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FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS

REGULAR MEETING

FRANKLIN COUNTY COURTHOUSE ANNEX

NOVEMBER 5, 2013

9:00 AM

AGENDA

The Board of County Commissioners asks that all cell phones are turned off or placed on silent (vibrate) mode. If you would like to

comment on any matter, when recognized by the Chairman, state your name, sign the speaker log, and please adhere to the 3 minute

time limit. If you plan on distributing any handouts (information) to the Commission, please provide a copy to the Clerk for the official

records.

9:00 A.M. Call to Order

Prayer and Pledge

Approval of the Minutes

Payment of County Bills

9:15 A.M. Department Supervisor Report

Howard NaborsSuperintendent of Public WorksFonda DavisSolid Waste Director

Nikki Millender- Parks & Recreation

Pam Brownell- Emergency Management Director

9:45 A.M. Mr. David Walker- State Health Department Update

10:00 A.M. Mr. Ray Brownsworth- Weems CEO

10:15 A.M. Dr. Pete Vergot- IFAS Update

10:30 A.M. Marcia Johnson- Clerk of Courts

10:45 A.M. Alan Pierce- Director of Administrative Service

11:00 A.M. T. Michael Shuler- County Attorney Report

11:15 A.M. Commissioners & Public Comments

11:30 A.M. Adjourn

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REGULAR MEETING

FRANKLIN COUNTY COURTHOUSE ANNEX

OCTOBER 1, 2013

9:00 AM

MINUTES

Commissioners Present:Cheryl SandersChairman, William MasseyVice Chairman, Pinki

Jackel, Noah Lockley, and Joseph Parrish

Staff Present:Alan PierceDirector of Administrative Services, Michael ShulerCounty

Attorney, Michael MornDeputy Clerk/Board Secretary

Call to Order (9:02 AM)

Chairman Sanders called the Meeting to order.

Prayer and Pledge (9:02 AM)

There was a prayer followed by the Pledge of Allegiance.

Approval of the Minutes (9:03 AM)

Motion by Massey, seconded by Lockley, to approve the Minutes of the September 3, 2013

and September 17, 2013 regular meetings; Motion carried 5-0.

Payment of County Bills (9:05 AM)

Motion by Lockley, seconded by Massey, to approve the payment of the Countys Bills as

presented; Motion carried 5-0.

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FCBOCC Regular Meeting

10/01/2013

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Motion by Lockley, seconded by Massey, to allow for an extension of the Tax Roll; Motion

carried 5-0.

Kevin Newell and Dixie Debs Present State Trophy (9:06 AM)

Nikki Millender, Director of Parks and Recreation, stated all that the Dixie Debs softball team

was able to accomplish this season and that this is the second year the team has been given the

title of Florida Dixie State Champs.

Coaches Kevin Newell and Matt Kelley presented the awards to the Debs and gave some

highlights of some of their additional accomplishments and experiences at the World Series thisyear. Coach Newell spoke of how proud he is of the team being presented with the

Sportsmanship Award. They presented the trophies to the Board and gave the team members

their medallions.

Chairman Sanders and the Board members congratulated the coaches and players on their

accomplishments and how well they represent Franklin County.

Franklin County High SchoolRoad Closure for Homecoming Parade

Mr. Austin Carter, Ms. Samantha Marxsen, and Ms. Cynthia Duncan, all members of the Student

Government at Franklin County High School, asked for Board action to close a certain portion of

Highway 98, as has been done previously, for the Homecoming Parade on October 11, 2013.

Motion by Jackel, seconded by Massey, to authorize the regular route closure of Highway 98

for the Franklin County Schools Homecoming Parade on October 11, 2013; Motion carried 5-

0.

Department Supervisor Report

Howard NaborsSuperintendent of Public Works (9:15 AM)

Mr. Nabors had no items for Board action.

Commissioner Jackel and Mr. Nabors discussed the status of hiring for vacant positions at theRoad Department.

Fonda DavisSolid Waste Director (9:17 AM)

Mr Davis had no items for Board action

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Pam Brownell- Emergency Management Director (9:18 AM)

Mrs. Brownell requested approval of the ranking of the Debris Monitoring Firms.

Motion by Jackel, seconded by Massey, to approve ranking of the Debris Monitoring Firms as

recommended by Mrs. Brownell; Motion carried 5-0.

Mrs. Brownell updated the Board on active storm systems.

Bill MahanCounty Extension Director (9:20 AM)

Mr. Mahan had no action items but presented the following item from his report.

Franklin - UF IFAS Updates

Seafood Workers Association Meeting I attended the Seafood Workers Association Meeting

on September 9th

at the Eastpoint Fire Station. There was a packed house to discuss the Bay.

The Board, Mr. Pierce, and Mr. Mahan discussed this matter further.

Ray Brownsworth- Weems CEO- Hospital Update (9:21 AM)

Mr. Brownsworth asked for Board action to approve signing the Information Technology Service

contract.

Motion by Parrish, seconded by Lockley, to authorize the Chairmans signature on the

Information Service contract as recommended by Mr. Brownsworth; Motion carried 5-0.

Mr. Brownsworth discussed items from his report, which was not submitted in writing to the

Board.

Mr. Brownsworth stated that the Hospital has received a $4000 FLEX Program grant and has

engaged Hometown Health. He stated that this company has been recommended to assistrural hospitals with turning around their financial and operational programs.

The Board and Mr. Brownsworth discussed the Hospitals decision to engagea contractor that

will provide CFO services. The contractors credentials, length of time, and the services that will

be provided were all discussed.

Commissioner Jackel expressed concerns with the financial situation at the Hospital Mr

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Mr. Brownsworth responded to the Boards comments and concerns.

Commissioner Jackel suggested a workshop with the Hospital Board and the Commission to

discuss some of these issues.Chairman Sanders expressed her concerns with the sales tax funds not being used for building a

new facility.

Commissioner Parrish commented on the need for the Hospital to become more financially

sustainable and for the County to move forward with creating revenue streams and putting the

Hospital in a better financial situation.

The Board provided additional comments.

Commissioner Lockley suggested looking for CFO candidates that would be willing to beemployed at salaries lower than was discussed this morning.

Chairman Sanders asked that a letter of appreciation be sent to Tammi Hardy for her service on

the Hospital board.

Motion by Jackel, seconded by Parrish, to authorize contractor to provide CFO services and to

send a letter of appreciation to Tammi Hardy for years of service; Motion carried 5-0.

Commissioner Massey asked about the status of Hospital employees. Mr. Pierce explained that

hospital employees are not County employees.

Deborah Roumelis- CDBG Update (9:52 AM)

Ms. Roumelis distributed a handout and informed the Board of the amounts and deadlines of

the upcoming CDBG grants. She also discussed eligibility criteria to receive funding.Commissioner Jackel and Ms. Roumelis discussed what areas in the County are available for

CDBG funding.

Commissioner Lockley and Ms. Roumelis discussed what was available for his district, especially

since it was mostly within the city limits of the City of Apalachicola.

Public Hearing- Leave No Trace Ordinance(10:02 AM)Attorney Shuler presented and discussed the proposed Leave No Trace Ordinance. He stated

that this simply means that no items can be left on the beach from 7:00 PM until 7:00 AM, in

order to protect sea turtles but also to enhance the appearance of the Countys beaches.

Chairman Sanders opened the floor for public comments

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Liz Sisung, of Eastpoint, asked about the cost to have someone collecting all of the leftover

items on the beach. Attorney Shuler stated that there will be some costs incurred due to stafftime and equipment used to patrol the beaches.

Attorney Shuler asked for Board direction on creating fines or penalties for the owners of the

leftover items. He stated that it would be difficult and labor intensive to track offenders in

order to give them a citation.

Commissioner Parrish commented and agreed that it would be too hard to enforce any criminal

penalties and fines.Nikki Millender, Director of Parks and Recreation, stated that her employees are already on the

beaches cleaning so it shouldnt be any additional costto the County.

Mr. Pierce stated that the problem is that the collection should be done during the evening

hours at sunset.

Mrs. Millender stated that she planned to have employees working later in the evening during

the summer hours next year. She stated that she supported this Ordinance because it would

help her department.

Bruce Drye stated some of the items that affect the sea turtles and said sometimes the owners

names are on the items that are left behind overnight.

Commissioner Jackel thinks that the Ordinance can be a good for both the sea turtles and the

folks who use the beaches. She discussed items within the Ordinance that could use some

tweaking and stated some of the language changes she would like to see made to it. She

agreed that St. George Island beach has become junkier but would like a better balancebetween the environment and conveniences of beach goers. She stated that she was opposed

to ATVs on the beaches to retrieve items.

Commissioner Jackel and Mr. Pierce discussed if funding from the Turtle Grant can be used to

assist with paying personnel who will be collecting these items.

Commissioner Lockley and Mr. Pierce discussed the determination of private property lines

versus public property lines. Attorney Shuler explained that the proposed Ordinance includes

private and public beach properties.The Board members expressed concerns of regulating private property.

Commissioner Parrish expressed his concerns of allowing vehicles on the beach to patrol and

enforce this Ordinance.

Commissioner Lockley was not in favor of penalizing businesses over this Ordinance.

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Reconvene (10:45 AM)

Chairman Sanders reconvened the Meeting.

Open BidsRe-BidRandall Terrys Airport Hangar(10:45 AM)

Mr. Pierce stated that there was one bidder who was slightly late and asked for Board action to

waive the restriction.

Motion by Lockley, seconded by Massey to waive time restriction for one bid that was 5minutes late; Motion carried 5-0.

Mr. Pierce opened and read bid amounts.

Advon, Tallahassee, FL - Base Bid - $399,940

Poloronis Construction, Apalachicola, FL - Base Bid - $375,875

Shumaker, Panama City, FL - Base Bid - $427,592

Ram Construction, Midway, FL - Base Bid - $348,380

The Board, Mr. Pierce, and Randall Terry discussed this situation further, as there is only

$150,000 to do the renovations. Mr. Terry didnt believe the renovations should cost as much

as the proposed bids.

Attorney Shuler discussed the option of having a construction manager atriskto complete the

project.

The Board discussed the problem of DOT requirements for this project and also the possibilitiesof seeking other funding.

Commissioner Jackel discussed moving the EOC into one of the finished spaces at the Airport.

Commissioner Parrish asked about the elevation issues at the Airport.

The Board discussed this matter further and considered other possibilities.

Ted Mosteller, Airport Manager, provided additional information on this matter.

Mr. Terry discussed his current working situation and stated that he is willing to move to the

location that was recently vacated by Dan Garlick.

Motion by Jackel, seconded by Parrish, to lease hangar space Dan Garlick vacated for $1,200

per month for 6 months and during this time the County will try and complete the original

hangar that Mr. Terry needs; Motion carried 5-0.

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Ms. Roumelis stated that she would look into possible funding for the Airport hangar project

that was just discussed.

Ms. Roumelis continued her discussion about CDBG possibly funding projects in several areas of

the County. She discussed a complaint with sewer at Lanark village. She stated that she has a

call in to Carrabelle Water and Sewer but hasnt heard back from them yet.

Commissioner Parrish asked that Ms. Roumelis look at the City of Apalachicola providing fire

hydrants at the Southland area as a possible project.

Ms. Roumelis discussed a water and/or sewer project for a RV park in Eastpoint.

Commissioner Jackel and Ms. Roumelis discussed how many projects can be funded and open

at a time.

Chairman Sanders asked that a sidewalk project in Lanark Village be considered. Ms. Roumelis

stated that sidewalks are at the bottom of list for funding.

Luther HatfieldSeafood Workers Association (11:11 AM)

Mr. Hatfield, of Franklin County Seafood Workers Association, asked the Board to support the

actions of the SWA that were voted on at a meeting last night. He stated that when East Hole

and Cat Point close they want to close the Miles at the same time to prevent all of the boats

from going that way. He also asked for Board support to start an oyster hatchery and wanted

results of a core sample on the Bay.

Chairman Sanders further explained some of the items voted on last night at the SWA meeting.

Commissioner Massey also provided some additional information on these requests.

The Board and Mr. Hatfield discussed possible locations for an oyster hatchery.

Commissioner Lockley asked that funding information be provided before considering any

action.

Joe Taylor, of Franklins Promise Coalition,provided some additional information on possiblefunding from the Gulf Coast Marine Life Institute.

Motion by Jackel, seconded by Massey, to direct staff to research these items further and

provide additional information and suggestions at the next Meeting; Motion carried 5-0.

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Alan PierceDirector of Administrative Services (11:21 AM)Mr. Pierce presented his report to the Board.

1- Inform Board that Senator Nelson has filed legislation delaying the implementation of the

new Flood Insurance premiums that will cause exorbitant increases in some flood insurance

policies. The National Association of Counties has reported that some communities in the

country are fearful of increases in flood insurance premiums as high as 3000 percent.

Chairman Sanders commented on this item.

2- Inform that Rep. Southerland did introduce legislation, and it was passed in the House

Transportation Committee, to urge the states of Alabama, Georgia, and Florida to reach an

agreement on water use.

3- Inform the Board that on Sept. 23 I attended the Riparian County Stakeholder meeting in

Blountstown on behalf of the county. The main issue was a discussion the $500K the legislature

allocated to the NWFWMD for a study of water needs in the Bay. The Stakeholders have

requested $150K of those funds to go with a water analysis that is currently underway. (All of

counties, including Franklin, have requested the District allocate $150K to the existing water

analysis.) The NWFWMD has not acted on the request, and apparently has not spent any of the

$500K on anything else. There was concern expressed by Dan Tonsmeire, RiverKeeper, that if

the District does their own water assessment that the results of that assessment might become

confidential as it might be used in the litigation that Governor Scott has announced againstGeorgia. There is also the concern that some or all of the $500K would be used to pay for the

litigation.

4- Inform the Board that I met with representatives of MediaCom to understand changes that

will be affecting residents in Franklin County who are MediaCom customers. As the Board is

aware, the state of Florida removed all licensing and franchising from county control, but you

county commissioners still get phone calls from constituents when there are problems with TVreception in the county. In the case of MediaCom, they are changing their system which will

affect about 20% of their customers. The customers who have flat screen TVs or newer TVs will

not be affected, but those customers with old style TVs will need to contact MediaCom to get a

box that will allow the old TV to convert to a new digital format MediaCom is installing.

MediaCom is sending out letters to their customers

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6- Inform Board that the draft rules on the RESTORE Act from the US Treasury are out for public

review. My initial assessment is that draft rules make access to future BP money harder ratherthan easier. Some of the highlights of the draft rules are:

*No date has been established when the final rules will be issued.

*No allowance for reimbursement for planning or administrative activities prior to an

executed grant agreement and there cant be an executed agreement until there are final rules.

*Any project must be permitted by the appropriate federal or state agency before it can

commence yet there will be no funds to pay for obtaining state or federal permits until after

there is an executed agreement.*Requires all counties to submit a multi-year plan and enter into a grant agreement with

US Treasury but that cant be done until there are final rules, as US Treasury still has to decide if

it is going to prescribe a standard format for plan submission.

The Board commented on this item.

7- Inform I participated in a teleconference on Sept. 27 hosted by FAC and the Consortium to

discuss the draft Treasury rules. The Consortium has its own set of concerns and they center on

whether the Consortium can stand in the place of the State of Florida in development of the

State Expenditure Plan. The Consortium has been acting as if it has that role but the draft rules

do not definitively identify the Consortium as being responsible. The draft rules also do not

allow for allowing advance payment to the Consortium for the cost of developing the Plan.

8- Inform the Board that at the last meeting, Mr. George Floyd requested the Board adopt a

Resolution supporting the efforts of the USACOE to remove snags from the navigationalchannel of the Apalachicola River. Mr. Floyd was going to provide me with a draft Resolution. I

have not received the draft Resolution so at this time the Board file does not contain a signed

Resolution on this matter.

Mr. Floyd updated the Board on this matter, and will present the Board with an updated

Resolution.

9- Commissioner Parrish asked me to investigate the source of some late night aviation activities

around the Apalachicola airport. During the week of Sept. 16- 19, there were low level aircraft

flying as last as 3 AM around the airport. I made some phone calls and determined that the

flights were coming from Hurlburt Field, which is a military field near Pensacola. I have spoken

to the information officer at Hurlburt Field and she agreed military traffic from their airport was

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Motion by Jackel, seconded by Massey, to authorize staff to write a letter to Hurlburt Field

objecting to late night, low level military flights around the Apalachicola Airport; 5-0.

10- Board action to approve 2 CEI contract:

A) Carrabelle Beach Mulit-Use CEI with Alday-Howell Engineering. DOT approves the

contract.

B) Bluff Road Widening with Preble-Rish Engineers. DOT approves the contract.

Motion by Parrish, seconded by Lockley, to approve CEI contracts for the Carrabelle Multi-UseCEI and the Bluff Road widening project; Motion carried 5-0.

11- Board direction on a request for a road cut from Eastpoint Sewer to make a connection on

State St. in Eastpoint. State St. is a cul-de-sac off Shuler St. and the existing vacuum line is under

the asphalt. The District says they will adhere to road compaction standards on making the

patch.

Motion by Jackel, seconded by Massey, to approve road cut to make a connection on State St.

in Eastpoint, with the restriction that all patches are done to FDOT standards; Motion carried

5-0.

12- Airport Update- the Board is opening bids on construction improvements on a hanger that

Mr. Randall Terry has leased. Mr. Terry is very interested in getting a permanent location for his

business so depending on the outcome of the bids, Mr. Terry requests the Boards consideration:

A) Since he cannot stay in the hanger he has leased during construction, Mr. Terry wouldlease Dan Garlicks hanger and office for $1200/month during the time his hanger is under

construction.

B) If the bids are such that construction would be delayed again, Mr. Terry would like to

lease Dan Garlicks hanger and office on a permanent basis for $1000/month. Mr. Terry would

essentially transfer his 20 year lease to Dan Garlicks building and let the county have the other

hanger back for whatever uses can be made of it.

This item was discussed earlier during the meeting.

Commissioner Jackel asked Mr. Pierce to check on the cost of adding a regular light at the

Eastpoint boat ramp.

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Attorney Shuler updated the Board on the cost of the Ells Court property, which is currently

owned by Capital City, and he suggested that the Board gets its own appraisal of the property.Chairman Sanders stated that she would like this property purchased by the Florida

Communities Trust.

Motion by Jackel, seconded by Parrish, to authorize an appraisal on the Ells Court property,if

funding is found for the purchase of the property; Motion carried 5-0.

Attorney Shuler stated that he has a list of comments from County Attorneys regarding thedraft rules and treasury matter.

Chairman Sanders and Attorney Shuler discussed the public records request regarding Tates

Hell. Chairman Sanders stated that if there are no objections she would represent the Board on

upcoming hearings regarding this matter.

Commissioners & Public Comments(11:44 AM)

Chairman Sanders reminded the Board of the afternoon sessions.

There were no public comments from the floor.

Recess (11:44 AM)Chairman Sanders recessed the meeting until the afternoon sessions.

Reconvene (1:19 PM)

Chairman Sanders reconvened the meeting and stated that the Board will now address the Bid

Protest item on the agenda.

Bid Protest Hearing (1:19 PM)

Attorney Shuler explained that this Bid Protest was filed by Anderson Columbia for the Bluff

Road re-paving project. He stated that Attorney Megan Warren is representing Anderson

Columbia and Attorney Brian Newman is representing C W Roberts Attorney Shuler explained

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Attorney Warren called Mr. Kevin Wall of Anderson Columbia as a witness. Mr. Wall was

questioned by Attorney Warren and then by Attorney Newman of C. W. Roberts.

Attorney Newman called Jonathan Paramore of C W Roberts as a witness. Mr. Paramore was

questioned by Attorney Newman and Attorney Warren of Anderson Columbia.

Commissioner Parrish also questioned Mr. Paramore about dates and timeline regarding the

bid.

Attorney Shuler called Amber Iverson of Jacobs Engineering as a witness. Ms. Iverson wasquestioned by, Attorneys Shuler, Warren, and Newman.

Commissioner Massey questioned Ms. Iverson regarding the timeline as to when the

addendum was added to the bid packages.

Commissioner Lockley asked Ms. Iverson to verify that the addendum was added to each of the

bid packets, with the exception of C W Roberts who had already picked up their bid packet,

which she did.

Commissioner Jackel and Ms. Iverson discussed the error, which was the incorrect number of

days for the project that was in the original bid.

Attorney Warren presented her closing remarks.

Commissioner Lockley asked if there was communication between AndersonColumbia

employees regarding changing the bid amount once they realized there was an addendum. Mr.

Paramore explained that he received notification on the addendum while his staff member was

already in Apalachicola getting ready to deliver their sealed bid packet.

Attorney Newman presented his closing remarks.

Chairman Sanders asked Mr. Pierce for a copy of the original advertisement.

Commissioner Jackel also wanted a copy of the ad and asked if there was a re-advertisement of

the project.

Mr. Pierce stated that the project was not re-advertised with the correct project time.Attorney Shuler commented on the situation.

Attorney Newman stated what he felt is the purpose of the advertising the project.

Attorney Shuler explained the process that the Board should follow and what facts should be

considered with making a decision on this matter Attorney Shuler based on the facts

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Motion by Lockley, seconded by Parrish, to reject the bid protest and proceed with awarding

the bid to C. W. Roberts as recommended by Attorney Shuler; Motion carried 5-0.

Recess (2:25 PM)

Chairman Sanders recessed the meeting.

Reconvene (2:33 PM)

Chairman Sanders reconvened the meeting.

Lucy TurnerJob Classification and Salary Range Evaluation (2:33 PM)

Attorney Lucy Turner updated the Board on Leonard Brannen, an employee at the Road

department who has been on workmans compensation. She recommended that the Board

take no action at this time until workmans comp makes a final decision regarding Mr.

Brannens case.

Attorney Turner distributed and then discussed the proposed wage classification plan.

The Board and Turner discussed some of the items and recommendations in the plan in detail

and how it would affect certain County employees.

Board discussed the plan further and was in favor of Attorney Turners recommendation for

base salaries and salary increases versus the current method of across the board salaryincreases.

Motion by Jackel, seconded by Massey, directing Attorney Turner to create job evaluation

forms, to move forward with completing the job classification plan that was discussed today,

and when completed present it to the Board at a future meeting; Motion carried 5-0.

Mrs. Millender, Parks and Recreation Director, asked if the Board had made any final decisionsregarding the salary increase that she requested earlier during the year and the transfer

request that is pending for an in employee in her department that wants to move to the Road

Department.

Mrs. Griffith of the Finance Department stated that the employee requesting the transfer

wanted to keep his current salary

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Board discussed decided that until Attorney Turner completes the job classification and salary

plan a decision cannot be made on any salary increases.

Board informed Mrs. Brownell the Emergency Management Director that they will make a

decision on the starting salary for the vacant position in her department in two weeks.

Adjourn (3:39 PM)

There being no further business, Chairman Sanders adjourned the meeting.

____________________________

Cheryl Sanders, ChairmanFCBCC

Attest:

_____________________________

Marcia M. Johnson, Clerk of Courts

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REGULAR MEETING

FRANKLIN COUNTY COURTHOUSE ANNEXOCTOBER 15, 2013

9:00 AM

MINUTES

Commissioners Present: Cheryl SandersChairman, William MasseyVice Chairman, Pinki

Jackel, Noah Lockley, and Joseph Parrish

Staff Present:Marcia JohnsonClerk of Court, Alan PierceDirector of Administrative

Services, Michael ShulerCounty Attorney, Michael MornDeputy Clerk/Board Secretary

Call to Order (9:01 AM)

Chairman Sanders called the Meeting to order.

Prayer and Pledge (9:01 AM)

There was a prayer followed by the Pledge of Allegiance.

Approval of Minutes (9:02 AM)

There were no Minutes submitted for approval.

Payment of County Bills (9:02 AM)Motion by Lockley, seconded by Massey, to approve the payment of the Countys Bills as

presented; Motion carried 5-0.

S i

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Fonda DavisSolid Waste Director (9:05 AM)

Mr. Davis had no items requiring Board action.

Mr. Pierce discussed a small paving project needed at the Landfill.The Board discussed and decided that they would like to put together a more comprehensive

paving package before advertising for bids.

Nikki MillenderParks & Recreation (9:07 AM)

Mrs. Millender asked for Board action to advertise publicly for a vacant position in the Parks

and Recreation Department.

Motion by Massey, seconded by Jackel, to approve public advertising for a vacant position in

the Parks and Recreation; Motion carried 5-0.

Pam BrownellEmergency Management (9:08 AM)

Mrs. Brownell presented her report to the Board.

Mrs. Brownell asked for Board action to advertise for the vacant position in her department

based on the language in Attorney Turnersrecommendation.

Commissioner Lockley requested a copy of the job description and discussed the requirements

with Mrs. Brownell.

Motion by Jackel, seconded by Massey, to approve for competitive advertising for the EOC

Coordinator position; Motion carried 5-0.

Action Items: None

Information Items:

1.

Working on solving Drainage Mitigation Issues.

2. I will be attending the Local Emergency Preparedness Council meeting in Tallahasseeon October 16

th, 2013

3 Working on putting together the Debris Monitoring Contracts

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Planning & Zoning Consent Agenda (9:13 AM)

Mr. Pierce presented items from the Planning & Zoning Consent Agenda.

CRITICAL SHORELINE REVIEW:

1-RECOMMENDED APPROVAL (Unanimous) Consideration of a request to construct a Single

Family Private Dock at 1373 East Gulf Beach Drive, Lot 7, Tract 4, East End, St. George Island,

Franklin County, Florida. The Dock will be 390 X 4 with a 20 X 6 Terminal Platform and (2) 20

X 11 Boatlifts. This application has State and Federal Permits and meets all countyrequirements. Request submitted by Garlick Environmental Associates, Inc, agent for Martin

and Cynthia Falb, applicant. (Proposed House on Site Plan)

2-RECOMMENDED APPROVAL (Unanimous) Consideration of a request to construct a Single

Family Private Pier at 1635 Forsythia Trail, Lot 9, Sandpiper Village, St. George Island, Franklin

County, Florida. The Pier will be 261 X 4 with a 26 X 6 Terminal Platform. This application has

State and Federal Permits and meets all county requirements. Request submitted by Garlick

Environmental Agency, Inc., agent for Joseph S. Emert, Applicant. (Proposed House on Site Plan)

Motion by Massey, seconded by Jackel, to approve a request to construct a Single Family

Private Dock at 1373 East Gulf Beach Drive on St. George Island and a request to construct a

Single Family Private Pier at 1635 Forsythia Trail, Lot 9, Sandpiper Village, St. George Island;

Motion carried 5-0.

SPECIAL EXCEPTIONS:

3-RECOMMENDED APPROVAL (Unanimous- Member Riegelmayer abstained from vote and

discussion) Consideration of a request for Special Exception in the C-4 Commercial Mixed Use

District to construct a 600,000 gallon ground storage tank, new pump station, and a chlorine

building and related water system improvements and appurtenances on Lots 12-19, Block 3,

Unit 1 West, St. George Island, Franklin County, Florida. Request submitted by Gene Brown,agent for the Water Management Services, Inc., applicant.

Motion by Massey, seconded by Lockley, to approve request for Special Exception in the C-4

Commercial Mixed Use District to construct a 600,000 gallon ground storage tank, new pump

station and a chlorine building and related water system improvements and appurtenances

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1-For information, I just wanted to make you aware my office received the Certification of Final

Taxable Value from the Property Appraisers office, and there was a decrease of .16% in value

from the value provided us to prepare the budget. As a result, at the millage rate you adopted,well collect less ad valorem, and that difference is $16,723.

2-For information, below is the list of my offices holiday schedule for 2014:

New Years Day Wednesday, January 1, 2014

Martin Luther Kings BD Monday, January 20, 2014

Good Friday Friday, April 18, 2014

Memorial Day Monday, May 26, 2014Independence Day Friday, July 4, 2014

Labor Day Monday, September 1, 2014

Veterans Day Tuesday, November 11, 2014

Thanksgiving Day Thursday, November 27, 2014

Friday After Thanksgiving Friday, November 28, 2014

Christmas Eve Wednesday, December 24, 2014

Christmas Day Thursday, December 25, 2014

Day After Christmas Friday, December 26, 2014

3-I have some resolutions for adoption on unanticipated revenues as part of the end-of-the-year

bookkeeping. This involves funds that werent included in your initial budget last year because

we didnt know at the time they would be received. The resolutions need to be adopted in order

for the money to be appropriated and expended for the purposes it was received to comply with

Florida Statute 129. The first resolution deals with $43,820 received from the FL Dept of

Transportation in grant funds for the payment of expenses relative to the construction of theAlligator Drive Multi-Use Path. We put the funds in the General Fund into account

001.20.572.6301, Alligator Drive Multi-Use Path. The second resolution deals with $242,000

received from the FL Dept of Agriculture and Consumer Services, Office of Energy, in grant funds

for the payment of expenses relative to the installation of energy efficient lighting at Vrooman

Park. We put the funds in the General Fund into account 001.20.572.6303, Upgrades to

Vrooman Park. The third resolution deals with $72,331 received from the Gulf Coast Workforce

Board for payment of expenses relative to the local workforce services program which providedworkers for our parks and recreation. We put the funds in the General Fund into the following

accounts:

001.70.572.1300 Parks & Recreation-Workforce Program Wages $65,890.00

001.70.572.2100 Parks & Recreation-Workforce Program FICA $ 5,041.00

001 20 511 3400 Other Contract Services-Drug Screening Service $ 1 400 00

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WHEREAS, FS 129.06 provides for budget amendments for unanticipated revenues, and

WHEREAS, Franklin County has received unanticipated grant revenues in the amount of $43,820.00 from

the Florida Department of Transportation for the payment of expenses relative to the construction of the Alligator

Drive Multi-Use Path, and

WHEREAS, said revenue is needed to pay certain expenditures incurred in Fiscal Year 2012-2013 and

WHEREAS, FS 129.06(2) (d) provides for budget amendments in relation to receipts and expenditures of

the nature that is received, and

WHEREAS, this section requires the Board of County Commission to spread on its minutes the expenditures

for the purpose of:

001.20.572.6301 Alligator Drive Multi-Use Path $43,820.00

NOW THEREFORE, BE IT RESOLVED, Franklin County Board of County Commissioners appropriates these

unanticipated revenues in the amount of $43,820.00 in the GENERAL FUND in order to comply with FS129(2)(d).

THIS RESOLUTION ADOPTED by the Franklin County Board of County Commissioners this 15th day ofOCTOBER 2013.

RESOLUTION

FRANKLIN COUNTY

BOARD OF COUNTY COMMISSIONERS

WHEREAS, Franklin County is a political subdivision of the State of Florida and subject to Florida StatutesChapter 129 regarding preparation of budgets, and


WHEREAS, Franklin County has received unanticipated revenues in the amount of $242,000.00 from the

Florida Department of Agriculture and Consumer Services, Office of Energy for the payment of expenses relative to

the installation of energy efficient lighting at Vrooman Park, and


WHEREAS, FS 129.06(2) (d) provides for budget amendments in relation to receipts and expenditures of

the nature that is received, and


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THIS RESOLUTION ADOPTED by the Franklin County Board of County Commissioners this 15th day of

OCTOBER 2013.

RESOLUTION

FRANKLIN COUNTY

BOARD OF COUNTY COMMISSIONERS

WHEREAS, Franklin County is a political subdivision of the State of Florida and subject to Florida Statutes

Chapter 129 regarding preparation of budgets, and


WHEREAS, Franklin County has received unanticipated revenues in the amount of $72,331.00 from the

Gulf Coast Workforce Board for the payment of expenses relative to the Local Workforce Services Program, and


WHEREAS, FS 129.06(2)(d) provides for budget amendments in relation to receipts and expenditures of the

nature that is received, and


for the purpose of:

001.70.572.1300 Parks and Recreation - Workforce Program Wages $65,890.00

001.70.572.2100 Parks and Recreation - Workforce Program FICA $ 5,041.00

001.20.511.3400 Other Contract Services - Drug Screening Services $ 1,400.00

NOW THEREFORE, BE IT RESOLVED, Franklin County Board of County Commissioners appropriates theseunanticipated revenues in the amount of $72,331.00 in the GENERAL FUND in order to comply with FS129(2)(d).

THIS RESOLUTION ADOPTED by the Franklin County Board of County Commissioners this 15th day of

OCTOBER 2013.

Motion by Parrish, seconded by Massey, to approve the three Resolutions presented by Mrs.

Johnson; Motion carried 5-0.

Chairman Sanders congratulated Mrs. Johnson on receiving the award for Most Influential

Person in the County as stated by the local newspaper.

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2- Inform Board that Mr. Nick Wiley, FWC Executive Director, has responded to the Boards

request for a change in days of harvesting oysters. The short answer is that because of the lackof oysters in the Bay, Mr. Wiley expects that the harvesting week will be shorten to five days a

week, M-F, in the very near future. Mr. Wiley says that FWC will be working with the Board and

the local community to determine how to manage the oyster harvest.

3- Inform Board that on Wed., Oct 9, I met with Lee Edmiston, Shannon Hartsfield, and

representatives from DACS, to discuss where and what should be tested regarding the substrate

in the western end of the Apalachicola Bay. The agreed scenario is this: there appears to be a

strong spat set on the eastern end of the Bay, but that is not the case on the western end.

While there is some spat in the Miles and Hagans Flat oyster bars, it is not as prevalent as it is

around Cat Point and East Hole. That is partly because there is a lack of mature oysters in the

western end producing spat, but there has been a concern that the fossilized shell DACS was

using in 2009 is somehow causing a problem. In order to rule out the substrate as a problem

this is what we agreed to do. Lee Edmiston and the Reserve will organize a sampling trip and on

the boat will be Shannon and some other seafood workers. The sites to be sampled will be:

somewhere in the Miles, Hagans Flat, Summerside, and then as a control site- Cat Point.The substrate will be tested for the presence of oil, dispersant, and any other foreign

factor that they find on the fossilized shells at the mine. The theory is that dust/mud on the

fossilized shells used in the western Bay contained some contaminant that is leaching into the

water and is contributing to the poor spat set. The first test will be to get unwashed shells at

the mine and test them to see what they contain. After we know the materials contained in the

unwashed shells from the mine then we will proceed to sample the substrate in the Bay.

The testing on the fossilized shell has to be done for another reason as well. If there isgoing to be extensive re-shelling of the oyster bars, and we all know that in order for the oyster

industry to come back thousands and thousands of cubic yards of oyster shells need to be placed

in the Bay, the only source of shell stock in enough quantity to do the job is the fossilized shell.

Fossilized shells have been used before. Fossilized clams were used with great results after the

1986 hurricanes but those shells are no longer available.

4- Inform Board that the Governor and Cabinet approved a single lease to Mr. Andy Arnold for

oyster aquaculture in the Apalachicola Bay on Thursday, Oct. 10. Mr. Cal Knickerbocker called

me Friday to inform me of the action. Mr. Knickerbocker said Mr. Arnold wanted to move

forward with his one lease and that DACS felt that the location of Mr. Arnolds lease was not in

conflict with any natural occurring oyster bars. Mr. Knickerbocker said DACS would not consider

any more leases without a full vetting of the issue with the Board and the industry

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to grant extensions. Some of these FEMA funds are 9 years old and if they are not expended

FEMA has the authority to re-direct funds elsewhere.

If Capital City Bank continues to file lawsuits on stabilizing the revetment east of TomRoberts it is possible the revetment will fail during a winter storm and the road will be damaged.

There are no FEMA funds available if that road gets damaged. We only have funds to repair the

revetment.

Chairman Sanders and Mr. Pierce discussed this issue with possible solutions for repairing the

revetment.

6- The FRDAP program has contacted the county and advised us that only 2 projects may be

submitted now. It was 3 but they restricted the program so that each county can only submit

two projects. The Board action on which 2 projects it wants to submit. The projects are: D.W.

Wilson Park, Kendrick Park, and Vrooman Park.

Commissioner Parrish was in favor of D.W. Wilson Park staying on the list.

Motion by Parrish, seconded by Lockley, to submit D.W. Wilson and Vrooman Park as projectsfor the FRDAP program; Motion carried 5-0.

7- Commissioner Jackel asked me to investigate grant opportunities through the Office of

Greenways and Trails. A grant cycle is open through Oct. 31 for applications. The grant has a

cap of $75,000, and it has a matching requirement of 20%, and that match must be in cash or

in-kind. I have reviewed possible projects and have advised Commissioner Jackel that the best

project in her district for the funds available will be to seek funds to solve some existingdrainage problems on the bike path on St. George Island. Since the bike path is within the ROW

I believe her match requirements can be cash out of her districts share of road paving funds.

Board action to allow for the submission of a $75,000 grant to the Office of Greenways and

Trails for improvements to the St. George Island Bike Path.

Motion by Jackel, seconded by Massey, to approve submission of a $75,000 grant to the

office of Greenways and Trails for improvements to the St. George Island Bike Path, with the

match requirements being paid out of Commissioner Jackelsdistrict share of road paving

funds; Motion carried 5-0.

8- Hand out report prepared by Florida Dept. of Health. This report is a snapshot of where the

state and its residents are regarding health It is not specific to Franklin County

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Mr. Smallwood. The residents of St. James Bay are willing to pay for the cost of installation if

the county will pay for the other half. The total estimated cost for installation, including

signage, is $11,149, so each share will be approximately $5600. Board direction.

The Board discussed this matter further.

Motion by Massey, seconded by Jackel, to approve installation of 4 speed humps and signage

on Crooked River Road at St. James Bay at a cost of $11,149, with the residents of St. James

Bay paying half of the cost; Motion carried 5-0.

10- Airport Update. The Airport Advisory Committee met in a lengthy meeting on Monday, Oct.

7 to review the bids for the renovation of the hanger that Mr. Randall Terry is currently leasing,

and to discuss other improvements at the airport. As the Board is aware, Mr. Terry has a lease

paying $500 a month for a building that needs renovation, and the low bid on the proposed

renovation is $348,000. While funds might be made available, they would come from other

airport projects the Committee wants to get done. In the final analysis, the Committee

recommends that Randall Terry lease Dan Garlicks building and hanger for $1000/ month for

20 years. The lease fee would be reviewed every five years with a cap on increase of not morethan 20%. Mr. Terry would not be able to sublease any part of the hanger or office without

prior approval from the Board.

Mr. Randy Randolph would like to move into the building that Mr. Terry currently has

leased. Mr. Randolph does not need all the improvements that Mr. Terry had requested so Mr.

Lee Lewis, AVCON, is reviewing the bids to see if the $94,000 of grant funds that were targeted

for the hanger can be used to produce a building suitable for Mr. Randolph. Final lease

payments were not agreed at the meeting. The Committee wants $500/month, and Mr.Randolph thought that $350/month was more reasonable.

Board direction on the lease with Mr. Terry.

(The lease for Mr. Randolph is open for discussion but does not need final action at this

time as it depends on what improvements will be made with the grant funds available.)

Chairman Sanders expressed concerns of the change of the lease amount based on the Boards

motion at the last Meeting.

Mr. Pierce explained the hangar issues that need to be resolved.

The Board discussed possible solutions to repairing the hangar in order to accommodate the

lease holders and also setting lease amounts for both hangars.

Commissioner Parrish stated that one of the hangars is empty and suggested using that hangar

for the storage of County equipment instead of leasing it for $350 per month

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Motion by Parrish, seconded by Massey, to approve hangar lease with Mr. Terry as

recommended by the Airport Committee in the amount of $1,000 per month after the six

month temporary lease in the amount of $1,200 per month is completed and use the vacanthangar for the storage of the County equipment; Motion carried 5-0.

11- Inform the Board the DOT is required to update the functional classification of the state

highway system in every county every ten years. I have been sent the draft functional

classification for review electronically. The only change is that CR67 has been upgraded to a

rural major road from a rural minor road. The upgrade means that CR67 would be eligible for

Federal Highway funds if it ever got damaged by a hurricane. When it was a rural minor road it

was only eligible for FEMA funds. If the new designation goes through then the road will be

eligible for Federal Highway funds and DOT would assist in getting those funds. However, CR67

will still be a county owned and maintained road. All the other functional classifications of the

other state roads in the county remain the same.

The Board and Mr. Pierce discussed this matter further.

Mr. Pierce stated that Senator Montfords Agriculture committee met this week and they arecreating a report on the status of the Apalachicola Bay and is seeking input from the County,

the City, and State agencies on what work has been done on the Bay. Mr. Pierce stated that he

is in the process of creating a narrative that will state what action the County has been involved

in regarding the Bay, especially after past hurricanes and storms.

Commissioner Massey asked for an update on the old Highway Patrol building in Eastpoint. Mr.

Pierce provided some information on recent discussions with Mr. Curt Blair of the TDC.Commissioner Jackel stated that she was supposed to bring some numbers on that but she

decided to wait and bring more definite numbers from the contractor.

Commissioner Lockley asked for the potential use of this building and asked if what is going to

be done at this location is done at the other welcome centers. Commissioner Massey stated

that they planned to incorporate a museum and display pictures of Eastpoint.

Chairman Sanders commented that this work would have to be bid out based on the numbers

for construction.

Michael Shuler- County Attorney- Report (9:55 AM)

Attorney Shuler had no report for the Board.

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Chairman Sanders commented on a meeting that she attended regarding the militarys use of

Tates Hell. She stated that she will keep the Board informed of any new information.

Chairman Sanders reminded the Board of the Eastpoint Library Ribbon cutting ceremony on

October 22, 2013 from 4:00 PM to 6:00 PM.

Cal Knickerbocker, of DACS, stated that his department will keep the communication lines open

by attending more Board meetings. He updated the Board on some local actions by DACS.

Commissioner Parrish commented on the time line of receiving data and recommendations

from the ongoing studies.

Commissioner Lockley and Mr. Knickerbocker discussed the lease that was recently approved

and also the aquaculture leases.

Chairman Sanders and Mr. Knickerbocker discussed what role the local governments opinion

will play in decisions made by DACS in the future.

Bobby James stated that his property adjoins the property where Gene Brown will construct the

new water well and expressed some concerns.

Mr. Pierce discussed the project with Mr. James.

Mr. Pierce and Mr. Knickerbocker discussed the new building for the aquaculture office.

Commissioner Lockley stated that the County is interested in the building currently used by his

division once it is vacated.

Motion by Lockley, seconded by Massey, to send a letter to DACS requesting the use of the

building that currently houses the DACS offices once it is vacated; Motion carried 5-0.

Chairman Sanders reminded the Board of the upcoming NWFTCA meeting.

Adjourn (10:08 AM)

There being no further business, Chairman Sanders adjourned the Meeting.

____________________________

Cheryl Sanders, ChairmanFCBCC

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Franklin County Road DepartmentReport to Board of County CommissionersNovember 5 2013Summary of Material Hauled and Work Performed by DistrictDistrict 1- Pink JackelMaterial Hauled from within- 6 Cubic Yards of Debris

72 Cubic Yards of Ditch Dirt

9 Cubic Yards of Trees

Material Hauled to- 1 Black Plastic Culvert Pipe 15 x 20

1 Black Plastic Culvert Pipe 18 x 20

9 Cubic Yards of Black Dirt

72 Cubic Yards of Milled Asphalt

57 Cubic Yards of Yellow Lime Rock

Work Performed- Cleaned and dug out ditches cleaned out and installed culverts, cut grass and trim along county right ways, ditches, mailboxes,

street signs and culverts; repaired driveways, graded roads, picked up litter, road repair, filled in pot holes, shoulder maintenance, sign

maintenance and Transfield service maintenance along US HWY 98 in Eastpoint.

District 2- Cheryl SandersMaterial Hauled from within- 14 Cubic Yards of Debris

90 Cubic Yards of Sand


Material Hauled to- 99 Cubic Yards of and 71.15 tons of #57 Shells

90 Cubic Yards of Sand


Work Performed- Box drag, cleaned ditches, cut grass and trim along county right ways, ditches, mailboxes, street signs and culverts; repaired

driveway, cleaned Ochlocknee River Boat Landing, flagged traffic, graded roads, picked up litter and shoulder work.

District 3- Noah LockleyMaterial Hauled to- 108 Cubic Yards of #57 Shells9 Cubic Yards of Lime Rock


Work Performed- Box drag, cleaned ditches, cut grass and trim along county right ways, ditches, mailboxes, street signs and culverts;, repaired

driveways, flagged traffic, ground maintenance at the Courthouse, picked up litter and sign maintenance.

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District 4- Joseph ParrishMaterial Hauled to- 18 Cubic Yards of #57 Shells


Work Performed- Box drag, cut grass and trim along county right ways, ditches, mailboxes, street signs and culverts; repaired driveways, ground

maintenance at Emergency Management and Health Department, picked up litter, filled in pot holes and sign maintenance.

District 5- William MasseyMaterial Hauled from within- 7 Cubic Yards of Debris

171 Cubic Yards of Ditch Dirt


Material Hauled to- 36 Cubic Yards of Black Dirt

4.5 Cubic Yards of Milled Asphalt


Work Performed- Box drag, cleaned cemeteries, installed culverts, dug out ditches, cut grass and trim along county right ways, ditches,

mailboxes, street signs and culverts; graded roads, picked up litter, parking lot repair, road repair, shoulder repair, filled in pot holes and

Transfield service maintenance along US HWY 98 in Eastpoint.

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FRANKLIN COUNTY DEPARTMENT OFSolid Waste & Recycling Animal Control

210 State Road 65

Eastpoint, Florida 32328Tel.: 850-670-8167

Fax: 850-670-5716

Email: [email protected]

DIRECTORS REPORTFOR: The Franklin County Board of County Commissioners

DATE: November 5, 2013

TIME: 9:00 A.M.

SUBJECT(S):

MECHANIC POSITION:

FOR BOARD ACTION: On October 31, 2013, Leonard Brannan retired from the Solid Waste Mechanicposition. Jonathan Kelley has been filling in as the Mechanic at the Solid Waste Department since March2013. Since Leonard has retired, I would like to request that the Board allow me to post a promotionalvacancy to allow for in house transfers to permanently fill the Mechanic position. Jonathan has been doing agreat job for the department and I would like to give him and any other interested employee the opportunityto apply for permanent placement in that position. In the proposed compensation plan presented by LucyTurner - there was a probationary starting salary of $30,450 listed for that position and a permanent base of$32,052.

ACTION REQUESTED: Authorize the posting of a promotional vacancy for the Solid WasteMechanic and the establishment of the starting salary.

Right-of-Way Debris Pickup / Recycle Material Hauled October 10thOctober 30thFOR BOARD INFORMATION:

OCTOBER 10thOCTOBER 30th

RIGHT

OF

WAY DEBRIS PICKUPApalachicola Eastpoint St George Island Carrabelle Lanark Alligator Point145.37 TONS 67.61 TONS 52.13 TONS 15.15 TONS 20.06 TONS -0- TONS

RECYCLE MATERIAL HAULED

Apalachicola Eastpoint St GeorgeIsland

Carrabelle Lanark AlligatorPoint

St James

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28 Airport RoadApalachicola, Florida 32320

(850) 653-8977, Fax (850) [email protected]

Report to Board of County Commissioners

Date: November 5, 2013

Action Items: 1.The Florida Division of Emergency Management now requires that line item expenditures beseparated by funding source, State, Federal, and Local. My approved budget will remain unchanged for this currentfiscal year at $196,286-I simply need to amend the expenditure line items to reflect the different funding sources. Irequest the Board to approve the line- Item Budget amendments for the 2013/2014 Fiscal Year.

Information Items:1. October 30, 2013 Franklin County Emergency Management met with The Management Experts to start the first

planning session for the upcoming Wide Area Search exercise.2. Emergency Management is hosting a SARC training (awareness small animal emergency sheltering course)November 9th, at the EOC starting at 8:00am.

3. Emergency Management is conducting a G300 training course for the agencies in the county that need thiscourse to keep their agency and the county in National Incident Management System (NIMS) compliance. Thisis a requirement if you receive Federal grants. This training will be at the EOC on November 13-15, 2013starting at 8:30am till 4:30pm.

Sincerely,

Pamela BrownellPamela Brownell

CEO REPORT
mailto:[email protected]:[email protected]:[email protected]

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Board of County Commissioners Meeting

November 3, 2013

1. USDAOn November 4, Ray Leadbetter, Jim Bachrach and I will meet with Mary Gavin, USDA. We areseeking to have a better understanding of the USDA evaluation of our project and what it will take to

proceed to the application phase. We will begin the process of inputting data into the Underwriting

Software. I spoke with Mary on 10/23/13 and she did indicate that the increase in reimbursement from

our cost report for Depreciation and Interest would be accepted as legitimate as it would be for other

capital purchases.

Discussion on alternate financing as viable options occurred at the Weems Board meeting on 10/31/13.

Based on discussions at the board meeting, I will notify Adams Consulting to proceed with their part of

the feasibility study rather than holding off pending a joint meeting between the Weems Hospital Board

and The Board of County Commissioners. With this we will soon need to get approval for step two of the

study which will include the opinion letter. This meeting is hopefully scheduled for 11/19/13 or

alternate dates determined by the time of this reading.

2. Construction ProjectWe are continuing with the renovations to Weems West Clinic and hope to beready to move in by Thanksgiving. We are waiting on furniture and doors.

We need to meet with the Board of County Commissioners for a workshop to work out the difference

between their estimate budget of 6 to 7 million dollars and our estimate of 12.2 million dollars. I have

provided you with a position paper on the feasibility of our project and what I will be providing to the

USDA. This tentatively is scheduled for 11/19/13.

In our last Board meeting, the topic of Design Build came up and it noted to be a potential format to

consider. With this recognition by the Board, Austin Healthcare was invited to attend the 10/31/13

Hospital Board meeting and discuss the benefits of this concept. They met with Craig and I on 10/24/13

for an evaluation of our proposed construction/renovation project. They have offered to provide

alternative designs and pricing at no cost based on the design/build concept. This will be at no cost and

does not commit Weems. The firm is aware that we are not accepting proposals due to county bid

requirements but would entertain them along with others if design/build was designated as the

construction format. This will be a decision that the board will need to consider after we are approved

by the USDA or other lender.

3. Ray Leadbetter - has been on site twice already and recently participated in our strategic planning. Weare all very excited about this and are confident he will provide significant value to Weems. He was here

for the board meeting another day this week and four days the following week. Ray provided the

A 4 year retrospective review of our cost report based on contingency fees

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Obtaining a cost report model allowing us to evaluate our possible payback or receipt of

additional reimbursement from Medicare/Medicaid on a live basis throughout the year.

With this we will be able to see the impact of operational decisions on the cost report.

Developing a payor contract matrix which will allow us to determine the rates different

payors provide us as well as other key information

Updating our Point of Admission Form to make sure we capture all the necessary

information at admissions allowing us to get paid timely

Evaluating and redesigning clinic processes based on our recent clinic strategy and standards

of performance

The following will soon occurring

A review and update of the charge master

Audit of charts and payments to determine deficiencies; and improve our coding and billing.

Will also work with staff and doctors to educate them.

Implement claims denial management processes

Documentation improvement to gain revenues via assuring we have all the appropriate

documentation in the patient chart

Developing a Point of Service strategy to collect co-pays and deductibles at the time of

registration.

6. CSSThe following are occurring:Onsite visits by CSS are underway to evaluate work processes and collect data for input into

the system.

Leadership staff are filling out questionnaires for CSS to assist in implementation

The ED system goes live by November 11th

.

De-conversion of Healthland data will begin soon.

Equipment is currently being ordered and arriving for installation

Training of staff and physicians begins in early November

7. Clinic VolumesVolumes are as follows:Weems EastProvider volumes are flat, nurse visits are up

Weems WestProvider and nurse volumes are up

Practitioner Visits

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8. Medicaid Incentive Attestationwe have registered for the Medicaid attestation and are awaitingfurther direction from them on any additional needed information.

0

100

200

300

400

500

600

700

May June July Aug Sept

Weems West Clinic

Visits

Weems East ClinicVisits

TOTAL CLINIC VOLUMES

Nurse Visits

To have M-F clinic days at Weems West once it moves to the Weems Annex in Apalachicola. M-

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F will be covered by Susan Hardin and Fridays will be covered alternately by Dana Whaley and

Dr. Gene Charbonneau.

To evaluate the utilization of the extended hours on M-T and determine if they are justified. If

not, adjustments may be made to the practitioners hours. At a later date, Saturday hours may

be added if volumes justify it.

Ray Leadbetter, Interim CFO, is currently evaluating the processes at the Clinics for efficiency

and profitability. In concert with me, adjustments will be made to processes and staffing. The

objective is to reach a break even or better financial position for the clinics.

10.Joint WorkshopOn November 19, 2103 after the normally schedule evening Board of CountyCommission meeting in Carrabelle, the Weems Hospital Board has requested to meet in a workgroup to

bring the County Commission. This meeting is sought to update the Commission on the scope of services

being looked at in the proposed construction and to build confidence in the affordability of the project.

Governing Board of Directors 2013

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September 26, 2013

Page 1of 6

Members Present: Tammi Hardy, Chair; Jim Bachrach, Vice-Chair; Duffie Harrison, Secretary; Deborah Huckeba; Robert Davis;Pat Conrad MD, Homer McMillan (via phone)

Guests Present: Lauren Faison, TMH; Allan J. Feifer, Concerned Citizens of Franklin County, Inc.

Staff Present: Ray Brownsworth, CEO; Becky Gibson, DON; Craig Gibson, POD; Ginny Griner, HR/ Med Staff Coordinator;Heather Huron, Administrative Assistant

TOPIC/ DISCUSSION ACTION

Call to Order

Approval of

MinutesTammi Hardy

The meeting was called to order at 9:14am. Minutes from the 08/29/2013 regular meeting were presented for approval. Motion made byHarrison to approve

the 08/29/2013minutes as presented,second by Davis.Motion carriedunanimously.

County Report No report available. Discussion was held regarding county presence at the regular meetings.Bachrach would like a liaison present for improved communication. Hardy requestedclarification as to who will be the continued county liaison. Per the boards direction,Brownsworth will contact the county to discuss.

TMH Report Faison reported that she is assisting WMCE with approximately one telemedicineconsultation per week. Due to DOH grant funding, TMH has been able to pay thephysicians for tele-consultations. The goal is to increase awareness of the benefits oftelemedicine so that tele-health reimbursement will be passed at the next legislativesession. A tele-health demonstration, attended by ten legislative staff members, wasgiven last week by Faison, assisted by N. Sandoval. As a result of the demonstration,Faison was invited to make a presentation to the Senate Health Policy Committee onOctober 8th. Faison expressed that the main focus of tele-health is increased patientaccess. Dermatology Associates has joined the network and has agreed to provide twotele-consults per month free of charge.

The TMH Annual Report was provided.


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September 26, 2013

Page 2of 6

Faison reported that the recently opened, free-standing ER is seeing approximately 60patients per day. The ER is focused on pediatric and geriatric care.

Effective October 8th, TMH goes live with COPE, an electronic order system.CEO Report

Ray BrownsworthPatient Satisfaction

Patient Satisfaction reports were provided to the board for individual review.Financial Report

The Statement of Operations and Hospital Statistics was reviewed. Conrad stated thata dip in census in the month of August is typical annually in most hospitals.

Brownsworth expressed concern that the Income Statement continues to show negativenet incomes. He stated that the estimated contractual allowances and bad debt tocharity write-off amounts have been higher than expected for the past few months.This will be reevaluated during the annual audit. Brownsworth stated that while the

bottom line is negative, the hospital continues to have a positive cash flow.Brownsworth stated thatproblems continue with the clinics Medisoft system. He alsoexpressed concern with the ambulance write-offs. Davis questioned if the write-offswere being booked in same month as they occurred or later. Brownsworth stated thatthis was one of the issues being questioned. Brownsworth stated that he is the solesource of authority for the hospital and clinics bad debt / charity write-offs; however,the ambulance has 3rdparty write-offs per contract. Brownsworth is researching thisissue. Harrison stated that he thought the ambulance should be a separate issue whendetermining net revenue. Conrad stated that there were too many ill-defined variablesto determine correct projections. Trend analysis and financial indicators were

discussed. Hardy questioned if the correct benchmarks were being presented as shefelt she still did not have enough information. Brownsworth agreed to appropriatelydefine key indicators. Bachrach stated that until the CFO position is filled, there willnot be assurance in regards to the accuracy of financial reports.

Brownsworth shared that Hometown Health is assisting the hospital in regards toupdating the chargemaster and improving the revenue cycle processes.


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September 26, 2013

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Interim CFO

An offer was made to Joe Devin for the Interim CFO position but Devin has notresponded. Brownsworth has moved on to the recommendation made by Hometown

Health for Ray Leadbetter. Leadbetter would be on-site approximately 2 days everyother week, and would work via remote connection. Discussion was held regardingthe agreement terms. Clarification and specification regarding the term agreementswas requested. Brownsworth stated that the agreement would be cleared through thecounty attorney. Bachrach requested more on-site presence the first month.Brownsworth stated that on-site presence is being discussed. Leadbetters on-site dayswould be extended days; staff schedules will need to be adjusted to accommodate this.Brownsworth stated that he would also prefer presence 2 to 3 days each week, but hehas been unable to gain a commitment for a full time CFO. Brownsworth stated therecruitment search for a long term CFO commitment will continue.

IT Contract As a result of the RFP, one set of bids was received by EagleTree Technologies.

EagleTree Tech. is currently providing IT services per a short term agreement. Thecost for services was increased due to the provision of year round/ 24 hour coverageand the increased time anticipated with the implementation of EHR.

Medicare Interim Reimbursement

The final results of the 2012 Medicare Cost Report have been received. Interimsettlement to the hospital was previously received in the amount of approximately$140,000. The final settlement requires a repayment to Medicare of $22,000. Thepayback is due to successful reduction in costs.

AHCA Survey AHCA has performed their follow up survey. The hospital is clear of all tags.

Strategic Plan Update

Brownsworth has provided a review of the Strategic Plan to board members.Brownsworth recommended scheduling the next meeting within 2 weeks. Huron willfollow up with board members to schedule.

A break was taken from 10:25am to 10:36am.

Motion to approvecontracting with Ray

Leadbetter forInterim CFO madeby McMillan, secondby Harrison. Motioncarried unanimously.

Motion to approvethe EagleTreeTechnologiesagreement was madeby Bachrach, secondby Davis. Motioncarried unanimously.Brownsworth willtake the IT contract

to BOCC forapproval.


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Scope of New Construction Update

Brownsworth stated that $2 million needs to be cut from the project that was chosen bythe board (option 2). Discussion was held regarding possible changes to reduce the

cost of the construction project. The desired budget is $12.2 million with a $ millioncontingency fund.

o As a result of recent discussion with Mary Gavin, Brownsworth relayed USDAconcerns regarding the hospitals current utilization rate and the hospitalsdependence on the sales tax revenue. Brownsworth voiced to the board that thecurrent plans are frugal yet expandable. Concern regarding the dependence onsales tax revenue was generated after Mary Gavin contacted Alan Pierce as acounty representative. At Brownsworths direction, the hospitals costaccountant will figure the interest and depreciation rate based on a cost of $13million. From this, he will determine an amount expected back from Medicare

and Medicaid that will supplement as revenue for loan payments.Brownsworth expressed that he would draft a narrative outlining the hospitalsbusiness model, strategic plan, interim CFO and other improvements.Brownsworth will continue to relay information to Mary Gavin that explainswhy the plans are feasible, why the hospital can meet the debt service coverage,and why the hospital will receive additional reimbursement.

Options for project cost reduction were discussed. Considerations for additionalservices were discussed, including geriatric psychiatric services and increasedSwingbed utilization. McMillan made a motion to dictate to the architect firm that theproject budget is $12.2 million and request that the architects develop an expandable

design that will conform to the budget. Discussion was held regarding the InterlocalAgreement for Small County Surtax. Harrison questioned if renovation would meet thedictates of the agreement. Davis agreed that the perception of the community is fornew construction. Huckeba stated that an exterior update would be mandatory. JoeBynum, TRO JB, was contacted via phone to discuss the cost increase with the projectoption 2. Bynum stated that since the presentation of the initial project plans, additionswere made to the scope of work that increased the total estimated cost. Brownsworthspoke to Bynum stating the boards request that they work together to work to developoptions within a $12.2 million budget, recognizing the give and take in some areassuch as surgical and the North wing. Bynum stated that he suspected the USDA would

Motion was made byMcMillan to dictate

to the architect firmthat the budget is$12.2 million andrequest that thearchitects develop anexpandable designthat will conform tothe budget, secondby Harrison. Motioncarried unanimously.


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September 26, 2013

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request of a scope of work, as well as the sources and use of funds to meet the scope ofwork. He stated the scope of work should detail what will be renovation versus newconstruction. After discussion, Brownsworth stated he would work with Bynum to

meet the boards requests, anticipating the additional work with Bynum would costapproximately $3,000 to $4,000. Hardy clarified that the board was comfortable withthe exclusion of the gift shop, chapel, covered walkway, and clinic renovations.Brownsworth stated he and Bynum would bring 2 to 3 concepts back to the board.

PM Service Contract

CT Injector service contract was presented at a cost of $4,000 per month.Brownsworth advised that this contract is within his signature authority.

CT preventive maintenance agreement was presented at a cost of $15,000/year. Hardyquestioned if pricing was obtained from more than one vendor. Brownsworth advised

that he would be returning with a modified full service agreement, to include parts andlabor. The preventive maintenance agreement would be incorporated into the fullservice agreement. Brownsworth anticipated the full service agreement cost to be aminimum of $60,000. McMillan made a motion to accept Brownsworthsrecommendations. Following additional discussion, Brownsworth withdrew hisrecommendation and stated he would return with additional recommendations andpricing from multiple vendors.

Old / New

Business

Hardy

Brownsworth will sign the CSS agreement today. Brownsworth is meeting with EMS Consultants Friday to discuss EMS billing. He has

been given full access to the EMS Consultants billing software. The Personnel Committee recently met with an employee regarding a grievance. It

was decided that the disciplinary action would stand.

Brownsworth will contact Comm. Jackel again regarding the board vacancy in herdistrict. At Comm. Sanders request, Hardy agreed to remain in her position for alimited time, pending an appointment. Officer elections will be scheduled for theOctober meeting. Davis term will expire next month as he filled a vacancy. It isexpected that Comm. Lockley will renew his term.

Electronic attendance will be addressed at the next meeting. Any changes to the by-


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September 26, 2013

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laws will require board approval.

Huckeba questioned a recent vendor issue. Discussion was held regarding securityprocedures. Brownsworth recommended instituting vendor badges for frequent

visitors.

AdjournmentHardy

Meeting adjourned at 12:15 am.

Weems Memorial Hospi tal

Statement of Operat ions and Hospi tal Stat istics

Fiscal Year 2013/2012/2011 Rolling 12 Month s

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12 Mth Fy 2013 12 Month FY 2013 FY 2012 FY 2011

Avg Sept Aug July June May Apri l March Feb Jan Dec Nov Oct Total Total Total Total

Admissions - Medical

Medicare 13 11 7 15 10 11 15 20 20 11 16 8 14 158 158 192 174Medicaid 2 1 6 5 1 1 3 4 3 2 0 3 0 29 29 36 16

Other 6 4 6 4 3 11 8 4 6 10 6 3 7 72 72 79 72

Total Medical Admissions 22 16 19 24 14 23 26 28 29 23 22 14 21 259 259 307 262

-

Admissions - Swing Bed -

Medicare 2 3 0 2 1 0 2 1 4 5 1 3 2 24 24 12 16

Medicaid 0 0 0 1 0 0 0 0 0 0 0 0 0 1 1 - -

Other 0 0 0 1 0 0 1 0 0 0 1 0 0 3 3 - 2

Total Swing-Bed Admissions 2 3 0 4 1 0 3 1 4 5 2 0 0 23 23 12 18

Admissions - TOTAL 24 19 19 28 15 23 29 29 33 28 24 17 23 287 287 319 278

Patient Days - Medical

Medicare 37 28 26 34 25 28 41 51 60 37 44 23 42 439 439 516 551

Medicaid 7 6 23 17 3 4 5 10 8 2 0 6 0 84 84 82 36

Other 16 19 12 5 12 27 16 6 19 32 19 5 17 189 189 189 183

Total Medical Patient Days 59 53 61 56 40 59 61 67 87 71 63 34 59 711 711 787 770

Patient Days - Swing Bed

Medicare 15 16 0 6 4 0 22 18 24 24 4 50 11 179 179 81 185

Medicaid 0 0 0 3 0 0 0 0 0 0 0 0 0 3 3 - -

Other 3 0 6 7 0 0 12 0 0 0 14 0 0 39 39 - 8

Total Swing Bed Patient Days 18 16 6 16 4 0 34 18 24 24 18 50 11 221 221 81 193

Patient Days - TOTAL 78 69 67 72 44 59 95 85 111 95 81 84 70 932 932 868 963

Total Days In Period 30 30 31 31 30 31 30 31 28 28 31 30 31 362 362 366 365

Average Daily Census - Medical IP 1.98 1.77 1.97 1.81 1.34 1 .91 2.04 2.17 3.11 2.54 2.04 1.14 1.91 24 24 25.79 25.36

Average Daily Census - Swing Bed 0.64 0.54 0.20 0.52 0.14 0 .00 1.13 0.78 0.86 0.86 0.58 1.67 0.36 8 8 2.67 6.33

Average Daily Census- Obs 0.97 0.94 0.97 0.81 1.27 1 .00 1.17 0.84 1.43 0.90 0.65 0.80 0.84 12 12 10.63

Total ADC 3.58 3.24 3.13 3.15 2.75 2 .91 4.34 3.79 5.40 4 .30 3.27 3.61 3.11 43 43 36.48 31.69

Average Length of Stay - I P 2.76 3.50 2.70 2.60 2.88 2 .57 2.35 2.30 3.04 3.12 2.95 2.29 2.86 33 33 30.46 36.79

ALOS - Swing Bed 7.22 5.31 13.00 3.00 4.00 0.00 11.34 10.50 6.25 6.00 9.00 14.25 4.00 87 87 43.84 113.20

Total ALOS 3.27 3.77 2.92 2.66 2.95 2 .57 3.28 2.86 3.40 3 .38 3.50 4.95 2.96 39 39 31.88 41.92

ER PT ADM/IP 13 10 7 8 10 16 12 18 17 14 16 10 13 151 151 226 278

ER PT ADM/OBS 28 27 30 21 37 28 40 24 31 27 21 25 27 338 338 343 102

INPATIENT SERVICES

Weems Memorial Hospi tal

Statement of Operations and Hospital Statistics

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Statement of Operations and Hospital Statistics

12 Mth FY 201312 Month FY 2013 FY 2012 FY 2011

Avg Sept Aug July June May Apri l March Feb Jan Dec Nov Oct Total Total Total To tal

Registrations - Observation Status

Medicare

15 13 13 17 14 8 23 17 18 13 13 14 17 180 180 188 147Medicaid 4 1 6 3 4 8 6 5 5 4 0 1 1 44 44 39 20

Other 9 14 11 5 17 14 6 4 6 8 7 10 8 110 110 123 112

Total Obs Registrations 28 28 30 25 35 30 35 26 29 25 20 25 26 334 334 354 279

Patient Days - Observation Status

Medicare 17 16 15 20 15 8 25 20 21 15 15 16 19 205 205 212 210

Medicaid 4 2 7 3 4 8 6 7 5 4 0 1 1 48 48 30 21

Other 11 19 13 5 19 15 8 5 14 10 7 10 9 134 134 148 144

Total Obs Patient Days 32 37 35 28 38 31 39 32 40 29 22 27 29 387 387 389 360

Emergency Room Visits 536 541 543 579 563 559 512 564 447 549 543 497 538 6435 6,435 6,488 7,282

Outpatient Encounters 224 203 209 194 210 232 282 251 251 221 209 192 237 2691 2,691 3,385 4,171

OTHER STATISTICS - Total Exams GI Lab Procedures 11 10 8 7 9 14 11 19 10 14 0 15 19 136 136 160 178

Laboratory 2439 2384 2416 2343 2298 2474 2752 2506 2392 2724 2474 2215 2285 29263 29,263 34,008 33,322

EKGs 108 112 126 123 105 120 126 115 101 111 92 83 87 1301 1,301 1,450 1,257

Physical Therapy 56 0 0 30 11 1 81 82 117 347 0 0 0 669 669 74 367

Respiratory Therapy 703 711 439 542 648 548 679 771 692 1038 1095 744 525 8432 8,432 9,472 6,833

Sleep Studies 0 0 0 0 0 0 0 0 0 0 0 0 0 0 - 1 26

Radiology 300 320 305 305 298 322 287 306 254 297 302 289 320 3605 3,605 3,888 3,957

Cat Scans 98 77 82 90 99 106 94 105 83 116 104 96 122 1174 1,174 1,436 1,059

Mammograms 4 0 0 0 0 0 0 0 0 11 9 0 23 43 43 58 86

Total Exams 3718 3614 3376 3440 3468 3585 4030 3904 3649 4658 4067 3442 3381 44614 44,614 50,547 47,085

Xray @ East 11 24 36 31 36 6 133 133

Nuse East 35 97 94 120 93 20 424 424

E. Charbonneau 94 215 286 253 139 229 1122 1,122

Dana Whaley 112 239 248 218 331 307 1343 1,343

Susan Hardin 2 0 0 0 0 25 25 25

Weems East Clinic Visits 616 551 628 591 563 581 626 643 621 553 632 675 722 7386 7,386 5,289 2,615

Nurse West 15 47 40 40 44 8 179 179

Susan Hardin 61 129 127 188 140 153 737 737

Weems West Clinic Visits 125 176 167 228 184 161 112 135 126 137 78 1504 1,504

EMS Transports 116 130 115 88 112 149 104 103 130 152 114 106 90 1393 1,393 1,706 1,373

EMS Dry Runs (non-Transports) 29 44 22 33 47 39 24 28 20 15 26 24 26 348 348

Dietary Meals Served 628 625 686 670 551 549 684 677 784 708 514 462 628 7538 7,538 7,660 7,405

Fiscal Year 2013/2012/2011 Rolling 12 Month s

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IFAS Extension 155 Research Road

Northwest District Director Quincy, FL 32351850-875-7137November 5, 2013

To: Franklin County Commission

From: Dr. Pete Vergot, Northwest District Extension Director

University of Florida/IFAS Extension: Update for Franklin County Commission

We are here today to discuss plans to continue the almost 100 year partnership betweenFranklinCountyandUniversity of Florida/IFAS Extension.As the District Director, it is my responsibility

to share with you the information you need to make the best decisions for the people of Franklin

County. University of Florida is unique in that it provides to you the service of Extension in

addition to Teaching and Research.

Our mission at theUniversity of Florida's Institute of Food and Agricultural Sciences(UF/IFAS)

as a federal, state, and county partnership is dedicated to developing knowledge in agriculture,

human and natural resources, and the life sciences, and to making that knowledge accessible to

sustain and enhance the quality of human life for the citizens of Florida.

I would like to introduce Ms. Shelley Swenson, as Interim County Extension Director for

UF/IFAS Extension in Franklin County. I would also like to introduce the Extension team, of

County Extension faculty and staff, in place to assist Ms. Swenson and myself to work in theFranklin County Extension office to seek input from you and the various clientele groups in

determining what type of educational Extension programing should be the focus of Franklin

County Extension.

To help you understand what UF/IFAS Extension does, I have attached information on our

Extension program areas, an update on the financial resources we both contribute to this

partnership, and a draft of a possible future Frank

nov 5, 2013.pdf

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