MINUTES OF A SPECIAL MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD JULY 25, 1995
The Gilchrist County Board of County Commissioners, in and for Gilchrist County, Florida, convened in a special meeting on July 25, 1995, at 9:00 a.m., in the Commissioner's Meeting Room at the Courthouse in Trenton, Florida, with the following members present to-wit:
Wilbur Bush, Chairman
V. C. Cannon
Sue B. Suggs
Other persons in attendance were: Jackie R. Barron, Ex-Officio Clerk, Ted Burt, County Attorney, Ron McQueen, Emergency Management/County Coordinator, Sherree Pitzarell, Cheryl Watson, and Sam Ferguson, Deputy Clerks, Albert Martin, construction supervisor, Wilma Mattucci, librarian, Jim Cooper, Chief Deputy,
Ms. Mattucci spoke to the Board about usage of the library's meeting room. According to Ms. Mattucci, a gentleman from Hitchcocks inquired about using the room to take pictures. Ms. Mattucci thought that the gentleman worked at Hitchcocks and wanted to use the room to photograph his employees. She later learned that the gentleman was from a photography company, and has been scheduling appointments for Hitchcock's customers to have their portraits made. Following discussion, Commissioner Wilkerson made a motion to allow the company to use the room on a Friday, Saturday, and Sunday, providing they pay a fee of $100 and clean the room after use. The motion was seconded by Commissioner Cannon. Commissioners Bush and Suggs voted in favor of the motion, and Commissioner Sheffield voted against the motion, stating that he did not want to set a precedence.
Following discussion, Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to set guidelines for use of the library's meeting room, to be reviewed on August 7th. The motion carried unanimously.
Mr. Barron presented interdepartmental balancing journal entries numbered 9574, 9580, 9581, and 9584. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson to approve the journal entries. The motion carried unanimously.
Mr. Barron presented journal entry 9579, which would amend capital outlay fund #350, by its carry-over amount, for unanticipated revenues in the amount of $46,623.76. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to approve the journal entry by resolution, amending the fund. The motion carried unanimously.
A RESOLUTION AMENDING THE CAPITAL OUTLAY FUND NUMBER
350 BUDGET FOR FISCAL YEAR 1994-95.
WHEREAS, Chapter 129, Florida Statutes, sets forth the requirements for adoption of the annual county budget; and
WHEREAS, Gilchrist County did lawfully and appropriately adopt an annual budget for the Gilchrist County Capital Outlay Fund Number 350 for Fiscal Year 1994-95; and
WHEREAS, Chapter 129.06, Florida Statutes authorized amendments of the budget by resolution to lawfully expend unanticipated revenues; and
WHEREAS, the Board of County Commissioners of Gilchrist County are in receipt of $46,623.76 of unanticipated revenues, in the form of an unbudgeted balance forward, for the Capital Outlay Fund Number 350;
NOW, THEREFORE, BE IT RESOLVED by the Gilchrist County Board of County Commissioners, that the Capital Outlay Fund Number 350 is hereby amended in an increased amount of $46,623.76.
RESOLVED this 25th day of July, 1995.
BOARD OF COUNTY COMMISSIONERS
GILCHRIST COUNTY, FLORIDA
/s/Wilbur Bush, Chairman
/s/Jackie R. Barron, Clerk
Minutes of Meetings:
Commissioner Sheffield made a motion, seconded by Commissioner Wilkerson, to approve the minutes of the meeting held July 3, 1995. The motion carried unanimously.
Gilchrist County Recreation Authority:
Mr. Barron spoke to the Board about a request he received from the Gilchrist County Recreation Authority. GCRA will be receiving a grant from the state for $96,000 to construct the Field of Dreams, and may wish to have the funds directed through the county; they do not have the necessary staff or facilities to handle the bookkeeping. In addition, they would like for Mr. Martin to oversee the construction of the project. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to table further discussion until the August 7th meeting. The motion carried unanimously.
Chief Deputy Jim Cooper spoke to the Board about the jail roof. He spoke to DOC's architect about the possibility of constructing a second story on the present jail facility. DOC does not have a problem with the idea of constructing a second story, providing the square footage per inmate requirement is not altered. Because the county was grandfathered in under the old requirement of 63 sq. ft. per inmate, they do not have to provide the current footage of 80 sq. ft. Mr. Martin stated that he estimates the cost of replacing the roof with metal, installing trusses to be approximately $27,362. According to Mr. Martin, the county could save approximately $4600 by using inmate labor and some of the surplus cypress lumber. Mr. McQueen submitted a quote from Kennedy & Sons Roofing for $26,600. The Board directed Chief Cooper to have the DOC architect do a site visit at the jail to determine feasibility.
Chief Cooper presented a grant application for the COPS program. If funding is approved, a 25% match would be required. With the 75% grant funds and local match, the Sheriff's Department would be able to hire three additional deputies. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to authorize Chief Cooper to apply for the grant. The motion carried unanimously.
Bonds Issuance- Ralph Cellon, Raymond James & Associates:
Mr. Ralph Cellon spoke to the Board about their borrowing capacity of electric utility fee revenues. His best estimate of the amount of Road Improvement Bonds, which could be financed from the revenues projected to be received from the imposition of a 6% Electric Utility Fee on retail electric sales within the unincorporated areas of Gilchrist County would be approximately $4,560,000. In order to obtain a bond insurance commitment on the Bonds, thus obtaining a AAA/Aaa rating and the lowest interest rates available at the time of sale, debt service coverage of at least 1.25x and no more than 1.50x would be necessary. That would mean that the maximum annual debt service would range from $239,960 ($299,950 divided by 1.25) to $199,967 ($299,950 divided by 1.50). The following table shows the gross amount of bonds which could be issued assuming present interest rates, repayment over a 20, 25 and 30 year period and both a 1.25x and a 1.50x coverage requirement:
20 Years 25 Years 30 Years
($239,960 annual pymt.) $4,560,000 $5,625,000 $6,670,000
($199,967 annual pymt.) $3,800,000 $4,690,000 $5,555,000
Mr. Cellon added that the estimates provided today were very conservative.
Mr. Barron reported that the roof over the Clerk's Office is holding 6-8 inches of rain water. It is not leaking at this time, however, he is concerned about the amount of water its holding. The gutters need to be reworked. He received a quote from Kennedy & Sons Roofing to eliminate the water problems, install flashing replacements where the original building connects with the north addition, and rework the gutters, for $7680. The Board took no action.
Mr. Barron presented an interagency agreement between the School Board, the County Commission, and the Sheriff's Department, to provide funding for the School Resource Officer. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to approve the agreement. The motion carried unanimously.
Mr. Barron announced that the Medical Center intends to sell the old annex building and property, and has offered it to the County for $25,000. The property is assessed at $14,116. The Board took no action.
Mr. Barron stated that the new regional library director has expressed an interest in leasing the unoccupied portion of the old Medical Center building. Mr. Hadden has looked at the property and feels the building will be adequate with minimal renovations (new carpet and painting). Mr. Barron suggests that if the Board is interested in leasing the building to Tri-County Regional Library, utilities should be included in the lease amount. The Board directed Mr. McQueen to obtain the square footage of the available space, estimate of utilities and cost of renovations for discussion at the August 7th Board meeting.
Mr. Barron presented a maintenance contract for the power back up units for the courthouse computers. The current contract expires August 4th and the cost to renew the contract for three years is $5445. Commissioner Suggs made a motion, seconded by Commissioner Cannon, to renew the contract. The motion carried unanimously.
Emergency Management/County Coordinator's Report:
Mr. McQueen reported that he received a letter from the Department of Corrections stating they are no longer funded to do jail inspections by the legislature, however, they are still required to perform the inspections. DOC is seeking clarification and requesting the counties to become involved in the inspection process.
The Board recessed for lunch at 11:30 a.m. and reconvened at 1:45 p.m.
Mr. McQueen presented three copies of the Emergency Radiological Grant, in the amount of $825, for the Board's consideration. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to approve the grant. The motion carried unanimously.
Mr. McQueen stated that the county has two provisions that require reports for hazardous materials, which has been funded through the solid waste fund; the large quantity generator and the small quantity generators. There are 6 large quantity generators in the county and approximately 150 small quantity generators. One year ago, the county was out of compliance with the small quantity generators for a period of three years. Twenty percent of the sites have to be visited each year, and forms have to be filled out for each site. The process is very time consuming. For a period of time, the County staff performed the work involved, however, last year, the County contracted with the Planning Council to bring the County up-to-date for $4750. The same amount has been budgeted this year. Since the county is up to date and only 20% of the sites have to be visited, the cost to contract with the Planning Council is $1750. Under the large quantity generators, the County does not receive any grant funds. The Board took no action.
Mr. McQueen reported that the Department of Community Affairs performed a site visit in conjunction with the County's Community Development Block Grant application (CDBG). DCA made recommends that the County adopt an affirmative action plan. Mr. McQueen presented a resolution for the Board's consideration, which would institute an affirmative action plan. Mr. Burt stated that he has reviewed the plan and recommends the Board's approval. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to adopt, by resolution, an affirmative action plan. The motion carried unanimously.
A RESOLUTION ADOPTING AN AFFIRMATIVE ACTION PLAN; SETTING
FORTH POLICIES; PROVIDING DEFINITIONS; DEFINING AN ACTION
WHEREAS, the Gilchrist County Board of County Commissioners desires to establish a policy supporting small and minority businesses, and
WHEREAS, the Gilchrist County Board of County Commissioners recognizes an opportunity to affirmatively support small and minority business in those programs directly funded by the U.S. Department of Housing and Urban Development, and
WHEREAS, the Gilchrist County Board of County Commissioners desires to bring the percentage of minorities employed by the County more closely in line with its percentage of minorities who live in Gilchrist County, and
WHEREAS, the Gilchrist County Board of County Commissioners recognizes the need to adopt an action plan to implement such goals;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA, THE FOLLOWING POLICY:
POLICY RELATING TO THE EMPLOYMENT OF SMALL AND MINORITY
It shall be the policy of Gilchrist County to require each department, agency, entity, or agent of the County to promote and assist small and minority businesses in gaining entry to do business with Gilchrist County. By assisting small and minority businesses, the County will help to expend and develop the small and minority business section in and around Gilchrist County.
For projects assisted by programs providing direct financial assistance from the U. S. Department of Housing and Urban Development (HUD), the County will include the Section III clause of the Housing and Urban Development Act of 1968 in all contracts for work connected with the projects. The County will also comply with the Section III clause, which requires:
1. To the greatest extent feasible, opportunities for training and employment are given to low income project area residents;
2. To the greatest extent feasible, contract for work
in connection with the project will be awarded to
businesses located in, or owned in substantial part
by persons residing in the project area;
3. Certifying that parties to the contract are under no
obligation which would prevent them from complying;
4. Insuring that the contractor will send labor organi-
zations with which he has had a collective bargaining
agreement a notice stating his commitments under this
section and post this notice in places available to
5. Insuring that the contractor will include a "Section
III Clause" in every subcontract;
6. Insuring that the contractor will not subcontract with
anyone that has previously violated Section III
7. Obligate the contractor to provide a preliminary statement of work force needs prior to signing the
8. Include Section III requirements in bid invitations and contract specifications;
9. Cooperate with the Secretary of Housing and Urban
Development in obtaining compliance from the
10. Submit to compliance reviews by HUD when necessary;
11. Permit HUD access to all required records, accounts, reports, books, etc.
POLICY RELATING TO THE EMPLOYMENT OF MINORITIES BY THE
GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS
It shall be the policy of the Gilchrist County Board of County Commissioners to attempt to increase the percentage of minority employees at the rate of one percent (1%) of the County's total employee base, per year, until the percentage of minority employees is equal to that of the minority county's population.
The County will attempt to attain the goal by doing the following:
1. Advertising every open position in a newspaper of
general circulation within the community prior to
filling the vacant position.
2. Stating in every advertisement that the County is
an equal opportunity employer and does not discrim-
inate in its hiring practice.
1. SMALL BUSINESS: An independently owned and operated business concern which employs twenty-five (25) or fewer permanent full-time employees, and which as a net worth of not more than one million dollars as applicable to the sole proprietorships; the million dollar net worth requirement shall include both personal and business investments.
2. MINORITY BUSINESS ENTERPRISES: Any small business concern which is organized to engage in commercial transactions, which is at least fifty-one (51) percent owned by minority persons and whose management and daily operations are controlled by such persons. A minority business enterprise may primarily involve the practice of a profession.
3. CERTIFIED MINORITY BUSINESS ENTERPRISE: A business enterprise which has been certified by the State of Florida Department of General Services as a minority business enterprise in accordance with the provision of the Small and Minority Business Assistance Act of 1985.
4. MINORITY PERSON: A person whose race is Black, American Indian, Alaskan Native, Asian, Pacific Islander, or Hispanic.
In that the Commission will continuously seek to administer programs funded in part or in total by allocations directly or indirectly from the U. S. Department of Housing and Urban Development, the County will be bound by the provisions of Section III of the Housing and Urban Development Act of 1986, the Equal Opportunity Act, Executive Order 11246, and the County's desire to enhance the opportunities for small and minority businesses and local businesses to participate in contracts with the County.
To accomplish this objective, the Gilchrist County Board of County Commissioners establishes and implements the following steps to insure the deployment of affirmative action in expenditures for contractual services, commodities, and construction contracts:
1. To utilize the news media, Chamber of Commerce, State
Department of General Services, local advertising services, citizen advisory boards, regional planning
councils, listings by federal agencies, and other
appropriate sources to identify small and minority
business concerns for possible involvement with County
2. Through the Gilchrist County Chamber of Commerce, to
maintain and update the listing of small and minority business concerns and notify them of contracting
opportunities with the County.
3. Through the Gilchrist County Chamber of Commerce, to
maintain records (copies of memoranda, general
correspondence, etc.) to document that all steps in
the action plan have been followed.
4. To establish or utilize an existing position to function as the equal opportunity officer to coordinate the implementation of the Affirmative
Action Plan with operators of County administered
or County funded projects and programs.
THIS RESOLUTION passed this 25th day of July, 1995.
BOARD OF COUNTY COMMISSIONERS
GILCHRIST COUNTY, FLORIDA
/s/Wilbur Bush, Chairman
/s/Sherree Pitzarell, D.C.
Mr. McQueen presented a procurement policy for the Board's consideration. This policy was previously reviewed by the Board in the July 3rd meeting. At that time, the Board recommended that the policy coincide with the county's established policy in regards to purchasing amounts, and limits of purchasing authority, as well as the amount established which would require the solicitation of bids. Those changes have been made and the policy has been reviewed by the county attorney. Commissioner Wilkerson made a motion, seconded by Commissioner Sheffield, to approve the procurement policy. The motion carried unanimously.
Mr. McQueen presented a recipient disclosure policy, which requires all homeowners receiving CDBG assistance to carry and maintain homeowners insurance. Commissioner Wilkerson made a motion, seconded by Commissioner Suggs, to approve the disclosure policy. The motion carried unanimously.
Mr. McQueen presented the 504 Compliance Plan, which outlines areas which need to be addressed by the Board, in regards to the Americans with Disabilities Act. Following discussion, the Board unanimously agreed to adopt the plan, upon motion from Commissioner Wilkerson, which was seconded by Commissioner Cannon.
Mr. McQueen submitted a request to refund a $400 impact fee collected in error. According to the Building Department's request, they were unaware that a special assessment had been paid on a mobile home for lots 37 and 38, The Lakes Subdivision. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to approve the refund to Mr. and Mrs. Thomas Wilson. The motion carried unanimously.
Mr. McQueen reported that there are 270 remaining 911 addresses that have not been verified. Southern Bell has indicated that if the county prepares a letter to send to the remaining nonverified addressees, they will address them, assign a code that ties them to the phone number and mail them out. We would need to provide the postage, envelopes and letters. For return receipt mail outs, the postage cost will be $760. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to transfer $761.40 from general fund reserve to the 911 postage account. The motion carried unanimously. The Board requested Mr. McQueen to meet with the local postmasters and review the procedure for changing to the 911 addresses.
At this time, Chairman Bush relinquished the chair to Vice-Chairman Cannon, and departed from the meeting. Vice-Chairman Cannon called for discussion of the recent purchase of two mowers. The mowers were purchased through Ford Tractor. Mr. McQueen stated that at the last meeting, the Board agreed to purchase two 10 foot mowers, which were ordered. Upon delivery, it was discovered that there was a problem with the way the mowers cut. The problem was corrected, however, the width of the cut was not satisfactory, due to the slope of the ditches. Chairman Bush called the manufacturer, who agreed to take the mowers back. The only cost associated with the mowers that the county may have to pay is the freight charge for delivery. Chairman Bush located a heavy duty 15 foot batwing mower, made by Hardee, for $8303, which includes a 3 way valve. Hobo in Lake City offers a heavy duty 15 foot batwing, made by John Deere, for $9215, plus $389 for the 3 way valve. In addition, a 7 foot mower is needed; the price from Hardee is $1749 for a medium duty, and the price from John Deere for a medium duty is $1890. John Deere also offers a heavy duty 7 foot mower for $3,190. Hardee did not provide a price for a heavy duty 7 foot mower. The Board asked Commissioner Bush to return to the meeting and asked how much Hardee would charge for a heavy duty 7 foot mower. Commissioner Bush stated that he would estimate the cost to be approximately $700 - $800 more than the quote provided for the medium duty 7 foot mower, however, he would have to verify the cost with the manufacturer. Following discussion, Commissioner Wilkerson made a motion, seconded by Commissioner Sheffield, to purchase the 15 ft. batwing from Hardee, and the 7 ft. heavy duty mower from Hardee, through Ford Tractor, providing that the price is less than or equal to the the price quoted by John Deere. Commissioners Suggs and Cannon voted in favor of the motion, and Chairman Bush abstained from voting, filing Form 8B, memorandum of voting conflict for public officers. A copy of this form is attached and made a permanent part of these minutes.
Commissioner Suggs announced that Sibyl Downing has resigned from her part time position at the library, however, she will continue working at the library on a voluntary basis.
Commissioner Sheffield asked Mr. McQueen who is managing Hart Springs Park and when will the Commissioners meet with the Park Board. Mr. McQueen replied that Rayanne Ferguson is filling that position on a temporary basis. The Board instructed Mr. McQueen to notify the Park Board to meet with the Commission on August 7th.
Mr. McQueen reported that any employees hired since his employment with the Board has completed a physical examination as required according to the county's personnel policy. According to Mr. McQueen, there are several employees that have been working with the county for years that do not have a physical in their employee files. Mr. Burt, County Attorney, does not recommend that those employees be required to have a physical since some have been employed with the county for over 20 years.
Mr. Barron announced that the Board must certify the proposed millage rate today, otherwise, millage can not be levied for the next fiscal year. In addition, budget requests have been received from all constitutional officers, departments, and agencies. In order to fund the budgets at their requested levels, the Board will need to generate an additional $900,000.
The Board unanimously agreed, upon motion from Commissioner Suggs, seconded by Commissioner Wilkerson, to change the regular September meeting date from the 4th to the 11th, due to the Labor Day holiday.
Mr. Barron reminded the Board that special assessment rates should be discussed at the next budget workshop, scheduled for August 1st.
In regards to the proposed millage, a 13.92% tax increase will be advertised if the Board adopts 10 mills for general government. In order to fund fire service at the same level as the current year, millage for fire will need to be increased from .50% to .68%. Commissioner Wilkerson made a motion to adopt 10 mills for county-wide ad valorem taxes, setting a tentative budget hearing for September 11, 1995, at 7:00 p.m. The motion was seconded by Commissioner Sheffield, and unanimously approved.
Commissioner Suggs made a motion to increase the millage rate for fire services from .50 mills to .68% mills. The motion died for lack of a second.
There followed discussion of the fire services budget and the expenditures which are proposed at the same level as the current years budget. Mr. Barron pointed out that the various fire departments are proposed to be funded by the County Coordinator at $12,000 each. In addition, there are expenses in the budget again for the communications center and the GIS. The Board asked Mr. Barron how long the GIS funding will need to be continued. Mr. Barron replied that the GIS funding is passed through the Property Appraiser's budget, which goes to DOR for approval. If the Board has questions about the on-going GIS funding, they would need to discuss that with Mr. Harrison, especially if it is their intention to cut or reduce funding to GIS.
Commissioner Sheffield made a motion to adopt a tentative millage rate for fire services at .50 mills. The motion was seconded by Commissioner Wilkerson. Commissioners Bush and Cannon voted in favor of the motion, and Commissioner Suggs voted in opposition. Mr. Barron stated that .50 mills will net a 4.64% tax increase.
Public Hearing- Franchise Fees:
Mr. Burt explained to those in attendance that there was an error in the advertisement for this public hearing. The ad stated that there is a decrease in ad valorem taxes due to the devaluation of river property. Although there was a decrease due to river property devaluation, there was a net increase in ad valorem taxes, due to the population increase and other property improvements. The overall net effect is a 4.5% increase in ad valorem taxes. The Board is considering the imposition of a franchise fee to generate additional revenues to improve county roads. The proposed franchise fee is 6%. There were those in attendance who spoke in opposition to a franchise fee, or utility tax, because they are already paying high electric bills. Some in attendance have several electrical meters for their agricultural operations, and would be subject to the tax on each meter. Many in attendance asked the Board to specify how the new revenue would be spent, and expressed that the Board should have a specific spending plan. The Board replied that several county roads have been identified to be resurfaced. The Board has received a quote from the county's engineer, however, the quote did not include testing. There followed discussion as to how the county spends tax dollars, and the accountability of the various departments and elected officials. Many expressed the desire to see, in the form of graphs and charts, the amounts that each elected official budgets for various activities in their offices, and the same for the county's departments. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to set another meeting at a later date, at which time the elected officials and county departments would present the requested information to the public. The motion carried unanimously. The Board added that they will meet with the elected officials and county coordinator and determine a date by which the information could be made available.
The Board discussed the increased interest that south Florida has expressed in transferring water from this area. Mr. Barron stated his concern was the decision to transfer water could be made without county input and the county should consider a pro-active stance in this issue to protect our local resources and not depend on the legislature to protect our interest. Following discussion, commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to authorize Mr. Barron to gather as much information as possible between now and August 7th regarding water mining and transferring. The motion carried unanimously.
Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to authorize Mr. Burt to draft an advertisement correcting the previous advertisement regarding franchise fees and place the ad in the Gilchrist County Journal. The motion carried unanimously.
There being no further business to discuss, a motion to adjourn at 9:30 p.m. was made by Commissioner Suggs, seconded by Commissioner Cannon, and unanimously approved.
JACKIE R. BARRON, CLERK WILBUR BUSH, CHAIRMAN