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BOCC Minutes February 12, 2014
   
 
                                        BOARD OF COUNTY COMMISSIONERS
 
                                              MADISON COUNTY, FLORIDA
 
                                                        COURTHOUSE ANNEX
 
                                       MINUTES OF THE REGULAR MEETING
 
                                             WEDNESDAY, FEBRUARY 12, 2014
 
                                                                      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), Ronnie Moore (District 3), Clyde Alexander (District 4), and Rick Davis (District 5). Also present were County Coordinator Allen Cherry, Assistant County Coordinator Sherilyn Pickels, 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 Moore, seconded by Commissioner Vickers, the Board voted unanimously (5-0) to approve the agenda as amended: at the request of Mr. Cherry, add to New Business item No. 8. Consideration of Tourist Development Council (TDC) Grant submitted by the Madison County Chamber of Commerce  in the amount of $1,000 for 2014 Down Home Days; and item No. 9. Consideration of Tourist Development Council (TDC) Grant submitted by Madison County School Board in the amount of $30,843.63 for Baseball and Softball programs at Madison County High School; and at the request of Commissioner Moore, add to Public Works Department item No. 3. Consideration of request for maintenance on SW Main Street in Greenville.
 
Under Petitions From The Public, Mr. Ocie Richardson asked the Board to clean out and maintain the main ditch on Georgetown Road in Madison.
 
Also, under Petitions From The Public, Ms. Deloris Jones thanked the Board for its support and efforts to raise needed funds for the Senior Citizens Council Elder Care program.  She reported $1,000 was needed to offset cuts in the program, and $2,000 was raised.  Ms. Mosely Barfield was introduced and she spoke on her volunteerism for Senior Citizens dating back to 1987 and showed her numerous awards for service.  In closing Senior Citizens Council executive Director Rosa Richardson again thanked the Board for its continuous support and presented the Board members with a pen and date book from Elder Care Services.
 
Also under Petitions From The Public, Mr. Jerome Wyche on behalf of the Madison Kiwanis Club invited everyone to the Kiwanis Valentines Day Ball on Friday night, February 14th, at the Senior Citizens Center.
 
The minutes of the Regular Meeting held on January 22, 2014 and the Special Meeting held on January 27, 2014 were presented for review.  Upon a motion by Commissioner Moore, seconded by Commissioner Vickers, the Board voted unanimously to approve said minutes as presented.
 
Madison County Sheriff Ben Stewart presented the Board with a paper entitled Arrest Totals and Index Arrests by Florida County, 2012 and reported an article was published in Orlando, which ranked Madison County as second in Florida for violent crimes.  He stated that he was troubled by the article and wanted the Board to know that evidenced by the arrest totals presented, the Orlando article was incorrect.
 
Upon a motion by Commissioner Vickers, seconded by Commissioner Alexander, the Board voted unanimously to approve the Consent Agenda (1. Approval of Supplemental Agreement #1 and Resolution 2014-02-14B; Small County Road Assistance Program Grant;      2. Approval of Sheriff’s Department Confiscated Currency Expenditure in the amount of $11,133.31; 3. Approval of Emergency Medical Services request for Accounts Receivable Write-offs).
 
County Road & Bridge Coordinator Lonnie Thigpen presented to the Board for approval a Maintenance Map of SE Donaldson Road.  Mr. Thigpen reported that upon his review, the map accurately represents the maintenance of said road on the ground and that said road has been maintained by the County for at least the past seven years up to this date.  Upon a motion by Commissioner Davis, seconded by Commissioner Moore, the Board voted unanimously to approve said Maintenance Map.
 
Mr. Thigpen also presented for approval a Maintenance Map of NE Clover Avenue.  He reported that upon his review, the map accurately represents the maintenance of said road on the ground and that said road has been maintained by the County for at least the past seven years up to this date.  A motion was made by Commissioner Alexander and seconded by Commissioner Vickers, for the Board to approve said Maintenance Map.  Motion carried 5-0.
 
Commissioner Moore reported a resident along SW Main Street in Greenville contacted him about a drainage problem that has occurred since the road was paved and asked if standing water could be diverted by opening a ditch.  Mr. Thigpen stated that he would look into the matter.
 
            Supervisor of Elections Tommy Hardee read an email from Bay County Supervisor of Elections Mark Andersen congratulating Mr. Hardee’s office on attaining ISO (International Organization for Standardization) Certification/Registration.  Mr. Hardee reported that Madison County was only the second Supervisor’s office to reach this certification in the country.  He also reported his office’s new voting equipment is in and in testing.
 
            At 9:30 A.M. the Chairman directed the Board’s attention to a Public Hearing scheduled for 9:00 A.M. to consider Resolution No. 2014-02-12 and Resolution No. 2014-02-12A that would vacate unopened roads and alleys in the platted Town of Sirmans.  Mrs. Pickels referred to the first proposed Resolution and Application For Road Closure submitted by the applicant Joseph Farmer to close portions of Pine and Maple Streets along with twenty foot easements and other easements adjoining or attached to Property Appraiser’s parcel number 0479-000-000 in the Town of Sirmans.  Mrs. Pickels reported the subject platted right-of-ways have not been opened to the public and are entitled in the Resolution No. 2014-02-12 as: Unopened Road, Unopened Road, Pine Street, Maple Street, and Elm Street.
 
            Mrs. Pickels explained the other Resolution No. 2014-02-12A for Road Closure was initiated by County Staff, which would close all other unopened platted streets and alleys in the Town of Sirmans and are entitled Unopened Road, Unopened Alleys, Walnut Street, Oak Street, Cherry Street, and Cypress Street.
 
            Chairman Hamrick opened the Public Hearing for comments.  Hearing none, the matter was returned to the Board for further consideration.  Mrs. Pickels stated the only concern about said proposed road closures was made in a letter from Attorney Scot Copeland, in which he on behalf of his client, asked the Board for assurance that his property had legal access to a public road and that any abandoned/vacated streets be transferred to adjoiners pursuant to normal procedure.  The County Attorney explained that platted streets closed by the Board by Resolution filed in the Public Records are split one-half with adjoining landowners.  Upon a motion by Commissioner Vickers, seconded by Commissioner Alexander, the Board voted unanimously to approve both proposed Resolutions for Road Closure in the Town of Sirmans.
 
            Commissioner Moore, who serves as Chairman of the Madison County Transportation Board, referred to a letter dated February 10, 2014 from him to Chairman Hamrick regarding the Madison In-Town Shuttle operated by Big Bend Transit, Inc.  Commissioner Moore introduced Mr. Shawn Mitchell, representing Big Bend Transit, Inc., who gave the Board a brief history of the Shuttle service in Madison and its funding from the Florida Department of Transportation (FDOT).  Mr. Mitchell reported that without additional funding, the service will be discontinued June 30, 2014.  Mr. Mitchell also presented and reviewed a paper entitled “Cost Per Hour (for the) Madison Shuttle”.  He stated that he would like to start discussions with the County and the City of Madison on how to continue the service for the citizens of Madison County.  He stated he has three models to fund the project that he will send to Mr. Cherry.  Commissioner Moore stated he would meet with the Clerk to see if any funds are available to keep the Shuttle service in existence.
 
Regarding a request from DAV Chapter 5 of Tallahassee to help fund the purchase of a new van to transport veterans to VA Medical Centers in Lake City, Gainesville, and an Out-Patient Clinic in Tallahassee, the Board by consensus removed the item from the agenda and took no action.
 
Mr. Chad McCormick asked the Board for permission to use a portion of the County’s Blue Building to provide a Farm Share ministry to citizens of Madison County.  He reported a member of the Board of Consolidated Christian Ministries (CCM), which already uses a portion of said building, has given him permission to use a portion of their allocated space for this new service.  Mr. McCormick also reported plans for cleaning up the building is set for Saturday, February 15th.  When asked about the issue of liability by Commissioner Vickers, Mr. McCormick responded that the Farm Share program would be under CCM.  A motion was made by Commissioner Alexander and seconded by Commissioner Moore, to approve the request for use of portion of said building, subject to a sub-lease with CCM.  The County Attorney advised CCM needs to produce a written lease with the County before authorization of sub-lease.  After further discussion, the motion and second were withdrawn and the matter continued for a later Regular Meeting.
 
Madison County Chamber of Commerce Executive Director Cindy Vees presented a Madison County Tourist Development Council Grant Application submitted by the Madison County Chamber of Commerce in the amount of $1,000 for the 2014 Down Home Days.  She stated TDC approved the grant funding for out-of-county advertising for the event being held April 17-19.  Upon a motion by Commissioner Moore, seconded by Commissioner Alexander, the Board voted unanimously to approve said grant application.
 
Ms. Vees also referred to a Madison County Tourist Development Council Grant Application submitted by the Madison County School Board in the amount of $30,843.63 split evenly between the Baseball and Softball programs at Madison County High School that was approved by the TDC.  Madison County Schools Finance Director Ray Griffin, on behalf of Superintendent Doug Brown, reported the School Board’s interest in upgrading and expanding the use of said sports facilities, but there are no funds available in the planned high school renovations for upgrades to sports facilities.  Mr. Griffin also reported in the Baseball Program request, the dollars allocated for cleats for team ($2,549.70) and batting tees ($47.98) have been redirected to Stadium Seating.  Commissioner Davis questioned whether some of the other items listed for funding in both the Baseball and Softball Programs were eligible for Tourist Development Tax funding.  Another issue that was questioned was public access.
 
Softball Coach Tommy Garner explained most of the Softball Program’s needs are in improvements to the stadium and that if improvements are made, the softball facility and the baseball facility may be able to attract district and regional tournaments.  He also reported that in the summer, both fields are open to the public.
 
Ms. Vees referred to page 4 of the Grant Application entitled Type of Grant-Authorized Use of Funds-Florida Statute 125.0104 and in response to Commissioner Davis’ inquiry, stated that the proposed uses of Tourist Development Tax proceeds meet statutory requirements for “Capital Projects”.  She added that the TDC funded $25,000 for the County Recreation Park to install bleacher area netting and this request would come from Tourist Development Tax reserves.  The Clerk reported the projected Fund Balance for TDC as of September 30, 2014 is $122,044.87.
 
Commissioner Davis also shared that the Board once again submitted a Legislative Budget Request (LBR) to the Legislature to fund a County multi-purpose building.  He stated that of the proposed $2,600,000 capital construction project, a $1,000,000 County match, which could come from Tourist Development Tax proceeds, would be required.  Ms. Vees asked the Board, as a courtesy to the Tourist Development Council, to share its proposed use of said tax proceeds.
 
Commissioner Moore stated that the County has needed a multi-purpose facility for a long time and on February 24th the County’s Legislative Delegation will be in Madison to hear the request.
 
Chairman Hamrick voiced a concern that he just found out about the request from the School Board the day before and in the future TDC grants should be on the agenda for review.
 
The County attorney advised that although the subject facilities are publicly owned and operated, he has never seen the use of said funds as it applies to school districts.  He also advised an Attorney General opinion would take approximately thirty (30) days.  He stated that he could give a legal opinion in a couple of days to be considered at a Special Meeting.  The Clerk stated he would like to be assured of the legality of the expenditure before signing a check drawn on County funds.
 
The Board by consensus agreed to tentatively set a Special Meeting for Monday, February 17th at 2:00 P.M. to consider said TDC Grant Application for the Madison School District.
 
Mr. Don Passaro, Intermedix Vice President of Business Development, presented the Board with a hard copy of a power point presentation of a proposal that he reviewed with the Board to provide Emergency Medical Services (EMS) billing services and ePCR Technology to Madison County.  He proposed the County may wish to piggyback onto the contract with another Florida agency doing business with Intermedix. 
 
EMS Director Juan Botino expressed his approval due in part to Intermedix’s acceptance of all liability of the County.  He stated he researched several companies that provide billing services and this proposed system is completely electronic.  He also reported that paramedics in neighboring Jefferson County like the system.
 
County Attorney Reeves advised a “piggyback” is a state contract concept, but there is no statutory requirement for a Request For Proposals (RFP).  Mr. Botino stated that Intermedix is the only provider that he knows that combines billing and electronic hardware and recommended the Board move forward with a contract for Board review.  Upon a motion by Commissioner Vickers, seconded by Commissioner Alexander, the Board voted unanimously to start the process with preparation of a contract for approval.
 
Mr. Cherry presented for approval a Fee Proposal/Task Order #1-2014 from Clemons, Rutherford & Associates, Inc. to replace existing exterior windows and doors and existing louver at the Madison County Courthouse Annex.  Upon a motion by Commissioner Vickers, seconded by Commissioner Alexander, the Board voted unanimously to approve said Fee Proposal/Task Order.
 
Mr. Cherry reported that Mr. Jerry Borgert, who was approved at the last Regular Meeting to be a new member of the Competency Board, was ineligible to serve because he does not hold a Contractor’s License.  A motion was made by Commissioner Moore and seconded by Commissioner Alexander to reappoint Mr. Curtis Johnson to the Competency Board. 
 
Discussion followed.  Ms. Marie McCallister reported a complaint she made against Mr. Johnson years ago from work on her house. 
 
Commissioner Davis stated that another contractor has also expressed interest in serving on said Board.  Mr. Cherry reported that there are no alternates to the Competency Board and having some may help with quorums for meetings.
 
Motion carried 4-1 with Commissioner Davis opposed.
 
A motion was then made by Commissioner Davis and seconded by Commissioner Moore to appoint Mr. Danny Plain as an Alternate Member of the Competency Board.  Motion carried 5-0.
 
Commissioner Moore suggested that the Board have a Workshop on new road construction in association with the increase in gas taxes that were effective in January.  He also suggested the Board look at a Bond Issue to finance said new road construction in the County.  The Clerk stated he would contact a Financial Advisor to provide information to the Board based upon projected new gas tax revenues.  
   
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

    


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