Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, November 9, 2004

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

                        Committee Members:  C. Fendig, D. Hogan, T. Thaw

Staff:  D. Chunn, P. Gibson, G. Hegstrom, P. McNicoll, J. Pereles, A. Randolph, B. Rogers, B. Rowell, A. Sapp, R. Shell, C. Stewart

Press:  M. Permar

Others:   Marshall Davis, Don Hyers, Uli Keller, Mr. & Mrs. Dennis Maddux, Mr. & Mrs. Frank Steinbruegge

 

1.      Consider approval of the Consent Agenda.

                       

a)      Approve the September 28, 2004 Finance Committee Minutes. 

b)      Deny a request by Mr. B. J. Panchal that $59.91 paid in penalties and interest on his 2002 property taxes be refunded.

c)      Deny a request by Mr. Tom Brown that $124.86 paid in penalties and interest on his 2002 property taxes be refunded.

d)      Deny a request by Mr. Phillip Curry that $41.29 paid in title and tag penalties his 2005 Motor Vehicle Registrations be refunded.

e)      Deny a request by Mr. Dennis Maddux that $187.74 paid for his 2005 Motor Vehicle Registrations be refunded.

f)        Approve the real property corrections to the 2002, 2003 and 2004 Digests as recommended by the Board of Assessors and/or the Chief Appraiser at their October 6, 2004 meeting. 

g)      Approve the real property corrections to the 2003 and 2004 Digests as recommended by the Board of Assessors and/or the Chief Appraiser at their October 20, 2004 meeting. 

h)      Approve to carryforward FY04 Encumbrances Budget to the FY05 Budget. 

i)        Approve the Resolution to amend the FY 04/05 Budget. 

 

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

 

Motion to approve the September 28, 2004 Finance Committee minutes.  (Vote:  3-0-0)

 

Chairman Fendig asked if anyone was at the meeting to speak concerning items 1(b) through 1(e).  Mr. Dennis Maddux stated that he would like to discuss item 1(e).  The following motion made by Commissioner Thaw and seconded by Commissioner Hogan passed unanimously.

 

Recommend approval of items 1(b) through 1(i) with the exception of item 1(e).  (Vote:  3-0-0)

 

Chairman Fendig invited Mr. Dennis Maddux to speak to the Committee concerning item 1(e).  Mr. Maddux stated that he purchased a new vehicle in Savannah and contacted the Tax Commissioner’s office to find out if he could get a refund for his old car tag.  He stated that he was told to bring the tag into the office and his taxes would be refunded.  Ms. Alberta Randolph, Deputy Tax Commissioner, said that they cannot refund the taxes but would have transferred the old tag to the new car for a $5 transfer fee.  Mr. Maddux said that he paid for a new tag at the dealership and Ms. Randolph said that the dealership cannot collect ad valorem taxes.  After further discussion, the following motion made by Commissioner Hogan and seconded by Commissioner Thaw passed unanimously.

Motion to defer the request by Mr. Dennis Maddux that $187.74 paid for his 2005 Motor Vehicle Registrations be refunded.  (Vote:  3-0-0)

 

2.      Re-consider request by Mr. Frank Steinbruegge that $552.62 paid in penalties and interest on his 2003 Property Taxes be refunded.—This item was denied at the July 27, 2004 Finance Committee Meeting. 

 

Ms. Steinbruegge stated that she had received a property tax bill for $1,089.61 and did not know that it wasn’t the complete bill.  The next notice she received was for another bill which had not been paid on time and had accrued penalties and interest.  She requested that the penalties and interest be refunded.  Each Committee member voiced sorrow that they could not relieve the penalties and interest but stated that they were unable to do so.  Chairman Fendig reminded the taxpayers that they had the benefit of the Scarlett Williams exemption that other counties do not have.  The following motion made by Commissioner Hogan and seconded by Commissioner Thaw passed unanimously. 

 

Recommend reaffirmation of the denial of a request by Mr. Frank Steinbruegge that $552.62 paid in penalties and interest on his 2003 Property Taxes be refunded.  (Vote:  3-0-0)

 

3.      Consider issuing a change order to McKnight Construction Company in the amount of $57,346.00 to provide the following work:

a)      Landscaping -$30,000.00 

b)      Furnish and install aluminum letters at front sign-$4,497.00

c)      Furnish and install divider fence at mezzanine-$2,550.00

d)      Add back security & Intrusion alarm system-$5,800.00

e)      Furnish and install residential hood in kitchen and associated work-$5,649.00

f)        Add back nurses station and associated partitions-$8,850.00

with funding to be provided from SPLOST IV Tier one and to approve the expenditure of an additional $17,289.43 from SPLOST IV Tier one to cover the additional cost incurred. 

 

Mr. Marshall Davis, Carter Goble Lee, presented this item and reminded the Committee that several options had been removed from the original Health Department Construction bid in order to keep the project within budget.  He requested that items (b) through (f) be added to the contract in the amount of $27,346 and would be funded by the Health Department.  The addition of landscaping to the contract in the amount of $30,000 is requested to be funded by the County’s Splost 4 funds.  He also requested that and additional $17,289.43 be added to the budget to cover the additional costs incurred during construction.  The following motion made by Commissioner Thaw and seconded by Commissioner Hogan passed unanimously. 

 

Recommend

      (1) issuance of a change order to McKnight Construction Company in the amount of $57,346.00 to provide the following work with funding of $30,000 to be provided from SPLOST IV Tier One and $27,346 to be provided by the Health Department:

a)   Landscaping - $30,000.00 

b)   Furnish and install aluminum letters at front sign - $4,497.00

c)   Furnish and install divider fence at mezzanine - $2,550.00

d)   Add back security & Intrusion alarm system - $5,800.00

e)   Furnish and install residential hood in kitchen and associated work - $5,649.00

f)    Add back nurses station and associated partitions - $8,850.00 , and

(2) approval of the additional expenditures amounting to $17,289.43 from SPLOST IV Tier One funds to cover the additional costs incurred.

                  (Vote: 3-0-0)

 

4.      Consider amending the contract with Carter Goble & Lee to include additional projects.

 

 

Mr. Charles Stewart, County Administrator, presented this item and pointed out the increase in projects from the original estimated budget for projects that Carter Goble Lee had been contracted to manage.  He stated that scopes and estimated costs for the East Beach project, Casino, St. Simons and Exit 29 Wastewater Treatment Facilities had all increased substantially.  Commissioner Thaw questioned whether the fees were based on a percent of the cost and Mr. Marshall Davis stated that the original contract was not based on a percentage but this change order request is based on 4.5% of the project estimates.  Mr. Davis stated that he had not included the Five Neighborhood Sewer Projects in this request but would manage those projects for no additional costs.  The following motion made by Commissioner Thaw and seconded by Commissioner Hogan passed unanimously. 

 

Recommend issuing a change order to the Project Management contract with Carter Goble & Lee in the amount of $662,215, based on 4.58% of the $14,458,849 increased project estimates and include the management of the Five Neighborhood Projects at no additional cost.  (Vote: 3-0-0)

 

 

5.      Consider approving the proposed $177,124 budget for the water meter reading program and the revise the staffing levels from three full time and two part time employees to four (4) full time employees.  

 

Mr. Charles Stewart presented this item and informed the Committee that staff had negotiated a $140,407 reduction in the American Water Services contract due to the removal of the meter reading function.  After discussion concerning the vehicles and personnel needed and the enhanced customer service to be provided by the County’s meter reading program the following motion made by Commissioner Thaw and seconded by Commissioner Hogan passed unanimously. 

 

Recommend approval of the budget for the County’s Water Meter Reading Program in the amount of $140,407 and the revision of the staffing levels from three full-time and two part-time employees to four full-time employees.  (Vote: 3-0-0)

 

6.      Consider approving increase the funding of the Board of Elections by $15,000 to cover the costs of the General Election Runoff on November 23, 2004. 

 

Ms. Patty Gibson, Board of Elections Chairman, requested the budget increase due to the runoff election to be held on November 23, 2004.  She stated that she had contacted the State to determine whether the number of polling locations could be reduced and was told that every location is required to be open for the runoff.  The Committee members commended Ms. Gibson for the successful general election.  After further discussion the following motion made by Commissioner Hogan and seconded by Commissioner Thaw passed unanimously. 

 

Recommend approval of a budget increase of $15,000 for the Board of Elections to cover the costs of the General Election Runoff on November 23, 2004, with funding to be provided from the General Fund fund balance.  (Vote: 3-0-0) 

 

7.      Consider awarding the bid for the Knuckle Boom Loader to Freight Liner for $86,014, the two single axle Dump Trucks to Peach State Ford for $100,637, the Front End Loader to Yancey Cat for $76,132 and the Hydraulic Tail Trailer to Trail Eze for $28,330 with funding to be provided by a Capital Lease Program as approved in the FY05 Budget. 

 

Mr. Joe Pereles, Public Works Director, presented this item and stated that the Boom Loader was not budgeted as a part of the capital lease program but was budgeted in the Sanitation Collection Fund. Commissioner Hogan questioned whether these equipment items are on the state contract and Mr. Pereles stated that the County gets better prices by bidding rather than buying off the state contract.  The following motion made by Commissioner Hogan and seconded by Commissioner Thaw passed unanimously. 

 

Recommend award of the following equipment bids:

1)      Knuckle Boom Loader to Freight Liner of Savannah in the amount of $86,014 with funding to be provided by the Sanitation Collection Fund budget,

2)      Two single axle Dump Trucks to Peach State Ford, Norcross GA in the amount of  $100,637 with funding to be provided by the FY05 Capital Lease Program Budget,

3)      Front End Loader to Yancey Brothers, Brunswick GA in the amount of $76,132 with funding to be provided by the FY05 Capital Lease Program Budget, and

4)      Hydraulic Tail Trailer to Trail Eze, Mitchell SD in the amount of $28,330 with funding to be provided by the FY05 Capital Lease Program Budget.

 (Vote: 3-0-0)

 

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

 

Chairman Fendig identified all items as consent agenda items.