MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD MAY 5, 2003.

 

The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, May 5, 2003 at 1:15 p.m. in the Board of County Commissioners Meeting Room located at 210 South Main Street, Trenton, Florida, with the following members present to-wit:

 

Commissioner Randy Durden, Chair

Commissioner Wilbur Bush

Commissioner Mitchell Gentry

Commissioner Tommy Langford

Commissioner Suggs, Vice-Chair

 

Others in attendance were:   Joseph W. Gilliam, Clerk of Court, John McPherson, County Attorney, Karen Heaton, Deputy Clerk, Sam Ferguson, Director of Finance, Jacki Johnson, Deputy Clerk, Ben Chumley, County Planner, Lee Schaltenbrand, Brenda Schaltenbrand, Don Strickland, Lee Mills, Todd Gray, Peter Butt, Linda Walker, Diane Avery, Dana Tucker, Sheriff David Turner, Diane Rondolet, Michael Lamar, Nathan Martin, Carl Cowan.

 

Call to Order: 

 

Chairman Durden called the meeting to order at 1:15 p.m.  Commissioner Bush delivered the Invocation and Commissioner Suggs led the Pledge of Allegiance. 

 

Agenda Changes:

 

Additions:        

1) Purchase Order #301298 / V.E. Whitehurst, $118,755.12 (Consent Agenda)

2) Steve Katell, Davis Monk & Company re: FY 01/02 Audit

3) Diane Avery, Bids for Compactor and Building at HWY 47 Site

4) Law Library Report (Clerk’s Report)

 

Motion by Commissioner Suggs, seconded by Commissioner Langford, to accept the agenda with the changes mentioned.  The motion carried unanimously. 

 

Consent Agenda:  

 

                                                                  Consent Agenda

1) Approval of Bills

 

2) Approval of Purchase Orders:

a.  P.O. #301287 / Hughes Supply ($6,000)

b.  P.O. #301292 / Adapco, Inc. ($7,800)

 


3) Approval of Budget Entries

a. #BE3-033 / Transportation Trust Fund ($1,625)

b. #BE3-042 / Local Housing Assistance Trust Fund ($1,797.50)

 

4) Approval of Minutes: March 31, 2003, Public Hearing

 

Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve the consent agenda with the addition of  Purchase Order #301298 / V.E. Whitehurst, $118,755.12.  The motion carried unanimously. 

 

Attorney’s Report:

 

Johnson Code Enforcement  – Commissioner Suggs advised, in the past week, three large dumpsters have been placed on the Johnson property and there has been a cleanup effort.  Mr. McPherson stated that Ms. Rondolet, the County Code Enforcement Officer,  had reported that there has been substantial progress made in the cleanup.  Mr. McPherson explained the code violations issued to Mr. Johnson a few years ago were not filed correctly.  He recommended that the Board postpone any further foreclosure proceedings and allow Ms. Rondolet to work with him on this issue.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to allow Mr. McPherson and Ms. Rodolet to continue to work on the Johnson code enforcement issue.  The motion carried unanimously.  (1/160)

 

Ginnie Springs v. Gilchrist County – Mr. McPherson reported that he attended a case management conference for this case on May 1.  Judge Cates agreed to allow Ginnie Springs another 90 days to decide if they wanted to proceed or not.  (1/315)

 

Poitevint v. Gilchrist County – Mr. McPherson told the Board that he is waiting to hear from Mr. Duke Lang regarding a motion to dismiss the hearing.  (1/366)

 

Brooks and Strickland v. Aderholts and Gilchrist County   Mr. McPherson reported there has been no activity in this case. 

 

Interlocal Agreement with the City of Trenton – Mr. McPherson referred to a letter from Mr. Lang regarding the Interlocal Agreement for Dispatch Services.  Mr. Lang returned the original Interlocal Agreements and advised the City Commission wished to delete the following clause: “Whereas, the City does not currently contribute to the cost of the Gilchrist County Sheriff’s dispatch center.”  Mr. McPherson recommended approval of the amendment.  Motion by Commissioner Gentry, seconded by Commissioner Langford, to approve the Interlocal Agreement with the City of Trenton for Dispatch Services with the deletion.  The motion carried unanimously.  (1/376)

 

Lee Mills, Bids for CR 138:

 


Mr. Lee Mills presented the bids received for the resurfacing of CR 138; John C. Hipp Construction, $533,879.00 and Anderson Columbia, $481,680.55.  Mr. Mills stated that he has reviewed the bids and recommended approval of the low bid from Anderson Columbia.  Motion by Commissioner Suggs, seconded by Commissioner Bush, based on the Engineers recommendation, to approve the bid from Anderson Columbia in the amount of $481,680.55.  The motion carried unanimously. 

 

Commissioner Gentry asked Mr. Mills when he expected to have the bid documents ready for the Martini Grade project.  Mr. Mills replied it will take approximately 60 days, he is well into the project but does not have the design completed.  (1/430)

 

Road Department:

 

Mr. Nathan Martin presented information to the Board regarding the a rock crusher from Maddox Foundry.  Commissioner Suggs stated that Maddox Foundry is the only company that can make the equipment with the specifications requested.  The Board discussed the fact that Maddox Foundry had helped with the specifications but that there are other companies that make rock crushers.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to go out for bids using the specifications received from Maddox.  Discussion was held concerning the specifications.  The motion carried unanimously.  (1/790)

 

Mr. Martin advised that two (2) of the trucks need to have transmission repairs.  He received verbal quotes of $1,200 for the International and $4,600 for the Allison.  Commissioner Gentry pointed out it may cost more for the Allison transmission with installation.  Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve the expenditures for repairs not to exceed $1,200 for the International and $5,000 for the Allison pending Mr. Martin obtaining the prices and the warrantees in writing.  The motion carried unanimously.  (1/1048)

 

Commissioner Langford told the Board that he had talked with Whitehurst and found that the cost to seal SE 70th will be $39,000.  He explained at the last meeting, the Board had approved a cost up to $15,000 but the price had been misquoted.  Commissioner Langford was told that the Whitehurst Company could put down tac with rock for a cost of approximately $15,000 but they will not be able to do it until the fall.  (1/1223)

 

Steve Katell / Davis, Monk & Company:

 

Mr. Steve Katell, Davis, Monk & Company, presented and reviewed the FY 2001/2002 audit report.  There were seven (7) findings included in the report with a letter of response from Mr. Ferguson. 

 

Mr. Katell reviewed the findings as follows:

 


02-1     Because of a limited number of available personnel, it is not always possible to adequately segregate certain incompatible duties so that no one employee has access to both physical assets and the related accounting records, or to all phases of a transaction.  Consequently, the possibility exists that unintentional or intentional errors or irregularities could exist and not be promptly detected.  In the Finance Department, internal controls over disbursements can be improved.  In the Building Department, internal controls are not sufficient for receipting or depositing.  Our audit did not reveal any significant errors or irregularities resulting from this lack of separation of employee duties and responsibilities.  However, we do feel that it is important that you are made aware of this condition. 

 

In response, Mr. Ferguson explained that the lack of personnel creates this problem.  He advised there will be an additional employee in the Finance Department this summer who will help alleviate the situation.  Concerning the Building Department, Mr. Ferguson advised they are in the process of drafting a policy for procedures. 

 

02-2     The budget of the Fine and Forfeiture Fund was over-expended, in violation of Chapter 129, Florida Statutes. 

 

02-3     Receivable balances for the ambulance billings were not reconciled to the subsidiary accounts. 

 

Mr. Gilliam stated that in the future, these billings will be balanced on a monthly basis and the writeoffs will be submitted quarterly.

 

02-4     Procedures were not in place to ensure that amounts reported in the general ledger system agree or reconciled with amounts reported in grant report to grantors.  Consequently, the general ledger system did not always accurately reflect financial data of the County’s federal and state grants. 

 

Mr. Ferguson told the Board the Finance Department is in the process of developing a procedure to follow grants from the application process to the closeout. 

 

            02-05   Certain expenditures were reported on reimbursement request for more than one grant.  This occurred in both the Hazardous Mitigation and Public Assistance Grant for the Hart Springs Projects.  

 

02-06   The SHIP annual reports contained errors.  In addition, certain expenditures were reported on FRDAP reimbursement requests for the Hart Springs Project, which had been reported as grant expenditures of other grants. 

 

02-07   Adequate documentation was not available to support the in-kind match claimed for the Florida Recreation Development Assistance Program, McArthur Park Project (CSFA No. 37.017).

 

Discussion was held concerning the findings and the letter of response from Mr. Ferguson.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the letter of response to Davis, Monk and Company.  The motion carried unanimously.  (1/1408)

 

 


Public Hearing / Budget Amendments, Carry Forwards: 

 

(Notice of this public hearing was published in the May 1, 2003 edition of the Gilchrist County Journal and is on file in the Clerk’s Office.)

 

Mr. Ferguson and Mrs. Johnson presented the following resolutions and budget entries for approval:

 

Resolution 03-22 (BE3-039A) – Amending the General Fund by an increased amount of $150,000 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve Resolution 03-22.  The motion carried unanimously. 

 

Resolution 03-23 (BE3-039B) – Amending the Fire District Trust Fund (122) by an increased amount of $69,725 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve Resolution 03-23.  The motion carried unanimously. 

 

Resolution 03-24 (BE3-039C) – Amending the Law Library Fund (129) by an increased amount of $3,813 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve Resolution 03-24.  The motion carried unanimously. 

 

Resolution 03-25 (BE3-039D) – Amending the FEMA Fund (130) by an increased amount of $64,940 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Suggs, seconded by commissioner Gentry, to approve Resolution 03-25.  The motion carried unanimously. 

 

Resolution 03-26 (BE3-039E) – Amending the Transportation Fund (140) by an increased amount of $77,744 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Gentry, seconded by Commissioner Langford, to approve Resolution 03-26.  The motion carried unanimously. 

 

Resolution 03-27 (BE3-039F) – Amending the Transportation Impact Fund (141) by an increased amount of $33,135 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Langford, seconded by Commissioner Suggs, to approve Resolution 03-27.  The motion carried unanimously. 

 

Resolution 03-28 (BE3-039G) – Amending the Fine and Forfeiture Fund (150) by an increased amount of $13,675 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve Resolution 03-28.  The motion carried unanimously. 

 


Resolution 03-29 (BE3-039H) – Amending the State Attorney/Public Defender Fund (160) by an increased amount of $34,072 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve Resolution 03-29.  The motion carried unanimously.

 

Resolution 03-30 (BE3-039I) – Amending the Local Housing Assistance Trust Fund (SHIP) (180) by an increased amount of $6,702 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Gentry, seconded by Commissioner Suggs, to approve Resolution 03-30.  The motion carried unanimously.

 

Resolution 03-31 (BE3-039J) – Amending the Current Capital Obligations Fund (190) by an increased amount of $27,596 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve Resolution 03-31.  The motion carried unanimously.

 

Resolution 03-32 (BE3-039J) – Amending the Capital Projects Fund (301) by an increased amount of $30,642 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Langford, seconded by Commissioner Suggs, to approve Resolution 03-32.  The motion carried unanimously. 

 

Resolution 03-33 (BE3-039L) – Amending the Capital Impact Fee Fund (306) by increased amount of $2,763 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Gentry, seconded by Commissioner Suggs, to approve Resolution 03-33.  The motion carried unanimously.

 

Resolution 03-34 (BE3-039M) – Amending the EMS Fund (410) by an increased amount of $118,092 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve Resolution 03-34.  The motion carried unanimously.

 

Resolution 03-35 (BE3-039N) – Amending the Solid Waste Fund (434) by an increased amount of $15,828 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Langford, seconded by Commissioner Suggs, to approve Resolution 03-35.  The motion carried unanimously. 

 

Resolution 03-36 (BE3-039O) – Amending the Law Enforcement Education Fund (450) by an increased amount of $1,928 which represents cash carry forward from the previous fiscal year.  Motion by Commissioner Bush, seconded by Commissioner Langford, to approve Resolution 03-36.  The motion carried unanimously.  (1/2780)

 

(Resolutions 03-22 thru 03-36 are on file in the Clerk’s Office.)

 

Public Hearing / Budget Amendments:

 

(Notice of this public hearing was published in the May 1, 2003 edition of the Gilchrist County Journal and is on file in the Clerk’s Office.)

 

Mr. Gilliam presented the following resolutions and budget entries amending the General Fund.


Resolution 03-40 (BE3-036) – Amending the General Fund Budget (001) by an increased amount of $50,000 which represents the transfer of funds from the Gilchrist County Sheriff to purchase the Kincaid property.  Motion by Commissioner Gentry, seconded by Commissioner Bush, to approve Resolution 03-40.  The motion carried unanimously.

 

Resolution 03-41 (BE3-035) – Amending the General Fund Budget (001) by an increased amount of $17,500 which represents funds received from the City of Fanning Springs ($1,500) and the City of Trenton ($16,000) for the Code Enforcement.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve Resolution 03-41.  The motion carried unanimously. 

 

Resolution 03-42 (BE3-037) – Amending the General Fund Budget (001) by an increased amount of $15,470 which represents a loan obtained for the purchase of a van for the Gilchrist County Extension Office.  Motion by Commissioner Langford, seconded by Commissioner Suggs, to approve Resolution 03-42.  The motion carried unanimously.

 

Resolution 03-43 (BE3-038) – Amending the General Fund Budget (001) by an increased amount of $23,407 which represents Security Services fees and the transfer out of said fees collected to the Gilchrist County Sheriff.  Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve Resolution 03-43.  The motion carried unanimously.  (1/3600)

 

(Resolutions 03-40 thru 03-43 are on file in the Clerk’s Office.)

 

Road Department:

 

Mr. Don Strickland thanked Commissioner Suggs for her assistance with NE 2nd Court last week.

 

Commissioner Gentry discussed the condition of the road at the end of Florida Street in Fanning Springs and asked Mr. Martin about the best method to repair it.  Mr. Martin explained it would be best to break up the milled material and put lime rock on top of it.  (2/096)

 

Commissioner Suggs advised that there were no responses to the request for bid for the limber.  She stated that she had talked with her brother about the machine and he told her with the right belts and the right blades, the machine should be adequate and last a long time.  Commissioner Suggs had asked Mr. Ferguson to call the manufacturer regarding a recommendation for the blades and the belts.  The belts are $20 each.  Steel blades are $200 each and carbide blades are $350 each.  Commissioner Suggs recommended purchasing the carbide blades which can be sharpened easier and re-tipped.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve the purchase of the belts and blades (carbide) for the trimmer and to have the Road Department put it to use.  The motion carried unanimously.  (2/190)

 

Diane Avery:

 

Commissioner Suggs presented a request from Solid Waste to fill the new tires for the loader at a cost of $3,100.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the expenditure in the amount of $3,100 to fill the tires.  The motion carried unanimously.  (2/468)


Mrs. Diane Avery and Mr. Ferguson presented bids received for the compactors and containers to be used at the solid waste drop-off site on HWY 47:  Hesco Sales, $58,820; ProTainer, $55,651; Wastequip, $43,336.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to accept the bid from Wastequip in the amount of $43,336.  The motion carried unanimously.  (2/520)

 

Commissioner Durden asked for the status of negotiations with New River Landfill.  Commissioner Suggs advised that she has asked New River to provide a proposal.  She stated that a representative from New River had suggested that the contract also include a clause that in the event New River is shut down for emergencies, Gilchrist County could use the Alachua County landfill.  (2/670)

 

Mr. Ferguson presented a bid for construction of an office building at the solid waste drop-off site on HWY 47.  He advised that a request for bid had been put out for a 24' X 24' building.  Gray Construction submitted a bid in the amount of $32,155.  This was the only bid received.  Commissioner Suggs stated that she contacted Keene’s Portable Building and asked for a price list.  Mr. Todd Gray explained his bid price was based on the conventional design of the building.  He suggested the Board consider a pre-engineered building instead.  The Board discussed the option of a pre-engineered building or a mobile unit.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to reject the bid and allow Mrs. Avery to bring back other recommendations.  The motion carried unanimously.  (2/723)

 

Linda Walker:

 

Ms. Linda Walker advised Gilchrist County has received notification of a grant award in the amount of $85,950 from the Rural Grant Program.  The County’s match is $9,550.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the purchase of another ambulance with the funds.  The motion carried unanimously.  (2/967)

 

Pete Butt:

 

Mr. Pete Butt, representing Dannon, CCDA Waters, LLC, presented a proposed license agreement for new monitor well installation and monitoring.  Dannon has received a grant from the State of Florida Springs Initiative for further monitoring.  The grant will provide eight (8) additional monitoring wells.  The company would like to install 4" monitoring wells at the O’Steen Precinct and at the South East VFD. 

 

Chairman Durden suggested that the Board refer the proposed agreement to Mr. McPherson for review.   The Board deferred the agreement to the May 19th meeting for consideration.  (2/1140)

 

Workshop / Proposed Ordinance, Special Assessment District:

 

Mr. McPherson presented a draft ordinance with the following short title:

 


AN ORDINANCE OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA; AUTHORIZING THE CREATION OF SPECIAL ASSESSMENT DISTRICT; ESTABLISHING THE PROCEDURES FOR CREATION OF THE DISTRICTS AND COLLECTION OF THE ASSESSMENTS; PROVIDING INSTRUCTIONS TO THE CODIFIER; AND PROVIDING AN EFFECTIVE DATE.

 

Mr. McPherson explained this ordinance will provide a means for citizens to initiate the process of creating a special assessment district in their neighborhood in order to provide for road improvements or other improvements.

 

Mr. McPherson reviewed the procedures included in the proposed ordinance: (1) Petition, (2) Initial Hearing, (3) Estimated Cost of Improvement, (4) Notice, (5) Final Hearing, (6) Final Petition, (7) Recording of Notice of Intention, (8) Contract for Construction of Improvement and (9) Levy.

 

Mr. Michael Lamar told the Board that the City of Trenton is also considering a cost share program for improvements in Pine Estates.  Mr. Lee Schaltenbrand stated that he was in support of the proposed ordinance as it would provide an avenue for the homeowners in the Spring Ridge subdivision to have road improvements made. 

 

Motion by Commissioner Suggs, seconded by Commissioner Langford, to schedule a public hearing to consider the proposed ordinance for the June 16, 2003 meeting.  The motion carried unanimously.  (2/1368)

 

 

Waters Lake Park FRDAP Grant (update):

 

Mr. McQueen advised he has received the full set of documents for the Waters Lake FRDAP Project.  The grant specifications include a new pavilion at a cost of $12,000, a play ground at $16,000, renovations of the existing pavilion at $5,000, a boat ramp at $12,000 and renovations to the restrooms at $5,000.  He stated that he estimates the boat ramp will cost considerably more than $12,000 and suggested that he send a letter to the State requesting modifications to place more funding into the boat ramp and less into the renovations of the pavilion and the playground.

 

Motion by Commissioner Suggs, seconded by Commissioner Bush, to authorize Mr. McQueen to submit the letter requesting modifications and to postpone work on the park until a cost is obtained for the boat ramp.  The Board asked that Mr. McQueen report back on the project at the mid-month meeting.   The motion carried unanimously.  (2/2020)

 

 

Code Enforcement and Animal Control:

 

Mr. McQueen recognized Mr. Carl Cowan, Animal Control Officer, and Ms. Diane Rondolet, Code Enforcement Officer, who were recently hired for the new programs.  Mr. McQueen stated that Mr. Cowan has attended the classes and received certification.  He is in the process of becoming certified for chemical capture and euthanasia.  The Animal Control Committee is in the process of entering into an interlocal agreement with Alachua County to use their facility.  The Committee will also be advertising the process for adoption in the local newspaper. 


 

Mr. McQueen referred to reports from Ms. Rondolet regarding the Code Enforcement activities she has been working on.

 

Ms. Rondolet commented that she has had very good responses on her visits so far.

 

Mr. McQueen told the Board he had obtained a quote of $12,000 on State Contract for a new vehicle for the Code Enforcement Officer.  Motion by Commissioner Gentry, seconded by Commissioner Suggs, to authorize Mr. McQueen to pursue getting a vehicle from the State contract as soon as possible.  (2/2349)

 

Dana Tucker / Summer Food Service Program:

 

Ms. Dana Tucker, School Food Service Director, presented a request to use County properties for distribution of food to children during the summer.  This effort is being sponsored by the Summer Food Service Program.  She would like to use the County parks and precincts as sites for distribution.  She said they will not need access to the buildings but just the location. 

 

She explained the food is prepared at the Trenton High School and the Bell High School.  The food will be distributed to children 18 years old and under. 

 

Motion by Commissioner Suggs, seconded by Commissioner Gentry, to allow the Food Service Program to utilize the County precincts and parks, including Hart Springs, as locations for the food distribution.  The motion carried unanimously.  (2/2918)

 

Lee Schaltenbrand:

 

Mr. McQueen recalled at a recent meeting, the Board had approved the Spring Ridge VFD to put out to bid for a brush truck.  Mr. McQueen obtained a price of $30,000 for an F-550 chassis on State Contract and a skid unit and foam tank from Pamaro at a cost of $19,275.  Discussion was held concerning financing the brush truck from the Fire District Trust Fund, Capital Outlay.  Each VFD receives $5,000 per year toward capital outlay.  Mr. McQueen recommended approval of the purchase.  

 

Motion by Commissioner Langford, seconded by Commissioner Suggs, to approve the purchase with a $5,000 down payment and financing the balance for five years.  Mr. Gilliam pointed out that $5,000 from the Spring Ridge VFD will be used to fund the balance for each of the next five years and the balance of the payment will be paid from General Fire.  The motion carried unanimously.  (2/3431)

 

Clerk’s Report:

 


Gilchrist County Historical Society – Mr. Gilliam presented a request from the Gilchrist County Historical Society to use the courthouse property on May 26, 2003 to hold a Memorial Day program.  They have also requested permission to post Memorial Day posters from the schools in the courthouse hallways.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the request to use the courthouse property for the Memorial Day Program.  The motion carried unanimously.

 

Commissioner Suggs advised that Chris Doolin, Small County Coalition, used to be the Director of Historical Preservation in Tallahassee.  He told her to bring the information about the church building to him and he would assist her with obtaining an Historical Property designation.  (3/369)

 

Local Option Gas Tax – Mr. Gilliam referred to a letter from the Department of Revenue requesting any changes in the local option gas tax distribution.  Mr. Gilliam stated the distribution has not been changed in the past.   Motion by Commissioner Suggs, seconded by Commissioner Langford, to leave the local option gas tax distribution the same.  The motion carried unanimously.  (3/427)

 

Resolution 03-38 (BE3-041) – This resolution amends the Local Housing Assistance Trust Fund Budget by an increased amount of $4,083.17 which represents the payoff of the 2nd mortgage for Kimberly Leggett.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve Resolution 03-38.  The motion carried unanimously.  (3/465)

 

First Housing – For the Board’s information, Mr. Gilliam referred to a letter from Martha Stein, First Housing, acknowledging the satisfactory response to the annual Monitoring Program Review.  (3/484)

 

Budget – Mr. Gilliam advised the Governor has recommend a 2.5% cost of living raise for State employees.  Mr. Gilliam asked the Board to provide a guideline for proposed increases for County employees for budgeting purposes.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to designate a $1,000 pay increase for budget purposes only.  The motion carried unanimously.  (3/493)

 

Budget Recap – Mr. Gilliam reviewed the budget recap for the period ending May 1, 2003. (3/635)

 

 

Fund

 

Budget

YTD

Expenditures

% Expended

Revenue Received

% of Budget

General Revenue

$  6,729,911

$        3,732,795

55%

$  4,306,851

64%

Law Enforcement

$       19,780

$               2,450

12%

$            110

1%

MSTU - Fire

$     375,249

$           157,617

42%

$     276,075

74%

Court Facility

$       26,795

--

0%

$         2,936

11%

Law Library

$         9,000

$               5,567

62%

$         6,183

69%

FEMA

$  1,056,203

$           562,579

53%

$     257,478

24%

Transportation

$  1,087,434

$           750,351

69%

$     587,224

54%

Transp. Impact

$  5,437,350

$             26,328

0%

$     116,334

2%

Fine & Forfeiture

$     214,992

$           122,815

57%

$     199,086

93%

St Atty & PD

$     116,000

$             31,145

27%

$     108,030

93%

SHIP

$     751,900

$           161,298

21%

$       11,598

2%

Current Capital

$     147,037

$             25,143

17%

$       42,691

29%

Capital 301

$  1,850,529

$           194,593

11%

$         1,457

0%

Capital 306/Impact

$     247,200

--

0%

$       24,861

10%

EMS

$     929,764

$           462,843

50%

$     636,778

68%

Solid Waste

$  1,560,759

$           489,583

31%

$     591,138

38%

Law Enforcement

$         4,355

$               1,045

24%

$         2,181

50%

 


 

Commissioner Suggs left the meeting at 5:00 p.m.

 

Law Library – Mr. Gilliam advised the Law Library Board met earlier this date and has recommended disposal of obsolete books.  Motion by Commissioner Gentry, seconded by Commissioner Langford, to dispose of the books in the Law Library.  The motion carried unanimously.  (3/758)

 

EMA/County Coordinator’s Report:

 

HIPPA Training – Mr. McQueen advised the Board that the County’s Labor Law Attorney, Mike Grogan, has recommended that County employees be trained regarding the new HIPPA regulations.  Mr. Grogan advised him that he can do the training presentation at a cost of $2,500 and suggested that another County be invited to attend and share the cost.  Mr. Ferguson mentioned that he could contact the Medical Center and see if they can provide the training.  Motion by Commissioner Langford, seconded by Commissioner Bush, to allow Mr. Ferguson and Mr. McQueen to bring back more information regarding HIPPA training for County employees.  The motion carried unanimously.  (3/795)

 

Comprehensive Economic Development Strategy Update – Mr. McQueen referred to a letter from North Central Florida Regional Planning Council regarding the Comprehensive Development Strategy Update Survey.  Mr. McQueen recommended the following changes:

 

Delete:    #8, Parking to the downtown Trenton business district.

  #9, Linier Park beside the restored Bell Depot. 

 

Add:                 – Relocation of the well field for the City of Fanning Springs.

– Relocation of the well field for the City of Trenton.

– Extend city sewer to the Jail.

 

Mr. McQueen stated he would send in the survey if the Board approved.  The Board agreed.  (3/969)

 

Commissioner Suggs returned to the meeting at 5:15 p.m.

 

Request Regarding Mobile Home – Mr. McQueen presented a request for the Board to approve the location of a mobile home in the County by Mr. Michael Johnson.  He explained the mobile home passed a pre-inspection but it is an older mobile home that does not meet the current wind zone requirements.  He explained that the trailer was manufactured before these requirements were in place.  Motion by Commissioner Bush, seconded by Commissioner Langford, to accept the mobile home for Mr. Johnson.  The motion carried unanimously.  (3/1025)

 

Building Department Report – Mr. McQueen presented the Building Department report for the month of April 2003.  (3/1194)

 

Mobile Homes                            14 Total / 9 Replacements/ 5 impacts = $7,206.55

(Transportation = $5,357.15 / Capital = $1,849.40)


 

New Construction                      9 Total / 2 Replacements / 7 impacts = $10,089.17

(Transportation = $7,500.01 / Capital = $2,589.16)

 

Remodeling / Additions   1

Barns                                        2

Sheds                                        1

Roofing                                     2

Pools                                        0

Garages                                     2          (1 impact fee / $1,441.31/Trans $1,071.43 / Capital = $369.88)

Miscellaneous                            7

 

 

County Planner:

 

Resolution 03-39 – Mr. Chumley recalled at the last meeting the Board took action to reduce the fees for special exceptions for an off-site sign from $400 to $200.  Mr. Chumley presented Resolution 03-39 for approval.

 

                                                              RESOLUTION 03- 39

BEFORE THE BOARD OF COUNTY COMMISSIONERS, A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA SETTING FEES FOR CERTAIN ZONING REQUESTS MADE UNDER THE PROVISIONS OF THE LAND DEVELOPMENT REGULATIONS, AND MORE SPECIFICALLY, SPECIAL EXCEPTION REQUESTS FOR OFF-SITE SIGNS, PROVIDING AN IMMEDIATE EFFECTIVE DATE.

 

Motion by Commissioner Gentry, seconded by Commissioner Suggs, to approve Resolution 03-39.  The motion carried with Commissioner Suggs voting “no.”  (3/1215)

 

Local Mitigation Strategy Working Group – Mr. Chumley referred to an application with the Department of Community Affairs for a small planning grant to assist the Local Mitigation Strategy (LMS) Working Groups.  The purpose of this grant is to assist the LMS Working Groups in bringing their LMS into compliance with the Disaster Mitigation Act of 2000 criteria.  The grant awards are in the amount of $20,000 to each county with a $5,000 match.  The match may be in-kind services.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the application for the LMS grant.  The motion carried unanimously.  (3/1485)

 

Hazard Mitigation Grant Agreement – Mr. McQueen presented modification #5 for the Hazard Mitigation Grant Agreement.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to accept the modification to the Hazard Mitigation Grant.  The motion carried unanimously.  (3/1600)

 

Resolution 03-44 – Mr. Chumley presented Resolution 03-44 scheduling a petition for road closure for NW 32nd Place. 

 


                                                         RESOLUTION NO. 2003-44

A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA; DECLARING THAT, AT A DEFINITE TIME, DATE AND PLACE, A PUBLIC HEARING WILL BE HELD TO CONSIDER THE ADVISABILITY OF CLOSING A PORTION OF, AND DISPOSING OF THE ASSOCIATED COUNTY-OWNED ROAD SPACE AND/OR RIGHT-OF-WAY EASEMENT OF NW 32ND PLACE, A PUBLIC ROAD IN UNINCORPORATED GILCHRIST COUNTY; DIRECTING THAT NOTICE OF THE INTENT TO HOLD THIS PUBLIC HEARING BE PUBLISHED IN THE GILCHRIST COUNTY JOURNAL AT LEAST TWO WEEKS PRIOR TO THE DATE OF THE PUBLIC HEARING; AND PROVIDING AN EFFECTIVE DATE.

 

Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve Resolution 03-44.  The Public Hearing is scheduled for June 2nd at 2:00 p.m.  The motion carried unanimously.  (3/1642)

 

Commissioners’ Reports:     

 

Commissioner Suggs reported on the Legislative session held the past week.  Commissioner Suggs referred a letter of response from Mr. Chuck Dunnick regarding Representative Don Browns amendment to HB 1789.  She advised that she had discussed the issue with Carol Bracey in Tallahassee.  Commissioner Suggs suggested that the Commission consider discontinuing membership with the Florida Association of Counties in the future if the organization continues to approve actions that will effect the 27 small counties.  (3/1744)

 

Commissioner Suggs advised the Board of a new organization being formed, the Suwannee River Coalition for Progress.  She received a call from Commissioner Jerry Poole, Suwannee County, asking her to attend the next meeting.  (3/2153)

 

Commissioner Suggs presented a list of voting precincts and County parks to be included for maintenance services.  Motion by Commissioner Gentry, seconded by Commissioner Bush, to put out to bid for mowing services for the voting precincts, County parks and boat ramps.  It was suggested that a request for bid also be put out for garbage pickup for these properties.  Commissioner Gentry amended the motion to include a request for bid for garbage services on a weekly basis.  The Board asked Mr. McPherson to prepare the request for proposals.  The motion carried unanimously.  (3/2191)

 

Commissioner Gentry mentioned a complaint from a resident of the Fanning Springs Subdivision regarding dogs. He recalled at the last meeting, it was suggested this issue be handled by the Health Department.  Commissioner Gentry advised the Health Department has not responded to the complaint.  The concern by the resident is that the number of dogs penned on the neighbors property will create a health hazard.  (3/2654)

 

Commissioner Gentry advised the Board that he and Mr. McPherson had attended mediation with the Langford’s and their attorney regarding negotiations for the proposed right of way for

 


SE 70th Avenue (Martini Grade).  Mr. McPherson provided a draft copy of a contract for sale and purchase for consideration.  Commissioner Gentry recommended that the Board approve the contracts for sale and purchase. 

 

The meeting recessed at 6:05 p.m.

 

The meeting reconvened at 6:10 p.m. with Chairman Durden absent.

 

Commissioner Suggs called the meeting back to order at 6:10 p.m.  Commissioner Gentry referred to the contract for sale and purchase and provided the amounts for the properties as follows: Edgar Langford, $24,785; Ray Langford, $37,535; and Carol Mixon and Austin Martin, $14,000.

 

Motion by Commissioner Bush, seconded by Commissioner Langford, to approve a contract for sale and purchase up to $24,785 to Edgar Langford for his interest in the proposed right of way.  The motion carried unanimously. 

 

Motion by Commissioner Bush, seconded by Commissioner Langford, to approve a contract for sale and purchase up to $12,750 to Ray Langford for his interest in the proposed right of way.  The motion carried unanimously. 

 

Motion by Commissioner Bush, seconded by Commissioner Langford, to approve a contract for sale and purchase up to $14,000 to Carol Mixon and Austin Martin for their interest in the proposed right of way.  The motion carried unanimously. 

 

Mr. Gilliam recommended the Board establish a line item of $80,000 for land acquisition.  Motion by Commissioner Bush, seconded by Commissioner Langford, to establish an $80,000 line item for land acquisition to be funded from General Revenue Reserve.  The motion carried unanimously.   (3/2765)

 

Commissioner Langford discussed the possibility of widening CR 138 before the resurfacing project commences.  He told the Board that Whitehurst Construction has a piece of equipment the Road Department could lease in order to do the widening.  The Board discussed the fact that in the past the Road Department has not been able to do this kind of work because of the number of men it would take away from regular duties or the lack of equipment.  Commissioner Langford stated that he would pursue the matter.  Commissioner Suggs mentioned that Mr. Martin will be retiring in 2004 and that Mrs. Avery will also be retiring after she obtains her degree from college.  She suggested that during the budget process this year, the Board consider hiring a Supervisor of Public Works.  (4/362)

 

Commissioner Langford referred to a letter he received from the Florida Fish and Wildlife Conservation Commission regarding the Carver Landing boat ramp.  The Conservation Commission advises the facility needs to be repaired or closed.  They have requested the Board advise them of it’s intent.  If the Board wishes to repair it, funds may be available through the Florida Boating Improvement Grant fund.  The Board asked Mr. McQueen to contact them and obtain more information.  (4/384)


Commissioner Langford reported there have been problems with the Aderholt Road.  Charges were filed against one of the parties involved in an incident which occurred the past week.  Commissioner Langford suggested a deputy be available when the road grader is in operation on that road.  It was also suggested that the grader operator should be instructed that if approached by one of the individuals, he should leave the property and then use his radio to call for assistance.  Commissioner Langford stated he would advise Mr. Martin to have the operator do this. (4/527)

 

Commissioner Langford advised he attended a meeting the past week regarding the “Coming Home Program,” an assisted living facility program.  Gilchrist County does qualify and they have requested a committee be formed to initiate the process.  Ms. Verna Mae Eady and Mr. Frank Grant have been appointed to serve on the committee.  Commissioner Langford said it is an excellent program which will provide a 48 bed facility.  Mrs. Iris Roberts has offered to donate four (4) acres to the facility.  Commissioner Langford asked the Board to support the program as it is implemented.  (4/649)

 

Commissioner Langford mentioned that he had been told there was an EMS employee working in Linda Walker’s office that is getting paid to go to school.  Mr. McQueen told Commissioner Langford that the secretary is going to school but she is not getting paid to go to school.  She works part time. 

 

Commissioner Bush reported the Florida Crown Workforce may be closing the office in Trenton.  The Board of Directors will reach a decision at the meeting in June. 

 

Commissioner Bush advised he will be attending a class in Orlando for the Selective Service Board.                           

 

New Business:

 

Mr. Gilliam asked for approval to use the Board Room on June 17th from 4:00 to 6:00 p.m. for a retirement party for Barbara Matthews, Charlotte Burley,  Diana Harrison, Hazel Bryant and Mary Kate Colson.  Motion by Commissioner Bush, seconded by Commissioner Langford, to authorize the use of the Board Room on June 17th for the reception.  The motion carried unanimously. 

 

Commissioner Langford referred to a work order form he has drafted for the Road Department and asked the Board to review it.  He explained that he intends to use the forms to fax in work orders to be kept on file as they are processed. 

 

Old Business:

(None)

 

 

 

 

 


Public Participation:

(None)

 

There being no further business to discuss, Commissioner Bush moved to adjourn at 6:50 p.m. The motion was seconded by Commissioner Langford and carried.  

 

 

 

APPROVE:

 

 

ATTEST:                                                                                                                                               Randy Durden, Chairman

 

 

                                                               

Joseph W. Gilliam, Clerk