January 13, 2009

Regular Session

Bonifay, Florida

The Holmes County Board of Commissioners met in a Regular Session on the above date with the following members present: Commissioner Kenneth Williams, Commissioner Ron Monk, Commissioner Jim King, Commissioner Phillip Music, Commissioner Monty Merchant, Chairman of the Board.

Mr. Greg Wood, County Administrator, was present.

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

Chairman Merchant opened the meeting with the prayer and pledge.

Commissioner King made a motion to open the Public Hearing for the proposed Planning Commission Guidelines ordinance 09-01. The Board discussed the membership section of the ordinance beginning on line twenty one, page three. Commissioner King stated that he would like members to be able to serve regardless of their respective district. Administrator Wood suggested that the phrase should be added that “preference should be given to the member’s district”. Commissioner Williams stated he was not comfortable with excluding paid County employees that are not Constitutional Officers from eligibility to serve on the Commission, as they are taxpayers as well and should have the right to serve. Citizens speaking regarding this topic were the following:

Mr. Carlton Treadwell, Planning Commission member

Ms. Linda Christy, of the Mezzaluna Springs Development

Mr. Richard Gilmore

Commissioner King made a motion to amend the draft ordinance 09-01 to include the following language:

Planning Commission members must be County residents, but will be appointed on a County-wide basis rather than by district.

County Employees may serve on the Planning Commission; Constitutional Officers may not.

Commissioner Music seconded the motion. The motion passed unanimously.

(Draft Ordinance 09-01)

Commissioner King made a motion to approve the adoption of ordinance 09-01 to the Land Development Code Chapter one, Section 1.11.00 to include Planning Commission guidelines with the amended changes. Commissioner Music seconded the motion. The motion passed unanimously.

(Ordinance 09-01)

Commissioner Music made a motion to close the public hearing. Commissioner Williams seconded the motion. The motion passed unanimously.

Chairman Merchant stated that he would like to comment regarding paragraph two, page four of the December 15, 2008 Regular Session meeting minutes which discussed the Sheriff’s Department leave policy. He clarified that the County does not pay employee sick leave at the time of their termination due to being fired or quitting and that the only time sick leave is paid out is upon retirement.

Commissioner King asked for clarification regarding the change order from Peter Brown Construction which reflected an increase of $908.00 for the handrail that is part of the front handicap ramp on the Courthouse building. Mr. Cody Taylor, Clerk of Court, explained that initially the contractor had planned to utilize the original handrail that had been on the old ramp, but since the rail was in bad condition, it was necessary to install a new handrail which was the cause for the additional expense incurred. He clarified that the change order only included the increase for the new rail.

Commissioner King asked whether the insurance for the three vehicles at the New Hope Volunteer Fire Department was due at the same time. Administrator Wood stated that the policies are due on various dates.

Commissioner Williams made a motion to approve the following consent items:

December 15, 2008 Regular Session Minutes

December 15, 2008 Special Session Minutes

Miscellaneous Appropriations Agreement: Elder Care Services

Miscellaneous Appropriations Agreement: Tri County Airport Authority

Peter Brown Construction Contingency Authorization/Change Order

Homeland Security Grant Agreement

New Hope Volunteer Fire & Rescue Lease Agreement

Commissioner Music seconded the motion. The motion passed unanimously.

The Board discussed the member reappointment or replacement for the Planning Commission. Previously, the Board had voted to synchronize the appointment terms of Planning Commission members with those of Board members. Ms. Michele McDaniel, Planner, requested that the appointments be retroactive back to December 2008, to be concurrent with the terms of the Board members. Commissioner King made a motion to retain his current appointee, Mr. Hubert Hendrix, on the Planning Commission. Commissioner Music seconded the motion. The motion passed unanimously. Commissioner Music made a motion to retain Mr. Carlton Treadwell on the Planning Commission. Commissioner Williams seconded the motion. The motion passed unanimously. Commissioner Monk made a motion to dismiss Mr. Richard Willsey and to appoint Mr. Tom Jenkins. Commissioner Music seconded the motion. The motion passed unanimously.

The Board discussed the Parrot Creek Bridge project. Administrator Wood stated that the previous plan was to use County funds to replace this bridge and then the Department of Transportation (DOT) would repay the County using Local Agency Program (LAP) funds. He explained that DOT has now advised that LAP funds could not be used to repay the cost of replacing this bridge, but that replacement was now listed on their work plan for the year 2011. He asked the Board if they wished to construct the bridge at the County’s expense or to wait two years and let the State replace it. Commissioner King stated that F & W Construction should be notified immediately, before they begin pouring the concrete fillers and guardrails if the County was not going to allow them to replace the bridge. Commissioner Music made a motion for Administrator Wood to contact F & W Construction to cancel the Parrot Creek Bridge portion of the contract. Commissioner Williams seconded the motion. The motion passed unanimously.

The Board discussed the County Attorney position. Previously, Attorney Young had offered his resignation and advertisement had been made to fill this position. Commissioner Williams stated that none of the applicants had submitted their fee requirements and suggested that each candidate be advised of the fee that was previously offered. Applicants for the position were the following:

Mrs. Leah Brook

Ms. Virginia Lynn McInnes

Mr. Lucas Taylor

Chairman Merchant asked Board members to rank each of the applicants by first, second and third choice and submit them to the Administrator by Friday. The Board agreed by consensus.

(Resumes)

Administrator Wood discussed the Speakers’ Bureau agenda item. He explained that a list of topics that Department Heads, Constitutional Officers, and Board members have expertise in could be placed on the website and that clubs or civic groups may request that an employee speak on the topics. He stated this would be done on a voluntary basis and that employees would not be compensated for their presentations, but that this would provide better visibility of County employees in the community. He asked the Board whether it would be a favorable idea to do so. The Board agreed by consensus.

Commissioner Monk revisited the Parrot Creek Bridge agenda item. He asked whether any fees would be forfeited, such as engineering fees, as a result of the partial contract termination. Administrator Wood stated that he would be checking into the terms of this agreement soon.

Commissioner Williams asked whether it would be allowable to repair recent rain damage to the driveway of Mr. Hill on Underwood Road near Highway 2. He advised that Mr. Hill’s grandfather had an agreement with previous Commissioners that the County had maintained his driveway because of County water drainage on the property. He stated that approximately four loads of dirt and grader service would be needed. Commissioner Williams made a motion to repair Mr. Hill’s driveway. Commissioner Music seconded the motion. The motion passed unanimously.

Commissioner King stated that he had received a letter from Mr. Hilton Meadows regarding the upcoming June deadline for the changes to the Comprehensive Plan. He asked that the Board take action on his suggestions so that everything would be ready for this deadline. Chairman Merchant stated that this would be discussed later in the meeting.

Commissioner Music stated that litter has become a problem on Highway 177. He also stated that he had received complaints from Mr. Wilson, citizen, in regard to this growing problem. He advised that the availability of inmate work crews, which had been utilized for such tasks, had been reduced to about once per month. Administrator Wood stated that he would contact Lieutenant Taylor regarding this issue.

Chairman Merchant stated that he had received a complaint regarding the litter haulers’ trash blowing out onto the roadways in the area. He also stated that he would like Administrator Wood to write a letter to the haulers reminding them to keep their loads covered so that trash remains inside the haulers rather than on the roadways, and that should haulers fail to comply, their agreement with the County may be reviewed. The Board agreed by consensus. Administrator Wood stated that he would write the letter.

(Letter)

Mr. Hilton Meadows, citizen, spoke regarding the upcoming Comprehensive Plan deadline. He suggested gathering more citizen input by holding more community meetings. He also suggested that other methods of advertisement be used to ensure more community member participation. Mr. Tony Arrant, consultant, stated that previous grant funds had been spent on meetings before, and advised the Board to consider whether the meetings had been beneficial. Citizens speaking regarding this topic were the following:

Mr. Carlton Treadwell, Planning Commission member

Ms. Linda Christy, of the Mezzaluna Springs Development

Ms. Shirley Hawthorne

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

__________________________________ ___________________________________

Clerk Chairman