agenda packet november 5, 2018 -...

BOARD OF COUNTY COMMISSIONERS JASPER COUNTY, GEORGIA

REGULAR MEETING AGENDA November 5, 2018

6:00 p.m. Commissioner’s Meeting Room – Ground Floor Ste. 16

MONTICELLO, GEORGIA

I. Call to Order (6:00 p.m.) NAME PRESENT ABSENT LATE ARRIVED

DISTRICT 1 – CARL PENNAMON, CHAIR DISTRICT 2 – BRUCE HENRY DISTRICT 3 – DON JERNIGAN DISTRICT 4 – CRAIG SALMON, VICE-CHAIR DISTRICT 5 - DOUG LUKE II. Pledge of Allegiance –

III. Invocation – District 4 IV. Approval of Agenda V. Consent Agenda – 1. Approval of Minutes:

Regular Meeting Minutes, October 1, 2018

2. Check Register – Check #’s 41544-53636

VI. Public Hearing Public Hearings are conducted to allow public comments on specific advertised issues such as rezoning, ordinances, policy development and other legislative actions to be considered by the County Commissioners. Following the public hearing, the Board of Commissioners will take action on each item presented below. Annual Update of the Capital Improvements Element (CIE) of the Development Impact Fee Program for FY 2018 as required by the Department of Community Affairs.

VIII. Presentations/Delegations –

Presentation/Delegations allows scheduled speakers to address the Commission for not more than ten (10) minutes on specific topics or for recognition of citizens, county employees or other events by the Commissioners.

VII. County Commissioner Items

IX. Regular Agenda Old Business:

1. Architectural Services Proposals – 2019 CDBG - Health Department 2. New County Policy – County Signage on GDOT ROW

New Business: 1. Annual Update of the Capital Improvements Element for FY 2018 2. FY 2018 Budget Amendments 3. FY 2019 1st Quarter Financial Report

X. County Attorney Items XI. County Manager Update

1. Roads and Bridges

XII. Citizen Comments The Citizens Comments section of the Agenda allows citizens who sign up to address the Commission for not more than three (3) minutes on specific topics. The County Attorney will keep time. Please be courteous of the 3 minute time limit.

XIII. Executive Session Consultation with County attorney to discuss pending or potential litigation as provided by O.C.G.A. §50-14-2(1); Discussion of the future acquisition of real estate as provided by O.C.G.A.§50-14-3(4); and, Discussion on employment, compensation, or periodic evaluation of county employees as provided in O.C.G.A. § 50-14-3(6) TO BE HELD XIV. Adjournment

Consent Agenda – Item 1 Agenda Request – Jasper County BOC Department: Board of Commissioners Date: November 5, 2018 Subject: Approval of Minutes Summary: Minutes have been completed for the Jasper County Board of Commissioners:


Background: Cost: $0 Recommended Motion: Approve minutes for:


Jasper County Board of Commissioners Meeting Minutes October 1, 2018– Regular Meeting

Jasper County Board of Commissioners

October 1, 2018

Regular Meeting Minutes

6:00 P.M.

Comm. Pennamon called the meeting to order at 6:00 p.m.

Commissioners Present: Chairman, Carl Pennamon, Vice-Chairman, Craig Salmon, Bruce Henry, Don Jernigan, and Doug Luke arrived at 6:10 p.m.

Staff Present: Mike Benton, County Manager, Cynthia Peters, Administrative Specialist, Finance Director, Dennis Pate, and County Attorney, David Ozburn.

Pledge of Allegiance:

Invocation:

District 3 – Don Jernigan

Agenda Approval:

Comm. Henry made motion approve the agenda adding Service Delivery under Old Business, Comm. Salmon seconded; passed unanimously.

Consent Agenda:

Minutes:

Comm. Henry made motion to approve the Regular Meeting Minutes of September 10, 2018, Jernigan seconded; passed unanimously.

Check Register:

Comm. Jernigan made motion to approve the check register which included check #’s 41373- 41543 for payment, Henry seconded; passed unanimously.

Presentations/Delegations:

None Public Hearing:

None

Commissioner’s Items:


Salmon: Noted that Commissioner Jernigan brought to his attention that he had received a call about placing Kildeer Lane on the road paving list for Public Works.

Henry: Would like to look at adding a 401K to the employees’ pension plan.

Jernigan: Noted he received a call from a resident on Blue Jay Court wanting to pass along Thanks to Public Works for a job well done. Friday October 5th is the 70th Anniversary of World Teacher’s Day.

Pennamon: JDA did receive a $500,000 grant for the parkway extension in Stanton Springs; they are also applying for an 80/20 grant.

Commissioner Luke joined the meeting at 6:10 p.m. Regular Agenda:

Old Business:

Purple Heart County, Piedmont Academy Baseball Champions and Jasper County Deer Capital Signs on GDOT State Routes ROW: Mr. Benton noted that Piedmont Academy has requested the sign recognizing their baseball championship for several years in a row be placed on the right-of-way, also the Purple Heart and Deer Capital signs which have already been purchased. GDOT has initiated a new policy, they want 24 X 24 inch signs, the Purple Heart and Deer Festival signs are not that size, but GDOT has approved the placing of the signs. Piedmont Academy would pay for their signs and 1/3 of the posts, American Legion would pay for ½ of the signs and 1/3 of the post, Jasper County 1/3 of the post and Deer signs were purchased a while ago. Thus Piedmont would pay $757, American Legion $714, and Jasper County $714.36. Piedmont Academy has agreed to reimburse the County $757; American Legion has agreed to pay $352.31; the difference of what they have already paid. Comm. Salmon made motion to proceed with sign installation by GDOT with additional cost; Piedmont Academy will pay $757.33, American Legion will pay $714.36, and Jasper County’s cost is $714.36; Henry seconded; passed unanimously. Comm. Pennamon gave Comm. Luke the opportunity to give his Commissioner Items. Comm. Luke questioned if we have attachments for the Grad all. Also questioned if we are still cutting grass on Fridays. Mr. Benton noted the Grad all is in the shop getting axle work, but when it gets out it will go to limbing; we did get the attachment. Mr. Benton noted we have missed one or two Fridays but we are trying to get every Friday. Service Delivery: Comm. Pennamon noted he talked with the City and they are ready to sign off on the Service Delivery with what we have submitted with 2 exceptions; they would like the 705 acres that they annexed into the city to be included in their service delivery area, and they want to have the right to negotiate with JCWSA the route that they take to connect their water line. Atty. Ozburn noted it was legally annexed, even though it is disconnected from the rest of the City and there is not much we can do to keep them from providing water service within their own boundaries. In terms of traversing over the unincorporated area that is by default the Authority’s territory to defend. We don’t really


have the authority to give the City the power to go through that. Putting in there that they need to negotiate with the Water Authority to go through unincorporated areas is a good idea as that is between the 2 entities, the county should not be involved. Comm. Pennamon noted he told the City that he will have the County Attorney work up the wording and submit to the City for their attorney to approve it. They are expecting to have a Called Meeting on Thursday and hopefully will sign off on it and go from there. Comm. Jernigan questioned if Atty. Ozburn can have that ready for the City by Thursday. Atty. Ozburn noted he can. Comm. Salmon noted we were never notified officially of the annexation. Atty. Ozburn noted that it was done through the Legislature, we didn’t get any notice; but, it was done legally. Comm. Henry questioned that since the land was in conservation did we get any proceeds from it. Comm. Pennamon noted he talked to Chief Appraiser, Lynn Bentley and she noted since it was purchased by a government agency; there was no breach. Comm. Henry made motion to approve subject to the 700+ acres of water delivery being up to the City and the City will have to negotiate routing of the water to the City with JCWSA, Jernigan seconded; passed unanimously. New Business:

Jasper County – Monticello – Shady Dale – Joint Comprehensive Plan 2018 Update Adoption:

Mr. Benton noted Georgia Department of Community Affairs requires Counties to update its joint comprehensive plan every five years. There was a steering committee of twenty members. The final draft of the plan now needs to be adopted and sent to DCA. It has been submitted to NEGRC and DCA has approved it for final adoption. Comm. Henry made motion to adopt the 2018 Jasper County – Monticello – Shady Dale – Joint Comprehensive Plan Update thru Resolution #2018.10.01, as approved by the Georgia Department of Community Affairs, Salmon seconded; passed unanimously. Solid Waste Curbside Pickup – Advanced Disposal Contract:

Mr. Benton noted the Advanced Disposal Contract expires December 31, 2018.

Comm. Pennamon noted that the Board would like to get the contract to coincide with our budget years.

Steve Edwards with Advanced Disposal noted they are certainly agreeable to that.

Mr. Benton noted the contract cost is no change. The current cost is $145.44

Mr. Edwards noted, this is an amendment; there will be no price change for the first year of the amendment (2019); but in 2020 and 2021 there will be the consumer price index (CPI) change.


Comm. Henry questioned what the average CPI increase.

Mr. Edwards noted it is about 2.5%.

Mr. Benton noted ours is capped at 3% in the contract.

Comm. Jernigan made motion to Authorize Chairman to sign the third amendment to the Advanced Disposal Services contract extending the period from January 1, 2019 thru June 30, 2022, Luke seconded; passed unanimously. 2019 LMIG Application:

Mr. Benton gave an update on the 2018 LMIG project on Post Road. They are trying to finish this week. Mr. Benton noted the 2019 LMIG application period is open until December 31st. Mr. Benton noted the project cost as: GDOT 2019 LMIG for Jasper County - $559,173.67 Required County Match - $167,752.10 Total Minimum Project Cost - $726,925.77

Mr. Benton reviewed the previous LMIG projects as: 2013 - Jackson Lake Rd, Brazey Rd., 2014 – Avant Rd, Hodges Farm Rd, Yancey Rd, Dallas Trail, and Gem Lane, 2015 – Post Rd., 2016 – Goolsby Rd., 2017 – Post Rd., and 2018 – Post Rd. Mr. Benton noted that it is his understanding that the Board would like to do Goolsby Road. He called Robert Jordan, Engineer to address the Board on Goolsby Road plans. Mr. Jordan noted the section of Goolsby Road to be done includes; North Section from SR 11 to Center Section - 2.17miles to the new paving of the Center Section that was resurfaced in 2016; then the South section to Fullerton Phillips Rd – 3.03 miles. Mr. Jordan noted the total of the 2 sections would be $685,560; he applied 10% for increase which would bring the total to $754,116. Mr. Jordan noted he has been working on a Jasper Road Ranking system; it ranks the roads on different criteria, this can be used as a guide to plan road work. Comm. Pennamon noted that the money that was received from JDA; there has been no decision made as to how that money will be spent. Mr. Benton noted if Goolsby Road is approved; he would like to go ahead and put together a bid proposal, so we are not waiting until October to get this done. Comm. Jernigan made motion to approve the 2019 LMIG Application for Goolsby Road as presented; Henry seconded; passed unanimously. Comm. Henry questioned where the additional money would come from. Mr. Benton noted it would come from SPLOST.


Comm. Luke questioned how many more miles of Post Road we have. Mr. Benton noted roughly about 3.5 miles. Jasper County Employees Pension Plan – ACCG Defined Benefit Plan Amendment: Mr. Benton noted that we have 2 employees that are above 65 years of age who have requested to opt out of Jasper County’s Employee Pension Plan. The two employees are retired from a different employer and are receiving pension benefits from a different pension plan. Staff is recommending an amendment to the plan that when an employee reaches age 65 they have the option to “opt-out.” Atty. Ozburn noted that GEBCorp originally expressed caution in allowing an opt-out; the resolution authorizes the Chairman, County Manager, and County Attorney to talk with GEBCorp about what is needed to change the language and authorize signatures of Chairman to execute the amendment. Comm. Salmon noted that the resolution number should be changed. Comm. Luke made motion to adopt the resolution 2018.10.01-02 to approve the amendment to the ACCG Defined Benefit Plan for Jasper County Employees that provides an opt-out clause for employees that have attained age 65 by Jan 1 of each year, Salmon seconded; passed unanimously. County Attorney Items:

None

County Manager Items:

Mr. Benton noted the Annual CIE is due and he will be discussing in a work session or meeting in near future. He feels it is time to review where the impact fee money goes in terms of percentages to the departments.

Citizens Comments: Charles Forsyth – Service Delivery, Pension Plan Executive Session:

None

Adjourn:

Comm. Salmon made motion to adjourn at 7:14 p.m., Henry seconded; passed unanimously.

___________________________

Carl Pennamon, Chairman

___________________________

Cynthia Peters, Administrative Specialist

Consent Agenda – Item 2 Agenda Request – Jasper County BOC Department: Board of Commissioners Date: November 5, 2018 Subject: Approval of Check Register Summary: A check register will be generated by the finance department on meeting day for signature and approval to process the checks. Background: Cost: $0 Recommended Motion: Approve processing of check #’s 41544-53636

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Old Business – Item 1: Agenda Request – Jasper County BOC Department: Health Department Date: November 5, 2018 Subject: Architectural Services Proposals – 2019 CDBG - Health Department Summary: Jasper County BOC issued a Request for Proposals for Architectural Services for the 2019 CDBG application for renovation and addition to the Jasper County Health Department Building. Seven (7) Architectural Firms submitted proposals. The following is a list of the seven submitting firms with their proposed Preliminary Architectural Report (PAR) fee and Architectural Design Project fee. Firm PAR Fee Architectural Design Project Fee Carter Watkins Associates $2500 6% - Construction Cost PRAD Group $6000 Not Specified Armentrout Matheny Thurmond $7500 9% - Construction Cost BTBB $15,000 8.5% - Construction Cost Dickinson $18,000 $72,000 Robert and Company $32,948 $77,669 GSB Not Clear 7% - Construction Cost Morris Hutchison with the Georgia Department of Public Health, Commissioner Jernigan, Councilman Wease and County Manager Mike Benton reviewed the submittals and have made a recommendation. Complete proposals are available for review. Background: Jasper County BOC is preparing a 2019 CDBG application for a $750,000 grant to be submitted to DCA by April 1, 2019. Renovation and an addition to the Jasper County Health Department Building is the proposed project for the 2019 application. Cost: PAR Fee - Based on Selection; General Fund Architectural Design Project Fee – Funded with CDBG Recommended Motion: Authorize Chairman to engage Carter Watkins Associates for architectural services for the 2019 CDBG application with a PAR fee of $2500 and Architectural Design Project fee of 6% of construction cost; the PAR fee is due regardless of DCA awarding CDBG funding; the Architectural Project Design fee is contingent upon Jasper County receiving the DCA award.

Old Business - Item 2: Agenda Request – Jasper County BOC Department: Board of Commissioners Date: November 5, 2018 Subject: New County Policy – County Signage on GDOT ROW Summary: Staff has developed a new policy - County Signage on GDOT ROW - to address requests from County organizations to erect signage on GDOT ROW. Background: County is receiving requests from organizations to erect signage on GDOT ROW. GDOT has implemented a new Gateway Sign Program The Jasper County Board of Commissioners and GDOT have previously approved specific signage design and placement of signs from The American Legion and Piedmont Academy. The Jasper County Board of Commissioners also approved erecting the Jasper County Deer Capital signs on each Gateway Post. The American Legion has already provided signs. Piedmont Academy has already agreed to purchase their signs. Cost: GDOT Gateway Post – each post holds up to four individual signs Each post cost $200.00 for the initial installation to be paid to GDOT No cost to County by GDOT after initial installation charge Eight signs at $200.00 per sign Total Cost - $1600.00 General Fund Public Works Road Signs Recommended Motions: Approve the new policy – County Signage on GDOT ROW dated November 2, 2018. Approve a onetime payment to GDOT of $1600.00 for eight gateway posts to be installed by GDOT on State Routes 11, 16, 83, 212.

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Name: Name:Address: Address:

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2.00 $200.00 $400.00

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DOT6231

Rev. 11/14

REQUESTER: Georgia Military College - Augusta Campus

GDOT

2OFFICE/DISTRICT:

Jasper County Georgia Department of Transportation - Tennille

126 W. Greene St. Suite 18 643 Hwy 15 South

Monticello, GA 31064 Tennille, GA 31089

APPROVED

[email protected] (478)553-3371Telephone:Email:

Date of Requests: 9/5/2018 Date of Invoice 9/18/2018

Send payment to: Attn: Josh Woodard

Item

Install gateway signage on both ends of SR 11




Dept. ID of Office to Receive Credit

4841205100 (D2TOT Traffic Operations)Authorized Signature

Total Charges (including expedited fee)

mailto:[email protected]

JASPER COUNTY

BOARD OF COMMISSIONERS

COUNTY SIGNAGE ON GDOT ROW

COUNTY POLICY

November 2, 2018

2

GENERAL PURPOSE

Jasper County Board of Commissioners seeks to establish a policy regulating

and administering County signage on Georgia Department of Transportation

State Route Right-of-Way.

OBJECTIVE

Allow approved organizations with community interests to participate on

GDOT ROW signage.

GDOT SIGNAGE PROGRAM

All signs must be 24” x 24” with a 1” spacing between each sign. Exceptions

must be approved by County and GDOT.

A maximum of 4 signs will be allowed at each gateway in any order.

County will request signs to be installed.

County will be allowed to design and order signs for installation after GDOT

has approved the design.

GDOT will be responsible for installation of signs to be installed or changed.

GDOT will decide the location based on safety.

County must pay GDOT for sign post and installation cost prior to sign post

installation.

No additional cost to County after initial payment to GDOT for each post.

Future changes to signage by GDOT will not require additional County

payment.

County will be responsible for cost of signs, hardware and sign maintenance.

ORGANIZATION APPROVAL

Organization requesting signage must be approved by Jasper County Board of

Commissioners.

3

SIGNAGE APPROVAL

Signage requested must be approved by Jasper County Board of

Commissioners and GDOT.

SIGNAGE PARTICIPATION

Signage will remain on GDOT ROW for a minimum of twelve months.

Signage will remain on GDOT ROW until removal approved by Jasper

County Board of Commissioners.

GDOT ROW POST COST

County will pay for initial cost of GDOT ROW posts.

County will retain management of GDOT ROW posts.

SIGNAGE COST

Organization requesting signage will pay 100% of Organization signage.

Organization requesting and paying for signage will retain ownership of

Organization signage upon removal.

New Business – Item 1: Agenda Request – Jasper County BOC Department: Board of Commissioners Date: November 5, 2018 Subject: Annual Update of the Capital Improvements Element for FY 2018 Summary: Staff has prepared for Board review a preliminary draft of an annual update to the Capital Improvements Element for FY 2018 in accordance with the Development Impact Fee Compliance Requirements established by the Georgia Department of Community Affairs. Background: The Georgia Department of Community Affairs requires Counties that participate in the Impact Fee Program to submit an annual update of the Capital Improvements Element of the Impact Fee Program. NEGRC provides an initial review and then submit to the DCA. Cost: None Recommended Motion: Board Discretion

New Business - Item 2: Agenda Request – Jasper County BOC Department: Finance Date: November 5, 2018 Subject: FY 2018 Budget Amendments Summary: Finance Director has prepared budget amendments for FY2018 for approval. Background: Cost: Recommended Motion:

BUDGET AMENDMENT -01 FOR FISCAL YEAR 2018

Commission approved a budget for fiscal year 2018 for Jasper County Government earlier in the year; and WHEREAS, the budget is a dynamic rather than static revenue and spending plan which requires adjustment from time to time as circumstances change; and WHEREAS, these adjustments maintain a balanced budget for all funds; NOW, THEREFORE, BE IT RESOLVED THAT the commission approves allocation of the Alcohol Excise Tax Budget & Jasper Co BOE budget by the following: GL ACCOUNT- SELECTIVE SALES & USE TAX Debit Credit 100-031-31400-00031-314200 Alcohol Excise Tax $16,797.15 GL ACCOUNT- OTHER SOURCES USES Debit Credit 100-900-09000-00057-572070 Jasper Co BOE $8,398.58 Adopted this _______ of 2018. Day Month BOC Chair Finance Manager

BUDGET AMENDMENT - 02 FOR FISCAL YEAR 2018

Commission approved a budget for fiscal year 2018 for Jasper County Government earlier in the year; and WHEREAS, the budget is a dynamic rather than static revenue and spending plan which requires adjustment from time to time as circumstances change; and WHEREAS, these adjustments maintain a balanced budget for all funds; NOW, THEREFORE, BE IT RESOLVED THAT the commission approves allocation of the Four County Development Authority & Contingency budgets by the following: GL ACCOUNT- OTHER SOURCES USES Debit Credit 100-900-09000-00057-572200 Four County Dev Authority $604.70 GL ACCOUNT- OTHER SOURCES USES Debit Credit 100-900-09000-00057-579000 Contingency $604.70 Adopted this _______ of 2018. Day Month BOC Chair Finance Manager

BUDGET AMENDMENT - 03 FOR FISCAL YEAR 2018

Commission approved a budget for fiscal year 2018 for Jasper County Government earlier in the year; and WHEREAS, the budget is a dynamic rather than static revenue and spending plan which requires adjustment from time to time as circumstances change; and WHEREAS, these adjustments maintain a balanced budget for all funds; NOW, THEREFORE, BE IT RESOLVED THAT the commission approves allocation of the LOST Budget & Uncle Remus Library budget by the following: GL ACCOUNT- GENERAL SALES & USE TAX Debit Credit 100-031-31300-00031-313100 LOST Revenue $63,403.43 GL ACCOUNT- OTHER SOURCES USES Debit Credit 100-900-09000-00057-572101 Uncle Remus Library $1,268.07 Adopted this _______ of 2018. Day Month BOC Chair Finance Manager

New Business - Item 3: Agenda Request – Jasper County BOC Department: Finance Date: November 5, 2018 Subject: FY 2019 1st Quarter Financial Report Summary: Staff will present a financial report for the 1st Quarter FY 2019. Background: Cost: Recommended Motion:

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-$

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78TO

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NTI

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13,3

94

$

67

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83.7

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78

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66

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3.9

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950

CO

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ITS-

7961

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25.0

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54

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8061

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ELO

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ENT

AU

THO

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$

26

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8$

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75.0

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26

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8$

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5.0

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5.0

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8161

1400

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INT

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ITY

353

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8,3

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34

8,3

95

$

8

7,0

99

$

25

.0%

75

.0%

0.0

%

8261

2500

TRA

NSF

ER T

O S

ENIO

R C

ENTE

R-

$

-

$

-

$

-

$

8361

2540

TRA

NSF

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LL1

48,5

85

$

-$

0.0%

100.

0%1

49

,16

4$

37

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1$

2

5.0

%7

5.0

%2

5.0

%

8461

8000

TRA

NSF

ER F

RO

M C

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BSI

DE

(14,

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$

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0.

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(58,

955

)$

(14

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2

5.0

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5.0

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5.0

%

85TO

TAL

CO

MP

ON

ENT

UN

ITS

650

,40

8$

1

28

,98

1$

19.8

%80

.2%

60

1,0

84

$

1

50

,27

1$

25

.0%

75

.0%

5.2

%

agenda packet november 5, 2018 -...

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