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BOCC Special Minutes December 13, 2007

                                         BOARD OF COUNTY COMMISSIONERS




                                                         COURTHOUSE ANNEX


                                           MINUTES OF THE SPECIAL MEETING


                                               THURSDAY, DECEMBER 13, 2007


                                                                      3:00 P.M.



The Board of County Commissioners of Madison County, Florida met this day in Special Session with the following members present: Ricky Henderson (District 1), Wayne Vickers (District 2), Ronnie Moore (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 Alfred Martin, called the meeting to order.


In reference to a request by Mr. Kevin Campbell, a former employee of the County Extension Service, for an additional 120.839 hours of accrued leave time over the 240 hours paid by the Clerk’s Office upon his resignation, Mr. Sanders reviewed a paper prepared by his office on Mr. Campbell’s annual leave payout according to policy adopted by the Board of Madison County.  The paper also showed Mr. Campbell’s annual leave payout according to the University of Florida Cooperative Extension Service limit of 352 hours.  If the Board wished to base the payout based upon the University of Florida (UF) policy, Mr. Sanders explained Mr. Campbell was due $393.90 for only 56.839 hours because eight (8) days or 64 hours were mistakenly not applied to the UF final pay statement by County Extension.  The Clerk stated Mr. Campbell’s October payroll check from the county included said 64 hours of annual leave for a full month’s pay.  Mr. Sanders stated he reviewed this error in reporting to UF with Mr. Campbell before the meeting.  The County Attorney advised the Board to pay Mr. Campbell the additional annual leave and then clarify language in the Memorandum of Understanding adopted in 2000 between the County and UF on accrued annual leave.  Upon a motion by Commissioner Henderson, seconded by Commissioner Moore, the Board voted unanimously to approve said additional $393.90 payout.


The Clerk presented a STANDARD FORM OF AGREEMENT BETWEEN OWNER AND ARCHITECT and STANDARD FORM OF ARCHITECTS SERVICES for Clemons, Rutherford & Associates, Inc. to perform architectural and building construction management services on the Madison County Courthouse roof and clock tower.  Mr. Sanders explained the Legislature approved a Small County Courthouse Grant application submitted by the Clerk in the amount of $400,000 for the much needed roof repair.  He also reported an additional $75,000 was added to the project from Clerk of Court excess revenue at the end of the past fiscal year.  Mr. Reeves expressed reservations on approval of the agreement between said architect and the county without a Request For Proposals.  Mr. Sanders stated Clemons Rutherford has worked with the county on four courthouse grants since 1996 and deemed the roof repair an emergency due to leaks in the courtroom.  A motion was made by Commissioner Ellis and seconded by Commissioner Moore to approve said agreement due to an emergency situation involving the roof repair.  Motion carried 5-0.  


Mr. Reeves presented to the Board for approval a proposed TRAFFIC SIGNAL, ROADWAY IMPROVEMENT AND DEDICATION AGREEMENT between Wal-Mart Stores East, LP and Madison County.  Mr. Reeves referred to Exhibit A attached to the agreement, the Site Plan of the proposed store on State Road 53 South near Interstate 10, and reviewed the key elements of the agreement, which included a not to exceed cost of $110,000 for a traffic signal on State Road 53 reimbursable to Wal-Mart by the county with proper documentation; construction by the county of a short Phase II connector road, according to Wal-Mart engineering plans, between Balboa Drive and a Phase I Wal-Mart Store built access road from State Road 53; engineering design costs in the amount of $2500 for said Phase II roadway.  The County Attorney suggested amending the language in the agreement regarding a transfer of warranties from Wal-Mart to the county for the Phase I roadway construction.  Upon a motion by Commissioner Henderson, seconded by Commissioner Ellis, the Board voted unanimously to approve said proposed agreement, subject to said amending language on the transfer of warranties.


There being no further business, the Chairman adjourned the meeting at 3:35 P.M.




Board of County Commissioners

                                                                        Madison County, Florida



                                                                              Alfred Martin, Chairman






Tim Sanders, Clerk to the Board of

County Commissioners


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