MINUTES REGULAR MEETING Tuesday, October 16, 2012, 6:00 P.M. Commissioners Meeting Room, 500 West Lamar Street

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1 MINUTES REGULAR MEETING Tuesday, October 16, 2012, 6:00 P.M. Commissioners Meeting Room, 500 West Lamar Street I. Call to Order Randy Howard, Chairman at 6:00 PM. II. III. IV. Invocation Commissioner Hurley Roll Call Commissioners Present: Randy Howard, Rick Davis, Al Hurley, Andrea P.F. Brooks, Mark Waddell Staff Present: County Clerk Rayetta Floyd, County Attorney Bill NeSmith Absent: County Administrator Bill Twomey (EMA training) Adopt the Agenda A motion was made by Commissioner Waddell and seconded by Commissioner Hurley to adopt the agenda with the change of removing item XIV from the agenda and discussing it next month. V. Appearances A. Presentation of Proclamation Honoring Retired Educators Chairman Howard read the proclamation and a photo was taken of the Board and retired educators. B. Sumter County Board of Elections Robert Brady he introduced himself to the Board. He stated they have gained 1500 voters. As of yesterday for early voting there have been 279 people who have participated in early voting. C. Mr. Bob Ridgway no comment. VI. Citizen Comments Ed Weckwert, 110 Waterfront Drive, fire department complaints. He wants the number of calls put in the paper. These items are currently being published in the paper. VII. Consent Agenda Motion: Commissioner Brooks 2 nd : Commissioner Waddell A. Approval to rescind the motion made at the special called meeting on September 5, 2012 to approve naming Mr. Bill Twomey as the executing official for the Master Tax-Exempt Lease/Purchase Agreement with Municipal Asset Management Inc. B. Approval to name Mr. Randy Howard as the executing official for the Master Tax-Exempt Lease/Purchase Agreement with Municipal Asset Management Inc. (Tab 2) C. Approval to declare property at the Sumter County Fire Department surplus for scrap metal (Tab 3) D. Approval to declare property at the Building and Grounds Department surplus for scrap metal (Tab 10) S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

2 E. Approval of the minutes of Tuesday, September 11, 2012 at 3:00 PM, and Tuesday, September 18, 2012 at 6:00 PM (Tab 1) F. Approval of refund for homestead exemption to disabled veterans in the amount of $4, (Tab 14) VIII. Retirement Compliance with federal laws for GEBCORP (Tab 11) Leah Watson the county has to stay in compliance with the federal laws. New plans will be submitted later. Their attorney will talk to the IRS instead of our attorney. When the documents come in, she will them to the Board. A motion was made by Commissioner Waddell and seconded by Commissioner Hurley to adopt a resolution to be in compliance with the federal laws for the retirement compliance for GEBCORP. S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

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5 IX. Discussion of county roads for the Local Maintenance and Improvement Grant (LMIG) for FY 2013 (Tab 15) A motion was made by Commissioner Davis and seconded by Commissioner Hurley to approve the LMIG list of roads. Sumter County LMIG for FY ) Middle River Road (From Upper River Rd. to State Route 195) 6.27 miles Dist. 1 2) Shaaban (From Hwy 280 West to Cul de sac).6 miles Dist. 3 3) Mask Road (Hwy 280 E to Hwy 377) 3.8 miles Dist. 4 4) Pryor Road (Lee County Line to Hwy 280 E) 3.6 miles Dist. 4 5) Howard Johnson Road (From Hwy 280 West to McMahon Mill Rd.) 1.0 miles Dist. 5 6) Sylvan Road (From Sylvan Place to Dead End).4 miles Dist. 2 7) Brady Road (Rockdale to 118) 10.2 Miles Dist. 4 8) Leslie Lamar Road From (Lamar Rd. City Limits) 4.1 miles Dist. 4 9) Old Andersonville Road (49 To South Ga. Tech Parkway) 5.2 miles Dist. 1 10) Joe Buchannan Road (Hwy 45 to Hwy 30) 1.6 miles Dist. 3 11) Salter s Mill Rd (Hwy 49S to Hwy 308) 4.2 miles Dist. 3 12) Highway 45 N (Plains City Limits to Schley Co. Line) 10 miles Dist. 3 13) Lasco Harvey Road (Shiloh Rd to Hwy 30) 4 miles Dist. 3 14) Thomas Mill Rd (Logan Store Rd to Thrasher Rd) 4.7 miles Dist. 3 15) Logan Store Rd (Hwy 308 to Boo Cosby Rd) 5.2 miles Dist. 3 16) Pessell Creek Rd (Thomas Mill Rd to End of Pavement) 1.2 miles Dist. 3 17) Desoto Seed Farm Rd (Desoto City Limits to Lee County Line) 3.4 miles Dist. 4 18) Poole Gin House Rd (Hwy 27 to Jury Clarke Rd) 5 miles Dist. 1 19) Chambliss Road (Jury Clarke Rd to 50 yds past curve Widen, too) 50yds. Dist. 1 20) New Era Road (Hwy 49N to Tom Summers Rd) 1.7 miles Dist. 1 21) N Carter Fishpond Rd (Hwy 45S to Old Plains Hwy) 1.4 miles Dist. 3 22) Bob Hale Rd (Old Plains Hwy to Cul de Sac) 1.2 miles Dist. 3 23) Sam Rogers Rd (Arch Helms Rd to Croxton Cross Rd) 4.1 miles Dist. 3 24) Old Dawson Rd (Hwy 19 S to Arch Helms Rd) 5 miles Dist.3 25) Smallpiece Rd (Thrasher Rd to Salter Mill Rd) 1.4 miles Dist.3 S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

6 X. Approval of agreement between Sumter County, Georgia and Hofstadter and Associates, Inc. for construction of Storm Drainage and Street Improvements, Africana/Pecan Community, FY 2012 CBDG with the total engineering fee in the amount of $48, and any other additional services fees as outlined in Exhibit A (Tab 16) A motion was made by Commissioner Hurley and seconded by Commissioner Waddell to approve this agreement. S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

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18 XI. XII. XIII. Approval to declare 1 lot of cell phones at the Correctional Institute as surplus (Tab 13) A motion was made by Commissioner Waddell and seconded by Commissioner Hurley to approve this item. If the cell phones are not sold on GovDeals, then they will be donated to a charity specified by the Board. Approval of County Extension personnel contract/ memorandum of understanding between the Board of Regents of the University System of Georgia on behalf of the University of Georgia Cooperative Extension and the Sumter County Board of Commissioners (Tab 12) A motion was made by Commissioner Waddell and seconded by Commissioner Davis to approve this contract. Approval of contract for professional services between Grant Specialists of Georgia, Inc. and the Sumter County Board of Commissioners for all administrative services for the sum of $56,000 (Tab 17) This contract is tied to the grant. A non appropriations clause is not needed. A motion to approve this contract was made by Commissioner Davis and seconded by Commissioner Hurley. S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

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26 XIV. XV. Discussion of bidding out county land This item was removed from the agenda and will be discussed at the next meeting. Executive Session A motion to go into executive session to discuss a real estate and personnel matter was made by Commissioner Waddell and seconded by Commissioner Hurley. The Board went into executive session at 6:26 PM. The roll call for executive session was the same as the beginning of the meeting. A motion to come out of executive session was made by Commissioner Waddell and seconded by Commissioner Hurley. The Board came out of executive session at 7:03 PM. The Board came out of executive session and a motion to approve executive session minutes was made by Commissioner Waddell and seconded by Commissioner Hurley. XVI. Reports: A. Fire Department (Tab 35) John Ekaitis The county signed a mutual aid agreement with Macon State. B. Fleet Management Report (Tab 36) C. Parks and Recreation (Tab 37) Tim Estes D. NEOS IT Report (Tab 38) E. C.I. Report (Tab 39) Warden Jimmie Colson F. Code Enforcement Report (Tab 41) Mike Sudduth G. Human Resources Reports (Tab 42) Leah Watson 1. Health Insurance Status 2. Human Resources Monthly Employee Report 3. Positions Filled Report INFORMATION ONLY H. Public Works (Tab 43) Willie Young I. Sumter County Extension Service Reports (Tab 44) Bill Starr J. Financial Reports Ann Barefoot 1. LOST/SPLOST Revenues Report (Tab 45) 2. SPLOST 2004 Expenditures (Tab 46) 3. SPLOST 2007 Expenditures (Tab 47) 4. Capital Projects Expenditures (Tab 48) 5. Fire Department - Monthly Expenditures (Tab 49) 6. General Fund Monthly Expenditures (Tab 50) XVII. Other Business A. Commissioners: 1. Brooks Nothing at this time. 2. Davis Nothing at this time. S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

27 3. Howard Staff will the Board a list of county property available for auction. He wants to reinstate the fact that Commissioner Brooks serves as the county representative for attendance at the Chamber of Commerce meetings. On October 25 th the District 8 meeting will be held in Randolph County. 4. Hurley Nothing at this time. 5. Waddell Nothing at this time. B. County Attorney He is proud of his new office. He has been going through the volunteer fire fighter training. The Board has a office in the building as well. C. County Administrator - Absent. D. County Clerk Nothing at this time. E. Finance Director Absent. XVIII. 7:08 PM. S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM

28 Information Section 1. ACCG A. ACCG District 8 Fall Meeting on Thursday, October 25, Comprehensive Economic Development Strategy Plan Reminder Section 1. November 26, 2012 Flag Dedication Ceremony in Courtroom A at 10:00 AM. Boards/ Authorities Minutes 1. Airport Authority Minutes of the August 20, 2012 minutes S:\2012 Minutes\Minutes of the REGULAR MEETING doc1/23/20138:56:59 AM