Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, May 30, 2006

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

                        Committee Members:   C. Johnson, T. Thaw

Other Commissioners: 

Staff:  J. Bruner, D. Chunn, Judge Howe, B. McDonald, D. Newbern, C. Stewart, W. Worley

Press:   Matthew Permar

Others:  Jerry Jones, Jamie Kendall

 

1.      Recommend approval the May 16, 2006 Finance Committee Minutes.

 

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

                                                         

Recommend approval the May 16, 2006 Finance Committee Minutes.  (Vote: 2-0-0)

 

2.      Deny a request from Mr. Lee Watson that $896.90 paid in penalties and interest on his 2005 property taxes be refunded.   

 

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

                                                         

Recommend denial of a request from Mr. Lee Watson that $896.90 paid in penalties and interest on his 2005 property taxes be refunded.  (Vote: 2-0-0)

 

3.      Approve the real property corrections and the personal property corrections for the 2002, 2003, 2004, and 2005 Digest(s), as recommended by the Board of Assessors and/or the Chief Appraiser at their May 17, 2006 meeting.  

 

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

                                                         

Recommend approval of the real property corrections and the personal property corrections for the 2002, 2003, 2004, and 2005 Digest(s), as recommended by the Board of Assessors and/or the Chief Appraiser at their May 17, 2006 meeting.  (Vote: 2-0-0)

 

GENERAL

 

4.      Consider approving the contract with Cornell Corrections, D. Ray James Prison, for FY 2006-2007 in the amount of $36,592.56 with funding to be provided by the Solid Waste Collection Fund – Litter Control program.

 

Mr. Stewart, County Administrator, explained that this was just an extension of current contract.  Commissioner Johnson inquired about litter control for Hwy 341 and asked that staff take a look at adding Highway 17 south and Hwy 341.  Mr. Stewart said it would probably take an additional crew.

 

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

                                                         

Recommend approving the contract with Cornell Corrections, D. Ray James Prison, for FY 2006-2007 in the amount of $36,592.56 with funding to be provided by the Solid Waste Collection Fund – Litter Control program.  (Vote: 2-0-0)

 

5.      Consider:

·         approving the PL contract for transportation planning funds in the amount of $113,648 to be matched by $12,627

·         authorizing the Community Development Director to execute the contract

·         authorizing the submittal of the annual application for 5303 funding

·         approving the resolution for the 5303 contract and authorizing the Chairman to execute the resolution

·         approving the 5303 contract for transit planning funds in the amount of $33,750, to be matched by $3,750, and authorize the Community Development Director to execute the contract. 

 

 

Mr. York Phillips. Planning and Zoning Manager briefly explained that there are two contracts involved in the funding of the MPO, with the County’s match being 10%.  Commissioner Johnson inquired whether or not the budget reflected the required match.  Mr. Phillips responded that now that staff has the actual figures that the budget request will have to be adjusted.  Mr. Chunn, Budget Analyst stated that the budget is in place.

 

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

                                                         

Recommend

·         approving the PL contract for transportation planning funds in the amount of $113,648 to be matched by $12,627

·         authorizing the Community Development Director to execute the contract

·         authorizing the submittal of the annual application for 5303 funding

·         approving the resolution for the 5303 contract and authorizing the Chairman to execute the resolution

·         approving the 5303 contract for transit planning funds in the amount of $33,750, to be matched by $3,750, and authorize the Community Development Director to execute the contract.  (Vote: 2-0-0)

 

6.      Consider accepting the $5,000 state grant from The Georgia Archives, which is housed in the Georgia Secretary of State’s Office. The Commissioners agree to match the grant with $3,535 to be provided from the Probate Court budget, and $1,750 in in-kind services. The Commissioners authorized the Chairman to execute grant contract documents, subject to the review of the County Attorney’s office. This project is a records inventory/microfilming project, with the understanding that a microfilm reader/printer will be purchased according to County procurement standards and housed within Probate Court. 

Commissioner Thaw reminded everyone that in April the Finance Committee and subsequently the Board of Commissioners approved a resolution to apply for the grant.  Judge Howe, Barbara McDonald, and Dick Newbern briefly explained that the Grant included microfilming, indexing, a temporary fulltime position and a reader.  Commissioner Thaw asked about the funding for the purchase of the micro reader.  Mr. Newbern stated that the cost of the reader was included, but not the maintenance.  Judge Howe and Ms. McDonald stated that the funding for the match would be provided by the FY06 Probate Court Operating Budget – from Reference Books line item.  Mr. Worley requested that the motion be amended to authorize the Probate Judge to sign the grant documents.

 

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

                                                         

Recommend accepting the $5,000 state grant from The Georgia Archives, which is housed in the Georgia Secretary of State’s Office. The Commissioners agree to match the grant with $3,535 to be provided from the Probate Court budget, and $1,750 in in-kind services. The Commissioners authorize the Probate Judge to execute grant contract documents, subject to the review of the County Attorney’s office. This project is a records inventory/microfilming project, with the understanding that a microfilm reader/printer will be purchased according to County procurement standards and housed within Probate Court.  (Vote: 2-0-0)

 

7.      Consider

·         accepting the $450,000 federal TE grant from the Georgia Department of Transportation to help finance Phase I of the Saint Simons Master Trail Plan

·         authorizing the Chairman to execute appropriate grant contract documents between Glynn County and  Georgia DOT, including, the Pre-Award Certification, the Memorandum of Understanding, and the confirmation of the project scope, subject to the review of the County Attorney’s office prior to their execution

·         matching the $450,000 TE grant with $112,500 in County funds; and

·         directing County staff to invite private contributions to this project to augment the County’s match. 

 

Mr. Dick Newbern, Grants Coordinator, reminded everyone that the Board of Commissioners approved applying for this grant and the grant for Phase II of the Harry Driggers Blvd. Project back in August of 2005.  Mr. Newbern stated that the funding for this project has come through, but no funding from D.O.T. for Phase II of the Harry Driggers Blvd. Project.  Commissioner Thaw questioned as to why it wasn’t being funded.  Mr. Newbern said that funding may still come through within the next two years.  Commissioner Thaw requested that staff continue to work on that and to look at the budget for North Glynn Regional Park for any remaining funds that could be used for Phase II of the Harry Driggers Blvd. Project.  Mr. Newbern introduced Ms. Jamie Kendall from the Saint Simons Land Trust. 

 

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

 

Recommend  

·         accepting the $450,000 federal TE grant from the Georgia Department of Transportation to help finance Phase I of the Saint Simons Master Trail Plan

·         authorizing the Chairman to execute appropriate grant contract documents between Glynn County and Georgia DOT, including, the Pre-Award Certification, the Memorandum of Understanding, and the confirmation of the project scope, subject to the review of the County Attorney’s office prior to their execution

·         matching the $450,000 TE grant with $112,500 in County funds; and

·         directing County staff to invite private contributions to this project to augment the County’s match and to draft a letter to the Saint Simons Land Trust requesting their participation in the funding match required by the County.  (Vote: 2-0-0)

 

8. Consider authorizing change order #2 in the amount of $70,410 to Reynolds, Smith and Hill, Inc. for additional work on the Gateway to St. Simons Island project as follows:

 

·         Retaining wall engineering      $29,260

·         Goetechnical                               4,900

·         Overpass Feasibility Study      36,250

 

with funding to be provided by SPLOST #4, and authorize the chairman to sign the change order.

 

Mr. Jim Bruner, County Engineer, presented the item explaining that most of the work originally requested has been completed and that this change order is needed due to a requirement for a larger shoulder and the need to replace the old wood retaining wall.  Commissioner Thaw questioned about the Overpass Feasibility Study being duplicated.  Mr. Bruner stated that Sea Island Company has offered to do the concept study and have their Traffic Engineer to complete the feasibility study at no cost to Glynn County.  Commissioner Thaw requested that staff not proceed with part three of the Change order, until staff agrees or disagrees with Sea Island Company’s plan. Commissioner Thaw also requested a time frame for the study.

 

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

                                                         

Recommend authorizing change order #2 in the amount of $70,410 to Reynolds, Smith and Hills, Inc. for additional work on the Gateway to St. Simons Island project as follows:

 

·         Retaining wall engineering             $29,260

·         Goetechnical                             4,900

·         Overpass Feasibility Study   36,250

 

with funding to be provided by SPLOST #4, and authorize the chairman to sign the change order with the direction that staff not proceed with the Overpass Feasibility Study until  another study is completed.   (Vote: 2-0-0)

 

9.      Consider approving the Request for Proposal (RFP) for the Preliminary Engineering Services for the Construction of Exit #29 WPCP. 

 

Mr. Jerry Jones with Carter Goble Lee explained that the treatment plant will have the capacity of 1.5 MGD with the ability to expand to 4 MGD in the future with minimum changes.  Mr. Jones also stated that staff is still waiting for EPD approval to discharge in the Satilla River and the entire project should be complete in six to ten months depending on EPD’s approval time.  Mr. Stewart requested that this item go straight to the Board of Commissioners on June 1, 2006.

 

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

 

Recommend approving the Request for Proposal (RFP) for the Preliminary Engineering Services for the Construction of Exit #29 WPCP.  (Vote: 2-0-0)

 

10.  Receive a report from Charles Stewart on SPLOST V projects eligible for advanced funding.

 

Mr. Stewart, County Administrator, presented a prioritized list of SPLOST V projects explaining that before borrowing any funds for any project that the project should be ready to proceed.  Mr. Stewart explained that he wanted to give the Finance Committee members a preliminary look at the projects before Mr. James Wilson with Merchant Capital gives a presentation concerning leasing and borrowing funds to the committee at the June 13, 2006 Finance Committee Meeting.

 

No Action Required.

 

11.  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 #9, which will go directly to the Board of Commissioners on June 1, 2006.