MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD AUGUST 19, 2002.
The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, August 19, 2002 at 5:00 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 Rance Thomas, Chairman
Commissioner Wilbur Bush, Vice Chairman
Commissioner Randy Durden
Commissioner Sue Suggs
Commissioner Fred Wilkerson
(Absent: Joseph W. Gilliam, Clerk)
Others in attendance were: John McPherson, County Attorney, Karen Heaton, Deputy Clerk, Sam Ferguson, Director of Finance, Ron McQueen, EMA/County Coordinator, Tom Auvil, Mike High, Busy Shires, Beth Latner, Lee Mills, Gene Parrish, Jan Chesser, Ted McFetridge, Lois Fletcher, Mark Feather, John Ayers.
Call to Order:
Chairman Thomas called the meeting to order at 5:15 p.m. Commissioner Wilkerson delivered the Invocation and Commissioner Thomas led the Pledge of Allegiance.
Additions: – Invoice, Gilchrist County Recreational Authority (Mr. Ferguson)
– Approval of Victims of Crime Act Grant, $32,683
– Request from Tax Collector to retain the minimum tax bill at $12.00
– Approval of Bids on CR 341 Project
Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve the agenda with the changes mentioned. The motion carried unanimously.
Minimum Tax Bill:
Chairman Thomas referred to a letter received from the Tax Collector requesting approval to retain the minimum tax bill amount at $12.00. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to approve the request. The motion carried unanimously.
Gilchrist County Recreational Authority / Invoice:
Mr. Ferguson referred to invoices recently received from Mr. Cloud Haley for reimbursement of professional services at McArthur Park. Mr. Ferguson explained this invoice was for work performed by contractors and not volunteers. Mr. Ferguson had called Mary Ann Lee with DCA and found that it was permissible to pay the reimbursement if the work was done by contractors. He pointed out when the invoice was initially submitted he was told these were volunteers. Motion by Commissioner Suggs, seconded by Commissioner Durden, to contact Mr. Haley and the other members to be paid and ask that they appear before the Board to clarify the information on the invoice. The motion carried unanimously.
Chairman Thomas referred to a letter from Sheriff Turner regarding the Victims of Crime Act grant award in the amount of $32,683. This grant award had been reduced by an amount of $3,000. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to accept the grant award with the $3,000 reduction. The motion carried unanimously.
County Road 341 / Bids:
Mr. Lee Mills presented the bids received for the proposed CR 341 resurfacing project. He explained the project will be from HWY 26 to CR 340, approximately 12.6 miles. The project includes resurfacing of approximately 8.3 miles reworking the shoulders and approximately 4.3 miles mixed in place and resurfaced. Two (2) bids were received for the project. The first, from Anderson Columbia in the amount of $1,785,735.79 and the second, John C. Hipp Construction Equipment Company in the amount of $1,660,108.74. Mr. Mills stated this project will be under the Small County Rural Assistance Program which will fund $1,001,000. The Board discussed the project and options for funding. Motion by Commissioner Durden, seconded by Commissioner Suggs, to schedule the bids for CR 341 for a time certain at the first meeting in September after the budget has been finalized. The motion carried unanimously.
Mr. McQueen mentioned that he received the contracts for resurfacing of CR 337 South and CR 138 and recommended the Board authorize Mr. Mills to proceed. Motion by Commissioner Durden, seconded by Bush, to authorize Lee Mills to prepare the documents and go out to bid on CR 138 and CR 337 South to HWY 26. Mr. Mills recommended that these projects be bid out one at a time. Motion by Commissioner Suggs, seconded by Commissioner Bush, to authorize Mr. Mills to go out to bid for CR 337 South and then CR 138 and to authorize Mr. Ferguson to acquire financing for these projects. The motion carried unanimously.
Chamber of Commerce:
Mr. Mark Feather and Mrs. Lois Fletcher appeared before the Board concerning the proposed lease agreement for the Chambers office space. Mr. Feather stated that he had met with the Board of Directors and referred to a letter dated August 12, 2002 with proposed changes to the lease agreement.
The Board reviewed and discussed the proposed changes with Mr. Feather. Agreement was reached on the following changes:
Paragraph #2: Change the term from a 5-year lease to 2 years.
Paragraph #4: Option to renew for 2 years
Paragraph #11: (A) Lessor shall be responsible to provide pest control and make all repairs and replacements necessary to maintain the building, the common areas of the building, and the plumbing, heating, air conditioning systems.
(B) Lessee shall be responsible to keep the inside and outside of all glass in the doors and windows of the leased premises clean; to keep all exterior surfaces clean; to maintain the premises at Lessee’s expense in a clean, orderly and sanitary; and to not permit any activities so as will interfere with the use of any driveway, walk, parking area, or common area in the office building area; and to comply with all laws and ordinances and all valid rules and regulations of governmental authorities.
Paragraph #12: Lessor agrees to pay for all utilities except local and long distance phone service which shall be paid by Lessee.
The signators will be Mark Feather and DeWayne Yates.
Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to approve Resolution 02-35, authorizing the Chairman to enter into the lease agreement with the Chamber of Commerce with the changes noted.
Florida Crown Workforce:
(At the October 5th meeting, the Commission asked Mr. Chastain to bring back information regarding the governing authority that states the County’s financial responsiblity for the Workforce Board.)
Mr. John Chastain provided information regarding the County’s financial responsibility for the Workforce Board. He referred to portion of the “Workforce Investment Act of 1998,” Public Law 105-220 which states “The chief elected official in a local area shall serve as the local grant recipient for, and shall be liable for any misuse of, the grant funds allocated to the local area under sections 128 and 133, unless the chief elected official reaches an agreement with the Governor for the Governor to act as the local grant recipient and bear such liability.”
Commissioner Durden pointed out that the Board is responsible for misuse of funds but it has no voting power. Mr. Chastain replied that one member of the Board is appointed to the Consortium.
Mr. Chastain requested approval of the interlocal agreement and Resolution 02-37. Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the interlocal agreement and Resolution 02-37. The motion carried unanimously.
Mr. Ted McFetridge addressed the Board on behalf of Chief Judge Morris regarding the Judicial Complex Project. He commended the Commissioner’s for their efforts toward the project and encouraged them to continue toward the goal. He stated that he believed there would be more funds in the future from the State level.
Commissioner Durden commented that in light of the uncertainty of the Article V revisions this year, he would like to see the Board place the funds in an escrow account and to continue to work with the architects on the project until next year. This would allow the Commission time to finalize the plans and see what revisions are made to Article V. He expressed his concern over pledging additional funds at this time. Mr. McFetridge agreed this would be the wise course to take allowing the project to proceed but not starting the construction phase until the following year.
Public Hearing / SP 02-2, Central Florida Electric Cooperative, Inc.:
Mr. Chumley presented the application submitted by Central Florida Electric Cooperative, Inc., requesting a special permit be granted to allow an electrical substation to be located on property within Section 2, Township 10 South, and Range 16 East.
Mr. Mike High and Mr. Tom Auvil, Central Florida Electric Cooperative, Inc., were present to review and discuss the plans for the substation. Mr. High commented that they wanted to reduce the visual impact of the substation from the highway by leaving as many trees as possible. The substation will serve approximately 1500 customers.
Motion by Durden, seconded by Commissioner Wilkerson to grant the special permit with the following findings and conclusions: (5) The proposed use does meet concurrency requirements as set forth in the Concurrency Assessment, (6) Subject to the conditions that may be imposed on the proposed use by the Final Order, the proposed use does meet the applicable standards as follows: a) The proposed use is consistent with the Gilchrist County Comprehensive Plan per testimony given by County staff, the special permit is allowed for this use; b) The proposed use does conform with the character of the characteristics of the adjoining properties per testimony by County staff and the applicant that they will leave the property as natural as possible; c) The services to be provided by the proposed use are needed in the requested location with significant growth occurring in that area. The applicant stated they will immediately provide service to 1500 customers; d) The granting of the special permit is in the public interest given that growth in Gilchrist is in the top 10 in the State. Electrical use is needed by new customers as growth continues; e) The proposed use is in compliance with all other applicable provisions of the Gilchrist County Land Development Regulations as per testimony given by County staff. The application for a special permit by Central Florida Electric Cooperative, Inc. is hereby granted subject to the following conditions: (1) The proposed use shall be constructed and operated with the site plan and other documents submitted with this application, unless otherwise specifically provided below. Any deviation from these plans or other conditions imposed on this special permit shall be deemed a violation of the Gilchrist County Land Development Regulations. (2) The use of land authorized by this special permit shall be in place, or a valid building permit shall be in force for the commencement of such land use within 12 month of the date of this Final Order. Failure to meet this deadline shall result in automatic revocation of this special permit. The motion carried unanimously.
Public Hearing / “North Woods” Minor Subdivision:
Mr. Chumley presented the application submitted by Jon and Janice Gray for a proposed minor subdivision that will be known as “North Woods.” The proposed plat encompasses approximately 27 acres of a 40-acre parcel (Parcel I.D. #13-09-14-0000-0002-0000). The property is located off of US HWY 129 between SW 20th Street and SW 22nd Place. The proposed subdivision will consist of five (5) lots.
Mr. Gene Parrish, representing Mr. and Mrs. Gray, reviewed the plat and answered questions directed by the Board. Motion by Commissioner Durden, seconded by Commissioner Bush, to approve the final plat for the North Woods subdivision. The motion carried unanimously.
The meeting recessed at 7:10 p.m.
The meeting reconvened at 8:00 p.m.
Contracts / Special Public Defenders:
The Commission reviewed a recommendation from Mr. McPherson to renew the contracts with Candice Brower, Tom Jaworski and Diane See for two additional one-year periods. Motion by Commissioner Durden, seconded by Commissioner Suggs, to renew the contracts with Candice Brower, Tom Jaworski and Diane See. The motion carried unanimously.
(Mr. Ferguson presented the Clerk’s report in Mr. Gilliam’s absence.)
Value Adjustment Board – Mr. Ferguson advised the Value Adjustment Board meeting has been scheduled for October 15, 2000 at 8:30 a.m. Chairman Thomas appointed Commissioner Bush and Commissioner Suggs to serve on the V.A.B. Board. Chairman Thomas will also serve as Chairman.
Judicial Complex – Mr. Ferguson presented an update on the Judicial Complex project. He referred to a letter addressed to Chief Judge Morris concerning the progress of the project. A letter was also sent to Mr. Rodney McManus, Architects Design Group, advising him of the Commission’s decision for the North and West elevations.
Sheriff’s Request / 911 Direct System – Mr. Ferguson presented a letter from Sheriff Turner requesting approval for the expenditure of funds to purchase the 911 DIRECT system (TCI911) for the upgrading of the existing network. (Requested amount: $20,000 down, $2,304.50 per month for 60 months.) Motion by Commissioner Durden, seconded by Commissioner Suggs, to forward this request to the 911 committee. The motion carried unanimously.
ADG Invoice – Mr. Ferguson presented an invoice in the amount of $19,149.24 from Architects Design Group, Inc. for services to date. Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve payment of Invoice #2 in the amount of $19,149.24. The motion carried unanimously.
Sheriff’s Request / State Law Enforcement Trust Fund – Mr. Ferguson referred to letter of request from Sheriff Turner to expend funds in the amount of $500 from the State Law Enforcement Trust Fund payable to the Missing Children Information Clearinghouse Advisory Board. Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve the request. The motion carried unanimously.
Chairman Thomas recalled that action needed to be taken to return the balance of the Law Enforcement Trust Fund to the Sheriff. Motion by Commissioner Durden, seconded by Commissioner Bush, to transfer the balance of the Law Enforcement Trust Funds to the Sheriff. The motion carried unanimously.
Tentative Budget Hearing – Mr. Ferguson advised the Tentative Budget Hearing is scheduled to be held during the September 5th meeting. He asked the Board to schedule a budget workshop to finalize the tentative budget prior to that time. The Board scheduled the workshop to be held at 5:00 p.m. on Thursday, August 22nd.
Personnel Policy – Mr. Ferguson referred to Section 5 of the Policies and Procedures Manual and asked Mr. McQueen to relate information he received from the labor law attorney regarding Rule 5.1 (Contact by Employees Between County Departments.) Mr. McQueen stated Mr. Grogan had advised him the rule is conflicting with the Personnel Policy and advised it be rescinded. Motion by Commissioner Suggs, seconded by Commissioner Durden, to rescind Rule 5.1. The motion carried unanimously.
EMA / County Coordinator’s Report:
Insurance Recommendation – Mr. McQueen presented the following recommendations from Beth Latner and Joe Gilliam concerning the insurance proposals.
1) Condensing the supplemental insurances: Select one company to represent the county for all new accounts. The remaining companies will be allowed to continue payroll deducting and servicing the current accounts.
2) Replace Southern Farm Bureau Insurance with the John Hancock product offered by Employee Benefits Consultants, Inc. The annual costs to each department:
3) Allow Employee Benefits Consultants, Inc. to administer the Section 125 plan. If the Board chooses their life insurance package, it will require that they see every employee. As the Section 125 requirements are the same, it would be logical to have the same company take care of both.
4) Recommending John Hancock Life Insurance: $10,000 policy ($2.74 per month, per employee) paid by the Board, employee may purchase more. (Current: Southern Farm Life Insurance, $7,000 policy ($4.62 per month, per employee) paid by the employee, no option to purchase more.
5) Recommending Section 125 be administered by Employee Benefits Consultants (same as requested life insurance company). (Current: Section 125 administered by Liberty National).
6) Recommending selection of one company to offer new supplemental insurances, allow others to continue servicing existing accounts. (Current: AFLAC / 8 employees enrolled; Liberty National / 28 employees enrolled; Colonial / 21 employees enrolled.).
Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve recommendation. The motion carried unanimously.
Sewer Treatment Plant – Mr. McQueen advised the bids for the Hart Springs sewer will be reviewed at the next meeting.
Solid Waste Grants – Mr. McQueen presented four (4) Solid Waste grants from the Department of Environmental Protection for approval:
1) Recycling and Education Grant (CSFA #37011)/ $57,954: Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve the Recycling and Education Grant. The motion carried unanimously.
2) Waste Tire Solid Waste Grant (CSFA #37015) / $16,250: Motion by Commissioner Wilkerson, seconded by Commissioner Durden, to approve the Waste Tire Solid Waste Grant. The motion carried unanimously.
3) Litter Control and Prevention Grant (CSFA #37009) / $11,789: Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to approve the Litter Control and Prevention Grant. The motion carried unanimously.
Commissioner Wilkerson advised that Ms. Avery has requested approval to schedule another ‘amnesty day’ for tire collection to use the remaining funds in the last Waste Tire grant. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to authorize Ms. Avery to set up another tire amnesty day with available funding. The motion carried unanimously.
4) Small County Solid Waste Grant (CSFA #37012) / $50,000: Motion by Commissioner Bush, seconded by Commissioner Durden, to approve the Small County Solid Waste Grant. The motion carried unanimously.
Roof Repairs – Mr. McQueen discussed the need for repairs to the courthouse roof over the judicial wing and over the offices of the Property Appraiser, Tax Collector and Clerk. He explained that the roof over the mapping room is actually leaking. Mr. McQueen consulted with Mr. C.W. Strickland and obtained estimates for repairs and for re-roofing. To repair the roof over the judicial wing and the Property Appraiser’s Office will cost approximately $4,500 with no warranty. To re-roof this portion will cost approximately $20,300 and $22 per man hour to replace the woodwork. The repairs and maintenance for the roof over the Tax Collector’s Office and the Clerk’s Office will cost $5,200 or $7,400 to re-roof. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to approve the expenditure of $7,400 out of General Fund Reserve for the re-roofing with new mat and materials over the Tax Collector’s Office and the Clerk’s Office. The motion carried unanimously. Motion by Commissioner Suggs, seconded by Commissioner Durden, to go out for bid for re-roofing of the judicial wing. The motion carried unanimously.
Commissioner Suggs reported there is a Water Policy Committee meeting in Orlando on October 9th and 10th. She stated she will cover the Rural Caucus and the Public Safety and recommended someone else attend the Water Policy Committee meeting. Mr. McQueen stated that he would attend.
Commissioner Suggs advised she will attend the next Levy County Commission meeting regarding the Shady Grove Road project.
Commissioner Durden reported that he and Ron McQueen met with Cloud Haley, Duke Lang and Michael Lamar regarding animal control. It was tentatively agreed to hire a certified animal control officer instead of having a law enforcement officer fill the position. It was also tentatively agreed to share equal responsibility for the care and feeding of the animals and to enter into a 5-year contract with a 60 day cancellation clause. During negotiations, the City representatives also offered to build additional pens if necessary after a period of time. Commissioner Durden said there will be another animal control meeting to discuss these items before bringing them back to the Board for approval.
Commissioner Durden advised during the meeting with the City representatives, discussion was also held concerning fire control. Since the Trenton VFD is paid on a per call basis, they do not receive any of the funds that are District Fire Reserve. They tentatively agreed, to settle on a $25,000 year budget instead of the $300 per call. Commissioner Durden stated that they have been paid an average of $25,000 per year currently and recommended approval of the agreement. Discussion was also held concerning funding of a dispatch position. Commissioner Durden had told Mr. Haley that the City of Trenton should pay 25% of the dispatch budget, not 25% of one dispatch position. Commissioner Durden suggested that a fair amount would be $23,000. Mr. Haley indicated he would take the recommendation to the City Commission for consideration.
Commissioner Durden attended the last City Commission meeting in which the City agreed to a 12 month temporary use permit for the church building and 12 months to submit the total site plan. This will be up for approval at their next Commission meeting. They also agreed to proceed with the rezoning of that property and the Robert’s property for the new Judicial Complex in order alleviate the parking space requirements.
Commissioner Durden related that the discussion was also held at the Trenton City Commission meeting concerning option of having the County take over the law enforcement responsibilities within the City limits and the City contracting with the County. In this case, the City would be required to have a Chief who would be responsible for code enforcement and enforcing municipal laws within the City.
There being no further business to discuss, Chairman Thomas adjourned the meeting at 9:00 p.m.
Joseph W. Gilliam, Clerk