MINUTES MERIWETHER COUNTY BOARD OF COMMISSIONERS MAY5, 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 Nathan Lee 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 Mrs. Larkin Cunningham. III. PLEDGE TO THE FLAG All. IV. ADOPT AGENDA A motion was made by Vice Chairman Emmett Collins and seconded by Commissioner Bryan Threadgill to Adopt the Agenda. All were in favor. V. PRESENTATIONS 1. Scott Bowden - Discussion of County Maintenance on Meadows Boone Road. Mr. Scott Bowden of 27898 Roosevelt Highway, Luthersville, appeared on behalf of landowner, Herbert Crawford, who had purchased 200 acres at the end ofMeadows Boone Road. He requested that the County consider formally maintaining the road as part of the County Road System. Mr. Bowden acknowledged that while the road had not officially been closed, it had long gone unmaintained. He stated that the property owner was willing to install needed infrastructure like culverts and ditches to bring it up to standard. Commissioner Snelson asked if he was going to continue maintaining it if the County were to re-open it. Mr. Bowden replied that they could. Vice Chairman Collins asked if the County kept the road up to the property. Mr. Bowden replied that he was correct. County Attorney Nathan Lee gave legal advice in regard to them possibly looking into a bond for the purpose of the County agreeing to not maintain it but still open it back up for the public. Discussion continued about whether or not to open the road and who would be responsible for maintaining it. 2. Peaches in the Pines - Larry Dunaway Mr. Larry Dunaway of 3361 Wilbur Keith Road, Greenville, stated that 55 craft vendors and 14 food vendors had already registered, with no more food vendor slots available. Admission would be free this year, a change inspired by the success of the County's July fireworks event. The festival would include live music and a disc golf tournament. Mr. Dunaway requested more event-appropriate trash cans, help from the County's Public Works Department, and noted that 911 radios and emergency services had been on-site in the past and also requested this again for their event this year. Commissioner Threadgill stated he didn'tremember the 911 radios being a request in the past. Mr. Dunaway replied that they used them for communications purposes between the event staff and the Public Works employees. Commissioner Snelson asked about his request for mowers and ifhe was wanting the County to do that or someone else. Mr. Dunaway replied, forj just the standard mowing contractor to cut the grass the week before the event. Director Brian Griffith was asked to approach the podium - him and Mr. Dunaway discussed the logistics ofhow the County Public Works Department had helped them in the past. After discussion, Public Works Director Griffith stated that would work for his department. VI. FINANCE REPORT County Finance Director Jamie Tarleton provided the bank balances that were pulled that day at around 4 p.m. by County Administrator John Gorton due to her 90-day probationary period. Director Tarleton expressed that all financials were holding steady with no current issues, but she did highlight the new Recreation Account that had not been open for even a month, had reported over $10,000. Director Tarleton continued that the LGIP funds would be the same as they were in the previous meeting, and that the General Fund earned a little over $43,000 in interest for the month with a little over 4.2% yield. Director Tarleton continued that they were getting a great return overall on the investments, significant gains for the LGIP funds overall for the County thus far. For their meeting starting in June, they would start reporting their 2025 TSPLOST, and the last payment for the 2020 TSPLOST would be received and reported on the current statement, SO going forward it would be for 2025 on record. Tipping fees for the first quarter were notated last month that they knew what the amount was, but they had not yet received it, SO it was not reflected in the bank balances, but they did now have it and deposited it in the amount of$155,940. Lastly, Director Tarleton referenced their LOST, SPLOST, and TSPLOST allocations, which were still overall holding steady. The back page showed the SPLOST and TSPLOST commitments - SPOLST balance for spending remained over $768,000 and TSPLOST remained over $464,000. Director Tarleton concluded that the only current outstanding commitments were the jail plumbing and Public Works culverts. Commissioner Threadgill asked where the $10,000 came from in the new account for Recreation. Director Tarleton replied that her and John concluded that roughly 75% came from concessions. County Administrator Gorton stated that it was about 60% from concessions, registration fees for baseball, and some sponsorships. County Administrator Gorton corrected that the jail plumbing was not slated to start until the end ofMay-first of June due to jail restraints. VII. DEPARTMENT HEADS County Administrator Gorton read a letter from Judge Rasnick - it commended the work of Human Resources Director Valerie Chambers for her professionalism and contributions over the years. Chairman Worsley thanked Director Chambers and stated that was nice. VIII. CITIZEN COMMENT None. IX. MINUTES 1. Minutes, April 22, 2025, Work Session 4:00 p.m. A motion was made to accept the Minutes by Commissioner Threadgill and seconded by Vice Chairman Collins. Voting in favor were Vice Chairman Collins, Commissioner Gene King, Commissioner Jennifer Snelson, and Commissioner Bryan Threadgill. The vote passed. Chairman Adam Worsley abstained from the vote. 2. Minutes, April 22, 2025, Regular Meeting 6:00 p.m. County Clerk Allyson Stephens noted that she made a spelling change - Waddell Road had been corrected and updated. A motion was made to accept the Minutes by Commissioner King and seconded by Commissioner Threadgill. All were in favor. X. PUBLIC HEARING 1. Case# P25-002 = Request from Roger Lumsden to close Cane Creek Road from Hwy 85 to Cane Creek. The Bridge has been condemned and is no longer of public use. A motion was made to enter the Public Hearing at 6:23. p.m. by Commissioner Threadgill and seconded by Vice Chairman Collins. All were in favor. Building and Zoning Director Cassandra Jones noted that Mr. Lumsden requested closure of Cane Creek Road from Hwy 85 to the bridge, which had been condemned. Director Jones added that he owned land on both sides ofthe creek. Chairman Worsley asked if anyone in attendance wanted to speak in favor of closing the road. Mr. Roger Lumsden raised his hand and only wanted to note that he was in favor. Chairman Worsley asked if anyone in attendance was in opposition to closing the road. No opposition was voiced. A motion was made to exit the Public Hearing at 6:25 p.m. by Commissioner Threadgill and seconded by Commissioner Snelson. All were in favor. A motion was made to close Cane Creek Road from Hwy 85 through Cane Creek to Old Woodbury Highway by Vice Chairman Collins. This motion was seconded by Commissioner Threadgill. The Board acknowledged that only the portion advertised could be considered. A new motion was made to close Cane Creek Road from Highway 85 to Cane Creek by Vice Chairman Collins. This motion was seconded by Commissioner Threadgill. AII were in favor. XI. APPOINTMENTS 1. Appointment to the Pine Mountain Regional Library Board (3-year term which will begin on July 1, 2025, and expire 6-30-2028) County Clerk Allyson Stephens stated that if nobody was able to find anyone, they could table it until the next meeting, and that they had ample time to fill the appointment before it expired on July 1, 2025. Commissioner Snelson stated that she had a few people whom she would like to talk to. A motion was made to table the appointment till May 27, 2025, Regular Meeting at 6:00 p.m. by Commissioner Snelson. The motion was seconded by Commissioner Threadgill. All were in favor. XII. UNFINISHED BUSINESS 1. Request from Residents to Place November Lane in County Road System County Administrator Gorton stated that November Lane was currently classified as aj private road, and the residents were requesting it be admitted into the County Road system. Attached was a letter indicating that the residents were unaware oft the road's private status and were now willing to sign a quit claim deed and take all necessary steps to facilitate admission into the County Road System. Should the Board of Commissioners approve this request, the County Attorney would need to provide guidance on appropriate legal procedures to complete this transition. County Administrator Gorton acknowledged that Mr. Dunlap, a resident on November Lane, and some ofhis family were present. Commissioner King asked if it had been private this whole time. County Administrator Gorton stated that from the Staff" s research, it had been a private road from as far back as they could see. Commissioner King asked if anyone had reached out to the Public Works Director to go out and look at the road. Public Works Director Brian Griffith stated that he had been out there to see the road and that it was essentially a driveway to a couple of! houses currently and was less than 1,000 feet long. Director Griffith continued that they would need to strip the grass off and add a few loads ofr rock - the drainage was fine, and they could be in-and-out within a couple of days ifit was something the Board wanted to entertain. Director Griffith concluded that it wouldn't cost that much. Commissioner Threadgill asked who had maintained it for all these years. County Administrator Gorton replied that it had been the citizens since it was private. Mrs. Cynthia Dunlap approached the stand and spoke on her concerns for why she and her family were requesting the Board to put November Lane on the County Road System. Chairman Worsley asked that Director Griffith re-approach the podium in regard to the drainage issues. Director Griffith stated that the drainage started at the top and it all ran down the hill to the houses, and there was no corrective action for them, and they would intensify that run-off by stripping the grass off and adding gravel - it would only make it worse. Director Griffith added that he was unaware of everything going on behind their house, but they would only intensify the issues if they were to take it over and fix it or they would have to go behind their houses and drain the water somewhere. Chairman Worsley stated that they didn't own that and that wasn't part ofthe road. Commissioner King stated that he would love to help her, but there were concerns about the financial burden ift they were to take it over just to make things worse. More discussion followed in regard to finding a solution that could benefit November Lane residents while also considering the effects it would have on the County. County Administrator Gorton stated that they did find in Minutes from 2010, former Public Works Director Bruce O'Neal had gotten approval from the Board at that time to grant a right-of-way easement for the County to come on and do what they could do to try and fix it, but that was the only time the road had been touched according to County records. Director Griffith asked Ms. Dunlap if that was the time that they tried to fix it and made it worse. Ms. Dunlap confirmed that was correct. Chairman Worsley stated that he was no expert in the field, but it sounded like they needed to put a drain at the end of that road and then place a retention pond somewhere to hold the water, but they didn't own the property to do that. Ms. Dunlap stated that she was fine for them to go on her property. Mr. Dunlap stated that they would all sign and do whatever needs to be done. Chairman Worsley stated that they should maybe look into to doing a quit claim deed as a possible solution. Commissioner King explained that the property would no longer be hers and that it would be County property if they decided to take that approach, but they could not work on private property. Chairman Worsley advised that they go back and talk with the family members and then come back before the Board to reassess at that point. Director Griffith stated he would go back and do a thorough assessment of where it needed to be and where it would end up. County Administrator Gorton stated that Staff would look into a retention pond and get an assessment from Public Works and bring it back to the Board. Chairman Worsley stated that they wanted to help but they had to do it in the right way. A motion was made to table the request until the June 24, 2025, Regular Meeting at 6:00 p.m. by Chairman Worsley and seconded by Commissioner King. All were in favor. 2. Recreation Background Checks County Administrator Gorton stated that this item had been tabled from the prior meeting, and he had spoken with the Sheriff's S office, and they could run a background check for $10 per person. They would run it under letter Code E and run them through GCIC, SO they couldn't do it nationally, and the sex offender check would need to be done by Human Resources. County Administrator Gorton continued that the Woodbury Police Department could do the same thing but only charge $5 per person. Another option was NAYS (National Alliance for Youth Sports, Inc.) which would offer both background checks and coach certifications = the cost would be $15 per background check and $20 per certification. Chairman Worsley asked ifNAYS would be national. County Administrator Gorton replied yes. Another option was Ankored - the cost would be a $399 setup fee plus $10.95 per background check. Chairman Worsley stated they may need to table due to the need of checking with legal. County Attorney Nathan Lee stated they could make a motion to approve, contingent on legal review, or they could bring it back. Commissioner Threadgill asked ifi it was just the sex offender that needed to be national. County Administrator Gorton stated that with Code E, unless they were convicted it would not show, sO ifit was a pending charge, it would not show. Commissioner Threadgill stated that he did not see an issue with using the Sheriff's Department and them using Code E for $10 and then using the National Sex Offender website. County Administrator Gorton stated that would be Staff S recommendation. A motion was made to use the Sheriff S Department and then have Human Resources check the National Sex Offenders' website by Commissioner Snelson. This motion was seconded by Commissioner Threadgill. All were in favor. 3. Consideration of RFP for Courthouse Roof County Administrator Gorton stated that EMC Engineering Service, LLC had completed an assessment ofthe Courthouse. Based on the findings, Staff recommended issuing a Request for Proposals (RFP) for the Courthouse roof project, with the intent ofbringing submitted bids back to the Board of Commissioners for consideration. Once the RFP was reviewed and approved by legal counsel, Staff recommended that it be formally advertised for bidding. Additionally, Staff was in the process of obtaining a quote from EMC Engineering Services for the preparation and/or management of the RFP and the project itself, whether this is calculated as a flat fee or a percentage ofthe project cost. This information would be brought before the Board for further approval. Commissioner Threadgill asked where the money would be coming from. County Administrator Gorton replied that they had money in SPLOST and money in the General Fund, which recently came from a sale on property. A motion was made to approve the RFP for the Courthouse Roof through EMC Engineering by Vice Chairman Collins. This motion was seconded by Commissioner Threadgill. All were in favor. 4. Consideration of RFP for Courthouse 3rd Floor County Administrator Gorton stated that EMC Engineering Services, LLC, had completed an assessment ofthe Courthouse. Based on the findings, Staff recommended issuing a Request for Proposal (RFP) for the Courthouse 3rd floor remediation and renovations project, with the intent ofb bringing submitted bids back to the Board ofCommissioners for consideration. Once the RFP is reviewed and approved by legal counsel, Staff recommended that it be formally advertised for bidding. Additionally, Staff was in the process of obtaining a quote from EMC Engineering Services for the preparation and/or management ofthe RFP and the project itself, whether this was calculated as a flat fee or a percentage ofthe project cost. This information would be brought before the Board for further approval. A motion was made to approve the RFP for the Courthouse Roof through EMC Engineering by Commissioner Threadgill. This motion was seconded by Commissioner Snelson. All were in favor. 5. Reissue Countywide Commercial Revaluation RFP County Administrator Gorton stated that the RFP opening took place on April 3, 2025. Staff did not receive any bids and is seeking approval to re-advertise the request for proposals for the Commercial Revaluation project in Meriwether County with a 2026 tax digest date. County Clerk Stephens stated that it would be too late to try and get numbers based off the 2025 digest. County Administrator Gorton stated that notices would be going out this month. Chairman Worsley stated that it sounded like they wouldn't be able to complete it in 2025. County Administrator Gorton stated that was what one ofthe contractors was afraid of. County Clerk Stephens stated they had vendors reach out within the last week interested in when the County would put that back out for bidding. A motion was made to approve the reissue ofCountywide Commercial Revaluation RFP by Commissioner Threadgill. This motion was seconded by Commissioner Snelson. All were in favor. 6. Discussion ofLWCF County Administrator Gorton stated that Staff was recommended to revise the scope ofthis project at the last meeting - they could do it in phases, but they did need direction from the Board if they wished to change the scope. Staff recommended the following scope: grassy/open space, restroom facilities, ADA-compliant parking area, and an ADA-compliant walking trail. County Administrator Gorton stated that this was a $400,000 grant with a 50% match from the County. Commissioner Threadgill stated it would be $200,000 and $200,000 but the amount of this project would not be $400,000. County Administrator Gorton replied that with the four areas listed, it would be close to $400,000. County Clerk Stephens stated that this grant was for a passive park, and it was never for an active park = per statements from the last Board meeting. Commissioner King stated that they could add to it later since it was their land. County Clerk Stephens stated she needed direction from the Board before moving forward with the grant. County Administrator Gorton referred the Board to page 29 in their packets to show them the plans that the engineers drew up. Commissioner Snelson asked if they denied the grant - would it be harder when they reapply and get the grant again. Staff replied that it could. Chairman Worsley stated that he didn' 't know ifthis was the right project for them at this time, and he didn't want to do something just to keep a $200,000 grant. Commissioner Threadgill agreed and stated that he would rather put the $200,000 somewhere else that they were already working on. Chairman Worsley stated that he didn 't think this would keep them from receiving another grant with where Meriwether County was currently at status wise. County Administrator Gorton agreed. With no further comment from the Board, Chairman Worsley made a motion to allow the grant to expire. Commissioner Threadgill seconded this motion. All were in favor. 7. Discussion and Approval of2025-2026 Insurance Renewal and Allow Chair/Vice Chair to Sign All Benefit-Related Paperwork County Administrator Gorton stated that NFP received a renewal quote from Anthem and successfully negotiated a revised monthly premium of$174,034, resulting in an annual cost of $2,088,409 for the 2025-20256 plan year. This reflected an increase from the current annual cost of$1,889,963 (or $157,497 per month), amounting to a year-over-year increase of$198,446 based on 118 enrollees, with 90 employees. Aetna submitted a competitive quote of$173,164 per month, equating to $2,077,970 annually. The difference between the Anthem and Aetna proposals is $10,700 per year, and Aetna s pricing includes a 2.5% discount if the County opts to bundle Medical, Dental, and Vision coverage with them. Staff recommended staying with Anthem for medical, dental, vision, and AD&D insurance. Voluntary employee benefits such as, Symetra Short-Term Disability (STD), Symetra Long-Term Disability (LTD), Symetra Voluntary Term Life, Supplemental Health offerings, AirEvac coverage, and MASA Emergency coverage. County Administrator Gorton added that the numbers listed below were calculated using their current 126 participants, including 92 employees. The projected cost for the remainder ofFY2025, assuming the County absorbs the full premium increase, is $788,531, leaving a surplus of$320,630 in the current budget. The County currently contributes $146,776 per month toward premiums. Ifthe County were to fully absorb the increased cost, the monthly contribution would rise to $164,993. If the County absorbs the entire increase, the monthly cost would rise by $18,217. County Administrator Gorton referred the Board to the next page oftheir packets to see the breakdown for Employee cost and Employer cost at different amounts. Chairman Worsley asked what Staff's recommendation was. County Administrator Gorton replied that Staff recommended the $30 per month since the Board absorbed all ofthe cost last year with a substantial increase. If employees pay an extra $30 a month, it would be $15 per pay period. County Administrator Gorton concluded that it would bring a $14,436 increase to the County a month. Chairman Worsley asked ifthe employees would have chance to offset the $30. County Administrator Gorton replied that he was correct. Chairman Worsley stated that he believed at some point, the County would have to stop absorbing this cost, and what was outlined to them with the condition, health, and a lot of lifestyle choices - that was not the County's burden the continue with that increased cost. Chairman Worsley added that the employees had to take some ownership on their own health. A motion was made to move forward with the Staff recommendation and allow Chair/Vice Chair to Sign all benefit-related paperwork by Commissioner Threadgill and seconded by Commissioner Snelson. All were in favor. XIII. NEW BUSINESS 1. Set Public Hearing for Case #P25-003 = Request from Jacob Clare for the special use of parcel 172 073 001, 507 Dan Rd, Woodbury, for the proposed use of a 5-space RV Camp site. Staffis requesting to set this Public Hearing during the May 27, 2025, Regular Meeting at 6:00 p.m. This was for the special use of parcel 172 073 001, 507 Dan Rd, Woodbury, for the proposed use ofa 5-space RV Campsite. Commissioner King asked ifthis was approved, would they have to fall under the same guidelines as Lake Meriwether? County Attorney Nathan Lee advised the Board not to discuss a rezoning before the Public Hearing. Vice Chairman Collins asked if they would receive a map of the location at the Public Hearing. Building & Zoning Director Cassandra Jones replied that they would receive a map. A motion was made to approve the set date for May 27, 2025, at 6:00 p.m. for the Public Hearing for Case #P25-003 by Commissioner Threadgill. This motion was seconded by Commissioner Snelson. All were in favor. 2. Set Public Hearing for Case #P25-004 - Change ofOfficial Zoning Ordinance Article 10 - Manufactured Homes, Sec. 10.2 (c)-1. New statutes prohibit counties from regulating the age of a manufactured home. Staff are requesting to set this Public Hearing for the May 27, 2025, Regular Meeting at 6:00 p.m. This is because of new statutes that prohibit counties from regulating the age of a manufactured homes. A motion was made to approve the set date for May 27, 2025, Regular Meeting at 6:00 p.m. for the Public Hearing for Case #P25-004 by Commissioner Threadgill. This motion was seconded by Vice Chairman Collins. All were in favor. 3. Set Public Hearing for Case #P25-005 - Change of the Official Zoning Ordinance Article 7-1 District, Iot and height standards - easements. Staffis requesting to set this Public Hearing during the May 27, 2025, Regular Meeting at 6:00 p.m. This is for lot and height standards = easements. A motion was made to approve the set date for May 27, 2025, during the Regular Meeting at 6:00 p.m. for the Public Hearing for Case #P25-005 by Commissioner King and seconded by Commissioner Threadgill. All were in favor. 4. Update on Joint Meeting with Municipalities for 2026 SPLOST County Administrator Gorton stated they would need to schedule a joint meeting with the municipalities in June to discuss placing the continuation ofthe SPLOST tax on the November ballot. Staff was currently compiling project lists from each municipality to support this effort. The proposed dates for the joint meeting are during the week of. June 9 or the week ofJune 23. Once a date was selected, it would be important to communicate this to the municipalities promptly. This timeline would provide Staff with sufficient time to prepare the necessary documentation and allow municipalities adequate time to hold their respective meetings for approval and signature, if required. Chairman Worsley asked what date. County Administrator Gorton replied that they would like to have everything to the County Elections Office by July 1st. Chairman Worsley asked the Board ifthey wanted to schedule the meeting in June or try to wait. Commissioner Threadgill stated the earlier the better, because it could become a little bit cumbersome sometimes with the cities. County Administrator Gorton stated the week ofJune gth, and that most of the cities were having their meetings near the end of. June. County Clerk Stephens stated she would not be there June gth. A motion was made to set the meeting date for June the gth for later in the day by Commissioner Threadgill. This motion was seconded by Vice Chairman Collins. All were in favor. 5. Discussion of 2026 SPLOST Projects County Administrator Gorton stated that Staff recommended the following projects be included on the ballot for the County's 2026 SPLOST, which would serve as a continuation oft the current SPLOST: Building Renovations, Public Safety Vehicles and Equipment, Sheriff's S Office Vehicles and Equipment, Public Works Vehicles and Equipment, Recreation Improvements, Information Technology Upgrades, Roads and Transportation Infrastructure. Commissioner Threadgill stated they had just approved two RFPS for the Courthouse, sO they needed to get those numbers back sO they could see where they were financially before deciding to add a' Tier 1 project on top of that. County Administrator Gorton stated that this could be tabled, but it was Staff's s recommendation. There was no further discussion or motion made. 6. Confirm using the 2024 Tax Digest Millage Rate for HB92 - Notice of Assessments (NOA) County Administrator Gorton stated that in accordance with House Bill 92 (HB92), local governments were required to either certify an estimated rollback millage rate to bei included on the Notice of Assessments (NOA) or utilize the prior year's millage rate to estimate the taxes owed. Staff recommended using the prior year's millage rate to calculate the estimated tax amounts. County Administrator Gorton referred to PowerPoint slides on pages 48 and 49 in the Board's packets to show and further explain HB 92. County Clerk Stephens stated that page 49 was based on the Staff's recommendation. County Administrator Gorton stated that if they didn'tg get something, there would be a statement put on notice of assessment stating they did not certify the estimated rollback rate, and that this was all tied back to House Bill 581. Chairman Worsley stated that it said to provide an estimate of taxes owed SO ifi they did that, then are they locking themselves into that millage rate? County Administrator Gorton stated that option two was ifthe government fails to certify and provide an estimated rollback rate by the deadline, the NOA would use the previous year's millage rate that was prepared, similar to how NOAS were prepared prior to House Bill 581. Discussion continued about why option two was better for the County than option one. A motion was made to follow Staff" S recommendation by using the prior year's millage rate to calculate estimated taxes by Commissioner Snelson. This motion was seconded by Vice Chairman Collins. AIl were in favor. 7. Consideration ofl In-House Hot Asphalt Patching County Administrator Gorton stated that after consultation with Public Works Director Brian Griffith, it had been determined that the BAM product was not performing as expected. Efforts are currently underway to return three unused totes of the product. Director Griffith recommended transitioning to in-house hot asphalt patching. The attached quote from Reynolds- Warren outlined the equipment needed to initiate this process. The total cost for equipment was $45,399.48, with funding to be provided through TSPLOST. Director Griffith gave a further explanation ofthe trials his department had gone through to try and use the BAM totes. Commissioner Threadgill asked if they could add anything chemiçal-wise to harden it at a quicker rate. Director Griffith stated they were in the process of trying to get a refund for the BAM totes they had recently received, and he would like to try it with CRS2, which was a rapid set cationic ofbituminous material, but unfortunately, the only place that sold it was North Fulton and Perry, Georgia. Commissioner Threadgill asked what the cost difference would be between what they had now versus the other options. Director Griffith replied that CRS2 was about $3.25 a gallon, and what they were using now was about $13 per gallon, and it didn't work. Commissioner Threadgill asked for the cost difference between what they were using now versus what he was proposing with the hot patching. Director Griffith replied that they couldn't do pipe crossings with the current supply and that it would be a temporary fix, while the new supply and proposal would cut down on the amount of patching they would have to do. Commissioner Threadgill stated he had watched a documentary recently, and they were in New York doing the square cut patching, and they had stated it held up very well. Vice Chairman Collins asked if they could still do the square cut and use the existing patching equipment they currently had. Director Griffith stated that they could do it that way, but it would still be a temporary fix. Discussion continued about the BAM totes and the phases Public Works tried to get it to work. Commissioner Threadgill asked where the equipment was coming from. Director Griffith stated it would be coming from Lake City, Georgia. Further discussion occurred regarding the use of the current patching versus the proposed patching solution. Commissioner Snelson asked ifthis was the equipment he was more familiar with. Director Griffith replied: "Sure." # Vice Chairman Collins asked when the patcher ran out of asphalt, how would he refill it? Director Griffith replied that they would have to go back and get more from the asphalt plant. Commissioner Threadgill asked ifthey were going to spend $2,500 for 45 miles of freight, and if they could pick it up in Lake City. Director Griffith stated that they could absolutely go pick it up. Discussion continued about different types ofr machines and add-ons to make patching easier. A motion was made to approve in-house hot asphalt patching with the stipulation of trading in the current equipment by Chairman Worsley. Commissioner Snelson seconded this motion. All were in favor. 8. Consideration of Purchase of Storage Shed/Concession Stand for Recreation Department County Administrator Gorton stated that the Recreation Department was allocated $100,000 from the 2020 SPLOST. To date, according to accounting records, the department has received $38,168. The department was currently in need of a storage shed to house equipment, including a lawnmower, side-by-side Gator, baseballsoftball gear, and concession stand supplies. Several suitable shed options had been identified at Strickland Outdoors in Luthersville, Georgia. The estimated cost of a shed that meets these needs was approximately $11,000. Staff recommended utilizing SPLOST funds to purchase the shed, contingent upon approval from the Board of Education, to place the shed on the leased property at the George E. Washington Elementary School baseball fields, located at the rear ofthe school. Commissioner Threadgill asked ift that would pass the health department's standards, having a fuel container next door to a concession stand. County Clerk Stephens asked ifhe would be selling concessions out ofit. County Administrator Gorton replied: "Yes.' " Commissioner King expressed concern about the health standards as well and stated that he didn't think there would be enough room with all the equipment that needed to be stored there. Commissioner Threadgill asked if they could put a concession stand on wheels. Discussion occurred about a mobile food trailer for concessions for the Recreation Department. Commissioner King asked where he [Administrator Gorton] was getting the numbers from. County Administrator Gorton replied that he was getting them from Luthersville, Georgia = Strickland Outdoors. Further discussion occurred about a mobile food trailer for concessions for the Recreation Department. A motion was made to table this Agenda item until the next Meeting on May 27, 2025, at 6 p.m. by Commissioner Threadgill. This motion was seconded by Vice Chairman Collins. All were in favor. 9. Discussion of Facilities for Recreation Football County Administrator Gorton informed the Board that he, along with Mayor Stargell of Greenville, Council Member Ryan Moore, and Recreation Director Allan Fordham, had recently conducted a site visit to the City ofGreenville field located behind the Board of Education. County Administrator Gorton noted that there are currently three potential locations for hosting recreation football: Greenville High School, Flint River Academy, and the City ofOreenville field. Regarding the use of Greenville High School, County Administrator Gorton explained that an agreement with the Board of Education would be required. However, the school had requested a finalized game schedule in advance of the season a requirement the Recreation Department is currently unable to meet, especially due to potential postseason scheduling. As for Flint River Academy, County Administrator Gorton stated that the County would simply need to review and potentially renew last year's agreement, which had proven successful. Lastly, the City of Greenville owned the third option - the field behind the Board of Education - - and has expressed a willingness to invest in bringing it up to playable standards. However, County Administrator Gorton cautioned that significant improvements would be needed to have the field ready by the start of the 2025 football season in August. County Administrator Gorton expressed concern that the city may not be able to complete those upgrades in time, which could leave the County without a reliable facility. As a result, County Administrator Gorton recommended that the County proceed with using Flint River Academy's field for the 2025 season while continuing to evaluate the City ofGreenville s field for future use. Ifthe City were ultimately able to prepare the field to a playable condition with sufficient parking, Staff would support moving forward with that site in future seasons, using Flint River as a backup. Commissioner Snelson stated it would be better to use Flint River and then use Greenville as their backup in case there were any issues for this current year. County Administrator Gorton replied that she was correct. A motion was made to use Flint River Academy facility for the 2025 season and then use the City ofGreenville's field as a backup ifit was prepared in time by Commissioner Snelson. Commissioner King seconded the motion. All were in favor. 10. Request to allow EMC Engineering Services, Inc. to issue RFP and oversee the 2025 LMIG Project County Administrator Gorton stated that EMC Engineering Service, Inc. was contracted to conduct the assessment for the 2025 LMIG project list and had expressed a willingness to oversee the implementation oft the project for a fee based on the project cost overall. Staff are currently working to obtain the proposed fee and confirm EMC's availability and capacity to manage the project. IfEMC proves to be cost-effective and beneficial to the County. Staff would recommend authorizing EMC to oversee the project. County Administrator Gorton explained that it was common practice for engineering firms or contractors overseeing such projects to charge aj percentage ofthe total project cost in exchange for writing the RFP, managing the bidding process, and overseeing project execution. Commissioner Threadgill asked what percentage they were referring to. County Administrator Gorton noted that while he was still awaiting confirmation from Chris [representative of EMC Engineering), industry norms for similar government projects generally ranged from 4% to as high as 12%, while mid-range projects such as this - estimated at approximately $1 million to $1.5 million = typically fell between 4% and 6%. County Administrator Gorton acknowledged that in the past, the County had managed RFPS internally, with Mr. Bill Cawthorne handling both writing the RFP and overseeing the projects. Commissioner Threadgill asked when the deadline was for this. County Administrator Gorton replied that he was still waiting for EMC to provide its official percentage proposal. Additionally, the County had not yet released the RFP for the 2025 LMIG project because EMC was still finalizing its assessments for Stovall Road and Melvin Harris Road. Chairman Worsley discussed the rationale for using an outside engineering firm like EMC. It was noted that previous concerns had been raised about inflated or inconsistent pricing on local bids, and that using a firm with regional experience might help the County obtain more competitive rates. Vice Chairman Collins referenced earlier discussions, suggesting that if EMC's services proved to be both cost-effective and beneficial, Staff would recommend authorizing them to manage the full project. A motion was made to authorize EMC Engineering to write the RFP and oversee the 2025 LMIG project by Vice Chairman Collins. Commissioner King seconded this motion. Voting in favor were Chairman Worsley, Vice Chairman Collins, Commissioner King, and Commissioner Snelson. Voting in opposition was Commissioner Threadgill. The motion passed. XIV. REPORT FROM COUNTY ADMINISTRATOR County Administrator Gorton informed the Board that Staff would be moving forward with reestablishing the Meriwether County Recreation Advisory Board. County Administrator Gorton stated that the matter would be included on the next meeting Agenda for the Board's formal consideration. The revised advisory board would consist of five members, with each Commissioner appointing one representative from their respective district. County Administrator Gorton noted that the purpose of the Board would be to provide structured input and guidance to the Recreation Department, especially ahead of planning for fall sports programming. County Administrator Gorton also provided an update on ongoing meetings with municipalities regarding the 2026 SPLOST project lists. He reported that he had met with all cities except the Town ofLone Oak and was currently working to ensure each city had its project list approved by its council. These lists would then be submitted to County Clerk Allyson Stephens, who would prepare the necessary resolutions and intergovernmental agreements (IGAs) to support finalization at an upcoming Board meeting. In other operational updates, County Administrator Gorton stated that his office had been working with Public Works to address constituent concerns about trees obstructing roadways and had coordinated with the Animal Control Department to resolve complaints both in unincorporated areas of the County and within the City ofl Manchester. Additionally, County Administrator Gorton reported on participation in the County's required hazardous materials (HAZMAT) mitigation planning. He noted that the final meeting would be held the following day, after which the County would be in full compliance with HAZMAT mitigation requirements. It was also mentioned that he was awaiting the execution oft the finalized fire services agreement from the Town ofLone Oak. Although the staffh had confirmed that a signed copy existed, the agreement had not yet been delivered to the County for Chairman Worsley's signature. Commissioner Threadgill inquired whether the Recreation Advisory Board's composition had been officially updated from a nine-member to a live-member structure. County Administrator Gorton confirmed that the Ordinance had been amended the previous year to reflect a five-member board. XV. REPORT FROM COUNTY COMMISSIONERS Commissioner Bryan Threadgill: Commissioner Threadgill reported that he had no report. Vice Chairman Emmett Collins: Vice Chairman Collins thanked the Staff and all employees for the work they were doing. Commissioner Jennifer Snelson: Commissioner Snelson wanted to thank the citizens she had talked with = some who had been reaching out positively and some who had been reaching out with concerns. Commissioner Snelson stated that they were doing the best they could to address those as they came and thanked them for all their input. Commissioner Gene King: Commissioner King stated that he appreciated what everybody was doing, and that they had the Cotton Fair this weekend and he believed the rain may have messed them up a little bit, but they made up for it on Sunday with a beautiful, cool day with a big crowd. Chairman Adam Worsley: Chairman Worsley thanked everyone for the job they were doing, as well as the citizens that call and reach out. Chairman Worsley concluded that the involvement with citizens was good, even when it could be frustrating sometimes they appreciated seeing the citizens involved. XVI. REPORT FROM COUNTY ATTORNEY County Attorney Nathan Lee had no report. XVII. EXECUTIVE SESSION A motion was made to go into Executive Session at 7:33 p.m. for the purposes ofLitigation, Personnel, Real Estate, and Tax Matters by Commissioner King and seconded by Commissioner Threadgill. All were in favor. A motion was made to exit the Executive Session at 7:55 p.m. by Commissioner Threadgill and seconded by Vice Chairman Collins. All were in favor. A motion was made to re-enter the Regular Session at 7:55 p.m. by Commissioner Threadgill and seconded by Commissioner Snelson. All were in favor. No action was taken in the Executive Session. XVIII. FUTURE MEETINGS & NOTICES Chairman Worsley announced the Future Meetings & Notices before entering the Executive Session. XIX. ADJOURNMENT With no further business, a motion was made to Adjourn the Meeting at 7:55 p.m. by Commissioner Threadgill and seconded by Vice Chairman Collins. All were in favor. Approved by: Mamly Wde 0He fnudop foamssionos Attest: PLon y. Atepins Courhy Cleik Date: 1417 2025