Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, April 22, 2003

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

 

Present:

                        Committee Members: M. Bedner  and C. Fendig

Staff:  J. Catron, D. Chunn, B. Dimeo, M. Eckert, J. Hegstrom, P. McNicoll, J. Nazzrie, D. Newbern, B. Rogers, S. Schaeffner, R. Shell

Press:  Josh Rayburn, Matthew Permar

Others:  Randy ????

 

1.   Consider approval of the Consent Agenda.

            a) Approve the April 8, 2003 Finance Committee Meeting Minutes.

b) Deny request by Ms. Alberta R. Lenge that $41.92 paid in penalty and interest on her 2002 property tax be refunded. 

 

c) Deny request by Mr. David Knox that $357.42 paid in penalty and interest on his 2002 property tax be refunded. 

 

d) Deny request by Ms. Jan N. Lovelace that $214.44 paid in penalty and interest on her 2002 property tax be refunded. 

 

e) Deny request by Mr. Joe Barlow that $447.28 paid in penalty and interest on his 2002 property tax be refunded.  

 

f) Deny request by Mrs. Roderick Butler that $38.23 paid in penalty and interest on her 2003 tag registrations. 

 

g) Approve the real and personal property corrections to the 2002 Digest as recommended by the Board of Assessors and/or the Chief Appraiser at their April 2, 2003 meeting.

 

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

 

i) Approve the Resolution to amend the FY 02/03 Budget. 

 

Chairman Bedner requested that Ms. Florence Dees, Tax Commissioner, report to the Finance Committee on the procedure for processing a taxpayer change of address.  Chairman Bedner asked Mr. Denny Chunn, Budget Analyst, for some clarifications on the Budget Resolution and the following motion made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend approval of the Consent Agenda.  (Vote: 2-0-0)

 

2.   Consider approving the filing of two (2) grant applications with the Georgia Forestry Commission’s Urban and Community Forestry Financial Assistance Program. One grant application will be for a Public Opinion Survey that will cost $25,000, a total of $12,500 to be financed from the Forestry Commission grant and $12,500 from the Tree Board account. The other application will be for a Tree Canopy Assessment Survey that will cost $37,000, of which the Forestry Commission would finance a total of $20,000 and $17,000 would be financed from the Tree Board account. Staff time will be counted as in-kind County contributions. 

 

Commissioner Fendig voiced his concerns regarding the appropriating funds for a public opinion survey at a time when the County is facing budget problems.  Chairman Bedner had those same concerns.  Mr. Mark Eckert, County Administrator, stated that the Tree Board wants to take a more policy driven stance and needs these studies to accomplish that goal.  Chairman Bedner stated that at a time when the County is cutting health benefits, Family & Children Services, Health Department and other expenses, he felt that $37,000 for a public opinion survey is not a priority.  Mr. Randy ???, Tree Board Member, stated that the opinion survey would aid the Tree Board in developing a new Tree Ordinance.  Chairman Bedner suggested that the Tree Board could place ads in the newspaper to request public opinions.  After further discussion the following motions made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend approving the filing of a grant application with the Georgia Forestry Commission’s Urban and Community Forestry Financial Assistance Program for a Tree Canopy Assessment Survey that will cost $37,000, of which the Forestry Commission would finance a total of $20,000 and $17,000 would be financed from the Tree Board account.  Staff time will be counted as in-kind County contributions.  (Vote 2-0-0).

 

Recommend approving the filing of a grant application with the Georgia Forestry Commission’s Urban and Community Forestry Financial Assistance Program for a Public Opinion Survey that will cost $25,000, a total of $12,500 to be financed from the Forestry Commission grant and $12,500 from private donations.  Execution of the grant will be subject to receipt of matching funds from private donations.  (Vote: 2-0-0)

 

3.      Consider approving the agreement with Sea Palms Corporation and accept their contribution towards replacement and expansion of pump station #11. 

 

Mr. Jerry Hegstrom, Assistant County Attorney, stated that Sea Palms Corporation has offered to contribute to the replacement and expansion of capacity in pump station #11.  The following motion made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend approving the agreement with Sea Palms Corporation and accept their contribution towards replacement and expansion of pump station #11.  (Vote: 2-0-0)

 

4.      Consider awarding the bid for the rehabilitation and upgrade of Sewer Lift Station 11 to RJ Underground of Yulee, FL for a total contract of $309,350 to be funded by SPLOST IV. 

 

Mr. Ray Shell, Utilities Manager, informed the Committee that the County had received bids for the Sewer Lift Station # 11 rehabilitation and upgrade.  He stated that Southern Champion was the low bidder but the engineers and staff were recommending making the award to the next low bidder, RJ Underground, because Southern Champion is under contract with the County on the PAWS project and has failed to meet the deadlines set for that project.  Commissioner Fendig mentioned that Sea Palms Corporation has committed to contributing 9.18% of the cost of the project.  The following motion made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend rejecting the Southern Champion Construction bid and awarding the bid for the rehabilitation and upgrade of Sewer Lift Station 11 to RJ Underground of Yulee, FL for a total contract of $309,350 to be funded by SPLOST IV and a 9.18% contribution from Sea Palms Corporation.  (Vote: 2-0-0)

 

5.      Consider awarding the bid, which meets all specifications, to Coastal Engineering Consultants, of Brunswick, Georgia in the amount of $145,795 for the Engineering Services for the Evaluation and Design of 10 Existing Pump Stations to be funded by SPLOST IV. 

 

Mr. Ray Shell presented this item and Chairman Bedner mentioned that Lee Design would be overseeing this project.  The following motion made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend awarding the bid, which meets all specifications, to Coastal Engineering Consultants, of Brunswick, Georgia in the amount of $145,795 for the Engineering Services for the Evaluation and Design of 10 Existing Pump Stations to be funded by SPLOST IV.  (Vote: 2-0-0)

 

6.      Consider approving

a)   The appropriations to the Coastal Georgia Regional Development Commission, Civil Air Patrol, District Attorney, Economic Development Authority, GA Air National Guard, Satilla River Soil Conservation, St. Simons Island Library and the Three Rivers Regional Library remain at the FY03 funding levels,

b)      the appropriations to the Community Action Authority, Department of Family and Children Services, and Health Department be reduced by 10% over the FY03 funding levels totaling $79,601,

c)      and that the allocation to the Community Services Board be eliminated in the amount of $266,200 effective July 1, 2003 since the State has taken over this program.  

 

Mr. Mark Eckert, County Administrator, presented this item and stated that the Budget Team was recommending that no outside agency receive and increase in appropriations and that four agencies receive a reduction in funding of 10%.  He stated that since the State had assumed responsibility for the Community Services Board, the Budget Team recommends that the total funding for that Board be eliminated for this year and be re-evaluated in future years.  The four agencies listed in the motion have no annual contracts with the County and the funds requested from the County would contribute to their operating budgets.  Mr. Eckert voiced concerns that the County doesn’t really know what is accomplished in the agencies as a result of the County’s appropriations.  Chairman Bedner suggested to Mr. Jerry Hegstrom that an ordinance be submitted to the Board stating that any time General Fund monies are given to any agency that there must be an annual report as to how the money was spent, to the County Commission from the agency and signed by the Director.  After discussion the following motions made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend approving

a)      The appropriations to the Coastal Georgia Regional Development Commission, Civil Air Patrol, District Attorney, Economic Development Authority, GA Air National Guard, Satilla River Soil Conservation, St. Simons Island Library and the Three Rivers Regional Library remain at the FY03 funding levels,

b)     the appropriations to the Community Action Authority, Department of Family and Children Services, and Health Department be reduced by 10% over the FY03 funding levels totaling $79,601,

c)      and that the allocation to the Community Services Board be eliminated in the amount of $266,200 effective July 1, 2003 since the State has taken over this program.

 (Vote: 2-0-0)

 

Recommend directing staff to initiate contractual arrangements with the four organizations prior to next year’s budget process.  (Vote:  2-0-0)

 

7.      Consider directing staff to advertise a public hearing for May 1, 2003 as per 2-2-9 of the Code of Ordinances on the proposed adjustment to the sewer rates for the North Mainland customers to fund the increased costs assessed by the City of Brunswick for wastewater treatment and amend the Water & Sewer Ordinance to reflect the proposed increases. 

 

Mr. Mark Eckert stated that there has been a disparity between the rates for Mainland North sewer customers and the cost of wastewater treatment assessed by the City of Brunswick.    The County has been paying more to the City for treatment than we have been collecting from the customers.  In order to correct this problem and to discontinue the practice of using funds from customers in other areas of the system to subsidize this area, staff is asking for an increase in the sewer rates for those customers.  Commissioner Fendig questioned how long the rest of the system had been subsidizing this area and was told that it started around 1988.  The following motion made by Commissioner Fendig and seconded by Commissioner Bedner passed unanimously.

 

Recommend directing staff to advertise a public hearing for May 8, 2003 as per 2-2-9 of the Code of Ordinances on the proposed adjustment to the sewer rates for the North Mainland customers to fund the increased costs assessed by the City of Brunswick for wastewater treatment and amend the Water & Sewer Ordinance to reflect the proposed increases.  (Vote: 2-0-0)

 

8.      Receive a report on moneys collected for solid waste collection services. 

 

Ms. Phyllis McNicoll, Finance Director, reported that Southland is serving 18,068 garbage customers, 946 curbside recycling, and 1,206 curbside yard debris customers.  She stated that door-hangers were distributed in March to residents who were receiving services but did not have active accounts and 296 of those residents have since signed up and paid for service.  There are approximately 2,500 accounts carrying outstanding past-due balances and 1,100 of those are two quarters behind in making payments.  Cut-off post card are being mailed with a final due date of May 8, at which time service discontinuance and collection process will begin.  Cut-off post cards will be mailed to the remaining past due customers on May 8 with a final due date of May 22.

 

Chairman Bedner requested that a one-page memo be directed to the full Board of Commisioners and

Request that the Board approve the collection procedure and an ad be placed in the newspaper describing the collection procedure and stating that the Board has approved that procedure.  The following motion made by Chairman Bedner passed unanimously.

 

Direct staff to make a full report on solid waste collection to Board of Commissioners and recommend that an ad be placed in the newspaper describing the collection procedure.  (Vote 2-0-0)

 

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

 

Chairman Bedner identified all items except #8 as consent items.