Regular Session
The Holmes County Board of Commissioners met in a Regular Session on the above date with the following members present: Commissioner Kenneth Williams, Commissioner Monty Merchant, Commissioner Jim King, Commissioner Phillip Music, Commissioner Raymon Thomas, Chairman of the Board.
Mr. Greg Wood,
Mr. Brandon Young,
Angie Jonas, Deputy Clerk, was present and kept the minutes.
Chairman Thomas opened the meeting with the prayer and pledge.
Chairman Thomas asked to discuss the Tri-County Airport Authority Board Member Appointment consent item separately.
Commissioner Williams made a motion to approve the following consent items only:
Commissioner Music seconded the motion. The motion passed unanimously.
Chairman Thomas stated that the Board had received a letter from the Chairman of the Tri-County Airport Authority requesting that Mr. Jamie Pinto replace Mr. Jay Young on their Board. He also stated that several citizens are interested in serving, and asked that this item be pulled so that all of the nominations can be reviewed. Commissioner King made a motion to table the item. Commissioner Music seconded the motion. The motion passed unanimously.
(Letter)
The
Board discussed the Florida Department of Corrections (FL DOC) Inmate Agreement.
Chairman Thomas explained that this agreement is up for renewal and noted that
there are some changes from the prior agreement. He stated that per the new
agreement, the City will now have a separate agreement with the FL DOC, and
also that the County will be provided with five inmate crews rather than seven
which were provided previously. He explained that Mr. Russ and his “special
projects” inmate crew will now be available by request and as he is available.
Commissioner King asked why the availability of the inmates is five days per
week, eight hours per day rather than the four days per week, ten hours per day
that were requested. Commissioner King made a motion to negotiate for the four
days per week, ten hour day schedule. Commissioner Merchant seconded the
motion. The motion passed unanimously. Administrator Wood asked the Board
whether they would like to approve the contract as it is, and to ask for an
addendum to change the terms of the hours that inmates are available. Attorney
Young advised that in order to make changes, they would need to be approved in
(Draft Contract)
The Board discussed the following 12.50 Surcharge Committee requests for various radios and equipment:
Department/Agency Amount of Request
Bonifay VFD $2,087.42
Gritney VFD 1,315.00
Pittman VFD 789.00
911 550.00
HCBOCC 813.00
Sheriff’s Department 2,696.00
Bonifay Police Dept. 1,350.00
Countywide 400.00
Total: $10,000.42
Commissioner Williams asked why there was a variation in equipment, specifically why the less expensive Vertex radios were not purchased in each instance rather than the more expensive Motorola brand radios. Mrs. Wanda Stafford stated that the reason for the variation in brands requested is that Vertex brand is a newer product that the law enforcement offices have been using and that it is not yet clear whether the Vertex brand will perform as well as the Motorola brand equipment. Commissioner Merchant asked whether it is imperative for the 911 Mapping and Addressing Department to have a radio. Chairman Thomas stated that the reason for the request is that there are areas in the County where telephone service is not available and that Mr. Erickson cannot be reached when he is out of service. Commissioner King made a motion to approve the 12.50 Surcharge Committee requests. Commissioner Music seconded the motion. The motion passed; with Commissioners Williams and Merchant voting no, and all others voting yes.
(12.50 Letter of Request)
Ms. Michele McDaniel, SHIP Program Coordinator, presented the SHIP (State Housing Initiative Partnership) Annual Report to the Board. She explained that this three year “recap” reflected the actual money that has been spent already. She stated that because of the September 15th deadline, and the schedule of the meetings, she has already submitted a rough draft to Florida Housing Coalition. Ms. Shirley Hawthorne, Chairman of the SHIP Committee, stated that in previous years the Committee has reviewed the report as a courtesy. Ms. McDaniel clarified that the Florida Housing Coalition had advised her that it is not necessary for the report to be reviewed by the SHIP Committee prior to submission and that she brought the report to the Board for approval. She also stated that the timing of her training to prepare the report and Board meeting schedule had been the cause for this report being presented in this manner. Attorney Young advised that it would be permissible for the SHIP Committee members to review the report individually, without discussion, and that it would not be in violation of the Sunshine Law. Commissioner King made a motion to table this item for review. Commissioner Merchant seconded the motion. The motion passed unanimously. Commissioner Williams made a motion to send each SHIP Board member a copy of the report for review. Commissioner Music seconded the motion. The motion passed with Commissioner King voting no, and all others voting yes. Ms. McDaniel agreed that she would send out the report to each committee member and alternates tomorrow.
(Report)
The Board discussed Resolution 08-13
which addresses the State of
(Resolution 08-13)
The Board discussed the sealed bids for the tire balancing machine for the Road Department. The following bids were submitted:
Company Total
Model
The Parts House $9,890.56 Coates 8K6401KTIP
Myers Tire Supply 7,494.00 Hoffman 980L
Snap On 7,422.59 JBC 9800 Heavy Duty
Mr. Hubert Hendrix, Shop Foreman, recommended the Hoffman tire balancer because of the method used to stabilize the machine. He stated that the Hoffman machine was his first choice and the Snap-on machine was his second choice because the Hoffman machine would be secured to the floor rather than by bags of rocks like the other machines. He also stated that there was approximately $72.00 difference in the bids and that the Hoffman was the higher of the two bids. Commissioner Williams made a motion to accept the bid of Meyers Tire Supply for the purchase of the Hoffman tire balancer on the recommendation of Mr. Hubert Hendrix that the machine can be bolted to the floor and will save the County money and damage to the machine in the long run. Commissioner Music seconded the motion. The motion passed unanimously.
(Bids)
The Board discussed the Inmate Healthcare Services Bids. The following bids were submitted:
Company Total
32,500.00 Quarterly
Chairman Thomas
explained that the bid had increased this year from the premium last year of
$105,000.00. He also stated that because of time constraints and bid
requirements, Doctors’
(Bids)
The Board reviewed the proposed
changes to the 2008-2009 Union Contract. Commissioner Music made a motion to
revise the contract effective date on page 29 to be “
(Contract)
Administrator Wood presented the Board with information regarding tinting for the Courthouse windows. He stated that this product would provide shade from the sun as well as a shatter proofing feature in instances such as hurricanes. He also stated that this service could be paid for by the Clerk of Court through the “Judges Fund” for the Courthouse. Chairman Thomas stated that he would like to go out for bid for this item because of the cost. Commissioner King made a motion to advertise for bids for the window protective coating. Commissioner Music seconded the motion. The motion passed unanimously.
Administrator Wood stated that the union employees had received a 2% raise as a provision of the contract. He asked the Board whether to extend the 2% raise to the non-union employees as well. Commissioner Music made a motion to extend the 2% raise to the non-union employees as well. Commissioner King seconded the motion. The motion passed unanimously.
Administrator Wood stated that there are some requirements that have been handed down by the Auditor regarding cellular telephone allowance and vehicle take home policies. He also stated that Board employees who have a County phone for their job must now log every telephone call that is placed on that telephone. He suggested encouraging employees to open personal cell phone accounts and giving employees a $50.00 monthly taxable allowance toward the phone, thus eliminating the phone log requirement and reducing the costs to the County associated with phone bills. Attorney Young advised that contract cancellation charges should be considered. Administrator Wood stated that he would look into the terms of the current County cellular telephone contracts.
The Board discussed the vehicle take home
policy benefit. Administrator Wood stated that all of the County vehicles being
taken home are used for an “on call” purpose and that he believed them to be
exempt from the taxable benefit. Chairman Thomas clarified that the policies
are actually not Auditor policies, but those of the IRS. He also stated that
Attorney Young should review the policy. Attorney Young agreed and began
reviewing the policy. Commissioner Williams made a motion to table the cellular
telephone and vehicle take home items. Commissioner King seconded the motion.
There was no vote. Chairman Thomas stated that the policy should have been
effective starting
Administrator Wood stated that the
Administrator Wood discussed the issue with the Library budget. He advised that in order to maintain the 50% grant match from the State, an additional $85,000.00 would need to be added to the expenditure budget. He also advised that the actual budget deadline with the State is December so this issue could be discussed at a later date. No action was taken on this item.
Administrator
Wood stated that he had received a letter from Mr. Gary Deal, Chairman of the
Development Commission, regarding the resignation of Commission member Mr. Don
Carroll and also recommended Mr. Tim Wells as the replacement member for the
(Letter)
Administrator Wood stated that the Emergency Management Department had received a letter from the Federal Emergency Management Agency (FEMA) regarding funding for the additional footage for the new Emergency Operations Center (EOC). Mrs. Wanda Stafford, Emergency Management Director, explained that that the grant amount did not change, but that bids came in at a low enough price that the addition could be included in this project as long as the space is utilized for “Emergency Management operations”. She also stated that this was just an “add on” to the original plan.
(FEMA Letters)
Administrator Wood stated that he had received two Family Leave requests from Mr. Terry Sanders of the Road Department and Mrs. Hope Burton of the Extension Service. Commissioner Music made a motion to approve the leave requests. Commissioner Merchant seconded the motion. The motion passed unanimously.
(Letters
of request)
Administrator Wood stated that Gulf
Power Company will be conducting some service work Thursday and that the
electricity will be shut off beginning at
Administrator Wood stated that the
rodeo parade will be taking place at
Mrs. Wanda Stafford presented the annual Florida Department of Emergency Management Grant that was up for renewal. Administrator Wood read the background information into record which explained that the State’s portion of the 2008/2009 budget is $98,726.00, which was finalized at 96% of the actual appropriation level. Mrs. Stafford explained that the remaining 4% had been cut, but that other monies had been received which will account for the 4% deficit. Commissioner Williams made a motion for Chairman Thomas to sign the agreement. Commissioner Music seconded the motion. The motion passed unanimously.
(Grant Application)
The Board continued conversation regarding the cellular telephone allowance discussion. Commissioner Williams stated that Mrs. Stafford has two cellular telephones and asked how the proposed $50.00 allowance would affect her. She stated that perhaps she could choose one telephone that offers the best coverage area and that she could carry a hand held radio as well instead of the second telephone. Administrator Wood stated that he has been speaking with Sprint and Nextel representatives and that County employees will be able to purchase phones at a government rate. No action was taken. Attorney Young advised that even if the $50.00 allowance was passed tonight, employees would still be required to keep a log of all calls because of the tax laws.
Administrator Wood stated that previously the Board had voted to discontinue the local agent portion of the Public Risk Management (PRM) premium that was being paid to Durant Insurance. Attorney Young stated that since Mrs. Sherry Fitzpatrick, Insurance Coordinator for the Board, has been “doing most of the work” the Board had decided to discontinue the services of Mr. Durant. He advised that the Board had signed the contract with PRM in April and PRM had included Mr. Durant’s local agent fee in the contract. He stated that Mr. Durant had already received the first quarterly payment and is expecting to receive the rest of the premium for the year. He also advised that his recommendation was that the County owes Mr. Durant the remainder of the one year contract. Commissioner Merchant made a motion to pay the past due amount to Mr. Durant, and the remainder of the upcoming premium to be paid to PRM. Commissioner Music seconded the motion. The motion passed unanimously.
Chairman Thomas read the Enterprise Zone Development Agency Board Ordinance into record. He explained that the County has an “enterprise zone” that is set up to encourage economic development. He stated that there is a need for an update to the guidelines of the Enterprise Zone Development Agency Board. Attorney Young advised that the ordinance should be revised so that it does not include specific names of people that are to be appointed to the Board, but should include entities of the appointments instead. He suggested making the corrections before the next hearing. The Board agreed.
(Draft Ordinance)
The Board discussed the Division of Forestry annual report. Mr. Mike Mathis, of the Division of Forestry, asked the Board whether they had any questions regarding the report and stated that there is $25,000 in mitigation funds available for “fire laning”.
Commissioner Merchant stated that he had the following volunteers for the Prosperity Park Committee: Jeremy Roland, Ricky Howell, Bob Locke, Rene’ Ellis and Chris Hudson. He stated that they would be responsible for the “day to day” park oversight. Administrator Wood asked whether the park committee can be responsible for securing the restroom facilities. The Board agreed.
Commissioner
Music stated that he has had a request from the Street Festival Committee to
close some areas from traffic during the Festival taking place
(Letter)
Chairman Thomas updated the Board regarding his recent attendance of the Gulf Power Symposium and the Florida Association of Counties.
The Board revisited the IRS policy regarding vehicles. After his review of the memo, Mr. Young advised that most of the employees will be subject to the $3.00 per day charge and that there aren’t any exemptions for the Emergency Management vehicle or the Administrator vehicle. He also advised that a mileage log should be kept by each employee. No action was taken on this item.
Administrator Wood stated that he will be attending upcoming Street Festival Committee meetings.
Ms. Janelle Urquhart O’Quinn,
citizen, spoke regarding animal control and a fencing issue near the former
property of Mr. Sharp on
Mr. John Munson, citizen of
Westville, stated that there is a speed bump near Lawson’s chicken houses that
has caused damage to his car. He asked for the removal of the speed bump. The
Board discussed whether the bump is located on a County maintained roadway.
Commissioner Merchant stated that the County does not maintain the area beyond
the speed bump. Attorney Young advised that if the County has not been maintaining
the road for seven consecutive years, it is not considered a
Mr. Jay Felsburg, of the Times-Advertiser,
asked questions regarding the Interlocal Agreement with
Since there was no further business, the meeting was adjourned.
__________________________________ ___________________________________
Clerk Chairman