INVOCATION, PLEDGE OF ALLEGIANCE

   V said Commissioner Taylor would be phoning in and Commissioner Hinson would soon be joining.  He welcomed everyone to the meeting and called it to order at 6:03 pm.  Asked everyone to bow their heads for moment of silence and led in Pledge of Allegiance.

AMENDMENTS AND APPROVAL OF AGENDA

  Holt/V 

4-0

AWARDS, PRESENTATIONS AND APPEARANCES

CONSENT

  Morgan/Holt 

4-0

1.

Ratification Memo

2.

June 16, 2020 – Regular Meeting Minutes

3.

Approval of FY2021 SC108 Small County Consolidated Waste Grant Agreement with Florida Department of Environmental Protection (FDEP)

4.

Approval and Execution of State Aid Grant Agreement

5.

Big Bend Jobs & Education Council, d/b/a CareerSource Capital Region, Gadsden County BOCC, Leon County BOCC and Wakulla County BOCC

6.

Scotland Dover Road Safety Improvements – Bid Award

7.

Iron Bridge Road Safety Improvements – Bid Award

8.

Approval of Resolution 2020-056 Budget Amendments for FY 2020

ITEMS PULLED FOR DISCUSSION

CITIZENS REQUESTING TO BE HEARD ON NON-AGENDA ITEMS

Due to COVID-19 and the efforts of Gadsden County Board of County Commissioners to continue the practice of social distancing, Commissioners want to continue to hear from citizens under the Citizens Requesting to be Heard section of the agenda.

If citizens have any questions, comments or concerns, please email CitizensToBeHeard@gadsdencountyfl.gov and anticipate receiving a response within 48 hours.

  V read aloud the statement for citizens requesting to speak.

Have 1 person wishing to speak

  Louise Jones, 4577 McCall Bridge Road, Quincy, FL-everyone that had property there received letter about meeting with Planning and Zoning.  Idlewild Homeowners Association put up gate.  House was destroyed when Hurricane Michael came through and they rebuilt.  Has people that turn around in her yard constantly.  Asked for help in resolving this issue.

  V asked her to make an appointment with the Interim and attorney and see how they could help resolve this matter.

  Holt said she did not vote for that, made no sense to put up a gate on a road that the County owned.  Holt said all they could do was have attorney look into it and look into the history.

PUBLIC HEARINGS

GENERAL BUSINESS

9.

Interlocal Agreement between Greenshade-Dogtown Volunteer Fire Department and Gadsden County

  Dr. Grant introduced the above item.

Holt approval and had comment/V second

  Holt asked if comparable with other fire stations-yes-was single agreement, when expires will all be on agreement together -  asked that when it comes back, wants to start looking at what doing for the County.

  Morgan said amount of each money is based on factors-according to number of calls they receive.

  Holt said aware of that, but relative to number of calls, sometimes not equal.

  Morgan said was revised after he was on commission because he started asking about that.

COMMISSIONER HINSON – did not respond

COMMISSIONER TAYLOR – not present

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

3-0

10

Approval of Proposal for Professional Services for Repairs to the Massey Building

  Dr. Grant introduced above

  Morgan/Hinson second  Holt question

  Holt asked if $7,500 was in-house bid-was told they wanted to bid out and had to get task order so would know what to bid out.

  V said was exactly same question

COMMISSIONER HINSON n

COMMISSIONER TAYLOR

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

Holt said wanted to know more

Passed 3-1

11.

Re-Location of Social Security Office in Gadsden County

   Dr. Grant introduced the above item and said was for Board direction for the re-location of the Social Security Office in Gadsden County.

Received letter from Sheriff Young requesting office be removed from Sheriff’s Office as soon as possible.  3 locations are Gretna Post Office; current location of Extension Services; Gadsden Senior Services Center

  Morgan said based on locations seen, think Extension office best choice of 3.  V said thought Gretna was best and had a walk-though of building.  Gadsden Senior Services not best place-have heard of altercations of behavior and conduct from some when was at library.

  Holt said most that use office was seniors; like idea of them being there. 

  Morgan said agreed with Holt’s comments-think extension service will serve better; lighting and parking more appropriate

  Hinson asked if discussed health department.  V said health department is currently EMS headquarters and have done lot to retrofit their services.  Was curious why health department not on list.

  Grant said health department not considered because of them previously being EMS headquarters

  Holt said was brought to them but don’t know if was for vote.  Only hiccup – too much traffic and talking about disabled and lot of traffic.

  Allan Meeks appeared remotely-Holt asked if County owned property and parking lot-Meeks said not wheelchair compliant

  Grant said one-way in and one-way out. 

  V asked if could construct entrance in back so patrons could use back exit and they could also use front entrance?  Meeks said could contact property owner, looking at property appraisers website-Padgetts owns lot of parking lot.

  Hinson said may have to add disabled parking in front

  Morgan proposed table until further research done-made motion/Hinson second 

COMMISSIONER HINSON y

COMMISSIONER TAYLOR

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

4-0 to table

12.

Sheriff’s Office – Training Funding Request Daytona Beach, Florida Chris Fuller’s Advanced Undercover Techniques and Survival

Holt/Morgan

COMMISSIONER HINSON y

COMMISSIONER TAYLOR

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

4-0

13.

Bid No. 20-18 Results/Gadsden County Radio Tower Civil Work

  Grant introduced above item

  Taylor phoned in at 6:44 pm

Grant introduced and said presented to award bid 2020-18 for Gadsden County Radio Tower civil work on the 3 tower sites.  Motorola only company to provide financing.

  Holt asked if all items were in bid packet-yes-all contractors had that-yes.  If do not select Motorola, where is money coming from?  Grant said had budgeted amount.  Holt said did not have to finance-no.  Holt said when have bids, do not have Department heads be one of evaluators of bid.  What State does and reason do that.  Ready to vote.  Have no problem with this-need to get it over with.  As long as all bids equal, no problem.  Who wrote bid packet up?  Grant said Sandy Ford in Purchasing.  Holt said with Massey Building, someone else wrote up bid.  Grant said with Motorola, was already done.  Take top person out when comes to evaluating to stop buddy-buddy bids. 

  Hinson asked if were doing something wrong on this-Knowles asked him to be more specific.  Hinson asked if was in-line with what doing and was it being done correctly.  Holt said have issue with bidding practice-have department head and is there problem

  Holt clarified not illegal best practice-Knowles asked for what-She explained.

  Knowles asked Hinson if asking if OK for department head to be part of bid committee-asked to look through procurement policy-

  Holt said had no problem with Hinson proceeding with this. 

  V said no guarantee of no change orders

  Hinson asked/ said felt comfortable with RFP and have companies come explain what getting

  Morgan said comments made previously was on par-project needs to be completed and not held up, most important thing can do is choose correct vendor completing project.  Encouraged Board to support Motorola and would be his motion at proper time.

Morgan said is his motion-worst thing that can do is hire vendor that cannot complete project on one of most important opportunities have to correct problem.

V second for discussion

  Knowles said within procurement policy where talks about participation, employee conflict of interest, shall be unethical for any County employee to participate directly or indirectly in a procurement contract where county employee knows that 1) County employee or any member of employee’s immediate family has financial interest pertaining to procurement contract; or 2) any other business, person, or organization with whom the employee or member of family is negotiating for has arrangement concerning respective employment is involved in procurement contract.  Said these were County dollars.  If someone had beneficial interest/financial interest in outcome of it is cause for concern; agree would be good and think some merit in having them present to commission after RFP if issue after bids come in. 

  Taylor said at previous meeting, one bidder had bid that was not complete.  A Commissioner directed Administrator to reach out to ensure all information was requested.  Asked if Grant had opportunity to reach out to potential bidders to ensure all.  Grant said understood his instructions was to bring back bid that was presented to them.  Did he reach out to bidder to ask for specific items that was missing from previous bid.

  V said Holt asked specifications that each provider presented in their bid-have folder with him and staff prepared bid-did not recall staff was asked to reach out to bidders on missing information.

  Holt said Hinson was right that normally had bidders come to room-have score sheet

  Hinson said was being consistent with process-don’t mind coming back Monday and have a meeting-have everyone come by and them interview all 4-in fight

  Taylor said since beginning have ever stood with Motorola-was too much money-not going with them, think can bring bid in lower.  Concur with Hinson to talk with other bidders.  If can bring in for lower amount for same quality of work, why not do it.  Save County hundreds of thousands of dollars.

  Holt asked who would monitor work-make sure done correctly.  Meeks said would have to have permits and get grounding and all.  Holt said no project manager on this – Al Smythe has worked on towers.  Grant said only one that has project manager is Motorola.  Holt said who would manage project-Grant said guessed Motorola would because they have other equipment that would tie into this equipment.  Holt said before he came, did change order for $400,000 Holt said had no problem with bidding, going on long enough.

  Morgan said to her point-project manager fees included with Motorola bid and assured they would not be project manager with no costs involved to the County if not vendor selected.

V said Motion and second to award this to Motorola and asked for vote.am

COMMISSIONER HINSON  n

COMMISSIONER TAYLOR n

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

Passed 3-2

14.

Gadsden County Agreement for Architectural Services

  Grant introduced above item and said was for approval of a contract with Clemons, Rutherford and Associates which outlines the services required for renovating and building-out the Gadsden County Hospital portion that has not been built-out so that it can be utilized for a COVID-19 Special Needs Shelter.

  Holt asked is there project manager on this-yes-will be provided.  Holt said would be used as special need shelter but built out like hospital-yes.  Holt asked why $781,365-Grant said not coming out of County money-clearly stated will be CARES Act money.  Holt said had to be invoiced before last day of December.  Holt wanted to make sure everything invoiced by last day of December

  Taylor said looking at packet on this item, was she to understand that actual amount would be percentage of entire project-Grant said was on page 30 of 30-amount is $781,365-Taylor said giving architect that

Grant said about 3 wings and center court-Taylor asked if any other bidders-yes-Taylor asked if under/over or not qualified bidders. 

  V asked if this was credentials or ACHA requirements.  Taylor said not voting for this.  Ridiculous to give this company this amount of money

  Morgan said this is a $10 Million project-expansive design of hospital

  V said in looking at Integrity-hospital- this what paying just for hospital architectural services

  Hinson said always was told just be fair when was younger.  Was one that was   Heard Gadsden County residents not going to get more relief, need to help residents instead of doing this.  Can’t do this because not fair.  They opposed other companies from coming. 

  Holt asked if attorney was abreast of what Hinson was saying.  Hoy Stark Hagan was other bidder. 

  V said in background said CRA Architects and Hoy Stark Hagan submitted, evaluation results was unanimous with CRA scoring 295 points.  Hinson said need to rebid. 

  Thomas said for record, he forwarded to Board documentation from FDEM and may indicate this project may not be eligible for CARES Act money.

  Taylor said Gadsden County cannot have … this is a bid, understood Integrity said chances was good.  Reason put in was in case hurricane comes  Understood there were already designs there and can use those designs. 

  V said just read what Clerk said and he read into record

  Clerk said yesterday forwarded documentation from FDEM that indicated to him this project may not be covered by CARES Act money and thought they should review and made their determination.

  Holt moved approval of item contingent on getting CARES Act money for this project

  Thomas said $1 Million, have document on how they were spending the $1.9 Million; supposed to get 25% more and they decided how that would be spent.  Understanding they want to see have spent significantly spent before getting second disbursement. 

  V said understood would have to front from their pockets, don’t know how will go forward being contingent.

  Holt said if spent $1.9, can they go after the other percentage.  Can they be reimbursed for that or for hospital itself.

  V said $1.9 gotten, submitted plan on how will use that, after that spent good portion of, when show that using 20%, can apply for reimbursement. 

  Knowles said was conference call last week, they put out pdf, phase 2 funding will be for 20% overall, in order to get phase 2, County must - don’t agree or disagree with Clerk’s assessment, think Mr. Miller on and may can enlighten.  Venture to guess related construction costs

  Clerk said bottom line is, haven’t spent 25%, have to spend that, Knowles thinks ok on this. 

  Morgan said did not disagree, Clerk trying to explain using for permanent structure and gives him pause.

  Darryl Cox, Integrity, appeared remotely-agreed with Knowles and Clerk-costs related to build-out when initially discussed, was for design elements as well as temporary that may become permanent build-out related to COVID cases going into hospital.  Have received additional guidance and in their opinion was borderline costs and Boards decision.  Agree with way costs currently budgeted could make more difficult on that item.  Last point in October 1^st webinar was what incumbered or incurred costs was County could invoice costs before was technically in County’s Finance Department

  Holt said why her motion is contingent on getting CARES Act funding.  Reason asked for reimbursement in first place

Cox said needed to submit plan and then create

  V said his question was contingent on what part of funding.  Holt said $1.9 has to go to citizens-state would not let them be evicted, need to do what promised citizens would do.  Stalling and already October 6^th

  Clerk said to follow-up what Holt said-if look at break-out, stressed in plan 1^st 1.9 Million, only $11,000 was allocated to resident assistance program; more in second round; Holt said could be adjusted.  

  Taylor said when attorney read interpretation earlier, was leaning on when put money in hospital-was pleased when understood was some old drawings that were available to use for temporary buildout- think Clerk saying reimbursement for architect is not allowable.  Where is Integrity-V said their opinion confirms some of what clerk and attorney said. 

  Taylor asked if Administrator could come closer to mike-question was if there were drawings that could be used to help COVID citizens – can CRA work with them, build place out.  Some want hospital,

Taylor motion is to see if drawings to do temporary build-out that can house citizens in area – need them but at amount can afford. 

  Holt said Clerk made comment about 25% plan, can those numbers be altered for residents and businesses-yes.  Cox said those numbers were for qualified and attempted to show-since in last 5 days have qualified more, encumbered costs, can show DEM into 20%.  Holt said talking about residential and business part.  If can fund some of these people, Cox said can show 25% been encumbered.  If able to get and get help, this is time to do it.  Don’t understand why not getting architectural

Holt motion to bring back on Friday and settle one way or other – died for lack of second.

  Taylor asked attorney he said earlier what CARES Act could do with regard to build-out.  Want it re-read with regard what can and cannot be done with $.  Is design acceptable expense. 

  Eric Miller, Integrity, said most recent guidance issued by FDEM, spoke to purchase of real property and permanent structures

  Knowles agreed with Miller and Clerk, treading thin line,

  Clerk said first $1.9 already encumbered-hard to put

  Knowles said if heard correctly, not set in stone, can change amount,

  Holt said that was why she said contingent upon getting funded and second motion was to bring back on Friday.  No need to discuss if not getting funded.  Makes more sense to table until Friday. 

  Holt moved to table until Friday

  Taylor said why did not second on this item, did not think CRA should get that much of build-out money.

  V said was motion to table and he will second        

COMMISSIONER HINSON n

COMMISSIONER TAYLOR y

COMMISSIONER HOLT y

COMMISSIONER MORGAN n

CHAIR VIEGBESIE y

Passed 3-2 to table

15.

Johnson Controls Sale and Installation Agreement

  Grant introduced above item

  Morgan approval/Hinson second

COMMISSIONER HINSON y

COMMISSIONER TAYLOR y

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

5-0

16.

Approval of Elected Official (Commissioner) Appointment to the Community Development Advisory Committee (CDAC)

Hinson/V

  Morgan asked to re-appointing-new appointee

COMMISSIONER HINSON y

COMMISSIONER TAYLOR n

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

4-1

17.

Approval of New Road Name (PCJC Cemetery Road)

   Grant introduced above item

  Holt/Morgan

COMMISSIONER HINSON y

COMMISSIONER TAYLOR y

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

5-0

18.

Approval of New Road Name (Teague Lane)

  Holt/V

COMMISSIONER HINSON y

COMMISSIONER TAYLOR y

COMMISSIONER HOLT y

COMMISSIONER MORGAN y

CHAIR VIEGBESIE y

5-0

CLERK OF COURT

19.

Updates

  No reports

COUNTY ADMINISTRATOR

20.

Updates

  Grant said Integrity requested have a workshop to do with HUD application due end of November-set for October 22^nd-workshop to discuss and prioritize HUD projects

  V said had understanding that Commissioner ordered campaign signs and billed County.  Taylor said sign company thought since she was commissioner should be sent to County.  No-one directed company to send to County, company made that assumption, has been corrected.

  Taylor asked when will the County Administrator position be brought before Board.  Will be brought at second meeting in October.  Taylor said since getting ready to entertain new Administrator, asked Board consider moratorium on Administrator giving hiring/firing unless detrimental to government.  Need to make sure no raises given; other thing-spoke with someone from Sheriff Department, thought they included requests of Constitutional Officers in budget.  Understand quite a bit of money Sheriff wants put back in because he wants to be competitive with salaries. 

COUNTY ATTORNEY

21.

 Updates

  Knowles said for shade meeting scheduled for 20^th at 4, requested Commissioners be present physically, can’t do Zoom for this meeting.  Was confusion on Friday, Resolution said curfew at 11:00 pm, should be 10 pm.

DISCUSSION ITEMS BY COMMISSIONERS

22.

Report and Discussion of Public Issues

Commissioner Eric Hinson, District 1

  Think last 3-4 years, Board been attacking other Board members and need to stop.  All have degrees, things said not appropriate in meeting.

Holt stepped out at 8:36 pm

Or tried to say things not appropriate.  Need to put positive spin on County; like said earlier, was question that could have been asked in private.  Need to stop throwing innuendos out there.  Thanked citizens for another 4 years

Commissioner Gene Morgan, District 3

Commissioner Brenda Holt, District 4

  Holt asked if Department heads in charge of departments – yes

If any write-up coming from department go through him or who-Grant said depending – one type goes to HR and other goes to HR and Administrator.  She asked to see Policy and Procedure on that

When contractors do bid on individual items, want to see bids on items. 

Would like to get Integrity to move as quickly as possible on individuals – get out of way then only have to deal with their costs and what going to fund.  Have sent list to Trudei in Finance.  Should move quickly. 

Don’t believe staff should be part of scoring process.

Grant asked if want score sheets or scores.  Raw score sheets

Commissioner Sherrie Taylor Vice-Chair, District 5

  Taylor said broadband, has that been entertained yet.  Grant said will come back at next meeting on 20^th. 

Holt returned 8:38

Hinson asked if could meet next week if possible about broadband. 

Commissioner Anthony “Dr. V” Viegbesie, Chair, District 2

Receipt and File

CARES Act Quarterly File

UPCOMING MEETINGS

MOTION TO ADJOURN

  Adjourned at 8:46 pm