County Approves Audit

The Jasper County Commissioners heard from Ray Johnston, county auditor, at their regular mid-month meeting Monday night. They had received the printed copy before their last meeting, but the public had questions, and commissioners were more comfortable with Ms. Johnston answering them.

The commissioners had few questions, apparently having had time previously to review the audit and seek whatever answers they needed.

Mrs. Mary Patrick questioned several items in the audit which Ms. Johnston answered. She said the accounting system used is designed for governments, but it has quirks. It’s usable, but not user-friendly, she said. Ms. Johnston admitted that there were some problems getting the audit figures, but said most of them had been addressed. She said journal entries were made to correct iniquities.
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Juanita Gazaway and Mary Ann Hyde were there form the Alcovy Shores Water Authority. During agenda comments, Ms. Gazaway asked how the county could fund the Jasper County Water and Sewerage Authority if it is an independent entity. She said County Attorney W. Dan Roberts told Alcovy many years ago that the county could not give them money.

Upon questioning, Ms. Johnston said that Alcovy Shores should be a component unit of the audit, just as the Jasper County Water & Sewerage Authority is, and other authorities are. She said she had spoken with Mrs. Hyde previously about the need to be included in the county audit.

Ms. Johnston did say that the office had put several internal controls in place during the last year, and agreed there was need for more.
After discussion, the commission accepted the audit.

Curbside Billing
Commissioners entertained a proposal from Jared Lovett for Advanced Disposal Services (ADS) for that company to take over billing for the county.
His proposal included two options.

With one option, the company would bill each household $11 per month. With the other option, each household would be billed $12 per month.

The proposal says that if the customers are billed $11 per month, Jasper County will be paid 83 cents per customer…therefore making a return on a service the county had previously provided. With the second option, $1.44 per month would be returned for each customer.

Commissioner Charles Hill asked if the county received a “profit” for curbside, how would it be used. Mr. Roberts suggested it would go into the general fund which ultimately would be used to lower property taxes. Commissioner Hill indicated he would need that assurance before he could support the change.

Commissioners seemed to like the idea of making money on curbside pick-up. However, at the meeting they never discussed the current curbside billing budget. Currently, there are 5,010 curbside customers who pay $9.95 a month for curbside service. The county then pays ADS $7.75 a month for each of those customers, netting $2.20 for the county to run the office.

The office has one employee who also helps out occasionally with other duties in the Planning and Zoning and building inspector’s offices.

Peggy Billerman, who oversees the curbside billing office, had suggested a rate increase for January to the commissioners several weeks ago, but no action was taken. The rate the county pays ADS will increase three percent in January.

Commissioners asked the county attorney and the ADS representative to get together and draw up a contract amendment before they vote on it.
One stipulation of ADS taking over the billing is that the contract be extended three years.

The company proposes for all payments to be made directly to them at their Jackson office. The company may temporarily accept payments at the Jasper County office, but said, “after an adjustment period, all payments must be mailed or brought to our office in Jackson.”

Commissioner Carl Pennamon expressed great concern about the stability of employment for the person currently employed to do curbside billing. ADS is willing to hire her, but she would have to drive to Jackson. In addition, if ADS took over the billing as of January 1, she would presumably be needed there by then. She also would be needed to remain in Jasper County for a time to pursue past due bills.

ADS said it would need to begin by December 10 to be able to get billing out for January, so commissioners plan to make a decision at their December 1 meeting.

Mr. Pennamon also questioned the customer service end. He said without any local control, the commissioners phones will be ringing when there are problems with curbside. He said, “This is my 19th year, and every four years the landfill and garbage become the hottest topic.”

Mr. Lovett said that the local curbside number would be forwarded to the Jackson office of ADS.
ADS would also need to be given “agent” status, so that it would be able to collect the fees. The proposal said that the county would help ADS with the enforcement.

Septic Tanks
Commissioners opened bids from two engineering firms to complete work necessary to install a new sewer system on county property, serving the jail, public works, older American’s council, and animal shelter.

Jasper County resident and former county manager Bernie Fontaine spoke up and said the work had all already been done.

After some discussion, commissioners agreed to look into that before accepting a bid and moving forward. They do plan to take action no later than next meeting.In other action at Monday’s meeting, commissioners:

•Heard a new proposal from Kelly Fox, County Insurance Representative, for employee insurance coverage. Commissioners postponed action until their December 1 meeting.

•Approved the purchase of some $12,000 worth of computer equipment for the tax maintenance office. Half of the expenditure will be paid for from the 2003 budget.

•Discussed outsourcing the Emergency Medical Service billing. Commissioners want to see more numbers before making a decision.

•Heard from Mary Patrick about information that was not included in the minutes from the last meeting that she felt important. She also urged the County Commission to keep on file all tapes of meetings. She said that County Administrator Phil Peevy told her that once the minutes are approved the tapes can be destroyed. She urged them to establish a policy of keeping the tapes.

•Approved the Soil Erosion and Sedimentation Control Ordinance, an amendment required by the Georgia Soil and Water Conservation Commission.

•Heard a report from Shelby Jean Morrison of the Jasper County Humane Society that it had adopted out 248 animals, and the best part was that 230 had left the county.

She also told commissioners that she guessed she would have to stay on the [sheriff’s office] investigator like she does the commission to remind him she’s still interested. The investigator is pursuing a cruelty to animal charge against a woman who abandoned dogs in Turtle Cove last spring.

At the close of the regular meeting, Commissioners went into closed session to discuss disciplinary action of a county employee and to discuss pending or potential litigation.

This reporter reminded commissioners of the law, saying that the portions of a meeting during which an agency is receiving evidence or hearing argument on the charges which led to a potential disciplinary action or dismissal must be open and, also, the strict requirements for closing for attorney-client privilege.

After much haggling, the commission went into closed session. There they learned of disciplinary action taken by Mr. Peevy against an office employee for “neglect of duty.” Fran Womack was given a written warning for failure to make bank deposits on Friday as directed. Mr. Peevy explained that if Ms. Womack has no further violations that reprimand would be removed in a year.

Upon coming out of the 35 minute closed session, Mr. Pennamon made a motion to reprimand Mr. Peevy for failure to make sure the office staff’s daily duties were carried out.

Greg Wyatt seconded the motion for discussion.
Mr. Peevy said, in his defense, “It would be hard to reprimand every department head for every time an employee does not follow policy.”

Mr. Pennamon said he did not think anyone else should be reprimanded if the person in charge is not held responsible.

Commissioners denied the motion to reprimand Mr. Peevy, with all but Mr. Pennamon voting no.