March 17, 2009

Special Session

Bonifay, Florida

The Holmes County Board of Commissioners met in Special Session on the above date with the following members present: Commissioner Kenneth Williams, Commissioner Ron Monk, Commissioner Jim King, Commissioner Phillip Music and Commissioner Monty Merchant, Chairman of the Board.

Mr. Greg Wood, County Administrator, was present.

Angie Jonas, Deputy Clerk, was present and kept the minutes.

Mr. Robert Earl Brown led the prayer.

Chairman Merchant opened the meeting with the pledge.

Commissioner Monk updated the Board regarding the leak at the Dogwood Lakes Dam. Mr. Heath Jenkins, of Hatch Mott MacDonald, discussed the proposal for the repair using the poly-triplex material. The Board discussed the proposal Poly-Triplex Southeast, LLC which included three sections. The cost of section one was $4,700.00 and included preparation of the pipe to stop water infiltration. The cost of section two was $13,770.00 and included lining the pipe walls and vertical shaft at least one foot toward the valve and at least two feet commencing toward the Dam. The cost of section three was $94,090.00 and included lining the entire pipe from end to end. Commissioner Monk advised that they are hopeful that the first two sections of the repair will be the solution to the issue. Commissioner King made a motion to declare the repair an emergency. Commissioner Williams seconded the motion. The motion passed unanimously. Commissioner King made a motion to authorize Poly-Triplex Southeast, LLC to complete sections one and two and also to authorize Hatch Mott MacDonald to proceed with the camera work. Commissioner Music seconded the motion. The motion passed unanimously.

(Proposal)

The Board discussed the equipment repairs for the District Four loader #45 and the District Three backhoe #36. Mr. Hubert Hendrix, Shop Foreman, stated that he had received a repair estimate for the loader in the amount of $2,369.92 from Thompson Caterpillar Company to repair “the stick”. Commissioner Music made a motion to repair loader #45 for the quoted price of $2,369.92. Commissioner Williams seconded the motion. The motion passed unanimously. Mr. Hendrix discussed the backhoe repair. He stated that had received two quotes to repair the stick which included welding work and boring realignment, the following quotes were submitted:

Beard Equipment Company $620.00

Tractor and Equipment company 650.00

Mr. Hendrix advised that should the repair require bushings and pins, the price would be an extra $300-500.00, but that the additional repair could be completed by the Shop. Commissioner King made a motion for Beard Equipment to repair the backhoe. Commissioner Music seconded the motion. The motion passed unanimously.

(Quotes)

The Board discussed the Boater Improvement Grant Resolution for Lake Victor. Commissioner Merchant stated that the Game and Fresh Water Commission had suggested a few upgrades to the area such as paving Lake Victor Road, just past the boat ramp. He stated that the Administrator had completed a grant application for funds for this project. Administrator Wood stated that the amount of the application is approximately $422,000.00 and explained that the amount included funds for replacing a wooden bridge with wider box culverts. He asked the Board for authorization to “earmark” $40,000.00 of the current $51,000.00 balance of the Boater Improvement Funds for the project. Commissioner Williams made a motion to adopt Resolution #09-02 supporting the grant application. Commissioner Music seconded the motion. The motion passed unanimously.

(Resolution #09-02)

Commissioner King stated that he had received a call regarding the East Pittman Boat Ramp. He asked whether the repair should be declared an emergency, or whether the ramp should be closed. Administrator Wood stated that Boater Improvement Funds could be used, and that the amount of the repair is within the threshold, so bids are not necessary. He advised that this could be treated as an in house maintenance project. Commissioner King made a motion to utilize Boater Improvement Funds to repair the East Pittman Boat Ramp. Commissioner Music seconded the motion. The motion passed unanimously.

Mrs. Wanda Stafford, Emergency Management Director, updated the Board regarding the new Emergency Operations Center (EOC) progress. She explained that the EOC is now ready for the installation of telephone, DSL and radio lines. She stated that the materials will be purchased by Ward Bell Communications, and that she had collected quotes for the labor portion of the project. The following labor quotes were submitted:

Mr. Daniel Smith $576.00

Mr. Stacy Paul 700.00

Digital Viaduct Systems & Solutions 800.00

She also stated that she would like it noted that Mr. Daniel Smith is a relative of hers. Commissioner King made a motion to award the bid to Mr. Daniel Smith. Commissioner Music seconded the motion. The motion passed unanimously.

(Cover Letter, Quotes)

Mrs. Wanda Stafford updated the Board regarding the previously discussed grant expenditure deadline. She advised that the State was not in favor of an extension, but that she would utilize all of the funds before the deadline.

Administrator Wood stated that Wayne’s Heating and Air Conditioning had made a repair to one of the Health Department air conditioning units, and that Mr. Cartwright had found that the reversing valve is in need of repair, which would cost approximately $800.00. He advised that Mr. Cartwright had stated that the compressor was also making a noise and may need to be replaced. The Board discussed quotes from Pat’s Electric Company, Wayne’s Heating and Air Conditioning and P & P Heating and Cooling Specialists. Commissioner Williams made a motion to approve the low bid of Pat’s Electric pending review. Commissioner King seconded the motion. The motion passed unanimously.

(Quotes)

Administrator Wood updated the Board regarding the Health Department parking issue. He stated that he had attended a meeting at the Hospital and that they were not receptive to the idea of allowing the Health Department to utilize the vacant parking lot at the former hospital site. He also stated that the issue will be addressed at a meeting next week with Senator Peaden. No action was taken on this item.

Administrator Wood stated that he will be out of the office for the remainder of the week.

Commissioner Williams asked whether it would be allowable to haul rock for Mr. Barry Collins’ driveway. He stated that Mr. Collins would pay for both the rock and the hauling. He also stated that the rock would be placed in the right of way and that Mr. Collins would spread the rocks himself. Commissioner Williams made a motion to approve the rock hauling. Commissioner Music seconded the motion. The motion passed unanimously.

Commissioner King stated that he had spoken to a spokeswoman for the Peanut Festival and it had been brought to his attention that the County does not have any representatives participating in the Festival Pageant. He explained that in order for a float to be allowed in the Festival parade, the County must submit a letter of support. Ms. Amanda Hickman and Ms. Christi Powell spoke regarding this topic. They asked the Board for their support to hold a local Pageant, so that representatives may be selected to compete at the Festival Pageant and participate in festivities. They explained that the cost for the Peanut Festival Float and related expenses would be paid through funds generated from the proceeds of the local Holmes County Pageant. Commissioner Music made a motion to issue a letter of support. Commissioner King seconded the motion. The motion passed unanimously.

(Letter)

Chairman Merchant stated that the milled asphalt should be finished today. The Board discussed arrangements for hauling it. Commissioner Williams stated that his district’s grader could be utilized for this project. The Board agreed by consensus that the hauling could take place next week.

Commissioner Monk made a motion to adjourn the meeting. Commissioner Williams seconded the motion. The motion passed unanimously.

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Clerk Chairman