MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD JULY 21, 2003.
The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, July 21, 2003 at 4:00 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
(Commissioner Gentry arrived at 4:24 p.m.)
Others in attendance were: Joseph W. Gilliam, Clerk of Court, John McPherson, County Attorney, Lyndsay Parrish, Deputy Clerk, Sam Ferguson, Director of Finance, Jacki Johnson, Deputy Clerk, Ron McQueen, EMA/County Coordinator, Ben Chumley, County Planner, Diane Avery, John Ayers, Nathan Martin, Bo Bass, Evelyn Meece, Sheriff Turner, Theron Hudson, Joan Stephens, Ron Mills, Steven Gladin.
Call to Order:
Commissioner Durden called the meeting to order at 4:00 p.m. with Commissioner Gentry absent. Commissioner Langford delivered the Invocation and lead the Pledge of Allegiance.
a) P.O. # 301800, Dixie County Commissioners, mosquito spraying, ($2,352.00)
b) P.O. # 301804, Anderson Columbia, final pay request CR 341, ($60,057.53)
c) P.O. # 301805, Mills Engineering Company, inspection of CR 341, ($5,067.52)
d) Budget Entry, #BE3-074, Road Department, ($35,795.06)
e) Budget Entry, #BE3-071, Other Buildings Operations, ($5,540.00)
a) Bid for mobile home at Sheriff’s Office from Tia McKenzie, ($500.00)
b) Quote from Creative Modular Buildings, (for discussion)
c) Ring Power - Automatic Shutdown Switch
d) SHIP Subordination Agreement for Carmel McGee
Motion by Commissioner Suggs, seconded by Commissioner Bush, to accept the agenda with the changes mentioned. The motion carried unanimously.
1. Approval of Budget Entries:
a. #BE3-061, General Fund ($2,120)
b. #BE3-062, Solid Waste Fund ($3,400)
c. #BE3-063, Local Housing Assistance Trust Fund ($3,500)
d. #BE3-066, General Fund ($31,676)
e. #BE3-067, FEMA Fund ($130,000)
f. #BE#-068, Emergency Medical Service Fund ($79,829)
g. #BE3-069, Fire District Trust Fund ($69,725)
h. #BE3-070, Law Enforcement Trust Fund ($6,819)
i. #BE3-072, Fire District Trust Fund ($3,653.85)
2. Approval of Minutes:
– Regular Meeting, July 7, 2003
Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the Consent Agenda. The motion carried unanimously.
Code Enforcement Hearing Officer - Mr. McPherson reported David LaCroix has executed the contract to serve as the Code Enforcement Hearing Officer.
SHIP Defaults - Mr. Gilliam told the Board that Will Mitchell did respond and after talking with Mr. McPherson they decided that if the details in Mr. Mitchell’s letter is true then he would not be in default. Mr. Gilliam suggested that they put something in the policy regarding absentee land owners or those who may be renting a room out to others. He suggested that a certain time period be established that the owner can be away and still claim the home as their permanent residence. Mr. Gilliam reported that Dennis was in the process of working with the committee towards developing stricter guidelines. (1/62)
Mr. Gilliam told the Board that Kimberly Quincey had been out of town on vacation and that she was in the process of refinancing, once she obtains the financing she intends to pay off the SHIP portion of the mortgage.
Pending Litigation - Mr. McPherson reported that there has been no activity in any of the pending cases with Gilchrist County.
Special Assessment District Petition - Mr. McPherson presented the Board a draft of the Petition for Creation of a Special Assessment District. The purpose of the petition is for private property owners to request that the Commission set a public hearing to consider the establishment of a Special Assessment District. Commissioner Langford asked if only the people who own road-frontage property are in the district. Chairman Durden said that it will effect all people inside of the special district that they draw. Mr. McPherson said that as long as 70 percent of those with frontage have to be included in the district. Chairman Durden said that he believes it is fair for all of those within the district boundaries pay as long as they use the road. Mr. McPherson said that the Board might want to make sure that 70 percent of those with frontage and 70 percent of those within the district signed the petition.
Commissioner Gentry arrived at 4:24 p.m.
Mr. McPherson also reviewed the rest of the instruction sheet and attachments. Chairman Durden asked if there was a time limit for paying the assessment that is imposed by the state or can it go as long as the Board wants. Mr. McPherson was unsure but he thinks it would be perpetual or renewable after a certain time period.
Mrs. Meece from Appaloosa Trails asked what the Board meant by frontage. She wanted to know if those in the subdivision who did not use the dirt roads of the subdivision would have to be included. Mr. McPherson said that the district could be drawn to exclude those who do not use the subdivision’s road. Mrs. Meece brought up the fact that Mr. Cox, the developer, retains ownership of the roads in Appaloosa Trails. Mr. McPherson said that part of the special assessment would be to purchase that right-of-way if he doesn’t donate it to the County. Commissioner Langford said that he told someone from Appaloosa Trails to contact Mr. Cox and have him write a letter saying he is willing to donate the right-of-way to the County.
Motion by Commissioner Suggs, seconded by Commissioner Langford, to accept the form for a Petition for a Special Assessment District. The motion carried unanimously.
Commissioner Suggs asked if this would supercede those roads that the County has identified as roads that need improvement. Chairman Durden said that we need to put together a road committee that can bring a recommendation to the Board. (1/135)
Additional Homestead Exemption Survey for Seniors- Mr. Gilliam referred to a survey on Homestead Exemption for Seniors and said that the original plan was to put the survey in with the TRIM packages for those who would qualify. He stated that the problem is that it is not known how many persons are over 65 so they would have to put a survey in every TRIM package, and there are between 14000 and 15000 parcels. Mr. Gilliam said that the copy cost would be around $238.00 plus an additional cost to have the envelopes stuffed. This would not take affect next year and with the budget problems we have this upcoming year, Mr. Gilliam wanted to know if the Board even wanted to consider this. The Board took a vote to decide if the notices should be sent: Suggs, no; Gentry, no; Langford, yes; Bush, no; Durden, no. (1/758)
Blue Cross Blue Shield - Mr. Gilliam provided the proposed rates received from Blue Cross Blue Shield. He pointed out there is approximately a 3.4% increase.
EMPLOYEE RATE 30%
Budget Workshops - Mr. Gilliam reviewed the proposed budget workshop schedule for the FY 03/04 budget.
August 7 - 5:00 – Sheriff
August 11 - 5:00 – Supervisor of Elections
5:15 – Property Appraiser
5:30 – Tax Collector
5:45 – Clerk
6:00 – Ron McQueen
-Emergency Management/County Coordinator
-Protective Inspections (Commissioner Bush)
August 14 - 4:00 – Hart Springs
4:15 – Fire
4:30 – EMS
4:45 – County Extensions
5:00 – Solid Waste
5:15 – Road Dept
5:45 – NCF Regional Planning Council Dues
6:00 – GCRA
6:15 – Bell Library
6:30 – NCF Regional Health Planning Council
6:45 – Foster Parents
August 21 - 4:00 – Health Dept
4:15 – Chamber of Commerce / Development
4:30 – Tourist Development Board
4:45 – LARC
5:00 – Mental Health
5:15 – Soil & Water Conservation
6:00 – Board Depts. (Please have any questions for these
Finance & Administrative
Property Appraisal Adjustment Board
County Audit Trust Fund
Judicial / County Court
Other Building Operations
County Health Care Subsidy
Guardian Ad Litem
August 25 - 5:00 – FEMA
5:15 – Transportation Impact
5:30 – Capital 301
5:45 – Departments Related to Article V
Diane Avery, Solid Waste - Mr. Gilliam presented a quote from Creative Modular Buildings for a new 10 x 28 modular unit for the Highway 47 Drop Off Site.
Cash Sale Price - $10,490.00
Delivery - $395.00
Setup - $450.00
Total - $11,335.00
Mrs. Avery told the Board that she felt that this building would serve their purpose. Mr. Gilliam pointed out the cost exceeds the bid requirements of $10,000.00. Motion by Commissioner Suggs, seconded by Commissioner Gentry, to waive the bid requirements for the building at Solid Waste and to go with the offer from Creative Modular Buildings. Commissioner Langford asked if $11,335.00 would be the bottom line figure. Mrs. Avery said that there is still the setup cost of the septic and electric. The motion carried unanimously. Commissioner Suggs asked if we needed to put out bids for the septic tank. Mr. Ferguson said that Mrs. Avery needed to get three quotes. (1/1198)
Tourist Development Board - Mr. Gilliam presented the Tourist Development Boards request for the $5,000.00 for the matching Rural Regional Development Grant. Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the disbursement request from Tourist Development Board for $5,000.00. The motion carried unanimously. (1/1396)
Meridian Behavioral Healthcare - Mr. Gilliam informed the Board that Meridian Behavioral Healthcare has requested DeWayne Yates be reappointed to their Board of Directors as the representative for Gilchrist County. The appointment would be from July 1, 2003 through June 30, 2006. Motion by Commissioner Suggs, seconded by Commissioner Langford, to re-appointed DeWayne Yates to the Board of Directors for Meridian Behavioral Healthcare. The motion carried unanimously. (1/1431)
SHIP Program - Mr. Gilliam advised that the County is required to complete a Certification of Regulatory Requirements on our SHIP program annually. Mr. Gilliam said that this certifies that we have adopted in our LHAP regulations that expedite the permitting process for SHIP applicants. Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the Chairman’s signature. The motion carried unanimously. (1/1452)
Purchase Request for Jail - Mr. Gilliam presented the purchase request from the sheriff for paint and supplies for the jail. Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the purchase request for $713.21. Sheriff Turner said that the total they wanted to use was $745.91. The increase is due to a better quality paint. Commissioner Suggs amended the motion to change the amount to $745.91. The motion carried unanimously. (1/1480)
Resolution 03-56, SW 35th Ave - Commissioner Durden presented Resolution 03-56 authorizing SW 35th Avenue. Motion by Commissioner Bush, seconded by Commissioner Langford, to approve Resolution 03-56.
RESOLUTION NO. 2003-56
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA; ESTABLISHING THE BASIS FOR AND AUTHORIZING THE USE OF ROAD IMPACT FEES FOR THE PAVING OF A PORTION OF SW 35TH AVENUE IN UNINCORPORATED GILCHRIST COUNTY; SETTING A MAXIMUM AMOUNT OF IMPACT FEES TO BE USED ON THIS PROJECT; AND PROVIDING AN EFFECTIVE DATE.
Commissioner Langford shared that the total cost for the supplies would be around $7,178.00 and that an employee from Levy County would be willing to run the machine. Commissioner Suggs wanted to know why someone from our Road Department couldn’t run the machine. Nathan Martin said that there is no time for error and the department doesn’t have anyone experienced enough to work the machine. Mr. Martin said that the Board needs to consider the cost of renting the roller. Commissioner Langford said that he could get the roller from Levy County. Commissioner Durden stated that there is $10,000.00 in impact fees from last year that can be used. Commissioner Langford informed the Board that there will have to be an apron for North Florida Peanuts trucks to enter the county road. Mr. Bo Bass has agreed to put the apron on the road and asked if he could pay to have the asphalt poured while the road was being paved. Mr. Bass informed the Board that in the last five years they have paid $34,749.18 in impact fees, property taxes, and intangible taxes. Mr. Bass also stated that in one year his trucks make 24,200 trips down SW 35th Avenue and that is expected to increase. The motion on the floor carried unanimously. (1/1553)
The meeting recessed at 5:17 p.m.
The meeting reconvened at 5:28 p.m.
Chairman Durden advised that the Board needed to make a motion to move the $10,000.00 from the widening project over to the SW 35th Avenue paving project. Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve the $10,000.00 transfer. The motion carried unanimously.
Public Hearing: Budget Amendment / Capital Projects Fund - Resolution 03-55 is a resolution to amend the Capital Projects Fund for the Hart Springs Manager’s residence by an increased amount of $125,000.00. Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve Resolution 03-55. Mr. Ferguson said that we are only going to finance $93,324.00 for five years because the General Fund in going to pay the $31,676.00. The motion carried unanimously. (1/2098)
Keith Mock / Request For Purchase From Lands Available For Taxes - Mr. Mock was not present at the meeting. Motion by Commissioner Suggs, seconded by Commissioner Langford, to deny the request from Mr. Mock for his bid of $1,985.00 for a parcel on the List of Lands because it was too low. Mr. McPherson said that by statute the Board can only accept the opening bid, which would be the $5,171.65. The motion carried unanimously. (1/2338)
Loan / Capital City Bank - Mr. Gilliam presented the Board with a letter to Capital City Bank to draw $100,000 line of credit to pay bills for the resurfacing of CR 341. Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the request to draw $100,000 from the line of credit with Capital City Bank. The motion carried unanimously. (1/2430)
Surplus Mobile Home - Mr. Gilliam presented a bid from Tia McKenzie for the Sheriff’s Office surplus mobile home in the amount of $500. Mr. Gilliam said that Ms. McKenzie is aware that it is her responsibility to move the trailer. Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve the bid from Tia McKenzie for $500.00. The motion carried unanimously. (1/2496)
Carmel McGee: SHIP Subordination Agreement - Mr. Gilliam presented a request from SHIP recipient, Carmel McGee, for a subordination agreement. Ms. McGee has met with Mr. Radice and it meets the 80 percent guidelines, she is reducing her interest from a 7.40 percent adjustable rate to a 6.25 fixed rate and from 20 years to 15 years. Mr. Gilliam recommended that the Board approve the subordination agreement. Motion by Commissioner Gentry, second from Commissioner Suggs, to approve the SHIP Subordination Agreement from Carmel McGee. The motion carried unanimously.
Ring Power Shutoff Switch - Mr. Ferguson said that he had contacted Ring Power and they said that the installation of the switch would not effect the machine or the warranty of the machine unless the switch itself causes damage to the grader. Mr. Ferguson also reported that the new graders are computerized and will shut off at a certain temperature so we do not need to have them installed in the new machines. Mr. Gilliam said that the cost would be $260.00 plus installation costs. The Board decided at the July 7th meeting to purchase one shutoff switch and have it installed after checking with RingPower concerning the warranty. The Board decided to go through with installing one shutoff switch. (1/2627)
Commissioner Suggs left the meeting at 5:42 p.m.
EMA/County Coordinator’s Report:
Interlocal Agreement for Animal Control - Mr. McQueen presented the Interlocal Agreement with Alachua County for the euthanasia and disposal of animals. Motion by Commissioner Gentry, seconded by Commissioner Langford, to approve the Interlocal Agreement. Mr. McPherson referred to paragraph 7 that allows Alachua County to terminate the agreement in 48 hours. He felt this short notice could leave the County in a tough situation. The motion carried unanimously. (1/2900)
Waters Lake Update - Mr. McQueen said that they are preparing a modification of the contract to send as soon as they get the cost back on the boat ramp. He said that Mills Engineering provided them with information on a boat ramp down south. Mr. McQueen said that he received the materials in the mail this week. (1/3020)
Alachua County Tipping Fee Increase - Mr. McQueen informed the Board that we have been notified that there will be a $4.00 increase per ton in the transfer station tipping fees. The Board signed an agreement at the last Board meeting for Gilchrist County to run a test during the month of August at New River Landfill. Mr. Gilliam asked if we needed to pass on the increase at our facilities. Mr. McQueen responded that the increase is going to have an effect on the budget. Mr. McQueen referred to the possibility that if things work out with New River Landfill it would keep us from having to adjust our costs. (1/3063)
Handicap Parking at Voting Precincts - Mr. McQueen reported that Gerald Lanier acquired three (3) estimates to have handicap parking laid at the voting precincts. The slabs are to be 17 ft wide and 24 ft long plus a 4 ft wide, 10 ft long sidewalk. The three estimates came from Paul’s Masonry & Concrete, S & T Service, and John W. O’Steen. Mr. McQueen asked the Board if they wanted to proceed with this project in this budget year or if we should wait until next year. Mr. Ferguson recommended the Board to go ahead and use this year’s budget. Motion by Commissioner Bush, seconded by Commissioner Langford, to accept the estimate from Paul’s Masonry & Concrete for $6,346.62. The money is to come from General Reserve. The motion carried unanimously. (1/3133)
SRWMD / Wake Zones - Mr. McQueen said that Suwannee River Water Management District sent him a fax concerning a meeting to discuss how high the river can get before they issue a no wake zone. Mr. McQueen indicated that the SRWMD wants to know if counties see a need for the no wake to be instituted earlier. Commissioner Durden asked Mr. McQueen to gather information and bring it back to the Board. (1/3390)
Emergency Management Grant - Mr. McQueen requested that the Board authorize the Chairman to approve remaining expenditures out of the Emergency Management Grant up to $10,000. Motion by Commissioner Gentry, seconded by Commissioner Langford, to allow the Chairman to work with Mr. McQueen in closing out his budget not to exceed $10,000. The motion carried unanimously. (2/116)
New Employee / Operations - Mr. McQueen said that he was going to interview and hire for the new operations employee. Mr. Gilliam asked if there had been any applicants to the road-side cleanup position that had been advertised. Mr. McQueen reported that there has been three applicants. Chairman Durden said that he would get with Mr. McQueen and Mr. Gilliam to decide the salary range for that position. (2/140)
Code Enforcement Officer:
Dog Kenneling - Chairman Durden handed out a Memo from Diane Rondolet concerning dog kenneling. The County’s definition of a kennel is not clear. Commissioner Durden recommended that the information from Ms. Rondolet be sent to the Planning and Zoning Board so they can help define a kennel within the County. Motion by Commissioner Gentry, seconded by Commissioner Langford, to send this to the Planning and Zoning Board so they can bring a recommendation back to the Board. The motion carried unanimously. (2/178)
The Meeting recessed at 6:00 p.m. for the Board of Adjustment Meeting.
The Meeting reconvened at 6:30 p.m.
Jail fire alarm system / Gator Fire Equipment - Sheriff Turner reported that Gator Fire had completed the annual fire inspection and they submitted a report of their findings. Sheriff Turner presented a proposal of five items that need to be addressed. Sheriff Turner asked the Board’s approval of the proposal in order to bring the jail up to code. Discussion was held concerning the original report sent by Gator Fire Equipment. Motion by Commissioner Langford, seconded by Commissioner Bush, to approve the expenditure of $4,985 from General Reserve to Gator Fire Equipment to correct the fire system at the jail. The motion carried unanimously. (2/242)
Scott Wolfe / Plumbing - Sheriff Turner said that he had been told previously that a new toilet had been ordered for cell #8 but Scott Wolfe told him that it had not. Mr. Gilliam replied that Mr. Wolfe had been authorized to order the toilet. Sheriff Turner said that he would contact Mr. Wolfe and have him place the order. (2/545)
Commissioner Langford suggested the Board discuss the purchase order from Raney’s Truck Service for $5301.45. Commissioner Langford and Nathan Martin were advised that if this happens again they are to bring the purchase order back to the Board if it is over the approved amount. Motion by Commissioner Gentry, seconded by Commissioner Langford, to approve the purchase order to Raney’s Truck Service for $5,301.45. The motion carried unanimously.
Nathan Martin mentioned that the Timber Jack is working well. He also reported that they have been cited for three violations at the mine by the Bureau of Mine Safety. Mr. Martin said that they have a certain time to correct them and they have been fixed. He shared that the water in the pit has fell 12 inches and if it continues to go down they will be able to get some rock.
Commissioner Gentry reported that the carbon blades that had been bought for the trimmer were poor quality and that he had sent them back and ordered six regular blades for $906. Commissioner Gentry had the old blades sharpened for $200 and told Wayne to have them sharpened once a week. Motion by Commissioner Langford, seconded by Commissioner Bush, to show that we returned the carbon blades and bought regular blades. The motion carried unanimously.
Mr. Martin also asked Commissioners Durden and Gentry if they would mind if the graders for their districts were combined for a short time. Both Commissioners agreed.
Commissioner Gentry asked if a decision had ever been made concerning the air conditioner on the limber. Mr. Gilliam said that the Board decided that a written quote should be brought back for discussion. Mr. Martin said that he would get an estimate.
Mr. McQueen asked the Board if the Sheriff had talked to them about putting in a helicopter landing pad. Chairman Durden said that he told Sheriff Turner to get a quote and bring it back to the Board for discussion.
Commissioner Langford reported that the Road Department hired a new employee for a general maintenance position that did not meet the qualifications for the job. Commissioner Langford said that the man should have had a CDL license to be hired because it is in the job classification. This job classification does not allow you 90 days to obtain a CDL License. Mr. McQueen said that in 2001 the Board decided that anyone hired in the Road Department must have a CDL License. Commissioner Langford suggested that new employees should have to wait to begin working until after their drug tests and background check results come back. Chairman Durden suggested that there be witnesses to the signature of new employees to verify that they did read the material.
Mr. Ferguson pointed out that the Board approved a Budget Adjustment earlier today to adjust the Road Departments budget by $35,795.06 and of that $33,897.96 was for repair and maintenance. Mr. Ferguson advised the Road Department to be very cautious in their spending.
Commissioner Bush reported that he called Tallahassee about the boat ramp on the L.R. Thomas Road. Tallahassee said that in January they would be sending a letter to the coordinator for grants. Commissioner Langford mentioned that previous minutes show that he was supposed to contact the Conservation Commission and report back to the Board but the task was turned over to Commissioner Bush. Discussion was held concerning which boat ramp they were referring to.
Commissioner Bush advised that he had attended the Florida Crown Appreciation Banquet.
Commissioner Bush reported that he received a letter from Suwannee River Planning Council asking for someone to serve on the disadvantage committee to represent Florida Crown. Commissioner Bush asked if the Board would allow him to serve on that committee. Commissioner Durden said there were no objections.
Commissioner Bush reported that the Pure Water Wilderness meeting went well on Wednesday. Progress Energy presented $20,000.
Commissioner Gentry reported that he has received the revised contract from the Langford’s lawyer but they have not heard from them. Lee Mills has provided the preliminary plans for the retention areas for SE 70th Avenue. Commissioner Gentry said that there is still some negotiating because some people were paid for their property and others did not and that has caused some hard feeling. Mr. Gilliam said that the individual land acquisition contracts will come back to the Board and that the dollar figure will be approved. Mr. Gilliam also said that we should not close on them individually until we have signatures on all of them. The Board decided that they should not commit a check until all of the right-of-ways have been acquired.
Chairman Durden asked if we needed to advertise for the opening on the Planning and Zoning Board. Mr. McQueen said that Jimmy Downing was going to serve out the remainder of his term. Mr. McPherson said that we need to find out if Mr. Downing’s term runs out in October. Mr. McQueen said that we need to advertise all of the positions that are due in October and then if we want to reappoint someone we can do that later. No action was taken.
There being no further business to discussion, Commissioner Langford moved to adjourn at 7:35 p.m. The Motion was seconded by Commissioner Gentry and carried unanimously.
ATTEST: Randy Durden, Chairman
Joseph W. Gilliam, Clerk