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 Finance Committee Meeting Minutes

Glynn County Board of Commissioners

4:00 P.M., Tuesday, September 25, 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. Bruner, J. Catron, P. McNicoll, D. Newbern, B. Rowell, C. Stewart, W. Worley

Press:   M. Permar

Others:  John Donaghy, Keith Morgan, Travis Thomas

 

1.      Consider approval of the consent agenda.

 

a)      Approval of the September 11, 2007 Finance Committee Minutes.

 

b)      Approve the Real Property Corrections and Exemptions as recommended by the Board of Assessors and/or the Interim Chief Appraiser at their Wednesday, September 5, 2007 meeting.  

 

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 authorizing the Chairman to execute the Indemnification and Hold Harmless Agreement with Plant Improvement Company, Inc. d/b/a Seaboard Construction Company.  After execution by all parties, Glynn County will apply for a Utility Facilities Encroachment Permit on behalf of the developer. 

 

Mr. Will Worley, Assistant County Attorney, presented this item and stated that when a developer needs to bore under a state or federal highway, the County is required to obtain a permit on behalf of the developer.  This agreement protects the County.  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 Plant Improvement Company, Inc. d/b/a Seaboard Construction Company.  After execution by all parties, Glynn County will apply for a Utility Facilities Encroachment Permit on behalf of the developer.  (Vote:   3-0-0)

 

3.      Consider accepting the $18,300 Coastal Incentive Grant from Georgia DNR, subject to the County Attorney’s review, with the County’s cash match of $18,300 to be provided the FY08 Community Development Operating Budget. 

 

Mr. Dick Newbern, Grants Administrator, presented this item and stated that this grant will be used to update the 1966 historic property list.  The new document will include cemeteries and will provide the basis for planning the preservation of historical property.  Commissioner Keller questioned who has the document now and Ms. Becky Rowell, Assistant County Administrator, stated that it is part of the Comprehensive Plan and that Community Development has a copy of it.  The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend accepting the $18,300 Coastal Incentive Grant from Georgia DNR, subject to the County Attorney’s review, with the County’s cash match of $18,300 to be provided the FY08 Community Development Operating Budget.  (Vote:   3-0-0)

 

4.      Consider transferring $250,000 to the Joint Water and Sewer Commission for startup expenses with funding to be provided by the Water & Sewer Operating Fund.

 

Mr. Charles Stewart, County Administrator, stated that he had forwarded them the request for the advance from the Joint Water and Sewer Commission (JWSC).  Commissioner Keller informed the Committee that the JWSC requires the funding in order to meet the start-up date of January 1, 2008.  He stated that this would be a transfer from the Water & Sewer Fund retained earnings to the JWSC.  According to Commissioner Keller, the JWSC has approved their Purchasing Policy and the Financial Policy.  Commissioner Johnson questioned whether the City had given them the advance and Commissioner Keller responded that it was on the next City Commission agenda.  Mr. Worley that he had questions concerning the County’s obligation to fund this advance.  He stated that the Formation Agreement called for the City and County to fund JWSC expenses in equal amounts until the Operational Agreement was signed.  The Operational Agreement is silent as to how much the County is to pay.  Mr. Stewart stated that this advance will be used to facilitate purchases until January 1, 2008, and he said that the advance could be contingent on the City paying their portion.  Commissioner Keller stated that the JWSC had agreed to request the advance and that the funds belong to the enterprise funds and the JWSC will be managing them starting January 1, 2008.  He did not think the City would have a problem with the transfer.  Commissioner Johnson stated that the County still has judicial responsibility until January 1, 2008.  Commissioner Keller made a motion to transfer the $250 thousand to the JWSC but it died for lack of a second.  The following motion made by Commissioner Johnson and seconded by Commissioner Keller passed unanimously. 

                                                         

Recommend transferring $250,000 to the Joint Water and Sewer Commission for startup expenses, provided the City of Brunswick does the same, with funding to be provided by the Water & Sewer Operating Fund.  (Vote:   3-0-0)

 

5.      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 $27,000, subject to the review and approval of the amendment by the County Attorney. 

 

Mr. John Catron, Information Technology Director, stated that he had negotiated the lease rate with Verizon and they agreed to pay $27,000 per year.  The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

                                                         

Recommend 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 $27,000, subject to the review and approval of the amendment by the County Attorney.  (Vote:   3-0-0)

 

6.      Consider approve the amendment to the Frederica Water tower lease agreement with Verizon Wireless which allows 12 antennas on the tower for an annual lease rate of $27,000 subject to

a)      Review and approval of the contract and any required waivers by the County Attorney.

b)      Review and approval of the installation plans and methods to mount the antennas by the County Engineer. 

 

Mr. Catron presented this item and stated that it was essentially the same as the Demere tower lease except that the Frederica water tower will soon be demolished and a new radio tower will be constructed in the future.  He stated that he had made it clear to them that they could not use the ladder and catwalk because of safety issues.  The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

 

Recommend approve the amendment to the Frederica Water tower lease agreement with Verizon Wireless which allows 12 antennas on the tower for an annual lease rate of $27,000 subject to

a)      Review and approval of the contract and any required waivers by the County Attorney.

b)     Review and approval of the installation plans and methods to mount the antennas by the County Engineer.  (Vote:   3-0-0)

 

7.      Consider award a contract to Douglas Electric and Plumbing, Inc. in the amount of $9,115,719.01 to perform all work associated with the East Beach Water, Sewer, and Drainage project with funding to be provided as follows:

 

Drainage in the amount of $1,719,257.49:

 

1)    General Fund - East Beach Drainage Project                                                                  $692,881.00

2)    Building, Roads & Equipment Fund - Altamaha Canal Culvert Fund                           499,810.00

3)    SPLOST 5 - Drainage Improvements                                                                                  526,566.49

 

        Water & Sewer and paving in the amount of $7,396,461.52:

 

1)       Revenue Bond                                                                                                                  $1,841,298.50

2)       SPLOST 4                                                                                                                                544,224.43

3)       GEFA                                                                                                                                     5,010,938.59

 

Mr. Travis Thomas, Carter Goble Lee, presented this item and recommended the award to Douglas Electric and Plumbing, who was the lowest responsive and responsible bidder.  Mr. Stewart requested that the budget for the Altamaha Canal Culvert be used to help fund the drainage portion of this project.  He stated that the County Engineer has said that the design for the culvert would not be completed this year and it would be re-budgeted next year.  The following motion made by Commissioner Keller and seconded by Commissioner Johnson passed unanimously. 

                                                         

Recommend awarding a contract to Douglas Electric and Plumbing, Inc. in the amount of $9,115,719.01 to perform all work associated with the East Beach Water, Sewer, and Drainage project with funding to be provided as follows:

 

Drainage in the amount of $1,719,257.49:

 

1)    General Fund - East Beach Drainage Project                                                                $692,881.00

2)    Building, Roads & Equipment Fund - Altamaha Canal Culvert Fund                           499,810.00

3)    SPLOST 5 - Drainage Improvements                                                                                 526,566.49

 

        Water & Sewer and paving in the amount of $7,396,461.52:

 

1) Revenue Bond                                                                                                                     $1,841,298.50

2)  SPLOST 4                                                                                                                                  544,224.43

3)    GEFA                                                                                                                                        5,010,938.59

 

(Vote:   3-0-0)

 

8.      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.