMA Director Joe Anderson. Mr. Anderson noted that the big expense is going to be a roof if you are upstairs or downstairs. Mr. Anderson further noted all of the Commissioners need to go down to the school building together, walk through it and determine how best to use the building. Mr. Anderson also requested that the Commission look at the 106 facility and see what we can do with this. Commissioner Chitwood requested that Mr. Hampton coordinate the requested site visit.

The first item of new business was to consider the approval of bond documents for Toccoa Falls College. Mr. Janney Sanders, Attorney for the Development Authority, noted that Toccoa Falls College has an existing bond issue through the Development Authority that was done in 1999. This action is a refinancing of that bond issue to receive a more favorable interest rate. Mr. Sanders went on to note that these were not General Obligation Bonds, and that they did not bind anyone other than Toccoa Falls College. The reason that this was before the County Commission is state law requires this action to facilitate the bond issue. Based upon the information Commissioner Peeples made a motion to approve the bond documents for Toccoa Falls College, the motion was seconded by Commissioner Anderson and unanimously approved.

The next item of business was a request for annexation; County Administrator Hampton noted that the request concerned a single piece of property off of US Highway 123. Based upon review staff has no reasons to express a concern regarding the requested annexation.

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. Mr. Hampton further noted that Mr. John Taylor currently holds this position, that he has spoken with Mr. Taylor who be pleased to serve on the Authority.

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. Mr. Hampton noted that the amount requested was $47,650. Commissioner Chitwood stated that almost all of the money for these projects is coming from the federal government.

Consideration of an agreement to provide a website for the Tax Commissioners Office was the next item on the agenda. Mr. Hampton noted that the website would provide tax information to citizens, attorneys, developers and other interested parties in an on line format. That the cost for this project is $6,000, which would come from the Tax Commissioners budget.

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.

Consider awarding bids on an office computer network was next on the agenda. County Administrator Hampton noted that the bid was for administrative computers not those associated with operation of the E-911 facility.

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.

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. Commissioner Peeples asked if was correcting in thinking that some firms were working together on this effort. Mr. Hampton noted that was the case, that each of these is a combined team; the Commission will be selecting an architect, engineer and construction team. You are selecting someone to help you go from square one to the end of the project, at one time. Commissioner Peeples asked if the combining of these teams would create a corporation? Mr. Hampton noted that it would not, but that it would create a contractual relationship for this project. Commissioner Chitwood noted that Rabun County had recently completed a jail using an out of state firm, asking if they used in any local laborers. Mr. Hampton noted that he was not sure, but that he would find out.

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 from these funds and is approximately two years behind in receiving reimbursement.

Consideration of a proposal for Courthouse Security was the next item to be considered. County Administrator Hampton revisited the last time that Judge Cornwell came before the Commission requesting that they hire two Courthouse Security personnel. Mr. Hampton then provided the Commission with a comparison of costs between a County Employee and a Contract Employee. The costs of a funding a direct employee being $37,928.24 and the cost of a contract employee being $31,305.00 if provided time for lunch, or $34,750.00 if not. Mr. Hampton noted he had discussed this with the Sheriff and his expectation is that a contract person should be responsible for breaks and meals. Commissioner Chitwood asked if there was a requirement to provide a lunch break? Mr. Hampton noted not if it is a contract relationship. Commissioner Anderson questioned the need to provide security for a building that houses the Sheriff’s Office and if so why would we have to pay $13.00 per hour to provide this. Noting that people wonder why does it take so much money to run the government, it is things like this that add up. Commissioner Peeples asked what would be the consequences of not providing security personnel. Mr. Hampton discussed the meetings that he and Commissioner Chitwood attended and the concerns of the government building, the judges and others in light of the Fulton County Courthouse shooting. Commissioner Peeples stated that one of my questions is if this were to happen in some other part of government, do we just keep going on and on until we become a guarded community? Commissioner Chitwood noted that this is the cheapest route compared to some of the other requests that came out of the meetings. A citizen asked, do the other people in the courthouse feel insecure? Commissioner Chitwood most of the complaints came from the court related services. Commissioner Anderson asked about just having someone there during court times? Mr. Hampton noted that is what is being done now.

Mr. Thomas Mehle came before the Commission requesting assistance toward addressing the lack of choice in utility and other public services. He requested that the Commission assist him by going to the State and other agencies requesting that these limitations be removed. The Commissioner asked various questions concerning his request. Mr. Mehle was given information about the Public Service Commission and their role with utilities.

EMA Director Joe Anderson asked that renewal of the annual partnership agreement with GEMA be placed on the Regular Meeting Agenda.

Commissioner Chitwood noted that he had the opportunity to meet and gain information from the Stephens County Recovery Academy, which he shared with the other Commissioners. Commissioner Chitwood shared financial and operating information from the Recovery Academy. He further noted that the Academy is receiving limited assistance, but is still looking for a primary funding source. Commissioner Chitwood mentioned that citizens are asking about the $7,000.00 in state money provided for a student that is no longer in school; he had not found an answer to that question.

Commissioner Anderson requested that the Commission go into Executive Session for the purposes of personnel.

Mr. Hampton was requested to add to last two items of business to the Regular Meeting Agenda.

At 6:45 p.m. the Commissioner Peeples made a motion to take a five-minute break, the motion was seconded by Commissioner Anderson and unanimously approved. At 6:50 p.m. Commissioner Peeples made a motion to go into Executive Session to discuss a personnel matter, the motion was seconded by Commissioner Anderson and unanimously approved.

They’re being no other business to come before the Commissioner the meeting was adjourned at 7:20 p.m.

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Steve Chitwood, Chairman

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Darrell Hampton, Administrator