Finance Committee Meeting Minutes

Glynn County Board of Commissioners

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

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

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

Other Commissioners: 

Staff:  J. Bruner, J. Carter, P. Christian, D. Chunn, W. Davis, M. Doering, G. Grovner, D. Harrison, L. Little, B. Mauney, P. McNicoll, B. Rowell, S. Santee, C. Stewart, A. Thomas, W. Worley

Press:   L. McCallister, M. Permar

Others:  Jerry Jones, Tommy Furlow

 

 

1.      Recommend approval of the consent agenda.

 

a)      Approve the August 15, 2006 Finance Committee Budget Minutes. 

 

b)      Approve the Resolution to amend the FY 05/06 Budget. 

 

c)      Approve the real property corrections for the tax years 2005 and 2006 Digests, and the personal property corrections for the tax years 2003, 2004, 2005, and 2006 tax years as recommended by the Board of Assessors and/or the Chief Appraiser at their Wednesday, August 9, 2006 meeting.

 

d)      Approve the real property corrections for the tax years 2004, 2005 and 2006 Digests, as recommended by the Board of Assessors and/or the Chief Appraiser at their Tuesday, August 22, 2006 meeting.       

 

e)      Approve a contract with B.P.O.E. Elk’s Lodge #691 to host the Haunted Forest Event at Blythe Island Regional Park with the following stipulations:

·         Elk’s Lodge shall cover all specific costs generated by Elk’s Lodge #691 associated with the special event for the dates October 14 - November 1, 2006.

·         Thirty-three (33) percent of all profits received from Haunted Forest admission tickets (including pre-sales) and concession revenues by Elk’s Lodge #691 shall be submitted by check to the Recreation Department payable no later than thirty days (30) following October 28, 2006.

·         Elk’s Lodge will provide proof of liability insurance to the Recreation Director no later than thirty days (30) prior to the special event date.

·         Any facility rentals or fees charged by BIRP that are requested by Elk’s Lodge #691 (e.g. campsites, pavilion rentals, deposits, etc.) will be paid by Elk’s Lodge #691 or any of their members or volunteer workers per established BIRP fees and charges in advance of purchase, use or services. These expenses shall not be included as expenditure reductions when figuring net profit.

       

 

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

                                                         

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

 

 

2)      Recommend awarding a contract for the Architect and Engineering Services for the Harold Pate Building 4th Floor project to Hussey, Gay, Bell, & DeYoung in the amount of $99,750.00 with funding to be provided by the General Fund fund balance, which will subsequently be paid back by SPLOST 5 Harold Pate Building 4th Floor project budget, when the funds become available.

 

Mr. Charles Stewart, County Administrator, stated that this is a County-Wide project in Splost #5.  The County received two proposals for the project and after being reviewed, interviews were held with the proposers and scoring was then done by the evaluation team.  It was then determined that Hussey, Gay, Bell and DeYoung received the highest number of points.  Mr. Stewart stated that he would like for this project to be fast-tracked because the County is currently paying approximately $8,500 per month to rent temporary office space.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend awarding a contract for the Architect and Engineering Services for the Harold Pate Building 4th Floor project to Hussey, Gay, Bell, & DeYoung in the amount of $99,750.00 with funding to be provided by the General Fund fund balance, which will subsequently be paid back by SPLOST 5 Harold Pate Building 4th Floor project budget, when the funds become available.  (Vote:  3-0-0)

 

3)      Recommend awarding a contract for the Exit #29 WPCP Preliminary Engineering Services to Jordan, Jones, & Goulding, Atlanta, GA, in the amount of $125,650 with funding to be provided by the SPLOST 4, Exit #29 WPCP Expansion Project budget.

 

Mr. Jerry Jones, Carter Goble Lee, presented this item and stated that proposals were received from seven firms for the preliminary engineering services .  After the review by the evaluation team it was determined that Jordan, Jones & Goulding had submitted the highest scoring proposal.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend awarding a contract for the Exit #29 WPCP Preliminary Engineering Services to Jordan, Jones, & Goulding, Atlanta, GA, in the amount of $125,650 with funding to be provided by the SPLOST 4, Exit #29 WPCP Expansion Project budget.  (Vote:  3-0-0)

 

4)      Recommend authorizing the purchase of the following items for the Casino:

•     Furniture                                                         $45,000

•     Window Treatments                                         14,204

•     Audio/Visual and Technology Equipment       51,925

with funding of a total of $111,129 to be provided by the lowest SPLOST #4 Tier 2 project available.

 

Mr. Charles Stewart introduced this item and stated that the equipment requested was not included in the original Casino construction bid.  Commissioner Thaw questioned whether any of the furnishings listed were for the Library and the response was that the Library area was included in the Window Treatments category but none other.  Commissioner Keller stated that the Visitors Bureau/Chamber of Commerce had an old conference table that they wanted to use and Mr. Wesley Davis, Recreation Director, stated that he was aware of that.  Mr. Keller also stated that security of the building was a concern.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                         

Recommend authorizing the purchase of the following items for the Casino:

•     Furniture                                                       $45,000

•     Window Treatments                                      14,204

•     Audio/Visual and Technology Equipment  51,925

with funding of a total of $111,129 to be provided by the lowest SPLOST #4 Tier 2 project available.  (Vote:  3-0-0)

 

5)      Recommend holding a public hearing to establish Casino rental fees as outlined below:

 

 

Mr. Wesley Davis presented this item and requested approval to hold a public hearing to discuss the proposed rental rates at the Casino.  Commissioner Thaw questioned why the County should charge for the use of the building since it was constructed with taxpayers’ money.  Mr. Stewart stated that the rental proposal was based on the existing practice of renting facilities as locations such as Selden  Park, Blythe Island Park, etc.  Commissioner Keller was concerned that the rentals may turn into an opportunity for businesses to rent out.  He stated that it should be for purely public use and not for a commercial enterprise.  Commissioner Johnson stated that he didn’t see anything wrong with the rental of County facilities.  Commissioner Thaw requested that staff bring back information on amounts collected in rent at other locations in the County.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                         

Motion to defer this item to the next Finance Committee meeting.  (Vote:  3-0-0)

 

6)      Recommend authorizing the use of the Mary House facility, after the St. Simons Island Library books are removed, to provide a site for community groups to meet. 

 

Mr. Wesley Davis discussed the need for the use of the Mary House facility in order to provide space for groups such as IFA (In for Anything), the Neptune Garden Cub, and the Wood Carvers group.  Mr. Davis stated that the building houses the only restrooms in the park which are needed when athletic events are held there.  Commissioner Keller requested that staff not use the name Mary House but should call it the Demere Park facility.  Mr. Paul Christian, Assistant County Administrator, informed the Committee that Facilities Management had pressure washed and painted the building and that it is currently in good shape.  The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                      

Recommend authorizing the use of the Demere Park facility, after the St. Simons Island Library books are removed, to provide a site for community groups to meet.  (Vote:  3-0-0)

 

7)      Recommend awarding a contract for Resurfacing of 9.92 Miles of Glynn County Roads to Plant Improvement Company d/b/a Seaboard Construction Company in the amount of $1,204,661.68 with funding to be provided by the Building, Roads, & Equipment Fund current year budget.

 

Mr. Jim Bruner, County Engineer, stated that the bid equates to $122 thousand per mile for resurfacing roads and that the County was paying approximately $60 thousand per mile a couple of years ago.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                      

Recommend awarding a contract for Resurfacing of 9.92 Miles of Glynn County Roads to Plant Improvement Company d/b/a Seaboard Construction Company in the amount of $1,204,661.68 with funding to be provided by the Building, Roads, & Equipment Fund current year budget.  (Vote:  3-0-0)

 

8)      Recommend adopting the revised Vehicle Matrix as recommended by the Vehicle Matrix Review Team. 

 

Mr. John Carter, Public Works Director, presented the proposed Vehicle Matrix  for approval.  Commissioner Keller questioned the feasibility of a mail truck for Finance instead of a mini van or car and Ms. Phyllis McNicoll, Finance Director, stated that the mail truck was suitable for the work required.  Commissioner Keller also questioned the Animal Control truck and Police Chief Matt Doering responded that the truck is used for pulling the Animal adoption trailer.  Commissioner Keller questioned why diesel vehicles were not considered on the matrix and Mr. Carter stated that diesel fuel is more expensive than gasoline and Commissioner Thaw stated that diesel trucks don’t get better gas mileage than gasoline trucks.  Commissioner Johnson commented that the matrix doesn’t show a vehicle for the Police Chief and would like that added to item #14. The following motion made by Commissioner Keller and seconded by Commissioner Thaw passed unanimously. 

                                                      

Recommend adopting the revised Vehicle Matrix as recommended by the Vehicle Matrix Review Team.  (Vote:  3-0-0)

 

9)      Recommend approving the contract with Georgia Department of Transportation for the County to provide the Highway 17 North mowing services and increase the Public Works FY07 budget in the amount of $48,726 to fund an additional equipment operator position and the purchase of equipment, with funding to be provided by the General Fund fund balance.

 

Mr. John Carter presented this item and Commissioner Thaw requested that the motion specify the area to be mowed to be Highway 17 North.  Commissioner Keller stated that the tractors should have air conditioned cabs.  The following motion made by Commissioner Thaw and seconded by Commissioner Keller passed unanimously. 

                                                      

Recommend approving the contract with Georgia Department of Transportation for the County to provide the Highway 17 North mowing services and increase the Public Works FY07 budget in the amount of $48,726 to fund an additional equipment operator position and the purchase of equipment, with funding to be provided by the General Fund fund balance.  (Vote:  3-0-0)

 

10)        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 a Consent Agenda items except item #5 which was deferred to the next Finance Committee meeting.