Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, December 5, 2006

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

                        Committee Members:   C. Johnson, U. Keller, T. Thaw

Other Commissioners:  C. Fendig

Staff:  J. Bruner, J. Carter, P. Christian, D. Chunn, M. Doering, L. Little, B. Mauney, P. McNicoll, D. Newbern, C. Stewart, W. Worley

Press:   M. Permar, L. McAllister

Others:  Travis Thomas

 

1.      Consider approval of the consent agenda.

 

a)      Approval of the November 14, 2006 Finance Committee Minutes. 

 

b)      Approval of the Real Property corrections for the tax years 2005 and 2006 and the Personal Property corrections for tax years 2005 and 2006 as recommended by the Board of Assessors and/or the Chief Appraiser at their Wednesday, November 15, 2006 meeting.

 

c)      Approval of the Resolution to amend the FY06/07 Budget. 

 

The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend approval of the consent agenda.  (Vote: 3-0-0)

 

2.      Consider increasing the Sheriff’s Boarding Fees budget by $92 thousand to provide funding for the September and October invoices and increase the Administrator’s Contingency budget by $400 thousand to fund boarding costs for the remainder of the fiscal year with funding to be provided by the General Fund fund balance. 

 

Mr. Charles Stewart, County Administrator, presented this item.  He informed the committee that the Sheriff was currently boarding out an average of twenty-five inmates per day.  Commissioner thaw commented that he had attended numerous meeting on this problem and he couldn’t understand why inmates stay in jail for so long.  He would like to hear ideas from the Sheriff at the next meeting.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend increasing the Sheriff’s Boarding Fees budget by $91,935 to provide funding for the September and October invoices with funding to be provided by the General Fund fund balance.  (Vote: 3-0-0).

 

3.      Consider executing the Cancellation in order to cancel that security deed held by Glynn County on the property of Vera Griffin. 

 

Mr. Will Worley, Assistant County Attorney, stated that Ms. Griffin had received the money from the CHIP program grant and has returned the money to the County.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend executing the Cancellation in order to cancel that security deed held by Glynn County on the property of Vera Griffin.  (Vote: 3-0-0)

 

4.      Consider executing the Agreement For Medical Services with the Southeast Georgia Health System so that Glynn County will receive a discount of 35% on invoices for medical services when payment is mailed within sixty days of the billing date. 

 

Mr. Will Worley stated that the contract currently in place expires December 31, 2006.  He said that the renewal contract has the same terms and conditions as the old one and recommended the renewal.  Commissioner Keller questioned whether the savings could be extended to all County employees and Mr. Stewart explained that County employees are covered under the health insurance PPO which provides for a substantial discount.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend executing the Agreement For Medical Services with the Southeast Georgia Health System so that Glynn County will receive a discount of 35% on invoices for medical services when payment is mailed within sixty days of the billing date.  (Vote: 3-0-0)

 

5.      Consider approving a cash match of $62,500 for the upcoming Justice and Mental Health Collaboration Program. The cash match must be pledged, in advance, from funds budgeted in SPLOST V. The total project cost is $312,500, twenty (20%) percent of which is $62,500. These funds are to finance a planning and implementation project for mentally-disordered detainees who other wise would be sent to jail. The project will focus on a diversion center, to be operated by Gateway Behavioral Health Services (BHS). The project will also focus on a mental health court, to be operated by the court system. 

 

Mr. Dick Newbern, Grants Administrator, presented this item and stated that the approval of the cash match would allow him to proceed with the grant application.  Mr. Stewart requested that the funding source be approved as Splost 4, Tier 2 funds.  Commission Cap Fendig discussed the program and explained the mental health court concept.  Commissioner Thaw stated that he would like to know how many drug court participants are currently in the detention center.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend approving a cash match of $62,500 for the upcoming Justice and Mental Health Collaboration Program with funding to be provided by SPLOST 4, Tier 2. The total project cost is $312,500, twenty (20%) percent of which is $62,500. These funds are to finance a planning and implementation project for mentally-disordered detainees who other wise would be sent to jail. The project will focus on a diversion center, to be operated by Gateway Behavioral Health Services (BHS). The project will also focus on a mental health court, to be operated by the court system.  (Vote: 3-0-0)

 

6.      Consider budgeting $112,500 toward the Saint Simons Master Trail Plan, Phase I. Also, the Board of Commissioners will advance the funds from the pledge of SPLOST V funds, which will begin collection in early 2007. Authorize staff to proceed with hiring an engineering/consultant firm to design the Saint Simons Master trail Plan- Phase I. The hiring of the engineering/design consultant will be in compliance with County and Georgia DOT Transportation Equity (TE) grant requirements. 

 

Mr. Dick Newbern stated that the County is ready to obtain the services of an engineer to design the project, but in order to proceed the matching funds must be in place.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend budgeting $112,500 toward the Saint Simons Master Trail Plan, Phase I. Also, the Board of Commissioners will advance the funds from the pledge of SPLOST V funds, which will begin collection in early 2007. Authorize staff to proceed with hiring an engineering/consultant firm to design the Saint Simons Master trail Plan- Phase I. The hiring of the engineering/design consultant will be in compliance with County and Georgia DOT Transportation Equity (TE) grant requirements.  (Vote: 3-0-0)

 

7.      Consider accepting the $20,000 maximum grant from Georgia EPD to defray the costs of sponsoring a “Scrap Tire Recycling Day” in both the County and City. The County agrees to pay the overtime costs of personnel working on the event. Furthermore, the County agrees to assist with financing the costs of advertising and promotion, together with the City of Brunswick. Keep Brunswick Golden Isles Beautiful, Inc. will assist with promoting and coordinating this project. 

 

Mr. Dick Newbern explained the requirements of the grant and stated that the City will absorb some of the advertising costs and the County will pay the remaining advertising expenses and the overtime incurred.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend accepting the $20,000 maximum grant from Georgia EPD to defray the costs of sponsoring a “Scrap Tire Recycling Day” in both the County and City with the advertising and overtime costs to be shared equally by the City of Brunswick and Glynn County.  Keep Brunswick Golden Isles Beautiful, Inc. will assist with promoting and coordinating this project.  (Vote: 3-0-0)

 

8.      Consider accepting a grant award of equipment that has been on loan to the Police Department since early 2005. The U.S. Department of Homeland Security originally loaned the Police Department the attached list of equipment that was to be returned on December 31, 2006.  The Police Department is directed to place the equipment in its inventory. The Chairman is authorized to sign appropriate grant documents, subject to the County Attorney’s review.

 

Chief Matt Doering, Police Chief, was available to answer questions but there was no discussion on the item.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend accepting a grant award of equipment that has been on loan to the Police Department since early 2005. The U.S. Department of Homeland Security originally loaned the Police Department the attached list of equipment that was to be returned on December 31, 2006.  The Police Department is directed to place the equipment in its inventory. The Chairman is authorized to sign appropriate grant documents, subject to the County Attorney’s review.  (Vote: 3-0-0)

 

9.      Consider donating the following (3) three surplus vehicles to the Board of Education Resource Officers Section:

              Unit 1804 – 1997 Ford Crown Vic Mileage 157861

              Unit 1837 – 1998 Ford Crown Vic Mileage 133923

              Unit 1913 – 1999 Ford Crown Vic Mileage 132692. 

 

Mr. John Carter, Public Works Director, stated that the Asst. Superintendent of the Board of Education had sent a letter concerning the three vehicles and Mr. Carter recommended transferring them to the Board of Education.  Commissioner Keller questioned what kind of shape the vehicles are in and Mr. Larry Little, Fleet Manager, stated that they are in good shape.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend donating the following (3) three surplus vehicles to the Board of Education Resource Officers Section:

              Unit 1804 – 1997 Ford Crown Vic Mileage 157861

              Unit 1837 – 1998 Ford Crown Vic Mileage 133923

              Unit 1913 – 1999 Ford Crown Vic Mileage 132692.  (Vote: 3-0-0)

 

10.  Consider awarding the bid for engineering services for the Office Park Remodeling project to Hussey, Gay, Bell and DeYoung Architects and Engineers for bidding and construction assistance and administration in the amount of $127,600.00 with funding provided from SPLOST IV Tier II. 

 

Mr. Paul Christian, Assistant County Administrator, presented this item.  Commissioner Thaw questioned why the County couldn’t get more than one bid.  Mr. Travis Thomas, Carter Goble Lee, stated that there were three architects at the pre-bid meeting but only one responded to the rfp because it was not a desirable project.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend awarding the bid for engineering services for the Office Park Remodeling project to Hussey, Gay, Bell and DeYoung Architects and Engineers for bidding and construction assistance and administration in the amount of $127,600.00 with funding provided from SPLOST IV Tier II.  (Vote: 3-0-0)

 

11.  Receive information on major County Road Projects. 

 

Mr. Jim Bruner, County Engineer, informed the committee that Airport Road would be ready to bid in early 2007.  He stated that he would meet with Thomas and Hutton on Wednesday to review the latest design for the roundabout at the Frederica and Demere intersection.  Commissioner Thaw stated that the source of funding will be determined when the bids come in.

 

No action was taken by the committee.

 

12.  Receive information on SPLOST 5 Project prioritizing and cash flow. 

 

Mr. Charles Stewart briefly discussed the Splost 5 prioritizing and cash and stated that this item would be discussed in more depth at a later date.

 

No action was taken by the committee.

 

13.  Consider approving a contract with Carter Goble & Lee for four SPLOST 5 Projects. 

 

Mr. Charles Stewart informed the committee that he had contacted Carter Goble Lee and requested a quote on the management of four Splost 5 projects.  He stated that their current rate if 4.58% and they quoted a rate of 3.5% for the Detention Center and Exit 29 Sewer Plant projects and 3.75% for the Office Park Renovation and Harold Pate Building projects.  Commissioner Thaw stated that he would recommend approval if they perform all four projects for 3.5% and if they don’t agree to that, the County will go out for bid.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend approving a contract with Carter Goble & Lee for Project management for the following four SPLOST 5 Projects at a rate of 3.5% of construction costs:

            a) Detention Center

            b) Exit 29 Sewer Plant

            c) Office Park Renovation

            d) Harold Pate Building   .  (Vote: 3-0-0)

 

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

 

Commissioner Johnson identified all items as Consent Agenda items except item # 11 and #12.   Items 11 and 12 were for discussion only and no action was taken.