PDF Board of County Commissioners Agenda Request

Board of County Commissioners Agenda Request

Date of Meeting: Date Submitted: To: From:

Subject:

September 3, 2019

August 20, 2019

Honorable Chairman and Members of the Board

Arthur Lawson, Sr., Interim County Administrator Fred McNealy, Public Works Director

Approval of Inter-Local Agreement with Local Municipalities and Gadsden County School Board

Statement of Issue:

This agenda item seeks Board of County Commissioners approval for Interlocal Agreements with the City of Chattahoochee, City of Midway, City of Gretna, City of Quincy, Town of Havana, Town of Greensboro and the Gadsden County School Board for road maintenance activities.

Background:

Historically, the Public Works Department has entered into Agreements with the City of Chattahoochee, City of Midway, City of Quincy, City of Gretna, Town of Havana, and the Town of Greensboro in order to back-charge these municipalities for work done. Through these Agreements, the County assists the Municipalities with services (grading, ditch work, dirt hauling, etc.) and is reimbursed for actual work done through the Agreements.

The current pricing structure for the agreements has not been adjusted since 2013 (Attachment B). After a thorough review of the pricing for services staff determined that the County Public Works Department was not recuperating the full costs associated with the contracted work. A new pricing structure utilizing Federal Emergency Management Agency (FEMA) uniform code of expenses is presented in the new agreements for the 2019-2020 as Exhibit B and reflects an attempt to break-even cost recovery methodology.

Analysis:

The Public Works Department has the equipment and operators for assisting the Municipalities with work done to roads, ditches and other infrastructure needs. This work is back-charged based on agreed hourly rates in the Interlocal Agreement. The need to recover costs in the funding received by the Public Works from the state is due to

restricted gas-tax revenues apportioned by the state to Gadsden County and the municipalities. In order to legally utilize our county gas tax funds to assist municipalities we must be able to recover our county (unincorporated area) gas tax dollars expended in the incorporated bounds of the municipalities. This agreement language and billing rate tables are the same among all of the prospective agency partners with the exception for the school board, who only needs drive way work, materials and the occasional special project. Fiscal Impact: None, Public Works recovers costs (salary, over-time, benefits, fuel, maintenance, materials) via the billing rate schedule included in the agreement as Exhibit B. Options:

1.Approve the Inter-Local Agreements with all the Municipalities and the Gadsden County School Board.

2. Do not approve. 3.Board direction Interim County Administrator's Recommendation: Option 1 Attachment(s): 2019 Exhibit "B" ? Cost Evaluation for Equipment and Manpower 2013-2018 Attachment "B" ? Billing Rate Table Interlocal Agreement for the City of Chattahoochee (2 copies) Interlocal Agreement for the City of Midway (2 copies) Interlocal Agreement for the City of Gretna (2 copies) Interlocal Agreement for the City of Quincy (2 copies) Interlocal Agreement for the Town of Havana (2 copies) Interlocal Agreement for the Town of Greensboro (2 copies) Interlocal Agreement for the Gadsden County School Board (2 copies)

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