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BOCC Special Minutes Agusut 25, 2010

 

                                        BOARD OF COUNTY COMMISSIONERS
 
                                                 MADISON COUNTY, FLORIDA
 
                                                        COURTHOUSE ANNEX
 
                                         MINUTES OF THE SPECIAL MEETING
 
                                                WEDNESDAY, AUGUST 25, 2010
 
                                                                      4:00 P.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), 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 explained the purpose of the meeting was for the continued work on the 2010-2011 Fiscal Year budget and to consider a Resolution and Agreement with the Florida Department of Transportation for resurfacing and bridge replacement on NW County Road 150.
 
Madison County Chamber of Commerce/Tourism Executive Director Ted Ensminger presented the Madison County Tourist Development Council’s (TDC) proposed 2010-2011 Fiscal Year budget in the amount of $94,670. For informational purposes, Mr. Ensminger also presented to the Board the TDC Monthly Financial Report as of July 2010. Mr. Ensminger also reported stands with brochures on Madison County are currently being placed in all businesses in the county along Interstate 10, including the new MADISON, FLORIDA HISTORIC WALKING/DRIVING TOUR brochure that he presented to the Board.
 
The Clerk presented to the Board for review a 2010-2011 FISCAL YEAR BUDGET RECAP #6 (attached) dated August 25, 2010 based upon the Tentative Millage rate of 9.500; employee health insurance at an approved 5% increase; and a 0% cost of living adjustment. Mr. Sanders reviewed the Fund Balances of the following funds: General, County Transportation Trust Fund, Capital Projects, Fine & 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 General Fund Balance of -$252,431. He also noted said Fund Balance resulted from the following reductions and increased revenues presented on August 4th and *18th:
a) BOCC travel                       -$3,000
b) Property Appraiser              *-$30,369/net -$20,630
c) Tax Collector                      *-$17,925.47
d) Library reserves                  +$13,229
e) Tentative millage rate          +$324,532
f) Interest adjustments                        +$5,938
 
Sheriff Ben Stewart presented a document which detailed the actual expenditures of the Sheriff’ Office for the 2007 ($479,630.85), 2008 ($530,180.47), 2009 ($510,586.65) fiscal years and the actual expenditures for the current 2010 fiscal year as of August 25, 2010 ($479,660.19). He also reported proposed Law Enforcement line item expenditures for Travel & Per Diem ($9,581) and Books, Publications, Subscriptions, & Memberships ($7,446) have been removed from General Fund expenses and transferred to traffic citation fine funded Law Enforcement Education.
 
Mr. Edward Meggs presented the Madison County Development Council’s Treasurers Report for the current 2010-2011 Fiscal Year, which reflected a Beginning Balance of $20,500.00 and Current Balance of $12,055.18. Mr. Sanders reported the proposed budgeted amount for MCDC under County Development is at a 5% reduced amount of $19,475.00. Mr. Meggs stated MCDC has been very prudent with the County’s funds and reported approximately $10,000 was returned at the end of the past fiscal year and an excess amount will given back to the County this year.
 
In accordance with the Board’s call for a 5% budget reduction, the Clerk reported the proposed budget for Soil Conservation is $11,844.37, down from the current $12,246.14. He stated a Soil Conservation representative was contacted about the proposed reduction and was invited to attend today’s meeting. Mr. Sanders was asked to inquire about financial support relationships between Soil Conservation and Boards of County Commissioners in other counties.
 
Supervisor of Elections Jada Woods Williams presented for review her office’s proposed 2010-2011 FY budget in the amount of $282,531.61, which is $15,285.18 less than the current budget of $297,816.79 and more than the Board requested 5% reduction ($14,891).
 
Clerk of Courts Tim Sanders presented the Clerk’s proposed “5% reduced” Board-related budget in the amount of $313,269, down from the current fiscal year of $329,764 and the Clerk’s original 2010-2011 FY request of $322,485.00. He also explained that $56,448 of the proposed budget is offset with non ad valorem revenue from traffic citation State Court Facilities fees.
 
The Clerk reviewed the proposed Fire Services budget with estimated revenues of $402,000 from Fire Services Special Assessments. Mr. Sanders reviewed estimated expenditures and presented values for 3% increases for each of the eight volunteer fire departments in Madison County. The 2010-2011 FY budgets for Cherry Lake, Hamburg/Lovett, New Home, Pinetta, and Sirmans volunteer fire departments would increase from $16,390 to $16,881.70, while Greenville, Lee, and Madison volunteer fire departments would increase from $21,854 to $22,509.62. Upon a motion by Commissioner Vickers, seconded by Commissioner Martin, the Board voted unanimously to approve said 3% budget increase for each volunteer fire department.
 
Mr. Sanders also directed the Board’s attention to the proposed Facilities, Communications, and Technology budgets for the Third Judicial Circuit Public Defender, State Attorney, and Court Administration. Regarding said Technology budgets, the Board by consensus approved funding at levels approved by an existing Third Judicial Circuit Interlocal Agreement (Public Defender-25%; State Attorney-37.5%; Court Administration-37.5%) based upon estimated $2 Article V Technology revenues. Mr. Sanders reported said revenues are estimated at $16,380 for the 2010-2011 FY. The Clerk also reported Court Administration’s proposed “Facilities” budget was originally at $9,289.95, but was reduced to $3,969.95 by using available reserves.
 
Discussion followed on the proposed amended budgets of the Property Appraiser and Tax Collector and comparisons to the requested 5% reductions. The Board reviewed the Property Appraiser’s and Tax Collector’s current 2009-2010 FY expenditures as of June 30, 2010.
 
Chairman Hamrick directed the Board’s attention to a proposed RESOLUTION AUTHORIZING THE CHAIRMAN OF THE MADISON COUNTY BOARD OF COUNTY COMMISSIONERS TO EXECUTE THE REIMBURSEMENT AGREEMENT OF THE SMALL COUNTY OUTREACH PROGRAM WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION KNOWN AS FINANCIAL PROJECT #212536-2-58-01 and SMALL COUNTY OUTREACH PROGRAM AGREEMENT for widening and resurfacing of NW County Road 150 and Bridge Repair/Replacement of Bridge No. 350007 from County Road 146 to U. S. 90. Mr. Cherry reported FDOT has accepted the Board’s request to use part of the appropriated $3,162,158 to replace said bridge, as long as some of NW County Road 150 is resurfaced. Upon a motion by Commissioner Ellis, seconded by Commissioner Vickers, the Board voted unanimously to approve said Resolution and Agreement.
 
There being no further business, the Chairman adjourned the meeting at 5:40 P.M.
 
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
 
By:_________________________
                                                                              Justin Hamrick, Chairman
                                                                            
                                                                                                                                                                                   
ATTEST:
 
 
_____________________________
Tim Sanders, Clerk to the Board of
County Commissioners
 
 
 
 

2010-2011 FISCAL YEAR BUDGET RECAP #5
 
 
August 16, 2010
 
 
 
 
 
 
 
 
(Based upon 9.50 millage rate; Health Insurance @
 
 
 5% increase; and 0% Cost of living adjustment)
 
 
 
 
 
 
 
 
Fund
Revenues
Expenditures
Balance
 
 
 
 
 
 
 
 
General
 8,780,099
            4,543,226
$4,236,873
 
 
 
 
 
 
 
 
Co. TTF
              1,963,463
            2,021,089
-$57,626
 
 
 
 
 
 
 
 
Capital Projects
              4,577,202
            4,577,202
$0
 
 
 
 
 
 
 
 
Fine & Forfeiture
                 397,465
            4,847,663
-$4,450,198
 
 
 
 
 
 
 
 
Solid Waste
              1,550,735
            1,505,903
$44,832
 
 
 
 
 
 
 
 
Recycling
                 138,787
               138,787
$0
 
 
 
 
 
 
 
 
EMS
                 775,050
            1,171,287
$0
 
 
 
 * Balance with 1/2 Local Option Sales Tax revenue $282,594
 
 
 
 
 & L.O.S.T. reserves $113,643
 
 
 
 
 
 
 
 
Landfill Closure
                 137,386
               137,386
$0
 
 
 
 * Balanced with $79,436 transfer from General Fund
 
 
 
 
 
 
 
 
Fire Services
                 402,020
               402,020
$0
 
 
 
 
 
 
 
 
Note:
1. To balance Fine & Forfeiture with transfer from General Fund
 
 
General Fund balance = (-$213,325)
 
 
 
2. The latest General Fund balance is based upon the following
 
 
Board approved budget cuts on August 4th:
 
 
 
a) BOCC travel
 
-$3,000
 
 
 
b) Property Appriaser
-$38,185
 
 
 
c) Tax Collector
 
-$39,476
 
 
 
And increases in revenues as follows:
 
 
 
 
a) Library reserves
 
$13,229
 
 
 
b) Tentative millage rate @ 9.500
$324,532
 
 
 
c) Interest Adjustments
$5,938
 
 
 
 
 
 
 
 
 
August 4th Recap #4…………………....…(-$637,685)
 
 
 
July 15th Recap #3…………………………(-$982,196)
 
 
 
July 7th Recap #2…………………………(-$1,465,285)
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 
 
2010-2011 FISCAL YEAR BUDGET RECAP #6
 
 
August 25, 2010
 
 
 
 
 
 
 
 
(Based upon 9.50 millage rate; Health Insurance @
 
 
 5% increase; and 0% Cost of living adjustment)
 
 
 
 
 
 
 
 
Fund
Revenues
Expenditures
Balance
 
 
 
 
 
 
 
 
General
 8,780,099
            4,543,226
$4,236,873
 
 
 
 
 
 
 
 
Co. TTF
              1,963,463
            2,366,089
$0
 
 
*Balance with $402,626 from CTTF reserves
 
 
Capital Projects
              4,577,202
            4,577,202
$0
 
 
 
 
 
 
 
 
Fine & Forfeiture
                 397,465
            4,847,663
-$4,450,198
 
 
 
 
 
 
 
 
Solid Waste
              1,550,735
            1,505,903
$44,832
 
 
 
 
 
 
 
 
Recycling
                 138,787
               138,787
$0
 
 
 
 
 
 
 
 
EMS
                 775,050
            1,171,287
$0
 
 
 
 * Balance with 1/2 Local Option Sales Tax revenue $282,594
 
 
 
 
 & L.O.S.T. reserves $113,643
 
 
 
 
 
 
 
 
Landfill Closure
                 137,386
               137,386
$0
 
 
 
 * Balanced with $79,436 transfer from General Fund
 
 
 
 
 
 
 
 
Fire Services
                 402,020
               402,020
$0
 
 
 
 
 
 
 
 
Note:
1. To balance Fine & Forfeiture with transfer from General Fund
 
 
General Fund balance = (-$252,431)
 
 
 
2. The latest General Fund balance is based upon the following
 
 
Board approved budget cuts on August 18th:
 
 
a) BOCC travel
 
-$3,000
 
 
 
b) Property Appraiser
(5% -38,185) - 30,369/net -20,630
 
 
c) Tax Collector
 
(5%-39,476) - 17,925.47
 
 
 
And increases in revenues as follows:
 
 
 
 
a) Library reserves
 
$13,229
 
 
 
b) Tentative millage rate @ 9.500
$324,532
 
 
 
c) Interest Adjustments
$5,938
 
 
 
August 16th recap #5………………………(-$213,325)
 
 
 
August 16th recap #6………………………(-$637,685)
 
 
 
August 16th recap #6………………………(-$982,196)
 
 
 
August 16th recap #6………………………(-$1,465,285)
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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