Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, October 28, 2003

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

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

Staff:  J. Bruner, D. Chunn, W. Davis, F. Dees, J. Hegstrom, P. McNicoll, G. Moore, D. Newbern, W. Pittman, A. Randolph, B. Rogers, B. Rowell, R. Shell 

Press:  J. Rayburn, M. Permar

Others:  Marshall Davis, Frank Deloach, Lou Manalakos, Charles Reeves, Marsha Smith, John Witherspoon

 

 

1.         Consider approval of the Consent Agenda.

 

a)      Approve the October 7, 2003 Finance Committee Meeting Minutes. 

 

b)      Deny a request by Mr. John Wylie Fayne that $21.49 paid in penalties on his motor vehicle registration be refunded.

 

c)      Deny a request by Mr. Charles Reeves that his 2001 and 2002 ad valorem taxes be refunded.

 

d)      Approve the real and personal property correction to the 2002 and 2003 Digests as recommended by the Board of Assessors and/or the Chief Appraiser at their October 8, 2003 meeting. 

 

Item 1(c) was pulled from the consent agenda because Mr. Reeves was in attendance.  The following motion made by Commissioner Fendig and seconded by Commissioner Chapman passed unanimously.

 

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

 

1(c) Chairman Bedner recognized Mr. Charles Reeves and allowed him to speak.  Mr. Reeves stated that he had paid his 2001 and 2002 ad valorem taxes on his vehicles to Glynn County and was then required by Dekalb County to pay the taxes plus penalties in that county since his homestead exemption was in Dekalb.  He requested that Glynn County refund the taxes he paid here.  Tax Commissioner Florence Dees stated that there has been an ongoing problem with taxpayers trying to pay their auto taxes in Glynn even though their homestead exemption is in another County.  After discussion the following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend denial of a request by Mr. Charles Reeves that his 2001 and 2002 ad valorem taxes be refunded.  (Vote:  3-0-0)

 

2.                  Consider issuing a purchase order to Jordan, Jones & Goulding in accordance with their letter proposal dated September 25, 2003 to install landfill gas vents at the Cate Road Landfill in accordance with the Assessment of Corrective Measures Study approved by the Georgia EPD on May 29, 2003.  The Board of Commissioners specifically authorizes this professional contract as an exception from bidding pursuit to Glynn County Code 2-2-13(c)(2). 

 

Mr. Jim Bruner, County Engineer, briefly introduced this item and requested that the Committee approve a purchase order to Jordan, Jones & Goulding.  The following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend issuing a purchase order to Jordan, Jones & Goulding in accordance with their letter proposal dated September 25, 2003 to install landfill gas vents at the Cate Road Landfill in accordance with the Assessment of Corrective Measures Study approved by the Georgia EPD on May 29, 2003.  The Board of Commissioners specifically authorizes this professional contract as an exception from bidding pursuit to Glynn County Code 2-2-13(c)(2).  (Vote: 3-0-0) 

 

3.                  Consider purchasing a commercial pressure washer from the lowest responsive bidder in an amount not to exceed $4,000 for the purpose of scheduled cleaning of the St. Simons Pier every two (2) weeks, with funding source to be identified. 

 

Mr. Wesley Davis, Recreation Director, stated that complaints had been received from citizens about the cleanliness of the Pier and that the Recreation Department has cleaned it three times to date.  He stated that it takes seventeen hours to clean the entire pier using the department’s 2000-psi pressure washer.  He said that the washer didn’t do a very good job and he had received complaints about the noise.  Mr. Davis received quotes from a private contractor and stated that it would cost $18,000 for twelve cleanings a year.  The Committee agreed that the Pier area needs to be kept clean.  After further discussion the following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend purchasing a commercial pressure washer from the lowest responsive bidder in an amount not to exceed $4,000 for the purpose of scheduled cleaning of the St. Simons Pier once a month, with funding source to be identified.  (Vote: 3-0-0)

 

4.                  Consider authorizing the Glynn County Police Chief to sign and enter into the purchase agreement with the United States Department of Justice, to purchase two laptop computers with printers and software from Dell Computers Inc., in the amount of $4,995.90 and to be authorized to seek and receive 100% reimbursement from the United States Department of Justice (U.S. Attorney) for the purchase of this equipment. 

 

Chief Bob Pittman presented this item and the following motion made by Commissioner Fendig and seconded by Commissioner Chapman passed unanimously.

 

Recommend authorizing the Glynn County Police Chief to sign and enter into the purchase agreement with the United States Department of Justice, to purchase two laptop computers with printers and software from Dell Computers Inc., in the amount of $4,995.90 and to be authorized to seek and receive 100% reimbursement from the United States Department of Justice (U.S. Attorney) for the purchase of this equipment.  (Vote: 3-0-0)

 

5.                  Consider awarding the bid for Historic Courthouse Repairs and Renovations to the lowest responsive bidder, Hedges Construction Company, Fairburn, GA, in the amount of $1,242,500 with funding to be provided by SPLOST #4. 

 

Mr. Marshall Davis, Project Manager, presented this item and stated that the bid was substantially under the $1.8 million budgeted for construction.   Commissioner Fendig questioned whether the Board of Commissioners had approved the parking plan.  Mr. Davis stated that he had met with the Historic Courthouse Oversight Committee and they had agreed on the parking plan.  Mr. Gary Moore, Interim County Administrator, stated that awarding the contract would not approve the parking and that they may want to consider awarding the contract subject to the parking approval.  He stated that there was no need to hold up the contract.  Mr. Davis stated that he had met with the Oversight Committee with two or three different schemes and the plan that was agreed on is what was outlined in the bid package.  After further discussion the following motion made by Commissioner Chapman and seconded by Commissioner Fendig passed unanimously.

 

Recommend awarding the bid for Historic Courthouse Repairs and Renovations to the lowest responsive bidder, Hedges Construction Company, Fairburn, GA, in the amount of $1,242,500 with funding to be provided by SPLOST #4.  (Vote: 3-0-0)

 

6.                  Consider awarding the SPUR 25 landscaping project bid to Super Soaker Irrigation and Landscaping, Inc. in the amount of $215,186.00. 

 

Mr. Dick Newbern, Grants Administrator, presented this item and stated that this was the result of the rebid of the Spur 25 project.  According to Mr. Newbern, the County received four responsive bids which were reviewed by staff, Moreland Altobelli Associates, and Bill Edenfield who all agreed with the recommendation to award the bid to Super Soaker.  The following motion made by Commissioner Fendig and seconded by Commissioner Chapman passed unanimously.

 

Recommend awarding the SPUR 25 landscaping project bid to Super Soaker Irrigation and Landscaping, Inc. in the amount of $215,186.00.  (Vote: 3-0-0)

 

7.                  Consider authorizing staff to issue an RFP for Solid Waste Collection & Recycling Services for the calendar year 2004 with four option years. 

 

Mr. Gary Moore presented this item and stated that he had concerns with Republic (dba Southland) since they had recently requested a 25% increase in their contract.  He stated that when the new bid prices come in the County would have rates to compare to.  Commissioner Chapman voiced his opposition to rebidding the service and stated that Southland had done a good job picking up garbage.  His view was that the County would be better served by contacting Republic’s corporate offices with our concerns.  After further discussion the following motion made by Commissioner Fendig and seconded by Commissioner Bedner passed with Commissioner Chapman voting against the motion.

 

Recommend authorizing staff to issue an RFP for Solid Waste Collection & Recycling Services for the calendar year 2004 with four option years.  (Vote: 2-1-0)

 

8.                  Consider authorizing staff to hold a public hearing to discuss the fee increase for Solid Waste Collection Services and subsequently approve the following fees:

 

                                                                                                    2004                2003

                                                            Admin              Southland        Proposed           Rates

            Residential Collection             $ 18.52            $  96.08           $ 114.60          $ 100.72         

            Yard Trash Collection                 3.00                27.54                30.54               28.00         

            Recycling Collection                    3.00                33.66                36.66               34.00

            Residential Back-door                           10.00              257.00              267.00             259.00                                             

and authorizing semi-annual billing for Residential Curbside and Backdoor collection and annual billing with no pro-ration for Yard Trash and Recycling Collection and authorize a $10 discount on the base residential service for customers with accounts in good standing who pay for the full year in advance. 

 

Ms. Phyllis McNicoll, Finance Director, presented this item and stated that billing for the quarter beginning January 1, 2004 should be sent out in November.  Chairman Bedner stated that the billing could be postponed until a decision was made on the previous item regarding the issuance of an RFP.  Commissioner Chapman voiced concerns about the increase in the administrative fees and stated that changes could be made to reduce the administrative costs.  The following motion was then made by Commissioner Chapman and seconded by Commissioner Fendig and passed unanimously.

 

Defer this item until a later meeting.  (Vote: 3-0-0)

 

9.                  Discuss upgrade of the water line for Stillwater Subdivision. 

Mr. Ray Shell, Utilities Manager, stated that County staff had requested that the developer of Stillwater Residential Development upsize the water line from 8-inch to 12-inch in the areas where the interconnection was previously planned.  Staff is recommending that Glynn County pay the developer the difference in the cost of the pipe material, in accordance with the County Ordinance.  DKK Development Company has submitted a request for payment in the amount of $69,370.95 and County staff is in the process of validating those costs.  After further discussion the following motion made by Commissioner Chapman and seconded by Commission Fendig passed unanimously.

 

Recommend authorizing payment of $69,370.95 to DKK Development Co. for the upgrade of the water line for Stillwater Subdivision from an 8” to a 12” line, subject to validation of costs by Gary Moore.  (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 except 7 & 8 as consent items.  Item 7 is referred to the full Board of Commissioners and Item 8 was deferred until a later meeting.