MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD OCTOBER 18, 1999.
The Gilchrist County Board of County Commissioners, in and for Gilchrist County, Florida, convened in a regular meeting on Monday, October 18, 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, Chairman
Sue B. Suggs
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,
Minutes of the meeting held August 2, 1999, were unanimously approved, following a motion from Commissioner Wilkerson, which was seconded by Commissioner Bush.
Commissioner Suggs made a motion to approve budget entries 99117-99120 and 00-01. The motion was seconded by Commissioner Wilkerson and unanimously approved.
Summit Professional Services:
Jay Moseley presented a progress report to the Board on the CDBG projects. According to Mr. Moseley, no obstructions were found on the roads in the Sun N Fun subdivision, other than an occasional fence on the right-of-way. Mr. Moseley reminded the Board that SHIP funds were previously obligated for this project, however, the county can amend the project to delete that element. Doing so would not affect the county's scoring or fundability. Mr. Gilliam stated that he has not received any SHIP applications from that area. Commissioner Suggs stated she has talked to people in that area about the program, but none have shown an interest. Mr. Moseley expects to close the project around July 2000 and SHIP funds can be used until the project is closed out. The Board agreed to readdress this issue in January 2000.
Commissioner Suggs asked about the status on the amendment to the comprehensive plan, to incorporate an economic development element. Mr. McQueen stated that he and the Chairman met with a representative from DCA and the amendment must be submitted by February. Comp plan amendments can only be submitted two times each year (December and June). Mr. Koons advised Mr. McQueen that the amendment will be submitted in February.
Mr. Moseley reported that the construction is complete on the county's economic development project and it came in under budget. With the exception of the paper work, the project is complete.
Mr. Moseley stated the FERDP grant for the Water's Lake project has been submitted and the county will not know if the project is funded until next year.
Mr. Moseley stated it is his understanding that the county does not want Summit to submit a Hazard Mitigation Grant application. Mr. McQueen stated he re-submitted the grant application on behalf of the county, changing the scope of the project. Mr. Gilliam reminded the Board that there is an outstanding invoice from Summit for their work on the application. Commissioner Suggs stated that it is her understanding that if the county is funded, the Board will negotiate with Summit their invoice for services.
Mr. Mutch stated that Mr. Yozgat met with Commissioner Suggs, Sheriff Turner, Chief Montgomery, Ron McQueen and Linda Walker concerning EMS and Landing Zone protocol. According to Mr. Mutch, it was a positive meeting. Commissioner Suggs agreed it was a positive meeting and the issue should be resolved and before the Board on the November 1st meeting.
Mr. Mutch stated that he or Mr. Yozgat will be meeting with the deputies next Monday for training on enforcement for the county park ordinance. Mr. Mutch would like the county's park staff in attendance as well.
Mr. Yozgat is working with the Clerk's staff on the bond estreature policy.
Mr. Mutch stated that Mr. Koons of the Planning Council has not returned his calls in regards to the economic development element of the comprehensive plan.
Mr. Mutch stated he mailed a letter today regarding the encroachment on county right-of-way by a fence. He and Mr. Martin met with Doris Tefler who is purchasing the property by contract for deed and they were allowed to move the fence back by approximately 15 feet. This should eliminate the problems encountered by the school bus driver for turn around.
Mr. Mutch reported the subdivision regulation amendments will go before the Planning and Zoning Board at their next meeting.
Mr. Mutch spoke to Chuck Garner of N & J Paint & Body Shop. Mr. Mutch looked at the paint job on the fire truck and feels it is inferior. The Board previously approved a cost of approximately $900 for the paint job and based on that, Mr. Martin, advised N & J to paint the truck. Mr. Garner claims the estimate for painting the truck was about $5200. Mr. Garner has secured an attorney to represent him. A lot of equipment from the front in is still in Mr. Garner's possession and the repairs are not completed. Mr. Gilliam stated he received a bill from Ring Power for an alignment on this truck. Mr. Martin stated that should be billed to N & J because they were not able to do the alignment.
Mr. Mutch accompanied Mr. Luzader to look at Mr. Royster's pit and that issue will come up later tonight.
Mr. Gilliam reminded Mr. Mutch that he needs to research special assessments for fire services.
Mr. Mutch reported that he has not heard anything from Judge Beauchamp on his motion to dismiss regarding the Ginnie Springs case.
Mr. Gilliam submitted checks on behalf of the Sheriff for the Board as follows: $2827.60 in interest earned, $879.04 carry-over from the judicial budget, $456.10 from the general fund budget ($1.40 from Law Enforcement, .94 from Communications, and $453.76 from Corrections), and $58,614.65 from Law Enforcement Trust Fund carry-over.
The following request for fund transfer was submitted by the Sheriff to close out the 98-99 fiscal year:
$184 from Judicial Operating Expense to Judicial Personal Services
$7279 from Law Enforcement Equipment to Law Enforcement Personal Services
$1860 from Law Enforcement Equipment to Law Enforcement Operating Expenses
$1624 from Corrections Personal Services to Law Enforcement Operating Expenses
$11,249 from Corrections Personal Services to Communications Personal Services
$2582 from Corrections Personal Services to Communications Operating Expenses
$175 from Corrections Personal Services to Communications Equipment
$10,716 from Corrections Personal Services to Corrections Operating Expenses
$500 from Corrections Equipment to Corrections Operating Expenses
$1821 from DARE Operating Expenses to DARE Personal Services
$921 from COPS Universal Personal Services to COPS More Personal Services
Commissioner Bush made a motion to approve the request. The motion was seconded by Commissioner Suggs and unanimously approved.
Mr. Gilliam presented SHIP Loan applications, which were approved by the Loan Review Committee.
Cendant Mortgage Company submitted a loan application for Ms. Virginia Broomfield for the purchase of a newly constructed home. The total cost is $65,000 and Ms. Broomfield qualifies for $17,500 in SHIP funds. Commissioner Suggs made a motion to approve the loan, subject to the appraisal, a building inspection and verification and documentation of dependents. The motion was seconded by Commissioner Bush and unanimously approved.
Capital City Bank has submitted a loan application for Mr. & Mrs. Chris Robinson for the construction of a new home. The total cost of the home will be $52,000 and the Robinson's qualify for $10,000. Commissioner Suggs made a motion to approve the loan subject to the appraisal and verification of assets. The motion was seconded by Commissioner Wilkerson and unanimously approved.
Capital City submitted a loan application for Ms. Jiannina Henry for the purchase of an existing home with rehab. The purchase price is $47,000 and Ms. Henry qualifies for $22,500 in SHIP assistance. Commissioner Bush made a motion to approve the loan, subject to an appraisal and verification of assets and income. The motion was seconded by Commissioner Thomas and unanimously approved.
Capital City submitted a loan application for Ms. Beverly Morgan for the purchase of an existing home with rehab. The purchase price is $50,000. Ms. Morgan qualifies for $10,000 in SHIP funds. Commissioner Wilkerson made a motion to approve the loan, subject to an appraisal and verification of assets. The motion was seconded by Commissioner Bush and unanimously approved.
Mr. Gilliam reported that he met with the architects to revise their plans for the courthouse and reviewed those changes with the Board. The constitutional officers and judge have reviewed the revised plans and are comfortable with the changes. The total cost for the installation of an elevator, fire alarm system, sprinkler system and exterior fire escapes is $420,500. This total does not include any renovations to the existing offices upstairs. It will take about 60 days to prepare the bid specs. The county has approximately $540,000 available, less the amount previously paid to the architects. The architect would like to award the bid around March 2000. Commissioner Wilkerson made a motion, seconded by Commissioner Thomas to approve the revised plans. The motion passed unanimously.
Mr. Gilliam reported the two budget departments in the Solid Waste fund has been combined. As a result, two line items were omitted from the budget. Following discussion, Commissioner Suggs made a motion to approve the establishment of recording fees and training in the current year budget, moving funds from the Solid Waste fund reserve. The motion was seconded by Commissioner Thomas and unanimously approved.
During the budgeting process, $900 was deleted from the Veterans Affairs budget in the communications line item. Commissioner Wilkerson moved to transfer $900 from General fund reserve to the communications line item in the Veterans Affairs budget. The motion was seconded by Commissioner Thomas and unanimously approved.
Mr. Gilliam reported that the annual dues to the Florida Association of Counties has increased from $1450 to $1600, however this expense was budgeted at the lower amount. Commissioner Suggs moved to transfer $150 from General fund reserve to cover the increase. The motion was seconded by Commissioner Thomas and unanimously approved.
Mr. Ferguson and Mr. Gilliam spoke to the Board about the need to review purchasing policies with department heads. One major problem is employees making purchases without a purchase order. Many times, the finance department is not aware that a purchase has been made until the invoice is received. Mr. Gilliam suggests that employees who continually make purchases without a purchase order should be required to bring the invoice to the Board for payment approval. Another problem is departments get blanket purchase orders for repairs and then charge operating supplies against the same purchase order. The Board advised Mr. Gilliam to have those employees making purchases without a purchase order to bring the invoice to the Board for approval.
Public Hearing- Comprehensive Plan Amendment (CPA) 99-1:
Mr. McQueen announced this is the final public hearing for this proposed plan amendment and it has been reviewed by DCA. DCA has indicated that this plan amendment is in accordance with their requirements and accommodates a legislative change regarding private and charter schools. Mr. McQueen read the short title of the ordinance. Commissioner Suggs made a motion to adopt the comprehensive plan amendment, by ordinance. The motion was seconded by Commissioner Wilkerson and unanimously approved. A copy of ordinance 99-11 is on file in the Clerk's Office.
Public Hearing- Special Permit (SP) 99-01:
Commissioner Thomas announced that he has a conflict of interest in regards to this special permit because it is for property owned by his parents. Commissioner Thomas left the board room. Mr. Howard Douglas was present to represent Ausley Harvell Group and Sprint PCS. The Planning and Zoning Board has recommended approval of this special permit. The site is near Seven Mile Lake. The permit application is for the installation of a telecommunications tower to provide cellular coverage for the north end of Gilchrist County. Mr. McQueen read the concurrency assessment. The proposed site is not near any residence; it is in the center of Mr. Ray Thomas' property ( a 44 acre parcel) and they have leased the site for the proposed tower and the area around the tower will be fenced. The proposed tower will be 250 feet. The tower is being built by Sprint PCS, however, other carriers will be able to use it. Following discussion, Commissioner Bush made a motion to approve the special permit, by resolution, because the application meets the requirements set forth in the county's tower siting ordinance. The motion was seconded by Commissioner Wilkerson. Vote of the Board was as follows:
A copy of resolution 99-63 is on file in the Clerk's Office.
The Board asked Mr. Gilliam to send letters to various carriers letting them know that space is available on the county's tower.
Tuition Reimbursement Policy for County Employees:
A policy statement was prepared by the county attorney and Commissioner Suggs. The employment agreement will be for two years, rather than one. If the employee leaves prior to the two year period, they will pay back a pro-rated portion of the cost the county paid for tuition and books. A statement needs to be added that the employee must receive prior approval by the Board of County Commissioners before enrolling in the class. The personnel director and department head will recommend approval to the Board. Commissioner Suggs made a motion to approve the proposed tuition reimbursement policy, effective November 1, 1999, adding a statement that the employee must receive prior approval by the Board prior to enrolling in classes. The motion was seconded by Commissioner Thomas and unanimously approved. There followed discussion regarding the difference between educational classes required to perform a job and classes to enhance one's knowledge in the job area (non-required). Mr. McQueen used as a example that Mr. Rehberg is required to take 20 hours of continuing educational courses in order to be a building inspector. The Chair asked if an employee fails to pass the test such as those for the building inspector, should the county be required to pay the cost of the tests. Chairman Durden does not feel the Board should pay the cost of those tests if the employee fails the test. The Board discussed the tests and classes that Mr. Luzader has been taking. Mr. Luzader has a certificate to be a building inspector for two years, but in order to continue in that capacity, he must be a state certified building inspector by the end of the two year period. According to Mr. McQueen, Mr. Luzader has passed one of the required tests. In some instances, he has taken tests prior to taking the classes. Chairman Durden expressed concern about the amount of funds being expended on Mr. Luzader's behalf, especially travel and lodging in Tennessee to take classes or tests. Commissioner Suggs stated that when the county advertised for a building inspector, no one with a current certification applied for the job. The two year period will expire March 2000. Mr. McQueen stated the last test will be given next week. The Board agreed that this policy will not apply to Mr. Luzader during the two years of his initial employment.
Mr. Royster spoke to the Board about the hours of operation of his mining business and the buffer requirement, both of which are elements of his special permit. Mr. Royster stated that because of the limited hours of operation in his permit, he is having a difficult time making a profit. He would like to be in operation 3 more hours per day, stopping at 8:00 p.m., rather than 5:00 p.m., Monday thru Friday. He would also like to work beyond 12:00 noon on Saturdays. Mr. Mutch advised Mr. Royster that to alter the hours, it will have to be done through a permit and public hearing. Mr. Royster does not remember the permit was issued with a 200 foot buffer requirement. Mr. McQueen stated it is a stipulation in the comprehensive plan for this type of permitted activity. Mr. Mutch advised Mr. Royster that he must remove the fuel tank from the former pit site. Mr. Mutch asked Mr. Royster about items he saw at the former site that are not in compliance with the reclamation process. The Board advised Mr. Royster that he may petition the Planning and Zoning Board if he wishes to have his permit altered.
Jeff Braswell- Motorized Vessels in Spring Runs and Springs:
Mr. Braswell is an attorney, representing Blue Springs and he presented a proposed ordinance for vessel control. The owners of Blue Springs are concerned about motorized vessels traveling their spring run, which presents a potential hazard to swimmers. This ordinance would designate specific areas where vessels and other water craft could be regulated. They would like the spring run designated as a swimming only area. This ordinance would allow the specific areas to be designated. Mr. Braswell added that this ordinance is modeled after a Lee County ordinance and DEP has approved Lee County's ordinance. Several Board members voiced concern that some of the elements of this ordinance can not be enforced. The Board advised Mr. Braswell to meet with Mr. Mutch to prepare an ordinance that will work for this county.
Clerk's Report (cont.):
Mr. Gilliam reported that Mr. Luzader has requested another credit card through the Board's account because sometimes two employees are traveling at the same time to two different destinations. Mr. Mutch stated his office uses Visa business cards and each person has their own card. Commissioner Bush made a motion to secure a second VISA card for company use. The motion was seconded by Commissioner Suggs and unanimously approved. Mr. McQueen will be responsible for security of the second card.
Commissioner's Committee Report:
Commissioner Wilkerson reported that Paul Fuller, a mechanic with the Road Department would like to upgrade to a full time position.
Commissioner Wilkerson reported that striping for county road 307A (the road by the elementary school) is $1400 for the center and outside lines. Commissioner Suggs made a motion to approve the expense. The motion was seconded by Commissioner Bush and unanimously approved.
Mr. Gilliam reported that an invoice was received from M. D. Moody and $2500 was added for interest because the invoice has not been paid for the drag line. Commissioner Wilkerson spoke to Mr. Lyons from M. D. Moody and he advised they will do the repairs on the drag line as agreed and to disregard the $2500 interest. The Board agreed to release the check if M. D. Moody provides a written statement that the repairs will be made.
The rock crusher is broke and Mr. Martin feels the crusher needs to be repaired before the new dump truck is purchased. Mr. Martin will be looking at another crusher in Lafayette County.
Mr. McQueen presented a contract for engineering services with Mills Engineering. The contract elements are the same as the previous year. Commissioner Wilkerson moved to approve the contract for fiscal year 99-2000. The motion was seconded by Commissioner Bush and unanimously approved.
Mr. McQueen asked for clarification on the road superintendent's job description. He and Commissioner Wilkerson have been working on a job description based on the previous description, with modifications. They would like the Board to consider this position and offer suggestions at the next meeting.
Commissioner Suggs stated that union negotiations may prohibit the Board from giving EMS staff raises. Commissioner Suggs pointed out that all EMS employees are not members of the union. Commissioner Suggs made a motion to grant cost of living raises to all EMS employees, based on the same rate as raises for other county department employees. The motion was seconded by Commissioner Wilkerson and unanimously approved.
Chairman Durden read aloud an anonymous letter he received about improper use of county vehicles, seemingly directed at the Sheriff's Department.
There being no further business to discuss, Commissioner Wilkerson moved to adjourn at 8:30 p.m. The motion was seconded by Commissioner Thomas and unanimously approved.
RANDY DURDEN, CHAIR
JOSEPH W. GILLIAM, CLERK