LUMPKIN COUNTY Board of commissioners Work Session Agenda Commissioners Boardroom 99 Courthouse Hill Dahlonega, GA 30533 November 5, 2024 4:00F PM COUNTI 183 CALL TO ORDER MINUTES 1. Board of Commissioners - Work Session - October 1, 20244:00PM 2. Board of Commissioners - Work Session II- October 15, 20245:30PM 3. Board of Commissioners Regular Meeting - October 15, 20246:00PM RESOLUTIONS 4. 2024-46 Consideration of 2025 BOC Meeting Calendar (County Clerk Melissa Witcher) 5. 2024-47 Establish 2025 Lumpkin County Government Holiday Schedule (Community & Employee 6. 2024-48 Consideration of the Lumpkin County 2025 Budget Calendar for FY 2026 Budget (Finance 7. 2024-49 Resolution Approving and Adopting the Lumpkin County Senior Center Policies and Procedures Handbook for LCSC Participants (Assistant County Manager Rebecca Mincey) 8. 2024-50 Appoint Members to the Audit Committee - Chairman Dockery to Seat 1, District 2 Commissioner Stringer to Seat 2, Michael Chastain to Seat 3, Melissa Witcher to Seat 4, Charles Jones to Seat 5, County Manager to Seat 6, Finance. Director to Seat 7, Budget/Grant Analyst to Seat 9. 2024-51 Appoint Members to Lumpkin County Building Committee - Wayne Marshall to Seat 7, Charles 10. 2024-52 Appoint Members to Lumpkin County Park & Rec Citizens Advisory Board - to Seat 2, and 11. 2024-53 Consideration to Approve the Bylaws of the Lumpkin County Audit Committee and to Amend Services Director. Alicia Davis) Director Abby Branan) 8, and Purchasing Agent to Seat 9 all with terms expiring 12/31/2025. Trammell to Seat 8, and -- to Seat 9 all with terms expiring 12/31/2025 Autumn Chatham to Seat 4, both with terms expiring 12/31/2026 the Meeting Schedule (Finance Director. Abby Branan) 12. 2023-54 Surplus Items List (Finance Director. Abby Branan) CONTRACTSIAGREEMENTS Operations Ashley Peck) 13. 2024-082 Georgia Power Additional Lighting in Yahoola Creek Park Service Agreement (Directoro of 14. 2024-089 Stryker ProCare Maintenance Agreement (EMS Director David Wimpy) 15. 2024-090 Radio Frequency MOU between Lumpkin County Emergency Services and Dawson County Emergency Services (Emergency Services Director David Wimpy) 16. 2023-091 Mauldin &. Jenkins Contract-2024-2028 Audit Services (Finance Director. Abby Branan) 17. 2024-092 Loan of 1915 Fry Visible Gas Pump for Display in the Administration Building Lobby (County 18. 2024-093 Loan of 1920 Fry Visible Gas Pump for Display in the Administration Building Lobby (County Clerk Melissa Witcher) Clerk Melissa Witcher) OTHER ITEMS 19. 2014 SPLOST: 2024 Work Plan Amendment (Finance Director. Abby Branan) 20. 2020 SPLOST 2024 Work Plan Amendment (Finance Director. Abby Branan) 21. Synthetic Turf Projects Discussion (Parks & Recreation Manager Tim Towe, Assistant County Manager Rebecca Mincey) COUNTY MANAGER ASSISTANT COUNTY MANAGER & DEPARTMENT HEADS COMMISSIONERS PUBLIC COMMENT (Agenda Specific) ADJOURNMENT LUMPKIN COUNTY Board of Commissioners Work Session Minutes Commissioners Boardroom 99 Courthouse Hill Dahlonega, GA 30533 November 5, 2024 4:00F PM COUNTI CALL TOORDER MINUTES The meeting was called to order at 4:02 pm. Present were Chairman Chris Dockery and Commissioners Tucker Greene, Bobby Mayfield, Rhett Stringer, and. JeffMoran. 1.Board of Commissioners - Work Session - October 1,20244 4:00P PM 2. Board of Commissioners - Work Session II- October 15,20245:301 PM 3.E Board of Commissioners Regular Meeting October 15,2024 6:00PM 4.2024-46 Consideration of2025 BOC Meeting Calendar (County Clerk Melissa Witcher) Thisi is for the approval oft thep proposed meeting dates and times for 2025. Request tol Establish 2025 Lumpkin County Government Holiday Schedule Consideration oft thel Lumpkin County 2025 Budget Calendar for FY2026 Budget forl LCSC Participants (Assistant County Manager Rebecca Mincey) RESOLUTIONS 5.2024-47 Establish 2025 Lumpkin County Government Holiday Schedule Community & Employee Services Director Alicia Davis) 6.2024-48 Consideration of the) Lumpkin County 2025 Budget Calendar for FY 2026 Budget (Finance Director Abby Branan) 7.2024-49 Resolution Approving and Adopting the] Lumpkin County Senior Center Policies and Procedures Handbook This handbook contains information that willl help to: familiarize clients and thej public with the Senior Center's most up- 8.2024-50. Appoint Members to the Audit Committee - Chairman Dockery to Seat 11 District. 3 Commissioner Stringer to Seat 2, Michael Chastain to Seat 3, Melissa Witcher to Seat 4, Charles. Jones to Seat 5, County Manager to Seat 6, Finance Director to Seat 7, Budget/Grant. Analyst to Seat 8, and Purchasing, Agent to, Seat 9 all with terms expiring 12/31/2025. 9.2024-51 Appoint Members to] Lumpkin County Building Committee Wayne Marshall to Seat 7, Charles Trammell to 10.2024-52 Appoint Members tol Lumpkin County Park & Rec Citizens Advisory Board = tos Seat 2, and Autumn 11.2024-53 Consideration to Approve thel Bylaws oft the Lumpkin County Audit Committee and to Amend the Meeting Consideration to. Approve the Bylaws oft thel Lumpkin County Audit Committee and to Amend the Meeting Schedule. to-date programs and services. Seat 8, and - to, Seat 9 all with terms expiring 12/31/2025 Chatham to Seat 4. both with terms expiring 12/31/2026 Schedule (Finance Director Abby Branan) 12.2023-54 Surplus Items List (Finance Director Abby Branan) Consideration of list of County inventory items to be declared surplus. CONTRACTS/AGREEMENTS Ashley Peck) Work Session November 5, 2024 13.2024-082 Georgia Power Additional Lighting in Yahoola Creek Park Service Agreement (Director ofOperations Lighting Service. Agreement with Georgia Power for Additional Light in Yahoola Creek Park" This item willl be tabled. 14.2024-089 Stryker ProCare Maintenance. Agreement (EMS Director David Wimpy) This is an annual agreement toj provide maintenance for the cardiac heart monitors that thel Emergency Services 15.2024-090 Radio Frequency MOU between Lumpkin County Emergency Services and Dawson County Emergency Thisi is al MOUT between Lumpkin County Emergency Services and Dawson County Emergency Services to share each other's radio frequencies, ini the case of an incident ort training, both Counties are able to communicate viai mobile and 16.2023-091 Mauldin & Jenkins Contract-2024-2028 Audit Services (Finance Director Abby Branan) Department owns. Services (Emergency, Services Director David Wimpy) portable radio. Consideration ofa5-year Contract with Mauldin &. Jenkins for Audit Services 17.2024-092 Loan of1 1915 Fry Visible Gas Pump for Display in the Administration Building Lobby (County Clerk Melissa 18.2024-093 Loan of1 19201 Fry Visible Gas Pump for Display in the Administration Building Lobby (County Clerk Melissa Witcher) Witcher) OTHER ITEMS Loan ofa 1915 Fry Visible Gas Pump for Display in the Administration Building Lobby. Loan of Gas Pump: for Display in the Administration Building Lobby. 19.2014 SPLOST2024 Work Plan Amendment Finance Director Abby Branan) 20.2020 SPLOST 2024 Work Plan Amendment (Finance Director. Abby Branan) Request to amend the 2014 SPLOST2024 Work Plan Request to amend work plan on 2020: SPLOST Discussion of synthetic turf grant projects. 21. Synthetic Turf Projects Discussion (Parks & Recreation Manager Tim Towe, Assistant County Manager Rebecca Mincey) Assistant County Manager Rebecca Mincey. gave an overview of the process ofi replacing existing fields with turfa and emphasized how it was more complicated than just laying down turf. She also shared thatt turf does have a lifespan; usually, it ist ten years buti it can be as long as thirteen years. With inflation, she estimates that the cost to replace thet turf in ten years would be around $760,000. She has had some discussions with an architectural firm about the design, and they said they would stilll have to consult with at turf company for the design. It would not necessarily be two contracts, butt thet turf company would be as sort of sub-contractor tot the architectural firm. Ms. Mincey said staff could proceed with Commissioner Mayfield said we had one company going to do everything, but! he had discussed turf with some officials in various school systems that had experience with turf. Typically, different companies will do the design and the construction. Ms. Mincey said that was not the original intention. There were two potential contracts, one with Field Turf to do the design, and then Precision Turfto dot the site work and drainage. Field Turf would then come back to doi the actual installation oft turf. The architecture firm that Ms. Mincey spoke to said they would stilll have to consult with the specialty company for the field itself. Commissioner Mayfield raised some concerns about drainage, and Ms. Mincey said Chairman Dockery asked about the different qualities ofturf. Ifthe field is used mainly for soccer, would that affect the type oft turfused? Commissioner Greene said there is a difference between turf used for baseball andi turf used for football ands soccer. The Chairman said with the $760,000 replacement estimate in ten years, that works out tol be $64,000 annually. How much do we spend annually oni maintaining our grass fields now? Are we saving money by switching to turf? Is there ai reason why turfwould1 be: superior to grass on our fields? He said he needed to see ifit would end up costing the taxpayers more money. Ms. Mincey said she would look intot the exact type and quality oft turft that we would need for the multipurpose field. Chairman Dockery instructed stafft to compare the annual cost oft thet turft to the annual Commissioner Greene asked ift thel Park &1 Rec Manager Tim' Towe could list some oft the advantages of artificial turf. Mr. Towe said turfisi more attractive, more. level, has no rocks, noj puddles, less weather impact, better hops for balls, and fewer player injuries. There would also be fewer canceled practices due to weather. Grass] has a superior grip, but suffers this in several different ways, and they are: seeking direction from thel BOC. the proposal from the architect would contain a hydrology analysis. maintenance costs oft the current grass. from more maintenance, wear andt tear, and weather issues. Work Session November 5, 2024 2 Ms. Mincey asked ift thel BOC was prepared to give guidance on proceeding with the design, or ifs staffs should take another route. Chairman Dockery said he would rather have an independent look that would capture every aspect oft the project. Someone needs tos show the entire scope of thej project sO we don't end up with massive change orders. He said staff can draft an RFQ, but make sure that turf actually makes sense for our community. Does it benefit us, or are we just The discussion then turned tol Fields 4 & 6, which were also included in the turf grant award. Previously, staffh had planned to convert the' T-ball fields and add ai multipurpose field in between them. After more consideration from staff and thel Park & Rec Advisory Board, staffi is now recommending al location change for this award. Fields 4 & 6 are currently used for T-ball, but the Cloverleaf fields are used almost every day oft the year by baseball, softball, and travel ball teams. For this reason, staff would like to obtain approval to submit ai request to change thet turf conversion from Fields 4 & 6t to thei infields of the Cloverleaf. Mr. Towe said the Cloverleaf drains much better than) Fields 4 & 6, andi iti is Chairman Dockery asked Mr. Towe what would Fields 4 & 61 be used fori ifv we put turfa at the Cloverleaf instead. Mr. Towe said those fields are great for T-ball practice, but we can move the games up to the Cloverleaf. Fields 4 and 6 are the least used fields. Commissioner Mayfield asked how much it would cost to have the entire Cloverleaf turfed rather than just thei infields. Chairman Dockery saidi it appears that the greatest priority would be the Cloverleaf, followed by the multipurpose, then Fields 4 & 6. Ifthere ist thej possibility of turfing the entire Cloverleaf, could we dot that andj just leave outt the multipurpose field? Wes should consider that scenario. Mr. Towe said he would like to see the multipurpose field remain because the soccer players willl be extremely disappointed ifiti is not turfed. Ms. Mincey said she would obtain doing it to say wel have turf? Ifite enhances our ability toj provide services, I'm all ears. used far more often. budget estimates for turfing thei infields and the outfields. COUNTY MANAGER COMMISSIONERS PUBLIC COMMENT (Agenda Specific) ADJOURNMENT The meeting was adjourned at 4:56 pm. Dapr,pl ASSISTANT COUNTY MANAGER & DEPARTMENT HEADS Chris Doekeryy Chairman Lumpkin County Board ofommissioners Attest: Adlool-olr Melissa Witcher Clerk, Lumpkin County Work Session November. 5, 2024 3