2 to 1 Vote Approves New Roof for Old Firehouse

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firehouse

Blue Ridge, Ga – Commissioners approved reroofing of the old firehouse located next to the courthouse in a two to one vote with Post Two Commissioner Glenn Patterson dissenting.

Chairman Stan Helton brought up the need for a new roof on the old firehouse during the last meeting. The committee tabled the issue until the July 9 meeting.

“It is leaking. It’s not in danger of falling in right now, but another hard winter over there could really take us backward a long ways,” commented Helton.

Two quotes came back for the roof, one from Steve Stacy Roofing at $30,723.16 and from J&D Construction and Excavating at $28,147.

“J&D Construction did our old jail that houses our maintenance office,” state Helton, “As far as I can tell that work has turned out fine.”

Patterson visited with the old fire station and expressed concern in the state of the entire building.

“It’s in pretty bad shape,” commented Patterson, “My concern is if that roofing is going to do the job. We might have some drainage issues as well. I know that these two quotes checked the roof out and I guess we’ll get the roof on it and see.”

Patterson wanted to add a new roof, but the drainage and potential mold issues also merited consideration. He was unsure how long offices could remain usable in the current state.

“We don’t want any danger to our employees,” said Patterson.

Patterson brought up multiple issues with the old fire station.

Post one Commissioner Earl Johnson agreed that the building needs a new roof and the county should start there as it’s the most pressing issue.

“The concern I would have with the building. We start with the roof, stop all the leaks. There’s no telling how old that roofing is and how long it’s been on there,” commented Johnson.

J&D Construction will remove the entire roof and replace with new shingles and materials. Johnson recommended using J&D for that reason and because Stacy Roofing’s bid accounted for $65 per sheet of plywood fixes. Stacy’s estimate could result in extra charges once the project begins.

“When I parked this afternoon, I noticed all the fascia boards and most of them were rotten, and [J&D]’s quote states that they’re going to replace all the fascia boards and replace with new,” said Johnson, “Not only just price but the amount of work that’s going to be done. It looks like a significant amount more with J&D.”

Helton responded to Patterson’s concerns about the long-term usability of the firehouse. The building needs to be available for office space for the county, and other entities might need it in the future. With rental rates increasing, more departments might need to move into the old fire station.

“It is a county asset; there’s value to it. If we take care of it like we should do our county assets, we should make some usable space available. If we do the roof, which I really believe we should do this year, and we can discuss at a later time what we should do next,” explained Helton.

Patterson asked to address the baseboards, flooring, and doors after installation of the new roof.

Johnson added that he wanted to clarify with J&D about the gutters and if they accounted for gutters in the initial scope of work.
Helton confirmed neither company included guttering in the initial quote. Patterson asked to include it in the project costs because it’s necessary for a new roof.

“We may have some leverage if we wait with the guttering on the drainage issue,” said Patterson.

“I don’t have a problem moving forward with the roof and negotiating the guttering,” stated Johnson.

Helton made a motion to approve the J&D bid for the new firehouse roof, which passed 2 to 1 with Patterson against the decision due to lack of guttering in the initial quote.

Road Detail Update

Director of Public Works Zack Ratcliff approached the board for permission to buy a 2010 Van 13K to transport the work detail from Blairsville.

“I’ve looked high and low at our dealerships, and a passenger van is really hard to find,” stated Ratcliff, “Lucked up on one at AA Auto Rental, I went up and drove it. $13,000 is the price on it with 100,000 miles on it.”

Colwell Detention Center requires counties to have a way to transport work details back and forth from the facility to the roadside.

“We expected this when we decided to hire them,” said Johnson.

The van will be available on Monday, July 22, after it is fitted to meet all detention center requirements.
The board unanimously approved the purchase.

Budget Adjustment Spread Out Department Overages

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Courthouse budget adjustment

Blue Ridge, Ga – Auditors recommended adjustment of $20,699 or three percent of the 2018 budget, which led to calls for clarity as to why some departments were showing over.

Chief Financial Officer Robin Gazaway presented the auditors Rushton and Company’s recommendation to adjust each line item by three percent as a result of overestimation in the initial report. Also, the adjustment spread out the amounts from departments or categories that went over in 2018. Three percent over or under is the traditional amount auditors use to justify budgets.

“It’s just for the financial statements and everything to make it look presentable for everybody, explained Gazaway, “for the general fund, I estimated that we would go into fund balance at about $556,000, and after the audit and all the adjustments, we only actually used a fund balance of $536,000.”

Gazaway and Johnson participated in a lengthy discussion about the need for the adjustment and keeping commissioners’ updated on the budget.

When reviewing the budget, Post One Commissioner Earl Johnson stated, “Though we may be $20,000 under what was total budgeted, some of the different categories and department of the county, going down the list, a lot of these have gone way over budget. We’re going to have to figure out a way that when they’re close to going over budget, the board needs to know about it.”

Gazaway used the Fire Department as an example, “They were like $700,000 over budget, but that’s an accounting adjustment that I have to make because of the lease payment on the three fire trucks. Technically, the only expense that is out of that is the first lease payment, but when I have to in accounting at the end of the year, I have to put the full amount on the books, and that is what made them look way over budget.”

According to Gazaway,  the capital lease revenue item washes out the majority of the expense, which still shows the Fire Department a little over budget. It’s currently around $18,000 over for the year 2018.

Health insurance went over $1.8M for the year, but Roads and Bridges was $498,000 under for the year.

The auditors adjusted the Roads and Bridges budget by $254,000, so it fell into the three percent recommendation. Since the category underspent, it took on some of health insurance’s overages from 2018.

“Their issue is over/under three percent. Even if you save a lot of money according to this, it could turn out negative,” stated Chairman Stan Helton.

Gazaway clarified that auditors want budgets to stay close to the actual number, so they can easily explain it to the state. Therefore, each line item adjusted by three percent to fall as close as possible to the actual budget number.

The initial budget featured Gazaway’s prediction for the year.  The amended budget revises that number and produces another total, but trouble starts when the final amended number exceeds the initial yearly budget.

“This is one of the only things I can judge by, where people wound up at the end of the year, said Johnson, “I guess I should just get a copy of the actual amount that every one of departments stood for the year.”

Helton suggested the auditors arrive early and meet with the commissioners to answer any questions about the final budget.

Johnson also addressed the need to know when departments go over or likely to go over budget. Due to the monthly budget reports showing a month behind, the commissioners vote to spend money without current budget estimates.

Gazaway explained that she speaks to unexpected expenses in her reports, and she can send her monthly summary to the other commissioners.

Rushton and Company should present the final amended budget and answer questions on the budget adjustment at the next Board of Commissioners’ meeting on June 25.

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