Special Session
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. Brandon Young,
Angie Jonas, Deputy Clerk, was present and kept the minutes.
Chairman Merchant opened the meeting with the prayer and pledge.
Pursuant to Public Notice, the Board met to discuss the chiller system for the Jail. Previously, the Board had discussed a request from the Jail to move the used chiller from the Courthouse to the Jail. Captain Barnes cited high temperatures that created uncomfortable conditions as the reason for consideration of his request and added that the fans were constantly being repaired. Mr. Ray Rodriguez, Vice President of Engineered Cooling Services LLC., stated that he had examined the current air flow system at the Jail and that it was his recommendation that a more extensive study be conducted to determine the best method for alleviation of the extreme temperatures. He explained that the “draw through” system in place was a good system if the fans were operational. He advised that the original system had not been designed for the addition of air conditioning. Mr. Rodriguez explained that the used sixty ton chiller that the Courthouse had was fourteen years old, and that the life of such a unit is about fifteen years. He advised that there would be several expenses to consider including upgrades to the electrical and ductwork systems which would likely cost $200,000-300,000.00. He also stated that it might be a favorable idea to categorize the study as an energy study and apply for related grant funding. Commissioner King stated that he was in favor of grant funds being sought for this project. Chairman Merchant stated that he was in favor of the engineering study. No action was taken on this item.
The
Board discussed the air conditioning issue at the Health Department.
Previously, the Board had discussed several options for repair and voted to
allow an engineer to examine this issue. Mr. Bill Silcox, Engineer of Hatch
Mott MacDonald, stated that he had conducted a site evaluation. He explained that
the system in question was twenty-seven years old and agreed with Mr. Rodriguez’s
earlier comments regarding air conditioning unit service life expectancy. He
suggested installing a new system and bringing it up to code by modifying the
duct work damper system so that fresh air would be drawn inside the building.
He recommended air duct cleaning as well. He also stated that the system was
not large enough to cool the facility since the addition had been completed. Mr.
Rodriguez stated that he had completed the walk through inspection, and
concluded that the small roof pitch and lack of insulation were contributing to
the heightened interior building temperatures. He also cited that the current
system had several leaks as well. He explained that the heat did not have an
escape and was being forced back down into the building. He advised that the
existing roof vents should be sufficient for this project and eves that had
been covered previously would need to be reopened. He also advised that the unit had also been “mismatched”
by paring a fifteen ton air handling unit with a ten ton condensing unit. He
suggested replacing those with a new matched fifteen ton unit, using spray
insulation and air balancing. Commissioner King asked whether there was any
funding available for this project. Mr. Cody Taylor, Clerk of Court, stated
that there was money available in contingencies. Ms. Jamie Carmichael, Health
Department Finance Manager, stated that the air conditioning unit in question
was the last of the original four units and that all others had already been
replaced. She explained that the Health Department had paid for two of the
units, and the Board had covered the cost of one replacement unit. Commissioner
Williams asked whether the Health Department would be willing to cover the
costs of insulation since it would make the facility more energy efficient. Ms.
Carmichael stated that she would discuss this issue with Ms. Holly Segers,
Health Department Administrator. She asked the Board to bid the insulation
portion separately. Commissioner Williams asked whether this project could be
bid as an emergency item. Attorney Young advised that since this was not a new problem,
the Board should go out for bid as they normally would, but also stated that it
would be allowable to set a shorter turn around time for the bids to be
submitted. Commissioner Monk suggested recharging the freon in the unit so that
the facility may be cooler while the project is out for bid. Mr. Rodriguez
stated that he would provide the bid specifications to the County at no charge,
and that he would forward them on Wednesday afternoon. Commissioner Monk made a
motion to advertise for bids for an air conditioning unit for a period of
fourteen days from this meeting date, for project completion to be within fourteen
days after the bid award and also for
Mr. Roger Williams, Building Inspector
Mr. Cody Taylor, Clerk of Court
Commissioner King made a motion to go out for bid on the open cell Icynene roof insulation. Commissioner Williams seconded the motion. The motion passed unanimously.
The Board discussed the District One
dirt pit agenda item. Commissioner King stated that he would like to purchase a
forty acre parcel of property located on
(J & M Testing Report)
The Board discussed the
(Map Recorded in Official Records in Clerk’s Office)
The Board discussed the Mosquito
Control Program agenda item. Mr. David Brazile, Operator, asked the Board for
clarification regarding program certifications. Commissioner King stated that
it was his understanding that the testing could be completed at the
Ms.
Betty Yancey, citizen, asked whether mosquito spraying would begin at Yancey
and Rum Roads. Mr. Brazile explained that this area is an outlying area and
does not receive treatment. Chairman Merchant clarified that the towns of Ponce
de Leon, Westville, Esto and the Dogwood Lakes Community are sprayed, and that the
municipalities as well as
Commissioner King stated that there was a need for an updated color coded map denoting “County maintained roads.” Mr. Cody Taylor, Clerk of Court, suggested that the Board reference the original map and conduct Public Hearings so that the Public could be heard regarding this topic. Attorney Young stated that there had been some confusion regarding prior map certification and advised that the 911 Department map was not the official map for this purpose. Commissioner King made a motion to begin this process. Commissioner Music seconded the motion. The motion passed unanimously.
Chairman Merchant stated that he had received the DOT Agreement and Resolution #09-08 regarding highway lighting, maintenance and compensation for the year 2009-2010. Under this Agreement, the County would be reimbursed for utility costs for lighting fixtures on State Highways. He stated that the amount of the agreement was $8,465.00. Commissioner King made a motion for the Chairman to sign the Agreement and Resolution. Commissioner Music seconded the motion. The motion passed unanimously.
(Work Order Agreement, Resolution #09-08)
Chairman Merchant updated the Board regarding the grant administration service for the Holmes County Neighborhood Revitalization Community Development Block Grant (CDBG) agreement. He stated that the deadline for this service is June 23rd.
Chairman Merchant stated that West Florida Regional Planning Council (WFRPC) would be attending the July 14th meeting to discuss the five year work plan. He asked the Board to consider their submissions for the upcoming work plan.
Chairman Merchant stated that he had
received a letter from the office of
(Letter)
Chairman Merchant stated that there is a need to hire a temporary part-time office person to work approximately twenty four hours per week in the Administrative Assistant’s office. He stated that the rate of pay would be $9.00 per hour. Commissioner Music made a motion to hire the temporary person for a period less than ninety days. Commissioner Williams seconded the motion. The motion passed unanimously.
Attorney Young updated the Board regarding the easement lawsuit. He advised that while most meetings will be held under executive session, that the Board should limit any comments made to the media until the case is resolved.
Since there was no further business, the meeting was adjourned.
________________________________ ______________________________
Clerk Chairman