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 Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, September 11, 2007

Third Floor Conference Room

W. Harold Pate Courthouse Annex

Brunswick, Georgia

 

Present:

                        Committee Members:   J. Clark, C. Johnson, U. Keller

Other Commissioners: 

Staff:   J. Carter, J. Catron, M. Doering, S. Fentriss, L. Little, P. McNicoll, B. Rowell, C. Stewart, A. Thomas, S. Trautz, W. Worley

Press:   M. Permar, B. Thomas

Others:  Travis Thomas

 

1.      Consider approval of the consent agenda.

 

a)      Approval of the August 28, 2007 Finance Committee Minutes.

 

b)      Approve the Real Property corrections for the tax year(s) 2004-2007 as recommended by the Board of Assessors and/or the Interim Chief Appraiser at their Wednesday, August 22, 2007 meeting. 

 

c)      Carryforward FY07 Encumbrances Budget to the FY08 Budget.

 

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

                                                         

Recommend approval of the consent agenda items.  (Vote:  3-0-0)

 

2.      Consider awarding a contract for “Debt Collection Services” to Creditors Interchange Receivable Management at the cost of 13% without litigation and 40% with litigation. 

 

Ms. Phyllis McNicoll, Finance Director, presented this item and stated that this service is used for delinquent Emergency Medical Services accounts and Water and Sewer accounts.  She stated that an RFP was issued and evaluated by staff and that Creditors Interchange Receivable Management received the highest score.  Commissioner Clark questioned what the historical collection rate for this company was and Ms. McNicoll stated that she would obtain that information for him.  The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend awarding a contract for “Debt Collection Services” to Creditors Interchange Receivable Management at the cost of 13% without litigation and 40% with litigation.  (Vote:  3-0-0)

 

3.      Consider approving the amendment to the Demere Water tower lease agreement with Verizon Wireless which allows 12 antennas on the tower for an annual lease rate of $22,478.65, subject to the review and approval of the amendment by the County Attorney. 

 

Mr. John Catron, Information Technology Director, presented this item and stated that the proposed rate was determined based on negotiations with Verizon.  He stated that the proposed lease amount was within the market range.  Mr. Catron also stated that companies usually start with six antennas and that twelve antennas are required for high density areas.  Commissioner Keller suggested that we give them a 10% discount for the additional six antennas which would increase the lease amount to $35,868.  Commissioner Johnson suggested that they receive a 50% discount for the additional six antennas since they will not require and increase to the footprint.  This would increase the lease amount to $28,317.  The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously. 

                                                         

Motion to defer this item to the next Finance Committee meeting.  (Vote: 3-0-0)

 

4.      Consider allowing the Police Department to use the Police Seizure Funds in the amount of $4,500.00 to pay off the lien on a seized 1999 Ford Expedition as ordered by the court, and put the vehicle to use for law enforcement purposes in the Glynn County Police Department. 

 

Chief Matt Doering, Police Chief, stated that the seized Expedition had been inspected by the County Fleet Division and they had determined that it was in exceptionally good condition.  Chief Doering felt that the lien pay-off was a good investment of seized funds and would be used in the Drug Unit’s mixed fleet.  After discussion concerning the age of the vehicle, the following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend allowing the Police Department to use the Police Seizure Funds in the amount of $4,500.00 to pay off the lien on a seized 1999 Ford Expedition as ordered by the court, and put the vehicle to use for law enforcement purposes in the Glynn County Police Department.  (Vote:  3-0-0)

 

5.      Consider authorizing the Police Department to accept private donations for the specific purpose of purchasing information and evidence in the “Illegal Gun Bounty Program. 

 

Chief Matt Doering presented this item and stated that this type of program has been going on for many years but they have not accepted donations to help fund the program from individuals in the past.  He stated that he had received inquiries from individuals who would like to donate funds and specify that they be spent on finding guns used in crimes.  The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

                                                         

Recommend authorizing the Police Department to accept private donations for the specific purpose of purchasing information and evidence in the “Illegal Gun Bounty Program.  (Vote:  3-0-0)

 

6.      Consider awarding a contract in the amount of $116,748.00 to Insulated Roofing Inc. to perform all work associated with installing a new roofing system at the Office Park Building with funding to be provided by SPLOST 5. 

 

Mr. Travis Thomas, Carter Goble Lee, presented this item and stated that the recommended price includes a twenty year warranty.  Commissioner Keller expressed concern that the contractor’s business was located in Louisville, KY and questioned whether they had done work in this area.  Mr. Thomas stated that County staff had used them in the past.  Commissioner Clark questioned who long it would take to finish the project and Mr. Thomas stated that most of the work would be completed in three weeks after the notice to proceed.  Mr. Thomas stated that GE will hold the warranty instead of the contractor.  Commissioners Keller and Johnson questioned whether a pitched roof had been considered and Mr. Thomas stated that he did not think it had been and thought it would be very expensive.  The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

                                                         

Recommend awarding a contract in the amount of $116,748.00 to Insulated Roofing Inc. to perform all work associated with installing a new roofing system at the Office Park Building with funding to be provided by SPLOST 5.  (Vote:  3-0-0)

 

7.      Consider executing the proposed Lease with P & M Cedar Products, Inc. for an initial term of January 1, 2007, to December 31, 2007, with automatic annual renewals and annual rent in the amount of $1,800.00 or the amount of the annual ad valorem property tax bill, whichever is greater. 

 

Commissioner Keller presented this item and the following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

                                                         

Recommend executing the proposed Lease with P & M Cedar Products, Inc. for an initial term of January 1, 2007, to December 31, 2007, with automatic annual renewals and annual rent in the amount of $1,800.00 or the amount of the annual ad valorem property tax bill, whichever is greater.  (Vote:  3-0-0)

 

8.      Consider awarding the bid to the lowest responsive vendors for each vehicle type identified below with funding in the amount of $169,824.97 to be provided by Public Works – Fleet FY08 Capital Budget and $14,655.99 to be provided by Facilities Maintenance FY08 Capital Budget

 

Number       Vehicle type                                    Vendor                                         Total Cost

      1          Ford Explorer                                   Legacy Ford                                $20,130.00

      1          Ranger Pick Up                               McDonough, GA                              10,550.00

      3          Ranger Extended Cab Pick Up                                                               38,850.00

      1          F-150 4X4 Pick Up                                                                                17,073.00

      1          F-150 Super Cab Pick Up                                                                      16,641.00

      1          F-150 Pick Up                                                                                      14,247.00

                                                                                                                          $117,491.00

 

      2          F-250 w/Service Body                       Peach County Ford                      $37,677.98

      2          E-250 Work Vans                            Byron, GA                                      29,311.98

                                                                                                                            $66,989.96          

 

Mr. John Carter, Public Works Director, presented this item and stated that the vehicles were bid and that the recommendation was to purchase to the low bidders.  The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

                                                         

Recommend awarding the bid to the lowest responsive vendors for each vehicle type identified below with funding in the amount of $169,824.97 to be provided by Public Works – Fleet FY08 Capital Budget and $14,655.99 to be provided by Facilities Maintenance FY08 Capital Budget

 

Number      Vehicle type                                  Vendor                                        Total Cost

      1          Ford Explorer                                Legacy Ford                                $20,130.00

      1          Ranger Pick Up                              McDonough, GA                            10,550.00

      3          Ranger Extended Cab Pick Up                                                            38,850.00

      1          F-150 4X4 Pick Up                                                                               17,073.00

      1          F-150 Super Cab Pick Up                                                                    16,641.00

      1          F-150 Pick Up                                                                                      14,247.00

                                                                                                                          $117,491.00

 

      2          F-250 w/Service Body                    Peach County Ford                     $37,677.98

      2          E-250 Work Vans                            Byron, GA                                     29,311.98

                                                                                                                                  $66,989.96             (Vote:  3-0-0)

 

9.      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 except item #3 which was deferred to the next Finance Committee meeting.