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BOCC Minutes March 16, 2011

 

BOARD OF COUNTY COMMISSIONERS
 
MADISON COUNTY, FLORIDA
 
 COURTHOUSE ANNEX
 
MINUTES OF THE REGULAR MEETING
 
WEDNESDAY, MARCH 16, 2011
 
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 Chair, Honorable Renetta Parrish, 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. 9. Request by Interim Chamber of Commerce Executive Director Cindy Vees to approve amendment to Tourist Development Council By-Laws, and delete item No. 1. Presentation on Covenant Hospice-Ms. Jackie Williams; at the request of the County Attorney, delete New Business item No. 5. Review of ordinance establishing a Special Event Permit and Fee Rates for permit-County Attorney; and delete item No. 8. Acceptance of Quit Claim Deed for Rooks Property for by-pass of bridge on County Road 150-County Attorney; and at the request of the Clerk, delete Approval of minutes from the Special Meetings held on March 8, 2011 and March 11, 2011.
 
Under Petitions From The Public, Mr. Warren Irwin reported that he made a written request to the Madison County Memorial Hospital and was provided the following information that he presented to the Board: 1). MADISON COUNTY MEMORIAL HOSPITAL USE OF $1 MILLION COUNTY FUNDS (Revenue and Expenditure report); 2). MADISON COUNTY MEMORIAL HOSPITAL OPERATING BUDGET FYE SEPTEMBER 30, 2011.
 
Also, under Petitions From The Public, Reverend Benjie Dyal, pastor of New Home Baptist Church, in summary asked before the public and especially his daughter that he recognized, that the County Commissioners seek a Godly way for direction in all things.
 
The minutes of the Regular Meeting held on March 2, 2011 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.
 
Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously (5-0) to approve the Consent Agenda (1. Proclamation for Water Conservation Month; 2. Budget Amendment Request for Fire Special Assessment to amend budgets to include sale of Surplus Property; 3. Budget Amendment Request for Sheriff-DOJ (Department of Justice) Equitable Sharing Program to budget Confiscated Funds received from DOJ; 4. Budget Amendment Request for General Fund/County Attorney to amend to properly classify County Attorney Services; 5. Budget Amendment Request for Extension Office to re-class revenue from grant to fees for service; 6. Budget Amendment Request for Sheriff-$12.50 Traffic Surcharge to amend budget to actual projected expenses).
 
Mr. Cherry referred to a paper entitled MADISON COUNTY ROADWAY IMPROVEMENTS EVALUATION / PRIORITY RANKING dated May 17, 2010 and asked the Board for input at the next Regular Meeting on prioritizing projects for submission to the Florida Department of Transportation (FDOT) for small county project funding due May 1st. He stated one road on the list, Little Cat Road, is in need of resurfacing. He also asked the Board to consider improving a portion of Honey Lake Road from U. S. Highway 90 with County funding, rather than waiting for State funding. Mr. Cherry asked Road & Bridge Department Coordinator Robert Henderson to inquire about costs for paving/resurfacing approximately 2.7 miles of said Honey Lake Road and that he, Mr. Henderson, and County Engineer Bill Steves would provide further information to the Board at the next meeting.
 
Mr. Henderson presented a paper entitled NW FLOWERS ROAD PAVING PROJECT (.63 MILE) that provided the total cost of paving and improvements at $226,415.84. He stated the paving project was budgeted at $178,000 and according to the Clerk a budget amendment was in order. Upon a motion by Commissioner Martin, seconded by Commissioner Vickers, the Board voted unanimously to approve a budget amendment in the amount of $48,415.84 in the Capital Projects Fund to pay for said unbudgeted expenses.
 
Road and Bridge Department Coordinator Robert Henderson also referred to a paper entitled ESTIMATED COST FOR LIMEROCKING ROADS –MARCH 10, 2011 for the following roads: SE Rogers Sink Road, SW Genoa Way, SW Wakulla Way, SW Morris Steen Road, and SW Wonderwood Street. Mr. Henderson explained cost differences depending on width of road, and also hauling limerock to the projects by the Road Department versus Blue Rock, and suggested the following expenditures for each road:           
SE Rogers Sink Road                         $16,309.36 (20 foot wide, County haul)
                        SW Genoa Way                      $11,411.90 (20 foot wide, County haul)
                        SW Wakulla Way                   $8,624.00 (20 foot wide, Blue Rock haul)
                       
SW Morris Steen Road &
                                    SW Wonderwood       $50,592.50 (22 feet wide, (Blue Rock haul)
                                                       
Total    $86,937.76
 
Mr. Henderson stated the Construction In Progress line item in the Road & Bridge budget has $57,000 remaining and suggested using $20,000 for the limerocking and funding the remainder with reserves. The Clerk asked if this item on the agenda could be postponed until later in the meeting in order to provide the Board with a fund balance for the County Transportation Trust Fund.
 
            Deputy Sheriff David Ballenger referred to proposals previously submitted to the Board to replace the Fire Alarm System at the Madison County Jail. Deputy Ballenger recommended awarding the bid to ACE Technologies in the amount of $4,655. He also reported meeting with representatives of North Florida Community College regarding the work of ACE Technologies on their campus and was satisfied with his recommendation. A motion was made by Commissioner Hamrick and seconded by Commissioner Martin to approve Deputy Ballenger’s recommendation to award said bid to ACE Technologies. Motion carried 5-0. A motion was then made by Commissioner Martin and seconded by Commissioner Vickers to approve a General Fund budget amendment in the amount of $4,655 for said expenditure. Motion carried 5-0.
 
Emergency Management Director Tom Cisco referred to a RESOLUTION OF THE MADISON COUNTY COMMISSION, ACCEPTING THE MADISON COUNTY LOCAL MITIGATION STRATEGY DOCUMENT. He also referred to a multi-page paper entitled Local Mitigation Strategy Update 2011 and explained the main aspects of the plan: Community Overview; Planning Process and Public Involvement; Risk Assessment and Vulnerability Analysis; Mitigation Strategies and Plan Maintenance; Mitigation Projects; and Monitoring, Evaluating and Updating the Plan. Upon a motion by Commissioner Vickers, seconded by Commissioner Martin, the Board voted unanimously to approve said Resolution.
 
Mr. Cherry made reference to a proposed MADISON COUNTY AGREEMENT FOR FFY 2010 CDBG NEIGHBORHOOD REVITALIZATION-ADMINISTRATION SERVICES between Madison County and Parrish & Associates for the performance of administration services required in the Community Development Block Grant (CDBG) program for sewer improvements in Target Area #1 (Quail Hollow) and water improvements in Target Area #2 (Anderson Pond). A motion was made by Commissioner Vickers and seconded by Commissioner Martin to approve said Agreement. Motion carried 5-0.
 
Mr. Cherry made reference to a proposed AGREEMENT BETWEEN MADISON COUNTY AND REYNOLDS, SMITH AND HILLS, INC. FOR FFY 2010 CDBG NR CONTRACT-ENGINEERING SERVICES between Madison County and Reynolds, Smith and Hills, Inc. for the performance of engineering services required in the Community Development Block Grant (CDBG) program for sewer improvements in Target Area #1 (Quail Hollow) and water improvements in Target Area #2 (Anderson Pond). A motion was made by Commissioner Martin and seconded by Commissioner Vickers to approve said Agreement. Motion carried 5-0.
 
County Attorney Reeves advised the Board that it needed to hire a consultant to perform a study for new Special Assessments for Fire Services and Solid Waste Services for adoption by September 15, 2011. He advised a formal Request For Proposals (RFP) was not required if the Board wished to contact the company that performed the last study for Madison County or other companies with such experience. Mr. Cherry reported he contacted a representative of GSG Professional Services, who performed the last study six years ago. GSG stated the County could save approximately $20,000 if County staff could do some of the necessary data collection for the study. After discussion a motion was made by Commissioner Martin and seconded by Commissioner Hamrick to proceed with a Request For Proposals for said consultant services. Motion carried 5-0.
 
Commissioner Ellis referred to a letter from him dated March 9, 2011 regarding the liaison for the Board to Madison County Memorial Hospital. Commissioner Ellis asked the Board to accept his resignation of liaison to allow another member of the Board to learn more about the Hospital and the Hospital Board. Commissioners Vickers, Hamrick, and Martin stated they were not able to attend the scheduled monthly noon meetings of the Hospital Board. The Chair suggested the Board appoint a citizen to attend the Hospital Board meetings and report back to the County Commission monthly. Commissioner Ellis stated he would continue to serve, until his place is filled. The Chair asked that this matter be re-agendaed for the next Regular Meeting.
 
Chamber of Commerce Interim Executive Director Cindy Vees presented the Board with the MADISON COUNTY TOURIST DEVELOPMENT COUNCIL BY-LAWS (adopted May 6, 2010 by the Tourist Development Council) and on behalf of the Tourist Development Council (TDC) asked the Board for approval, subject to a change in Section 8. OFFICERS, where the term of office of two years is in conflict with the Resolution. Ms. Vees reminded the Board that the County Attorney advised last year the County Commission did not have to approve the BY-LAWS, when presented by former Executive Director Ted Ensminger. Upon a motion by Commissioner Vickers, seconded by Commissioner Martin, the Board voted unanimously to approve said BY-LAWS as presented, subject to said changes in Section 8. Motion carried 5-0.
 
Ms. Vees also reported one vacancy (Involved in Tourist Industry and Subject to Tax) on the TDC, with the unofficial resignation of Ms. Teresa Williamson. She reported that Mr. Ted Ensminger has made application to fill said vacancy, but two other “tax collecting entities” are eligible for representation. The Board by consensus agreed to advertise for the open position.
 
Returning to the discussion on approval of limerock for several County Roads, Mr. Sanders reported the County Transportation Trust Fund had in its reserves a projected balance of $945,000 as of September 30, 2011. He also mentioned that in the current 2010-2011 Fiscal Year budget, the Board approved a transfer of $361,000 from reserves to balance the current Road & Bridge Department budget. Mr. Henderson again reported the total cost of limerocking is $88,000 and that he can provide $20,000 of said cost from the Construction In Progress line item. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to amend the budget and withdraw $68,000 from County Transportation Trust Fund reserves to fund said limerock project.   
 
Solid Waste/Recycling Department Coordinator Jerome Wyche reported the County’s newest Solid Waste/Recycling Collection Center, Live Oak Bottom on County Road 150 North, was on track for opening in April. He also presented a paper entitled PROCEDURAL CHECKLIST PREPARATION FOR LIVE OAK BOTTOM COLLECTION CENTER HIGHWAY 150 NORTH, which chronicles the improvements of said site.
 
The County Attorney presented the Board copies of form DR-418 (ECONOMIC DEVELOPMENT AD VALOREM PROPERTY TAX EXEMPTION) and attached letter prepared by Property Appraiser Leigh Barfield. Mr. Reeves reviewed the exemption for economic development applied for by Ana Gonzalez for 2012 tax year on improvements to the property and tangible personal property located at 294 SW Harvey Greene Drive, Madison, Florida (Parcel No. 27-1N-09-4857-001-000-Dixie Packers/Smithfield Plant). Mr. Reeves advised the estimated revenue which would be lost to the County during the current fiscal year if the exemption were granted is $38,721. Mr. Cherry also explained the number of full-time jobs associated with the proposed manufacturing business is 70. The Board by consensus agreed to proceed with the advertisement for a Public Hearing to consider an ordinance granting an economic development ad valorem tax exemption percentage and number of years of exemption with respect to the subject property.
 
Mr. Cherry presented a request by Pinetta United Methodist Church for the County to help remove a tree on its property. The Board by consensus agreed to not offer its services, because, as with similar requests in the past, the tree is located on private property.
 
Mr. Reeves also reported that on Thursday, March 24th, a meeting is scheduled with the Environmental Protection Agency (EPA) in Atlanta to discuss ongoing contamination of the Old Landfill on Rocky Ford Road. He stated he would report back to the Board at its next Regular Meeting.
 
There being no further business, the Chairman adjourned the meeting at 5:25 P.M.
 
 
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
 
By: ____________________________
                                                                               Justin Hamrick, Chairman
 
ATTEST:
 
_____________________________
Tim Sanders, Clerk to the Board of
County Commissioners

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