HOWARD COUNTY BOARD OF COMMISSIONERS - SPECIAL CALLED MEETING –

MARCH 24, 2003

The Howard County Board of Commissioners met in Special Session on Monday, March 24, 2003, at 8:30 a.m. in Hearing Room No. 338 of the Howard County Administration Center. Those in attendance included President Bradley J. Bagwell, Vice President John B. Harbaugh and Member Paul J. Raver. Also present were County Attorney Larry Murrell, Personnel Administrator Wanda McKillip, and Auditor Martha Lake.

The meeting was called in order to consider acceptance of bids for office furniture in the Courthouse and to address any other pending miscellaneous issues. Approval of the minutes of the previous meeting held on March 17th, 2003 was deferred until the next regularly meeting scheduled for April 7, 2003.

Major Steve Rogers called the meeting to order and President Bradley J. Bagwell conducted the meeting.

IN THE MATTER OF COURTHOUSE RENOVATIONS:

Mr. William Bassett of William Bassett and Associates presented the following issues for information and approval:

1. Furniture Bid for Courthouse: (See page 4 March 17th, 2003 Minutes, “In the Matter of Opening Office Furniture Bids for Courthouse” for related discussion) One (1) bid was submitted at the previous Board of Commissioners meeting on March 17th, 2003 from Beckley Office Equipment in the amount of $151,965.56. County Attorney Larry Murrell found no legal problems in regard to the bid. Mr. Bassett reviewed the bid package and found all necessary documents on file and that the bid was in order. Mr. Bassett recommended acceptance of the bid.

Mr. Raver made a motion to accept the bid for office furniture for the Howard County Courthouse Renovation Project from Beckley Office Equipment in the amount of $151,965.56. Mr. Harbaugh seconded the motion, and it carried.

2. Other Courthouse Renovation Issues: Contractors are in the process of working on several floors of the building:

· The tile is nearly finished in the basement area.

· Work continues in the Juvenile Court area.

· Areas of the Circuit Court Judge’s Chambers are being demolished.

· Steel studs and walls have been put up in the new Public Defenders area.

· The temperature issue in the new Communications Room is currently being addressed. Mr. Bassett is evaluating installation of a supplemental air conditioning system, independent from the main system. A proposal will be presented at the next Commissioners’ meeting on April 7th. Presently, temporary air conditioning is being used.

· Also, a proposal will be presented to the Commissioners on April 7th regarding completion of the air handling system in the penthouse room.

IN THE MATTER OF MAINTENANCE DEPARTMENT ISSUE – Preventative Maintenance Contract:

(See pages 3 - 4, February 3, 2003 minutes, “In the Matter of Maintenance Department Issues”, Item 1, and page 3, March 3, 2003 minutes, “In the Matter of Maintenance Department Issues”, Item 3, for related discussion)

Maintenance Superintendent Thomas Harrison presented the modified contract with Siemens Building Technologies, Inc. for preventative maintenance at the Administration Center, Government Building, Kinsey Youth Center, and the Criminal Justice Center and portions of the Courthouse that are not currently covered by contracts from the Renovation Project. The agreement shall remain in effect for one (1) year beginning (retroactive to) January 1, 2003 through December 31, 2003 for a cost of $33,398.00. Either party may terminate the agreement prior to the expiration date by giving the other party 60 days written notice of the intent to terminate. This allows the process of open negations at renewal time.

Mr. Raver made a motion to approve the modified preventative maintenance contract for the buildings indicated at a cost of $33,398.00 with Siemens Building Technologies, Inc. for the year-2003. Mr. Harbaugh seconded the motion, which carried.

IN THE MATTER OF INFORMATION SYSTEMS MANAGER ISSUES:

Terry Tribby, Information Systems Manager, stated that the Circuit Court offices have been moved from their old area to their new area. They are totally disconnected from all the old wiring (data and phones) and connected to new wiring.

Additional Comment: County Attorney Larry Murrell said Judge Lynn Murray is ecstatic about the renovations to the Circuit Court office and areas.

Mr. Raver commended Mr. Tribby and his crew for their great work in synchronizing the wiring work during the renovation Project to accommodate involved offices to run well in the midst of the building and moving.

IN THE MATTER OF SHERIFF DEPARTMENT ISSUES:

Major Steve Rogers presented the following items for Commissioner information and approval:

1. Keefe Commissary Network Agreement: (See page 3) March 17th, 2003 minutes, “In the Matter of Commissary Agreement for Howard County Jail”, for related discussion) The County Auditor questioned Section 1 stating that the County agrees to buy the hardware for the sum of $16,891.00. First Sergeant Terry Sokol explained that the $16,891 purchase price only applies if the County terminates the contract prior to the three-year term, keeping the computer equipment and software furnished by Keefe. The agreement has been reviewed by the County Attorney and is ready to be considered.

Mr. Raver made a motion to accept the Keefe Commissary Network Agreement as presented and authorize the President to sign on behalf of the Commissioners. Mr. Harbaugh seconded the motion, and it carried.

2. Howard County Auction: Auctioneer Cartwright Ellis has agreed to conduct the 2003 annual County Howard County Auction Sale. Mr. Raver made a motion to set the date for the Howard County Auction Sale for Saturday, July 19th, 2003 at 10:00 a.m. and authorize Mr. Cartwright Ellis to be the auctioneer. Mr. Harbaugh seconded the motion, which carried.

IN THE MATTER OF PLAN COMMISSION PROPERTIES FOR APPROVAL:

Plan Commission Director, Glen Boise, presented the following issue for information and approval:

1. Case 3-CP-03 – twenty-nine (29) lots in The Greens at Wildcat Subdivision, Section 2, located at 3249 Crooked Stick Drive was approved on a motion made by Mr. Harbaugh. Mr. Raver seconded the motion and it carried.

IN THE MATTER OF PERSONNEL ADMINISTRATOR ISSUES:

Personnel Director Wanda McKillip presented the following issues for Commissioner information:

1. Healthy Habits for Life: County Extension Director Susan Neher will be conducting a series of lunchtime seminars on Thursdays, April 10th to May 15th from 12:00 noon to 1:00 p.m. in the Government Building. A fee of $10.00 per person will cover the cost of the entire series. (The money will be placed in the Extension Education Fund that is audited by the State Board of Accounts) Mrs. McKillip requested approval to include the seminar information with the employees’ paychecks.

Because the seminar series is an educational program put on by a county office, Mr. Raver made a motion to authorize the information to be circulated with the employees’ paychecks. Mr. Harbaugh seconded the motion, and it carried.

2. Commissioner Appointment Modifications:

a. Errors in the Commissioner Appointments for 2003 were corrected. Corrected copies will be distributed soon.

b. An appointment to the Howard County Economic Development Commission (Bona Vista) was overlooked. Mr. Tom Harrison’s four (4) year term expired on January 31st, 2003. Mr. Harrison will present the appointment to the City Council tonight. Based on the City Council’s recommendation, the Commissioners will make the appointment at their April 7th meeting.

IN THE MATTER OF MAPPING DEPARTMENT ISSUES – Mapping Contract:

(See page 6, March 17th, 2003 minutes, “In the Matter of Mapping Department Issues”, Item 2, for related discussion)

Attorney Larry Murrell, together with Mapping/Property Records Coordinator & Drafts Person Jamie Shepherd, reviewed the Professional Services Agreement with Randall Miller and Associates. The agreement will authorize Mr. Miller to complete the horizontal and vertical controls enabling the new aerial photographs to be shot using the proper scale. The agreement states that the cost shall not exceed $9,950.00. A Certificate of Liability Insurance was submitted by Mr. Miller.

Mr. Harbaugh made a motion to approve the Professional Services Agreement with Randall Miller and Associates and authorize the President to sign on behalf of the Commissioners. Mr. Raver seconded the motion, which carried.

IN THE MATTER OF EMERGENCY MANAGEMENT AGENCY ISSUES:

Mr. Larry Smith, Director of Emergency Management, presented the following two (2) grant applications for Commissioner approval:

1. Community Emergency Response Team (CERT) Sub-grant Agreement: The purpose of the Agreement, based on population size, is to enable the State to make a sub-grant to the County from the FEMA Federal Fiscal Year 2002 Supplemental Funding Grant in the amount of $2,798.60. The funds are allotted for the State to train three (3) people in Howard County to serve on a CERT Team in the event of a disaster situation. A representative from the Emergency Management Agency, Fire Department and a Police Agency are recommended for the training. These representatives will then train 12 civilian people. This program will be funded by a grant of $2,798.60 for each year to train new groups of people to organize CERT Teams. The training will consist of minor duties identified in the grant package, such as first aid and how to put out small fires with a fire extinguisher in the event of a disaster situation. The agreement application must be submitted to the State by April 16, 2003.

Mr. Raver made a motion to authorize the application of the Community CERT Sub-grant Agreement in the amount of $2,798.60, naming Mr. Larry Smith as the local contact person and authorize the President to sign on behalf of the Board. Mr. Harbaugh seconded the motion.

The County Attorney noted that the Agreement states that it is the responsibility of the County to be in compliance with all of the terms of the Agreement. In signing the document, the Commissioners are in agreement and will comply with the Wild and Scenic Rivers Act of 1968, the National Historic Preservation Act of 1966, Public Law 93-348 regarding the protection of human subjects involved in research, the Laboratory Animal Welfare Act of 1966, and the Lead-Based Paint Poisoning Prevention Act, and others.

Mr. Harbaugh withdrew his second to the motion. Mr. Bagwell vacated the chair to second the motion, which carried two (2) to one (1) as follows:

John Harbaugh Nay

Paul Raver Aye

Bradley Bagwell Aye

2. Local Emergency Planning Sub-grant Agreement: This Agreement is between the State Emergency Management Agency and the County, based on population size, in the amount of $17,888.62 for the purpose of completing an analysis of different types of hazards in Howard County. The project must be completed by December 16th, 2003. The agreement offers two (2) options. Option 1: Hire a consultant / plan writer to review the plans and integrate them along with a hazardous analysis plan. Option 2: The County will complete the plans using county employees, volunteers and/or contractors. Mr. Smith recommended Option 2 because many of the plans have already been accomplished and the County has its own contractors that can complete the work by the deadline.

Mr. Raver made a motion to authorize the application for the Local Emergency Planning Sub-grant in the amount of $17,888.62, naming Mr. Larry Smith as the local contact person and authorize the President to sign on behalf of the Board. Mr. Bagwell vacated the chair to second the motion, which carried two (2) to one (1) as follows:

John Harbaugh Nay

Paul Raver Aye

Bradley Bagwell Aye

IN THE MATTER OF CHILD ABUSE PREVENTION MONTH:

Ms. Paula Adair, Vice Chairman of the Board of Directors of the Howard County Prevent Child Abuse Council, stated that April is Child Abuse Prevention Month, both nationally and statewide. The Howard County Prevent Child Abuse Council conducts many activities through the year and requests the Howard County Board of Commissioners to prepare a proclamation declaring the month of April to be designated as Child Abuse Prevention Month throughout Howard County.

Mr. Harbaugh made a motion to authorize the County Attorney to prepare a proclamation to be presented at the April 7th meeting naming April 2003 as Child Abuse Prevention Month for Howard County. Mr. Raver seconded the motion, and it carried.

IN THE MATTER OF COMMISSIONER ISSUES:

There were no issues presented for discussion at this time.

There being no further business before the Board at this time, Mr. Raver made a motion to adjourn. Mr. Harbaugh seconded the motion and it carried. The meeting closed at 9:30 a.m.

THE HOWARD COUNTY BOARD OF COMMISSIONERS

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BRADLEY J. BAGWELL, PRESIDENT

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JOHN B. HARBAUGH, VICE-PRESIDENT

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PAUL J. RAVER, MEMBER

ATTEST:

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MARTHA J. LAKE, AUDITOR

Commissioner Minutes, March 24, 2003