MINUTES

REGULAR MEETING

BOARD OF COMMISSIONERS

GLYNN COUNTY, GEORGIA

HELD AT THE NEW COURTHOUSE

THURSDAY, OCTOBER, 5, 2000 AT 6:00 PM







PRESENT: Chairman Tommy Clark

Jerome Clark, Vice Chairman

Jeff Chapman, Commissioner

David Dowdy, Commissioner

Gerry Robertson, Commissioner

Fred Tullos, Commissioner

Henri Woodman, Commissioner



ALSO PRESENT: Mark Eckert, County Administrator

Gary Moore, County Attorney

Vanessa D. Mincey, County Clerk

Carl Alexander, Police Chief



INVOCATION AND PLEDGE



1. APPROVAL OF MINUTES



Approve Minutes of the Regular Meeting held Thursday, September 21, 2000

A motion was made by Commissioner Woodman seconded by Commissioner Jerome Clark to approve the above referenced minutes, subject to any necessary corrections. Unanimously approved.



2. PROCLAMATION



Approval of a joint proclamation designating the Month of October, 2000 as "National Disability Employment Awareness Month". (T. Clark)



A motion was made by Commissioner Robertson seconded by Commissioner Woodman to approve the above referenced proclamation. Unanimously approved.











POINT OF PRIVILEGE



At the request of Chairman Tommy Clark this item was moved from its original position on the agenda and was addressed at this time.



General Business



16 Consider authorizing a full scale audit of the Glynn County Clerk of Superior Court office. (T. Clark)

After brief discussion a motion was made by Commissioner Dowdy seconded by Commissioner Tullos to authorize a full scale audit of the Glynn County Clerk of Superior Court office. Unanimously approved.



Regular Agenda order continues.



3. PUBLIC HEARINGS - Zoning



(A) GC-20-00



Consider request to rezone from Resort Residential to Planned Development - General, a 19-7 acre tract fronting Author J. Moore Drive and Hamilton Road and bounded by Sea Island Road to the east and Demere Road to the South. Property owned by Sea Island Company. (E. Halbig)



The Board heard from the following person(s)



In Favor Opposed



Jim Gilbert, represent the applicant None

Marilyn Marsh, represent RUPA

After brief discussion a motion was made by Commissioner Tullos seconded by Commissioner Woodman to approve the above rezoning application subject to the following conditions. Unanimously approved. as resolution #R-57-00 per #R-06-98



* Maximum overall building height will be 35 ft. with the exception of one professional building being allowed at 38 ft.

* Elimination of one entrance on Arthur J. Moore Drive. (Development will have 2 entrances)



* Any other traffic or entry problems to be addressed at site plan approval process.



* No free standing restaurant to be allowed.



(B) SUP-2-00



Consider request for a Special Use Permit for the location of a Church in an R-9 One-Family Residential Zoning District. Subject property consists of 4.238 acres fronting 454.75 feet on the south side of Blythe Island Highway a/k/a Georgia Highway 303, beginning approximately 577 feet southeast of the Highway 303 and Ellis Point Way Intersection. Property owned by Highway 303 South, LLC. (E. Halbig)



The Board heard from the following person(s)



In Favor Opposed



Stewart McFeeders None



After brief discussion a motion was made by Commissioner Chapman seconded by Commissioner Jerome Clark to approve the above referenced Special Use Permit application subject to the following conditions. Unanimously approved as resolution #R-58-00 per #R-06-98.



* Consent from adjacent property owners currently served by Lazarus Lane consenting to the use of the access easement created by Picket Place Subdivision, Phase II.

        • Future Site Plan Approval must be filed with Community Development Department Staff.



(C) SUP-9-00



Consider request for a Special Use Permit in a Forest Agricultural Zoning District for the location of a Telecommunications Tower having a maximum height of 250 ft. above ground. Property owned by Greg & Mari Crosby. (E. Halbig)







The Board heard from the following person(s)



In Favor Opposed

There being no citizen response, a motion was made by Commissioner Chapman seconded by Commissioner Dowdy to approve the above referenced Special Use Permit application subject to the following conditions. Motion carries with a vote of 5-1-1 with Commissioner Robertson opposed and Commissioner Woodman abstaining. Approved as resolution #R-59-00 per #R-06-98



* Prior to issuance of a Building Permit BellSouth shall exercise its option and purchase the Restrictive Covenant and that the Restrictive Covenant be recorded prior to issuance of said Building Permit.



(D) SUP-14-00

Consider request for a Special Use Permit to allow a church in an R-12 One - Family Residential Zoning District. Subject property consists of 4.902 acres fronting 763.91 feet on Delamotte Road, beginning approximately 332.02 feet east of the intersection of Frederica Road and Plemmons Drive. Property owned by Savannah Presbytery, Inc. (E. Halbig)



The Board heard from the following person(s)



In Favor Opposed



Joey Strength, representing applicant None



After brief discussion a motion was made by Commissioner Robertson seconded by Commissioner Tullos to approve the above referenced Special Use Permit application. Unanimously approved as resolution #R-60-00 per #R-06-98



4. CONSENT AGENDA



(A) Consent Agenda - Finance Committee



      • Approve awarding the bid for Natural Gas Services to the sole bidder, Scana Energy, Atlanta, GA, in the amount of $0.62 per therm with funding to be provided by the various user departments. (Vote: 2-0-0)



      • Approve exercising the 2nd option year of the agreement with South Georgia Maintenance, Inc. for an additional year at a not-to-exceed cost of $73,452.00 with funding to come from each using departments operating budget. (Vote: 2-0-0)

(3) Declare the attached 38 pages of unusable equipment as surplus and approve the sale of these items at the Auction being held October 14, 2000. (Vote: 2-0-0)



  • Authorize rejecting the bids for the pursuit vehicles only, solicit, through our normal bidding process, fully equipped, 2000 or 2001 model pursuit vehicles and allow the bidders to quote on either outright purchase or a three (3) year lease-purchase agreement. Authorize the purchase of the remaining vehicles from Carl Gregory, the lowest responsive bidder, by issuing them a purchase order in the amount of $188,935. Funding to be provided from the General Fund, Fire Fund or Water and Sewer Enterprise Fund as appropriate with no expenditure of funds from the General Fund or Fire Fund until after January 1, 2001. (Vote 2-0-0)

(5) Accept the bid from Southeast Pipe Survey, Inc. in the amount of $654,995.00 for the rehabilitation/replacement of the 21" Sea Island Road sewer/Retreat Force Main with funding coming from SPLOST III. (Vote 2-0-0)

(6) Approve the CHIP Program Policies and Procedures, the Affirmative Fair Marketing Plan, and the Minority and Women Owned Business Enterprise Outreach Plan that shall apply to the CHIP Program. These documents are subject to the County Attorney's approval. (Vote 2-0-0)

(7) Approve and authorize the execution of the Sub-recipient Agreement with The Southeast GA Community Development Corporation (CDC) for the CDC to serve as Rehabilitation Advisor for the CHIP Program and to provide the housing rehabilitation performance services to implement the program, subject to the County Attorney's approval of the Agreement Documents. (Vote 2-0-0)

(B) Consent Agenda - Personnel Committee

Approve a request from Personnel Director Rebecca Rowell to increase the number of sessions covered under the County's Employee Assistance Program from two visits to six visits per employee per year. (Vote: 2-0)



(C) Consent Agenda - General Business



      • Approve acceptance of easements offered by Leroy and Vivian Tindall to support driveway and drainage requirements for dirt road paving in the Everett City area of Glynn County. (J. Bruner )

2. Authorize Chairman to sign Georgia DOT County Contract for resurfacing of parking lots on Jekyll Island at no cost to Glynn County. The Jekyll Island Authority will fund the entire project. (J. Bruner)



A motion was made by Commissioner Tullos seconded by Commissioner Jerome Clark to approve the above referenced Consent Agenda with the exception of item(s) 4-A (3) and 4-C (2) which were pulled for discussion. Unanimously approved.



ITEMS PULLED FROM CONSENT AGENDA FOR DISCUSSION



  • (A) Consent Agenda - Finance Committee

(3) Declare the attached 38 pages of unusable equipment as surplus and approve the sale of these items at the Auction being held October 14, 2000. (Vote: 2-

0-0)



After brief discussion a motion was made by Commissioner Chapman seconded by Commissioner Dowdy authorizing the removal of a 1994 F 350 Ford Ambulance (VIN# 1FDKF37M1RNA18147) from the unusable equipment surplus list and authorize its purchase by the Water &Sewer Fund for use as a television truck. Unanimously approved.



(C) Consent Agenda - General Business



(2) Authorize Chairman to sign Georgia DOT County Contract for resurfacing of parking lots on Jekyll Island at no cost to Glynn County. The Jekyll Island Authority will fund the entire project. (J. Bruner)



After brief discussion a motion was made by Commissioner Chapman seconded by Commissioner Tullos to authorize Chairman to sign the above referenced contract for the resurfacing of parking lots on Jekyll Island, at no cost to Glynn County, with an agreement from Jekyll Island Authority stating Jekyll Island would be responsible for Glynn County's obligations under the State Contract. Unanimously approved.



  • ITEMS DEFERRED FROM PERSONNEL COMMITTEE



Consider a request from the Wellness Team to begin a wellness program for the Police and Fire Departments by issuing a Request for Proposals for medical evaluations.



After brief discussion a motion was made by Commissioner Dowdy seconded by Commissioner Robertson to authorize Glynn County to go out for bid for companies to provide wellness programs and authorize staff to have employee hearings to amend the Personnel Policy. Unanimously approved.



GENERAL BUSINESS



  • Introduction of the Director of Joint City/County Communication Center, Mr. Ken Brown. (C. Alexander)



Informational purposes only. No Board action required nor taken at this time.



  • Consider the release of Letter of Credit for Oak Grove Island Phase Three - B in the amount of $1,000.00. (L. Sutton)



A motion was made by Commissioner Tullos seconded by Commissioner Jerome Clark to release the above referenced Letter of Credit for Oak Grove Island Phase Three - B in the amount of $1,000.00. Unanimously approved.



  • Consider approval of Final Plat for Hawkins Island Subdivision Phase 4. (L. Sutton)



After brief discussion a motion was made by Commissioner Robertson seconded by Commissioner Tullos to approve the above referenced Final Plat for Hawkins Island Subdivision Phase 4. Unanimously approved.



9. Consider approval to exercise the 1st year renewal option of the Water and Wastewater Systems Operation Contract with AZURIX of North America. (U. Keller)



After brief discussion a motion was made by Commissioner Chapman seconded by Commissioner Tullos authorizing the County Administrator notify AZZURIX North America in writing of the County's intent to exercise its first year renewal option for the County's water and sewer facilities operation and maintenance as per the guidelines spelled out in the contract dated November 10, 1999. Unanimously approved.











  • Consider retention and destruction schedule of audio and video tapes of past Board meetings. (V. Mincey)



After brief discussion a motion was made by Commissioner Woodman seconded by Commissioner Jerome Clark to approve the following recommendation as the Retention Schedule and Destruction Procedure applicable to audio/video recordings of all Board of Commissioners, Planning Commission and all advisory boards/committees who augment their minutes with the use of audio/video recordings. Unanimously approved.

Video:



Retention: Retain for a period of five (5) years with each retention year beginning with the first meeting in January and ending with the last meeting in December. As a new year is added the oldest year is destroyed.

Destruction: Destruction of tapes equal to one full year beginning with the first meeting in January and ending with the last meeting in December. As a new year is added, the oldest year is destroyed.

Audio:



Retention: Retain for a period of one (1) year with each retention year beginning with the first meeting in January and ending with the last meeting in December. As a new year is added, the oldest year is destroyed.



Destruction: Destruction of tapes equal to one full year beginning with the first meeting in January and ending with the last meeting in December. As a new year is added, the oldest year is destroyed.



Destruction Method:



An inventory of all video tapes shall be taken and a record kept in the County Clerk's Office. Said inventory shall include the date of inventory, preparers name, list of individual meeting dates and the individual number of meeting tapes destroyed in correlation to the meeting date. The video and audio tape casing shall be broken apart with tape contents removed completely from spools and disposed of in the routine manner other office related trash is disposed of.

Upon written notice from the Clerk, the video contractor shall follow the same destruction format as outlined relative to those video tapes in his/her possession and enter inventory information in like manner. The contractor shall return the inventory and destruction information to the Clerk for inclusion in the inventory records. The number of original video tapes provided to the County by the video contractor will be reduced from two (2) to one (1).



  • Authorize execution of the agreement between Glynn County and the Visitors Bureau regarding the revised distribution of the Accommodation Excise Tax. (M. Eckert)



After brief discussion a motion was made by seconded by to approve the following amendment alternative to the agreement by and between Glynn County and the Brunswick-Golden Isles Visitors Bureau and authorize the Chairman to execute agreement amendment, subject to the County Attorney's review. Motion carries with a vote of 4-3 with Commissioner Jerome Clark, Chairman Tommy Clark and Commissioner Woodman opposed.

* This agreement will cover a four year period and is designed to reverse the proportions of the 'bed tax" received by the County (from 40% to 60%) and the Visitors Bureau (from 60% to 40%), while eliminating the Bureau's involvement in funding of various "off budget", tourist-related projects. It is estimated that the Bureau would receive an average of $1,600,000.00 annually and the County approximately $1,760,000.00 during the four year period.



  • Discussion regarding the installation of traffic signals at Altama Connector and Spur 25 (intersection located between Burger King and Home Depot). (J. Chapman/J. Bruner) This item was referred from the Board's September 7, 2000 meeting.



Staff directed to negotiate with the firm of Day Wilburn Associates, Inc., to perform the design and sequencing study for a traffic signal at the Altama Connector/Home Depot entrance intersection and report back to the Board regarding an estimated cost to perform such a study at its November 2nd or November 19th, 2000 meeting.



13. Consider approval of list of roads for resurfacing under the Georgia DOT Local Assistance Road Program (LARP) for calendar year 2001. (J. Bruner)



After brief discussion a motion was made by Commissioner Tullos seconded by Commissioner Chapman to approve the above referenced list of roads for resurfacing under the Georgia DOT Local Assistance Road Program (LARP) for calendar year 2001. Unanimously approved.



14. Consider the request for a Computer Aided Mass Appraisal System for office of the Tax Assessors Office. (J. Pereles)



After brief discussion a motion was made by Commissioner Tullos seconded by Commissioner Dowdy authorizing staff to prepare and send out a Request for Proposal in order to procure a tax appraisal package that does mass appraisals and interfaces with GIS and to provide a recommendation to the Board of Commissioners once proposals are evaluated. Unanimously approved.

  • Consider the issuance of a Joint Resolution to Governor Barnes regarding toll on St. Simons Causeway. (Cap Fendig/T. Clark)



After brief discussion a motion was made by Commissioner Tullos seconded by Commissioner Robertson to approve the issuance of the above referenced resolution. Unanimously approved.

  • Consider authorizing a full scale audit of the Glynn County Clerk of Superior Court office. (T. Clark)



This item was addressed earlier in the meeting (See *)

POINT OF PRIVILEGE



A motion was made by Commissioner Tullos, seconded by Commissioner Jerome Clark to add the following item to the published agenda for consideration by the Board of Commissioners. Unanimously approved.



Consider the issuance of a sixty (60) day moratorium regarding the collection of the $50 unwanted litters fee referenced in an amendment to the Glynn County Code of Ordinances, Chapter 2-4 Domestic Animals Section 2-4-10 Disposition of Impounded Animals. (This ordinance amendment was approved at the Board's September 7, 2000 meeting.)



After brief discussion a motion was made by Commissioner Chapman, seconded by Commissioner Tullos to approve the issuance of a sixty (60) day moratorium regarding the collection of the $50 unwanted litters fee. Unanimously approved.



  • EXECUTIVE SESSION



A motion was made by Commissioner Tullos, seconded by Commissioner Jerome Clark to adjourn to Executive Session to discuss items of Pending/Potential Litigation. Unanimously approved.







Back in Regular Session



A motion was made by Commissioner Tullos, seconded by Commissioner Jerome Clark to accept the recommendations of the County Attorney. Motion carries with a vote of 5-0-1 with Chairman Tommy Clark abstaining.



A motion was made by Commissioner Tullos, seconded by Commissioner Robertson to approve the minutes of the Executive Session Meetings held Thursday, September 7, 2000 and Thursday, September 21, 2000. Unanimously approved.





There being no further business, meeting adjourned.







Board of Commissioners

Glynn County, Georgia



Attest:

____________________________

Tommy Clark, Chairman

_____________________________

Vanessa D. Mincey, County Clerk