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REGULAR MEETING
Wednesday, August 25, 2021 at 2:00 p.m.
Commissioners’ Public Meeting Room
Dade County Government Administrative Building
71 Case Avenue, Room 259
Trenton, Georgia 30752
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MINUTES
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This document is tentative until ratified and approved by the Historic Preservation Commission;
and therefore shall not be binding on the county or any officer.
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Scheduled date for ratification: September 15, 2021
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CALL TO ORDER
Chairperson Donna Street called the meeting to order at 2:01 p.m.
ROLL CALL ~ COMMISSION MEMBERS
Donna Street, Chairperson PRESENT County Representative
Audrey Clark, Vice Chair PRESENT City Representative
Rex Blevins PRESENT County Representative
Sarah Moore PRESENT County Representative
Cindy Richie ABSENT City Representative
Chairperson Donna Street announced a quorum of Commission members present, and
therefore a legal meeting was called to order and in session.
EX OFFICIO MEMBERS IN ATTENDANCE
Ted Rumley, County Executive ABSENT Ex-officio member for Dade County
Alex Case, Mayor of Trenton ABSENT Ex-officio member for City of Trenton
COUNTY STAFF IN ATTENDANCE
Don Townsend, Clerk to the Board of Commissioners PRESENT
Carey Fauscett-Anderson, County Public Information Officer PRESENT
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APPROVAL OF THE AGENDA
Chairperson Donna Street called for any changes or updates to the published agenda. Mr. Don
Townsend recommended discussion of a new COVID-19 protocol as to when to hold meetings.
Hearing no other amendments, the Chair called for approval of the agenda as amended.
Commissioner Sarah Moore moved to approve the agenda as amended, and Commissioner
Audrey Clark seconded the motion on the floor. The Chair called for approval of the agenda by
polling each Commissioner whereas the board unanimously approved the agenda as amended:
Motion made by: Mrs. Sarah Moore
Seconded by: Mrs. Audrey Clark
Those voting in favor: 4 – Blevins, Clark, Moore, Street
Those opposed: 0 – N/A
Decision: Passed by unanimous vote
READING OF MINUTES
Chairperson Donna Street announced the reading of the minutes from the previous regular
meeting of the Trenton-Dade County Historic Preservation Commission (HPC) held on July 21,
2021 would not be necessary since all commissioners were provided an electronic copy of the
minutes prior to today’s meeting. The Chair called for any corrections to the minutes, hearing
none she entertained a motion to accept the minutes as presented by Mr. Don Townsend,
Recording Secretary of the HPC. Commissioner Mr. Rex Blevins moved to approve the minutes
as presented, and Mrs. Sarah Moore seconded the motion on the floor. The Chair called for
approval of the minutes by polling each Commissioner whereas the board unanimously
approved the minutes as recorded:
Motion made by: Mr. Rex Blevins
Seconded by: Mrs. Sarah Moore
Those voting in favor: 4 – Blevins, Clark, Moore, Street
Those opposed: 0 – N/A
Decision: Passed by unanimous vote
CERTIFICATE OF APPROPRIATENESS APPLICATIONS
There were no applications presented or decisions pending at today’s meeting.
APPEARANCES
Chairperson Street welcomed County Commissioner Melissa C. Bradford, Mr. Russell Brown
and Mr. William Back attending today’s HPC meeting
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UNFINISHED BUSINESS
Ms. Street introduced the first item under unfinished business ~ Historic Courthouse Renovation
Project. The Chair recognized Mr. Jamey Blevins via mobile phone to discuss options regarding
the renovation project. Mr. Blevins outlined several options how his company could assist with
the renovation efforts to the old historic courthouse. His recommendation included the following:
The role of a Construction Manager as Adviser (CMa) is to act as an advocate and adviser for
the project owner. The singular purpose of the CMa is to look out for the owner’s and project’s
best interest, with the project taking precedent. This is accomplished with the CMa assisting in
compiling bid packages to ensure complete scopes of work, solicitation of bids, vetting of trade
contractors’ proposals and capabilities, reviewing and approving payment requisitions, overall
project planning and scheduling, and providing inspections of work to ensure conformance with
the contract documents. The CMa would also provide a monthly report documenting the project
status for the commissions review. These are the base services a CMa would provide.
The CMa contract arrangement provides the county with a management option to have better
control of the project while also reducing cost compared to a traditional hard bid procurement
method. The trade contractors would be contracted directly with the county and managed by
the CMa.
Additional services, i.e. full-time onsite supervision, can be provided if requested.
As we discussed, the more traditional option is design-build-bid, commonly referred to as hard
bid. This option will provide the county with a traditional relationship with a contractor(s) to
perform specified scopes of work. The lacking component with this method is the general
oversight provided by a CMa or general contractor. If the intent is to phase the project by
releasing specific trade packages over time, this method carries a larger risk of scope gaps and
additional work related to these gaps. If a hard-bid route is decided upon, I highly recommend
the county consider appointing an owner’s representative to oversee the construction process.
Chairperson Donna Street thanked Mr. Blevins for his time today and explained to him the HPC
would adopt a resolution to formally request the Board of Commissioners to considered hiring
BCM, Inc. for the role of Construction Manager as Adviser (CMa) s outlined above to complete
all renovations necessary to the old historic courthouse.
Commissioner Sarah Moore moved to adopt a resolution to formally request the Dade County
Board of Commissioners to considered hiring BCM, Inc. for the role of Construction Manager as
Adviser (CMa) to complete all renovations necessary to the old historic courthouse, and Mrs.
Audrey Clark seconded the motion on the floor. The Chair called for any further discussion,
hearing none the Chair polled each Commissioner whereas the board unanimously approved
the resolution to be transmitted to the Board of Commissioners by the County Clerk.
Motion made by: Mrs. Sarah Moore
Seconded by: Mrs. Audrey Clark
Those voting in favor: 4 – Blevins, Clark, Moore, Street
Those opposed: 0 – N/A
Decision: Passed by unanimous vote
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Chairperson Street reviewed the list of available windows at the old courthouse. The last two
windows sold were to Ms. Kathleen E. Mackay in memory of her father Honorable James A.
Mackay; and a window sold to Mr. David Mann in memory of Sarah M. and Andrew J. Clark. Mr.
Townsend confirmed the new number of windows available for purchase were (13) thirteen as
of September 1, 2021. No official action was taken.
Ms. Street announced the upcoming Christmas calendar was on schedule. The proposed
calendar will exhibit the portraits painted by Ms. Meredith Brock-Bishop commissioned by the
Bank of Dade in the 1970’s. Our goal is to have the calendars produced by September 30, 2021
to go on sale as soon as possible. No official action was taken.
Ms. Street reviewed the grant opportunities and noted that most of the proposed grants rely on
information from the construction management company to calculate an accurate price and
timeline for beginning and ending each infrastructure project. This information is critical to grant
applications before submittal could be achieved. No official action was taken.
Also, under unfinished business was a report by Mr. Don Townsend to the Georgia Department
of Community Affairs as part of an ever-four-year review of the Historic Preservation
Commission’s role in maintaining the County and City’s certification as a Certified Local
Government (CLG) unit with the State of Georgia. Mr. Townsend noted the evaluation form and
supporting documents were quite extensive totaling over 200 pages. He reported the required
forms were submitted on July 15th well in advance of the July 30th deadline. Mr. Townsend felt
relatively sure the County and City would be recertified as a CLG for another four-year period.
No official action was taken.
Ms. Street noted collectively we have decided to host virtual public information sessions to
educate local citizens on the happenings of the local Trenton-Dade County Historic Preservation
Commission. Mrs. Carey Fauscett-Anderson agreed to digitally record some of our members
making these presentations accessible through the County’s website. She awaits anyone who
would like to schedule a time to record a video to be placed on all County social media outlets.
Commissioner Melissa C. Bradford and Mrs. Anderson announced several students at Dade
County High School require so many service hours to earn their honor cords for graduation
ceremonies. One such student, Miss Jose Biddle has already performed some digital website
designing that included drone footage of our County’s Parks and Recreation Department that
looks great. These students could greatly assist the HPC in developing website design and
enhance public information regarding local historic preservation. The Chair recommended
Carey reach out to the high school to see what kind of ideas these students could assist the
HPC with in the future. No official action was taken.
Chairperson Street called on Mr. William Back to make a presentation regarding the State of
Dade Historic Preservation, Inc. Mr. Back acknowledged that most paperwork has been
completed and filed with the appropriate agencies. He required the Secretary/Treasurer and
one other board member to officially sign some documentation. He also reviewed the list of
officers voted on at a special called meeting on June 16, 2021. Commissioner Audrey Clark
reminded the HPC we needed to pay Mr. Back for his work performed, whereas the Chair
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agreed. Commissioner Sarah Moore moved to authorize the transfer of funds owed back to the
local HPC from the Dade County Historical Society (collected from prior calendar sales) into a
new account to be established at the Bank of Dade under the title of State of Dade Historic
Preservation, Inc. Furthermore, by acceptance of those funds from the Historical Society for
purposes of reimbursement to Mr. William Back for the incorporation fee and pay the application
fee to the Internal Revenue Service for not-for-profit status, and to the Georgia Secretary of
State to record the organization’s letters of incorporation. Commissioner Audrey Clark seconded
the motion on the floor. The Chair called for any further discussion, hearing none the Chair
polled each Commissioner whereas the board unanimously approved the motion on the floor as
stated previously.
Motion made by: Mrs. Sarah Moore
Seconded by: Mrs. Audrey Clark
Those voting in favor: 4 – Blevins, Clark, Moore, Street
Those opposed: 0 – N/A
Decision: Passed by unanimous vote
Chairperson Street tabled the agenda item regarding the phase 2 survey of the Piney area to a
later meeting. No official action was taken.
NEW BUSINESS
Chairperson Street called for any new business, whereas Mr. Townsend noted the need to
establish some COVID-19 protocol for times when holding a meeting may not be possible due
to community spread of the disease. Chairperson Street recommended tabling this item until
next month’s meeting. No official action was taken.
Chairperson Street called for any new business. Hearing no further business to discuss, the
Chair announced the next regularly scheduled meeting of the Trenton - Dade County Historic
Preservation Commission would take place on Wednesday, September 15, 2021 at 2:00 p.m. to
be held here inside the Commissioners’ Meeting Room.
The Chair then declared the meeting adjourned at 3:40 p.m.
Respectfully submitted as recorded,
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Don Townsend, Clerk to the Commission
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