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HomeMy WebLinkAboutCalled Commission Meeting July 1, 2014 CALLED MEETING COMMISSION CHAMBER July 1, 2014 Augusta Richmond County Commission convened at 1:00 p.m., Tuesday, July 1, 2014, the Honorable Deke Copenhaver, Mayor, presiding. PRESENT: Hons. Lockett, Guilfoyle, D. Smith, Williams, Fennoy, Johnson, Jackson, Davis and G. Smith, members of Augusta Richmond County Commission. ABSENT: Hon. Mason, member of Augusta Richmond County Commission. Mr. Mayor: All righty, I will go ahead and call the special called meeting to order. And Ms. Allen, I will turn it over to you. Ms. Allen: Mr. Mayor and members of the Commission, last week we talked about the Municipal Building and where we are in regards to proceeding with the renovations of the Municipal Building. Just to update you on what we discussed, we looked at the actual second floor which is now being changed from the previous area that was allocated for the Law Department to now be allocated for the Clerk of Commission and the remaining space to be st determined and we’re looking at a tentative date of October the 1 2014 to actually move the Clerk of Commission in and this is what we had actually discussed as it relates to what we’re doing I think at the meeting prior to last week’s meeting. We were to get back with you on the actual cost of doing that, taking the vault, creating the vault for that area as well as combining storage room in 240 and conference room 239 and we’re looking at $501,000 pretty much estimated. That can be lower or less than that depending on the actual cost but they to estimate basically what they have in the work that they’re going to have to do and I do have Heery here today to address any of those concerns. Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: Ms. Allen. Ms. Allen: Yes, sir. Mr. Fennoy: What would be the cost if we left the Law Department where they are or is that inoperable? Ms. Allen: You mean where they are now? Mr. Fennoy: Yes, where they are now. Ms. Allen: There is no cost but the problem is it was originally scheduled to reallocate the Engineering staff over there. Right now the Engineering staff is cramped in a small area so it was more so to move them there and then to get the Law Department out of that area. However, it wouldn’t cost us anything if we left them there. 1 Mr. Fennoy: I mean but I’m just looking, I guess what I’m trying to find out if we left the Law Department as far as the cost, additional cost for the renovation, what impact would leaving the Law Department where they are – Ms. Allen: Okay, are we talking about leaving the Law Department where they were initially planned for the Municipal Building or where they currently are in – Mr. Fennoy: Where they currently are now. Ms. Allen: It wouldn’t cost us anything if we leave them where they currently are now in the building next door to the Municipal Building. Mr. Fennoy: Okay. Ms. Allen: Am I understanding – Mr. Fennoy: Well -- Ms. Allen: If we decided to leave the Law Department where they currently are, it wouldn’t cost us anything other than, you know, the Engineering Department won’t move to that area. That’s all but it won’t be any financial cost. Mr. Fennoy: Okay, but I’m talking about the impact it would have on the $500,000 for the renovation. So we would still have the $500,000. Okay. Ms. Allen: Yes, sir, that’s not including any of – Mr. Fennoy: All right. Okay. That’s my question. Okay, fine. Mr. Mayor: Commissioner Williams. Mr. Williams: Thank you, Mr. Mayor. I guess my first question and I’ve got several but I guess my first question is that why is it costing us anything? I thought we agreed to halt the work until we get some clarity on where the Clerk was going and it wouldn’t be a cost to this government. Now had we done something, instructed them in a way where they done something we’ve got to change but this shouldn’t be on our backs. Now the taxpayers shouldn’t have to pay for this. So why is there a cost anyway because I think we said no cost. I think the Mayor Pro Tem, he’s not in his chair, but I think he was the one who made the motion at the time so could somebody tell me why is there a cost. Ms. Allen: You actually, and I don’t disagree that we wish it could have gone without any cost, but however the approval to do what was done was actually provided so Heery nor the contractor did anything that was not approved to be done. Mr. Williams: But we had and I think the Clerk had some minutes and some emails where we corresponded to make sure that there was included to be done the way it was supposed 2 to be done. That was not done. Now we got Heery, now Forrest look like he’s lost but I can explain it to you if you don’t understand. I asked to see those records that Ms. Bonner contacted you said that didn’t contact, they had no communication to know what we needed. Now this mess is here and we don’t have what we’re supposed to have. No one said anything, now we’re up against the wall and we got to add another $500,000 or more for something we didn’t do. I don’t agree with that. I think somebody needs to explain how can we have a cost associated with something that we’re paying staff to look out for us who’s supposed to have communicated, who’s supposed to have had everybody in mind to know if you’re going to put the Commission here. That’s like saying I’ve got one leg but you want me to walk. We need, the Clerk of Commission walks with this body. So that should have been a given. I don’t understand how we’ve got a cost associated with it. I ain’t heard nobody explain. I heard you say there’s a cost but I want to know why there’s a cost. It should not be, it’s not our mistake in my mind. It’s just my opinion. Mr. Mayor: Commissioner Guilfoyle, then Commissioner Mary Davis. Mr. Guilfoyle: Tameka, just for a point of clarification. The original drawing showed that the Clerk was to be where she’s at at this moment and it was signed off by Fred. The vaults was going to be on the upper floor where they are existing per the drawings. I realize that everything that was signed off and I know that Heery, the architect, Turner is not going to move forward or build one wall without anything being signed off on. As far as this vault, I would like to ask Forrest a question on this as far as the cost of it. The requirements as far as building a vault. Mr. White: I don’t know legally, what we’re trying to do is duplicate as close as possible what you have which would be, we have to go in and take the shelves that are in that existing space now out. We’d actually have to make it bigger. There’s a store room next to, there’s a law library now, it was created for, we would actually combine that with the storage room. We’d end up moving some shelving that is in there now, adding a layer of fire-resistant dry wall all the way up to the structure to fire proof the area. It would require fire dampers. We’d have to cap off the sprinkler system because you wouldn’t want water in there with some of these old records. I also went ahead in thinking, we can back this out, but I found out what it would take to put in a proper file system for records such as this so we have that included too so, you know, there will be a file system that will be, if you’re paying money I figured you’d want to do it right. So that’s what – Mr. Guilfoyle: Is this something the Clerk requested? Madam Clerk? Mr. White: Well, no, but we did have them talk to her about what her requirements would be for that space. What I was trying to do is I was trying to capture every eventuality that I could think of so that when we did this, certainly if I can make this happen cheaper, I will do it but I don’t want to give you a number, especially without drawings or anything to go on, and then have to come back to you later and say oh, well, we missed it so I’d rather come back and (inaudible). Mr. Guilfoyle: Thank you, Forrest. 3 Mr. Mayor: Commissioner Davis, then Commissioner Lockett. Ms. Davis: Thank you, Mr. Mayor. In my mind I feel like we’re kind of dealing with two different issues here because last week, Ms. Allen, you asked for approval for us to move thth forward with just the normal course of action on the 8 and 9 floors, is that correct? Just to do a build, build in or what do we call it, fill in or what do we call it? thth Ms. Allen: Infill. Yes, it was actually the infilling of the 8 and 9 floor. The only other thing is we wouldn’t be able to proceed with the Clerk of Commission’s relocation until we had the funding actually approved. Ms. Davis: Right so you’ve, but we’ve solved all action, is that right, as far as any construction? thth Ms. Allen: As I understand it and Forrest can vouch, the 8 and 9 floor demolition has been pretty much completed. Ms. Davis: And so we’re basically, though we have no work going on we’re still paying for our contract. Ms. Allen: We are actually out doing the front area but some of the contractors are here – Mr. White: Basically we’re close to being done with floors 8 and 9 as far as demolition goes. The next step would be to bring in the mechanical and electrical trades. We’re at a point, you know it’s a holiday weekend so we’re pretty good this week. Starting next week we’re going to start losing crews. A lot of these people we had to go through a training curve to get them used to working in an existing building. Like we tell them when you have a meeting here not to do anything after 1:00. There’s just going to be a whole other learning curve about trying to work in an occupied building so we will start losing those crews because Turner’s just going to have to turn right around and try to either get those people back or retrain people all over again after next week. Ms. Davis: So regardless of what we decide with on this floor you still need us to be able thth to allow you to move forward on the 8 and 9 floor. thth Mr. White: Right and infilling the space between the 8 and 9 floor where the Chambers used to be, you’re going to need to do that anyway no matter which direction you decide to go in with those two floors. You’re going to need to have that done. That would help us but we certainly do need to get the mechanical trades and electrical trades in there as well. Ms. Davis: Mr. Mayor, I’d like to make a motion to that effect as far as what thth concerns moving forward with the 8 and 9 floor. Mr. G. Smith: Second. 4 thth Mr. Mayor: With the infill of the 8 and 9 floor. Ms. Davis: Yes. Mr. Mayor: We have a motion that’s been made and properly seconded. Mr. Lockett. Mr. Lockett: Thank you, Mr. Chairman. I would just like to say that I don’t think anyone in this governing body was more upset the way this construction has turned out so far but early on, I thought maybe Heery or the architect or someone should be held responsible for it but the more you look into it, the more you see that they did what they were told to do. If they weren’t told to do that, we should never have signed off on it. We did, we own it so now we don’t have any other choice but to pay for it. Thank you, Mr. Chairman. Mr. Mayor: Mr. Williams. Mr. Williams: Thank you, Mr. Mayor. I’d like to make a substitute motion that we, if we’re going to finish the demolition and Forrest stated they had, to make sure that the focus be put on getting the Clerk’s office ready before October or sooner versus going back and doing this other work. Now I understand the cost, I don’t agree with it but it’s in there, it’s going to be cost affected with that, but then they still not going to move any faster than October on getting the Clerk moved. Now we’re talking about who can work in what space and who can’t work in what space. And so we’re going to approve it. That motion that Ms. Davis made is fine but I’d like to add in there that we go ahead and make sure that we move to get the Clerk moved into that position as soon as possible. Now they’ve got stuff in boxes they’re still trying to work out of and I said it before and I’ll say it one more time that the communication breakdown came in somewhere from one saying they didn’t know and didn’t know and didn’t hear but there’s documents to prove there was conversation as to what we needed and that space that they’re in is not adequate at all so my substitute motion would be to do that but make sure we focus on getting the Clerk moved into that space asp and that’s the substitute motion and I mean we’ve got to keep moving like Commissioner Lockett said. We’re in it now and the taxpayers have to pay more for somebody else’s mistake and I’m not going to agree to sign off on that but if the taxpayers are going to have to pay more then they need to know why we’re paying more. Mr. Mayor: Okay, just for clarity, Commissioner Williams, your substitute motion is to thth approve the infill of the 8 and 9 floors along with approving the funding to proceed with the second floor for the Clerk of Commission’s office. Okay, and Ms. Allen, just for clarity if we’re identifying a cost obviously we do need to identify the funding source for it and I assume that the URA would be potentially for that? Ms. Allen: That is correct. Also Jim Plunkett is here to address a change that needs to be done so I would ask that both Commissioners, regardless of which of the motions go through, amend their motion to add what Jim has if possible which Jim can speak to that. Mr. Mayor: Let’s hear from Jim and then I’ll recognize Commissioner Grady Smith. 5 Mr. Plunkett: Mr. Mayor and members of the Commission, we ran numbers this morning to make sure that the parameters resolution that was passed back in December was still adequate to cover the costs, probably estimated, bumps in the costs of this. That was fine. The one thing that we did note was that in the December 2013 motion the final maturity date was 2033 and that would make these a 19-year bonds versus 20-year bonds and so we don’t need to change the amounts of the bonds but if this body would be willing to change that to 2034 so it would be a normal thing for the time and that’s what we’re asking for here today. Mr. Mayor: Would the makers of the two motions be willing to amend their motions to include that? Commissioner Williams? Mr. Williams: I need a little bit more explanation if I’m going to change that time. I need to know what that’s doing and what it doesn’t do for us or how that help or how that prevent? I heard you say it would be 19 instead of 20 but what else is included in that? Mr. Plunkett: All we’re doing is the bonds, the bonds to fund this project of $28.5 million or less. When we approved this resolution, it was anticipated that the bonds would be issued in 2013. Typically bonds that are sold long-term are sold in 20 or 25-year increments. Because we carried the year and have a maturity in 2033, it would be a 19-year bond which would be kind of an odd date for a bond in the municipal bond market. We’re just trying to make it tie in to what most investors will be looking for. It doesn’t affect – Mr. Williams: So there’s no cost affected with that on your end or this end, just changing of the date? Mr. Plunkett: Just a technical catch because of the year. Mr. Williams: I’ve got no problem with that, Mr. Mayor. Ms. Davis: Me too. Mr. Mayor: And, Ms. Davis, you’re good too? Okay. Commissioner Smith, the Mr. Mayor Pro Tem and then Commissioner Fennoy. Mr. G. Smith: What I’d like to see is if we could get with Heery and have a meeting and th certain folks in the meeting and get the game plan after the 4 and go forward and let’s get a plan instead of jumping around, hopscotching around like a kangaroo and find out what’s the cost effect and best way to continue the project saving the taxpayers money and let’s work together to move forward and get this project done instead of just pointing fingers and saying hey we need to be here, we need to be there. We need to get with these folks. We’ve got the men, equipment and everybody and construction is coordination and communication. That’s what we need to do and then we move forward with this project and meet the deadline. Mr. Mayor: Commissioner Johnson and then Commissioner Fennoy. 6 Mr. Johnson: Thank you, Mr. Mayor. I think also we need to know, Ms. Allen, you said you don’t know exactly what the cost is going to be to do this relocation for the Clerk as far as the vault and all that. Ya’ll don’t have the exact figures on that yet, right? Ms. Allen: Not the exact figures but they’re estimating somewhere at $500,000. Mr. Johnson: Okay. Ms. Allen: Not to exceed $500,000. Mr. Johnson: Right. We need to know that but I think also I get what Jim is saying about the bonding, if you will, but also we need to look at if there is anything else that we need to do that requires bonding more money. I think when you look at that holistically so we’re not coming back and forth, you know, bonding more and saying all right we need to do this job now so we need to bond more money because it’s going to cost us then come back again a month later and say we need to bond another $800,000 to do project C. We need to know specifically what else you need funding for so we can just do this once and for all and we’re not coming back and forth, you know, for project A, B and C and different time frames getting funding for that so I don’t have a problem with us moving forward. I know you guys mentioned the date to try to get her in there is October 1 but you need to get approval of the bonding, well the funding, if you will, but we need to know about the others as well so do you have that number? Is there any other costs associated with what we need to do now that we are transitioning the Clerk from one place to another place and trying to accommodate the other departments? Ms. Allen: Another minor cost that we just found out about, I spoke to Heery this morning and we got all the quotes on and that’s the additional cost for the annex courthouse since we’re allocated as an annex courthouse because of the Charter. And it’s $65,000 so it’s really not a big, big impact as a half a million dollars but there is an additional cost. We received that this morning. Mr. Johnson: And we need to approve that to install the plumbing for the bathrooms back here. Ms. Allen: That will involve the converting of the commission break room to a secondary bathroom, reconstructing the to be determined space break room and combine what they consider to be the holding cells and install the sufficient plumbing for that area. That’s if the commission decides to continue to have it serve as an annex courthouse. Mr. Johnson: So you’re talking about taking the break room that we have back here now and making it a restroom? Ms. Allen: They would like and Forrest can clarify, we had a meeting with the respective judges and they informed us what they needed as it relates to keeping this as an annex courtroom and the holding cells, they would have to combine those and install plumbing. Mr. Johnson: Right. 7 Ms. Allen: And then they would reconstruct the commission break room and what would end up happening is they have to end up sharing that break room with the break room that was originally allocated to the Clerk of Commission because no one’s in there now. Once the Clerk moves there won’t be anybody in there and it would be only for senior judges. Mr. Mayor: Commissioner Fennoy. Are you good, Commissioner Johnson? Mr. Johnson: I’m good, Mr. Mayor. Mr. Mayor: Okay, Commissioner Fennoy and then I’ll start coming back down that way. Mr. Fennoy: I’ve got a couple of questions. My first question is and it may be kind of difficult to answer but we would not have any change orders that would cause the cost of this project to go up. I’ve seen change orders on several projects. I’ve seen nine or ten change orders and every time there’s a change order there’s an additional cost. So do we anticipate any change orders in this? Ms. Allen: I would love to be able to tell you, Commissioner Fennoy, that I don’t foresee any change orders but, you know, I’m finding out a lot of things now just as the commission is so I would anticipate there probably will be some change orders. I would hope that we could keep them to a minimal amount but there very well may be some change orders. Mr. Fennoy: And I guess my next question is the possibility of change orders factored into the cost of this project or will we have to go, what would happen if we have an additional change order of $200,000? Where would the monies – Ms. Allen: As I understand it the Commission had voted and agreed upon bonding up to $28.5 million dollars in additional funds for the Municipal Building renovations and we have not exceeded that $28.5. Mr. Fennoy: Okay and I guess my next question will be directed to our Clerk. Ms. Bonner. The Clerk: Yes, sir. Mr. Fennoy: We’re talking about changes to the Clerk’s office. Have you had an opportunity to look at the changes and see whether the changes that we’re proposing will provide adequate space for the Clerk’s office and the staff? The Clerk: Commissioner Fennoy, the additional $500,000 and what Mr. White spoke to, I have not seen those changes. He indicated that there was a filing system that he took the initiative to include in the renovated space for the vault. I have not seen that so as to the Clerk relocating to the space formerly assigned to the Law Department, yes, we’ve looked at that space but any renovations or modifications to is I have not be privileged to looking at those new plans. 8 Mr. Fennoy: And I guess one of my concerns is that I don’t want to hold up renovations on the Municipal Building even though I was totally opposed to renovations in the first place. I don’t want to hold up renovations but I do want to make sure that whatever we decide to do today that everybody will leave here feeling good about the decisions that we have made and from what I’m hearing from Ms. Bonner that may not be true. Mr. Mayor: Ms. Bonner. The Clerk: Yes, sir. While I appreciate the effort Mr. White put forward regarding renovated space for the vault area which personally I think we need to protect the integrity and the preservation of those records, I have not been privy to how he’s planning to do that. Mr. Guilfoyle asked him if the Clerk requested those new filing systems. No, but does the Clerk need them, yes. I didn’t request it so I appreciate his initiative in going ahead and including that in the renovated cost. Mr. Guilfoyle: I think he’s going above and beyond to make sure you’re satisfied. The Clerk: Oh, is that it? Well, I can appreciate that and I’m grateful for that as well. I don’t have a problem with that because I think those records are important and to give us room for growth. For whatever reason we wasn’t given that privilege or advantage for future growth as other departments were. I was just kind of blown away when I heard that the Law Department was given 20 years and I thought, my goodness. But that’s progressive thinking. We weren’t given that privilege or advantage of having future growth. I’ve outgrown the space you’ve already given me. I can’t even fit in that so I’m willing to work with the Administrator and Mr. White to make sure that the space is adequate and efficient so that we can serve the citizens of Augusta and you as well. All of you are citizens too so it’s all inclusive. Mr. Mayor: Commissioner Guilfoyle, then Commissioner Lockett. Mr. Guilfoyle: Yes, I just wanted to respond. As a matter of fact I need to talk to Mr. White on this one. Mr. Forrest, if we accelerate the schedule to be in the Clerk’s office at such and such time, it’s going to incur additional cost requiring the subcontractors to work overtime, get materials in quicker. I think the space is pretty much done except for the vault area, is that correct? Mr. White: Correct. What we’d have to do, right now we’re using it as swing space for Procurement and DBE. We’d have to find a space to house them. The plan is to maybe to do th something with Risk Management to get them off the 6 floor so we can go ahead and start the th 6 floor right away. The plan was to do eight and nine first then move Risk Management up to their final location and then we could do six and that’s one of the time frames we’re talking about. In order to get the sixth floor done quicker we’d have to get Risk Management off and then we’d have to find some other space in the building and it might cause us to have to split that department in two for a while and that’s really up to ya’ll and how ya’ll do that, but that’s what we need to have the sixth floor where we can renovate it and get Procurement up into their space and then we could go and do what we have to do to the vault area and get it ready for the Clerk 9 of Commission and yeah, there could be some accelerated, if you want it quicker than what we can do it. Mr. Guilfoyle: We don’t want to exceed or not to exceed. Mr. White: Okay, well, we can have them, if we can do something with Risk, I’ve already spoken with Turner and they can go ahead and do the sixth floor the same time they’re doing eight and nine and it might actually help them a little bit. But then you’re talking about that October time frame. Mr. Guilfoyle: All right. Any correspondence that you have to do with the Clerk’s office if would you cc her on that. Mr. White: Oh, I will. Mr. Guilfoyle: And this next question is for the Interim Administrator. As far as the judicial, as far as we’re calling ourselves the annex courthouse, we had this issue come up two and a half years ago, and now the judges are saying they’re going to use this as a courtroom? Ms. Allen: Yes, sir. Potentially this chamber has to be, would be utilized as a courtroom. Mr. Guilfoyle: And they have not used this building whatsoever since the new Ruffin Center was put up? Ms. Allen: No, sir. Mr. Guilfoyle: The simple way of correcting this is all we’ve got to do is change the wording in the Charter to do away with it? Ms. Allen: Yes, sir. I’ve spoken with the Law Department and I think there’s verbiage in the Charter that must be changed. Mr. Guilfoyle: In order to save money and that way we’ll have room to do our commission, to stay in our commission chamber because if the judicial people are using this, we’re going to have to find a different place, is that correct? Ms. Allen: I think they would probably coordinate that with the Clerk of Commission and they would try to do it when the Commission is not having meetings. But potentially they will be able to utilize this as a courtroom and the back areas as holding cells and some area will be allocated for a jury. Mr. Guilfoyle: So we can originally save $65,000 plus just by changing the wording in our documents. 10 Ms. Allen: Potentially, yes. Now if you want an additional bathroom, I know that’s one of the concerns that even the commission has, you’d probably have to take that amount off of it but yes. Mr. Guilfoyle: All right, thank you. Mr. Mayor: Commissioner Lockett. Mr. Lockett: Thank you, Mr. Chairman. It’s my understanding that one of our senior judges is not at this time in favor of moving this part of the courthouse away. That is my understanding that they want to keep it and they feel that it would be a space, a potential use for them but what I really wanted to say is I’m asking the Administrator, I’m asking Heery or anybody else that’s involved to first of all update the Clerk on what you have planned for her department. Keep her in the loop until everything has been finalized and she feels that she has the proper space and other things that she’s going to need to take care of our records and our people and the Commission for years to come. And I think if you’ll do that I think that would be a huge step in the right direction. Thank you, Mr. Chairman. Mr. Mayor: Okay, we have a substitute motion that’s been made and properly seconded. Madam Clerk – The Clerk: I didn’t get (inaudible). Mr. Mayor: Was there no second? Okay, we have a primary motion on the floor. Madam Clerk, for the point of clarity could you read that back? That motion was to The Clerk: Yes, sir. I need the amendment to the bond resolution. thth proceed with the infilling of the 8 and 9 floor and to approve to modify the parameter resolution adopted by the Commission on December 17, 2013, to provide that the bonds shall be payable by maturity or sinking fund redemption annually not later than October 1, 2034. All other items and provisions of the parameter resolution to remain in effect. Mr. Lockett: Point of personal privilege, Mr. Chairman. Mr. Mayor: Commissioner Lockett. Mr. Lockett: This motion, does it exclude any modifications for the second floor? The Clerk: Yes, sir. Mr. Mayor: Okay. Commissioners will now vote by the usual sign. The Clerk: The attorney and I are having a sidebar here. His interpretation, I’ll let him explain it. 11 Mr. Brown: My interpretation of the primary motion, it does not exclude in the sense that it does not prevent modification of the second floor. It just does not address it. The second thth motion, the substitute motion, the second motion included and made provisions for the 8 and 9 th floor and the second floor. The first motion only addressed the 8 floor but it does not prevent, nd the Commission is not voting against the 2 floor. It’s not including or mentioning the second nd floor which leaves open for future purposes today or another day a motion regarding the 2 floor. Mr. Lockett: Mr. Mayor, I would like to change my vote before we – The Clerk: Okay, you can vote again however you want to. We haven’t published it. Mr. Williams votes No. Motion carries 8-1. Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: Mr. Mayor, would it be appropriate at this time to make a motion to include the second floor in this renovation? Mr. Mayor: Ms. Allen. Ms. Allen: I’m sorry. I just wanted to say something else not pertaining to Commissioner Fennoy’s question. Mr. Fennoy: Well, I would like to make a motion that we include the second floor in the renovation process. Mr. Mayor: Just for the point of clarity because it seems like sometimes our motions aren’t really tied down and crystal clear, to proceed forward with the second floor and the Clerk of Commission’s office, Ms. Allen, what would you need that direction to be, the motion to be? Ms. Allen: To actually approve the additional funding associated with that. Mr. Mayor: Okay. Ms. Allen: And that’s what was Commissioner Williams’ motion. Mr. Mayor: Okay, so your motion is to approve the additional funding associated with the relocation of the Clerk’s office on the second floor. Mr. Fennoy: That’s right. Mr. Lockett: Second. 12 Mr. Mayor: Okay, we have a motion that’s been made and properly seconded. Mr. Mayor Pro Tem. Mr. Johnson: Thank you, Mr. Mayor Pro Tem. I don’t have a problem with proceeding but I think if we’re going to continue with the second floor we need to make sure it addresses the concerns of the court as well and that’s what I was saying earlier we need to kind of consolidate. If there’s something that needs to be addressed and we’re not addressing the charter change in that we need to go ahead and address that as well because we don’t need to come back and forth with the same, especially on the same floor addressing those items. So if we’re going to go ahead and do this it needs to be done together so it will address all the issues that we have here on the second floor and we need to get a cost, I mean which we’ve got the projected cost for the Clerk as well as the plumbing for the restrooms, for installing the plumbing or whatever, in those areas in the back there but we need to make sure that we’re clear on that as well because we just don’t need to keep going back and forth with this. Mr. Mayor: Would the maker of the motion like to amend their motion to reflect the extra $65,000 in funding requested today to make this a fully functioning annex of the courthouse? The $65,000 that Ms. Allen was referring to for the bathrooms in the holding cells? Mr. Fennoy: The only problem I have with that is that it may not be the wishes of the commission. I mean it may be the wishes of the commission to change the Charter so that the court doesn’t have to be over here. Mr. Mayor: Okay. Mr. Fennoy: So I’d just like to keep that in there and we could make that a separate issue. Mr. Mayor: Commissioner Donnie Smith. Mr. D. Smith: Thank you, Mr. Mayor. Ms. Allen, can you just tell me how much this, the first vote was for not to exceed $500,000, is that the way you understood our first vote? Ms. Allen: No, the first vote as I understood it was Commissioner’s Davis’s, was to go thth ahead and proceed with the infilling of the 8 and 9 floor. Mr. D. Smith: What’s the cost on that? Ms. Allen: No cost because it keeps us going on the project. Mr. D. Smith: So the $500,000 then is to effect the change for the Clerk moving to the lawyer’s space – Ms. Allen: Yes, sir, exactly. Mr. D. Smith: -- and we have not voted on that. 13 Ms. Allen: No, sir. Mr. D. Smith: Okay, thank you. Mr. Mayor: That is the motion currently on the floor. Mr. Johnson: Mr. Mayor, if I may. Mr. Mayor: Mr. Mayor Pro Tem. Mr. Johnson: If the will of the Commission is not to address the Charter issue as it relates to the court, we need to go ahead and proceed with the plumbing and that’s the point. If it’s not the will up here to do that, which I don’t know whether it is or not, then we need to address that issue and that’s the point that I’m making here because it may not be the will to address that Charter change. If they want to keep this the annex then we need to address that issue because the Judge is being, the Superior Court Judge, Chief Judge, is being very progressive and aggressive about what needs to happen and we need to address that once and for all if we’re going to do this. Let’s go ahead and do it and be done with it. Now if it’s the will to go ahead and address the Charter, and which I don’t think it is at this point, then we need to go ahead and proceed forward. Mr. Mayor: Okay. The maker of the motion was not, Mr. Guilfoyle. Mr. Guilfoyle: As far as these judges itself, they didn’t have a problem of what the layout was. We actually had approval of what we had built all along until two weeks ago – Ms. Allen: I’ll let Mr. White address that. Mr. Guilfoyle: Give me a breakdown as far as timelines, as far as on the second floor we reached out to the judges for their approval. Mr. White: We met with Tom Gunnels and Judge Brown. We went through the drawings and did pretty much what you see now. That was done fairly early on in the design process and what you see back here with the holding cells and some of the other things is what we agreed to. We did have Tom Gunnels do a tour with us just before we opened up this space and he was happy with what it was. It’s my understanding that Judge Overstreet got involved and he wants to start having some jury trials here which would require us to put toilets in the holding cells and actually make some accommodations to have a jury trial here so the function changed a little bit from what we originally spoke about. Mr. Guilfoyle: Are we going to have to change anything in this room here? Mr. White: No, sir, nothing should be done in here. We sat down and met with Judge Overstreet and what we compromised on was the toilet function in the holding cell and now that you don’t have the Clerk of Commission back here, that can be used as a jury room without it 14 being a more public space and then the retired judges can move down to the offices we have here. This is pretty much what we talked about with them. Mr. Guilfoyle: It’s a lot easier to change the words in a document than spending money unnecessarily. Mr. Mayor: Commissioner Lockett. Mr. Lockett: Thank you, Mr. Chairman. Forrest, Ms. Allen, it doesn’t make any difference of whether this part of the building is going to be used as a courtroom or not. We’re going to have to have another restroom back there no matter what. And I don’t know what anyone was thinking about putting the Clerk’s office over there. I mean, Lord have mercy, common sense would tell you you’ve got to do those things and we’re going to have that expense no matter what this building is used for. That restroom has got to go there and I’ll go along with the Mayor Pro Tem. This is something we need to do now, to do today because we can’t afford to wait another two weeks or another four weeks and this is something we just need to jump on now. It’s unfortunate but the mess has been made and now we’ve got to clean it up. Thank you, Mr. Chairman. Mr. Mayor: The maker of the motion said that he is willing to amend his motion to include the bathroom work on the second floor behind us, correct, Commissioner Fennoy? Mr. Lockett: And I’m willing to continue to second it. Mr. Mayor: Okay, so we have and Madam Clerk, for the point of clarity, because you know I love clarity, if you can read back the motion. The Clerk: The motion was to include the second floor renovation additional funding associated with the relocation of the Clerk of Commission’s office and to include the $65,000 for the bathroom renovation associated with court annex. Mr. Mayor: Okay, we have a motion that’s been made and property seconded. If there’s no further discussion, commissioners will now vote by the usual sign of voting. Mr. Fennoy: Not to exceed $500,000. Mr. Mayor: And not to exceed. Ms. Davis, Mr. Williams and Mr. G. Smith vote No. Motion carries 6-3. Mr. Mayor: Ms. Allen. Ms. Allen: Mr. Mayor, can I clarify something as well? I spoke to Commissioner Lockett about this and it was in regards to the last meeting that was held and we spoke about the project manager. And I just wanted to clarify something. The project manager for this project 15 has always been Heery. It has not been, I guess the newspaper had it published as Mr. Schroer. Mr. Schroer and like I said I spoke to Commissioner Lockett. I think Mr. Schroer has done a tremendous job in working with this project and doing what was necessary as the Deputy Director of Finance to make sure that we stayed within our budget. I mean as you can very well see every time we come up here, unfortunately it’s about money and that’s what Mr. Schroer had to do, you know, take on that hard task and making sure that we did not exceed anything as it relates to the money. Yes, he probably was delegated some additional things by the previous Administrator but as I explained to Commissioner Lockett, I think it would be a disservice to take him from the project because he has done a great job in trying to keep everything going with this project and making sure that he was the liaison to work with Heery and make sure that we did not go past any of our timelines or our deadlines and that we stayed within our budgetary means. From this point forward we will continue to meet. We always have a meeting every two weeks to discuss SPLOST projects. I’ve added an additional member to our team which will be someone from the Facilities Department that will be actually assisting us in serving on the various projects that we have. But as I explained to Commissioner Lockett, I think it would be a disservice for me to remove Mr. Schroer from this project. Mr. Mayor: Okay, thank you, ma’am. Commissioner Williams, Commissioner Guilfoyle and Commission Lockett. Mr. Williams: Thank you, Mr. Mayor. The timeline didn’t bother me so much. I agree with Commissioner Lockett. Whoever signed off, whoever designed this building did a terrible job in my mind. It wasn’t laid out right. If Heery, whoever did this job should really feel bad for the way this building turned out and the way we, because when I walked in I thought it was very nice looking. But when you got to looking at the footage and the office space and the wasted space that I see, I was embarrassed so I was thinking someone who may know Finance, may have known Finance, but didn’t know that, but I feel even worse now that somebody that’s supposed to be in that field designed this and set this up like this and put it out there for us like this so I was thinking it was someone who really didn’t have the expertise and now to hear that it wasn’t Mr. Schroer, it was someone who was supposed to dot all the I’s and cross all the t’s, I’m totally embarrassed about it. I just think that it was wrong. I think the public needs an explanation. I think there needs to be some contracts looked at soon to change because none of this adds up. Nobody else does it but here so. Mr. Mayor: Commissioner Guilfoyle then Commissioner Lockett. Mr. Guilfoyle: There’s going to be some lessons learned off of this. This project was going good until the Clerk’s issue came up and this project is going to continue doing good until the completion. I know that Ms. Bonner will be taken care of. There’s no doubt about that. But for what happened last week about Tim Schroer, just to go out and do the shotgun approach and just shoot at everybody until you hit the right person, that’s, just by finding out and asking questions, you know, we always talk about making people whole. Tim did this on his own accord. The former administrator had delegated him to do this job. He didn’t ask for any more money but he stayed here til seven or eight o’clock every night to make sure that our money was accounted for and for us to attack an individual like that, I think it’s uncalled for, it’s very unprofessional and I think we need to do more communication with our directors before we just 16 throw something out here on the floor as well as the subcontractors that works for us. Each and every one of us is out here to do a job and, you know, a lot of things get voted on this floor, but we turn around and blame it on the people who brought it forth to us. It’s not their job. Their job is to do what they’re supposed to do is do it right. Our job is make sure we read the agenda and all the documents which is very difficult but we have some responsibility in this picture too. But for us to throw stones off of our table onto theirs, nobody wins at that moment. Nobody. It makes all of Augusta look bad and a lot of this could be resolved by just making a simple phone call. Mr. Mayor, thank you for your time. I’ve got to go back to work. Mr. Mayor: Thank you, Commissioner Guilfoyle. Mr. Lockett, did you want to – Mr. Lockett: Thank you, Mr. Chairman. I’m a little disappointed in my colleague getting on a high horse after I’ve already had a conversation with him relative to what happened last meeting. The word was out that the Deputy Finance Director was a project manager on this particular venture. Several people over weeks had come to me and probably others and complained about the treatment that they had received. Mr. Mayor: We no longer have a quorum. Mr. Lockett: Well, that was by design. But anyway without the quorum I just want to say, Ms. Williams, when I had my conversation with the Acting Administrator initially, she didn’t fully understand what our former administrator had delegated to your deputy director to do. It was my understanding and I didn’t find out until after the meeting when Commissioner Guilfoyle told me that he wasn’t a project director, that he had assumed the duties of Assistant Finance Director to meet with Heery and others. When this was explained to me I was quite receptive to it but when over the months I have requested information from Finance and Finance said well, we just don’t have the time to do all that, I’m adlibbing there somewhat and I said, “Well, gee whiz, if they don’t have the time to get me the documents I need because they are so stressed out then how does he find the time to do this?” But after it was explained to me that was the breakdown in communications early on. When he was delegated to do this, well, the governing body should have been informed and I never would have said what I said last week and my colleague Commissioner Williams probably wouldn’t have either but it doesn’t help things at all when your colleagues are going to get up here and berate you for something that you said when you hadn’t been provided the information. But he is not present today but I wish you would offer my apology to him and when I see him I’ll do it. I’m man enough to do it, okay and thank you, Mr. Chairman. Mr. Mayor: Thank you, Commissioner. Well, I would adjourn it but – (Continuation of July 1, 2014 Called Commission meeting – July 7, 2014) Mr. Mayor: I’ll call back to order the special called meeting from July 1, 2014. I’ll call that back to order and we will adjourn that meeting now. Can I get a motion to adjourn? Mr. G. Smith: I move we adjourn. 17 Ms. Davis: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. To adjourn the meeting that we didn’t get to adjourn last week. Mr. Fennoy, Mr. Johnson, Mr. D. Smith and Mr. Guilfoyle out. Motion carries 6-0. Mr. Mayor: We are adjourned. Lena J. Bonner Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy of the minutes of the Called Meeting of the Augusta Richmond County Commission held on July 1, 2014 and continued on July 7, 2014. ________________________ Clerk of Commission 18