Commission Minutes

SEPTEMBER 18, 2008 46TH DAY OF
THE JULY ADJOURN TERM

The County Commission met in the Commission Office at 12:50 p.m. pursuant to
adjourn with all members present and the following proceedings were had and made a
matter of record.

SHERIFF RUSSELL
REPLACEMENT VEHICLE

Sheriff Russell spoke to the Commission via the telephone regarding the
replacement of one of the patrol vehicles that had recently been wrecked. Sheriff Russell
noted that insurance would issue a check for $15,500 however to replace the vehicle there
is a $7,500 difference and requested that the Commission allow those funds to come from
the contingency fund.

Sheriff Russell explained that the wrecked vehicle had around 60-70,000 miles
and would not have been scheduled to be replaced this next year. Commissioner
Herschend asked Tressa Luttrell, County Administrator if replacing this vehicle would
need to be bid out. Ms. Luttrell answered yes, that even the difference in the price is over
the bid limit.

Sheriff Russell questioned why they couldn’t use the previous bid. Ms. Luttrell
explained that if it had been an annual bid, no matter how many vehicles was purchased
would have been alright, however the county bid out for a specific number of vehicles.

Commissioner Strahan asked when the state bids would be awarded. Both Ms.
Luttrell and Sheriff Russell noted that they start in October and go through December.
Commissioner Herschend made a motion to have Ms. Luttrell bid out for the replacement
of the vehicle. After a brief discussion, Commissioner Strahan seconded the motion.
The motion passed by vote: Pennel (yes), Herschend (yes), Strahan (yes).

SEPTAGON
MONTHLY UPDATE

Discussions were had on various issues concerning the new Judicial Facility and
some recent issues that had arrised since the building had been occupied.

• Rental Boxes are in the location of the new parking lot and will need to be
emptied out by Wednesday, September 24th and moved. Commissioner
Herschend to notify the Sheriff.
• The location of the current dumpster at the Courthouse will not be accessible once
the new parking lot is constructed. John Lavender, Maintenance Supervisor to
coordinate with road & bridge and relocate to the area where the old tower is
located.
 • Problems with the elevators and who is allowed to use the “Judges” elevator was
discussed. Both Septagon and HMN noted that it was a code issue and therefore
would need to be a policy and procedure clarification.
• Ms. Luttrell was directed to keep a list of all issues, requests, etc. through the end
of October and that the building to proceed as is, then all parties come back
together and discuss the list and possible resolutions.
• The Laundry Room does not have automatic soap dispensers and is not in the
specs as such. Mr. Lavender directed to contact his vendors and have them locate
a self feeding dispenser.
• HMN is working on the resolution to make the granite on the staircase slip
resistant.
• Ms. Luttrell to get some verbiage for three door locations noting that they are
emergency exits only and will sound an alarm if opened. Mike Smith,
Construction Manager will also look at an audible alarm.
• Circuit Clerk Neal is looking for an answer per Judge Orr’s request to place
vending/soda machine in the Jury Assembly room. At this time no decision has
been made.
• HMN to get back with the Commission by 9/24 regarding liquidated damages.
• Jury seats, foot rails and benches were again discussed as per the Judges request
and will be addressed along with the other issues at the end of October.
• Metroplex to verify all UPS locations are working correctly.
• The stack for the emergency generator was discussed as requested by a citizen.
Mr. Lavender to purchase a carbon dioxide detector and the county to look at
additional pipe as well.

Commissioner Strahan made a motion to deny RFI 197 requesting an additional
$1,340.00 for the glass adjacent to door 160-A as HMN does not see the justification in
the request. Commissioner Herschend seconded the motion. The motion passed by vote:
Pennel (yes), Herschend (yes), Strahan (yes).

Commissioner Strahan made a motion to deny RFI 338 requesting an additional
$1,022.00 for additional wiring for the clothes dryer exhaust fan as Henderson Engineers
does not believe the County should be responsible for any additional costs.
Commissioner Herschend seconded the motion. The motion passed by vote: Pennel
(yes), Herschend (yes), Strahan (yes).

Commissioner Herschend made a motion to proceed in not asking for a deduction for the
deletion of shelving in the dayroom video visitation units but to construct the remaining
shelves as recommended by Karen Opplinger from HMN. Commissioner Strahan
seconded the motion. The motion passed by vote: Pennel (yes), Herschend (yes),
Strahan (yes).

Commissioner Strahan made a motion to approve PR #53 for a credit of $6,452.00 to
delete bypass valves that were not needed. Commissioner Pennel seconded the motion.
The motion passed by vote: Pennel (yes), Herschend (yes), Strahan (yes).
Commissioner Herschend left the meeting at 3:03 p.m.

RECESS
3:14 p.m.

Minutes taken and typed by Tressa Luttrell.