Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, January 25, 2005

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

                        Committee Members:  H. Lynn, U. Keller, and T. Thaw

Staff:  J. Bruner, P. Christian, D. Chunn, W. Davis, M. Doering, P. McNicoll, G. Moore, D. Newbern, J. Pereles, B. Rowell, A. Sapp, S. Schaeffner, R. Shell, C. Stewart, W. Worley

Press: 

Others:   Marshall Davis, Don Hyers

 

The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed with a vote of 2-1 with Chairman Lynn voting against the motion.

 

Motion to hear an item concerning bidder pre-qualifications.  (Vote 2-1-0)

 

1.      Consider approval of the Consent Agenda.

                       

a)      Approve the December 7, 2004 Finance Committee Minutes. 

b)      Deny a request by Mr. William H. Riddle, Jr. that $322.64 paid in penalties and interest on his 2004 property taxes be refunded. 

c)      Approve the real property corrections to the 2002, 2003 and 2004 Digests as recommended by the Board of Assessors and/or the Chief Appraiser at their December 1, 2004 meeting. 

d)      Approve the real property corrections to the 2001, 2002, 2003 and 2004 Digests, the personal property corrections for the 2002, 2003 and 2004 Digests, and exemptions for tax year 2004, as recommended by the Board of Assessors and/or the Chief Appraiser at their December 17, 2004 meeting. 

e)      Approve the real property corrections to the 2000, 2001, 2002, 2003 and 2004 Digests, as recommended by the Board of Assessors and/or the Chief Appraiser at their January 5, 2005 meeting. 

f)        Declare the unusable items listed on the attached pages as surplus and approve the sale of these items in the best interest of the County. 

g)      Approve the Resolution to amend the FY 04/05 Budget.   

 

Item 1(c) was pulled from the consent agenda in order to make a correction to the motion.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Recommend approval of the Consent Agenda with the exception of 1(c).  (Vote: 3-0-0)

 

1(c)  Mr. Steve Schaeffner, Chief Appraiser, stated that this request was for corrections to personal property values as well as real property.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Recommend approval of the real and personal property corrections to the 2002, 2003 and 2004 Digests as recommended by the Board of Assessors and/or the Chief Appraiser at their December 1, 2004 meeting.  (Vote 3-0-0)

2.      Consider awarding the Harold Pate roofing bid to McCurdy-Walden, Inc. for $105,900 with funding provided the Facilities Maintenance Capital program in the amount of $60,000 and the General Fund fund balance in the amount of $45,900. 

 

Mr. Paul Christian, Assistant County Administrator, explained that the Pate Building roof had been damaged during a storm in April 2004.  He recommended approval of the bid.  Mr. Joe Pereles, Public Works Director, stated that the company that manufactured the tile had gone out of business.  The original estimate obtained for the roof was $50 thousand, but because of the pre-qualification requirements and storms in Florida, the bid had increased substantially.  Chairman Lynn stated that the contractor for the building had objected to the type of tile that was used but they were still installed.  Mr. Gary Moore, County Attorney, informed the Committee that a claim has been made to the bankruptcy court and the County is expecting a reimbursement of $20 thousand.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend rejecting the bid received from McCurdy-Walden, Inc. for the Harold Pate roofing and authorize staff to rebid the project.  (Vote: 3-0-0)

 

3.      Consider approving the reimbursement rate of $250/month for maintenance of the Causeway until next fiscal year (2005) and to authorize the Chairman to sign Exhibit A of the Georgia DOT/Glynn County Agreement to Maintain State Routes. 

 

Mr. Joe Pereles presented this item and stated that the Board had approved an agreement with Georgia DOT for maintenance at $1,887 per mile per year.  He stated that the DOT had not budgeted for the expense and requested that it be changed to $250 per month.  Mr. Pereles stated that the maintenance would be increased to $1,887 per mile per year in the next fiscal year.  Mr. Charles Stewart, County Administrator, asked Mr. Pereles if the City received fund from the State for Causeway maintenance and Mr. Pereles stated that DOT has opted to give all Causeway maintenance funds to the County.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend approving the reimbursement rate of $250/month for maintenance of the Causeway until next fiscal year (2005) and to authorize the Chairman to sign Exhibit A of the Georgia DOT/Glynn County Agreement to Maintain State Routes.  (Vote: 3-0-0)

 

4.      Consider awarding the bids as follows:

a.      Kings Colonial Ford - 14 Crown Victoria Police Cars at $393,750.98

b.      Mike Davidson Ford – 1 1-ton Chasis Truck at $19,094.00 and 3 light duty pickups at $41,271.00,

with funding to be provided from SPLOST IV for the pursuit police vehicles and the FY 04 Capital Program for the other vehicles. 

 

Mr. Joe Pereles presented this item and Commissioner Thaw questioned whether Mr. Stewart approved of the award and if it was in compliance with the matrix.  Mr. Stewart stated that he did approve and it was in compliance.  Commissioner Keller questioned what would be done with the police cars that are being replaced.  Mr. Pereles stated that the majority would be auctioned but that some would be kept as back-ups.  Mr. Stewart informed the Committee that there would be no net increase to the fleet.  He stated that if any of the police cars are retained, other vehicles would be surplused.  Commissioner Keller commented that Chevrolet pursuit vehicles are holding up very good according to FLETC officials and suggested that an analysis be done by staff to determine whether the County should purchase Chevrolets.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend awarding the bids as follows:

a)      Kings Colonial Ford - 14 Crown Victoria Police Cars at $393,750.98

b)     Mike Davidson Ford – 1 1-ton Chasis Truck at $19,094.00 and 3 light duty pickups at $41,271.00,

with funding to be provided from SPLOST IV for the pursuit police vehicles and the FY 04 Capital Program for the other vehicles.  (Vote: 3-0-0)

 

5.      Consider accepting the $25,000 federal grant award from the Georgia DNR Coastal Resources Division for the purpose of financing the County’s NPDES Phase Implementation, conducting a stormwater utility study, and authorizing the Chairman to execute the grant award contract documents subject to the County Attorney’s approval. 

 

Mr. Dick Newbern, Grants Administrator, presented this item and pointed out that this project includes a stormwater utility study.  Chairman Lynn questioned whether any grant funds were available to assist with the costs of this mandate.  Mr. Newbern stated that there had been no funds available for infrastructure.  Mr. Gary Moore stated that the name on the grant will be changed to the Board of Commissioners.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Recommend accepting the $25,000 federal grant award from the Georgia DNR Coastal Resources Division for the purpose of financing the County’s NPDES Phase Implementation, conducting a stormwater utility study, and authorizing the Chairman to execute the grant award contract documents subject to the County Attorney’s approval and the change of grantee to Glynn County Board of Commissioners.  (Vote:  3-0-0)

 

6.      Consider issuing a change order to Wilbur Smith Associates for $6,500 to provide additional design services for Airport Road in accordance with their Cost Estimate dated December 2, 2004 and in accordance with all terms, conditions, services, and deliverables of the current contract. 

 

Mr. Jim Bruner, County Engineer, presented this item and stated that this was a change of scope change order which was initiated by the County.  The change is necessary because of  the relocation of a parking lot necessary due to the realignment of the road.  He stated that the Airport Commission will pay fifty percent of the change order.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend issuing a change order to Wilbur Smith Associates for $6,500 to provide additional design services for Airport Road in accordance with their Cost Estimate dated December 2, 2004 and in accordance with all terms, conditions, services, and deliverables of the current contract and authorize staff to bill the Airport Commission for 50% of the cost of the change order.  (Vote: 3-0-0)

 

7.      Consider authorizing the Recreation Director to purchase the replacement of six (6) playground parts for the Neptune Park Playground Equipment in the amount not to exceed $5,210 to Palmetto Recreation Equipment, LLC, Chapin, SC, with funding to be provided by the Park Development Fund. 

 

Mr. Wesley Davis, Recreation Director, presented this item and stated that the funding source is from the Park Development Fund which has funds earmarked for recreation projects in specific areas of the County.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend authorizing the Recreation Director to purchase the replacement of six (6) playground parts for the Neptune Park Playground Equipment in the amount not to exceed $5,210 to Palmetto Recreation Equipment, LLC, Chapin, SC, with funding to be provided by the Park Development Fund.  (Vote: 3-0-0) 

 

8.      Consider authorizing the Recreation Director to initiate a new rental option for the Casino grounds property located between Beachview Drive and the Casino Pool with the following rates to become effective February 18, 2005:

a)      Casino grounds – $200/half day plus $400 Deposit

b)      Casino grounds – $300/day plus $400 Deposit

c)      Neptune, Postell and Casino grounds together – $850/day plus $400 Deposit.

 

Mr. Wesley Davis informed the Committee that the Recreation Manager on the Island had received requests for the rental of the pool area.  The Recreation Department presented the requests to the Casino Advisory Board and they approved the rental option.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend authorizing the Recreation Director to initiate a new rental option for the Casino grounds property located between Beachview Drive and the Casino Pool with the following rates to become effective February 18, 2005:

a)   Casino grounds – $200/half day plus $400 Deposit

b)   Casino grounds – $300/day plus $400 Deposit

c)   Neptune, Postell and Casino grounds together – $850/day plus $400 Deposit.

(Vote: 3-0-0)

 

9.      Consider authorizing South Harrington Road Boat Ramp Lease with P & M Cedar Products, Inc. from January 1, 2003 and terminating on December 31, 2005 and annual rental of the greater of $1,587.54, or the amount of the State of Georgia, County of Glynn 2003 through 2005 ad valorem tax bills charged to Owner of the Harrington Tract, with funding source to be identified. 

 

Mr. Wesley Davis explained that the County Attorney had referred this item to him after the Attorney’s Office prepared the new lease.  Ms. Phyllis McNicoll, Finance Director, stated that property taxes paid on this property were returned to P & M Cedar Products in exchange for the use of the boat ramp property.  Commissioner Thaw questioned whether DNR boating fees could be used to fund the cost of the lease.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Recommend authorizing South Harrington Road Boat Ramp Lease with P & M Cedar Products, Inc. from January 1, 2003 and terminating on December 31, 2005 and annual rental of the greater of $1,587.54, or the amount of the State of Georgia, County of Glynn 2003 through 2005 ad valorem tax bills charged to Owner of the Harrington Tract, with funding source to be identified and authorize staff to pay any years that have not been paid.  (Vote: 3-0-0)

 

10.  Consider approving a change order in the amount of $3,985.00 to Woodrow Sapp Well Contractor for the additional costs in closing the 12-inch diameter well with funding to be provided by the Water & Sewer operating fund. 

 

Mr. Ray Shell, Utilities Manager, stated that the original contract was for $9,760 and this change order was caused because it was originally thought that the well was a 4 inch well but it turned out that there was a 4 inch casing in the well and it was actually a 12 inch well.  He stated that the amount of concrete necessary to close the 12 in well was significantly greater than for a 4 inch well.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Recommend approving a change order in the amount of $3,985.00 to Woodrow Sapp Well Contractor for the additional costs in closing the 12-inch diameter well with funding to be provided by the Water & Sewer operating fund.  (Vote: 3-0-0)

 

11.  Consider awarding the bid for intersection improvements at Crispen/Cate/Old Jesup and Harry Driggers Boulevard and Glynco Parkway to the sole bidder, Seaboard Construction, Brunswick, GA, in the amount of $220,926.89 with funding of $140,000.00 to be provided by General Fund Public Works Capital budget and the shortfall of $80,926.89 to be provided by General Fund fund balance. 

 

Mr. Joe Pereles, Public Works Director explained that the sole bid was $80,926.89 more than funding available and requested that fund balance be used to make up the difference.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously.

 

Recommend awarding the bid for intersection improvements at Crispen/Cate/Old Jesup and Harry Driggers Boulevard and Glynco Parkway to the sole bidder, Seaboard Construction, Brunswick, GA, in the amount of $220,926.89 with funding of $140,000.00 to be provided by General Fund Public Works Capital budget and the shortfall of $80,926.89 to be provided by General Fund fund balance.  (Vote: 3-0-0)

 

12.  Consider changing the funding source for $323,000 of FY05 General Fund capital equipment from capital lease funding to the following:

a)      FY05 Capital Lease budget                            $  78,800

b)      Overage in Insurance Premium Tax              $  98,000

c)      Overage in Local Option Sales Tax               $146,200.

 

Ms. Phyllis McNicoll stated that bids on capital equipment which were budgeted with capital lease funding were approximately $35 thousand under budget and that Insurance Premium Tax and Local Option Sales Tax revenues were over budget.  She requested that the increase in revenues be used to fund the capital equipment in the current year rather than through capital leases.  Mr. Charles Stewart, County Administrator, informed the Committee that State Court revenues have been quite a bit under budget for the first six months of the year.  The following motion made by Commissioner Lynn and seconded by Commissioner Keller passed unanimously.

 

Recommend changing the funding source for $323,000 of FY05 General Fund capital equipment from capital lease funding to the following:

a)   FY05 Capital Lease budget                               $  78,800

b)   Overage in Insurance Premium Tax                $  98,000

c)   Overage in Local Option Sales Tax                 $146,200.

(Vote: 3-0-0)

 

13.  Consider awarding a contract to Hussey, Gay, Bell, & DeYoung, Inc. to perform an Antidegredation Review for plant expansion permitting at the Exit #29 Wastewater Treatment Plant for the lump sum amount of $18,275.00.  Funding for this project will come from the SPLOST IV, Tier 1 project “Exit #29 Wastewater Treatment Plant Expansion”.

 

Mr. Don Hyers, Carter Goble Lee, stated that this review was necessary in order to proceed with the Splost 4 project to expand the Exit 29 Waste Water Treatment Plant.  Mr. Charles Stewart recommended that the study be done so that the County’s options would remain open in regard to the Exit 29 Plant expansion.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Recommend awarding a contract to Hussey, Gay, Bell, & DeYoung, Inc. to perform an Antidegredation Review for plant expansion permitting at the Exit #29 Wastewater Treatment Plant for the lump sum amount of $18,275.00.  Funding for this project will come from the SPLOST IV, Tier 1 project “Exit #29 Wastewater Treatment Plant Expansion”.  (Vote: 3-0-0)

 

14.  Receive Finance Committee Meeting Schedule for 2005.

 

The Chairman stated that the 2005 meeting schedule was in the agenda packet. 

 

15.  Discuss the bidder prequalification section of the Purchasing Ordinance.

 

Each Commissioner discussed views on prequalification section of the Purchasing Ordinance.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously.

 

Motion to direct staff to review the bidder prequalification section of the Purchasing Ordinance and return to Finance Committee with recommendations.  (Vote 3-0-0)

 

 

16. Request that Chairman Lynn identify the Finance Committee items which should be included as consent items in the Commission’s Meeting Agenda.

 

Chairman Lynn identified all items as consent agenda items except item 15 which will be addressed at a later Finance Committee meeting.