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BOCC Minutes June 17, 2009


4:00 P.M.
The Board of County Commissioners of Madison County, Florida met this day in Regular 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 Attorney George T. Reeves, and County Clerk Tim Sanders.
The Chairman, Honorable Wayne Vickers, called the meeting to order and Emergency Management Director Jim Stanley opened with prayer and pledge to the flag.
Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously (5-0) to approve the agenda as amended: at the request of Mr. Sanders, add to New Business item No. 10, Approval of Lee Library Change Order #1 presented by Clemons, Rutherford & Associates, Inc.
Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Approval of County Attorney’s Contract; 2. Budget Amendment Request for Chamber for previous Fiscal Year; 3. Approval of Equal Employment Opportunity Plan; 4. Approval of Certificate regarding Matching Funds of $523.08 for the Federal Election Activities Grant).
Honorable Leigh Barfield, Madison County Property Appraiser, made reference to and gave introduction to A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MADISON COUNTY, FLORIDA, RECOGNIZING AND COMMENDING HIROKO CHERRY, ON HER SERVICE TO MADISON COUNTY, FLORIDA AND RETIREMENT FROM THE OFFICE OF MADISON COUNTY PROPERTY APPRAISER. Mrs. Cherry, who has served as a Cartographer in the Property Appraiser’s Office since 1992, was invited to come forward to the dais as the Clerk read said resolution for the record. A motion was made by Commissioner Ellis and seconded by Commissioner Martin to approve said resolution. Motion carried 5-0.
Chairman Vickers then directed the Board’s attention to A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MADISON COUNTY, FLORIDA RECOGNIZING JIM STANLEY AND COMMENDING HIM FOR 18 YEARS OF DEDICATED SERVICE TO MADISON COUNTY. Mr. Stanley, who was appointed as the Director of Emergency Management of Madison County in 1991, was invited to come forward to the dais as the Clerk read the resolution for the record. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to approve said resolution.
Under Petitions From The Public, Mr. Elmer Spear, who has recently been reappointed by the Board to the Tourist Development Council (TDC), referred to and addressed concerns about the TDC By-Laws. He encouraged the Board to appoint alternates to the TDC, which would help with quorums. Mr. Spear also suggested the hiring of a non-county/non-chamber employee to perform the duties of TDC secretary at an estimated cost of $100 per meeting. Commissioner Martin asked that the TDC consider Mr. Spear’s recommendations.
Mr. Joe Todd presented a copy of the minutes of the Madison County Health and Hospital Board “special district” Board of Directors Meeting held on July 19, 2007 and asked the County Attorney to send a letter to the CEO, Mr. David Abercrombie, requesting information regarding a $12,000 grant to be used for a USDA Application Feasibility Study to build a new hospital. He also asked Mr. Reeves to meet with the hospital attorney to insure all depreciation allowance reimbursements are returned to the Clerk’s Office.
Mr. Leroy Rutherford, a member of the Lee Volunteer Fire Department and a spokesperson for said fire department, expressed his department’s feelings that the Board agreed to allow the Fire Board to be its official liaison for the eight volunteer fire departments in the county. And with the Board of County Commissioners’ approval to proceed with the drafting of a job description for a Fire Services Coordinator, had stepped outside its agreement between Board of County Commissioners and the Fire Board. Mr. Rutherford recommended a better communication element between the Fire Board and the Commission and not a new full-time employee. In conclusion, he presented a letter to the Board dated June 5, 2009 from the Madison County Volunteer Fire Departments Fire Board and signed by the County Volunteer Fire Department Fire Chiefs.
Ms. Delores Bell spoke on the subject of the SHIP Program in Madison County and stated she represented five people, who would like to have their problems with the program solved. She asked her Commissioner, Justin Hamrick, to help her and those she represents.
Commissioner Martin presented the Clerk with a copy of the Minutes of the Regular Meeting of the Board held on April 1, 2009 and asked him to read for the record the highlighted portion regarding discussion of the “Madison County Fire Departments” under a Goal Setting Workshop facilitated by Dr. Rod Clouser of the University of Florida Cooperative Extension Service. Commissioner Martin noted the minutes verify that the establishment of a Fire Coordinator position was discussed as far back as April.
Mr. George Blevins, Sirmans Volunteer Fire Department Fire Chief, suggested it would be nice if the Board of County Commissioners would include the Volunteer Fire Departments in the discussion of a County Fire Coordinator. In reference to the proposed Emergency Management Program Coordinator/County Fire Coordinator Job Description, Mr. Blevins asked the Board to give the volunteers a fair voice and have their concerns heard before proceeding with the new position.
Commissioner Martin introduced Mr. Charlie Conner, Suwannee County Public Safety Director, who shared the progress of the development of a “Fire Coordinator” position in our neighboring county. He recognized several volunteer firemen from Suwannee County in attendance with him. Mr. Conner reported services for fire protection in Suwannee County is provided by both paid firemen and volunteers. He stressed the transition to a paid “Coordinator” position should be a concerted effort between the County Commission and volunteer firemen. In conclusion, Mr. Conner presented the Board with two papers, one entitled “Training Requirements For Volunteer Firefighters Under 4A-62” dated June 24, 2003 from the Department of Financial Services Division of State Fire Marshal, and the other, “Firefighter I Training Record-Application For Competency Examination”, also from the Division of the State Fire Marshal.
The minutes of the Regular Meeting held on June 3, 2009 were presented for review. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously (5-0) to approve said minutes as presented.
Road Department Coordinator Robert Henderson reported all roads in the county affected by the recent flood waters of the Suwannee and Withlacoochee Rivers are now open. He also presented to the Board a multi-page document entitled “Road Paving/Resurfacing Projects FY 2005-FY 2009” for each of the five Commission Districts in the county. The Board agreed by consensus to agenda discussion on the matter for the next Regular Meeting.
Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to approve a RESOLUTION AUTHORIZING THE CHAIRMAN OF THE MADISON COUNTY BOARD OF COUNTY COMMISSIONERS TO EXECUTE THE MEMORANDUM OF AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION FOR FINANCIAL PROJECT #426222-1-52-01. Mr. Cherry reported the Memorandum of Agreement is for the resurfacing of County Road 53 from south of SE Rogers Sink Road to Interstate 10 and is Madison County’s share of federal stimulus funds.
The County Coordinator also referred to the MADISON COUNTY 5-YEAR PRIORITIZED TRANSPORTATION PLAN 2008-2013. Mr. Cherry asked if any additional projects needed to be added to the ten (10) item list. A motion was made by Commissioner Martin and seconded by Commissioner Ellis to approve said 5-Year Plan. Motion carried 5-0.
Commissioner Martin addressed the status of the Emergency Management Director position. Upon the retirement of Mr. Jim Stanley on June 30th, the Board by previous action approved Mrs. Victoria Brown as the Interim Director of Emergency Management. A motion was made by Commissioner Martin and seconded by Commissioner Parrish to appoint Mrs. Brown as the permanent Director on July 1, 2009 or upon the retirement of Mr. Stanley. Motion carried 5-0.
Sirmans Volunteer Fire Department Chief George Blevins again addressed the Board on the issue of the proposed Fire Coordinator position. He stated the greatest issue facing the volunteer fire departments in the county is liability and the greatest liability is injury to citizenship. He presented an information flyer on VFIS Accident & Sickness Coverage and recommended this supplemental insurance coverage for firefighters.
Discussion followed on the proposed job description for the Program Coordinator/Fire Coordinator position. Commissioner Hamrick suggested the Board step back from the decision made earlier on the Fire Coordinator position and put this matter on the agenda for the next Board meeting. A motion was then made by Commissioner Hamrick and seconded by Commissioner Ellis to agenda discussion on the Fire Coordinator position for the next Regular Meeting. Commissioner Hamrick stated he would like for the Board to consider both the Program Coordinator position as well as the proposed Fire Coordinator position. Motion carried 3-2 with Commissioners Martin and Parrish opposed.
Mr. David Abercrombie, Madison County Memorial Hospital CEO, reported the hospital is entering into the last stages of proposed USDA financing for the new hospital and requested funds from the One-Half Cent Hospital Surtax to begin development of the architectural plans. He stated the requested funds would be for the Conceptual, Schematic, and Design Development portions of the plans at a cost of $441,000 and paid to the hospital’s architect, Clemons, Rutherford & Associates, based upon performance. Mr. Abercrombie also introduced the following Hospital Board members in attendance: Mr. Howard Phillips, Mr. Ben Harris, and Mr. Lee Cherry, and also the Hospital Attorney, Mr. Cary Hardee.
In response to Commissioner Martin’s question, Mr. Phillips explained the amount of the proposed USDA hospital loan would be reduced by the amount expended for architectural services prior to the loan or the loan would be the full amount and any funds spent for architectural services would be put back into the county’s sales tax reserve.
Mr. Joe Todd recommended the Board proceed with architectural services expenses only after the USDA loan is approved.
Commissioner Hamrick questioned the bid process established by the Hospital Board for architectural services and the validity of the contract at this time with Clemons, Rutherford & Associates (CRA) for the new hospital construction. Mr. Hardee advised the contract was still valid between the Hospital Board and CRA. Mr. Hardee also reported the County Attorney reviewed the contract some time ago and found it valid. Mr. Reeves suggested he examine the contract again and re-agenda the request for funds by the Hospital at the next Regular Meeting. Mr. Reeves also advised he would work with Mr. Hardee on an Interlocal Agreement between the Board and Hospital on the expenditure of County sales tax revenue.
Mr. Abercrombie referred to a memorandum dated June 11, 2009 to the Clerk regarding a request for funds, either grant or loan, in the amount of $151,614.32 to purchase endoscopic equipment in order for the Hospital to perform endoscopies. He reported a noted gastroenterologist has committed to practice and implement this new diagnostic program at Madison County Memorial Hospital if necessary equipment is secured. Mr. Abercrombie presented to the Board a Letter of Commitment (for) Endoscopy Services from James Stockwell, M.D. and a Thumbnail Profession Biography of Dr. Stockwell. The Clerk reported on possible expenditures of the Fiscally Constrained Revenues suggested by the Legislature and reported a balance in excess of $500,000 in said fund. Due to a small window of opportunity to employ Dr. Stockwell and the ability to perform endoscopies in Madison County, Commissioner Ellis made a motion to loan, by Resolution and Promissory Note, Madison County Memorial Hospital $151,614.32 over a period of two (2) years at a rate of interest equal to the State Board of Administration. Motion was seconded by Commissioner Hamrick. The County Attorney read for the record a proposed Resolution, and also a Promissory Note to be executed by both Boards of the Hospital. Motion carried 5-0.
The Honorable Sheriff Ben Stewart reported the communications grant was approved in the amount of $268,000 that will solve communications problems in the county. He also reported July 26th will be the 10th anniversary of the death of Deputy Steve Agner. In Deputy Agner’s memory, the Sheriff stated he intends for the flag to be flown at half-mast on Monday, the 27th in Deputy and folded and placed in the Sheriff’s Office. The Board by consensus agreed to pass a Proclamation to that effect at a future meeting.
The Sheriff also mentioned four Madison County citizens recently honored by the Florida Fish and Wildlife Conservation Commission (FWC) for their life-saving efforts during the recent flooding of the Suwannee and Withlacoochee Rivers. Jason Archambault and Edwin McMullen, Lee Volunteer Firemen, Cpl. Alan Whigham of the Madison County Sheriff’s Office, and FWC Officer Rob Goley received Service Commendations for their efforts.
Mr. Cherry referred to a report dated June 15, 2009 from Cindy G. Ericks of Florida Mold and Building Inspections, Inc. regarding the Emergency Medical Services (EMS) station located in the old Blue Building next to the Madison County Jail. Mr. Cherry reported tests confirm mold inside and outside the living quarters of EMS personnel and asked the Board for direction on the relocation of EMS and other tenants of the old Blue Building. He asked that consideration of an alternate EMS location be agendaed for the next Regular Meeting. EMS Director Juan Botino reported visible mold has been covered and additional cleaning done to allow occupation of the present premises for 60 to 90 days.
The Clerk presented Change Order #1 in the amount of $4,551.71 from Clemons, Rutherford & Associates, Inc. for additional storm water requirements by Suwannee River Water Management District after the bid for the new Lee Library. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to approve said Change Order #1.
The County Attorney asked the Clerk to request a letter of explanation from Mr. Abercrombie regarding Mr. Todd’s concern about the use of a $12,000 grant awarded the Madison County Memorial Hospital.
Mr. Cherry reported Mr. Stanley would like to purchase upon his retirement an Emergency Management Department 2002 computer now valued at $351.00. The Board by consensus approved the sale to Mr. Stanley for a sum of $1.00. Mr. Leroy Rutherford made payment in the form of a dollar bill on Mr. Stanley’s behalf.
Mr. Cherry also reported he would make a recommendation to the Board at the next Regular Meeting on a proposed salary for new Emergency Management Director Victoria Brown.
Mr. Cherry referred to a Memorandum in the Commissioner’s packet dated June 12, 2009 regarding suggested changes to the Family Homestead provision in the Land Development Code. The Board by consensus agreed to place this item on the agenda of the next Regular Meeting.
At the request of Commissioner Martin, the County Attorney explained the statutory roles of the two Hospital Boards, the Madison County Health and Hospital Board and the Madison County Hospital Health Systems, Inc.  
There being no further business, the Chairman adjourned the meeting at 7:05 P.M.
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
By: ____________________________
                                                                               Roy W. Vickers, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners

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