MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD NOVEMBER 4, 1996



The Gilchrist County Board of County Commissioners, in and for Gilchrist County, Florida, convened in a regular meeting on November 4, 1996, 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

Jimmie Sheffield

Sue B. Suggs

Fred Wilkerson



Other persons in attendance were: Jackie R. Barron, Ex-Officio Clerk, Ted Burt, County Attorney, Joe Gilliam, Clerk-elect, Ron McQueen, Emergency Management/County Coordinator, Sherree Pitzarell, Tammy Davis, and Sam Ferguson, Deputy Clerks, Danny Davis, EMS, George Cole, Spring Ridge Volunteer Fire Department, Jim Campbell, MTS Communications, Horace Hart, Gilchrist County Schools Transportation Supervisor, David Brittin, EMS Director, Jim Cooper, Chief Deputy Sheriff, David Branson, Florida Power Corp., Eric Black and Bobby Mikell, Forestry Department, Mark & Chaille Wilson, Wilson Mobile Homes, Robbie Cannon and Buddy Joyner, Transportation Department, Randy Durden, Roy Smith, Ruby Cissell, Floyd Beach, and Wanda Varieka, county residents.



Minutes of the meeting held October 7, 1996, were unanimously approved following a motion from Commissioner Cannon, which was seconded by Commissioner Wilkerson.



Chairman Bush stated that he can not find the letter from the Sheriff's Department regarding the request for funding for the Sheriff's Volunteers. Mr. Barron stated that the funds are available, and he will authorize Mr. Ferguson to make the transfer and get a copy of the letter later.



Bills were unanimously approved, following a motion from Commissioner Suggs, which was seconded by Commissioner Wilkerson.



Attorney's Report:



Commissioner Sheffield asked Mr. Burt to update him on the status of the Santa Fe Landing Subdivision. The bond for road maintenance expired nearly a year ago, and Mr. Landers has refused to upgrade the subdivision to the county's specifications. Mr. Burt stated that he has filed a suit against Mr. Landers on the county's behalf. There followed discussion regarding a similar situation on a subdivision developed by the McClouds. The Board advised Mr. Burt to send a letter to McCloud, giving him a deadline to comply with upgrading the roads in that subdivision.



Public Hearing- Petition to Vacate the Watson Road:



A petition to vacate a road leading to the old Watson home was submitted by Nadine Watson and Larry Martin. This road is on the east side leading up to the old Watson house. No one present objected to the road being vacated. Commissioner Sheffield made a motion, seconded by Commissioner Wilkerson, to vacate the road, by resolution. The motion carried unanimously.



RESOLUTION 96-48



RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF

GILCHRIST COUNTY, FLORIDA, VACATING A ROAD LOCATED IN THE

WEST HALF OF THE SOUTHWEST QUARTER OF SECTION 36, TOWNSHIP

8 SOUTH, RANGE 16 EAST, GILCHRIST COUNTY, FLORIDA.



WHEREAS, NADINE WATSON, individually and as Trustee, and LARRY MARTIN, have petitioned this Board to vacate a road located in the West half of the Southwest quarter of Section 36, Township 8 South, Range 16 East, Gilchrist County, Florida; and



WHEREAS, notice has been provided pursuant to Chapter 336, Florida Statutes; and



WHEREAS, it appears that the vacating of the road will not affect the ownership or right of convenient access of persons owning other parts of nearby lands, and the road is not being otherwise utilized and there being no taxes due against the land on which the roadway is located;



BE IT RESOLVED by the Board of County Commissioners of Gilchrist County, Florida that:



1. The Petition of NADINE WATSON, individually and as Trustee, and LARRY MARTIN, to close and vacate that portion of a road described as follows:



The Southerly 20 feet of the Westerly 900 feet of the Northwest quarter of the Southwest quarter of Section

36, Township 8 South, Range 16 East.



is hereby granted.



2. The roadway as above described is hereby vacated, and the Clerk of this Board is authorized and directed to record a certified copy of this Resolution in the Public Records in Gilchrist County, Florida and publish a Notice of Adoption of the Resolution within thirty (30) days of the date of this Resolution in the Gilchrist County Journal. Thereafter, the Clerk to the Board is directed to record in the Official Records of Gilchrist County, Florida the following:



a. Proof of Publication of Notice of Hearing on the

Resolution.



b. The Resolution.



c. Proof of Publication of Notice of Adoption.



RESOLVED at the regular meeting of the Board of the Gilchrist County Commissioners on November 4, 1996.



BOARD OF COUNTY COMMISSIONERS

ATTEST: GILCHRIST COUNTY, FLORIDA:

/s/Jackie R. Barron, Clerk /s/Wilbur Bush, Chairman



Mr. Burt spoke to the Board about a problem with illegal dumping on property in Pines Estates, near Tyler grade. Mr. Burt is involved in the purchase of lots in that subdivision and would like to install posts with a cable to prevent people from driving onto the property and illegally dumping garbage. The Board advised Mr. Burt that they do not have a problem with his request.



Commissioner Wilkerson stated that he would like to see reflectors installed near culverts to prevent damage to the culverts by county mowers.



Mr. Burt advised the Board that no one has applied for the vacancy on the Code Enforcement Board and only one person has applied for one of the three vacancies on the Transportation for Disadvantaged Board. The Board advised Mr. Burt to re-advertise the vacancies.



Mr. Burt reported that there are at least two, possibly three SHIP homes that are being foreclosed: Streber, Mims & Bell. The Farmers & Merchants Bank have found a couple to assume the Streber loan. The couple have agreed to pay any difference needed to qualify for the home. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to accept the second position for the Millers/Sikes assumption of the Streber loan. The motion carried unanimously. Mr. Burt stated that there are three possible mortgages on the Mims property, even though we have no record of subordination. The Bell property has been scheduled for foreclosure.



The Public Service Commission is setting a workshop for extended area phone service for Gilchrist County on November 18th. The issue is: can PSC order BellSouth to cross interlata lines. Commissioner Suggs stated that she will be in Tallahassee on the 18th and may be able to attend. Mr. Burt will also try to attend the workshop.



Commissioner Suggs stated that she will also be meeting with DOT to discuss possible road improvements on county road 232 from SR 129 to the county line. Commissioner Sheffield asked when CR 232 will be widened. Mr. Burt stated that the attorney for the Florida League of Cities has asked what the county intends to do to that road.



Mr. Burt discussed a letter which was copied to us from the Lake County Board of County Commissioners regarding Article V Costs. Along with the letter, there was an invoice addressed to Governor Chiles for Lake County's Article V Costs. The Board asked Mr. Barron if we could bill the state for Gilchrist County's Article V Cost. Mr. Barron stated that it is possible, although it will not be a simple task to identify all the costs. Mr. Burt recommends that we send an invoice for those costs clearly identifiable, along with a letter explaining that there may be additional charges. Commissioner Suggs made a motion, seconded by Commissioner Sheffield, to bill the state for Article V Costs. The motion carried unanimously.



Public Hearing- Petition to Vacate N.W. 5th Street:



A petition was submitted by several residents to close the above referenced street. Mr. Burt disclosed that he has a 1/3 interest in the property. This street is located just past Bell School and was not put on the center or the half section line. This is a petition to close a road that is not there. Commissioner Cannon made a motion, seconded by Commissioner Wilkerson, to close the road, by resolution. The motion carried unanimously.



RESOLUTION 96-49



RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF

GILCHRIST COUNTY, FLORIDA, VACATING A ROAD LOCATED IN

THE SOUTH HALF OF THE SOUTH HALF OF THE NORTHWEST

QUARTER OF SECTION 31, TOWNSHIP 8 SOUTH, RANGE 15 EAST,

GILCHRIST COUNTY, FLORIDA.



WHEREAS, JOHN WILLIE MARTIN, LENA MAE MARTIN, WILLIAM R. PARK, JONNIE P. MARTIN, WILMA JEAN SAILS and THEODORE M. BURT, have petitioned this Board to vacate a road located in the South half of the South half of the Northwest quarter of Section 31, Township 8 South, Range 15 East, Gilchrist County, Florida; and



WHEREAS, notice has been provided pursuant to Chapter 336, Florida Statutes; and



WHEREAS, it appears that the vacating of the road will not affect the ownership or right of convenient access of persons owning other parts of nearby lands, and the road is not being otherwise utilized and there being no taxes due against the land on which the roadway is located;



BE IT RESOLVED by the Board of County Commissioners of Gilchrist County, Florida that:



1. The Petition of JOHN WILLIE MARTIN, LENA MAE MARTIN, WILLIAM R. PARK, JOHNNIE P. MARTIN, WILMA JEAN SAILS and THEODORE M. BURT to close and vacate that portion of a road described follows:



14 feet on either side of the dividing line between the

Northwest Quarter and the Southwest Quarter of Section

31, Township 8 South, Range 15 East, Gilchrist County,

Florida.



is hereby granted.



2. The roadway as above described is hereby vacated, and the Clerk of this Board is authorized and directed to record a certified copy of this Resolution in the Public Records in Gilchrist County, Florida and publish a Notice of Adoption of the Resolution within thirty (30) days of the date of this Resolution in the Gilchrist County Journal. Thereafter, the Clerk to the Board is directed to record in the Official Records of Gilchrist County, Florida the following:



a. Proof of Publication of Notice of Hearing on the

Resolution.



b. The Resolution.



c. Proof of Publication of Notice of Adoption.



RESOLVED at the regular meeting of the Board of the Gilchrist County Commissioners on November 4, 1996.



BOARD OF COUNTY COMMISSIONERS

ATTEST: GILCHRIST COUNTY, FLORIDA:

/s/Jackie R. Barron, Clerk /s/Wilbur Bush, Chairman



Mr. Burt spoke to the Board about a request received recently regarding an exemption from the payment of special assessments. A couple of months ago, Mr. & Mrs. Proctor spoke to the Board about an exemption for a travel trailer on their property. According to the Proctors, they only use the trailer for storage, except on the rare occasion that they have company and need to house someone there temporarily. At that meeting, they were advised that if they sign an affidavit attesting that the travel trailer is used solely for storage, they could be exempt. According to Mr. Burt, it has recently come to his attention that the trailer is being occupied by one of the Proctors children.



Mr. Burt stated that the City of Trenton is applying for a downtown redevelopment CDBG grant. A part of the grant requirement dictates that any property tax increase generated by the grant improvements shall go into a redevelopment fund. The affected area is one block south of the traffic light to north of the school.



Mr. Burt spoke to the Board about occupational licenses and it is his opinion that they need to be restructured after reviewing the statutes. There is also a provision in the statutes that provide that a portion be paid to the city. Mr. Burt recommends that the Board look at OCC license at the beginning of the calendar year. Commissioner Wilkerson made a motion, seconded by Commissioner Suggs, to review and make a recommendation on occupational licenses, to determine if they should be increased, deleted, etc. The motion carried unanimously.



Mr. Burt stated that he and Mr. McQueen met with Scott Koons regarding subdivisions and the special event being planned by Bud Josey. According to the LDR's, Mr. Josey will have to apply for a special exception.



Mr. Burt reported that the old CDBG deferred payment loan mortgages need to have satisfactions recorded, as the three year period has expired.



Mr. Burt updated the Board regarding the status of the CDBG mobile home recipients and Westgate Mobile Homes. Westgate has offered the recipients $1500. Mr. McQueen stated that he has a letter from DCA stating that their offer is acceptable to them, providing that the clients are satisfied.







Clerk's Report:



Mr. Barron reported that the Department of Revenue increased the Property Appraiser's budget to account for the increase in the Property Appraiser's salary of $1600. Mr. Harrison's budget was approved by DOR prior to the ACIR notice of elected officials salaries for the new fiscal year. He has indicated that he can absorb the increase within his budget.



Mr. Barron stated that the general revenue fund needs to be increased by $25,543.00 to accommodate the COPS More grant and Law Enforcement Trust Fund grant match. These figures were not incorporated into the new year budget. Commissioner Suggs made a motion, seconded by Commissioner Sheffield, to amend the General Revenue fund, by resolution and to approve the corresponding journal entry number 97101. The motion carried unanimously.



RESOLUTION 96-50



A RESOLUTION AMENDING THE GENERAL REVENUE FUND BUDGET FOR

FISCAL YEAR 1996-97.



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 General Revenue Fund for Fiscal Year 1996-97; 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 $25,543.00 of unanticipated revenues, which represents proceeds from the COPS More Grant in the amount of $14,559 and matching funds for that grant from the Law Enforcement Trust Fund, in the amount of $10,984.00;



NOW, THEREFORE, BE IT RESOLVED, by the Gilchrist County Board of County Commissioners, that the General Revenue Fund is hereby amended in an increased amount of $25,543.00.



RESOLVED this 4th day of November, 1996.



BOARD OF COUNTY COMMISSIONERS

ATTEST: GILCHRIST COUNTY, FLORIDA:

/s/Jackie R. Barron, Clerk /s/Wilbur Bush, Chairman



Journal Entries:





Mr. Barron stated that the Sheriff has submitted the following budget transfer requests for the 95-96 budget:



Transfer $1,710 from Law Enforcement Operating Expenses

To Judicial Personal Services.



Transfer $1,016 from Law Enforcement Operating Expenses

To Judicial Operating Expenses.



Transfer $1,165 from Selective Enforcement (LETF) Operating Expenses

To School Resource Officer (General) Operating Expenses



Transfer $1,725 from Corrections Personal Services

To Corrections Operating Expenses.



Mr. Barron added that the third request may have to be an auditors adjustment because there is no budget remaining for the School Resource Officer. Commissioner Wilkerson made a motion, seconded by Commissioner Sheffield, to approve the request, providing that the auditors perform the adjustments since the books are closed. The motion carried unanimously.



Mr. Barron stated that he needs authorization to advertise for a CDBG budget for fiscal year 96-97. Finance is working on the advertisement and it should be ready later today.



CDBG Report:



Mr. Edwards reported that work has begun on the George Dull home. A change order for $1200 will be requested at a later date. Mr. Edwards stated that this project can not close out prior to December 5th and DCA plans to monitor the project in January. Until the mobile home replacement issue with Westgate is resolved, the Bailey, Langford and Canova projects are on hold.



The Board recessed for lunch at 12:00 noon and reconvened at 1:25 p.m.



Employee Recognition:



The Board presented Ms. Molly Hamel a plaque for her outstanding service, rendered to a 911 caller, which was instrumental in saving the life of an infant. Ms. Hamel is a 911 dispatcher with the Gilchrist County Sheriff's Department.



The Board presented a plaque to Commissioner V. C. Cannon for his service to the county as a County Commissioner for District III for the past four years.



Clerk's Report (cont.):



Mr. Barron presented two purchase orders for expenses related to sending commissioner-elect Randy Durden to the FAC legislative conference, which is also a "new commissioner" orientation session. The purchase orders are for the registration fee to the FAC and the hotel accomodations. Commissioner Wilkerson made a motion, seconded by Commissioner Suggs, to approve the purchase orders. The motion carried unanimously.



Mr. Barron spoke to the Board about a request he received from Tri-County Bank. Ms. Lucille Burnham received assistance through the SHIP Emergency loan program for home repairs. Since that time, Mr. Burnham passed away and Ms. Burnham would like to borrow funds from the bank. Tri-County Bank asks that the county subordinate its position to the new advance. The SHIP position would be behind a $20,000 debt against a property appraised at $26,500. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to subordinate the county's position. The motion carried unanimously.



Mr. Barron reported that Mills Engineering has notified him that ABC Research is increasing some of their rates, however, the increase is not significant and the county has established a history with ABC Research.



Mr. Barron presented public official bonds for the following elected officials: Susan Bryant, W. W. Welch, Joe Gilliam, Wilbur Bush, Sue Suggs, and Randy Durden. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to approve the bonds. The motion carried unanimously.



Mr. Barron reported that his office is in the process of bidding health insurance. He is experiencing difficulty in receiving the claims experience from AV-MED and Mr. Burt's involvement may be required. Mr. Barron suggests that we wait for the claims experience prior to asking the other companies to bid.



A request from the Three Rivers Regional Library has been received regarding vacancies on the library board. Following discussion, Commissioner Wilkerson made a motion, seconded by Commissioner Cannon, to reappoint Sue B. Suggs and Sybil Downing as its representatives to the library board. The motion carried unanimously.



Mr. Barron spoke to the Board about the memorandum of understanding between the county and the Institute of Food and Agricultural Sciences (University of Florida). According to the memo, the county is responsible for paying 40% of the cost of the county agents salary and fringe benefits. In the past, the county has only paid 40% of the salary. The Board took no action.



Mr. Barron presented an accident report regarding a landfill vehicle and a private vehicle owned by a landfill employee. The damages are minimal and Mr. Barron recommends paying the repair costs directly rather than filing with the insurance company. Commissioner Wilkerson made a motion, seconded by Commissioner Sheffield, to pay the repair charges of $224.70, from the solid waste fund. The motion carried unanimously.



Mr. Barron presented the annual contracts for the Gilchrist County Health Department for the chairman's signature. The contracts were approved in the last regular meeting.



Emergency Management/County Coordinator's Report:



Mr. McQueen presented a request from Hamilton County for the donation of the old reel-to-reel recorder, which was previously used in conjunction with the EMS dispatch system. Since the county is on the 911 system, the reel-to-reel recorder is no longer being used. The item was purchased with a grant several years ago and was inventoried to either the EMS department or the Sheriff's department. Commissioner Cannon made a motion to declare the item surplus property, and donate it to Hamilton County. The motion was seconded by Commissioner Wilkerson, and unanimously approved.



Mr. Barron stated that the auditors have raised a question regarding the firing range property and improvements. It is the auditor's opinion that the property should have been titled to the Board of County Commissioners alone, since it was paid for from a BCC account (Law Enforcement Trust Fund). Instead, it was titled to the Board and the Sheriff's department.



Mr. McQueen pointed out that the number of building permits issued for the month of October are the lowest this year, however, the impact fees have not decreased significantly. Mr. McQueen asked if the Board would like to re-evaluate the impact fees. Mr. Burt stated that the Board should consider impact fees in January.



Mr. McQueen presented a request from Ronald Cassidy for the refund of a building permit fee in the amount of $25.00. Apparently Mr. Cassidy was charged a fee in error, as the job site is within the city limits of Trenton. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to refund the fee to Mr. Cassidy. The motion carried unanimously.



Mr. McQueen reported that the state has requested the identification of shelter retrofit projects and he and Mr. Brideson submitted the Trenton and Bell campus as possible retrofit projects. According to Mr. McQueen, the legislature has placed both campuses on the top of the funding list, with Bell eligible for up to $28,460 and Trenton eligible for up to $30,833.



Mr. McQueen announced that Southern Bell plans to contract the service of providing data base information to another company (for the 911 system). He and Ms. Strickland attended a meeting regarding the switch over and no major changes in service delivery are anticipated. The change is expected to take place on January 13, 1997.



Horace Hart- Request for School to Use Tower Space:



Mr. Hart spoke to the Board about the possibility of the school board using some tower space on the county's communications tower to enhance their bus communications. There followed discussion of the cost of utilities at the tower site, which is approximately $80-$100 per month. Commissioner Sheffield stated that the school board should pay a portion of the cost for the utilities. Following discussion, Commissioner Wilkerson made a motion, seconded by Commissioner Suggs, to allow the school board to use some tower space. The motion carried unanimously.



Jim Campbell- Communications System:



Mr. Campbell appeared on behalf of Chief Deputy Jim Cooper to discuss a county-wide emergency communications system. Mr. Campbell presented the plan to install the system on the U.S. Cellular tower, located in the center of the county. A 12 x 20 building with a concrete slab is proposed, along with antenna systems, multicoupler grounding, transceivers, repeaters, and licenses are included in the proposal. This communications system would allow repeater communications between the fire departments and dispatch. The system would accommodate EMS, fire, law enforcement, road department, and the school board. The height of the tower would be raised 60 ft. The total cost of the system would be $124,737.00. According to Chief Cooper, the purchase of the equipment could be funded by the Law Enforcement Trust Fund. Mr. Barron stated that he is waiting on an attorney general's opinion of the use of LETF funds. Since communications is an on-going expenditure for the Sheriff's department, it may not be allowable. Commissioner Suggs made a motion, seconded by Commissioner Wilkerson, to table further discussion until the attorney general opinion is received regarding the use of LETF funds for the firing range and the communications system.





Chief Deputy Jim Cooper- Firing Range Project:



Chief Cooper submitted a request to carry-over $14,706.50 from the old fiscal year to the new fiscal year to complete the firing range project. According to Chief Cooper, the funds were previously approved, and the request is carry-over in order to pay bills in the new fiscal year. Mr. Barron stated that the auditors are questioning whether the expenditure of LETF funds for a firing range project is a legitimate expenditure and he is waiting on further clarification from them. Commissioner Suggs made a motion, seconded by Commissioner Sheffield, to approve the carry-over, subject to the auditor's approval. The motion carried unanimously.



Eric Black & Bobby Mikell- Annual Forestry Report:



Mr. Black submitted an annual report for the Board's review. According to the report, a total of 8,123 acres received assistance from the Forestry Department, which represented 1095 assists for services. Mr. Black stated that because they ran out of pine seedlings, 25-30 acres less were planted this year as compared to last year.



Mr. Mikell reported that wildfires were up this year, with a total of 39, burning 273 acres. Mr. Mikell added that windy conditions contributed to the increase in fires this year.



Westgate Mobile Homes- CDBG Project:



Mr. Steve Graves, attorney, appeared before the Board representing Westgate Mobile Homes. Mr. Graves stated that he has spoken to Mr. Burt, county attorney, and Fred Baggett, attorney for the Clerk's Association about whether the mobile homes meet DCA requirements. Mr. Barron stated that the issue is not whether the mobile homes meet DCA requirements. Part of the DCA requirements for Community Development Block Grants is the procurement procedure. The county, in acting as agent for clients, developed bid specifications, advertised for bids, and awarded a contract. The deliverables were not the same as the bid specs. Mr. Barron stated that if the Board amends its contract with Westgate, and if Westgate amends their contracts with the clients, then he can pay the bill. However, since there is an established procurement policy, Mr. Barron would like DCA's approval of any proposed settlement, from the standpoint of deviating from the procurement policy. Mr. Graves stated that Doublewide Mobile Homes has agreed to not file a protest, however, McDanials and Wilson's Mobile Homes have not. Mr. Graves stated that Westgate Mobile Homes is prepared to offer each client $1500 to settle and in return Westgate would like to be paid for the mobile homes. Mr. Graves went on to say that any problems with the mobile homes will be covered under warranty and the settlement offer does not apply to manufacturing problems (if any). Mr. Graves suggested that he meet individually with the clients to attempt to reach a settlement. Chairman Bush stated that he does not feel comfortable with Westgate Mobile Homes offering a cash settlement with the clients when the clients do not have a cash investment in the mobile homes. Mr. Graves replied that the cash settlement could be deducted from the county's payment to Westgate. Mr. Barron asked about the blueprints for the mobile homes. The bid specifications require the submission of blueprints. Mr. Graves replied that they were not available. Ms. Marsha Wilkinson, mobile home recipient, stated that she is pleased with her new mobile home and is anxious to have this issue resolved. Mr. Graves stated again that he would like to meet with the mobile home recipients and a DCA representative. Mr. McQueen was instructed by the Board to organize a meeting with the recipients, a DCA representative and Mr. Graves. The other mobile home dealers have the option of filing a protest if they so desire.



Commissioner Sheffield departed the meeting at 5:00 p.m.



W. L. Fisher- Milled Asphalt:



Mr. W. L. Fisher spoke to the Board about the use of milled asphalt on church property and whether or not it is legal for the county to place the material on private property. Mr. Burt stated that it is not legal for the county to perform work on private property, the question is whether the property is private. In regards to the roads which lead to churches, Mr. Burt stated that he is unable to render an opinion until a title search is performed. A road can be a public road if it is conveyed to the county, constructed and maintained by the county for a period of four years, or maintained by the county for a period of twenty years (prescriptive easement).



Purchase Orders:



Mr. Barron spoke to the Board about purchase orders. Apparently, bills are arriving before purchase orders are issued. The majority of the problems seem to appear in the road department. Mr. Joyner and Mr. Cannon spoke to the Board about their concerns regarding the purchase order system. Whenever a truck or grader needs repaired, you must call for an estimate for parts and delivery. It is easier to go ahead and order the part at the same time, than to wait until you get a P.O. number and call the parts supplier back. A blanket P.O. was issued with a specific dollar amount, and whenever that amount was reached, another P.O. was issued. This worked well until the end of the fiscal year. Commissioner Cannon stated that vendors should keep up with the amounts charged to a blanket P.O. and alert the county when that amount has been used. If the vendor understands that he will not get paid for any purchases that exceed the blanket amount, he will keep track of the expenditures. There followed discussion regarding service schedules and preventive maintenance. According to Mr. Cannon, he not only is responsible for securing the purchase orders, and picking up parts, he also fills in as a mechanic. Mr. Barron suggested that there be items on hand, in stock, which the vehicles routinely use, such as fan belts, etc. In addition, Mr. Barron stated that the road department needs to identify vendors which they do business with and several blanket P.O.'s can be issued to the same vendor. For example, have one P.O. issued to a vendor for tools, another issued to the same vendor for parts, and another P.O. issued to the same vendor for supplies. Several blanket P.O.'s can be issued to several vendors. If an emergency arises and you do not have a P.O. from the vendor supplying the emergency item, or if you've reached the limit of a blanket P.O. with a vendor when an emergency arises, go ahead and order (or pick up) the emergency items and call that vendor back as soon as possible with the P.O. number. Mr. Barron added that the Finance department needs a list of employees authorized to sign for purchases.



Mr. George Cole, Spring Ridge Volunteer Fire Department, stated that it is inconvenient for him to have to come to the Finance department to sign invoices. Mr. Barron stated that he has a surplus fax machine that he can transfer to the VFD, which would eliminate the need for Mr. Cole to come to town.



EMA/County Coordinator's Report (cont.):



Mr. McQueen reported that Dewey Griffen spoke to him about the county reimbursing him for the cost of replacing a tire ($40) which was damaged when he hit a pothole. The Board agreed he should be reimbursed. Mr. Barron stated that a similar incident occurred when C. D. Moore hit a pothole and paint splashed onto his truck. Several Board members stated they were not aware of Mr. Moore's incident. Commissioner Suggs made a motion, seconded by Commissioner Cannon, to reimburse Mr. Griffen $40 and to reimburse Mr. Moore if he has not been paid. The motion carried unanimously.



Mr. McQueen submitted a letter from LARC requesting their annual funding.



Mr. Burt asked the Board to withdraw their motion regarding the repair of Mr. Griffen and Mr. Moore's vehicles until he can research the legalities of funding those repairs. Commissioner Suggs made a motion to withdraw her previous motion. The motion was seconded by Commissioner Cannon, and unanimously approved.



Chairman Bush read a statement submitted by Mr. Joyner, road superintendent, regarding the condition of the road, N.W. 87 Place on October 28, 1996.



Mr. McQueen submitted quotes received on a new baler for the transfer station. International Baler Corporation offered the lowest quote of $8333 for a 15 hp heavy duty baler delivered and installed. According to Mr. McQueen, this baler is capable of crushing aluminum and metal cans. The Board unanimously agreed to purchase the baler from International Baler Corp., following a motion from Commissioner Wilkerson, which was seconded by Commissioner Suggs.



Park Advisory Board Report:



Commissioner Suggs presented a draft of policies and procedures prepared by Rayanne Ferguson. This draft was presented to the Park Advisory Board and Chairman Smith expressed concern about the PAB not being involved or informed about this draft of policies and procedures. Ms. Ferguson has also submitted a bill for $400, along with the draft, and Commissioner Suggs made a motion, seconded by Commissioner Cannon to approve payment. The motion carried unanimously.



It was reported that approximately $1200 was made from the Octoberfest held at Hart Springs Park, after the expenses. The Park Advisory Board recommends that the funds be placed in a separate fund for future special events. The Board took no action. Chairman Bush stated that the Sheriff's Volunteers did a good job with parking and assisting park patrons.



Mr. McQueen spoke to the Board about reimbursing the Zeiglers for out of pocket expenses related to the Octoberfest. Commissioner Wilkerson made a motion, seconded by Commissioner Cannon to reimburse the Zeiglers for paid invoices. The motion carried unanimously.



Miscellaneous:



Mr. Barron reported that the Clerk's office remitted $11,178.33 to the Board for the month of September in fees and interest.



Mr. Joyner spoke to the Board about the need for two temporary positions for the road department for mowing. The Board took no action.



There being no further business to discuss, a motion to adjourn was made at 7:30 p.m. by Commissioner Wilkerson, seconded by Commissioner Suggs, and unanimously approved.



APPROVED:







WILBUR BUSH,

CHAIRMAN



ATTEST:







JACKIE R. BARRON, CLERK