October 30, 2007

Regular Session

Bonifay, Florida

The Holmes County Board of Commissioner 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, County Administrator, was present.

Mr. Brandon Young, County Attorney, was present.

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

Mr. Dinkins led the prayer.

Chairman Thomas led the pledge and opened the meeting.

Pursuant to public notice, the Board held a Public Hearing regarding the closing of Ander Brown Lane. Mr. Robert Parrish, property owner, had asked previously that the County abandon the section of road that crosses his property that is known as Ander Brown Lane. Commissioner King made a motion for the Chairman to sign Resolution 07-12 in which the County would agree to abandon Ander Brown Lane. Commissioner Music seconded the motion. The motion passed unanimously. Chairman Thomas closed the Public Hearing.

(Resolution 07-12)

Mr. Robert Parrish thanked the Board.

Commissioner Music made a motion to accept the following consent items:

October 9, 2007 Regular Session minutes

Grant-in-Aid 2007-08 for Courthouse facilities

Certificate Regarding Matching Funds-Supervisor of Elections

Janitorial Contract Extension Letter

Commissioner Williams seconded the motion. The motion passed unanimously.

The Board discussed the Emergency Operations Center (EOC) engineering fee proposal from the County's engineering firm of record Hatch Mott MacDonald. Chairman Thomas stated that the County could accept the proposal or “go out for” bids on the engineering portion of this project. Commissioner Music made a motion to request bids for the EOC building. The motion died for lack of a second. Administrator Wood advised that there is a signed contract for the work already completed with Hatch Mott MacDonald and fees would still be due to Hatch Mott MacDonald for services rendered thus far. Commissioner King made a motion to approve Hatch Mott MacDonald to do the engineering services on the EOC per the proposal. Commissioner Williams seconded the motion. The motion passed unanimously.

(Proposal)

The Board discussed whether to add the 911 Operations Center to the EOC building plan. Since the lease with the City of Bonifay is set to expire soon, alternative locations are being considered for the 911 Operations Center. Chairman Thomas explained that the County would be responsible to fund the actual construction portion of the 911 Operations Center addition to the building, and that funding option exploration is necessary. Chairman Thomas asked if the Board would be interested in adding the project as a community budget request for the next session of the Legislature. The Board agreed. Heath Jenkins of Hatch Mott MacDonald spoke regarding the project. He stated that he would come back to the Board with information regarding the fee schedule and timelines for the addition.

Mr. Wood stated that the shop is now maintaining the ambulances for the County and that Hubert Hendrix, Shop Foreman had made a request for one mechanic to attend mechanic training at Emergency Tactical and Rescue, LLC. (ETR) in Altamonte Springs, Florida. Mr. Hendrix requested that all meals, hotel and use of a County vehicle or mileage reimbursement be included. Commissioner Williams made a motion to allow Mr. Hendrix's request to be granted. Commissioner Music seconded the motion. The motion passed unanimously.

(Request Letter)

Chairman Thomas stated that The Florida Department of Environment Protection (DEP) had sent an Unencumbered Land Notice which offered the County the first option to purchase or lease a two acre parcel of property located west of Highway 81 known as "Alford surplus". He stated that there is no access to this property without easement from the property owners of land surrounding the parcel. Commissioner King made a motion to decline the offer from the state DEP for the purchase or lease of the property. Commissioner Merchant seconded the motion. The motion passed unanimously.

Per the recommendation of the County Attorney, Brandon Young, the Ponce de Leon speed bump item was tabled until the next meeting.

Chairman Thomas stated that there was a request from the Pine Log Fire Department for a repair to a door that was damaged when a volunteer fire fighter's foot slipped off the brake pedal of the truck he was operating, causing the truck to hit the door. Commissioner King made a motion to take nine hundred dollars from contingency for the repair. Commissioner Williams asked if another estimate could be acquired before moving forward. Fire Chief Prescott stated that he had called several companies, but no other company would submit a quote. Commissioner Music seconded the motion. The motion passed with Commissioner Williams voting no; and all others voting yes.

The Board discussed The Tourist Development Council board appointment Commissioner Music made a motion to adopt the changes to the bylaws for the Tourist Development Council. Commissioner Merchant seconded the motion. The motion passed unanimously.

(Corrected Bylaws)

Since Florida Statute requires the Board to appoint nine members to the Tourist Development Council, the following nominations were submitted for the Board's consideration: Dr. Beverly Helms-Coordinator of Tourist Development , Phillip Music- County Commissioner , Mr. Steve Harrington-Mayor of Westville, Mr. Freddie Howell-Mayor of Bonifay, Ms. Holly Holland-Bonifay Kiwanis, Mr. Frank Barone-Waits Mansion, Mrs. Joann Foxworth-The Fig Tree Bed and Breakfast, Mr. Jeffery Johnson-Development Commission, Mr. Bill Bullington-Chamber of Commerce. Commissioner Williams made a motion to approve the list of nominations to the Holmes County Tourist Development Council for 07-08. Commissioner King seconded the motion. The motion passed unanimously.

Chairman Thomas opened the sealed bid for the pole barn to be located at Westville EMS Station. The only bid received was the following:

Panhandle Lumber and Supply $ 6388.57

Commissioner Merchant made a motion to award the bid to Panhandle Lumber & Supply. Commissioner Music seconded the motion. The motion passed unanimously.

Chairman Thomas opened the sealed bids for the D.D. Eldridge Park baseball diamond fencing project. The following bids were submitted:

Materials Only Materials and Installation

Valley Fence Option one $21,727.00 31,076.00 -12 ft fence

Option two 18,004.00 23,388.00 -8 ft fence

Triple J Fencing Option one 14,000.00 24, 395.00

Option two 11,550.00 21,550.00

Southern Fence Company Option one 13,874.00 18,247.00

Option two 10,942.00 15,341.00

White & Son Option one 15,460.00 40,992.00

Option two 11,970.00 33,670.00

Allied Fence Option one 20,338.00 26,438.69

Option two 14,252.68 18,052.68

McFatter Fence Company Option one 22,000.00 36,238.00

Option two 17,000.00 27,000.00

Chairman Thomas opened the sealed bids for the D.D. Eldridge Park Tennis Court construction project. The following bids were submitted:

Materials Only Materials and Installation

Valley Fence $9,500.00 12,500.00

Triple J Fencing 4,600.00 7,600.00

Southern Fence Company 5,960.00 9,500.00

White & Son 5,592.32 14,592.32

Allied Fence 6,318.00 8,718.06

McFatter Fence Company 10,610.00 13,610.00

Commissioner King called on Eddie Whitehust, Project Manager for the D.D. Eldridge Park project, to assist in clarifying the bids submitted. Mr. Whitehurst stated that the difference in bid option one and bid option two was the height of the fencing around the baseball diamond. Option one offered a twelve foot high fence and option two was for a standard eight foot high fence. He explained that the location of the parking lot was the reason that consideration had been given to a higher fence. Per the park committee recommendation, he asked for bids with two options which included the standard eight foot tall fence as well as the twelve foot high fence. Commissioner King made a motion to allow Mr. Whitehurst to look over the bids and to bring his recommendation back to the Board for final approval. Commissioner Merchant seconded the motion. The motion passed unanimously.

Mr. Wood recognized Pat's Electric. He stated that the generator issues at the 911 Operations Center facility had been resolved. Commissioner King made a motion to rescind the disbarment of Pat's Electric Contracting, Inc. Commissioner Merchant seconded the motion. The motion passed unanimously.

Mr. Wood asked the Board to consider doing a budget amendment to repair the heating and air conditioning system at the Health Department building. He stated that the building would not have air conditioning in one section and would not have heat in another section of the Health Department facility if the repairs were not done. Mr. Wood stated that a budget amendment could be done out of the repair and maintenance fund. He submitted two quotes as follow:

P & P Heating & Cooling $1718.75

Hasty Heating & Cooling 1973.00

Chairman Thomas stated that this was considered an emergency item and that this item would not go out for bid. Commissioner Williams made a motion for Mr. Wood to proceed with the repairs to the heat and air system at the Health Department. Commissioner Music seconded the motion. The motion passed unanimously. Commissioner Merchant made a motion to amend the budget to allow for the Health Department heating and air conditioning repair. Commissioner Williams seconded the motion. The motion passed unanimously.

(Quotes)

Mr. Wood updated the Board regarding the inspection and permit fees for the new facility being built at the Teen Challenge Boys Ranch. Previously, the Board had tabled this item until further discussion with the Building Inspector, Mr. Roger Williams. He stated that to date, the cost for the permits and inspections fees were approximately $12,000.00, however due to scheduling conflicts, the meeting had not yet taken place with the Building Inspector. Pastor Dave Rutledge of Teen Challenge spoke regarding the progress of the building. He asked the Board to waive all of the fees. Commissioner Music made a motion to waive the building permit and fire inspection fees. The motion died for lack of a second. Commissioner Williams made a motion to discount the cost of the building permit and fire inspections by approximately $6000.00 and to negotiate the other $6000.00 in the form of scholarships for Holmes County kids. The motion died for lack of a second. Commissioner Merchant made a motion to table the item for a later meeting, granting permission to Mr. Rutledge to move on with construction. Commissioner King seconded the motion. The motion passed unanimously.

(floor plan)

Mr. Wood stated that the contract for the Community Transportation Coordinator (CTC) is set to expire in June 2008. Currently, CTC functions are executed by a collaborative effort of the Tri-County Community Council and the West Florida Regional Planning Council (WFRPC). Commissioner Williams made a motion to allow the WFRPC to continue supervision of the Transportation Disadvantaged Coordinating Board. Commissioner Merchant seconded the motion. The motion passed unanimously.

(letter)

Mr. Wood asked the Board to authorize Chairman Thomas to sign the Memorandum of Agreement between WFRPC for the Small Quantity Hazardous Waste Assessment, Notification and Verification Program. Under this agreement, the WFRPC in conjunction with the County Health Department, monitors small scale sites for safe handling and disposal procedures pertaining to hazardous waste. Commissioner Merchant made a motion to authorize the Chairman to sign the agreement. Commissioner Music seconded the motion. The motion passed unanimously.

(Memorandum of Agreement)

Mr. Wood advised the Board that he had held a meeting with all Road Department employees to review conduct policies. He also stated that Florida statute prohibits County Employees from engaging in political activities on the job. He stated that he would also like to look into alternative policies regarding "rain out" days and asked the Board for suggestions.

Brandon Young, Attorney presented a letter that he had received from the State of Florida Commission on Ethics stating that the Holmes County Development Commission should not be subject to public disclosure law which requires financial affidavit forms to be filed with the State. He also stated that under Florida Statute, it is the option of the Board whether to require the continuation of the forms to be filed. He advised that the deadline for the County to require the Development Commission to continue filing the forms is December 1, 2007 and also that a response was only necessary if the Board wished to require the affidavits to be filed. No action was taken on this item.

(Commission on Ethics letter)

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

___________________________________ ___________________________________

Clerk Chairman