Madison County, Florida

Request For Proposals
Bid Notice

Home CodeRED Madison County Florida
Meetings and Agendas

BOCC Minutes August 4, 2010


                                        BOARD OF COUNTY COMMISSIONERS
                                               MADISON COUNTY, FLORIDA
                                                    COURTHOUSE ANNEX
                                       MINUTES OF THE REGULAR MEETING
                                              WEDNESDAY, AUGUST 4, 2010
                                                              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 Justin Hamrick, called the meeting to order and called the roll.
Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously (5-0) to approve the agenda, as amended: At the request of Mr. Cherry, add to New Business item no. 6. Discussion of purchase of ladder fire truck together with the City of Madison and North Florida Community College; add to Unfinished Business item no. 2. Approval of transfer of Dry Hydrant Easement from County back to Lester Plain; and add to Public Works Department item no. 2. Consideration of purchase of used truck chassis for Solid Waste/Recycling Department
The minutes of the Regular Meeting held on July 21, 2010 were presented for review. Upon a motion by Commissioner Ellis, seconded by Commissioner Vickers, the Board voted unanimously (5-0) to approve said minutes as presented. The minutes of the Special Meeting held on July 28, 2010 were also presented for review. Upon a motion by Commissioner Ellis, seconded by Commissioner Vickers, the Board voted unanimously to approve said minutes as presented. The minutes of the Special Meeting held on July 29, 2010 were also presented for review. Upon a motion by Commissioner Vickers, seconded by Commissioner Ellis, the Board voted unanimously to approve said minutes, subject to the following wording submitted by Commissioner Parrish on page two (2), end of paragraph six (6): Commissioner Parrish opposed said motion due to her concern for employees who could not afford the plan’s $3,000 deductible.
Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Budget Amendment Request for Law Enforcement and Corrections; 2. Budget Amendment Request for Public Safety-E911; 3. Budget Amendment Request for Law Enforcement and General Fund; 4. Budget Amendment Request for BOCC (Board of County Commissioners)-General Fund).
The County Attorney presented a copy of a Request For Proposals for the collection of yard trash. He advised the Interlocal Agreement between the Aucilla Regional Landfill and Madison County states the County is required to dispose of solid waste, but not yard trash in the landfill. Mr. Reeves followed with a review of said proposed Request For Proposal. A motion was made by Commissioner Ellis and seconded by Commissioner Parrish to approve said Request For Proposals and allow staff to advertise.   Motion carried 5-0.
Solid Waste/Recycling Coordinator Jerome Wyche presented a paper entitled REQUEST FOR VEHICLE PURCHASE and explained the department’s need to purchase a used truck chassis to mount an existing hook lift frame with existing 2009-2010 fiscal year funds. He reported a bid notice was forwarded to three (3) vehicle dealers to submit their findings and offerings for a used chassis that would be suitable to the needs of the department. Mr. Wyche stated only one bid was received in the amount of $24,000 from Allstate Trucking in Valdosta for a 2001 International chassis and a turn-key process to exchange the hook lift frame from an existing county vehicle. He also reviewed with the Board the dealer’s warranty and truck upgrades. A motion was made by Commissioner Martin and seconded by Commissioner Vickers to approve the recommendation and purchase said vehicle. Motion carried 5-0.
Regarding the Tourist Development Council (TDC) approved grant in the amount of $940 for the Men’s Adult Baseball League, Mr. Reeves advised Tourist Development Tax funds can be used for paying officials, as long as the tax revenues are expended for an activity associated with the purpose of attracting tourists. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis to approve said TDC grant request. Motion carried 5-0. Mr. Sanders stated he asked for the clarification at the last meeting to see if it would be possible for the County Parks and Recreation Department to seek grant funding to help defray similar salary expenses for softball and baseball tournaments held at the Recreation Complex.
The County Attorney presented for approval a Statutory Deed for the conveyance of a Dry Hydrant Easement from the County back to Lester D. Plain and Jo Ann Plain, which in effect cancels an easement recorded in O. R. Book 314, page 153 of the Public Records of Madison County. Upon a motion by Commissioner Vickers, seconded by Commissioner Parrish, the Board voted unanimously to approve the Chairman’s signature upon said conveyance.
Mr. Cherry introduced Mr. Richard Roach of RICOH to explain to the Board a proposed consolidated telephone system for all offices in the Courthouse Annex. Mr. Roach presented a chart, which showed significant savings in the consolidated system, especially after the three (3) year contract and equipment purchase period. Mr. Reeves advised he found no requirement for the County to bid out a phone system, but suggested the Board table the matter until later in the day to allow him to review the proposed contract.
Mr. Harve Platig of NCSPlus, Inc. presented and reviewed with the Board a power-point presentation entitled Government Debt Recovery Program. He reported Pasco County, in partnership with the Florida Association of Counties, put out a Request For Proposals for a debt recovery solution to local governments and NCSPlus, Inc. won the competitive bid. He stated Pasco County signed a three-year contract in January of this year and Marion and Citrus Counties also utilize NCSPlus, Inc. for some of their collection services. Mr. Platig explained NCSPlus uses a fixed fee philosophy where a small up front fee is paid for each debt that is to be recovered (typically $10 to $12 or less). Emergency Medical Services Director Juan Botino reported a total of $744,000 uncollectible invoices since 2003 and very poor results with an area collection agency. By consensus, the Board directed the County Coordinator to come back at a later date with a contract proposal with NCSPlus, Inc.
On behalf of the United States Census Bureau, Ms.Marion McGhee presented the Board with a plague in appreciation of support in raising awareness of the census by the Board of County Commissioners and the Madison County Complete Count Committee during the 2010 Census count in Madison County.
Mr. Cherry reported meeting with the Madison City Manager, the Madison Fire Chief, a representative of the United States Department of Agriculture (USDA), and Mr. Skip James from North Florida Community College regarding the purchase of a ladder fire truck, which will be shared between the County, the City, and NFCC. Mr. Cherry reported USDA has approved a 68% grant or $387,000 for the purchase of said fire truck, but the County and City must each approve an additional $9,500 match to finalize the purchase. He stated the County and City have already agreed to pay $67,500 each and NFCC has agreed to fund $27,500 toward the purchase. The Clerk reported, as with the original $67,500 commitment, the additional $9,500 is available in the Fire Services Assessment funds. The County Attorney advised an Interlocal Agreement would be needed for the multi-jurisdictional use of the fire truck. A motion was made by Commissioner Parrish and seconded by Commissioner Vickers for the Board to approve the additional $9,500 from the County for said required grant match. Motion carried 5-0.
After a noon recess, the Clerk presented a paper entitled 2010-2011 FISCAL YEAR BUDGET RECAP #4 (attached) based upon the present 2009-2010 FY 8.9440 millage rate; a 5% Health Insurance increase; and 0% Cost of Living adjustment. Mr. Sanders reviewed the Fund Balances of the following funds: General, County Transportation Trust Fund, Capital Projects, Fine and Forfeiture, Solid Waste, Recycling, Emergency Medical Services, Landfill Closure, and Fire Services. He noted to balance Fine & Forfeiture with a transfer from the General Fund would leave a negative balance of -$637,685. The Clerk noted the following offices and departments have not presented requested 5% budget reductions: Property Appraiser, Tax Collector, Veterans Service, Code Enforcement, Library, and the Sheriff.
The Clerk also reviewed again a paper entitled Operating Millage Rate Comparison-Fiscal Year 2010-2011, which compares various millage rates and associated ad valorem tax proceeds. The “Comparison” paper also gave Taxable Values in Madison County for the past five (5) years, along with millage rates and ad valorem proceeds. Of particular interest, Mr. Sanders noted declines in Taxable Values since the 2007-2008 fiscal year at a high of $722,030,733 to the present Taxable Value for fiscal year 2010-2011 of $614,411,007.
Sheriff Ben Stewart reported his office is currently squeaking by with the current fiscal year funding, which was cut 10% from the previous year. He reviewed budgeted line items in Law Enforcement, Detention, and Communications and reported no increases in his proposed budget, except for areas that he has no control, such as retirement and health insurance. He also explained the Sheriff’s Office budget has no new positions, except for those that are reimbursed with non-ad valorem revenues. In review of the proposed Law Enforcement budget, a question arose over Travel & Per Diem. The Sheriff stated he would get back to the Board. Regarding Overtime Pay-Dispatch, he reported the budgeted $40,482 may be reduced if he can get a grant for one full-time dispatcher.
Suwannee River Regional Library Director Danny Hales submitted a paper, which explained the consequences of an additional 5% cut, or $13,229 in local Madison County dollars, to the libraries in Greenville, Madison, and most notably, the new library in Lee. He stated the cut could be made up by using more state reserves, which would leave a balance of $40,000 to $45,000. A motion was made by Commissioner Martin and seconded by Commissioner Vickers to balance the 5% reduction in $264,583 local match funding with an increase of $13,583 in state reserves. Motion carried 4-0. Commissioner Parrish was not present for the vote.
The Board reviewed the Tax Collector’s proposed 2010-2011 Fiscal Year budget requests (original and reduced), along with the current budget and year-to-date expenditures as of June 30, 2010. The Clerk reported the requested 5% reduction would result in a 2010-2011 FY budget of $438,268.46, which is $39,476 lower than the Tax Collector’s proposed reduced 2010-2011 FY budget.   The Clerk also reported the Board’s requested 5% reduction for the Property Appraiser’s 2010-2011 FY budget is $671,413.93, which is $38,185 lower than the Property Appraiser’s proposed reduced 2010-2011 FY budget. A motion was made by Commissioner Vickers and seconded by Commissioner Martin to reduce the budgets of the Tax Collector and Property Appraiser to meet the 5% reduction values of $438,268 and $671,414, respectively. Motion carried 4-1 with Chairman Hamrick opposed. 
Discussion turned to proposed budgeted expenditures for “Travel”. The Clerk reported General Fund, Board related “Travel” amounts to over $12,000. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to eliminate all “Travel” for the Board of County Commissioners in the amount of $3,000.
Attention then turned to New Business item no. 5. Decision of Tentative Millage for Certification to Property Appraiser and Notification of Proposed Millage Rate and Date, Time, and Place of Tentative Budget Hearings. The Clerk again directed the Board’s attention to the Operating Millage Rate Comparison-Fiscal Year 2010-2011 chart and mentioned after the aforementioned reductions ($93,890) the current General Fund balance stands at -$543,795. Possible revenue enhancements of selling county-owned properties, such as the Senior Citizens property and lands adjacent to the Aucilla Regional Landfill, to offset the negative fund balance were discussed. Commissioner Ellis made a motion to set the Tentative Millage rate at 9.50 mills. Motion died for lack of a second. Discussion followed. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis to set the Tentative Millage at 9.50 mills. Motion carried 3-2 with Commissioners Martin and Parrish opposed. Mr. Sanders reported the First Public Hearing for the Tentative Millage and Budget has already been approved for Wednesday, September 8, 2010.
Discussion followed on selling county-owned properties to offset the budget deficit. Commissioner Ellis made a motion, seconded by Commissioner Vickers, to sell the Old Jail building and property, which is adjacent to the Senior Citizens property, along with deed restrictions to preserve the historic character of the Old Jail. Motion failed 2-3 with Chairman Hamrick and Commissioners Martin and Parrish opposed. A motion was then made by Commissioner Vickers and seconded by Commissioner Ellis to advertise for bids to sell the old Senior Citizens building and property. Motion carried 5-0.
Mr. Cherry reported the contract for the new consolidated telephone system in the Courthouse Annex would be ready for the next Regular Meeting.
Mr. Cherry also updated the Board on the possibility of landing a new manufacturing plant in Madison County. He reported the company would like to have 100 acres of land, rather than the 50 or 60 acres the county has made available to them. Mr. Cherry presented a map of the County-owned land and adjacent properties and said the additional 43 acres needed to be in the running to land the company in Madison County would cost approximately $900,000. The Clerk reported the funding to purchase the additional land could come from Fiscally Constrained revenues. The Board by consensus agreed to authorize Mr. Cherry to tell the company that the County is willing to move forward with making the additional land available, if they should decide to come to Madison County.
The Board also by consensus agreed to continue work on the 2010-2011 FY budget on Thursday, August 12th at 2:00 P.M.  
There being no further business, the Chairman adjourned the meeting at 4:35 P.M.
Board of County Commissioners
                                                                        Madison County, Florida
                                                                              Justin Hamrick, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners
                             2010-11 FISCAL YEAR BUDGET RECAP #4
         August 3, 2010
(Based upon present 2010-11 FY 8.9440 millage rate; 5% Health Insurance increase; and 0% Cost of Living adjustment)
Fund                            Revenues                     Expenditures                       Balance
General                        8,440,398                        4,623,887                           3,816,510
 Co. TTF                       1,962,713                        2,021,089                            (-58,376)
Cap. Projects               4,577,202                        4,577,202                                            0
Fine & Forf.                  397,465                          4,851,660                             (-4,454,195)
Solid Waste                 1,550,735                       1,501,906                               48,829
Recycling                    138,787                       138,787                                               0
EMS                           775,050                           1,171,287                                          0
                                **Balance with ½ Local Option Sales Tax revenue $281,000
                                                                                       & L.O.S.T reserves $115,237
Landfill Clos.              137,386                       137,386                                               0
                                                                Balanced with $79,436 transfer from General
Fire Services              402,020                       402,020                                               0
NOTE: 1. To balance Fine & Forfeiture with transfer from General Fund
      General Fund balance = (-$637,685)
                                July 15th Recap #3…………….(-$982,196)
July 7th    Recap #2…………   (-$1,465,285)


Archived Meetings and Agendas

© 2011 Madison County Florida | Web Site Design and Content Management by JSS Enterprises, Inc

Madison County Florida