MINUTES OF THE BOARD OF COMMISSIONERS
CALLED MEETING HELD ON NOVEMBER 22, 2005
The meeting was called to order at 9:00 a.m. by Chairman Ferrell Henry, with Commissioners James D. Harris, A. James Nance, Joyce C. Pheil, and Brad Faircloth in attendance. Others present were County Administrator Lester E. Crapse, Jr., Finance Director Sherrie Leverett, and Secretary Linda Finch.
The invocation was given by Mr. Nance.
AWARD BID FOR FY-2006 ROAD PROJECTS
Administrator Crapse advised that they had the bid opening several days ago for the roads that were approved for state aid by the DOT Commissioner in February, plus Old Penia Road, which was left from the year before. He advised that our LARP projects are currently underway and are scheduled to be complete by next April. In addition to Old Penia Road, there is Lakeshore Drive, Amboy Road, Williams Road, and two streets in the Town of Arabi. He advised that there were two bidders - Folsom Construction and Reeves Construction. The DOT contribution to the project is $130,337.40. Folsom Construction was the low bid at $280,000, which would mean a balance due to the county from roads SPLOST would be $149,662.59, and he recommends the County approve the low bid. Motion was made by Mr. Faircloth to take the low bid of $280,000 for Folsom Construction Company for the FY-2006 Road Projects, seconded by Mr. Nance, motion carried unanimously.
AWARD CONTRACT FOR WATSON ROAD
Administrator Crapse advised that Watson Road was the last road that we had washed away during the Easter flood. They received two bids to replace that structure - Southern Concrete and Folsom Construction Company. The DOT contribution to this will be $66,913.40, and considering the price of the low bidder, $175,273.24, that would be a balance of $108,859.84 from roads SPLOST. He recommends the county approve the low bid of Southern Concrete for the replacement of the bridge structure on Watson Road. Motion was made by Mrs. Pheil to take the low bid of $175,273.24 from Southern Concrete Company to replace the bridge structure on Watson Road, seconded by Mr. Faircloth, motion carried unanimously.
AWARD CONTRACT FOR HATLEY FIRE STATION
Administrator Crapse reported that they had the bid opening on the Hatley Fire Station last week, and the results were rather surprising to him. The bid from Miller Brothers was $58,006, which included everything but the paving of the drive, which according to their bid packet would add $22,500 to the bid price; this is a little problem because we only have $60,000 to do this project. The bid from KSI Construction was $174,527.50 which includes the driveway, Double T was $99,561.86 including the drive, and Artision Contracting was $107,900 including the drive. He advised that since none of the bids are within our budget, he and Ray Lunsford, Fire Chief, talked about asking the Commissioners to recompute the bids, as they were bid in segments, to erect the building, build the drive, and to do the interior. They would like to contact the bidder with the low bid to put in the pad and erect the building, and build the driveway just not do the interior work on the building at this time. When they computed those two segments, Miller Brothers bid was $50,714, KSI Construction was $94,108, Double T was $35,773, and Artison Contracting was $49,232. He would request that the Board give he and Mr. Lunsford the authority to contact the low bidder and see if they will do that part only of the job, if not they will go to the second and third low bidders until we get someone to do that part, and then at the appropriate time they can rebid the interior. If we have the time between the road department and Mike Coleman, we can build walls and those types of things ourselves. Motion was made by Mr. Faircloth to go with the recommendation of the Administrator and allow the Administrator and Fire Chief to negotiate with the low bidders of erecting the building and building the driveways, front and back, and either bid out or do in house the interior walls of the station at a later date, seconded by Mrs. Pheil, motion carried unanimously.
APPROVE TRAYLOR BUSINESS SYSTEMS CONTRACT
He advised that we have a requirements contract, from the Board of Tax Assessors, with Traylor Business Systems to do tax audits for our companies. Last year we had some difficulties with the contractor using certain threatening words while talking to these companies, those have been resolved with the contractor, and also he has worked with us on getting a better handle on the actual dollars that the county receives from their work. Last year we didnít know if what we were getting was covering the cost, we determined that we were more than paying for the cost of the surveys by getting the additional taxes. They have set up a program whereby the Tax Commissioner keeps these things on a separate record so we can identify to the penny how much comes to us as a result of the audits that are done. Also, they had some difficulties with them doing some audits right at tax time, it was a big inconvenience on the smaller companies accountants, so they have also resolved that they will not come in to our locally owned operated firms during that window of the year. For the last term that ended in August of 2005, we had 100 accounts with total costs of $68,000, and after the audits, we have an actual return of $329,000, which is a pretty good return. He advised that this contract comes up for renewal every year, and it is an in-house way of making sure that people are giving us the right information by spot checking. Motion was made by Mrs. Pheil to approve the continuation of the program with Traylor Business Systems, seconded by Mr. Nance, motion carried unanimously.
APPROVE FUNDING REQUEST FOR TAX ASSESSORS OFFICE
Administrator Crapse reported that a company named G-Public has a niche in the market that produces current data on the information that is derived from the Tax Assessorís Office, and this data is available on their website for anyone to access. This has been in the works for several months, and the website that this company uses had this data fed into the website, with current data updated on the web weekly. This is the information that they have been seeking from the Assessors Office so that we would have up to date records in the Planning Department. He advised that this is a good product, and although it was not competitively bid, the cost of the service is equivalent to the cost that we were going to have to pay in order to get this data. They did the initial data input at no cost to the Tax Assessors, and we are now in a position of maintaining that site so that it is available to everyone, cost is $4500 a year, and they have proposed to keep the site up and running for the rest of this fiscal year for $2250. Robert Powell, Tax Assessor, stated that this web site has been up for about sixty days, it allows anyone to view anything that is in the Tax Assessors Office as far as values, new sales, and you can search by name, by parcel, or by legal address, and it just opens up the Tax Assessorís Office to everyone. It is really helpful as it will eliminate some of the traffic from attorneys, real estate folks, appraisers, and anyone else that needs copies from the Tax Assessors Office. It has always been public information, this just makes it more accessible. Administrator Crapse advised that the one thing it doesnít have is the change in valuation as this is all done at one time, once it is approved by the Assessors, typically in July. He advised that this is an unbudgeted request, but he would ask the Board to support the $2250 out of contingency fund, and then budget for the whole process next year; normally we would have put this out for bids as that is the countyís policy, however this has already been done and the company is not going to share that information with anyone else and so it would end up costing us more in the long run, plus he doesnít believe that there is anybody locally that could provide this product. Mrs. Pheil stated that she has looked at the site and supports anything we can do to make things more accessible to the public. Motion was made by Mrs. Pheil to approve the $2250 to keep this data on the internet updated for the Tax Assessors Office, seconded by Mr. Nance, motion carried unanimously. They will also put a link to this on the countyís web site.
APPROVE 2006 HOLIDAYS
Motion was made by Mr. Faircloth to approve the 2006 Holiday Schedule, seconded by Mrs. Pheil, motion carried unanimously.
RECEIVE TONY HAWK GRANT
Administrator Crapse reported that the county has received a $5,000 Tony Hawk Grant that we applied for assistance to build a skate park.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Nance to go into Executive Session to discuss personnel, real estate, and potential litigation, seconded by Mrs. Pheil, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
Motion was made by Mr. Nance to come out of Executive Session, seconded by Mrs. Pheil, motion carried unanimously.
There being no further business, the meeting was adjourned at 11:50 a.m.