STATE OF GEORGIA

 

 

COUNTY OF HENRY                        

 

The Henry County Board of Commissioners held a meeting at 9:00 A.M., on Monday, March 15, 2004, in the Community Room, County Administration Building, 140 Henry Parkway, McDonough, Georgia.  Notice of this meeting was posted on the bulletin board in the entrance foyer of the County Administration Building.  The Daily Herald was notified of this meeting.  Those present were:

 

            Leland Maddox, Chairman, presiding

            Lee Holman, Vice-Chairman, District V Commissioner

            Warren E. Holder, District I Commissioner

            Gary M. Freedman, District II Commissioner

            Gerry Adams, District IV Commissioner

 

            (Jason T. Harper, District III Commissioner arrived late @ 10:50 AM for

                 Executive Session.)

 

Also attending were Linda Angus, County Manager; Susan B. Craig, County Clerk; Patrick Jaugstetter, County Attorney; Shay Mathis, Deputy County Clerk; Michael Harris, Public Works Division Director; Tom Couch, Assistant to the County Manager-Special Projects; and others.

 

Chairman Maddox called the meeting to order and asked for an Acceptance of the Agenda.   Commissioner Holman moved to accept the Agenda with the following amendments:  Item III regarding the Hospital Bond has been recommended by our County Attorney to be postponed until tomorrow’s meeting (3/16/04), and Item VI.B. the request for approval of the FY 2004 Services Contract between A Friend’s House and Henry County to be removed.  Also the Board has been given two (2) exhibits.  The first one is Exhibit #6 Agenda Item V.C. which is the request for approval of a bid for the construction of a soccer complex at North Mt. Carmel Park, and secondly, Exhibit #9 Item VI.A. the request for approval of a bid for landscaping for Heritage Park Village in Henry County.  Commissioner Adams seconded the motion.

 

Commissioner Freedman asked if the Board had been given the handouts for the Hospital Bond.

 

Chairman Maddox responded, “no, sir.  Against my better judgment, I just signed four papers going to the Court this morning.  They were pressuring me….the County Manager…. the Attorney is in Court and they brought them back to me the second time; I have not read any of it, and I do not know anything about it.  But I know what happened I did last time by not signing something, I went through the ringer on it.  Bringing things to this Board in the mornings like this, when we do not have any time to look at or read over it, is just un-called for in my opinion.  I would like to have a meeting with you and the Directors who bring this stuff to the Board.  Here before me are two (2) bids that went out, and we get them this morning when I got here.  I do not want to participate in this again.”

 

Commissioner Freedman asked if copies of the handouts could be distributed before the March 16th meeting.

 

Chairman Maddox said, “the Attorney was to bring them back from the Court, and I told them I would like to have them back so I could read them before I signed the papers.   The Attorney knows a lot more about it than I do; so I went ahead and signed it.  Yes, we were supposed to have the exhibits two (2) weeks ago.  That is a quest I have so I can sit down and study it.”

 

Commissioner Holman asked for a copy of the Hospital Bond papers that the Attorney was reviewing.

 

Ms. Angus, County Manager, said if she had a copy she would give Commissioner Holman a copy.  “They put this on a fast track with the 30-day close, but I do not believe it will be ready tomorrow.  The Tefra Hearing is this morning, and I told them Friday that I did not think they could have the Tefra Hearing without the Board’s approval.  I thought the Chairman’s signature was enough to take to Court.  We are not trying to slow them down; we just do not have the documents.”

 

            Commissioner Holman inquired as to what a Tefra Proceeding is.  The County Manager explained, “it is a proceeding to validate the bond issue with the Courts because it’s a non-profit and quasi public because of the support from the County.”

 

  Commissioner Holman also asked for an explanation of a Preliminary Official Statement.  The County Manager replied, “it’s a statement that is issued with the financials; it lays out the health of the hospital and operations and the County’s ability to back them.”

 

            The motion passed 4-0-0 with Commissioners Adams, Freedman, Holder and Holman in favor.

 

Public Safety Division:

 

            Request to Purchase Replacement Laptop Computers for the Criminal Investigation Division of the Police Department.

 

            Approval is sought for the Board to allow the purchase of ten (10) laptop replacements from the Forfeiture Fund for the Criminal Investigation Division.

 

            Current software applications are inadequate due to the increased hardware requirements used in the Criminal Investigation Division.  Information Systems recommends computer replacements be made of computers which do not meet suggested minimum hardware specifications of current software applications.  The current county standard specifications for new purchases of computers will suffice.

 

            The price for ten (10) new Dell Pentium M Processors (laptops) for the Criminal Investigation Division under the State contract is $2,072.82, for a total of $20,728.20

 

            Commissioner Adams made a motion for an approval of the resolution; Commissioner Freedman seconded the motion.  The motion carried 4-0-0 with Commissioners Adams, Freedman, Holder and Holman voting in favor.

 

            Request to Purchase Replacement Desktop Computer for the Records Division of the Police Department.

 

            Approval is sought for the Board to allow the purchase of seven (7) desktop replacements from the Forfeiture Fund for the Records Division.

 

            Current software applications are inadequate due to the increased hardware requirements used in the Records Division.  Information Systems recommends computer replacements be made of computers which do not meet suggested minimum hardware specifications of current software applications.  The current county standard specifications for new purchases of computers will suffice.

 

            The price for seven (7) new Dell Pentium 4 Processors for the Records Division under the State contract is $1,350.78, for a total of $9,455.46.

 

            Commissioner Adams made a motion for approval of the resolution; Commissioner Freedman seconded the motion.  The motion carried 4-0-0 with Commissioners Adams Freedman, Holder and Holman in favor.

 

            Request to Purchase a Total Station Forensic Mapping System for the Police Department.

 

            Approval is sought for the Board to allow the purchase of a Total Station Forensic Mapping System under the Local Law Enforcement Block Grant 2003-LB-BX-2224, Project PD03G1.

 

            A total station is an electronic measuring device.  It measures distance and angles.  It’s used for crime scene and accident scene diagramming to scale that will assist and aid in investigation and prosecution of such cases.  Attached to the station is a data collector.  The data collector controls the station and tells it when to measure.  It also allows the ability to connect points by lines.  The data collector file is transferred into a computer to complete the drawing.  It is in the software that symbols, text and a border are added for the ability to generate several 2D and 3D diagrams for courtroom presentation and analysis.

           

            Four vendors submitted bids for this purchase and Earl Dudley Forensic Arts won the bid at $12,300.00.

 

            Commissioner Adams made a motion for approval of this resolution; Commissioner Holman seconded the motion.

 

Commissioner Freedman asked why staff did not recommend the low bid from Navigation Electronics, Inc.  Chief Henry White, Chief of Police, explained the vendors did a presentation, and staff felt the vendor chosen had the best product.  The low bidder did not meet what was needed for this type of apparatus.

 

            Commissioner Freedman stated there is more than one crime scene vehicle and more than one accident investigation team. Why was the bid for only one mapping system? Will it serve everyone?  Chief White answered, “yes it will.”  Commissioner Freedman asked if the mapping system was mobile.  Chief White stated, “it’s more than a system that can be carried along; it will enhance a crime scene so we are able to do a mirror of things with it so that if we have a crime scene and it ties up traffic at an intersection or roadway, this will give us an advantage over not having to do that.”

 

            The motion carried 4-0-0 with Commissioners Adams, Freedman, Holder and Holman in favor.

 

            Public Works Division:

 

            Presentation to Mr. Jerry Tolbert for Service and Dedication to Henry County.

 

            Commissioner Holder addressed the Board and people in attendance:  “Many times we honor and show appreciation to employees that have been with the County.  Today we are going to show appreciation to a person who has been a ‘can do’ person; he has been a person when asked to do things responded in the positive.  I’m sure there is not a member sitting on this Board that has not called on this person at one time or another for a job or a task or to get someone off their back or whatever the reason.” 

 

“The person that I am speaking of this morning is certainly Jerry Tolbert.  Jerry we want to show you appreciation today.  Jerry has been with the county about 14 years.  He came in as a development inspector, and then DOT.  He’s been with DOT since 1995 and certainly it’s a great honor, and words can’t express the appreciation that I have and I am sure that I am echoing the response of the other Board members of the appreciation that we have over the last 14 years with your service to Henry County.”

 

            Commissioner  Freedman also made a statement:  “Jerry, I have been on this Board 8 years, and the first day on the job someone said to me, ‘if you want to get something done call Jerry Tolbert.’  I want to tell you for 8 years you have proven that to me.  It’s not very often we have a male member leaving where we say we love you, but I have to tell you we do.  Our hearts are with you; I think we went a great way to put a lot of pressure on you, and you responded admirably in every way.  I can only say thank you, not only from the Commissioners, but from the citizens of Henry County.”

 

            A certificate was presented to Mr. Jerry Tolbert and pictures were taken. 

 

 

Request Approval of a Bid to Purchase Museum Storage Equipment.

           

            WHEREAS, sealed bids were solicited for the purchase of Museum Storage Equipment for the SPLOST Department;

 

            WHEREAS, two (2)  vendors submitted bids for this purchase, as follows:

 

            VENDOR                                         CITY/STATE                 BID AMOUNT

 

Viking Metal Cabinet Co., Inc.       Chicago, IL                             $26,335.00

 

            Delta Designs, LTD.                        Topeka, KS                           $30,481.00

 

WHEREAS, funds are available in the budget of the SPLOST Department to complete this purchase; and

 

WHEREAS, Viking Metal Cabinet Co., Inc. bid in the amount of $26,335.00 meets bid specifications.

 

            NOW, THEREFORE, BE IT RESOLVED, the Henry County Board of Commissioners awards the bid for the purchase of Museum Storage Equipment for the SPLOST Department to Viking Metal Cabinet Co., Inc. in the amount of $26,335.00 and authorizes the Chairman to sign all necessary documents to accomplish this purchase.

 

            Commissioner Adams made a motion for approval of the resolution; Commissioner Holder seconded the motion for discussion.

 

            Commissioner Holder asked for more information regarding this item. 

 

Michael Harris responded, “these are specialized cabinets used to store some of the artifacts within the museum itself.”

 

Ms. Angus stated “the barn being built at Heritage is going to be a museum, and in the outer wings of the barn they will be air-conditioned and cooled, and the artifacts displayed are going to be warehoused in the wings of the facility.   It seems like a lot of money, but the museum business is not an inexpensive endeavor.  It is a nice addition to a community.  We could have had cabinets much cheaper, but it is the issue of preserving.”

 

Mr. Glynn Purser, Purchasing Department, said, “we are bidding on seven (7) cabinets, and the next item is fifty-six (56) or eight (8) shelves each for those seven cabinets.  It is a combination and what we had to do, for the vendors to bid properly, was to break it out with the shelving separate from the cabinets.  It looks like it is a total of ten (10) cabinets and the materials that go with those cabinets (shelves, rods, etc.).”

 

The motion carried 3-1-0 with Commissioners Holder, Adams and Holman voting in favor and Commissioner Freedman voting against the motion.

 

Request Approval of a bid for the Construction of a Soccer Complex at North Mt. Carmel Park.  

 

After reviewing seven (7) vendors who submitted bids for this purchase, this is a resolution to award the sealed bid for the construction of a Soccer Complex at N. Mt. Carmel Park to Lewis Construction and Consulting in the amount of $469,900.00 with the following add alternates:

 

·        Alternate #1  -  furnish and install sod (in lieu of sprigging)  $ 49,000.00

·        Alternate #2  -  pave tennis courts, tennis parking lot, etc.       159,900.00

·        Alternate #3  -  furnish and install fire protection lines and       26,100.00

                                   hydrants.

 

This project is SPLOST funded.

 

Commissioner Holman made a motion to approve the resolution for discussion purposes; Commissioner Freedman seconded.

 

Commissioner Freedman said he had questions about which of the alternates we would want to include.

 

Glynn Purser said he could explain the difference in the wordings.  “The base bid amount is $469,900.00.   There were three (3) alternates included and all of them were added alternates depending on how much was budgeted and how much the bid was.  We would accept any number of alternates that we had money to pay for.  I do not know what the budget is.”

 

Commissioner Freedman asked Roy Clack, SPLOST Management, if we had gone by the general contract, what would it have cost?

 

Mr. Clack answered, “what we got in the contract was just through the grading; we had not gotten the prices in yet to compare the two, but we think this is a very low price. 

 

Commissioner Freedman said, “since this is my SPLOST money and I never planned for the tennis courts to be in this phase, I am not going to ask them to put that in there, but I appreciate you getting the price.  Mr. Bledsoe, I have to commend you because I know you went out and you saw the first price and you thought it was too high and then you went out for bids.  Is that correct?”

 

Mr. Bledsoe said, “that is correct.”

 

Commissioner Freedman asked, “what was the first price?”

 

Mr. Bledsoe said, “the only numbers I saw was $309,000.00 for the grading and $189,000.00 for the paving, and $80,000.00 for the pipe work.”

 

Commissioner Freedman asked what was alternate #3.

 

Ms. Angus said fire hydrants.  The hydrant is to extend the water line to the parking area.

 

Commissioner Freedman referenced Alternate #1 and asked where were we on sod in lieu of sprigging.

 

Mr. Clack said, “to include sod and see if it was in the budget; it would be best to sod the entire soccer fields.”

 

Commissioner Freedman asked if the motion was for the initial $469,900.00.

 

Chairman Maddox replied, “that is the resolution I read.”

 

Commissioner Freedman asked if the motion could be amended to include Alternate #1 and #3?

 

Commissioner Holder asked what the SPLOST budget was for this.

 

Commissioner Freedman said, “of the $1.7 million that we had, I put $700,000 in there for that, but I think this is mixed with SPLOST II funds also.”

 

Mr. Clack said, “$750,000 in SPLOST II currently has been moved into this project; there is $400,000 left out of the $700,000 in SPLOST I.”

 

Chairman Maddox asked, “while you are there doing the grading and everything, would the tennis courts cost more if you bid them out at a later time rather than now?”

 

Mr. Bledsoe answered, “yes, you will never get them cheaper than what they are right now.   There will be two (2) tennis courts with a parking lot associated with the courts.”

 

Commissioner Freedman said, “the plan calls for a lot of work on the soccer fields, construction of a concession stand and two sets of restrooms, and I am running out of money.  The tennis courts were not in the phase we are in now; they were in phase III.  I am just trying to finish up phase I and II before I get into phase III.”

 

Mr. Michael Harris said, “from a staff standpoint, it was included as a total of the project, we wanted to get alternates right now to see what the price is going to be.”

 

Commissioner Holman asked what alternate the SPLOST staff recommends.

 

Mr. Bledsoe answered, “you definitely want to take advantage of the sod for the soccer fields; the tennis courts to be done as the Board wishes; the water line is still to be determined by the County putting it in themselves, but I do not believe you can do it as cheap as this quoted price.  All of the pricing is very good.  As far as the tennis courts, if the money is there you should do it.”

 

Ms. Angus said, “if you are interested in an alternate source of funding for Alternate 2, and from what I understood during our impact fee discussion, the Board was more interested in paying as you go.  If this is a park improvement and you do not want to take it out of the SPLOST money, there may be an alternative funding solution, either impact fees or general fund.”

 

Commissioner Freedman said he was trying to do it in phases, for phase I, phase II and phase III. “This is a phase III item, and I would like to finish phase II before we move on to phase III.   We still have to do two sets of restrooms and a lot of other things; I just do not want to dry the money up.”

 

Commissioner Freedman asked for the motion to be amended to include Alternates 1 and 3.   He stated he did not want to include Alternate 2 because it is in phase III.  The cost would be $545,000 total without Alternative 2. 

 

Commissioner Holman amended his motion; Commissioner Freedman amended his second.  The motion carried 4-0-0 with Commissioners Holman, Freedman, Holder and Adams voting in favor of the motion.

 

Ms. Angus said, “we have a lot of strong people like Michael Harris, Roy Clack and Lyn Bledsoe.  Mr. Bledsoe has paid us back in one month more than we will pay him in five (5) years in cost savings.  I appreciate the value they are all adding.   Michael Harris and Mike Bush did an incredible job pulling documents together.”

 

Request Approval of a Bid to Purchase Antique Street Lights for Heritage Park.

 

This is a resolution to award the bid to purchase antique street lights to be utilized at Heritage Park.  The County solicited bids for this item and received four (4) quotes.  This resolution authorizes the County to proceed with awarding this bid to P & S Electric Supply, as the lowest qualified bidder.  The award amount will be $34,000.00, and this project is SPLOST funded. 

 

Commissioner Adams made a motion to approve the resolution; Commissioner Holder seconded. 

 

Commissioner Freedman said he noticed we did not go with the lowest bidder again.

 

Ms. Angus stated, “the Committee, working on the Heritage Park program, did not like the appearance of the low bid.”

 

The vote was taken on the approval of the resolution; the motion carried 3-1-0 with Commissioners Holman, Adams and Holder voting in favor and Commissioner Freedman voting against.

 

Request Approval of a Bid to Purchase Concrete Curbing and Paving on an Annual Contract Basis.

 

The current contract for concrete curbing and paving will expire March 14, 2004.  The request is for a replacement County-wide contract that will be available to all departments requiring these services.  Sealed bids were solicited for the purchase of concrete curbing and paving on an annual renewable basis, and two (2) vendors submitted bids for this purchase.  Funds are budgeted in the various departments for these services.  Henry County Board of Commissioners awards the contract to Curb Specialists, Inc. who meets bid specifications.  Award is to be as a unit/price contract with no fixed quantities; prices shall remain firm for the contract period; services will be ordered as required and approved.

 

Commissioner Holder moved to approve the resolution; Commissioner Adams seconded.

 

Commissioner Holman said he was aware this company had previously done work for the County.  The work was redone and it cost nothing to the County so he commended the company because they stand behind their work.  This work was a set of steps at Heritage Park and they were laid out in error.  The concrete was poured and this company went back and, at no cost to the County, fixed the problem.

 

The motion carried 4-0-0 with Commissioners Holman, Freedman, Holder and Adams voting in favor of the motion.

 

Human and Community Services:

 

Request Approval of a Bid for Landscape Work in Henry County.

 

Sealed bids were solicited to complete a landscaping project at Heritage Park Village, and fourteen (14) vendors submitted bids for this project.  CMC Landscaping’s bid in the amount of $11,900.00 meets bid specifications and is recommended by departmental personnel.  This project is SPLOST funded.

 

Commissioner Adams made a motion to approve and said he had some questions; Commissioner Holder seconded with questions also. 

 

Commissioner Holder said, “many times you receive bids with quite a range of prices, but from $12,000 to $40,000 on a landscaping project makes you wonder are you getting what you are asking for (is the quality of the work and the plants comparable).  It certainly waves a flag to me when it is that much difference, and some of these vendors I do know and they work throughout this County.”

 

Mr. Clack responded, “I talked to Jerry West with CMC Friday afternoon, and he has been on other projects with the County in planting trees and other items.  Jerry says he has a good source for plants/trees that he pays a good price for, and they are a local company.  He does not have the overhead that the other vendors have, and Jerry feels his bid is solid and is worth that amount of money.  He guarantees his plants and trees, and will replace if necessary.”

 

Ms. Angus said, “in an effort not to discourage any one vendor over another, this concerns me only because of the experience we have with the trees around the jail.  If we could put this off until tomorrow, I would like a day to look over this again.”

 

Commissioner Adams withdrew his present motion and moved to address this issue in the March 16th Board of Commissioners Regular Board Meeting.  Commissioner Holder seconded.

 

Commissioner Holman said, “the last meeting we had to discuss all the SPLOST projects, there was a list provided showing the amount of money encumbered for each project.  Today we have had numerous things to change the tally.”

 

Ms. Angus said, “we are accounting for that by pulling each resolution after each meeting and making the required journal entries.  In the Heritage SPLOST I money, there is $179,000 remaining to complete these projects.”

 

Commissioner Holman asked for a list showing these projects, how much has been encumbered, and a promise that started out as a tier and now is a designation.  He said we keep pulling from the allotted funds.  He asked for it to be presented to the Board in a table form so the Board could see as the balance was drawn upon.”

 

Ms. Angus stated, “if you look back at the documents you got last week………”

 

Commissioner Holman responded, “I am talking about these type of things that come in front of us to give us an update on those balances.”

 

Ms. Angus said, “you and I have had this discussion before.  We are working toward that and we pick these up after…..and that one act has only been put into place within the last month after I found a couple of things the Finance Department had overlooked.  We now have the process in place that catches resolutions after they pass.  If you will allow us to get that in place, then I think something that is meeting ready at this moment is too much for us.  We are just not there yet.”

 

Chairman Maddox said, “these are already in the process prior to what we agreed to do a month ago.”

 

Chairman Maddox repeated the motion to table this resolution until the March 16th Board Meeting.  The motion carried 4-0-0 with Commissioners Holman, Holder, Adams and Freedman voting in favor.

 

Administration and Finance Division:

 

A Request for Approval of a Bid Pertaining to the Purchase and Installation of Fencing.

 

Sealed bids were solicited for the purchase and installation of various fencing on a renewable contract basis, and four (4) vendors submitted bids for this purchase.  Funds are budgeted by the various departments for this commodity.  Nations Fence, Inc.’s bid best meets bid specifications.  Award is to be a unit/price contract with no fixed quantities; prices shall remain firm for the contract period; materials will be ordered as required and approved.

 

Chairman Maddox had a question on the drastic difference in price of spec #28, ‘field fence, bob wire four strands per linear foot’ comparing a low bid ($2.10) of Nations to the high bid ($11.00) of All Star.  He asked if it was a different grade of wire.

 

Mr. Purser responded, “I would not begin to guess why vendors bid differently in price; it is strictly up to them.”

 

Chairman Maddox stated the span in pricing of the different vendors caused him to have a problem. 

 

Commissioner Freedman stated, “I would almost be willing to bet if we award this to the low bidder, he will not be able to perform at that price.  A couple of weeks ago another fence company withdrew their bid.  I called the owner of that fence company and asked why he withdrew his bid.  He said steel prices went up 45% that day, and there was no way he could match that bid he had submitted.  Therefore, he pulled it back.  I do not know if that is what happened with All Star or not, but if their steel prices went up 45% (which I am sure they did for everybody) and there is so much steel being exported to China and Japan that has raised the price in this Country, if that is true, I would hate to award a bid to someone based on low bid when they are not able to perform.  I would like to know if those numbers are still valid.”

Chairman Maddox said, “the E-Mail I received from the fence company who withdrew was 35%.  I had Shay Mathis, Deputy County Clerk, to check each one of these vendors who bid in the first place.  We found the vendors, who bid along with that particular company, their increase was very, very slight compared to 35%.”

 

Commissioner Holman said, “we do not have a clue of what the market price is.  We, as a Board, do not have laid in front of us what is a reasonable price.”

 

Ms. Angus replied, “the government bidding process does not guarantee the lowest price.  It guarantees a level playing field for all vendors, and the lowest price of all the vendors who wish to participate.”

 

Commissioner Freedman said, “If a vendor gives us a bid, and if the prices go up, he is stuck with that bid and he could suffer a tremendous loss.  I am not comfortable the low bid presented is viable.”

 

Chairman Maddox asked Mr. Glynn Purser if we needed to buy any fence tomorrow.

 

Mr. Purser said he did not have any requests.

 

Chairman Maddox asked the Board to consider voting this down.  Commissioner Holman said, “so moved; I move to deny.”  Commissioner Freedman seconded for discussion.

 

Chairman Maddox repeated, “we have a motion to reject all bids;” Commissioner Freedman seconded.

 

Commissioner Adams, looking at the Item Specification sheet, said he noticed the bid disparities are on fence, not posts.  He read from the sheet several examples of the disparities and asked if everybody has to meet the same specifications.

 

Mr. Purser replied, “yes, they all have to meet the same specifications.  All of the vendors received the same specification package.”

 

Commissioner Freedman made a recommendation for Mr. Purser to call these two (2) companies and ask if they are still sticking to the proposed prices; if they are, bring it back to the Board tomorrow.

 

The motion carried 4-0-0 with Commissioners Holman, Freedman, Holder and Adams voting in favor of rejecting all bids.

 

Commissioner Freedman said he would like to make an alternative motion.

 

Chairman Maddox said, “that one passed.”

 

Commissioner Freedman said he would like to see this brought back in tomorrow’s meeting, if Mr. Purser confirms the bids.

 

Chairman Maddox said, “we just rejected all bids.”

 

Commissioner Freedman stated, “we still do not have a fence contract.”

 

Chairman Maddox said, “then I think they need to send out another bid; I think we need to talk about this.”

 

Ms. Angus said we can bid this out project by project.   She also stated, “last week we found out in discussions about this fence contract.  While the Board is the only authority to award contracts, State law says once bids are made, they are valid for thirty (30) days.  The Purchasing Department on its own initiative allows the bidder to withdraw.  It seems this would be a performance bond appropriate issue, and it is not perfect yet.” 

 

Commissioner Holman asked, “would it be inappropriate for us, when we receive these documents to review bid selection, for the Purchasing Department to give us best guess estimates of what is a reasonable value of those items?”

 

Ms. Angus said it does not matter.  She stated if none of them seem reasonable or within budget, we will not bring them forward.

 

Commissioner Holman said, “so you would find it unreasonable to provide the Board with a benchmark of a unit price?”

 

Ms. Angus responded, “because the benchmark we have to go by is what we get.”

 

Request Approval of a Budget Amendment:

 

The Henry County Board of Commissioners adopted the Fiscal Year 2003-04 Budget on May 29, 2003, and the Budget needs to be amended periodically to transfer funds interdepartmentally in accordance with O.C.G.A. 36-81-3.   The Board of Commissioners approves the below listed budget amendment:

 

Fire Department:           $89,191 from the Office of Domestic Preparedness Grant

                                                  To Small Equipment.

 

Fire Department:           $441,804 from the Office of Domestic Preparedness Grant

                                                  To Small Equipment ($422,778) and Vehicles

                                                   ($196,026).

 

E-911:                          $394,596 from Homeland Security Grant to Vehicles

                                                   ($335,675); Small Equipment (3,821); and

                                                    Equipment ($55,100)

 

Mr. Bill Lacy, Assistant Chief of the Fire Department, was asked by the Board to speak on this item.

 

$89,191 from the Office of Domestic Preparedness Grant to Small Equipment:

 

  “This is the first round of Office of Domestic Preparedness Funds that came forth through FEMA and then through GEMA, as a result largely as of ‘911.’  This particular funding deals with equipment specific to hazardous material equipment and weapons of mass destruction. 

 

$441,804 from the Office of Domestic Preparedness Grant to Small Equipment $422,778 and Vehicles $196,026:

 

“You will notice these figures do not add up.  The correct figures should read $441,000 from ‘Office of Domestic Preparedness and Small Equipment,’ and it should be $245,778 and vehicles $196,026.  This is the second phase of Office of Domestic Preparedness Grants that have been awarded successfully to Henry County.  This will fund a incident command vehicle for the Fire Department that will be used for unified command situations of large incidents and/or incidents that have long duration.  This vehicle is largely for communications equipment to be used in that vehicle in the event of an emergency.”                                                                      

 

Mr. Don Ash, Emergency Communications Director, was asked by the Board to speak on this item.

 

$394,596 from Homeland Security Grant to Vehicles $335,675 and Small Equipment $3,821 and Equipment $55,100:

 

“This is also through the Office of Domestic Preparedness Homeland Security of a second round grant that we took to the Public Safety Committee.  The purpose is to purchase a mobile PSAP (Public Safety Answering Point).  The unit will serve as a secondary location in which emergency communications will be delivered without interruption.  The grant received by Henry County is 100% reimbursed to the County through the Office of Domestic Preparedness.”

 

Chairman Maddox read the resolution.  Commissioner Adams made a motion to approve the resolution; Commissioner Holder seconded.

 

Commissioner Holman asked, “do we have the grant money in our fund?”

 

Ms. Angus stated, “normally that is not the way it works.  Normally the Board has to agree to accept the grant and whatever conditions, the Chairman signs it, and then we are able to draw.   The grant money is not normally given in advance of us purchasing.”

 

Commissioner Holman asked, “Madame Clerk, have we not already accepted the grant monies by resolution?  These have all been before this Board before where we have accepted the grant monies.”

 

Ms. Angus responded, “the Clerk is saying she believes you authorized us to make the application.  Now you are authorizing the acceptance.   We are amending the budget to transfer the funds to set up the budget and accounts in the proper way.”

 

Commissioner Freedman asked the motion to be amended to reflect the correction under “E-911” the word “vehicles” to be changed to “vehicle” and to take out the redundant phase “and interdepartmentally” in the second paragraph in this resolution. 

 

The motion carried 4-0-0 with Commissioners Holder, Freedman, Adams and Holman voting in favor.

 

Public Comments:

 

There were no public comments.

 

Commissioner(s) Comments:

 

Commissioner Adams asked if an Executive Session will be held after this meeting.   Chairman Maddox said, “yes.”

 

Commissioner Holman commented, “it is not on the Agenda.”

 

Chairman Maddox said he had a reason for going into Executive Session.

 

Commissioner Holman said, “out of public necessity, I amend the Agenda to move ‘Adjournment’ to Item XI and put an ‘Executive Session’ in here.”  Commissioner Adams seconded.  The motion carried 4-0-0 with Commissioners Holman, Freedman, Holder and Adams voting in favor.

 

Commissioner Adams moved to adjourn into Executive Session, in accordance with the provisions of O.C.G.A. 50-14-3, and other applicable laws, and pursuant to advice by Patrick Jaugstetter, the County Attorney, to adjourn into Executive Session for the purposes of discussing the acquisition of real estate, pending and/or potential litigation, and personnel matters.  Commissioner Holman seconded; the motion carried 4-0-0 with Commissioners Holman, Holder, Freedman and Adams voting in favor of the motion.

 

            An Executive Session was held.  (Commissioner Harper entered the meeting at 10:50 a.m.)

 

            Commissioner Holman made a motion to reconvene into public session; Commissioner Harper seconded; and the motion passed by a vote of 5-0, with Commissioners Holder, Holman, Harper, Adams and Freedman in favor.

 

            Commissioner Harper made a motion to approve the executive session affidavit in support of the Chairman; Commissioner Holman seconded; and the motion passed by a vote of 5-0, with Commissioners Holder, Holman, Adams, Harper and Freedman in favor.

 

            Commissioner Holman made a motion to amend the agenda to add Jim Schuster’s request; Commissioner Harper seconded; and the motion passed by a vote of 6-0, with all in favor.

 

            Commissioner Holman made a motion to deny Jim Schuster’s request for a personnel hearing appeal before this Board of Commissioners of Henry County, Georgia; Commissioner Harper seconded; and the motion passed by a vote of 4-2, with Commissioners Maddox, Freedman, Harper and Adams in favor; and Commissioners Holder and Holman opposed.

 

            Commissioner Holman made a motion to adjourn (12:21 p.m.); Commissioner Freedman seconded; and the motion passed by a vote of 5-0, with Commissioners Freedman, Harper, Holder, Holman and Adams in favor.

 

                                                                        Leland Maddox, Chairman

 

 

Peggy L. Malcolm, Deputy County Clerk