May 21, 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. 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.

Pursuant to public notice, the Board held a meeting to discuss repairs for the CR 173N project. Commissioner Williams stated that The Federal Emergency Management Agency (FEMA) was willing to make the repairs to the road to the same standard as it was before the storm damage. He stated that FEMA would be reimbursing the County for the repair. He explained that because of the emergency status, he had directed Mr. David Skipper of Hatch Mott MacDonald to collect quotes for the repair from C. W. Roberts and Bullard Excavating. He suggested replacing the sandbag headwalls with concrete for durability, and stated that he was unsure whether FEMA would agree to reimburse for this upgrade. Mr. David Skipper, Engineer, explained the initial plans. He stated that he had discussed the concrete headwall upgrade with FEMA, and agreed that it may be possible for this to be covered as a mitigation expense. He suggested adding a section of guardrail to the project as well and added that FEMA will not cover that expense. Commissioner Williams stated that he would like to go out for bid with guardrails included in the specifications so that they may be added to the project later should the Board choose to do so. Mr. Skipper advised that he would be getting the plans finalized and would be asking for bids to be returned within a week. He also stated that the Department of Environmental Protection (DEP) had issued a class 1A emergency permit for this repair. Commissioner Williams stated that there was an additional damaged culvert pipe on the road that he would like considered for replacement. He also stated that although FEMA would not be covering this repair, he would like the replacement done anyway. Chairman Merchant asked how the contingency fee was calculated. Mr. Skipper stated that the fee is set at fifteen percent because of the historical precedent and also because of project details such as location and difficulty of construction. He also explained that his initial estimate for the project was $309,512.00. He advised that the project would be completed to Department of Transportation (DOT) standards. Chairman Merchant asked how long it would take for the County to receive reimbursement from FEMA. Mrs. Wanda Stafford, Emergency Management Director, stated that it would take some time for the reimbursement and that she would request reimbursement upon completion of each section of work. Commissioner Williams made a motion to put the project out for bid as soon as possible. Commissioner Music seconded the motion. The motion passed unanimously.

Mr. David Skipper updated the Board regarding the Roping Road repair project. He stated that the plans were about seventy percent completed and that they should be finished by next Tuesday. He advised that he had estimated that the cost for repairs would be approximately $233,000.00. He explained that project information had been forwarded to FEMA and the scope of work for the project had been agreed upon. He also stated that there are several mitigation proposals included for stabilization. Attorney Young advised that this item could be added to the next meeting agenda for action. The Board agreed.

Mr. David Skipper updated the Board regarding the Rum Road project. He stated that he had discussed project modifications including the bridge closure with the DOT project manager, and that he is working with them on this issue. He advised that he was looking for some guidance from FEMA on how to proceed. He explained that it was his opinion that the decking and stringers of the bridge should be removed and the pile caps should be readjusted and strapped back down with new stringers and decking on top of them. Mr. Austin Harker, Project Monitor, advised that FEMA believed that the bridge boards were rotten and were not agreeable to replacement due to lack of maintenance. He also stated that last year’s DOT bridge report had also supported that the boards were rotten as well. He explained that FEMA is agreeable to covering the cost for equipment, labor and limited amount of materials. Mrs. Wanda Stafford, Emergency Management Director, stated that FEMA would pay for a temporary bridge, but was unwilling to replace the current bridge because of the rotten bridge boards. She also stated that she would be meeting with FEMA representatives next week to discuss this issue. Mr. Skipper advised that the Board should be sure to communicate with DOT regarding project progress.

The Board discussed Hatch Mott MacDonald’s engineering fee proposal for CR 173N and Roping Road projects. Mr. David Skipper reminded the Board that the engineering contract would be expiring soon, but that Hatch Mott MacDonald would be agreeable to extending the contract as needed for the project in the event Hatch Mott MacDonald was not be chosen as the County’s engineer of record in the upcoming bid process. Attorney Young advised that this item was not on the agenda and that no action could be taken. He advised that it could be acted upon at the upcoming regular session.

The Board discussed the repair for the District Five dump truck. Commissioner Monk submitted the following quotes for the repair:

Capital Truck $40,442.02

Gulf Coast Truck 54,432.47

Commissioner Monk stated that both quotes were for new truck cab shells, but that the quote from Capital Truck included the use of some existing usable components. He also stated that in the quote breakdown, Capital Truck was the low estimate. He advised that the quote of Gulf Coast Truck had exceeded the insurance appraisal of $46,751.39. He explained that the towing charge was an additional $450.00. Commissioner Monk made a motion to award the quote to Capital Truck. Commissioner Williams seconded the motion. The motion passed unanimously.

(Quotes)

The Board discussed the District Five excavator repair or replacement. Previously, the Board had discussed whether to repair or replace the flood damaged excavator. Commissioner Monk stated that there should be approximately $6,000.00 in insurance settlement funds left over from the dump truck repairs that may be utilized for this repair. He explained that there would be approximately $14,000.00 in funds available for this repair should the Board choose to purchase the damaged excavator back. He also stated that the cost of the buyback was $7,015.00. He advised that there was a warranty available on the repair as well. Commissioner Williams stated that he was not in favor of the repair, as he was uncertain of the stability of the machine following the repair. He suggested purchasing a different piece of equipment or participating in a lease agreement. Mr. Hubert Hendrix, Shop Foreman, stated that he had received a telephone call from a company that had bid on the flood damaged machine and advised that it might not be available for buyback. Mrs. Wanda Stafford, Emergency Management Director, explained that should the County choose the lease option, then the County would actually enter into the lease agreement itself, rather than FEMA being responsible for the lease. She stated that the reimbursement rates vary directly by the size of the machinery. Commissioner Monk agreed to look into lease agreements. No action was taken on this item.

The Board discussed Inmate work squad equipment requests. Mr. Hubert Hendrix stated that the inmate work program was in need of some equipment. Commissioner Williams stated that he would like to see each district lock up their own equipment each night to ensure its security. Attorney Young advised that unless this item was considered an emergency, no action could be taken, since it wasn’t listed on the original agenda. No action was taken on this item.

Commissioner Music stated that the Thomas Drive Bridge was in need of repair because of a large hole that was in the center. Commissioner Music stated for the record that the damage “could have been sustained in the storm”. He also stated that he would like the engineer to look at the bridge damages. Mr. David Skipper stated that he would examine the bridge.

Chairman Merchant asked who would be taking the Planning Department calls. He stated that he believed that the Building Department and Administrator had handled these calls previously. The Board agreed for the Building Department to respond to Planning inquiries.

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

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Clerk Chairman