Finance Committee Meeting Minutes
Glynn County Board of Commissioners
4:00 P.M., Tuesday, November 27, 2007
Third Floor Conference Room
W. Harold Pate Courthouse Annex
Brunswick, Georgia
Present:
Committee Members: J. Clark, C. Johnson, U. Keller
Other Commissioners: D. Hogan
Staff: C. Carter, J. Carter, P. Christian, D. Chunn, M. Doering, D. Hainley, P. McNicoll, D. Newbern, B. Rowell, J. Sanders, C. Stewart, S. Trautz, W. Worley
Press: B. Thomas
Others: Charley Creveling, Ralph Powers
1. Consider approval of the consent agenda.
a) Approval of the November 27, 2007 Finance Committee Minutes.
b) Carry forward FY07 General Fund budget for the SPLOST 5 Exit 29 WPCP Project in the amount of $14,333 to the FY08 budget.
c) Authorize payment of the excess tax proceeds from the tax sale of parcel No. 01-04228 in the amount of seven hundred eighty-eight dollars and twenty-four cents ($788.24) to attorney Alan Welch for distribution per legal priorities pending receipt of the necessary signed documents.
d) Authorize payment of the excess tax proceeds from the tax sale of parcel Numbers 04-05699, 04-05618, 04-05610, and 04-05718, in the amount of three thousand one hundred forty-seven dollars and twenty-six cents ($3,147.26) to attorney John Rivers for distribution per legal priorities pending receipt of the necessary signed documents.
e) Exercise the 1st option year extension with Republic Services of Georgia, LP d/b/a Southland Waste Systems of Georgia for “Solid Waste Collection & Recycling Services” for the fees stated in the attached Fee Schedule.
Mr. Will Worley informed the Committee that the base period for the Solid Waste Collection & Recycling Services was awarded in 2006 for a two year period. Therefore, item 1(e) requires no action.
The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously.
Recommend approval of the consent agenda items 1 (a) through (d). (Vote: 3-0-0)
2. Consider adjusting the 2003 Water & Sewer Bond project budgets as follows:
Increase Decrease
a) Pier/Village W&S Rehab $ 226,825
b) St. Simons Wastewater Treatment Plant $ 1,307
c) Mallery Well 105,164
d) Lift Station Retrofit 54,295
e) Exit 29 Operator Building 5,282
f) Wastewater Capacity Study 60,777.
Ms. Phyllis McNicoll, Finance Director, presented this item and stated that there were five bond projects that had been completed with funds remaining in the budgets. She requested that the remaining funds be transferred to the Pier/Village W&S Rehabilitation project because it was under-budgeted at $54,000. The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously.
Recommend adjusting the 2003 Water & Sewer Bond project budgets as follows:
Increase Decrease
a) Pier/Village W&S Rehab $ 226,825
b) St. Simons Wastewater Treatment Plant $ 1,307
c) Mallery Well 105,164
d) Lift Station Retrofit 54,295
e) Exit 29 Operator Building 5,282
f) Wastewater Capacity Study 60,777.
(Vote: 3-0-0)
3. Consider authorizing the Chairman to execute a Quitclaim Deed in order to clear the cloud on title created by the November 2, 1965, tax deed against Sweetie Salters, her heirs, and distributees on parcel no. 01-02575 in exchange for payment of $250.00 as settlement.
Mr. Will Worley, Assistant County Attorney, explained that Ms. Salters died in 1946 and the tax deed was prepared and recorded in 1965. He stated that the tax deed may be outside the chain of title which would make the tax deed invalid and created a cloud on the title. He recommended that the settlement of $250 be accepted. The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously.
Recommend authorizing the Chairman to execute a Quitclaim Deed in order to clear the cloud on title created by the November 2, 1965, tax deed against Sweetie Salters, her heirs, and distributees on parcel no. 01-02575 in exchange for payment of $250.00 as settlement. (Vote: 3-0-0)
4. Consider authorizing the Chairman to execute the Indemnification and Hold Harmless Agreement with 514 Investments, LLC. After execution by all parties and receipt of a letter of credit, Glynn County will deliver the Utility Facilities Encroachment Permit to the developer.
The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously.
Recommend authorizing the Chairman to execute the Indemnification and Hold Harmless Agreement with 514 Investments, LLC. After execution by all parties and receipt of a letter of credit, Glynn County will deliver the Utility Facilities Encroachment Permit to the developer. (Vote: 3-0-0)
5. Consider approving the Real Property Corrections, the Real Property Exemptions and the Personal Property Corrections as requested by the Board of Assessors and/or Interim Chief Appraiser at their Wednesday, October 2, 2007 meeting.
Commissioner Uli Keller explained that there should be a representative from the Property Appraisal Office to answer questions but since there was no one from the Property Appraisal staff at the last Finance Committee meeting, this item was deferred to the current meeting. Commissioner Keller questioned item #11 and Mr. Cary Carter, Appraiser, stated that this parcel had 267 acres of marsh and no high land but was originally appraised as high land. Commissioner Keller question item #12 and Mr. Carter stated that the property was given a deep water rate but the creek was 1,000 feet behind the lot so should not have been classified as deep water. Commissioner Keller stated that these errors have an impact on the County’s budget because the millage rate was set based on inaccurate values. The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously.
Recommend approving the Real Property Corrections, the Real Property Exemptions and the Personal Property Corrections as requested by the Board of Assessors and/or Interim Chief Appraiser at their Wednesday, October 2, 2007 meeting. (Vote: 3-0-0)
6. Consider approving the Real Property Corrections, Real Property Exemptions and the Real Property No Changes, Personal Property Corrections, Personal Property Pre-Bill Mobile Home Corrections and the 2008 Personal Property Pre-Bill Mobile Home Digest as recommended by the Board of Assessors and/or the Interim Chief Appraiser at their Wednesday, October 24, 2007 meeting.
Commissioner Keller questioned item #2 and Mr. Cary Carter stated that this property was miscalculated as a two story house. In response to Commissioner Keller’s concern about item #12, Mr. Carter stated that the road to the Toyota business was originally valued as buildable land but the business plans to give the road to the County; therefore the assessors lowered the value of the road. There was discussion as to whether this should have been done in 2007 or after the road has been conveyed to the County. Commissioner Keller stated that this adjustment should be deleted until ownership is determined. The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously.
Recommend approving the Real Property Corrections except for the adjustment on parcel #03-21115, Real Property Exemptions and the Real Property No Changes, Personal Property Corrections, Personal Property Pre-Bill Mobile Home Corrections and the 2008 Personal Property Pre-Bill Mobile Home Digest as recommended by the Board of Assessors and/or the Interim Chief Appraiser at their Wednesday, October 24, 2007 meeting. (Vote: 3-0-0)
7. Consider approving the Real Property Corrections, Exemptions and the Personal Property Pre-Bill Mobile Home Corrections, Personal Property Corrections and the Personal Property Motor Vehicle Appeal as recommended by the Board of Assessors and/or the Interim Chief Appraiser at their Wednesday, November 7, 2007 meeting.
The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously.
Recommend approving the Real Property Corrections, Exemptions and the Personal Property Pre-Bill Mobile Home Corrections, Personal Property Corrections and the Personal Property Motor Vehicle Appeal as recommended by the Board of Assessors and/or the Interim Chief Appraiser at their Wednesday, November 7, 2007 meeting. (Vote: 3-0-0)
8. Consider approving reimbursement to the Pier Village Association of one-half the cost of street sweeping expenses in the Village in the amount of $4,130 for FY 07 and one-half of the expenses in future years.
Ms. Becky Rowell, Assistant County Administrator, stated that the County’s sweeper was not reliable and Mr. Keller had requested that the Pier Village Association perform the sweeping and the County would pay half of the bill. Ms. Rowell stated that this had been discussed extensively but the Board of Commissioners had never voted on it. Commissioner Keller stated that this partnership results in savings to the County in the areas of equipment and manpower. The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously.
Recommend approving reimbursement to the Pier Village Association of one-half the cost of street sweeping expenses in the Village in the amount of $4,130 for FY 07 and direct staff to prepare annual agreements with costs delineated for one-half of the expenses in future years. (Vote: 3-0-0)
9. Consider approving the $44,825 grant contract with the U.S. Department of Justice and authorize staff to electronically file the necessary documents to execute the grant award.
Mr. Dick Newbern, Grants Administrator, stated that this was a request for the annual Justice Assistance Grant (JAG). Chief Matt Doering, Police Chief, stated that most of the funds will be used for fingerprint related equipment. He stated that Glynn County is the only government in the region with AFIS capability and this equipment will expand the County’s capabilities. The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously.
Recommend approving the $44,825 grant contract with the U.S. Department of Justice and authorize staff to electronically file the necessary documents to execute the grant award. (Vote: 3-0-0)
10. Consider approving the contract with the Southeast Georgia CDC to continue providing project delivery and administrative services for the County’s CHIP housing rehabilitation program, subject to the review of the County Attorney.
The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously.
Recommend approving the contract with the Southeast Georgia CDC to continue providing project delivery and administrative services for the County’s CHIP housing rehabilitation program, subject to the review of the County Attorney. (Vote: 3-0-0)
11. Receive a report on the Water & Wastewater Capital Tap Fee Analysis.
Mr. Charles Stewart, County Administrator, stated that Burton & Associates had provided a Water & Wastewater Capital Tap Fee Analysis and had recommended that capital taps be raised from $1,725 to $2,345 for an average size house. Commissioner Johnson questioned how these rates compare with the City’s rates and Mr. Stewart stated that he did not have the City’s current rates. Mr. Will Worley informed the Committee that there were steps that must be taken in order to change the tapping fees. A committee of 5-10 people must be created with 50% of the membership from the development or real estate community. Commissioner Keller stated that CDAB could qualify as the committee. Mr. Worley stated that the County must hold two public hearings, fourteen days apart. He also stated that the law doesn’t allow an authority to create capital taps. Only counties or municipalities can create capital taps. Commissioner Keller commended the County Administrator for pursuing this issue.
No action was taken on this item as it will be placed on the next Finance Committee agenda.
12. Consider awarding a contract for the construction of the Demere/Frederica Road Roundabout.
Mr. Jim Bruner, County Engineer, presented this item and stated that four contractors picked up plans for the project but only one bid was received. The bid was $297 thousand about the engineer’s estimate of $2.8 million. This was due in part to the Engineer’s estimate being based on a six month construction schedule and the bid is based on a four month construction schedule. He stated that the budget is not sufficient to fund the project and suggested that funds be transferred from the St. Simons Gateway project into this project. The Gateway project is not expected to begin until next fiscal year and the County Administrator stated that that project could be re-budgeted in the next fiscal year. The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously.
Recommend
a) transfer of budgeted funds from the St. Simons Gateway project in the amount of $1,956,309 to supplement funding for the Demere/Frederica Road Roundabout for construction, right-of-way and easement acquisition, and other miscellaneous costs for a total project budget of $3,255,525, and
b) award of the bid for the Demere/Frederica Road Roundabout project to Seaboard Construction Company in the amount of $2,812,025.46 with funding to be provided by the Building, Roads, and Equipment Fund. (Vote: 3-0-0)
The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously.
Motion to add an item to the agenda. (Vote 3-0-0)
13. Mr. Charles Stewart informed the Committee that the bids for the Exit 29 Wastewater Treatment Plant CM@Risk would be opened next week and staff would not have a recommendation in time to present at the next Finance Committee. He requested approval to either take it straight to the full Board of Commissioners on December 20th or have a called Finance Committee meeting and then send it to the December 20th BOC meeting. Chairman Clark approved going straight to the full Board meeting.
No action was necessary on this item.
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 except 1(e), 11 and 13.