MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD MAY 20, 2002.
The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, May 20, 2002 at 4:00 p.m. in the courtroom, located in the Gilchrist County Courthouse, 112 South Main Street, Trenton, Florida, with the following members present to-wit:
Commissioner John Thomas, Chairman
Commissioner Randy Durden
Commissioner Fred Wilkerson
(Absent: Commissioner Sue Suggs, Commissioner Wilbur Bush)
Others in attendance were: Joseph W. Gilliam, Clerk of Court, John McPherson, County Attorney, Sam Ferguson, Director of Finance, Karen Heaton, Deputy Clerk, Ron McQueen, EMA/County Coordinator, Kirk Webster, Amos Philman, Christine Philman, Barbara Broxterman, John Ayers, Ron Mills, Jackie Barron.
Call to Order:
Chairman Thomas called the meeting to order at 4:10 p.m. Mr. Joe Gilliam delivered the Invocation and Commissioner Durden led the Pledge of Allegiance.
Mr. Gilliam advised budget entry #BE2-042 and Resolution 02-19 in the Clerk’s report has been amended to $11,061.50.
Mr. Gilliam also advised Commissioner Bush was not in attendance due to a death in his family and Commissioner Suggs was at the hospital for tests. Because of their absence and the estimated time for the Board of Adjustment meeting, the joint meeting with the City of Trenton has been cancelled. Mr. Gilliam will contact the City of Trenton to reschedule the meeting at a future date.
Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to accept the agenda with the changes noted. The motion carried unanimously.
1) Approval of Budget Entry #BE2-040
2) Approval of Minutes: May 6, 2002, regular meeting
Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to accept the consent agenda. The motion carried unanimously.
Gain Time Ordinance – The proposed ordinance for Gain Time has been scheduled on the June 3rd agenda. (1/111)
Comprehensive Plan: EAR Amendments – Mr. McPherson reported the Regional Planning Council has provided the draft amendments to the Planning and Zoning Board members and staff. The Planning and Zoning Board has scheduled a public hearing to consider the amendments on June 4, 2002. (1/127)
Associated Uniform Rental Services – Mr. McPherson has received the final documents and the final invoice. This concludes this litigation and settlement. (1/135)
Removal of Survey Monuments by Contractor – Mr. McPherson referred to a memorandum he prepared regarding the issue of survey monuments. He explained the responsibility lies with the road contractor. Concerning NW 10th Street, he recommended a letter be sent to the contractor notifying them that they will be required to replace the survey monuments according to the statutes. (1/142)
Board of Adjustment Meeting Procedures – Mr. McPherson discussed procedures to be followed for the Board of Adjustment meetings. In the past, the special exceptions have been granted by resolution, listing conclusions. Mr. McPherson explained that the ususal result of a quasi judicial decision is a final order. The final order will not only list the conclusions but will state the reason the for the findings basing the decision on what is heard. The Board discussed the procedures to determine the findings and agreed to use the format of a final order. (1/220)
Code Enforcement – Chairman Thomas asked Mr. McPherson what the County may do to enforce code violations considering it does not have an established code enforcement officer position. Mr. McPherson replied that a Deputy Sheriff or any law enforcement officer may act as a code enforcement officer for the County. The citations may be prepared and served by the Deputy. He also advised that Ron McQueen or the County Planner may be designated as the code enforcement officer if the Board chooses. (1/800)
Florida Arts License Plates – Mr. Gilliam referred to a copy of the minutes of the meeting held March 4, 1996, to a decision by the Board to utilize revenues received from the Florida Arts License Plates toward the Library program. He had been asked if some of these funds may be used to purchase artwork to display in the new judicial facility. He asked Mr. McPherson if this would be allowable under the Statutes (F.S. 320 (12)). Mr. McPherson stated the language of the statute is ambiguous but it appears the funds are to go toward art organizations, programs and activities. He did not believe this would allow the money to be used just to purchase artwork for a public building. Mr. Gilliam stated that he would obtain additional information and report back. (1/866)
Distribution of Sales Tax – Mr. Gilliam referred to a copy of letter he had drafted to the Department of Revenue notifying them of Gilchrist County’s intent to utilize the distribution percentages that are currently in effect. (1/1037)
Department of Revenue – Mr. Gilliam advised he has completed and returned the State Revenue Sharing Application for fiscal year 2002/2003. (1/1047)
Special Assessment Rates – Considering the requirements for notification to property owners, Mr. Gilliam explained that the special assessment rate resolutions may not be approved prior to the TRIM notices. Therefore, he will prepare the resolutions for adoption in September during the tentative budget hearing. (1/1070)
FY 2003 Byrne Formula Grant Program – Mr. Gilliam presented a request from Sheriff Turner for a letter of support to receive FY 2003 Byrne Formula Grant funds in the amount of $36,601. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to approve the request and authorize the Chairman’s signature. The motion carried unanimously. (1/1100)
Budget Entry #BE2-042 / Resolution 02-19 – Mr. Gilliam presented Resolution 02-19 amending the General Fund by an increased amount of $11,061.50 which represents the grant awarded by the State of Florida, Office of Criminal Justice, Department of Law Enforcement for Project Undercover to be utilized for th purpose of reducing crime and improving public safety. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to approve the resolution. The motion carried unanimously. (1/1127)
Government Services Group – Mr. Gilliam referred to a letter from Government Services Group concerning the Fire Protection Assessment program. Attached to the letter was a draft assessment report for fire assessments. They have requested a response by Friday, May 24th. Motion by Commissioner Wilkerson, seconded by Commissioner Durden, to authorize Commissioner Thomas, Ron McQueen, Joe Gilliam and Sam Ferguson to meet and review the draft and respond to Government Services Group. The motion carried unanimously. (1/1171)
Budget Recap – Mr. Gilliam presented a budget recap for fiscal year 2002 for the period ending May 17, 2002. (1/1260)
Additional Deputy Clerk Position – Mr. Gilliam requested the Board to consider allowing him to fund an additional position for a Deputy Clerk. He explained that he currently has four (4) Deputy Clerk’s to work with the court side but because of the increasing workload, an additional position is needed. He proposed to fund the position from his current budget through the end of the fiscal year and then include it in the next budget. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to accept the recommendation to hire another clerk on the court side. The motion carried unanimously. (1/1300)
EMA / County Coordinator:
Suwannee River Water Management District – Mr. McQueen advised Suwannee River Water Management District (SRWMD) held a meeting last week at Hart Springs to discuss the projects. Among the topics discussed were the availabilities of current funds and the master site plan.
Mr. McQueen recognized Mr. Kirk Webster from SRWMD who was present to discuss the projects. Mr. Webster explained that DEP has established the Florida Springs Taskforce and obtained funding through the legislature for the research and monitoring of springs. A portion of these funds will be used toward spring restoration. One of the projects, through SRWMD, is the Fanning Springs restoration project, currently in progress. This work is being done by Georgia Tank Recyclers. Considering the company and equipment are located so close to Hart Springs, SRWMD has hired them to do an evaluation of Hart Springs. Mr. Webster stated that they have not received the results back but they wanted to ask the Commission’s permission to proceed with the restoration project. Gilchrist County has been approved for approximately $120,000 for this project. It will cost approximately $20,000 for the master plan engineering study. Mr. McQueen stated that $100,000 will not cover the project so after the master plan is finished they will be able to determine phases in which the work will be done.
Ms. Barbara Broxterman, with SRWMD, presented a survey to the Commission and discussed areas in which sediment would be removed from the spring. She pointed out the planning and design will be limited to the spring, the spring run and camping area.
The Board reviewed the survey and addressed questions to Mr. Webster and Ms. Broxterman. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to allow Suwannee River Water Management to proceed. The motion carried unanimously. (1/1380)
Public Hearing / Ordinance 02-07, Competitive Bidding Requirements:
Mr. McPherson explained the County had a policy for competitive bidding which should be included in the County Code. The proposed ordinance will include the policies in the Purchasing section of the code, Section 2-152. He referred to a copy of the proposed ordinance and reviewed each subsection added to Section 2-152.
In reviewing the ordinance, Mr. McPherson recommended a change to (e)-(2), (last sentence); “Approval of the expenditure shall be obtained from a County Commissioner and a purchase order issued at the first opportunity after the expenditure is made.”
Chairman Thomas read the short title of Ordinance 02-07. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to approve Ordinance 02-07 with the recommended change to subsection (e)-(2). The motion carried unanimously. (1/2184)
Jackie Barron / North Florida Holsteins:
Mr. Jackie Barron appeared before the Board representing North Florida Holsteins. He requested a letter of support for two (2) grant applications for Federal funding. North Florida Holsteins is in the process of applying for Natural Resources Conservation funding for nutrient management projects. He described the two nutrient management demonstration projects, the first being an innovative treatment technology system which will result in a 75% or greater reduction in nutrients in waste water produced by dairy operations. This system would also reduce the ground water use by approximately 75%. The second project is designed to recover solids and recycle water on flushed dairy barns.
Chairman Thomas stated that he had visited the dairy was impressed with the potential to reduce the amount of fresh water that they were using and with the way in which the waste will be moved. He recommended the County send a letter of support. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to authorize the Chairman to sign a letter of support. The motion carried unanimously. (1/3094)
EMA / County Coordinator (continued):
Modification of Mitigation Grant Agreement – Mr. McQueen presented a modification agreement with the Department of Community Affairs to reinstate and extend the Mitigation Grant Agreement (#00HM-P4-03-31-15-052) to August 14, 2002. Motion by Commissioner Wilkerson, seconded by Commissioner Durden, to approve the agreement and authorize the Chairman’s signature. The motion carried unanimously. (2/152)
Burn Ban – Rick Dolan, with the Division of Forestry, has requested the Commission to extend the emergency order in effect another week. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to extend the burn ban one (1) week. The motion carried unanimously. (2/174)
Replacement of Fire Pump – Mr. McQueen received two (2) quotes from Buddy Gray to replace the pump on the forestry truck. He recommended the Board purchase the Honda GX 620 at a cost of $4,780 with the expenditure being paid out of the District-Wide Fire Fund. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to approve the purchase. The motion carried unanimously. (2/200)
Zoning Board Appointment – Mr. McQueen received three (3) applications for the Planning and Zoning Board vacancy, Mr. Ron Mills, Mr. Carl Rehberg & Mr. William Cummings. Mr. Ron Mills was present to answer any questions. The Board discussed the qualifications of the applicants. Chairman Thomas recommended the Board appoint Ron Mills in order to have representation from the Spring Ridge area. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to appoint Ron Mills to the Planning Zoning Board. The motion carried unanimously. (3/335)
Exeter Architectural Products – Mr. McQueen presented a contract with Exeter Architectural Products for the purchase and installation of hurricane shutters for the Week’s Building at a total cost of $21,510.29. Motion by Commissioner Wilkerson, seconded by Commissioner Durden, to approve the agreement with Exeter Architectural Products. The motion carried unanimously. (3/446)
Hart Springs – Mr. McQueen and Mr. Amos Philman presented and discussed a list of proposed policies for Hart Springs.
1) Group rate for day use admission ($1 per person) and camping ($2 per person per night) be defined as a single scheduled event organized and benefitting any not for project entity with anticipated attendance of ten people or more. The event will be held within the regular open hours of the park and participants are not required to arrive in a single vehicle.
2) Shelters will be reserved by the existing rate of $25 per day to all and every one will be advised (to the best of my ability) which buildings are committed prior to a specific date and the potential availability of the remaining not-reserved shelters. Please Note: With a sum total of twelve shelters to choose from and excluding Memorial Day, 4th of July and Labor Day holidays, there are several shelters still available for specific events even on Saturday mornings “if you come early and claim one.”
3) The air-conditioned pavilion will remain available at no charge for official functions of the Board of County Commissioners and the Gilchrist County School Board only. At the manager’s discretion, use of the building will be limited to functions relating directly to the mission of promoting safe and enjoyable use of Gilchrist County’s recreational resources. Such as, but not limited to Gilchrist County River Cleanup planning and organizational meetings, the Tri-County Tourism Taskforce, and the Hart Springs Flotilla 7-14 of the US Coast Guard Aux.
4) Campsites with electric hookups will be used without paying for electricity off-season only (before May 1, and after October 1). If the electric campsite is occupied from May 1 thru September 31, the cost of electricity will be required regardless of it’s use.
5) There will be no discharge from holding tanks on to the ground anywhere on HSP property from campers and motor homes.
Commissioner Durden recommended changing #1 from “...benefitting any not for profit entity..” to “...benefitting any approved not for profit entity...” Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to accept the policies for the Hart Springs Park with the change to #1. The motion carried unanimously. (2/535)
Tourist Development Council – As discussed at the meeting on May 6th, Mr. McQueen recommended the Chamber of Commerce submit a list of recommendations for persons to serve on the Tourist Development Council. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to have the Chamber prepare a list of persons wishing to serve on the Tourist Development Council. The motion carried unanimously. (3/1390)
There being no further business to discuss, Chairman Thomas adjourned the meeting at 6:42 p.m.
John R. Thomas, Chairman
Joseph W. Gilliam, Clerk