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LET'S SAY LEADING TO EVERYONE, BOARD
[Call to Order]
MEMBERS.WELCOME TO OUR 2025 SUPERVISOR SPECIAL, SPECIAL CALLED MEETING.
I WILL NOW CALL THIS MEETING TO ORDER BOARD MEMBERS.
WE HAVE YOUR AGENDA IN FRONT OF YOU TONIGHT, AND TONIGHT WE HAVE TWO
[New Business]
NEW BUSINESS ITEMS, ONE BEING THE AWARD FOR THE LANDSCAPING AND TURF MAINTENANCE CONTRACT, AND THE OTHER NUMBER TWO BEING REVISIONS TO THE EMPLOYEE POLICY AND PROCEDURE MANUAL.THE FIRST BUSINESS OF ORDER IS THE AWARD FOR LANDSCAPING AND TURF MAINTENANCE CONTRACT.
I WILL NOW TURN THE MEETING OVER TO MS. PERKINS.
THANK YOU, MR. CHAIRMAN, UH, MEMBERS OF THE BOARD.
I AM, UM, PLEASED TO BRING THIS ITEM BEFORE YOU TONIGHT, UH, BECAUSE THIS HAS BEEN QUITE A LABOR OF LOVE, UH, FOR SEVERAL OF US HERE IN THE COUNTY.
AND, UH, I, I, I MEAN THAT TRULY.
SO, IT'S VERY EXCITING BECAUSE THIS IS THE FIRST INVITATION FOR BID THAT, UH, WE HAVE GONE THROUGH SINCE WE REVISED AND UPDATED OUR PURCHASING POLICIES EARLIER THIS YEAR.
AND, UH, WE TOOK A, WE TOOK SOME TIME WITH THIS ONE, BUT WE WANTED TO MAKE SURE WE WERE DOING IT RIGHT AND ESTABLISHED, ESTABLISHING GOOD PROTOCOLS AND GOOD PRECEDENTS AS WE MOVE TOWARDS THE FUTURE.
SO, UH, AGAIN, UH, CALL ME A LITTLE GEEK GEEK, BUT, UM, THIS, THIS IS EXCITING STUFF FOR ME WHEN, WHEN WE GET TO, UM, IMPLEMENT THESE, UH, THESE CHANGES THAT, THAT WE'VE BEEN WORKING SO DILIGENTLY ON.
UM, AND THIS WAS REALLY THANKS TO THE WONDERFUL WORK OF DEPUTY COUNTY ADMINISTRATOR, MR. BROWN, HERE TO MY RIGHT, MS. ANN FINNEY, MS. JOANIE CARLSON IN MY OFFICE THAT WERE ABLE TO BRING THIS TO YOU BEFORE YOU TODAY.
SO THE COUNTY PUT OUT AN INVITATION FOR BID FOR LANDSCAPING, TURF MAINTENANCE AND SNOW REMOVAL SERVICES.
AND, UH, WE WENT THROUGH THE, THE BIDDING PROCESS.
WE HAD THE BID OPENING, UH, BACK ON JULY 16TH.
UM, WE RECEIVED, UH, FOUR BIDS, UH, ACTUALLY, SO WE HAD, UM, WHAT, WHAT WE CONSIDER TO BE GREAT TURNOUT.
I THINK OFTENTIMES IT'S, IT'S, UH, A LITTLE HARD TO GET FOLKS TO COME OUT TO SURREY.
UH, BUT WHAT WE, WHAT WE SAW THROUGH THIS, UH, PROCUREMENT EFFORT WAS THAT, UH, WE CAN GET INTERESTED VENDORS TO, TO COME OUT.
SO WE WERE VERY, VERY PLEASED, UH, WITH THAT TURNOUT.
IN REVIEWING THE BIDS, WE FOUND THAT THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, AND WHEN YOU DO AN IFB, THOSE ARE, THAT'S WHAT YOU NEED TO LOOK AT, UH, WHO IS RESPONSIVE IN THAT.
THEY MET ALL THE REQUIREMENTS THAT WERE SET OUT IN THE, IN THE IFB AND, UM, SUBMITTED ALL OF THE INFORMATION THAT WAS, AGAIN, REQUIRED IN THE IFB AND ALSO THAT THEY'RE FOUND TO BE RESPONSIBLE.
SO, UH, SOMEONE WHO, A COMPANY THAT CAN, CAN PERFORM THE WORK THAT HAS A DEMONSTRATED RECORD OF PERFORMING THE WORK.
UM, SO WE FOUND THAT THE LOWEST RESPONSIVE AND RESPONSIBLE BID BIDDER WAS A COMPANY CALLED A LAWN BEAUTICIAN INC.
AND, UM, THE TOTAL PROJECT COST IS 141, UH, DOLLAR, OH, EXCUSE ME, $141,980 AND 77 CENTS.
AND THAT IS FOR AN ANNUAL CONTRACT, AND THAT IS TO PERFORM THE LANDSCAPING AND TURF MAINTENANCE FOR ALL COUNTY, UH, FACILITIES AND PROPERTIES.
AND WHAT WE INCLUDED IN THE IFB WERE ACTUAL MAPS AND GIS COORDINATES OF WHERE THESE PROPERTIES WERE.
WE HAD ANYONE WHO WAS INTERESTED IN SUBMITTING A BID COME AND DO A SITE VISIT, AND WE ACTUALLY TOOK THEM AROUND.
UH, MS. FINNEY TOOK THEM AROUND TO SHOW THEM ALL OF THE DIFFERENT LOCATIONS.
AGAIN, ALL OF THIS IN AN EFFORT TO ENSURE THAT, UH, ANYONE WHO DECIDED TO BID ON THE PROJECT HAD A FULL UNDERSTANDING OF WHAT THE SCOPE OF WORK WOULD, WOULD IN FACT BE.
SO, UM, BRINGING BEFORE YOU TODAY THE, THE DRAFT CONTRACT, UH, FOR APPROVAL AND HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.
AND I'M SORRY, ONE MORE THING I WANTED TO POINT OUT.
UM, ORIGINALLY THE IFB INCLUDED SNOW REMOVAL, BUT WE ACTUALLY DECIDED THAT WE WERE NOT GOING TO AWARD THAT PORTION OF IT.
UH, WE ARE GOING TO BE LOOKING TO DO ANOTHER IFB OR ANOTHER TYPE OF SOLICITATION FOR SNOW REMOVAL IN THE FUTURE.
WE ARE ABLE TO REMOVE THAT PIECE OF THE SCOPE OF SERVICES BECAUSE WE SPECIFICALLY INDICATED IN THE IFB THAT WE HAD THE ABILITY TO DELETE CERTAIN SECTIONS IF WE, IF WE MADE THE DETERMINATION THAT WAS IN THE BEST INTEREST OF THE COUNTY.
SO THE, THE CONTRACT IS FOR, UM,
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LANDSCAPING AND TURF MAINTENANCE, NOT FOR SNOW REMOVAL.SO JUST WANTED TO MAKE THAT CLARIFICATION.
AND AGAIN, I'M HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE ABOUT IT.
THANK YOU FOR THAT MS. PERKINS, AND I REALLY APPRECIATE YOU FOR TAKING THE TIME TO EXPLAIN THE, TO US THE, UH, NEW PROCESS THAT WE HAVE RIGHT HERE IN THE COUNTY.
GLAD TO SEE IT'S GOING TO WORK.
UM, WITH THAT BEING SAID, BOARD MEMBERS, DO YOU HAVE ANY QUESTIONS PERTAINING TO THE, UM, CONTRACT THAT MS. PERKINS JUST, UH, WENT WORK WITH US? HEARING NONE, I WILL NOW ASK IF THE, THERE IS A MOTION ON THE TABLE, UM, TO APPROVE OR DISAPPROVE THE CONTRACT, UH, FOR LANDSCAPING OF TURF MAINTENANCE FOR LAWN AND BEAUTICIAN SERVICES.
MR. CHAIRMAN, SUPERVISOR ELLIOT, I MOVE THAT, UH, WE WOULD APPROVE THE CONTRACT RECOMMENDATION FROM OUR STAFF FOR, UH, LAWN CARE AND TURF LANDSCAPING WITH LAWN BEAUTIFICATION INCORPORATED THE CONTRACT OF AMOUNT OF $141,980 AND 77 CENTS.
THANK YOU FOR THAT SUPERVISOR, ELLIOT.
IT'S BEEN PROPERLY MOVED BY SUPERVISOR ELLIOT.
SECOND BY SUPERVISOR DREW THAT WE APPROVE AND AUTHORIZE THE COUNTY TO EXECUTE THE CONTRACT FOR LINE PETITION FOR A RENEWAL OF ANNUAL SERVICE OF $141,980 AND 77 CENTS.
ARE THERE ANY QUESTIONS FOR ONE SECOND, MS. PERKINS? UH, YES.
JUST JUST TO CLARIFY, THIS IS A NEW CONTRACT, NOT A RENEWAL.
UH, THE CONTRACT DOES HAVE A PROVISION FOR RENEWALS IN THE FUTURE.
UM, THE, THE CONTRACT TERM IS FOR ONE YEAR WITH FOUR ONE YEAR RENEWALS FOLLOWING THAT.
ALRIGHT, THANK YOU FOR THAT CLARIFICATION FOR THAT MS. MS. PERKINS.
SO THE, UH, THIS CONTRACT IS FOR ONE YEAR.
UM, IT'S, UM, IS THERE ANY DISCUSSION ON SAY A MOTION? I HAVE ONE QUESTION ON MY MOTION.
WHEN WILL THE CONTRACT GO IN EFFECT? WHAT'S THE EFFECTIVE DATE OF THE CONTRACT? THE EFFECTIVE DATE OF THE CONTRACT WILL BE AS SOON AS BOTH PARTIES SIGNED.
SO ONCE WE OBTAIN BOARD APPROVAL THIS EVENING, BECAUSE THIS CONTRACT IS EXCEEDS $50,000, IT HAD TO GO TO FOR THE BOARD'S APPROVAL PER OUR POLICY.
SO, UM, WE WILL FIRST THING TOMORROW MORNING, WE WILL SEND IT TO THE VENDOR AS SOON AS THEY GET BACK TO US WITH A SIGNATURE, MR. MR. HARRISON WILL SIGN ALL APPROVED VEST FORM AND LEGAL SUFFICIENCY AND THEN WE WILL BE ABLE TO START THE WORK IMMEDIATELY.
UH, AND IS THERE ANY OTHER QUESTIONS ON SAID MOTION? WELL, THE MOTION ON THE FLOOR IS TO APPROVE THE AWARD AND AUTHORIZE THE COUNTY ADMINISTRATOR TO EXECUTE, EXECUTE THE CONTRACT WITH LINE BEAUTICIAN INCORPORATED.
HEARING THAT WE NOW GO AHEAD AND VOTE.
ALL IN FAVOR OF SAID MOTION, SIGNIFY YOUR VOTE BY SAYING AYE A.
NEXT ON OUR AGENDA TONIGHT, WE WILL HAVE THE REVISION TO EMPLOYEE POLICY AND PROCEDURE MANUAL.
I'LL NOW TURN THE MEETING OVER TO INTERIM ADMINISTRATOR, MR. HARRISON.
CHAIRMAN PIERCE BOARD MEMBERS ASSEMBLED MRS. PERKINS CITIZENS AND STAFF.
UM, WOULD LIKE TO AT THIS TIME, UM, SAY THAT WE DO HAVE A PROPOSED REVISION TO THE SUR COUNTY AND EMPLOYEE POLICY AND PROCEDURE MANUAL, UH, PERTAINING TO BENEFITS AND HEALTH, DENTAL AND VISION COVERAGE.
UH, AND I WOULD LIKE AT THIS TIME, OUR HUMAN RESOURCES DIRECTOR, MRS. DESIREE CREIGHTON BARNES, TO COME FORTH AND PRESENT THAT TO US, TO THE BOARD AND PUBLIC.
CHAIRMAN PEA AND BOARD MEMBERS.
AND, UH, CITIZENS, UM, THE PROPOSED REVISION IS TO CHA CHAPTER FOUR, SECTION TWO, CHAPTER FOUR IN OUR POLICIES AND PROCEDURES.
MANUAL IS, UM, BENEFITS AND THE SECTION IS HEALTH, VISION, HEALTH, DENTAL, AND VISION COVERAGE.
AS YOU ALL KNOW, WE PROVIDE, UM, THOSE COVERAGES FOR OUR EMPLOYEES AND THEIR FAMILIES.
FULL-TIME EMPLOYEES ARE ELIGIBLE FOR THESE BENEFITS IF THEY'RE HIRED ON THE FIRST OF THE MONTH, THEY'RE HOT, THEY ARE ELIGIBLE THAT DAY.
IF THEY'RE NOT HIRED OR IF THEY START ANYTIME AFTER THE FIRST OF THE MONTH, THEY ARE, UM, ELIGIBLE TO START THEIR BENEFITS THE FIRST OF THE FOLLOWING MONTH.
SO, AND THEY ALSO HAVE THE, UM, ABILITY TO OPT OUT OR THE OPTION TO OPT OUT IF THEY ARE COVERED BY OTHER BENEFITS.
IS, UM, O OTHER, UM, UM, INSURANCE PLANS.
UM, BEGINNING, UH, FISCAL YEAR 2027,
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THE PROPOSAL IS THAT THE COUNTY SHALL PLA PAY THE EMPLOYER PORTION OF THE GROUP HEALTH INSURANCE FOR NEW RETIREES OF THE COUNTY.AND I'M GONNA GO OVER THE YEARS OF SERVICE IF THEY ARE NOT ELIGIBLE FOR MEDICARE OR MEDICAID.
UM, AND THE, UH, THE OPTIONS ARE AS FOLLOWS, IF YOU HAVE SERVED THE COUNTY, BEEN EMPLOYED WITH THE COUNTY FOR 10 YEARS OR MORE, AND THAT'S INCLUDING COUNTY SERVICE FOR THREE YEARS, IMMEDIATELY PROCEEDING RETIREMENT, THE COUNTY WOULD PAY THE EMPLOYEE PORTION ONLY 20 YEARS OR MORE, INCLUDING THREE YEARS OF SERVICE IMMEDIATELY PROCEEDING RETIREMENT.
THE COUNTY WOULD PLAY PAY IF NECESSARY, THE EMPLOYEE PLUS SPOUSE PREMIUM.
RETIREES AND THE CATEGORIES THAT I JUST MENTIONED SHALL BE RESPONSIBLE FOR THEIR, FOR PAYING THE EMPLOYEE PORTION OF THE PREMIUM, WHICH IS WHAT WE DO NOW, IF THE RETIREES SELECTS A HEALTHCARE PLAN BEYOND THE EMPLOYEE ONLY, OR THE EMPLOYEE AND SPOUSE PREMIUMS, THEN THEY ARE RESPONSIBLE FOR THE ADDITIONAL COST.
AND AS STATED EARLIER, THE COUNTY'S MEDICAL PLAN IS COMPREHENSIVE OF MEDICAL, DENTAL, AND VISION.
THEY HAVE THE OPTION TO RE-ENROLL AS WE DO EVERY YEAR WITH OPEN ENROLLMENT.
AND IF, AND IF THERE ARE ANY INCREASES, UM, AS, AS, UH, PREMIUMS INCREASE THROUGH WHATEVER MEANS LIKE OUR INSURANCE PREMIUMS GO UP, THEY ARE, UM, RESPONSIBLE AND IT DOES REQUIRE SUBMISSION OF PAPERWORK IF THEY NEED TO MAKE ANY CHANGES, JUST LIKE WE DO WITH OPEN ENROLLMENT.
ARE THERE ANY QUESTIONS? I THINK FOR THEM, MS. BARNEY, UH, BOARD MEMBERS, YOU HAVE LISTENED AND HEARD MS. BARNEY'S PRESENTATION.
ARE THERE ANY QUESTIONS ABOUT HER PRESENTATION? I HAVE A FEW.
UM, MR. SEWARD, IS THIS SOMETHING THAT'S GENERALLY DONE IN THE WORLD OF LOCAL GOVERNMENT? YES, I HAVE POLLED, UM, OTHER JURISDICTIONS, OUR PIER COUNTIES AND YES, THIS IS SOMETHING THAT THEY DO AS WELL.
UM, IS, HAS THERE BEEN LIKE A, DO WE HAVE A ROUGH COST ESTIMATE OF I CAN TELL YOU WHAT, WHAT WE, WHAT THE COUNTY PAYS CURRENTLY AND WHAT THE EMPLOYEE WOULD PAY.
'CAUSE WE OFFER TWO DIFFERENT PLANS.
WE OFFER A PLAN CALLED KEY ADVANTAGE TWO 50 AND KEY ADVANTAGE 500.
AND THEY BOTH COME WITH PREVENTATIVE AND COMPREHENSIVE DENTAL.
CURRENTLY THE EMPLOYEE, IF IT'S JUST THE EMPLOYEE, LET'S, WE'RE GONNA TALK, LET'S BREAK IT DOWN.
CURRENTLY, IF THE EMPLOYEE IS JUST, UM, UH, WANTS TO UH, HAVE THEMSELVES ON THE PLAN, THEY'RE PAYING $221 A MONTH.
AND IF IT'S, IF, IF THERE'S AN EMPLOYEE AND SPOUSE IT IS $727 A MONTH, THE COUNTY IS PAYING, LET ME, I'M SORRY, I SHOULD HAVE BACKED UP.
LET'S GO BACK TO EMPLOYEE ONLY.
THE EMPLOYEE IS RESPONSIBLE FOR $221 A MONTH.
THE COUNTY IS CURRENTLY PAYING $1,006 A MONTH.
IF IT'S EMPLOYEE PLUS THEIR SPOUSE, THEY ARE PAYING $727 A MONTH.
THE COUNTY IS PAYING $1,544 A MONTH FOR THE KEY ADVANTAGE 500.
IF IT'S EMPLOYEE ONLY, IT'S $128 A MONTH.
THE COUNTY, AGAIN IS PAYING $1,006 A MONTH.
AND IF IT'S THE EMPLOYEE AND SPOUSE, THE EMPLOYEE IS PAYING $553 A MONTH AND THE COUNTY AGAIN IS PAYING $1,544 A MONTH.
SO I GUESS MY QUESTION WAS A LITTLE MORE ABOUT, OH, AN ANNUAL, YOU KNOW, LIKE, DO YOU HAVE AN IDEA OF HOW MANY PEOPLE WOULD BE PARTICIPATING? WE HAVE LESS THAN 10 PEOPLE RIGHT NOW WHO ARE ELIGIBLE FOR RETIREMENT AND WOULD
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NOT MEET THE AGE TO BE ABLE TO, UM, UM, GET MEDICARE SOMEWHERE BETWEEN FOUR AND 10, JUST ON AVERAGE.ARE THEY TWO YEARS AWAY, 10 YEARS AWAY? I DON'T KNOW OFF THE TOP OF MY HEAD, BUT I WOULD, I WOULD SAY CLOSER TO TWO AND NOT 10, CLOSER TO TWO YEARS AWAY.
IS THAT WHAT, WAS THAT YOUR QUESTION? YES.
UM, AND THIS IS, IS THIS ONLY FOR PEOPLE WHO ARE PARTICIPATING IN BRS? YES.
ANY OTHER BOARD MEMBERS WOULD YOU LIKE TO HAVE? ASK MS. BARNEY FOR ANY QUESTIONS? CHAIR, MR. HARDY? JUST, YOU SAID ABOUT, YOU SAID IT'S CURRENTLY ONLY 10, IT'S LESS THAN 10.
LESS THAN 10 BETWEEN TWO THAT ARE YES.
WOULD BE ELIGIBLE AND NOT OF THE AGE TO BE ABLE TO PARTICIPATE IN MEDICARE.
THAT MR. HARDY, ANY OTHER BOARD MEMBERS, MR. CHAIRMAN, MAY, MS. PERKINS? YES, IF I MAY, UH, MS. BARNEY, AM I CORRECT THAT CURRENTLY RETIREES HAVE THE ABILITY TO PARTICIPATE IN OUR HEALTH INSURANCE? THIS WOULD JUST, UH, THIS POLICY WOULD JUST CLARIFY THAT AND ALSO E EXPAND AND, AND CREATE AN ADDITIONAL BENEFIT FOR THOSE LONG-TERM EMPLOYEES? YES, THAT IS CORRECT.
THEY DO HAVE THE OPTION, BUT THE COUNTY IS NOT CURRENTLY PAYING FOR ANY OF THEIR, UM, ANY OF THEIR, THEIR THE COUNTY'S PORTION.
SO THE 1,600 TO $1,006 AND THE $1,544.
CURRENTLY THE COUNTY IS NOT PAYING, THEY WOULD BE INCURRING THE ENTIRE COST.
SO THIS POLICY CHANGE ISN'T, ISN'T CHANGING ANY ACCESS? NO, IT'S NOT CHANGING ACCESS, IT'S JUST CHANGING COST TO THE, TO THE RETIREE RETIREES.
COST AND COURAGE TO THE ENTIRE RETIREE.
FURTHER, MS. PERKINS, ANY OTHER BOARD MEMBERS STAFF HEARING NO OTHER QUESTIONS? MS. BARNEY, I REALLY APPRECIATE YOU FOR TAKING THE TIME OUT AND PRESENTING THIS TO US TO THIS EVENING.
BOARD MEMBERS, YOU HAVE LISTENED TO MS. BARNEY'S PRESENTATION ABOUT THE REVISION TO THE EMPLOYEE POLICY AND PROCEDURE MANUAL.
SO I WOULD ASK WHAT IS THE PLEASURE OF THE BOARD CHAIR SUPERVISOR? HARD.
I MAKE A MOTION TO BE APPROVE THE CHAPTER.
CHAPTER FOUR BENEFITS, UH, UPDATE CHAPTER FOUR, SECTION TWO, INCLUDING HEALTH, DENTAL, AND VISION COVERAGE FOR COUNTY EMPLOYEES.
THERE'S A MOTION ON THE FLOOR.
IS THERE A SECOND? SECOND MOTION? IT'S BEEN MOVED BY SUPERVISOR, UH, EXCUSE ME, SUPERVISOR HARDY.
SECOND BY SUPERVISOR ELLIOT, THAT WE APPROVE THE RECOMMENDED, UM, THE RECOMMENDED REVISIONS TO THE EMPLOYEE POLICY AND PROCEDURE MANUAL.
ARE THERE ANY QUESTIONS ON SAID MOTION? HEARING NONE WILL NOW VOTE.
SIGNIFY YOUR VOTE BY SAYING AYE.
UM, NAY OPPOSED? SO LET THE RECORD SHOW WE HAVE FOUR AYES, ONE NAY AYES HAVE IT.
BOARD MEMBERS DE IS ANYTHING UH, LEFT ON OUR SPECIAL CALL MEETING FOR THIS EVENING? NEXT THING WE HAVE IS OUR ADJOURNMENT.
I WILL NOW ASK FOR A MOTION FOR ADJOURNMENT.
THAT'S BEEN PROPERLY MOVED BY SUPERVISOR ELLIOT, SECOND BY SUPERVISOR HARDY THAT WE ADJOURN OUR MEETING TO OUR NEXT REGULAR SCHEDULED MEETING, WHICH WILL BE HELD ON SEPTEMBER 3RD, 2026.
IS THERE ANY DISCUSSION? ALL IN FAVOR SAID MOTION SIGNIFY YOUR MO VOTE BY SAYING AYE.
SEE YOU GUYS ON SEPTEMBER 3RD, 2026.