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BOCC Minutes July 15, 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 Mr. Sanders opened with prayer and pledge to the flag.
Upon a motion by Commissioner Parrish, seconded by Commissioner Martin, the Board voted unanimously (5-0) to approve the agenda as amended: at the request of Mr. Cherry, add to New Business item No. 9, Approval of Mrs. Cindy Poire as a voting member of the Original Florida Tourism Task Force.
Small County Coalition Executive Director Chris Doolin thanked the Board for all their support of the Small County Coalition and their leadership on issues before the Legislature. He also recognized Commissioner Ellis, who is now on the Executive Committee of the Small County Coalition.
The minutes of the Regular Meeting held on July 1, 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. 
Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Cooperative Agreement between Madison County and the Florida Division of Forestry regarding the non-native invasive pest plant, Imperata Cylindrica; 2. Appointment of Mr. Stanley James to the Historic Design Review Board; 3. Contract between Madison County and Apalachee Center, Inc. for Jail Services for the 2009-2010 Fiscal year (June 30, 2010); 4. Budget Amendment Request for Transportation/Capital Projects).
Madison County Road and Bridge Coordinator Robert Henderson referred to a RESOLUTION AUTHORIZING THE CHAIRMAN OF THE MADISON COUNTY BOARD OF COUNTY COMMISSIONERS TO EXECUTE THE REIMBURSEMENT AGREEMENT OF THE SMALL COUNTY ROAD ASSISTANCE PROGRAM WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION KNOWN AS FINANCIAL PROJECT #424342-1-58-01 for the resurfacing of SW County Road 14 from Interstate 10 south to the Taylor County Line in Madison County. The Agreement stipulates that Madison County is responsible for bearing all expenses in excess of the amount the Department agrees to participate ($2,486,920.00). Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to approve said Resolution.
Solid Waste/Recycling Coordinator Jerome Wyche reported June 16th completes the yearlong agreement between Madison County and the Needy Families of Madison coordinated by Mrs. Christy Grass for the Recycle 4 Charity Program. Mr. Wyche reported the Needy Families organization raised approximately $1,000 from recycled cans in the county. A motion was made by Commissioner Martin and seconded by Commissioner Parrish for the Board to advertise for a charitable organization to continue with the program. Motion carried 5-0.
Mr. Wyche also reported two property owners have expressed interest in selling property for a much-needed recycling/collection center in the northwest part of the county. Mr. Wyche conveyed the County Attorney’s recommendation for the Board to advertise the need for a collection center site in that area to see if other properties may be available. Mr. Wyche also recommended the removal of unsightly green industrial containers from the U.S. 90 and County Road 150 intersection right-of-way as a short-range plan in the area. Mr. Wyche referred to an action plan paper entitled PLANS TO REMOVE GREEN INDUSTRIAL CONTAINERS. Upon a motion by Commissioner Martin, seconded by Commissioner Parrish, the Board voted unanimously to remove said containers by August 10th. He also reported work would begin next week on the preparation of the land for the new collection center on County Road 14. 
Discussion followed on the vacant Emergency Management position. Commissioner Martin referred to the minutes of the last Regular Meeting held on July1st (Page 3 of 6), which indicated the original “Job Description Committee” was tasked with a reconsideration of the job description of the vacant position with “Fire Coordinator” language deleted. Due to a misunderstanding of the make-up of said committee, Commissioner Martin reported he was not a member of the committee that produced the proposed Job Description of the “Emergency Management Program Coordinator” before the Board today. The Board by consensus directed the original committee made up of Commissioner Martin, Emergency Management Director Vicki Brown, Mr. Cherry, a Volunteer Fire Department member, and the County Attorney to meet again and present a proposed Job Description to the Board at a Special Meeting planned for July 22nd.
The County Coordinator reported fees for the appraisal of the Robinson Motor Company building and property ranged from $1,800 to $5,000, which was more than the $1,000 allocation approved by the Board at the last Regular Meeting. Commissioner Martin suggested the Board determine the #1 site for the relocation of Emergency Medical Services (EMS) before spending money on an appraisal. Mr. Cherry gave an update on a temporary location owned by North Florida Community College. He reported the college accepted a counter-offer of $1,000 per month and utilities for use of a duplex for a short period of time. Commissioner Parrish reported the Haire Furniture building and property located on South Range Avenue in Madison was also for sale and asked that it too be considered. She also asked that sites mentioned in Lee and Greenville also be considered.
EMS Director Juan Botino reported the Haire site offered limited expansion and was a poor location due to its proximity to the railroad. He suggested the Robinson building and site offered room for EMS, Sheriff Communications, a helipad, and expansion capabilities. With regard to Lee and Greenville as possible sites for EMS, Mr. Botino recommended the Board keep the EMS Department in a central county location for better response times.
Mr. Cherry reported the need for an architect to look at the Robinson building to offer an opinion on renovation costs.
Representing North Florida Community College, Mr. Mac Leggett reported the college is in negotiations with an air medical service and the duplex mentioned earlier has been offered to the provider as part of the program package. A motion was made by Commissioner Ellis and seconded by Commissioner Parrish to allow staff to get an appraisal of the Robinson building and property and an architect walk-through to make sure the property is usable for EMS. Motion carried 5-0.
Mr. Cherry asked the Board for direction on which architectural firm to use for said walk-through project.
Due to a reduction in State Aid to Libraries, Suwannee River Regional Library Director Danny Hales asked the Board to send a letter to the Suwannee County Clerk that indicates approval of a $15,000 transfer of current Madison County Library reserves to the Regional Library budget. He reported Hamilton County and Suwannee County have already approved said request. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to approve said $15,000 transfer.
Mr. Hales gave an update on the new Lee Library construction project and also the establishment of the “Friends of the Lee Library, Inc.”, which is a 501(c)3 charitable organization, and a friend and fund raising arm of the library. Mr. Hales presented a draft of a “Request for Donations” pamphlet to assist the library to purchase tables, chairs, shelving, and other needed equipment from the “Friends” organization.
The Clerk presented to the Board an opportunity afforded by the Florida Legislature to increase the present $15 Surcharge on non-criminal traffic infractions to $30 for additional funding of state court facilities. He was joined by Sheriff Ben Stewart in explaining the additional dollars would be used for needed additional courthouse security expenditures. A motion was made by Commissioner Martin and seconded by Commissioner Parrish to amend the agenda to consider said proposed ordinance advertisement. Motion carried 5-0. A motion was then made by Commissioner Martin and seconded by Commissioner Ellis to proceed with the advertisement of said ordinance to increase said $15 court facilities surcharge. Motion carried 5-0.
Attention was directed to the CONTINUING CONTRACT FOR PROFESSIONAL SERVICES from Clemons, Rutherford & Associates, Inc. for architectural services. Mr. Reeves referred to Exhibit “B”, the Schedule of Fees. Under Basic Services, Mr. Reeves explained the Fees would be a percentage of the “Cost of Work” established by the Department of Management Services Fee Curve for Architectural and Engineering Services. Mr. Reeves also referred to and explained the Fees for Additional/Supplemental Services (Cost plus 20% or as negotiated otherwise); and the Fees for Reimbursable Expenses (Cost plus 10%).
Mr. Reeves also directed the Board’s attention to the CONTINUING CONTRACT FOR PROFESSIONAL SERVICES from MLD Architects and its Fee Schedule for Hourly Rate Contracts and Consulting Work. Commissioner Martin stated he preferred the “Hourly Rates” posted by MLD over the Clemons, Rutherford “Percentage” Fee Schedule. Upon a motion by Commissioner Martin, seconded by Commissioner Parrish, the Board voted unanimously to ask Clemons, Rutherford & Associates, Inc. to provide an itemized “Hourly Rate” schedule for its services. Motion carried 5-0.
Upon a motion by Commissioner Ellis, seconded by Commissioner Parrish, the Board voted unanimously to approve said MLD Architects Continuing Contract for Professional Services.
The Board by consensus directed Mr. Cherry to contact MLD Architects for the Robinson Motor Company building walk-through for renovation cost estimates for EMS. 
Mr. Reeves referred to a letter from the Madison First Baptist Church Finance Committee dated June 5, 2009 regarding their interest in the purchase of the Senior Citizen’s property owned by the County. He reported that he, Mr. Cherry, and Mr. Sanders spoke with Mr. C. T. McWilliams, Jr. about the church’s interest in the property and explained the necessity of an appraisal, the advertisement of the sale of the property, and acceptance of bids. He also advised the Board could place restrictions on the property and buildings, if it chooses to sell the property, such as placing a deed restriction on the Old Jail building to keep its historic character. A motion was made by Commissioner Martin and seconded by Commissioner Parrish to postpone a decision to sell the Senior Citizens building until their new building is built, and to keep the Old Jail. Motion carried 5-0. The Board by consensus agreed to place the matter back on the agenda when the Senior Citizens move into their new building.
Mr. Cherry reported the Madison City Manager was contacted about the purchase of timber on property owned jointly by the City and County. Mr. Reeves advised the property was purchased to control run-off in the early 1990’s in conjunction with a project administered by the Suwannee River Water Management District. The Board by consensus agreed to re-agenda the issue to allow staff to bring more information back to the Board.
Commissioner and Tourist Development Council (TDC) Chairman Hamrick reported two vacancies on the TDC; one involved in the Tourist Industry and subject to the tax, and one involved in the Tourist industry and not subject to the tax. He recommended advertising the vacant positions as before. It was noted that Mr. Alston Kelley, who is employed at the Super 8 Motel, submitted his name for the vacant position that is subject to the tax. It was also noted that Ms. Celina Adam of Deerwood Inn was also interested in serving in said vacant position. In response to Commissioner Ellis’ question, the County Attorney advised he saw no conflict of interest in Mr. Kelley’s service on the TDC along with Mrs. Latrelle Ragans, who has an interest in the Super 8 Motel along with her husband. Upon a motion by Commissioner Hamrick, seconded by Commissioner Martin, the Board voted unanimously to advertise for said two vacant positions on the TDC along with Alternate positions.
The County Attorney directed the Board’s attention to a proposed ATTORNEY FEE AGREEMENT between Madison County and Mr. Cary A. Hardee, II, Attorney at Law, for the purpose of Special Counsel to the Madison County Value Adjustment Board. Mr. Reeves advised, since by law that he can no longer serve in said capacity, Mr. Hardee has agreed to serve another year as before. A motion was made by Commissioner Martin and seconded by Commissioner Ellis, to renew said Attorney Fee Agreement with Mr. Hardee for another year. Motion carried 5-0.
In a MEMO to the Board dated July 15, 2009, the Madison County Tourist Development Council voted to have Mrs. Cindy Poire represent the TDC as a voting member of Original Florida Tourism Task Force and asked the Board of County Commissioners to approve the appointment. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to approve said appointment of Mrs. Poire.
Mr. Cherry reported the federal government is providing an opportunity to deploy broadband infrastructure and services to rural, unserved and underserved areas of the country. He referred to a paper addressed to Commissioner Ellis dated July 13, 2009 regarding the development of a grant for said broadband technology conducted in our 14-County Rural Area of Critical Economic Concern (RACEC). Mr. Cherry also referred to a proposed Resolution in the packet regarding broadband.
Commissioner Hamrick questioned Commissioner Martin’s membership on the committee to establish a Job Description for the vacant Emergency Management position, because of his status as City of Madison Fire Chief. In response, Commissioner Martin noted that his experience as a professional firefighter would provide valuable information for the committee.
The Clerk reported the Insurance Committee was tasked with review of a request by New York Life Insurance Company Representative Mike Williams to add his company to payroll deduction for county employees. The committee, made up of the Constitutional Officers (Sheriff Ben Stewart, Property Appraiser Leigh Barfield, Tax Collector Frances Ginn, Supervisor of Elections Jada Woods Williams, and the Clerk), Mr. Cherry, EMS Director Juan Botino, and Public Works Office Manager Jo Williams made a recommendation to limit payroll deduction to the existing companies, which include AFLAC, which administers the County’s 125 Cafeteria Plan; VISTA, the County health insurance; and Colonial Insurance, an old plan which has only two policy holders. The Board by consensus agreed to agenda this matter for the next Regular Meeting.
The Board by consensus also agreed to hold a Special Meeting on Wednesday, July 22nd to consider the Job Description for the vacant Emergency Management position; approval of an architectural services continuing contract for Clemons, Rutherford & Associates; and a decision on the Fiscal Year 2009-2010 Tentative Millage for certification to the Property Appraiser and a date, time, place of Tentative Budget Hearing.
Mr. Sanders also presented to the Board for their input a proposed letter to the Constitutional Officers, County Coordinator, and Department Heads regarding a projected shortfall in the county’s 2008-2009 Fiscal Year General Fund revenues in the amount of $496,432 and a request to suspend unnecessary spending for the remainder of the fiscal year. The Board by consensus asked that the matter be agendaed for the next Regular Meeting.  
There being no further business, the Chairman adjourned the meeting at 6:25 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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