November 6, 2007

Special Session

Bonifay, Florida

The Holmes County Board of Commissioner met in a Special 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.

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

Mr. Cody Taylor, Clerk, led the prayer and pledge.

Chairman Thomas opened the meeting.

The Board discussed the fencing bids for D.D. Eldridge Park. Mr. Eddie Whitehurst, Project Manager, informed the Board that the apparent low bidder, Southern Fence Company, Inc., did not meet the bid specifications provided by the County because the bid included pvc posts rather than metal posts. He recommended that the Board accept the low bid from Triple J Fencing Company, which met the project specifications. Commissioner Music made a motion to award the bids to Triple J Fencing Company with the material and installation prices on option one and three. Commissioner Williams seconded the motion. The motion passed unanimously.

The Board then discussed the method of advancing payment to Triple J Fencing Company for materials. Chairman Thomas stated that the company had requested an advance to purchase project materials. Mr. Taylor stated that a release of lien should be obtained from the material supply company at the time of the delivery of the materials in order to ensure that a lien would not be placed against the County. Mr. Whitehurst suggested two checks in the amounts of the material costs $4,600.00 and $14,000.00 rather than one check of $18,600.00 that combined the two amounts because of concern for the security of project materials at the work site. Commissioner Music made a motion to release $4,600.00 as an advance payment for the tennis court materials and for Mr. Whitehurst to negotiate the terms for obtaining the release of lien for each of the two projects. The Board agreed that upon the completion of the tennis courts, Triple J Fencing Company would receive an advance of $14,000.00 for the materials for the baseball field as per “option number one” bid. Commissioner Merchant seconded the motion. The motion passed unanimously.

Mr. Greg Wood, County Administrator, asked the Board to allow him to revise the section of the union contract regarding uniform reimbursement. He stated that current language allows a five dollar reimbursement for wearing an approved uniform pants and shirt. He suggested modifying the language of the contract to also include reimbursement for shirts alone. If any employee wishes to be reimbursed for the shirt alone, the reimbursement amount would be the actual cost if less than five dollar maximum. Commissioner Williams made a motion to allow this modification. Commissioner Music seconded the motion. The motion passed unanimously.

Mr. Wood stated that he had received a request from Hatch Mott MacDonald for $24,520.00 for work completed on the Emergency Operations Center (EOC) facility. Chairman Thomas asked if funds had been received from the State, with Mr. Wood responding that funds would have to be requisitioned. No action was taken on this item.

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

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Clerk Chairman