Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, August 12, 2003

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

                        Committee Members:  M. Bedner, J. Chapman and C. Fendig

Staff:  J. Bruner, D. Chunn, W. Davis, M. Doering, J. Hegstrom, P. McNicoll, G. Moore, B. Rogers, B. Rowell, S. Schaeffner, R. Shell  

Press:  M. Permar, J. Rayburn

Others:  Jamie Amick, John Witherspoon

 

 

1) Consider approval of the Consent Agenda.

           

a)   Approve the July 29, 2003 Finance Committee Meeting Minutes.

b)      Approve the real property correction to the 2000, 2001 and 2002 Digests as recommended by the Board of Assessors and/or the Chief Appraiser at their July 23, 2003 meeting. 

 

The following motion made by Commissioner Fendig and seconded by Commissioner Chapman passed unanimously.

 

Recommend approval of the Consent Agenda.  (Vote:  3-0-0)

 

2)   Consider approving and authorizing the Chairman to execute the enclosed Resolution and Agreement with the Georgia EPD for reimbursement of the Fourth Street Landfill expenses in the amount of Twenty-Two Thousand Eight Hundred Twenty-Six and 30/100 Dollars ($22,826.30). 

 

Mr. Gary Moore, County Attorney, stated that the State of GA. Has its own Superfund used to defray expenses of the local governments.  He stated that the County applied for assistance in funding legal fees paid for the Fourth Street Landfill and the State approved a reimbursement of $22,826.30.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend approving and authorizing the Chairman to execute the enclosed Resolution and Agreement with the Georgia EPD for reimbursement of the Fourth Street Landfill expenses in the amount of Twenty-Two Thousand Eight Hundred Twenty-Six and 30/100 Dollars ($22,826.30).  (Vote: 3-0-0)

 

3)   Consider declaring the police department’s eight (8) Olympic Arms .45 caliber weapons as surplus and use them as trade-in toward the purchase of nine (9) new H&K UMP-45, .45 caliber weapons, and award the bid to the lowest bidder, Clyde Armory and Police Protection Systems in the amount of $13,338 with the $2,800 coming from the trade-in value of the surplus weapons and $10,538 from the police department’s Law Enforcement Block Grant. 

 

Assistant Chief Matt Doering, Asst. Police Chief, presented this item and stated that the County Police is on a five year replacement plan for weapons and requested that the old weapons be declared surplus.  Commissioner Chapman asked if they would be traded in and Asst. Chief Doering stated that the vendor would take the guns as a trade-in.  The following motion made by Commissioner Fendig and seconded by Commissioner Chapman passed unanimously.

 

Recommend declaring the police department’s eight (8) Olympic Arms .45 caliber weapons as surplus and use them as trade-in toward the purchase of nine (9) new H&K UMP-45, .45 caliber weapons, and award the bid to the lowest bidder, Clyde Armory and Police Protection Systems in the amount of $13,338 with the $2,800 coming from the trade-in value of the surplus weapons and $10,538 from the police department’s Law Enforcement Block Grant.  (Vote: 3-0-0)

 

4)   Consider issuing request for proposals for Engineering Services related to Roadway Improvements to the Gateway to St. Simons Island be issued as soon as possible.  Further, I move that funding for the engineering services to be provided from SPLOST IV, Tier I, Misc. Drainage and Road Improvements. 

 

Mr. Jim Bruner, County Engineer, presented this item and stated that the County had contacted the Tollway Authority to secure their participation in engineering and construction.  Commissioner Chapman stated that the motion should state that the County will seek funding from the Tollway Authority.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend issuing request for proposals for Engineering Services related to Roadway Improvements to the Gateway to St. Simons Island be issued as soon as possible.  Further, I move that funding for the engineering services to be provided from SPLOST IV, Tier I, Misc. Drainage and Road Improvements and that the County seek any funding available from the State Tollway Authority and Ga. DOT.  (Vote: 3-0-0)

 

 

5)   Consider authorizing the Recreation Director to initiate the construction of a basketball court at Arco Park in an amount not to exceed $11,000 with funding to be provided by the Basketball Court DCA Local Assistance Grant in the amount of $10,000 and the $1,000 donation from Color Purple Ministries.  

 

Mr. Wesley Davis, Recreation Director, explained that the cost of the basketball court is now projected at $1,000 more than the funding available.  Staff proposed to reduce the size of the court but the Color Purple Ministries offered to donate $1,000 to help fund the full size court.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend authorizing the Recreation Director to initiate the construction of a basketball court at Arco Park in an amount not to exceed $11,000 with funding to be provided by the Basketball Court DCA Local Assistance Grant in the amount of $10,000 and the $1,000 donation from Color Purple Ministries.  (Vote: 3-0-0) 

 

6)   Consider approving the Integrated Science & Engineering contract modification for $7,401 to complete the engineering services for East Beach pump station and force main design with funding to be provided by SPLOST III, SPLOST IV and the W&S Revenue Bond.  

 

Mr. Ray Shell, Utilities Manager, stated that the engineering study for East Beach revealed that a sewer pump station and force main were required to adequately service the area.  The additional work required was not included in the original scope of work for the project and would increase the cost by $29,400.  Also, they were not required to TV the gravity sewer which resulted in a credit of $21,999.  The net change order requested is $7,401.  The following motion made by Commissioner Fendig and seconded by Commissioner Chapman passed unanimously.

 

Recommend approving the Integrated Science & Engineering contract modification for $7,401 to complete the engineering services for East Beach pump station and force main design with funding to be provided by SPLOST III, SPLOST IV and the W&S Revenue Bond.  (Vote: 3-0-0) 

 

7)   Consider awarding the bid to White Electric in the amount of $$1,194,612,50 for the construction of a four (4)-field baseball hub, the maintenance compound and the overflow parking, subject to Glynn County withdrawal of services for the overflow parking construction and the reduction of the contract by $171,715.15 should the land for the parking not become available before the completion of other contract services with funding to be provided by SPLOST 3 approved funds. 

 

Mr. Wesley Davis informed the Committee that the project was budgeted at $1.496 million.  He said that the County does not have complete ownership of the overflow parking site.  Mr. Gary Moore stated that this Airport property is the part that the County is trying to get released from restrictions.  Chairman Bedner noted the large differences in bids and Commissioner Chapman stated that staff needed to validate the low bidder’s ability and successful projects.  Mr. Davis stated that White Electric built Paulsen Park in Savannah and have several projects in progress.  He stated that the bid was much lower because White is a large company and does not have to subcontract as much as the other bidders.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend awarding the bid to White Electric in the amount of $$1,194,612,50 for the construction of a four (4)-field baseball hub, the maintenance compound and the overflow parking, subject to Glynn County withdrawal of services for the overflow parking construction and the reduction of the contract by $171,715.15 should the land for the parking not become available before the completion of other contract services with funding to be provided by SPLOST 3 approved funds.  (Vote: 3-0-0)

 

8)   Receive a presentation from Southland Waste Systems concerning St. Simons Island Drop Off Center relocation. 

 

Mr. Gary Moore stated that the contract between the County and Southland requires them to relocate the drop off center if the current property becomes unavailable.  Southland representative stated that they are prepared to work with the County to obtain a site that is agreeable.

 

Mr. Jamie Amick and Mr. John Witherspoon from Southland Waste requested to discuss bills submitted to the County for the Pier, Village, and Molok pick-ups.  They stated that the total outstanding was $53,515.94 for January through April, 2003, and May through July were billed at the negotiated rate of $3,500 per month for a total of $10,500.

 

No action was taken by the Finance Committee and Chairman Bedner stated that the item would be presented to the full Board.

 

9)   Consider approving the recommendation of the Board of Assessors to contract with Farley, Mendola, and Voss to perform the industrial property reappraisal and audit project and to provide immediate funding to the project in order to insure that the results of the project are included on the 2004 Tax Digest.

 

Mr. Gary Moore requested that the Committee adjourn to Executive Session to discuss possible litigation.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Motion to adjourn to Executive Session.

 

Chairman Bedner called the meeting back to order after the Executive Session.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend approving the recommendation of the Board of Assessors to contract with Farley, Mendola, and Voss to perform the industrial property reappraisal and audit project and to provide funding from the General Fund fund balance in order to insure that the results of the project are included on the 2004 Tax Digest.  (Vote: 3-0-0)

 

10) 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 as consent items except item #8 which will be presented to the full Board with no recommendation from the Finance Committee.