STATE OF ALABAMA COUNTY OF GENEVA  REGULAR SESSION November: 27,2023  The Geneva County Commission met ini regular session on Monday, November 27, 2023, at 9:30 a.m. at the Geneva County Courthouse in Geneva, Alabama. Chairman Seay called the meeting to order and welcomed guests present. Commissioner Brannon opened the meeting with prayer. Chairman Seay led the group in  the Pledge of Allegiance.  There were no elected officials requesting to make public comment. There were no citizens requesting to make public comment.  Chairman Seay called the roll, and the following members were present: Commissioners Weston Spivey, Todd Brannon, Bart Wilks, and Wade Fulford. County Attorney, Phil Eldridge; Engineer, Justin Barfield; Assistant Engineer, Mike Shirah; Sheriff, Tony Helms; EMA Director, Brian Smith; and County Administrator, Cindy Williams was also present. The following business was transacted:  Recorded In OFFREC Above Book 1216 and Pase 489  01/10/2024 07:16:37 AM GENEVA COUNTY, PROBATE ALABAMA JUDGE  TOBY L. SEAY  MINUTES OF THE MEETING  NEW BUSINESS:  1.A Approve Minutes ofl November 13, 2023. Commissioner Wilks made ai motion to approve the minutes of November 13, 2023. Commissioner Fulford seconded the motion. 2. Board appointments: Commissioner Fulford made a motion to reappoint Mr. Jeff Lowery to the E911 Board. Commissioner Wilks seconded the motion. Vote was 4-0.  Vote was 4-0.  OLD BUSINESS:  1. There was no old business for discussion.  STAFF REPORTS:  Sheriff: Sheriff Helms stated that all the surplus vehicles had been listed on GovDeals. They have ninety-two in the jail. The Sheriff's department and Jail had al busy  Thanksgiving weekend.  County Administrator: Administrator Williams stated that two individuals had already asked her to cancel their reservations for the Legislative meeting and asked if anyone else    STATE OF ALABAMA COUNTY OF GENEVA  REGULARS SESSION  November 27,2023 1216 490  would not be attending the 2023 Legislative conference before she called to cancel the The Administrator stated that Ms. Dunn with the Farm City Committee had contacted her before the meeting toi inquire ift the tickets for the banquet had been received. The Commission office was not in receipt of the tickets, SO she was going to email them for distribution. The email was not received before the meeting SO Mrs. Williams will check The exit interview for the FY2021 audit was held last Thursday. It went well and there were no findings, just some carry over items from the FY2020 audit which will remain Mrs. Williams presented a 2024 Commission meeting schedule for approval. After review Commissioner Spivey made ai motion to approve the 2024 Commission meeting schedule. Commissioner Wilks seconded the meeting. Vote was 4-0. Administrator Williams presented a 2024 Holiday schedule for approval. After review Commissioner Spivey made ai motion to table approval oft the 2024 Holiday schedule until the December 11, 2023 meeting. Commissioner Brannon seconded the motion. Vote County Engineer: Engineer Barfield stated that he had received a request to delete an old road that was an extension ofThorne Road, off County Road 4 and State Highway 167, from the county maps. Mr. Barfield spoke with Commissioner Brannon, Ms. Cooper in the Appraisal Office, and Attorney Eldridge regarding the road. Deeds have been researched going back several deeds and there is no mention oft the road. The Appraisal office will delete it from the maps. The road is not maintained by the County. Attorney Eldridge stated that ift the road has not been used by the traveling public for more than twenty years it is considered abandoned, and no action is required by the Commission. The ATRIPII application for the project in District 4 has been received by ALDOT. They Mr. Barfield submitted a renewal eligibility application tol be able to purchase surplus equipment from ALDOT. Commissioner Wilks made ai motion to allow Chairman Seay tos sign the renewal eligibility application to allow the Road & Bridge department to purchase surplus equipment from ALDOT. Commissioner Spivey seconded the motion. Diversified Computer Company, parent company ofCIMS software, has sent the agreement. The reason it has taken so long is that the company is rolling out a cloud- based platform beginning January 1, 2024, which will not require an extra server at the Road & Bridge department. Attorney Eldridge stated hel has already reviewed and approved the wording of the contract. Chairman Seay and Administrator Williams had also been given a copy of the contract and asked ifit should be for the Geneva County Commission or the Geneva County Road and Bridge department. All agreed that it could be with the Geneva County Road and Bridge department. Attorney Eldridge stated that if the Commission desires to approve the Software license agreement with CIMS, ai motion isr needed approving the contract and allowing Engineer Barfield to sign. Chairman Seay asked the Engineer to give a briefrefresher of what the software will do for his department. Mr. Barfield stated it will allow his department to get away from tracking with spreadsheets and allow them to store all information, work orders, inventory, repair  reservations. There were no more cancellations.  after the meeting.  until the audits are caught up.  was 4-0.  should announce in. January ifthe project has been awarded funding.  Vote was 4-0.  2    STATE OF ALABAMA COUNTY OF GENEVA  REGULAR SESSION 1216 491 November 27, 2023  jobs, rental rates, and hourly rates for equipment, etc., in one central location. Another notable feature is it will allow tracking for any emergency sO it will be easier and quicker to obtain documentation for reimbursement. Attorney Eldridge stated that the agreement is dated December 1, 2023 but the billing will not begin until January 2024 and the termination date is September 30, 2024. Commissioner Wilks made ai motion to approve the Software license agreement with Diversified Computer Company for the CIMS software and allow Mr. Barfield to sign the agreement. Commissioner Spivey seconded Mr. Barfield stated that at the last meeting there had been discussion regarding purchasing two new: motor graders to start getting graders on a rotation like the dump trucks. Chairman Seay, Administrator Williams and himself! had reviewed information and believe they have found a way to purchase the graders. A demo grader is being delivered today. The machines will be Caterpillar 140GC at a cost of$ $331,291.31 which isal lower cost than what he presented at the last meeting. The machines will have 5-year 5000-hour PowerTrain warranty and 3000 hours of filters and fluids will be furnished. Mr. Barfield stated the graders were on the State bid list and co-op' bid list. Attorney Eldridge told Mr. Barfield that he needed to furnish written proof fofthis to the Administrator. Chairman Seay asked for what the Engineer expected to sale the current graders. Mr. Barfield stated he did not have an official amount from the auction company, but he would expect a conservative amount of $330,000.00 net for two graders. Commissioner Spivey made ai motion to purchase two new motor graders contingent upon the completion of the demonstration and all specifications of equipment being met and allow Chairman Seay to sign all documents. Commissioner Wilks seconded the The Engineer stated that at the last meeting the striping had been approved using a contractor. The State has an out ofs state contractor from Texas. He also contacted the local striping company Ozark Striping for a quote. He presented the Commissioners with al listing showing the percentage of paved road in each district and the estimated number ofmiles of paving using the percentage of paved roads for striping in each district. Itis not a definite, but he is asking each Commissioner to review the listing and let him know ift the roads are acceptable. It is the Engineers recommendation to use the Hi-Build paint with the reflective beads shot on top ofit, to cover: more: miles. The Thin Thermo paint has a longer life, but more: miles can be covered using the Hi-Build paint. The life span on the Hi-Build paint is six to seven years and the life span on the Thin Thermo is twelve years. Due to the difference in cost only half the miles could be completed with the Thin Thermo versus the Hi-Build. Attorney Eldridge stated that hel had told the Engineer ift the cost was more than $60,000.00 but less than $100,000.00, hel had to obtain two quotes and that ifit is over $100,000.00, he must comply with the Public Works Law. He has the Commissioner Fulford asked what the typical width of ditch on a dirt road is. His reason for the question was recently in a dirt road and met a truck similar in size to his, they stopped to talk, and he could feel his truck sliding toward the ditch and could see the other truck sliding in the ditch. The ditch has been newly dug where there was not really one before. Mr. Barfield stated the department has not had anyone pulling ditches in the West end of the County in a long time and they had moved the Motor Grader operator  the motion. Vote was 4-0.  motion. Vote was 4-0.  two quotes.  3    STATE OF ALABAMA COUNTY OF GENEVA in that area.  REGULAR SESSION 1216 492 November. 27,2023  from the East end to the West end to pull ditches sO there were going to be growing pains County Attorney: Attorney Eldridge stated that hel had sent the letter to the Mayor of the City of Samson with the Commission's offer of$100,000.00: in ARPA funds for the Rescue department. He stated that the terms were the same as they had been offered previously and the deadline to accept is January 1, 2024. A contract was also included with the letter. It was sent certified and was signed for on November 20, 2023. Commission Chairman: Chairman Seay stated there is a pre-construction conference for the Courthouse and Farm Center, set for December 4, 2023 at 10:00 am. The sidewalk project is complete except for Alabama Power to install the meter base for The new sign for the Industrial Park is schedule for installation on December 18, 2023. The maintenance department is painting the bottom portion of the exterior oft the  Work on the upstairs Courtroom has begun.  the lights. All lights have been assessed and are working.  Courthouse, and it is progressing well.  Revenue Commissioner: Ms. Ellison was not present. EMA Director: Mr. Smith did not have any to discuss. Solid Waste Director: Mrs. Smith was not present.  E-911: Not present.  Auburn Extension: Not present.  Commissioner's: Commissioner Spivey asked ifit could be recommended that the next project tol be bid out, the project start time begin upon receipt ofnotification ofbid award and the architect figure ten business days as the start date. Attorney Eldridge stated that was not up to the Commission, the Code section states that after the notice to proceed all bonds must bei in place and contracts signed before the project can begin. The County wants to make certain it is protected by having the bonds in place. He also stated that all the delay was not on the company awarded the bid, some was on the architect firm and Chairman Seay stated the last delay was due to the Commission not being available for a meeting because oft the Legislative Conference. Commissioner Spivey stated he was not aware that all delays were not because oft the company awarded the bid. Commissioner Brannon reminded the Commissioners about the NCRS Christmas Lunch scheduled for Thursday, December 6, 2023 at 11:00 am at Ketchum's restaurant in Commissioner Wilks asked the other Commissioners to check their calendars and schedule a Christmas lunch for the employees. It was decided the Commission will hold a  Hartford.  lunch for the employees on December 14, 2023  4    STATE OF ALABAMA COUNTY OF GENEVA motion. Vote was 4-0.  REGULAR SESSION 1216 493 November 27, 2023  Commissioner Wilks made a motion to adjourn. Commissioner Brannon seconded the  The above constitutes the minutes oft the meeting oft the Geneva County Commission held  on Monday, November 27,2023. Jhy/y Chairmar, Toby Beay  Laklan  Cindy Williams County Administrator  Commissioner Weston Spivey Bat Vt6 Commissioner Bart Wilks  Commissioner Todd Brannon MLAKD  Commissioner  Wade Fulford  5