MARIANNA CITY COMMISSION REGULAR MEETING January 5, :00 P.M. Mayor Ephriam gave the invocation and led the Pledge of Allegiance.

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1 MARIANNA CITY COMMISSION REGULAR MEETING January 5, :00 P.M. The Marianna City Commission met on the above date and time. Mayor Ephriam called the meeting to order. City Clerk, Kimberly J. Applewhite, called the roll. Members present were: Mayor Travis Ephriam, Kenneth Hamilton, John Roberts, Allen Ward, II and Rico Williams. Mayor Ephriam gave the invocation and led the Pledge of Allegiance. Commission voted unanimously to remove item 10-M, Request for Replacement of City of Marianna AED's and add item 13-D, Arbor Day Proclamation. Upon a motion by Commissioner Ward, with a second by Commissioner Roberts, the Commission voted unanimously to adopt the minutes for December 1, Melinda Gay, Administrator of the Marianna Health and Rehabilitation Center reported that the Center was doing well financially. She also informed the Commission that the building permit has been issued and demolition has started on the Center's expansion. The census for November 2015 was at 87.7%. Groundbreaking for the expansion will be held on February 2, 2016 at 4:00 p.m. At this time Mayor Ephriam recognized Charley Curry of the Street Division of the Public Works Department as employee of the quarter. Lekeria Williams was the Marianna Health and Rehabilitation Center employee of the quarter. Mayor Ephriam recognized Jason Carnley for his 5 years of service to the City of Marianna. Tom Conley, of Florida League of Cities, presented the City with a check in the amount of $16,000 for return of premium on the City s property and workers comp insurance. He also presented a check in the amount of $3,400 to the Marianna Health and Rehabilitation Center. Mr. Chalmers Wilson, III gave a presentation of the west end of Marianna. He is asking the Commission for support in working with him to have the west end recognized by the Florida Historical Society. Mr. Willie Mack addressed the Commission and expressed concern for the intersection at Liddon and Lafayette Street. Commissioner Roberts requested City Manager Jim Dean contact the Florida Department of Transportation regarding this intersection and the possibility of a traffic light at the McDonalds on Lafayette Street. Ms. Beth Davenport expressed concern about vehicle noise on West Manor Drive and

2 also would like the Commission to consider installing tornado sirens. City Manager, Jim Dean, read proposed Ordinance #1033 by title: AN ORDINANCE OF THE CITY OF MARIANNA, FLORIDA ENACTED PURSUANT TO THE PROVISIONS OF FLORIDA STATUTES, SECTION PROVIDING FOR THE ANNEXATION INTO THE CORPORATE LIMITS OF THE CITY OF MARIANNA CERTAIN REAL PROPERTY OWNED BY CAROL HARRISON, JOEL T. MURPHY AND GEORGE S. MURPHY INTO THE CITY OF MARIANNA, WHICH CONSISTS OF PROPERTY CONTIGUOUS TO THE EXISTING CORPORATE LIMITS OF THE CITY OF MARIANNA; PROVIDING FOR PUBLICATION OF THE ORDINANCE IN A NEWSPAPER OF GENERAL CIRCULATION WITHIN THE CITY; PROVIDING FOR THE FILING OF A CERTIFIED COPY OF THE ORDINANCE AS ADOPTED WITH THE CLERK OF THE CIRCUIT COURT AND WITH THE DEPARTMENT OF STATE OF THE STATE OF FLORIDA; AND PROVIDING FOR AN EFFECTIVE DATE. This was the final reading. There were no comments from the audience. Commission voted unanimously to adopt proposed Ordinance #1033 annexation of property owned by Carol Harrison, Joel T. Murphy and George S. Murphy. City Manager, Jim Dean, read proposed Ordinance #1034 by title: AN ORDINANCE OF THE CITY OF MARIANNA, FLORIDA ENACTED PURSUANT TO THE PROVISIONS OF FLORIDA STATUTES, SECTION PROVIDING FOR THE ANNEXATION INTO THE CORPORATE LIMITS OF THE CITY OF MARIANNA CERTAIN REAL PROPERTY OWNED BY THOMAS L. EPHRIAM AND VINNIE EPHRIAM INTO THE CITY OF MARIANNA, WHICH CONSISTS OF PROPERTY CONTIGUOUS TO THE EXISTING CORPORATE LIMITS OF THE CITY OF MARIANNA; PROVIDING FOR PUBLICATION OF THE ORDINANCE IN A NEWSPAPER OF GENERAL CIRCULATION WITHIN THE CITY; PROVIDING FOR THE FILING OF A CERTIFIED COPY OF THE ORDINANCE AS ADOPTED WITH THE CLERK OF THE CIRCUIT COURT AND WITH THE DEPARTMENT OF STATE OF THE STATE OF FLORIDA; AND PROVIDING FOR AN EFFECTIVE DATE. This was the final reading. There were no comments from the audience.

3 Commission voted unanimously to adopt proposed Ordinance #1034 annexation of property owned by Thomas L. Ephriam and Vinnie Ephriam. The City of Marianna awarded a contract to Cathey Construction to rehab the City's airport terminal building. When the project was originally developed it was known there would be limited funds and so the scope of work was minimized to try and keep the project within the funds available. One aspect that was not included originally was the renovation of the bathrooms in the pilots lounge area. With the additional funding that DOT has allowed to be brought into the project, funding is adequate to pay for the additional improvements. Commission voted unanimously to approve Change Order No. 1 of the Marianna Airport Hangar Renovation project, remodel of the bathroom in the pilots lounge area. The original project cost was $729, and with the change of the project the new contract price is $739, This is 100% grant funded. Jackson County Hospital (JCH) is preparing to construct a new urgent care facility at the intersection of State Hwy 71 and State Hwy 90. They would like to hook onto the City's natural gas system and use CDBG funds to pay for the connection. Since the project lies within the unincorporated area of Jackson County and the County does not own the natural gas services, the Florida Department of Economic Opportunity (DEO) requires an interlocal agreement between the County and owner of the natural gas utility for the long term care and maintenance. This interlocal agreement is a requirement of DEO in order to use State grant funds to pay for running natural gas to the site where the facility will be located. The city attorney and staff have reviewed the agreement and recommends the City authorize executing the agreement, subject to there being no substantive changes. Commission voted unanimously to authorize the City to enter into the interlocal agreement between the City and Jackson County subject to there being no substantive changes. The City was awarded funding by Florida Department of Environmental Protection (FDEP) under the SRF for a major sewer rehabilitation project to the City's sewer collection system. The project has allowed the City to line and replace over 12 miles of the sewer collection system and smoke test the remaining system. The project is now complete and the loan portion needs to be converted from a construction type loan to permanent long term fixed rate loan by an amendment to the grant and loan agreements. Due to the timing of the completion of construction SRF required the City to do the subject amendment before the January regular commission meeting and this now requires the city to ask the commission to acknowledge this requirement. Commission voted unanimously to concur and accept the action taken by the City in executing

4 the amendment as described above. The City of Marianna has completed the Road Project Phase III, all work has been completed and the work has been accepted by the city's engineer, David H. Melvin, Inc. and city staff. The final pay request has been submitted along with a Final Change Order (#1). The change order is an increase in time only. City staff has inspected the work and has worked with the contractor Gulf Asphalt to close out the project. The engineer is recommending a time extension of 69 days due to weather and additional work required. Staff recommends approval of the Change Order. Upon a motion by Commissioner Williams, with a second by Commissioner Ward, the Commission voted unanimously to authorize approval of Change Order No.1, Final Change Order for Road Project Phase III, with a time extension of 69 days due to weather and additional work required. The City of Marianna was awarded $696, by FDOT under Small Community Outreach Program (SCOP). These funds are to be used for resurfacing of Clinton Street (Madison West to Wynn) and Green Street (Hwy 90 North just past the Library). The City is required to execute a SCOP agreement in order to use these funds. City staff and the city attorney have reviewed the agreement and find it to be acceptable in form. It is recommended the City execute the agreement and resolution as required by FDOT. Commission voted unanimously to authorize the City to execute the SCOP agreement and approve Resolution No to accept SCOP funding for the resurfacing of Clinton Street and Green Street. This is 100% grant funded. The City of Marianna was awarded $696, by FDOT under Small Community Outreach Program (SCOP). These funds are to be used for resurfacing of Clinton Street (Madison West to Wynn) and Green Street (Hwy 90 North just past the Library). This project will require the services of an engineer for design, bidding and some administrative services. The City has a continuing contract for engineering services with Alday-Howell Engineering, Inc. and they have provided a task order to provide the services described above. City staff and the city attorney have reviewed the agreement and find it to be acceptable in form. It is recommended the City execute the task order for engineering services. Commission voted unanimously to authorize the City to execute Task Order No. 18 between the City of Marianna and Alday-Howell Engineering, Inc. for engineering Services for Clinton-Green Streets SCOP in the amount of $61, The City of Marianna was awarded $696, by FDOT under Small Community Outreach Program (SCOP). These funds are to be used for resurfacing of Clinton Street (Madison West to Wynn) and Green Street (Hwy 90 North just past the Library). The City has

5 agreed to move forward with resurfacing Clinton and Green Streets, however, the water lines under the road are over 50 years old and replacement of these lines should be a consideration of the project. The potential engineer for the project has provided conservative estimates for water line replacement for the Commissions consideration. The cost of the water line replacement can be funded from the City's Utility Fund Reserves. Although it is difficult to spend the funds at this time it would not be in the best interest of the City to NOT replace the water lines. The estimated engineering costs are $29, and estimated permitting costs $3, The estimated cost to do Clinton Street water main replacement (if constructed under roadway) is $203, Estimated cost to do Green Street water main replacement (if constructed under roadway) is $172, Commission voted unanimously to authorize the City to enter into a task order with Alday- Howell Engineering, Inc., for design and permitting services for water line replacement in Clinton and Green Streets. The City, FDOT and Marianna High School have been in discussions about providing additional lighting on Caverns Road from Citizens Lodge North-Northeast to Russell Road. The High School has concerns about the lack of lighting at the High School and adjacent to the High School sports complex. FDOT is prepared to assist with the cost of the lighting but does not want to have a gap in the lighting from the Chipola River North-North-East to MHS. Based on discussions with FDOT they would consider increasing the City's existing lighting agreement to accommodate the additional lights on Caverns Road if the City is prepared to work with FPU to have the lights installed under the City's existing franchise agreement with FPU. If FDT were to agree to increase the existing lighting agreement amount the additional cost to the City would be covered. Based on this information it is recommended the City move forward with this concept and approval of the project subject to FDOT revising or issuing a new lighting agreement to the City. Commission voted unanimously to approve the concept and project subject to FDOT issuing a new lighting agreement to the City. The City has an engagement letter dated May 5, 2014 in connection with audit services provided by Carr, Riggs and Ingram (CRI) for fiscal years ending through September 30, 2014, 2015 and In an effort to meet the needs of their clients, CRI has expanded the considerations included in the engagement letters to include "Electronic Date Communication and Storage and Use of Third Party Service Provider". This is item was tabled until the next regular commission meeting so Sara Applewhite can attend and explain this item. There is work currently going on that is part of the ongoing FRDAP grant project at the MERE Complex. Grant work called for 12 RV sites to be placed at the complex. The conduit has been ran to the sites and FPU is in the process of installing the transformer for the sites. Staff request approval to install remaining electrical wiring and individual utility boxes that are

6 needed at each site in order to complete the project. Three bids were received to perform the work as follows: S & S Electric $ 12, Ben Morse Electric $ 13, Coastal Electric $ 14, Staff recommends to award the electrical contract to the low bidder, S & S Electric of Marianna in the amount of $12, for the installation of electrical panel boxes and wiring for 12 RV site hookups. Commission voted unanimously to approve the recommendation to award the bid to the low bidder, S & S Electric of Marianna in the amount of $12, for the installation of electrical panel boxes and wiring for 12 RV site hookups. In the budget, the City Commission approved $10,000 in Capital outlay for a new equipment pole barn to be installed at the MERE Complex. Staff has received the following three bids: Marianna Truss $ 4, Dixieland Metal $ 5, Panhandle Lumber & Supply $ 5, barn. These prices are for the kit only. Staff will get prices for someone to construct the pole Commission voted unanimously to approve the recommendation to purchase a pole barn kit from Marianna Truss in the amount of $4, for the MERE Complex. Marianna Health and Rehabilitation Center is in need of a part-time employee to fulfill a receptionist role on the weekends. The employee would be responsible for answering the telephone and directing visitors on the weekend at the Center. The Center is also in need of a full-time employee that assists the admissions director. The admissions administrative assistant would be responsible for administrative and clerical work that would allow the current admissions director to market the facility on a regular basis. Commission voted unanimously to approve the recommendation to approve the job descriptions submitted by staff for the part-time receptionist and the admissions administrative assistant.

7 Upon a motion by Commissioner Williams, with a second by Commissioner Ward, the Commission voted unanimously to adopt Resolution No , A Resolution Supporting The Healthiest Weight Florida Initiative. Commissioner Williams inquired about when the McClane Center building would be painted. He also told staff about a garbage problem around the old Pollock's Grocery Store on Old Cottondale Road. Elmore Bryant wanted to know when the CRA would be established for the west end of Marianna. He hopes to see it on the agenda in the near future. Commissioner Roberts told Mr. Bryant that research showed that if a CRA had been established over the last five years the properties would have generated minimal funds and it could cost up to $80,000 to establish a CRA. Mayor Ephriam commended City staff on the Christmas lights and the Christmas party. Mr. Dean informed the Commission that the City had been awarded the Rural Infrastructure Fund Grant in the amount of $288,000, to conduct a feasibility study for utilities for the potential major development south of Campbellton. Mr. Dean informed the Commission that a Consultant Review Committee had been established for the feasibility study project. Mr. Dean, Joe Richey and Commissioner Ward will be reviewing the proposals on January 28th. Mr. Dean told the Commission that the contract for running the concession operations at the MERE Complex had expired and the City would be taking proposals. Upon a motion by Commissioner Roberts, with a second by Commissioner Ward the Commission voted unanimously to adopt the proclamation proclaiming Arbor Day. City Attorney, Matt Fuqua, told the Commission that a meeting with Jackson County Board of Commissioners regarding Fire Station #2 would be held the next day (January 6, 2016). If no agreement can be reached at this meetings then the two boards would meet.

8 There being no further business the meeting was adjourned. Mayor-Commissioner Attest: City Clerk