COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERS POST OFFICE BOX 1529 LAKE CITY, FLORIDA

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1 COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERS POST OFFICE BOX 1529 LAKE CITY, FLORIDA COLUMBIA COUNTY SCHOOL BOARD ADMINISTRATIVE COMPLEX 372 WEST DUVAL STREET LAKE CITY, FLORIDA AGENDA January 19, :30 P.M. Opportunity for public comment shall be in accordance with Rule Each person who wishes to address the Commission regarding the Consent Agenda or any Discussion and Action Agenda Item shall complete one comment card for each item and submit the card or cards to County staff in the front of the meeting room. Cards shall be submitted before the meeting is called to order. Rules of decorum and rules for public participation are attached to the agenda handouts. Invocation (Commissioner Tim Murphy) Pledge to U.S. Flag Staff or Commissioner Additions or Deletions to Agenda Approval of Agenda Public Comment on Agenda Items Only 5 Minute Limit Approval of Consent Agenda Adoption of Consent Agenda Discussion and Action Items Kevin Kirby, Assistant County Manager (1) Thompkins Street Project (Pg. 1) Jeff Crawford, Columbia County Fire Chief (1) Century Ambulance Update Ben Scott, County Manager

2 (1) Media Relations Policy (Pg. 10) Open Public Comments to the Board 2 Minute Limit Staff Comments Commissioner Comments Adjournment

3 COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA ITEM REQUEST FORM # 10 The Board of County Commissioners meets the 1st and 3rd Thursday of each month at 5:30 p.m. in the Columbia County School Board Administrative Complex Auditorium, 372 West Duval Street, Lake City, Florida All agenda items are due in the Board s office one week prior to the meeting date. Today's Date: January 10, 2017 Meeting Date: January 19, 2017 Name: Kevin Kirby Department: Public Works Department Division Manager's Signature: 1. Nature and purpose of agenda item: THOMPKINS STREET PROJECT Attach any correspondence information, documents and forms for action i.e., contract agreements, quotes, memorandums, etc. 2. Fiscal impact on current budget. Is this a budgeted item? X N/A Yes Account No. No Please list the proposed budget amendment to fund this request Budget Amendment Number: Fund: FROM: TO: AMOUNT: THIS ITEM WAS NO ACTION TAKEN BY THE BOARD OF COUNTY COMMISSINONERS ON 1/19/2017 p. 1

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5 THOMPKINS STREET Kevin Kirby, Assistant County Manager January 19, 2017 p. 3

6 FUNDING SOURCE CIGP---County Incentive Grant Program Relieve Congestion Funding 50% p. 4

7 PROJECT INFO Thompkins Street New Asphalt Roadway Construction over existing county dirt road section New Asphalt Roadway Construction over new right of way. p. 5

8 EXISTING/PROPOSED ROAD SECTION CHART SW Thompkins Street Length (FT) Width (FT) Yards2 Miles Existing Road Section* Proposed Section Right of Way Required 9.9 Acres Roadway Construction $1,381, Right of Way Acquisition $496, Design Engineering/Surveying) $138, CEI $207, Contingency $207, TOTAL COST $2,430, *Existing roadway section has approximately 400 LF of existing 20 wide asphalt pavement p. 6

9 Property Acquisition Yellow Up to 8 Properties to be considered for acquisition Green 2 properties to be considered for acquisition p. 7

10 CONCEPTUAL LAYOUT THOMPKINS STREET p. 8

11 RECOMMENDATIONS CIGP TOMPKINS ROAD $2,430, p. 9

12 COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA ITEM REQUEST FORM # 14 The Board of County Commissioners meets the 1st and 3rd Thursday of each month at 5:30 p.m. in the Columbia County School Board Administrative Complex Auditorium, 372 West Duval Street, Lake City, Florida All agenda items are due in the Board s office one week prior to the meeting date. Today's Date: January 12, 2017 Meeting Date: January 19, 2017 Name: Ben Scott Department: BCC Administration Division Manager's Signature: 1. Nature and purpose of agenda item: Media Relations Policy The purpose of the policy is to establish how employees are to handle media requests. Attach any correspondence information, documents and forms for action i.e., contract agreements, quotes, memorandums, etc. 2. Fiscal impact on current budget. Is this a budgeted item? X N/A Yes Account No. No Please list the proposed budget amendment to fund this request Budget Amendment Number: Fund: FROM: TO: AMOUNT: THIS ITEM WAS APPROVED WITHOUT EXCEPTION BY THE BOARD OF COUNTY COMMISSINONERS ON 1/19/2017 p. 10

13 Chapter 43 - Media Relations Policy Purpose To establish a policy regarding media relations, including all interaction with the media and response to media requests for information. Media Relations is defined as communication with or information provided to all media in any form, including traditional (i.e., print, radio, TV), online and social media, especially information that has the potential to generate numerous inquiries or ongoing interest from the media or public. Policy It is the policy of the County to respond to news media questions or inquiries effectively, accurately and quickly to inform its residents, businesses, and visitors. The County Manager is solely responsible for the County s media relations, with the exception of public safety issues or incidents involving fire or emergency services, and shall serve as the media point of contact ( POC ) for the County. The POC will serve as the sole liaison with the media, either by responding to requests for information (such as public records requests) or facilitating contact with the appropriate department managers or personnel for response. Specific guidelines for responding to media requests follow. Scope This policy applies to all County full-time and part-time employees, temporary or seasonal workers, volunteers and interns, and contractors (hereinafter, collectively employee ). This policy aligns with the Florida Sunshine Laws in that the Policy endeavors to provide accountability, transparency and engagement, as well as strengthens citizen engagement and communications. Authorized County Spokesperson A spokesperson is a County employee who has the authority to make statements to traditional, online and social media on behalf of the County. Unless otherwise authorized, the County s spokespersons are: Tourist Development Director Economic Development Director Fire and Emergency Management Public Information Officers. A spokesperson may share or delegate their spokesperson responsibilities when subject matter expertise/information is sought beyond what the spokesperson could provide, and when the delegated spokesperson is adequately prepared to undertake this responsibility. p. 11

14 Non-Spokespeople Employees who are not authorized spokespeople must refer media inquiries to the authorized spokesperson for the Department or project and notify the POC. County employees who are not designated spokespeople are not authorized to make statements to the media and/or in public discussions on behalf of the County, or to respond to public records requests. Media Inquiries Except for media inquiries related to public safety issues involving fire or emergency services, all County employees must notify the POC and the employee's Department Director about all television, radio, newspaper or other media inquiries they receive and provide the POC with the reporter's name, phone number, subject of the inquiry, deadline, and other relevant information. The POC will coordinate with the appropriate Department a response, and, after consultation with the appropriate Department, designate a spokesperson. Public Discussion A public discussion includes but is not limited to media interviews, public presentations, open houses, public meetings, posts, comments and questions on websites, blogs and social media sites anywhere an audience can see or hear the statements being made by participants. When participating in public discussions online (e.g., commenting on blogs, Twitter posts, Facebook), it is important to understand the difference between personal use, professional use, and official use: Personal Use when you participate on a social media site or blog and comment as yourself about your opinions, interests, family and friends. Personal social media activity should be done outside work hours, using your own personal computer/smartphone/device, from an account or profile associated with your personal address; Professional Use when you participate on a social media site or blog and comment personally as an experienced person in your field of expertise. This should be done using your own personal computer/smartphone/device, from an account or profile associated with your personal address; Official Use when you are delegated the authority to participate on a social media site or blog as a spokesperson for the County. This should be done using a County-owned computer/smartphone/device, using a County address or online account established and administered by the County s Information Technology department. p. 12

15 County-Initiated Information Media contact shall be initiated only by the POC. This includes contacting reporters and editors, and issuing press releases and media advisories. Departments seeking publicity for events or activities should contact the POC as early as possible. County employees or Departments, with the exception of Fire and Emergency Management as specifically outlined in their departmental policies regarding media relations, shall not initiate news media contacts or arrange news conferences and the like without prior approval from the POC. Personal Points of View It is recognized that all employees have the right to their personal points of view regarding any issue; accordingly, County employees as citizens are free to communicate with the news media. However, personal points of view may conflict with the County s official policy and/or position. Therefore, County employees who write letters to the editor of any newspaper may not use official County stationery. If an employee chooses to identify himself or herself as a County employee in any personal letter or to the editor or any other media, he or she must include language which states that the views set forth in the letter do not represent the views of the County, but rather, are the employee's personally held opinions. Similar disclaimers must be given if an employee addresses a public meeting, participates in a radio talk show, engages on a social media site or blog, or is interviewed for a radio or television program unless the employee is officially representing the County. Employees who represent the County in any of the above forums must identify themselves as an official spokesperson for the County after obtaining prior approval from the POC. During public discussions and media interviews, employees acting as County spokespeople are expected to convey the official position of the County rather than personal point of views. Public Safety Issues Because the Fire Department and Emergency Management operate during off-business hours and weekends and their work generates a high volume of media calls, those departments have designated personnel as media spokespersons and follow specific guidelines when releasing information. Any media calls to other County employees regarding incidents involving fire or emergency services should be referred immediately to the Fire Department or Emergency Management, as appropriate. All information released to the media by the Fire Department or Emergency Management should be provided immediately to the POC; and, when appropriate, those offices should be contacted at the time of major incidents. p. 13

16 Emergency or Controversial Issues All emergency or controversial issues shall be reported immediately to the POC. This includes information relating to potential or actual lawsuits and other legal matters; accidents involving serious bodily injury or death; an employee grievance; wrongdoing by a County employee; a natural or manmade disaster; or serious breaches of County performance. The POC will inform the Board; thereafter, the POC will coordinate and disseminate accurate information to the news media. Non-Media Information Requests All employees are encouraged to answer general or routine inquires, provided they pertain to their area of work, the employee is knowledgeable enough about the subject to answer, and the information is already in the public domain (e.g., published in public reports or on the County s website). p. 14