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BOCC Minutes June 3, 2009

 

BOARD OF COUNTY COMMISSIONERS
 
MADISON COUNTY, FLORIDA
 
COURTHOUSE ANNEX
 
MINUTES OF THE REGULAR MEETING
 
WEDNESDAY, JUNE 3, 2009
 
9:00 A.M.
           
The Board of County Commissioners of Madison County, Florida met this day in Regular Session with the following members present: Wayne Vickers (District 2), Renetta Parrish (District 3), Alfred Martin (District 4), and Roy Ellis (District 5). Also present were County Coordinator Allen Cherry, County Attorney George T. Reeves, and County Clerk Tim Sanders.
 
The Chairman, Honorable Wayne Vickers, called the meeting to order and Mr. Sanders opened with prayer and pledge to the flag.
 
Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously (4-0) to approve the agenda as amended: at the request of Mr. Cherry add to the Consent Agenda item No. 7, Approval of Budget Amendment for Recreation Department for Capital Outlay expense for tractor mower; and add to New Business item No. 5, Presentation of Byrne Grant Program Solicitation by Sheriff Ben Stewart.
 
Under Petitions From The Public, Mr. Jimmy Holden, a resident of SW Fellowship Road west of Sirmans, asked the Board for their help in getting approximately 1.9 miles of county graded road paved. He displayed a petition to pave the road signed by residents in the area. County Engineer Bill Steves reported SW Fellowship Road currently ranks 18th on the County’s Road Improvement Priority List. He also stated Suwannee River Water Management District (SRWMD) had no cause for concern about drainage on Fellowship Road as mentioned by Mr. Holden. County Road Department Coordinator Robert Henderson reported portions of the existing road would require additional right-of-way in order to accommodate a 20 foot wide driving surface. Mr. Cherry was asked to explore all funding options available for road paving with the Florida Department of Transportation (FDOT).
 
Mrs. Marianne Green reminded the Board of her interest in serving on the Planning and Zoning Board and the Design Review Board. She also expressed a huge concern about the control of cogon grass in Madison County and asked the Board to help alleviate this menace on public properties.
 
The minutes of the Regular Meeting held on May 20, 2009 were presented for review. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously (4-0) to approve said minutes as presented.
 
Upon a motion by Commissioner Ellis, seconded by Commissioner Parrish, the Board voted unanimously (4-0) to approve the Consent Agenda (1. Amended Lease of Real Property between Madison County and the Madison County School Board regarding the Lee Library; 2. Letter of Support for North Florida Child Development, Inc. to obtain funding to expand Early Head Start Services in Madison County; 3. Letter of Support for North Florida Child Development, Inc. to obtain funding to expand early Head Start Services in Madison County; 4. Letter of Agreement with ACS Enterprise Solutions, Inc. for $12,000.00 for Special Assessment Roll; 5. Approval of Budget Amendment in the amount of $592.49 for additional work performed by the Road Department for the Boy’s and Girl’s Club; 6. Revised Memorandum of Agreement between Madison County and the Florida Department of Transportation regarding Financial Project ID: 404629-2-52-01 (State Road 145 from U.S. Highway 90 to Hanson); 7. Approval of Recreation Department Budget Amendment in the amount of $2,800.00 for Capital Outlay expense for tractor mower).
 
Road Department Coordinator Robert Henderson referred to a Florida Department of Transportation (FDOT) Pavement & Subgrade Evaluation for County Road 150 (NE Bellville Road) due to recent flooding. He reported the road remains closed until all test results are evaluated. He also reported Taragon Street remains closed, but was hopeful the flood waters would be removed by pumping next week.
 
Mr. Henderson and County Engineer Bill Steves reported on bids accepted for the replacement of the Fuel System at the Road Department. Mr. Steves stated the low bid was in the amount of $196,868 by M. S. T. Construction Co., with the next lowest being $241,900. Mr. Steves recommended the low bid, but reported it could increase $10,000 to $15,000 depending on the site water level. Mr. Steves also reported a repositioning of the pump islands for better business purposes, as well as an upgrade in the computer system in the amount of $6,000, could also cause a total increase of approximately $25,000 in the project costs. A motion was made by Commissioner Martin and seconded by Commissioner Parrish to approve the low bid as recommended. Motion carried 4-0.
 
Sheriff Ben Stewart presented a paper entitled Edward Byrne Memorial Justice Assistance Grant (JAG) Program FY 2009 Local Solicitation for a grant in the amount of $11,130 to be used for a needed boat for the Sheriff’s Department, as evidenced by the recent flooding. He stated the deadline for the application is July 9th. He also reported the addition of two Dodge chargers and one Chevrolet Tahoe to his fleet purchased with seized drug money.
 
Solid Waste/Recycling Coordinator Jerome Wyche reported his department’s assistance in conjunction with the Federal Emergency Management Agency (FEMA) with collection and disposal of waste materials associated with recent flooding for the victims in the county is coming to a close.
 
 
Mr. Wyche also referred to a paper submitted at the last Regular Meeting dated May 20, 2009 entitled COST SAVINGS PROJECTIONS for the 2009-2010 fiscal year. He reported the Florida Legislature has reduced the annual Small County Solid Waste/Recycling Grant from $277,000 to $78,780 for counties with populations under 100,000. In order to have an immediate impact on cost savings and maintain the employment of all part-time employees associated with the county’s eleven collection centers, he proposed to the Board the closing of all collection centers on Sundays beginning in July. A motion was made by Commissioner Parrish and seconded by Commissioner Martin to close all collection centers on Sundays for the months of July, August and September, 2009. Motion carried 4-0.
 
Regarding the appointment of citizens to the 2010 Census Local Count Committee, Commissioner Ellis submitted the names of Mr. Pat Lightcap and Reverend Rich Quackenbush; Chairman Vickers submitted the names of Mrs. Sybil Powell and Mrs. Carolyn Vickers. Commissioner Martin stated he would have his appointments ready soon.
 
Discussion followed on a possible waiver of Building and Development Permit Fees for reconstruction of primary residence for victims of the recent flooding of the Suwannee and Withlacoochee Rivers. Building Official Wallace Bullock recommended the fees not be waived and advised his department has instituted a policy of reduced fees for the flood victims based upon the calculation of replacement square footage. Mr. Bullock also reported the rebuilding permitting process is already in progress without any known grievance. A motion was made by Commissioner Ellis and seconded by Commissioner Parrish to approve the Building Official’s recommendation to not waive said fees. Following additional discussion the motion was rescinded.
 
Commissioner Hamrick was seated at the dais at 10:30 A.M. 
 
Mr. John Ovenden of MadisonVoice.com again presented a request to provide online advertising services for the County at a cost of $30.00 per month for up to fifty (50) words. Commissioner Ellis suggested the Board consider Mr. Ovenden’s proposal during the 2009-2010 fiscal year budget process soon to begin.
 
Discussion followed regarding the replacement of the Emergency Management Program Coordinator position. Commissioner Martin suggested with the pending retirement of the Director of Emergency Management, that the Board consider replacing the current Program Coordinator with a Emergency Management Program/Fire Services Coordinator. A motion was then made by Commissioner Martin and seconded by Commissioner Parrish to advertise the position as a Emergency Management Program/Fire Services Coordinator. In discussion Commissioner Martin and Commissioner Parrish accepted Commissioner Ellis’ amended motion to advertise the position as a Emergency Management Program/Fire Services Coordinator and to move the Emergency Management Department under the County Coordinator.   Motion carried 4-1 with Chairman Vickers opposed. The Board by consensus directed the County Coordinator to prepare a job description of said new position for the Board’s review at the next Regular Meeting.
 
Commissioner Martin also asked that the Director’s position of Emergency Management be placed on the agenda for the next Regular Meeting.
 
Commissioner Hamrick, Chairman of the Tourist Development Council (TDC), reported two current TDC members, Madison City Commissioner Jim Catron and Mrs.Latrelle Ragans, have made application to continue serving on the Council. He also reported Mrs. Cindy Poire has applied to serve and could replace Ms. Janet Moses, who recently resigned her position. Upon a motion by Commissioner Ellis, seconded by Commissioner Hamrick, the Board voted unanimously to reappoint Mr. Catron and Mrs. Ragans and appoint Mrs. Poire to the TDC.
 
Regarding the two upcoming vacancies on the Planning and Zoning Board (P & Z), Mr. Cherry reported two current members (Mr. Billy Washington and Mrs. Marianne Green) have made applications to continue serving on the P &Z and two other citizens, Dr. Julie Pestella and Mr. Michael San Filippo, have also applied for said positions. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to accept the applications and reappoint Mr. Billy Washington and Mrs. Marianne Green to the Planning and Zoning Board.
 
Mr. Cherry reported Mr. Steve Hart was the only applicant to fill vacancies on the Design Review Board. A motion was made by Commissioner Ellis and seconded by Commissioner Martin to appoint Mr. Hart to the Design Review Board and to offer Dr. Pestella and Mr. San Filippo membership on said Design Review Board. Motion carried 5-0. A motion was also made by Commissioner Martin and seconded by Commissioner Parrish to place all three new members of the Design Review Board with terms ending February 1, 2009. Motion carried 5-0.
 
In reference to the PROCEDURAL RULES FOR THE MEETINGS OF THE BOARD OF COUNTY COMMISSIONERS, Madison County Chamber of Commerce and Tourism Executive Director Ted Ensminger asked if said rules could apply to all committees and boards under the Board of County Commissioners. The County Attorney suggested for the sake of uniformity, that they be used and if not, then rules should be developed consistent with the law.
 
Discussion followed with County Engineer Bill Steves and Road Department Coordinator Robert Henderson on the County’s criteria to prioritize roads for paving. Mr. Steves reported the current system was adopted by the Board years ago and presented a handout that explained the following Categories and Rating Percentage of Each:
            I.   Current Traffic                                                                     25%
            II. Right-of-Way                                                                      15%
            III. Level of Current Maintenance Required                               20%
            IV. Future level of Service                                                        20%
            V.   Ability to Enhance Current Road Networking System         20%
 
Mr. Steves recommended the need for consistent traffic counts and suggested the purchase of two new counters to speed up the process of new traffic counts in the county on a more consistent basis when school starts back in the fall.
 
Mr. Steves also suggested each Commissioner provide roads in their respective districts for paving and prioritization for a more even distribution of paved roads in the county. Commissioner Martin stated all Commissioners want paving in their districts and the main thing is to be fair with each district.
 
Mr. Steves reported a road paved under the Dusty Roads Program with no engineering design costs about $250,000 to $300,000 per mile and includes limerock, paving and some swale. He also suggested setting aside about $10,000 for County Road Maintenance Maps each fiscal year.
 
Commissioner Martin asked Mr. Henderson to prepare a list of resurfaced and paved roads in each district over the last four years and a list of roads that need to be resurfaced.
 
The Clerk was asked to get an estimate of gas tax revenue from available Five (5) Cent Elms and Ninth (9th) Cent gas taxes for new paving in the county.
 
In closing Mr. Steves asked each Commissioner to submit a list of roads in their districts that are a priority to pave.
 
Mr. Cherry reported Mr. Stanley James asked the Board to assist in the erection of a historical marker in county right-of-way in front of the old Suwannee River Junior College on County Road 360. The Board by consensus approved the Road Department to assist Mr. James.
 
Mr. Cherry also reported the City of Madison has offered $7,500 for one of two used Emergency Medical Services (EMS) Ford chassis that the County has been trying to sell for $10,000 each for some time through newspaper advertisement and by Robinson Motor Company. The Board by consensus approved the sale to the City and to give $500 of the proceeds to Mr. Robbie Robinson for his time and use of his facilities to showcase said vehicles.
 
Mr. Cherry also reported an air quality test of the Emergency Medical Services (EMS) facility in the Old Blue Building located next to the Jail indicates there is a problem with the air quality. He suggested the remainder of the two story metal building, which houses two other tenants, also be tested. The Board by consensus authorized said additional air quality testing.
 
Regarding the development of the new job description for the Emergency Management Program/Fire Services Coordinator, Mr. Cherry asked that Commissioner Martin be included, since he has been the liaison to that department. The Board by consensus approved Mr. Cherry’s request.
 
  
There being no further business, the Chairman adjourned the meeting at11:35 A.M.
 
 
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
 
By: ____________________________
                                                                               Roy W. Vickers, Chairman
 
ATTEST:
 
_____________________________
Tim Sanders, Clerk to the Board of
County Commissioners
 

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