Aug 6, 2013 Final

FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX AUGUST 6, 2013 9:00 AM AGENDA
The Board of County Commissioners asks that all cell phones are turned off or placed on silent (vibrate) mode. If you would like to comment on any matter, when recognized by the Chairman, state your name, sign the speaker log, and please adhere to the 3 minute time limit. If you plan on distributing any handouts (information) to the Commission, please provide a copy to the Clerk for the official records.
9:00 A.M.
Call to Order Prayer and Pledge Approval of the Minutes Payment of County Bills Department Supervisor Report Howard Nabors Superintendent of Public Works Fonda Davis Solid Waste Director Nikki Millender- Parks & Recreation Pam Brownell- Emergency Management Director Bill Mahan County Extension Director Ray Brownsworth- Weems CEO- Hospital Update Bid Opening for Landfill for 1 Closed Door Horizontal Baler Open bids for St. George Island Revetment Repairs Open bids for Bluff Road Widening Project State Housing Initiative Program- SHIP UPDATE- Rev. John Sink State Senate Update- Dan Tonsimiere- Apalachicola River Keepers Marcia Johnson- Clerk of Courts Alan Pierce- Director of Administrative Service T. Michael Shuler- County Attorney Report Commissioners & Public Comments Adjourn For Lunch Public Workshop to discuss Personnel Rules Special Meeting concerning possible adoption of amendments to its Personnel Rules
9:15 A.M.
9:45 A.M. 10:00 A.M. 10:15 A.M. 10:30 A.M. 10:40 A.M. 10:50 A.M. 11:00 A.M. 11:15 A.M. 11:30 A.M. 12:00 P.M. 1:30 P.M. 2:00 P.M.
FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX JULY 2, 2013 9:00 AM MINUTES
Commissioners Present: Cheryl Sanders Chairman, William Massey Vice Chairman, Noah Lockley, Joseph Parrish, Pinki Jackel
Others Present: Marcia Johnson Clerk of Court, Alan Pierce Director of Administrative Services, Michael Shuler County Attorney, Michael Morn Deputy Clerk/Board Secretary
Call to Order (9:03 AM) Chairman Sanders called the Meeting to order.
Prayer and Pledge (9:04 AM) There was a prayer followed by the Pledge of Allegiance. Chairman Sanders mentioned the deaths of the 19 Firefighters in Arizona.
Approval of the Minutes (9:05 AM) Motion by Lockley, seconded by Massey, to approve the Minutes of the June 18, 2013 Regular Meeting; Motion carried 5-0.
Payment of County Bills (9:06 AM) Motion by Massey, seconded by Lockley, to approve the payment of the Countys Bills as presented; Motion carried 5-0.
Department Supervisor Report Dewitt Polous Interim Superintendent of Public Works (9:06 AM) Mr. Polous had no action items but stated that the cost of the aggregate shell, which is used for the repair of County roads, has increased.
FCBOCC Regular Meeting July 7, 2013 Page 2 of 14
Mr. Polous discussed the amount of funds in his budget for this item. The Board, Mr. Polous, and Fonda Davis discussed a specific area that is presenting a problem with illegal dumping.
Fonda Davis Solid Waste Director (9:08 AM) Mr. Davis presented his report to the Board. STORM DEBBY FEMA REIMBURSEMENT: FOR BOARD ACTION: The Franklin County Finance Office has received the Solid Waste FEMA reimbursement from 2012 Storm Debby, in the amount of $123,998.00. I respectfully request that I be allowed to go out on bids to replace needed recycling equipment. New recycling equipment has not been purchased since Franklin County started up the voluntary recycling program many years ago. I am also requesting the Boards approval to purchase a truck for Animal Control. ACTION REQUESTED: Motion allowing me to go out on bids to purchase needed recycling equipment and a motion approving the purchase of one new Animal Control vehicle from off of the State bid list. Motion by Jackel, seconded by Lockley, to allow Mr. Davis to go out for bids to purchase recycling equipment and to purchase one new Animal Control vehicle from the States bid list; Motion carried 5-0.
Nikki Millender Parks & Recreation (9:09 AM) Mrs. Millender had no action items. Chairman Sanders discussed problems with people using the beaches and not removing all of their items when leaving. She said it is causing problems for the sea turtles. The Board, Mr. Pierce, and Mrs. Millender discussed this item further. Chairman Sanders stated the increased problems this action is causing this year versus other years. Commissioner Jackel suggested amending the Turtle Ordinance, and discussed possible options. Commissioner Parrish suggested sending the rental companies a letter explaining why the Ordinance is being amended. Motion by Jackel, seconded by Massey, to start the process to amend Turtle Ordinance to enforce the removal of all items from beaches and send letters to the appropriate parties informing them of the importance of not leaving items on the beaches overnight; Motion carried 5-0.
Alan Pierce Director of Administrative Services Report (9:17 AM) Mr. Pierce presented the following item from his report. Item 9 - Energy Efficiency Grant Update As the Board may recall, several weeks ago the County applied for additional grants to install energy efficient lighting at D. W. Wilson and Vrooman Parks. Ms Anne Boland with the Office of Energy contacted Mark Curenton late Monday afternoon and said Franklin County might be receiving a grant to replace the lights on the baseball fields at Vrooman Park with LED lights. They should know something definite at 5:01 p.m. Monday. If we do receive the grant all the work has to be completed by August 30. In order to meet the grant deadline the County will have to waive its usual advertising requirements and just contact all the licensed electricians in Franklin County for quotes on the project, which could be opened on July 16 and awarded the same day. Board action to accept the State grant, if awarded, and to waive bid policies because of the deadline imposed by the grant. (The reason that Vrooman Park was selected was that after talking to Mrs. Nikki Millender, Parks and Recreation Director, the lights in Vrooman Park are beginning to have problems and there was not enough money in the grant for both parks. The Board will be shocked at how expensive LED lights are when the quotes are opened.) Chairman Sanders suggested that the County apply for additional grants for the other parks in the County. Commissioner Jackel asked that all appropriate parties are contacted relating to this project. Motion by Jackel, seconded by Massey, to approve Efficiency Grant and replace lights at Vrooman Park in Eastpoint; Motion carried 5-0. Commissioner Lockley asked Mrs. Millender who the Board members should contact if she isnt available. Mrs. Millender stated that there was no one else to contact.
Pam Brownell Emergency Management Director (9:20 AM) Mrs. Brownell presented her report to the Board. Action Items: Requesting Board approve to advertise for Request for Qualifications for Disaster Debris Monitoring firms. Motion by Parrish, seconded by Massey, to approve advertisement for RFQs for Disaster Debris Monitoring Firms; Motion carried 5-0. Information Items:
1. Emergency Management is working on scheduling Community Emergency Response Team (CERT) training with the state for sometime in the near future. 2. Emergency Management is working on scheduling a communications meeting at the EOC, date and time to be determined for this month. 3. The Management Experts and Emergency Management will be conducting a table top hospital shooter exercise at Weems Hospital, July 19, 2013 at 9:00am.
Bill Mahan County Extension Director (9:21 AM) Mr. Mahan presented the following items from his report. Franklin - UF IFAS Updates
1) FDA to Begin Using a New Vibrio vulnificus illness Reduction Calculation Annually,
beginning in 2013, the observed risk/serving will be used to determine whether states have individually met the risk/serving standard for each of the three risk periods. During any risk period, FDA will only evaluate compliance with that periods risk/serving standard if the number of attributed illnesses during that period is greater than one. The inability of a state, based on individual year or cumulative year determinations, to meet the risk/serving standard(s) will deem that state out of compliance with the NSSP. The state will then be required to implement additional control measures to meet NSSP risk/serving standards for the particular risk period(s) in which the standard was not met.
2) Governor and Cabinet Oyster Aquaculture Decision On Tuesday, June 25th, the Governor
and Cabinet approved a first of its kind water-column oyster aquaculture leases in Alligator Harbor. Please see attached, press release. The Board and Mr. Mahan discussed this item further.
3) Gulf Coast Marine Life Center Meeting On June 24th, I attended a meeting with
representatives of the Gulf Coast Marine Life Center, Destin, FL to discuss their plans to develop state-of-the-art marine finfish, oyster & crab hatcheries, a coastal plants production facility and a Gulf Marine Life Education Center. The group is partnering with a number of universities, including UF to assist them in the development of the Center. The representatives plan to return in the near future to discuss their plans with SMARRT.
4) SMARRT Meeting I attended the June 24th meeting of SMARRT. Leo Lovel from Spring
Creek Oyster Company & Spring Creek Restaurant attended the meeting along with Bob Ballard, Executive Director of Tallahassee Community Colleges Wakulla Environmental Institute to discuss oyster leases in Alligator Harbor oyster lease and their plans to get approval from the Governor and Cabinet to have water-column oyster aquaculture leases.
5) FL Sea Grant Oyster Aquaculture Workshop Planning With all the current oyster
aquaculture proposals being discussed FL Sea Grant (Karl Havens, Chuck Adams, Leslie Sturmer and I) have been planning to present an oyster aquaculture workshop. At this time, no date has been set.
6) Biennial ISSC Meeting Scheduled The 2013 Biennial Meeting of the Interstate Shellfish
Sanitation Conference (ISSC) will be held October 26 November 1, 2013, at the St. Anthony Hotel in San Antonio, Texas. The early registration fee (prior to September 15th) is $520.
7) Sea Turtle Lighting & Disorientation Workshop The workshop held on June 19th at the St.
George Island Fire Station went very well and the FL Fish & Wildlife Commission staff was very pleased. Kelly Roberts with FWC can down from Tallahassee to co-teach the program. Kelly commented after the program on how pleased she was with the turn-out and participation. She said that she has done county-wide programs and had five people show up, so to have 12 people from one beach show up was wonderful. Kelly and I are already discussing future activities.
Ray Brownsworth CEO Weems Hospital Update (9:27 AM) Mr. Brownsworth stated that he will only submit Item 8 for Board action today and will discuss the other items at the next Meeting. 8. 800 MHz Radios Earlier this year we were approved by the Board of Directors and the County Commissioners to upgrade our radios for narrow banding. The amount approved was approximately $69,000. At that that time, we noted this was merely to comply with federal requirements and that in the future it would be necessary to spend additional funds to minimize gaps in our coverage area, provide for a stronger clearer signal and to provide for cross agency communication. As a follow up to the approval and at the request of both boards, we have performed additional research into the 800 MHz radios that various agencies use in the area and statewide. For an additional $20,000, we can meet federal guidelines for narrow banding, maintain our existing capacity in the event of disaster and upgrade to 800 MHz. The 800 MHz units have been tested by our EMS staff and provide a clear and strong signal all the way to Tallahassee. There are some gaps remaining in our coverage area but they are less than the current system. Addition towers are scheduled to be added in our region to reduce the gaps even further. The units have the capability of being programmed in the future to allow communication with other agencies as they likewise upgrade their systems. We have tried to facilitate a meeting with other agencies to provide for agreement on equipment and purchasing but have been unsuccessful to date. It is therefore in our best interest and that of our patients to put in place a system that will take us 4-5 years into the future until such a collaborative approach can be realized and providing for equipment that could be easily programmed until such time. The Board discussed and the source of the funds was verified.
Commissioner Jackel wanted to verify that the vendor that will be used is the same one that the Board previously selected. Mr. Brownsworth stated that it was the same vendor. Motion by Lockley, seconded by Parrish, to approve upgrading to narrowband and upgrading radios to 800 MHz in the amount of $89,000; Motion carried 5-0.
Greg Preble Preble-Rish SGI Pier Update (9:32 AM) Greg Preble, of Preble-Rish, gave an update on the Pier Project and stated that the project will not be completed until the beginning of September. Mr. Preble explained a problem with the pylons and provided some possible options. He asked for Board action on a change order to resolve this situation. Commissioner Lockley wanted to be sure that no vehicles would be driven on the fishing pier; Mr. Preble stated that only emergency type vehicles will be able to drive on it. Commissioner Jackel commented on the problems with the delay of the project completion and the economic impact it is having on the merchants on St. George Island. She asked that PrebleRish stays on top of the contractor to get the project completed as fast as possible. Mr. Pierce explained the funding source for the project and discussed how the repaired area will look. The Board discussed this item further. Motion by Jackel, seconded by Massey, to approve change order for the St. George Island Pier Project; Motion carried 5-0.
Marcia Johnson Clerk of Courts Report (9:43 AM) Mrs. Johnson had no items.
Amend Agenda Motion by Lockley, seconded by Massey, to amend the Agenda to move the Superintendent of Public Works interviews to 11:00 AM; Motion carried 5-0.
Alan Pierce Director of Administrative Services Report Mr. Pierce presented his report. 1- Inform the Board that the Governor and Cabinet did approve the use of the entire water column on an Alligator Harbor lease to see if the lease holder can grow oysters using a suspended growing system. This item was discussed earlier in the Meeting.
2- Inform the Board that Sheriff Mock responded to the Boards letter of concern on littering. Sheriff Mock says he feels the same way and he will direct his staff to do their part. 3- Board action to seek a waiver of an $11,000 DEP fee for the permit the county is seeking on rebuilding the section of revetment just east of Tom Roberts Road on Alligator Point. The waiver will reduce the fee to $100. Motion by Parrish, seconded by Jackel, to approve to seek a waiver of an $11,000 DEP fee for permit to rebuild section of revetment east of Tom Roberts Road on Alligator Point; Motion carried 5-0. 4- Inform the Board that Ms. Switzer, SHIP Director, that Franklin County will be getting $350,000 of SHIP funds. The state is slightly behind in releasing the funds so they will not get here before July 15. The state has put a new mandate on the use of the program funds- 20% of the funds now must be used on housing for the disabled. Ms. Switzer and the SHIP Committee are working on a strategy to implement that requirement and when it is developed they will present it to the Board for adoption. 5- A gentleman, by the name of Mr. Herbert J. Kuntry Carter is trying to get recognition for a form of music he is calling Dixie Phonics. He is asking the Board adopt a Proclamation identifying July 2, 2013 as Dixie Phonics Day and commend Mr. Carter for elevating and developing this distinct musical style. Gulf, Leon, and Wakulla counties have already adopted same Proclamation. It is Mr. Carters goal to get every county in the Florida Panhandle to adopt this Proclamation. The style of music is known elsewhere as Texas Swing. Board action. Motion by Parrish, seconded by Lockley, to adopt a proclamation declaring July 2, 2013 as Dixie Phonics Day; Motion carried 5-0. 6- Committee ranking for CEI Consultants for Bluff Road resurfacing project. Even though the county advertised in a paper of regional circulation, there were only two applicants, Preble-Rish and Southeastern Consulting Engineers. The committee recommends Preble-Rish. Board action. Motion by Lockley, seconded by Parrish, to approve recommendation of Preble-Rish as the CEI Consultants for the Bluff Road Resurfacing Project; Motion carried 5-0. 7- Inform the Board that we will be opening bids for the Bluff Road Resurfacing on August 6. The project is in the final design by Jacobs Engineering. The county had asked for DOT review of two local issues- a STOP sign at 24th St, and a cross drain at about 23rd St. Because of the curve in the road the intersection does not meet the DOT standards for sight distance so there will not be a STOP sign as part of the project. There should be some extra markings warning of the dangerous curve. There will be a cross drain at 23rd to help with drainage.
In general, the project will widen the road driving lanes by 2 feet, and then will have 5 foot paved shoulders. The project will stabilize the large drainage ditch that goes under Bluff Road. Once the project makes the turn at the cemetery all the work will be on west side of the road so that project will maintain the grassed separation between the road and the existing bike path. The Board and Mr. Pierce discussed possible funding sources to cover the ditch at this location. 8- Preble-Rish as engineers on Alligator Point Multi-Use Path. Motion by Lockley, seconded by Jackel, to sign contract approving Preble-Rish as engineers for the Alligator Point Multi-Use Path; Motion carried 5-0. Item 9 - Energy Efficiency Grant Update As the Board may recall, several weeks ago the County applied for additional grants to install energy efficient lighting at D. W. Wilson and Vrooman Parks. Ms Anne Boland with the Office of Energy contacted Mark Curenton late Monday afternoon and said Franklin County might be receiving a grant to replace the lights on the baseball fields at Vrooman Park with LED lights. They should know something definite at 5:01 p.m. Monday. If we do receive the grant all the work has to be completed by August 30. In order to meet the grant deadline the County will have to waive its usual advertising requirements and just contact all the licensed electricians in Franklin County for quotes on the project, which could be opened on July 16 and awarded the same day. Board action to accept the State grant, if awarded, and to waive bid policies because of the deadline imposed by the grant. (The reason that Vrooman Park was selected was that after talking to Mrs. Nikki Millender, Parks and Recreation Director, the lights in Vrooman Park are beginning to have problems and there was not enough money in the grant for both parks. The Board will be shocked at how expensive LED lights are when the quotes are opened.) This item was discussed earlier during the meeting. 10 - Dan Tonsmiere - Board action to approve resolution. Mr. Tonsmiere stated that he and Betty Webb were representing the Apalachicola Caucus of the ACF Stakeholders. He explained that for the past 5 years their effort has been to develop a sustainable water management plan for how to allocate the water throughout the entire basin on an equitable basis. He stated that this request was coming from the Riparian County Stakeholder Coalition as the body of the six counties asking the Governor to support the use of a portion of the $500,000. Mr. Tonsmiere stated that they were seeking the support of a specific resolution from each county to present to the Governor. Chairman Sanders suggested that Mr. Tonsmiere ask for the entire $500,000 as she would prefer that his organization do the study rather than the North West Florida Water Management District.
Mr. Tonsmiere stated that there was a limited time period and it would be difficult to spend the entire $500,000. He stated that this would give a good representation of the Bay in the sustainable water management plan. Chairman Sanders and Mr. Tonsmiere discussed the funding amount further. Commissioner Parrish stated that Mr. Tonsmiere would stand a better chance in getting a smaller amount rather than the entire $500,000 and also discussed this matter further. There was more discussion on this matter between Mr. Tonsmiere and the Board. Motion by Parrish, seconded by Jackel, to approve Resolution; Motion carried 5-0. Mr. Tonsmiere also provided the budget request for the RCSC. Chairman Sanders recognized Warden Chris Atkins. Warden Atkins informed the Board that the State is closing the Bay City Work Camp. He introduced other Department of Corrections officials that came with him. He explained that this closure is due to budgetary restrictions. He stated that the work-squad services will not be stopped but he does realize that transportation will have to change. Based on the Chairman's inquiry, Warden Atkins stated that there won't be any job reductions and, in fact, there will be opportunities for additional jobs. Commissioner Lockley asked about the ownership of the property. Commissioner Jackel asked Attorney Shuler to research a possible reverter clause related to the property. The Board commented on the economic problems this closure will cause. Warden Atkins stated what is being done to assist some of those who are being affected by this closure. Commissioners Parrish and Lockley stated their displeasure with the closing of this facility. Chairman Sanders thanked the Warden for coming, even though he delivered bad news for the County.
Recess (10:13 AM) Chairman Sanders called for a recess.
Reconvene (10:21 AM) Chairman Sanders reconvened the Meeting.
Public Hearing Flood Plain Ordinance (10:21 AM) Alan Pierce discussed and explained the new Flood Plain Ordinance. Chairman Sanders opened the floor for public comments.
Alan Feifer, Alligator Point Taxpayers Association, expressed some concerns with the new Ordinance. Mr. Pierce stated that the concerns expressed are due to the maps that are required by the Federal Government. He stated that the new maps will be adopted in February of 2014. Mr. Feifer discussed the possibility of a secondary market for flood insurance that might benefit Franklin County. Rachel Ward, Flood Plain Administrator/Manager, stated that one of the changes in the Ordinance is the issuance of Flood Management Permits. She stated that her department is working to incorporate that into the review process. Motion by Lockley, seconded by Parrish, to adopt new Flood Plain Ordinance; Motion carried 5-0. Mr. Pierce asked for Board action to adopt a Resolution that includes the fee schedule. Motion by Lockley, seconded by Massey, to adopt a Resolution that includes the fee schedule for the Flood Plain Management Permit fee; Motion carried 5-0.
Public Hearing Amend Height Limit in Zoning Code (10:33 AM) Mr. Pierce explained the amendment to the current Ordinance. He explained that the height limitation will remain at 35 feet but this will give the homeowner an option to receive rate reductions according to the height of their new home. Rachel Ward provided additional information. Chairman Sanders opened the floor for public comments. Cliff Butler provided information based on his experience. He suggested that the Board consider expanding beyond the 3 feet for flood insurance reductions. Commissioner Parrish stated that he also had the same question and explained, but wanted the height cap to be maintained at 47 feet. Ms. Ward addressed the comments and stated that she understands the concerns. Commissioner Lockley agreed with Commissioner Parrish and Mr. Butler. Mr. Pierce stated that his interpretation of the ordinance will allow for additional height above the 3 feet for flood insurance reductions. Motion by Parrish, seconded by Lockley, to approve to amend height limit in zoning code; Motion carried 5-0.
Public Hearing C-4 Re-Zoning on St. George Island (10:46 AM) Mr. Pierce explained the rezoning request for Lots 1 5, Block 9 on St. George Island from C-2 to C-4, which is a mixed use zone.
Chairman Sanders opened the floor for public comments. Mary Lou Short, a resident and business owner on St. George Island, was in support of the rezoning and explained why she was in favor of approval. Heath Galloway, of Galloway Construction, presented a copy of the proposed project to the Board and discussed with the Board. Mr. Pierce discussed the limitations of commercial development on St. George Island. Board members commented on this request. Mason Bean, of St. George Island, stated that more planning is necessary and didn't like the zoning proposal. Travis Stanley stated that there isn't a demand for commercial ventures on St. George Island and was in favor of this re-zoning request. Commissioner Jackel stated that she did get some comments from people who were opposed to the re-zoning but most were in favor. She agreed that a vision is needed for St. George Island but because of the location of the lots and some of the other problems discussed, such as infra-structure; she was in favor of this request. She discussed some of the vacant commercial buildings on St. George Island, and other problems for commercial ventures. Commissioner Jackel spoke in favor of mixed use. She asked the contractor to contain any storm-water issues for this project. Motion by Jackel, seconded by Massey, to approve rezoning request from C-2 Commercial Business to C-4 Commercial Mixed Use for Lots 1 5, Block 9, Unit 1 on St. George Island; Motion carried 5-0.
T. Michael Shuler County Attorney Report (11:07 AM) Attorney Shuler had no report for the Board.
Commissioners & Public Comments (11:07 AM) Commissioner Jackel commented on the current Oyster Harvesting season which is Sunday Thursday. She stated that she would like to have FWC change the season to Monday Friday, which would allow harvesters the opportunity to attend church. The Board discussed reasons for current harvesting days. Howard Reeder, an Oyster Dealer, stated that he sells more oysters during the weekend than he does throughout the week. He stated that he would like to attend church.
Motion by Jackel, seconded by Massey, to send FWC and DACS a letter requesting a change of dates for Oyster Harvesting; Motion carried 5-0. Chairman Sanders asked for a vote of confidence for Tonia Chisholm as Assistant Library Director in Carrabelle. Motion by Jackel, seconded by Lockley, to approve a letter of a Vote of Confidence in support of Tonia Chisholm as Assistant Library Director in Carrabelle; Motion carried 5-0. Alan Feifer, of Alligator Point Taxpayers Association, read a letter from an Alligator Point resident about trash problems there. The Board agreed that this is a hard problem to solve and discussed the same issues throughout the County. Mr. Feifer suggested a warning sign when entering Alligator Point. Mr. Pierce discussed some of the problems. Commissioner Lockley and Mr. Feifer discussed some of the problems with getting information on who is creating the trash problems. The Board discussed issues in other parts of the County. Commissioner Jackel stated that she is in favor of mandatory garbage pickup for the entire County. Chairman Sanders asked Mr. Feifer to discuss this problem with residents in Alligator Point and come back to the Board. Mr. Feifer asked about the format for the upcoming budget workshops and the thoughts of the Commissioners going into the budget workshops. Chairman Sanders stated some of the issues the Board is looking at with the budget.
Interviews Superintendent of the Road Department (11:33 AM) Chairman Sanders stated that the Board would start the interviews for the Superintendent of the Road Department. Dewitt Polous Based on questions from Commissioners, Mr. Polous stated that he has been working for the county for at least 21 years. He said he has done a little bit of just about everything at the County Landfill, Road Dept. and Mosquito Control. He stated some of his experience with
equipment and mosquito control supplies. Mr. Polous stated that he has been a supervisor for 13 years and has good budget and computer skills. He stated that he has not had any complaints against him during his position as Interim Superintendent of Public Works. Commissioner Jackel commended Mr. Polous on his work throughout the years, especially with his interim service as Asst. Superintendent of the Road Department. Commissioner Parrish also commended Mr. Polous on his service with the Road Dept. and Mosquito Control. Mr. Polous spoke about his service as Interim Superintendent. He explained how the Dept. has been short on employees but said all of the employees have stepped up and done a good job. Chairman Sanders and Mr. Polous discussed the availability of work squads with the Road Dept. Mr. Pierce commented on possible options to solving this situation. Chairman Sanders suggested a meeting with her, Mr. Pierce, and the Dept. of Corrections officials on this matter. The Board discussed possible options to the inmate transportation problem. Mr. Polous discussed an option to use inmates in zones rather than the current way of using the inmates. Howard Nabors Mr. Nabors stated that he has been employed with the County for over 26 years. Based on questions from Commissioners, Mr. Nabors stated some of his work history with the County said he doesnt have too much experience with budgeting or computers but is willing to learn. He stated his experience with operating equipment. Commissioner Jackel thanked Mr. Nabors for applying and thanked him for all of his work with the County throughout the years. Commissioner Parrish and Mr. Nabors discussed his ability to supervise and work with the other employees at the Road Dept. They also discussed Mr. Nabors experience with operating the equipment and training others to operate the machinery. Commissioner Jackel and Mr. Nabors discussed his supervisory experience. Mr. Nabors stated that he is capable of serving as the Superintendent and has no problem with a 6 month probationary period. Chairman Sanders and Mr. Nabors discussed his ability to work with the other Road Dept. employees. Commissioner Jackel asked if both applicants meet the requirements of the job description and Attorney Shuler discussed some of the requirements. Motion by Lockley, seconded by Parrish, to appoint Howard Nabors as Superintendent of Road Department; Motion carried 3-2, Jackel and Massey opposed. The Board discussed the proposed salary for Mr. Nabors. Motion by Lockley, seconded by Parrish, to approve salary set as $45,000; Motion carried 5-0.
Commissioner Jackel asked about compensation for Mr. Polous for the time he served as Interim Asst. Supervisor. The Board discussed this suggestion and talked about job classification. Motion by Jackel, seconded by Massey, to have Mr. Pierce calculate the amount of time that Mark Curenton, Fonda Davis, Howard Nabors, Dewitt Polous served as Interim Supervisors in their Departments and report back to the Board with the information; Motion carried 5-0. Nikki Millender, Supervisor of Parks & Rec., stated that she only received a $2,500 raise when she was promoted to the Department Head of Parks & Rec. Chairman Sanders discussed rate of pay versus the amount of years of service for the different County department supervisors. The Board discussed this matter further. Motion by Jackel, seconded by Massey, to adjust all Department Heads to $45,000 set salary; Board decided to address this action during the Budget Workshops and Public Hearings.
Adjourn (12:13 PM) There being no further business, Chairman Sanders adjourned the Meeting.
_____________________________ Cheryl Sanders, Chairman FCBCC Attest: _____________________________ Marcia M. Johnson, Clerk of Courts
FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX JULY 16, 2013 9:00 AM MINUTES
Commissioners Present: Cheryl Sanders Chairman, William Massey Vice Chairman, Pinki Jackel, Noah Lockley, and Joseph Parrish
Staff Present: Marcia Johnson Clerk of Court, Alan Pierce Director of Administrative Services, Michael Shuler County Attorney, Michael Morn Deputy Clerk/Board Secretary
Call to Order (9:03 AM) Chairman Sanders called the Meeting to order.
Prayer and Pledge (9:04 AM) There was a prayer followed by the Pledge of Allegiance. Chairman Sanders apologized for a statement she made at the July 2, 2013 Meeting.
Approval of Minutes (9:06 AM) There were no Minutes presented for approval.
Payment of County Bills (9:06 AM) Motion by Massey, seconded by Lockley, to approve payment of the Countys Bills as presented; Motion carried 5-0.
Department Supervisors Report Howard Nabors Superintendent of Public Works (9:06 AM) Mr. Nabors had no action items for Board approval.
Mr. Nabors gave an update on conditions throughout the County based on all of the recent rain. He also stated that because of the state inmates being reassigned temporarily to the new jail his projects and work has been delayed. Chairman Sanders and Mr. Nabors discussed employees certifications in their current positions and also discussed the starting salary for employees. Commissioner Jackel and Mr. Nabors discussed advertising for his assistant. They also discussed an employee who isnt supervising any inmates. Commissioner Jackel stated that there are locations in Eastpoint and St. George Island that need to have the grass cut on the shoulders of the road.
Fonda Davis Solid Waste Director (9:13 AM) Mr. Davis had no action items. Commissioner Jackel discussed Mr. Daviss current work schedule, which is Monday through Thursday. Commissioner Jackel expressed her concerns with this schedule and asked the Board to consider whether or not this is the best schedule for the Director of the Solid Waste Department. Commissioner Parrish asked for a clearer understanding of what direction this discussion should go for Mr. Daviss work schedule. He made suggestions for handling emergency situations in Mr. Daviss absence. Commissioner Lockley stated that he didnt see a problem with Mr. Daviss hours remaining as scheduled. Motion by Jackel, to approve department supervisors working any shift; Motion failed for a lack of second. Motion by Massey, seconded by Parrish, to approve Mr. Davis to continue with a 4 day work week, but leave on his County phone when he is off, except for vacation time; Motion carried 4-1, Jackel opposed. Commissioner Massey said a decision is needed for Mr. Leonard Brannans employment since he can only perform light duty job duties. Mr. Davis explained how light duty positions work within his department. Attorney Shuler asked for the opportunity to discuss this situation further with Mr. Davis and gather more information. The Board and Attorney Shuler discussed this issue further. Motion by Parrish, seconded by Massey, to direct Attorney Shuler to meet with Mr. Davis concerning Leonard Brannans employment; Motion carried 5-0.
Nikki Millender- Parks & Recreation (9:29 AM) Mrs. Millender presented her report. 1. For Board Action: On Monday, July 8th I and Commissioner Sanders traveled to Brooksville Florida to support the Franklin County Debs and Belles Softball Teams which both had advanced on to play Monday for the Dixie Youth Softball Florida State Champs. The Belles got put out on Monday and brought home Second Place Trophy. The Debs swept through the tournament without a loss and are brought back home the title Florida Dixie Debs State Champions. Not only did the Debs bring home the title State Champs but they also captured the Sportsmanship Trophy. This is a Great accomplishment for this group of young ladies. The Debs are now headed to the World Series as Team Florida to compete in the World Series which is being held in Alexandria Louisiana starting August 2nd and they need to raise $20,000 to $25,000 to cover the expenses for their trip. Anyone wishing to make a donation can do so at any Centennial Bank location. At this time I would like to ask the board for approval to contribute $5,000 to the Franklin County Dixie Debs. REQUESTED ACTION: Approval to contribute $5,000 to the Franklin County Dixie Debs The Board and Mrs. Millender discussed all of the All Star teams from Franklin County. Motion by Parrish, seconded by Massey, to approve contribution of $5,000 to the Franklin County Dixie Debs to go to the World Series; Motion carried 5-0. Mrs. Millender discussed a list of needed improvements for County recreational facilities that she distributed to the Commissioners. Pam Brownell- Emergency Management (9:32 AM) Mrs. Brownell had no action items. Action Items: None Information Items: The Emergency Management office attended the Emergency Management assistance Compact (EMAC) webinars on July11, 15, 2013. The Emergency Management office met with Phil Worley to go over and finalize the county debris plan so he can submit it to the State and FEMA for review. Emergency Management attended the North Florida Domestic Security Task Force meeting held in Tallahassee on July12, 2013. There is a communications meeting scheduled at the Emergency Management Office for July 17, 2013 at 10:00am. There is a table top hospital shooter exercise scheduled for July 19, 2013 starting at 9:00am at Weems Memorial hospital.
Pam Brownell will be attending the Midyear Florida Emergency Preparedness Association conference from July23-26, 2013 at Clearwater, Florida. This is part of the scope of work for our State and Federal grants.
Commissioner Parrish asked Mrs. Brownell to find out when Williams Communications will fill in the signal gaps that exist in the County. He stated that he expects improvements with the signal gaps. He stated that these issues should be answered at the next communication meeting. Commissioner Massey and Mrs. Brownell discussed an upcoming emergency exercise.
Bill Mahan- County Extension Director (9:36 AM) Mr. Mahan presented the following items from his report. Franklin - UF IFAS Updates 1) Board action/direction requested - FWC Sea Turtle Grant Proposal We received an email from Dr. Robbin Trindell with FWC reporting that our Deep Water Horizon Restoration Phase II Project, Restoring the Night Sky proposal was reviewed by FWC & DEP and well received. Our proposal has been approved for funding pending the completion of a few minor revisions/additions that FWC & DEP requested. As part of the proposal, the County was approved to hire a part-time, seasonal Code Enforcement employee. Direction from the Board. Commissioner Jackel, Mr. Pierce, and Mr. Mahan discussed a letter that should be sent to the rental companies about leaving equipment on the beach and the possibility of it interfering with the sea turtles. The Board agreed that there should be a meeting with all rental companies throughout the County on this matter to discuss solutions before Attorney Shuler proceeds with an amendment to the current Sea Turtle Lighting Ordinance. The Board, Mr. Pierce, and Mr. Mahan discussed this matter further. 2) Board action/direction requested - DACS Oyster Aquaculture Plans Last week during discussions with FL Department of Agriculture and Consumer Services about oyster aquaculture I was informed that they plan to take a request to the FL Board of Trustees of the Internal Improvement Trust Fund Sovereignty Submerged Lands to approve oyster aquaculture leases in Apalachicola Bay (the old Oyster Aquaculture Units Hwy 65, SGI Unit 4, Four Mile & Nine Mile). Please see attached map. Shannon Hartsfield, President of Franklin County Seafood Workers Association, provided additional information on this matter, and stated that there are a lot of potential problems with this plan. He stated some of the problems with the State making decisions that is not
good for the Bay and that more local input is needed. He said that some of the closed places are areas that people other than oystermen use. Chairman Sanders expressed concerns with oystering and clamming areas. Commissioner Parrish discussed problems with the administrators in the Dept. of Agriculture not knowing enough about the Bay and the industry and suggested that some of the issues discussed today are presented at the SMARRT meeting on July 29th. The Board discussed this matter further. Mr. Mahan asked that the Board forward him any questions that they would like to have presented at the meeting. Mr. Hartsfield mentioned that the FCSWA had a list of questions to present and suggested the Commissioners might want to add to them. 3) UF Oyster Recovery Team Oyster Aquaculture Q & A Session The Franklin County SMARRT has requested that the UF Oyster Recovery Team have an Oyster Aquaculture Q&A Session to answer questions the members have about oyster aquaculture. The Oyster Aquaculture Q&A Session will be held on July 29th from 3:00 5:00 PM at the Apalachicola Community Center at 10-Foot Hole. The UF Oyster Recovery Team has asked the SMARRT to provide a list of questions ahead of time so the Recovery Team can research the questions if needed. If the Board has any questions, please give them to me and I will add them to the list. Chairman Sanders recognized one of Mr. Mahans associates from the University of Florida that was in the audience. Mr. Mahan informed the Board of an upcoming meeting based on a handout he distributed.
Ray Brownsworth - Weems CEO - Hospital Update (10:01 AM) Mr. Brownsworth covered items on his CEO report that he didnt address at the last Meeting. 1. Clinic renovation options Several companies were asked to assist Weems in developing budget figures. Adams Consulting Group which provided the hospital valuation for HB711 was the only firm which responded by figures. This was discussed at the June Hospital Board meeting. The original intent was to provide for additional exam rooms within nearby clinic space (Annex) and thus allow for additional providers. This unfortunately, would invoke upgrades within the building to comply with various regulations such as ADA due to the initiation of renovations. Instead, by using the existing space in its current configuration and by using providing like services from the prior occupancy, this can be avoided. Jim Bachrach will lead a work group to evaluate the necessary renovations to the Annex and work with me on getting a budget estimate and soliciting bids. 2. Clinic Operations Ginny, Becky, and Nicole have been providing a detailed evaluation of how things are being done at the clinic resulting in a lot of discovery. Robb Moss and staff
from TMH will have performed an operational assessment of the clinics providing us with insight into how to structure the clinics for both performance and quality care in the near future. With the assistance of these three as well as James Roberson, I am directing changes in policy, practice and processes. Part of this will be the expected productivity of both practitioners and staff as relates to staffing and productivity. Specific focus is being given to timeliness of chart completion and billing. The current clinic software system is cumbersome and will be replaced with the installation of the new hospital computer system. This will aide in charting, billing and revenue management. Recent reports from the current software have raised some concerns about open charts, billing and accounts receivable. Discussions with staff and further review question to usefulness of the data as it appears that the A/R and chart status needs to be cleaned up. Therefore, we are more current on billing that it would first appear. 3. Mammography Several informational emails have been distributed on the status of our mammography machine. In summary, the film processor for the current machine has gone out and will cost $8,000 to fix. Since October 2012, we have only done 20 mammos with numerous months having no procedures performed. This drop off is due to the advantage of digital imaging verses our analogy (film) imaging. Fixing the processor would not do anything to increase our volumes and would waste the money. Instead it makes sense to put the money toward a used digital unit. This has been discussed as a strategy in previous board meetings and I referenced seeking funding from a foundation or grant. Our foundation has chosen to continue raising funds for an ultrasound machine. I recommend that we continue to seek options related to the provision of digital mammography and pair it with our bone densitometry machine for womens services. Jeanne Sorrel is currently seeking pricing on a used machine and the availability of mobile services. If mobile services are available, it makes the most sense to begin with it to build volumes and then purchase a used machine later. 4. IT Contract Earlier this month, I provided BlueManta, our prior IT vendor, with 30 days notice of termination of the contract. This was due to concerns about their responsiveness to our requests and a failure to adequately provide for business continuity services. Based on BlueMantas response, I advised them that for the remainder of their contract their services would not be required. After such a change, it is typical to reset system security controls and access. This has been performed related to this event. Concurrently, I have engaged Eagle Tree Technologies for an interim service agreement to provide IT services. Michael Schuler was consulted as part of the action with BlueManta and has reviewed a contract for month to month services with Eagle Tree Technologies. Input from the Board of Commissioners and Hospital Board of Directors will be sought related to a longer term agreement and the proper selection process. Motion by Jackel, seconded by Massey, to recommend the Hospital Board go out for RFPs for IT services; Motion carried 5-0.
5. CFO search I made a recommendation to the Hospital Board on the selection and hiring of a new hospital CFO. The recommendation was accepted and employment terms have been approved. At the time of writing this report, we were in process of making an offer and have not received a response from the candidate yet. It is my preference to wait until the offer has been accepted to announce the person selected. We were fortunate in that both of the final candidates were of exceptional quality, work history and had excellent references. 6. Recognitions See Below Hello All, I spoke with a customer today and he was very appreciative of how his family was assisted today with signing up for Kidcare and all of the other Medicaid services. He was raving at how wonderful the program is and the assistance that they received. I told him that I would thank the staff on his behalf. Please share with your staff. Thank you all!! Best of Health, David I would just like to reinforce the comments of our patient. I would like to extend to everyone at Weems my sincere thanks and gratitude to the excellent and fantastic care that I received at our hospital, I could not have received better care anywhere, and yes; the food was great. Thanks for saving my life! Doctor C 7. Pre-Construction Activities We continue to meet with the Adams Consulting Group and TRO Architecture on activities that must precede any USDA application. On June 27 and 28, 2013, I met with representatives from TRO Architectural firm and Adams Consulting Group to discuss and prepare information needed to determine the scope of expected construction and renovations and for the USDA loan. They are developing three plan scenarios which tie into the dollar figures provided for in the Debt Capacity Study. To provide more contexts on this, we had a debt capacity study performed to make a high level evaluation of whether or not Weems would be able to fund construction for a replacement/renovated hospital based on our revenues and expenses. Due to the cost reimbursement aspect of critical access hospitals, it is possible for Weems to afford a larger capital investment that allow for by our current volumes and revenues. This is because we are reimbursed at cost for Medicare and Medicaid which represents about 50-60% of our volume. Having determined at a high level that it is feasible to build a new/renovated hospital, we now need to conduct a more detailed analysis. The Hospital Board has approved the authorization of a Feasibility Study with a cost of $50,000. This will be presented to the County Commission for consideration and action. The study is required by the USDA which previously had been selected as our funding source. Due to the time since our original application, a new application along with the feasibility study and opinion letter will be required. The cost for this is $50,000 can be paid for from the Healthcare Trust Fund as pre-construction activities. Commissioner Jackel and Mr. Brownsworth discussed a less expensive option since this report has been done before by the same company.
Commissioner Lockley asked how long these reports are valid and he was told about 1 or 2 years. Commissioner Parrish and Mr. Brownsworth discussed the ability to move forward with this project so this report wont be needed again in the future. Mr. Brownsworth discussed options for moving forward with the project. Commissioner Jackel stated that too much funding is being spent on planning and evaluation instead of moving forward with the project. Commissioner Lockley and Mr. Brownsworth discussed the possible amount of beds after the project is completed. Commissioner Jackel and Mr. Brownsworth discussed the possibility of building a new facility and then connecting it to the current facility. Mr. Brownsworth discussed the renovation cost for the new clinic. Motion by Jackel, seconded by Massey, to approve $50,000 for feasibility study for preconstruction of the new Hospital; Motion carried 5-0. 8. 800 MHz Radios Earlier this year we were approved by the Board of Directors and the County Commissioners to upgrade our radios for narrow banding. The amount approved was approximately $69,000. At that that time, we noted this was merely to comply with federal requirements and that in the future it would be necessary to spend additional funds to minimize gaps in our coverage area, provide for a stronger clearer signal and to provide for cross agency communication. As a follow up to the approval and at the request of both boards, we have performed additional research into the 800 MHz radios that various agencies use in the area and statewide. For an additional $20,000, we can meet federal guidelines for narrow banding, maintain our existing capacity in the event of disaster and upgrade to 800 MHz. The 800 MHz units have been tested by our EMS staff and provide a clear and strong signal all the way to Tallahassee. There are some gaps remaining in our coverage area but they are less than the current system. Addition towers are scheduled to be added in our region to reduce the gaps even further. The units have the capability of being programmed in the future to allow communication with other agencies as they likewise upgrade their systems. We have tried to facilitate a meeting with other agencies to provide for agreement on equipment and purchasing but have been unsuccessful to date. It is therefore in our best interest and that of our patients to put in place a system that will take us 4-5 years into the future until such a collaborative approach can be realized and providing for equipment that could be easily programmed until such time. This item was addressed at the last meeting. 9. Possible Grant Opportunity On June 25, 2013 I attended a dinner in Tallahassee with Dr. James Stockwell and several other physicians looking to develop a grant proposal to improve coordination of care between tertiary hospitals and rural hospital as well as the development of programs to improve clinical quality and reduce costs locally. This is part of the Affordable Care
Act which is providing a billion dollars for these efforts. From this fund, 100 grants will be given. The collaborative is seeking 10-20 million dollars.
Gulf Coast Workforce Agreement Renewal (10:18 AM) Kim Bodine, of Gulf Coast Workforce asked for Board action to approve the Inter-local Agreement and Budget. Ms. Bodine stated that her agency had an increase in their budget by about 21 percent. She discussed services that her agency is doing in the County and stated that there are two full time employees working in the County now. She stated that they have requested more funding for re-shelling under a National emergency grant. Attorney Shuler suggested adding a termination provision to the agreement. Motion by Jackel, seconded by Parrish, to approve Inter-local Agreement and Budget with Attorney Shulers recommendation to add a termination provision; Motion carried 5-0.
Open Bids Plumbing Repairs at the County Jail (10:34 AM) Mr. Pierce opened and read the only bid submitted. Kings Plumbing $61,536.38 / Alternate bid - $98,129.00 Motion by Massey, seconded by Jackel, to send bid to committee for recommendation; Motion carried 5-0.
Open Sealed Quotes Ballpark Lighting (10:37 AM) Mr. Pierce opened and read the bids. Anytime Electric, of Crawfordville, FL - $274,900.00 Bid Bond included Alternative, of Eastpoint, FL - $298,385.00 Bid Bond will be provided if necessary Alan Pierce Report Mr. Pierce presented this item from his report.
8- Board will be opening sealed quotes for lights at Vrooman Park. Before a quote is awarded Mark Curenton will verify and consult with baseball officials that the new lights will provide the required illumination. We have received a call from one vendor that says LED lights have not been developed that are bright enough for lighting sports fields. The Board and Mr. Pierce discussed this matter further. Motion by Jackel, seconded by Massey, to forward the quotes to staff for review and recommendation; Motion carried 5-0.
Open CIE Qualifications Carrabelle Beach Multi-Use Path (10:42 AM) Mr. Pierce stated that he only had one response to the advertisement so DOT recommended that the County not open the bid because more bids are needed. He did not open the bid.
Open Bids Construction for Carrabelle Beach Multi-Use Path (10:43 AM) Mr. Pierce opened and read the bids. Gulf Coast Utility Contractors - $318,543.05, Bid Bond included C. W. Roberts - $390,147.86, Bid Bond included North Florida - $307,270.45 Bid Bond included Marshall Bros. $638,155.00 Bid Bond included Motion by Jackel, seconded by Massey, to forward to Staff for a recommendation; Motion carried 5-0.
Planning & Zoning Consent Agenda (10:47 AM) Mr. Pierce presented the items to the Board. CRITICAL SHORELINE REVIEW: 1. RECOMMENDED APPROVAL by P&Z (Unanimous) Consideration of a request to construct a Single Family Private Dock at 1705 East Gulf Beach Drive, Lot 7 Shell Harbor, St. George Island, Franklin County, Florida. The Dock will be 133x 3 with a 10 x 10 terminal platform. This application has all State and Federal Permits and meets all county requirements. Request submitted by Builders By the Sea, Inc., Gary Bartlett, agent for Thomas Dolan, applicant. (Has House) 2. RECOMMENDED APPROVAL by P&Z (Unanimous) Consideration of a request to construct a Single Family Private Dock at 16 Fiesta Drive, Lot 57, Holiday Beach, Unit 1, Alligator Point, Franklin County, Florida. The Dock will be 30x 6 parallel to the property. This application has
State Exemption and meets all county requirements. Request submitted by Daniel Scheer, applicant. (Proposed House on Site Plan) Motion by Massey, seconded by Parrish, to approve items 1 & 2 of the Planning & Zoning report; Motion carried 5-0. REPORT: 3. RECOMMENDED APPROVAL by P&Z (Unanimous) Consideration of a request from the Franklin County Planning and Zoning Commission to hold a Workshop at the St. George Island Volunteer Fire Department in September to discuss the Commercial District on St. George Islands future zoning changes.
BOA Consent Agenda (10:49 AM) Mr. Pierce presented this item to the Board. 1. Approved by ABOA - A request for a variance to construct a vertical seawall within the Critical Habitat Zone on property described as Lot 5, Block B, Magnolia Bluffs, 123 North Bayshore Drive, Eastpoint, Franklin County Florida. Request submitted by Michael L. Anderson, agent for Emerson C. Johns, Jr., owner. Motion by Parrish, seconded by Lockley, to approve request for construction of vertical seawall at Lot 5, Block B, Magnolia Bluffs, Eastpoint; Motion carried 5-0.
Marcia M. Johnson Clerk of Courts Report (10:50 AM) Mrs. Johnson presented her report. 1. Board action is needed to set the dates for the 2 public hearings on the budget. Working around the Courts schedules, other governmental budget hearings, and advertising requirements, the finance office requests the Board set the first public hearing on Thursday, September 5, 2013 at 5:15 P.M. and the final public hearing on Monday, September 16, 2013 at 5:15 P.M. Motion by Parrish, seconded by Massey, to approve public hearings for the budget to be set for Thursday, September 5, 2013 at 5:15 P.M. and the final public hearing on Monday, September 16, 2013 at 5:15 P.M; Motion carried 5-0. Chairman Sanders stated that it might be possible to finish everything in one day, when the Board was reminded of the budget workshop set for July 18th and 19th.
Alan Pierce Director of Administrative Services Report (10:53 AM) Mr. Pierce presented his report to the Board. Mr. Pierce discussed a letter from DEO that was received yesterday. 1- Inform the Board a pilot landed a plane at the airport Saturday night without putting the landing gear down. There were no injuries and no damage to the airport. The plane received significant damage but was able to be moved off the runway. Airport projects have been slow to get off the ground for a variety of reasons. I will be reporting in more detail at a later meeting. The Board and Mr. Pierce discussed Crystal Airs late payments on the Airport lease. 2- Board action to accept a settlement with Capital City Bank on the acquisition of the 4 Secon Village lots. Mr. Shuler may be reporting on this, but on Friday Mr. Shuler and I met in court ordered mediation with Capital City Bank over the value of the land to be acquired in order to complete the relocation of Alligator Drive. The county had initially condemned just enough land for the road but in the settlement process we agreed to acquire all of the land included in the 4 lots. By agreeing to a settlement, the county can move forward with getting reimbursed from FEMA and we can begin road construction. Had we not agreed to a settlement the issue would have gone to court in late September. I have asked for an 8th time extension on this project, which has not yet been granted, and the current timeline on the FEMA funds expires on Nov. 30. The project was initially funded in 2005. Board action to accept settlement offer and to submit reimbursement request to FEMA once the judge signs the order. Attorney Shuler explained why he was in favor of accepting this settlement offer. Chairman Sanders explained why she was in favor of this settlement. Motion by Parrish, seconded by Massey, to accept settlement offer and to submit reimbursement request to FEMA once the judge signs the order; Motion carried 5-0. 3- Inform the Board that I am still working on the information requested from the last Board meeting regarding pay for interim directors. The Finance Office has been busy putting the budget together so I do not have numbers but at this time the 4 Board employees who have taken director positions without additional compensation are: Mark Curenton, June - Dec. 2004, as County Planner; Fonda Davis, April June, 2012 as Solid Waste Director; Dewitt Polous, Jan. - June, 2013 as Public Works Director; and Alan Pierce, Jan, 2013 to current as Airport Manager. 4- Board action to sign easement with Div. of State Lands for the easement to relocate Gulf Shore Blvd. I am still waiting for FEMA to authorize the changing of $450K of funds to rebuild Gulf Shore Blvd into a relocation project.
Motion by Lockley, seconded by Massey, to approve Chairmans signature on easement with Div. of State Lands for easement to relocate Gulf Shore Blvd.; 5-0. 5- Inform the Board that bids will be opened for the repairs to the St. George Island Revetment at the Aug. 6 Board meeting. 6- Inform the Board that I have hired Angie Dean as the new courthouse janitor. She has been employed by the school system as a janitor for the last 15 years. There were many qualified applicants but Ms. Dean had the most experience directly related to working and cleaning public buildings. She will start Aug. 1. 7- The Gulf Coast Workforce Board has submitted two items for the Boards approval: A) The Workforce Board requests that Mr. Ted Mosteller be re-appointed to a 3 year term effective July 1, 2013. Mr. Mosteller has expressed an interest in continuing to serve on the Workforce. Motion by Massey, seconded by Parrish, to approve re-appointing Ted Mosteller to a 3 year term on the Gulf Coast Workforce Board, effective July 1, 2013; Motion carried 5-0. B) The Workforce Board requests approval for the renewal of the Inter-local Agreement between Franklin County and the Gulf Coast Workforce Board. The Inter-local Agreement does not authorize any particular funding but it is the umbrella agreement that says the Franklin County agrees to let the Gulf Coast Work Force Board provide services in Franklin County. This is a renewal and without an agreement Franklin County would not be serviced by Gulf Coast Workforce. This item was discussed earlier in the Meeting. 8- Board will be opening sealed quotes for lights at Vrooman Park. Before a quote is awarded Mark Curenton will verify and consult with baseball officials that the new lights will provide the required illumination. We have received a call from one vendor that says LED lights have not been developed that are bright enough for lighting sports fields. This item was discussed earlier in the Meeting. 9- Inform the Board that the letter to FWC regarding Sunday oyster harvesting has been sent. The FWC has replied to the Boards previous letter about apparent commercial harvesters working on weekends. 10- At the beginning of July I received notice from DOT the county is eligible to submit one project for consideration of funding through the CIGP program. Currently in the CIGP pipeline are Oak St in Lanark Village and a large loop in Eastpoint containing North and South Bayshore and Otter Slide to 6th St. The eligibility criterion is that a CIGP project must relieve congestion on
the state highway system. The deadline for submitting is August 6. I recommend the submission of a project in Apalachicola which is essentially the repaving of a street known as Ellis Van Vleet, which runs from 17th St to 24 St and represents a by-pass for approximately 0.6 miles of US 98. Board action. Commissioner Jackel and Mr. Pierce discussed the other project that has already been approved. Motion by Lockley, seconded by Massey, to approve submitting repaving project on Ellis Van Vleet Street in Apalachicola; Motion carried 5-0. 11- Inform Board that I attended a meeting in Panama City on Thursday, June 11, with representatives from the 8 impacted counties. Bay County Commissioner Mike Thomas chaired the meeting. The purpose of the meeting was to see if the 8 counties wanted to work together, with or without BP funding, to develop a plan for economic diversification of the region. Essentially this group would try to accomplish what Floridas Great Northwest was unable to accomplish, which was to promote and create jobs in NW Florida. I told the group that there was at least one thing we all had in common and that was aviation. There will be second meeting of the group sometime in August. Mr. Pierce discussed a request from Senator Rubios Office for a U. S. Senate Commission Meeting on Commerce, Science and Transportation to be held in Apalachicola. Motion by Parrish, seconded by Jackel, to send Letter of Support for this meeting to the U. S. Senate Commission and to send a Letter of Thanks to the Senator Rubio for his support; Motion carried 5-0. Mr. Pierce discussed possible locations to hold the meeting. Commissioner Parrish suggested offering the 3rd floor courtroom for this meeting. Mr. Pierce stated that the Library, not the Friends of the Library, requested a $15,000 increase to their current budget to cover expenses as they move into the new library building in Eastpoint. Commissioner Parrish stated that his understanding is that the Friends of the Library proposed to the County to build this new Library facility and turn it over to the County debt free. Commissioner Jackel stated that the original intent of the Friends of the Library was to do just that but there were problems with their fund raising efforts during the economic downfall which resulted in the Friends seeking loan funding from USDA. She stated that the $15,000 will be used for moving and construction expenses, internet connections, and electrical expenses. She stated that since the County hasnt been paying rent for the library for a couple of months, that amount could defer the cost of this $15,000, but would like some of the $15,000 to be used for a couple of months worth of rental payment for the new location. Commissioner
Jackel thought that if the County moves toward owning the new Library and the surrounding property that it would be an asset for the County. Commissioner Massey stated that the road to the new Library will need to be paved. Chairman Sanders asked for an explanation of the current situation with the County and the Library. Mr. Pierce explained that the previous lease had expired and the County didnt want to renew it. He then directed the Library staff to move into the new building even though there isnt a lease in place because there was an expectation the lease amount would be the same as the previous location. He said the Board would need to discuss this matter during the budget process. The Board discussed the increased rent amount for the new library location and it was suggested that the County might consider purchasing the new library building and adjoining property rather than paying that increased rent amount. Commissioner Parrish was in favor of the Library but expressed concerns with the budget and this type of unexpected cost. He stated that he has concerns about this years budget and continuing to increase the millage rate year after year. Commissioner Lockley expressed concerns with any liability the County may have with the new building. Chairman Sanders expressed her concerns with the cost of paving the roads and the exposed ponds on the property. Mr. Pierce stated that the ponds were already fenced. Board members stated that they were in favor of the Library but had concerns of the financial situation regarding the building. Motion by Jackel, seconded by Massey, to approve budget increase of $15,000 for the Librarys budget; Motion carried 5-0. Commissioner Jackel asked staff to look at the possibility of assuming the Librarys USDA loan and possibly negotiating a lower payment. Attorney Shuler discussed some of the specifics regarding the lease for the Library. The Board discussed options for paving the road and the parking lot at the Library.
Michael Shuler County Attorney Report (11:26 AM) Attorney Shuler had no report for the Board but discussed the Countys settlement with BP and CGA. Motion by Parrish, seconded by Lockley, to approve settlement with BP and CGA; Motion carried 5-0. Attorney Shuler stated that the School Board agreed to terminate the lease at the old Highway Patrol building in Eastpoint.
Attorney Shuler discussed a reverter clause for the Bay City Work Camp property. He stated that there was a reverter clause in the deed and once the closure is finalized the County will have to make a request to the State to acquire the land.
Commissioners and Public Comments (11:30 AM) Commissioner Jackel asked for Board action to request a TDC allocation of up to $90,000 for repairs to the Old Highway Patrol station so it can be used as an Eastpoint Visitors Center. Commissioners Lockley and Jackel discussed whether this allocation will affect the allocations to make repairs to the Armory. Commissioner Parrish would like for the Board to consider asking the TDC to pay rent, provide insurance and have this Visitor Center treated like the other County Visitor Centers. Attorney Shuler asked for an opportunity to look at the allowed uses for TDC funds and also speak with Commissioner Jackel about the proper manner to move forward with this project. Commissioner Parrish stated that he wasnt against the idea of making the property a Visitors Center but wanted to have a lease in place before making repairs. Motion by Jackel, seconded by Massey, to request TDC funding in the amount of $90,000 for repairs of the Old Highway Patrol building in Eastpoint in order to use as a Visitor Center; Motion carried 3-2. Lockley, Parrish opposed. Mr. Pierce gave an update on repairs and discussed a termite issue at the Armory. Lois Swoboda, Entomologist, provided additional information on the termite problems in the Armory. The Board and Ms. Swoboda discussed the termite issue and what damages are being done by their infestation. Commissioner Lockley restated that he didnt want the Armory project to be delayed. Commissioner Lockley asked for a workshop to discuss Board procedures and hiring practices. Attorney Shuler suggested including Attorney Lucy Turner in these discussions. The Board discussed the agenda for the workshop and whether or not to include Attorney Turner in the discussion. Chairman Sanders suggested contacting Attorney Turner to inquire when she would be ready to discuss job classifications with the Board. Motion by Lockley, seconded by Parrish, to schedule a workshop to discuss Board procedures and hiring practices, including information provided by Attorney Lucy Turner, on Aug 6th at 1:30 PM; Motion carried 5-0. Commissioner Parrish asked for Board action to send a letter to the Governor and Legislative Delegation opposing the closure of Bay City Work Camp, including the financial burden it is causing the City of Apalachicola.
Motion by Parrish, seconded by Lockley, to approve letter to the Governor and Legislative Delegation opposing the closure of Bay City Work Camp and include information concerning the financial burden to the City of Apalachicola; Motion carried 5-0.
Adjourn (11:57 AM) There being no further business, Chairman Sanders adjourned the Meeting.
_____________________________ Cheryl Sanders, Chairman FCBCC Attest:
_____________________________ Marcia M. Johnson, Clerk of Courts
PUBLIC NOTICE OF WORKSHOP AND SPECIAL MEETING FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS
Notice is hereby given that on August 6, 2013 at 1:30 p.m. (ET), at 34 Forbes Street, Apalachicola, Florida, the Franklin County Board of County Commissioners shall conduct a workshop to discuss its personnel rules. Notice is also given that on August 6, 2013 at 2:00 p.m. (ET) at 34 Forbes Street, Apalachicola, Florida, or as soon thereafter immediately following the conclusion of the workshop, the Franklin County Board of County Commission shall convene a special meeting of the board to consider possible adoption of amendments to its personnel rules. The public is invited to attend and participate in the workshop and the special meeting. The meeting room is handicap accessible. However, those persons needing special assistance to attend the meeting must contact the Clerk of Court at least 48 hours in advance of the meeting at 850-653-8861, x100. Any person wishing to appeal any decision made at the meeting are responsible to make a verbatim transcript of the proceeding. Publish: August 1, 2013 (display ad)
FRANKLIN COUNTY DEPARTMENT OF

Solid Waste & Recycling Animal Control
210 State Road 65 Eastpoint, Florida 32328 Tel.: 850-670-8167 Fax: 850-670-5716 Email: fcswd@fairpoint.net
DIRECTORS REPORT FOR: The Franklin County Board of County Commissioners DATE: August 1, 2013 TIME: 9:00 A.M. SUBJECT(S): Right-of-Way Debris Pickup / Recycle Material Hauled July 10th July 30th FOR BOARD INFORMATION: JULY 10th JULY 30th RIGHTOFWAY DEBRIS PICKUP Apalachicola Eastpoint St George Island Carrabelle Lanark Alligator Point
88.67 TONS 85.72 TONS 32.17 TONS 80.82 TONS 42.63 TONS 13.36 TONS
Apalachicola Cardboard Plastic,Paper, Glass, Aluminum

4.68 TONS 4.5 TONS
RECYCLE MATERIAL HAULED Eastpoint St George Carrabelle Lanark Island

8.26 TONS 1.69 TONS 10.94 TONS 1.56 TONS 6.08 TONS 2.78 TONS .45 TONS 2.51 TONS
Alligator Point
-0- TONS 4.04 TONS
St James
.28 TONS -0- TONS
REQUESTED ACTION: None
28 Airport Road Apalachicola, Florida 32320 (850) 653-8977, Fax (850) 653-3643 Em3frank@gtcom.net
Report to Board of County Commissioners
Date: August 6, 2013 Action Items: 1. Requesting the Boards approval and signing of the Disaster Debris Management Contract with AshBritt Emergency Services. 2. Opening the Request for Qualifications (RFQ) for contractual services for Disaster Debris Monitoring Services. Recommend creating a 3 member committee to review and make a recommendation to the Board. The 3 members chosen to review the data would be Mr. Phil Worley, Michael Rundel, and Pamela Brownell.
3. Requesting the Board to draft a Nuisance Abatement Ordinance for County to facilitate debris removal from private property. If the county has this ordinance in place before a disaster, then following FEMA guidelines, the county could seek reimbursement for the clean up. Information Items: 1. Emergency Management hosted the Franklin County Communications Advisory Group meeting on July 17, 2013 at the EOC. Florida Department of Transportation was in attendance and informed the group about the process of drafting a Memorandum of Understanding entitled High Wind Bridge Closure Operations Agreement. (Please refer to the Franklin County Communications Advisory Group Meeting Report, July 2013, for complete details of entire meeting). 2. Franklin County Emergency Management and their consultant, The Management Experts, conducted a Table Top Exercise at Weems Memorial Hospital on July 19, 2013. The exercise purpose was to have Weems administration and staff review and enhance numerous emergency procedures. Sincerely,
Pamela Brownell
Pamela Brownell Director
IFAS Extension
Franklin County
Franklin UF/IFAS Extension 66 4 th Street Apalachicola, FL 32320-1755 850-653-9337 bmahan@ufl.edu
31 July 2013 MEMORANDUM TO: FROM: SUBJECT: The Franklin County Board of County Commissioners Bill Mahan, Franklin/UF - IFAS Extension Director 06 August 2013, BCC Extension Update Report
Bill
Franklin - UF IFAS Updates 1) UFs Natural Resource Leadership Institute UFs NRLI Program will be making another visit to Franklin County on August 8 10. This is a new class and the participants will be here to learn about local seafood and natural resource issues. They will be staying at the Buccaneer Inn on St. George Island. 2) Shellfish Harvester Education Program I now have the new FL Shellfish Harvester Education Program developed by the UF Seafood Safety Team at the office. The program was developed to meet the new mandated federal requirements for shellfish harvester education that go into effect in 2014. The UF Seafood Safety Team demonstrated the self-guided training to DACS on July 17th and received their approval to begin conducting field tests. The next step is to demonstrate the new version of the program to SMARRT to get their comments. 3) Bridges to Circles Household Budgeting/Home Finance Classes Last night I completed my six-part budgeting class for the graduates of the Bridges to Circles Program. Topics covered over the past few months included: Know Your Strengths and Weaknesses; Job Exploration; Making a Budget; Building a Credit History; Stretching your Food Dollars: Controlling Your Grocery Bill; Savvy Shopping; and Working with Your Bank. 4) UF Oyster Recovery Team Oyster Aquaculture Q&A Session Approximately 80 people attended the Oyster Aquaculture Q&A hosted by SMARRT on July 29th. Several members of the UF IFAS Oyster Recovery Team were present to answer questions that the SMARRT members and the general public had related to oyster aquaculture. It was impossible to answer all the questions due to the lack of data on oyster aquaculture in FL and in the Gulf of Mexico region. However, the Q&A was very productive and plans are underway to do additional oyster aquaculture education programs. 5) 4-H County Camp Our County 4H Camp the week of July 22nd 26th was a big success. We had a total of 94 campers (21 from Franklin). We had 16 campers and 5 Counselors/Counselors-in-Training. During the week our Counselors did a great job with their campers as they continued their leadership training. We camped with Okaloosa, Walton and Covington County (AL). 6) Biennial ISSC Meeting Scheduled The 2013 Biennial Meeting of the Interstate Shellfish Sanitation Conference (ISSC) will be held October 26 November 1, 2013, at the St. Anthony Hotel in San Antonio, Texas. The early registration fee (prior to September 15th) is $520. FL Fish & Wildlife Conservation Commission (FWC) 7) The 2012 Outdoor Recreation Participation Report - indicated that 46.2 million Americans fished in 2011. Approximately 18 percent of youths (6 to 24 years old) and 16 percent of adults enjoyed fishing making
The Foundation for The Gator Nation

An Equal Opportunity Institution
recreational fishing the most popular gateway activity in the country. The Outdoor Foundation defines gateway activities as those that often lead to other outdoor participation. What makes this important is the knowledge that active, nature-based recreation leads to happier, healthier and more productive lifestyles (see GetOutdoorsFlorida.org; neefusa.org/health). Moreover, the future of Floridas environment and recreational activities such as fishing, hunting, camping and wildlife viewing are interwoven with peoples personal passion for nature. 8) Gray Triggerfish & Great Amberjack Season Opens The recreational fishing season for gray triggerfish and greater amberjack opened in Gulf of Mexico state and federal waters on Aug. 1. The commercial harvest of gray triggerfish also reopen Aug. 1 in Gulf state and federal waters. New bag and trip limits are now in effect. The recreational bag limit is two fish per person, per day, and the commercial limit will be 12 fish per trip. The minimum size limit for gray triggerfish in Gulf of Mexico state and federal waters is 14 inches fork length, which is measured from the tip of the fishs closed mouth to the center of the fork in the tail. The minimum size limit for recreationally caught greater amberjack in Gulf of Mexico state and federal waters is 30 inches fork length. Reef-fish gear rules apply when fishing for gray triggerfish and greater amberjack. In all Gulf waters, this means anglers must use circle hooks, and have a de-hooking device and a venting tool on their vessel. Using these tools will help increase a fishs chance of survival if it is caught and returned to the water. 9) FWC Announces 2013 2014 Hunting Season Dates The following table contains the 2013 2014 hunting seasons and dates. Franklin County is in Zone D. (Seasons and dates do not apply to wildlife management areas) Season Zone A Zone B Zone C Zone D Franklin Co. Archery Aug. 3 Sept. 1 Oct. 19 Nov. 17 Sept. 14 Oct. 13 Oct. 26 Nov. 27 Deer-dog training Aug. 17 Sept. 5 Nov. 2-21 Sept. 28 Oct. 17 Oct. 26 Nov. 14 Crossbow Aug. 3 Sept. 6 Oct. 19 Nov. 22 Sept. 14 Oct. 18 Oct. 26 Nov. 27 and Dec. 2-6 Muzzleloading gun Sept. 7-20 Nov. 23 Dec. 6 Oct. 19 Nov. 1 Dec. 7-13 and Feb. 24 March 2 General gun Sept. 21 Oct. 20 and Dec. 7 Feb. 23 Nov. 2 Jan. 19 Nov. 28 Dec. 1 and Nov. 23 Jan. 5 Dec. 14 Feb. 23 Antlerless deer Nov. 23-29 Dec. 26 Jan. 1 Nov. 23-29 Dec. 26 Jan. 1 Fall turkey Oct. 7-20 and Dec. 7 Feb. 2 Nov. 2 Dec. 29 Nov. 28 Dec. 1 and Nov. 23 Jan. 5 Dec. 14 Jan. 19 Quail Nov. 9 March 2 Nov. 9 March 2 Nov. 9 March 2 Nov. 9 March 2 Gray squirrel Oct. 12 March 2 Oct. 12 March 2 Oct. 12 March 2 Oct. 12 March 2 Bobcat and otter Dec. 1 March 1 Dec. 1 March 1 Dec. 1 March 1 Dec. 1 March 1 Youth turkey hunt Feb. 22-23 March 8-9 March 8-9 March 8-9 Spring turkey March 1 April 6 March 15 April 20 March 15 April 20 March 15 April 20
Wild hogs, rabbits, raccoons, opossums, skunks, nutrias, beavers and coyotes may be taken year-round.
Gulf of Mexico Fishery Management Council (GMFMC) 10) GMFMC Adjusts 2013 Red Snapper Season In a special meeting of the GMFMC on July 17th in New Orleans, Louisiana, the Council voted to increase the 2013 red snapper total quota from 8.46 million pounds (mp) to 11 mp. This means a 2013 commercial quota of 5.610 mp and a recreational quota of 5.390 mp. The 11 mp quota is the highest catch level the Council could set without having to possibly decrease the quota in subsequent years. The Council also agreed that, if NMFS determines that unused recreational quota is available, a supplemental season will open October 1 and run continuously until the quota is met. Preliminary estimates indicate
that the supplemental season will be approximately 21 days long. However, this estimate will be reevaluated when the June recreational landings data become available in mid-August. Commercial fishermen who are IFQ shareholders will get the additional allocation up on implementation of the increase. The Framework Action will be submitted to the Secretary of Commerce and, if approved, will be implemented in time for the fall season. 11) Next GMFMC Meeting Scheduled The GMFMC will meet on August 26 - 30, 2013, Hilton Palacio Del Rio, 200 S.
Alamo San Antonio, TX 78205. The agenda is still being developed.
HOSPITAL CEO REPORT Board of Directors August 6, 2013 1. EMR a. The Board of Directors has approved the recommendation of the CEO and staff of Weems Memorial Hospital for the selection of CSS as the vendor of choice for the Electronic Medical Record. Please see the attached recommendation. 2. Recognitions See Below One of our lab staff members was walking by my office just now with a patient. Although I could not see the gentleman, I could hear him as he announced This hospital is pretty clean. This is not the first time that I have heard such comments nor read them on our surveys. I wanted to take the chance to thank our staff, especially Environmental Service, but including everyone for making our hospital a place that people notice and feel comfortable in. 3. School physicals
WMCE Monday (8-26-13), Tuesday (8-27-13) and Wednesday (8-28-13) 1600-1800 all days Franklin County School (Eastpoint) Thursday (8-29-13) 1400-until Friday (8-30-13) 1200-until WMCW Monday thru Thursday 1600-1800
4. Health Fair August 9th from 11 am to 2 pm. Will have a number of vendors there and be providing various tests. Ginny Grinner will provide more detailed update. 5. Telemedicine five tele-psych sessions have been scheduled at the Weems East clinic. This is an example of Weems using technology to expand the services we provide and the benefit to area patients. 6. Financials See attached report a. A positive bottom line for the month and year has been achieved. 7. Pre-construction activities additional activities by our Architectural firm, TRO, related to the USDA Grant and modifications to drawings is being performed on an hourly basis. I am working with the hospitals board and TRO to determine the scope of services expected and an anticipated budget figure for these costs.
Recommendation for Purchase of Electronic Medical Record Weems Memorial Hospital, August 2013
The Vendor recommendation of the EMR workgroup at Weems Memorial Hospital is CSS. The selection was based upon the following. General: Onsite and offsite demonstrations of the computer system and components Participation in the evaluation process by frontline staff, department managers, administrative directors, practitioners, TMH IT personnel, CEO, and board members. Numerous question and answer sessions onsite, via email and via telephone. Reference checks with other hospitals Ability of the system to meet the operational and strategic requirements as well as incentive payment requirements. Specific: CSS is felt to have a more robust system and intuitive interface allowing practitioners and staff to more naturally input clinical information. The Emergency Department software is considered by physicians to be particularly well designed and will allow physicians to document patient conditions in a streamlined manner. The registration module of the system allows for improved upfront collection of copays and patient responsible payments as well as allowing for the easy estimation of such costs. This system will also verify the insurance coverage for each patient. It will make sure ordered tests are covered by the diagnosis provided by the physician. This allows for the resolution of conflicts on the front end verses afterward when the bills have already been submitted for payment. The Revenue Cycle (admissions and billing) software overall would allow for daily oversight in real time of billing and collections allowing finance and administrative staff to more quickly intervene to drive cash performance. Weems Medical Center East and West can be put on this system allowing for a single medical record that spans the organization and allows for easier billing and monitoring of revenue and expenses. The current system is barely usable and is a source of many problems. The Executive Reporting system will allow myself and the CFO to monitor the performance on the organization on a daily basis in real-time. It will also allow us to have accurate information that we depend on for decision making and accountability.
Included in the proposal are a number of items that traditionally are paid for separately. These are the : 1. Replacement of the computer servers and other CSS equipment at no costs. If needed before this point, the same condition applies. 2. Provision of all CSS interfaces. The interface costs for the equipment vendors are separate and are included under other one time fees for $58,512. 3. Licenses 4. Training and travel training is fee for the term of the contract and provides for as much as needed though not all ongoing training is on-site. 5. Data conversion on the CSS side We were particularly impressed with the CSS staff and found them to be open and approachable. To many this may seem an unusual criterion to consider for the purchase of a computer system. But, I am sure the word confidence can be related to. We feel we can have confidence in CSS and their staff to aggressively seek to meet our needs. This then translates into action and outcomes. Our experience with Healthland to date is contrary to this. The above is born out in our reference checks with hospitals currently using CSS and we find a high satisfaction rate. Finally, CSS offers an innovative approach to financing the project by limiting the upfront capital costs and allowing for payout of the system. Payment of the system itself is based upon a down payment of $50,000 and our paying them 50% of our incentive payment up to $400,000. After this, the remainder is paid out over time based on the ability of the system to increase cash. No increase in cash means they do not get paid.
Cost Summary: Fixed Costs The one-time cost for the system equals $660,312. Annual support fees equal $591,000. This provides a 5 year total cost of $1,251,312. Variable Costs The total above does not include fees for the revenue cycle services such as billing, insurance verification, etc. that are based on a percentage of our increase in cash. These fees are the portion of costs that are at risk by CSS. As an example, if we increase our cash from collections by $300,000 annually due to the effectiveness of their system, they will receive 1/3 of this back and we retain the other 2/3s. If we fail to produce an increase in cash collected, then they do not collect these fees. The more our increase in cash is, the more fees they will collect. This increase will be measured from a base-line 3 months after go live. This shared risk methodology incentivizes CSS to be very involved and do everything possible to make us a success. Reference checks with peers, indicate that CSS is in fact involved on a daily basis and communication with the hospital occurs regularly on how to realize opportunities.
Forgone Costs While I have noted increases in cost in the preceding information, there will be several current costs that will be eliminated and instead included in the fees to CSS. So, to have an accurate picture of the resulting increase in our costs, we need to be aware of these upcoming gains. Recovery of Costs As a critical access hospital, we will recover a portion of the system costs through our cost report as our reimbursement is based on the costs we have. I am unable at this time to project what this would equal, but it is important to remember. The other source of cost recovery is the incentive payment from Medicare and Medicaid. As soon as we sign the contract, we can file for the Medicaid incentives. Various consultants have suggested that overall we could get up to 85% of our costs back in incentive payments. Rather than count on a particular amount, please consider that we have to proceed with the project regardless of any reimbursement or recovery we get. So, the more we get back the better but we should not count on a particular amount of money given the political environment that currently exists related to Federal and State dollars. Finally, the more successful we are in driving cash improvements, they more we have to offset expenses. CSS appears to be very vested in this effort given the risk they carry as part of the financial arrangements.
Table and Detailed Narrative Follow
Fixed Costs
One-time Costs - System & Implimentation EMR Software Data Conversion Licenses Server Hardware Implementation & Initial Traning Initial Rev Cycle Services Travel Expenses for install Postage deposit for Statements Interfaces - by EMR company Reports and forms - 20 hrs at $175/hr Hardware network obselence (initial investment again) CSS $450,000 Included Included included Included included included $800 included included included $450,800 $60,000 $58,512 $41,000 $50,000
CSS Contract Total Other One-time Costs

Initial purchase of peripherals Interfaces - by equip vendor Deconversion of Healthland data Contingency
Other Totals Combined One-time Costs
$ $
209,512 660,312
5 year fixed costs

One-time costs Annual Support Fees $660,312 $591,000
Combined 5 Year fixed costs
1,251,312
5 year variable costs

Business/Revenue Cycle fee based on increased cash estimated at $300,000/yr = $100,000/yr to CSS $500,000
Adjustments for current costs

Credit for current payments to Arx, etc. Credit for current support fees to Healthland Total annual credit $178,410 $54,000 $232,410 $ 1,162,050
5 YEAR CREDIT
Detailed Explanation of Table:
In the table above, you will note that CSS costs approximately $450,800 for the system and installation. These are one-time costs. Other one-time costs not incurred by CSS but as part of our overall project costs are peripherals, equipment interfaces, etc. equaling approximately $209,512. This yields total onetime costs of $660,312. Apart from this are the ongoing annual support fees to CSS of $118,200. We currently however pay $54,00 annually, so the actual increase in fees will be $64,200 per year. The final ongoing fee is the revenue cycle fee to pay for services related to insurance verification, point of service collections, billing, claim management and collections. This is based on a portion of increase in cash realized by Weems. We currently pay approximately $178,410 annually in revenue cycle fees which would shift to similar costs for CSS. The difference in our current revenue cycle fees and future fees will depend on the amount of increase in cash that is realized. For the sake of example, I have used a theoretical $300,000 annually above which is said to be possible by CSS. If cash does not increase, CSS does not get paid for this. CSS however is confident enough in their ability to improve out cash they are will to be at risk for receiving payment by agreeing to a third of the increase in cash collection which results from their effectiveness. Improvement in cash due to our increased volume is not included. The bottom line is that the selection of CSS represents a cost effective system allowing us to not only comply with federal mandates and retain maximum reimbursements, but to also turn a normal expense into a financial asset to generate cash.
Weems Memorial Hospital Income Statement June 30, 2013 YTD East Clinic $621,329.60 (385,012.16) 236,317.44 YTD West Clinic $109,646.07 (64,696.78) 44,949.29
East Clinic Operating Revenues Outpatient Revenues Less: Contractual allowances Net Patient Revenues Operating Expenses Salaries and wages Employee benefits Professional fees Purchased services Clinical supplies Non-clinical supplies Repairs and maintenance Utilities Training and development Marketing Other Total Operating Expenses Net income (loss) from operations Sales Tax receipts Net income (loss) $68,000.00 (48,000.00) 20,000.00
West Clinic $12,000.00 (9,210.71) 2,789.29
15,735.83 6,850.45 457.27 902.53 1,127.50 722.72 1,697.50 2,588.58 0.00 42.00 529.53 30,653.91 (10,653.91) 10,000.00 (653.91)
4,376.93 722.56 123.95 0.00 515.07 83.26 0.00 0.00 0.00 0.00 481.44 6,303.21 (3,513.92) 0.00 (3,513.92)
307,987.94 61,641.89 5,351.97 14,099.59 11,858.81 19,101.62 4,186.17 18,357.05 978.88 1,414.14 21,340.04 466,318.10 (230,000.66) 90,000.00 (140,000.66)
41,303.70 4,018.61 619.58 88.60 3,737.87 7,730.30 0.00 0.00 0.00 288.14 1,131.04 58,917.84 (13,968.58) 0.00 (13,968.58)
GEORGE E WEEMS MEMORIAL HOSPITAL BALANCE SHEET June 30, 2013
CURRENT FISCAL YEAR ASSETS CURRENT ASSETS CASH & CASH EQUIVALENTS RESTRICTED CASH PATIENT ACCOUNTS RECEIVABLE ALLOWANCE FOR UNCOLLECTABLE ACCOUNTS RECEIVABLE, NET SALES TAX RECEIVABLE DUE FROM OTHERS PREPAIDS TOTAL CURRENT ASSETS PLANT, PROPERTY & EQUIPMENT LAND BUILDINGS ACCUMULATED DEPRECIATION BUILDINGS, NET EQUIPMENT ACCUMULATED DEPRECIATION EQUIPMENT, NET TOTAL PLANT, PROPERTY, & EQUIP TOTAL ASSETS LIABILITIES CURRENT LIABILITES CURRENT LEASE OBLIGATIONS CURRENT NOTES PAYABLE ACCOUNTS PAYABLE ACCRUED SALARIES & PAYROLL ACCRUED PERSONAL & SICK LEAVE ACCRUED LIABILITIES DEFERRED REVENUE DUE TO TMH TOTAL CURRENT LIABILITIES LONG TERM LIABILITES LONG TERM LEASE OBLIGATIONS LONG TERM NOTES PAYABLE TOTAL LONG TERM LIABILITIES TOTAL LIABILITIES FUND BALANCE TOTAL LIABILITIES & FUND BAL $ 7,721.78 108,186.81 115,908.59 1,248,216.55 2,714,380.51 3,962,597.06 $ $ 35,105.04 $ 85,714.24 148,278.80 75,027.82 115,799.34 452,965.55 111,643.55 107,773.62 1,132,307.96 $ $ 407,065.92 $ 41,932.78 3,928,352.90 (2,700,629.90) 1,227,723.00 (150,591.68) 50,135.98 1,576,266.00
FISCAL YEAR ENDED SEPTEMBER 30, 2012
465,790.38 117,902.34 3,864,119.98 (2,647,168.15) 1,216,951.83 (151,175.75) (431,863.38) 107,511.03 1,325,116.45
13,400.00 1,930,441.67 (125,261.11) 1,805,180.56 1,696,748.55 (1,128,998.05) 567,750.50 2,386,331.06 3,962,597.06 $
13,400.00 1,929,308.41 (90,856.99) 1,838,451.42 1,567,447.91 (955,806.06) 611,641.85 2,463,493.27 3,788,609.72
32,247.59 85,714.24 143,456.84 115,221.75 98,258.87 49,153.89 213,863.06 154,090.71 892,006.95
32,693.75 170,373.57 203,067.32 1,095,074.27 2,693,535.45 3,788,609.72
GEORGE E WEEMS MEMORIAL HOSP Income Statement June 30, 2013 Current Month
Hospital Operating Revenues Clinic Ambulance Total Hospital Clinic
Fiscal Year to Date

Ambulance Total
Inpatient Revenues Outpatient Revenues Emergency Depeartment Revenues

Total Patient Services Revenue
149,743.00 346,014.00 493,687.00 989,444.00
80,000.00 80,000.00
95,200.80 95,200.80
149,743.00 521,214.80 493,687.00 1,164,644.80
1,791,161.00 2,894,049.50 4,382,647.50 9,067,858.00
730,975.67 730,975.67
979,716.60 979,716.60
1,791,161.00 4,604,741.77 4,382,647.50 10,778,550.27
Less: Contractual Allowances Bad Debt and Charity LIP & DISH (353,747.02) (100,254.61) (57,210.71) (56,141.10) (467,098.83) (100,254.61) (3,703,436.08) (1,882,841.30) 338,534.00 (449,708.94) (634,403.18) (4,787,548.20) (1,882,841.30) 338,534.00
Net Patient Revenue
535,442.37
22,789.29
39,059.70
597,291.36
3,820,114.62
281,266.73
345,313.42
4,446,694.77
Operating Expenses Salaries and Wages Employee Benefits Professional Fees Purchased Services Clinical Supplies Non-Clinical Supplies Repairs & Maintenance Utilities Insurance Interest Expense Training & Development Marketing Other Depreciation Total Operating Expenses
Net Income or Loss from Operations Non-Operating Revenues & Expenses
111,685.14 35,837.85 75,831.50 25,931.46 38,568.54 19,445.37 11,347.11 12,545.70 5,901.00 729.08 10,658.00 6,987.95 11,728.32 23,008.74 390,205.76 145,236.61
20,112.76 7,573.01 581.22 902.53 1,642.57 805.98 1,697.50 2,588.58 42.00 1,010.97 36,957.12 (14,167.83)
25,199.19 13,200.21 3,459.16 2,251.27 103.33 8,281.27 1,488.35 5,811.50 59,794.28 (20,734.58)
156,997.09 56,611.07 79,871.88 26,833.99 42,462.38 20,354.68 21,325.88 16,622.63 5,901.00 729.08 10,658.00 7,029.95 18,550.79 23,008.74 486,957.16 110,334.20
1,703,237.35 320,789.26 756,456.52 311,116.74 298,340.84 157,775.80 97,798.68 111,618.85 53,109.00 11,704.54 89,931.23 48,373.59 193,581.01 207,596.11 4,361,429.52 (541,314.90)
349,291.64 65,660.50 5,971.55 14,099.59 15,596.68 26,831.92 4,186.17 18,357.05 978.88 1,702.28 22,559.71 525,235.97 (243,969.24)
450,732.40 118,935.67 37,372.97 498.78 10,079.69 1,972.44 35,362.28 12,330.50 2,967.32 51,173.37 721,425.42 (376,112.00)
2,503,261.39 505,385.43 799,801.04 325,715.11 324,017.21 186,580.16 137,347.13 142,306.40 56,076.32 11,704.54 90,910.11 50,075.87 267,314.09 207,596.11 5,608,090.91 (1,161,396.14)
County Sales Tax Subsidy Sales Tax Capital Sales Tax Reciepts Interest Income Grant Income Miscellaneous Income
Total Non-Operating Revenues & Expenses
94,637.00 145.91 395.22 1,708.63 96,886.76
10,000.00 10,000.00
42,132.66 42,132.66
42,132.66 104,637.00 145.91 395.22 1,708.63 149,019.42
44,590.47 542,656.23 1,422.13 107,400.05 16,973.30 713,042.18
90,000.00 90,000.00
379,199.02 379,199.02
379,199.02 44,590.47 632,656.23 1,422.13 107,400.05 16,973.30 1,182,241.20
Net Income or Loss from Operations
242,123.37
(4,167.83)
21,398.08
259,353.62
171,727.28
(153,969.24)
3,087.02
20,845.06
Clerks Report to the Board 8-6-13: 1. Board action is requested relative to the Value Adjustment Board (VAB): a. Two county commissioners must be appointed; b. A citizen member who owns homestead property within the county must be appointed. The citizen member cant be a member or employee of any taxing authority. Mr. Walter Armistead has graciously served in the past and has expressed a willingness to serve again; c. Recommend to the VAB the appointment of Mr. Paul Curenton for the position of Special Magistrate to hear the petitions. Mr. Curenton has served the Board well and has received all the statutorily required training; and d. Recommend to the VAB the appointment of Ms. Rachel Chesnut as the Attorney for the VAB. She has served in the position for the past three years and has also received the necessary training. Board action to appoint two commissioners, to appoint Mr. Walter Armistead as the citizen member, to recommend Mr. Paul Curenton as the Special Magistrate and to recommend Rachel Chesnut as the attorney for the VAB.
2. Board action is needed to authorize signing the renewal application and agreement for the Capital Health Plan stand-alone health insurance plan option. You discussed at the budget workshop a transition from a Blue Cross/Capital Health Plan blended health plan to the stand alone health plan with Capital Health. This transition will save the county approximately $324,000 in health insurance premiums. 3. Board action is requested by Dr. Jay Reeve, President and CEO of Apalachee Mental Health Center. He requests a letter of support from the County on a grant application they are applying for to expand primary care services for at-risk, behavioral health-care clients in Franklin County. I have prepared the letter for the chairmans signature should the Board vote to approve it.
Report to the Board of County Commissioners August 6, 2013 1- Inform the Board that it has received a letter from the state acknowledging that the countys adopted floodplain management ordinance is deemed to meet the NFIP requirements for continued participation in the NFIP. 2- Inform the Board that FDOT has approved the Airport Security Plan submitted for the airport. Besides passing the airport field inspection which we did in April, the approval of the security plan was also required for the renewal of the airport license. 3- Inform the Board that the Northwest Florida Transportation Corridor Authority (NFTCA) has approved the 2013 NFTCA Master Plan and a copy has been sent to the county. The only project in Franklin County is a proposed improvement to the railroad line that runs along SR 65 and then across the river to Port St. Joe. No funds where allocated for the project but it was listed as one that would be considered in the future. 4-Inform the Board that DACS has sent the Board notice that it (DACS) is seeking approval from the Governor and Cabinet permission to re-establish 4 aquaculture lease areas that were surveyed in 1990. The 4 sites are: A) Nine Mile Aquaculture Use Zone- approximately 40 acres B) Four Mile Aquaculture Use Zone- approximately 44 acres C) St. George Island Aquaculture Use Zone- approximately 46 acres D) HWY 65 Aquaculture Use Zone- approximately 72 acres. The sites will be resurveyed and delineated into 2 acre parcels. Full use of the water column is proposed. 5- Inform the Board that DEO did approve the county grant application for funding to analyze the economic impact of tourism in the county. I do not have the grant documents yet as DEO is still reviewing the proposed work product. DEO did not fund another county grant for a GIS system. 6- Inform the Board that Div. of State Lands has sent the county the easement for the relocation of Gulf Shore Blvd. The easement will be recorded in the public records. I am still waiting for FEMA to allocate the money for the relocation project from a previously funded reconstruction project. 7- Inform Board that Eastpoint Sewer and Water District is notifying the Board it will be cutting Begonia St. at the intersection of Begonia and US 98. The cut is legally in the US 98 ROW and has been coordinated with DOT. According to the application, the District also informed Road Superintendent Howard Nabors that the road will be cut. The repairs will be made by C.W. Roberts. 8- Board action to award bid to Kings Plumbing to repair the valves at the jail for $61,536.38. The alternative was to replace the plumbing fixtures completely for
approximately $92,000. The county does not have enough money in the jail repair fund to replace the toilets and I have checked with the Sheriffs Office and at this time they can not identify if they will have any additional funds at the end of the fiscal year. If they do, they would like to have the parking lot at the jail paved as it has not been resurfaced since the jail was built in 1989. 9- Inform the Board that DEP has announced that the window for FRDAP applications will be from Sept. 16-30, 2013. FRDAP stands for Florida Recreation Development Assistance Program and it is a legislatively funded program to assist counties in building recreational facilities. Most of the county baseball fields have been built with FRDAP. The Board does not need to decide today on projects but in order to complete applications county staff needs direction by the Sept. 3 Board meeting on what the Board would like to submit. FRDAP is a state-wide competitive grant programs with points awarded for increasing recreational opportunities. Because the Board has a number of parks already it might consider adding components to some of the existing parks. 10- Provide Board update on scheduled US Senate subcommittee hearing to be held here in the Annex next Tuesday, August 13. After speaking with Dan Tonsmeire and aides to Senator Nelson and Rubio, this is what I understand will be the process. Both Senator Nelson and Rubio will be in attendance, and Congressman Southerland is expected to be here as well. The hearing will officially begin at 11 AM and will conclude no later than 1 PM. The first part of the hearing is already structured with 3 panels of invited guests giving prepared testimony to the subcommittee. After the panels are through there might be an opportunity for very limited public testimony but it will depend on how long the panels take. Senator Rubios office has asked if the hearing can be streamed to the internet and I have asked Howard Reeder if he has that capability. Mr. Tonsmeire is on the agenda to provide the Board with additional information. 11- Board action to approve a change order to a contract with Anytime Electric for the installation of lights at Vrooman Park. The change is changing the lights from a 82 CREE LED Light (which is not a sports field light) to an 86 ABS Lighting Series 9000 light with 1000 watt pulse start metal halide lights. 12- Board action to accept a flag from Ms. Margie Solomon that was on the casket of her brother, Mr. Rocco Donato. Mr. Donato was in the National Guard unit stationed in the Armory and his unit was one of the first called up when the US entered WW II. Ms. Solomon has kept the flag for several years but believes Rocky would want it to fly over the Armory.

Aug 6, 2013 Final

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FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX AUGUST 6, 2013 9:00 AM AGENDA

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Recess (10:13 AM) Chairman Sanders called for a recess.

Reconvene (10:21 AM) Chairman Sanders reconvened the Meeting.

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Recess (11:26 AM) Chairman Sanders called for a recess.

Reconvene (11:33 AM) Chairman Sanders reconvened the Meeting.

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Recess (10:24 AM) Chairman Sanders called for a recess.

Reconvene (10:34 AM) Chairman Sanders reconvened the Meeting.

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_____________________________ Cheryl Sanders, Chairman FCBCC Attest:

_____________________________ Marcia M. Johnson, Clerk of Courts

FRANKLIN COUNTY DEPARTMENT OF

Apalachicola Cardboard Plastic,Paper, Glass, Aluminum

RECYCLE MATERIAL HAULED Eastpoint St George Carrabelle Lanark Island

REQUESTED ACTION: None

Report to Board of County Commissioners

Franklin UF/IFAS Extension 66 4 th Street Apalachicola, FL 32320-1755 850-653-9337 bmahan@ufl.edu

The Foundation for The Gator Nation

Table and Detailed Narrative Follow

CSS Contract Total Other One-time Costs

Other Totals Combined One-time Costs

5 year fixed costs

Combined 5 Year fixed costs

5 year variable costs

Adjustments for current costs

West Clinic $12,000.00 (9,210.71) 2,789.29

GEORGE E WEEMS MEMORIAL HOSPITAL BALANCE SHEET June 30, 2013

FISCAL YEAR ENDED SEPTEMBER 30, 2012

465,790.38 117,902.34 3,864,119.98 (2,647,168.15) 1,216,951.83 (151,175.75) (431,863.38) 107,511.03 1,325,116.45

13,400.00 1,930,441.67 (125,261.11) 1,805,180.56 1,696,748.55 (1,128,998.05) 567,750.50 2,386,331.06 3,962,597.06 $

13,400.00 1,929,308.41 (90,856.99) 1,838,451.42 1,567,447.91 (955,806.06) 611,641.85 2,463,493.27 3,788,609.72

32,247.59 85,714.24 143,456.84 115,221.75 98,258.87 49,153.89 213,863.06 154,090.71 892,006.95

32,693.75 170,373.57 203,067.32 1,095,074.27 2,693,535.45 3,788,609.72

Fiscal Year to Date

Inpatient Revenues Outpatient Revenues Emergency Depeartment Revenues

149,743.00 346,014.00 493,687.00 989,444.00

149,743.00 521,214.80 493,687.00 1,164,644.80