BOARD OF COUNTY COMMISSIONERS

Ib T. PAGE THARP GOVERNMENTAL BUILDING

102 STARKSVTT. T E AVENUE NORTH, LEESBURG, GEORGIA 31763

LEE Co lJ NTYTiJESD

PAGE THARP BUILDING

O P.M.MEETING MINU 1' hS

Life works well here.OPAL CANNON AUDITORIUM

WORK SESSION

COUNTY COMMISSIONERS COUNTY STAFF

Billy Mathis, Chairman District 3 Mike Sistrunk, Co County ManagerBill Williams, Vice- Chairman District 5 Christi Dockery, Co County ManagerJohn Wheaton, Commissioner District 1 Jimmy Skipper, County AttorneyLuke Singletary, Commissioner District 2

Rick Muggridge, Commissioner District 4

The Lee County Board of Commissioners met in a work session on Tuesday, February 12, 2019. The meeting was held inthe Opal Cannon Auditorium of the Lee County T. Page Tharp Governmental Building in Leesburg, Georgia. Thosepresent were Chairman Billy Mathis, Vice-Chairman Bill Williams, Commissioner John Wheaton, Commissioner LukeSingletary, and Commissioner Rick Muggridge. Staff in attendance was Co County Manager Christi Dockery and CountyAttorney Jimmy Skipper. Co County Manager Mike Sistrunk was absent. Commissioner Muggridge gave the invocationand Chairman Mathis called the meeting to order at 6: 00 P.M.

INVOCATION

PLEDGE OF ALLEGIANCE

CALL TO ORDER

APPROVAL OF MINUTES

A) Consideration to approve the Board of Commissioners meeting minutes for January 22, 2019.Commissioner Muggridge made the MOTION to approve the Board of Commissioners for January 22, 2019.Vice- Chairman Williams seconded the MOTION. The MOTION was unanimous with Commissioner

Singletary and Commissioner Wheaton voting yea.

CONSENT AGENDA

NONE

NEW BUSINESS

A) Students from Lee County Middle School West request to address the Board regarding the statewideinitiative to raise awareness for Gopher Tortoises, a Threatened species in Georgia. Consideration to

adopt a proclamation declaring April 10 as Gopher Tortoise Day in Lee County.The proclamation declaring April 10th as Gopher Tortoise Day in Lee County was read by Chairman Mathis,signed by the Board of Commissioners, and presented to the Middle School West students.

Commissioner Muggridge made the MOTION to adopt a proclamation declaring April 10 as Gopher TortoiseDay in Lee County. Commissioner Singletary seconded the MOTION. The MOTION was unanimous withCommissioner Williams and Commissioner Wheaton voting yea.

B) The Board will recognize Joe Clayton with a proclamation.

The proclamation recognizing Joe Clayton was read by Chairman Mathis, signed by the Board of Commissioners,1

and presented to the Clayton family.

Commissioner Wheaton made the MOTION to adopt a proclamation recognizing Joe Clayton' s 100th birthday.Commissioner Williams seconded the MOTION. The MOTION was unanimous with Commissioner Singletaryand Commissioner Muggridge voting yea.

PUBLIC HEARING

NONE

DEPARTMENTAL MATTERS

E- 911

A) Discussion of the relocation of the E- 911 Center.

E-911 Coordinator Nikkie Celinski and Motorola representative Stephen Woodham discussed the relocation of

the E- 911 Center. Mr. Woodham stated that it would take approximately 12 weeks for the relocation to becomplete. Ms. Celinski and Mr. Woodham assured the Board that calls would be handled during the time of theactual physical move with the usage of a ` waterfall' type transition of consoles and diverting calls temporarily toanother neighboring E-911 center.

Commissioner Muggridge made the MOTION to approve a contract with Motorola for$ 299, 475. 31 and JohnsonControls ( security systems) $ 32, 500. 00 utilizing SPLOST funds. Vice- Chairman Williams seconded the

MOTION. The MOTION was unanimous with Commissioner Singletary and Commissioner Wheaton votingyea.

Planning, Zoning& EngineeringB) Discussion of a proposed solar panel ordinance.

Planning Director Rozanne Braswell discussed the proposed solar panel ordinance with the Board.Commissioner Singletary made the MOTION to approve staff proceeding with development of the solarordinance. Vice- Chairman Muggridge seconded the MOTION. The MOTION was unanimous with

Commissioner Williams and Commissioner Wheaton voting yea.

C) Discussion of a proposed gaming ordinance.Planning Director Rozanne Braswell discussed the proposed gaming ordinance with the Board.

CONSTITUTIONAL OFFICERS & GOVERNMENTAL BOARDS/ AUTHORITIESA) Consideration to appoint one member to the Board ofTax Assessors to fill a current vacancy for a term of

six years. Term expires 05/ 31/ 2021. Letters of interest received from Lee Johnston III and DennisRoland.

Commissioner Singletary made the MOTION to appoint Dennis Roland to the Board of Tax Assessors to fill acurrent vacancy to expire on 05/ 31/ 2021. Vice- Chairman Williams seconded the MOTION. The MOTION

was unanimous with Commissioner Muggridge and Commissioner Wheaton voting yea.

COUNTY MANAGER' S MATTERSA) Consideration to award the bid for the replacement of the HVAC Units ( chillers) at the jail.

The Board took no action. This issue will be on the February 26, 2019 agenda for consideration.

B) Discussion for the purchase and installation of generators for governmental buildings in the County.Co County Manager Dockery informed the Board that an RFP was ready to be posted and mailed to vendors for 5generators at each of the fire stations. The Board took no action.

C) Consideration to approve an agreement with White' s Clock& Carillon Clock& Bell Repair for the repair

of the Lee County Courthouse clock.Commissioner Muggridge made the MOTION to approve an agreement with White' s Clock& Carillon Clock&

Bell Repair for the repair of the Lee County Courthouse clock at a cost of$ 21, 255. 95. Vice- Chairman Williams

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seconded the MOTION. The MOTION was unanimous with Commissioner Wheaton and Commissioner

Singletary voting yea.

D) Consideration to adopt the 2019 Comprehensive Plan for Lee County.Commissioner Muggridge made the MOTION to adopt the Resolution approving the 2019 Comprehensive Planfor Lee County. Commissioner Singletary seconded the MOTION. The MOTION was unanimous with

Commissioner Wheaton and Vice- Chairman Williams voting yea.

E) Consideration to approve the Final CIE- Capitol Improvement Element.Vice- Chairman Williams made the MOTION to approve the Final CIE - Capitol Improvement Element.

Commissioner Muggridge seconded the MOTION. The MOTION was unanimous with Commissioner

Wheaton and Commissioner Singletary voting yea.

F) Consideration to approve a Professional Services Agreement with Teague Nall and Perkins, Inc. ( TNP)

for Continuing Services ( Mike Talley).Commissioner Singletary made the MOTION to approve a Professional Services Agreement with Teague Nalland Perkins, Inc. ( TNP) for Continuing Services. Vice- Chairman Williams seconded the MOTION. The

MOTION was unanimous with Commissioner Muggridge and Commissioner Wheaton voting yea.

G) Consideration to approve a Professional Services Agreement with Teague Nall and Perkins, Inc. ( TNP'

for Liberty Pond Improvements.Commissioner Muggridge made the MOTION to approve a Professional Services Agreement with Mike Talley,of Teague Nall and Perkins, Inc. (TNP) for Liberty Pond Improvements at a cost of$ 12,000. 00. Also approved isthe contract with Lather Engineering to the LibertyPond property at a cost of$ 4,600. 00. Vice- Chairmansurvey p P tYWilliams seconded the MOTION. The MOTION was unanimous with Commissioner Singletary andCommissioner Wheaton voting yea.

COMMISSIONER' S MATTERS

Forrester Parkway ExtensionThe Commissioners discussed the need to purchase 7. 6 wetland credits for the construction of Forrester Parkway.Co County Manager Dockery informed the Board that Patrick Davies has provided staff with a proposal fromMagnolia Swamp Mitigation Bank for the purchase of wetland credits for Lee County at a price of$ 4,000.00 percredit.

Commissioner Muggridge made the MOTION to approve the purchase of 7. 6 wetland credits from Magnolia

Swamp Mitigation Bank for the construction of Forrester Parkway at a price of$4,000.00 per credit for a total of30, 400. 00. Commissioner Singletary seconded the MOTION. The MOTION was unanimous with

Commissioner Wheaton and Vice-Chairman Williams voting yea.

UNFINISHED BUSINESS

NONE

COUNTY ATTORNEY' S MATTERS

NONE

EXECUTIVE SESSION

A) Executive Session to discuss pending or threatened litigation.Commissioner Singletary made the MOTION to table the Executive Session until the next meeting.Commissioner Muggridge seconded the MOTION. The MOTION was unanimous with Vice-Chairman

Williams and Commissioner Wheaton voting yea.

PUBLIC FORUM

Citizens will be allowed to address the Board of Commissioners regarding any issues or complaints. Individuals should sign up priorto the start ofthe meeting.

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Sam Johnson- paving dirt road( Old Leslie Road).Floyd Branch- flooding on Muckalee Creek RoadMike Holbrook- flooding on Joe TooleMark Sajer- solar ordinance

Stephen Logan- flooding on Joe TooleEric and Shannon Thompkins- flooding on Joe Toole.Art and Donna Ford- debris in ditch/ water Hwy 32Margo Clayton- paving dirt road/ water over road and EMS had to turn around during a callRosie Batten- paving dirt road( Carter Place Road)

ANNOUNCEMENTS

A) The next regularly scheduled County Commission Meeting is February 26, 2019 @ 6:00p.m.

ADJOURNMENT

Commissioner Muggridge made the MOTION to adjourn the meeting. Commissioner Singletary seconded the MOTION. TheMOTION was unanimous with Commissioner Wheaton and Vice- Chairman Williams voting yea. The meeting adjourned at 8: 00P.M.

Lee County is a thriving vibrant community celebratedfor its value of tradition encompassing a safefamily oriented community,schools of excellence, and life long opportunities forpmsperity and happiness without sacrificing the rural agricultural tapestry.

Persons with special needs relating to handicapped accessibility or foreign language interpretation should contact Allison Edwards, ADACoordinator, at( 229) 759- 6000 or through the Georgia Relay Service( 800) 255- 0056( TDD) or( 800) 355- 0135( voice). This person can be contacted

at the T. Page Tharp Building in Leesburg, Georgia between the hours of 9: 00 a. m. and 4:00 p.m., Monday through Friday, except holidays.

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LEE COUNTY

W \/Si?, At\ ID o.

a Lee County E- 911 Emergency Response Department LEE COUNTY119 Pinewood Rd

Leesburg, Ga 31763

TO: Honorable Board of County Commissioners

SUBJECT: E-911 Policy Updates

MEETING DATE: Tuesday, February 26, 2019

MOTION/ RECOMMENDATION

Motion to approve updates to the E- 911 Departmental Personnel Policies.

BACKGROUND

Updates:

Basic Personnel Duties & Training RequirementsScheduling& Attendance

Standards of Conduct

Benefits:

i Policies will provide more structure to Lee County E-911Aid in the establishment of a more professional working environmentQuality assurance- Ensuring employees are performing tasks correctlyClear advisement of the disciplinary action that will follow if policies are not followed

When employees follow policy correctly workplace accidents and incidents are less likely to occur, reducingliability risks for Lee County. These policies will be explained to the employees and each will receive theirown copy. They will also sign a statement saying they have received a copy of these policies for Lee CountyE- 911.

ATTACHMENTS

E- 911 Policies

Nikkie Celinski

E- 911 Coordinator

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1. 1 Introduction To The Manual

This document has been developed by 911 Administration in coordination with dispatchstaff and other emergency services in order to familiarize employees with Lee County E- 911and provide information about working conditions, key policies, and procedures affectingemployment at Lee County E- 911.

This manual is broken down into multiple sections. These sections cover items such asBasic Personnel Matters, Call Taking/ Call Entry, Law Dispatch, Fire Dispatch, EMS Dispatch,Utilities/ Roads, Mapping/ Addressing, EMA, Weather, GCIC, Wreckers, Memorandums, andSpecial Orders among other items. This material was written to introduce new" inductees" in thefield of Communications as to their responsibilities to Lee County and its citizens whom weserve and to serve as operating guidelines for 911 operations. This manual in its entirety servesin conjunction to the Lee County Personnel Policy Manual.

PURPOSE OF THIS MANUAL:

This manual is to supply you with information necessary to function efficiently as acommunications operator. It is important to note that there is no manual or informationavailable that will compensate for negligence, carelessness, lack of sincere effort,dishonesty, or disregard for established regulations.

This manual outlines procedures to be followed in a variety of situations. It is obviouslyimpossible to develop procedures for every situation that might arise. Therefore, in situationsnot covered by specific instructions, decisions made and actions taken must be governed bycommon sense and judgment on the part of the communications personnel.

The need for standardization cannot be overemphasized. Standard operatingprocedures save time, reduce confusion, eliminate errors, and will assist all concerned in

providing a timely and predictable reaction to emergency situations. The reproduction or releaseof this manual or its material is prohibited, unless written approval is obtained from the E-911 Coordinator.

OUR DUTY/ OUR RESPONSIBILITY:

As stated previously, the communications center is the central hub for all the PublicSafety Communications. We, as communicators/ dispatchers, are responsible for thecoordination of all Sheriff, Fire and Rescue, EMS, and EMA communications and the monitoringof other service agencies during emergencies and after hours ( e. g. Public Works, Board ofEducation, etc.). In addition, it is our duty to answer all emergency and non- emergencytelephone calls placed to Lee County E- 911 from any member of the general public.

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HOW WE ACCOMPLISH OUR DUTY:

We accomplish our vital communications duty by providing radio, telephone, teletype,and related electronic services to all county and city departments. We accomplish our vitalcommunications to the public by providing an emergency telephone (911) and non-emergencytelephone answering service and a `one- stop' dispatching service for all emergency serviceneeds.

WHY OUR DUTY IS AN IMPORTANT BENEFIT:1. Reduction of duplicated services which reduces lost time and provides quicker response.2. Providing a " one-stop" phone call for any emergency and central dispatch for any

emergency service.3. Lessens the likelihood of cross- contamination to vital information that occurs during

information relay in locations where 911 and dispatch are not centralized.

This concept used for 911 and dispatch in Lee County is called Centralized Dispatching. Thisconcept is extremely efficient and provides the life- saving link between the citizens of the countythat we represent and the associated agencies we dispatch.

1. 2 Liability Statement

This manual is written to serve as a Standard Operating Procedure for all Lee County E-911 employees. It will describe responsibilities while employed with this agency. The integrity ofour operators and the emergency services delivered must be impeccable. An employee shouldalways remain cognizant of the liability at stake concerning decisions made or performedduring their tour of duty as well as the possible liability at stake concerning decisions made orperformed during time outside of work.

An employee' s actions, whether it be media written or recorded, conversations held,

information or advice given, or actions taken, are all libelous. Through proper training andunderstanding of this manual, hopefully our liability will be reduced. This manual will stimulatethe consistent and correct performance of all employees.

1. 3 Written Directives/ Policy/ Procedure

PURPOSE:

To establish a system of written directives in order to provide a consistent format forwritten procedures, orders, rules, and regulations and to provide for the proper preparation and

distribution to all Communications personnel of new or revised policy or procedures.

PROCEDURES AND DEFINITIONS:

A Directive or a Written Directive is a tool used to communicate policy and proceduralissues and may be known as, or delivered through, a Written Policy or SOP and/ or aMemoranda.

The Policy/ Standard Operating Procedures will be reviewed and updated periodically asneed. No new procedures will be enacted until changes are posted for all employees.

Below are the definitions for Policy/ Standard Operating Procedures, Special Orders andMemoranda, and procedures for how and examples of why each may be enacted.

DEFINITIONS:

Policy/ Standard Operating Procedures: These are written directives from. the Director in finalform.

Memoranda: These are a temporary written directive/ s and they provide a self-canceling ortemporary override or addition to a current Policy or Standard Operating Procedure. They arenormally used to supplement Policy/ Standard Operating Procedures/ Directives. These will bereviewed and revised annually and folded into the Policy/ Standard Operating Procedures.Memoranda may also be utilized internally for matters not related to policy or procedure.

PROCEDURE:

All personnel employed by Lee County E- 911 will be briefed on any updates to the SOP.

All personnel employed by Lee County E- 911 will read the Policy/ Standard OperatingProcedure Manual and sign off on the SOP.

A Copy will be kept in the Communications Center. A copy will also be provided to eachemployee to keep.

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GENERAL INFORMATION

The above SOP addresses only those written directives originating within the Center.The omission from this order of other written directives applicable to Communications

personnel will not relieve any employee of the Center of requirements/ restrictions ofsuch directives if such directives apply. Examples of external directives applicable toCommunications personnel include: the Official Code of Georgia Annotated, the Code of

Ordinances of Lee County, County Government Publications ( i. e. County PolicyManual), Georgia Peace Officers Standards and Training Council regulations, properlyexecuted orders of federal, state and local courts, other Departmental Orders that -

directly impact Lee County E- 911 ( that is directly from Departments whom which LeeCounty E- 911 serves). Every effort is made to avoid conflict between Communicationsdirectives and external directives. When such conflict does exist, it may be resolved byapplication of the following principles:

Law takes precedence over administrative regulations. ( Example: Federal statutes and

O. C. G. A. would take precedence over Georgia POST Council regulations.)

Law of the higher jurisdiction takes precedence over law of a lower jurisdiction.

Examples: Federal law, including the U. S. Constitution and U. S. Supreme Courtconstitutional interpretations, takes precedence over O. C. G.A. provisions, which take

precedence over County Ordinances. It should be noted that the application of theseprinciples is necessary only in the case of conflict between directives.Communications policies and procedures issued to supplement external directives willcontrol in the absence of such conflict.

Lee County E- 911 Policy/ Standard Operating Procedures take precedence over whatDispatchers may be told to do by another Department. With the only exception being ifthe opposite Department Head or Supervisor advises the Dispatch Supervisor that

something differently needs to be done immediately to eliminate harm on an ongoingcall, in which case Lee County E- 911 will immediately comply with the oppositeDepartment' s request. Following the event, the E- 911 Coordinator and oppositeDepartment Head will rectify the procedure in writing. In the event that a Lee County E-911 Policy or Standard Operating Procedure needs to be changed, but it is not anemergent situation —all 911 Policy/ SOP dealing with dispatch from or for anotherDepartment for whom we serve will be addressed between the E- 911 Coordinator andopposite Department Head or that Department Head Appointee.

This manual works in conjunction with the Lee County Personnel Policy Manual.

II. ISSUING AUTHORITY

1. A manual can be issued to other persons/ agencies after the approval of the E-911 Coordinator.

2. Memoranda of a temporary nature may be issued by the E- 911 Coordinator.They will contain approval of any Department affected and are designed to betemporary to enable time to update directives within the SOP manual. Any SOPwithin the Lee County E- 911 Policy/ Standard Operating Procedures Manual that

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deals with a Department for whom we serve will be signed by the E- 911Coordinator and the opposite Department Head to ensure that all are in

agreement with the Dispatch policy and procedure, signed copies are kept in theDirectors office.

III. PROCEDURES FOR REVISING AND UPDATING 911 POLICY ORSOP' s

A request for the revision, deletion or addition to any 911 policies or procedure may bedrafted at any level in The Communications Center and submitted to E911 Coordinator.Except in cases of emergency as stated in bullet number 3/ paragraph number 4 under I.General Information.

All revisions, deletions or updated materials shall be reviewed to ensure compliance

with any Department which we serve. Such modification in procedure must be submittedand approved by the E- 911 Coordinator before enactment as procedure. Further reviewby the County Attorney and opposite Department Heads may be required for certaindirectives prior to implementation.

IV. 911 POLICY/ SOP FORMAT

1. All Policy/ Standard Operating Procedures shall be bound into a manual titled " LeeCounty E- 911 Standard Operating Procedures and Policies".

2. The manual shall be divided into sections and shall contain a table of contents to aid the

reader in locating procedure.

3 Procedures shall be listed with an appropriate subject heading. All procedures shalldescribe a purpose and a scope, except in areas where purpose and scope are evident

or where it is unnecessary.

4. All procedures shall have any signature copies on file in the E- 911 Coordinators Office.

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1. 4 Changes, Revisions, & Review of Directives/ Policy/ Procedures

Purpose:

It is important that the contents of this publication be up to date.

Procedure:

Any department or individual desiring changes which affect the EmergencyCommunications or which modify, supplement, or require action not covered by thispublication shall forward a request to the E- 911 Coordinator.

In cases where action on the part of the Communication Center is required, theCommunication Center is responsible for implementation procedure revisions

considered necessary to internal operations.

Approved changes will be published whenever and as quickly as possible either throughan update to the Manual or through Memoranda.

Normally, changes to policies and procedures will be accomplished by publication anddistribution of pages to all holders of this publication in advance of the effective date.

When more rapid change is required, notification may be made by other means andfollowed up with new manual pages or by Memoranda.

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2 Basic Personnel Duties & Training Requirements

2. 1 Chain of Authority

Purpose:

To establish a clear Chain of Authority in the Lee County E- 911 Center.

Procedure:

For all issues in the 911 center where a superior needs to be contacted, contact the E- 911Coordinator.

In addition, the Organizational Chart below will identify all roles within the CommunicationsCenter and to whom each reports.

f. E911

Coordinator

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Jr 1 1 1Day Shift1111 Night Shift Day Shift Night Shift

Supervisor. A i Supervisor, A Supervisor, Supervisor, B

Rotationii z Rotation Rotation Rotation

L Dispatcher ( s) Dispatcher ( s)

2. 2 Job Duty Descriptions

Purpose:

This section is to describe job duties for the E911 Coordinator, Supervisors, Senior Dispatchers,

Part-Time and Full-Time Dispatchers, Head TAC as well as describe additional job duties that

may be required.

Procedure:

The descriptions contained herein are not all- inclusive but should provide a firm base of what isexpected of the position.

POSITION DESCRIPTIONS:

E911 COORDINATOR:

THIS IS AN EXAMPLE OF SOME ITEMS BUT MAY NOT BE ALL INCLUSIVE***

1. Perform all duties that a supervisor, senior dispatcher, and dispatcher must perform

in addition to the following:2. This is a full- time 40 hour per week position but may be required to work overtime.3. Normal working hours are 9a-6p but these may be changed as needed.4. This position will perform everyday administrative duties and will also remain certified

as a Communications Officer in the event that they are needed to work in theDispatch Room.

5. This position will also serve as the Head TAC for the 911 Center and thus be

responsible for all Head TAC duties.

6. Some of the detailed job duties are as follows ( again, this list is not all inclusive):A. Dispatching as neededB. 911 Specific Data EntryC. Daily office duties such as assisting the public, filing, typing, transcription, etc.D. Various research and preparation of plans/ sops, etc.

E. MSAG work- Maintaining both the CAD and Phone MSAGsF. 911 inquiry work- ensuring all discrepancies in phone records are reported by

911 accurately and followed up on to ensure they are corrected.G. Submitting payrollH. SchedulingI. Pulling tapes, maintaining recording systems and anything related to open

records requests

J. Maintaining office inventory

K. Assist with trouble- shooting equipment problems and reporting them asneeded

L. Head TAC/ GCIC duties and ensure all employees are registered and

maintaining required training, ensuring proper SOPs are in place andpreparing for and attending required GCIC audits

M. Assist with maintaining back-up systems as neededN. Other duties as deemed needed

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This position reports directly to the County Manager( s).

DISPATCH SUPERVISOR DUTIES

THIS IS AN EXAMPLE OF SOME ITEMS BUT MAY NOT BE ALL INCLUSIVE OF SUPERVISORY DUTIES***

1. Oversee day to day operations of a dispatch shift.2. Perform all duties that a senior dispatcher and dispatcher must perform as well as

the following:A. Monitor Dispatchers on shift. This includes but is not limited to:

I. Supervisors are responsible for monitoring all traffic at all times onshift. If dispatch or call taking has been handled incorrectly, or notfollowing SOP, the supervisor should address it at the time it occurs. If

the supervisor is found not following SOP at any time, he or she willbe subject to disciplinary action.

If it is an error that appears to be a mistake that does not violate anySOP or a problem not identified with in policy but still causing trouble,the Supervisor should speak with the employee about the problem

and then speak with the E- 911 Coordinator who will determine the

action to take. All actions will be handled professionally and at thislevel unless an adverse action is required such as suspension or

termination and the E- 911 Director will make those determinations

after speaking with the Supervisor, and employee.

If it is an error that is a direct violation of any SOP the E- 911

Coordinator should follow SOP for reprimanding someone using anEmployee Action Form. Upon completing the form the E- 911Coordinator and if necessary the supervisor will be involved indiscussing it with the Dispatcher in question. This Dispatcher will betold why the form is filled out, what the error was, the properprocedure to eliminate further occurrence, where the form will go from

there and the Dispatcher will be allowed to attach any comments heor she may have. Again, all actions taken will be handled

professionally and not in front of other personnel whenever it is

possible and safety is not an immediate issue. The form will be kept

with the E- 911 Coordinator in employee records files. Again, anyextremely adverse action ( i. e. suspension, termination, etc.) will betaken by the E- 911 Coordinator.

Supervisors will also be required to train new hires placed on his or

her shift unless otherwise directed by the E- 911 Coordinator. Alltraining will be done following the format and design developed for

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Lee County E- 911 and will not deviate from the program unless

directed to do so by the E- 911 Coordinator.

Additional duties that are part of this job title may include but are notlimited to: TAC, Instructor and/ or Training Officer, CAD Manager, etc.

B. Dispatch units and answer phones as needed:

II. Supervisors will work a 911 position and comply with all dutiesrequired of Dispatchers and Senior Dispatchers. When there are three

or more on shift, the Supervisor may work a less busy frequency orfrequencies so that they may monitor all traffic in the room. The

Supervisor must monitor either by silent- monitor or paying closeattention so that they can break- in if deemed necessary or if they are

requested to. If it is slow the Supervisor may be asked to assist withother 911 related materials. The Supervisor at no time should expect

the Dispatcher( s) on shift to do everything. While monitoring traffic inthe room, the Supervisor should still attempt to split the work load as

equally as possible.

C. Monitor GCIC Transactions:

III. Supervisors will monitor GCIC at all times and ensure that all

transactions are correct and appropriate. Monitoring these

transactions include making sure that each console is being handled

correctly and messages received are taken care of immediately.

D. Monitor All 911 Equipment:

IV. Supervisors will monitor all equipment for any type of malfunction and

follow SOP if any is detected. They must also know how to operate allequipment. At no time should a dispatcher work on any equipment oralter anything. If a problem is noted by a dispatcher, it should be

brought to the Supervisor' s attention immediately. Upon noting anyproblem the Supervisor will notify the Administrative Assistant, repair

personnel, and the Public Safety Director if necessary. Among otherthings, the Supervisor's will know how and when to do the following-this list is not all inclusive:

Know when and how to contact the E911 Coordinator

Know when and how to contact AT& T for repair

911 Trunks

CAD ( Interact)

GCIC with in CAD

Know when and how to contact Albany Communications

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Radio and phone systems

Know when and how to contact County I. T.Computer hardware separate from Dispatch Consoles

Printers

Fax Machine

Miscellaneous

Know when and how to contact utilities

Public Works, DOT, Leesburg Maintenance, Smithville

Maintenance, Lee County UtilitiesGA Power, Sumter EMC, Mitchell EMC

Mediacom

Know when and how to contact GCIC ( and Head TAC)

Know when and how to contact FCC/ FAA

Tower light out

Know when and how to contact Johnny GoldenAny time a key holder is needed at a school afterhours

Know where paper logs are kept, ensure there are always

copies and know when and how to use them

Know how to shut down and restart position computers if

needed

Know how to change printer, fax, and copy paper and inkcartridges

Know how to operate all back up radios and who to call if thereis a problem with them

Know how to operate EmNet and what it is for

Know how to operate consoles per protocol

Know how to Activate/ Deactivate Tornado Siren for both live

situations and test situations. Ensure tests are completed as

scheduled. Know how to handle severe weather incidents:

who to call, who to page, transmissions to relay, etc.

Know how to properly use the air conditioning and monitortemps in Dispatch/ equipment room.

Identify safety issues and now how and when to report themKnow how and when to use a fire extinguisher, know where

they are located

Monitor the fax machine and pass along any information to thecorrect recipient

Any other function the E911 Coordinator deems needed

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E. Monitor and ensure daily duties are complete:

Supervisors are responsible for making sure all daily duties

are completed correctly an in an efficient manner. Thisincludes but is not limited to the following duties:

Dispatch duties are being done correctly and followingSOP

Dispatchers fill out the time sheets or clock in as

required

All other County and Department policy is followedEnsure all dispatchers on shift read and initial memo' s

and stay up to date on manuals

Clean up is done by all at the end of shiftPass on completed and accurate

Make sure employees follow rules on breaks and

visitors

Monitor and oversee everything on shift and reportwhat needs to be reported to the E911 Coordinator

Supervisors are responsible for following Supervisory

SOP' s/ Duties while also following all SeniorDispatcher and Dispatcher SOP' s and duties

Make sure all incoming faxes are passed on to thecorrect recipient

Supervisors report directly to the E911 Coordinator.

DISPATCHER DUTIES

THESE ARE EXAMPLES OF SOME OF THE DUTIES AND MAY NOT BE ALL INCLUSIVE OF ALL DISPATCHER DUTIES**

1. Day to day emergency 911 dispatch operations as follows:a. Answer/ Operate all telephones

Answer all non- emergency phone lines in two rings or less andalways remain professional, courteous and follow SOP' s

Answer all emergency phone lines in one ring providing'prompt and accurate service to caller and dispatch for caller

always following SOP' s

Operate all telephone functions following all SOP' sb. Dispatch/ Monitor all emergency services

Provide prompt and accurate dispatch to all emergencyservices always following SOP' s ( 1- 2 minutes)

Closely monitor radio or radios assigned to, regardless ofwhether traffic is directed to dispatch or not

c. Operate/ Monitor GCIC

Once certified, access GCIC— following all SOP' s— to acquire

information requested by law enforcement

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Operate/ monitor GCIC— following all SOP' s — for anyinformation that may be pertinent to our countyRebroadcast when needed

d. Operate/ Monitor CAD

Operate CAD, following all SOP' sEnter and monitor all routine traffic

Access and use all approved functions of the database ( 911

file). This includes the ability to query any needed information.e. Operate/ Monitor radio, phone, computers

Operate and monitor all radio functions following all SOP' sOperate all phone systems following SOP' s

f. Operate/ Monitor other office equipment

Operate/ monitor copy/ fax machine following SOP' sOperate/ monitor printers following all SOP' s

Operate/ monitor EmNet following all SOP' s

Operate/ monitor weather equipment following all SOP' sOperate consoles following all SOP' s

g. Perform end of duty/ beginning duty tasks/ other duties.Perform beginning duty tasks following SOP' s. Examplesinclude: passing on information correctly, arriving as policydictates to receive pass- on information, clock in and out

correctly

Perform end duty tasks following SOP' s. Examples include:

giving your Supervisor information for pass- on, making sure allof your call files are completed, clean your work area, clock

out

2. 3 General Responsibilities of Communications Officers

Purpose:

This section deals with the general responsibilities for all Lee County 911 personnel

Procedure:

The Communications Officer/ Dispatcher has a responsibility to the community as apublic servant. You, as a communications officer, have specific duties to fulfill with an

obligation to be knowledgeable of all proper function and procedures.

Everyone is required to review and familiarize themselves with the wording and intent ofthe rules. Any questions concerning the rules should be directed to the E911Coordinator.

18

Operational Duties

Receiving and interrogation of calls: When a call is taken your first concern is that of the

caller. Each situation must be interrogated and evaluated individually always keeping inmind the importance of this information. The series of events which follow rely heavily onhow accurately and conclusively the Communicator processes the information.

Dispatching calls: You, as an operator, are responsible for deciding what action is to betaken, what special requirements are demanded, and whom to contact concerning thecallers problem.

Personal responsibilities: As a Communications Officer, you have a very importantpersonal responsibility and obligation. This responsibility is yours and should be fullyunderstood and strictly adhered to.

While on duty, if a personal crisis arises that renders you

unable to perform your appointed duties, you will notify the onduty supervisor or OIC (Operator in Charge) if no supervisor is

on duty, of the situation. The supervisor will contact the E- 911Coordinator so that arrangements can be made for you to be

relieved.

When conditions prevent you from arriving on time for your

scheduled shift, you must make contact with the on dutysupervisor and advise them of the delay. Remember, if thisdelay is more than 30 minutes you are to contact the E- 911

Coordinator. Upon arrival at work a statement containing thereason for the delay may be required to then be written by youand turned into the E- 911 Coordinator.

II. General Work Assignment Rules

All employees are required to learn and perform all functions listed under their

specific job description in addition to any other duty which management deemsneeded.

Work schedules will be posted any time there is a change to the schedule. Each

person must make sure they are clear on their schedules.

All shift work personnel will punch their own personal time card. The E- 911

Coordinator will make all decisions on exceptions to this rule.

Shift work personnel who will be late or absent due to sickness, death in family orother circumstances must call the E- 911 Coordinator not less than two hours

prior to their scheduled work time, the only exception to this will be in events ofemergency such as a car accident, etc.

19

Overtime will only be permitted by authorization of the E- 911 Coordinator. TheSupervisor or OIC may make the decision to have someone stay over if it is busyor if someone is going to be late.

Leave requests that are equal to or greater than one twelve hour shift must be

turned in no later than two weeks in advance ( unless it is an emergency leave—the E- 911 Coordinator will determine if the need is an emergency). During timeswhen we are short staffed you will be required to give at least 1 month notice on

leave requests (only exception is in a true emergency).

Leave requests that are for time less than a full shift should be turned in no later

than 1 week in advance (only exception is in a true emergency).

Leave requests that violate this policy may still be granted but they will count astime missed and will fall under the discipline of the Attendance Policy.

III. Communications Center Working Rules

When being relieved at your console the person leaving is responsible foradvising his or her relief of any special orders, activities or incidents that theymay be required to deal with. Relieving personnel at shift change will be advisedor ongoing calls in CAD and unit statuses ( BOLO' s, Special Announcements,

Training Announcements, equipment out of service, etc.) and ask any necessary

questions prior to taking over.

Communications officers are required to get permission from the Supervisor or

OIC to leave the console.

No cursing on a phone line, loud talking, yelling, loud laughing or physicalhorseplay is permitted in the dispatch center.

The dispatch area shall be kept neat and orderly at all times.

All calls will be processed in a courteous manner. No improper or disrespectful

comments will be used with a caller or units on the radio, nor will your voice

display irritations, sarcasm, anger, or other improper emotion with callers orunits.

Sleeping while on duty is not permitted.

Music and television will be played at a low volume and never be able to bemonitored as back- ground noise.

All matters related to Communications and activities in and by theCommunications Center is to be considered confidential and must not bediscussed outside of the 9- 1- 1 Center and approved personnel.

Employees are not to publicly criticize or ridicule the County, Chain of Command,or fellow employees in speech, writing, or other expression, where your speech,

20

writing, or other expression: is defamatory, obscene or unlawful, undermines theeffectiveness of the County, your Chain of Command or your fellow employees orwhere it interferes with the maintenance of discipline. No comments will be made

with reckless disregard to truth or falsity.

2.4 Refrigerator, Kitchen & Housekeeping

Purpose:

A procedure for the use and care of the refrigerator, kitchen and general housekeeping.

Procedure:

The refrigerator is provided for the storage of food to prepare and enjoy while on duty inthe communications center.

It is not large enough to be a " long term" storage facility with the number of employeeswho currently desire use. THEREFORE, the only items that are allowed to be left in therefrigerator after your rotation is over are staple items ( i. e. mayonnaise, butter, ketchup,mustard, crème, etc.).

Meats, fruits & vegetables, frozen food, beverages, etc. will be brought in and removed

on a rotation basis by each employee responsible. For example: if you work Monday &Tuesday, you should only bring enough for your consumption for those days and whenyou leave on Tuesday you should collect whatever personal belongings are left and takethem with you.

Management will not be responsible for items left in refrigerator and discarded due to

their being in violation of this procedure. The refrigerator and cabinets should be cleanedperiodically as needed and expired or unused items should be discarded. When the

refrigerator and cabinets are cleaned, items ( other than staples) not belonging toemployees currently on duty will be discarded.

The kitchen is provided to be enjoyed by all employees. Anyone using this area willassume the responsibility for leaving it clean and orderly. Any shift coming on duty andfinding the kitchen not orderly and clean will report this to the off going Supervisor/ OIC toresolve before leaving the facility. This will be adhered to at all times.

The 911 Center AND each console is to be kept clean and organized at all times.

The following will be maintained throughout working hours on every shift.

THE 911 CONSOLES WILL BE KEPT ORDERLY AND FREE OF

ANY ITEMS THAT WILL HINDER WORKING.

THE AREA AROUND THE CONSOLES WILL BE KEPT ORDERLYAND FREE OF ITEMS THAT WILL HINDER SAFETY.

ALL FOOD SHALL BE STORED IN SEALED CONTAINERS.

NO FOOD WILL BE LEFT ON THE COUNTER/ THE COUNTERSWILL BE KEPT CLEAN AND ORDERLY

ALL DISHES SHOULD BE WASHED PRIOR TO GOING OFF DUTY

21

ALL TRASH CANS SHOULD BE EMPTIED IF FULL OR IF FOOD

HAS BEEN PLACED IN THE TRASH CAN.

ALL GCIC MATERIAL SHOULD BE- SHREDDED

SMOKING WILL NOT BE ALLOWED IN THE DISPATCH ROOM OR

THE EXIT HALL WAY.

2. 5 Recertification Periods

Purpose:

To establish a procedure that describes recertification periods and ongoing traininghours required.

Procedure:

Communications Officer— The State of Georgia does not require recertification, the state

does require continuing education in various areas of communications.

CPR— Recertify every two ( 2) years.GCIC Terminal Operators— Recertify every two ( 2) yearsSECURITIES/ INTEGRITIES — Recertify every two ( 2) yearsTAC— Recertify every five ( 5) years.EMD— Recertification every two ( 2) years.TDD Ongoing continuing education required every six ( 6) months.

2. 6 Overview of Required Training

Purpose:

It is the purpose of this procedure to establish an overview of the required training for allLee County E- 911 employees.

Procedure:

All Lee County E- 911 employees will be required to have the following training or becertified in the following areas.

Certified Communications Officer— State Of Georgia

GCIC

Security AwarenessTDD

IS- 100, IS- 200, IS- 700, IS- 800

Other training as, required or deemed necessary by the E911Coordinator

22

3 Scheduling & Attendance

3. 1 Work Schedules

Purpose:

The purpose of this procedure is to establish an overview of the required working schedule forall Lee County E- 911 employees.

This manual works in conjunction with the Lee County Personnel Policy Manual.

Procedure:

All Lee County E- 911 employees will be required to work needed hours, and schedules will bedirected by the E- 911 Coordinator.

No position is guaranteed any certain shift or any certain frame of hours in which to work. Allemployees will be positioned when and where they would provide the best for the Center.Again, schedules are directed as the E- 911 Coordinator deems appropriate. The E- 911

Coordinator will take Seniority and all other factors into consideration before any decision onplacement is made.

In the event of any emergency time, severe weather time, high call-volume, high staff outages,etc., the E- 911 Coordinator may call upon any employee to work something other than his orher normal working schedule.

There is not a set schedule for part- time. They will be utilized when there are staff shortages.They will also be called first for any full- time absenteeism or vacation request; however, thesehours will be approved by the E- 911 Coordinator only after review of the shift coverage.

Below is an example of current full- time working hours and days inside Lee County E- 911starting with the first day of a new pay period.

Monday Tuesday Wednesday Thursday Friday Saturday SundayOff Off Work 6a- 6p Work 6a-6p Off Off Off

or 6p- 6a as or 6p- 6a asscheduled scheduled

Monday Tuesday Wednesday Thursday Friday Saturday SundayWork 6a- 6p Work 6a- 6p Off Off Work 6a- 6p Work 6a- 6p Work 6a- 6por 6p- 6a as or 6p-6a as or 6p-6a as or 6p-6a as or 6p-6a asscheduled scheduled scheduled scheduled scheduled

It is important to note that employees must clock in 15 minutes before the hour every shift andshould not clock out until relief has arrived and pass on is received/ given.

Employees are paid bi- weekly. Full time receives 60 hours one week and 24 hours for anotherweek; therefore, they receive 20 hours of overtime automatically every two weeks. Overtime isanything over 40 hours in one week.

23

3. 2 Calling in Extra Manpower During Emergency

Purpose:

The purpose of this procedure is to establish a procedure to be utilized when an incident

requires additional manpower in 9- 1- 1.

Procedure:

When a crisis occurs of such proportion that the Communications Officers on duty cannothandle the call volume or when there is a loss of personnel due to sickness or other reasons,

the Shift Supervisor or the Senior Communications Officer in the Shift Supervisor' s absence

shall notify the E- 911 Coordinator. Off duty employees will be. contacted to come into the 9- 1- 1Center to assist the shift on duty after approval. In some cases, the E- 911 Coordinator will comein to assist even if only until more manpower can arrive.

3. 3 Calling in Sick or Late For Work

Purpose:

The purpose is to establish a procedure to be utilized when an employee of Lee County E- 911must call out of work or is late for work for any reason.

Procedure:

When calling out sick, or if you are going to be 30 or more minutes late,, you must notify the E-911 Coordinator. Less than 30 minutes late you must notify the on duty Supervisor.

What is the time frame you must abide by for calling out?

At least two ( 2) hours prior to your scheduled shift. The only exception will be whencircumstances beyond your control prevent this. Some examples of instances out of your control

include, but are not limited to: vehicle problems, if you are unconscious, if you have been

involved in an accident, etc. If you are unable to call in two ( 2) hours before being late or outsick you should make every attempt to designate someone to call for you. The E- 911Coordinator will make the final decision on if improper or untimely notification was made.

A Doctor' s excuse is necessary for anyone who is out for three ( 3) or more consecutive shifts.The E- 911 Coordinator may request a Doctor' s excuse for shorter periods if absenteeism is anongoing problem. Employees are required to clock in and report to work at 15 minutes beforehis or her scheduled shift to receive pass- on. And, everyone should clock out no sooner and no

later than the 15 minutes before the hour that his or her shift ends.

3.4 Outside Employment

Purpose:

To establish a procedure for employees participating in employment outside of Lee CountyPublic Safety E- 911

24

Procedure:

No employee may engage in any paid employment or outside business that interferes with theefficient performance of his/ her duties and/ or presents a conflict of interest while employed byLee County. If outside employment creates a conflict of interest or interferes with theemployee' s full-time job with Lee County, the employee will be expected to resign one of thepositions. It is the responsibility of the employee to provide evidence from the second employerthat he or she is covered under that employer' s workers' compensation policy or that suchinsurance is not required under Georgia law. The employee must also obtain approval of theDepartment Head before accepting outside employment.

The E911 Coordinator will monitor any part-time employment that he has approved. If at anytime it is found that it interferes with job duties in this department the employee will be asked toresign from one of the positions.

3. 5 Personal Leave

Purpose:

It is the policy of Lee County E- 911 that we outline procedures for taking personal leave toenable all employees to take leave. This will work in conjunction with all Lee County policiesregarding leave time.

Procedure:

Any time an employee wishes to request leave, ample time must be given in order to findcoverage for his/ her shift and to not inconvenience fellow employees. The following guidelinesneed to be followed.

All requests for leave and swap must be submitted in writing.

When requesting leave equal to one full shift the request must be submitted at least oneweek prior to the requested leave date.

When requesting leave for more than one full shift, the request must be submitted atleast two weeks prior to the requested leave date.

Additional Information:

All requests submitted following proper protocol will be pending until adequate coveragecan be scheduled

Vacation leave will not be granted if the employee requesting leave does not have timesaved equal to or greater than their request

Employees still in their probation period will not be allowed more than 2 days off duringtheir probation period. Even though they are granted time off they will not be able to usesick or vacation time per county policy.If an employee does not request off in advance, as per the requirements of this policy,the request may not be granted except at the discretion of the E- 911 Coordinator,pending coverage availability and/ or extenuating circumstances.

25

If an employee calls out sick on a day they requested off but the request was notapproved, penalty points for that day will be doubled.No personal leave within 3 days of any observed county holiday will be permitted unlessthe person wishing to take leave obtains an agreement from the opposite shift to coverhis or her shift.

Bereavement leave will be given following County Policy.If more than one employee requests off for the same shift, every possible attempt will bemade to grant both requests, but if both cannot be granted they will be granted on a firstcome first serve basis.

3. 6 Attendance

Purpose:

The purpose of this policy is intended to establish attendance expectations and define

attendance requirements. They provide for fair, consistent treatment of employees who

demonstrate unacceptable attendance behavior. Poor attendance will not be tolerated and mayresult in corrective action, up to and including termination of employment.

Employees are expected to report to work when scheduled and return to work as soon as

possible after an absence from work. Reporting to work, as scheduled, will ensure that thecitizens of Lee County receive the best possible service and maintains a balanced workload forall employees.

Please note: These are guidelines and at all times, patterns of attendance will be reviewed and

disciplinary steps will be escalated as appropriate.

Scope:

All Lee County E- 911 personnel are subject to these attendance guidelines. Employees shouldbecome familiar with these guidelines and will be held accountable for compliance with them.

1. Failure to report to work as scheduled may be considered an unexcused absence, tardy,or early departure.

2. Each unexcused absence, meaning any time away from your scheduled shift that is not

pre- approved, late arrivals or early departures will be tracked using an " UnexcusedAbsence Point System". If an absence is not protected as outlined in the item 3, the

employee may be subject to discipline.

3. The following types of absences will be excused and will not count as an unexcusedabsence:

Approved Leave of Absence

Scheduled/ Approved. Vacation

Jury DutyQualified Bereavement

26

Military Leave

County Recognized Holidays ( unless scheduled to work on a holiday)Approved Short Term DisabilityApproved Job Accommodations

Federal/ State/ Municipal Mandated Leaves ( i. e. FMLA, ADAAA, etc.)

Court Subpoena

Approved/ Mandated Time Off( i. e. vacation, disciplinary time, etc.)

4. Proper notification is required whenever an employee is unable to report to work as

scheduled. Employees must contact the E- 911 Coordinator at least two ( 2) hours before

the start of their shift. If an employee is going to be tardy 30 minutes or less, theemployee needs to contact the supervisor currently on duty so that proper arrangementscan be made for at least 2 employees to be on duty until relief arrives. If an employee isgoing to be tardy more than 30 minutes, the employee needs to contact the E- 911

Coordinator. If at any time an employee is not able to make contact with the E- 911

Coordinator, the Shift Supervisor is to be contacted. Failure to properly notifymanagement in advance of any missed time may result in disciplinary action up to andincluding dismissal.

5. If an employee is absent from work for three ( 3) or more consecutive scheduled work

days without proper notification or without approval, the employee will be considered to

have abandoned his/ her job and voluntarily resigned without notice.

6. When multiple tardies, absences, or early departures occur within the same work day,points will be assessed for all such missed time not to exceed one ( 1) point per day.

7. When an employee is absent for two ( 2) consecutive days, one point is assigned to each

day of unscheduled absence.

8. Once an employee is absent for more than two ( 2) consecutive days, points can be

waived for any further absences related to the same occurrence. Waiving pointassessments will be at the discretion of the E- 911 Coordinator.

9. A doctor' s excuse or written explanation is required any time an employee has anabsence of two ( 2) or more consecutive scheduled work days or any time an employeehas exhausted their sick leave bank.

10. For each unscheduled absence, tardy, or early departure, points will be assigned asfollows:

1 to 5 minutes tardy = Grace Period

6 to 30 minutes missed = 1/4 point

31 to 90 minutes missed = 1/2 point

91 to 180 minutes ( 3hrs) missed = 3/ point

27

Greater than 180 minutes ( 3hrs) missed = 1 point

One day of absence = 1 point

11. The point thresholds and time frames for the levels of progressive discipline are as

follows:

Points Accruals Based On Rolling 12 Months of Active Employment

Point Thresholds Level of Discipline Discipline Duration

4. 00— 4. 75 Verbal Counseling Discipline step deactivates when currentNotice points fall below discipline thresholds

5. 00— 6. 75 Written Warning Discipline step deactivates when currentpoints fall below discipline thresholds

7. 00 —7. 75 Final Written Warning Discipline step deactivates when currentpoints fall below discipline thresholds

8. 00 Termination N/ A

Each attendance occurrence and the associated point value will expire after 12 months of active

employment following the attendance occurrence. If a discipline level has been administered

and is subsequently deactivated, all of an employee' s remaining attendance points continue tobe active during the rolling 12 months of active employment. If one or more points expire and no

additional points are received, the current step of discipline deactivates and any subsequentdiscipline will be based on the point threshold in the table above.

Absenteeism is measured based on a rolling 12 months of active employment. Anyunscheduled time away from the scheduled shift equal to or in excess of 8 total points in arolling 12 months of active employment, regardless of reason, will be considered unacceptable

absenteeism and will result in termination absent extraordinary circumstances as determined bythe E- 911 Coordinator.

While waiting for approval of FMLA, leave of absence, short term disability or other leave,attendance points will be pending and any active discipline at the time of the absence will besubject to progression if the absence is not approved. If the relevant leave case is not approved,

pending absences, tardiness and early departures will be assigned points and can lead to adiscipline step.

12. Exceptions to the above progression guidelines may be made as appropriate at the E-911 Coordinator' s discretion. Attendance behaviors will be monitored and if

unacceptable patterns are found this may result in additional discipline. Examples of

unacceptable patterns include, but are not limited to, prolonging vacations withconcurrent unexcused absences and reporting an absence on the same specific days ofthe week. If an employee is placed on discipline due to unacceptable patterns of

attendance, the employee will be considered to have points equal to that level of

discipline. If an employee experiences an occurrence or occurrences that would give rise

to a level of discipline, but the employee has not returned to work so that the discipline

28

can be administered ( or if the employee' s return is so brief that the E- 911 Coordinator or

the employee' s supervisor is not able to administer the discipline), the employee mayreceive combined discipline for the occurrence( s) upon a return to work. This means an

employee may be subject to more than one disciplinary action, up to and includingtermination, during the course of an extended unexcused absence or series ofunexcused absences.

13. Employees may be disqualified for internal job opportunities while on a step of disciplinefor attendance.

Called In or Scheduled to Work Extra Shifts

Anytime an employee is asked and works extra shifts such as filling for someone on vacationleave or sick leave, they will be rewarded with point deductions.

z point deduction when working 3 or more hours for someone out on sickleave

point deduction when working 3 or more hours for someone on vacationleave

Furthermore it is imperative that every employee answers their phone or responds in a timelymanner when the Admin. Assistant or the Public Safety Director attempts to get in touch withthem.

Attendance and Punctuality Definitions

Absence: Absences are scheduled days not worked and are considered unexcused. If the

absence is not protected, it may be subject to disciplinary action.

Job Abandonment: If an employee is absent from work for three ( 3) or more consecutive

workdays without proper notification or without approval, the employee will be considered to

have abandoned his/ her job and voluntarily quit without notice.

Leave Early or Early Departure: An employee leaving prior to the end of his/ her scheduledshift.

Occurrence: An occurrence maybe anycombination of absences, tardinessor earlydepartures. Occurrences will be assessed even if the circumstances giving rise to theoccurrence are beyond the employee' s control, such as a flat tire.

Points: Each absence should be evaluated under the Attendance Guidelines. Employees who

are tardy or leave early from any part of their scheduled shift may receive a partial or full pointunder these guidelines.

29

3. 7 On- Call Policy

Purpose:

To establish a standard procedure for calling in personnel in a timely fashion when coverage isneeded in the 9- 1- 1 center. Lee County E- 911 is a public safety facility that operates twenty- fourseven all year round. It is essential that adequate manpower be maintained to conduct

business. It is difficult to cover shifts when employees call out, and there is a man power

shortage. It is however not the intention of Lee County E- 911 to restrict any off-duty employeeson their days off. For this reason when no employee volunteers to work over-time, an on- call list

that is voluntarily signed up for will be used.

Procedure:

Each month the E- 911 Coordinator will draft a schedule for on- call by placing a calendar on theboard the last week of the month for the employees to sign up for what days they want to haveon- call during the following month. The list will avoid placing employees' on call on all off days.

When someone calls out for a shift leaving the shift short, employees on the on- call list arerequired to work the overtime unless someone volunteers for overtime in his or her on- callplace. (Volunteered overtime must be approved in advance of the on- call day by the E- 911Coordinator.)

Likewise, if it becomes very busy, the Shift Supervisor or Senior Dispatcher working with onlytwo on shift may utilize on- call after approval through the E- 911 Coordinator to help alleviatestress during busy times by calling in a third person. In addition, the E- 911 Coordinator mayallow for the third person on night shift to only cover during the busy hours ( such as from 6pm -2am) but this must be approved.

Employees will be placed on- call for twelve- hour shifts, but the person may be utilized for lesstime if able any less hours are approved by the E- 911 Coordinator The employees will be askedto voluntarily sign up for the days they wish to be on- call in order to lessen the likelihood of theE- 911 Coordinator having to assign days.

No employee will be allowed to work at any time that requires more than three (3) consecutivedays without approval by the E- 911 Coordinator. No employee will be allowed to sign up for on-call on his or her regular rotation; this will help to ensure that no employee works too manyhours in one shift. Employee shifts are twelve- hour shifts and anything over must be approvedby the Director. Day shifts will sign up for days and night shifts will sign up for nights. In addition,every employee will be required to pull his or her fair share of on call shifts, the Shift Supervisorwill aid the E- 911 Coordinator in ensuring that all dispatchers on his or her shift sign up for theon- call days that they want and do so by the first of each month. If shifts do not sign up for on-call the E- 911 Coordinator will sign the shift up.

A copy of the schedules will be displayed and available for all. The E- 911 Coordinator andSupervisor of each shift will also maintain a mirror copy of these for quick access.

30

I would suggest adding language to cover the two following items:

1) Add a section mandating that all information that any employee receives or isprovided while on duty at the E- 911 center is confidential, and that the breach of suchconfidentiality by an E- 911 employee shall subject the employee to immediate discipline, up toand including termination.

2) Adding a provision at the end of the policy which says that these policies are to beconsidered supplemental to the Lee County Personnel Policy, and if there is a conflict betweenthe Lee County Personnel Policies and these policies, then these policies shall control.

31

LEE COMM\

Lee County Fire and Emergency Services

i342 Leslie Hwy

Leesburg Ga, 31763FIRE& Et1ERRERCY

SERVICES

229- 759- 6090

February 20, 2019

Christi,

There is an automatic aid agreement with Sumter County Fire Rescue to be considered forapproval by the Board of Commissioners on February

26th

The Sumter County Board of Commissioners approved the agreement on February19th.

This

agreement has been worked out between myself and Sumter County Fire Chief John Ekaitis priorto approval by the Commissioners.

This agreement will provide additional equipment and manpower in North Lee County fromSumter County Fire. Lee County Fire& Emergency Services will provide equipment and

manpower in Southern Sumter County.

This agreement will enhance the Insurance Services Office ( ISO) rating for both Lee and SumterCounties.

Should there be a time that the fire department has equipment and manpower dedicated to

other emergencies in their respective counties, there will be no response.

I have worked with other jurisdictions with Automatic Aid Agreements for over 20 years and

have found that these agreements are beneficial to both parties.

I recommend approval of this agreement with Sumter County.

Respectfully,

David Forrester

32

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STATE OF GEORGIA

COUNTY OF SUMTER

INTERGOVERNMENTAL AGREEMENT

BETWEEN THE LEE COUNTY BOARD OF COMMISSIONERS

AND THE SUMTER COUNTY BOARD OF COMMISSIONERS

WITH RESPECT TO THE AUTOMATIC MUTUAL

PROVISION OF FIRE SERVICES

This Intergovernmental Agreement (" Agreement") is dated effective the

day of 201 , by and between the Board of Commissioners

of Lee County (" Lee County") and the Board of Commissioners of Sumter County

Sumter County").

WITNESSETH :

WHEREAS, Lee County, acting through the Lee County Fire and Emergency

Service Department (" Lee FESD"), presently provides and operates fire suppression

and emergency first responder services within the unincorporated areas of Lee County;

and

WHEREAS, Sumter County, acting through the Sumter County Fire and Rescue

Department (" Sumter FRD"), presently provides and operates fire suppression and

emergency first responder services within the unincorporated areas of Sumter County;

and

WHEREAS, Lee County and Sumter County are authorized pursuant to Article

IX, Section III, Paragraph I of the Georgia Constitution of 1983 to contract with each

Page 1 of 13

34

other for a period not exceeding fifty ( 50) years for joint services, for the provision of

services, or for the joint or separate use of facilities or equipment, as long as such

activities, services, or facilities which are the subject matter of such contract are

services which the contracting parties are authorized by law to undertake or provide;

and

WHEREAS, both Lee County and Sumter County are authorized pursuant to

Article IX, Section II, Paragraph III of the Georgia Constitution of 1983 to provide fire

protection and public health services; and

WHEREAS, Lee County and Sumter County are further authorized pursuant to

Article IX, Section II, Paragraph III( b) of the Georgia Constitution of 1983 to exercise

their respective powers outside of the boundaries of their respective counties by

contract with the county within which such services are to be provided; and

WHEREAS, Lee County and Sumter County previously entered an

Intergovernmental Agreement to Provide for Reciprocal Fire Suppression Services

within Such Jurisdictions, Reimbursement Rates for Such Fire Suppression Services,

and for Other Purposes (" Mutual Aid Agreement"); and

WHEREAS, this Agreement is intended to supplement the services provided for

in the Mutual Aid Agreement and is not intended to replace the Mutual Aid Agreement;

and

WHEREAS, Lee County and Sumter County deem it appropriate to provide

automatic mutual aid to each other in connection with fire suppression within each

other' s jurisdictions in accord with the terms of this Agreement; and

Page 2 of 13

35

WHEREAS, Lee County and Sumter County deem it in the best interest of their

respective citizens to enter into this Intergovernmental Agreement for the purposes

herein set out.

NOW, THEREFORE, in consideration of the premises and for other good and

valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the

parties hereto do hereby agree as follows:

1. ( A) For purposes of this Agreement, the area shaded in gray on the

attached map labeled as Exhibit "A" shall be deemed Response Area No. 1. Said area

shaded in gray is referenced in the " Legend" on Exhibit " A" as " Automatic Aid 14, Lee

Co aids Sumter Co." Response Area No. 1 shall include all real property and structures

thereon on both sides of the roads, streets, or highways that form the external boundary

of Response Area No. 1 as depicted on Exhibit " A." Exhibit " A" is incorporated into

and made a part of this Agreement by specific reference thereto.

B) For purposes of this Agreement, the area shaded in green on the

attached map labeled Exhibit " A" shall be deemed Response Area No. 2. Said area

shaded in green is referenced in the " Legend" on Exhibit " A" as " Automatic Aid 13,

Sumter Co aids Lee Co." Response Area No. 2 shall include all real property and

structures thereon on both sides of the roads, streets, or highways that form the

external boundary of Response Area No. 2 as depicted on Exhibit " A."

2. ( A) All calls for fire suppression services with respect to structure fires

and fire alarms within Response Area No. 1 shall result in an automatic simultaneous

response from both the Lee County FESD and the Sumter County FRD as outlined in

this Agreement.

Page 3 of 13

36

B) All calls for fire suppression services with respect to structure fires

and fire alarms within Response Area No. 2 shall result in an automatic simultaneous

response from both the Lee County FESD and the Sumter County FRD as outlined in

this Agreement.

C) The Lee County FESD and the Sumter County FRD shall notify

their respective E911 services and direct that the E911 service simultaneously notify

both the Lee County FESD and the Sumter County FRD of all incoming fire suppression

service requests with respect to structure fires and fire alarms where such fire

suppression service requests are located within either Response Area No. 1 or

Response Area No. 2.

D) Both the Lee County FESD and the Sumter County FRD shall

automatically respond with a staffed tanker to all structure fires and fire alarms at

locations within either Response Area No. 1 or Response Area No. 2.

E) The Lee County FESD and the Sumter County FRD shall jointly

establish a response plan regarding deployment of personnel and equipment in

responding to emergency fire suppression incidents under this Agreement. Any

additional required personnel or equipment shall be determined on an incident by

incident basis in the Incident Commander' s sole discretion, and if reasonably available,

shall be providedby the department to whom the Incident Commander' s request is

made.

F) In the event that the Lee County FESD is the first to arrive at an

incident location in Response Area No. 1, upon the arrival of the Sumter County FRD at

the incident scene, the Lee County FESD will relinquish command of the incident

Page 4 of 13

37

through a face- to-face transfer of command to the ranking member of the Sumter

County FRD on the scene.

G) In the event that the Sumter County FRD is the first to arrive at an

incident location in Response Area No. 2, upon the arrival of the Lee County FESD at

the incident scene, the Sumter County FRD will relinquish command of the incident

through a face- to- face transfer of command to the ranking member of the Lee County

FESD on the scene.

H) In the event that the Sumter County FRD is the first to arrive at an

incident location in Response Area No. 1 and determines that it is able to handle the

incident utilizing its own personnel, equipment, and available resources, then the

Sumter County FRD shall immediately notify the Lee County FESD so as to cancel the

response of the Lee County FESD to the incident.

I) In the event that the Lee County FESD is the first to arrive at an

incident location in Response Area No. 2 and determines that it is able to handle the

incident utilizing its own personnel, equipment, and available resources, then the Lee

County FESD shall immediately notify the Sumter County FRD so as to cancel the

response of the Sumter County FRD to the incident.

3. ( A) The first arriving fire department at any emergency incident

responded to hereunder will establish an incident command management structure

consistent with that fire department' s standard operating procedures. All responding

personnel will operate accordingly under the command structure established and will

work at all times in assigned sectors. Upon the relinquishment of command to the other

Page 5 of 13

38

department under Paragraph 2( F) or 2( G) hereof, the incident command shall shift to

the Incident Commander of the other department.

B) The Incident Commander shall be in command of all units reporting

to the incident in accordance with the National Incident Management System (" NIMS").

All personnel and equipment of a responding agency shall be under the immediate

command of the highest ranking officer attached to the Incident Commander' s agency.

All directions for use of such personnel and equipment shall be made by the Incident

Commander or his or her designee. Notwithstanding the foregoing, each responding

fire department' s highest ranking officer shall retain the right to re- call his or her

personnel from the incident in the event that, in his or her determination, there is an

issue of scene safety. Any such decision shall be communicated directly to the scene

Incident Commander.

C) The Incident Commander shall receive some form of an

accountability tag from each firefighter from the other agency once those personnel

arrive on the incident scene. This identification can be in the form of an ID card, their

accountability system identification tags, and if those items are not in place or available,

then the receiving Incident Commander will secure a driver's license. This is to insure

the accountability of all emergency responders that respond to the incident.

4. Upon dispatch of both fire departments, all responding units to emergency

incidents within either response area will switch their radio traffic to the frequency

assigned by the Incident Commander. Both fire departments will follow the then current

E- 911 Center fire dispatch protocols in that jurisdiction.

Page 6 of 13

39

5. ( A) Within thirty ( 30) calendar days of the effective date of this

Agreement, authorized representatives of each party shall meet and provide to each

other service area maps, information regarding compatibility of apparatus or equipment,

including fire hydrant fittings and hoses, and contact information for appropriate

personnel in each department. At such meeting, the person in charge of each

department shall designate a primary department employee and a secondary

department employee who shall be responsible for coordinating the respective

departments' activities, responses, and services to be provided hereunder.

B) At such meeting, the parties shall also agree to a schedule of

mutual training and mutual training exercises between the two departments on a regular

basis, with the understanding that such mutual training and mutual training exercises

shall be scheduled no later than six ( 6) calendar months prior to the date of such actual

training. Such training shall be held semi-annually between the two departments, and

the location of such training shall be alternated between the two counties.

6. In the event the Incident Commander authorizes the fire department that is

providing automatic aid outside of its original jurisdiction to use special extinguishing

agents, such as foam based products or Fire Aide, from the supply of the department

providing automatic aid, then the other department and its governing authority shall be

obligated to reimburse said fire department for the actual cost of such special

extinguishing agents utilized. Such cost shall be billed to the governing authority of the

County in which the aid was provided within thirty ( 30) calendar days of the use of such

agents, and such reimbursement shall be paid to the County that provided the

Page 7 of 13

40

automatic aid and materials within fifteen ( 15) calendar days after the date of receipt of

such invoice.

7. ( A) Each party shall, and does hereby, waive all claims against the

other party for compensation for any property loss or damage and/or personal injury or

death occurring as a consequence of the performance of this Agreement. Each party

shall bear the liability and/or costs arising from loss of or damage to its equipment and

other personal property and the death of, or injury to,, its personnel occurring as a

consequence of the performance of this Agreement, whether or not the death, injury, or

damage occurs at an incident within either response area. To the extent allowed by law,

each party shall indemnify, defend, and hold harmless the other party for damages,

claims, demands, suits, judgments, costs, and expenses arising from loss of or damage

to private property and/ or the death of or injury to private persons whether or not caused

by either department responding within the parameters of this Agreement; provided,

however, that nothing contained in this Agreement shall waive the sovereign immunity of

a party granted to it by law or the qualified or official immunity of a party' s employees,

officers, or elected officials.

B) With respect to command at the emergency incident as provided for

in this Agreement, each party shall, and does hereby, waive all claims against the other

party for compensation for any property loss or damage and/ or personal injury or death

occurring as a consequence of any negligent acts, failures to act, conduct, instructions,

or commands given by the individual departmental officer who assumes command as

the Incident Commander at any emergency incident. This provision shall not apply to

any acts, failures to act, conduct, instructions, or commands given by such an officer in

Page 8 of 13

41

the capacity of Incident Commander, which are later determined at any time to have

been grossly negligent, willful, wanton, or reckless.

8. This Agreement is for fire suppression services only and does not

anticipate any rescue, first responder, or other types of services by either party. Each

governing body may request such rescue, first responder, or other types of services

from the other on a case- by-case basis.

9. Neither the Lee County FESD nor the Sumter County FRD shall be

responsible for any replacement, repair, or maintenance of any equipment or property

used by the other as a result of the department providing fire suppression services

pursuant to this Agreement. Neither party shall be liable to the other for any claims,

losses, injuries, and damages, arising out of, as a result of, or in connection with, the

provision of fire suppression services hereunder unless such claims, losses, injuries, or

damages are caused by or proximately result from the negligent or intentional

misconduct of the other party; or such other party's employees, agents, or other

firefighting personnel.

10. Each party shall independently purchase and maintain, at its sole cost and

expense, such liability insurance coverage insuring each respective party and its agents

and employees with respect to any and all liability arising out of or occurring as a result

of the provision of the fire suppression services hereunder. Such liability insurance

coverages shall be in such amounts as may be deemed appropriate by each party

hereto. Such insurance shall also cover property damage to each party' s respective

property and equipment in such amounts as each party deems appropriate with respect

to its own property and equipment. Such insurance coverage shall be applicable and in

Page 9 of 13

42

effect during any time that services are being provided to the other party in the other

party' s jurisdiction hereunder.

11. This Agreement shall not be subject to assignment by either party hereto

without the express written consent of the non- assigning party to such assignment.

12. Nothing in this Agreement shall be construed to prohibit the parties from

entering into similar mutual or automatic aid agreements with other jurisdictions during

the term hereof.

13. This Agreement shall become effective as of the date stated herein and

shall continue in full force and effect until December31st

of the calendar year in which it

was executed. The Agreement will automatically renew annually for successive one ( 1)

calendar year terms unless either party terminates the Agreement with thirty ( 30) days'

written notice to the other party prior to the commencement of the new term.

14. All notices required or permitted to be given with respect to this

Agreement shall be in writing. Each notice to the City shall be delivered by personal

service or sent by registered or certified mail, postage prepaid, and return receipt

requested, to:

Lee County Board of CommissionersAttn: Chairman

102 Starksville Avenue North

Leesburg, Georgia 31763

Lee County Fire and Emergency Services DepartmentAttn: Chief

934 US Highway 19 SouthLeesburg, Georgia 31763

Each notice to the County shall be delivered by personal service or sent by

registered or certified mail, postage prepaid, and return receipt requested, to:

Page 10of13

43

Sumter County Board of CommissionersAttn: County Administrator

500 West Lamar Street

Americus, Georgia 31709

Sumter County Fire and Rescue DepartmentAttn: Fire Chief

210 Rucker Street

Americus, Georgia 31719

Notices shall be sent to such other address as either party may from time to time

designate in writing.

Every notice shall be deemed to have been given at the time it shall have been

deposited in the United States Mail, postage prepaid, in the manner prescribed herein.

Nothing contained herein shall be construed to preclude personal service of any notice

in the manner prescribed for personal service of a summons or other legal process.

15. This Agreement shall be construed in accord with the laws of the State of

Georgia.

16. This Agreement constitutes the entire agreement between the parties

hereto with respect to the subject matter hereof, and no modification of this Agreement

shall be binding unless the same is reduced to writing and signed by all parties to this

Agreement. No representation, promise, or inducement not included in this Agreement

shall be binding upon any party hereto.

IN WITNESS WHEREOF, the undersigned have set their hands and affixed their

seals effective as of the date first above written.

Signatures continued on following pages.]

Page 11of13

44

The Board of Commissioners

of Lee County, Georgia

By:Chairman

Printed Name:

Attest:

County ClerkPrinted Name:

Approved as to substance:

Fire Chief David Forrester

Printed Name:

Signatures continued on following page.]

Page 12 of 13

45

The Board of Commissioners

of Sumter County, Georgia

By:Chairman

Printed Name:

Attest:

Rayetta Volley, County Clerk

Approved as to substance:

John Ekaitis, Chief

Sumter County Fire & Rescue

Page 13 of 13

46

Volunteer Boards

LEE COUNTY

CURRENT BOARD VACANCIES

Candidates appointed by the Lee County Board of Commissioners are required to live in Lee County. If you would like to beconsidered for appointment to a County Volunteer Board please submit a letter of interest including any certificates, resume, orrelated documents you want to be considered or complete the Volunteer Board application. For additional information on these

Volunteer Boards, see the Lee County website or contact the County Clerk.

Christi Dockery, Co County ManagerLee County Board of Commissioners

102 Starksville Avenue North

Leesburg, Ga. 31763229) 759- 6000

www. lee. ga. us

cdockeryQlee. ga. us

Vacancies will be open until filled.

Current Volunteer Board Vacancies Vacancies Expires Term

Housing Task Force- SWGA 1 05/ 31/ 18 2 Year

DARTS Citizens Transportation Committee 1 07/ 01/ 18 2 Year

GA Behavioral Health Advisory Council 1 07/ 31/ 18 3 Year

Community Action Council SWGA 1 12/ 31/ 18 5 Year

Upcoming Volunteer Board Vacancies Vacancies Expires Term

Parks and Recreation Authority 2 02/ 26/ 19 1 Year

Community Foundation Board of Trustees 3 03/ 25/ 19 2 Year

Family& Children Services 1 06/ 30/ 19 5 Year

Housing Authority Board of Lee County 1 06/ 30/ 19 5 Year

Library Board of Trustees 2 06/ 30/ 19 3 Year

Utilities Authority Board of Lee County 3 06/ 30/ 19 1 Year

47

VOLUNTEER BOARD APPLICATION

Contact Information

Name Lee Johnston III

Street Address 1328 philema

rdT_.__.__—__..__—_—___—City, State, ZIP Code Leesburg ga 31763

Home Phone

Cell Phone j 2293950052

Work Phone

E- Mail Address Lnj0829@icloud. com

Citizens' Transportation Committee

Community Foundation Board of Trustees

Board Appointment Requested Utilities Authority

Library Board

Division of Family& Children Services Board

Special Skills or Qualifications

Summarize special skills and qualifications you have acquired from employment, previous volunteer

work, government or through other activities.

I have 15 years of govt work, I have served on the darts and foundation board before. Im just imterested on

learning new things that involve the county and the community.

49

VOLUNTEER BOARD APPLICATION

Previous Volunteer Experience

Summarize your previous volunteer experience.

I have served on the planning commission, darts, and foundation board. I also have been involved with lee countyfire dept as well. As I said before I want to learn as much as I can about the county.

I

50

Sherry Shelton

From: Sherry SheltonSent: Monday, February 04, 2019 1: 47 PMTo: Sherry SheltonSubject: Jamie Knight- Parks and Recreation Authority- Lee County

From: Knight,Jamie [ mailto: JAMIEKNIGHT@synovus. com]

Sent: Monday, February 04, 2019 11: 37 AMTo: Sherry SheltonCc: Christi DockerySubject: RE: Appointment- Parks and Recreation Authority - Lee County

I will remain on the authority Sherry in the event I am needed.

Jawwi e. Kwi gl -

S i ` o v V

s6

Vice President

Retail Market Leader

N M LS: 664064

PH: ( 229) 430- 7013

FAX: ( 229) 430- 7006

iamieknight@synovus. com

Synovus Bank named the# 1 Most Reputable Bank

in 2017 by Reputation Institute *

NOTICE: This communication is intended only for the person or entity to whom it is addressed and maycontain confidential, proprietary, and/or privileged material. Unless you are the intended addressee, anyreview, reliance, dissemination, distribution, copying or use whatsoever of this communication is strictlyprohibited. If you received this in error, please reply immediately and delete the material from allcomputers. Email sent through the Internet is not secure. to not use email to send us confidential

information such as credit card numbers, PIN numbers, passwords, Social Security Numbers, Accountnumbers, or other important and confidential information.

52

RESOLUTION REQUESTING SALES TAX INFORMATION

FROM THE GEORGIA DEPARTMENT OF REVENUE

PURSUANT TO O. C. G.A. § 48- 2- 15( d. 1) AND

NAMING A DESIGNATED OFFICER FOR ALL RELATED PURPOSES

WHEREAS, Georgia Code ( O. C. G.A.) § 48- 2- 15, as amended in 2018, authorizes the

Commissioner of the Georgia Department of Revenue ( hereinafter the " DOR Commissioner") to

provide certain confidential sales tax information to the " designated finance officer or taxingofficial" of counties and other local governments; and

WHEREAS, more specifically, O. C. G.A. § 48- 2- 15( d. 1) authorizes the DOR

Commissioner to provide to a local government' s designated officer, upon request, certain

information relating to vendors that have submitted sales tax reports within the period of time setforth in that request; and

WHEREAS, O. C. G.A. § 48- 2- 15( d. 1) further allows the local government' s designated

officer to request that the DOR Commissioner validate, from time to time, the political

subdivision to which sales taxes are being remitted by taxpayers with a business location withinthat local government' s boundaries; and

WHEREAS, Lee County desires to obtain the sales tax information described in theabove Georgia Code Section;

NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of LeeCounty, as follows:

1. The Board of Commissioners hereby designates the following finance or tax officialas Lee County' s Designated Officer for all purposes described in O. C. G.A. § 48- 2-

15( d. 1):

Heather Jones, Finance Director

102 Starksville Avenue North

Leesburg, GA 31763229) 759- 6000

hjones@,lee. ga.us

2. The Board of Commissioners hereby requests that the DOR Commissioner ( or his/herdesignee) furnish to the above- named Designated Officer all vendor sales tax

information described in O. C. G.A. § 48- 2- 15( d. 1)( 1) for Lee County for thefollowing time period: one year, beginning 03/ 01/ 2019.

3. In accordance with O. C. G.A. § 48- 2- 15( d. 1)( 2)( B) and following receipt of theinformation described in Paragraph 2, above, the Designated Officer is herebyauthorized to request validation by the DOR Commissioner of the politicalsubdivision to which one or more vendors/ taxpayers with a business location in Lee

County have remitted sales taxes for the designated period, with such validationrequest to contain the business name and location address of each such

53

vendor/ taxpayer and such other information as may assist the DOR Commissioner inresponding to such validation request;

4. The Designated Officer shall use such information only in the discharge of his/ herduties and shall maintain the confidentiality of such information as required byO. C. G.A. § 48- 2- 15( d. 1); and

5. The Board of Commissioners shall comply with all confidentiality requirements ofO. C. G.A. § 48- 2- 15( d. 1), including, but not limited to, the requirements that 1) suchinformation may only be discussed by members of the Board of Commissioners inexecutive session and 2) members of the Board of Commissioners shall recuse

themselves from such executive session discussions in the event of a conflict of

interest asdescribed in the above Georgia Code Section.

BE IT FURTHER RESOLVED, that this Resolution shall become effective upon its

approval by the Lee County Board of Commissioners, and the official named above shall remainLee County' s Designated Officer for all purposes under O.C. G. A. § 48- 2- 15( d. 1) until further

action of the Board of Commissioners.

BE IT FURTHER RESOLVED, that the Lee County Clerk is hereby directed toprovide a certified copy of this Resolution to the Georgia Department of Revenue via emailpublic. disclosure@a, dor. ga. gov) or to otherwise transmit a copy of this Resolution as may

directed by the Georgia Department of Revenue.

PASSED AND RESOLVED this day of20

LEE COUNTY BOARD OF COMMISSIONERS

By:Chairperson

ATTEST:

County Clerk

Affix Seal]

54

Q G)\ y

a o.

117 _

Georgia Department of Revenue

Policy Bulletin ADMIN- 2019- 02Sales and Use Tax Information Available to Political Subdivision Designees

Purpose: The purpose of this Policy Bulletin is to clarify the process for political subdivisions to requestand receive sales and use tax information in accordance with 2018 Senate Bill 371 (" SB 371"), which was

signed into law on May 7, 2018 and became effective on July 1, 2018. Additionally, this Policy Bulletinaddresses the confidentiality obligations which political subdivisions must comply with after receipt ofany such information.

Issue Date: January 14, 2019.

Authority: O. C. G.A. §§ 48- 2- 1 and 48- 2- 15.

Scope: A Policy Bulletin is intended to provide guidance to the public and to Department personnel. It isa written statement issued to apply principles of law to a specific set of facts or a general category oftaxpayers. A Policy Bulletin is the Department' s position and is binding on agency personnel untilsuperseded or modified by a change in statute, regulation, court decision, or subsequent Policy Bulletin.

Discussion:

1. SB 371 Summary

SB 371 allows counties, municipalities, and consolidated governments ( collectively, " political

subdivisions") in Georgia to: ( 1) request a report of vendors who filed a sales tax return with amounts

attributable to the political subdivision for a designated period ( the " Report"); and ( 2) after receiving theReport, the political subdivision may request that the Department validate that a taxpayer within thepolitical subdivision is remitting sales tax to the appropriate political subdivision.

2. Sales and Use Tax Filer Report

Before the Department can provide the Report, the political subdivision must request the Report

by sending an official resolution to public. disclosure@dor. ga.gov. The resolution must contain the contactinformation ( name, address, phone number, and e- mail address) of a designated official, who must be afinance officer or taxing official of the political subdivision ( the " Designee"). The resolution must also

state a" designated period" of tax information the Designee wishes to receive, such designated period not

to exceed one year. Please note that the Department is only able to include information of vendors for tax

periods occurring after July 1, 2018, the effective date of SB 371. The Designee will be the only individualauthorized to receive the Report from the Department.

55

Reports provided by the Department will include the sales tax certificate information for vendorswho have reported sales tax attributable to the requesting political subdivision in the designated period.Please note that, due to statutory sales and use tax reporting requirements, the Department only has county-level information to provide to municipalities and consolidated governments.

Each political subdivision may make one Report request per year. The Department will charge afee of$50. 00 to the requesting political subdivisions for providing each Report.

3. Validation of the Report

The initial Report provided to a Designee will list all vendors remitting any sales tax to therequesting political subdivision. After receiving the initial Report, the Designee of each politicalsubdivision may request that the Department validate up to 10 vendors which are located within theirpolitical subdivision, whether or not such vendors appeared on the Report.

All validation requests must come from the Designee and contain the business name and location

address of each vendor being validated. Additionally, if available, the validation request should includethe taxpayer identification number, the reason the validation is being requested, and any other additionalinformation the Designee wishes to include. Validation requests must be emailed to

public. disc losure@dor. ga. goy.

Within 30 days of receipt of each validation request, the Department will provide the Designee

with a response validating whether each vendor is reporting sales tax attributable to the proper county.For any vendors which the Department was unable to validate, the Department will take other appropriateaction as provided by law. The Department will charge a fee of $ 50. 00 to the requesting politicalsubdivision for providing the validation.

4. Confidentiality of Reports and Validation

Any information furnished pursuant to O.C. G.A. § 48- 2- 15( d. 1) is strictly privileged and

confidential. The political subdivision Designee may NOT contact any of the taxpayers identified in theconfidential information.

It is unlawful for any person to divulge confidential tax information in violation of O. C. G.A. §48-

2- 15( d. 1). Any person who violates this law is subject to the same penalties that would apply to anemployee of the Department ofRevenue for the improper divulgence of confidential tax information.

FOR MORE INFORMATION

For more information on this subject, please email public.disclosure@dor. ga.gov or visit theDepartment' s website at dor.georgia.gov.

56

pV

LEE COUNTYLife works well here.

Lee Coun Plannin , Zonin 8 En ineerin De artment

Rozanne Braswell, AICP Megan Fowler, MPA

Planning, Zoning& Engineering Director County Planner/ Zoning Administrator

Randy Weathersby Corrie Wheeler Allison EdwardsGIS Manager GIS Technician Office Manager/ Planning Assistant

MEMORANDUM

To: Christi Dockery and Mike Sistrunk, Co- County Managers

From: Rozanne Braswell

Date: February 21, 2019

Subject: 2020 Census— Counting for Dollars 2020

The 2020 Census provides an opportunity for everyone to be counted as the Census decides how federalfunds are distributed each year to local, state, and tribal governments for schools, roads, and healthcare.

Census data affects your representation in government, determines how much funding your communityreceives, and provides information to help plan for the future.

Lee County and the Cities of Leesburg and Smithville participated in the Local Update of Census Addresseslast fall, updating 1, 400 addresses using GIS. The next step is to establish a Complete CountCommittee( CCC) to plan and implement outreach campaigns to raise awareness of the census and

ultimately increase self- response and participation rates.

Appoint a Chairperson to start a CCC with " Census Ambassadors", committee members with

experience in the following areas, which can be topics of subcommittees:Education— Board of Education ( to be determined)

Business— Chamber of Commerce ( Lisa Davis, Barry Carr, Jim Bacon)Media— Lee County Ledger( to be determined)Community Organizations— Family Connections( Patsy Shirley)Faith- Based Community— To be determined

Budget funding will be necessary to support Census 2020 activities at the local level( county& cities).

Gloria Strode ( Partnership Specialist) of the Atlanta Regional Census Center will assist the local CCC withpublic meetings.

Timeline

February/ March 2019 Establish CCC

April 2019 thru January 2020 Promote Census Participation

March 2020 thru June 2020 Call to Action for Residents to Respond

February 2020 thru June 2020 Group Quarters Operations( count of residents in nursinghomes, RV parks, transitory locations, prisons, etc.)

March 23, 2020 Self-Response Begins& Continues thru July 2020April 1, 2020 Census Day- Reference Date= where you live on April 1

Mid- April 2020 Early Non- Response Follow UpMay thru July 2020 Non- Response Follow UpLate August thru September 2020 Area Census Offices Closed

August thru December 2020 Quality EvaluationDecember 31, 2020 Deliver Counts to the President

Count Everyone Once, Only Once, and in the Right Place

Lee County, Georgia102 Starksville Ave., N Leesburg, GA 31763

57

229) 759- 6000 Fax: ( 229) 759- 6032Web: www. lee. ga. us

Contact Information

For additional information about the Complete CountComplete Count Committees program,

2020 Census Timeline please contact your regional census office. Committees

2018 Please contact: If you reside in:

Tribal leader, governor, or highest ATLANTA Alabama, Florida,

elected local official or community Atlanta. rcc Georgia, _ ouisiana,

leader determines Complete Count partnership Mississippi,

Committees ( CCCs) structure. 2020census. gov North Ca- olina,

and Souti Carolina

CCCs receive 2020 Census t- aining.

CHICAGO Arkansas, Illinois,

2019Chicago. rcc Indiana, Iowa,

4114partnership Michigan, Minnesota,

IIIContinue establishing CCCs. @2020census. gov Missouri, and

Wisconsin

Open Area Census Offices.

fpCCCs develop strategy and

DALLAS Arizona, Colorado,

Work plan. Dallas. rcc Kansas, Montana,

partnership Nebraska, New

@2020census. gov Mexico, North

2020Dakota, South

Dakota, Oklahoma, Texas,

CCCs begin community organiza= ion Utah, and Wyoming

mobilization.LOS ANGELES Alaska, California,

2020 Census advertising campaign Los. Angeles. rcc Hawaii, Idaho,

begins in early 2020. partnership Nevada, Oregon, L.

CCCs support the 2020 Census. @2o2ocensus. gov and Washington

CCCs encourage self- response. NEW YORK Connecticut, Maine,

IANew. York. rcc Massachusetts, New

partnership Hampshire, New Jersey,

April 1, 2020 — CENSUS DAY 0) 2020census. gov New York, Rhode Island,

Vermont, and Puerto Rico

CCCs urge households who donot respond to cooperate with PHILADELPHIA Delaware, District of

census takers. Philadelphia. rcc Columbia, Kentucky,

lb 44partnership Maryland, Ohio,

@2020census. gov Pennsylvania, Tennessee,

Virginia, and West Virginia

July 2018 Usuted States

D- 1256 CCC United States CensusCensus 2020

criBureau

CO

The 2020 Census Get Sis almost here!

The 2020 Census provides an opportunity WHO? Community influencers create localizedfor everyone to be counted. Tribal, state,

Tribal, state, and local governments workmessaging that resonates with the

and local governments; community-together with partners to form CCCs population in their area. They are trusted

based organizations; faith- based groups; voices and are best suited to mobilize

schools; businesses; the media; and othersto promote and encourage response to

the 2020 Census in their communities. community resources in an efficientplay a key role in developing partners manner.

to educate and motivate residents to Community- based organizations also

participate in the 2020 Census. establish CCCs that reach out to their

HOW?constituents.

When community members are informed, It' s up to all of us! CCCs know the best

they are more likely to respond toWHAT? way to reach the community and raise

the census. Through collaborative A CCC is comprised of a broad spectrumawareness. Some activities could include:

partnerships, the U. S. Census Bureau and of government and community leadersHolding CCC kickoff meetings withcommunity leaders can reach the shared from education, business, healthcare, andmedia briefings.goal of counting EVERYONE in 2020. other community organizations. These

trusted voices develop and implement Participating in Census rallies orThe Complete Count Committees ( CCC) a 2020 Census awareness campaign

parades.

program is key to creating awareness in based upon their knowledge of the local Coordinating Census unity youthcommunities all across the country. community to encourage a response. forums.

CCCs utilize local knowledge, influence, WHEN? Hosting Interfaith breakfasts and

and resources to educate communities weekend events.

and promote the census through locally The formation of CCCs is happening Encouraging the use of Statistics inbased, targeted outreach efforts. NOW! Leaders are identifying budget Schools classroom resources.

CCCs provide a vehicle forresources and establishing local work

Incorporating census information incoordinating and nurturing cooperative

plans. In 2020, they will implement thenewsletters, social media posts,

efforts between tribal, state, and local plans and lead their communities to apodcasts, mailings, and websites.

governments; communities; and the successful census count.

Census Bureau. Helping recruit census workers when

CCCs help the Census Bureau getWHY? jobs become available.

a complete count in 2020 through The primary goal of the 2020 Census ispartnerships with local governments

to count everyone once, only once, and inand community organizations. the right place.

ui

I

MEMORANDUM

LEE COUNTY BOARD

OF COMMISSIONERS

LEE COU \ TYLife works well here.

TO: Honorable Board of County Commissioners

SUBJECT: RFP for Replacement of HVAC Units ( Chillers) at the Jail

MEETING DATE: Tuesday, February 26, 2019

MOTION/ RECOMMENDATION

Motion to award a bid for the replacement of two HVAC Units ( chillers) at the jail. Staff have reviewedall bid proposals and recommends awarding the bid to the lowest most responsive company - J. M.Clayton Company of Thomaston, GA.

BACKGROUND

Proposals were opened on Thursday, January 24, 2019 at 2:05pm in the Kinchafoonee Room of the T.Page Tharp Governmental Building. Proposals were submitted by:

Bidder Total Cost

J. M. Clayton Company of Thomaston, GA 121, 500. 00( Carrier)/ $ 136, 550. 00 ( Trane)

SafeAire Heating& Cooling Co., Inc. of Albany, GA $ 149, 383.00 ( Carrier)

Waters Mechanical, Inc. of Glennville, GA 178, 350. 00 ( Trane)

ATTACHMENTS

Proposal from J. M. Clayton CompanyProposal from SafeAire Heating& Cooling Co., Inc.Proposal from Waters Mechanical, Inc.

60

J. n1, Clav->on C() mean` i

BID FORM

BID REFERENCE # 1226

Two 80 Ton Air Cooled Chiller Units

Llnit Cost for Two Chillers: $ 92, 700. 00 ( Carrier) 107, 750.00 ( Trane)

Removal of Old Units Cost: $ 5, 000. 00

Piping, Electronic and Miscellaneous Materials: $ 19, 300. 00

see No. 1 below)

Warranties: $ 4, 500. 00

Total Cost for thisP roject: $ 121, 500. 00 ( Carrier) 136, 550. 00 ( Trane) ( see No. 2 below)

Contact Person: Jeff Rabon, J. M. Clayton Company

Address: 98 Avenue H

City, State Zip: Thomaston, GA 30286

Telephone:

Office) 706- 647- 8168

Home) 706- 975- 9111

Cell) 706- 975- 9111

It is agreed by the undersigned bidder that the signature and submission of this bid represents thebidder' s acceptance of all terms, conditions, and requirements of the bid specifications and, if

awarded, the bid will represent the agreement between the parties.

Authorized Signature:

Peji O( Tide: Vice President

Name Printed:

Jeff Rabon Date: January 24, 2019

J. M. Clayton Company

1) Warranty is 2- year parts and labor for entire unit and an additional 3- year parts only warranty on the compressors.

2) We have included replacing the existing valves with new butterfly valves and replacing existing flex and wire fromthe existing disconnect switches to the new chillers.

61

Sart A Lre

BID FORM

BID REFERENCE # 1226

Two 80 Ton Air Cooled ' er Units

Unit Cost for Two Chillers: A; ` • , e

Removal of Old Units Cost: 00. 00

Piping, Electronic and Miscellaneous Materials: j

239 8 00Warranties: S • 00

Total Cost for this project:

4'

44 Ci15•Contact Person: RICKY SPENCE

Address: 3199 PALMYRA ROAD VV

City, State Zip: ALBANY, GA 31707

Telephone:

Office) ( 229) 789- 0124

Home)

Cell) ( 229) 347- 1969

It is agreed by the undersigned bidder that the signature and submission of this bid represents the

bidder' s acceptance of all terms, conditions, and requirements of the bid specifications and, ifawarded, the bid will represent the agreement between the parties.

Au . rized Sign., re:

1

1 _ Title: PROJECT MANAGER

Name Printed:

J. RICHARD SPENCE Date: 1- 24- 19

62

weft m-echani cel,

BID FORM

BID REFERENCE # 1226

Two 80 Ton Air Cooled Chiller Units

Unit Cost for Two Chillers: k`f( { 3-5061)

Removal of Old Units Cost: / 7 500

Piping, Electronic and Miscellaneous Materials: ft TOWarranties:

oo

oate.VTotal Cost for this project: i '-

Z

Contact Person: Brandon Waters

Address: 802 Walter L Dasher Road

City, State Zip: Glennville, Georgia 30427

Telephone:

Office) 912- 654- 2829

Home)

Cell)

It is agreed by the undersigned bidder that the signature and submission of this bid represents thebidder' s acceptance of all terms, conditions, and requirements of the bid specifications and, ifawarded, the bid will represent the agreement between the parties.

Authorized Si ature:

Title: President

Name Printed:

Brandon Waters Date: 1/ 24/ 2019

63

191 Peachtree Street N E

A e, O Suite 700

Atlanta, GA 30303

Insurance Progra ms p 800. 858. 2224 f 404. 522. 1897

accg. org

MEMORANDUM

DATE: February 19, 2019

TO: ACCG — Interlocal Risk Management Agency Members

FROM: David C. Uhlman, CPCU, Property & Casualty Insurance Programs Director

RE: 2019 ACCG- IRMA Renewal Information due 3/ 15/ 2019

For 32 years, the Association County Commissioners of Georgia - Interlocal Risk

Management Agency ( ACCG- IRMA) Property and Casualty Program has providedcomprehensive, cost- effective risk management and insurance services for Georgia

county governments. This program began in 1987 with 10 charter members and nowhas 171 members and over $ 141 million in assets. The continued success of this non-

profit, member- owned program is directly attributed to the members' commitment andlong- term support.

As we begin a new coverage year effective July 1, 2019, we need current underwritinginformation which includes an update of your assets and operations. Please see theattached instructions for completing your IRMA renewal online. Should you

have any questions, please contact our Administrator, MARSH, at 1- 800- 295-8179 / 404- 995- 3607 or accg. admin@marsh. com.

Understand Your Flood Exposure and CoverageThe ACCG- IRMA provides limited flood coverage to its members, subject to the

Aggregate Limit shown on the Coverage Agreement; higher limits may be availableupon request. Note that any structures in Special Hazard Flood Zones ( Zones A or V)must be properly identified as such on the Statement of Values or flood coverage willbe excluded for that particular structure. Those structures in Special Hazard FloodZones will continue to have a deductible of $ 500, 000 per building and $ 500, 000

contents before ACCG- IRMA' s flood coverage will apply. (Your standard propertydeductible applies for all other covered locations.) Upon written request from you, we

may be able to arrange coverage through the National Flood Insurance ProgramNFIP) to satisfy the ACCG- IRMA deductible requirements for those structures. If you

are interested in a proposal or need assistance in obtaining the flood zonedeterminations for your covered locations, call MARSH.

To renew your coverage July 1, we must have the requested renewal

information in our online system no later than March 15, 2019. Thank you in

advance for your prompt response. We appreciate your continued support of the

ACCG Insurance Programs.

64

Insuring Georgia' s Counties.

i%

CONTACT FORMInsurance Programs

s

INTERLOCAL RISK MANAGEMENT AGENCYIRNA - Property & Liability]

z`

I hereby appoint the following contacts for Lee County Board of CommissionersName of Organization)

f, Signature of County Chairman Date

The appointed ACCG—IRMA Insurance Contact isKaitlyn Sawyer

Insurance Contact receives invoices& renewals for property& liability) rt

Deputy CountyClerkEmail:

kaitl n sa er lee. a. usx

Positiont

Diane HerringThe appointed ACCG—IRNA Safety Coordinator isSafety Coordinator is responsible for the Safety Program)

PositionHuman Resources Director

Email: dherring@Iee. ga. us e.

The appointed ACCG—IRMA Claims Contact is Kaitlyn SawyerClaims Contact is responsible for reporting property& liability claims/ Additional Claims Contacts may be listed on reverse side)

Position Deputy County ClerkEmail: kaitlyn.sawyer@lee.ga. us

The appointed ACCG Human Resource Liaison Contact is Diane Herring 1,c:<, H R Liaison is authorized to communicate with ACCG appointed employment attorney) :'

PositionHuman Resources Director

Email: dherring@lee. ga. us

Ifa Member ofthe ACCG-IRMA Firefighters' Cancer Benefit Program:

r' NPrimary ACCG—IRA Firefighter Cancer Contact is David ForresterCOUNTIES ONLY: PRIMARY Firefighter Insurance Contact completes the census& maintains firefighters' data+ receives the invoices) :.

Position Fire Chief/ EMA DirectorEmail: dforrester@lee.ga.us

Secondary ACCG—IRNA Firefighter Cancer Contact is Coleman WilliamsFIRE DEPARTMENT: SECONDARY Firefighter Contact receives information on firefighters' policy) r

Poston4jAssistant Fire Chief CWilliams@lee. ga. usa. usiiEmail: @g

65Please EMAIL completed Contact Form to accginsurance( a accg. or or FAX 404

a

522- 1897