Emergency Special Meeting

Board of County Commissioners

Gadsden County

Thursday, November 19, 2020

6:00 P.M.

 

Present:         Brenda Holt, Chair, District 4

Dr. Anthony Viegbesie, Vice-Chair, District 2

Eric Hinson, District 1- appeared remotely

                        Kimblin NeSmith, District 3

                        Ronterious Green, District 5

                        Dr. Henry G. Grant, Interim County Administrator

                        Clayton Knowles, County Attorney

                        Beth Bruner, Deputy Clerk

 

Invocation and Pledge of Allegiance

 

 At 6:00 p.m. Chair Holt welcomed everyone and called the meeting to order. She asked for a moment of silence for prayer, followed by leading in the Pledge of Allegiance to the U.S Flag.

 

Awards, Presentations and Appearances

 

1.    CARES Act Funding Update

(Frederica Hamilton, The Integrity Group)

  Frederica Hamilton from The Integrity Group appeared before the Board and gave an update on the CARES Act Program.  Handout showed a list of checks to small business applicants, resident applicants from 10/16-11/10. Check out twice a week since 10/16.

 

Holt- Business separated from individuals. Hamilton– no. everything is combined into one list by the date of the checks being issued.

 

  Commissioner V- said there were citizens requesting to be heard.  

 

 Citizens requesting to be Heard on Non-Agenda Items (3-Minute Limit)

Anyone wishing to speak on agenda items or non-Agenda items should schedule or notify the County Administrator’s Office before Attending the meeting and will be asked to follow the Gadsden County Public Meetings Citizens Access Guidelines. Also, Public comment for Commission meetings can be submitted via email to citizenstobeheard@gadsdencountyfl.gov until 12:00 p.m., Thursday November 19, 2020. Comments submitted after the deadline but prior toto the meeting will be added to the official record, but the County cannot guarantee that Commissioners and staff will have adequate time to review comments prior to the meeting.

 

Chair Holt read the above statement aloud and asked Bishop Green to come before the Board.

 

A.    Bishop Willie Green- Bishop Green appeared before the board. He said he was concerned

about the Countywide Broadband and wondered why it was not settled yet. He understood it was advertised twice and was concerned.

  

Holt- Had invited the vendor to come on Monday to settle and email going back and forth. Attorney negotiating for that contract.

 

 Bishop Green asked about the County Administrator and he said the County had been through this process before over the years. He heard good things about one applicant. County behind the eight ball already in preparing for the upcoming legislative session and the County may miss things that are needed. Why is the Board taking their time in choosing? Better to have someone who understood the County and could work with Commissioners. What needs to happen to speed up the process? Citizens are counting on the Commissioners to do what is right.

 

 Holt- procedure was County Administrator was an at will position and could be voted on at any time- 3 Commissioners could decide at any time-. No reason the Commission had not chosen. Bishop was right about the Legislative Session, Moving slow, Usually start in July pulling everyone together in the County to see what the Agenda was going to be then when the Legislative delegation comes, the County would be ready and the County had not yet done that.

-Senators and representatives received their community assignments Monday, November 16 and know what Boards, Commissions and Communities they would serve. They have received feedback from their districts and were getting ready to ask for money for people in their district and Gadsden County had not done that yet. Commission not organized. Must have the information done and someone working the Legislature. She said each Commissioner had a job and she was not going to do it by herself.

 

Green- why isn’t the Interim being proactive for some things that are on a time restraint. County in trouble and cannot afford to lose anything. No time to waste.

 

 Grant- Not been contacted by any of the Legislators but staff talked about what Commissioners want as priorities. Have not asked Commissioners what their priorities were.

 

Viegbesie- Will discuss the County Administrator in #4. Regarding the Special Legislative session, before COVID there were 3 meetings he was in with the County Administrator, Mayors of all municipalities, City Manager, Sheriff, School Board Chair and Superintendent. -locked in specs so they did not go against each other on the Legislative Agenda and since then no meetings were held.

 

 Holt- Can discuss Item 4 now because the agenda was not voted on.

-Senators in the seats now were having trouble because everyone did not follow the script for 2 years but supporting documentation is needed and it’s not there. Need a manager to work the hill every day.  

 

   Hinson- had a retreat to figure this out. Trying to stay positive. Schedule a retreat again- Two new Commissioners can be a part of it. -get one vision- one vote out there and move forward. After the retreat the other groups could be brought in.

 

Holt- how to get organized and make sure there was enough time.  

 

 Green- Right now, the Interim needs to be more proactive. Asked Dr. Grant what his plans were to make sure the County was represented.

 

Grant- Seek out from the Commissioners what their priorities were and move forward. Chair Holt and Commissioner Viegbesie have projects of interest, not sure about Commissioner Hinson. Will look at what was presented last year and proceed at Board direction.

 

Bishop- Procrastinating. Move the County to the front. Does not hear a plan.

 

NeSmith- Follow the Agenda

 

Frederica Hamilton re-appeared before the Board to finish Item 1. 

 

  Hamilton asked if there were questions on the check register list.

 

Holt- Asked if they could get copies often- Hamilton said yes, she would make sure the Commissioners got them as they received them from the finance department.

 

Holt- Wants to see which were businesses and which were individuals to see how the payments were shifting out.

 

Hamilton- Small business will say small business assistance- scroll down name may be a landlord, see small business assistance.

 

 Green- Some small business getting different amounts

 

Hamilton $7,500 brick and mortar business- $2,000 were a home-based business.

  

  Hamilton- Residents and Small business reports compressed. She read and explained the reports.

 

Holt- Have the “need supporting documents” received a call?

 

Hamilton- multiple times either through email or the phone number provided. All online applications submitted through 11/4 have been reviewed. Getting the older paper applications reviewed as well.  Goal is to have every application reviewed at least once before Wednesday of next week. Small business reviewer is caught up and will over to the Resident Assistance program to help review.

-to-date the County has issued payments of $178,403.25 in the Resident Assistance Program. $73,000 in recommended amounts, which means they have gone through step 1 review and the reviewer has recommended payment. Then they must go through Step 2 to make sure everything is there.

 

   Holt- Residents say they were not being contacted. The Health council had $50,000 set aside and asked if was still available.

 

Hamilton- It was redirected to another line item, however, if the Board wished CARES Funds could cover the Health Council. The Integrity would provide a list of names, addresses, email, phone number and what documentation was missing. November 28 at midnight application process closes

.

Holt- Board voted on that money going to the health council and it need to go back to get people to help and call.

 

  Holt- need a motion to move money back to the Health Council to help call residents and get documentation in. Need to beat the deadline.

 

   GREEN MOTION TO MOVE FUNDS ($50,000) BACK TO THE HEALTH COUNCIL TO HELP COLLECT SUPPORTING DOCUMENTS FROM CITIZENS/ SECOND NESMITH

 

VOICE VOTE PASSED 5-0

 

 V- Should move money back to GCDC so they can do the work with Integrity to process money that goes to the small business.

 

   NeSmith- What is left in the funding for this category

 

Hamilton- around $458,000 for resident assistance.

 

NeSmith- what is the total applications pending?

 

   HAMILTON- he entire resident grant program was $1.4 Million. Did not know the total he was asking for. -some are waiting in the system right now but will provide that number to the Commissioners.

 

NeSmith- $200,000 not used and there is not a lot of time.

 

   V- Leon County increased the amount they gave so nothing would go back to the Government. Gadsden may need to do that, so nothing had to go back.

 

Holt- Wants to set aside funding and see what Tallahassee did. She has the name and number for someone to help. Did not know what they would charge but wants to investigate it. Cannot let a penny go back.

 

Viegbesie- CARES money can be all drawn down and the Board can consider later where it goes.

 

  Holt- Does it need to be spent by Dec 31?

 

  Hamilton- Business Grant handout read. No anticipated issue getting through the Small Business Assistance Grant Applications by next week. Hopeful that they will be able to get the full $1.2 Million out the door in December.

One business in Gadsden county that would qualify for a $25,000 payment if the board would allow the program to pay out to the business with 25+ employees, which would help push the County to the goal.

 

  Hamilton- Award was $7.9 Million, divided in 3 pots. First and second pot were provided in advance. (45%) the last 55% reimbursement must be requested. County had drawn down the first pot of $1.991,829 and the 20% was $1, 593,463 for a total of $3, 585,292. All came on November 6. All funds for those first two pots had to have all documentation provided to the state by November 16, and that goal was met. To date, the request for advance dollars of $3,585,292 had been received and paid to the County. The request for reimbursement in the amount of $2,240,170.87 that was part of the request for reimbursement of the 55% had been submitted and in que to be processed. The balance of the request for reimbursement that the County had to request to draw down is $2,141,854.43. said how it would be disbursed. $400,000 left to process for the municipal passthrough. $408,000 to process for the 2 ambulances. $188,000 from the Gadsden County Sheriffs Office for salary of sworn officers. $3,031,144 of salary for County staff from March 1-October 31 that may be considered for COVID related expenses. All item mentioned have been validated by Ms. Hamilton except the salaries. She received from the jails $19,900 for zoom stations and booths at the jail for remote court.

 

   Holt- when that was done, going back to residents- need documentation. Can they still get it if in after Dec 31?

 

Hamilton- No, it had to be drawn down before December 3.

 

Holt 140 people applied that needed to have more documentation. If they do not get qualified before December 31, can they still get the money

 

Hamilton- Yes if the Board wished. Once the County met the requirement to draw down all the money, the county met the requirements od the US Treasury to draw down CARES Funds, golden. Then it is at the discretion of the County how they want to proceed using the dollars.

 

  Holt can they still get money in February

 

Hamilton- If the Board wished.

 

   Viegbesie- asked upon drawing down did it become a part of county operational. Can it be part of the FY expenditure.

 

Dr. Grant- Once it was drawn, it was up to the county how it was spent with no deadline.

 

Hamilton- Any item that required a deliverable, it must be received in house by December 30.

 

   Green- Can the funds be used in the FY.

 

Hamilton- Yes amend the County Budget.

 

Green- make sue to allocate the necessary funds. COVID not finished.

  

NeSmith- Can draw down and reallocate? – Holt-yes. NeSmith- Is there anything else to discuss. Let’s draw down the balance of the money!

 

Holt- The concern was we have to do this to tell the residents. They need to hear that. Afraid if they were not helped, they would not get the documentation.

 

NESMITH MADE A MOTION TO ENCUMBER THE BALANCE OF THE $7.9 MILLION YET TO BE ENCUMBERED FOR THE DRAW DOWN FOR THE COMMISSION FOR THE CARES ACT FUNDS TO DISPURSE THE FUNDS. SECOND BY HINSON.

 

VOICE VOTE PASSED 5-0    

 

Public Hearing:

 

2.    PUBLIC HEARING: CDBG-DR Application Public Comment and Approval

(Daryl Cox, The Integrity Group)

   Dr. Grant introduced the above item. He said this agenda item seeks Board approval for submissions of (4) CDBG-DR Infrastructure applications as amended with final edits and Documentation requirements to DEO by The Integrity Group. This Public Hearing is also required as part of the Citizen Participation Plan in the CDBG-DR Infrastructure Program Guide.

Projects included: Multi-Purpose Complex, Ems, Hospital, Radio Towers.

 

 Chair Holt said this item was for the CDBG applications for the Federal Government to get funding for the items listed. She asked if there was any public comment because this was a Public Hearing, no comments were had.

 

Commissioner Viegbesie speaking on the Multi-Complex said - no park or recreation facility in Gadsden County. 67 out of 67 counties for health factors. Chair Holt- what was included.

 Commissioner Viegbesie- Youth bb court outside and had been funded already (Phase 1)  

Adult bb court, volleyball court, gazebo. Lift Jack McLane Park and dump here. Added is the walk/bike trail- is funded and was started. Indoor BB. Future Aquatic Center. Indoor arena to seat 200 people. Tournaments for kids. Exercise facility- computer facility. Game room. Shelter for emergencies. This is where to get the funding.

 

Holt- want it by a city- it is far from town and will need a lot of protection and workers.

 

 Commissioner V- With economic growth it will someday be in the heart of the city.

 

Commissioner Green- Why so far out in the country. Once built, where will the funding come from for employees?

 

Commissioner V- between Havana and Quincy. Eventually wants one for West Gadsden. To attract business, you need recreation facilities.

 

  Chair Holt- it was the distance that was the issue. Worth a try for CDBG, just wants it closer to maintain and watch.

 

Commissioner Hinson- His concern was to be responsible during COVID-19. Do a survey, people will not agree it be so far out- worried about human trafficking. Not near Havana. Too far out from any community. Bring to St. Hebrew. Bring it to the heart of the city. 250,000 died from COVID. Do what is right for the kids. Don’t talk about parks when people are dying

  Commissioner Viegbesie- 25.5 acres already purchased- community found the land and spoke on behalf of the project and the community was elated.

 

  Commissioner Green- the energy is not becoming. Seems negative. Should not take so long to look at a project. What phase is the project in. No personal attacks.

 

Chair Holt- Viegbesie wanted a Park. FURDAC Grant for that complex- When aquatic park came up, she was not in favor. If it would be a complex, she wanted it closer. Need facilities guarded. Other parks have problems. If no agreement was going to be had, go for the parks that the County could get.

 

Commissioner Viegbesie- Application had been in phases. Done already is: Driveway poured, sidewalks poured, solar powered security lights are there, Walk and bike trail done – boardwalk constructed- need EPA permit for wetlands- trail head kiosk built, parking area poured. -built restroom being put in place. That was phase 1- Phase 2 (asking for funding for this) is this and the last phase is the aquatic center and he thought about liability and it was not part of the application.

 

Chair Holt- Phases were already approved and another phase is before you now

 

Commissioner Green- Can’t move the park if things had already been done started. How will it be maintained.

 

   Commissioner Viegbesie - 2 more phases.

 

 Commissioner Hinson- Look at safety first- bad timing. Bridges collapsed in Gadsden County and some need repair. Narrow the focus what was needed to save lives. For Parks in the Future. What is the funding source to employ people for the complex?

 

Commissioner Viegbesie stepped out at 7:42 p.m.

 

  Daryl Cox- reminder, CDBG-DR must be an element of disaster tieback for DEO to approve. It was a dual use for a shelter as well.

 

Chair Holt- Stevens school was supposed to be done as a shelter. Park was voted on; complex was not voted on. How is a shelter so far out of town?

 

Commissioner Viegbesie returned at 7:44 p.m.

 

  Commissioner Green- did not know it was a shelter as well- it was in a bad place for that. COVID won’t be forever and cannot hold back for years, need to move forward.

 

  Commissioner Hinson- need a meeting to let the new commissioners know more. Bridges are bad. Need infrastructure to bring business in. priorities should be looked at. Other spots for shelter. Havana North Side High School has 20 acres, renovate that. $600,000 set aside for Stevens School.

 

  Commissioner NeSmith- Is CDBG-DR to fund just a Phase

 

Commissioner Viegbesie- No it was the whole amount- Info gave to Integrity and rather than taking Phase 2 by itself, they took Phase 2 and Phase 3 and applied for that amount. Individual applications for each project. Should just be Phase 2.

 

Commissioner NeSmith- Will it cost Gadsden County- no- Is there a Budget for the County-

 

Commissioner Viegbesie- During disasters, shelters were ran by current staff. Emergency Management Department.

  

Commissioner NeSmith- Once built would there be a cost for staff and maintenance?

 

Commissioner Viegbesie- Yes and would be employment opportunity for Gadsden County.

 

Commissioner NeSmith- Had there been a budget for it planned.

 

Commissioner Viegbesie- No because there is no building yet.

 

Holt- Can the project application be added or taken away from

 

Cox- Application due November 30. Can apply for less but need to wait for the next round if wanted to add.

Holt- Don’t know how to fund the staff.

 

V MADE A MOTION TO APPROVE WITH ADJUSTMENT TO FUNDING REQUEST TO REMOVE PHASE 3 IN THE AMOUNT OF $193,874 FOR POOL AND SUPPORT FACILITIES. WITH A SECOND BY GREEN

 4-1 HINSON OPPOSED. PASSED

 

V /GREEN- LAST 3 APPROVED  5-0 PASSED

 

 

3.    COVID-19 resolution 2020-071

(Dr. Henry Grant, Interim County Administrator)

  Clayton – No curfew still, same as before

Gathering 50 mask mandate in place, no curfew.

V- No enforcement with fines.

Knowles- Can fine a business, not individuals.

Hinson- Curfew- spike in the world- curfew does not harm people moving just people hanging out. Increased crime rate. Do we think there is a need for curfew?

Green- No curfew

NeSmith- He was good with no curfew

V- Good with no curfew.

Holt- Fine with no curfew. Need to market better about staying out of the crowd

  Hinson will have parties during Thanksgiving. In club with no mask at max capacity.

 

V-MOTION TO RENEW THE COVID RESOLUTION AS IS SECOND BY NESMITH

PASSED 4-1 HINSON OPPOSED

 

 

 

4.    Discussion and Approval of the Recruiting and Hiring Procedure for the County Administrator

(Dr. Henry Grant, Interim County Administrator/Lonyell Butler, HR Manager)

    V- Asked for HR to give restrictions based on labor laws to get an Administrator. Time limit.

Lonyell appeared before the board she said the position was appointed and the individual could be appointed with a motion. Provided a guideline that she followed when posting for a Administrator 

 

Holt out at 8:12

 

Asked what labor law he questioned.

V- Requirement to advertise and opportunities given to all interested

Butler- no violation in labor law if no recruitment process adopted and there was not.

 

  Adopted was precedence on how the process was done before.

 

   Green – Concerned, he received an email asking for closure. He wants to close the case before moving forward

 

  NeSmith- Asked Butler if CA was advertised and what was the ending process

Position advertised 4 times. There were interviews and ranking but not selected from the rankings.

 

Hinson- Only person selected was Derek Elias. He was approved.

 

Email from Elias - Hinson read the email. He wants the job.

 

Knowles Position was offered an offer was made- Elias countered- brought back to the board and the board ratified and went back to Elias with no response. Would not accept 105,00 but would negotiate.

 

Holt- Voted no and will again- in a bind-

 

   GREEN MOTION TO CLOSE THE NEGOTIATION WITH ELIAS WITH A SECOND BY NESMITH 

 

  Hinson- Counter offer not given to the Board- No letter or response from Elias.

 

Board voted 4-1   pass

 

Holt passed the gavel to Vice Chair Viegbesie

 

HOLT- MOVE TO HIRE ED DIXON AS MANAGER/ SECOND BY HINSON WITH CONVERSATION

HOLT SAID MOVE FORWARD.

 

                        HOLT, Y

VIEGBESIE Y

ERIC HINSON -

                        NESMITH, Y

                        R GREEN, Y

 

4-0 PASSED

 

Need smooth transition.

 

  Holt- offer same contract as Mr. Elias.

  Butler- wants to have direction on how to move forward. 

  Knowles- echoed Ms. Butler. Salary- drop date to accept- vehicle- health ins- life insurance – leave- Wants clear guidance.

V- performance evaluation as well

Holt- 105,000 for 5 years. Annual evaluation. Goals and objectives. Give 2 weeks.

Knowles can the Board bring it back Monday.

V- put together discussion and will discuss on Monday what is brought to the Commission.

Green- Thought agreed to term already in place- just need a time for him to respond.

 

   NeSmith-   Did not have opportunity to look at terms. Wants to look over the weekend and come back Monday

 

Holt- It can be emailed to everyone. If he did not accept the Board would move on.

 

V- Monday there will be a draft and if it was agreed on it would be presented. Contract says 5 years but it can be ended at any time.

 

Green- Can a meeting be called with him for Monday. Can the Board say 3 years?

  Knowles read from the contract. And said he would email it to all commissioners and come back Monday

 

Gavel given back

 

  Holt- Quincy wanted money for stop the violence. Wants workshop before regular meetings. Health council funding

 

Dr. Grant- made sure he heard workshop before each regular meeting.

 

V-4 p.m.  did not always work for everyone.

Holt- Housing money approval having a hard time by finance. Get with finance.     

 

 

Motion to Adjourn

 

8:55 motion to adjourn