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Special Minutes August 19, 2009


1:00 P.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), Alfred Martin (District 4), and Roy Ellis (District 5). 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 continue work on the 2009-2010 Fiscal Year Budget.
The Clerk presented and gave an overview of a “2009-2010 Fiscal Year Budget Recap #2” dated August 17, 2009 (see Attached) for the following funds: General Fund; County Transportation Trust Fund; Capital Projects; Fine & Forfeiture Fund; Solid Waste/Recycling; Emergency Medical Services; Landfill Closure; and Fire Services. 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. Mr. Sanders reported a positive balance in the General Fund of $4,187,440 and a negative balance in the Fine & Forfeiture Fund in the amount of -$4,355,202, with a resulting negative General Fund balance in the amount of -$167,762.
Mr. Sanders presented for the Board’s information a THIRD CIRCUIT INTERLOCAL AGREEMENT FOR COURT-RELATED TECHNOLOGY NEEDS, which was approved by the seven counties of the Third Judicial Circuit-Columbia, Dixie, Hamilton, Lafayette, Madison, Suwannee, and Taylor Counties-through their respective Boards of County Commissioners and Clerks of Court, together with the Third Circuit Court Administration, the State Attorney, and the Public Defender in 2006. He explained the purpose of the Interlocal Agreement was to distribute a $2.00 portion of the $4.00 service charge added to recorded instruments to fund court-related needs in each county. The Clerk reported that the estimated Madison County revenues of said $2.00 fee will not fund the requests made by the State Attorney’s Office or the Court Administration for the 2009-2010 fiscal year. Mr. Sanders reported Columbia and Taylor Counties have cut Court Administration’s funding requests due to anticipated reduced revenues from recorded instruments in their respective counties. 
Honorable Wetzel Blair, Madison County Judge, along with Court Administrator Sonya Williams and Court Technology Specialist John Lake, presented a Technology budget request for the Third Judicial Circuit Court Administration in the amount of $16,929.20. The Clerk reported this amount is $9,429 more than estimated revenues in the county. The Board by consensus agreed to consider other counties’ funding in the circuit before making a decision on the request.
Madison County Chamber of Commerce and Tourism Executive Director Ted Ensminger read a correspondence from a local citizen to the Florida Festival and Events Association (FFEA) that degraded the efforts of the Chamber and its recent award for “Best Social Media Marketing Award for a Chamber with an Advertising Budget of $75,000 or Less”. He also presented the “Madison County Chamber of Commerce & Tourism Fund Raising Projections 2009-2010” and reported a proposed annual budget of $108,000. He referred to the current County contribution of $3500 and asked the Board for $24,000 for the 2009-2010 fiscal year. With the increased funding, he proposed to hire an additional employee and focus on tourism in the county with the new “After the Battle of Olustee” event. Mr. Ensminger also reported a Keep America Beautiful program could net the Chamber an extra $10,000, but a membership fee of $2500 is required.
On behalf of the Madison County Development Council (MCDC), Mr. Cherry presented the MCDC Budget Request for 2009-2010 in the amount of $23,000. At the request of the Board, he stated he would present a Year-To-Date Expenditure Report at the next Budget Workshop.
Road and Bridge Coordinator Robert Henderson and Office Manager Jo Williams presented and reviewed a package of proposed Capital Outlay expenditures for the 2009-2010 fiscal year. Included were estimates for a Bucket Truck and a Backhoe. Mr. Henderson reported the proposed $185,000 budgeted for Capital Outlay was sufficient for the Bucket Truck, Backhoe, and a Crew Cab Truck. Commissioner Martin asked Mr. Henderson to bring a recommendation of expenditures for the three items to the Board at the next Budget Workshop. 
Honorable Ben Stewart, Madison County Sheriff, and Mrs. Nancy Curl from his Office were questioned regarding the proposed line item expenditure of Jail “Operating Supplies” in the amount of $201,629.50. Discussion followed on the Sheriff’s “Sick Leave” policy, where accumulated hours over a “cap” of 240 hours are converted to compensation and applied to an investment plan. Commissioner Ellis asked Mrs. Curl to provide the Board with the expected expenditure this fiscal year from this compensation policy. Commissioner Parrish asked about the bonuses handed out at the end of the previous fiscal year by the former Sheriff. Mrs. Curl explained the money came from the “Salaries” line items.
Sheriff Stewart expressed a concern about not having Capital Outlay funds for the coming fiscal year to purchase new vehicles. He reported on a program offered by Ford Motor Company, which would allow the purchase of three new vehicles over a period of three years at no interest.
Mrs. Curl reported this fiscal year the “Sick Leave” payout policy costs Law Enforcement in salaries $28,371 and Detention & Corrections $20,882 with a total Fine & Forfeiture cost of $63,581 with FICA and Retirement added. Commissioner Ellis made a request of the Sheriff to eliminate the “Sick Leave” expenditure of $63,581, since it is not offered to other County employees, and to also consider a reduction in the proposed Jail “Operating Supplies”.
The Sheriff asked the Board for permission, at the County’s outside auditors’ direction, to take advantage of the partial/extended purchase option offered by Ford. He was asked to bring that request back to the Board at a Regular Meeting. If approved the Sheriff stated he would also look at a reduction in the “Repairs & Maintenance” line item under Law Enforcement.
There being no further business, the Chairman adjourned the meeting at 3:45 P.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 #2
         August 17, 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                    4,716,143                         4,187,440                                                   3,005,055
Co. TTF                       2,050,049                    2,079,338                           (-29,289)             
Cap. Projects               8,199,886                   8,199,886                                       0
* Includes no transfer from 5th & 6th rev. est. @ $659,932
Fine & Forf.               488,775                       4,843,976                       (-4,355,202)
Solid Waste                  1,476,450                   1,476,450                                       0
Recycling                          113,787                      113,787                                       0
EMS                             1,194,356                  1,194,356                                       0
                                    *Revenues include $419,206 transfer from ½ cent LOST
Landfill Clos.                    73,495                     178,495                                           0                                                 *Revenues include $105,000 from General Fund
Fire                               402,035                     402,035                                            0                                                
NOTES: 1. Fine & Forfeiture balanced with transfer from General Fund =
                                    General Fund balance of (-$167,762)
2. Distribution of Fire Services revenues to Volunteer Fire        Departments based upon 2009-2010 projections (attached).

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