Finance Committee Meeting Minutes
Glynn County Board of Commissioners
4:00 P.M., Tuesday, March 27, 2007
Third Floor
Conference Room
W. Harold Pate
Courthouse Annex
Brunswick, Georgia
Present:
Committee
Members: J. Clark, C. Johnson, and
U. Keller
Other
Commissioners:
Staff: J. Carter, P. Christian, J. Crichton, W. Davis, F. Dees, G. Grovener, D. Hainley, L. Little, B. Mauney, P. McNicoll, D. Newbern, O.
Reed, B. Rowell, J. Sanders, C. Stewart, A. Thomas, W. Worley
Press:
M. Permar
Others: J. Jones, F. McGinty, J. Tuten
1. Consider
approval of the consent agenda.
a) Approval
of the March 6, 2007 Finance Committee Minutes.
b) Approval
of the Real Property corrections for tax years 2003, 2004, 2005 and 2006 as
recommended by the Board of Assessors and/or the Chief Appraiser at their
Wednesday, March 7, 2007 meeting.
c) Exercising
the 2nd year extension option with Karp Ronning & Tindol, CPAs,
Savannah, Georgia, to conduct the annual County audit at a cost of $62,500 with
funding to be provided in the FY 07-08 budgets of funds receiving audit
services.
d) Declare
the unusable items listed and pictured on the attached 33 pages as surplus and
approve the disposal of these items in the best interest of the County.
Commissioner Keller questioned how long it would take to
dispose of the items in item d and Mr. Charles Stewart, County Administrator, stated that it would be United Water’s responsibility. The following motion
made by Commissioner Keller and seconded by Commissioner Johnson passed
unanimously.
Recommend approval of the consent agenda.
(Vote: 3-0-0)
2. Consider
awarding the bid for the purchase on an emergency squad to the lowest
responsive bidder, Taylor Made Ambulance, 3704 Medallion Place, Newport, Arkansas, in the amount of $113,133 with funding to be provided by the Emergency
Rescue budget in the General Fund.
Chief Al Thomas, Fire Chief, presented this item and
stated that this is the annual squad purchase. There were two responsive
bidders and Taylor Made submitted the lowest bid. Commissioner Clark asked how
many squads were in the fleet and Chief Thomas responded that there are six
online and three reserves. The following motion made by Commissioner Johnson and
seconded by Commissioner Keller passed unanimously.
Recommend awarding the bid for the purchase on an
emergency squad to the lowest responsive bidder, Taylor Made Ambulance, 3704 Medallion Place, Newport, Arkansas, in the amount of $113,133 with funding to be
provided by the Emergency Rescue budget in the General Fund. (Vote: 3-0-0)
3. Consider
authorizing the Recreation Department to purchase a replacement sand filter for
the Casino pool, during the pool’s current off-season, at a price not to exceed
$30,000 with funding to be provided by General Fund fund balance.
Mr. Wesley Davis, Recreation Director, stated that he had
Worthy Pools check the sand filter and Mr. Worthy stated that it may last for
two years but that if it goes out during the swimming season, the pool would
have to be closed for two to four weeks. Commissioner Keller stated that the
Board of Commissioners had authorized keeping the pool but that it may not be
in the same location. He felt that the purchase of the sand filter would not
be a good investment if it is decided to move the pool. Commissioner Johnson
disagreed and stated that the County needs to make sure the pool is operational
and that the sand filter could probably be moved if a new pool is built.
Commissioner Keller stated that it could be funded by the Village Master Plan
project in Splost 5. The following motion made by Commissioner Johnson and
seconded by Commissioner Keller passed unanimously.
Recommend authorizing the Recreation Department to
purchase a replacement sand filter for the Casino pool, during the pool’s
current off-season, at a price not to exceed $30,000 with funding to be
provided by General Fund fund balance to be reimbursed by Splost 5 when funds
become available. (Vote: 2-1-0)
4. Consider
entering into a contract in the form attached hereto, subject to the County Attorney’s review and approval, to rent four spots for Beach Concessions, two at Coast
Guard Station and two at Massengale Park. The rental fee will be based on
sealed bids submitted by the vendors at a public meeting, with the minimum bid
amount set at $1,000, which will grant a chance for the highest four bidders to
rent one of the available four spots. Upon completion of the vendor agreements,
authorize the Chairman to sign the rental agreement with each successful
vendor.
The following motion made by Commissioner Keller and
seconded by Commissioner Johnson passed unanimously.
Recommend entering into a contract in the form
attached hereto, subject to the County Attorney’s review and approval, to rent
four spots for Beach Concessions, two at Coast Guard Station and two at Massengale Park. The rental fee will be based on sealed bids submitted by the vendors at a
public meeting, with the minimum bid amount set at $1,000, which will grant a
chance for the highest four bidders to rent one of the available four spots.
Upon completion of the vendor agreements, authorize the Chairman to sign the
rental agreement with each successful vendor. (Vote: 3-0-0)
5. Consider
awarding a contract for Right-of Way Mowing and Landscape Maintenance Service
for various locations on St. Simons Island to the lowest responsive bidder,
Evergreen Land Service & Nursery, Brunswick, GA, in the amount of $58,884
with funding for the FY07 portion to be provided by Public Works Contingency
Budget and the FY08 portion to be provided by the Public Works Operating
Budget.
Mr. John Carter, Public Works Director, presented this
item and recommended that the award be made to the low bidder. Mr. Charles Stewart
commented that Tasks 3 and 4 were for the Fire Stations 2 and 7 and should be
funded by the Fire Fund. Commissioner Clark questioned why there was such a
wide range between the low and high bids and Mr. Carter assured him that the
low bidder was qualified to perform the job. Commissioner Johnson pointed out
that ninety two companies were notified of the project but only three submitted
bids. The following motion made by Commissioner Keller and seconded by
Commissioner Johnson passed unanimously.
Recommend awarding a contract for Right-of-Way Mowing
and Landscape Maintenance Service for various locations on St. Simons Island to
the lowest responsive bidder, Evergreen Land Service & Nursery, Brunswick,
GA, in the amount of $58,884 with funding for the FY07 portion to be provided
by Public Works Contingency Budget and the FY08 portion to be provided by the
Public Works Operating Budget. (Vote: 3-0-0)
6. Consider
authorizing the Chairman to execute the Indemnification and Hold Harmless
Agreement with Brunswick Storage, LLC.
Mr. Will Worley, Assistant County Attorney, stated that
permits for developers to perform work are issued to the County and that the
agreement states that the developer agrees to perform the work in accordance
with DOT standards and that he will provide the County with a letter of
credit. The following motion made by Commissioner Johnson and seconded by
Commissioner Keller passed unanimously.
Recommend authorizing the Chairman to execute the
Indemnification and Hold Harmless Agreement with Brunswick Storage, LLC.
(Vote: 3-0-0)
7. Consider
awarding award the bids for the County’s liability, aviation, boiler &
machinery, inland marine, workers comp excess insurance and third party
administration services to McGinty-Gordon and Associates as outlined for the
period April 1, 2007 through March 31, 2008 as follows:
·
Harleysville Insurance Inland
Marine $8,686.00
·
Princeton Excess and Surplus Lines Liability 243,473.36
·
Old Republic Helicopter Liability 14,000.00
·
Hartford Steam Boiler
& Machinery 4,971.97
·
Engle-Martin Claims Admin.
Services Third Party Claims Admin. 19,680.00
·
Safety national Casualty Excess
Workers Comp. 54,949.00
For
a total of $345,760.33 with funding for the liability and other
insurance premiums of $290,811.33 to be provided by the County
Insurance Fund and the Worker’s Compensation Excess insurance of $54,949
to be provided by the Employee Benefit Fund.
Mr. Jeanette Sanders, Risk Manager, stated that this was
the annual renewal for the County’s liability insurance coverage and
recommended approval. The following motion made by Commissioner Johnson and
seconded by Commissioner Keller passed unanimously.
Recommend awarding award the bids for the
County’s liability, aviation, boiler & machinery, inland marine, workers
comp excess insurance and third party administration services to McGinty-Gordon
and Associates as outlined for the period April 1, 2007 through March 31, 2008
as follows:
·
Harleysville Insurance Inland
Marine $8,686.00
·
Princeton Excess and Surplus Lines Liability 243,473.36
·
Old Republic Helicopter
Liability 14,000.00
·
Hartford Steam Boiler
& Machinery 4,971.97
·
Engle-Martin Claims Admin. Services Third Party Claims
Admin. 19,680.00
·
Safety national Casualty Excess
Workers Comp. 54,949.00
For a total of $345,760.33 with funding for the
liability and other insurance premiums of $290,811.33 to be provided by
the County Insurance Fund and the Worker’s Compensation Excess insurance of $54,949
to be provided by the Employee Benefit Fund. (Vote: 3-0-0)
The following motion made by Commissioner Keller and
seconded by Commissioner Johnson passed unanimously;
Motion to add an item to the agenda. (Vote: 3-0-0)
Receive information from Mr. Fred McGinty concerning
the County’s Property Insurance renewal.
Mr. McGinty presented a summary of insurance quotes he
had received to date. He stated that he has been able to get quotes on a more
complete package than last year but would like to continue looking for a better
package. Commissioner Clark stated that since there is time remaining on the
current policy, he would like for Mr. McGinty to continue to search for better
rates.
No action was taken on this item.
8. Consider
approving the proposed agreements from Motorola and Sprint/ Nextel for the
purposes of providing services and funding for the reconfiguration of the
Public Safety Radio System, pursuant to the FCC order.
The following motion made by Commissioner Keller and
seconded by Commissioner Johnson passed unanimously.
Recommend approving the proposed agreements from
Motorola and Sprint/ Nextel for the purposes of providing services and funding
for the reconfiguration of the Public Safety Radio System, pursuant to the FCC
order. (Vote: 3-0-0)
9. Consider
approving a change order in the amount of $7,298.76 for Architectural Services
for the Casino Renovation Project by John Tuten and Associates with funding
provided by the SPLOST #4 Casino Renovations Project budget.
Mr. Jerry Jones, Carter Goble Lee, stated that John Tuten
and Associates had submitted reimbursement requests in the amount of
approximately nine thousand dollars. This exceeded total budget by $7,298.76.
He informed the Committee that there were very few change orders on the project
and requested the change order for Mr. Tuten. Mr. Charles Stewart asked Mr.
Tuten for a printed rendering of the building and Mr. Tuten agreed to provide
that to him. The following motion made by Commissioner Keller and seconded by
Commissioner Johnson passed unanimously.
Recommend approving a change order in the amount of
$7,298.76 for Architectural Services for the Casino Renovation Project by John
Tuten and Associates with funding provided by the SPLOST #4 Casino Renovations
Project budget. (Vote: 3-0-0)
10. Consider amending the
Purchasing Ordinance Section 2-2-13(c)(2) pertaining to the excepting of
professional services in the amount of $25,000 or less from bidding
requirements and Section 2-2-18 pertaining to increasing the County Administrator’s approval limits for change orders to 20% of the total amount or
$100,000, whichever is less.
Mr. Charles Stewart, County Administrator, presented this
request to the Committee. Commissioner Clark stated that he favored this
change in order to save time. Commissioner Johnson stated that he would agree
if the change was only for the Administrator and not staff. Commissioner
Keller requested that staff review the clause stating that County Attorney legal fees are exempt from the bidding process. The following motion made by
Commissioner Keller and seconded by Commissioner Johnson passed with
Commissioner Johnson voting against the motion.
Recommend amending the Purchasing Ordinance Section
2-2-13(c)(2) pertaining to the excepting of professional services in the amount
of $50,000 or less from bidding requirements and Section 2-2-18 pertaining to
increasing the County Administrator’s approval limits for change orders to 20%
of the total amount or $100,000, whichever is less. (Vote: 2-1-0)
11. Consider awarding a
contract for the construction of the USCG Bath House to Double T. Construction,
LLC in the amount $455,025.00 with funding to be provided by the General Fund
and the Accommodation Excise Tax Fund.
Mr. Paul Christian, presented the architects drawing to
the Committee. The following motion made by Commissioner Keller and seconded
by Commissioner Johnson passed unanimously.
Recommend awarding a contract for the construction of
the USCG Bath House to Double T. Construction, LLC in the amount $455,025.00
with funding to be provided by the General Fund and the Accommodation Excise
Tax Fund. (Vote: 3-0-0)
12. Consider awarding a contract
for the Ballard School demolition, removal and disposal to Ross & Logan
Industries, Inc. in the amount $84,000.00. Funding will be from General Fund
fund Balance to be re-paid from SPLOST V when funds become available.
The following motion made by Commissioner Johnson and
seconded by Commissioner Keller passed unanimously.
Recommend awarding a contract for the Ballard School
demolition, removal and disposal to Ross & Logan Industries, Inc. in the
amount $84,000.00. Funding will be from General Fund fund Balance to be
re-paid from SPLOST V when funds become available. (Vote: 3-0-0)
13. Consider authorizing
construction of an alternate roadway at the Altamaha Regional Park at a cost not to exceed $75,552 with funding to be provided by the General Fund fund
balance which will be reimbursed from Splost 5, Dirt Road Paving, when funds
become available.
The following motion made by Commissioner Johnson and
seconded by Commissioner Keller passed unanimously.
Recommend authorizing construction of an alternate
roadway at the Altamaha Regional Park at a cost not to exceed $75,552 with
funding to be provided by the General Fund fund balance which will be
reimbursed from Splost 5, Dirt Road Paving, when funds become available.
(Vote: 3-0-0)
14. Request that Chairman
Clark identify the Finance Committee items which should be included as consent
items in the Commission’s Meeting Agenda.
Commissioner Clark identified all items as Consent
Agenda items.