PRESENT: His Honor Mayor Bradford S. Brown, Commissioners Harold E. Jennings, Jonathan Williams and Doris A. Davis.

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1 OFFICIAL MINUTES COMMISSION OF THE CITY OF BRUNSWICK GEORGIA REGULAR MEETING 6:30 P.M., DECEMBER 15, 2002 PRESENT: His Honor Mayor Bradford S. Brown, Commissioners Harold E. Jennings, Jonathan Williams and Doris A. Davis. ABSENT: Commissioner Roosevelt Lawrence. INVOCATION: Commissioner Harold E. Jennings gave the invocation. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited in unison by everyone in attendance. MINUTES: Regular meeting of December 4, 2002 and Called Meetings of December 3 and December 9, Commissioner Davis made a motion and Commissioner Jennings seconded the motion approving the minutes of the regular meeting of December 4, 2002 and called meetings of December 3 and December 9, The motion passed. ALCOHOLIC BEVERAGE LICENSE(S): Renewals for Year The following 2003 alcoholic beverage license renewals were submitted and the Chief of Police recommended approval: To retail consumption dealer beer and wine Sunday Sales: Rosalyn Chow at Chow Noble House, Inc. d/b/a New China Restaurant, 3302 Glynn Avenue, To retail package dealer, Beer and Wine for consumption off premises: Lisa Cope at Sowell & Sowell d/b/a Bunky's 2903 Glynn Avenue. Commissioner Williams made a motion and Commissioner Davis seconded the motion approving the alcoholic beverage license renewals. DELEGATION(S) 1. Reverend Joe Guthrie in reference to placing a portable classroom on Port Authority property next to the Greek Orthodox Church located on Newcastle Street.

2 Reverend Joe Guthrie appeared before the Commission to request permission to place a portable classroom at the Greek Orthodox Church at 401 Newcastle Street on property owned by the Port Authority.

3 Following a discussion Commissioner Jennings made a motion and Commissioner Williams seconded the motion granting Reverend Joe Guthrie at the Greek Orthodox Church a one year permit to place a portable building at 401 Newcastle Street on Port Authority property to be used as a classroom. 2. Lana Williamson in reference to City finances. Lana Williamson appeared before the Commission as a member of the Citizen's Alliance for Responsible Spending. She stated that a list of action items were forwarded to the Commission for review and adoption at their meeting scheduled for December 18, She pointed out that the action items were provided by a group of concerned citizens working together on the issues that face the history of the City of Brunswick. Mrs. Williamson stated that the work on the preparation of the action items has been exhaustive and includes items that must be handled with a true sense of urgency. Mrs. Williamson requested that the Commission vote on the following items: A formal vouchering system will be established. It shall include official forms, require documentation and have procedures for approval levels and required authorization. Commissioner Davis stated that she could not vote on anything she has not seen or read. Commissioner Williams stated that he could not vote on the items because he has not had an opportunity to review them. Mrs. Williams asked Mayor Brown to call for a vote on item No. 1. There was no motion for approval. Electronic transfers will be reported and documented on paper. Expenditures will be reported on a monthly basis. There was no motion for approval by the Commission. 3. Any expenditure other than those required for operations, will require approval by Commission. There was no motion for approval by the Commission.

4 4. Deficiencies in pension and insurance liabilities will be corrected. There was no motion for approval by the Commission. Deficiencies reported in the State Audits of 1999, 2000 and 2001 must be corrected. There was no motion for approval by the Commission. 6. Standard Accounting Procedures will be adopted and followed. There was no motion for approval by the Commission. 7. There shall be no more deficit spending. 2

5 In closing Mrs. Williamson stated that it leaves the Citizens Alliance for Responsible Spending no recourse, but to seek legal remedies. There was no motion for approval by the Commission. APPROVAL{S} 1. Bid recommendations on the following items for the Brunswick Police Department: 1) 2002 Chevy Ventura Van. 2) 2003 Ford Crown Vic Packaged Police Car. The Chief of Police submitted the following bids for purchase of vehicles that are not budgeted in the General Fund. He stated that the vehicles would be purchased with Seizure Funds. He requested that the Commission move forward with the purchase of the two vehicles: BID TABULATION PRODUCT OR SERVICE 2003 CHEVROLET VAN DEPARTMENT POLICE - G.N.E.T. BUDGET SEIZURE FUND DATE 11 I11102 DEPT NUMBER 3222 )OR TOTAL COMMENTS DAN VADEN CHEVROLET * Prfce with $ rebate ending 11/30/02 * $ 19, Altama Connector Brunswick, Ga KINGS COLONIAL FORD $ 19, COMMUNITY RD BRUNSWICK, GA icarl GREGORY 3749 ALTAMA AVE Brunswick, GA $ 21,

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7 BID TABULATION DATE 12/04/02 PRODUCT OR SERVICE 2003 FORD CROWN VIC POLICE INTERCEPTORS DEPARTMENT Police DEPT NUMBER 3223 BUDGET Seizure VENDOR COMMENTS TOTAL South Lake Ford Vehicle is in stock, (2-3) weeks to install * 23, Jonesboro Road Equipment. Morrow, Ga King,s Colonial Ford Delivery (60) Days 23, [3565 Community Road ~,~'unswick, Ga Brennen Motor Co. Vehicle and Equipment is in stock. 24, P. O. Box 746 Unadilla, Ga. Mayor Brown asked if there were any limitations to what the Seizure Funds can be used for other than Law Enforcement. He next questioned if any debt was owed on vehicles under the Lease Pool Program. The Chief of Police stated that Seizure Funds must be used for Law Enforcement. The Interim Director of Finance stated that there was no outstanding Lease Pool debt. Commissioner Jennings made the motion and Commissioner Davis seconded the motion reluctantly accepting the bid of Dan Vaden Chevrolet for 2003 Van in the amount of $19, and Southlake Ford for 2003 Ford Crown Vic Police Interceptor in the amount of $23, The motion passed. 2. City Right of Way Agreement on bridge replacement on Lanier Blvd. at Ocean Blvd. Burton Carter, Construction Manager appeared before the Commission for approval of the Revised City Right of Way Agreement with the Department of Transportation for replacement of the bridge structure located on Lanier Boulevard. Mr. Carter stated that

8 the bridge replacement is a joint City/County project and funding comes from SPOST III Miscellaneous Drainage account. Commissioner Williams made a motion and Commissioner Davis seconded the motion authorizing Mayor Brown to execute the following Revised City Right of Way Agreement. The motion passed. DEPARTMENT OF TRANSPORTATION CITY RIGHT OF WAY AGREEMENT REVISED 4

9 STATE OF GEORGIA COUNTY OF GLYNN CITY OF BRUNSWICK The DEPARTMENT will assist the CITY in constructing a project for construct pre-fab Bridge over Terry Creek Tributary (Lanier Boulevard); For a total length of miles; as per attached sketch and designated as Project Number PR (127), hereinafter referred to as the "Project", a complete plan of said project is on file at the appropriate District Office of the Department of Transportation, on which reference is hereby made for all purposes; WHEREAS, this Project will extend within the corporate limits of the CITY; THEREFORE, in consideration of the mutual benefit to the parties derived from the construction, installation and operation of said improvements, the CITY agrees as follows: The CITY agrees to furnish, at no expense to the Department of Transportation, good and sufficient title, to provide 80' existing right of way, necessary for the proper construction and maintenance of the above named project in accordance with pertinent agreements and regulations, according to the plans prepared by the DEPARTMENT, including any drainage deemed necessary by the DEPARTMENT or its engineers, within the limits of said CITY. The CITY agrees to provide for its proper maintenance after completion of said improvements, and will make ample provisions each year for such maintenance. The CITY agrees that when the above numbered project is advertised for letting, the CITY will arrange with various utility owners to place underground facilities that are approved to remain under the pavement in a satisfactory state of repair except where this phase of work is covered by separate agreements. The CITY further agrees to assume responsibility for and cooperate with the Utility Owners in the moving, setting back, replacing or lowering of all customers' service connections, including gas lines, telephone lines, electric power lines, water mains, and

10 sanitary sewer connections to clear construction by one foot whether such facilities are publicly or privately owned except where this phase is covered by separate agreement. Additionally, the CITY will require stubs and headers to be installed to avoid future cutting of the pavement. It is further agreed that after construction is completed on off-system projects, no new or additional utilities facilities will be allowed to encroach on the right of way for this project except under permit issued by the CITY in accordance with the policies of the Department of Transportation, with special emphasis on the Department's prohibition on pavement cuts in new and widened roadways. The CITY agrees to remove any existing structures or obstructions as provided in pertinent agreements, prior to advertisement for letting and to prevent any future encroachments upon the right of way limits of said roadway not covered by permits duly issued by the DEPARTMENT or the CITY; and furthermore agrees, obligates, and binds itself in accordance with Title 40 of the Georgia Code that it will not pass any laws, rules, regulations or ordinances which penalize, hinder or other wise obstruct the free movement of vehicular traffic on said roadway, including angle parking, or erect any traffic signals, towers or lights on the said right of way without written consent of the DEPARTMENT. The CITY agrees that prior to, during and after completion of the construction of the above named Project, the CITY shall defend and hold harmless the Department of Transportation for any liability for direct or consequential damages resulting from personal injury, property damages, or inverse condemnation, except for that which is the result of the sole negligence of the Department of Transportation. After completion and final acceptance by the Department, of the Project, the CITY assumes complete ownership, control, and responsibility, including any liability for the above named Project. 5

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12 This Agreement is made and entered into in Fulton County, governed and construed under the Laws of the State of Georgia. This the day of ~ 20_. Georgia and shall be Mayor of the City Council STATE OF GEORGIA COUNTY OF GLYNN CITY OF BRUNSWICK I, Georgia Marion, as Clerk of said CITY, do hereby certify that I am custodian of the books and records of the same, and that the above and foregoing copy of the original is now on file in my office, and that the Mayor of the City Council was authorized and directed to execute the same for and in behalf of said City Council. Witness my hand and official signature, this day of,20 1 City Clerk STATE OF GEORGIA COUNTY OF GLYNN CITY OF BRUNSWICK This is to certify, that in my opinion, the dedication of the streets named and described above is complete. City Attorney PAGE20F2 REVISED CITY MANAGER'S ITEM(S) Introduction of new Finance Director. The City Manager reported that he hired the best choice Jimmie Bradley as the new Finance Director from ten candidates. The City Manager felt that Jimmie Bradley would do a very good job. He mentioned that Mr. Bradley served as a Finance Director in Tocoa, Georgia. Jimmie Bradley felt that staff has been very cooperative with the citizens and bent over backwards to fill their request. He stated that the City would overcome the present situation. Commissioner Jennings requested that the new Finance Director submit a

13 summarized copy of the current budget every three months to keep the Commission informed about the budget. He next requested that interested citizens be given a summary of the current budget and placed in the newspaper the amount of revenue coming in and being spent. Commissioner Davis requested that the print in the newspaper be large enough to read. Commissioner Williams offered congratulations to the new Finance Director and the City Manager. He stated that the City Manager hired a person that was already on the job and qualified. He requested that the new Finance Director report all findings to the City Manager and the information would be forwarded to the Commission. He asked the new Finance Director to be polite to citizens even when they want him to stop whatever he is doing to help them. 6

14 Mayor Brown stated that Jimmie Bradley laid out hard facts during budget sessions. He thanked Mr. Bradley for all the suggestions and response he gave and asked that he continue to make suggestions. Commissioner Jennings stated that he was very optimistic to have Jimmie Bradley as the new Finance Director. He asked Mr. Bradley to find fifteen or twenty cogent ideas on what the City could do to save money in the next four years. CITY ATTORNEY'S ITEM(S) Revised Docking Fees for City Dock. The City Attorney stated that he would come back in January with Revised Docking Fees. The City Attorney reported that Emergency Agenda Item needs to be added to the Agenda. Commissioner Williams made a motion and Commissioner Davis seconded the motion to add to the Agenda the collapsed Water line for discussion. The motion passed. Burton Carter, Construction Manager reported a collapsed 8" Water Line that runds into a 24" Main. He stated that repairs could be made from the water and sewer operations account to pipeburst from a 8" to a 10" line. Mr. Burton recommended Hoboken Environmental Pipeline Rehab to pipeburst the line for the cost of $57, Commissioner Jennings made a motion and Commissioner Davis seconded the motion approving recommendation by staff to pipeburst from a 8" to a 10" line in the amount of $57, work to be performed by Hoboken Environmental Pipeline Rehab. The motion passed. MAYOR'S ITEM(S) City/County Police and Fire Merger Committees Mayor Brown mentioned that the County Commission Chairman Cap Fendig made comments in the newspaper about forming a committee. Mayor Brown asked at the next meeting scheduled for January 8th that each Elected Official nominate one

15 person to serve on the Fire and Police Committee and that Commissioner Lawrence's appointment be jointly made by the full Commission. Mayor Brown stated that he wants to make it very clear to the Fire and Police Departments that no one would lose rank. Mayor Brown asked Commissioner Williams to serve on the Fire and Police Committee as an Elected Official. Commissioner Jennings asked that the Fire and Police Committees work on the merger as quickly as possible and not let this go on for six months. He asked that a proviso be included in the merger to protect City employees and look at downsizing. DISCUSSION 7

16 City Employees' Bonuses and Incentives given. Mayor Brown mentioned that misinformation is being circulated about incentive pay. He stated that the incentive program was implemented in He recommended that the annual pay out be given as a base salary to the employee who receives an incentive over 12 months to help deal with the budget. He stated that the sick incentive rumor has been cleared up. City Hall Complex Lease Agreement The City Manager stated that Mr. Tuten came to the Commission meeting on November 20, 2002 to discuss the City Hall building across the street. The City Manager mentioned that he met with the owners Mr. Slade and Mr. Mims to discuss retaining this building at the cost of $20, per month for one (1) year. He stated that a meeting has been set up with developers across the street and the cost of renting this building would stay the same for the months that the City will occupy the building. Commissioner Jennings stated that the City should look for five or six properties and trailers to move staff into to stop payment of the $20,000 per month. He stated that he was speaking as a Commissioner, citizen and for the public. Mayor Brown pointed out that it would not be financially prudent to pick up and move offices everywhere else. All departments need to stay together. EXECUTIVE SESSION Commissioner Williams made a motion and Commissioner Davis seconded the motion to hold an Executive Session to discuss a personnel issue and pending litigation. The motion passed. Following the Executive Session, Commissioner Jennings made a motion and Commissioner Davis seconded the motion to adjourn the meeting. The motion passed. MEETING ADJOURNED. /s/ Bradford S. Brown, Mayor Attest:/s/ City Clerk 8

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