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BOCC Special Minutes July 15, 2010


                                        BOARD OF COUNTY COMMISSIONERS
                                                 MADISON COUNTY, FLORIDA
                                                        COURTHOUSE ANNEX
                                         MINUTES OF THE SPECIAL MEETING
                                                     THURSDAY, JULY 15, 2010
                                                                      9:00 A.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), and Roy Ellis (District 5). Also present were County Coordinator Allen Cherry and Deputy Clerk Phyllis Lawson. It was reported Commissioner Martin (District 4) was delayed.
The Chairman, Honorable Justin Hamrick, called the meeting to order and called the roll.
Chairman Hamrick introduced Dr. Neil Seldman, President of the Institute for Local Self-Reliance, who addressed the Board regarding federal grants available for recycling projects. Two projects he recommended and gave information about were composting systems and electronic scrap hand dismantling. The purpose of these projects would be to extend the life of our local Regional Landfill.
Commissioner Martin arrived at 9:20 a.m.
After the presentation, Dr. Seldman opened the meeting to the audience for a question and answer session. Mr. Frank Darabi of Darabi and Associates, Inc. stated he fully agreed with the suggestions by Dr. Seldman and would encourage the county to follow up with these projects.
The meeting was recessed at 10:15 a.m.
Chairman Hamrick called the meeting back to order to continue with the 2010-2011 Fiscal Year Budget Preparation.
The Clerk presented to the Board the MADISON COUNTY BOARD OF COUNTY COMMISSIONERS TENTATIVE BUDGET FY 2011 dated July 15, 2010. He followed with an overview of a paper entitled 2010-2011 Fiscal Year Budget Recap # 2 dated July 15, 2010 (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 the current 8.9440 millage rate, a 10 % increase in Employee Health Insurance, and a 0% Cost of Living adjustment. Mr. Sanders reported a positive balance in the General Fund in the amount of $3,650,466 and a negative balance in Fine & Forfeiture in the amount of $5,115,751, which results in a negative General Fund Balance in the amount of $1,465,285.
Madison County Sheriff Ben Stewart presented a paper entitled Madison County Sheriff’s Office Budget Request 2010-2011 Justifications.   Sheriff Stewart reviewed the following information found in the presentation: Vision 2020 Goal for Public Safety in Madison County; Madison County Sheriff’s Office mission statement, FBI Law Enforcement Personnel Data for southern rural counties, Madison County Sheriff’s Office contributions to the budget, Madison County Sheriff’s Office requirements and services, and a Summary. The Sheriff and Mrs. Nancy Curl from his Administrative Office presented and reviewed by line item the proposed Sheriff’s Law Enforcement, Detentions/Corrections/Dispatch, Law Enforcement Education, and $12.50 Communications Surcharge budgets, which total $5,621,629.89. Noted increases, other than retirement and employee health insurance, were in Employees Salaries (request for four additional deputies), Professional Services, and Capital Outlay. Requests for new expenditures were”BA52 & Marchman Act” (transport) and “Informant Services”. Sheriff Stewart explained “Confiscated Drug Money” may only be used for law enforcement related capital outlay expenditures and that $330,000 can be eliminated in Law Enforcement for the purchase of ten (10) new Chevrolet Tahoes. In Detention& Corrections the Sheriff reported his proposed budget reflects the beginning of a separation of Jail and Dispatch expenditures. He stated out of a $61,000 Byrne Grant, he intends to hire one new Dispatcher and fund a new Computer Aided Dispatch (CAD) system. He stated he would also like to have a new jail transport vehicle, hopefully funded with the “Confiscated Drug Money”. He also reported that the Florida Department of Transportation (FDOT) has offered “overtime” pay for his deputies for traffic enforcement, possibly beginning in January 2011.
Madison County Property Appraiser Leigh Barfield, along with Mrs. Marie Smith from her office, presented to the Board the Property Appraiser’s Office proposed budget in the amount of $709,208.00. Mrs. Barfield noted increases in retirement and health insurance and stated cuts have been made in her proposed budget at the direction of the Department of Revenue. Mrs. Barfield reported property values in the county are down 7%. She also reported a potential future savings for her office and all offices in the Annex with a new integrated telephone system. Mrs. Barfield also suggested a programmable heating and air conditioning system for the Annex for additional savings.
Madison County Tax Collector Frances Ginn presented her office’s proposed budget in the amount of $467,093.51 and noted the only increases were in retirement and health insurance, along with an increase in computer maintenance shared with the Property Appraiser. Mrs. Ginn noted a Capital Outlay expense in the amount of $17,925.47 for tax collecting computers and printers was not included in the proposed budget. She also suggested delaying the addition of Driver License services in her office until next year, due to possible funding assistance for small counties of approximately $150,000 in computer hardware/software start-up costs.
Madison County Supervisor of Elections Jada Woods Williams presented to the Board her office’s proposed budget in the amount of $292,731.61. In the review of her budget line by line, under “Contractual Services”, Mrs. Williams noted a savings in the amount of $8,000 by her choosing a service provider at a lower cost.
Mr. Sanders presented to the Board a multi-page document entitled Madison County Clerk of Court Proposed Budget Fiscal Year 2010-11 dated July 15, 2010. In it he reported a total budget in the amount of $852,132. He provided his office’s Official Records budget, which comprises 10% of the total budget, in the amount of $87,876.00. In his office’s Article V Court Related budget, which comprises 51% of the $852,132 total, Mr. Sanders noted the $434,606.00 budget amount approved by the Florida Clerks of Court Operations Corporation (CCOC) and the Florida Legislature, and is based upon the State of Florida fiscal year beginning July 1. With regards to the proposed Clerk to the Board, Finance and Accounting budget, the Clerk noted of the $329,650 requested for 2010-2011 FY, $273,202 is subject to Ad Valorem and General Fund revenues. He explained $56,448 of the proposed budget is funded by a transfer from the State Court Facility Traffic Surcharge for Board funded, court-related communications expenses.
Following the presentations by the Constitutional Officers, Mr. Sanders reported the Board’s decision on approval of a Tentative Millage for the 2010-2011 Fiscal Year is not due until the next Regular Meeting on Wednesday, July 21st. The Clerk again referred to the dilemma of balancing the General Fund with a current negative balance of $1,465,285 or $1,135,285 now with a decrease of $330,000 in Sheriff Capital Outlay. 
The Clerk reported Commissioner Martin made a request of him to provide the Board with a General Fund balance and a Fine & Forfeiture Fund balance based upon the current 8.9440 millage rate and a 5% decrease in expenditures based upon an estimated decrease in ad valorem proceeds for the 2010-2011 FY. Mr. Sanders presented two scenerios, one based upon a 5% decrease in “ Proposed 2010-2011 Expenditures” by county departments, constitutional offices, and agencies, and one based upon a 5% decrease in the “Current 2009-2010 Expenditures”. Mr. Sanders reported with a 5% decrease in “Proposed Expenditures”, the General Fund less Fine & Forfeiture expenditures would result in an approximate negative balance of -$650,000. Using the “Current 2009-2010 Expenditures”, the General Fund less Fine & Forfeiture expenditures would result in an approximate negative balance of -$74,000. After further discussion, Commissioner Martin made a motion for all county departments and constitutional officers to amend their proposed budgets for 2010-2011FY using their current 2009-2010 FY budgets reduced by 5%. The motion was seconded by Commissioner Ellis and carried unanimously (5-0).
In other business, the Clerk reported the representative from Brown and Brown Insurance will have County Employee Health Insurance bids for review next Tuesday, the 20th and suggested said bids be reviewed by the entire Health Insurance Committee at that time. Mr. Sanders reported two years ago, the committee was made up of Commissioner Ellis, Mr. Cherry, the Constitutional Officers, Emergency Medical Services Director Juan Botino, and a representative from Public Works. The Board by consensus approved the same committee members to review the proposed bids for the 2010-2011 Fiscal Year.
There being no further business, the Chairman adjourned the meeting at 3:10 P.M.
Board of County Commissioners
                                                                        Madison County, Florida
                                                                              Justin Hamrick, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners

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