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BOCC Minutes September 2, 2009

 

 BOARD OF COUNTY COMMISSIONERS
 
MADISON COUNTY, FLORIDA
 
COURTHOUSE ANNEX
 
MINUTES OF THE REGULAR MEETING
 
WEDNESDAY, SEPTEMBER 2, 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: 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 Reverend Ben Pfeil 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 presented.
 
Under “Petitions From The Public”, Mr. Al Alexander, a resident on Digger Wasp Trail, questioned the prioritization of roads in the county by the Board, and asked the Board once again to pave Digger Wasp Trail.  He also asked to be kept informed on the upcoming road improvement prioritization.
 
The minutes of the Regular Meeting held on August 5, 2009, the minutes of the Regular Meeting held on August 19, 2009, and the minutes of the Special Meeting held on August 19, 2009 were presented for review. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously (5-0) to approve said minutes as presented. 
 
Upon a motion by Commissioner Ellis, seconded by Commissioner Parrish, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Approval of Continuing Contract with Putnal and Associates for Professional Surveying and Mapping Services; 2. Approval of Continuing Contract with Briggs, Washington and Thompson Land Surveying, Inc. for Professional Surveying and Mapping Services; 3. Status Report for the Madison County S.H.I.P. Program through 2009; 4. Budget Amendment Request for Emergency Medical Services; 5. Budget Amendment Request for Fiscally Constrained Fund; 6. Budget Amendment Requests for Emergency Management (Emergency Operations Center Costs and Grants).
 
County Road and Bridge Coordinator Robert Henderson, along with County Engineer Bill Steves, reported the lowest bid for both the Boundary Bend Boat Launching Facility (Project 2009-04) and the Cherry Lake Boat Launching Facility (Project 2009-05) was received from Florida Fill & Grading, Inc. of Lake City. Mr. Steves reported said bids were below the grant award for the projects. Mr. Steves was asked to present the Bid Summary Sheet of all bids opened on August 18th before Board action.
 
County Solid Waste/Recycling Coordinator Jerome Wyche presented a multi-page report entitled Initial Meeting on Highway 150 North for Property Search regarding the acquisition of property for a new Collection Center site in the northwest part of the county. Mr. Cherry presented an aerial photograph of properties along County Road 150 from U. S. 90 to County Road 146 and identified two parcels whose owners on the east side of the road have expressed an interest in selling their property to the county for said purpose. He stated no offer had been made by the county and that the Suwannee River Water Management District (SRWMD) would play an important role in the property selection process. Upon a motion by Commissioner Parrish, seconded by Commissioner Martin, the Board voted unanimously to proceed with the site selection process for a new Collection Center.
 
Mr. Wyche also asked the Board to offer a October 1st deadline for a not for profit organization to respond to a request by the Board to continue the aluminum can recycling for charities program.   The Board by consensus approved Mr. Wyche’s request.
 
Mr. Steves presented the BID SUMMARY SHEET for the Boundary Bend and Cherry Lake Boat Launching Facilities Improvements bid opening on August 18, 2009. Upon a motion by Commissioner Ellis, seconded by Commissioner Parrish, the Board voted unanimously to accept the low bids for both projects (Total Cost Boundary Bend: $59,453.60 and Total Cost Cherry Lake: $63,532.09) from Florida Fill & Grading, Inc.
 
Ms. Catherine Rooks Cassidy, representing the Rooks and Cassidy families and citizens living on Flowers Road, asked the Board to take action on the paving of Flowers Road, which is a “connector road” in the county, and also a boundary for three County Commission Districts. A motion was made by Commissioner Parrish and seconded by Commissioner Hamrick to pave one mile of Flowers Road from County Road 150 east. Ms. Essie Mae King, also a resident on Flowers Road, asked the Board to not pave the road in increments for safety reasons, but to pave the entire six-mile road from County Road 150 to County Road 146. Further discussion followed regarding the selection of roads in the county for improvements. Motion carried 4-1 with Commissioner Ellis opposed. The Board by consensus agreed the expenditure would come form the 2009-2010 fiscal year budget.
 
Regarding the proposed Bob White and Hamburg Roads intersection improvement, Chairman Vickers invited Ms. Catherine Hodges to address the Board and passed the gavel to Vice-Chairman Hamrick. Ms. Hodges, a resident on Hamburg Road, reported the present configuration of the intersection is dangerous and asked the Board to finish the work on the intersection that was started years ago. Rev. Pfeil, whose residence is very close to the intersection, reported the property owners adjacent to the intersection approved the realignment and asked the Board to finish the job that began 5 or 6 years ago. Mr. Henderson reported one verbal quote has been received in the amount of $18,500 to complete the intersection improvement and that his department has funds available in “Construction in Progress” to do the job. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis for the Board to approve a not to exceed cost of $18,500 along with another bid and proceed with the intersection improvement with the lowest bid. Motion carried 5-0.
 
Vice-Chairman Hamrick returned the gavel to Chairman Vickers.
 
Discussion returned to the request by Mr. Alexander to pave Digger Wasp Trail. Mr. Henderson reported the current Road Priority Paving List has Digger Wasp Trail at number 20. He stated the 0.6 mile dead end road would cost approximately $140,000 to $150,000 under the “Dusty Roads Program” to pave. He added that he would come back to the Board with a better estimate to pave said road and also the cost for a Maintenance Map. 
 
County Engineer Bill Steves reported he would look and see if the “Dusty Roads Program” was applicable to Digger Wasp Trail. He also advised the first 0.6 mile of Flowers Road from County Road 150 could be improved under the “Dusty Roads Program”, but was unsure about the last 0.4 of the mile to be paved. Ms. Cassidy reported that the Suwannee River Water Management District (SRWMD) has already determined that Flowers Road qualifies under the “Dusty Roads Program”.
 
Mr. Willie Mobley, a resident on Duval Pond Road, asked that it be paved from State Road 53 to Rocky Ford Road.
 
Former County Commissioner Ronnie Moore stated he wanted to clarify the record and that he supports paving Flowers Road. He also asked the Board to consider all options to pave the entire road.
 
Emergency Management Director Vicki Brown introduced the new Program Coordinator Paul Klug.
 
Suwannee River Economic Council, Inc. representative Matt Pearson reported the S.H.I.P. Local Advisory Committee again reviewed A RESOLUTION TO NOT ALLOW MOBILE AND MANUFACTURED HOMES BUILT AFTER 1994 AS ELIGIBLE HOUSING UNDER THE STATE HOUSING INITIATIVES PARTNERSHIP PROGRAM (S.H.I.P.) LOCAL HOUSING ASSISTANCE PLAN. The Committee decided, at this time, to support said proposed resolution, but to look at it again at a later date. Mr. Pearson read the entire Resolution for the record. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to approve said Resolution.
 
Suwannee River Regional Library Director Danny Hales presented to the Board for approval the FLORIDA DEPARTMENT OF STATE, DIVISION OF LIBRARY AND INFORMATION SERVICES STATE AID TO LIBRARIES GRANT AGREEMENT between the Madison County Board of County Commissioners and said Division of Library and Information Services. A motion was made by Commissioner Ellis and seconded by Commissioner Martin for the Board to approve an Application for State Aid to Libraries. Motion carried 5-0.
 
Mr. Hales also reported with the assistance of Mr. Cherry and the Clerk and his Finance Staff, many annual county in-kind expenditures were uncovered which total $76,644.34. He reported $20,000 is already in the 2008-2009 fiscal year budget under “Administrative Services/General Revenue” and asked the Board to amend the current year budget in the amount of $56,644.34. A motion was made by Commissioner Ellis and seconded by Commissioner Martin to amend said 2008-2009 FY budget in the amount of $56,644.34. Motion carried 5-0.
 
Mr. Hales also gave the Board an update on the construction of the Lee Library and the efforts of the Friends of the Lee Library, Inc., a 501(c)3 charitable organization, to raise funds to furnish the new library.
 
Mr. Cherry reported the Commissioners were in receipt of an appraisal of the Robinson Ford Motor Company building and property on U. S. 90 west of Madison and he will meet with Mr. Robbie Robinson to determine a selling price for a new location for Emergency Medical Services and Sheriff’s Communications Center. Mr. Cherry also reported Mr. Ben Bowen is also interested in selling his property in Madison on U. S. 90 for the same purposes and will present a price for the Board’s consideration.
 
The County Attorney presented for approval a new ATTORNEY FEE AGREEMENT between the County and Cary A. Hardee, II Attorney at Law, and Cary A. Hardee, III, Attorney at Law, for the following purpose: Special Counsel to the Madison County Value Adjustment Board. Mr. Reeves reported the senior Hardee (II) had a scheduling conflict after the first day of scheduled Value Adjustment Board (VAB) meetings and the junior Hardee (III) would be available to serve, if the VAB should meet a second day. Upon a motion by Commissioner Martin, seconded by Commissioner Parrish, the Board voted unanimously to approve said Agreement.
 
Commissioner Parrish reported Ms. Lucille Day agreed to serve on the VAB again as a Citizen Member. A motion was made by Commissioner Parrish and seconded by Commissioner Martin to appoint Ms. Day to the VAB as the County’s Citizen Member. Motion carried 5-0.
 
Mr. Reeves also presented to the Board for approval an INTERLOCAL AGREEMENT between Madison County and the Senior Citizens Council of Madison County, Inc. to pay for the expansion and use of an existing Retention Pond serving the county’s adjacent property where its new Emergency Management Operations Center has been constructed. Upon a motion by Commissioner Martin, seconded by Commissioner Hamrick, the Board voted unanimously to approve said Interlocal Agreement.
 
Mr. Cherry reported the ceiling of the Agricultural Center entranceway is sagging and he has asked Mr. Bill Rutherford of Clemons, Rutherford & Associates to examine it and make recommendations back to the Board.
 
Mr. Cherry also reported construction has not begun on the two (2) acre parcel located on Dale Leslie Drive sold by the county to Mr. Zarkis on November 10, 2008. He stated the Board has the option to extend the time period for construction or buy-back the property for $1 after a one-year period expires. Mr. Reeves asked that said property deed and restrictive covenants be included in the next meeting packets for review.
 
Discussion followed on a Volunteer Fire Department Appreciation Supper. Mr. Cherry volunteered to make arrangements for possibly the second Thursday in October during Fire Protection Week.
 
At the beginning of discussion of the Budget Preparation for the 2009-2010 fiscal year, the County Attorney left the dais.
 
The Clerk presented a paper entitled FY2009-2010 BUDGET RECAP #4a (attached) based upon a 8.9440 tentative millage rate, 12% increase in Health Insurance and a 0% Cost of Living change for the following funds: General; County Transportation Trust Fund; Capital Projects; Fine & Forfeiture; Solid Waste/Recycling; Emergency Medical Services; Landfill Closure; and Fire Services. He reported a General Fund balance of -$1,075 after a transfer of $4,203,552 from the General Fund to Fine & Forfeiture. He also reviewed the changes since the previous meeting’s General Fund balance of -$139,451.
 
Discussion followed again on the request made by the State Attorney for $15,989.90 and the request made by Court Administration for $16,929.20 for Article V Technology Fees and the funds projected to be available from the $2.00 recording fees to pay for said expenses. Mr. Sanders reported according to an Interlocal Agreement signed by all seven counties of the Third Judicial Circuit in 2006, both the State Attorney and Court Administration should receive $7,500 based upon said Agreement distribution of available county funds.   The Board by consensus agreed to budget said State Attorney, Court Administration, and Public Defender, based upon available funds from the $2 recording fee.
 
Discussion followed on the requests by the Building Department and Recreation Department for new trucks at State Contract prices of $17,514 and $17,159, respectively. Discussion also followed on the sale of an acre of land back to Mr. Gary Webb adjacent to his subdivision on State Road 53 north of Madison, a decrease of $2500 to Madison County Development Council based upon year to date expenditures, and the sale of timber on land owned by the City of Madison and the County.
 
Commissioner Martin asked the Clerk to provide salary increase projections at the next Budget Workshop on employee Cost of Living increases of 1% and 2%, and also a $500 bonus for all employees.
 
Madison County Property Appraiser Leigh Barfield presented to the Board a paper entitled “2009 PROPOSED MILLAGE RATE”, which compared the 2009 proposed millage rate to the 2008 final millage rate for all ad valorem taxing units in the county.
 
Mr. Cherry reported the cost to clean up the contaminated parking area behind the county’s new building adjacent to the Annex is $17,000. The Board by consensus agreed to pay for said costs from the Fiscally Constrained Fund.
 
The Clerk reviewed the projected Fund Balances as of September 30, 2009 for the General Fund; the County Transportation Trust Fund; and the Fiscally Constrained Fund.
 
The Board by consensus agreed to hold the next Budget Workshops to continue work on the 2009-2010 fiscal year budget on Wednesday, September the 9th and, if necessary, Thursday, September the 10th at 1:00 P.M.
 
There being no further business, the Chairman adjourned the meeting at Noon
 
 
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
 
By: ____________________________
                                                                               Roy W. Vickers, Chairman
 
 
 
ATTEST:
 
_____________________________
Tim Sanders, Clerk to the Board of
County Commissioners
 
 
 
 
 
 
 
 
 
 

FY 2009-2010 BUDGET RECAP #4a
 
 
September 2, 2009
 
 
 
 
 
 
 
(Based upon 8.9440 tentative millage rate,
 
 
12% increase in Health Insurance, and 0% Cost of Living change)
 
 
 
 
 
 
 
 
 
Fund
Revenues
Expenditures
Balance
 
 
 
 
General
        5,898,528
                  4,722,992
$4,212,637
 
        3,037,101
 
 
 
 
 
 
Co. Transp Trust Fund
                    2,062,049
                  2,079,338
($17,289)
 
 
 
 
Capital Projects
                    8,199,886
                  8,199,886
$0
 
 * Includes no transfer from 5th & 6th rev. est. @ $659,932
 
 
 
 
Fine & Forfeiture
                       488,775
                  4,693,402
($4,204,627)
 
 
 
 
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 1/2 cent LOST
 
 
 
 
Landfill Closure
                       178,495
                      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 + $8,010
 
 
 
 
 
 
 2. Changes in previous General Fund balance of 
(-139,451)
 
 
 
 
 
a. Decrease in Fac. Mgmt. exp.
-12,626
 
b. Decrease in transfer to Fine & Fort.
-150,574
 
c. Increase in Const. and Comm. salaries & ben.
+631
 
d. Increase in transfer for Library admin fees
+46,194
 
e. Increase in misc. General Fund revenues
+14,000
 
f. Decrease in Medicaid aid
-8,000
 
g. Decrease in Property Appr contingency
-9,085

 

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