Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, August 27, 2002

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

 

Present:

                        Committee Members: F. Tullos, J. Chapman, and M. Bedner

Staff:  W. Bennett, K. Brown, J. Bruner, D. Chunn, W. Davis, F. Dees, M. Eckert, S. Greene, G. Hegstrom, S. Kelly, P. McNicoll, D. Newbern, R. Pittman, A. Sapp, S. Schaeffner, R. Shell, R. Strickland, M. Tindale, C. Varnedoe

Press:   M. Permar

Others:  B. Rodgers, B. Bean, J. Gill, J. Almand, G. Hutchinson, representative from various Victims programs.

 

1) Consider approval of the Consent Agenda.

a)      Approve the August 6, 2002 Finance Committee Meeting Minutes. 

b)      Deny a request from Mr. William W. Van Loan that $142.59 paid in penalties and interest on his 2001 Property Tax bill be refunded. 

c)      Deny a request from Georgia Ports Authority that $68.17 paid in penalties and interest on their 2001 Property Tax bill be refunded. 

d)      Deny a request from Mr. William O. Faulkner that $349.90 paid in penalties and interest on his 2001 Property Tax bill be refunded. 

e)      Approve the real property corrections to the 1997, 1999, 2000, and 2001 digest as recommended by the Board of Assessors and/or the Chief Appraiser at their July 31, 2002 meeting. 

f)        Approve the real property corrections to the 1999, 2000, and 2001 digest as recommended by the Board of Assessors and/or the Chief Appraiser at their August 14, 2002 meeting. 

g)      Approve the Resolution to amend the FY 01/02 Budget. 

h)      Approve the attached list of FY 02 budgeted items be carried forward to FY 03. 

i)        Authorize staff to issue an RFP for Individual/Team Photography Packages for all sports teams.

The following motion made by Commissioner Bedner and seconded by Commissioner Chapman passed unanimously.

Recommend approval of the Consent Agenda.  (Vote: 3-0-0)

2)         Consider awarding the bid to The Royal Group to perform custodial services for the Public Safety Complex and Public Works in the amount of $35,735 and Lori's Superior Cleaning to perform custodial services at the Courthouse in the amount of $57,000, plus a $2,500 Performance Bond for a period of one (1) year, with two (2) option years, with funding to be provided by Facilities Management. 

This item was pulled from the agenda at the request of Staff and deferred until a later Finance Committee meeting.

3)         Consider submitting a letter of concurrence in favor of the Coastal Georgia Land Trust, Inc. $25,000 grant application to the Sapelo Foundation to assist the County/City Greenspace Committee with property acquisitions and authorizing the Chairman to sign the letter of concurrence. 

Mr. Dick Newbern, Grants Administrator, presented this item and introduced Mr. Bill Rodgers, Executive Director of the Coastal Georgia Land Trust, and Ms. Betsy Bean, Chairperson of the Greenspace Committee.  Commissioner Tullos questioned whether there was a requirement for matching funds.  Ms. Bean stated that it was their understanding that there would be no cash match but it is possible there would be an in-kind match requirement.  Mr. Rodgers and Mr. Mark Eckert, County Administrator, agreed that there may be an in-kind match required but that should be no problem.  The following motion made by Commissioner Bedner and seconded by Commissioner Tullos passed with Commissioner Chapman voting against the motion.

Recommend submitting a letter of concurrence in favor of the Coastal Georgia Land Trust, Inc. $25,000 grant application to the Sapelo Foundation to assist the County/City Greenspace Committee with property acquisitions and authorizing the Chairman to sign the letter of concurrence.  (Vote: 2-1-0)

 

4)         Consider

a) Accepting all three (3) Certified Victims Assistance Programs as participating programs, along with the District Attorney and each having equal participation in the 5% fine monies collected by the Courts of Glynn County, with the exception of Domestic Violence Liaison Program being excluded from receiving any fine monies from Magistrate Court.

 

b) Authorizing the Chairman to execute appropriate documentation to the Clerks of Superior, Magistrate, State and Municipal Courts recognizing the three (3) programs as participating victim service programs and authorize equal distribution of the 5% fine monies with the District Attorney with the exception of Domestic Violence Liaison being excluded from 5% fines monies received from Magistrate Court. 

 

Commissioner Tullos asked if anyone would like to speak on this matter and Mr. Stephen Kelley, District Attorney, stated that the action requested would directly impact his budget if approved by the Board of Commissioners.  Commissioner Tullos then requested that the organizations that were requesting this item discuss the item. 

Ms. Judy Almand, Executive Director of Amity House, then informed the Committee that Amity House, Coastal Area Rape Crisis Center, and Magistrate Court Domestic Violence Liaison Program had all been certified as Crime Victim Assistance Agencies by the Criminal Justice Coordinating Council in the last three months.  She stated that they are all now requesting a share of the 5% fine monies collected by Glynn County Courts. 

Mr. Kelley stated that the County began not funding non-profit organizations in the early 90’s and that in 1995 the County elected not to be the fiscal agent of the 5% money.  He stated that in the Brunswick Judicial Circuit, all five counties the DA’s Victim Assistance program works with the Solicitors to provide assistance to victims.  He said that the funding to provide this service comes from a VOCA grant from CJCC and the 5% money and if he isn’t able to receive the 5% money as in the past, he will be required to lay off employees and reduce his victim’s program or come to Glynn County requesting additional funding.  He stated that, unlike non-profit agencies, his funding is limited to public funds as he is unable to solicit fund like the non-profit agencies do.  Ms. Almand commented that it was not her goal to adversely impact the DA’s Victim’s program. 

Commissioner Tullos stated that the Committee would accept this presentation as information and ask the three agencies to work with Mark Eckert, County Administrator, and Phyllis McNicoll, Finance Director, during the next year’s budget process.  Commissioner Chapman requested that the agencies inform the Commissioners of services the non-profit agencies are providing that the DA’s program does not offer.  The following motion then made by Commissioner Bedner and seconded by Commissioner Chapman passed unanimously.

Recommend recognizing the State Criminal Justice Coordinating Council certification of the Amity House, Coastal Area Rape Crisis Center, and Magistrate Court Domestic Violence Liaison Program as 5% Crime Victim Assistance Agencies and direct staff to begin budget discussions with the three agencies and the District Attorney during the FY03/04 budget process.  (Vote 3-0-0)

 

Chairman Tullos left the meeting at this time and Commissioner Bedner began acting as Chairman.

 

5)         Consider awarding the bid for the Altamaha Boulevard Multi-use Path project to Plant Improvement Company, Inc. d/b/a Seaboard Construction Company in the amount of $344,458.55 with funding to be provided by Georgia DOT in the amount of $200,000, Branigar Organization in the amount of $41,100, and Glynn County SPLOST 3 in the amount of $103,358.58. 

 

Mr. Jim Bruner, County Engineer, presented this item and stated that County funding would be provided from Splost 3 funds.  Mr. Eckert noted that the funding requirements from Splost 3 were reduced significantly due to contributions made by Georgia DOT and the Branigar Organization.  The following motion made by Commissioner Chapman and seconded by Commissioner Bedner passed unanimously.

Recommend awarding the bid for the Altamaha Boulevard Multi-use Path project to Plant Improvement Company, Inc. d/b/a Seaboard Construction Company in the amount of $344,458.55 with funding to be provided by Georgia DOT in the amount of $200,000, Branigar Organization in the amount of $41,100, and Glynn County SPLOST 3 in the amount of $103,358.58.  (Vote: 2-0-0) 

 

6)         Consider awarding a contract in the amount of $1,863,392.00 to Lee Design and Management Group (LDMG) for program management services as delineated in RFP # 00348 and LDMG’S response dated July 16, 2002.  Funding to be provided from SPLOST III & IV projects or budgeted projects as assigned. 

 

Mr. Gerard Hegstrom, Assistant County Attorney, reminded the Committee that Splost 4 funds are not to be released due the the lawsuit that has been filed concerning Splost 4.  Mr. Eckert stated that there were several million dollars of Splost 3 projects remaining and several projects which will be funded by the $10 million revenue bond which will be managed by this firm.  Commissioner Chapman requested that LDMG give a report to the full Board of Commissioners.  This item was deferred to the full Board of Commissioners for a presentation by Lee Design and Management Group with no recommendation from the Finance Committee.  County Commission agenda item will be as follows:

Receive a presentation by Lee Design and Management Group and consider awarding a contract in the amount of $1,863,392.00 to Lee Design and Management Group (LDMG) for program management services as delineated in RFP # 00348 and LDMG’S response dated July 16, 2002.  Funding to be provided from SPLOST III & IV projects or budgeted projects as assigned.  

 

 

 

7)         Consider purchasing four (4) vehicles for the Glynn County Sheriff's Office and utilize SPLOST 4 as the funding source for the purchase. 

Sheriff Wayne Bennett spoke to the Committee and stated that he had located four vehicles at a very good price and would like to proceed with the purchase of them at a total cost of $82,000.  These vehicles were budgeted in Splost 4 and since those funds are not yet available, Sheriff Bennett stated that he had funds available in his budget to purchase them immediately if the Commission so authorized and when Splost 4 funds were released the office would be reimbursed for the purchase.  The following motion made by Commissioner Chapman and seconded by Commissioner Bedner passed unanimously.

Recommend purchasing four (4) vehicles for the Glynn County Sheriff's Office at a total cost of $82,000 and utilize the Sheriff’s budget for the purchase until SPLOST 4 funds are released and at that time reimburse the Sheriff’s office for the purchase.  (Vote: 2-0-0)

 

8)         Consider authorizing the Chairman to sign the Intergovernmental MOU that governs the City’s role in the inspection of the PAWS project connection to the City’s Wastewater Collection System. 

 

Mr. Eckert presented this item and stated that this is an administrative matter that is needed since the PAWS project sewer lines will connect to the City’s Wastewater Collection System.  Mr. Hegstrom requested that the MOU be passed subject to a review by the County Attorney’s office.  The following motion made by Commissioner Chapman and seconded by Commissioner Bedner passed unanimously.

Recommend authorizing the Chairman to sign the Intergovernmental MOU that governs the City’s role in the inspection of the PAWS project connection to the City’s Wastewater Collection System, subject to a review by the County Attorney’s office.  (Vote: 2-0-0)

 

9)         Consider authorizing the Chairman to sign the non-disclosure agreements with wireless telephone service providers and authorize the JPSCD to move forward in the process to implement Phase I with the individual carriers. 

 

Mr. Ken Brown presented this item and after a discussion regarding the Open Records Law, the following motion made by Commissioner Chapman and seconded by Commissioner Bedner passed unanimously.

Recommend authorizing the Chairman to sign the non-disclosure agreements with wireless telephone service providers and authorize the JPSCD to move forward in the process to implement Phase I with the individual carriers, subject to review by the County Attorney’s office.  (Vote: 2-0-0) 

 

10)       Consider awarding both bids to Integrated Science and Engineering, of Jacksonville, Florida in the amount of  $173,706 for the Saint Simons Island Sanitary Sewer Rehab and $182,294 for the East Beach Water & Sewer Replacement.  Funding sources will be SPLOST III and the W&S Revenue Bond. 

 

Mr. Ray Shell, Utilities Manager, presented this item and after a brief discussion the following motion made by Commissioner Chapman and seconded by Commissioner Bedner passed unanimously.

Recommend awarding both bids to Integrated Science and Engineering, of Jacksonville, Florida in the amount of  $173,706 for the Saint Simons Island Sanitary Sewer Rehab and $182,294 for the East Beach Water & Sewer Replacement.  Funding sources will be SPLOST III and the W&S Revenue Bond.  (Vote: 2-0-0)

 

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

 

Commissioner Bedner identified items 1, 4, 5, 7, 8, 9, and 10 as consent items.  Item 3 will be referred from Finance Committee and item 6 will be deferred to the Full Board without a recommendation from Finance Committee.