Feb 4, 2014

FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX FEBRUARY 2, 2014 9:00 AM AGENDA
The Board of County Commissioners asks that all cell phones are turned off or placed on silent (vibrate) mode. If you would like to comment on any matter, when recognized by the Chairman, state your name, sign the speaker log, and please adhere to the 3 minute time limit. If you plan on distributing any handouts (information) to the Commission, please provide a copy to the Clerk for the official records.
9:00 A.M.
Call to Order Prayer and Pledge Approval of the Minutes Payment of County Bills Department Supervisor Report Howard Nabors Superintendent of Public Works Fonda Davis Solid Waste Director Nikki Millender- Parks & Recreation Pam Brownell- Emergency Management Director Ray Brownsworth- Weems CEO- Hospital Update Steves Dockside Marina- Tabled BOA request Warren Emo- Discussion on Amory Upgrades Lucy Turner- Employee Compensation Schedule Debbie Belcher- Fair Housing Public Hearing for CDBG Application Marcia Johnson- Clerk of Courts Alan Pierce- Director of Administrative Service T. Michael Shuler- County Attorney Report Commissioners & Public Comments Adjourn
9:15 A.M.
9:45 A.M. 10:00 A.M. 10:15 A.M. 10:30 A.M. 10:45 A.M. 11:00 A.M. 11:15 A.M. 11:30 A.M. 11:45 A.M. 12:00 P.M.
FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX JANUARY 21, 2014 9:00 AM MINUTES
Commissioners Present: Cheryl Sanders Chairman, William Massey Vice Chairman, Pinki Jackel, Noah Lockley, and Joseph Parrish
Other Present: Alan Pierce Director of Administrative Services, Michael Shuler County Attorney, Michael Morn Deputy Clerk to the Board
Call to Order (9:00 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 Minutes (9:01 AM) Motion by Lockley, seconded by Massey, to approve the Minutes of the January 7, 2014 Meeting; Motion carried 5-0.
Payment of County Bills (9:01 AM) Motion by Massey, seconded by Parrish, to approve the payment of the Countys bills as presented; Motion carried 5-0.
Resolution Georjanna Myers (9:02 AM) Approve Resolution recognizing Georgjanna Myers, grand-daughter of Commissioner Lockley, as the winner of the Franklin County Spelling Bee. Ms. Myers will represent the county at the Big Bend Spelling Bee in Tallahassee on Feb.
FCBOCC Regular Meeting 1/21/2014 Page 2 of 12
Mr. Pierce presented this item from his report and asked Commissioner Lockley to introduce his family members to the Board. Mr. Pierce read the Resolution. Motion by Jackel, seconded by Massey, to approve a Resolution recognizing Georgjanna Myers as the winner of the Franklin County Spelling Bee; Motion carried 5-0. Board commented on how proud they were that Ms. Myers will represent the County at the Spelling Bee in Tallahassee.
Department Supervisors Report Howard Nabors Superintendent of Public Works (9:06 AM) Mr. Nabors gave an update on the condition of County roads and ditches after the excessive rains. Commissioner Jackel asked Mr. Nabors to check on the parking lot on St. George Island where there is some damage to the pavement. Chairman Sanders asked Mr. Nabors to check on the ditch plugs in Tates Hell that are causing flooding issues on Highway 67. She is concerned with the flooding possibly causing undermining of the base on Highway 67. She also asked Mr. Pierce to call NWFWM regarding the ditch plugs, as they installed them.
Fonda Davis Solid Waste Director (9:10 AM) Mr. Davis had no action items for Board direction. Commissioner Jackel discussed issues with illegal dumping on W. Bayshore Dr. on St. George Island and asked to have signs installed at this location.
Nikki Millender Parks & Recreation (9:12 AM) Mrs. Millender had no items for Board action but discussed some grant funding that might pay expenses for the Leave No Trace Behind Ordinance. The Board and Attorney Shuler discussed a time frame for completing this project. Attorney Shuler and Commissioner Jackel will review the amended ordinance before bringing it before the Board. Chairman Sanders and Mrs. Millender discussed the estimate for a bathroom at Classy Lowery Park. Mrs. Millender stated that the cost would be around $2,000 - $3,000. The Board discussed the low estimate and the type of structure of the building.
Motion by Parrish, seconded by Massey, to move forward with the bathroom project; Motion carried 5-0.
Pam Brownell Emergency Management (9:16 AM) Mrs. Brownell had no items for Board action. Action Items: None Information Items: 1. Tress and Jennifer will be attending an exercise in Liberty County on January 24 th. 2. Wide Area Search Training is scheduled for January 28-30th. 3. Pam and Tress will be attending the FEPA Conference February 2-7th in Daytona. 4. We are in the process of updating our Scope of Work reporting to SharePoint. 5. We are also in the process of updating our Special Needs Database for the year.
Ann Birchwell Franklin County Librarian Update (9:17 AM) Ms. Birchwell informed the Board that Wren Richardson is the newly hired part-time employee. She discussed upcoming events and programs being offered at the Library.
Marsha Lindeman Franklin County Health Department Update (9:21 AM) Commissioner Jackel thanked Ms. Lindeman for the free physicals the Health Dept. provided for the Countys Volunteer Fire Departments. Ms. Lindeman explained the program further. Ms. Lindeman updated the Board on the upcoming Health Fairs. She discussed other programs being offered by the Health Dept., including services provided by an outreach enrollment specialist, Sarah Erickson. Ms. Erickson will be able to assist with the new Health Exchange program enrollment. Ms. Lindeman reminded everyone to get the flu vaccine. Commissioner Massey and Ms. Lindeman discussed age limits and insurance for the dental services. Commissioner Jackel and Ms. Lindeman discussed the possibility of expanding to adult dental care. Ms. Lindeman stated that the program is not designed for adult care. Commissioner Jackel and Ms. Lindeman discussed the problems with the underuse of the dental program in the County, especially since there is a need. Ms. Lindeman stated that discussing the program at the televised Board meetings helps to spread the word, and she stated other ways the program has been advertised and promoted. Chairman Sanders and Ms. Lindeman discussed the problems with expanding the dental program to adults.
Commissioner Jackel suggested asking the school to provide transportation to the dental facilities.
Marcia M. Johnson Clerk of Courts Report (9:37 AM) Mrs. Johnson had no report for the Board.
Recess (9:38 AM) Chairman Sanders called for a recess.
Reconvene (9:45) Chairman Sanders reconvened the Meeting.
Alan Pierce Director of Administrative Services Report (9:45 AM) Mr. Pierce presented his report to the Board. 1-Board action to approve Resolution recognizing Georjanna Myers, grand-daughter of Commissioner Lockley, as the winner of the Franklin County Spelling Bee. Ms. Myers will represent the county at the Big Bend Spelling Bee in Tallahassee on Feb. This item was addressed earlier in the Meeting. 2- Board action to approve a Resolution supporting the application of a planning study to extend the Capital City to Sea Bike Trail from its current proposed terminus in Wakulla County to Carrabelle. The funding for the planning study is being sought from the DOT Transportation Alternative Program (TAP), and it is using federal funds. This is the study that Ms. Leslie Cox, David Butler, and others asked the county to support some time ago. I have been advised by Mr. Butler that the timeline for obtaining funds from TAP is fairly long, and the countys request would probably not receive funding consideration until 2016 or later. Chairman Sanders and Mr. Pierce discussed this project further. Motion by Massey, seconded by Jackel, to approve a Resolution supporting the planning study to extend the Capital City to Sea Bike Trail; Motion carried 5-0. 3- Provide Board with copy of bridge inspection report for Poston Bayou, which is the bridge on the Timber Island Road. The bridge itself is in adequate shape, but the report does say the bridge rails do not meet current state guidelines.
4- Inform Board that Ms. Christy Murphy, office assistant for the Extension Office, has submitted her resignation. She has accepted a job with the Dept. of Corrections. The Univ. of Florida has posted the vacancy of the Extension Agent and interviews will be taking place soon. Traditionally, the Board has let the Extension Agent hire their assistant. Commissioner Jackel and Mr. Pierce discussed the re-vamping of the Extension Office. Commissioner Parrish further discussed the changes to the Extension Office and suggested that the hiring of the administrative assistant be tabled until a new Extension Office agent is hired. The Board agreed. 5- Board direction on community budget requests to be submitted to the legislature for line item funding. Commissioner Jackel has requested $2.5M for the dredging of Eastpoint Channel. Commissioner Massey has requested $300,000 for drainage improvements in a system known as Smokey Hollow drainage, which is on the east side of the City of Carrabelle. Chairman Sanders is requesting $600,000 for land acquisition to purchase property known as Ells Court and Island View as a county park. Commissioner Parrish asked that Creakmore Channel be added to the list at $1.5 million. Commissioner Lockley asked that $500,000 be added for drainage projects in Apalachicola. Motion by Jackel, seconded by Massey, to approve submission to the Legislature and to include Creakmore Channel in the amount of $1.5 million and drainage projects in Apalachicola in the amount of $500,000; Motion carried 5-0. 6- Board direction on approving additional design work at the Armory. Mr. Warren Emo has submitted a report, titled Facility Analysis Report, in which he concludes that it is possible that there will be enough funds in the current TDC funded budget of $500,000 to install air conditioning in the side part of the Armory, which is where the new bathrooms, ADA entrance way, and renovated meeting room will be. If the Board would like to see air conditioning as part of the construction plans that will soon be put out for bid then Mr. Emo needs to be directed to complete the air conditioning design. The general plan is that for the funds currently available from the TDC the Armory would get complete new bathrooms moved into the hallway that leads to the storage area, a completely rebuilt side entrance meeting ADA requirements, and a completely rebuilt meeting room that would be expanded to include the space now occupied by the bathrooms. All that would get serviced by one air conditioning system. The Armory itself would be designed for a separate AC system, with an estimated cost of $250,000. The construction funds for the Armory AC would be sought from the TDC in the 2015 TDC budget. Mr. Pierced reviewed the plans with the Board. Commissioners Lockley and Parrish stated that their preference is that the entire air conditioning project is completed instead of just the area referred to by Mr. Emo.
Mrs. Johnson asked if updates to the kitchen had been addressed and Mr. Pierce discussed this issue. Mrs. Millender, Director of Parks and Recreation, discussed the possibility of the expansion of the kitchen area and also the possibility of adding more counter space. Chairman Sanders reminded the Board that the Armory has been designated as the Countys convention center and the project needs to be completed to use it in that manner as soon as possible. Commissioner Jackel stated that a new fee structure should be considered for non-locals if that much money will be invested in renovating the Armory. The Board discussed the Armory renovation project and funding, based on the estimate submitted by Mr. Emo. The Board agreed that Mr. Pierce and Mrs. Millender will meet with Mr. Emo to discuss the proposed project further. Motion by Lockley, directing the County to borrow funds for the completion of the entire renovation project, including the HVAC in the main building; Motion failed for lack of a second. The Board discussed the additional cost of the design for the HVAC for the main section of the Armory. Mr. Pierce stated that he will request that Mr. Emo attend the next Board Meeting. Commissioner Jackel asked for a copy of the entire design in electronic format. Commissioner Lockley asked for a report stating what was done during the electrical upgrade phase of this project. 7- Remind the Board and the public that tomorrow, Jan. 22, the Health Dept. is sponsoring a Health Fair at the Armory, from 3-6 PM. There will be free blood pressure and cholesterol screenings. This item was addressed earlier in the Meeting. 8- Board action to authorize the Chairman signature on an easement requested by Duke Power so they can provide electricity to the light at the Patton Drive boat ramp. Several meetings ago the Board directed that a conventional security light be installed at the boat ramp since the solar light had continuously failed. The work order has been approved by Duke Energy will not install the pole until an easement is granted. The Board and Mr. Pierce discussed the status and need for lighting at other boat ramps in the County. Commissioner Parrish asked that the solar lights that are being moved from the Patton Drive boat ramp be used at the Abercrombie Boat Ramp.
Motion by Jackel, seconded by Massey, to authorize Chairmans signature on easement requested by Duke Power so they can provide electricity to the light at Patton Drive Boat Ramp; Motion carried 5-0. 9- As the Board is aware, FEMA authorized a project to repair the part of the Alligator Point revetment between Tom Roberts and Clements St that was damaged by TS Debbie. The repairs will consist of adding more rock to the existing revetment in an attempt to stabilize the road shoulder. At the direction of the Chairman I attended the Alligator Point Taxpayer Assoc, meeting last Saturday and explained the project to them. There is only $140,000 available for this repair, when the cost to replace the rocks with a more permanent solution such as sheet pile is estimated at $1.2M. So this project is strictly a repair project. Until this section of All. Pt Road suffers more damage I am unable to obtain more funds to make better repairs. The Board has a permit from DEP to make these repairs. The Alligator Point community is aware of the project and recognizes that without additional repairs the road is subject to damage under a very minor storm event. I request Board action to authorize Preble-Rish to prepare bid documents and specs for a contractor to repair the revetment within the scope of the funds available, and within the scope of the DEP permit. Attorney Shuler stated that there is litigation with Capital City regarding this revetment, but he suggested that the Board move forward with this project. Chairman Sanders commented on this item. Motion by Jackel, seconded by Massey, to authorize Preble-Rish to prepare bid documents and specs for contractor to repair revetment within scope of the funds available and within scope of DEP permit; Motion carried 5-0. Mr. Pierce and Attorney Shuler explained that this revetment will not be part of the project that will involve moving the road. Mr. Pierce stated that Attorney Nick Yonclas will be the alternate member of the canvassing board if Judge Russell is unable to serve. Commissioner Lockley asked if Attorney Yonclas needs to attend the canvassing board training and the Board discussed. Motion by Parrish, seconded by Lockley, to authorize travel and expenses for Attorney Yonclas for canvassing board training if he will serve; Motion carried 5-0. Chairman Sanders asked Mr. Pierce to get a total available amount in the Countys road paving fund.
Commissioner Parrish asked about the progress of the Bluff Road projects that seems to be moving slowly. Mr. Pierce stated that the problem is caused by recent inclement weather. Mr. Clay Smallwood, of Preble-Rish, gave an update on the Bluff Road paving project. Commissioner Parrish stated his displeasure with the progress of the Bluff Road paving project. Chairman Sanders asked that Commissioner Parrish is made aware of the upcoming progress meeting for this project. The Board and Mr. Smallwood discussed penalties if the contractor doesnt complete the project on time. Commissioner Jackel and Mr. Smallwood discussed the North Bayshore Drive project. Mr. Smallwood stated that Preble-Rish is waiting for DOT to approve the project. Chairman Sanders stated that Preble-Rish needs to communicate better with the Board on active projects they are involved with.
Michael Shuler County Attorney Report (10:38 AM) Attorney Shuler presented his report to the Board. 1. Orion Marine v. Franklin County (Franklin County Fishing Pier) Attorney Robert Dees represents Franklin County in this matter. The experts name is Ed Hays at American Nautical Services in Ft. Lauderdale and he charges $150.00 per hour. Mr. Dees has advised me that he recommends that the county retain an expert witness to provide testimony as to the negligence of Orion Marine in failing to properly secure the two barges onsite at the time of the damage to the fishing pier. The expert will also provide testimony as to the amount of the damages and the value of the barges. The ceiling on the expert witness fees, per Mr. Dees is between $12,000 and $15,000. The Board will need an expert to testify at trial. Action: Motion to approve Mr. Dees request to give him authority to retain Mr. Hays as an expert witness in the above litigation. Commissioner Parrish and Attorney Shuler discussed the County recouping attorney and expert witness fees. Commissioner Lockley and Attorney Shuler discussed Duke Energys responsibility in this matter. Motion by Jackel, seconded by Massey, to approve to retain expert witness Ed Hays, of American Nautical Services, with a $10,000 cap; Motion carried 5-0.
2. Jerry Hall and Beverly Hewitt The Boards lease of the property next to the Eastpoint Pavilion expired last year. The Board offered to renew the lease for the existing rent, which is the payment of real estate taxes and utilities used on the property. Mr. Hall and Ms. Hewitt agreed to that rent while the county applied for a state grant to purchase the property. The state grant made an offer of $29,000.00 to them for the purchase of two water front lots. Mr. Hall and Ms. Hewitt rejected that offer. As a result, they are not willing to rent the property to the county for taxes and utilities. Mr. Hall and Ms. Hewitt have countered that they want $2,000.00 per month for rent. Action: Does the Board want to agree to pay $2,000.00 per month rent? If not, then we need to notify Mr. Hall and Ms. Hewitt that we reject their counter-offer and then pay the taxes due for 2013 since we occupied and used their property during 2013, including the period after the lease terminated around May 2013. Motion by Jackel, seconded by Massey, to reject offer of $2,000 per month rent for property next to the Eastpoint Pavilion owned by Mr. Hall and Ms. Hewitt; Motion carried 5-0. Motion by Jackel, seconded by Massey, to pay 2013 taxes on the property next to the Eastpoint Pavilion owned by Mr. Hall and Ms. Hewitt; Motion carried 5-0. 3. Eastpoint Water and Sewer District The Eastpoint Water and Sewer District has not responded to your request that it address the letter sent by their outside consultant, who stated that Franklin County, not the water and sewer district was responsible for the maintenance and repairs to the lift station serving the jail and the landfill. Action: Motion authorizing a further written communication to the district regarding their responsibility to maintain and repair the lift station mentioned. Commissioner Parrish and Attorney Shuler discussed the next action to take on this matter, which is litigation. Commissioner Parrish asked that a stern letter be sent to Eastpoint Water and Sewer and explain the Countys situation in this matter. Commissioner Lockley asked that the letter is hand delivered by Attorney Shuler or Mr. Pierce.
Motion by Massey, seconded by Lockley, to send a letter to Eastpoint Water & Sewer, as recommended by Attorney Shuler, and have it hand delivered by Attorney Shuler or Mr. Pierce; Motion carried 5-0. Informational Items 4. St. Joe Company vs. Franklin County On December 13, 2013, The St. Joe Company filed a Bert Harris Claim against Franklin County alleging that the Boards 2009 amendments to the comprehensive plan damaged them. As of January 3, 2014, the lawsuit has not been served. As a reminder, in 2009 the Board authorized Mr. David Theriaque to represent the county if such a lawsuit was filed. I have been in communication with him regarding the lawsuit. 5. Capital City Bank Attorney Ron Mowrey has contacted Mr. Pierce and stated that the banks experts inform them that Restore Funds are available for repairing damages to Alligator Drive. Staff has informed Mr. Mowrey that we are unaware of any such availability, but have invited his experts to make a presentation to staff regarding this matter. 6. Florene Fowler Ms. Fowler has delivered the deed from her to the county conveying Lot 32, Unit 7, Peninsular Point Subdivision. I have recorded the deed. I have informed Mr. Pierce that Ms. Fowler must obtain a certified appraisal of the value of the lot prior to the county executing the IRS form granting her a tax deduction. Attorney Shuler updated the board on litigation regarding the Eastpoint tourist corridor.
Commissioners and Public Comments (10:53 AM) Commissioner Lockley stated that he has received complaints that no one from Apalachicola has been hired for the last few vacancies with the County and would like some type of assurance that candidates from Apalachicola are considered. Attorney Shuler discussed this matter further.
Rev. John Sink discussed a presentation that was made to the Wilderness Coast Public Libraries Consortium and suggested that Franklin County consider the same idea.
PUBLIC HEARING Debris Removal Ordinance (11:00 AM) Attorney Shuler reviewed the proposed Debris Removal Ordinance. Commissioner Lockley and Mrs. Brownell discussed how this Ordinance will affect cleaning County roads first and then addressing private property issues. Mrs. Brownell stated that debris will not be removed from private property until FEMA approves it, so that the County can be reimbursed. Commissioner Parrish stated that he couldnt support the ordinance because the language of FEMA first approving the debris isnt included in the ordinance. He also spoke of liability concerns and the burden of the tax payers that could result from this ordinance. Attorney Shuler explained that the FEMA condition isnt in the ordinance due to Federal Government requirements. Chairman Sanders also expressed her concerns with the ordinance and discussed lengthy waits for FEMA reimbursements. Attorney Shuler discussed the issues with a FEMA reimbursement. He discussed the risks the County would be taking with this ordinance. Commissioner Parrish stated that he didnt think the County has the budget to take the risk that this ordinance presents. Chairman Sanders opened the floor for public comment. There were no comments from the floor. Commissioner Lockley expressed his discomfort with the possibility of public versus private priorities during a storm clean-up. Mr. Pierce discussed a problem on Alligator Point, during a past storm, with FEMA reimbursement. Mrs. Brownell stated that this ordinance would be something to fall back on, if needed, during a storm clean-up. She explained that it could be used only if the County chose to use it. Commissioner Parrish discussed the issues this ordinance could cause amongst County residents. Chairman Sanders stated that there were alternative methods already in place for clean-up on private property. Commissioner Jackel agreed that without adding that language she wasnt comfortable with this ordinance. Chairman Sanders and Commissioner Jackel discussed what has been done in the past for storm clean-up.
Motion by Lockley, seconded by Parrish, not to approve the Debris Removal Ordinance; Motion carried 5-0. Chairman Sanders stated that she will be attending a Consortium meeting in Tallahassee on Friday and she will report back to the Board at the next Board Meeting.
Adjourn (11:28 AM) There being no further business, Chairman Sanders adjourned the Meeting.
_____________________________ Cheryl Sanders, Chairman FCBCC Attest:
_____________________________ Marcia M. Johnson, Clerk of Courts
Franklin County Road Department Report to Board of County Commissioners February 2, 2014 Summary of Material Hauled and Work Performed by District District 1- Pink Jackel Material Hauled from withinMaterial Hauled to18 Cubic Yards of Ditch Dirt 72 Cubic Yards of Black Dirt 29 Cubic Yards of Cold Mix Asphalt 27 Cubic Yards of Lime rock 56 Cubic Yards of Milled Asphalt 37 Cubic Yards of Sand 21 Cubic Yards of Yellow Lime rock
Work Performed- Box drag, checked county roads for safety of traveling for public, cleaned out culverts, installed culverts, sand bagged culverts, dug out ditches, repaired driveways, graded roads, picked up litter, mill asphalted roads, filled in pot holes, removed sand from roads, sign maintenance and repaired washouts. District 2- Cheryl Sanders Material Hauled from withinMaterial Hauled to-
27 Cubic Yards of Black Dirt 8 Cubic Yards of Debris 10 Cubic Yards of Cold Mix Asphalt 54 Cubic Yards of Milled Asphalt 174 Cubic Yards of Yellow Lime rock
Work Performed- Removed sand from roads, cleaned intersections, Box drag, checked county roads for safety of traveling for public, repaired driveways, graded roads, picked up litter, Cleaned bathrooms at Patton Park, picked up tree limbs, filled in pot holes and sign maintenance District 3- Noah Lockley Material Hauled to-
9 Cubic Yards of #57 Rocks 45 Cubic Yards of Black Dirt 45 Cubic Yards of Yellow Lime rock
Work Performed- Repaired driveways, picked up litter, pulled ditches, checked county roads for safety of traveling for public and sign maintenance District 4-Joseph Parrish Material Hauled to-
10 Cubic Yards of Cold Mix Asphalt 13.5 Cubic Yards of Milled Asphalt 45 Cubic Yards of Yellow Lime rock
Work Performed- Cut bushes back from right of ways, trimmed grass from signs and culverts, repaired driveways, graded roads, picked up litter, filled in pot holes, sign maintenance, cleaned out weep holes and checked county roads for safety of traveling for public. District 5- William Massey Work Performed- Box drag, checked county roads for safety of traveling for public, cleaned out culverts, sand bagged culverts, installed culverts, trim grass from signs and culverts, repaired driveways, sand bagged driveways, graded roads, picked up litter, filled in pot holes, road repairs, shoulder maintenance and sign maintenance.
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: February 4, 2014 TIME: 9:00 A.M. SUBJECT(S): RECOVERED MATERIALS ANNUAL CERTIFICATION: FOR BOARD ACTION: I have for the Boards approval and the Chairmans signature, the annual Application for Recovered Materials Certification and Reporting Form. We are required by Florida Statutes to report our recycling activities to the Florida Department of Environmental Protection annually. During the year 2013 the recycling program, recycled 681.25, tons of solid waste. The annual cost for this certification is $50.00. ACTION REQUESTED: Motion authorizing the Chairmans signature on the FDEP Application for Recovered Materials Certification and Reporting Form and authorizing the payment of $50.00 for the annual fee. Right-of-Way Debris Pickup / Recycle Material Hauled January 15th January 28th FOR BOARD INFORMATION: January 15th January 28th RIGHTOFWAY DEBRIS PICKUP Apalachicola Eastpoint St George Island Carrabelle Lanark Alligator Point
150.67 TONS 45.90 TONS 61.50 TONS 10.30 TONS 10.96 TONS -0- TONS
Apalachicol a Cardboard Plastic,Paper, Glass, Aluminum

4.65 TONS 3.51 TONS
RECYCLE MATERIAL HAULED Eastpoint St George Carrabelle Lanark Island

4.05 TONS 1.02 TONS 2.61 TONS 2.84 TONS 1.64 TONS 2.58 TONS .21 TONS 1.21 TONS
Alligator Point
-0- TONS 1.17 TONS
St James
-0- TONS -0- TONS
REQUESTED ACTION: None
28 Airport Road Apalachicola, Florida 32320 (850) 653-8977, Fax (850) 653-3643 Em3frank@gtcom.net
Report to Board of County Commissioners Date: February 4, 2014 Action Items: None Information Items: 1. Tress Dameron, Jennifer Daniels and Tim Keith-Lucas participated in the ACS exercise in Liberty County on January 23, 2014 which they say was a great learning experience for them. 2. Franklin County and The Management Experts conducted its final planning meeting on January 24, 2014 at the EOC for the upcoming Wide Area Search exercise schedule for February 15, 2014. We had great participation for other agencies. This is going to be a great exercise. If any of the commissioners would like to come observe please let me know. 3. January 28-30, 2014 we conducted a Wide Area Search class and had great participation. 4. February 2-7, 2014 Tress Dameron and I will be attending the Florida Emergency Preparedness Association training and conference in Daytona. My cell phone (850-653-6748) will be on and Jennifer Daniels will be at the office. Sincerely,
Pamela Brownell
Pamela Brownell Director
CEO Report Board of County Commissioners February 4, 2014
1. USDA We continue to work with the USDA on the application for the load. With the closeout of the year end, we will be providing them with this data and begin to fill in the needed data for the documents they have provided. We are also working with BKD on some preliminary information needed for the phase two of the feasibility study. In the hospital board meeting later this week, I will be presenting an agreement with BKD for consideration to provide this service. The cost will be $60,000 which is $15,000 less that last time due to work previously performed. This second phase is necessary to test the assumptions from phase one and provided by Adams Healthcare. It will result in the issuance of an opinion letter on the feasibility of the project and is necessary to proceed with the USDA or any other vendor. 2. Construction Project I have spoken with two local banks to solicit interest in providing interim financing for our upcoming construction project. At this weeks make-up board meeting, we will have a presentation on various construction delivery methods which include traditional, design build and CM/GC with Guaranteed Max. The hospital board will be asked to decide on which delivery approach to take. Regardless of the delivery format, competitive bids will be required. I have met with several vendors that have expressed an interest in participating. Prior hospital construction experience is a necessary qualification of all interested parties with preference to rural or critical access experience. 3. Clinic parking: The Weems West clinic currently provides parking via the spaces located next to the large oak tree in the photo. The road widening and bike path however will render the spaces unusable and presents us with a problem for parking. The red line below indicates the where the bike path will encroach. The black lines represent a possible drive and parking lot where the front yard currently is. I have asked Craig Gibson to work with the Alan Pierce to come up with a solution for the issue.
2. Clinics A. Provider Coverage The clinics are currently staff by a provider each day of the week they are open. This is consistent with our efforts to improve our financials profitability and still provide great service. In 2.B, you will see the productivity of each provider. Currently, Dr. Charbonneau works at Weems West on Tuesday and Wednesday and Weeks East on Thursday, Friday and Saturday. Ms. Whaley works at Weems East on Monday, Tuesday and Wednesday and then at Weems West on Thursday and Friday. We have hired a part-time physicians assistant (PA), to staff Weems West on Mondays in order to provider services Mon.-Fri. This coverage starts next Monday on Feb. 10th. B. CLINIC PROVIDER PERFORMANCE TRENDS The following graphs represent the patients seen per day by Medical Clinic providers. Findings: Since splitting the providers between the two clinics the volumes per provider are notably up. However, they are not regularly meeting our target of 20-25 patients per day. In fact, volumes above the 20 visit target have only been reached 4 times by Dr. Charbonneau and 6 times by Ms. Whaley. The average per day visit count for the 6 month period is 13 for both providers. Since splitting providers between the two clinics the daily average patient visits are 14 for Ms. Whaley and 15 for Dr. Charbonneau. Conclusion: The necessary daily volumes, for both clinics, are still well below the minimum of 20 and target of 25 per provider. Significant changes are required in the proactive scheduling of patients for wellness visits, lab follow up, med follow up, etc. to meet this target.
25 20 15 Charbonneau 10 5 0 Avg Vists /Day Linear (Charbonneau)
Avg since Dec 2, 2013 is 15
30 25 20 15 10 5 0
avg since Dec 2, 2013 is 14
Whaley Avg Visits/Day Linear (Whaley)
3. CFO Search Ray Leadbetter is no longer providing services for the hospital due to a lack of available time to assist us. When I contracted with him, he was a contract CFO at another hospital. Since then, the CEO left and he is now providing both CFO and CEO duties for them. Mr. Leadbetter did not complete the financials that we were assured he would provide timely. Due to this, Mr. Ralph Roberson has been working with us to complete the financials. He has provided 2013 year end and Oct. 2013, but they have not been presented to nor approved by the Weems Hospital board yet. Over the next several weeks, Ralph will assist us in completing Nov., Dec., and January. These later reports will be provided to the hospital Board at our usual meeting in February and then to the Board of County Commissioners in early March. This should put us on the track for future reports. Several weeks ago, an offer of employment was made to a prior candidate who retained an interest in working for Weems. Unfortunately, his mothers health turned bad and he turned down the offer to stay in his current location and assist with her care. We are currently taking applications and hope to begin interviews again soon. This position has remained posted and advertised since the initial efforts. In the meantime, I continue to function as both CEO and CFO along with the help of numerous staff. 4. Revenue Cycle A major focus of the hospital leadership and staff is the capture of available cash. Three mornings a week, we have a revenue cycle team that meets to discuss our billing and collection activities. Part of this is the monitoring of our billing companies performance and making sure the bills are getting submitted timely. We look to see if there are any barriers that need addressed and then eliminated them. We look to make sure that all our encounters have bills associated with them and that the bills are represented in the billing companies computer system. We also follow up to see if there are secondary insurances that need to be billed. These efforts have resulted in $174,647 in potential revenue that otherwise would have been lost. This was over a period of two months. Each Friday, we have a phone conference with our hospital billing company to discuss concerns and issues.
F o rt C o o m b s Armory & Convention center r e n o vat i o n s
Task 3 - FACILITY ANALYSIS report

18 DECEMBER 2013
Emo project no. 137.11 / TASK 3 / file 130
TA B L E O F C O N T E N T S
tab topic A Executive summary B Task 3 Scope summary C Historical overview D Facility Condition - accessibility/code analysis E Facility Condition - electrical AND HVAC f RECOMMENDATIONS g Probable Project Cost Judgment h Probable Project schedule I CONCEPTUAL DESIGN J Existing conditions photographs Page no. 1 4 5 6 8 9 11 15 17 26
TAB A
Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013
F o rt c o o m b s
Executive summary
armory / convention center
On November 19, 2013 the Franklin County Board of County Commissioners commissioned EMO/ARCHITECTS, INC. (EMO) to complete the Task 3 Interior Renovations for the Fort Coombs Armory/Convention Center based upon the EMO proposal dated 15 November 2013. The Task 3 services to be performed by EMO is the current task authorization as part of a multiple task order contract for services to analyze, design, and implement multiple renovations and additions to the Fort Coombs Armory/Convention Center. The Task 3 services authorized EMO to conduct an on-site investigation to verify the existing conditions and to determine what renovations are necessary to provide for code compliant access, restroom facilities, electrical system upgrade to current code for areas renovated, and to add HVAC to the main building in the Auditorium/Drill Hall. Subsequent to the field investigation, EMO was tasked to deliver a Facility Analysis Report to document their findings and to provide recommendations for implementing the listed changes. This Task 3 Facility Analysis Report, dated 18 December 2013, summarizes the current needs of the facility related to the priorities set forth by Franklin County and as discussed further in the following sections . A summary of the findings and recommendations are as follows: FINDINGS It appears, based on a noninvasive visual observation of the building, that the building does not comply with current codes regarding accessibility, and the restroom facilities do not comply with accessibility standards or occupancy requirements, and will need to be updated. Also, it appears that the existing building electrical systems (including the wiring and lighting) in the areas slated for renovation, are at the end of their useful service life, and should be replaced. This work may be accomplished in a phased manner, as funds become available, however, systems affecting life safety of the occupants should be addressed as soon as possible. The building has no central heating, ventilation, and air conditioning system, and while air conditioning window units are being used to serve a few individual spaces, the Auditorium/Drill Hall and remaining areas have no such installations. Although the Auditorium/Drill Hall has no cooling system, it has two gas furnaces, which do not heat the space adequately. The exterior walls are comprised of multiple layers of bricks with no insulation. The attic space of the two-story portion of the facility is vented, and insulation was observed on the ceiling of the second floor. There is no insulation in the attic of the one-story addition. All the existing windows, which appear to be original to the building, are single pane and are in very poor condition. Due to the single pane construction and poor condition the existing windows do not provide high insulating value. A more detailed explanation of the access and restroom facility renovations directed to comply with the Americans with Disabilities Act (ADA), electrical system upgrades, and the extent of adding a new central HVAC system to serve portions of the facility can be referenced within this report. RECOMMENDATIONS The Fort Coombs facility is a historical resource to the community, but it also has the potential to be a great economic resource as a convention center. Unfortunately, there are many deficiencies that need to be properly documented and addressed. Once these deficiencies are corrected, a budget should be established in order to provide continuous facility maintenance. As stated in the previous published EMO Assessment Report dated 8 May 2012, the building has structural deficiencies and water related damage to the floor, walls and ceiling, especially in the southwest corner of the one story addition, due to water penetration through the roof. The recently completed re-roofing of the one story portion of the building eliminated the water intrusion. However, the damage to the structure and finishes in that area still remains (see Tab J Fig. EC74 to EC79). In addition, termite damage is evident in the wood structure supporting the wood floor. We reiterate the recommendation that an entomologist/ pest control assessment should be conducted to determine if termite infestation exists in the facility and if so to take the steps necessary to eliminate the infestation. This assessment and any treatment should occur prior to proceeding with the renovation scope of work.
EMO/ARCHITECTS, INC. | 1 | fort coombs armory
F o rt c o o m b s
Executive summary
RECOMMENDATIONS (continued):
We also recommend that Franklin County engage and authorize EMO/ARCHITECTS, INC. to provide a Facility Assessment Report to incorporate the entomologist/ pest control assessment report along with the remaining areas and items that are in need of repairs and/or replacement. This report should define a phased program and the required budgets necessary to renovate the building so that it can be utilized as an economic resource for the community. Our recommendations regarding the priorities identified by Franklin County, based upon the available funding for this Task 3 phase, is summarized in the following scope of work: BASE BID 1. ADA Access and Restroom Facilities Renovations: Currently there is no accessible route to the Auditorium/Drill Hall. There is a step at the main entrance to the building on 4th Street, in addition to the stairs between the entry vestibule and the Auditorium/Drill Hall. Handrails will need to be added to the existing stairs leading up to the auditorium space. A proper accessible entrance from the north parking lot will also need to be constructed. The entry sequence sequence from the North Wing addition to the Main building auditorium will need to be reconfigured to meet ADA accessibility requirements. Since the change in elevation between the Auditorium/Drill Hall level and the building entrance from the parking lot is approximately 10 inches, an ADA compliant ramp and handrails will be required. The slope of the existing concrete walkways leading to the entrance from the parking lot will also have to be addressed, and may require replacement. This condition will need to be examined further to be included in a future phase of exterior renovation. The existing restrooms will need to be upgraded, both to meet ADA accessibility requirements, as well as to come into compliance with the current Florida Building Code requirements related to the minimum number of plumbing fixtures. We recommend that the existing restrooms be completely demolished, and that new restrooms be constructed within the building to meet current code requirements. 2. Electrical System Upgrade: The electrical service and distribution equipment at Fort Coombs facility was recently upgraded during the Task 2 Re-Roofing project. It is recommended that the existing building wiring systems be replaced in the areas being renovated. Existing abandoned wiring and raceways should be removed, and should be replaced with new wiring concealed by the new building finishes. In summary, the existing building electrical systems (including the wiring and lighting) are at the end of their useful service life, and should be replaced in the areas being renovated. This scope of work may be accomplished in a phased manner, as funds become available, however, systems affecting life safety of the occupants should be addressed as soon as possible.
EMO/ARCHITECTS, INC.
fort coombs armory
F o rt c o o m b s
Executive summary
RECOMMENDATIONS (continued):
ALTERNATE BID ITEM NO. 1 Addition of HVAC to Main Room (Auditorium/Drill Hall): Due to the number of deficiencies discovered in the existing facility that must be addressed to achieve ADA Accessibility and to bring the toilet facilities up to current code compliance the installation of a new central HVAC system for the Auditorium/Drill Hall area is being proposed to be incorporated as an Alternate Bid Item No. 1. A more detailed explanation of the proposed scope for the new central HVAC system to be added to the building is provided within this report. ALTERNATE BID ITEM NO. 2 Addition of HVAC to Northside One Story Area of Building: The installation of a new central HVAC system for the north side one story area of the building is being proposed to be incorporated as an Alternate Bid Item No. 2. A more detailed explanation of the proposed scope for the new central HVAC system to be added to the building is provided within this report. The Probable Project Cost Judgment for the Base Bid recommended renovations for the facility, as identified above, appears to be within the Franklin County Probable Project Budget of $500,000.00 (reference Tab G of this report for further details).
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TAB B
F o rt c o o m b s
Task 3 Scope summary
This Task 3 Facility Analysis, dated 18 December 2013, provides an update to the previous EMO 8 May 2012 Facility Assessment Report. The purpose of this report update is to properly determine the scope of work and schedule required to best utilize the current available funds, which we understand to be a current Probable Project Budget of $500,000. Rather than performing a full facility assessment at this time, the efforts have been concentrated on priorities identified by Franklin County. These priorities are as follows: Priority No. 1 - ADA access and restroom facilities renovations Priority No. 2 - Electrical system upgrade to current code for areas renovated Priority No. 3 - Addition of HVAC to Main Room (Auditorium/Drill Hall) Other immediate concerns identified during the on-site visual inspection included the following: 1) The need to conduct : a. Environmental assessment b. Entomology/pest control assessment 2) Repair of water related damage to the interior finishes Key representatives from the following professional disciplines of the EMO Architectural and Engineering team conducted an on-site visual investigation of the existing facility on 22 November 2013 to assess and ascertain the extent of work, and to determine the associated deficiencies present in the facility, related to the priorities identified by Franklin County, as listed above. The following is a list of participants, and their respective disciplines, from the EMO team: Warren Emo, AIA, NCARB, CGC, Principal - Architect Robert Ihasz - Senior Project Manager Doug Garthwait - Project Manager Robin Winton, P.E. - Mechanical Engineer Sung Bae, E.I. - Graduate Mechanical Intern James Lamb, P.E. - Electrical Engineer This Task 3 Facility Analysis update is based on the review of the existing 8 May 2012 document and the findings resulting from the 22 November 2013 on-site visual inspection, and includes photos, drawings and narratives necessary to document and explain the existing conditions, deficiencies observed, as well as recommendations for remediation necessary to address these deficiencies within the available budget.
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TAB C
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Historical overview
The Fort Coombs Armory in Apalachicola was constructed in 1901 at the southwest corner of 4 th Street and Center Avenue, on the site of a previous 1898 armory that had been destroyed by fire in 1900. It was built for the Franklin Guards, the local National Guard unit in Apalachicola. The style of the building can be termed as Castellated, a variation on the Romanesque and Gothic Revival styles. The style was used rather extensively for armories as it conveyed a fortress-like appearance. Windows are arched, a typical feature of the Romanesque, while the tower alludes to the crenellated towers of medieval castles. The building was constructed with brick bearing walls, varying in width from 6 to 3 wythes, and a wood floor and roof framing at a cost of $12,000. The original main building is two stories in height, with a corner tower that is four stories, and it is approximately sixty feet by one hundred feet. The original red brick has been coated with a white cementitious material, probably c1970. A one-story addition (the North Wing), constructed on the northwest side of the building in 1936, included a kitchen, Club Room, Ladies Cloak Room, supply room, and a non-commissioned Officers School Room. It is also of brick construction but it has been stuccoed, possibly c1970 or earlier, as the stucco appears not to be the same material as the cementitious coating on the main building. The original building contains a central entrance area with paired wood stairs leading to the second floor. This entrance is accessed from 4th Street. At each side of this entrance are offices. The Auditorium/ Drill Hall takes up the central portion of the building. At the rear of the Auditorium/ Drill Hall, there are two storage rooms and a vault. The Fort Coombs Armory is listed in the National Register of Historic Places. The Armory, as a contributing property in a historic district, is defined by the Florida Building Code as a Historic Building. Every effort should be made to preserve and enhance the Armory historic features. Fortunately, many of the building historic characteristics have survived and are still visible. Most of the wood floor, and the wood beadboard in walls and ceilings in the auditorium have been preserved in fair condition. The same wood finishes were repeated in the auditorium mezzanine, but they have not been maintained as well (see Fig. EC19 and EC23). Many of the original doors are in place, although the majority of the exterior doors have been replaced, or are in a very deteriorated condition and not complying with current code requirements (see Fig. EC2, EC4 and EC12). The same could be said about the windows, except that many are in a state of disrepair. The replacement of all the exterior doors is recommended. The existing aluminum storefront at the main entrance to the building on 4 th Street (see Fig. EC45) shall be replaced with wood doors more in keeping with the historic character of the facility and the materials used in the original building. Similarly, new wood doors with sidelights shall be installed at the entrance from the existing gravel parking lot on the north side of the building.
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TAB D
F o rt c o o m b s
Facility Condition - accessibility / CODE ANALYSIS

EXISTING CONDITIONS At present the building does not comply with current codes regarding accessibility. The main entrance on 4th street requires the use of stairs to enter the building, and currently there are no handrails to assist people from the entrance vestibule into the auditorium level (see Fig. EC45). The mezzanine level above the auditorium can be reached via two stairways that lead up from the entrance vestibule (see Fig. EC46). No vertical accessibility is available. The north side entrance off the parking lot also requires the use of stairs to access the auditorium level. A ramp exists for the loading and unloading of furniture from this space, but it does not meet ADA accessibility requirements, or the Florida Building Code (see Fig. EC43). Furthermore, the ramped portion of the exterior concrete walkway leading to the entrance to the North Wing does not meet accessibility standards, and will need to be replaced (see Fig. EC6 and EC11). The restroom facilities do not comply with accessibility standards, or occupancy requirements, and will need to be updated (see Fig. EC56 to EC62). The current location of the restrooms is not ideal, requiring users to go through the Meeting Room in order to get to the restrooms (see Fig. EC53 to EC55). This is especially inconvenient when two separate events are occurring at the same time in the Auditorium and in the Meeting Room. CODE ANALYSIS According to the Florida Building Code the main occupancy of the facility is Assembly A-3, because of the Auditorium and the Meeting Room, together with Business occupancy related to the various office spaces. The occupant load of the facility, not including the second floor, is 402 occupants. The building complies with the required number of exits for the occupant load of the building. However, as described before, none of the exits comply with the accessibility requirements of the Americans with Disabilities (ADA) Act of 1990, which is a Federal law. In addition, the exit to the existing alleyway opens into an open deck which is not code compliant (see Fig. EC2). Vertical accessibility to the second floor is not available, but it is required by both ADA and the Florida Building Code. There is also a floor level difference between the original armory building and the later one-story addition which impedes accessibility to the auditorium space from the parking lot entrance. As stated before, a code compliant ramp will be required at that location for accessibility. The existing double doors at the north side entrance do not comply with code maximum width restrictions (see Fig. EC4). The existing parking area has a combination gravel and grass surface (see Fig. EC7, EC8 and EC10), together with concrete sidewalks connecting the street sidewalk on 4th Street with the north entrance to the building. No accessible parking spaces are currently provided, except those at the corner of 4th Street and Avenue D. The code requires a minimum of one accessible parking space with an aisle and level walkway to the entrance to the building to satisfy the accessible route requirement. However, due to the limitations of the available funding, it is suggested that the provisions for an accessible parking space be postponed to a future exterior renovation phase. The work to be completed as part of the Task 3 Interior Renovations in the facility is classified under the code as Alteration Level 2/ Historic Building. The construction type is Type IIIB (unprotected). The building does not have a fire sprinkler system installed in the building. EMO was informed that public access to the existing mezzanine level has been restricted because of structural concerns regarding the existing structural supports. Consequently, the occupancy and plumbing fixture calculations do not
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F o rt c o o m b s
Facility Condition - accessibility / CODE ANALYSIS

CODE ANALYSIS (continued) include the second floor and mezzanine. Placement of barriers and adequate signage at the bottom of both existing stairs prohibiting occupant access to the second floor is recommended. The occupant load of the Meeting Room, which exceeds fifty occupants, requires that two exits be provided for the space. The existing double doors at the entrance to the room do not comply with the code. The building location in a wind-borne debris region requires that all glazed openings be protected from wind-borne debris as defined by the Florida Building Code. In addition, because of the nature of the building occupancy, the building is classified as a Risk Category III, with a design wind speed of 140 mph. Any work requiring changes to the building envelope, including replacement of doors or windows, should be designed to the proper wind load in compliance with current codes. As described before, the facility is a Historic Building. Some of the existing features, such as narrower stairs than those required for a non-historic building under the code, could be permitted with approval of the authority having jurisdiction. Also, existing interior wall and ceiling finishes are also permitted to remain in place where it is demonstrated that such finishes are the historic finish, which is the situation applying to this project in selected areas of the building.
fort coombs armory
TAB E
F o rt c o o m b s
Facility Condition - electrical AND HVAC

ELECTRICAL - EXISTING CONDITIONS The electrical service and distribution equipment at the Fort Coombs facility was recently upgraded during the Task 2 Re-Roofing Project. Currently, the facility has a 600A 120/240V 3-phase service. The main distribution panel, subpanels, and associated feeders have recently been replaced, and are in excellent condition. The existing service and distribution system should be adequate to support installation of air-conditioning for the building. Building wiring has been installed over the course of many renovation and maintenance projects over the years. Wiring has been installed using raceways, MC cable, and NM cable (Romex). A majority of the wiring is exposed, surfacemounted to the walls or ceiling (see Fig. EC40, EC42, EC44, EC48 and EC49), and some of this wiring does not meet current requirements of NEC (including requirements for grounding, multi-wire circuits, and limitations on wiring methods used for certain applications). Communications (voice/data) wiring is installed in surface raceways in some locations, but in most locations it is bundled and exposed, often zip-tied to the surface raceway. It was also observed that some of the surface-mounted raceways are no longer in use, and have been abandoned in place. HVAC - EXISTING CONDITIONS The building has no central heating, ventilation, and air conditioning systems. While some window units are used for individual spaces (see photograph below), the Auditorium/Drill Hall space has no such installation. Cooling for large functions is provided by systems which are set up at the rear of the building and forced thru the loading dock entrance. Two Coleman heaters are located in the Auditorium space (see Fig. EC26 to EC32), but are out of date and should be replaced with a central heating, ventilation and air conditioning (HVAC) system. The attic of the Auditorium/Drill Hall has insulation, however, it is not in compliance with current code requirements. The facility lacks proper insulation in the attic of the North wing. In addition, some of the exterior doors and windows, because of their state of disrepair, allow non-conditioned exterior air to come into the building, which puts additional demands into the existing systems.
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TAB F
F o rt c o o m b s
RECOMMENDATIONS
ACCESSIBILITY RECOMMENDATIONS The main entrance vestibule stairs will need to have code compliant handrails added to the existing stairs leading up to the auditorium space. An ADA-compliant entrance from the parking lot to provide access from the north wing will need to be constructed. The existing entry sequence from the north wing addition to the main building auditorium will need to be reconfigured to meet exit discharge and ADA accessibility requirements. Since the change in elevation between the auditorium floor and the parking lot entrance is approximately 10 inches, a new code compliant ramp and handrails will be required. The new ramp will conflict with the existing doorway into the Meeting Room. A new doorway will have to be provided at a different location along the corridor to allow space for the new ramp. In addition, a second door to the Meeting Room will also be required to comply with current exiting requirements. The restrooms need to be upgraded, both to meet ADA accessibility requirements as well as to comply with code requirements related to minimum number of plumbing fixtures. It is recommended that the existing restrooms be demolished, and for new restrooms to be constructed at a more convenient location within the building. This will also allow for the Meeting Room to be enlarged, providing more usable meeting space within the building. ELECTRICAL - RECOMMENDATIONS It is recommended that the existing building wiring systems be replaced in all areas renovated during each phase of work. Existing abandoned wiring and raceways should be removed, and other wiring systems should be replaced with new wiring concealed in the building finishes. This scope of work may be accomplished in a phased manner as each area of the building is renovated. For most of the building interior lighting, period incandescent fixtures are used. Most of the fixtures are surface mounted close-ceiling incandescent fixtures, designed to be used with schoolhouse type glass globe (see Fig. EC51), but the globe is only installed on a single fixture near the front entry. Additional globes were observed in storage (see Fig. EC71). The remaining globes are assumed to have been broken over the years. It is recommended that these fixtures be replaced with new fixtures of the same style, but using high-efficiency compact fluorescent or metal-halide lamps. The Auditorium/ Drill Hall uses large 300W pendants (see Fig. EC50), which seem to be in fairly good condition; these fixtures should be cleaned and inspected, and may be re-used. In some areas, 4ft fluorescent fixtures are used. It is recommended that fixtures using T12 lamps be replaced with new fixtures using T8 lamps. Exterior building lighting is sparse. Some lighting has been damaged (see Fig. EC5), and other exterior lighting is likely inadequate for security, or to support night-time events. It is recommended that existing exterior building lighting be repaired or replaced, and additional site lighting should be installed, as needed, to provide adequate event and security lighting. Emergency lighting was recently upgraded to provide minimum emergency egress lighting throughout the areas. Emergency lighting is provided by emergency wall-pack type lighting units, or combination-type exit signs with emergency lighting heads. As areas are renovated, use of alternative emergency lighting systems (e.g., integral emergency ballasts) should be considered. A fire alarm system has been installed in the building, and as air conditioning systems are installed, the fire alarm system should be extended to provide supervisory and shutdown functionality.
fort coombs armory
F o rt c o o m b s
RECOMMENDATIONS
ELECTRICAL - RECOMMENDATIONS (continued) No lightning protection system is presently installed on the building. NFPA 780 (Standard for Installation of Lightning Protection Systems) includes several risk assessment methods that can be used to determine whether lightning protection should be installed for a specific building. These risk assessment methods factor-in the building geometry, construction type, occupancy, surrounding structures, and regional lightning occurrences. Based on the simplified risk assessment method found in NFPA 780, the annual threat of occurrence (lightning strike) is approximately 2.0 events per hundred years; the tolerable lightning frequency for this structure is 1.5 events per thousand years. Therefore, it is recommended that a building lightning protection system be installed for this structure during a future phase when funding is available. In summary, the existing building service, distribution, emergency lighting, and fire alarm systems are in good condition and should be able to be extended to support the anticipated renovations. Existing building wiring systems do not meet current codes, and should be replaced (and concealed, where practical); this work may be accomplished in a phased manner, as funds become available. Interior lighting should be upgraded, as areas are renovated, and exterior lighting should be upgraded for safety and security, as funds become available.
HVAC - RECOMMENDATIONS The design team recommends removing the existing window units and gas furnaces that are within the scope of work area, and replacing them with a new central HVAC system for the Auditorium/Drill Hall and other areas in the building being renovated as part of the Task 3 Interior Renovations Project. Two new 20 ton HVAC systems are proposed to be installed in Room #204 (see Fig. EC63 to EC67) for the Auditorium/ Drill Hall area, and fortunately there is adequate space for the equipment to be installed. Any upper level ductwork will be designed so that it can be fed from the second floor attic spaces to condition the Auditorium/Drill Hall area. Office #107 will have diffusers connected from one of the new units located in Room #204. The outdoor units will be located at ground level on the West side of the building. A separate 5 ton unit will be provided for the offices, storage, and balcony area on the East side of the building, and this unit will be located on the second floor in Room #201. The existing attic louvers will be used for fresh air intakes. A new separate 5 ton central HVAC system will be utilized for Meeting Room #111, and a new 2 ton central HVAC system will be utilized for the new restrooms and corridor. The air handler units for these two systems will be placed in the new mechanical room located west of the new restrooms with a pair of new hollow-metal doors for access and maintenance. All new units will be heat pump units, as venting for gas furnaces would be expensive and would require additional penetrations in the existing roofing system. Budgeting is based on heat pumps and metal insulated ductwork with slot or grid type diffusers as required.
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F o rt c o o m b s
Probable Project Cost Judgment
Probable Project Cost Judgment The preceding report was created in order to determine the scope of work and schedule required to optimize the use of the current available funds, which we understand to be a current Probable Project Budget of $500,000. As part of this effort, the proposed Task 3 Interior Renovation Project includes priorities identified by Franklin County. These priorities are as follows: Priority #1 - ADA Access and Restroom facilities renovation Priority #2 - Electrical system upgrade to current code for areas renovated Priority #3 - Add HVAC to Main Room (Auditorium/Drill Hall) Other immediate concerns identified during the on-site visual inspection included the following: 1) The need to conduct : a. Environmental assessment b. Entomology/pest control assessment 2) Water related damage to the interior finishes Unfortunately due to budget constraints, all of the issues outlined in this report cannot be remediated in this Task 3 Phase of the Renovation, and will need to be included in later phases when funds become available. What follows is the recommended Task 3 Interior Renovation scope of work and the Probable Project Cost Judgment which can be found on the following pages. The Probable Project Cost Judgment for each alternate is based upon the work being performed concurrent with the Base Bid scope of work. Base Bid:

Improve and Renovate Interior / Exterior ADA Access Construct new ADA compliant Restroom Facilities Add code compliant Restroom ventilation Provide electrical system upgrades to current code for areas renovated
Alternate Bid Item No. 1: Add a HVAC System to the Main Room (Auditorium/Drill Hall) Provide electrical system upgrades to current code for areas renovated Alternate Bid Item No. 2: Add a HVAC System to the Meeting Room located in the North Wing. Provide electrical system upgrades to current code for areas renovated
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TAB G
F o rt c o o m b s
BASE BID
12
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F o rt c o o m b s
BASE BIDCONTINUED
13
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ALTERNATE BID ITEM NO. 1
14
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ALTERNATE BID ITEM NO. 2
15
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TAB H
F o rt c o o m b s
Probable Project schedule
The Task Three scope of services is anticipated to have a duration of approximately two months, based on preliminary findings during the 22 November 2013 on-site investigation. Two months for design work and preparation of required Construction Document drawings and specifications so that the project may be bid. Upon completion of the Construction Documents, it will be necessary to evaluate the schedule of events anticipated to be held in the facility so that a Probable Project Schedule may be prepared for the bid phase and construction phase of the project.
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TAB I
F o rt c o o m b s
CONCEPTUAL DESIGN
The changes to the existing Fort Coombs floor plan are necessary to provide a more functional facility, complying with the building code and the ADA requirements to the extent allowed by the available funding. The proposed Base Bid design mainly involves the provision of an accessible route to the Auditorium/ Drill Hall; the relocation of the restrooms; and the upgrade of the electrical wiring in the areas renovated. Provisions for the installation of a new HVAC system may be beyond the current available budget and therefore is being proposed as Alternate Bid items. As previously described, a new ramp will need to be added at the existing corridor connected to the north side entrance and the Auditorium/ Drill Hall. The existing partitions associated with this corridor will have to be replaced since the code requires 1-hour fire rated partitions. The new corridor partitions will have a wood wainscot and beadboard similar to those in the Auditorium/ Drill Hall, installed on gypsum wallboard on wood studs. New doors installed in a new alcove will separate the corridor from the Auditorium/ Drill Hall. The new ramp will have a wood floor matching the existing wood floor in both the corridor and the Auditorium. The existing wood floor in the corridor will be refinished. The large existing wood gate openings to the exterior will be refurbished. Since these doors do not comply with current codes and exceed the width allowed by code, a new set of doors will be provided. The existing wood gates are proposed to be refurbished and kept in an open position so that the historical element may be returned. Once the existing restrooms are demolished, the floor in that area will have to be replaced. If the original wood floor is still in place below the current vinyl floor, it may need to be replaced because of the perforations and damage associated to the plumbing piping and toilet partitions. Every effort should be made to salvage the existing wood floor, but if that is not feasible due to the excessive amount of patching, a new wood floor will be installed matching the existing wood floor in the Meeting Room. Another option is to salvage the existing wood floor in the area where the restrooms are to be relocated, and to utilize the salvaged wood floor. The entire wood floor in the Meeting Room will need to be refurbished. The demolition of the restrooms will also require the installation of a new ceiling for the Meeting Room. The existing ceiling consists of suspended acoustical panels in a grid. Because of the lack of air conditioning in the space, all of the panels are sagging and in need of replacement. Nonetheless, since this is obviously a ceiling not original to the room and in complete disharmony with the historic character of the space, it will be replaced with a coffered ceiling loosely matching the design of the ceiling in the Auditorium/ Drill Hall, using beadboard to match the ceiling materials in the Auditorium/Drill Hall. The existing ceiling of the restrooms appears not to be original to the building, and it is built with an inexpensive type of mineral board panel scored to mimic large masonry units, which is also used on the walls. It is proposed that the mineral board panels be removed and replaced with beadboard wood to match the existing original building. The proposed new ceiling in the Meeting Room will extend to the area currently occupied by the restrooms, in this manner unifying the space. The installation of the new ceiling will provide an opportunity to add insulation in the concealed space between the roof and the ceiling, improving the performance of the building envelope. The new restrooms will be constructed in the storage area across from the existing kitchen. New finishes, consisting of a tile floor; wood wainscoting; and waterproof gypsum wallboard for the walls and ceiling, will be installed. Immediately adjacent to the new restrooms, where the main electrical panel is located, new HVAC units will be installed serving the Meeting Room and new restrooms. The floor in this new electrical/mechanical room will be repaired; the opening between the room and an existing office will be infilled, and the coiling door to the exterior replaced with new metal doors. Drawings of the proposed Conceptual Design can be found on the following drawing sheets CS-1, EA1.1, EA1.2, A1.1, A1.2, M1.1, M1.2 and M1.3 all dated 18 December 2013.
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TAB J
F o rt c o o m b s
EXISTING CONDITIONS PHOTOGRAPHS
Figure EC1 - Partial west elevation
Figure EC2 - Loading dock area on west elevation
Figure EC3 - Meeting room windows on north
Figure EC4 - Entry on north elevation
EMO/ARCHITECTS, EMO/ARCHITECTS, INC. INC.
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Figure EC5 - Entry soffit on north elevation
Figure EC6 - Entry floor condition
Figure EC7 - Entry gate to facility on north side
Figure EC8 - Partial north elevation
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Figure EC9 - Gas meter at north elevation
Figure EC10 - North side existing handicap access
Figure EC11 - North side existing handicap access
Figure EC12 - Existing overhead door west elevation
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Figure EC13 - Existing propane tank on north side
Figure EC14 - Existing north side chimney
Figure EC15 - Existing west side chimney
Figure EC16 - Existing auditorium (west end)
EMO/ARCHITECTS, EMO/ARCHITECTS,INC. INC.
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Figure EC17 - Existing auditorium (north side)
Figure EC18 - Existing auditorium (south side)
Figure EC19 - North side of mezzanine level
Figure EC20 - West wall of auditorium
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F o rt c o o m b s
Figure EC21 - Auditorium mezzanine level west view
Figure EC22 - Auditorium mezzanine level east side
Figure EC23 - Auditorium mezzanine level south side
Figure EC24 - Food preparation area room #117

EMO/ARCHITECTS, EMO/ARCHITECTS,INC. INC. ||
Figure EC25 - Existing east/west corridor on north side

F o rt c o o m b s
Figure EC26 - Space heater in auditorium
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Figure EC31 - Existing south side exhaust for space heater in auditorium
Figure EC32 - Existing south side exhaust for space heater in auditorium
Figure EC33 - Existing propane supply for space heater in auditorium
Figure EC34 - Electrical panel in corridor on north side
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Figure EC35 - Emergency lighting in corridor
Figure EC36 - Existing kitchen
EC37 - Existing kitchen
EC38 - Existing west side entrance
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Figure EC39 - Existing west side entrance
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Figure EC43 - Existing ramp at north side of auditorium
Figure EC44 - Existing cased opening at north side of auditorium
Figure EC45 - Main entrance on 4th Street
Figure EC46 - Existing stairs at main entrance
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Figure EC47 - Existing exit light at the west side entrance
Figure EC48 - Existing exposed electrical wiring and conduits
Figure EC49 - Surface mounted electrical conduit and junction box
Figure EC50 - existing pendant light fixtures in the auditorium/drill hall
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Figure EC51 - Existing schoolhouse type light
Figure EC52 - Existing emergency light fixture
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Figure EC53 - Existing restroom entrance
Figure EC56 - Existing restroom
Figure EC57 - Existing restroom
Figure EC58 - Existing restroom stall
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Figure EC63 - Storage space on mezzanine level on west end
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Figure EC68 - Storage Room 109 on first floor
Figure EC71 - Stored light fixture globes
Figure EC72 - Wood rot at floor of Storage Room 109
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Figure EC73 - Wood rot at floor structure of Storage Room 109
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Figure EC78 - Attic space at second floor
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Figure EC81- Attic space at second floor
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Figure EC86 - Attic space at second
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Notice of CDBG Public Hearing The Franklin County Board of County Commissioners is considering applying to the Florida Department of Economic Opportunity (DEO) for a Small Cities Community Development Block Grant (CDBG) of up to $700,000 in the Housing category. To obtain or review a draft of the CDBG application, contact Mark Curenton, Assistant County Planner, at the Franklin County Planning and Building Office, 34 Forbes Street, Apalachicola, FL 32320, phone 850-653-9783. The final application will be on file at that office on or before March 12, 2014, the submission deadline date. The grant application contains the following components. $594,500 Housing rehabilitation/replacement $ 500 Temporary relocation $105,000 Administration (inspection, environmental, etc.) Proposed housing rehab/replacement locations are not determined, but will be in unincorporated areas of the County. 100% of the residents who will benefit from the improvements must be in the low/moderate income range, including very low income. The public hearing will be held during the February 18, 2014 Board meeting that begins at 9:00 a.m. in the Commission meeting room, located at 34 Forbes Street, Apalachicola, FL 32320. The public hearing is being conducted in a handicapped accessible location. Any disabled or non-English speaking person wishing to attend the public hearing and requiring an interpreter or special accommodations should contact the County Clerks Office, telephone 653-8861 (or call 711 for the Florida Relay Service for hearing impaired TTY/TDD) at least two business days prior to the meeting. There will be no permanent displacement of households or businesses as a result of this project. Voluntary displacement of homeowners during construction will be required, and minimal temporary relocation assistance will be provided if absolutely necessary. The following disclosures will be submitted to DEO with the CDBG application and will be available by the local government and DEO for public inspection for a minimum period of five years. 1. Other government (federal, state and local) assistance to the project in the form of a gift, grant, loan, guarantee, insurance payment, rebate, subsidy, credit, tax benefit, or any other form of direct or indirect benefit by source and amount; 2. The identities and pecuniary interests of all developers, contractors, or consultants involved in the application for assistance or in the planning or development of the project or activity; 3. The identities and pecuniary interests of any other persons with a pecuniary interest in the project that can reasonably be expected to exceed $50,000 or 10% of the grant request (whichever is lower); 4. For those developers, contractors, consultants, property owners, or others listed in two (2) or three (3) above which are corporations, or other entities, the identification and pecuniary interests by corporation or entity of each officer, director, principal stockholder, or other official of the entity; 5.The expected sources of all funds to be provided to the project by each of the providers of those funds and the amount provided; and 6. The expected uses of all funds by activity and amount.
FRANKLIN COUNTY CDBG HOUSING REHABILITATION/REPLACEMENT PROGRAM POLICY

The Franklin County Community Development Block Grant (CDBG) Housing Rehabilitation/Replacement Program will be implemented according to the applicable state and federal rules and statutes. Where feasible, the CDBG program will be consistent with the Franklin County State Housing Initiative Program (SHIP) housing rehabilitation program, although this policy shall govern over the CDBG program in the event of a conflict with the SHIP program policy. A. TYPE AND AMOUNT OF ASSISTANCE TO BE PROVIDED The CDBG housing rehabilitation program will provide financing and technical assistance to very low (30% adjusted median), low (50% adjusted median) and moderate (80% adjusted median) income homeowners who wish to rehabilitate or replace their substandard single family homes located in unincorporated Franklin County. The CDBG program will assure that each dwelling, upon completion of construction, will meet Minimum Section 8 Housing Quality Standards and applicable local codes. This will be done through checklists during the rehabilitation inspection and work write-up process; replacement homes will automatically exceed the Section 8 Standards. No assistance will be provided for rental housing. The financing will be in the form of a deferred payment loan to the owner, in the amount necessary to pay for the construction costs, lead based paint testing, septic system or sewer service installation or repair, potable water well system or public water system installation or repair, and other associated costs such as title searches, surveys, soil testing, recording fees and associated taxes. No repayment of the loan will be required as long as the owner continues occupancy of the home as his/her primary residence, maintains homeowner insurance (and flood insurance if applicable) with structure coverage sufficient to pay all debt against the property, and pays all property taxes and assessments in a timely manner, and complies with applicable local codes regarding use and care of the property. The term of the loan will be for five years for loans of less than $25,000, seven years for $25,000 to $40,000, and ten years for loans of more than $40,000. The loan balance will be forgiven in equal amounts at the end of each year of the owner-occupants compliance with the terms of the loan, on the anniversary date of the loan. Failure to comply with the requirements of the loan will result in the loan balance becoming immediately due and payable to the County. No home will be rehabilitated unless the after-rehabilitation value will exceed the cost of rehabilitation. In lieu of performing property appraisals, the County will assume that any rehabilitated site-built dwelling will be valued at a minimum of $40 per square foot of heated space. The cost limit for rehabilitation will be limited to $40 per square foot for site-built dwellings, not to exceed $45,000. The cost limit for rehabilitating mobile or manufactured homes constructed in 1995 or later will be $11 per square foot, not to exceed $15,000. The cost limit for pre-1995 mobile or manufactured homes will be $7 per square foot, not to exceed $7,000. If a home cannot be fully rehabilitated within the applicable cost limit, the dwelling will be rejected for rehabilitation assistance. This rejection may be made without developing a bid plan and specification for construction work, if the County's housing rehabilitation specialist or Building Inspector determines that the dwelling is structurally unsound to the extent that it cannot be feasibly rehabilitated and so
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certifies in writing. Rejection of rehabilitation may also be made if the residence has experienced severe flooding or has flooded on more than one occasion. If the structural condition of a dwelling is such that the housing rehabilitation specialist believes there is a possibility of rehabilitating the dwelling within the applicable cost limit, the home will be inspected and a bid plan and specification write-up will be prepared. The housing rehabilitation specialist will estimate the cost of the proposed rehabilitation work. If the estimated cost of rehabilitation is not more than 15% above the applicable cost limit, and the homeowner approves the proposed work, the project may be approved for bidding, subject to other factors such as the grant budget. If a dwelling is determined to be not feasible for rehabilitation, or if the estimated cost of rehabilitation exceeds the applicable rehabilitation cost limit by 15% or more, or if the actual low and otherwise acceptable bid price is above the applicable cost limit, the dwelling may be considered for replacement. In such situations, the home may be demolished, debris removed from the site, and a new home constructed or purchased. The replacement location must be on the same site unless the current site is not suitable for the replacement dwelling and the homeowner owns an alternate site that is more suitable. An example of this would be where the existing home is located in a floodplain or close to a railroad track or hazardous site, or the zoning is not appropriate, or there is some other compelling reason not to replace on the current site. Each site must be reviewed for environmental issues and an environmental clearance must be received from the Florida Department of Economic Opportunity (DEO) prior to issuing financial assistance to the owner. No home will be demolished unless it is part of a voluntary home replacement action. No home will be converted to any use other than as the residence of the owner occupant who applies for assistance. The limit of CDBG financial assistance for replacement of a mobile home is determined by the current cost of a comparably sized new replacement mobile home of high quality, plus associated costs of setup, clearing the site of the old home, and the other applicable costs described above. In no case will the total CDBG assistance for a mobile or manufactured home exceed $50,000. Owners will be allowed to select the replacement mobile home, with County oversight and approval of the price and features. If the existing mobile home is not adequately sized for the family (including only permanent residents), a larger replacement home may be approved by the County. The County also has the option of approving a site-built replacement home in lieu of a mobile or manufactured home. The limit of CDBG financial assistance for replacement site-built housing is $95 per square foot, up to $114,000 per home. The amount spent should be less than the limit for houses not located in floodplains, and 2-bedroom houses. Budget constraints may also require the use of mobile or manufactured homes as replacement homes. B. ELIGIBILITY AND SELECTION FOR ASSISTANCE Applicants and all household members must be U. S. citizens, or legal residents with a minimum of 5 years remaining residency. Applicants must live in and must possess title to the home, with no other owners except occupants of the home. The home must be the applicant's primary residence, as verified by homestead exemption status. A title search will be conducted on each application prior to requesting construction bids. Clear title and a satisfactory record of paying all property taxes and assessments, as well as mortgages on the property, are required. If the title search reveals additional owners other than occupants of the property, the applicant may take actions to obtain title from the other owners. If this
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occurs in a timely manner and sufficient funds remain to provide assistance, the application may be reconsidered for approval. The County may allow family members who are absentee co-owners to certify that they will not occupy the dwelling, and then sign the deferred payment loan as onqualifying owners The County may approve assistance for owner-occupants who have a life estate in their home. In such cases, the owners must execute the deferred payment loan along with the occupying life estate holder. Only the life estate holder would be considered the owner-occupant, so if that individual(s) did not maintain owner-occupancy due to death or non-residence, the loan amount would become due according to the terms of the loan. In addition to providing information relating to income eligibility and ownership, the applicant must also provide proof of insurance on the dwelling. If the owner cannot obtain a homeowner fire and casualty insurance policy due to the poor condition of the dwelling, the owner must provide a deposit on an insurance policy that is to be issued contingent upon the construction being performed. The deposit must be an amount equal to one year of coverage for not less than the CDBG financing amount, plus any prior debt against the property. The homeowner must also obtain flood insurance for the complete after-rehabilitation or new construction value of the home if the home is located in a 100-year floodplain. The homeowner and flood insurance must be maintained by the owner for the full term of the CDBG deferred payment loan. The owner must show the ability to pay for insurance, as well as other applicable housing expenses, in order to be approved for CDBG housing assistance. The homeowners care of the property will be evaluated during the application process. Failure to take reasonable care of the property (considering the owners income) and keep it free of debris and other code violations may disqualify an applicant. Prior to proceeding to the bid package development stage, the applicant must have the property in compliance with all applicable local codes such as care of premises, weeds and trash. Compliance is the responsibility of the applicant. When initiating the CDBG housing rehabilitation program, the County may consider applications for assistance already received by the SHIP, weatherization, or other housing programs. This step will allow those program funds to be leveraged with the CDBG grant, and will save time in the implementation process. The County will also advertise the availability of CDBG funds a minimum of one time in a newspaper of general local circulation. Applications will be accepted continuously, but the Administrator may terminate or suspend acceptance if it is apparent that the applicant pool is adequate to utilize the available grant funds. The Board of County Commissioners and any of their staff involved in the CDBG program implementation will be informed on a regular basis of the names of applicants under consideration for assistance. The applicants will be provided with a list of names of the above persons. The applicants, staff and Board will be required to immediately disclose any conflict of interest they may have in any application situation. Names of applicants will be included in the minutes of Board of County Commissioner meetings, and any conflict of interest stated in the minutes. Florida statutes will be followed in the conflict of interest declaration and subsequent actions. The conflict will be noticed to DEO, along with a request to waive the conflict. Upon approval of the waiver from DEO, the County will proceed with the normal application and approval process. Selection of homeowner applicants to assist may initially be on a first application completed and approved, first served basis. However, the administrator will review approved and potential
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rehabilitation and replacement cases to verify that the total number of housing units contracted in the CDBG grant agreement will be achieved, as well as the committed percentage of very low and low income homeowners and the contracted amount of leveraged local funds (SHIP or other). The application approval process must achieve the results contracted in the CDBG grant award, within the available grant period. This achievement will govern the application approval process. The Administrator will submit the list of qualified applicants to the Board of County Commissioners for approval prior to requesting bids. If there are more eligible applications than can be approved through the first completed, first served approval process (within the above requirements), the Administrator will rank the applicants according to a priority system. Priority will be given to applicants who have not received more than $5,000 in housing assistance within the past five years, or $10,000 within the past ten years, from the County or other government program such as weatherization, excluding loans requiring repayment. Within that group of applicants, and/or to rank the second tier of applicants, a scoring system may be used. One point will be assigned for each factor applicable to the owner and permanent residents of the home: a. owner(s) aged 65 or older, b. owner completely disabled, c. completely disabled dependent residing in the home. C. Temporary, Voluntary Displacement and Relocation
Persons occupying housing which is to be rehabilitated ore replaced using CDBG/federal funds must voluntarily agree to inclusion in the program and shall temporarily vacate the housing at the direction of the County (or its designed agency) in order to facilitate the safe, timely and economical rehabilitation process. In some situations, the homeowners property may be large enough and suitable for the replacement housing to be constructed without demolishing the existing dwelling until the new unit is completed. In those cases, there is no displacement of the owner. In all other situations, homeowners are required to find temporary housing. They must pay for their own temporary housing, moving, storage, and all other expenses associated with the voluntary temporary displacement. If the homeowner can demonstrate that relocation assistance is absolutely necessary, the County may approve a moving allowance of $500. This last resort allowance will be provided in two payments of $250 each on move out and move back in.
D. IMPLEMENTATION The County will contract with a qualified company or individual to implement the CDBG housing rehabilitation program. The contracted entity is herein referred to as the Administrator, and will be in charge of the application solicitation, processing, approval and ranking procedure. The Administrator will employ, contract, or serve as the housing rehabilitation specialist. The housing rehabilitation specialist will inspect the property and note Section 8 and other applicable deficiencies, as well as develop the work write-ups, cost estimates, and bid packages for rehabilitation and replacement work. The application review process will include a review of the property location to determine compliance with zoning and land use requirements. A check for location in a 100 year floodplain will also be performed. Flood insurance requirements will be noted when applicable.
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The application review process will include a review of property appraiser records and other appropriate documents to determine if the home is fifty years old or older. If a home is fifty years old or older, the applicable photographs, location and other information will be forwarded to the State Historic Preservation Office for review of possible historic significance. If required by the SHPO, the property will be rehabilitated according to the Secretary of the Interior Standards for historic property rehabilitation. If complying with the standards causes the cost of rehabilitation to exceed the CDBG limits for rehabilitation assistance, the Board of County Commissioners may vote to exceed the limits. If the structure is not feasible for rehabilitation and the owner desires to demolish and replace the structure, the required information will be submitted to the SHPO prior to demolition. If the total cost of rehabilitation or replacement exceeds the CDBG limit, or if the time required for compliance exceeds the available time under the grant agreement, the County may reject the application. For all proposed rehabilitation project dwellings constructed prior to 1978, a lead based paint test will be conducted by an appropriately licensed entity. If lead is found in an amount exceeding the limit contained in the applicable federal regulation, the lead abatement procedure will be specified in the inspection report. Lead abatement will be included in the rehabilitation process, and must be performed by a certified lead abatement contractor. Upon completion of the abatement work, a compliance test will be conducted. Compliance with the federal regulations must be documented prior to issuance of payment for the abatement work. Unless the work is contracted separately, the prime contractor for the rehabilitation work will be responsible for the compliance. The cost of lead abatement is considered in the project cost estimate, and may make the total rehabilitation project exceed the limit for CDBG assistance. All rehabilitation/replacement will comply with the following energy conservation standards. 1. Any appliances replaced or installed shall be Energy Star qualified, 2. Any door and/or window replaced or installed shall be Energy Star qualified, if applicable, 3. Any lighting fixture replaced or installed shall be Energy Star qualified and/or be fitted with energy efficient bulbs/tubes, 4. All rehabilitation will include attic insulation and, if appropriate, floor insulation, as well as sealing all exterior walls, unless such items are already in place, 5. Any replaced or new (for new home construction) HVAC unit shall have a SEER rating of at least 14. All construction and demolition contracts will be by and between the homeowner and the contractor. The Administrator may choose to publicly solicit a contractor pool, or may publicly advertise batches of proposed contracts. Contractors must be appropriately licensed by the Florida Department of Business and Professional Regulation. Contracts will require that change orders, if any, which cumulatively exceed $1,000 above the original contract amount will only be paid with CDBG funds if those change orders are to correct documented code violations based on a bona fide code violation report or to meet Section 8 Housing Quality Standards. The County, as well as the homeowner and the contractor, must approve all change orders prior to initiation of any additional work based on the change order, although the Administrator and the Countys staff designee may approve change orders not exceeding 1,000. Each payment request submitted by the contractor must be approved by the County (through the Administrator) and the homeowner. Final completion on each dwelling will be documented by all building related permit inspection approvals, certification by the contractor that all work required by the
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contract is complete and warranted for one year, as well as approval of the work and acceptance of final condition by the homeowner and the Administrator or housing rehabilitation specialist. All housing files must be adequate to provide information required from the County in the grant closeout process. This includes: a. A statement from the contractor that all items on the initial work write-up as modified through change orders have been completed; b. An acknowledgment that the housing unit meets the applicable local code and Section 8 Housing Quality Standards, signed and dated by the local building inspector or the local governments housing rehabilitation specialist; c. A signed statement by the housing unit owner, or his or her representative, that the work has been completed based on the work write-up and change orders. Should all requirements be fulfilled and the homeowner or his/her representative refuse to acknowledge completion of the work, the housing unit case file shall be documented with a statement detailing the stated reason for said refusal; d. This documentation shall be completed prior to the submission of the administrative closeout package and shall accompany the administrative closeout package when submitted to the DEO; and e. The following data will be provided by housing unit and summarized by activity as part of the administrative closeout for each activity providing direct benefit (i.e., housing rehabilitation, temporary relocation, hookups, etc.): 1. Address of each housing unit rehabilitated with CDBG funds, , the date the construction was completed on the housing unit, and the amount of CDBG funds spent on that housing unit. 2. Whether the household is headed by a female, the number of handicapped persons in the household, the number of elderly persons in the household, the LMI or VLI status of the household; the number of occupants in the household, categorized by sex; and the racial demographics of the household by number. The Board of County Commissioners may vote to waive provisions of this policy relating to limits of CDBG assistance and prioritization of applicants. Other waivers may also be granted, providing that the waivers do not violate federal or state CDBG requirements, or result in the need for a grant subgrant agreement modification that would reduce the Countys original grant application score below the fundable range. This policy is adopted by the Franklin County Board of County Commissioners on the ____ day of __________________, 2014
____________________________________ Chairman/Chairwoman, Board of County Commissioners
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Report to the Board of County Commissioners Feb. 4, 2014 1-Provide Board copy of Resolution adopted by the City of Apalachicola abolishing the Community Redevelopment Area established in 2010, and then recreating the same Area but using the current tax year. The reason for doing this is to create a CRA that will have a tax base that would show an increase over the prior year as the CRA receives funds if the tax base increases. From 2010 to 2013 the tax base of the CRA was still falling so the City is attempting to re-establish the CRA now that the tax base has stabilized 2- Inform Board that I attended a Consortium meeting in Tallahassee on Jan. 24 on behalf of the Chairman. The summary of the 4 hour meeting is that there are still no US Treasury rules, there is still no timeline for when the rules will be finalized, and there is no timeline when any fine or penalty resulting from the litigation between the federal government and BP will be available. There was a long discussion by some Consortium members about the long term role of the Consortium. Some members clearly believe the Consortium is going to be in existence for a long time, a timeline of 10 to 20 years. 3- The Board had asked at the last meeting for a report on funds available in local gas tax fund. There will approximately $1.6 M in construction funds available or approximately $325,000 per district by Sept. 30, 2014. Commissioner Jackel had asked about the cost of milled asphalt, and a current quote for milled asphalt from CW Roberts is $350 per truckload of milled asphalt delivered to the county yard on SR 65. A truckload is approximately 18 tons, or 18 cubic yards. How far that goes depends on the thickness the Road Dept. applies the milled asphalt. 4- Inform the Board that Mr. Doug Hattaway, The Nature Conservancy, has made contact with Capital City Bank about the acquisition of the Island View Motel. Capital City is willing to work with Mr. Hattaway on finding funding for the project. Mr. Hattaway is coming down in the near future to examine the property. 5- Inform the Board that Senator Montford has received the 5 community requests from Franklin County. It is his request that the county rank the requests in order of priority. The 5 submitted requests are: Apalachicola Drainage Project ($500K); Creekmore Channel ($1.5M); Eastpoint Channel ($2.5M); Bloomquist/Kilbourn County Park ($600K); Smokey Hollow Drainage ($300K). I advised his staff that I thought the Board would consider all the projects to be equally valuable to the county but the Board needs to provide the final direction. 6- Inform the Board that I met with Dr. Pete Vergot and other Univ. of Florida personnel on Thurs. Jan. 30 to discuss the possible relocation and expansion of the UF Extension Office. The current idea is to relocate the county extension office out of the Armory and into the old Estuarine Research Reserve Bldg at Scipio Creek. By putting the Extension Office in that location, the Univ. of Florida would also then
locate a lab and other programs and services into that one building. The lab would provide services associated with one of several oyster re-shelling programs that will soon be started in the Apalachicola Bay. At this time the City of Apalachicola does not have possession of the building, but the City does own the land and there is a reverter clause that if the building ceases to used by NOAA it will revert back to the City. It is believed that by allowing the University to set up an educational program in the building NOAA will let it revert back to the City. 7- Inform the Board that I have been reminded in an email by DEP that the county has a Final Order that says we will remove the debris from the damaged revetment on Alligator Point. The county has taken no steps to remove the debris. There are some FEMA funds available to remove the debris but the amount is uncertain as it would be the funds leftover after we finish building the new road across the 4 lots the county recently obtained. An older estimate for the debris removal was less than $100K and that amount of money should be remaining, although we have not yet gone to bid on the road construction. 8- Inform the Board that there is a problem utilizing the easement provided by the state for building the relocated Gulf Shore Blvd. The county had developed a preferred route which was slightly longer than the one approved by the state, but the county preferred route avoided a large wetland. The state park did not want a longer road across their property so they recommended to the Div. of State Lands a shorter route. On further review of the shorter route, there is a large wetland right in the middle of the easement, which will require extensive mitigation if a permit is issued to cross. I have contacted DEP Coastal Office, which has a Consent Order with the county ordering us to move Gulf Shore Blvd. and advised them that Div. of State Lands, which is in DEP, has created an easement for the county to use that now has a large obstacle in it. I am seeking assistance from DEPs Coastal Office to help resolve this issue, with the goal of letting the county go back to the easement we originally preferred which avoided the wetland. 9- Provide Board with copy of local state of emergency for the winter ice storm that hit the county Jan. 29 and 30.

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FRANKLIN COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING FRANKLIN COUNTY COURTHOUSE ANNEX FEBRUARY 2, 2014 9:00 AM AGENDA

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Recess (9:38 AM) Chairman Sanders called for a recess.

Reconvene (9:45) Chairman Sanders reconvened the Meeting.

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_____________________________ Cheryl Sanders, Chairman FCBCC Attest:

_____________________________ Marcia M. Johnson, Clerk of Courts

FRANKLIN COUNTY DEPARTMENT OF

Apalachicol a Cardboard Plastic,Paper, Glass, Aluminum

RECYCLE MATERIAL HAULED Eastpoint St George Carrabelle Lanark Island

REQUESTED ACTION: None

CEO Report Board of County Commissioners February 4, 2014

Avg since Dec 2, 2013 is 15

avg since Dec 2, 2013 is 14

Whaley Avg Visits/Day Linear (Whaley)

F o rt C o o m b s Armory & Convention center r e n o vat i o n s

Task 3 - FACILITY ANALYSIS report

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

Facility Condition - accessibility / CODE ANALYSIS

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

Facility Condition - accessibility / CODE ANALYSIS

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

Facility Condition - electrical AND HVAC

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory

Task 3 FACILITY ANALYSIS - 18 DECEMBER 2013

armory / convention center

fort coombs armory