CORRA Dale County Commission Commission Meeting Minutes = June 14, 2022 The Dale County Commission convened in a regular session Tuesday, June 14, 2022. The following members were present: Chairman Steve McKinnon; District One Commissioner Chris Carroll; District Two Commissioner Donald O. Grantham; District Three Commissioner Charles W. Gary; and District Four Commissioner Frankie Wilson. Chairman McKinnon called the meeting to order at 10:00am. Commissioner Grantham opened with the Pledge of Allegiance. Commissioner Carroll followed with prayer. APPROVED - AGENDA Commissioner Gary made a motion to approve the agenda with the following changes: Add: Capital Expenditure, Fund 116, $9,990.00. Commissioner Carroll seconded the motion, all voted aye. Motion carried. APPROVED - MEMORANDUM OF WARRANTS Commissioner Grantham made a motion to approve the following Memorandum of Warrants: Accounts Payable Check Numbers 93116-93387. Payroll Check Numbers: 154821 - 154821. Direct Deposit Check Numbers: 421220-421361. Commissioner Wilson seconded the motion, all voted aye. Motion carried. Dale County Commission Commission Meeting Minutes - June 14,2022 Page2of4 APPROVED - MAY24.2022 MINUTES Commissioner Carroll made a motion to approve the Minutes of the Commission Meeting Commissioner Grantham seconded the motion, all voted aye. Motion carried. on May 24, 2022. APPROVED - PERSONNEL Commissioner Wilson made a motion to approve the following: Maintenance - New Hire - Sabrina Felice Frazier - Custodian Maintenance - New Hire - Rosetta Maria McCray = Custodian Maintenance = New Hire - Annevist Caldwell - Maintenance Tech Commissioner Gary seconded the motion, all voted aye. Motion carried. APPROVED - EMPLOYEE TRAVEL Commissioner Grantham made a motion to approve the following: Dale County Jail - Steven Baxley, Brandon Elmore, Hunter Peters, Harvey McLeod Oct. 2nd-5th, 2022-A AL Jail Assoc. Training - Mobile, AL $2050.32. Dale County Jail - Jeffery Prater and Jonathan Webb - July 13th-1 14h,2022- Jail training - Prattville, AL - $482.02 Commissioner Carroll seconded the motion, all voted aye. Motion carried. APPROVED - JAIL AD VALOREM EXPENDITURE, FUND 151 Commissioner Grantham made a motion to approve an expenditure from the Jail Ad Valorem Fund 151 for immediate need of plumbing work in the Jail. See Exhibit 1. Commissioner Gary seconded the motion, all voted aye. Motion carried. APPROVED = CYBERSECURITY UPGRADE Commissioner Wilson made a motion an expenditure from Fund 1121 for Cybersecurity upgrades. See Exhibit 2. Commissioner Gary seconded the motion, all voted aye. Motion carried. Dale County Commission Commission Meeting Minutes - June 14, 2022 Page3of4 APPROVED - ANIMAL CONTROL AGREEMENT Commissioner Carroll made a motion to approve an agreement for animal control with the City of Ozark. See Exhibit 3. Commissioner Grantham seconded the motion, all voted aye. Motion carried APPROVED - PERSONNEL- INSURANCE BENEFITS Commissioner Gary made a motion to approve Family Heritage agent to offer insurance benefits to County employees. Commissioner Carroll seconded the motion, all voted aye. Motion carried. APPROVED - AGREEMENT - DEPARTMENT OF EXAMINERS Commissioner Gary made a motion to approve an agreement with the Department of Examiners for audit of received Federal assistance. Exhibit 4. Commissioner Carroll seconded the motion, all voted aye. Motion carried. APPROVED - 2021 ERRORS, INSOLVENT & LITIGATIONS - REVENUE Commissioner Carroll made a motion to approve the 2021 Insolvents, Errors, and Taxes in Litigation for 2021. See Exhibit 5. Commissioner Grantham seconded the motion, all voted aye. Motion carried. APPROVED - BID REQUEST - JAIL PAINTING Commissioner Wilson made a motion to approve the request to bid the painting of the County Jail. Commissioner Gary seconded the motion, all voted aye. Motion carried. APPROVED - BID FOR SKID STEER LOADER. - ROAD & BRIDGE Commissioner Wilson made a motion to accept the bid from Thompson Tractor Company. See Exhibit 6. Commissioner Grantham seconded the motion, all voted aye. Motion carried. Dale County Commission Commission Meeting Minutes - June 14, 2022 Page4.of4 APPROVED CAPITAL EXPENDITURE - FUND 116 Commissioner Carroll made a motion to approve an expenditure from Capital Fund 116 for air conditioning for the Courthouse. See Exhibit 7. Commissioner Gary seconded the motion, all voted aye. Motion carried. ANNOUNCEMENT - NEXT REGULAR MEETING Chairman McKinnon announced that the next regular meeting of the Dale County Commission will be Tuesday, June 28, 2022 at 10:00am. ADJOURNMENT: CONFIRMATORY STATEMENT Commission Wilson made a motion to adjourn the meeting. Commissioner Gary seconded the motion. All voted aye. Motion carried. Itis hereby ordered the foregoing documents, resolutions, etc., be duly confirmed and entered into the minutes of the Dale County Commission as its official actions. Sh MI Steve McKinnon, Chairman Exhibit 1 Sanders Electrical & Plumbing, Inc. PROPOSAL Proposal Number: 388 Proposal Date: Complete By: Page: 604 South Union Avenue Ozark, AL 36360 Voice: )774-5792 Fax: May 27, 2022 May 27, 2022 1 To: Ship To: FOR: DALE COUNTY JAIL Dale County Commission Office 202 S. Hwy 123, Ste.C Ozark, AL 36360 Customer ID DALECOUNTYJAL CustomerContact PO Number Shipping Method Description Sales Rep Name Payment Terms Net 10th of Next Month Unit Price Quantity Item Amount SANDERS ELECTRICAL & PLUMBING AGREES TO FURNISH: ALL LABOR ANDI MATERIAL FOR THE SAID JOB:TOI REPLACE ALL HIGHI LIGHTED DRAINS ON DIAGRAM' WITHE 6" SCH. 40 TRUNK LINE, 6x6x3 COMBOS, 3" STAINLESS STEEL P-TRAPS, ANDI WITH: ZURN VANDALI PROOF FLOOR: SINK ANDI DRAINS AND CLEAN OUTS. CONCRETE WILL BE CUT, REMOVED, AND RE-POURED BY SANDERS. TILE WORKI WILL BE AS SEPARATE BID FROM SUBCONTRACTOR. ALL EQUIPMENT WILLE BEI REMOVED: AND REINSTALLED BY SANDERS. (WE WILL NOTBE RESPONSIBLE FOR ANY DAMAGE TO EQUIPMENT) THE SAID JOB WILL TAKE 3-4 DAYS. ALL FOR THE SUM OF: 1.00 35,900.00 35,900.00 Subtotal Sales Tax Freight 35,900.00 0.00 35,900.00 TOTALI PROPOSAL AMOUNT Exhibit. 2 Cybersecurity Update and Management In order to come into compliance with the Alabama Department of Examiners of Public Accounts (see attached information) and Alabama Data Breach (Act 2018-396), Dale County needs to take measures by implementing and maintaining security measures to aid in protecting all sensitive information in the County's possession. The costs associated with the updates to come into compliance are as follows: One time cost- $50,287.47 PCr replacement: $13,762.00 Server replacement: $31,639.47 UPS (battery backups) set up and transfer of data: $4,886.00 Monthly cost - $2,860.00 Management services, Microsoft 365 business 3 year subscription cost-$ $3,386.00 Antivirus, app filtering and advanced threat protection Exhibit3 AGREEMENT FOR ANIMAL CONTROL: SERVICES This Agreement made and entered into on this the 14th day ofJune, 2022, by and between the City of Ozark, Alabama, (hereinafter referred to as "City"), and Dale County, Alabama, (hereinafter referred to as "County"). WHEREAS, City and County recognize their responsibilities under Ala. Code. S 3-7A-7, with regard to animal control, and That, for and in consideration of the Agreement hereinafter set forth, the City agrees to provide animal control and management services for the County. The Agreement is as follows: 1. The City agrees to provide animal protection and control services and animal shelter facilities for the County. The City will accept and provide a suitable pound and animal control officer for the impoundment of dogs, cats and ferrets found running at large in all unincorporated areas of Dale County and any Dale County municipality not otherwise required by law to maintain its own animal shelter. The City shall not exclude animals from the pound on. the basis of where the animal was found within Dale County. 2. As consideration for the services to be provided by the City, the County agrees to pay to the City the sum of $50,000.00 per: year. Said compensation shall be paid in monthly installments. 3. The City agrees to keep current liability insurance for the facility and agrees to provide liability insurance in an amount not less than $100,000.00 per person, and $300,000.00 per occurrence. 4. The City agrees to maintain records of all dogs, cats, and ferrets impounded. The City shall allow representatives of the County and/or its auditors to review any and all records pertinent to this Agreement. Exhibit 3 5. Itisa agreed between the City and the County that this agreement will be effective October 1, 2023, and will be in force and effect until September 30, 2026, but may be terminated earlier by either party upon 180 days written notice to the other party. 6. This Agreement states the entire Agreement between the parties. Any other agreements not incorporated herein are void and of no force and effect. DATED this the 14th day of June, 2022. THE CITY OF OZARK, ALABAMA By: Mark Blankenship Mayor, City ofOzark DALE COUNTY, ALABAMA BySive Shisanu Steve McKinnon Chairman, Dale County Commission Exhibit 4 CONTRACT TO AUDIT FEDERAL AWARDS DALE COUNTY COMMISSION OF This contract is entered into on the 2nd day of June 2022, by and between the Department of Examiners of Public Accounts (EPA) and Dale County Commission, hereinafter referred to as the (DCC). The contracting parties hereby agree to the following: I. Purpose and Scope EPA: shall conduct an audit of DCC, for the period beginning October1 1, 2019a and ending September 30, 2020. EPA's audit will encompass a financial audit in accordance with Government. Auditing Standards issued by the Comptroller General oft the United States, an audit of compliance with applicable laws and regulations of the State of Alabama, and an audit of federal awards in accordance withi the provisions of the Single Audit Actand/or U.S.Office ofl Management and Budget's (OMB) Uniform Administrative Requirements, Cost EPA will furnish copies of audit reports to DCC. Upon request, EPA will also furnish EPA shall make all working papers and reports available upon request for review by any federal grantor agency consistent with State and Federal law. EPA shall also retain all working papers and reports for a minimum period of five years from the date the audit report becomes final, unless EPA is notified in writing to extend the retention period. Principles, and Audit Requirements for Federal Awards, as amended. copies of the audit report to federal grantor agencies. II. Funding of Audit DCC a agrees to reimburse EPA for its necessary and reasonable cost related to conducting the audit of federal awards, including personnel costs and travel expenses incurred at the rate authorized by Alabama law. The maximum cost of the audit shall not exceed sixteen thousand one hundred sixty-eight dollars ($16,168.00). However, in the event that EPA finds DCC has either failed to keep its records or expend its funds in accordance with federal guidelines or in the event there are changes in the preliminary Schedule of Expenditures of Federal Awards ("SEFA"), the maximum cost of the audit may be increased accordingly. If the cost of the audit will exceed the above-stated maximum, EPA will provide an estimate of the increased amount. DCCshall pay 80% percent of the audit costs upon full execution of the contract and 20% percent upon completion of field work as evidenced by invoices of thel EPA. Exhibit 4 Contract Page2 III. General Provisions The parties to this Contract agree with, and shall adhere to, the following: A. Access to Records and Work Area The Chief Examiner of EPA, the Comptroller General of the United States (if Federal funds), or any other duly authorized representatives of EPA shall have the right of access to any financial and operating data, pertinent books, documents, papers, and records of DCC for the purpose of making audits, financial reviews, examinations, excerpts, and transcripts. This right also includes timely and reasonable access to DCC's personnel for the purpose of interview and discussion related to the audit set forth in this Contract. This right of access is not limited to the required retention period, but shall last as long as the records are retained. The DCC also agrees to provide a working area for EPA personnel, which facilitates efficient fieldwork. B. Compliance with Federal, State, and Local Laws In addition to the provisions provided herein, the parties shall be responsible for complying with any and all other applicable laws, ordinances, codes and regulations of thel Federal, State, and local governments, including, but not limited to the Beason- Hammon Alabama Taxpayer and Citizen Protection Act (S 31-13-1, et seq., Ala. Code By signing this Contract, the parties affirm, for the duration oft the Contract, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama. Furthermore, any party found to be in violation of this provision shall be deemed in breach of the Contract and shall be responsible for all damages resulting therefrom. Inc compliance with Act 2016-312, the parties hereby certify that they are: not currently engaged in, and will not engage in, boycott of a person or an entity based in or doing business with aj jurisdiction with which the state (Alabama) can enjoy open trade. 1975). C.I Immunity and Dispute Resolution The parties tot this Contract recognize and acknowledge that EPA: isa aninstrumentality ofthe State of Alabama, and as such, isi immune: from suit pursuant to Articlel I,Section 14 of the Alabama Constitution of 1901. It is further acknowledged and agreed that none of the provisions and conditions of this Contract shall be deemed to be or construed to be a waiver by EPA of such Constitutional Immunity. Exhibit 4 Contract Page 3 In the event of any dispute between the parties, senior officials of both parties shall meet and engagei in a good faith attempt to resolve the dispute. Should that effort fail and the dispute involves the payment of money, a party'ssole remedy is the filing of For any and all other disputes arising under the terms of this contract which are not resolved by negotiation, the parties agree to utilize appropriate forms of non-binding alternative dispute resolution including, but not limited to, mediation. Such dispute resolution shall occur in Montgomery, Alabama, utilizing where appropriate, mediators selected from the roster of mediators maintained by the Center for Dispute ac claim with the Board of Adjustment of the State of Alabama. Resolution of the Alabama State Bar. D. Indemnity To the furthest extent permitted by law, DCC shall defend, indemnify, and hold harmless the EPA from any and all losses, consequential damages, expenses including, but not limited to, attorney's fees), claims, suits, liabilities, fines, penalties, and any other costs arising out of or in any way related to the DCC's failure to fulfill its obligations under this Contract. E.A Amendments This Contract may be modified, altered, or amended from time to time throughout the duration of this Contract only by a written agreement duly executed by the parties hereto or their duly authorized representative. F." Entirety This Contract contains the entire written Contract between the parties as to the matters contained herein. Any oral representations or oral modifications concerning this Contract shall be of no force or effect. G. Termination This contract may be cancelled by either party upon 30 days written notice provided that any costs shall bej paid. H. Term of Contract This contract will begin on April 21, 2022 and end on April 21, 2023. EPA agrees to notify DCC: in the event of any unforeseen delays affecting this schedule. Exhibit4 Contract Page4 IN WITNESS THEROF, the parties have executed this Contract as of the date first written above. STATE OF ALABAMA Department of Examiners of Public Accounts Rusfu Rachel Laurie Riddle Chief Examiner Dale County Commission Shu Whfan Steve Mckinnon Chairman Exhibit 5 DFC: 22 (Rev. 12-21) INSOLVENTS, ERRORS. AND1 TAXESI INI LITIGATION: FORI 20 21 AND UNCOLLECTED INSOLVENTS. AND TAXESI INLITIGATIONI FOR PREVIOUS YEAR(S) THESTATE OF ALABAMA DALE County 14TH ELEANOR OUTLAW BEITI REMEMBERED, That at the meeting oft thel Board of County Commissioners ofs said County, held 'Insolvents", "Errors in Assessment" and' "Taxesi in Litigation" on taxes for the current year 20 21 as required by Code of Ala. 1975, Section 40-5-23.. And after a careful and rigid examination of saidi reports by said Board, it was considered: and adjudged that said collector be allowed credit onl his final settlement with on this day of JUNE 2022 Tax Collector ofs said County, madel his report of the Comptroller for the following amounts: Insolvents: State Taxes General 4.20 1.68 5.04 6,499.90 2,599.96 7,799.88 Soldier School Errors in Assessments: State" Taxes - General Taxesi inl Litigation: State Taxes General Soldier School Soldier School $ $ $ And said Collector has also made his report for final allowance of the uncollected balances of Insolvent Taxes for the previous year 20 20 as required by Code of Ala. 1975, Section 40-5-29; and the Board thereupon made the following allowances tos said Collector of such Insolvent Taxes as he may have been unable to collect, as follows: State Taxes = General $ $ 98.30 39.32 117.96 Soldier School And: said Collector is also allowed credit for the following taxes in litigation for thej previous year(s) which he has been unable to collect as follows: General Soldier 0.00 $ 0.00 $ $ 0.00 $ 0.00 $ $ 35.90 $ 14.36 $ $ 10.55 $ 4.22 $ JUNE ,2022 Sihae Presieing Officer 4I School 0.00 0.00 43.08 12.66 2020 2019 2018 2017 Given under my hand this 14th day of See Codec ofA Ala. 1975, Sections4 40-5-23, 40-5-24a and4 40-5-25a ast tot taxeso ofc current yeara ands Sections 40-5-26,4 40-5-28a and4 40-5-29asto insolvent taxesa andt taxesi in litigationo ofp previous yearts). Exhibit 6 Dale County Road and Bridgre 202S. Hwy 123, Suite A Ozark, Alabama 36360 Telephone (334) 774-5875 Fax (334) 774-6899 Derek S. Brewer, P.E. County Engineer Drew Meacham, P.E. Assistant Engineer MEMORANDUM Date: June 14, 2022 To: Dale County Commission From: Derek Brewer County Engineer Re: Skid Steer Loader After a careful review of the bids, it is the recommendation of the Dale County Engineering Department to award the Skid Steer Loader to the lowest responsive and responsible bidder: Thompson Tractor Company 118 Vulcan Way Dothan, AL36303 *To be paid for out of ARPA Funds. Exhibit 6 BID FORM Make Carapillan Model 29963 Cempnek TeACk LOAOER TOTAL PRICE 104,999,00 F.O.B: Dale County Shop 1725 County Road 30 Ozark, AL 36360 Company Name: ThempsawTencko Co Iwc Company Address: 118 Vulcnw Wmy DOHAAN,AL 36503 Company's Phone Number: 334-671-1040 Name and Title of Authorized Agent: Lin Robents - SAlEs RCPEGENTPKS Signature of Authorized Agent: & oachi Mi smth DATE: 5-23-22 COMMISSION EXPIRES: 12-9-2025 SEAL: a Exhibit 7 HAGLER HEATING & COOLING Haglerk Heating & Cooling, Inc 186! North Union Avenue, Ozark, Alabama 36360 United States Estimate 30492405 Job 29448564 Estimate Date 6/9/2022 Customer PO Job Address Dale County Commission- Court House 100ECourt: Sq Ozark, AL: 36360USA Billing Address Dale County Commission 202SHwy1 123 Ozark, AL: 36360USA Estimate Details Mitsubishi Compressor Replacement Task# Description Quantity Your Price Your Total 1.00 $7,200.00 $7,200.00 1.00 $325.00 $325.00 25.00 $95.00 $2,375.00 Member Savings $1,100.11 Sub-Total Tax Total DMS-190 Recover all refrigerant from thes system. Remove existing compressor and install new OEM RRL-100 Remove refrigerant fromt thes system toe ensure proper refrigerant levels for reliable compressor. Properly evacuate. operation. RRL-161 Add perl Ib ofR R-410a Refrigerant $9,900.00 $0.00 $9,900.00 Thanky yout forc choosing! Hagler Heating & Cooling, Inc THISI ISA ANE ESTIMATE, NOT AC CONTRACTFORS SERVICES. Thes summary; above is furnished byk Hagler Heating & Cooling, Inc as a good faith estimate of workt tob be performed at the location described above: and is based on our evaluation and does not include material price increases ora additional labor and materials which may be required should unforeseen problems arise after the workh has started. lunderstand that the final cost of the work may differ from thee estimate, perhaps materially. THISI ISN NOTA AGUARANTEE OF THE FINAL PRICE OF WORK TOI BEI PERFORMED. lagree and authorize the work as summarized ont these estimated terms, andlagreet to pay thet full amount for ally work performed.