Aug 20, 2013

FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX AUGUST 20, 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 AM
Call to Order Prayer and Pledge Approval of Minutes Payment of County Bills Department Supervisors Report Howard Nabors Superintendent of Public Works Fonda Davis Solid Waste Director Nikki Millender- Parks & Recreation Pam Brownell- Emergency Management Bill Mahan- County Extension Director Open RFQs for the Carrabelle Multi-Use Path Keith McCarron- ARPC/FDOT Update BOA Consent Agenda Marcia M. Johnson- Clerk of Courts- Report Alan Pierce Director of Administrative Services Report Michael Shuler- County Attorney- Report Commissioners and Public Comments Adjourn for Lunch Workshop: 1) County Personnel Rules 2) Department Head Salaries Special Meeting- Franklin County Board of County Commissioners to consider possible amendments to County Personnel Rules and Department Head Salaries Workshop- Franklin County Board of County Commissioners and Hospital Board to discuss possible Electronic Medical Records.
9:15 AM
9:45 AM 10:00 AM 10:15 AM 10:30 AM 10:45 AM 11:15 AM 11:30 AM 11:45 AM 1:30 PM 2:00 PM 2:30 PM
FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX AUGUST 6, 2013 9:00 AM MINUTES
Commissioners Present: Cheryl Sanders Chairman, William Massey Vice Chairman, Noah Lockley, and Pinki Jackel
Commissioner Absent: Joseph Parrish (Illness)
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 Chairman Sanders called the Meeting to order.
Prayer and Pledge (9:01 AM) There was a prayer by Rev. John Sink followed by the Pledge of Allegiance.
Approval of the Minutes (9:03 AM) Commissioner Jackel asked for a change to a motion in the July 2, 2013 meeting minutes. Motion by Lockley, seconded by Massey, to approve the Minutes of the July 2, 2013 & July 16, 2013 Meetings, with Commissioner Jackels request for a change to the July 2, 2013 meeting minutes; Motion carried 3-1, Lockley opposed to Jackels change. Motion by Jackel, seconded by Massey, to reschedule the workshop and public hearing regarding job descriptions and supervisor salaries to August 20, 2013 at 1:30 due to Commissioner Parrishs absence (illness); Motion 4-0.
Payment of County Bills (9:06 AM)
FCBOCC Regular Meeting 8/6/2013 Page 2 of 16
Motion by Massey, seconded by Lockley, to approve the payment of the Countys Bills as presented; Motion carried 4-0.
Department Supervisor Report Howard Nabors Superintendent of Public Works (9:06 AM) Mr. Nabors had no action items for the Board. Commissioner Jackel and Mr. Nabors discussed the number of Inmate Supervisor Crews in the Road Department. Motion by Lockley, seconded by Massey, to advertise for vacant Inmate Supervisors positions at the Road Dept.; Motion carried 4-0. Chairman Sanders suggested that DOT is contacted about cleaning ditches on the State Right of Ways to stop some of the flooding issues in the County. She named specific areas in her District that need to be cleaned. Mr. Pierce stated that he would contact both DOT and Transfield Services. Mr. Pierce and Mr. Nabors discussed a possible problem with a road in Lanark Village. Chairman Sanders and other Board members commented on this issue. Commissioner Jackel stated that she hasnt seen Transfield in the County as often as we used to and Commissioner Massey agreed. The Board discussed additional flooding issues in the County. Motion by Massey, seconded by Jackel, to send DOT a letter with a copy to Transfield regarding drainage issues on the States ROWs; Motion carried 4-0. Commissioner Jackel and Mr. Nabors discussed advertising for his Assistant Supervisor position. Alan Pierce Director of Administrative Services Report Mr. Pierce presented this item from his report. 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. Commissioner Jackel asked if the Board can hold off on approving this request until she has an opportunity to review it. Mr. Pierce stated that this cut was on the DOT Right of Way so Board approval was not needed. The Board discussed this matter further, especially with allowing the Commissioner of that district to review the plans to cut any road.
Fonda Davis Solid Waste Director (9:24 AM) Mr. Davis had no action items for Board approval. The Board, Attorney Shuler, and Mr. Davis discussed the current status of Leonard Brannans employment. The Board and Mr. Davis discussed the possibility of the paving company creating an estimate for paving certain roads and sections at Solid Waste. Motion by Jackel, seconded by Lockley, to get estimates on paving roads and sections at the Solid Waste location; Motion carried 4-0.
Nikki Millender Parks & Recreation (9:27 AM) Mrs. Millender had no action items but updated the Board on local teams, the boys basketball and the Dixie Youth Debs softball teams, participating in tournaments. Both teams will appear before the Board at an upcoming meeting. Mrs. Millender stated sign-up times and places for the little league football teams. Mrs. Millender asked about the salary amounts for supervisors and wanted to know when this matter would be discussed. Commissioner Lockley would prefer that a full Board is present for these types of discussions. Commissioner Jackel stated that these discussions should be done at the next Budget meeting. The Board discussed scheduling a time to discuss this matter. Motion by Jackel, seconded by Massey, to have this discussion at the Special Meeting that was re-scheduled from todays date; Motion carried 4-0. Mrs. Millender read this item from Mr. Pierces report. 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. The Board, Mr. Pierce, and Mrs. Millender discussed this item further, especially how to get some type of advantage with the States point system. Several ideas were mentioned for different parks around the County.
Pam Brownell- Emergency Management Director (9:42 AM) Mrs. Brownell presented her report to the Board. Action Items: 1. Requesting the Boards approval and signing of the Disaster Debris Management Contract with AshBritt Emergency Services. Commissioner Jackel stated that she would like to have the County Attorney review the contract. Motion by Lockley, seconded by Massey, to approve with Attorneys review; Motion carried 4-0.
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. Mr. Pierce opened RFQs for contractual services for Disaster Debris Monitoring Services and stated the names of the companies. SAIC Maitland, FL Thompson Consulting Lake Mary, FL Arcadias Tampa, FL Motion by Lockley, seconded by Massey, to forward the RFQs to the committee for ranking; Motion carried 4-0. 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 cleanup. The Board discussed the details of how this operation will work. Motion by Massey, seconded by Jackel, to start the Countys Nuisance Abatement Ordinance process with Attorney Shuler; Motion carried 4-0. 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.
Bid Opening Landfill for 1 Closed Door Horizontal Baler (9:52 AM) Mr. Pierce and Fonda Davis opened and read the only bid. International Baler - $70,450.00 Motion by Massey, seconded by Lockley, to accept bid from International Baler to purchase a Closed Door Horizontal Baler in the amount of $70,450.00; Motion carried 4-0. Department Supervisor Report Continued Bill Mahan County Extension Director (9:55 AM) Mr. Mahan reviewed these items from his report. 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 selfguided 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) 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). 4) 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 Archery Aug. 3 Sept. 1 Oct. 19 Nov. 17 Sept. 14 Oct. 13 Deer-dog training Aug. 17 Sept. 5 Nov. 2-21 Sept. 28 Oct. 17 Crossbow Aug. 3 Sept. 6 Oct. 19 Nov. 22 Sept. 14 Oct. 18 Muzzleloading gun General gun Sept. 7-20 Sept. 21 Oct. 20 and Nov. 23 Jan. 5 Nov. 23-29 Oct. 7-20 and Nov. 23 Jan. 5 Nov. 9 March 2 Oct. 12 March 2 Dec. 1 March 1 Feb. 22-23 March 1 April 6 Nov. 23 Dec. 6 Dec. 7 Feb. 23 Oct. 19 Nov. 1 Nov. 2 Jan. 19
Zone D Franklin Co. Oct. 26 Nov. 27 Oct. 26 Nov. 14 Oct. 26 Nov. 27 and Dec. 2-6 Dec. 7-13 and Feb. 24 March 2 Nov. 28 Dec. 1 and Dec. 14 Feb. 23
Antlerless deer Fall turkey Quail Gray squirrel Bobcat and otter Youth turkey hunt Spring turkey
Dec. 26 Jan. 1 Dec. 7 Feb. 2
Dec. 26 Jan. 1 Nov. 28 Dec. 1 and Dec. 14 Jan. 19 Nov. 9 March 2 Nov. 9 March 2 Nov. 9 March 2 Oct. 12 March 2 Oct. 12 March 2 Oct. 12 March 2 Dec. 1 March 1 Dec. 1 March 1 Dec. 1 March 1 March 8-9 March 8-9 March 8-9 March 15 April 20 March 15 April 20 March 15 April 20
Nov. 23-29 Nov. 2 Dec. 29
Wild hogs, rabbits, raccoons, opossums, skunks, nutrias, beavers and coyotes may be taken year-round. Commissioner Jackel and Mr. Mahan discussed responses from the rental companies regarding the amended Turtle Ordinance. Attorney Shuler discussed some of the updated and new language in the proposed Ordinance. Mr. Pierce updated the Board on a report regarding the oyster industry and when the County will receive a copy from the State. He discussed some of the language in the study. The Board and Mr. Pierce discussed this item further.
Ray Brownsworth Weems CEO Hospital Update (10:02 AM) Mr. Brownsworth introduced Nicole Sandovol, Clinic Manager of Weems East and West Medical Clinics. Mrs. Sandovol invited the Board to a health fair at Weems Medical Center East. She also gave the schedule for the free sports physicals that will be provided for students. Mr. Brownsworth presented his report. 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. Mr. Brownsworth discussed the Hospitals selection for the purchase of the electronic Medical Records. He explained that staff had done reference checks on the vendors and explained how they ranked them. Mr. Brownsworth discussed the cost of the program and all associated costs that go along with it. The Board and Mr. Brownsworth discussed the possibility of this company also doing billing for the Hospital. The advantages and disadvantages were discussed and the Commissioners expressed concerns with the cost of the program. Chairman Sanders and Commissioner Jackel discussed some concerns with Mr. Brownsworth.
Chairman Jackel stated that she would like to have a workshop to discuss this with CSS and the Hospital Board. Commissioners Jackel and Lockley asked that all information on this matter is sent to the Board before the proposed workshop. Motion by Jackel, seconded by Massey, to schedule a workshop on August 20, 2013 at 3:00 PM that will include CSS and the Hospital Board to discuss this matter further; Motion carried 4-0.
Recess (10:27 AM) Chairman Sanders called for a recess.
Reconvene (10:38 AM) Chairman Sanders reconvened the Meeting.
Bid Opening St. George Island Revetment Repairs (10:38 AM) Mr. Pierce explained the revetment project and then opened the bids. HG Harders, Panama City, FL $880,910.00 w/bid bond Poloronis Construction, Apalachicola, FL $582,757.95 w/bid bond Marshall Brothers, Lynn Haven, FL $671,825.00 w/bid bond North Florida Construction, Clarksville, FL $599,831.00 w/bid bond Scott Bridge Company, Opa-locka, FL $680,298.24 w/bid bond Gulf Coast Utility Company, Southport, FL $434,311.00 w/bid bond Mr. Pierce would like permission to award the contract at this time due to the timeline of the project. Commissioner Jackel stated that she doesnt want to choose the low bid and end up with the same situation as the pier construction project. She stated that she wanted Preble-Rish to incorporate a substantial penalty fee for going over the deadline of this project. The Board and Mr. Pierce discussed the possible costs to the County for this project. Chairman Sanders wanted to be certain the Economic Concern Counties provision is being considered for these types of projects. Motion by Lockley, seconded by Jackel, to forward to Preble-Rish for a recommendation; Motion carried 4-0.
Bid Opening Bluff Road Widening Project (10:47 AM)
Mr. Pierce opened and read the bids. Anderson Columbia $2,290,155.12 w/bid bond Capital Asphalt $2,973,355.00 w/bid bond C. W. Roberts $2,226,001.82 w/bid bond Peavey & Sons (no bid sent)
Recess (10:54 AM) Chairman Sanders called for a brief recess in order for Mr. Pierce to gather more information concerning one of the bids. Reconvene (10:58 AM) Chairman Sanders reconvened the Meeting. Mr. Pierce explained that Peavey and Sons had picked up plans but didnt submit a bid. Motion by Lockley, seconded by Massey, to forward the bids to the committee for review; Motion carried 4-0.
Open RFQs Engineering and Environmental Services (10:59 AM) Mr. Pierce opened the RFQs and read the names of the companies. Hernandez and Swift, Gulf Breeze, FL Preble-Rish, Port St. Joe, FL Southeastern Construction, Wewahitchka, FL Motion by Lockley, seconded by Massey, to send RFQs to committee for review; Motion carried 4-0.
Rev. John Sink State Housing Initiative Program (SHIP) Update (11:01 AM) Rev. Sink discussed and distributed a handout which contained updated requirements for the SHIP program. Rev. Sink stated that he had spoken with other counties to find out what strategies they are using to cope with the cuts to the program and explained how their programs are operated. He discussed different options for Franklin County. The Board, Mr. Pierce, and Rev. Sink discussed the SHIP program further, including what has been done during the last few years when there was no state funding. Rev. Sink stated that the SHIP office is located in the building with Franklins Promise and there is no charge for rent. The Board commended Lori Switzer, Director of the SHIP program, for doing a good job. The Board discussed possible opportunities for helping Ms. Switzer keep her office running.
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Motion by Massey, seconded by Jackel, to approve for the County to pay for audit, and give SHIP administration the $10,500 funding allowed; Motion carried 4-0.
Dan Tonsmiere State Senate Update Apalachicola River Keepers (11:22 AM) Mr. Pierce presented an item from his report. Alan Pierce Director of Administrative Services Report 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 Tonsmiere 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. Tonsmiere is on the agenda to provide the Board with additional information. Mr. Tonsmiere stated how important this event is for the County and stressed the importance of being united in the message to Congress. He asked the Board for its endorsement and support for a media event that will be held one hour prior to the event. He also asked for the Board to approve a Resolution declaring August 13, 2013 as Stand up for the Apalachicola River and Bay Day. He stated that he would like to see overwhelming support for this event and named some of the members of the group who are participating with organizing this event. Chairman Sanders commented on the importance of this event and is hopeful that it will turn out good. The Board and Mr. Pierce discussed the format for the meeting. Mr. Tonsmiere stated additional information regarding the format of the meeting. Chairman Sanders and Commissioner Jackel provided additional information on the meeting and stated that there will be time allotted for public comments. Motion by Jackel, seconded by Massey, to approve Resolution declaring August 13, 2013 as Stand up for the Apalachicola River and Bay Day; Motion carried 4-0. Chairman Sanders directed Staff to close the parking lot in front of the Annex and provide water to the participants at the meeting.
Marcia Johnson Clerk of Courts Report (11:35 AM) Mrs. Johnson commented on the upcoming meeting and then presented her report to the Board.
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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. Motion by Lockley, seconded by Jackel, to appoint Commissioners Massey and Jackel as Commissioner members and appoint Walter Armistead, Paul Curenton, Rachel Chestnut to the Value Adjustment Board, as recommended by the Clerk; Motion carried 4-0. 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. Motion by Lockley, seconded by Massey, to approve signing the renewal application and agreement for the Capital Health Plan stand-alone health insurance plan option; Motion carried 4-0. 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. Motion by Lockley, seconded by Massey, to approve a Letter of Support from the County for a grant to expand primary care services for at-risk and behavioral health-care clients; Motion carried 4-0.
Alan Pierce Director of Administrative Services Report (11:41 AM) Mr. Pierce discussed his vacation and then presented his report.
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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 were allocated for the project but it was listed as one that would be considered in the future. The Board discussed the Master Plan and future projects. 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. Chairman Sanders expressed some concerns with this proposal and mentioned items discussed at a recent meeting she attended about local ruling being removed. She was in favor of sending a letter of objection to the lack of local rule regarding the leases. Commissioner Jackel commented on the administrative and communication problems between DACS and Franklin County. The Board discussed other problems with use of the water in the surrounding areas of these lease areas. Commissioner Massey spoke of non-local oystermen being interested in these leases and discussed problems this would cause with local oystermen. Mr. Pierce read a letter from 2011 that the Board sent to DACS concerning oyster aquaculture, which they included as part of the DACS project. The Board discussed and stated that this was an experiment, not an invitation to open up to the public. They discussed concerns with this cutting out other types of fishing and seafood harvesting.
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Motion by Jackel, seconded by Lockley, to send a letter to Governor Scott and Cabinet Members objecting to these leases and also the lack of home rule and to request support for a Resolution of the same; Motion carried 4-0. 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. Motion by Jackel, seconded by Massey, to accept donation of a flag from Ms. Margie Solomon to fly over the Armory; Motion carried 4-0. The Board thanked Mrs. Solomon for the donation of the flag. 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. Chairman Sanders and Attorney Shuler discussed recent litigation that might have required the County to have the GIS system. Chairman Sanders expressed concerns of the database for the GIS system always being current. Mr. Pierce explained how the updates are made to the 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. Attorney Shuler provided additional information on this matter. 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. This item was addressed earlier in the Meeting. 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 cannot identify if they will have any
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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. Motion by Lockley, seconded by Massey, to approve bid award to Kings Plumbing to repair valves at the jail for $61,536.38; Motion carried 4-0. 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. This item was discussed earlier in the Meeting. 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 Tonsmiere 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. Tonsmiere is on the agenda to provide the Board with additional information. This item was discussed earlier in the Meeting. 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 an 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. Mr. Pierce explained the problem with time restraints on this project. Commissioner Jackel expressed her concerns with the bid process used for this project and with Staff participation. The Board discussed the pros and cons of moving forward with the project. Chairman Sanders asked that Staff take no action on any change orders in the future until the Board approves.
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Motion by Lockley, seconded by Massey, to approve change order to contract with Anytime Electric for the installation of lights at Vrooman Park; Motion carried 3-1, Jackel opposed. Mr. Pierce asked for Board action to approve the bid for the Multi-Use Path project in Carrabelle to North Florida, who was the low bidder. Motion by Massey, seconded by Jackel, to approve bid for the Multi-Use Path Project in Carrabelle; Motion carried 4-0. Mr. Pierce invited the Board over to see how the Planning and Zoning Office had been revamped.
T. Michael Shuler County Attorney Report (12:12 PM) Attorney Shuler asked for Board action to attend the Florida Association of County Attorneys Board meeting in Clermont, FL. Motion by Lockley, seconded by Massey, to approve travel for Attorney Shuler to the Florida Association of County Attorneys in Clermont, FL; Motion carried 4-0. Attorney Shuler asked for Board action for the County to endorse a check to Newman Construction for SHIP repairs to a fire damaged house. Motion by Lockley, seconded by Massey, to approve endorsement of a check to Newman Construction for SHIP repairs to a fire damaged house; Motion carried 4-0. Attorney Shuler asked for Board direction on litigation filed by the City of Apalachicola that requested mediation. Attorney Shuler recommended against it, especially since the County has invited the City to attend one of their meetings to discuss this matter. Motion by Jackel, seconded by Massey, to choose not to participate in mediation with the City of Apalachicola, based on Shulers recommendation; Motion carried 4-0. Attorney Shuler asked for Board action to approve an agreement to lend a cannon to the Apalachicola Maritime Museum. Motion by Jackel, seconded by Massey, to approve an agreement to lend a cannon to the Apalachicola Maritime Museum; Motion carried 4-0. Attorney Shuler discussed the proposed surtax for the Hospital and asked for permission to talk to the Supervisor of Elections on conducting an election for this surtax starting in January of 2014.
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The Board agreed that Attorney Shuler should talk to the Supervisor of Elections regarding this election and asked for more information on this item. Commissioner Jackel and Attorney Shuler discussed the use and purpose of this surtax. Mrs. Johnson mentioned an email she received from the Lucy Turner, Labor Attorney, and asked that the Board look it over.
Commissioners & Public Comments (12:25 PM) Commissioner Jackel discussed the upcoming Ethics Workshop and the benefits of attending. Motion by Jackel, seconded by Lockley, to approve travel and expenses for Commissioners to attend the Ethics Workshop; Motion carried 4-0. Commissioner Lockley stated that he is in favor of keeping all bids local whenever possible. Kenny Semore, of Alternative Electric, commented on the Vrooman Park lighting project bid process and how the recent changes to the bid should have been handled. Don Edwards, of Eastpoint, was also in favor of re-bidding the project since the specifications were changed.
Adjourn (12:31 PM) There being no further business, Chairman Sanders adjourned the Meeting.
____________________________ Cheryl Sanders, Chairman FCBCC Attest: _____________________________ Marcia M. Johnson, Clerk of Courts
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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 20, 2013 TIME: 9:00 A.M. SUBJECT(S): Right-of-Way Debris Pickup / Recycle Material Hauled August 1st August 13th FOR BOARD INFORMATION: AUGUST 1st AUGUST 13th RIGHTOFWAY DEBRIS PICKUP Apalachicola Eastpoint St George Island Carrabelle Lanark Alligator Point
30.49 TONS 71.57 TONS 42.58 TONS 77.68 TONS 24.94 TONS 29.91 TONS
Apalachicola Cardboard Plastic,Paper, Glass, Aluminum

6.61 TONS 2.46 TONS
RECYCLE MATERIAL HAULED Eastpoint St George Carrabelle Lanark Island

6.21 TONS .40 TONS 5.34 TONS 1.78 TONS 1.61 TONS 1.36 TONS .16 TONS .58 TONS
Alligator Point
-0- TONS 1.78 TONS
St James
-0- TONS .38 TONS
REQUESTED ACTION: None
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28 Airport Road Apalachicola, Florida 32320 (850) 653-8977, Fax (850) 653-3643 Em3frank@gtcom.net
Report to Board of County Commissioners
Date: August 20, 2013 Action Items: None
Information Items: 1. Met with the Joe Kight with the State Division of Animal Industry on August 7 to discuss animal issues during and after disasters. Mr. Albert Floyd, with Franklin County Animal Control, also attended. We discussed updating the countys animal plan and Memorandums of Understanding (MOUs) with Leon Countys Animal Control and Humane Society. 2. August 09, 2013 the Emergency Management staff participated in a Region 2 Evacuation Exercise to test regional coordination and communications with our surrounding counties. 3. Pamela Brownell attended the web based training for Florida PA reporting process on August 14. 4. Emergency Management along with Bill Mahan and Dewitt Polous met with Mr. Dale Dubberly from the Department of Agriculture to discuss the vector control documentation process needed for reimbursement after a disaster.
Sincerely,
Pamela Brownell
Pamela Brownell Director
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Franklin UF/IFAS Extension 66- 4th Street, Apalachicola, FL 32320-1755 850-653-9337/ bmahan@ufl.edu MEMORANDUM TO: FROM: SUBJECT: The Franklin County Board of County Commissioners Bill Mahan, Franklin/UF - IFAS Extension Director August 20, 2013, BCC Extension Update Report
Bill
Franklin - UF IFAS Updates 1) Seafood HACCP Training Course Tomorrow August 21st, I will be in Tallahassee to assist Steve Otwell with teaching a Seafood HACCP Course. 2) UFs Natural Resource Leadership Institute UFs NRLI Program visit to Franklin County from August 8 10 was a big success. The 14 Fellows in the program learned a lot about the Countys seafood and natural resource industries from the tours, field trips and panel discussions they attended. One of the highlights was the trip to the Buddy Ward & Sons shrimp processing plant where they learned about IQF shrimp. None of the Fellows know what IQF was! 3) Sea Turtle Disorientation Work I continue my work with FWC, St. George Island Volunteer Turtlers and rental property managers on lighting and sea turtle hatchling disorientation issues. 4) 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)
5) Bowhunting Field Day for Internet Course in Bay County The FWC is sponsoring a bowhunting field day in Bay County on Aug. 24 for serious archers who have taken the online portion of the course. Instruction is from 8 a.m. to noon at the FWCs Northwest Regional Office, 3911 Highway 2321 in Panama City. The purpose of this class is to provide advanced instruction to bowhunters on such topics as the fundamentals of bowhunting, safety, hunting techniques, stalking, trailing and sportsmanship. Even though it is not required in Florida, completion of a bowhunting class is required in at least 14 other states before a person can purchase a bowhunting license.
Participants must have completed the online National Bowhunter Education Foundation course and bring the official NBEF Field Day Qualifying Certificate with them. In addition, participants should dress for hunting and bring their own archery equipment, including bows and arrows (field points or target points), pen or pencil and a packed lunch. People interested in attending this course can register online and obtain information about future bowhunting classes at MyFWC.com/HunterSafety or by calling Hunter Safety Coordinator George Warthen at the FWCs regional office in Panama City at 850-265-3676. 6) Free Hunter Safety Internet-Completion Class in Liberty County - The FWC is offering a free hunter safety Internetcompletion course in Liberty County. The course will be at the Woodmen of the World Camp, 22459 NE Woodmen of the World Road, Hosford. Instruction is from 8 a.m. to 3 p.m. Saturday, Aug. 24. Students must complete the Internet course before coming to class and bring a copy of the final report from the online portion of the course. The final report form does not have to be notarized. An adult must accompany children under the age of 16 at all times. Students should bring a pencil and paper with them to take notes. Anyone born on or after June 1, 1975, must pass an approved hunter safety course and have a hunting license to hunt alone (unsupervised). The FWC course satisfies hunter-safety training requirements for all other states and Canadian provinces. People interested in attending this course can register online and obtain information about future hunter safety classes at MyFWC.com/HunterSafety or by calling Hunter Safety Coordinator George Warthen at the FWCs regional office in Panama 24 City at 850-265-3676.
7) FWC Asks Public to Help Track Three Rare Snake Species FWC biologists are asking the public to report sightings of three rare snake species: Florida pine snake, southern hognose snake and short-tailed snake. Citizens can help with research on these species by reporting sightings online at https://public.myfwc.com/fwri/raresnakes/userHome.aspx?id= Reports from the public will aid us in determining where these snakes live and their status, said Kevin Enge, FWC research biologist. All of these snake species have been petitioned for federal listing. The three species are found in dry, upland habitats and spend most of their time underground. They are only occasionally seen moving along the surface or crossing a road. For each report, the citizen is asked to provide the location where they saw the snake and the month and year the observation occurred. Researchers are also requesting citizens to submit photos of the snakes, when possible, to verify identification. Reports can include live or dead animals. Although these species are non-venomous, citizens should avoid handling or disturbing them. 8) Next FWC Meeting The next meeting of the FWC is scheduled for September 5 -6, 2013 at the Crowne Plaza Pensacola Grand Hotel, 200 East Gregory Street, Pensacola, FL 32502. Gulf of Mexico Fishery Management Council (GMFMC) 9) Online GMFMC Stakeholder Survey The GMFMC invites you to participate in an online survey designed to evaluate the effectiveness of current communication efforts to reach our stakeholders. To participate, simply click the link below and complete the brief survey. It should take less than 10 minutes of your time and will provide us with important information on how best to communicate with you. This survey is voluntary and no personally identifiable information will be collected. https://www.surveymonkey.com/s/GulfCouncil. A link to the survey can also be found under "Hot Topics" on the front page of the Gulf Council web site - www.gulfcouncil.org 10) The Next GMFMC Meeting The GMFMC will meet on August 26 - 29, 2013, Hilton Palacio Del Rio, 200 S. Alamo San Antonio, TX 78205. The Council Committees will convene Monday morning beginning at 11:00 a.m. The full Council will convene Wednesday morning at 10:00 a.m. and is expected to adjourn by 4:00 p.m. Thursday. NOAA Marine Fisheries Service 11) NOAA Fisheries Seeks Public Comment on a Proposed Red Snapper Rule NOAA Fisheries is seeking public comment on a proposed rule that would increase the commercial and recreational quotas for Gulf of Mexico red snapper and potentially re-open the recreational season for 2013. The proposed rule was published in the Federal Register on August 14, 2013. The rule would increase the total allowable catch for harvest of red snapper in the Gulf of Mexico from 8.46 million pounds (mp) to 11.0 mp. The commercial quota would be 5.61 mp and the recreational quota would be 5.39 mp. The quotas can be increased because a recent stock assessment for red snapper showed the stock can support higher catches. Request for Comments You may begin commenting on this proposed rule on August 14, 2013. NOAA Fisheries must receive comments no later than August 29, 2013. We will address all comments specifically directed to the framework action or the proposed rule in the final rule. You may obtain electronic copies of the proposed rule and the framework action from the NOAA Fisheries Web site: http://sero.nmfs.noaa.gov/sustainable_fisheries/gulf_fisheries/reef_fish/2013/rs_tac_framework/index.html or the eRule Making Portal www.regulation.gov
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AGENDA DATE:
August 20, 2013
TO:
The Honorable Chairperson and Board of County Commissioners Keith McCarron, Senior Planner Apalachee Regional Planning Council
FROM:
SUBJECT: Florida Department of Transportation Five-Year Work Program Update Background The Florida Department of Transportation (FDOT) works annually with agencies, local governments and the public to update the Five-Year Transportation Work Program, which is the Departments ongoing planning process for allocating state and federal transportation funds. The Apalachee Regional Planning Council (ARPC) assists FDOT-District 3 in gathering local government input on annual Work Program updates. In this role the ARPC assists local governments in understanding FDOTs Work Program process, identifying projects and priorities for FDOT consideration and promoting consistency between the Work Program and local governments Capital Improvement Schedules. Attachments Florida Department of Transportation 5-Year Work Program FY 2014 2018 2012 Franklin County Work Program Comments US 98 Surface Condition Survey Results 2012 / 2013 Candidate Projects Franklin County Submitted to District 3
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FLORIDA DEPARTMENT OF TRANSPORTATION 5 - YEAR TRANSPORTATION PLAN ($ IN THOUSANDS) TENTATIVE FY 2014 - 2018 (07/02/2013 02:18:15)
FRANKLIN COUNTY
Item No Project Description Work Description Length 2014 2015 2016 2017 2018
Highways: State Highways

Item No Project Description SR 30 (US 98) APALACHICOLA RIVER BRIDGE BRIDGE NO. 490031 SR 30 (US 98) AVE E FROM W OF CR 384 12TH ST TO APALACHICOLA RIVER BR SR 30 (US 98) FROM GULF COUNTY LINE TO E OF CR 385 TILTON RD SR 30 (US 98) OCHLOCKONEE BAY BRIDGE BRIDGE NO. 490034 SR 30 (US 98) PORTER BAR CREEK BRIDGE NO. 490027 SR 30 (US 98) YENT BAYOU BRIDGE BRIDGE NO. 490012 SR 300 BRYANT PATTON BR PILINGS BR. NOS. 490003 & 04 SR 300 ISLAND DRIVE FROM SR 30 (US 98) TO ST GEORGE ISLAND BR SR 65 GRAHAM CREEK BRIDGE BRIDGE NO. 490018 SR30 (US 98) OVER TURKEY BAYOU BRIDGE NO. 490030 SR30 (US 98) OVER TURKEY BAYOU BRIDGE NO. 490030 Work Description BRIDGE - PAINTING RESURFACING RESURFACING BRIDGE-REPAIR/REHABILITATION BRIDGE-REPAIR/REHABILITATION BRIDGE-REPAIR/REHABILITATION BRIDGE DEMOLITION BIKE PATH/TRAIL BRIDGE-REPAIR/REHABILITATION BRIDGE-REPAIR/REHABILITATION BRIDGE-REPAIR/REHABILITATION Length .717 .803 5.598 1.122 .057 .081 4.080 .709 .028 .049 .011 1 CST 2 MSC 4292961 4292962 7 CST 1 PE 32 CST 10 PE 5 CST 12 CST 21 CST 2 CST 76 PE 320 CST 2014 9 CST 1,074 CST 3,098 CST 2015 2016 2017 2018
1) 2) 3) 4) 5) 6) 7) 8)
4254382 4287451 4269561 4242891 4242881 4094622 2187722 4335681 2187641
9) 10) 11)
Highways: Local Roads

Item No Project Description CR 67 TALLAHASSEE ST FROM AVENUE A TO CROOKED CREEK ROAD Work Description SIDEWALK Length 2.260 2014 44 PE 2015 2016 2017 296 CST 2018 192 CST
12)
4335671
Highways: Off State Hwy Sys/Off Fed Sys

Item No Project Description BAYSHORE DRIVE FROM SR 300 ISLAND DRIVE TO SR 30 (US 98) CR 384 BLUFF RD FROM SR 30 (US 98) TO PINE LOG ROAD LAKE MORALITY ROAD FROM CR 67 TO SR 30 (US 98/319) LAKE MORALITY ROAD FROM CR 67 TO SR 30 (US 98/319) OAK STREET FROM ARIZONA STREET TO DOE LANE Work Description WIDEN/RESURFACE EXIST LANES WIDEN/RESURFACE EXIST LANES SIGNING/PAVEMENT MARKINGS SIGNING/PAVEMENT MARKINGS ROAD RECONSTRUCTION - 2 LANE Length 4.415 4.568 2.254 2.254 1.260 2014 1,639 CST 2 CST 2 PE 115 CST 1,138 CST 2015 2016 2017 2018
13) 14) 15) 16) 17)
4313881 4256971 4196152 4196153 4313261
Freight, Logistic And Passenger Operation: Aviation

Item No Project Description APALACHICOLA REGIONAL AIRPORT REHAB RUNWAY 06/24 PH II APALACHICOLA REGIONAL AIRPORT REHAB RUNWAY 13/31, PHII APALACHICOLA REGIONAL AIRPORT REHAB RUNWAY 18/36 PH II APALACHICOLA REGIONAL AIRPORT UPGRADE/INSTALL LIGHTING CARRABELLE-THOMPSON AIRPORT CONDUCT GPS SURVEY CARRABELLE-THOMPSON AIRPORT CONSTRUCT PARKING APRON CARRABELLE-THOMPSON AIRPORT CONSTRUCT SECURITY FENCE CARRABELLE-THOMPSON AIRPORT CONSTRUCT T-HANGARS CARRABELLE-THOMPSON AIRPORT EXTEND RUNWAY 5/23 Work Description AVIATION PRESERVATION PROJECT AVIATION PRESERVATION PROJECT AVIATION PRESERVATION PROJECT AVIATION REVENUE/OPERATIONAL AVIATION PRESERVATION PROJECT AVIATION CAPACITY PROJECT AVIATION PRESERVATION PROJECT AVIATION REVENUE/OPERATIONAL AVIATION CAPACITY PROJECT Length .000 .000 .000 .000 .000 .000 .000 .000 .000 250 CAP 182 CAP 193 CAP 90 CAP 215 CAP 210 CAP 840 CAP 265 CAP 200 CAP 662 CAP 2014 2015 2016 2017 2018 306 CAP
18) 19) 20) 21) 22) 23) 24) 25) 26)
4256133 4256131 4256132 4256121 4239053 4256103 4239054 4256101 4256102
Freight, Logistic And Passenger Operation: Transit

Item No Project Description CROOMS INC. TRANSIT SECTION 5311 NON-URBANIZED AREA Work Description OPERATING/ADMIN. ASSISTANCE Length .000 2014 92 OPS 2015 2016 2017 2018
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27)
4213622
Phase Group Descriptions

Phase Phase ADM CAP CST DSB ENV INC LAR MNT OPS PDE PE PLN RES ROW RRU MSC RPY Description Administration Capital Construction Design Build Environmental Contract Incentives Local Advance Reimburse Brdg/Rdwy/Contract Maint Operations PD&E Preliminary Engineering Planning Research Right of Way Railroad & Utilities Miscellaneous Repayments Group A 9 5,6 5,6 C 5 A 7 8 2 3 1 B 4 4,5 Other 5 Phase Type Any Any Any Any Any A 8 Any Any Any Any Any Any Any 6,7 Other D Also incl Ph A8 w/pgm 61,78,SB Excl Phase 46 and 47 With Program 39 only Excl Ph 5A,5D,56,57; Cnclss 9 With Conclass 9 only Exceptions Excl pgm 52;Ph A8 w/pgm 39
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2012 FRANKLIN COUNTY WORK PROGRAM COMMENTS
1. US 98 from Carrabelle to Eastpoint Franklin County is concerned about the pavement condition of US 98 between Carrabelle and Eastpoint because this is the primary travel corridor in the County. Asphalt in the westbound lane is deteriorating in patches along the centerline causing shallow ruts. The Franklin County Commission requests District 3 conduct a field inspection and rut/ride survey for this section of US 98. The County believes this section is in worse condition then the section west of Apalachicola which is scheduled for resurfacing in 2015. They would like to see a comparison of rut/ride survey results for these two segments of US 98.
2. US 98 Downtown Apalachicola The City of Apalachicola requests FDOT assistance evaluating the concerns of business owners in the downtown commercial area of US 98 (Market Street) and the concrete stairs near the intersection of Market Street and Avenue E where US 98 takes a 90 degree turn. Improvements should be coordinated with the resurfacing project scheduled for 2014 [Work Program #42874510 - SR 30 (US 98) from W of CR 384 12TH St to Apalachicola River Bridge]. FDOT Project Manager Alaina Webb has contacted the City and discussions are ongoing. The consulting engineer for the project is currently evaluating design alternatives for making the intersection ADA accessible. The design engineer will be holding a public hearing when the plans for the resurfacing project are 60% complete. You will be notified about this meeting so you can encourage the business owners to attend.
3. Capital City to the Sea Multiuse Trail The Capital Region Transportation Planning Agency (CRTPA) will be conducting a feasibility study for a regional trail project known as the Capital City to the Sea Multiuse Trail (CCSMT) in the near future. CRTPA is currently developing a scope-of-services (SOS) for the feasibility study that only includes Leon and Wakulla County. The original concept for the trail network included eastern Franklin County and Carrabelle, but CRTPA cannot include areas outside their boundary. Franklin County and Carrabelle request FDOT funding for an identical feasibility study following the same scope and timing as the CRTPA project to ensure a complete project.
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U.S. 98 From Carabelle to Eastpoint The Franklin Commission has been concerned about the pavement condition of US 98 between Carrabelle and Eastpoint since the damage from Hurricane Dennis in 2005. In 2012 the Franklin Commission question the priority of resurfacing the section of US 98 between the Gulf County line and CR 385 (Tilton Road), which is scheduled for resurfacing in 2016, before the Carrabelle to Eastpoint segment because the Commission believed it was in worse condition. The FDOT surveys state roads annually and in 2012 the section between Carrabelle and Eastpoint was surveyed a second time in October. The results of the road condition survey are provided in the following table. The District 3 Materials Engineer has reviewed these results and concluded that the crack, ride, and rut measurements did not meet the criteria for resurfacing in 2012, but surface conditions will continue to be surveyed annually and this section will be scheduled for resurfacing when warranted. US 98 FRANKLIN COUNTY CRACK RIDE AND RUT COMPARISON
DESCRIPTION
TEST DATE
BEG M.P.
0.000
END M.P.
3.932 1.614 29.272 29.272
CRACK
8.0 6.5 9.0 9.0
RIDE
8.0 7.6 7.2 7.1
RUT
8.0 8.0 9.0 9.0
US 98 - GULF COUNTY LINE TO E. OF CR 385 (TILTON RD) US 98 - SR 65 TO CARRABELLE RIVER BRIDGE US 98 - SR 65 TO CARRABELLE RIVER BRIDGE
April 2012 0.000 April 2012 October 2012 17.600 17.600
Ratings are based on a 0-10 scale with 10 being perfect condition. Crack ratings are considered deficient when a rating of 6.4 is achieved. Rut Ratings: each 1/8 inch of rut depth equals one deduct point.
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2012 Candidate Projects Franklin County Submitted to District 3 Program Description CR 65/ Bayshore Drive from SR 300 to Rose Drive SCOP Pine Street from 11th Street East to 12th Street West CR 379A/ Mill Road Ineligible Type Resurface/Pave unpaved Widen/Resurface Resurface --Sidewalk
CIGP SCRAP
Enhancement Highway 67
2013 Candidate Projects Franklin County Submitted to District 3
Program
Description
Type Resurface Resurface
SCOP
Bald Point Road from County Road 270 to end of road County Road 67 from US 98 to Pine Log Bridge
Applications Due August 1
CIGP
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Franklin County Advisory Board of Adjustment August 7, 2013 9:00 a.m. 1. Approved - Consideration of a request for a variance to locate a house five feet into the east side lot line and 10 feet into the front setback line off of California Street, on property described as Lot 20, Block H, Unit 1, Lanark Beach, 2187 US Highway 98, Lanark Village, Florida 32323. The request was submitted by Forgotten Coast Properties, LLC, agent for Joe Adams, owner. Approved - Consideration of a request for a variance to construct a swimming pool five feet from west side property line on property described as Lot 8, Schooner Landing, 2356 Schooner Land, St. George Island, Florida. Request submitted by William Schultz, owner. Approved - Consideration of a request for a variance to build a house 15 feet into the front setback line off of 3rd Street East, St. George Island, Franklin County, Florida, on property described as Lot 1, Block 9, Unit 1 East, St. George Island, Franklin County, Florida. The request was submitted by Galloway Construction, agent for GLHJ, LLC, Owner. Approved - Consideration of a variance to construct a house five feet into both side lot lines on property described as Lot 5, Block 9, Unit 1 East, St. George Island, Franklin County, Florida. The request was submitted by Galloway Construction, agent for GLHU, LLC, Owner. Approved Contingent upon resolving the issues of Parking on the north side of Hwy 98 (across a busy highway) and documentation from Eastpoint Water & Sewer that they will issue a Sewer tap for pump out station on the south side of Hwy. 98: Consideration of a request for a Special Exception to construct a 10 slip marina in the C-1 District in Eastpoint on property described as a parcel lying on the south side of US highway 98 in Section 29, Township 8 South, Range 6 West. The Request was submitted by Garlick Environmental Associates, Inc., agent for Magnolia Ridge, LLC, owner.
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Report to the Board of County Commissioners August 20, 2013 1- Provide Board with copies of testimony given to Senators Nelson and Rubio during the Senate Committee hearing held in Apalachicola on August 13. As the Board is aware, the Annex was packed for this historic hearing. Board action to write a thank you letter to the Senators for making the hearing possible, and the same for the panelist who provided testimony in defense of the Apalachicola Bay- Shannon Hartsfield, Ricky Banks, and Dan Tonsmeire. Board action to send the Governor a letter thanking him for allowing Mr. Steverson to testify as well. The Senate staff has provided me an email if additional comments want to be submitted for the record. 2- As the Board is aware, the Department of Corrections has announced its intention of closing Bay City Work Camp. Since the county provided the land for the work camp, I was contacted by Mr. Darrell Branning, DC staff, and asked whether the Board would want the land back as the deed has a reverter clause. If the Board did not want the land then the state Division of State Lands would consider the land surplus and would dispose of the property. I have spoken to the Chairman and to the County Attorney and I have written a letter stating the Board would like the property back. Mr. Branning was unsure when the transfer would happen but it should be within the next 60 days. Board discussion about future uses of property. 3- Inform the Board that the Governors Office is still working on whether to grant any county a waiver for damages associated with Hurricane Debbie. As requested by the Governors Office, I have provided an updated application form. 4- Inform the Board that the county has been officially notified by FEMA that the county flood maps will be effective Feb. 5, 2014. 5- Board action to accept an additional $529,689 of construction funds from DOT for the widening and resurfacing of Bluff Road. The Board had originally received a JPA from DOT for $1,822,301 for this project. When the Board opened the bids at the last meeting the lowest bid was for $2,226,001.82, so the low bid was more than the funds available. DOT is awarding the Board additional funds so that the project can be developed as designed. The total amount available for construction is now $2,351,990.82. 6- Board action to award the CEI (Construction, Engineering, and Inspection) Services to Preble-Rish for the Bluff Road Project. 7- Board action to sign Joint Participation Agreement with DOT for the widening and resurfacing of Oak Street in Lanark Village, and another JPA for widening and resurfacing of the Bayshore Drive/Twin Lakes loop in Eastpoint.
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8- Inform the Board that both Commissioner Jackel and Commissioner Massey have advised me that lights on the Eastpoint channel marker are out. We have called the USACOE in Panama City as we believe aids to navigation are maintained by the Corps. 9- The NWFMD has called asking for a list of stormwater problems in the county. As the commissioners think of areas in their districts that need work please contact me. As I understand it, this will be list a used to get future funding; they do not have any construction money at this time. 10- Inform the Board that the 3rd Annual Race for the Bay Marathon will be held Sunday, Oct. 20. The race organizer, Mr. Mark Henderson, has called to say he is making the same arrangements with everyone as he had last year, including coordinating the race with the Sheriffs Office. 11- Provide Board with biennial Resort Village Status Report. There has been no activity in Resort Village in the last year. 12- Board direction regarding Opportunity Florida. Opportunity Florida has sent the Board an invoice for membership $1,154.90. The Board has not been a member since 2009. 13- Board action to award the low bid on the repairs to the St. George Island Revetment and Road to Gulf Coast Utility Contractors (GUIC) for $434,511. This is a FEMA reimbursed project. I was incorrect at the last meeting when I said the deadline for this work is Nov. 30. It is Jan. 2, 2014. 14- Library Update. At the last budget workshop, the Board had a discussion regarding the potential ownership of the new Eastpoint library. Ms. Joyce Estes has provided me with packets for the Board regarding the history of the project. She has advised me that the USDA grant/loan agreement the Friends received was one specifically designed for non-profits. If the county ever wanted to take over the loan directly the USDA would have to agree. Further, Ms. Estes wants the Board to know that there are restrictions placed on the property so that the wetlands must be protected. (Pass out information prepared by Friends.) 15- Inform the Board that I have received an email from the Chairman where a resident of the county is asking the county adopt an ordinance to protect and preserve 2nd Amendment rights. I am going to turn this email over to the county attorney for review, as I am not sure a county ordinance will have any effect in protecting rights if the 2nd Amendment is every changed. 16- Inform the Board that the Circuit Judge has signed the condemnation valuation order for the 4 SECON lots on Alligator Point. I have submitted it to FEMA for reimbursement. As soon as the reimbursement comes in, we can then begin construction of the 370 feet of road that will connect Harbor Circle to road in front of the All. Pt Fire Station.
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17- Inform Board the Dept. of the Air Force has contacted the county and advised that the Air Force is considering establishing helicopter landing and drop zones, airstrips, and a number of different landing and air training activities in Blackwater River State Forest and Tates Hell State Forest. The proposed action is needed because restricted areas over Eglin AFB create scheduling conflicts with nonhazardous training. There is a public meeting on August 29 at the Apalachicola Community Center, starting at 6 PM, for anyone seeking more information. 18- Inform the Board that Ms. Debbie Belcher has informed me that Eastpoint Sewer and Water has closed out its CDBG grant and so the county is eligible for another CDBG. The limitation on CDBG is that the program has to serve low and moderate income households. The county has previously heard requests from All Pt. for fire hydrants, from the City of Apalachicola for an expansion of sewer or water into the county, and from residents in Lanark Village seeking neighborhood improvements, like fixing sidewalks. Ms. Belcher has not provided me with a timeline for when the CDBG application is due. Would the Board like a presentation from Ms. Belcher?
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FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS PERSONNEL POLICY AND PROCEDURES MANUAL
WORKSHOP ITEMS AUGUST 6, 2013
I. SCOPE
THESE POLICIES ARE NOT INTENDED TO CREATE AN EMPLOYMENT CONTRACT WITH THE PERSONS TO WHOM THEY MAY BE APPLICABLE. These policies shall apply to employees under the jurisdiction of the Board of County Commissioners except for the following categories: A. B. C. D. E. Members of the Board Board Appointees Persons Employed on a Contractual Basis Leased Employees Elected Officials, Constitutional Officers, and Employees of those offices
III. EMPLOYEE CONDUCT:

The Franklin County Commission advocates the concept that the quality of public service can attain maximum efficiency and effectiveness through a personnel management system based on merit principles. The attitude and deportment of all County employees shall at all times be such as to promote the good will and favorable attitude of the public toward the County Commission and its programs and policies. All employees are required to maintain their personal appearance in a manner which will reflect a proper image to the public; they are encouraged to develop skills and seek formal training that will enhance their personal development and the overall expertise of the organization. It is the policy of the County to require expect the employees to comply with all rules and regulations of the County, State Statutes, and Federal regulations in the performance of their duties, as well as compliance with all safety rules and standards. Any employee who violates 1 62
any of these rules and regulations shall be subject to disciplinary action, up to, and including dismissal. All employees shall be required to take an Oath of Loyalty, as prescribed by Florida Statutes, Chapter 876.05. The Oath must be signed prior to earning any salary or employee benefits, and a copy of the Oath will be filed in the employees official personnel file. All employees of the County are representatives of the County, and are required to avoid any conduct, whether on or off duty, that has the following effect: n employees conduct while off duty shall not effect their employment except under the following conditions: *The activity adversely impacts impairs the reputation of the County *The conduct makes it likely that the employee is unable to perform their regular work responsibilities or appear at work *The activity leads to the refusal or reluctance on the part of others to work with the employee, barring protection under the law *Note that these provisions are particularly important in cases where the employee is reasonably perceived as representing the County at a function, even if the function is something normally considered off dutynormal work location
A. EQUAL EMPLOYMENT OPPORTUNITY Franklin County is an Equal Opportunity Employer and, as such, states its commitment to providing equal employment opportunities to all persons in matters affecting, but not limited to, recruitment, employment, compensation, benefits, promotions, training, discipline, transfer and layoff practices without regard to race, color, religion, national origin, sex, age, marital or family status, disability, political opinions or affiliations, genetic information, or Veterans status (except where age or non-disability are bona-fide occupational qualifications).
NON DISCRIMINATION AND NON-HARASSMENT Franklin County does not tolerate unlawful discrimination or unlawful harassment. All employees of the County have the right to work in an environment free from unlawful discrimination and harassment. In addition, the County does not tolerate any unlawful retaliation against employees who make complaints about alleged discrimination or harassment. Employees who engage in unlawful discrimination, unlawful harassment, or unlawful retaliation will be subject to disciplinary action up to termination. Any employee who witnesses or learns of any harassment and/or discrimination has an affirmative obligation to immediately report the information to the Director of Administrative Services.
2 63
Any employee of Franklin County who believes he/she has been discriminated against should promptly contact the Director of Administrative Services. This person shall, along with the County Attorney, attempt to promptly resolve the problem within fifteen (15) working days. Any Department Director, Supervisor, or manager who is made aware of a potential violation, either by the victim, another employee, or a member of the public is required to advise the Director of Administrative Services so that the matter may be investigated. Any employee who believes that they have been subjected to any unlawful harassment or retaliation must immediately report this conduct to the Director of Administrative Services. It shall be prohibited for any person employed by Franklin County to discriminate or take any other retaliatory action against an individual who in good faith has: opposed an alleged unlawful employment practice or has made a charge, testified, assisted or participated in any manner in an investigation, proceeding, or hearing. Veterans preference shall be given to eligible veterans in accordance with existing State laws. [Separate section] ***
E. ATTENDANCE
2. Attendance and Leave Records The Department Heads and the Clerks Office shall maintain complete and accurate attendance and leave records. Employees are responsible for assuring that their time sheets are accurate, and will be required to sign or otherwise acknowledge that the time recorded is accurate. Time sheets must reflect the actual time worked and the type of leave utilized to bring the total to the regular working hours, whether the leave be sick, annual, leave without pay, administrative leave, unauthorized leave, etc. For example, if the employee worked 30 hours out of a 40 hour week, the remaining 10 hours must be documented and associated with a specific leave type. 3. Attendance Standards In order to ensure the efficiency and productivity of County operations, regular attendance and arriving to work on time are requirements of continued employment. Department Heads have the discretion to install time clocks, computerized timekeeping systems, or other accurate systems for assuring that time worked is accurately recorded. As a general guideline, the absence from work of more than eight (8) hours per month, over a six (6) month period, will be considered excessive absenteeism, except as noted below:
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Absences due to disability leave, FMLA leave, parental leave, compensatory leave, administrative leave, or annual leave which has have been scheduled and approved in advance shall not be counted towards any excessive absenteeism. A lengthy illness (with appropriate documentation) as well as other unusual circumstances may be considered in the context of the overall attendance and employment in applying this standard.
F. POLITICAL ACTIVITIES Every employee will have the right to express his or her views as a citizen, to cast his or her vote as he or she chooses, to hold membership in and to support a political party, or maintain political neutrality. Employees may also attend political meetings and take an active part in political campaigns during off hours. However, every employee is prohibited from: *Using his/her official authority or influence for the purpose of interfering with or affecting the result of an election or nomination for office. *Directly or indirectly coercing, attempting to coerce, commanding, or advising a County employee to pay, lend or contribute anything of value to a party, committee, organization, agency, or person for political purposes. *Participating in political activities during scheduled work time. *Participating as a candidate for public elective office in a partisan primary, general, or special election, if they are principally employed in a federally funded program. *Wearing or displaying political badges, buttons or stickers when on duty. Political badges, buttons, or stickers shall include endorsements of issues, causes or candidates. The County Commission may request employees take a leave of absence when running for public office, when it is deemed in the best interest of the County. This section shall be interpreted and applied in a way that is consistent with any applicable First Amendment rights of employees.
H. OUTSIDE EMPLOYMENT
Employees who desire to accept outside employment, including self-employment, in addition to their regular County position shall inform their respective Department Head in writing of the nature and extent of such outside employment. The Department Head shall thereupon determine whether or not such employment conflicts with the duties and responsibilities of said employee. Employees shall not engage in any employment activity or enterprise which has been or may be determined to be inconsistent, incompatible, or in conflict with the duties, functions, or responsibilities of their County employment. If the employee disagrees with the Department Heads determination, he/she may request Board approval by appealing the Department Heads notification to the Director of Administrative Services Board within ten (10) days of receipt by the employee. The Director Board shall consider the appeal within ten days of receipt. The Directors at the first regular or special meeting following its receipt of the appeal. Its decision shall be final.
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No employee shall be permitted to accept outside employment of any description while under doctors orders not to report for work with the County, unless otherwise permitted by applicable law. Any employee who violates the policies of this section is subject to discipline up to and including termination.
J. SOLICITATION No employee or other person may solicit or be solicited during working hours or in work areas, unless approved by the Board. No employee may distribute literature in his/her work area or during work hours. No person may distribute literature to an employee in that employees work area or during working hours. No outside entity or person group insurer or provider of County Benefits may be permitted access to employee work sites except with prior permission from the Director of Administrative Services or the Clerk to the Board. Such access, if granted, shall be limited to communication and implementation of new plans and/or administration of existing group policies and shall not be used for the purpose of unapproved solicitation. Use of County property (printers, supplies, etc.) for the purpose of generating outside materials for solicitation purposes is strictly prohibited.
VI. EMPLOYEE BENEFITS

A. HEALTH INSURANCE COVERAGE 1. Health insurance is available to all eligible full time employees and their eligible family members. Employees not eligible for this benefit include temporary, OPS, and on-call employees. Eligibility for health insurance shall be interpreted an implemented in accordance with the requirements of the Affordable Care Act, and other applicable law. L. ADMINISTRATIVE LEAVE In cases of natural disasters such as hurricanes, tornadoes, or floods, bomb threats and loss of electrical power which exceeds 3 hours, the County Commission or the Director of Administrative Services, in conjunction with the Chief Judges Office, may close County offices and grant Administrative Leave with pay (at a straight time hourly rate) to the affected employees. Affected employees who are required to remain at work to provide essential services shall receive compensatory leave credit for the time that they work when other employees are on paid leave. 5 66
P. WORKERS COMPENSATION 1. An employee who sustains a job-related disability that is compensable under the Workers Compensation Law shall be permitted to use accrued sick leave or vacation leave to remain in carried in full pay status for a period not to exceed seven (7) calendar days without being required to use accrued leave credits. Such pay will be contingent upon written confirmation of inability to work from the attending physician treating the employee. If the employee received Workers Compensation benefits for this period of leave with pay, the employee shall reimburse the County the amount of benefits. Such reimbursement shall not include payments for medical, surgical, hospital, nursing, or related expenses, or lump-sum of scheduled payments of disability losses. 2. If the employee is unable to return to work at the end of the seven (7) day period, the employee may elect to use accrued sick, compensatory, or annual leave in an amount necessary to receive salary payment that will supplement the Workers Compensation payment to the total salary that was received prior to the occurrence of the disability. In no case shall the employees combined salary and Workers Compensation benefits exceed the amount of the employees regular salary payments. If the employee elects not to use accrued leave, the employee shall receive normal Workers Compensation benefits.
VIII. STANDARDS FOR DISCIPLINARY ACTION

A. AUTHORITY The authority to take disciplinary action as specified below is hereby delegated to the following persons or to those persons who are in a supervisory position to the persons listed below. Disciplinary Action Oral Reprimand Persons Delegated Authority Department Head, Supervisor, or Director of Administrative Services(and subject to appeal to Director of Administrative Services) Department Head(and subject to appeal to Director of Administrative Services)
Written Reprimand
Suspension (24 hours or less)Department Head with Director of Administrative Services notification (and subject to appeal to Director of Administrative Services) Extended Suspension Department Head approved by Director of Administrative Services 6 67
(more than 24 hours) Demotion Dismissal Department Head approved by Director of Administrative Services Department Head approved by Director of Administrative Services, and subject to appeal to the Board
IX. EMPLOYEE GRIEVANCE POLICY - DISCIPLINARY

The internal grievance procedure is established to provide opportunity to regular full-time and regular part-time employees who have successfully completed their initial probationary period to appeal disciplinary actions more serious than an oral written reprimand. The submission of an appeal by an employee in good faith shall in no way adversely affect the employee or his employment with the County. Violations of the discrimination or sexual harassment policies shall not be considered under this section, but shall be brought to the immediate attention of a supervisor or Director of Administrative Services, and the County shall react swiftly to investigate and take appropriate action. A. STEP ONE - Appeal to Department Head The employee may appeal the discipline in writing by filing his appeal with the Department Head within five (5) working days from receipt of Notice of Disciplinary Action. The appeal shall be in writing, and shall include: the date the grievance arose; the policy, rule, and/or procedure claimed to have been violated; a statement of the facts as seen by the employee; and the relief requested. The Department Head shall meet with the employee within five (5) working days after receipt of the grievance. The Department Head shall give the employee an opportunity to explain his position and listen to any witnesses the employee brings to the meeting. The Department Head may require other employee witnesses to be present or may conduct further investigation into the matter on his own. The Department Head shall give a written answer to the employee within five (5) working days after the investigation is completed, and within ten (10) days after the meeting with the employee to discuss the grievance. This time limit may be extended upon written notice given to the employee. receipt of the written grievance. B. STEP TWO - Appeal to Director of Administrative Services of Department Head Decision If the employee does not receive timely written response from the Department Head, or the employee is unsatisfied with the decision of the Department Head, the employee may then appeal to the Director of Administrative Services. 7 68
The appeal to the Director of Administrative Services shall take place within ten (10) working days of receipt of the decision of the Department Head. If the Department Head does not provide written response within the prescribed time, their lack of response shall be considered a denial of the appeal and the employee should proceed with their appeal to the Director of Administrative Services. The Director of Administrative Services shall consider the appeal and shall: give both the employee and the Department Head an opportunity to explain their positions; consider the information before him; further investigate the matter if he feels it is necessary. The Director will then issue a decision on the grievance. If the grievance is related to discipline less than termination, the Directors decision shall be the ; and make the final decision for the County. C. Dismissal/Termination Appeal When an employee is subjected to termination from his/her employment, these provisions shall apply to his grievance and appeal. Hearing Before Director of Administrative Services --A dismissal may be appealed directly to the Director of Administrative Services office within fifteen (15) days of written notification of the dismissal. Upon receipt of the appeal, the Director of Administrative Services shall schedule a hearing within reasonable time, generally within thrity (30) days of the date that the appeal is received by the Director. The Director will be the hearing officer at the hearing. The Director will initiate a Hearing Board review. The Hearing Board shall meet with the employee and the Department Head, given them an opportunity to explain their respective positions, listen to any witnesses they wish to present, call any witnesses either party believes the Hearing Board feels will be helpful in resolving the matter. This will be the employees opportunity to confront and cross-examine any witnesses against him or her. The employee may be represented by an attorney at the hearing, at his/her own expense. If the employee intends to have an attorney at the hearing, he/she must notify the Director at least five days in advance of the hearing, in order to allow the County to obtain legal representation at the hearing. Following the hearing, the Director will consider all information provided, including testimony and documentary evidence, and will make findings of fact and issue a decision on whether to terminate the employee.. making its recommendation, review all documents submitted, and make a recommendation to the Director of Administrative Services. The Director of Administrative Services shall have the final decision in the matter. Appeal to County Commission If the Director of Administrative Services terminates an employee, the employee has the right to appeal the decision by filing a written notice of appeal with the Clerk of the Court within twenty (20) days of the date of the decision to terminate. When an appeal is timely filed, the matter will be placed on the agenda of a specially called Commission hearing (or at a regularly scheduled meeting), within 45 days of the date of the notice of appeal is filed. At the Commission meeting, the employee and the Director of Administrative Services will each be provided sixty minutes to present the reasons why the Commission should either uphold or reverse the decision of the Director. The employee and the Director have the right to be represented by counsel at this hearing. After hearing the 8 69
information presented, the Commission can either uphold the decision of the Director, reverse the decision, or remand the matter for further consideration.
Composition of the Hearing Board: The Hearing Board shall be made up of three current employees of the County. In order to be eligible to serve, the employees must have been employed with the county for at least three (3) years and must have met or exceeded expectations on their last two (2) performance evaluations. The Hearing Board shall be composed of the following: one (1) employee selected by the grieving employee, one (1) employee selected by the Department Head, and one (1) employee selected by the other two selected individuals. If the two (2) selected Hearing Board members cannot agree on the third Board member, the third member shall be appointed by the Chairman of the Board of County Commissioners. D. General Procedures All appeals or grievances must be in written form. Employees may request assistance from the Director of Administrative Services regarding grievance procedures and this guidance may be provided during the employees regular working time with no loss of pay. Attorneys will not be permitted to participate in any aspect of the internal grievance procedure. County employees are employed in an at-will capacity and have no property right in their employment, nor does the internal grievance procedure create any property right. Attorneys will not be allowed to participate in these meetings without prior approval from the Director of Administrative Services, unless it is required by law. The participation of an attorney representing the employee shall, in most cases, elicit the participation of the County Attorney, and these proceedings shall then be considered a legal matter, which will be coordinated through the County Attorneys office. The time limits of this grievance procedure may be extended for reasons considered appropriate by the Director of Administrative Services. Failure of an employee to file a grievance or an appeal in a timely fashion will constitute an automatic abandonment of the grievance unless he has obtained an extension in advance.
X. EMPLOYEE GRIEVANCE PROCEDURE - NON-DISCIPLINARY

It is the purpose of this grievance procedure to assure regular full and regular part-time employees that their non-disciplinary problems and complaints will be considered fairly, expeditiously and without reprisal. It is expected that the procedures set forth below will encourage employees to discuss with their supervisors matters pertaining to conditions of employment as they affect individual employees. In addition, free discussion between employees and supervisors will lead to better understanding of practices, policies, and procedures which affect employees. This will serve to identify and eliminate conditions which may cause misunderstandings and grievances. The following will not be considered as grievances under this policy: disciplinary action; sexual 9 70
harassment (please refer to the sexual harassment policy); layoffs and reductions-in-force; budget appropriations; changes in the workforce due to restructuring and/or re-organization; and changes in County policy. A. First Step - Immediate Supervisor An employee shall present his grievance to his immediate supervisor within five (5) working days from the time of occurrence of the problem. The supervisor shall attempt to resolve the problem within five (5) working days after the complaint is made to him. B. Second Step - Department Head If the employee has not received an answer from the immediate supervisor within five (5) working days, and if the employee feels the answer received is not satisfactory, he will reduce to writing the facts and circumstances of the problem and present the written statement to his Department Head within five (5) working days after the supervisors deadline as outlined above. The Department Head will investigate the grievance and meet with the employee to discuss the grievance within five (5) working days. The Department Head will notify the employee of his decision within five (5) days following the meeting date. C. Third Step - Director of Administrative Services If the employee has not received an answer from the Department Head within five (5) working days, or if the employee feels the answer received is not satisfactory, he may appeal in writing to the Director of Administrative Services within five (5) working days after the supervisors deadline as outlined above. The Director of Administrative Services, or his designee, will investigate the grievance and meet with the employee to discuss the grievance within five (5) working days. The Director of Administrative Services, or designee, will notify the employee of the decision within five (5) days following the meeting date. The decision of the Director of Administrative Services, or designee, will be final and binding.
OTHER ISSUES INMATE COMPENSATION PAY o NOTE needs to be part of compensation plan, not personnel rules o Who is eligible? o How is it paid (hourly supplement? Part of Separate Job Classification?
Compensation Study/Compensation Plan
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Weems County Commission Questions
1. Is the system certified by ONC-CCHIT for 2014 Stage 2 "meaningful use". These requirements have been out for some time and most all vendors are presently Stage 2 certified. Stage 2 attestation begins in October (Federal Fiscal year 2014). Contractual agreements to comply with Stage 3 "meaningful use" would be fine. Folks at TMH can attest to this. Answer: We are not Stage 2 certified yet. In early July we certified our latest 3.0 ChartSmart release for Stage 1 as required for major enhancement releases. There are only 8 of approximately 69 Inpatient EMR products Stage 2 Certified as of August 12, 2013 on ONC's website. 2. Does the contract includes a perpetual license for all applications and that those applications will be kept compliant with all federal and state requirements? Answer: It is a perpetual license, as long as you have a support agreement in place. We do warrant that we will comply with all state and federal laws that apply to the appropriate CSS applications. 3. Are they sub-contracting any of their installation and training responsibilities? Answer: All installation and training responsibilities will be conducted by either CSS staff or those of our business partners noted on Schedule A of the contract. 4. As previously discussed on Tuesday, I have major concerns about giving them our A/Rs. I absolutely would not be in favor of having that tied in any way to our payment terms. Answer: We will be glad to revise our offer to be a traditional purchase contract where payments are tied to specific implementation milestones if that is a "deal breaker."Revenue Cycle Services could be under a separate agreement. However, we do not think this is in the best interest of the hospital. Our offer is specifically designed to insure the hospital has the greatest chance of maintaining and most likely increasing the hospital's cash flow during the implementation period. We will also be able to show why we are at risk because of our unique AR proposal being tied into the purchase of the system.
CSS Health Technologies 5200 Maryland Way, Suite 310 Brentwood, TN 37027 1-615-350-8111 www.csshealthtech.com
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Weems Memorial Hospital

Hospital Board Presentation on July 25, 2013
Empowering.
Exchanging.
118 Evolving.
CSS Health Technologies Team
o Jay Wilkes, Regional Sales Manager
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Who is CSS Health Technologies?

o Founded in 1984 in Nashville, TN o 29 years of Experience o Focus on Rural and Critical Access Hospitals o Reinvented HIS and EMR Customer for life o Embedded Revenue Cycle Services o Privately Held Can focus on Customer not Wall St o Self Funded ability to have unique offerings
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Your Future With CSS
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The CSS Difference

o Best Value Most Functionality / Total Cost No Annual Support Fee Increase Hardware Obsolescence Protection Fixed Fee Including Install and OOP Free On-Going Training Included
Least Risk
Guarantee Hospital Cash Increase Proven Financial System Certified EMR Install Staff Ready We Do the Build
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The CSS Difference

o Latest Technology Microsoft based system Industry standard Sequel Server database for EMR Patient Database Open source interface engine
o User-Friendly, easiest to use Best Practices already in Patient Care minimal build Auto-populates based on answers Vital Sign buttons multi-places Auto populates Doc Progress Note
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What Does the Revenue Cycle Team Provide?

o Expertise High Quality Personnel Minimum 10 year experience Extensive UB-04 knowledge
Reimbursement methodologies
Comprehensive understanding of state and federal billing compliance CSS Systems expertise Dedicated Team Excellent Customer Service
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o Process Improvements
Best of Practice Workflows Development of Policies and Procedures Integration of the facilities culture and philosophies into the workflows, policies and procedures Analyze processes to identify automation opportunities for maximum efficiency
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o Technology Team members have extensive knowledge of the CSS System and the revenue cycle technology components Leverage RCO team to maneuver through the complexity inherent with regulatory changes and system migrations
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Why CSS?
True Partnership!
1. Willing to share in Risk o 50% of cost of system at Risk Will be invested in your success o 50% of cost of system paid from increase in cash Will share in future CSS sales o Premier Client Reference Program
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2.
3.
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CSS Health Technologies 5 Year Cost Projection

One-time Costs EMR Software for Applications on Schedule A Data Conversion Server Hardware to run applications on Schedule A Implementation & Initial Traning Initial Rev Cycle Services Travel Expenses for install Postage deposit for Statements CSS $450,000 Included Included included Included included $800 $450,800
One-time Total
Initial Payment Next Payment Remainder
Timeframe for Payment $50,000 Contract Signing 50% Stimulus Funds 14 days after Stimulus received At Risk thru RCM Monthly if cash increases
Up to Total Price of $450,000
CSS Health Technologies On-going Costs Software Maintenance Server Hardware upgrades On Going Training MU Stage 2 and 3 expenses if Revenue Cycle Services
Insurance Verification Contract Management Statements Claims Management
Yr 1 $118,200 included included included
Yr 4
Yr 5
Total
$118,200 $118,200 $591,000 included included $0 included included $0 included included $0
Included Included Included Included
$0 $0 $0 $0
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Recommendation for the purchase of an Electronic Medical Record for Weems Memorial Hospital
August 20, 2013 For Franklin County Board of Commissioners
By Ray Brownsworth CEO Weems Memorial Hospital
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Are we required to use electronic medical records and adopt an EMR? Despite being a Mandate, no one is required to use an EMR whether or not they take Medicare or Medicaid. Despite this, an important factor to consider is that our current Health Information Managements system (HIM) will no longer be supported in several years. The final date has not been announced but beginning in January 2014, it will no longer be sold and installed. Instead, Healthlands new Centriq is taking its place. This HIM system is the front end business office function and was included along with the EMR in all proposals that we received due to this factor. Therefore, we must ask the question does it make sense to do so now in order to: 1. 2. 3. 4. Get the EHR Incentive money Avoid the government penalties for not being a meaningful user of an EMR Improve quality of care Improve our financial position
Incentive: It is anticipated by our cost accountant that we will get $510,000 from Medicare and $100,000 from Medicaid. Other individuals project this up to $200,000. The total anticipated amount is therefore $610,000. There are also practitioner specific incentives that are not well determined at the time of the writing and therefore have not been included. At first glance they appear to represent an additional $40,000 or more per provider. (The attached table does not include the
Medicaid nor practitioner incentives).
Penalty: Two scenarios exist for penalties. First is a 1% per year decrease in Medicare reimbursement capping at 3%. The other is similar but capping at 5%. See table below:
Cost of System Medicare Incentive Medicaid Estimate $ 100% 660,312 77% $510,025 $100,000 $610,025 $336,903 $269,522 5 yrs $898,408 $606,425 10 yrs $1,459,913 $943,328 15 yrs
Penalties
total cap @ 5% cap @ 3%
Note: Penalties continue to accrue into the future
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Based on the above, the penalty over 5 years would minimally be between $269,522 and $336,903. Over 10 years they would minimally be between $606,425 and $898,408. The penalties would continue in to the indefinite future and continue to accumulate. Penalty vs. Incentive: In seeking to evaluate the purchase and implementation of the EMR, the net gain or loss depends on the number of years that are used in the comparison. Looking at 5 years either scenario yields an initial net cash benefit to paying the fine without considering the overall calculations for the decision. For example, this limited evaluation does not include the overall costs, credits and revenues associated with the project as can be seen in the attached table (See exhibit 1). It is therefore suggested that decision to purchase or not purchase an EMR system is looked at in the larger context. Why Purchase an EMR? 1. 2. 3. 4. 5. 6. 7. Improves clinical quality Allows for a single patient chart and bill between the clinics and hospital Reduces time manually entering data and updating charts Improve communication of test results to physician and nurses Allows for the transmission of prescriptions electronically to pharmacy Allows for portability of patient health information Allows for accessing patient health information from other hospitals via Florida and other Health Information Exchanges 8. Provides for easy tracking of patients needing follow up visits or services 9. Improves collection of cash upfront 10. Improves collection of cash when billing 11. Improve efficiency in billing including reduction in labor and reallocation to labor to other necessary or beneficial tasks 12. Provides better tracking of performance real time by the availability of data 13. Provides for better decision making by accessing data including ability to drill down from top to bottom 14. Allows us to contend with other competitors that have an EMR Why purchase now? 1. Take advantage of the above benefits immediately 2. Gain incentive moneys that offset 3. Install a new HIM before it is no longer supported. Why CSS? 1. It was felt by a wide variety of staff to be the best product and will help us to accomplish our goals and objectives. 2. It ranked highest by evaluators among the vendors evaluated. 3. It is seen as the best system by Physicians. 132
4. The company has a reputation by others hospitals as responsive, involved and providing follow through on promises. 5. As the keystone hospital in Florida, we have additional leverage and ability to influence future developments to the system. 6. The unique financing system limits the amount of capital down and minimizes our financial risk by sharing them with CSS. 7. The other company in final consideration did not gain the confidence of staff nor references related to their ability to provide necessary support. 8. Most usual expenses that other vendors add are part of the package with CSS. Training continues to be available for the life of the agreement and does not cost extra unless it is at Weems. 9. CSS provides for a hardware obsolescence at no additional cost and has provides for a virtual system in the event of a disaster allowing for immediate access to an mirrored EMR. Does it make financial sense? The bottom line is YES due to the: 1. Low system costs - CSS is $450,800 and our front end costs are $209,512 for a total of $660,312. 2. Low upfront costs - $50,00 down and of our incentive payments. 3. Receipt of incentive payments expected to be minimally $510,025. 4. Fact that new annual support costs are partially offset by our current fees paid to Healthland. These forgone costs are expected to be $436,285 over 5 years. 5. Fact that new annual Revenue Cycles fees are paid as a percentage of our increase in cash. If we do not experience an increase in cash, we do not pay these fees. Currently we pay Healthland and ARx $1,162,050 over 5 years. To get to this level of R/C fee, we would have to experience an increase in cash of $535,230 annually. Therefore, it is likely that fore a lessor R/C fee we will receive equal or superior service for the same or less cost. 6. Fact that we can have the Clinics on the same EMR and billing system allows for greater oversight and access to real-time data to monitor and drive cash collections which as currently a concern and very difficult with the existing Medisoft System. 7. The use of the R/C components should lead to the hospitals ability to move collections and coding in house in approximately 3-5 years thus having even great control and accountability of our billing and collection functions. 8. Our status as a critical access hospital, we are reimbursed approximately 60% of our annual support and R/C fees. 9. Fact that without any increase in the collection of cash, we would have a positive net revenue of $865,750. Of course, as cash collections increase the net profit increases also. An annual increase of $300,000 would yield a net profit over 5 years of $1,575,363. (See Exhibit 2 and 3)
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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. Should we use CSS for our Billing and Collections? Currently we use ARx for our billing and collections. During my tenure here, the staff and I have found ARx to be particularly burdensome. Both Bobbie Turrell, James Roberson spend a significant portion of their day manually correcting edits and other issues within the Healthland system. This is however not an easy task it requires repeated contact with Healtland and aggressive actions on their part of gain assistance. It is a lot harder that it has to be and should be. The system by CSS would eliminate much of this and they certainly would be more engaged partners due to the risk sharing format of the contract. The intent of both Weems and CSS is to implement and develop a robust and efficient billing and collection system and to transition a Weems in-house system in 3-5 years. Request for Approval: The Weems Memorial Hospital Board of Directors and I, therefore respectfully request approval of the purchase and implementation of the CSS EMR system and associated costs such as peripheral, interfaces, contingencies and Healthland de-conversion.
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Exhibit 1
Detailed Responses
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 135
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.
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Exhibit 2
Financial Projections
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Exhibit 3 Cost Summary: Fixed Costs
Detailed Narrative on Financial Projections
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. 138
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. These are noted by the designation included. This yields total one-time costs of $660,312. Apart from this are the ongoing annual support fees to CSS of $118,200. We currently however pay $54,000 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. To get to this level of R/C fee, we would have to experience an increase in cash of $535,230 annually. 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. .
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FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX AUGUST 20, 2013 9:00

Commissioner Absent: Joseph Parrish (Illness)

Call to Order Chairman Sanders called the Meeting to order.

Payment of County Bills (9:06 AM)

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Dec. 26 Jan. 1 Dec. 7 Feb. 2

Nov. 23-29 Nov. 2 Dec. 29

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Recess (10:27 AM) Chairman Sanders called for a recess.

Reconvene (10:38 AM) Chairman Sanders reconvened the Meeting.

Bid Opening Bluff Road Widening Project (10:47 AM)

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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

Date: August 20, 2013 Action Items: None

August 20, 2013

Highways: State Highways

4254382 4287451 4269561 4242891 4242881 4094622 2187722 4335681 2187641

Highways: Local Roads

Highways: Off State Hwy Sys/Off Fed Sys

13) 14) 15) 16) 17)

4313881 4256971 4196152 4196153 4313261

Freight, Logistic And Passenger Operation: Aviation

18) 19) 20) 21) 22) 23) 24) 25) 26)

4256133 4256131 4256132 4256121 4239053 4256103 4239054 4256101 4256102

Freight, Logistic And Passenger Operation: Transit

Phase Group Descriptions

2012 FRANKLIN COUNTY WORK PROGRAM COMMENTS

April 2012 0.000 April 2012 October 2012 17.600 17.600

2013 Candidate Projects Franklin County Submitted to District 3

Type Resurface Resurface

WORKSHOP ITEMS AUGUST 6, 2013

III. EMPLOYEE CONDUCT:

VI. EMPLOYEE BENEFITS

VIII. STANDARDS FOR DISCIPLINARY ACTION

IX. EMPLOYEE GRIEVANCE POLICY - DISCIPLINARY

X. EMPLOYEE GRIEVANCE PROCEDURE - NON-DISCIPLINARY

Compensation Study/Compensation Plan

Weems County Commission Questions

Weems Memorial Hospital

CSS Health Technologies Team

o Jay Wilkes, Regional Sales Manager

Who is CSS Health Technologies?

Your Future With CSS

The CSS Difference

The CSS Difference

What Does the Revenue Cycle Team Provide?

What Does the Revenue Cycle Team Provide?

What Does the Revenue Cycle Team Provide?