MINUTES OCTOBER 22, 2024 6:00 PM  MERIWETHER COUNTY BOARD OF COMMISSIONERS  Commissioners Present: Chairman Gene King, Commissioner Rosla Plant, Commissioner Emmett StaffPresent: Interim County Administrator/Pinance Director John Gorton, Assistant County Administrator Blue Cole, County Clerk Allyson Stephens, and County Attorney Michael Hill  Collins and Commissioner. Bryan Threadgill Commissioners Absent: Vice Chairman Adam Worsley  Staff Absent:  I. CALLTOORDER II. INVOCATION III. PLEDGE TO' THE: FLAG IV. ADOPT AGENDA  Chairman Gene King called the meeting to order at 6:00 PM. The Invocation was given by Assistant County Administrator Blue Cole.  All  Motion was made by Commissioner Threadgill and seconded by Commissioner Collins to. Adopt the Agenda with the following amendments: Under. Minutes. Add: #1 - Minutes for the October 7, 2024, Regular Meeting at 6:00 p.m., Under Minutes. Add #2. Minutes for the October 14, 2024, Special Called. Meeting at 6:00 p.m., Addi New #1 Under New Business - Designation of Custodian ofElections Records (this will renumber everything down), and. Add#15 Under New Business. Hidden. Meadows Subdivision Bond, and move Executive Session up on the Agenda  under Citizens Comments. All were ini favor. V. PRESENTATIONS  I. Three Rivers Regional Commission - Mr. Mark Butler, Executive Director Mr. Mark Butler, Executive Director oft the' Three Rivers Regional Commission, gave a presentation regarding the Three Rivers Regional Commissionand what they bring to the communities oft theirt ten-county region. Mr. Butler stated that Three Rivers Regional Commission is made up offt four departments, which include the Aging Department, Planning Department, Transit Department, and Workforce Department. Mr. Butler stated the total budget isal little over $12.5 million dollars, with Meriwether County contributing some of that. Mr. Butler stated that the contribution is based on aj per-population, which is a small part, with the local funding being al little over $500,000. Mr. Butler stated their largest division is the Aging Department, which is where they bring in the most money and has one ofthe largest impacts. Mr. Butler stated the. Aging Department is there to help older citizens, especially those that are economically disadvantaged. Mr. Butler stated that one oft thet things this department does that he ism most proud ofisl help keep seniors in their homes for as long as possible. Mr. Butler stated this is very important because it gives them al better lifestyle, helps them to stay happier, helps them live longer, and enjoy their lives. Mr. Butler stated there are 561 programs that are administered    through the Aging Department. Mr. Butler stated that Three Rivers works with 15 different senior centers, delivering. just shy of 300,000 meals per year, through the help ofa funding mechanism to bring the product to the seniors. Mr. Butler stated that the senior centers are the biggest partners in connecting seniors in our communities and getting out services to them. Mr. Butler stated that some oft the programs are adult daycare, caregiver support, demential awareness, meals, transportation, Medicare/Medicaid support, and support ofs services. Mr. Butler stated that Meriwether County had over 350 calls for services, almost 13,000 meals, and over 2,400 calls for help with Medicare/Medicaid. Mr. Butler provided some examples ofhow Three Rivers helped numerous seniors ini the communities they serve. Mr. Butler explained that Three Rivers helps seniors through exercise programs, nutritional programs, home modifications, and dementia tours. Mr. Butler stated that their Aging Department was given a national award for a voucher program they created and was recognized nationally. Mr. Butler stated that the Planning Department has the biggest impact on county and local governments. Mr. Butler stated that the state and federal governments require Iocal governments to submit various reports. Mr. Butler stated that the Planning Department provides help with numerous services, which include; broadband, hazard mitigation, regional planning, review of developments of regional impacts, transportation, and transit planning. Mr. Butler stated that the Planning Department utilizes around $300,000, which is the smallest portion ofThree Rivers' budget, and aided cities and counties with 22 comprehensive plans. Mr. Butler stated those plans can range inj price in the private sector anywhere from $25,000 to $45,000 to have done. Mr. Butler stated that using the smaller ofthose numbers, $25,000, means over $500,000 dollars returned to the region's cities and counties through one program. Mr. Butler stated that that is just one program and those plans are done for free. Mr. Butler explained that this department provides the local governments with their biggest return on their investment. Mr. Butler stated that Three Rivers has been trying to get the state to increase their funding. However, it has not been increased in over 20 years. Mr. Butler stated that transportation has been a challenge for the last year or SO because the service was contracted out through a private company and Three Rivers oversaw that contract. Mr. Butler stated that when he came onboard, staff wanted him to bring the project in-house, to have better control over customer service. Mr. Butlerstated that he warned his three staff members that it was going to be a big lift to take on and do transportation themselves. Mr. Butler stated that they have now brought transportation services in-house. Mr. Butler stated that it has been a challenge but is starting to take off. Mr. Butler stated a lot ofthe buses that were returned were not in good condition and all the money that they thought was going towards maintenance, apparently was not. Mr. Butler stated they are working with DOTas well as applying for grants to replace those buses. Mr. Butler stated they acquired six new buses last year and are expecting 9 more when they get into the que. Mr. Butler stated that through the transportation program, Three Rivers manages seven of the ten counties, with Meriwether being one ofthose. Mr. Butler stated that there were almost 3,500 trips in Meriwether County through DHS. Mr. Butler stated that public trips are trips that have a cost, which is required by GDOT. However, the costs are kept around $2.00 to $3.00, and there are around 7,000 oft those trips in the County. Mr. Butler stated that the Transportation Department provides services that help senior adults, people with disabilities, those who are economically disadvantaged, and those who simply don't drive any longer. Mr. Butler provided some examples of people who utilize the transportation services, including a couple that go on a weekly lunch date. Mr. Butler stated that his goal is to expand the transportation services and, when the right buses and technology become available, make it similar to an Uber type of system. Mr. Butler stated that throughout    the seven counties that have transportation services, there are around 450 rides daily. Mr. Butler stated that Three Rivers administers the Workforce programs for Meriwether County. Mr. Butler stated that the types of programs they administer are called the gapl help, because Three Rivers helps to fill in the gap in the areas that other agencies don't. Mr. Butler stated they work with a lot of employees on an incumbent worker training. Mr. Butler stated this involves helping workers with changing technology and adjusting to upcoming changes. Mr. Butler stated that Three Rivers also helps with on-the-job training, apprenticeships, and supportive services, that includes transportation to work, childcare, meals, books, and uniforms. Mr. Butler stated they also provide help with resume writing and job searches tol help people find employment. Mr. Butler stated that Three Rivers is also one ofthe first organizations seen when a company has a massive layoff. Mr. Butler stated they help those laid offt to find other jobs as quickly as possible. Mr. Butler provided examples ofas single mother, who, with their help, and a lot of determination on her part, has now become a dental hygienist. Mr. Butler stated they also stepped in when Hello Fresh closed and around 700 individuals lost their jobs to find job placement. Mr. Butler stated that his main goal is to spread the word about Three Rivers and what they do and to remind people that they are available. Mr. Butler stated they are constantly revamping their marketing to get the word out sO the citizens in Meriwether know they are there tol help them. Mr. Butler provided the Board with a packet ofi information and stated that he wanted them to take the information and help citizens when they call in, to know that Three Rivers were available tol help them. Mr. Butler stated that his job is to get out and engage the public to ensure they are finding as many partners as possible. Mr. Butler stated that there isa much bigger impact when leveraging all thei things at the County's disposal and working with as many people as possible. Chairman King asked Mr. Butler ifs someone were to partner with them, ifit was tax-deductible. Mr. Butler stated that it was not, because most oft their funding, besides the money that Meriwether and the other counties give them every year, is based ona population of$1.00 per person. Mr. Butler stated the federal government and state governments are their primary funding sources, as well as grants through various departments such as, DHS, DOT, DCS and the DOL. Chairman King thanked Mr. Butler for the presentation and  appreciated him sharing this with the Board. VI. FINANCE REPORT  Interim County Administrator and Finance Director John Gorton presented the Board with the Bank Balances as of3:00 p.m., October 22, 2024. Administrator Gorton stated that all the funds were holding steady. Administrator Gorton stated that he had to pull some ofthe money from the General Fund Investment Pool back, because he did not realize the insurance premium tax was coming in. Administrator Gorton stated he has replenished what was borrowed back from it, and nowi iti is gaining interest on $7.75 million dollars. HOST fees of$403,374.10 will be coming to the County for tipping fees and the Water and Sewer's HOST fees will be $185,665.02. Administrator Gorton stated those fees would be coming via mail, and he had been notified they are on the way. Administrator Gorton stated that SPLOST, LOST, and TSPLOST allocations would be coming in at the end of the month. Administrator Gorton presented the Board with the SPLOST: and' TSPLOST commitments. SPLOST has an available balance of $528,894.54 and TSPLOST: is still holding at the same balance of$9,356.47.. Administrator Gorton stated that when the allocation comes in that balance will go up to $100,000. Administrator Gorton stated that he had reviewed the agreement through Turkey Run and the Q2 tonnage was 122,000 and Q3 tonnage was 126,000.. Administrator Gorton stated this was a difference of4,000 tons. Administrator Gorton stated that Water and Sewer received an increase    ofaround $6,000 dollars and since he asked for the contract, the County received $94,833 more dollars than Q2, with only a 4,000 ton difference. Commissioner Threadgill asked if thel Board needed to go back further. Administrator Gorton stated he felt this is why it increased significantly with only a difference of4,000 tons, and made him want to dig a little deeper into it. Administrator Gorton stated that behind it there is an agreement that was inj place in 2018, that is a 30-year agreement. This lists out the rates per ton, city allocations, and how much they can go up, percentage wise, each year. Administrator Gorton stated that when he saw that number and there was almost a $100,000 dollar increase, with only a 4,000 ton increase from quarter to quarter, it made him want to dig deeper on the finance side, to make sure the County isg getting what they are owed, as well as the cities and Water and Sewer Authority. Administrator Gorton stated that every city gets aj percentage per ton, andi it shocked him just a little over the 4,000 ton difference. The County received almost $100.000 when he asked fort the contract. Administrator Gorton stated that what he has is the only contract inj place that includes some Georgia laws, which'is a 66-page contract with fees and has a 30-page contract behindit, with all types ofs stipulations, and he needs to send it to legal for review. Administrator Gorton stated that ifthe County received that much more, he doesn't know why Water and Sewer and the other cities are: not getting a significant increase as well. Administrator Gorton stated that to him that is worrisome from the county perspective for our municipalities. Administrator Gorton stated the interest rate is still holding at 5%, even though the Feds reduced it, he feels there will still be a good return on investments. Administrator Gorton stated the money is held there until  they absolutely need to bring it out. VII. DEPARTMENT HEADS VIII. CITIZEN COMMENT  Chairman King read offt the procedures for Citizen Comment  Mrs. Pat Williams of1494 Coleman Creek Circle, Luthersville stated that her issue is Coleman Creek Circle. Ms. Williams stated that she had lived on Coleman Creek Circle since it was a dirt road. Ms. Willams stated that she knows how bad dirt roads are and every meeting it seems that someone's got aj problem with a dirt road. Ms. Williams stated that she has looked back at the minutes ofOctober 25, 2022, and Michelle made a statement that thel DOT, ift they found additional funds, because they knew Coleman Creek Circle would be a detour route, even though it was not as scheduled detour route, and asked for estimates. Ms. Williams stated that the money was moved to Luthersville Road or another road and this had been an ongoing issue, and her road was torn all toj pieces. Ms. Williams stated that she believes on July 25th, 2024, Commissioner Threadgill asked Mr. Gay to speak with DOT: regarding additional funds because ofadditional traffic and the condition oft the road breaking off. Mrs. Williams stated that we are now in 2024, and they have come and put something in and made patches. Mrs. Williams stated that when it is currently done, you can drive on the road. Ms. Williams stated that every time they get lot ofbig rain, it washes it out and every time a car goes by they they get the same gully washers in the road. Ms. Williams asked that the Board revisit DOT. Ms. Williams stated she was on another road today that did not go from state highway to statel highway. Ms. Williams stated that she didn't know who worked the road but could tell the road was just redone. Ms. Williams stated that the road had lines painted on each side, and they have never had outside lines to tell where the edge was in bad weather or at night. Ms. Williams stated the road she was on was Dean Road, and it looked tol her as ifthere was an excellent job done on the road, and    she is asking the Board to revisit this. Ms. Williams stated it looks as if we can pave roads or build new roads in industrial parks and airports. Ms. Williams stated the authorities get better roads than the citizens get, and they are here paying taxes year after year. Ms. Williams stated that some ofthem are being neglected and when they do patching, they do a good job, but it doesn't last. Ms. Williams stated she is there to ask the Board to revisit the road, and maybe it  could be added to the next. Agenda. Ms. Williams thanked the Board. *The. Executive Session was moved up on the Agenda qfter Citizen Comment*  IX. MINUTES  1. Agenda. Amended: to. Add- Minutes October 7, 2024, Regular Meeting 6:00, p.m. A motion was made by Commissioner Threadgill and seconded by Commissioner Plant to approve the Minutes ofthe October 7, 2024, Regular Meeting at 6:00 p.m. Voting in favor were Commissioner Threadgill and Commissioner Plant. Voting opposed were Chairman King and Commissioner Collins. The motion failed. Chairman King stated there were a couple oft things that needed to be addressed and looked into and asked ifthose minutes could be adopted at the next meeting. County Attorney Michael Hill stated that the the Board is voting on what happened at the last meeting and not the substance. Attorney Hill stated that ifthe minutes are not voted on, then there will not be an official record oft the minutes. County Attorney Hill stated the Board does need to vote on what they will approve as their minutes as soon as possible, but it could be done at the next meeting. County Attorney Hill stated that as ofnow, the Board has basically not voted to accept their minutes and does not have minutes for that date. Chairman King called for another motion to adopt the minutes. Commissioner Threadgill made ai motion to adopt the minutes oft the October 7, 2024, Regular Meeting at 6:00 p.m. Commissioner Plant seconded the motion. Voting in favor were Chairman King, Commissioner Plant, and Commissioner Threadgill. Voting opposed was Commissioner Collins. The motion passed. 2. Agenda. Amended to. Add- Minutes October 14, 2024, Special Called Meetng 6:00p.m. Amotion was made by Commissioner Collins and seconded by Commissioner Plant to adopt the Minutes of October 14, 2024, Special Called Meeting at 6:00 p.m. All were in favor. 1. Case# P24-016-F Request from Adam Hand for. .25 of an acre of parcel 054-005 for A motion was made by Commissioner Threadgill and seconded by Commissioner Plant to go into the Public Hearing at 7:39 p.m. All were ini favor. Planning and Zoning Director Cassandra Sharpe stated that Mr. Adam Hand had come before the Planning Commission asking for approval ofa quarter of an acre ofhis property to be zoned for use ofa family cemetery. Director Sharpe stated this came before the Board back in September and Mr. Hand was unable to make it to the meeting and this Public Hearing was continued to this date. Director Sharpe stated that staffr recommendations and Planning Commission recommendations are for approval Adam Hand of6 674 Wilbur Keith Road, Hogansville, GA 30230 - Mr. Hand stated he has Chairman King called for anyone who wanted to speak in opposition. No one asked to speak.  X. PUBLICHEARING the use ofa family cemetery  ofthis family cemetery of a quarter acre.  owned the land for over 32 years and is where he wants to stay.    Chairman King called for anyone who wanted to speak in favor. No one asked to speak. With no further comments, a motion was made to come out oft the Public Hearing at 7:41 by Chairman King and seconded by Commissioner Threadgill. All were in favor. Commissioner Plant stated this was in her district and made ai motion to approve Mr. Hands request for .25of an acre of parcel 054-005 for the use ofa family cemetery. This was seconded  by Commissioner Collins. All were in favor.  XI. APPOINTMENTS 1. 30,2029  Appointment to. DFACS, District 1, to fill a five-year term that will expire on June Chairman King stated this is his district, but he has been unable to find anyone at this time. Chairman King made ai motion to table the appointment to another meeting. This was seconded 2. Appointment to' Two Rivers Resource Conservation and Development Council to County Clerk Allyson Stephens stated that Mr. Bill Cawthorne is coming off ofthe Two Rivers RC&D Council. Clerk Stephens stated that Commissioner Collins was the Commissioner on the Council, but that Mr. Cawthorne's unexpired term would need to be filled. A motion was made toa appoint John Gorton to the Two Rivers Resource Conservation and Development Council to fill an unexpired term that will end December 31,2024, by Commissioner Threadgill. The  by Commissioner Threadgill. All were in favor.  fill an unexpired term that will end on December. 31, 2024  motion was seconded by Commissioner Collins. All were in favor. 1. Update on Courthouse Engineering Services  XII. UNFINISHED BUSINESS  Administrator Gorton stated that at the October 7, 2024, meeting, Commissioner Threadgill asked stafft to reach out to. ACCG for recommendations for engineering services that could assist the County. The staff reached out to Bill Twomey, who was on vacation the week of October 7, 2024. On October 14, 2024, Bill Twomey responded with two counties that had work done on their courthouse that may be able to assist the County. The staffreached out to Butts County, who recommended Garbutt Construction and are currently waiting for ai response. Lowndes County was the second recommendation, and staff were unsuccessful ini reaching them. Butts County also recommends GMC Engineering Services in Atlanta, GA, as they are pleased with the work they are doing for Butts County. Staff recommends reaching out to EMC ofColumbus or GMC Engineering Services of Atlanta to go ahead and get the Courthouse assessed and see what it would cost for the engineering phase. Administrator Gorton stated that this could be done under professional services to avoid having toj put out another RFP and having to wait 30 more days. Commissioner Threadgill made a motion to allow staff to reach out to EMC and GMC for quotes. The motion was seconded by Commissioner Collins. All were in favor. 2. Update on Fire Station Lease Town ofLone Oak Administrator Gorton stated that on Friday, October 18, 2024, he and I.T. Director Matthew Brown went to the Town ofLone Oak and met with them to discuss the lease agreements. Administrator Gorton stated this was discussed in the Executive Session and this was the update  on the lease for the fire station.    3. Update on Road Patching  Administrator Gorton stated he sent an email to Andrew' Trammell ofPiedmont Paving, regarding the roads ofMt. Carmel at the cross drain, Kingl Road at the cross drain, Flat Shoals Road at1 the cross drain, and Rocky Mount. Road at the intersection ofLuthersville Road. Administrator Gorton stated that as of Friday, October 18, 2024, he has not heard back from him but will continue to reach out to get quotes on the roads. Administrator Gorton stated that staffwould like to see how the patching does on a smaller section ofroadway before moving to al larger scale.. Administrator Gorton stated this is to ensure that what the County is getting is  worth the taxpayer's dollars. XIII. NEW: BUSINESS  1. Agenda. Amended: to Add #1 Under New. Business- Designation ofCustodian of Mrs. Kye Gibson, Clerk of Superior Court stated that the Clerk of Superior Court is legislatively charged with keeping election sealed materials once elections are certified. Clerk Gibson stated she doesn't have anywhere to store them and after speaking with Ms. Threadgill, Elections Supervisor and Mrs. Stephens, County Clerk, Ms. Threadgill has decided that she will take on the duty and O.C.G.A 21-2-500(a) allows her to designate someone with the County Commissioners' approval. Clerk Gibson stated that she could designate the Board, but then the Board could agree with Clerk Gibson to allow Ms. Threadgill to be the custodian. Clerk Gibson stated that there is aj proposed agreement that Ms. Threadgill has already signed saying that she isv willing to take on that responsibility. Clerk Gibson stated that the records are still under seal once the elections are certified and there is no access to those without a court order. Clerk Gibson stated the records would still have to come before a grand jury before they can be destroyed. Clerk Gibson stated that she and Ms. Threadgill have already worked out that they will work together, and she will still present those to the grand jury and give Ms. Threadgill the presentments when they are approved to be destroyed. Clerk Gibson stated that she is asking permission to allow Ms. Threadgill tol house her own election materials. A motion was made by Commissioner Threadgill to designate Ms. Threadgill as the Custodian of Elections Records and allow the Chair to sign. The motion was seconded by Commissioner Collins. All were in favor. 2. Amend Minutes from September: 24, 2024, Regular Meeting at 6:00 p.m. Under Public Hearing Casel P24-018. Minutes should read October 22, 2024, at 6:00 p.m. instead County Clerk Stephens stated that when she was uploading the minutes online, she noticed the discrepancy. Clerk Stephens stated Commissioner Threadgill made a motion to defer the decision of Case P24-018 to the October 22, 2024, 6:00 p.m. meeting. The minutes are: incorrect and currently read November 4, 2024, at 6:00 p.m. Clerk Stephens is requesting the Minutes of September 24, 2024, Regular Meeting at 6:00 p.m. be amended to reflect October 22, 2024, at 6:00 p.m. A motion was made by Commissioner Threadgill and seconded by Commissioner Plant to Amend the Minutes of September 24, 2024, Regular Meeting at 6:00 p.m. on page 9t to reflect October 22, 2024, at 6:00 p.m. All were in favor. Commissioner Collins abstained his 3. Defer Decision on Case#f P24-018 from October 22, 2024, 6:00 p.m. meeting to Administrator Gorton stated that this case was originally heard on September 24, 2024, at the  Elections Records (This renumbered. the Agenda)  of November 4, 2024, at 6:00 p.m.  vote.  November 4, 2024, 6:00 p.m. meeting    Regular Meeting. Administrator Gorton stated the Board closed the Public Hearing, but deferred their decision to the October 22, 2024, Regular Meeting. At the next meeting on October 7, 2024, the Board voted to change the date for the decision to the November 4, 2024, Regular Meeting. While the Board already voted to change the date for their decision, legal has advised staff to place this back on the October 22, 2024, Agenda as a continuance ofr notification to the citizens, since the original date of deference was October 22, 2024. County Attorney Hill stated that the Ordinance states when deferring a decision on one oft these types of matters, they must name a date and time certain. Attorney Hill stated that since the Board named that date and time certain as tonight, October 22, 2024, it serves as further notice, sO the Board doesn't have to re- notice anything. County Attorney Hill stated that this needs to be on the Agenda fortoday, October 22, 2024, ifthe Board is going to further defer the decision to the November 4, 2024, meeting. Attorney Hill stated that deferring it at a meeting in which it was not brought back up or originally brought back up, doesn't do the deal. A motion was made by Commissioner Threagdill and seconded by Commissioner Plant to defer the decision on Case# P24-018 until Confirmation of ACCG-IRMA Safety Discount Verification Form 2024-2025- Administrator Gorton stated that staffi is requesting the Board approve the. ACCG-I IRMA discount verification form and allow the Chair to sign. Administrator Gorton stated this isa a discount on the Property and! Liability Insurance and staffi is needing the Board to confirm the approval and allow the Chair to sign toi remain on board to receive the safety discount. A motion was made by Commissioner Plant and seconded by Commissioner Threadgill to confirm the ACCG-IRMA Safety Discount Verification Form for 2024-2024 - Property and Liability and 5. Approval for Change Order-I Bates Mechanical, Inc. - Jail Plumbing Project Administrator Gorton stated that Mr. Bill Cawthorne has provided information that Bates Mechanical, Inc. ist requesting a change order to the current contract for. Jail Plumbing in the amount of $29,988.00.. Administrator Gorton stated this would be paid for by SPLOST.I Director Gorton explained that this is to repair water chases ini isolation cells 1a and 2. Administrator Gorton stated that this is a change order to add these repairs to the scope ofwork. Commissioner Threadgill made a motion to approve the Change Order for Bates Mechanical, Inc for the Jail Plumbing Project in the amount of$ $29,988.00 to be paid out ofSPLOST. The motion was 6. Approve IGA with the City of Woodbury for the Collection ofTaxes Administrator Gorton stated that the City of Woodbury is requesting the Meriwether County Tax Commissioner be able to collect taxes on behalf oft the City of Woodbury. Administrator Gorton stated the City of Woodbury's taxes would be collected and disbursedi to the City of Woodbury from the Meriwether County Tax Commissioner. Staffrecommends: approval of the IGA between the City ofWoodbury and! Meriwether County. Administrator Gorton stated that legal has reviewed the IGA and found no issues. A motion was made by Commissioner Threadgill and seconded by Commmissioner Plant to approve the IGA with the City of Woodbury for the 7. Consideration ofThanksgiving Lunch for Employees on November 21, 2024 Administrator Gorton stated that staffrecommends: approval ofThanksgiving lunch for the employees on November 21,2024, or any day the week before Thanksgiving. Administrator  November 4, 2024, at 6:00 p.m. All were in favor.  4.  Property and Liability  allow the Chair to sign. All were ini favor.  seconded by Commissioner Plant. All were ini favor.  Collection ofTaxes. All were in favor.    Gorton stated thisi is a budgeted item under the employee benefits of the Human Resources budget. A motion was made by Commissioner Threadgill and seconded by Commissioner Collins to approve Thanksgiving Lunch for Employees onl November 21,2024. All were in Consideration of Approval for Patcher Training for Public Works Assistant County Administrator Blue Cole stated this is a continuation of the information he presented at the last meeting and is aj proposal for training and material for Public Works to get the patching machine working and includes having the chemical company come down from Texas and use chemicals to clean the machine. Administrator Cole recommended the purchase offour totes of product tol be tested and used, and then the company would train the employees and show them how to use the patching machine. The package would include the training and trip to the County at no cost, ift the County purchased their material. Asst. Administrator Cole stated the quote includes 1,100 gallons of BAM, which is the emulsion that goes into the patcher. The cost is $11.29 per gallon. The total cost oft the material, including freight, is approximately $18,000. Asst. Administrator Cole stated this is a decent amount but would include a week's worth oft training and four totes oft the product to practice and try out. During the training, it is estimated the company will use lto 1.5 totes ofthe product. There will be material left over after the training for Public Works to go out and fill potholes and identify places to use the product. Commissioner Collins asked if the DustX could be removed, and Chairman King asked ift this had been looked at through other companies to see ifit would be cheaper. Asst. Administrator Cole stated that DustX could be removed, and he had not looked forother companies. Asst. Administrator Cole stated that this is from one oft the local distributors that the County works with, and hei identified this company. Asst. Administrator Cole stated that he could inquire and check for other material suppliers and inquire about training. Administrator Gorton stated the purchasing policy requires three quotes and he recommends getting two additional quotes. There was discussion regarding getting additional quotes and if there was a threshold that needed to be met. Commissioner Plant asked ift the patcher is unique or ifiti is the product. Asst. Administrator Cole stated it is more the product and because the patcher has sat for a while, the company has a cleaner and degreaser that will clean out all oft the spray nozzles and where the emulsion is pushed out. Asst. Administrator Cole stated it is the chemical that makes it unique and the company's experience with the machine and cleaning it. Asst. Administrator Cole stated that it is a specific product as well as specific knowledge that the company has that brought it to staff. Administrator Gorton stated that the County Ordinance in Section 2-82(e) states any purchase oft materials, supplies, equipment, and services with an estimated cost between $5,000.01 and $24,999.99 should be based upon written competitive quotes from at least three reputable vendors ifa available. Director Gorton stated that because we only have one quote, he wants to make sure to stay in compliance with the County's purchasing guidelines. Commissioner Plant made. a motion to table the consideration of approval for patcher training for Public Works to see ifadditional quotes can be obtained and ifthere are vendors that can do the repairs needed. The motion was 9. Consideration of the Purchase of1 Toteo ofDustX product for testing Assistant Administrator Cole stated that Vice Chairman Worsley-had requested additional information about the purchase of DustX, and after speaking with the company, 1 tote ofthe product is enough to cover 1/2ofar mile at an 18-foot road base. Asst. Administrator Cole stated  favor. 8.  seconded by Commissioner Threadgill. All were in favor.    he is requesting the purchase of2 totes oft the DustX, which will test 1 mile or 5,280 linear feet. Assistant Administrator Cole stated that staff are recommending a quarter mile section to test, as the directions say that three applications over the course ofa year willl harden the road surface to where very little gravel is lost. Assistant Administrator Cole stated that after discussion with Public Works, they are suggesting finding a quarter mile stretch and applying it three times over three months, once per month, seeing how it works. Assistant Administrator Cole stated that ifit thickens up the top and gives a solid layer for travel, then other roads could be looked at. Assistant Administrator Cole stated that ifat mile's worth ofthe product is ordered, it will give time to seel how it works over the months. Chairman King asked what the cost was for a mile's worth of the product. Assistant Administrator Cole stated it would be $4,500, which is for 1 mile, 1 time. Chairman King asked Mr. Cole how many miles of gravel roads the County has. Assistant Administrator Cole stated there were 240 miles of dirt road and this is only one solution of many, and he is not saying this will be all the answers, but it is aj potential answer. Assistant Administrator Cole stated that when paving a road is $1 million dollars, this is $4,500 to test out. Commissioner Threadgill stated that if the product covers one mile, and staffis looking at a quarter ofa mile to test it, once it is opened and used, can it be set to go 3 months to 3 months because it states three applications per year. Commissioner Threadgill asked ifthe 1- mile worth of product for $4,500 could be used on that quarter of ai mile for the three recommended times. Assistant Administrator Cole stated yes, and this is why he was thinking if the County obtained two totes to give them 1 full mile, staff could test one section the three times that it calls for. Commissioner Collins stated that the road needs to be exactly how you want it before putting the product down, because ify you go out and scrape it, it would waste the product. Discussion continued on the cost oft the product. Chairman King stated that he thinks what brought up this topic is the County started putting gravel on a lot ofr roads that had not had gravel and people started calling about the dust. Chairman King stated that with these kinds of costs, he felt we should wait until we get all the roads graveled before worrying about the dust. Commissioner Threadgill stated that we do need to see it, and he is curious ifthe product works in the manner that it is supposed to. Chairman King asked Assistant Administrator Cole to reach out to other counties that have used the product and get their reviews. Assistant Administrator Cole stated he would reach out for references. Administrator Gorton stated that due to the complexity oft the request, he suggested the Board table this until there are more answers. A motion was made by Commissioner Threadgill and seconded by Commissioner Collins to table the consideration oft the purchase of1 tote of] DustX until more information is brought back to Consideration of Purchase ofan Additional Boom Axe for Public Works Assistant Administrator Cole stated this is a followup from the past meeting, and he receiveda phone call from an additional vendor that wanted to provide a quote. Assistant Administrator Cole stated that he had obtained three quotes. The first was al Hyundai HX85a for $135,775.81, with the refreshed quotes, Hyundai put in additional rebates and discounts that dropped the price down to $135,775.81 from the previous discussion. Commissioner Collins stated they dropped the price by $30,000.. Assistant Administrator Cole stated that was correct. However, they took off all the extra things that were originally quoted in the full order. The second quote was for a John Deere Tractor with a Tiger Bush Hog for $163,000, and the newest and third quote for a John Deere 85p, mini excavator with a mulcher for a total of$141,577.63. Commissioner Threadgill asked if Public Works needed a boom axe and a mulcher. Commissioner Collins stated that forl him, personally,you could get a mulcher ont the John Deere. Commissioner  the Board. All were in favor.  10.    Collins stated it has al boom axe, but ai mulcher can be added instead ofa boom axe, but the John Deere and the Hyundai are both mini excavators and run on rubber tracks. The other John Deere is like ai tractor. Commissioner Collins stated his thoughts, and he has spoken with several that cut trees, and feels the County would be better off with the John Deere that is more mobile. Commissioner Collins stated the John Deere would go down the road faster, and with some sights you may have to move over ai mile to cut more brush. Commissioner Collins stated that the County already has one boom axe that is a Massey Ferguson 2-wheel drive, and this would be a four-wheel drive, John Deere. Chairman King stated that Barry was suggesting, and he sees it on his job all the time, the mulcher is sO much better, because when brush is cut with a boom axe it drops all the debris and a crew has to clean it up. However, ifthe debris is dropped, it can be mulched and be decomposed. Commissioner Plant left the meeting at 7:55 p.m. and returned at 7:59 p.m. Chairman King asked if these are items that Public Works recommended. Assistant Administrator Cole stated that the reason that Public Works is recommending the mulcher over the boom axe is due to the vibration and a lot ofwear and tear on the part. Commissioner Threadgill left the meeting at 7:58 p.m. There was continued discussion regarding the pros and cons of the mulcher and the boom axe. Commissioner Collins stated his main concern is tol keep the brush from encroaching on the road. Chairman King asked Administrator Gorton ift there was money toj pay for it. Administrator Gorton stated that there was, and it would cover the one that Public Works was wanting for $135,775.81. Commissioner Threadgill returned to the meeting at 8:00 p.m. Commissioner Collins made ai motion to buy a John Deere 6110m tractor with ai tiger head boom axe. When a second was requested, Commissioner Threadgill stated sO moved. Administrator Gorton asked what the amount was for clarification. Assistant Administrator Cole stated the cost was $163,000. Assistant Administrator Cole stated Public Works preferred the mini excavators and has demoed those and felt they would work better than the tractor in this type ofuse. Commissioner Threadgill stated he was not in the room to hear the conversation and wanted to withdraw his second. County Attorney Hill stated that for Point of Order, by having a motion and a second, you can vote on it. Ifyou vote it down, someone else can bring ai new motion. Commissioner Threadgill stated that he could also withdraw his motion. Chairman King stated that he couldn't. Commissioner Threadgill stated that he could. County Attorney Hill stated that he felt it was cleaner to vote on the motion and ifit fails, someone could bring a new motion. Chairman King stated he had a motion and a second and called fora vote. Voting in favor were Commissioner Collins and Chairman King. County Attorney Hill stated that the motion failed because it required three votes to pass. Commissioner Threadgill stated that he feels that the equipment purchased should be something that Public Worksis comfortable with. Commissioner Threadgill asked ift that was recommended by Mr. Lucas. Assistant Administrator Cole: stated that it was recommended by Barry and that the staffactually were able to demo the machine the week of September 16th through the 20th, and they had a chance to run it. Commissioner Threadgill asked how long the price was good for. Assistant Administrator Cole stated the quote price was good until November 16, 2024. A motion was made by Commissioner Threadgill and seconded by Commissioner Plant to table until November 4, 2024, meeting at 6:00 p.m. All were in favor. Commissioner Plant wanted to point out some ofthe Public Works' requests for ease of use of the equipment. Commissioner Plant  asked ifthose items are important to the operator to bring them forth.    11. SPLOST Foundation of $30,000.  Budget Amendment for FY2024 to receipt Grant Money for the General Fund and  Amend the FY 2024 General Fund for receipt of Animal Shelter Donation from al National Amend thel FY 2024 General Fund for receipt ofLWCC Grant of $28,170 Amend thel FY 2024 General Fund for receipt of2024 Court Clerk' Tech Grants of$2,460 Amend the FY 2024 General Fund for receipt of EMS Equipment Grant of $7,930.69 Amend the FY2 2024 General Fund for receipt of Fireworks Tax Grant of$21,736 Amend the FY2024 SPLOST Fund for receipt of GEMA/FEMA Reimbursement of$94,545.45 Amend the FY 2024 Expenditure Budgets for the above receipt of grants tol keep al balanced Administrator Gorton stated this would include amendments to the expenditures as the grants are being spent, sO there is al balanced budget and to be in compliance with DOAA. A motion was made by Commissioner Threadgill and seconded by Commissioner Collins to approve the Budget Amedment for FY2024 to receipt Grant Money for the General Fund and  budget.  SLOST.. All were in favor.  12. Audit. Departments. $21,736.  Budget Amendments for FY2024 - Excess Expenditures over Appropriations for The following Budget Amendments are needed to prepare the Financial Reports for the FY24 These amendments are to record Excess Expenditures over. Appropriations for the General Fund Amend the FY 2024 General Fund for receipt of Donations ofl Private-Non-Budgeted for Amend thel FY 2024 General Fund to reclass Airport Authority Debt Payment to transfer out to Amend thel FY: 2024 General Fund for the following Departments to balance the Departmental  the General Fund Departments Legal Compliance DOAA  the Airport Authority for $55,536.12 Budget with offsetting revenue: Elections $80,000 Finance $10,000 Building & Grounds $25,000 DA Office $561.93 Juvenile Court $16,000 Public Defender $7,500 Public Safety $115,000 Sheriff $90,000 Jail $10,000 State. Forestry $24,332 Building and Zoning $170,000 Total Expenditures $548,393.93 Real Property-Current $500,000  Revenue to balance all Departmental Expenditures LGIP Interest General Fund from Salary Study Increase $48,393.93  This is ar requirement oft the Department of Accounts and Audits. The Departmental Budgets, before being audited, must have any excess expenditures over appropriations be amended. A motion was made by Commissioner Threadgill and seconded by Commissioner Plant to approve the Budget Amendments for FY2024 - Excess Expenditures over Appropriations for the  General Fund Departments Legal Compliance DOAA    13. Budget Amendment forl FY2024 to Amend the Budget for the Opioid Fund The following Budget Amendments are needed to prepare the Financial Reports for the FY24 Audit. These amendments are to amend the budget for the Opioid Fund that currently has no Amend thel FY 2024 Opioid Settlement Fund Revenue for $97,275.98. No revenue was budgeted Amend the FY 2024 Opioid Settlement Fund Expenditure for $97,275.98. No expenditures were This will put the Opioid. Fund Budget in balance per compliance with DOAA. Commissioner Threadgill asked ift the County was noncompliant. Administrator Gorton stated that is correct because there was no budget last year, and it was the first year the County was told they had to create ai fund for the Opioid grant and the County was still hit with a noncompliant. Administrator Gorton stated the correction letter will be sent to the DOAA stating that the County will be in compliance and have al balanced budget and thel balanced budget for the Opioid Fund was established for FY2025. Commissioner Threadgill made at motion to approve the Budget Amendment for FY2024 to. Amend the Budget for the Opioid Fund. The motion was  budget. inl FY2024.  budgeted in FY 2024 and by law it is required tol have al budget for this fund.  seconded by Commissioner Plant. All were ini favor.  14. $300,000 funds tot the IDA.  Budget Amendment FY2024-2025 for thel IDA allocation from $120,000 to On October 7, 2024, the Board ofCommissioners voted to increase the IDA allocation from $120,000 to $300,000. The FY 2024-2025 budget will need tol be amended to allocate these Staffr recommends decreasing the General Government contingencies from $289,322 to $109,322. This is a reserve for unforeseen expenditures over a departmental budget. Increase thel IDA allocation from $120,000 to $300,000. A motion was made by Commissioner Threadgill and: seconded by Commissioner Collins to approve the Budget Amendment FY2024- 2025 for the IDA allocation from $120,000 to $300,000. All were in favor. Commissioner Plant 15. Agenda. Amended: to. Addi #15 Under New. Business - Hidden Meadows Subdivision Administrator Gorton stated in the supporting documentation provided, staff! has reviewed the road in the Hidden Meadows Subdivision and recommends a 5-year Maintenance Bond. The amount oft the Bond is $350,649.51.The) Board would have to determine ifa 3-year Maintenance Bond or a 5-year Maintenance Bond is required. Once the number of years is set and the bond is received, the Board will: need to accept thel Bond in aj public meeting, the County will inspect the road and have the Developer make any repairs. Ifthe Developer fails to make the repairs, the County will uset the bond to make these repairs. Chairman King stated that Mr. Cawthorne called him and spoke with him regarding this topic. Chairman King stated that he knows the developer but not the builder. Chairman King stated the builder is going in to build all 14 lots out asap. Chairman King stated that by the time they build all 14 lots with all the concrete trucks, delivery trucks and sO forth, Chairman King stated that it will be known within 3 years ifthat road will hold up or not. Chairman King stated that it is customary for a three-year bond, and he is not sure in his personal opinion why we would need a five-year bond, when it will be known within 3 years ifthe road is going to fail. Commissioner Threadgill asked what the bond was supposed  Toa amend the General Fund Expenditures:  abstained. Bond    tol be. Administrator Gorton stated that a 3-year bond is typically what is recommended. Administrator Gorton stated that the staff, including Mr. Cawthorne and Mr. Gay has looked at the road and is recommending a 5-year bond. Planning and Zoning Director Cassandra Sharpe explained that the reason this bond is in question is that they have not built the road to County standards and Mr. Gay and Mr. Cawthorne wanted to go with a 5-year bond before plat approval because they were afraid that the road may not hold up for the 3 years as normal. Commissioner Threadgill stated that he feels like the 5-year bond would better protect the citizens. Chairman King stated that the reason he stated that is because when he talked with Mr. Cawthorne, and he said that but, he said ifthey do go out and build the lots that quickly, we would know. Commissioner Collins asked what the difference was in the 3-year bond and the 5-year bond? Commissioner Threadgill stated the difference was 2 years. Chairman King stated that the bond will have to be held up for two more years and ifthat road is going tol be destroyed, it's going to destroy int three years to build out. Commissioner. Plant stated that ifthe road wasn't built to standards, why wouldn't we protect the citizens? Chairman King stated that it is kind ofhard to say it wasn't built to standards when Piedmont, which did this road, is the same one that does the County roads. Assistant Administrator Cole stated that Piedmont failed a proofroll. Planning and Zoning Director Sharpe stated they failed aj proof roll several times. Chairman King stated that when they failed the proofroll, and they had to go back and dig it out, and when they did it, Bill or someone didn't get out to inspect it. Director Sharpe stated they did not let anyone know that it was ready fori inspection. Commissioner Threadgill stated in the 12: years he has been there, there have been bonds for roads, but also other things, requiring bonds to bej put in. Commissioner Threadgill stated the bond time frame runs out and then there is an: issue. Commissioner Threadgill stated he has learned that extending a bond longer is probably a better route to go. Commissioner Threadgill asked ifthis needed to be voted on tonight. Director Sharpe stated the reason this is on the Agenda is that they cannot finalize the plat for the developer to sell the lots and start building, until the Board approves the bond for the road. Administrator Gorton stated that once the Board approves either the 3-year or 5-year bond, it will be brought back to the Board to accept the bond. A motion was made by Commissioner Threadgill and seconded by Commissioner Plant to approve a 5-year Bond. All were in favor.  XIV. REPORT FROM COUNTY ADMINISTRATOR  Interim Administrator John Gorton  Administrator Gorton stated that it had been al busy two weeks. He attended the Airport Authority Meeting, Lake Meriwether Advisory Meeting, Planning and Zoning Meeting, and Tax Assessor Board Meeting. Administrator Gorton stated candidates were interviewed for an administrative assistant and an individual was hired that will start on Monday, October 28, 2024. Administrator Gorton stated that the position is1 mainly to assist him, the County Clerk and the Deputy Clerk, to make sure things stay on track and answers are given to the Board. Administrator Gorton stated that an individual was interviewed for Parks and Recreation and staff are waiting on their response to the offer. Administrator Gorton stated that staff: are researching outstanding items and as progress is made, sending information to the Board for review. Administrator Gorton stated that staff met with the Mayor oft the Town ofLone Oak to discuss the lease for the fire station. Administrator Gorton stated that hel has a meeting scheduled with Mr. Robl Hill with the State Properties Commission on Thursday, October 24, 2024, at 10:45 a.m. to view the Woodbury Hwy building. Administrator Gorton stated that iftwo Commissioners would like to attend, they are welcome to do SO.. Administrator Gorton stated he also has a scheduled meeting with. A.C.R. for this Thursday afternoon regarding the jail roofa and    waiting to hear back from Dukes Electrical to figure out what is causing the leak and who is responsible. Administrator Gorton stated he spoke with Butts County regarding engineering services. Administrator Gorton stated the insurance check for the fire truck was received in the amount of$347,397.00 and Chief Stephens will be bringing a recommendation on a fire truck he wishes to purchase. The. ACCG Post Traumatic Stress Disorder program files were uploadèd to get a quote. Administrator Gortons stated staff met with Chris Ryan from LGRMS regarding the County'ss safety discount for their property and liability insurance. Administrator Gorton stated that he met with Diverse Power and McCoy Grading at the airport regarding moving the utilities for the entrance road and he feels that the entrance road will start very shortly. CPR and AED training has been scheduled for most of the employees within the County buildings and a lot of employees are certified in CPR and. AED and there will be more training scheduled. Administrator Gorton stated he reviewed the contract from Turkey Run and found an additional $100,000 for this current quarter. The County is now with ai new EMS billing company, EMS MC, and have terminated the contract with ELEVOS. Administrator Gorton stated that he will be setting up meetings with the City Mayors in the upcoming weeks to build a rapport with them. Administrator Gorton stated staff will be working on the RFPs and will probably have several for the Board to consider at the November 4th, 2024, meeting. Administrator Gorton stated that from the Finance side, payroll has been paid, with employees being paid on time, bills are being paid, and Finance is functioning well while he is in the Interim Administrator role.  Assistant County Administrator Blue Cole  Asst. Administrator Cole stated that last Saturday, October 19th, 2024, the Keep Meriwether Beautiful event was held. There was a great turnout and getting all reports in from the teams. Asst. Administrator Cole provided a packet to the Board with pictures and updates from the event. Asst. Administrator Cole thanked the container companies and those who donated the sites. There will be an awards meeting and celebration on October 31st, at 10:00 a.m. and all are invited to attend. Asst. Administrator Cole stated that over the last couple oft months, staffhas been doing the TSPLOST presentations and has done 10 of those to date with 2 more upcoming, and will be offering a Town Hall in the Commissioners Chambers on Thursday, October24, 2024 at 6:30p.m. Asst. Administrator Cole stated this Town Hall will be for the unincorporated County residents and staffhas been mainly going out to the Cities and speaking with their Councils and civic groups, but wanted to have an event held for the unincorporated County residents. Asst. Administrator Cole stated that Public Works has done an incredible job. In 2023 from January 1,2 2023, until October 15th, Public Works had 1,976 service requests and in 2024 from January 1,2024, until October 15th, they had 2,456, which is almost 500 more. Public Works request in the same amount oftime. Assistant Administrator Cole stated that some oft that is due to the hurricane and additional gravel that has been put on the roads, but the Public Works employees have been working very efficiently and very hard and have done over 500 more requests than the previous year. Assistant Administrator Cole stated that the Water and Sewer Authority has asked him to help them with a Regional Water Plan SEED Grant to do a 30-year water plan for Meriwether County and the Cities. Assistant Administrator Cole stated he helped with this in Pike County three years ago and it will be a very beneficial document. Asst. Administrator Cole stated that all the Cities will be brought in, with the Water and Sewer Authority and an engineer to talk about what shape the water system is in, improvements needed, and the engineer will weigh in on what needs to be done. Asst. Administrator Cole stated this is everything from a GIS mapi to ai rate study to make sure the right money is charged to the customers to pay for the service that is coming out. Asst. Administrator Cole stated that grant is due October 31st. Asst. Administrator Cole: stated that ini mid January the FY24 Raise Grant will be due. Asst. Administrator Cole stated this was the large grant he applied for last year asking for $10 million dollars to pave roads and replace culverts. Asst. Administrator Cole stated that the application did do well and ended up being highly recommended and went to the    Secretary of Transportation's desk. Asst. Administrator Cole stated that the County didn't receive the grant, but they did provide the County with some information and tips to providea better application. Asst. Administrator Cole feels this grant will be highly beneficial to the County ift they can get it. The Upper Regional Water Council will have a meeting on November 14, 2024, which is the Council that signs off on the SEED grant. The meeting will be held in  Reynolds, Georgia.  XV. REPORT FROM COUNTY COMMISSIONERS  Commissioner Emmett Collins: Commissioner Collins thanked all the staff and employees. Commissioner Rosla Plant: Commissioner Plant reiterated the Keep Meriwether Beautiful Commissioner Bryan Threadgill: Commissioner Threadgill reminded everyone ofthe coming Chairman Gene King: Chairman King thanked everyone for what they have been doing and  event and the awards program coming up on October 31st. election and encouraged everyone to get out and vote.  appreciated it.  XVI. REPORT FROM COUNTY ATTORNEY  XVII. EXECUTIVE SESSION  *The Executive Session was moved up on the. Agenda afier Citizen Comment* A motion was made by Commissioner Collins and seconded by Commissioner Threadgill to go into an Executive Session to discuss Litigation, Personnel, and Real Estate at 6:32 p.m. All were inf favor. A motion was made to come out ofthe Executive Session at 7:15 p.m by Commissioner Threadgill and seconded by Chairman King. All were in favor. A motion was made by Commissioner Threadgill and seconded by Commissioner Collins to go back into the Regular Session at 7:16 p.m. All were in favor. There was no action taken in the Executive  Session.  XVILFUTURE MEETINGS & NOTICES  XIX. ADJOURNMENT  With no further business, a motion was made by Commissioner Threadgill and seconded by Commissioner Collins to Adjourn the meeting at 8:26 p.m. All were in favor.  Approved by: Attest: Date:  Maiorhy Nok 0f the Bodof Conmissions Myas Atuplao, Counly Cerc  Noembur H, 3024