Board of County Commissioners
Workshop to Review and Discuss County Contracts & Committees/Boards
August 17, 2021
Present: Brenda Holt, Chair, District 4
Dr. Anthony “Dr. V” Viegbesie, Vice Chair, District 2
Eric Hinson, District 1-remote
Kimblin NeSmith, District 3
Ronterious “Ron” Green, District 5
Edward J. Dixon, County Administrator
Clayton Knowles, County Attorney
Marcella Blocker, Deputy Clerk
CALL TO ORDER, INVOCATION, PLEDGE OF ALLEGIANCE
Co. Admin called workshop to order at 4:35PM.
CITIZENS REQUESTING TO BE HEARD (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 11:00 a.m. August 17, 2021. Comments submitted after the deadline but prior to 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.
Co. Admin Dixon read the above
Chair Holt states sitting out in the audience shows openness to invite citizens and constituents. Worried by sitting at the front it intimidates citizens from going up to the mic. Less “authoritative”.
Review and Discuss County Contracts
Dixon introduced the purpose of the workshop. To give us some clarity. Primarily evergreen contracts. Ability to review contracts before they are due/renewed. That some default and renew if they’re not good. Made notice of inability to choose new contracts because of rollover before county is notified. This is an attempt to give light to that. Manage not only our future but our costs. “When we have problems, we tend know not how to respond…”
Dr. V points out the position of gov. should enhance government efficiency.
Dixon points out contracts need to be discussed with attorney routinely.
Chair Holt brings up points of expiration dates. Research about contracts need to be done before expiration date b/c how else can they bid on them. What are the amounts we’re paying?
some of those contracts have been rolling over for years and years.
Dixon- do we like vendors/why. How do you know if you like the vendor?
NeSmith- Contracts start in July. Do we have any other contacts between January/June? If not on spreadsheet we don’t know of them.
Dixon discusses McGriff contracts. “Some of these contracts, we don’t know where they came from.” Will be inserting information back into spreadsheets.
Contracts not stored in a central place where everyone can see.
Find out cost to the county for McGriff. Will find out.
NeSmith- all additional contracts have to come back before board? Yes.
Green- better remedy?
put them on Certain computer drives. Contracts get lost if management changes. So manager will continue to manage contract but the contracts department as a whole will manage it. Position will discuss with attorney regarding contracts, do they need to be adjusted long before they’re due.
Dr. V- This information is really good but this conversation isn’t one we can have in 1-2 hours. Are they effective/efficient? This is a good start.
NeSmith- Contracts are ending 9/30
Dixon- some have 30–90-day end/renew period
NeSmith- automatically renewed contracts price increase?
Clayton- some may have 10-20% increase.
Green- Who makes decision if autorenewal contracts are renewed? Dixon said it’s made.
NeSmith- do commissioners approval renewal clause in autorenewal contracts? Yes.
Dr. V- Commissioners need to be vigilant in contracts and renewals.
Dixon- We should have information readily available for decision making and we haven’t done that.
Holt- renewals should be coming from the attorney, wants to look at Capital Regional contract.
Hinson- everyone has to be together.
Holt- mentions the county uses one bank, should look into using one bank or two?
Holt- wants to build a new hospital. Not members of the chamber but we pay the chamber? We don’t get to vote but we pay. Transportation, we haven’t looked at the dollars federally to provide larger buses through grants.
Attorney doesn’t bill for phone calls. “Butt in seat”
Will provide all information for contracts that are due soon.
NeSmith- CRP- 20 year contract?
NeSmith trying to understand CRP contract.
Green, is this a common practice among other counties especially of our size.
Clayton, yes. It’s not uncommon.
Holt- Hospital contracts but only have an emergency room.
Dixon- Due diligence.
Review and Discuss County Committees/Boards
Dixon introduces item.
Dixon- Industrial board is important bc they have authority. Gives alternative group that doesn’t tie to county’s pockets. Able to leverage money into the county.
Dixon- public safety council has authority as well but hasn’t made much use of.
Green would like dates for when boards are expired/members aren’t active.
MOTION TO ADJOURN
Dixon adjourned meeting at 5:50PM.