Finance Committee Meeting
Minutes
Glynn County
Board of Commissioners
4:00 P.M., Tuesday, December 10,
2002
Third Floor Conference Room
W. Harold Pate Courthouse Annex
Brunswick, Georgia
Present:
Committee Members: F.
Tullos, M. Bedner, and J. Chapman
Staff: J. Bruner, W.
Davis, F. Dees, M. Eckert, J. Hegstrom, P. McNicoll, J. Nazzrie,
D. Newbern, J. Pereles, B. Pittman, R. Shell
Press:
Others: Marshall Davis, Bill Tipton,
Visitors Bureau Bd. Members
1) Consider approval of the Consent Agenda.
a)
Approve the November 12, 2002 Finance
Committee Meeting Minutes.
b)
Deny a request from Ms. Ruth J Delancy that
$21.04 paid in tax and tag penalties on her tag registration be refunded.
c)
Approve
the real property corrections to the 1998, 1999, and 2002 digest as recommended
by the Board of Assessors and/or the Chief Appraiser at their November 6, 2002
meeting.
The following
motion made by Commissioner Chapman and seconded by Commissioner Bedner passed
unanimously.
Recommend approval of the
Consent Agenda. (Vote: 3-0-0)
2) Consider approving Change Order No. 2 to Littlefield
Construction in the amount of $55,655.60 for a total contract amount of
$809,826.21 for the Altama Connector Extension project.
Mr. Jim Bruner,
County Engineer, presented this item and stated that this change order is a
result of a reconciliation of the final quantities for the finished
project. This change order is for
additional asphalt placed on Habersham Street.
Georgia DOT's participation in this project amounted to approximately
$104 thousand. The following motion made
by Commissioner Bedner and seconded by Commissioner Chapman passed unanimously.
Recommend approving Change Order No. 2 to Littlefield
Construction in the amount of $55,655.60 for a total contract amount of
$809,826.21 for the Altama Connector Extension project. (Vote: 3-0-0)
3) Consider awarding the bid for a regenerative air
sweeper to the lowest responsive bidder, Consolidated Disposal System, Smyrna,
GA, in the amount of $112,975.00 with funding to be provided by the Public
Works Department, Right of Way Maintenance Program capital budget.
Mr. Joe Pereles, Public Works Director, presented this
item and stated that the current sweeper is very old and not repairable. He stated that the County must maintain and clear
curb and gutters to eliminate flooding.
Commissioner Chapman questioned who would maintain the equipment and Mr.
Pereles stated that Public Works employees will receive training and will
maintain the equipment with documentation of the maintenance on the
computer. The following motion made by
Commissioner Chapman and seconded by Commissioner Bedner passed unanimously.
Recommend awarding the bid for a regenerative air sweeper
to the lowest responsive bidder, Consolidated Disposal System, Smyrna, GA, in
the amount of $112,975.00 with funding to be provided by the Public Works
Department, Right of Way Maintenance Program capital budget. (Vote: 3-0-0)
4) Consider amending the contract with the Brunswick and the Golden
Isles Convention and Visitors Bureau to reflect a funding allocation equal to
55% of the bed tax dollars collected in the most recently completed fiscal year
with any bed tax dollars collected over said annual collection amount to be
distributed to the Brunswick and the Golden Isles Convention and Visitors
Bureau at 50% of the dollars collected.
Mr. Bill Tipton,
Visitors Bureau, presented his contract request and after discussion,
Commissioner Tullos requested that Mr. Tipton meet with Mr. Mark Eckert, County Administrator, and Ms.
Phyllis McNicoll, Finance Director,
before the Commission meeting, and then present the request to the full Board
of Commissioners.
Referred to the full Board of Commissioners with no
action from the Finance Committee.
5) Consider executing a contract for Individual/Team Photography
Package with the lowest responsive bidder and allocate revenues generated to
the Recreation Department's capital budget in the General Fund.
Mr. Wesley Davis, Recreation Director, informed the
Committee that bids had been opened that afternoon and that Tomlin Photography
of St. Simons
Island was the lowest responsive
bidder. He stated that they had been in
business since 1998. The following
motion made by Commissioner Chapman and seconded by Commissioner Bedner passed
unanimously.
Recommend executing a contract for Individual/Team
Photography Package with Tomlin Photography, St. Simons Island, Georgia, and allocate revenues
generated to the Recreation Department's capital budget in the General
Fund. (Vote: 3-0-0)
6) Consider authorizing staff to file a Coastal Incentive Grant
application for $25,000 to help defray the County’s costs in implementing the
NPDES Phase II stormwater management program.
Mr. Dick Newbern
presented this item. Mr. Eckert stated
that he agreed with the request and that this grant would be beneficial to the
County. The following motion made by
Commissioner Bedner and seconded by Commissioner Chapman passed unanimously.
Recommend authorizing staff to file a Coastal
Incentive Grant application for $25,000 to help defray the County’s costs in
implementing the NPDES Phase II stormwater management program. (Vote: 3-0-0)
7) Consider awarding
the bid for County vehicles to the lowest responsive bidder, Kings Colonial
Ford, Brunswick, GA, in the amount of hat the Board of Commissioners accepts
the Kings Colonial bid as specified on the attached tabulation sheet as the
lowest responsive bidder, and to issue them a purchase order for the
acquisition of vehicles approved in the Capital Improvement Budget. Funding to be provided from the general
fund for the budgeted capital program.
Mr. Joe Pereles, Public
Works Director, informed the Committee that Kings Colonial was the lowest
bidder for all but one vehicle, an F-250 Pickup, for which Bobby Jones Ford was
the low bidder. The following motion made by Commissioner
Bedner and seconded by Commissioner Chapman passed unanimously.
Recommend awarding the bid for ten (10) County vehicles
to the lowest responsive bidder, Kings Colonial Ford, Brunswick, GA, in the
amount of $ 154,908.50, and for one (1) County vehicle to the lowest responsive
bidder, Bobby Jones Ford, Augusta, GA, in the amount of $19,874.48, with
funding to be provided from the General Fund capital budget. (Vote: 3-0-0)
8)
Consider rescinding the
current Cellular Telephone Allowance Policy and adopt a new Cellular Telephone
Policy as follows:
a) The County
Administrator shall authorize personnel eligible to receive a Cellular
Telephone Allowance.
b) Cellular
Telephone Allowance reimbursement amount shall be equivalent to the current
County cellular telephone contract amount per phone and the allowance will be
updated annually as the cellular telephone contract is updated.
c) The County
Administrator shall cause to have an evaluation done annually as to the need
for Cellular Telephone Allowances and County owned cellular telephones.
Mr. Mark Eckert,
County Administrator,
proposed the new policy and stated that it would provide more flexibility in
the allocation of phones but would also provide more restrictions in the use of
phones. The following motion made by Commissioner
Bedner and seconded by Commissioner Chapman passed unanimously.
Recommend rescinding
the current Cellular
Telephone Allowance Policy and adopt a new Cellular Telephone Policy as
follows:
a)
The County Administrator shall authorize personnel eligible to receive a
Cellular Telephone Allowance.
b)
Cellular Telephone Allowance reimbursement amount shall be equivalent to the
current County cellular telephone contract amount per phone and the allowance
will be updated annually as the cellular telephone contract is updated.
c)
The County Administrator shall cause to have an evaluation done annually as to
the need for Cellular Telephone Allowances and County owned cellular
telephones. (Vote: 3-0-0)
9) Consider renewing the annual
Glynn County Operations Contract with American Water Services, Inc., dba
Azurix, with a 3% increase in annual fee based on new meter connections for the
previous year, resulting in a new annual fee of $1,986,534; also, the creation
of an in-house I/I crew for the annual cost of $133,723; total cost of $2,120,257 to be taken from the Water and
Sewer Operations fund.
Mr. Ray Shell, Utilities
Manager, discussed the creation of the in-house I/I crew and stated that the
crew would be established in the last four months of the contract. After discussion the following motion made by Commissioner
Chapman and seconded by Commissioner Bedner passed unanimously.
Recommend renewing the annual Glynn County
Operations Contract with American Water Services, Inc., dba Azurix, with a 3%
increase in annual fee based on new meter connections for the previous year,
resulting in a new annual fee of $1,986,534; also, the creation of an in-house
sewer rehabilitation crew for the annual cost of $44,574; total cost of $2,031,108 to be taken from the Water and
Sewer Operations fund. (Vote: 3-0-0)
10) Consider
authorizing the purchase of fifteen (15) new fully equipped police vehicles at
a cost of $455,988.65, with funding to be provided from SPLOST IV.
Chief Bob Pittman, Police
Chief, presented this request and stated that the purchase of the vehicles was
necessary to maintain the five-year replacement schedule that has been in place
for several years. After discussion,
Commissioner Chapman stated that the County needs to start billing the Board of
Education for any services provided by the County Police Department. The
following motion made by Commissioner Bedner and seconded by Commissioner
Chapman passed unanimously.
Recommend authorizing the purchase of fifteen (15) new fully equipped police
vehicles at a cost of $455,988.65, with funding to be provided from SPLOST
IV. (Vote: 3-0-0)
11) Receive
a report and consider a recommendation on the roofs at the Courthouse and
Demere Annex.
Mr. Marshal Davis, Lee Design, present a report on the roofs at the
Courthouse and Demere Annex and after discussion the following motion made by Commissioner
Chapman and seconded by Commissioner Bedner passed unanimously.
Recommend
approval of the following:
- the recommendation of Lee Design and Management Group that the
main body of the roof system and all perimeter area systems and flashing
of the Courthouse roof be removed and replaced with a similar flat roofing
system with funding to be provided by SPLOST 4, Tier 1 – Courthouse
Renovations;
- authorizing Lee Design and Management Group to move forward with
the Phase II design of the Courthouse Renovations; and
- authorizing Lee Design and Management Group to issue an RFP
(Request for Proposal) for cleaning and waterproofing the exterior brick
and stonework of the Courthouse.
(Vote: 3-0-0)
12) Request
that Chairman Tullos identify the Finance Committee items which should be
included as consent items in the Commission’s Meeting Agenda.
Commissioner Tullos identified all items except #4
as consent items. Item #4 was referred
to
the Full Board of Commissioners with no action from
the Finance Committee.