MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD OCTOBER 21, 2002.
The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, October 21, 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 Randy Durden
Commissioner Sue Suggs
Commissioner Fred Wilkerson
(Absent: Commissioner Wilbur Bush)
Others in attendance were: Joseph W. Gilliam, Clerk of Court, John McPherson, County Attorney, Karen Heaton, Deputy Clerk, Sam Ferguson, Director of Finance, Ron McQueen, EMA/County Coordinator, Dennis Radice, Richard Esseck, Leslie Esseck, Lee Mills, Buddy Ellis, John Ayers, Janice Crawford, Mike Barnett, Busy Shires, Daniel Slaughter.
Call to Order:
Chairman Thomas called the meeting to order at 5:00 p.m. Commissioner Wilkerson delivered the Invocation and Commissioner Suggs led the Pledge of Allegiance.
Mr. Gilliam advised Commissioner Bush is not present due to his fathers 103rd birthday celebration in Dixie County.
Additions: – Review of bids for Sally Port gate at the Jail.
– Small County Coalition Invoice
– Small County Coalition appointments for next year
– Sheriff’s Office, Transfer Requests
– G.C.R.A., Buddy Ellis
Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to accept the agenda. The motion carried unanimously.
1) Approval of Budget Entry # BE3-001
Motion by Commissioner Wilkerson, seconded by Commissioner Wilkerson, to approve the Consent Agenda. The motion carried unanimously.
Bond Ordinance – Mr. McPherson advised the Board an error had been made in the language of Ordinance 02-11 (Bond Ordinance), adopted October 3rd. The Ordinance was drafted by Mark Mustian and included a statement in the last section that the approved Ordinance would be sent to the Department of State day after adoption. Mr. Mustian advised Mr. McPherson to prepare an ordinance repealing 02-11 and to include the correct language.
Code Enforcement – Mr. McPherson suggested the Board schedule a public hearing to consider an ordinance allowing the County to use a Code Enforcement Hearing Officer instead of a Code Enforcement Board. Motion by Commissioner Durden, seconded by Commissioner Suggs, to schedule the ordinance at 2:00 p.m. on November 4, 2003. The motion carried unanimously. (1/159)
Comprehensive Plan, EAR Amendments – The Planning and Zoning Board has postponed the final hearing for the EAR Amendments to November 14, 2002. (1/213)
Value Adjustment Board – The Value Adjustment Board held it’s hearing on October 15, 2002. Mr. McPherson will prepare the final orders and forward to the Chairman for his signature. (1/222)
Poitevint v. Gilchrist County – Mr. McPherson has moved to dismiss the complaint. Mr. Poitevint’s attorney agreed the complaint was flawed and intends to file an amended complaint. (2/233)
Brooks and Strickland v. Aderholts and Gilchrist County – A hearing was held on October 15th for the Motion for Temporary Injunction. The motion was denied by Judge Cates. (1/242)
Potential County Liability for Acts of Sheriff – Mr. McPherson addressed the question as to whether or not the County should be listed as an additional insured on insurance contracts entered into by the Sheriff. He discussed the fact that though counties are never found liable for anything the Sheriff does, they are sometimes included as a plaintiff in a case. He recommended the County be included on such policies. Motion by Commissioner Durden, seconded by Commissioner Suggs, to instruct the Attorney to contact Sheriff Turner regarding including the County as an additional insured on his policy. The motion carried unanimously. (2/250)
Independent Contractors – In response to a question regarding language to be included in contracts with independent contractors, Mr. McPherson stated he has received suggested language from the County’s insurance company. The proposed language would hold the County harmless and replace requirements on the contractor as to what type of insurance they must have. Mr. McPherson stated he will draft the language to be considered for the County’s Policy Manual. (1/337)
Finalized Salaries – Mr. Gilliam advised the finalized salaries for the Constitutional Officers and the County Commissioners have been received from the Department of Revenue. Considering the final salary amounts were lower than the budgeted amounts, Mr. Gilliam recommended the Board authorize the Constitutional Officers to transfer funds from Executive Salaries to Regular Salaries within Personnel Services and likewise for the General Fund for the Commissioners salaries. Motion by Commissioner Suggs, seconded by Commissioner Durden, to allow the Clerk’s Office to make the adjustments as recommended. The motion carried unanimously. (1/376)
Final Health Insurance Rates – Mr. Gilliam presented the final health insurance rates received from Blue Cross Blue Shield. The finalized rates were reduced from the proposed rates which resulted in an approximate $12,000 reduction for the Board over the life of the policy. (1/412)
A.D.G. Invoice – Mr. Gilliam presented invoice #4 in the amount of $20,893.89 from Architects Design Group, Inc. reflecting services on the master plan and A/E services for the Judicial Complex project. Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve payment of Invoice #4 in the amount of $20,893.89 to A.D.G. The motion carried unanimously. (1/446)
Draft Letter to Chief Judge Morris – Mr. Gilliam referred to a copy of a letter he wrote to Judge Morris concerning the status of the Judicial Complex. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to authorize Mr. Gilliam to send the letter to Judge Morris. The motion carried unanimously. (1/478)
Truth in Millage Certification – Mr. Gilliam referred to a letter from the Department of Revenue regarding the Truth in Millage (TRIM) Certification. One (1) violation was noted concerning the advertisements. (1/495)
S.H.I.P. Loan / Subordination Approvals – Mr. Dennis Radice advised the annual reports for Fy 2000, 2001 and 2002 have been accepted and approved by the Florida Housing Finance Corporation. Mr. Radice presented three applications as follows:
Mary Jones: Rehab, Moderate Category ($10,000). The Loan Review Committee recommended approval subject to the applicants contribution and a signed contract from the contractor. Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve the S.H.I.P. Loan to Ms. Mary Jones. The motion carried unanimously.
Alva Cox: Emergency Rehab to install a heating and air conditioning unit in the home. Very Low Income ($4,325). The low bid is $4,325. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to approve the loan to Alva Cox. The motion carried unanimously.
Janice Crawford: Subordination Request. Mr. Radice advised the request does not meet the 80% requirement based on the loan amount and the balance of the S.H.I.P. loan. Her request is at 91%. He explained that after Ms. Crawford obtained the S.H.I.P. Mortgage for construction, she purchased the lot adjacent to her property and wishes to combine the loans. This effectively reduces the overall interest rate and will speed up the amortization of the mortgages. Motion by Commissioner Suggs, seconded by Commissioner Wilkerson, to approve the subordination for Janice Crawford. The motion carried unanimously.
Mr. Radice reported the Loan Review Committee has discussed the issue of current land prices and is considering a recommendation to increase the $75,000 guideline. (1/506)
Supervisor of Elections – Mr. Gilliam presented a request from Mrs. Susan Bryant, Supervisor of Elections, for permission to dispose of Asset ID Number 1272, two (2) Data Voting Boots which are now obsolete. Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve the request. The motion carried unanimously. (1/738)
Florida Gas Transmission Company – Mr. Gilliam referred to an invitation from the Florida Gas Transmission Company for a complimentary dinner and Public Awareness program on emergency response issues related to their facility. The event will be held on Thursday, November 7. (1/751)
Resolution 02-61, Epilepsy Awareness Month – Mr. Gilliam presented Resolution 02-61 declaring November 2002 as National Epilepsy Awareness Month.
A RESOLUTION OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS DECLARING NOVEMBER, 2002 AS NATIONAL EPILEPSY AWARENESS MONTH
Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve Resolution 02-61. The motion carried unanimously. (1/791)
F.D.L.E. Grant – Mr. Gilliam referred to a letter from the Florida Department of Law Enforcement concerning the availability of funds under the Residential Substance Abuse Treatment (RSAT) for Prisoners Held in Local Correctional Facilities Grant Program. Mr. Gilliam stated he will contact Sheriff Turner regarding the grant application. (1/820)
Tax Collector – Mr. Gilliam presented a check in the amount of $16,935.28 submitted by Mr. Welch which represents excess funds from FY 2001/2002. (1/845)
Small County Coalition – Mr. Gilliam presented an invoice in the amount of $1,719.90 from the Small County Coalition for participation fees. Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve payment of the invoice to the Small County Coalition. The motion carried unanimously.
A request was also received for the appointment of two (2) Commissioners to serve as members of the Small County Coalition Board and a staff liaison to serve as a point of contact. The Board agreed to maintain the current appointees, Commissioner Durden, Commissioner Suggs and Ron McQueen. (1/861)
Sheriff’s Budget Requests – Mr. Gilliam referred to a letter of request from Sheriff Turner for the following budget transfers from the FY 2002 budget:
1) $812 from Personal Services (Judicial) to Operating Expenses (Judicial)
2) $24,000 from Personal Services (Law Enforcement) to Operating Expenses (Law Enforcement)
3) $11,300 from Personal Services (Communications) to Operating Expenses (Communications) $9,792 and to Equipment (Communications) $1,508.
4) $2,302 from Personal Services (VOCA) to Equipment (VOCA)
5) $24,776 from Personal Services (Corrections) to Operating Expenses (Law Enforcement) $21,677 and to Equipment (Corrections) $3,099.
Motion by Commissioner Durden, seconded by Commissioner Suggs to approve the transfer of $812 from Personal Services (Judicial) to Operating Expenses (Judicial). The motion carried unanimously.
Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve the transfer of $24,000 from Personal Services (Law Enforcement) to Operating Expenses (Law Enforcement). The motion carried unanimously.
Motion by Commissioner Suggs, seconded by Commissioner Durden, to approve the transfer of $11,300 from Personal Services (Communications) to Operating Expenses (Communications) $9,792 and to Equipment (Communications) $1,508. The motion carried unanimously.
Motion by Commissioner Wilkerson, seconded by Commissioner Suggs, to approve the transfer of $2,302 from Personal Services (VOCA) to Equipment (VOCA). The motion carried unanimously.
Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve the transfer of $24,776 from Personal Services (Corrections) to Operating Expenses (Law Enforcement) $21,677 and to Equipment (Corrections) $3,099. (1/913)
Mr. Ferguson presented three (3) checks from Sheriff Turner which represented the following:
1) interest on General Operating Account $ 222.27
2) refund (Judicial) $ 5,934.67
3) refund (Law Enforcement) $ 6,695.17
4) refund (Communications) $ 9,208.09
5) refund (Task Force) $ 1,267.24
6) refund (VOCA) $ 2,494.09
7) refund (Special Detail) $ 1,245.40
8) refund (Corrections) $ 3,150.79
Bids, Sally Port Gate – Mr. Ferguson advised only one (1) bid was received for the Sally Port Gate at the Jail. The bid was submitted by Commercial Fence Contractors. Mr. Ferguson pointed out the specifications were not clear on the bid. He suggested the bidder be contacted for clarification before acceptance. Motion by Commissioner Suggs, seconded by Commissioner Durden, to authorize Mr. Ferguson to contact Commercial Fence Contractors for clarification. The motion carried unanimously. (1/1063)
Gilchrist County Recreational Authority – Mr. Buddy Ellis addressed the Commission concerning it’s request for a retraction of a statement made in a recent letter published in the Gilchrist County Journal. He stated that there had been a misunderstanding regarding the reference to the name change. He explained the article was not intended to imply that the Board did not support that organization. The letter was intended to make the public aware that they are not a County department. Mr. Ellis further explained that a lot of people come into the organization complaining they have to pay membership fees because they mistake them for a County department. To clarify this, G.C.R.A. has changed its name to the Suwannee Valley League. Commissioner Suggs told Mr. Ellis that she felt it was very important that the citizens know that the Gilchrist County Board of County Commissioners does support the organization. Mr. Ellis stated it was not his intention to imply that this Board did not support G.C.R.A. and offered to take action to clear it up. Commissioner Suggs suggested he write a letter of clarification to the Gilchrist County Journal. (1/1139)
CR 341 Project – Mr. Lee Mills addressed the Board concerning the proposed CR 341 project. The contractors have agreed to hold the bid open until November 1st as requested pending a decision to resurface or to resurface and widen the road. Mr. Gilliam stated he had met with Commissioner Durden and Mr. Ferguson to review the Transportation Budget and the cost of the project. He stated that it was his opinion that the County cannot afford to widen the road at this time. Commissioner Durden concurred with the recommendation. Motion by Commissioner Durden, seconded by Commissioner Suggs, to resurface CR 341 only. The motion carried unanimously. Mr. Mills stated that he will return the contractors their bid bond and prepare new documents for just resurfacing. (1/1371)
CR 337 Project – Mr. Mills received a copy of the reimbursement agreement with the State for the Small County Road Assistance Program (SCRAP). He pointed out a typographical error on the contract, the contract beginning date is August 12, 2002 with an ending date of December 31, 2004 then it states “any work performed prior to August 12, 2004 is not eligible.” He state it should be “August 12, 2002.” He advised a change in the SCRAP Program now requires a “hold harmless” statement in the contracts with the project contractors. Mr. Mills has prepared an amended copy of his contract reflecting this change. Motion by Commissioner Durden, seconded by Commissioner Suggs, to approve the amended language. The motion carried unanimously. (1/1371)
Mr. Mills discussed the plans for the CR 337 project. He explained there are some places the contractor will be required to clip the shoulders and replace them with sod. He suggested that the Road Department go ahead and do some of the preliminary work on the shoulders by mowing a strip along the pavement and trimming the limbs along the road. Mr. Mills also discussed the need to move back some of the mailboxes and signs. He stated that some of the types of mailboxes on that road may be a potential liability to the County and that the Commission may want to consider that issue countywide in the future. Discussion was also held concerning the culverts. Motion by Commissioner Durden, seconded by Commissioner Suggs, to direct Mr. Martin to meet with Mr. Lee Mills concerning the preparations necessary for the CR 337 project. The motion carried unanimously. (1/1676)
Mr. McQueen mentioned a special meeting has been scheduled November 4 to inform the property owners along Martini grade concerning the proposed paving project. (1/2135)
County Coordinator’s Report:
Contract with OTTED – Mr. McQueen provided a copy of a letter from Mr. Paul Guard, Action Manufacturing & Supply, Inc. concerning his company’s intention to comply with the new jobs requirement. Mr. McQueen also presented the contract with the Office of Tourism, trade, and Economic Development (OTTED) for the South Santa Fe Avenue paving project (from the existing pavement South, to County Road 339). Motion by Commissioner Suggs, seconded by Commissioner Durden, to authorize the Chairman to sign the contract. Mr. McPherson referred to section 6 (d) and questioned if the County’s Local Comprehensive Plan is in compliance with Chapter 163, Florida Statutes since the Regional Planning Council has been so late with the amendments. Mr. McQueen stated that it will probably be in compliance before the project is initiated. The motion on the floor carried unanimously. (1/2177)
Clerk’s Budget Amendment:
Mr. Gilliam presented budget amendment BE3-002 in the amount of $26,450 for the Clerk’s budget. He explained that the budget presented for FY 2002/2003 was for an amount of $226,119 but the finalized budget reflected an amount of $199,669. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to approve budget amendment BE3-002 in the amount of $26,450. The motion carried unanimously. (1/2456)
Code Enforcement / Johnson Property:
Mr. McQueen recalled the Code Enforcement Board convened in a quasi judicial hearing resulting in an Order for Mr. Johnson to clean up four (4) of his lots in Waccasassa and an assessment of fees. Mr. Johnson has not complied with the Order. He suggested that the Board direct Mr. McPherson to review the paperwork and determine if all the procedures were followed properly and if so proceed with foreclosure on the property.
The Board discussed the property and work needed to clean it up. Mr. McQueen stated there are four (4) mobile homes that would need to be disposed of. Mr. McPherson stated he will review the documentation and bring back a recommendation. (1/2545)
EMA/County Coordinator’s Report (continued):
Lawn Mowers – Mr. McQueen presented prices obtained for the purchase of lawnmowers to be used by the inmate squad.
1. Gilchrist Building Supply: Snapper (26" cut), self-propelled, front wheel caster, 6-hp Robin Engine, $1,049.00
2. State Contract: Sarlo, Model 622 (22" cut), 6.75 hp Briggs Stratton, $479.36
3. State Contract: Sarlo, Model 624, (24" cut), 6.75 hp Briggs Stratton, $511.36
Mr. McQueen stated Lancaster Correctional has requested four (4) mowers. Discussion was held concerning the types of mowers. Motion by Commissioner Suggs, seconded by Commissioner Durden, to purchase four (4) Sarlo mowers, Model 624 with 24" cut. The motion carried unanimously. (1/2789)
Building Report – Mr. McQueen presented and reviewed the Building Department FY End Report for FY 2001/2002. (1/3004)
Mobile Homes 193 Total / 85 Replacements
New Construction 93 Total / 25 Replacements / 1 CFE Substation
House Move-on 5
Planning and Zoning Board – Mr. McQueen advised the term for Mr. Jonathan Kincaid has expired on the Planning and Zoning Board. Motion by Commissioner Suggs, seconded by Commissioner Durden, to reappoint Jonathan Kincaid to serve on the Planning and Zoning Board from October 2002 to September 30, 2005. The motion carried unanimously. (1/3156)
Skid Unit – Mr. McQueen brought one (1) sealed bid received for the 2000 gallon Skid Unit. A request for bids was put out for the unit upon obtaining a Forestry Grant. The bid in the amount of $19,650 was received from PaMaRo, Inc. The Forestry Grant will pay 50%. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to accept the bid from PaMaRo, Inc. in the amount of $19,650. The motion carried unanimously. (1/3195)
South East VFD – Mr. McQueen mentioned some of the firefighters are participating in the Firefighter One class. He stated this has become a standard for volunteer fire fighters under OSHA. He recognized Mr. Mike Barnett from the South East VFD who was present to submit a request for bunker gear.
Mr. Barnett presented an invoice from Bennett Fire Products Co. in the amount of $5,245 for five (5) sets of bunkers gear. He explained that six (6) volunteers from the department are attending the Firefighter One class and they are in need of five (5) more sets of bunker gear. He added that there may also be a shipping fee. Motion by Commissioner Durden, seconded by Commissioner Suggs, to authorize the expenditure not to exceed $5,300 for the bunker gear. The motion carried unanimously. (1/3300)
Waters Lake Project – Mr. McQueen mentioned that upon Commissioner’s Durden’s request, he had contacted Mr. Jay Mosely with Summit Professional Services to find out why nothing had been done on the Waters Lake Project. Mr. McQueen had invited Mr. Mosely to address the Board at this meeting but received notice that he would not be able to attend. Mr. Mosley advised Mr. McQueen that they had not proceeded with the project because they are waiting for the submittal package to be sent to the County. He also told Mr. McQueen that the Road Department would have to dig out the lime rock at the base of the boat ramp.
Commissioner Durden discussed the fact that though they cannot proceed with construction of the boat ramp until there is water in the lake, there was no reason work could not have been done on the pavilion and other phases of the project. After discussion, the Board asked Mr. McQueen to write a letter to Mr. Mosely and ask him to appear at the next meeting for an update. (2/3680)
Commissioner Suggs discussed legislative issues that the Small County Coalition will be involved in; water issues, courthouse renovations, Transportation Disadvantaged Program and solid waste grants. (2/152)
Commissioner Suggs reported construction has begun on the restrooms at the new campsite and the roads have been pushed. Mr. Gilliam asked if campers are still admitted to the park. Mr. McQueen replied that there is still some camping permitted but it is limited. Discussion was held concerning closing the campground during this phase of the project. Mr. McQueen recommended the park be closed except for those visitors who have already scheduled family reunions in the pavilion. The Board agreed the park should be closed effective November 1 except for scheduled reunions. Motion by Commissioner Durden, seconded by Commissioner Wilkerson, to publish a notice that the Hart Springs Park will be closed, effective November 1st, for renovations except for previously scheduled reunions. The motion carried unanimously. (2/249)
Commissioner Suggs mentioned in the recent change in life insurance coverage for employees, the retirees coverage was decreased to $2,000 with John Hancock. The retiree coverage with Southern Farm Bureau was $3,500. Mr. Gilliam stated that John Hancock Insurance will probably not amend their contract considering that amount was included in the proposal. Mr. Gilliam explained that Southern Farm Bureau had not submitted a proposal because they are not writing any new business. Mr. McQueen stated he would ask Mrs. Latner to contact Mr. Hoard with John Hancock Insurance regarding an increase in coverage for the retirees coverage.
Commissioner Durden reported a meeting held last week for an interlocal agreement for Code Enforcement. They are working on an agreement with the City of Trenton and the County. He stated the estimated budget will be $40,000 for the Code Enforcement Officer. This includes the salary, expenses and vehicle. The proposed breakdown will be $24,000 from the County and $16,000 from the City of Trenton. Mr. Gilliam asked where code enforcement issues are to be directed in the interim. Mr. McQueen replied that written complaints are to be filled out at the Building Department. These complaints will be put on file until a Code Enforcement Hearing Officer is hired. (2/626)
Commissioner Durden advised a vehicle has been obtained for Animal Control.
Mr. Ferguson advised Mrs. Galantine-Steiss, the Executive Director of the Three Rivers Regional Library System, has submitted her resignation effective November 6. The Library Board appointed Cheryl Pulliam, the Administrative Assistant, to fill the position until another Director is hired. The position will be advertised on the internet, various Library Journals and in the Tallahassee Democrat.
Mr. Ferguson reported on the renovations of the church building. He explained some changes were necessary comply with ADA requirements. The Fire Marshall has suggested that a handrail be placed at the front entrance. The project is approximately at 50% completion.
There being no further business to discuss, Chairman Thomas adjourned the meeting at 7:20 p.m.
ATTEST: Randy Durden, Chairman
Joseph W. Gilliam, Clerk