August 18, 2009

Special Session

Bonifay, Florida

The Holmes County Board of Commissioners met in a 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. Brandon Young, County Attorney, was present.

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

Chairman Merchant opened the meeting with the prayer and pledge.

Commissioner King asked if Mr. Al Vetzel, Litter Control Officer, could address an issue before the remaining agenda items were discussed. The Board agreed by consensus. Mr. Vetzel stated that Mr. Ashley Register, of the Recycling Department, had resigned and that his last day would be Friday. He requested that a temporary worker be hired at a rate of $10.00 per hour to assist with the workload. He suggested Mr. Mike Marsh for the position. Chairman Merchant stated that due to budget constraints, it should be clarified that the position was to be on a temporary basis. Mr. Vetzel discussed various cost saving suggestions which included the reduction of the number of days that the route would be operating. He also stated that the prices of cardboard and paper have increased and that he was hopeful to sell some of those materials to generate revenue. Commissioner King made a motion to hire a temporary worker for the Recycling Department. Commissioner Music seconded the motion. The motion passed unanimously.

The Board discussed the trimmer purchase agenda item. Previously, Mr. Mike Pereny, of Alamo Industrial Equipment, presented information regarding his company’s roadside trimming equipment. Commissioner Williams stated that the Board had previously discussed the purchase of two trimmers and that there was approximately $80,000.00 in Solid Waste Grant funding that may be used toward the purchase and that $110,000.00 could be financed. He advised that the rate that BankcorpSouth had offered was 3.45%. Attorney Young advised that the purchase could be made as the pricing was represented as a State bid contract to Commissioner Williams. Commissioner Monk asked how much the equipment would need to be used at the Landfill, since the Solid Waste Grant funds would be utilized for this purchase. Commissioner Williams advised that a log should be kept regarding the amount of time that the equipment is used at the landfill site. Commissioner Williams made a motion to purchase two roadside trimmers from Alamo Industrial Equipment at the State bid price of $95,000.00 each, using the available funds in the Solid Waste Grant as the down payment and financing the remaining amount. Commissioner Music seconded the motion. The motion passed unanimously. Also speaking regarding this topic was the following:

Mr. Fulton Yancey, citizen

The Board discussed the restrooms at the Dogwood Lakes and Wayside Parks. Mr. Eddie Whitehurst, of the Parks and Recreation Department, updated the Board regarding these facilities. He stated that approximately $1,300.00 in repairs had already been made and that the restrooms were under constant repair. He advised that he had estimated that another $1,170.00 in repairs would be needed at each park; and explained that that the vandalism was ongoing and he did not foresee that repairs to the existing restroom facilities would remedy this issue. He presented pricing quote information from Middlebrooks Rentals regarding the restroom facilities, and explained that the rate for two porta-johns to be located at each of the two parks for the six month summer period would be $1,350.00 per park. He also explained that this pricing included pumping service twice per week, and for supplies to be provided by the vendor. He advised that Mr. Middlebrooks had asked that the porta-johns be secured using tie down straps. He also stated that the Road Department was working on signage to be displayed regarding prohibition of alcohol consumption and curfew. Commissioner Williams suggested using a protective covering of some sort to protect the signs from vandalism. Mr. Whitehurst agreed that he would look into this material. Attorney Young advised that whether the signs were posted or not, the ordinances regarding these issues are still on record and were enforceable by law. Commissioner King made a motion to demolish the bathroom facilities at the Dogwood Lakes Park and to install a porta-john. Attorney Young asked whether Florida Recreation Development Assistance Program (FRDAP) funding had been utilized to construct the facilities; and explained that should the Board wish to demolish the restroom facilities at the two parks, it should be approved by the State before proceeding. Commissioner King asked that Attorney Young look into the demolition of the restrooms at Dogwood Lakes Park. Commissioner Williams agreed and stated that this action should be researched for both park locations. Commissioner King withdrew his motion. Speaking regarding this topic were the following:

Mr. Wayne Powell, citizen

Mr. John M. Little, citizen

Mr. Dick Walton, citizen

Mr. Whitehurst asked if it would be allowable for him to block off the entrances of the restrooms at the two parks and to install porta-johns until a decision could be rendered regarding demolition. The Board agreed by consensus to install one porta-john per park for the remainder of the summer. The Board agreed by consensus. Attorney Young advised that he would like for Mr. Whitehurst to obtain a written agreement from Middlebrooks Rentals regarding this proposal.

(Repair List, Quote)

Mr. Dick Walton, citizen, discussed the conditions of Smith Crossroads Park. He stated that he had been conducting inspections of the park and noted that the facility did have a drinking fountain, but the water had not been tested by the State. Also speaking regarding this topic were the following:

Mr. Tim Brown, Sheriff

Mr. David English, Road Foreman

Mr. Whitehurst stated that he would inspect the park and take note of needed repairs. No action was taken on this item.

Mr. Fulton Yancey spoke regarding the budget and the recent purchase of a road grader for District Three. Commissioner Music stated that the Caterpillar grader that had been chosen was a larger grader with greater horsepower, and wider tires than the others that were bid. He advised that the trade in value of the grader would be $135,000.00 after three years. He explained that he had no intention of “selling the little grader”, and that he would like to utilize the smaller grader for upcoming Federal Emergency Management Agency (FEMA) storm related projects. He also advised that FEMA would pay $80.00 per hour for its operation. He cited that he would like to use the grader as a “swing grader” to be shared between Districts Three and Five. Mr. Steve Parish, of Thompson Tractor Company, advised that although both of his bids met specifications, he had allowed the trial of the larger grader by the Road Department for one week; and stated that this was the reason that he had also included a bid for the larger sized piece of equipment. Commissioner Williams explained that he thought that the reason for the grader purchase had been because the older grader was in need of replacement, and that he was not in favor of utilizing a piece of equipment that had been in constant need of repairs.

Mr. Wayne Powell, citizen, thanked the Board for allowing him to install a waterline through Highway 173 which required him to cut through a section of the asphalt. This action had been approved at the August 4, 2009 Budget Workshop. He asked the Board to visit the site to examine the repair that had been made, and advised that should there be any issue with the repair in the next two years, he would repair it again.

Revisiting the motor grader topic were the following:

Mr. Wayne Powell, citizen

Mr. Fulton Yancey, citizen

Mrs. Betty Yancey, citizen

Mr. Bill Murray, of Flint Equipment

No action was taken on this item.

Commissioner Monk stated that a resident on Hathaway Mill Road needed their driveway widened to allow for the school bus to pick up a handicapped child. He stated that in order to do so, a culvert and some headwall work was most likely needed. He explained that the resident was unable to afford this expense and asked the Board how to proceed. Mr. Wayne Powell stated that he might have a culvert of the correct size that he would be willing to donate for this project. Attorney Young advised that it was allowable for the County to complete the work if it was in the right of way or ditch area. He also advised that the County could not utilize a County culvert unless it had been deemed surplus, and that the proposed donation by Mr. Powell would alleviate this issue. Chairman Merchant, Commissioners Williams and Monk thanked Mr. Powell for his assistance.

Commissioner Monk asked whether the dozier repairs could be discussed. Commissioner Williams discussed repair quotes. Attorney Young advised that this topic should be placed on an upcoming agenda for action.

Commissioner Monk asked for a status regarding a lease for a dozier that was to be utilized at the landfill. Mr. David English, Road Department Foreman, stated that he had spoken with Mrs. Wanda Stafford, Emergency Management Director, and that she had indicated that the Project Worksheet (PW) for the equipment had not been keyed into the system yet for FEMA review. Commissioner Monk stated that it could be possible to discuss this item at an upcoming meeting. The Board agreed by consensus.

Commissioner Williams discussed a recent meeting that he attended regarding Evaluation and Appraisal Report (EAR), Comprehensive Plan and related consultant work. He explained that the consultant had asked that one of the land use ordinances be repealed due to a conflict with the EAR. He asked that this item be added to the next meeting agenda for discussion. Attorney Young advised that he would be discussing this item. No action was taken on this item.

Commissioner Music asked whether there had been an agreement with the Hospital Board regarding the Health Department parking area. Attorney Young advised that he had not received any information regarding this topic and that he would be following up on this agreement.

Chairman Merchant stated that an additional budget workshop was necessary. He asked the Board if it would be allowable to set the meeting for August 27, 2009 at four o’ clock in the afternoon. The Board agreed by consensus.

Chairman Merchant updated the Board regarding a recent meeting with the Embarq telephone company and Road Foremen in reference to telephone wires being damaged and telephone line depth. No action was taken on this item.

The Board revisited the motor grader purchase and extended warranty item. Commissioner Williams asked for clarification regarding the price of the warranty. Mr. Steve Parish, of Thompson Tractor Company, stated that the bid specs had asked for both a one year and five year warranty bid option and that his company had submitted bids for both options. He advised that the one year warranty had been included in the “base machine price”. Commissioner Music made a motion to purchase the extended five year/6,000 hour warranty in the amount of $7,310.00. Commissioner King seconded the motion. The motion passed; with Commissioner Williams and Chairman Merchant voting no and all others voting yes.

The Board discussed the financing quotes for the grader and the two trimmers. Commissioner Music made a motion to finance all three pieces of equipment through BankcorpSouth at the rate of 3.45%. Commissioner King seconded the motion. The motion passed unanimously.

(Quotes)

Chairman Merchant stated that he had received the equipment order for the grader and asked if it was the pleasure of the Board for him to sign the order. No further discussion followed.

(Equipment Order)

Commissioner Monk asked if it would be allowable for him to hire Mr. Gary Everett as a temporary heavy equipment operator for his district as Mr. Benny Brown had been injured. Commissioner Monk made a motion to hire Mr. Gary Everett as a temporary heavy equipment operator for District Five. Commissioner Music seconded the motion. The motion passed unanimously.

Attorney Young updated the Board regarding the land purchase for the proposed dirt pit at Joe French Road. He advised that the survey had been completed and that the contracts had been executed. He stated that the purchase was ready for closing and asked the Board if it would be allowable for Professional Title to serve as the closing agent and write the title insurance for this transaction. Commissioner King stated that he would like to discuss some questions that he had regarding the survey with Attorney Young. No action was taken on this item.

Attorney Young revisited the prior discussion of Commissioner Williams regarding the recent meeting which included Mr. Tony Arrant, Mr. Carlton Treadwell, Mr. Hilton Meadows and Mr. Cody Taylor to discuss the EAR, Comprehensive Plan and consulting work of Mr. Arrant. He stated that the Board had previously passed an ordinance in 2006 regarding the definition of “a subdivision”. He advised that Mr. Arrant had agreed that he would complete the EAR as Board would like; and that the work would be approved by the Planning Commission, but that it would be necessary for the Board to repeal the related ordinance. He also stated that the Planning Commission could hold a special meeting Thursday, September 3, 2009 at six p.m. to discuss an ordinance for the repeal. He explained that he would examine the ordinance and add it to the agenda for the upcoming Board meeting for Tuesday, September 8, 2009. The Board agreed by consensus.

Since there was no further business, the meeting was adjourned.

________________________________ ______________________________

Clerk Chairman