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BOCC Special Minutes May 19, 2010


2:00 P.M.
The Board of County Commissioners of Madison County, Florida met this day in a Special Workshop 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 and County Clerk Tim Sanders. 
The Chairman, Honorable Justin Hamrick, called the meeting to order and stated the purpose of the Workshop was to review county road improvement priorities for current and future fiscal years along with associated expenditures and funding.
County Engineer Bill Steves referred to a map of Madison County prepared by the Property Appraiser’s Office with each County Commissioner District distinguished with its roadways. Mr. Steves also referred to a paper entitled MADISON COUNTY ROADWAY IMPROVEMENTS EVALUATION/PRIORITY RANKING that included the name of the road, the section of the road (from/to), the district, length, cost per mile to pave, total cost, the traffic count/rating (based upon “Priority Roads Scoring System”), right-of-way availability, maintenance required, future level of service, connectivity, total score, and ranking. He explained the factors associated with the $274,750 cost per mile figure, one of which is an estimate from current project bid pricing for asphalt. He also explained the estimated costs for resurfacing projects at $159,250 per mile.
Mr. Steves reviewed with the Board the County’s PRIORITY ROADS SCORING SYSTEM, which is based upon the following categories and respective maximum points:
Current Traffic                        25 points
Right-of-Way Availability      20 points
Maintenance Required            20 points
Future Level of Service          15 points
Connectivity                           20 points
The County Engineer reviewed and explained the ranking of the 29 roads that were surveyed based upon each Commissioner’s input. He also reported the Traffic Counts on the roadways were taken from 9:00 AM Thursday to 9:00 AM Monday for a consistent comparison. Mr Steves stated the roads under Resurfacing Projects were not prioritized, but listed for consideration by the Board to protect the County’s investment.
Commissioner Martin asked for a list of roads that need limerock in his district for consideration during the 2010-2011 fiscal year budget process. The Board by consensus asked Mr. Steves and Road & Bridge Department Coordinator Robert Henderson to develop a list of limerocked roads by district that need re-working.
The Clerk presented a paper entitled ANALYSIS OF COUNTY-IMPOSED MOTOR FUEL TAXES that he prepared using as a source the 2009 Local Government Financial Information Handbook August 2009 by the Florida Legislative Committee on Intergovernmental Relations. He reported Madison County utilizes 6 of the 12 cents of local option fuel taxes county governments are authorized to levy. Those utilized are the second tax of 1 to 6 cents on every net gallon of motor and diesel fuel sold in the county. Based upon a distribution shared with the municipalities of Greenville, Lee, and Madison, the County’s estimated share (70.17%) is $1,082,059. Mr. Sanders reported these funds currently help support the expenditures of the Road & Bridge Department’s $2,111,596 fiscal year 2009-2010 budget.
Mr. Sanders also referred to the two separate levies that are unutilized in Madison County. The Ninth-Cent Fuel Tax on motor fuel with estimated proceeds of $80,277, which may be authorized by ordinance adopted by extraordinary vote or county referendum. The other separate levy unutilized is the 1-5 Cents Fuel Tax on motor fuel sold in the county that may be levied by ordinance adopted by a majority plus one of the Board or voter approval. He stated the proceeds are estimated at $264,909 for the county based upon a 70.17% distribution. The Clerk added that all local option fuel tax impositions must be levied before July 1st of each year to be effective January 1st of the following year.
The Clerk also reported on the availability of the Constitutional Fuel Tax (5th and 6th Cents Tax) for county road construction improvements. He stated the current 2009-2010 fiscal year budget is $659,932, of which $178,000 is encumbered for the Flowers Road west end paving project. Mr. Sanders directed the Board’s attention to an analysis of the Fund Balance of said 5th and 6th Cent Fuel Tax as of April 30, 2010. The estimated Fund Balance at September 30, 2010 is $633,421, which includes the $178,000 encumbrance for Flowers Road. And, based upon estimated revenues similar to 2009-2010, funds available for fiscal year 2010-2011 budgeting would total $1,293,353 if no other encumbrances are made this fiscal year.
Reference was made to a table entitled 2009 Federal, State, and County Tax Rates on Motor and Diesel Fuels in Florida’s Counties, which was provided by the Clerk to compare Madison County’s Utilized and Unutilized Fuel Taxes with other counties in the area and in the state.
The Clerk presented information regarding the County’s borrowing capacity if revenues from the Constitutional Fuel Tax, the Five Cent Local Option Fuel Tax, and the Ninth Cent Fuel Tax were included in a pledge. The total revenues, as estimated in said Handbook, to be pledged would total $1,357,062. Based upon a report provided by Mr. Ralph Cellon of Morgan Keegan & Co., Inc., moneys available for road improvements in Madison County from Tax Exempt Bonds with a 20-Year Maturity would total $10,358, 930 and $12,383,895 with a 30-Year Maturity.
Commissioner Martin stated that he would like to move ahead with a split of the available $633,421 between the Commission Districts to pave some roads. He suggested since Commissioner Parrish’s district has encumbered $178,000 for Flowers Road, then the $633,421 should be split four ways with $158,355 available for the other four districts.
There being no further business, the Chairman adjourned the meeting at 3:50 P.M.
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
By: ____________________________
                                                                               Justin Hamrick, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners

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