MINUTES MERIWETHER COUNTY BOARD OF COMMISSIONERS APRIL 22, 2025 6:00 PM Commissioners Present: Chairman Adam Worsley, Vice Chairman Emmett Collins, Commissioner Gene King, Commissioner Jennifer Snelson, and Commissioner Bryan Threadgill Commissioners Absent: None Staff Present: County Administrator John Gorton, County Clerk Allyson Stephens, Finance Director Jamie Tarleton, Administrative Assistant Hailee Palmer, and County Attorney Michael Hill. Staff Absent: None I. CALL TO ORDER The Meeting was Called to Order at 6:00 p.m. by Chairman Adam Worsley. II. INVOCATION The Invocation was given by Commissioner Jennifer Snelson. III. PLEDGE TO THE FLAG All. IV. ADOPT AGENDA A motion was made by Commissioner Threadgill and seconded by Vice Chairman Collins to Adopt the Agenda with the following Amendment, Remove #5 Under Executive Session Joint Executive Session with the Town ofLone Oak. All were in favor. V. PRESENTATIONS 2025-2026 Insurance Renewal Presentation by NFP Melody Lewis from NFP presented the proposed renewal ofthe County's 2025-2026 employee health benefits. She reported that the County's plan was trending at approximately 12% over the prior year, with an overall projected cost of $1.75 million. The plan' s five-year average trend had been around 8%, and the current loss ratio stood at 95%, exceeding the targeted 75-80%. Eleven high-cost claimants were identified this year, primarily due to diabetes, cancer, and heart-related conditions. Ms. Lewis reviewed the proposals from various providers. Anthem initially proposed a 15% rate increase, but later negotiated to 10.5%. Aetna provided a slightly lower quote but with reduced benefits and a smaller wellness fund contribution. Anthem increased its Wellness Fund offering from $15,000 to $30,000, while Aetna offered $20,000. NFP recommended the County remain with Anthem due to its stronger provider network and benefit offerings. A new supplemental health plan from Symetra Health was introduced. This plan provides automatic financial payouts upon diagnosis ofc over 13,000 moderate to catastrophic medical conditions. For example, an employee diagnosed with skin cancer would receive an automatic payment without filing a claim. The proposed County contribution is $19.98 per enrolled employee per month, totaling approximately $21,576 annually for 90 employees. The County's wellness program, reinstated in October 2024, had 101 participants. Screenings revealed that 66% were obese, 30% had hypertension, and 19% were pre-diabetic. NFP emphasized the importance of continued investment in wellness to manage future healthcare costs. One Commissioner shared concern about prior denied claims under the current plan, which Melody addressed by encouraging employees to contact HR or the NFP support center for assistance with appeals and documentation. VI. FINANCE REPORT Finance Director. Jamie Tarleton reported on the County's current financial status. She noted that due to her probationary period, bank balances had been retrieved by County Administrator John Gorton. Jamie shared that the General Fund had earned over $44,000 in interest to date, with a current yield of approximately 4.3%. Tipping fees collected for the first quarter totaled $155,000, and host fees amounted to $327,000. Director Tarleton explained that a 40% increase in landfill tonnage during March had boosted monthly host fees by $32,000. SPLOST and TSPLOST balances were reported as follows: SPLOST held over $700,000, and TSPLOST contained approximately $372,000. Two new accounts were recently opened-a Recreation Fund with United Bank and a 2025 TSPLOST account with F&M Bank. VII. DEPARTMENT HEADS Allan Fordham - Recreation Director Director Fordham provided an update on his initial activities since assuming the position a few weeks earlier. He informed the Board that he would begin submitting bi-weekly reports to the County Administrator and would attend Commission meetings as needed for relevant updates or discussion items. He reported that registration for football and cheerleading would open on May I"and continue through early July. The registration window was designed to allow time to finalize team counts and scheduling logistics. Director Fordham stated that he and County Administrator John Gorton had met with Mr. Ryan Moore to discuss the potential use ofthe old football field located behind the city building. The City of Greenville was evaluating what improvements would be required to bring the field up to standard for hosting youth football games. This site remained under consideration as one of the department' S possible game locations. Additionally, Director Fordham stated that Randy had met with Dr. Griffin, who offered another option: the use ofthe Greenville High School football field. Dr. Griffin indicated that pending proper legal documentation and agreement between the school system and the County, the high school field could be made available for recreation use. Director Fordham noted that this arrangement would be highly beneficial to the program. He further reported that Dr. Griffin had approved the use of a large building located behind the Woodbury School as a concession stand and storage facility for recreation equipment. The Director stated that he would submit a formal request on the County letterhead to finalize this arrangement. The space would be used to support baseball field operations and general equipment needs. He concluded his report by asking the Board if there were any questions. Hearing none, the Board thanked him for the update. VIII. CITIZEN COMMENT There was no citizen comments submitted or presented during the meeting. IX. MINUTES 1. Minutes, April 7, 2025, Regular Meeting at 6:00 P.M. The minutes from the April 7, 2025, Regular Meeting were reviewed, and County Clerk Stephens advised the Board that there were a few minor corrections that included some typos and a repeated sentence, that was removed. Clerk Stephens advised the Board those were already updated in the copies they were provided. A motion was made by Commissioner King and seconded by Commissioner Snelson to approve the Minutes oft the April 7, 2025, Regular Meeting. All were in favor. Commissioner Threadgill abstained his vote. X. PUBLIC HEARING No public hearing items were presented at this meeting. XI. APPOINTMENTS 1. Appointment to Pine Mountain Regional Library Board (3-year term which will begin July 1, 2025, and expire June 30, 2028) A motion was made to table the appointment to the Pine Mountain Regional Library Board until the May 5 meeting by Vice Chairman Collins. The motion was seconded by Commissioner Threadgill. All were in favor. County Clerk Allyson Stephens stated that Carolyn McKinley had agreed to continue serving on the West Central Georgia Broadband Authority. XII. UNFINISHED BUSINESS 1. Confirmation ofVice Chairman signing the FY2025 Tire Products Grant Project 25-TP-099-01 County Administrator Gorton stated that this item was tabled at the April 7, 2025, meeting. Following staff review of the grant, including a meeting with the grant coordinators to gather additional information, it was determined that the project would be beneficial for the County. Based on the staff" s recommendation to proceed, an email was sent to request consensus to authorize the Vice-Chairman to sign the agreement. A motion was made by Commissioner Threadgill and seconded by Commissioner Snelson to confirm that consensus was granted for the Vice Chairman to sign the agreement for the FY2025 Tire Products Grant Project 25-TP- 099-01. All were in favor. 2. Update on the Status ofLone Oak Fire Station Lease County Administrator Gorton stated that the Town ofLone Oak approved and signed the lease agreement. A certified copy was pending. A motion was made by Commissioner Threadgill and seconded by Commissioner Snelson authorizing the Chair or Vice Chair to sign the agreement upon receipt oft the certified original. All were in favor. 3. 2025 Contact Form - ACCG Interlocal Risk Management Agency (ACCG-IRMA) Property and Liability Program, and allow the Chair/Vice Chairman to sign. Administrator Gorton stated that this item was originally discussed at the April 7, 2025, meeting, where it was agreed to allow Legal to determine whether the County Administrator could serve as the Safety Coordinator for the ACCG-IRMA Property and Liability Program. Legal found no objections to the County Administrator serving in this role, as it is an unpaid position and does not conflict with the County Administrator's contract or any County ordinances. A motion was made by Commissioner Snelson and seconded by Commissioner Threadgill to approve the submission ofthe 2025 ACCG-IRMA Contact Form listing John Gorton as Safety Coordinator, Valerie Chambers as HR Liaison, and Allyson Stephens as the Insurance Contact, and allow the Chair or Vice Chair to sign. All were in favor. 4. Recreation Background Checks The staff informed the Board that the item had been tabled from the April 7 meeting. After follow-up, staff confirmed that the Meriwether County Sheriff's Office could perform background checks for $10 per person; however, they could not include the "working with youth" component. Staff also confirmed with the Woodbury Police Department that they could perform the background checks for $5 per person and that their checks would include the necessary youth component, as they would run it under the employee background type with PCI clearance. Staff also presented two additional options from private companies: one costing $10.95 per coach with a $399 one-time setup fee, and another from National Alliance at an estimated $15 per check. Staff recommended using the Woodbury Police Department and proposed that Human Resources (HR) staff would be responsible for picking up and reviewing the background check results. Legal advice supported this approach, emphasizing that no one outside ofHR should be retrieving or reviewing background information. A discussion followed among the Commissioners regarding why the Sheriff's Office could not perform youth checks when a local municipal department could. Staff explained that the discrepancy likely stemmed from differences in how background systems were set up, specifically between GCIC (Georgia Crime Information Center) and NCIC (National Crime Information Center). Municipalities may be able to obtain more specific youth-related background data through GCIC, while the Sheriff S Office generally operates under NCIC protocols. Recreation Director Allan Fordham stated he had spoken with Lt. Nash, and this is what he was told that the Municipalities ran GCIC through the State, but the Sheriff's Office ran NCIC, which covered all states. Commissioner Snelson stated that she believed that was all together. County Clerk Stephens stated that from prior operator experience, the checks are run with specific codes, and being able to run certain requests is based on the operator's training and what they can run. Commissioners agreed that they preferred to keep the process within the County if possible. Commissioner Snelson noted that ifthe Sherif's Office conducted the checks and a warrant was uncovered, they would be in a better position to act within their jurisdiction rather than having to coordinate with a city police department. Chairman Worsley expressed a preference for a national-level check, noting that individuals may move between states, and emphasized the importance of knowing if someone had a history anywhere in the country, not just in Georgia. There was also concern raised by Recreation Director Allan Fordham that even with available options, staff might still have to manually check the Georgia sex offender registry for each coach. Director Fordham noted that both ofthe private paid systems National Alliance for Youth Sports and the Anchored system- -handled those aspects and maintained compliance records, with Anchored charging $10.95 per coach and handling annual reminders for re- screening. Ultimately, the Board agreed that child safety was paramount. A motion was made by Commissioner Snelson and seconded by Commissioner Threadgill to table the item until the May 5, 2025, meeting to allow the staff to speak directly with Sheriff Smith and further explore available capabilities and procedures. All were in favor. 5. Update on LWCF Project - Greenville Recreation Facility 13-01058 County Clerk Allyson Stephens provided an update to the Board regarding the LWCF (Land and Water Conservation Fund) grant project awarded in 2022 for the Greenville Recreation Facility. She explained that the project was awarded as a 50/50 matching grant, with $200,000 in grant funds and a required $200,000 County match. She stated that the project had been delayed and that staff] had been evaluating options to move it forward. In the process, the original project scope had expanded significantly beyond what was initially planned. As a result, the County now needed to submit both a request for an extension and an amended scope of work to the State. County Clerk Stephens informed the Board that she had contacted state grant administrators to ask three specific questions: whether the project could be phased, whether an extension would be granted, and whether the site location could be changed. She confirmed that both a project extension and phased implementation would be permitted. However, the location could not be changed; the project must remain at the originally approved site, located on County-owned land that butts up to the School off ofMcLaughlin Road. Vice Chairman Worsley expressed concern about the original location, questioning whether it still served the best interest ofthe County given changes in recreation needs and staffing since the grant was first approved. It was noted that the project site is heavily wooded and suited for passive recreation activities such as trails and a pavilion. However, there was uncertainty about whether that investment aligned with the County's current goals. Commissioners discussed the idea of pivoting the project to better support active recreation, especially in light ofthe County's new Recreation Director and growing interest in sports programs and tournaments. While some suggested the original site might not be ideal anymore, others emphasized the need to proceed cautiously, noting that a cancellation could jeopardize the County's eligibility for future LWCF funding. Administrator Gorton stressed that the amended scope of work and extension request must be submitted promptly, and that the County needed to finalize its decision on what elements would be included in Phase 1. Commissioner Threadgill stated that when this was initiated, the original proposal was for a $400,000 park project. Commissioner Threadgill stated that it has now grown significantly to more than a $1,000,000 project, which was not what was originally planned. County Clerk Allyson Stephens explained that before Administrator Gorton, there were meetings to scale back the scope ofwork. County Clerk Stephens explained Staff confirmed that the project could be phased and extended, but must remain at its current location behind the school. Commissioner King suggested reaching out about obtaining property at Lake Meriwether. Commissioner Snelson asked about the proceeds from when the ballfields were sold in Lone Oak. Commissioner Threadgill stated the ballfields were sold through the IDA. Commissioner Snelson asked ifthe money went to Recreation or the IDA. Commissioner Threadgill stated IDA. Chairman Worsley stated that there was no Recreation Department at that time. Commissioner King made a motion to request an extension on LWCF Project - Greenville Recreation Facility 13-01058. The motion was seconded by Commissioner Threadgill. All were in favor. 6. Courthouse Assessment Update County Administrator Gorton announced that the final Courthouse Assessment Report, consisting of over 130 pages, had been completed. Hard copies would be distributed to Commissioners by the end ofthe week, and County Administrator Gorton stated that as soon as it was ready, he would notify them by email. 7. Discussion and Consideration of Jail Plumbing Repairs Staffhave received a quote from MaxAir Plumbing for the repair of gray water lines and any additional piping replacement needed in the jail kitchen. Coordination with Col. Hadley will be necessary to schedule and prepare for these repairs. Two quotes were provided, each reflecting a different scope ofwork and both exceeding the $25,000 previously approved by the Board of Commissioners. Two bids were reviewed: Max Air offered $61,980 for full repairs, and Bates Mechanical bid $78,175. Chairman Worsley asked the Board's opinion about entering into contracts with contractors SO that Legal could review everything. Chairman Worsley stated that over the years, the County has been burned, and what is being presented is just a quote and a scope of work. Chairman Worsley stated they could come back up to the $75,000. Chairman Worsley stated other issues might not get addressed, but ifthey have a contract and legal reviews it, they have recourse to go back to them. County Administrator Gorton stated they would ask for the Chair/Vice Chair to sign the quote and then pending legal review of the contract. Commissioner King stated he didn't understand why they are always putting a number out there. Commissioner King stated he would love to give an estimate, and the homeowner stated, "Well, we don'twant to exceed such and such.' Commissioner King asked why we are always putting a number out to tell the Contractor. County Attorney Hill stated that what he is saying is that there could be change orders, and the contractor will not know until he digs into the work. County Attorney Hill stated that the quote he has quoted is for the known issues. County Attorney Hill stated that $61,980 is the quote that he has made, but once he gets into the walls, ifthere are minor change orders that don't exceed $13,000, Administrator Gorton doesn't want there to be a delay in getting the repairs made. County Attorney Hill stated they would be change orders and not outside ofthe current scope of work. Commissioner King stated that his point ofview is "why not let them tell us what is going to be, and then he calls the Commissioner and tells them what it is going to be and asks if they are all on board. > County Attorney Hill stated that the Board can' 't take action outside of an open meeting. Commissioner Snelson asked ifthis would be a band-aid or an actual fix. County Administrator Gorton stated he spoke with Jarred with MaxAir, and this would be a heavy-duty high-rated PVC. Commissioner Snelson asked if this would complete the repairs because she doesn't want to keep putting a band- aid on it. Administrator Gorton stated this would complete and replace all cast iron piping under the Jail kitchen. Vice Chairman Collins stated that the Board had already approved $25,000 for the project. Administrator Gorton stated that is correct and staff is requesting an additional $50,000. A motion was made by Vice Chairman Collins to approve an additional $50,000 for a total of the Jail Plumbing repairs in the Kitchen of$75,000, selecting the proposal from MaxAir, and allow the Chair or Vice Chair to sign the proposal, pending legal review of the contract. The motion was seconded by Commissioner Snelson. All were in favor. XIII. NEW BUSINESS 1. Discussion and Approval of 2025-2026 Insurance Renewal and Allow Chair/Vice Chair to Sign All Benefit-Related Paperwork A motion was made by Commissioner Threadgill and seconded Vice Chairman Collins to table the approval oft the 2025-2026 Insurance Renewal until the May 9 2025, Regular All y Meeting. were in favor. County Administrator Gorton stated it will allow time for review of contribution scenarios and cost impacts. 2. Consideration to Purchase Culvert Pipes - Public Works County Administrator Gorton stated he spoke with Public Works Director Brian Griffith and was presented a list of roads needing culvert replacements. Administrator Gorton stated that staff is requesting $75,000 in SPLOST funding for the purchase of culvert pipes needed on various roads throughout the County. Public Works currently requires several large culvert pipes measuring 60 inches in diameter and 60 feet in length-along with others of smaller diameter but similar length. The roads identified at this time as needing culvert replacements include Waddell, Primrose, Jack's Creek, Norton Creek, Moss, and Winter Road. The estimated cost for these culverts is approximately $40,000. Staff are requesting up to $75,000 to allow for the purchase of additional culvert pipes beyond the current needs and to potentially secure a bulk discount, though such a discount is not guaranteed. Commissioner King asked what happened to the rest of the LRA money that was used. County Clerk Stephens stated that the balance ofthat money, after the 4 previous projects, was allocated to the 2025 LMIG. County Administrator Gorton stated that SPLOST funds are eligible for use in this project as it falls under Roads and Transportation, per the Referendum. A motion was made by Vice Chairman Collins to approve $75,000 in SPLOST funds for the purchase of culvert pipe. The motion was seconded by Commissioner King. All were in favor. 3. Approval of MOU for Project Hummingbird and Allow Chair/Vice Chair to Sign The Project Hummingbird Memorandum ofUnderstanding was presented for approval. County Administrator Gorton stated that this is a project being developed in Hogansville. Administrator Gorton stated that they would be using Meriwether Park Drive and County Line Road as an access point from Hogansville, coming into Meriwether County. This will allow improvements to County Line Road and create a new parkway from South Hwy 100 to Highway 54 and County Line Road. The developer is committed to building County Line Road up to industrial strength, replace the bridge at Blue Creek with a new bridge of similar structure or a bottomless culvert, and are willing to pay 100% of those costs. The developer is willing to give an additional $65,000 upon completion of County Line Road for landscaping and signage, as well as a $250,000 road pavement allowance for road maintenance, to cover future repairs or resurfacing. This would also be payable upon completion ofCounty Line Road. Administrator Gorton stated that Legal has reviewed the Memorandum of FUnderstanding (MOU) and authorized the Chairman or Vice- Chairman to sign, formalizing the County's commitment to the permitting conditions and or the associated improvements to the new Parkway and County Line Road. Administrator Gorton stated this is not a binding agreement and is contingent upon the developer receiving a permit and per number 5 of the MOU, "The implementation of this agreement shall be formally documented as contingencies placed upon the County's 's permit to allow for the work, and subsequent release of the 'CO' for the new parkway and County Line Road. ? County Administrator Gorton stated this is a benefit to the County, but Hogansville gaining the Project Hummingbird development, from their developer Seefried. Administrator Gorton stated this is $315,000 in cash to Meriwether County, plus County Line Road and the replacement of the bridge over Blue Creek. A motion was made by Commissioner Threadgill and seconded by Vice Chairman Collins to approve the MOU for Project Hummingbird and allow the Chair/Vice Chair to sign. All were in favor. XIV. REPORT FROM COUNTY ADMINISTRATOR County Administrator John Gorton reported that he had been working with the new Finance Director, Jamie Tarleton, on accounting responsibilities and was in the process oftransitioning many ofhis financial duties to her. He said she was doing well and was quickly learning how local government operates. Administrator Gorton stated that he had been in communication with five ofthe County's eight cities explaining that Pine Mountain controls a small area- about the renewal ofthe 2025 SPLOST. Administrator Gorton reminded the Board that the current 2020 SPLOST would expire on December 31, 2025, and that a joint meeting with the cities, similar to what was done with the T-SPLOST, would be needed soon. He clarified that while the official "drop-dead" deadline for referendum submission was August 1, he hoped to have the necessary documents submitted by the end of June SO that staff would have adequate time to prepare. County Clerk Stephens and Elections Superintendent Threadgill would be coordinating the final referendum question, and he estimated it might take them two weeks to finalize the language. He initially believed the deadline for submission was June 15 but was later informed it was in August, which allowed for more flexibility. However, due to the summer schedule and school ending, he acknowledged that vacations could pose challenges, sO targeting mid-June was ideal. Administrator Gorton said he had mentioned the week of May 19 to the mayors as a potential meeting time but would now need to go back to each city to confirm their availability and work with the Board to choose a mutually agreeable date. He also informed the Board that he had advised the mayors that the County was considering identifying a "Tier One" project under the SPLOST renewal to fund courthouse renovations. So far, five of the eight cities have expressed their support for the courthouse project, and Administrator Gorton emphasized that all eight would need to agree for it to be included. Responding to Commissioner Threadgill's question about referendum language, County Clerk Stephens confirmed that legal counsel would assist with the ballot wording, but noted this one would be more complex than past SPLOST referendums due to the courthouse component. Administrator Gorton stated that the County would need to reach out to a bond specialist to determine what the County might qualify for in terms of financing and to review other potential funding sources. That information would be brought back to the Board once it is available. Chairman Worsley said he personally would not be available on May 19 due to his daughter's graduation. As such, he recommended aiming for a mid-June joint meeting. Administrator Gorton committed to reaching out to the cities to determine their availability and would present the proposed date to the Board for final approval. He concluded by saying his recent focus had been coordinating with the cities to prepare for thejoint SPLOST meeting, encouraging them to finalize their project lists and submit them to staff. Once those lists were approved by each city's council, the County could begin drafting intergovernmental agreements and assembling the full SPLOST package for the 2025 referendum. XV. REPORT FROM COUNTY COMMISSIONERS Commissioner Jennifer Snelson Commissioner Snelson began the Commissioner' s comments by thanking the citizens for their ongoing work in the community. She expressed her hope that residents would participate in the upcoming "Keep Meriwether Beautiful" cleanup event scheduled for the weekend. She also extended her appreciation to County employees and acknowledged the efforts of newly appointed department directors, stating that she believed they were doing a great job and that she was glad to have them in their roles. Commissioner Gene King Commissioner King reminded everyone that the Cotton Fair- previously known as the Cotton Pickin' Fair-would take place the first weekend in May in his district. He encouraged to attend the event and support it. He also reminded the public about the countywide cleanup people event and noted that some residents had asked where the dumpsters would be located. He said he had been hearing positive feedback about the new department directors and overall County staff. He commented that it seemed the Board was working together well and emphasized that should continue moving in that direction. they Vice Chairman Emmett Collins Vice Chairman Collins also thanked staff and employees for their work. He said that he had recently visited a few locations where culverts were being replaced and thought the crews were doing a good job. Although he said he was not an expert in that area, it looked good to him. He closed his comments by echoing the earlier reminders about the cleanup day and the Cotton Fair. Commissioner Bryan Threadgill Commissioner Threadgill stated that he agreed with everything that had already been said but wanted to add a few thoughts. He emphasized that just like the County annually creates a list ranking roads from worst to best, a similar process should be implemented for County buildings. He suggested "sweeping" the buildings to assess their conditions and developing a worst-to-best list to guide repairs and renovations. He mentioned that as departments and offices were relocated or expanded, it was important to have a plan in place. He said the County needed being to figure out what to do with buildings that were sitting vacant, SO they didn' 't continue to deteriorate. Chairman Adam Worsley Chairman Worsley also echoed his colleagues thanks to staff for their hard work and encouraged everyone to enjoy the upcoming cleanup and Cotton Fair events. He stressed that the building assessment would help make future work sessions more productive. Additionally, he supported the idea of updating the County's Road condition list, noting that while it had been refreshed at the beginning of 2024, growth in the County could have changed some priorities. He concluded by saying, "We need to make the right decision at the right time". XVI. REPORT FROM COUNTY ATTORNEY County Attorney Michael Hill had no formal report but confirmed the need for an Executive Session. XVII. EXECUTIVE SESSION County Administrator Gorton stated there was a need for an Executive Session for all four reasons. A motion was made by Commissioner King and seconded by Commissioner Threadgill to go into an Executive Session to discuss litigation, personnel, real estate, and tax matters at 7:26 p.m. All were in favor. A motion was made by Commissioner Threadgill and seconded by Vice Chairman Collins to go out of the Executive Session at 8:13 p.m. All were in favor. A motion was made by Commissioner Threadgill and seconded by Vice Chairman Collins to go back into the Regular Session at 8:15 p.m. All were in favor. Upon return to public session, Chairman Worsley made a motion to accept the surplus sale ofreal estate funds from the IDA. The motion was seconded by Commissioner Threadgill. All were in favor. XVIII. FUTURE MEETINGS & NOTICES Chairman Worsley announced the future meetings and notices. XIX. ADJOURNMENT There being no further business, a motion was made by Commissioner Threadgill and seconded by Vice Chairman Collins to Adjourn the Meeting at 8:15 p.m. All were in favor. Approved by: Maronky Vok of Hx Boardof Conmabioners Attest: Pyach 3 Ataphors Counly Clet Date: AA > 7025