MINUTES

REGULAR MEETING

GLYNN COUNTY BOARD OF COMMISSIONERS

HISTORIC GLYNN COUNTY COURTHOUSE

701 “G” STREET, 2ND FLOOR, COMMISSIONERS’ MEETING CHAMBERS

THURSDAY, MAY 21, 2015 AT 6:00 PM

 

 

PRESENT:                     Dale Provenzano, Chairman, District 2

Richard Strickland, Vice Chairman, District 3

Michael Browning, Commissioner, District 1

Bill Brunson, Commissioner, District 4

Allen Booker, Commissioner, District 5

Mark Stambaugh, Commissioner, At Large Post 1

Bob Coleman, Commissioner, At Large Post 2

 

ALSO PRESENT:           Alan Ours, County Administrator

Aaron Mumford, County Attorney

Cindee Overstreet, County Clerk

 

INVOCATION AND PLEDGE  

 

PUBLIC COMMENT PERIOD No one signed up to speak during the public comment period.

 

COMMISSION PRESENTATIONS AND ANNOUNCEMENTS

 

1.         Presentation of the Police Distinguished Service Medal to Officer Trevor Depp, Sergeant Eric Melendez, Sergeant Scott Jackson, and Fire Paramedic Mike Carroll. REPORT

 

CONSENT AGENDA – General Business

 

2.         Approved the minutes of the special called meeting held May 5, 2015, and the minutes of the regular meeting held May 7, 2015, subject to any necessary corrections. (C. Overstreet)

 

3.         Approved the Independent Contractor Agreement between Glynn County and Janice Tyler, the Blythe Island Regional Park (BIRP) Campground Host, for thirty hours per week of work in the park in lieu of paying campsite rental fees.  (W. Davis) REPORT

 

4.         Reappointed Neal Mann, Glynn County Fire Department Captain of Rescue, to serve on the Southeast Georgia Emergency Medical Services (EMS) Region IX Council. The term ends June 30, 2018. 

 

5.         Accepted the Georgia Department of Transportation (GDOT) and FAA grants for Project No. APOlS-9021-54(127) to fund 16/34 Rehabilitation Phase I at the McKinnon St Simons Island Airport, in the amount of $1,466,735.25. No financial assistance is required from Glynn County. REPORT

 

CONSENT AGENDA – Finance Committee

 

6.         Authorized a fee waiver for the use of the North Glynn Baseball Complex for the Dylan Coen Memorial Baseball Tournament on Saturday, May 30, 2015. (W. Davis) (FC Vote: 3-0) REPORT

 

7.         Declared certain unusable items as surplus and approved the disposal of these items in the best interest of the County. (R. Grolemund) (FC Vote: 3-0) REPORT

 

8.         Declared four Ford Crown Victoria sedans surplus and transferred them to the Glynn County Board of Education. (D. Austin) (FC Vote: 3-0) REPORT

 

9.         Approved the acceptance of three ResQmax line launchers donated by the Brunswick Navigation Company and two ResQmax line launchers donated by the Brunswick Pilot Boat Corporation to assist in water rescues. (D. Hainley) (FC Vote: 3-0) REPORT

 

10.       Accepted a brush firefighting truck from the Georgia Forestry Rural Fire Defense Program at a cost of $100 with funding to be provided by the FY15 Fire Department operating budget. (H. Herndon) (FC Vote: 3-0) REPORT

 

11.       Denied a request from Terry Randolph that interest and penalties for tax years 2012-2014 on Parcels #04-03649 and #02-00867 be waived. (F. Dees) (FC Vote: 3-0) REPORT

 

12.       Denied a request from Christine Curran that interest paid for tax year 2014 on Parcel #05-00074 be refunded. (F. Dees) (FC Vote: 3-0) REPORT

 

13.       Approved a request from Suleiman Solomon that taxes paid on his personal property taxes for 2014 bill #1451090 in the amount of $1,317.19 be applied to Real Property taxes for 2014. (F. Dees) (FC Vote: 3-0) REPORT

 

14.       Approved the corrections to the digest as recommended by the Board of Assessors and the Chief Appraiser at the Thursday, April 16, 2015, meeting with clarification that this does not approve a tax refund. (R. Glisson) (FC Vote: 3-0) REPORT

 

15.       Accepted a $1,250 grant from the Administrative Office of the Courts to enable the Juvenile Court to be reimbursed for travel/training expenses. (D. Hainley) (FC Vote: 3-0) REPORT

 

16.       Authorized a budget increase for revenues and expenditures in the amount of $3,000 to purchase 10 additional trash receptacles for placement in the village area of St. Simons Island with funding to be provided by the Accommodations Excise Tax revenue. (W. Davis) (FC Vote: 3-0) REPORT

 

17.       Approved the transfer of Perry Lane Road and SR 25 Intersection Improvement Project budget and costs from “Chapel Crossing Road” to “Misc. Road Improvements” in SPLOST 4. (T. Miller) (FC Vote: 3-0) REPORT

 

18.       Authorized transferring $15,000 from the SPLOST 4 Unallocated Funds to the SPLOST 4 Miscellaneous Road Improvement project for the SR 25 Spur Extension Project work and authorized change order #10 for $10,000 to Thomas & Hutton Engineering. (P. Andrews) (FC Vote: 3-0) REPORT

           

19.       Approved the budget adjustments for SPLOST 5 projects as outlined:

Project Name

 Current Budget

 Proposed Budget Adjustment

 Proposed Revised Budget

SPLOST 5

Pate Building Expansion

 4,619,539.00

(6,361.00)

4,613,178.00

Sewer pump station rehabilitation

 1,392,224.00

(7,387.00)

1,384,837.00

Re-surfacing/reconstruction

 5,105,598.19

(4,525.11)

5,101,073.08

Subtotal

 

(18,273.11)

 

Total Unallocated

1,341,006.23

18,273.11

1,359,279.34

 

            (T. Miller) (FC Vote: 3-0) REPORT

 

20.       Reallocated SPLOST 5 funding to pay for Change Order No. 1 Water Line rehab in the amount of $21,401 for the South Mainland Water System elevated tank project. (D. Hainley) (FC Vote: 3-0) REPORT

 

21.       Increased the budget by $90,000 for EMS personnel costs for FY15 with funding to be provided by the General Fund fund balance. (N. Mann) (FC Vote: 3-0) REPORT

 

22.       Adopted a Resolution amending the FY14/15 Budget. (R. Grolemund) (FC Vote: 3-0) REPORT Resolution #R-24-15

 

23.       Approved a license agreement between Glynn County and the Coastal Georgia Historical Society, Inc., for the use and operation of the former Coast Guard Station on St. Simons Island and to move forward as quickly as possible on the quitclaim deed for the property. (A. Mumford) (FC Vote: 3-0) REPORT

 

24.       Approved the support agreement with Stryker to provide preventive maintenance, inspections, support and repairs for the ambulance stretchers and stair chairs used by the fire department for emergency response and treatment of patients with funding provided by the FY16 EMS operating budget. (N. Mann) (FC Vote: 3-0) REPORT

 

25.       Approved the contract with the Department of Corrections for three work details at a cost of $39,500 per year per detail effective July 1, 2015 at a total contract cost of $118,500 with funding from the Public Works FY 16 operating budget. (D. Austin) (FC Vote: 3-0) REPORT

 

26.       Approved a contract and issue a Purchase Order to Pristine Water and Coffee for bottled water service at a cost of $4.72 per 5-gallon bottle, not to exceed $12,239 with funding to be provided by the FY16 operating budgets of the departments utilizing the service. (T. Miller) (FC Vote: 3-0) REPORT

 

27.       Approved the Participation Agreement with for Tyler Technologies for use of its Odyssey dataXchange program to allow data sharing among offices and courts, at no cost to the County. (J. Catron) (FC Vote: 3-0) REPORT

 

28.       Approved the agreement with Infor for a software assessment for Community Development in the amount of $12,150 with Infor (US), Inc. funded by IT FY 14/15 Professional Services Budget. (J. Catron) (FC Vote: 3-0) REPORT

 

29.       Awarded the bid for the A/E Services for the Glynn County Animal Control Facility, located at 4765 U.S. Hwy. 17 North, to the lowest responsive and responsible bidder, JFK Architecture, Inc. of Brunswick, GA., at a cost of $34,425 with funding to be provided by the Capital Projects Fund fund balance. (B. Mauney) (FC Vote: 3-0) REPORT

 

30.       Awarded the bid for the A/E Services for the Drug & Juvenile Courts Renovations, located in the Office Park Facility at 11 Judicial Lane, to the lowest responsive and responsible bidder, Ussery Rule Architects, P.C. of St. Simons Island, GA at a cost of $39,000 with funding to be provided by the Capital Projects Fund fund balance. (B. Mauney) (FC Vote: 3-0) REPORT

 

31.       Awarded the bid for a 3-month chiller rental contract/purchase order for the Harold Pate Courthouse Annex at 1725 Reynolds Street, to the lowest responsive and responsible bidder, United Rentals of Brunswick, GA at a cost of $19,206 if needed until a replacement unit could be obtained with funding to be provided by the Capital Projects Fund fund balance. (B. Mauney) (FC Vote: 3-0) REPORT

 

32.       Awarded the bid for a 3-month chiller rental contract/purchase order for the Glynn County Courthouse at 701 H Street to the lowest responsive and responsible bidder, United Rentals of Brunswick, GA at a cost of $24,999 if needed until a replacement unit could be obtained with funding to be provided by the Capital Projects Fund fund balance. (B. Mauney) (FC Vote: 3-0) REPORT

 

33.       Authorized staff to solicit bids for construction of the FLETC/Chapel Crossing drainage improvement project and provide funding for updating/modifying the construction plans with funds from SPLOST 5 (unallocated). (P. Andrews) (FC Vote: 3-0) REPORT

 

34.       Authorized staff to solicit bids for an Engineering Services RFP for Harry Driggers Boulevard Pedestrian Path, Phase II with funds from SPLOST 5 – Sidewalks and Bike Paths. (P. Andrews) (FC Vote: 3-0) REPORT

 

35.       Authorized staff to solicit bids for construction of the SR 25 Spur at Perry Lane intersection improvements project once all required right-of-way is obtained with funds from SPLOST 4 Miscellaneous Road Improvements. (P. Andrews) (FC Vote: 3-0) REPORT

 

36.       Authorized staff to prepare and bid Engineering services RFP for improvements to the South Palm Ditch outfall at Hwy-17 with funds from SPLOST 4 – Storm Drainage Improvements and Upgrades. (P. Andrews) (FC Vote: 3-0) REPORT

 

37.       Approved proceeding with Solicitation of Bids for the U.S. Highway 341 sidewalk improvement project. (D. Austin) (FC Vote: 3-0) REPORT

 

38.       Authorized staff to issue a purchase order to Dell for the GIS servers in the amount of $55,459.29. (J. Catron) (FC Vote: 3-0) REPORT

 

CONSENT AGENDA – Personnel Committee

 

39.       Awarded the contract for Employee Benefits Consultant and Broker Services to ShawHankins, Inc. effective July 1, 2015. REPORT

 

40.       Approved the Glynn County Workplace Health and Wellness Policy. REPORT

 

41.       Authorize the use of the Request for Proposals (RFP) process to solicit Drug Court Treatment Provider staffing services. This item was removed from the consent agenda at the request of Commissioner Browning.

 

CONSENT AGENDA – Pension Committee

 

42.       Amended the Glynn County Defined Benefit Pension Plan to change the vesting period for participants hired on or after July 1, 2015. REPORT This item was removed from the consent agenda at the request of Commissioner Stambaugh.

 

A motion was made by Commissioner Strickland and seconded by Commissioner Browning to approve all items on the consent agenda with the exception of items 41 and 42, which were removed for discussion. The motion carried unanimously.

 

ITEMS REMOVED FROM THE CONSENT AGENDA FOR DISCUSSION

 

41.       Authorize the use of the Request for Proposals (RFP) process to solicit Drug Court Treatment Provider staffing services. This item was removed from the consent agenda at the request of Commissioner Browning.

 

Commissioner Browning, chairman of the Personnel Committee, and Finance Director Tonya Miller explained these counselors work in the Drug Court as contractors; however, due to the type of work they perform, they don’t fit the description of a contractor and should be working as employees. There aren’t currently any companies capable of providing the counseling services for Drug Court participants.

 

A motion was made by Commissioner Browning and seconded by Commissioner Strickland to add seven authorized positions to the county’s pay plan. These seven employees will serve as counselors for the Drug Court participants. The job description and formal title will be developed soon. Funding for these new positions will be provided by the Criminal Justice Coordinating Council (CJCC) grant and the Drug Court Fund fund balance.

 

The Commission was concerned about funding these positions should the grant be discontinued. It also had questions related to the Drug Court that only Superior Court Judge Stephen Kelley could answer. Judge Kelley was in court and not available at the time. It was decided to defer this item until Judge Kelley could provide further information.

 

The motion failed 0-7 with all commissioners voting in opposition.

 

A motion was made by Commissioner Strickland and seconded by Commissioner Stambaugh to defer this item to the Board’s June 4, 2015, meeting. The motion carried unanimously.

 

42.       Amended the Glynn County Defined Benefit Pension Plan to change the vesting period for participants hired on or after July 1, 2015. REPORT

 

Human Resources Director Orah Reed recommended the following amendment to the Pension Plan:

Changed from:

A Participant hired prior to July 1, 2015, shall be vested in his Accrued Benefit under the Plan based on his Years of Service as follows:

 

Years of Service

Less than 3

3 but less than 4

4 but less than 5

5 but less than 6

6 but less than 7

7 but less than 8

8 but less than 9

9 but less than 10

10 but less than 11

11 or more

Percentage Vested

0%

25%

35%

45%

55%

65%

75%

85%

95%

100%

 

Changed To:

A Participant hired on or after July 1, 2015, shall be vested in his Accrued Benefit under the Plan based on his Years of Service as follows:

 

Years of Service

Less than 10

10 or more

 

Percentage Vested

0%

100%

 

A motion was made by Commissioner Stambaugh and seconded by Commissioner Brunson to approve the amendment to the Pension Plan. The motion carried unanimously. Pension Plan Amendment No. 58

 

GENERAL BUSINESS

 

43.       Consider approving a contract with Ameresco to purchase and install equipment and to provide guaranteed energy savings. (A. Ours) (FC Vote: 3-0) REPORT

 

County Administrator Alan Ours reported that in July 2014 Ameresco conducted a detailed energy audit which analyzed energy systems in county facilities. Ameresco recommended replacement of HVAC units, lighting systems and plumbing fixtures countywide. The new equipment will cost approximately $7 million and Ameresco will purchase and install the equipment. Ameresco guarantees an annual energy savings of $184,129 in year one and $279,717 in year fifteen. However, it is expected that the annual savings in energy costs will be higher than the guarantee provided by Ameresco. An annual audit will be performed to measure the savings from the decreased energy usage.

 

            A motion was made by Commissioner Brunson and seconded by Commissioner Coleman to approve the contract with Ameresco. The motion carried unanimously.

 

44.       Consider denying funding the $94,000 of deficiencies at the Superior Court Clerk’s office. (T. Miller & L. Jamsky) (FC Vote: 3-0) REPORT

 

Commissioner Strickland, chairman of the Finance Committee, reported that for several years the county’s auditors have reported discrepancies in the Clerk of Superior Court’s office. The Georgia Bureau of Investigations (GBI) is conducting an investigation to determine the cause.

 

A motion was made by Commissioner Stambaugh and seconded by Commissioner Coleman to deny the request to fund $94,000 deficiency in the Clerk of Superior Court’s office. The motion carried unanimously.

 

EXECUTIVE SESSION/POST EXECUTIVE SESSION ACTION

 

There being no further business, the meeting adjourned at 6:29 p.m.

 

 

                                                                                                                                             

Dale Provenzano, Chairman

Board of Commissioners

Glynn County, Georgia

 

Attest:

 

 

                                       

Cindee S. Overstreet, Clerk