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BOCC Minutes September 15, 2010


                                        BOARD OF COUNTY COMMISSIONERS
                                             MADISON COUNTY, FLORIDA
                                                        COURTHOUSE ANNEX
                                       MINUTES OF THE REGULAR MEETING
                                            WEDNESDAY, SEPTEMBER 15, 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 Public Works Department item no. 1, Consideration of county equipment surplus property auction performed by J. W. Hill & Associates, Inc.; and also delete New Business item no. 1, Approval of Tourist Development Council Grant for Softball Tournament in amount of $2,500; and also add to New Business item no. 7. Approval of Courthouse Annex security system proposal; and add to New Business item no. 8. Approval of Letter of Support for North Florida Economic Development Partnership.
Under “Petitions From The Public” Mr. Windell Blanton came back before the Board with concerns about paving Fellowship Road. He referred to minutes of the Board of County Commission meetings since his request on July 21, 2010 to pave other roads (Morris Steen, Wonderwood, Frank Morgan) in the area of his residence, rather than Fellowship Road. He asked ten (10) of his neighbors who were in attendance to stand and like him opposed the proposed paving. Mr. Blanton asked Commissioner Martin to reverse his decision to pave Fellowship Road and pave the other roads in the area, such as Morris Steen Road. Commissioner Martin stated he would not consider reversing his decision, due in part to right-of-way and drainage issues associated with Morris Steen Road.
Mr. David Ammons also asked the Board to reconsider its decision to pave Fellowship Road, and pave Wonderwood, which is a route for Madison County School students and buses.
Mrs. JoAnn Wilson also asked the Board to reverse its decision to pave Fellowship Road due to health reasons associated with dusty roads and pave a more populated road in the area.
Mrs. Brenda Wilson, whose husband has breathing problems, also asked the Board to reconsider and pave another road in the area rather than Fellowship Road. She stated dust is her major concern and asked for the Board’s criteria to pave a road in the county. Commissioner Parrish stated she would have staff provide the Board’s policy on paving which is based upon a point system.
The minutes of the Regular Meeting held on September 1, 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 First Public Hearing on the proposed 2010-2011 Fiscal Year Budget were 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 Ellis, seconded by Commissioner Martin, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Budget Amendment Request for County Transportation Trust Fund (CTTF)/Capital Projects; 2. Budget Amendment Request for Fine & Forfeiture/General Fund; 3. Budget Amendment Request for County Fiscally Constrained Fund; 4. Budget Amendment Request for County Transportation Trust Fund; 5. Approval of contract with Dixie Paving & Grading, Inc. for NW Flowers Road pipe removal and replacement).
Under Public Works Department, Mr. Cherry reported that he was approached by a representative from J. W. Hill and Associates-Real Estate Broker/Auctioneer about performing the auction of county surplus equipment scheduled for later this year. Road & Bridge Coordinator Robert Henderson reported the company charges a 5½% commission fee for the auction, which includes the collection of bid proceeds and transfer of title. Mr. Henderson reported Mr. Rob Smoak charges $450 for his auctioneer services and the county must have 2 or 3 employees on hand to assist in the sales. Mr. Henderson and Mr. Cherry recommended Hill and Associates to provide said auction services due to their expertise and their wide-range of advertising the sale. Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously to contract with J. W. Hill and Associates to perform said county surplus sale.
Mr. Henderson also gave a brief update on the NW Flowers Road paving project and reported work would begin on replacing the cross-drain pipes in the next (10) days.
Solid Waste/Recycling Coordinator Jerome Wyche referred to a paper entitled SOLID WASTE AND RECYCLING UPDATES and reported a meeting with Mr. Jym Seago, who was awarded the bid for the clearing and grubbing of the new collection site on NW County Road 150. Mr. Wyche stated work would begin on September 20th with an estimated completion date of October 22nd. Mr. Wyche’s recommendation with Board approval would be to name the new collection site, the 13th in the county, “Live Oak Bottom”. He estimated the projected use date of the site would be March/April 2011.
Mr. Wyche also reported meeting with Mr. David Adams on the disposal of county yard trash and the calculation of trash weights based upon an initial weigh-in and weigh-outs for the first six months, beginning October 11, 2010. Mr. Reeves stated he would have a contract for Board approval on the first Regular Meeting in October.
Emergency Management Director Tom Cisco reported a refresher course for disaster operations will be held at the Emergency Operations Center on October 19th, followed by CERT (Community Emergency Response Team) training course for up to 24 citizens on October 21st, followed by a full-scale mass casualty exercise on October 23rd at North Florida Community
Regarding the request by the Town Council of Greenville for the County to provide Code Enforcement for the municipality, Mr. Cherry referred to a cost estimate of approximately $97.26 for services per call for the County Code Enforcement Department. Mr. Cherry reported he met with Code Enforcement Officer Gloria Randall and each call is estimated to require four (4) hours of work. Greenville Clerk Sherry Roland explained the current procedures for Code Enforcement in Greenville. While only one violation of Town Ordinances was reportedly investigated in the past three years, Ms. Randall reported receiving numerous complaints of violations from Greenville residents, who expected help from the county. The County Attorney advised the City of Greenville would have to adopt county ordinances in order for the county to provide Code Enforcement services in the community. Mr. Reeves also advised since the School District shares the expense of Code Enforcement, he would like to examine and make sure the School District is not bearing these proposed extra costs. The Chairman asked that this matter be re-agended for the next Regular Meeting. Mr. Bill Steves, who serves on the Code Enforcement Board, suggested the Code Enforcement Officer would be busy in the beginning with complaints in Greenville, based upon the County Code Enforcement Board history.
Suwannee River Regional Library Director Danny Hales presented for approval the FLORIDA DEPARTMENT OF STATE, DIVISION OF LIBRARY AND INFORMATIONAL SERVICES STATE AID TO LIBRARIES GRANT AGREEMENT to apply for state aid next fiscal year. A motion was made by Commissioner Ellis and seconded by Commissioner Parrish to make said application. Motion carried 5-0.
Mr. Hales also reported the Florida Library Association has recognized State Representative Leonard Bembry for his efforts to extend state aid to libraries in Florida and asked the Board to attend a presentation of award to Rep. Bembry on October 20th at 3:00 P.M. just prior to the Board’s Regular Meeting.
Mr. Hales also reported the new Lee Library has been recognized by Northeast Florida Library Information Network (NEFLIN) and he is honored to receive the award on behalf of all the community partners that made the project happen-Madison County, the Town of Lee, and the Friends of the Lee Library . Mr. Hales also reported he and Clerk Finance & Accounting have identified eligible funds associated with the library construction that will result in approximately $40,000 additional State Aid dollars for Madison County.
Madison County Health Department Administrator Kim Barnhill and Finance Officer Todd Watkins presented the CONTRACT BETWEEN MADISON COUNTY BOARD OF COUNTY COMMISSIONERS AND STATE OF FLORIDA DEPARTMENT OF HEALTH FOR OPERATION OF THE MADISON COUNTY HEALTH DEPARTMENT CONTRACT YEAR 2010-2011, and also, A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MADISON COUNTY, FLORIDA, ESTABLISHING A FEE SCHEDULE, FOR FEES TO BE CHARGED AND COLLECTED BY THE MADISON COUNTY HEALTH DEPARTMENT. Ms. Barnhill gave an update on the medical and dental services that are provided at the county’s health department. She also noted a change in the “Blood Draw” fee in the proposed Fee Schedule from $10 to $20. Ms. Barnhill also praised the department’s partnership with the school system with a successful tobacco prevention program and positive youth development grant, which addresses drugs, tobacco, and teen pregnancy. A motion was made by Commissioner Ellis and seconded by Commissioner Vickers to approve said Contract and Resolution, subject to said Fee Schedule amendment. Motion carried 5-0.
Discussion followed on studies that are necessary for adoption of Special Assessments for Fire and Solid Waste Services in fiscal year 2011-2012. The County Attorney explained the levy of Special Assessments, which are based upon the relationship between the benefit the property enjoys and the monetary assessment. He went on to say that a study by an expert is necessary to establish a reasonable cost apportionment. Mr. Reeves advised a resolution to continue Special Assessments and to place them on the ad valorem tax bill must be adopted in December of this year, followed by a decision in January 2011 to hire an expert to perform the studies. The Board by consensus agreed to proceed with the preparation of said resolution and a Request For Proposals for an expert to perform the Special Assessment studies. The Clerk reminded the Board that the proposed budget for the 2010-2011 fiscal year includes the estimated costs for the Fire Services ($20,500) and Solid Waste ($35,500) studies.
Mr. Cherry referred to a proposed letter from the Board to Mr. Jimmy Pitman of the Florida Department of Transportation (FDOT) regarding the closure of emergency turnarounds on Interstate 10, which prohibits large emergency vehicles timely turnarounds in life threatening situations. A motion was made by Commissioner Vickers and seconded by Commissioner Ellis to approve said letter for FDOT to reconsider the closure of emergency turnarounds on I-10. Motion carried 5-0.   
Mr. Cherry also referred to a proposal from SONITROL Electronic Security for the placement of additional security infrastructure in the Courthouse Annex at a cost of $3,898.62. Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously to amend the budget and approve said security proposal.
The County Coordinator also referred to a proposed letter dated September 15, 2010 to Rick Breer, Chairman of the North Florida Economic Development Partnership, in support of the regional rural development grant application being submitted to Enterprise Florida, Inc. and OTTED (Governors Office of Tourism, Trade, and Economic Development) and Madison County’s membership based upon per capita dues. Upon a motion by Commissioner Vickers, seconded by Commissioner Ellis, the Board voted unanimously to approve said Letter of Support.
Mr. Cherry presented a letter to the Commissioners dated September 15, 2010 from Mr. Bubba Greene regarding his request to the Board to recommend to the North Central Florida Regional Planning Council that items 13, 14, and 15 of the “Problems, Opportunities and Needs” section of the Regional Planning Council’s plan be deleted. The Board by consensus agreed to re-agenda the matter and invite Mr. Greene to the next Regular Meeting.
Mr. Cherry also presented a map outlining the boundary of Suwannee River Water Management District (SRWMD) and location identification of two (2) “Surplus Lands” (Westwood West & Timber River) in Madison County. The Board by consensus agreed for Mr. Cherry to check with Representative Leonard Bembry’s office to see if the lands should remain in the public domain or revert to private ownership.
Mr. Cherry also presented an aerial photograph from the Property Appraiser’s office of the Madison Industries, Inc. (old Metal Products) parcel in Madison, which would be an ideal parking area at the end/beginning of the Rails to Trails corridor presently under construction along State Road 145 from Hanson to Madison. The Board by consensus agreed to ask Mr. Cherry to write a letter on behalf of the Board to Madison Industries, Inc. and inquire about a parking area lease for said parcel.
Mr. Cherry also referred to a letter to the Board dated September 11, 2010 from the Sirmans Volunteer Fire Department regarding the Sirmans VFD reserve funds as of end fiscal year 2009-2010. The Board by consensus asked Mr. Cherry and the Clerk to meet with representatives of Sirmans VFD regarding a request to encumber said reserve funds.
Mr. Cherry also reminded the Board of the dedication of the Ray Charles Parkway along a segment of U. S. Highway 90 in Greenville on Thursday, September 16th at 10:00 A.M.
The County Coordinator also reported the Commissioners were invited to attend a Rural Healthcare Workforce Development Leadership Summit sponsored by a host of health providers at North Florida Community College on October 14th beginning at 9:00 A.M.
Mr. Cherry also asked the Board to consider setting a date in November (possibly the 2nd or 3rd Tuesday) for the Annual Employee Appreciation Luncheon at the next Regular Meeting.
Commissioner Ellis stated the roads in two (2) recorded subdivisions, RIVER HIGHLANDS and RIVER TRACE, are in terrible shape and the County needs to take a stand and require the developer to make the needed repairs for the County to accept the roads. The County Attorney advised the Board does have the right to bring the roads up to county standards, accept the roads, and to file a lawsuit against the developer/corporation for expenses over the cash bond for said improvements. Before proceeding further, Mr. Reeves suggested staff look into the ownership of the lots in said subdivisions and re-agenda the matter for the next Regular Meeting.
Commissioner Martin presented a letter to the County Attorney for review from UnitedHealthcare Senior Account Executive Bill Abrahams to all County Employees regarding changes in the county’s health insurance plan after the benefit plan was sold to Madison County. The Board by consensus agreed to re-agenda the matter for the next Regular Meeting and to ask Ms. Robin Riley from Brown & Brown Insurance to attend to clarify the necessary changes per state filing.
Commissioner Martin also asked the County Attorney to advise the Commissioners on the budgetary authority of the Board over the County’s Constitutional Officers. Mr. Reeves advised the Board’s ultimate authority is the “bottom line” of the Constitutional Officer’s budget.
Commissioner Parrish asked the Board’s Fire Board laison, Commissioner Vickers, to request the Fire Board to furnish class attendance and certification reports from the Greenville Volunteer Fire Department.
The Clerk presented and gave an overview of a 2010-2011 Fiscal Year Budget Recap #9 dated September 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 (EMS); Landfill Closure; and Fire Services. The revenues and expenditures of each fund were based upon a 9.500 tentative millage rate, a 5% increase in County Employee Health insurance, and 0% Cost of Living adjustment. 
Mr. Sanders reported the General Fund was balanced, along with all other funds listed, as a result of an increase in General Fund revenues in the amount of $324,532 based upon 9.500 millage rate, and also, a transfer of $121,172 from General Fund reserves and $121,172 from Fiscally Constrained Fund reserves.
Mr. Sanders also presented for review the BUDGET SUMMARY for the MADISON COUNTY BOARD OF COMMISSIONERS for FISCAL YEAR 2010-2011 PROPOSED BUDGET that will appear in the newspaper on Friday, September 20th.
The Clerk also provided a 2010-2011 FISCAL YEAR BUDGET RECAP SUMMARY of revenues and expenditures for all nine (9) BUDGET RECAPS presented to the Board beginning July 7, 2010. As shown, the General Fund Balance has changed over the course of budget deliberations from a negative balance of $1,465,285 to the present balanced ($0) budget.
The Clerk also presented a paper entitled MADISON BOCC FY2011 SALARY ADJUSTMENT ANALYSIS prepared at the request of Commissioner Martin, which gave a total of $73,839.00 for a 1% Total Increase for Salary & Benefits and a total of $101,191.00 for a $500 Bonus plus FICA. A motion was made by Commissioner Martin and seconded by Commissioner Ellis to approve the $500 County Employee bonus with the additional General Fund expense ($64,051.75) funded equally from General Fund Reserves ($32,025.88) and Fiscally Constrained Fund Reserves ($32,025.87). Motion carried 4-1 with Chairman Hamrick opposed. The Chairman stated he would have liked more time to consider said proposal.
There being no further business, the Chairman adjourned the meeting at 7:25 P.M.
Board of County Commissioners
                                                                        Madison County, Florida
                                                                              Justin Hamrick, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners

September 15, 2010
(Based upon 2010-2011Tentative 9.50 millage rate; 5% Health Insurance
increase; and 0% Cost of living adjustment)
**Includes $324,532 with increased tentative millage rate,
$121,172 General Fund reserves, & $121,172 Fiscally Constrained reserves
**Includes $345,500 transfer from CTTF reserves
Capital Projects
Fine & Forfeiture
 * Balanced with $4,450,197 transfer from General Fund
Solid Waste
 * Balanced with 1/2 Local Option Sales Tax revenue $281,000
 & L.O.S.T. reserves $115,237
Landfill Closure
 * Balanced with $79,436 transfer from General Fund
Fire Services


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