MINUTES

Roy Smith moved for approval of the minutes of the March 1, 2012, meeting. Motion seconded by Woody Thrasher. All voted in favor and the minutes were approved.

Brian Kennedy gave a presentation for a 911/Office of Emergency Management building. He advised that Gilmer County now partnerships with Lewis County on their 911 center and they want their own center in Gilmer County. The project will be funded through a bond deal and 911 fees. They need to construct the project through the design-build method as they must get it done quickly.

Mr. Kennedy stated that they started the process before coming to the Board because they were unaware of the Design-Build Procurement Act and the Board. Chairman Monteleone questioned what has been done to date. Mr. Kennedy indicated that they did a pre-bid qualification notice and received three responses. The three were BBL Carlton, WYK and L&L Contractors. They have not spoken with any of the three who responded. This is pending awaiting approval of the Board.

Mr. Thrasher questioned who was on their evaluation team. Mr. Kennedy stated that it was made up of the three county commissioners, a republican, a democrat and an independent.

Mr. Kennedy advised the Board that Lewis County is against them leaving their partnership because Gilmer County pays them $590,000 a year. These funds pass through Gilmer County and go to Lewis County. The loan on the building they want to build will be $80,000 annually.

Chairman Monteleone advised the Commissioners that they will need to start over if they want to go through the Design-Build method. Mr. Thrasher indicated that there is a lack of knowledge of the Design-Build Procurement Act and the process you must go through. Mr. Thrasher explained how the Board must approve and monitor from cradle to grave.

Mr. Kennedy stated that their contract with Lewis County is up on July 1, 2013, and they want the project done prior to that time. If not, they must pay Lewis County, $36,000. Chairman Monteleone advised that the Board must have a member on their evaluation committee. The Board’s member does not vote, they simply participate to assure that all laws are followed. Mr. Smith questioned whether anyone in their offices was familiar with the Design-Build laws and rules. Mr. Kennedy advised that Ms. Lipscomb had previously provided them with the web site that contains all the information and they have reviewed it.

Chairman Monteleone asked them to describe their project. They are constructing a 3,000 sq. ft. facility with a Director’s office, technical center, mapping room, conference room, and other offices. They are combining their Office of Emergency Services and their 911 services. The Director will run both. Combining the two will save money for Gilmer County. Chairman Monteleone questioned if 3,000 sq. ft. was adequate. Mr. Kennedy stated that they believe they can get what they want with the square footage. This is about what the center in Weston has now.

Mr. Kennedy advised that Gilmer County just got a new tower last week and they own 1 ½ acres where the center will be built. It is beside the medical center.

Mr. Goetz questioned the board members as to what Gilmer County will need to do now? Chairman Monteleone advised that if they are approved they will need to start over and advertise again. They first need to hire a criteria developer to help them with the advertisements. Chairman Monteleone explained the design-build process to the new members of the board and the Commissioners.

Mr. Thrasher reviewed their time line and questioned whether they could still meet those dates with having to start over. Mr. Kennedy advised that they needed to meet the deadlines due to the project being time sensitive. Chairman Monteleone requested that they review their application and time line and adjust it since they will be held to those deadlines by the Board. Mr. Thrasher said they probably needed to give themselves a month’s wiggle room. Mr. Thrasher also stated that they needed to "beef up" their application as it relates to the criteria issues to assure they meet the requirements of the Act.

Mr. Smith stated that the Design-Build process has been good for agencies to help them get what they want since they get the knowledge of the architects and engineers.

There was a discussion regarding how much time Gilmer County needed to revise their application for consideration by the Board. Mr. Kennedy requested the opportunity to go back and revise the application and get it to Ms. Lipscomb early next week.

Chairman Monteleone stated that they could just recess this meeting in order to come back later to consider their revised application. Meeting went into recess.

The meeting was reconvened on October 25, 2012. Members present were Chairman Monteleone, Mary Jo Klempa, Woody Thrasher, Roy Smith, Rod Clay and Donna Lipscomb.

Commissioner Kennedy again advised the board that Gilmer County currently has a contract with Lewis County for their emergency services. They pass through their 911 fees to Lewis County, which is about $500,000 annually. They also pay them $36,000.00 for their operations. Gilmer County wants to build their own 911 center. This will create 7 to 11 jobs in Gilmer County.

Commissioner Kennedy advised that Gilmer County already owns the property where the project will be constructed. They need to construct the project through the design-build method as they need to have it completed prior to their contract running out with Lewis County the end of June.

Gilmer County is securing bonds through Country Roads and United National Bank. So the funding plan is in place. Chairman Monteleone questioned what would happen if they were not completed by the June 30^th deadline when the contract expires. Commissioner Kennedy advised that they can do a month to month contract but they want to get it done as soon as possible.

Mr. Thrasher stated that he has reviewed their updated Application and time line and it demonstrates their need and ability to meet the criteria. Mr. Smith advised that they have a very aggressive schedule but feels it is doable. Mr. Thrasher advised the Gilmer County Commissioners that they would be required to meet their deadlines.

Mary Jo Klempa moved to approve the project as a design-build project. Motion seconded by Woody Thrasher. All voted in favor and the motion passed.

There was a brief discussion wherein board explained the process and what Gilmer County’s responsibilities would be during the process.

Old Business:

. Ms. Lipscomb went over the proposed legislative rules and the questions that the legislative attorney who reviewed them had. Ms. Lipscomb advised that the legislature is not requesting any modifications to the proposed rules now that they understand the intent of the revisions. However, she pointed out that the Board needed to let her know if they want to keep the term "qualitative proposal" in the rules rather than use the phrase "technical submission" that is used in the statute. The members reviewed the rules and do not want to make any modifications to what was submitted.

Ms. Lipscomb advised the board that the appropriation given to the board for expenses is being cut this year due to the Governor’s request to cut 7.5% out of the budget. No monies have ever been used from this fund but some was retained in the event it is needed in the future.

There being no other business to come before the board, the meeting was adjourned.