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BOCC Minutes September 1, 2010

 

                                        BOARD OF COUNTY COMMISSIONERS
 
                                                  MADISON COUNTY, FLORIDA
 
                                                        COURTHOUSE ANNEX
 
                                       MINUTES OF THE REGULAR MEETING
 
                                             WEDNESDAY, SEPTEMBER 1, 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 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 Public Works Department item no. 5, Consideration of Bids for Yard Trash Disposal; and to delete Unfinished Business item no. 1, Discussion of Code Enforcement for Town of Greenville; and at the request of Commissioner Vickers, add to Public Works Department item no. 6, Discussion of widening Appletree Street; and at the request of Mr. Sanders, add Approval of the Minutes from the Special Meeting held on August 25, 2010; and add to New Business item no. 5. Reaffirmation of Cary Hardee as attorney of the Value Adjustment Board; and also, add to New Business item no. 6. Approval of Senior Corps Week Resolution. 
 
The minutes of the Regular Meeting held on August 18, 2010 were presented for review. Upon a motion by Commissioner Parrish, seconded by Commissioner Vickers, the Board voted unanimously (5-0) to approve said minutes as presented. The minutes of the Special Meeting held on August 18, 2010 were also presented for review. Upon a motion by Commissioner Vickers, seconded by Commissioner Parrish, the Board voted unanimously to approve said minutes as presented. The minutes of the Special Meeting held on August 25, 2010 were also presented for review. Upon a motion by Commissioner Parrish, seconded by Commissioner Vickers, the Board voted unanimously to approve said minutes as presented.
           
Upon a motion by Commissioner Vickers, seconded by Commissioner Parrish, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Approval of S.H.I.P. Subordination Agreement; 2. Budget Amendment Request for Cooperative Extension).
 
Mr. Cherry referred to an information packet from Midway Machinery & Auction, LLC regarding a widely advertised Tallahassee Government Auction for government surplus equipment to be held January 15, 2011. The information included area Boards of County Commissioners who have participated in the Tallahassee event. Mr. Cherry reported the auction company charges a commission fee of 3% to the county and 5% if equipment is picked up for the sale. Upon a motion by Commissioner Martin and seconded by Commissioner Vickers, the Board voted unanimously to hold an auction in Madison County to better serve the citizens for the county’s surplus equipment.   
 
The County Attorney made reference to a proposed INTERLOCAL AGREEMENT between Madison County and Taylor County for paving SW Fellowship Road, a portion of which is located in Taylor County. Mr. Reeves reviewed the sections of said agreement. Taylor County would be responsible for its own Maintenance Map and clearing and widening said road in Taylor County and would also be responsible for the payment of $31,284 to Madison County for paving said road situated in Taylor County. A motion was made by Commissioner Martin and seconded by Commissioner Vickers to approve said proposed INTERLOCAL AGREEMENT, subject to a change in Section 8, where Taylor County would be responsible for a Maintenance Map of said road situated in Taylor County. Motion carried 5-0.
 
County Engineer Bill Steves reported the Florida Department of Environmental Protection (FDEP) has asked the county to install two additional monitoring wells in the Courthouse Annex parking lot area due to test results that exceed FDEP limits. He stated the additional wells and a response to FDEP will cost approximately $22,000. Mr. Steves recommended proceeding with the new wells and response. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to approve the County Engineer’s recommendation. 
 
Solid Waste/Recycling Coordinator Jerome Wyche referred to a chart entitled BID OPENING-CLEARING & GRUBBING FOR HIGHWAY 150 COLLECTION SITE. He reported said bids were opened on August 30th with the low bid being $5,500.00 presented by Jym Seago of Perry, Florida. Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously to approve said low bid in the amount of $5,500.00. It was noted that bids from Madison County residents were not within the Purchase Order Policy’s 10% consideration given local vendors.
 
Mr. Wyche also referred to the following two bids that were submitted in response to an advertisement for proposals for Yard Trash Disposal that were opened August 27, 2010:
 
David Adams………………………………..will pay $3.20 per cubic yard
Suwannee Landfill, LLC/Environwaste……..will pay $4.00 per cubic yard
 
Mr. Wyche recommended the Board award the bid to Mr. Adams with a begin date of October 1, 2010. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis to accept the low bid proposal from Mr. Adams for a five (5) year period and for staff to prepare a contract. Motion carried 3-2 with Commissioners Martin and Parrish opposed. Commissioner Martin stated he would like for the contract to be less than the five-year period.
 
Commissioner Vickers reported several people have asked him about widening Appletree Street, which is off Rocky Ford Road. Commissioner Vickers asked Road & Bridge Coordinator Robert Henderson to examine the costs of widening said road, which in some places is only wide enough for one vehicle.
 
Ms. Deloris Jones and Ms. Debra Latson of Elder Care Services, Inc., which works with the Madison County Senior Citizens Center helping seniors, asked the Board to approve a Proclamation, which designates September 20-24 as Senior Corps Week in Madison County and urges citizens to recognize Senior Corps volunteers and programs for their valuable impact on our communities. The Clerk read the Proclamation for the record. A motion was then made by Commissioner Martin and seconded by Commissioner Vickers to approve said Proclamation. Motion carried 5-0.
 
Regarding the appointment of members by the Board to the Value Adjustment Board (VAB), Chairman Hamrick and Commissioner Parrish volunteered to serve. The Board by consensus agreed to again ask Ms. Lucille Day to serve on the VAB to fill the “citizen appointment” position, which requires the ownership of homestead property in the county.
 
Regarding the position of Special Council to the Madison County Value Adjustment Board, the County Attorney recommended Cary A. Hardee, II, Attorney at Law, to serve again and reported Mr. Hardee has agreed to serve under the same ATTORNEY FEE AGREEMENT as last year. Upon a motion by Commissioner Vickers, seconded by Commissioner Martin, the Board voted unanimously to approve Mr. Hardee as said Special Council to the VAB.
 
On behalf of the Sheriff, the Clerk asked the Board to approve a Budget Amendment Request in the amount of $112.50 for overtime pay for a courthouse detail on election night. A motion was made by Commissioner Martin and seconded by Commissioner Vickers to approve said request. Motion carried 5-0.
 
Under “Petitions From The Public” Mr. Elmer Spear thanked Commissioner Martin for going above and beyond duty for his assistance the previous day.
 
The Clerk presented copies of a PROPOSAL FORM (for) WORKERS’ COMPENSATION submitted by the following:
 
            Florida League of Cities, Inc.-Premium…..$79,760
                                                            With Option $1,000 deductible…$74,922
 
            Preferred Governmental Insurance Trust-Premiun…$83,443
                                                            With guaranteed rate for two years
Discussion followed. Regarding the “$1,000 deductible option” from the Florida League of Cities, the Clerk was asked to verify the number of claims for the past two or three years.
 
Mr. Cherry presented a calendar of September 2010 to help the Board to determine a night to host an appreciation supper for the county volunteer fire departments. The Board by consensus agreed to have the supper on Wednesday, September 29th at 5:30 P.M.
 
Mr. Cherry addressed the subject of a contractual agreement for grant writing and support between Madison County Emergency Management and The Management Experts, LLC approved by the Board at the Regular Meeting held on February 17, 2010. He explained Emergency Management, prior to said agreement, used Mr. Joe Myers with DSI, but Mr. Myers nor the County can produce a contract for said services. The Board by consensus agreed to review the matter again in January 2011.
 
Mr. Cherry also presented a paper on behalf of Mr. Bubba Greene regarding a proposed position by the North Florida Regional Planning Council (NCFRPC) on the sustainability of timber harvesting in the region for biomass materials used for renewable energy production. Mr. Cherry reported a NCFRPC committee dropped the position on sustainable timber harvesting, and felt a resolution opposing said subject was no longer needed.
 
Mr. Cherry also reported the Florida Department of Corrections (DOC) has asked the County to maintain an access road to a planned work camp on City of Madison property in the unincorporated area of the county south of the City’s Industrial Park. The County Coordinator stated the City Manager is scheduled to meet with the City Attorney on the subject, since the proposed roadway will connect to existing city roads in the park.
 
The County Attorney reported the notice of offering the county-owned Senior Citizens/Old Jail property for sale by bid is in the newspaper today (September 1) and again next Wednesday (September 8), with bids due October 1, 2010.
 
Mr. Reeves also advised that he received a telephone call from an attorney with the Florida Department of Environmental Protection involved with an enforcement action on that parcel of land west of Greenville with the mound of plastics.  
 
Commissioner Martin asked if the Senior Citizens/Old Jail property had been appraised at the request of the County. The answer was that the County had not, but the First Baptist Church, which has shown interest in expanding their ministry, had the property appraised.
 
Commissioner Ellis stated the Board should seek closure in bringing roads in two (2) subdivisions to county specifications. He asked the County Attorney and the Suwannee River Water Management District to get involved and meet with the developer and County Engineer to force completion of said roads that are in terrible shape. Commissioner Ellis added that people purchased lots in said subdivisions, one approved in 2003 and the other in 2004, with the idea that the roads would be county-maintained. The County Attorney explained the Board’s authority to insure subdivisions are completed according to county standards.
 
Commissioner Ellis asked the Board to submit Rogers Sink Road, a connector between County Road 255 and County Road 53, to the Florida Department of Transportation (FDOT) for a CIGP (County Incentive Grant Program) grant and allow the County Engineer to proceed with engineering work. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to amend the agenda and to proceed with a CIGP grant application for Rogers Sink Road.
 
Commissioner Ellis also reported Nestle Waters is willing to donate right-of-way for a wider grade on Juniper Road near the Nestle Waters plant. A motion was made by Commissioner Ellis and seconded by Commissioner Martin to amend the agenda and to proceed with the preparation of a Maintenance Map to obtain necessary property from Nestle Waters for a 60 foot right-of-way along approximately ¾ of a mile of Juniper Road. Motion carried 5-0.
 
Attention turned back to the Request For Proposals for Workers’ Compensation insurance. Mr. Cody Tuten reported three (3) claims were filed in 2010, seven (7) in 2009, and seven (7) in 2008. The Clerk explained without the “$1,000 deductible option”, the Florida League of Cities’ bid is $3,683 lower than Preferred Governmental Insurance Trust. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis, for the Board to approve the low bid in the amount of $79,760 (with no deductible) with Florida League of Cities, Inc. Motion carried 5-0.
 
Commissioner Martin asked the Clerk to calculate the total savings on county insurance for the 2010-2011 fiscal year resulting from requests for proposals for employee health, workers’ compensation, and general liability.
 
 The Clerk presented a paper entitled 2010-2011 FISCAL YEAR BUDGET RECAP #7 (attached) based upon the present 2009-2010 FY 9.500 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 -$247,297.
 
The Board by consensus agreed to balance the negative balance in County Transportation Trust Fund (CTTF) with a transfer of $57,625.58 from CTTF reserves. The Board also asked that all funding for services provided the Solid Waste/Recycling Department by the Road & Bridge Department be transferred by fiscal year end.
 
The positive balance of Solid Waste in the amount of $44,832 was also addressed, which may be used to offset expenses for a Special Assessment study required for the 2011-2012 fiscal year and beyond. Mr. Cherry was asked to place the matter of Special Assessment studies for Solid Waste and Fire Services on the agenda of the next Regular Meeting.
 
In response to Commissioner Vickers, the Clerk reported the General Fund’s negative balance would increase from $247,297 with the tentative millage rate of 9.500 to $571,829 with the current millage rate of 8.9440.
 
Mr. Cherry and Mr. Sanders were asked to provide a list of contracts for services with the Board for the next Regular Meeting.
 
At the request of Commissioner Martin, the Clerk reported the contributions to Soil Conservation by the Boards of the following counties:
 
                        Lafayette……………none, but provide office building
                        Jefferson……………approximately $2,000
                        Hamilton……………         “             $2,500
                        Suwannee……………        “             $114,000
The Clerk referred to the Madison County’s budgeted amount of $11,844.37, which is reduced 5%, for the 2010-2011FY.
 
            The Clerk also cautioned the Board that the present proposed expenses for Landfill Closure in the amount of $79,436, which is funded by the General Fund, are approximate and very uncertain at this time due to work assumed by ITT at the Old Closed Landfill.
     
There being no further business, the Chairman adjourned the meeting at 11:50 A.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 #7
 
 
September 1, 2010
 
 
 
 
 
 
 
 
(Based upon 2010-2011Tentative 9.50 millage rate; 5% Health Insurance
 
 
increase; and 0% Cost of living adjustment)
 
 
 
 
 
 
 
 
Fund
Revenues
Expenditures
Balance
 
 
 
 
 
 
 
 
General
 8,780,099
            4,577,198
$4,202,901
 
 
**Includes $324,532 with increased Tentative millage rate
 
 
Co. TTF
              2,308,963
            2,366,589
-$57,626
 
 
**Includes $345000 transfer 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 $281,000
 
 
 
 
 & L.O.S.T. reserves $115,237
 
 
 
 
 
 
 
 
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 = (-$247,297)
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 
 
                            
 

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