Coweta County Board of Commissioners 22 E Broad Street Newnan, GA 30263 Called Meeting/Regular Session www.coweta.ga.us Shannon Zerangue 770.254.2601 Thursday, May 18, 2017 6:00 PM Commission Meeting Room ~ Minutes ~ COWETA COUNTY BOARD OF COMMISSIONERS Call to Order Attendee Name Title Status Arrived Paul Poole District 1 - Vice Chairman Present Tim Lassetter District 2 Present Bob Blackburn District 3 Present Rodney Brooks District 4 Absent Al Smith District 5 - Chairman Present Michael Fouts County Administrator Present Eddie Whitlock Associate Administrator Present Kelly Mickle Assistant Administrator Present Shannon Zerangue County Clerk Present The Honorable Board of Commissioners of Coweta County, Georgia met in Called Meeting/Regular Session on Thursday, May 18, 2017. The following were also in attendance: Mr. Robert Rokovitz, City Manager, City of Chattahoochee Hills Mr. Doug Jewel, Mayor, City of Grantville Ms. Ruby Hines, Councilmember, City of Grantville Mr. Mark King, Councilmember, City of Grantville Mr. Al Grieshaber, City Manager, City of Grantville Ms. Audrey Holliday, Mayor, City of Haralson Mr. Dick Ford, Mayor, Town of Moreland Mr. Jeff Burgess, Councilmember, Town of Moreland Mr. Dan Cato, Councilmember, Town of Moreland Mr. George Cole, Councilmember, Town of Moreland Ms. Cynthia Jenkins, Mayor Pro Tem, City of Newnan Mr. Clayton Hicks, Councilmember, City of Newnan Mr. Dustin Koritko, Councilmember, City of Newnan Mr. Ray DuBose, Councilmember, City of Newnan Coweta County Board of Commissioners Page 1 Printed 5/26/2017
Called Meeting/Regular Session Minutes May 18, 2017 Mr. Cleatus Phillips, City Manager, City of Newnan Mr. Hasco Craver, Assistant City Manager, City of Newnan Mr. Brad Sears, Attorney, City of Newnan Representatives from the City of Palmetto (in absentia) Mr. Larry Owens, Mayor, City of Senoia MrChuck Eichorst, Councilmember, City of Senoia Mr. Bobby Graham, Councilmember, City of Senoia Mr. Harold Simmons, City Manager, City of Senoia Mr. Wendell Staley, Mayor, Town of Sharpsburg Mr. Alan Starr, Mayor, Town of Turin Mr. Mike Frnka, Councilmember, Town of Turin Mr. George Harris, Councilmember, Town of Turin Meeting Called to Order Chairman Smith called the meeting to order at 6:00 p.m. The following Cities/Towns by virtue of a quorum present, voted to call their respective meetings to order: City of Grantville Town of Moreland City of Newnan City of Senoia Town of Turin Pledge of Allegiance Chairman Smith led the Pledge of Allegiance. Invocation Invocation was given by Mr. Jeff Burgess, Councilmember from the Town of Moreland. Notification of Location of Rules Chairman Smith indicated the location of the rules governing the meeting. REGULAR SESSION 1. 5181 SPLOST Presentation Administrator Fouts gave a short presentation regarding Special Purpose Local Option Sales Tax (SPLOST). He reviewed the 2013 SPLOST collections (including projections through December 2018), briefly noted total funds utilized toward SPLOST projects by category, explained the 2019 SPLOST timeline, provided an estimate of 2019 SPLOST collections over the six (6) year period, listed the proposed 2019 SPLOST level two countywide projects, and highlighted the proposed 2019 allocations for each municipality. He explained that the next steps Coweta County Board of Commissioners Page 2 Printed 5/26/2017
Called Meeting/Regular Session Minutes May 18, 2017 would be for the municipalities and the County to finalize their respective list of projects, execution of a Resolution and Intergovernmental Agreement (IGA) associated with those projects, and execution of a resolution by the County calling for the referendum. In closing, he explained that advanced voting will begin in October, the referendum will be held on November 7th, and if approved by the voters, collections will begin in January 2019. Chairman Smith opened the floor for any comments, questions or discussion. In response to a question from Mr. Rokovitz (Chattahoochee Hills), Mr. Fouts explained that County staff will be distributing a draft resolution and IGA to the municipalities. Mr. Phillips (Newnan) suggested holding joint "Town Hall Meetings" when the respective project lists are finalized/published. In response to a question from Mr. Phillips (Newnan), Mr. Sears (Newnan) explained that state law provides how public funds can and cannot be utilized toward promotion of SPLOST, but that he would review current law regarding any limitations. Mayor Owens (Senoia) asked for clarification about which projects are and aren't eligible for SPLOST funding. Mr. Fouts explained that capital outlay projects, as broadly defined in state law, are eligible for SPLOST funding. He and Commissioner Lassetter suggested that the municipalities seek guidance from the City Attorney and the Georgia Municipal Association (GMA) if they have questions about their respective projects. Mr. Phillips (Newnan) noted that the GMA publishes a SPLOST Guidebook which is available to review. In response to a question from Mr. Phillips (Newnan), Mr. Fouts and Ms. Mickle explained that the projected 2019 SPLOST collections ($140 million) were derived from past collections plus 2.25% growth per year (conservatively). Ms. Mickle further explained that the 2013 SPLOST collections were estimated to be $120 million. Mr. Fouts informed the group that the resolution and IGA would be circulated to each municipality and requested that their respective projects be finalized no later than July 6, 2017, which will allow the Board of Commissioners to take action at their meeting scheduled on July 20, 2017. Chairman Smith called for any further comments, questions or discussion. Commissioner Poole expressed his appreciation to everyone in attendance and thanked them for working together to make Coweta County such a successful community. The following Cities/Towns by virtue of a quorum present, voted to adjourn their respective meetings: City of Grantville Town of Moreland City of Newnan City of Senoia Town of Turin Chairman Smith explained that the Board had some further items of business to address and called for a brief recess to allow those wishing to exit the meeting to do so. RESULT: PRESENTED Coweta County Board of Commissioners Page 3 Printed 5/26/2017
Called Meeting/Regular Session Minutes May 18, 2017 PUBLIC COMMENT (Items on the Agenda) Public Comments Regarding Items on the Agenda Chairman Smith called for comments regarding any items on the agenda. Mr. Jim Thomasson expressed his pleasure about the direction and brevity of the meeting. NEW BUSINESS Bids and Contracts 2. 5177 Request Approval/Execution of Change Order # 1 Associated with the Payton Road Rehabilitation and Resurfacing Project - 3rd District Chairman Smith called the meeting back to order. The Board voted to execute Change Order # 1 with C.W. Matthews in the amount of $150,565 to include the addition of approximately 1.7 miles to the scope of work associated with the Payton Road rehabilitation project (RB17.1). RESULT: EXECUTED [UNANIMOUS] MOVER: Tim Lassetter, District 2 SECONDER: Paul Poole, District 1 - Vice Chairman AYES: Paul Poole, Tim Lassetter, Bob Blackburn, Al Smith ABSENT: Rodney Brooks APPROVAL OF MINUTES 3. Minutes of Tuesday, May 09, 2017 The Board voted to approve the minutes from the Regular Meeting Session held on May 9, 2017. RESULT: APPROVED [UNANIMOUS] MOVER: Bob Blackburn, District 3 SECONDER: Tim Lassetter, District 2 AYES: Paul Poole, Tim Lassetter, Bob Blackburn, Al Smith ABSENT: Rodney Brooks PUBLIC COMMENT (Items Not on the Agenda) Public Comments Regarding Items Not on the Agenda Chairman Smith called for comments regarding any items not on the agenda. There were none. ADJOURNMENT Motion To: Adjourn The Board voted to adjourn the meeting. RESULT: APPROVED [UNANIMOUS] MOVER: Bob Blackburn, District 3 SECONDER: Tim Lassetter, District 2 AYES: Paul Poole, Tim Lassetter, Bob Blackburn, Al Smith ABSENT: Rodney Brooks Coweta County Board of Commissioners Page 4 Printed 5/26/2017
1 Coweta County Board of Commissioners Meeting: 05/18/17 06:00 PM 22 E Broad Street Department: Administration Newnan, GA 30263 Category: Discussion Prepared By: Shannon Zerangue COMPLETED Initiator: Shannon Zerangue Sponsors: INFORMATIONAL ITEM (ID # 5181) DOC ID: 5181 SPLOST Presentation County staff will present a SPLOST presentation for discussion. RESULT: PRESENTED Updated: 5/15/2017 2:10 PM by Shannon Zerangue Page 1 Packet Pg. 5
2 Transportation & Engineering To: Coweta County Board of Commissioners From: Tod Handley, Director of Transportation and Engineering Date: 5/10/2017 RE: Change Order # 1 for Payton Road Rehabilitation and Resurfacing Project (RB17.1) - 3rd District Issue: Change Order # 1 Associated with the Payton Road Rehabilitation and Resurfacing Project Discussion: A 1.7 mile portion of Payton Road was not included in the existing rehabilitation and resurfacing contract that is now underway. This portion of the roadway is located to the west of a load restricted bridge that will require materials and equipment to use and alternate and extended haul route through the Chattahoochee Bend State Park. Staff would prefer to perform the rehabilitation and resurfacing on the entire road under the existing contract. Because of the additional haul length, the contractor has provided revised pricing to perform the requested work on this portion of the road under the existing contract. The items/quantities that would be added to the existing contract and the proposed unit prices are shown in the following table: Item Description Quantity Unit Unit Price Extended Price Traffic Control (added) 1 Lump $11,382.10 $11,382.10 Recycled Asphalt Patching (added) 128 Ton $116.57 $14,920.96 Recycled Asphalt Leveling (added) 772 Ton $74.89 $57,815.08 Tack Coat 18 Gal $1.73 $31.14 Solid Traffic Stripe, 5 In, White 17,424 Lin ft $0.18 $3,136.32 Solid Traffic Stripe, 5 In, Yellow 17,741 Lin ft $0.18 $3,193.38 Dble Surf. Treatment w/ Sand seal 19,700 Sq Yd $3.05 $60,085.00 Total $150,563.98 The items highlighted in yellow are items that are not included in the existing contract or items that reflect an increase in unit price because of the increased haul length. The un- Updated: 5/15/2017 3:29 PM by Shannon Zerangue Page 1 Packet Pg. 6
2 Action Item (ID # 5177) Meeting of May 18, 2017 highlighted items would be increases in quantity only and would be performed at the existing contract price. The contractor has begun work on the project and is currently working on Payton Road. They have asked if the approval of this addition to the contract could be verified before they move to another road in the County to prevent an additional mobilization of equipment. FINANCIAL IMPACT: The extension of the existing rehabilitation and resurfacing project on Payton Road to include the portion of the road beyond the weight restricted bridge. The addition of this work will increase the contract by $150,565.00 05/18/17 123456 SPLOST ($150,565.00) Recommendation: Staff recommends that the Board execute Change Order # 1 with C.W. Matthews in the amount of $150,565 to include the addition of approximately 1.7 miles to the scope of work associated with the Payton Road project. Updated: 5/15/2017 3:29 PM by Shannon Zerangue Page 2 Packet Pg. 7
2.a Attachment: 2017.Amendment No 1(RB17.1).CW Matthews.Payton Rd (5177 : Change Order for Payton Road Rehabilitation & Resurfacing Packet Pg. 8