MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD SEPTEMBER 20, 1999.



The Gilchrist County Board of County Commissioners, in and for Gilchrist County, Florida, convened in a regular meeting on Monday, September 20, 1999, at 5:00 p.m., in the County Commissioner's Meeting Room, located in the Gilchrist County Courthouse, 112 South Main Street, Trenton, Florida, with the following members present to-wit:



Randy Durden, Chair

Wilbur Bush

Fred Wilkerson

John Rance Thomas



Others in attendance were: Joseph W. Gilliam, Clerk of Circuit Court, Sam Mutch, County Attorney, Ron McQueen, EMA/County Coordinator, Sherree Pitzarell, Deputy Clerk, Sheriff David Turner, Al Sifferlin, park manager, John Ayers, Cloud Haley, Meveree Carlisle,



Commissioner Wilkerson made a motion to approve the minutes of the meeting held July 6, 1999. The motion was seconded by Commissioner Bush and unanimously approved. Commissioner Wilkerson asked Sheriff Turner about the inmates working with the county maintenance supervisor. Sheriff Turner reported that the inmates refused to participate since the Board did not approve the gain time.



Attorney's Report:



Mr. Mutch spoke to the Board about signing contracts with attorneys for family mediation services. Commissioner Bush moved to authorize the chairman to sign the mediation agreements for fiscal year 99-2000. The motion was seconded by Commissioner Thomas and unanimously approved. Mr. Mutch added that there are approximately 22 contract mediators.



Mr. Mutch prepared a resolution and letters concerning the proposed changes in the CDBG program. These letters will be mailed to the legislative delegation and to HUD secretary Andrew Cuomo as the Board directed in their last meeting. Commissioner Wilkerson made a motion to adopt a resolution, expressing concern regarding the proposed changes to the CDBG program. The motion was seconded by Commissioner Thomas, and unanimously approved. A copy of resolution 99-51 is on file in the Clerk's Office.



Mr. Mutch stated he received a copy of a letter sent by Bobby Kline. Ms. Kline is the assistant state attorney, responsible for dependency cases in Levy and Gilchrist County. She has requested Judge Juinta to authorize a change in the way in which business is done for services for dependency cases. Last year at this time, the Florida legislature required that anyone brought to the court on dependency for their children, could be provided with a public defender. If there is a conflict between the parents, the law calls for two public defenders to be provided. The county's public defenders are performing the services for approximately $400 per unit per year. Last spring, Judge Juinta found some funds and provided that if mediation is called for in the case, the cost would come out of the judge's funds to provide these special pubic defenders at $60 per hour for mediation. Ms. Kline is now requesting that the process in which public defenders and private attorneys would have to come to the office of Children & Family Services in Gilchrist County and make copies at their expense, which in the case of a public defender, is the county's expense. Previous to Ms. Kline's letter, this was being done by the department of Children & Family Services. In her letter, she claims CFS is running out of money and she wants to put the cost back onto the special public defenders, which would ultimately come back to the county. All but two of the public defenders that we use for dependency cases, come from Gainesville. That would entail that we would provide, under our contract, that if an attorney had to come over to get copies, the county would provide the cost of the copies but also for the expenses of travel back and forth. The burden of the cost of those copies should be paid by the agency bringing the action, which is CFS. Ms. Kline is trying to save money for the department of Children & Family Services. Mr. Mutch would like the Board's permission to send a letter to Judge Juinta and express the Board's concern about the added expense to the county. Commissioner Bush moved to authorize Mr. Mutch to send a letter to Judge Juinta expressing concern over the added expense of providing copies and travel for attorneys. The motion was seconded by Commissioner Wilkerson and unanimously approved. Commissioner Wilkerson made a motion to renew the special public defender contracts with Mr. Jaworski, Mr. Buchanan, and Ms. See. The motion was seconded by Commissioner Thomas and unanimously approved.



In regards to the Ginnie Springs vs. Gilchrist County case, the motion to dismiss will be heard on 9-27-99 at 11:00 a.m. before Judge Beauchamp.



The Board instructed Mr. Mutch to prepare a promissory note for the Town of Bell to purchase a fire truck from the county.



Clerk's Report:



Mr. Gilliam presented the 99-2000 contract with Meridian Behavioral Health Care at a funding level of $19,217. Commissioner Thomas made a motion to approve the contract. The motion was seconded by Commissioner Bush to approve the contract. Vote of the Board was unanimous.



Mr. Gilliam stated that Board authorization is needed for the Chairman and Clerk to sign the 99-2000 state aid to libraries application, which will be submitted by the Three Rivers Regional Library System on behalf of Gilchrist County. Commissioner Bush made a motion to authorize such action. The motion was seconded by Commissioner Thomas and unanimously approved.



Mr. Gilliam presented budget entry 99101, which allows for the budgeting of $125,000 which represents debt proceeds from a loan from Capital City Bank for the purchase of a dragline. The funds will be placed into the Transportation Trust Fund. Commissioner Wilkerson made a motion to approve the budget entry, by resolution. The motion was seconded by Commissioner Thomas and unanimously approved. A copy of resolution 99-52 is on file in the Clerk's Office.



Mr. Gilliam presented budget entry 99103, which creates a line item in General Revenue Fund for the purchase of in-car videos for the Sheriff's Department. These are grant funds totaling $25,995. Commissioner Bush made a motion, seconded by Commissioner Wilkerson to approve the budget entry, by resolution. The motion passed unanimously. A copy of resolution 99-53 is on file in the Clerk's Office.



Commissioner Wilkerson made a motion to approve budget entries 99099, and 99104-99106. The motion was seconded by Commissioner Bush and unanimously approved.



Final Budget Hearing:



Mr. Gilliam announced the proposed milage exceeds the roll back rate by 8.49%.



The proposed final milage rate for general government services is 10 mils. Commissioner Wilkerson made a motion to approve the proposed milage rate for fiscal year 99-2000, which is the same rate currently in effect, by resolution. The motion was seconded by Commissioner Bush. The motion passed unanimously. A copy of resolution 99-54 is on file in the Clerk's Office.



The final milage rate for general government services is based on 10 mils. These budgets will provide funding for all funds, except the MSTU fire fund. Commissioner Bush moved to approve the final budget for fiscal year 99-2000, by resolution. The motion was seconded by Commissioner Thomas. Vote of the Board was unanimous. A copy of resolution 99-55 is on file in the Clerk's Office.



The proposed milage rate for MSTU fire services for fiscal year 99-2000 is one mil. Commissioner Wilkerson moved to adopt a final milage rate for MSTU fire services, by resolution, for one year. The motion was seconded by Commissioner Thomas and unanimously approved. Vote of the Board was unanimous. A copy of resolution 99-56 is on file in the Clerk's Office.



Mr. Gilliam presented the final budget for MSTU fire services for fiscal year 99-2000, totaling $212,437. Commissioner Wilkerson made a motion to approve the budget, by resolution. The motion was seconded by Commissioner Thomas. Vote of the Board was unanimous. A copy of resolution 99-57 is on file in the Clerk's Office.



GCRA Grant Application:



Mr. Gilliam reported that he met with Cloud Haley, along with Mr. Ferguson and Commissioner Suggs to discuss the possibility of the county administering GCRA's grant application. An interlocal agreement was drafted, providing for Gilchrist County Board of County Commissioner to be the grantee and recipient of the grant, with no charge to GCRA to administer the grant. GCRA will provide all funds up front and the county will have no out of pocket expenses except for the labor of staff involved. The agreement provides that GCRA will abide by the county's procurement policy, whereby all expenditures over $500 must come before the Commissioner of that department, and any expenditure over $2000 must be approved by the full Board. Mr. Haley stated they are finalizing the application and will be providing it to Mr. McQueen next week to be filed with the state. Mr. McQueen stated a resolution needs to be adopted in conjunction with the grant application. Commissioner Thomas moved to adopt a resolution in support of the grant application. The motion was seconded by Commissioner Bush and unanimously approved. A copy of resolution 99-58 is on file in the Clerk's Office. Commissioner Thomas made a motion to approve the interlocal agreement between the county and GCRA. The motion was seconded by Commissioner Bush. The motion passed unanimously.



The county has a FRDAP grant application for improvements at Water's Lake Park. This application also requires a resolution of support from the Board. Commissioner Bush made a motion to approve the application and support the project by resolution. The motion was seconded by Commissioner Thomas and unanimously approved. A copy of resolution 99-59 is on file in the Clerk's Office.



The Board unanimously agreed to adopt a resolution for membership in the Small County Coalition for fiscal year 99-2000, following a motion by Commissioner Bush, which was seconded by Commissioner Thomas. A copy of resolution 99-59A is on file in the Clerk's Office.



DOT Five Year Work Plan:



For several years, county road 232 has been suggested by the Board to be added to DOT's Five Year Work Plan. This year, the legislature created a Small County Road Assistance Program, and two separate portions of county road 232 were identified by the Board in their application for assistance. The funds through this program can only be used for re-surfacing. The Board is aware that the road base is a major contributor of the problems on county road 232. Mr. McQueen met with Chairman Durden and Lee Mills, county engineer to discuss county road maintenance. County road 340 is scheduled to be re-surfaced in about two years, according to the current DOT Five Year Work Plan. Traditionally, when a road is re-surfaced by the Five Year Work Plan, it could take 6-8 years before another road is placed on the plan by DOT to be re-surfaced. The Board can not wait that long to improve county road 232, so another road should be selected for the Five Year Work Plan. As a result of discussions with the engineer, it was suggested that county road 341 be added to the Five Year Work Plan, particularly the north end of that road. The county will receive a total of $300,000 to re-surface county road 232 from state road 47 to the Alachua county line, plus up to 10% for engineering. It was Mr. Mills recommendation to improve the base, widen and resurface, for an estimated cost of $1,200,000. These improvements could be expected to last 20 years. For the portion of county road 232 from state road 47 to U. S. 129, Mr. Mills recommends resurfacing, widening and addressing drainage problems. Mr. Mills also recommended bidding the projects separately. A portion of the impact fees can be pledged to the cost (due to growth). In regards to county road 232, the Board agreed to workshop this issue on October 4th at 1:00 p.m. The Board identified the following work to be requested for the DOT Five Year Work Plan: widen & resurface county road 341, installation of turn lanes at the jail site, the Trenton post office and the Bell post office, and the extension of sidewalks to the Trenton post office.



Several area residents were in attendance to speak to the Board about the condition of county road 232. Following discussion, Commissioner Thomas made a motion, seconded by Commissioner Bush to send the entire county road department, if necessary, to patch holes and do maintenance on a five mile stretch of county road 232. The motion passed unanimously.



Audit Services:



Proposals for audit services were received and ranked by the constitutional officers and finance staff. The firm of Davis, Monk & Associates were ranked number one. Alan Nast, Robert Beauchamp and Steve Kattell of Davis, Monk & Associates were present. Following discussion, Commissioner Thomas made a motion to accept the ranking of the committee. The motion by Commissioner Wilkerson and unanimously approved. Chairman Durden appointed a committee consisting of himself, Mr. Gilliam, and Mr. Ferguson to negotiate a fee with the firm.



Fire Services:



Gary Martin presented a purchase order for the purchase of bunker gear, from Darley Fire Equipment, for $3293. Commissioner Wilkerson made a motion, seconded by Commissioner Bush to approve the purchase order. The motion passed unanimously.



Mr. McQueen presented a request for a compressed air foam system (3 gallon size) to place in his county vehicle. These are good to have for fighting a fire prior to the fire truck arriving on the scene. Commissioner Thomas moved to approve the purchase from district wide fire budget A for $1145. The motion was seconded by Commissioner Wilkerson. The motion passed unanimously.



Clerk's Report (cont.):



Mr. Gilliam presented budget transfers on behalf of the Sheriff. The first request is to transfer $7831.74 from the equipment line item in Law Enforcement to the operating expense line item in Corrections, and to transfer $407.71 from the equipment line item in Communications to the operating expense line item in Corrections. The second request is to transfer $18,780.11 from the personal services line item in Law Enforcement to the equipment line item in Law Enforcement, and to transfer $9629.88 from the operating expense line item in Law Enforcement to the equipment line item in Law Enforcement, and to transfer $10,149.10 from the personal services line item in Communications to the equipment line item in Law Enforcement, and to transfer $5513.69 from the operating expense line item in Communications to the equipment line item in Law Enforcement, and to transfer $3078.67 from the personal services line item in Corrections to the equipment line item in Law Enforcement. Commissioner Bush moved to approve the transfer, subject to verification by the Finance Department. The motion was seconded by Commissioner Thomas. Vote of the Board was unanimous.



Mr. Gilliam spoke to the Board about the SHIP program. Some of his staff are preparing for the first SHIP audit. They have found that all files are not complete. He met with Frances Terry of the Suwannee River Economic Council and they are administering the SHIP programs for other counties. Commissioner Bush made a motion, seconded by Commissioner Wilkerson, to authorize Mr. Gilliam to contract with SREC for administration of the SHIP program. The motion passed unanimously.



Mr. Gilliam reported that the Board (Gilchrist County) has received a quit claim deed from Ella Montgomery and Bobbie Buckley for an easement on the Dixie Grade (19 feet by 1278 feet) for right-of-way. Commissioner Wilkerson moved to accept the easement. The motion was seconded by Commissioner Wilkerson and unanimously approved.



Mr. Gilliam reported that fees collected by the Clerk for the month of July totaled $18,965.



Ken Frey spoke to the Board about the county establishing an improvement plan to increase the tax base.



Mr. Gilliam stated that it has been brought to his attention that Central Florida Electric is continuing to collect the privilege fee on behalf of the county. Commissioner Wilkerson made a motion to authorize Mr. Mutch to send a letter to Central Florida Electric, directing them to stop collecting the privilege fee. The motion was seconded by Commissioner Bush and unanimously approved.



Commissioner Thomas stated he has the travel reimbursement for the month of August from Mr. Weaver. Following discussion, Commissioner Thomas will inquire with other counties to see how they process travel for their county agents.



There being no further business to discuss, Commissioner Bush made a motion to adjourn at 8:03 p.m. The motion was seconded by Commissioner Wilkerson and unanimously approved.



APPROVED:







RANDY DURDEN, CHAIR



ATTEST:







JOSEPH W. GILLIAM, CLERK