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Special BOCC Minutes July 29, 2009


9:00 A.M.
The Board of County Commissioners of Madison County, Florida met this day in Special Session with the following members present: Justin Hamrick (District 1), Wayne Vickers (District 2), Renetta Parrish (District 3), and Alfred Martin (District 4). Roy Ellis (District 5) had a conflict with a Workforce Development meeting. Also present were County Coordinator Allen Cherry, County Clerk Tim Sanders, Clerk Finance Director Sandy Bass, and Clerk Assistant Finance Director Lessia Freeman.
The Chairman, Honorable Wayne Vickers, called the meeting to order and stated the purpose of the meeting was to begin work on the 2009-2010 Fiscal Year Budget.
The Clerk presented and gave an overview of a “FY 2009-2010 Budget Recap” dated July 30, 2009 (see attached) for the following funds: General Fund, County Transportation Trust Fund, Capital Projects, Fine & Forfeiture Fund, Solid Waste/Recycling, Emergency Medical Services, and Landfill Closure. The Fire Services budget request was incomplete at the time of the meeting. The revenues and expenditures of each fund were based upon an 8.9440 tentative millage rate, a 12% increase in County Employee Health Insurance, and a 0% Cost of Living change. He reported a positive balance in the General Fund of $4,102,881 and negative balance in the Fine & Forfeiture Fund in the amount of -$4,548,022, with a resulting negative General Fund balance in the amount of $445,141.
Solid Waste/ Recycling Coordinator Jerome Wyche presented a letter to the Board complementing the creative budgeting efforts by the Clerk’s Office and suggestions of Mr. Cherry in balancing a budget in spite a $200,000 loss of state funds. Mr. Wyche presented a proposed Solid Waste Department budget in the amount of $1,456,661 and a proposed Recycling budget in the amount of $113,787. Mr. Wyche noted significant revenue streams from Refuse Collection Fees in the amount of $370,000 and anticipated Solid Waste Special Assessment revenues in the amount of $1,100,000.
Emergency Medical Services (EMS) Director Juan Botino presented his department’s proposed budget in the amount of $1,194,356. He reviewed projected revenues in the amount of $775,150 along with a transfer of $419,206 from the Local Option Sales Tax to balance expenditures. He reported an additional Advanced Life Support ambulance unit operating 24 hours a day, 7 days a week would cost an additional $234,819 annually. Mr. Botino also asked the Board for direction on the issue of providing ambulance coverage for high school football games at no charge to the school. He provided information from other surrounding counties that either charge for said services or are studying the matter. The Board by consensus agreed to direct Mr. Botino to institute a charge of $300 per game to cover the costs of providing an ambulance crew and ambulance standby.
Mr. Botino also reviewed the E-911 budget request in the amount of $100,393.26 and corresponding anticipated revenues in the amount of $135,000.
Veterans Service Officer Oliver Bradley presented a budget request in the amount of $51,057.21. He stated he serves over 1200 veterans in Madison County and reported the services he provides Jefferson County two days a week is working well. The Clerk reported for his services, Jefferson County shares the Veterans Service Officer’s expenses in the amount of $18,245.
The Clerk reviewed the County Transportation Trust Fund revenues in the amount of $2,043,249, which support the day-to-day operations of the Road Department. Road Department Coordinator Robert Henderson and Office Manager Jo Williams reviewed the proposed expenditure line items, with special emphasis on Capital Outlay needs. Mr. Henderson reported his department is in special need of a Bucket Truck, a Backhoe, and Crew Cab Truck this year. He also suggested having another auction for surplus equipment on site. Mr. Cherry reported the proposed budget did not include new radios that will be needed with the Sheriff’s communications upgrade. Mr. Henderson was asked to submit cost estimates of said proposed Capital Outlay purchases. 
Discussion followed on the County’s Purchasing Policy which allows a 10% preference for local vendors. Commissioner Martin asked Mr. Cherry, Mr. Henderson, and Ms. Williams to examine the current local vendor policy and report back to the Board. Commissioner Martin also asked about the Road Department’s personnel and equipment fees charged other departments in the county for services rendered. Mr. Cherry suggested a review of those charges and a report back to the Board.
Discussion followed on the Capital Projects Fund with anticipated state aid revenues and corresponding expenditures in the amount of $8,199,886.16. Mr. Sanders reported an estimate of $660,000 in 5th and 6th Cent revenues for the 2009-2010 fiscal year, which could be used to fund other road improvements approved by the Board.
The Board by consensus asked the Clerk and his finance staff to meet with the Sheriff before his budget presentation at the next Budget Workshop to insure the proposed line item expenditures correspond with the Clerk’s and to also look for possible savings with his staff.
There being no further business, the Chairman adjourned the meeting at 11:40 A.M.
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
By: ____________________________
                                                                               Roy W. Vickers, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners
2009-10 Fiscal Year BUDGET RECAP
         July 30, 2009
(Based upon 8.9440 tentative millage rate, Health Insurance @ 12% change, and 0% Cost of Living)
Fund                            Revenues                     Expenditures                       Balance
General                       5,898,528                    4,606,206                         4,102,881
Co. TTF                       2,043,249                    2,075,619                           (-32,370)             
Cap. Projects               8,199,886                   8,199,886                                       0
* Includes no transfer from 5th & 6th rev. est. @ $659,932
Fine & Forf.               482,725                       5,030,747                       (-4,548,022)
Solid Waste                  1,476,450                   1,456,661                              19,789
Recycling                          113,787                      113,787                                       0
EMS                                775,150                   1,194,356                          (-419,206)
                                    *Balance with $419,206 transfer from ½ cent LOST
Landfill Clos.                    73,495                     178,495                              (-105,000)                                                           *Balance with $105,000 from General Fund
Fire                               402,035                                                        
NOTES: 1. Fine & Forfeiture balanced with transfer from General Fund =
                                    General Fund balance of (-$445,141)
            2. General Fund balance does include increase in Employee
                 Health Insurance in the amount of approx. $34,600 for Gen. & FF

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