MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
CALLED MEETING HELD ON JUNE 28, 2007
Chairman Henry called the meeting to order at 9:00 a.m., with Commissioners Brad Faircloth and William Culpepper in attendance. Others present were County Administrator Lester E. Crapse, Jr., Finance Director Sherrie Leverett, and Secretary Linda Finch. Commissioner Faircloth gave the invocation.
DISCUSS JUDICIAL CENTER PROPOSALS
Administrator Crapse reported that he has compiled the bid sheets on the two Judicial Center Proposals: Turner Construction Company & Pieper O’Brien Herr Architects bid 24.9% Construction Cost, which includes the General Conditions Fee of 10.7%, and the anticipated construction cost is between $150 and $215 per square foot. IPG & Dublin Construction Company’s bid for construction cost is between $165 and $185 per square foot, and they gave a dollar figure of $645,000 for General Conditions, plus Design Fee is 6.35% with Management fee of 4.75%. He then went over the weighted score sheet that was used to score the proposals with scores from Chief Judge Pridgen, John Crow, and himself. On the technical scores, Judge Pridgen gave POH/Turner at 47 and IPG/Dublin at 30, Gene gave POH/Turner a score of 49 and 22 for IPG/Dublin, with John giving POH/Turner a score of 50 and 29 for IPG/Dublin; total technical score for POH/Turner of 146 and weighted average of 49 and IPG/Dublin with 81 and weighted average of 27. He advised that score equals 50% of the decision factor. The next numbers he went over were the cost score: Judge Pridgen did not participate, Gene and John rated POH/Turner scores at 20 and 20 respectively, and IPG/Dublin 30 and 30 respectively, with total cost score of 40 for POH/Turner and 60 for IPG/Dublin, and weighted average of 20 for POH/Turner and 30 for IPG/Dublin. This makes the overall total score of POH/Turner of 186 with weighted total score of 69, and overall total score for IPG/Dublin of 141 and weighted total score of 57. Winner on the cumulative score was POH/Turner. He then advised that they begin this project with a budget of $5.5 million, and after they took the average square footage of $175 for IPG and $182.50 for POH and using the 40,000 square foot factor, the construction cost for IPG came to $7 million, and $7.3 million for POH. This means that IPG is over $1.5 million and POH is over $l.8 million what we budgeted. The total fee percentages of IPG/Dublin come to 22.80% and POH/Turner comes to 24.85%. The percentage of fees from POH/Turner is down from the original fee of 24.90% as they had allocated .005% for landscaping. If we take the total dollars and take out the General Conditions, IPG fees come to 11.1% and the POH fees come to 14.15%, and the delta from the General Conditions being 1% and deduct that, the real number for POH is 13.5%, which is 2.05% higher than IPG, which equates to $150,000. By choosing the more technical qualified contractor over the lowest bidder, it would cost us $150,000. When you convert those fees to dollars, it is $1.5 million for IPG and $l.8 million for POH, and you add that to the construction costs of $7 million and $7.3 million respectively, and it comes out to a total cost of $8.6 million for IPG and $9.1 million for POH. Also, there were also some additional charges with IPG that amounted to another $20,000. He stated that this is a little bit more than what money we have allocated; he went over some things that they could change and have some savings, which could save us 5,000 square feet or about $1 million. Also, there are some un-funded items that are not included in this total, such as telephones and things associated with the fiber optic system. When you add on the General Conditions that we didn’t include, after we take off the savings in the square footage and adding back the un-funded items, we come back full circle to about $9 million is what we need to build this facility. He went over some cost items from his administrator counterparts and some comparative cost data on recent courthouses, and the cost per square feet is really scary, plus if we wait a year, we will be talking about another $54,000 in additional cost due to inflation. He advised that for the first twelve months of this new SPLOST, we accumulated $1.2 million over projection, next year we think we will come out with about $734,000 excess, which means for the first two years of SPLOST, we will have about $2 million overage, and if the Commissioners committed all of this to the Judicial Center, we would still be about $1.5 million short. He advised that one of these folks called him yesterday, and stated that they are willing to negotiate, and he thinks the other one would be willing to negotiate also. Commissioners have three options: 1) stop and start over with the design and bid build and just get the architectural cost and bid out the building, 2) go back to both of these folks and ask them for a best and final dollar or percentage quotation on the fees, and 3) opt to stop where we are and start over. After more discussion, Commissioners agreed to have a work session at 8:00 a.m. on June 29th to discuss this further. Judge Pridgen thanked the Commissioners for the hard work they are doing, and stated that he knows that they are going to do what is best for the citizens of this community.
REZONING SCHEDULE FOR SWMA PROPERTY FROM RR TO I & INITIATE TEXT AMENDMENT
Connie Sangster, Planning Director, reported that U. S. Ethanol has applied for a building permit for inspection of alternative fuel. In the process of going over this, they found out that the property is not zoned for an Ethanol Plant, and also our Land Development Code does not provide for an Ethanol Plant. She advised that first of all we will need to initiate a Text Amendment for adding some definitions to the Land Development Code to incorporate an Ethanol Inspection Facility, then we will proceed with re-zoning of the property so that it will be a conforming use. Administrator Crapse advised that there are three ways to get where we need to go; 1) if they authorize the initiation of the Text Amendment today, then we will run the ads on July 26th, post the signs on July 29th, and then have the Public Hearing on August 14th, and will be September 17th before a decision could be made on the zoning, which would be the normal process; 2) authorize to pursue the Text Amendment today, we could run the ads and post the signs on July 3rd, have the Public Hearing on July 23rd, which is a day we already have set aside to adopt the mileage rate, and then the decision could be made on August 14th, which would be the fast tract; or 3) advertise to run the ad in the paper and post the signs on June 29th, Public Hearing will be on July 13th, , the day we set the mileage rate, and the decision could be made on July 23rd. Motion was made by Mr. Faircloth to go with Option #2, which includes the initiation of the Text Amendment in regards to the rezoning of Solid Waste Authority, seconded by Mr. Culpepper, motion carried unanimously.
SET ANNUAL REGISTRATION FEE FOR POTENTIALLY DANGEREOUS DOGS
Administrator Crapse reported that the Sheriff’s Department has requested that the Commissioners set an annual registration fee for potentially dangerous dogs. We have a case pending right now against a dangerous dog, the dog has already bitten two people, but not serious enough to be considered a dangerous dog. There has been a penalty schedule added to the Ordinance Commissioners passed in April 2006, which will be on the July Commission agenda, but it is up to the Commissioners to set the fee for registering these animals. The City of Cordele charges $100 annually for registering these animals, but most of the counties in our surrounding areas charge somewhere between $200 and $500, and the Sheriff’s Department believes that the higher the registration fee, the less likely they will have too many to pay the price. Motion was made by Mr. Faircloth to set the annual Registration Fee for potentially dangerous dogs at $250, seconded by Mr. Culpepper, motion carried unanimously.
LANDFILL FEES FOR SCRAP TIRES
Administrator Crapse reported that the last time we reviewed the landfill fees was January, 2006, and at that point, the Board approved raising the scrap tire fee to $120 a ton plus the EPD add-on of $.65. Since that time we have found it very difficult to get rid of tires, and the last ones we got rid of was this month and paid $150 a ton to get rid of it, meaning we lost $30 a ton on these scrap tires. He is proposing that the Board increase the scrap tire fee from $120 plus the EPD fee to $160 a ton plus the EPD fee of $.65, so that we don’t lose any more money on scrap tires. Motion was made by Mr. Faircloth to raise the scrap tire fee to $160 a ton plus the EPD fee of $.65 to begin July 1, 2007, seconded by Mr. Culpepper, motion carried unanimously.
APPROVAL OF FY-2008 BUDGET
Mrs. Leverett reported that she has the Resolution for the FY-2008 Budget after many reviews, and everything is in balance. She read the Resolution approving the total Budget figures of $22,519,292. Motion was made by Mr. Faircloth to adopt the FY-2008 total Budget of $22,519,292 and giving the Chairman the authority to sign the Resolution, seconded by Mr. Culpepper, motion carried unanimously.
Administrator Crapse reported: 1) he approved a new Beer and Wine License for Sheila’s Restaurant on Hwy. 300; 2) the Sheriff’s Department has received four free travel trailers from the U. S. Marshall’s Service; and 3) they have had a couple of meetings with Larry Pope on the combined projects of the Sheriff’s Department, Jail, Coroner, and animal control. He has estimated that this job will be about $596,000, and his normal fee is 6%, which would drive the cost up to about $636,000. We have $613,000 available, and Mr. Pope has agreed that if it falls short, he will write off part of his fee to be at the $613,000. This would mean that he would be the architect and the construction manager, and he would be able to bid out all of the packets. Commissioners agreed to go this way to get the project built with the money we have; 4) Mr. Harris is resting well and hopes to be back home this week; 5) we had the Northside Sewer Project pre-construction meeting yesterday, they will get a notice to proceed around July 20th with a start time within ten days, and 6) the Grill at Ironwood grand opening and ribbon cutting is tonight at 5:00.
Motion was made by Mr. Culpepper to adjourn the meeting at 10:35 a.m., seconded by Mr. Faircloth, motion carried unanimously.