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BOCC Minutes August 18, 2010


                                        BOARD OF COUNTY COMMISSIONERS
                                                  MADISON COUNTY, FLORIDA
                                                        COURTHOUSE ANNEX
                                       MINUTES OF THE REGULAR MEETING
                                                WEDNESDAY, AUGUST 18, 2010
                                                                      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 Justin Hamrick, called the meeting to order and called the roll.
Upon a motion by Commissioner Ellis, 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. 4, Approval of contract with NCSPLUS, Inc. for government debt collection services.  
The minutes of the Regular Meeting held on August 4, 2010 were presented for review. Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously (5-0) to approve said minutes as presented.
Sheriff Ben Stewart asked the Board to allow the Chairman to sign a BUREAU OF JUSTICE ASSISTANCE GRANT in the amount of $12,297 for the part-time law enforcement position in Greenville.
Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Approval of Certification Form for the S.H.I.P. Annual Report; 2. Approval of Certification for Implementation of Regulatory Reform Activities required by S.H.I.P.).
At 4:15 P.M. the Chairman turned the Board’s attention to a Public Hearing for consideration and approval of a Temporary Use Permit (No. 10-02) requested by John J. Errickson to allow a second dwelling for the daughter to care for Mr. Errickson on a 1.5 acre parcel located at 3507 NE Juniper Drive in section 29, township 1 north, range 11 east and zoned Agricultural 2. Chairman Hamrick opened the meeting to the public for comments. Hearing none, the public comments portion of the hearing was closed. A motion was made by Commissioner Ellis and seconded by Commissioner Martin for the Board to approve said Temporary Use Permit. Motion carried 5-0.
Under Public Works, Solid Waste/Recycling Coordinator Jerome Wyche asked the Board for permission to hire a new employee due to the retirement of an employee at the end of August. Upon a motion by Commissioner Martin, seconded by Commissioner Parrish, the Board voted unanimously to approve said request.   Also for the Board’s information, Mr. Wyche referred to a multi-page document from Mr. Frank Darabi of Darabi & Associates, Inc. Environmental Consultants regarding the Madison County Central Class I Landfill (Closed) Financial Assurance Cost Estimates, which is due to the Florida Department of Environmental Protection on or before September 1, 2010.
            Road and Bridge Department Coordinator Robert Henderson presented the Board for approval the Maintenance Map prepared by Poppell Land Surveyors, LLC of SW Mt. Olive Church Road located in sections 1 & 2, township 2 south, range 5 east. Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously to approve said Maintenance Map.
            Mr. Henderson also presented results of a Bid Opening (Project No. 2010-03) for NW Flowers Road Pipe Removal and Replacement (at Little Aucilla River) on August 12, 2010. Mr. Henderson reported the low bid, which met all project specifications, was submitted by Dixie Paving and Grading, Inc. in the amount of $112,455.00. County Engineer Bill Steves also reported Dixie Paving and Grading, Inc. is pre-qualified by the Florida Department of Transportation and recommended said low bid vendor. Upon a motion by Commissioner Parrish, seconded by Commissioner Vickers, the Board voted unanimously to approve the low bid in the amount of $112,455.00. Mr. Steves explained the construction process for the pipe removal and replacement would involve the closure of Flowers Road at that site for a period of 3 to 4 weeks.
Discussion followed on the preparation of an Interlocal Agreement between Madison County and Taylor County for the proposed paving of SW Fellowship Road. Mr. Cherry reported the County Manager of Taylor County is receptive to present an agreement to his Board to commit funds in the amount of $31,284 to pave that portion of said road situated in Taylor County. The County Attorney advised it would be in the best interest of Madison County to have a Maintenance Map of the SW Fellowship Road in Madison and Taylor Counties. Mr. Henderson also reported there may be additional costs for tree removal along said road in Taylor County. A motion was made by Commissioner Martin and seconded by Commissioner Vickers to allow the County Attorney to prepare said Interlocal Agreement. Motion carried 5-0. Mr. Reeves advised he would add the additional costs for said Maintenance Map and tree removal to said Interlocal Agreement.
County Engineer Bill Steves reported the Florida Department of Transportation (FDOT) has committed approximately $3,150,000 in grant funds to Madison County to resurface County Road 150 from U.S. Highway 90 to County Road 146. He stated talks with FDOT have centered on using a portion of said funds to replace the old bridge on CR 150 spanning the Little Aucilla River. Mr. Steves reported the construction and design costs of said bridge replacement, based upon FDOT design manual and quantities, is estimated at $2,250,000, which leaves approximated $900,000 for widening and resurfacing a portion of said road. Mr. Steves reported that through traffic on CR 150 with bridge construction would be out of commission for 4 to 5 months. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis to ask FDOT for permission to use the said grant funds to replace the CR 150 bridge, rather than paving the entire CR 150. Motion carried 5-0.
Emergency Management Director Tom Cisco and Program Specialist Leigh Webb presented a paper on the Plan Features of the new “One Call Now” Emergency Management messaging system. Mrs. Webb also reviewed the list of names, offices, and businesses that will receive messages via voice, email, and text to report bad weather or other emergencies.
Discussion followed on the request by the Town Council of Greenville for the County to provide Code Enforcement for the municipality. The County Attorney advised it would be better for the Town of Greenville to adopt County Ordinances subject to Code Enforcement, if the Board wished to provide said services in the incorporated area of Greenville. By consensus, the Board agreed to re-agenda the matter and directed the County Coordinator to examine the costs associated with Code Enforcement in Greenville for the past two years and the County’s projected costs associated with a response to a complaint in Greenville.
Mr. Reeves referred to a RICOH Business Solutions ORDER AGREEMENT and LEASE AGREEMENT for consolidated telephone services for all offices in the Courthouse Annex. Mr. Reeves suggested the Agreement coincide with the County fiscal year and advised removal of “Late Charges” and “Confidentiality” sections of said Agreements. A motion was made by Commissioner Ellis and seconded by Commissioner Vickers to approve said Agreements, subject to removal of said sections identified by the County Attorney. Motion carried 5-0.
Emergency Medical Services (EMS) Director Juan Botino referred to the presentation at the last Regular Meeting regarding government debt collection services by NCSPLUS Inc. and asked the Board to approve a contract to proceed beginning in October for an initial 1,000 past due accounts at a cost of $11.70 each. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to approve said contract beginning October 1, 2010.
Regarding the preparation of the next year’s budget, Mr. Cherry explained the Road & Bridge Department complied with the Board’s wishes to cut 5% from the proposed 2010-2011 FY budget, in part, by eliminating Capital Outlay. Mr. Henderson presented a list of Capital Outlay equipment, purchase prices, and buy-back prices for consideration. Mr. Henderson proposed keeping a John Deere Grader eligible for the buy-back program and purchasing a new John Deere Grader and a Loader by re-instating $345,000 in Capital Outlay in the 2010-2011 FY budget. A motion was made by Commissioner Martin and seconded by Commissioner Vickers for the Board to approve said recommendation to add $345,000 from County Transportation Trust Fund (CTTF) reserves back to the proposed 2010-2011 FY CTTF budget for said purchases. Motion carried 5-0.
Mr. Cherry asked the Board to consider Municipal Auction Co. of Tallahassee to sell the County’s surplus equipment scheduled for December in order to reach an expanded audience. He stated he would have more information for the Board at its next Regular Meeting.
Mr. Cherry presented an aerial photograph of the county-owned Old Senior Citizens Center and Old County Jail property bounded by SW Pinckney Street, SW Orange Avenue, and SW Rutledge Street in the City of Madison. In the advertisement of the previously approved sale of the Senior Center, Mr. Cherry asked the Board for guidance on establishing a boundary line between the two structures for bid specifications. The Clerk reported a portion of an old brick wall divides the property on the ground between the two buildings. Mr. Reeves advised to get sealed bids, reserving the right to reject all bids in the advertisement. Commissioner Ellis stated he would like to advertise both buildings for sale to see what they would bring, subject to a deed restriction on the Old Jail to preserve its historic character. A motion was then made by Commissioner Ellis and seconded by Commissioner Vickers to advertise for bids for the sale of the county property two ways; one bid for the Senior Center alone and one for both the Senior Center and Old Jail along with said deed restriction. Motion carried 3-2 with Commissioners Martin and Parrish opposed.
Ms. Heather Beggs asked the Board to consider using the Old Senior Center building as an economic development incubator for business start-ups in Madison County.
County Engineer Bill Steves updated the Board on the “Dusty Roads” permitting processes through the Suwannee River Water Management District for Fellowship, Mt. Olive, and Flowers Roads.
Mr. Cherry referred to a Boundary Line Survey by Thompson & Associates Land Surveying, Inc. along the northerly maintenance line of Rootman Road and reported that Road & Bridge Coordinator Robert Henderson has no issue with the planned placement of a fence 30 feet from center by the adjoining property owner, Mr. Mike Holton, which in some places falls within said monumented maintenance line.
Mr. Cherry also reported out of a list of roads presented by the County, the Florida Department of Transportation has chosen to spend $276,000 to resurface NW Hare Avenue, which connects NW County Road 150 and NW County Road 253.
Mr. Cherry also reported two tax abatement requests were presented last week. One from the Busy Bee/Burger King/Shell business at the corner of U.S.90 and Duval Street in Madison, and the other from the McDonalds/Chevron business at Interstate 10 and State Road 53. The County Attorney advised the Board on the application process and explained that the Board’s authority to grant an exemption would expire September 5th, unless the voters of Madison County approved the extension on August 24th. Discussion followed on the Board’s ability to grant a tax abatement for businesses after the completion of improvements, rather than prior to construction. If the citizens of the county vote to approve the tax abatement extension, Commissioner Ellis recommended the Board establish a set of criteria for said tax abatement requests. The Board by consensus agreed to agenda the matter for the next Regular Meeting.
Commissioner Parrish reported the Aucilla Area Regional Landfill Board approved rebates to the four participating counties based upon tonnage and Madison County’s share would amount to approximately $138,000.
At the request of Commissioner Ellis, the County Attorney advised the Board of County Commissioners is authorized by Florida Statutes to approve tax abatements and that Mr. Reeves would provide the statutory criteria at the next Regular Meeting.
The Board by consensus approved holding a Special Meeting on the 2010-2011 FY budget some time during the week of August 23rd.
There being no further business, the Chairman adjourned the meeting at 6:20 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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