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BOCC Minutes April 15, 2009


                                         BOARD OF COUNTY COMMISSIONERS
                                                 MADISON COUNTY, FLORIDA
                                                         COURTHOUSE ANNEX
                                         MINUTES OF THE REGULAR MEETING
                                                   WEDNESDAY, APRIL 15, 2009
                                                                      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 Roy W. Vickers, called the meeting to order and Emergency Management Director Jim Stanley opened with prayer and pledge to the flag.
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. 5, Discussion with possible action on the scheduling of a Public Hearing at 9:00 A.M. rather than 5:00 P.M. on May 6, 2009; and at the request of Mr. Sanders add to New Business item No. 6, Consideration of proposed Budget Amendments for the Fiscally Constrained Fund and the Clerk’s Office.     
Under “Petitions from the Public”, Mr. Elmer Spear referred to an advertisement by the Board in the local newspaper regarding vacancies on the Madison County Tourist Development Council (TDC) and asked if the county had changed its way of filling vacancies on boards and committees under the Board of County Commissioners.
The Chairman stated he placed this matter on the agenda for discussion regarding advertising for Board vacancies. Discussion followed. A motion was made by Commissioner Martin and seconded by Commissioner Parrish for the Board to advertise for vacancies on all boards and committees under the Board of County Commissioners, except the Competency Board and the Code Enforcement Board, which have certain requirements for membership.
Also under “Petitions from the Public”, Madison County Chamber of Commerce and Tourism Executive Director Ted Ensminger applauded the efforts of citizen volunteers who have worked on the upcoming Four Freedoms Festival and presented each commissioner with a program of the 28th Annual Four Freedoms Festival on April 17 and 18, 2009.
The minutes of the Regular Meeting held on April 1, 2009 were presented for review. Upon a motion by Commissioner Martin, seconded by Commissioner Ellis, the Board voted unanimously to approve said minutes as presented. 
Mr. Stanley gave the Board an update on the continued flooding in Madison County along the Withlacoochee and Suwannee Rivers. He especially thanked the County Road Department, the Sheriff’s Office, and the Volunteer Fire Departments for their efforts to make the situation better. He also thanked all assistance from outside the county, especially in helping with families affected by the flood waters. He stated he was hopeful for a federal declaration soon and reported the Governor issued a State of Emergency on April 6th. The Board by consensus approved another Special Meeting to consider the extension of a local state of emergency on Monday, April 27th at 4:30 P.M.
The Board also by consensus approved a letter of appreciation from the Board to everyone that has helped the county and the families affected by the flood. 
Sheriff Ben Stewart reported on Law Enforcement’s efforts in the county during the state of emergency. He reported the Sheriff’s Office has never owned a boat and found during the flooding crisis a boat owned and under the direction of the Sheriff would be an asset. The Sheriff also reported the patrolling of empty houses and enforcement of a curfew that was issued has stretched the office’s resources. In conclusion the Sheriff suggested a “Post-Incidence Meeting” with all partnering agencies to review issues that arose during the emergency situation.
Road Department Coordinator Robert Henderson reported most of the county roads are open, except those around the rivers. He too, thanked all of the Road Department employees for their hard work. He also updated the Board on efforts to pump water covering County Road 150 to the Withlacoochee River about a mile away. Commissioner Ellis inquired about the possibility, during this time of state of emergency, of the County helping repair private roads affected by flood waters. The County Attorney advised the Board it could direct the Road Department to make repairs on an emergency/temporary basis, but expended transportation funds would have to be replaced by General Fund dollars. Mr. Reeves also suggested the Board get the Road Department to assess the state of private roads in the county affected by the flooding along with associated costs of repair. The Board by consensus approved the addition of said private road assessment to the Special Meeting agenda on April 20th.
Mr. Reeves advised the Board on the ranking process for Architectural, and also Surveying and Mapping professional services. The Clerk presented score sheets, if needed, to rank the following architectural firms and surveying and mapping firms listed in alphabetical order:
Architectural firms:
1.                  Clemons, Rutherford & Associates, Inc. of Tallahassee
2.                  Donahue Architecture, Inc. of Ocala
3.                  4M Design Group, P.A. of Tallahassee
4.                  Jaycox, Reinel Architects of Jacksonville
5.                  MLD Architects, Inc. of Tallahassee
6.                  Pond & Company of Jacksonville
Surveying and Mapping firms:
1.                  Briggs, Washington & Thompson of Madison
2.                  Causseaux, Hewett & Walpole, Inc. of Gainesville
3.                  Dyer, Riddle, Mills & Precourt, Inc. of Tallahassee
4.                  Putnal & Associates, LLC of Madison
5.                  Southeastern Surveying of Madison
Regarding the proposals submitted for Surveying and Mapping services, Commissioner Ellis reported his top three firms were as follows: Briggs, Washington & Thompson; Putnal & Associates, LLC; Southeastern Surveying. A motion was made by Commissioner Martin and seconded by Commissioner Ellis to keep the present surveying and mapping firms under contract with the county, Briggs, Washington & Thompson and Putnal & Associates, LLC, and negotiate new contracts with only those two firms. Motion carried 5-0.
The following rankings were verbally submitted for Architectural Services:
Commissioner Ellis:                   #1. Clemons, Rutherford & Associates
                                                #2. MLD Architects
                                                #3. Pond & Company
Commissioner Parrish: #1. Clemons, Rutherford & Associates
                                                #2. Pond & Company
                                                #3. MLD Architects
Commissioner Hamrick:            #1. Clemons, Rutherford & Associates
                                                #2. 4M Design Group
                                                #3. MLD Architects
Commissioner Vickers: #1. Clemons, Rutherford & Associates
                                                #2. MLD architects
                                                #3. 4M Design Group
Commissioner Martin:   #1. Clemons, Rutherford & Associates
                                                #2. MLD Architects
                                                #3. Pond & Company
A motion was made by Commissioner Ellis and seconded by Commissioner Martin for the County Attorney to prepare continuing contracts for the following three architectural firms: Clemons, Rutherford & Associates, Inc.; MLD Architects, Inc.; Pond and Company.   Motion carried 5-0. It was understood that the Board would choose one of the three firms for each new project up to $1,000,000 in value. Mr. Reeves stated he would prepare and send to each firm a proposed contract for the Board’s final approval.
            Discussion followed on a proposed Community Development Block Grant (CDBG) application for sewer and water improvements at Quail Hollow Mobile Home Park in the vicinity of State Road 53 and Interstate 10, upgrade of a pumping station near the old Middle School south of Madison, and a water line in Lee. Mr. Cherry reported the City Manager of Madison advised him the City would not be able to participate in cost sharing of pre-application engineering expenses, which could reach $100,000. The Board by consensus approved the CDBG application without the upfront engineering costs.
            Animal/Mosquito Control Coordinator Jamie Willoughby reported the State of Florida would not be able to participate in aerial spraying of the flooded river areas of the county to address the severe mosquito outbreak. He also updated the Board on mosquito counts in the affected areas.
            Mr. Willoughby also reported rescuing three dogs from the flood waters and the housing of five dogs of flood victims. He stated the Department of Agriculture has offered the county a 16 foot trailer with animal cages for use in emergency disasters and asked the County Attorney to review the contract.
            Regarding requests from citizens for spraying on private property, Mr. Reeves advised Mr. Willoughby he would need approval by the Board before proceeding.
            County Planner Jeanne Bass referred to a letter from Jon Sewell, AICP of Kimley-Horn and Associates to Ms. Susan Poplin, AICP of the Florida Department of Community Affairs regarding the Madison County Evaluation and Appraisal Report (EAR) Letter of Understanding dated April 3, 2009. Mrs. Bass complimented Kimley-Horn and its representative, Mr. Artie White, in the development of the EAR for the county and its submission to the state in October.
            Mr. Cherry reported the Board had the option of holding a Public Hearing for a land use change in Pinetta either at 9:00 A.M. during the Regular Meeting on May 6th or coming back at 5:00 P.M. for consideration. Upon a motion by Commissioner Ellis, seconded by Commissioner Martin, the Board voted unanimously to hold said Public Hearing at 9:00 A.M.
            The Clerk presented Budget Amendment Requests to transfer costs of improvements to the Sheriff’s Administrative Office in the building next to the Courthouse Annex, and the Courthouse Circuit Judge and Clerk Traffic/Misdemeanor Offices in the amount of $83,020.84 to the Fiscally Constrained Fund. And, he also asked the Board to amend the Clerk’s allocation of costs for Board related expenses in the amount of $59,169 by transfer of Clerk surplus reserve, which totaled $78,798.34. A motion was made by Commissioner Martin and seconded by Commissioner Parrish to approve said budget amendments. Motion carried 5-0.
            Mr. Cherry reported Emergency Management Director Jim Stanley has decided to retire as of June 30th. The Chairman asked that the matter be agendaed for the next Regular Meeting and for the County Coordinator to provide a Job Description.
            Mr. Cherry also asked the Board for direction on behalf of the Planning and Zoning Board regarding the conveyance of family homestead, due to the fact that the current Land Development Regulations are somewhat ambiguous. The Board by consensus requested the Planning and Zoning Board to present a proposal to the County Commission at a later meeting.
            Regarding the naming of U. S. Highway 90 in Greenville in honor of Ray Charles at the last Regular Meeting, Commissioner Parrish asked her fellow Commissioners in the future to consider all information presented before acting. Commissioner Parrish also noted the difficulties of chicken farmers in the county with the recent producer cutbacks by Pilgrim’s Pride.
            Commissioner Martin presented a letter to the Board dated April 15, 2009 from Supervisor of Elections Jada Woods Williams requesting a budget amendment request for unexpected legal services and overtime/extended hours for the 2008 election, and suggested that it be agendaed for the next Regular Meeting.
            Mr. Cherry also reported the United Way fund-raising campaign in Madison County exceeded $115,000 and noted a plaque given in appreciation to the employees of the county for their contributions.
            Mr. Cherry also reported that a luncheon honoring Mr. Brett Wattles sponsored by Marion and Citrus Counties is scheduled in Crystal River tomorrow. Mr. Wattles resigned for health reasons as Madison County’s Economic Development Consultant and Mr. Cherry asked if anyone would like to attend with him. 
With uncertainties of the insurance industry in the state and across the country, the Clerk asked the Board to consider a process of negotiations with our current proven health insurance and property/liability insurance carriers, rather than by request for proposals for the upcoming fiscal year. The Board by consensus agreed to allow the Clerk and County Coordinator to meet with the county’s present providers and bring information back to the Board for final approval.
There being no further business, the Chairman adjourned the meeting at 6:15 P.M.
                                                                        Board of County Commissioners
                                                                        Madison County, Florida
                                                                              Roy W. Vickers, Chairman
Tim Sanders, Clerk to the Board of
County Commissioners

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