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BOCC Minutes May 21, 2008

                                         BOARD OF COUNTY COMMISSIONERS


                                                   MADISON COUNTY, FLORIDA


                                                         COURTHOUSE ANNEX


                                         MINUTES OF THE REGULAR MEETING


                                                    WEDNESDAY, MAY 21, 2008


                                                                      4:00 P.M.



The Board of County Commissioners of Madison County, Florida met this day in Regular 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 and Veterans Service Officer Oliver Bradley opened with prayer and pledge to the flag.


Upon a motion by Commissioner Ellis, seconded by Commissioner Vickers, the Board voted unanimously (5-0) to approve the agenda as amended: Add to New Business No. 8,  Madison County Courthouse roof and dome window replacement proposal by Clemons, Rutherford & Associates, Inc., and also No. 9, Letter of Support for ARC Grant.


The minutes of the Regular Meeting held on May 7, 2008 and the minutes of the Special Meeting held on May 14, 2008 were presented for review.  Upon a motion by Commissioner Moore, seconded by Commissioner Henderson, the Board voted unanimously (5-0) to approve said minutes as presented.


Veterans Service Officer Oliver Bradley invited the Board and the public to a Memorial Day Service on Monday, May 26 at 11:00 A.M. at the gazebo in the Four Freedoms Park in Madison.  He reported Madison County lost 28 men in service to their country during World War II, the Korean War, and the Vietnam War.


Upon a motion by Commissioner Ellis, seconded by Commissioner Vickers, the Board voted unanimously to approve the Consent Agenda (1. Request to waive Cherry Lake Beach fees for two 4-H Summer Day Camps; 2. Budget Amendment Request for Mosquito Control; 3. Notice of Limitation of Use / Site Dedication for the Madison County Recreation Park).


Mr. Will Rutherford of Clemons, Rutherford & Associates, Inc. gave an overview of the courthouse roof and dome window replacement project.  He also reported funding in the amount of $384,000 from the Small County Courthouse Grant will provide courthouse and annex security if funds are available.  Mr. Rutherford introduced Mr. Allen Dyke, who presented a picture of the courthouse having a terra cotta, barrel tile roof in the 1950’s, and another picture with a proposed metal, terra cotta-barrel tile look, roof superimposed on the present –day building.  Mr. Dyke showed the Board a sample of the proposed metal roof system, which has a 30-year finish.  He also reported the project calls for the domes to be repainted silver and the clock tower windows replaced.  A motion was made by Commissioner Ellis and seconded by Commissioner Vickers to approve the proposed roof system as presented and proceed with bids.  Motion carried 5-0.


Ms. Katrina Sadler of Florida Department of Transportation (FDOT) introduced from the Lake City office Mr. Bill Henderson, Mr. Jordan Green, and Ms. Kim Evans.  She presented the proposed Madison County’s FDOT 5-Year Transportation Plan, Tentative FY 2009-2013 (April 1, 2008) and asked the Board to deliver its priorities to FDOT by August 1, 2008.


Madison County Recreation Director Tommy Garner referred to a recommendation to increase boat ramp fees at Cherry Lake Beach from $5.00 to $10.00 to help offset expenditures at the county-owned park.  He stated the current fee has been in place since the park opened in 1992.  Upon a motion by Commissioner Moore, seconded by Commissioner Vickers, the Board voted unanimously to approve said increase.  A motion was then made by Commissioner Moore and seconded by Commissioner Henderson to make the change in boat ramp fees effective June 12, 2008.  Motion carried 5-0.


The Board also by consensus directed Mr. Garner to continue enforcement of the seven (7) boat slot capacity policy associated with the boat ramp at Cherry Lake Beach.


Mr. Fain Poppell presented a sketch of four proposed homesites in the six-lot block of  Lots 9, 10, 11, 12, 13, and 14 in Block “C” of  HANCOCK TERRACE subdivision and  adjoining 50 foot wide Earl Avenue (platted, but unopened).  He stated his client’s intention to not vacate said lots and street, but to set aside the side-lot setback requirements to allow construction of four homes on the six lots. 


Commissioner Moore referred to a request from the Madison County Transportation Disadvantaged Coordinating Board to the Board of County Commissioners for an additional $32,400 to provide intra-county medical and employment trips by Big Bend Transit.  Based upon previous current year budget amendments and the financial unknowns of the next fiscal year, the Board by consensus postponed consideration of the request until later in the 2008-2009 fiscal year budget preparation.


Chairman Martin directed the Board’s attention to the following bid proposals for a new truck and accessories for the Greenville Volunteer Fire Department (GVFD):

Beck’s Dodge of Palatka……………….2008 Dodge 3500………………$37,600

Robinson Motor Co. of Madison……….2008 Ford F350…………………34,225

Reference was made to a letter from the Captain of the GVFD, who requested the more powerful Dodge with a 6.9 cubic inch engine versus the Ford 6.7.  A motion was made by Commissioner Moore and seconded by Commissioner Ellis to purchase the higher priced Dodge truck, due to the poor past performance of the Ford engine in the county ambulance fleet.  Motion carried 5-0.


As a cost-cutting measure, County Coordinator Allen Cherry along with Road and Bridge Coordinator Red Henderson and Solid Waste/Recycling Coordinator Jerome Wyche made a recommendation to change the Public Works Department to a four-10 hour day (M-TH) work week.  Mr. Cherry estimated annual savings of $20,000 for the Road and Bridge Department and $30,000 for the Solid Waste/Recycling Department.  He added on holiday weeks the departments will revert to four-8 hour days.  Mr. Wyche stated his administrative staff will continue to work on Fridays, while Mr. Henderson reported his administrative staff will change to the four-day work week with on-call staffing.  A motion was made by Commissioner Henderson and seconded by Commissioner Moore to approve said recommendation for a new work week for Public Works.  Motion carried 5-0.


Discussion followed on A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MADISON COUNTY, FLORIDA REQUIRING THAT TURNOFFS FROM COUNTY ROADS IN MADISON COUNTY, FLORIDA BE CONSTRUCTED TO COUNTY STANDARDS AT THE PROPERTY OWNER’S EXPENSE; SETTING MINIMUM STANDARDS FOR CONSTRUCTION OF SAID TURNOFFS; PROVIDING FOR INSPECTION OF TURNOFFS; PROVIDING FOR THE TIME AT WHICH THE COUNTY TAKES OVER MAINTENANCE RESPONSIBILITY; PROVIDING FOR THE APPLICABILITY OF THESE STANDARDS; AND PROVIDING AN EFFECTIVE DATE.  County Engineer Bill Steves presented a worksheet entitled MADISON COUNTY DRIVEWAY for new driveway widths off county roads.  He also presented a two-page “Attachment A” (Driveway Turnoff Detail and Side Mitered End Section) of said resolution.  Road and Bridge Coordinator Henderson suggested a permit time limit and the following amending language to Section 13 was proposed by the County Attorney: “ All permits for driveway turnoffs shall expire one (1) year after the date of issuance unless renewed by the Department of Public Works, in writing, prior to expiration”.  Upon a motion by Commissioner Moore, seconded by Commissioner Ellis, the Board voted unanimously to approve said resolution along with the noted change to Section 13.


Mr. Cherry reported on a recent inspection of RIVER HIGHLANDS subdivision and the need to bring the roads up to standards at an approximate cost of $75,000 to $100,000.  Mr. Reeves recommended Mr. Cherry prepare and present a written report on the state of the subdivision roads to the developer.


Commissioner Moore expressed a concern about damages to county roads from logging company trucks. Road and Bridge Coordinator Henderson suggested the Board prepare an ordinance for temporary driveway permits for temporary uses such as logging.  Chairman Martin suggested that Mr. Henderson contact other counties about their driveway policies.


Commissioner Henderson noted St. Thomas AME Church Road pavement is breaking up in places.  Mr. Henderson stated he would like to see the 1.1 mile stretch of pavement resurfaced before the base is destroyed.


Solid Waste/Recycling Coordinator Jerome Wyche referred to information papers presented on the transition to a four-day work week, and also updates on the Madison Central Collection Center and Tuten Collection Site.


Mr. Cherry reported on a request from Mr. Thornton Davis of Capital Truck, Inc. of Tallahassee for the remaining monetary value of a rebate that was applied to the original asking trade difference for the most recent Mack truck purchase in the amount of $1300.00.  The Clerk reported the rebate in the amount of $1500 was deposited in the bank. The County Attorney suggested Mr. Davis show the rebate as part of the purchase agreement between the county and Capital Truck.


Upon a motion by Commissioner Ellis, seconded by Commissioner Moore, the Board voted unanimously to approve a Letter of Support for a USDA grant for Madison/Jefferson ARC.


 At 5:30 P.M. Chairman Martin directed the Board’s attention to the Final Public Hearing to consider AN ORDINANCE OF MADISON COUNTY, FLORIDA, AMENDING THE MADISON COUNTY LAND DEVELOPMENT CODE, AS AMENDED; PURSUANT TO AN APPLICATION, LDC 08-1, BY THE BOARD OF COUNTY COMMISSIONERS; PROVIDING FOR AMENDING SECTION 4.4H.H ENTITLED LAND USE DISTRICT REQUIREMENTS, HIGHWAY INTERCHANGE, SPECIAL EXCEPTIONS BY ADDING FACILITIES FOR STORAGE AND DISTRIBUTION OF PRODUCTS INCLUDING WHOLESALE ACTIVITY AS A SPECIAL EXCEPTION USE WITHIN THE HIGHWAY INTERCHANGE (HI) LAND USE DISTRICT; REPEALING ALL ORDINANCES IN CONFLICT; AND PROVIDING AN EFFECTIVE DATE.  County Planner Jeanne Bass reviewed the amended language of the Land Use District Requirements for Highway Interchange. Mr. Reeves advised, in order to bring the County Land Development Code in compliance with the Comprehensive Plan, to strike all references to “residential” (Section 4.4.(H)(2)(f); Section 4.4.(3); and Section 4.4.(5) “All lots as defined in Chapter 2 of this Code shall have a length to width ratio of no greater than 3 to 1 for the location of dwelling units”) in the proposed ordinance. The Chairman opened the floor for comments from the public.  Hearing none, the public comments portion of the Public Hearing was closed.  A motion was then made by Commissioner Ellis and seconded by Commissioner Vickers to approve said ordinance, as amended and corrected.  Motion carried 5-0.


Property Appraiser Leigh Barfield updated the Board on the necessary updates to software in her office due to Amendment One and her hope that revisions will be completed by June 1.



Mr. Cherry reported a Safety Committee Meeting recommendation to lock the backdoors of the Annex as a security measure, except for “early voting” dates.  He also recommended the Board not pay a request for payment from the Florida League of Cities for damages to a City of Madison vehicle from a fallen tree limb in the unincorporated area of the county.  Mr. Cherry also asked for guidance regarding renewal of the engineering services contract with County Engineer Bill Steves.  Chairman Martin asked that the matter be agendaed for the next Regular Meeting.


At the request of Commissioner Ellis, the Commissioners by consensus agreed to personally donate $50 each for the purchase of a $500 Savings Bond for a Madison County High School graduate attending Project Graduation.


The County Attorney advised the Board that the Legislature made several changes to procedures of the Value Adjustment Board (VAB) this year, one of which is membership.  The VAB will now be made up of two (2) County Commissioners and a citizen chosen by the Board of County Commissioners having homestead exemption in the county, together with one (1) School Board Member and a citizen chosen by the School Board owning a business in Madison County. 


Mr. Reeves also reported the County Attorney will no longer be allowed to serve as attorney to the VAB.  After speaking with the Mr. Conrad Bishop, Taylor County Attorney, Mr. Reeves suggested the Board contract with Mr. Bishop for our VAB and he offer his services to the Taylor County Board of County Commissioners for their VAB.  The Board by consensus approved Mr. Reeves’ proposal and to also pay for required VAB attorney training with the Department of Revenue.


The Clerk presented to the Board the STATEMENT OF ACTUAL AND ESTIMATED REVENUE AND STATEMENT OF EXPENDITURES, ENCUMBRANCES AND APPROPRIATIONS as of April 30, 2008.  The Board by consensus approved a Request For Proposals for County Employee Health Insurance as has been done for the past few years.  The Board also approved a Request For Proposals for insurance for Property, Liability, and Workers Compensation, as well.


There being no further business, the Chairman adjourned the meeting at 6:05 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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