The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, August 4, 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, Ron McQueen, EMA/County Coordinator, Ben Chumley, County Planner, G.P. Thompson, Evelyn Meece, Jose Cinton, Linda Walker, Brian Mercier, John Ayers, Nathan Martin, Sheriff David Turner, Michael Lamar, Diane Rondolet.


Call to Order:


Chairman Durden called the meeting to order at 1:25 p.m.  Commissioner Gentry delivered the Invocation and Commissioner Langford led the Pledge of Allegiance. 


Agenda Changes:



1.                  Resolution 03-57 (Repeal of Resolution 03-09)

2.                  Reimbursement requests for the CR 337 project and the CR 341 project.  (Small County Road Assistance Program)

3.                  BellSouth (Attachment ‘A’ to contract on agenda)

4.                  Budget Recap – for period ending August 1, 2003

5.                  Sheriff’s proposed budget – revised budget request for the August 7th meeting.

6.                  SHIP Subordination request – McGee

7.                  Purchase request – Gray Construction ($32,886.90)



1.              SRWMD – Letter re:  August 1, 2003, Standard Tentative Budget Submission

(Copy on file in the Clerk’s Office)


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



Consent Agenda:


1.                  Approval of Bills

2.                  Approval of Budget Entry #BE3-073                       

3.                  Approval of Minutes: Regular Meeting, July 21, 2003


Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the Consent Agenda.  The motion carried unanimously. 


Clerk’s Report:


IRS / Dept. of the Treasury – Mr. Gilliam referred to a letter from Mae Whitlow, Department of the Treasury, concerning recommendations following a recent compliance check.  He pointed out that one of the findings concerned non cash fringe benefits including car vehicle valuations.  Mr. Ferguson explained that in discussion with Ms. Whitlow she advised the County was not currently charging the $3 tax credit on some of the vehicles.  These vehicles are used by Mr. McQueen, Mr. Brideson and Ms. Walker.  Mr. Gilliam recommended the Board approve the $3 tax payroll deduction for these employees.  Mr. Ferguson stated that there are some vehicles taken home at this time that have not been approved by the Commission.  Ms. Johnson mentioned that there are other methods used to value the vehicle use for commuting but these methods are more complicated than the Commuting Rule which values the commute $1.50 each way.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to immediately come into compliance with the IRS tax deduction for take home vehicles and to request each department provide a list of vehicles taken home by the next meeting.  The motion carried unanimously.                                        


School Board – Mr. Gilliam advised the School Board had asked permission to use the Board Meeting Room beginning August 5 until the renovations to their meeting room have been completed.  Since that time, he was notified that they have made other arrangements.  He suggested the Board authorize the School Board to use the meeting facility on future occasions scheduling it’s use through the Clerk’s Office.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the School Board to use the meeting facility in the future with the scheduling through the Clerk’s Office.  The motion carried unanimously.  (01/418)


Suwannee Valley Leagues – Mr. Gilliam referred to a list of participants submitted by Suwannee Valley Leagues.  The total number of participants for 2003 is 188.  Mr. Gilliam recalled the Board had approved a contribution of $3 for each participant.  Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve payment to Suwannee Valley Leagues in the amount of $564.  The motion carried unanimously.  (1/448)


Suwannee River Partnership – Mr. Gilliam advised a video was received from the Suwannee River Partnership entitled “Protecting Florida’s Groundwater Through Best Management Practices.”  Chairman Durden asked Mr. Gilliam to schedule viewing of the video at a future meeting.  Commissioner Suggs asked Chairman Durden if he would be willing to serve as an alternate on this committee in the event she is unable to attend.  Chairman Durden agreed.

BellSouth Agreement – Mr. Gilliam presented the BellSouth Business Premium Rewards Program Term Agreement for approval.  He pointed out the agreement provides a 10% discount for a two-year term or a 15% discount for a three-year term.  He recommended the Board approve the three-year agreement.  Motion by Commissioner Gentry, seconded by Commissioner Suggs, to approve the BellSouth agreement for a three-year term.  The motion carried unanimously.  (1/553)                                                              


Road Department: 


Mr. Martin reported the Department has one (1) truck out for transmission repairs.  Because Ocala Transmission recently replaced the transmission they sent a representative to pick up the truck for repairs at no additional cost. 


Chairman Durden recognized Mr. Hosea Cintron, 3579 SW 42 Court, Bell, who explained the need to repair 42nd Court.  He stated that after a heavy rain there are areas in the road that are underwater for days and smaller cars are unable to go through.  Mr. Martin told the Board he would go out and see what needs to be done to correct the problem. 


Commissioner Bush asked Mr. Martin about the status of the Timber Jack limber.  Mr. Martin replied the limber is in operation but they will be using the smaller limber for the school bus roads. 


Mr. McQueen advised that after advertising and interviewing for the inmate squad leader position, he has decided to transfer Mr. John Philman to this position from the Road Department.  This will leave another vacancy in the Road Department.  Mr. Martin informed the Board that Mr. Lavern Sanders will be retiring on the 29th of August.  (1/619)


Attorney’s Report:


Fireworks Ordinance – Mr. McPherson presented a draft ordinance for fireworks regulations for review.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to schedule the proposed ordinance for adoption on Thursday, September 4th.  The motion carried unanimously.  (1/1015)


Code Enforcement Hearing Officer – Mr. McPherson advised Mr. Allan Kay has executed the contract with the County to serve as alternate code enforcement hearing officer.  (1/1298)


Ginnie Springs v. Gilchrist County – Mr. McPherson advised a case management conference has been scheduled for this case on Thursday, August 7th.  (1/1305)


Poitevint v. Gilchrist County – No activity.


Brooks and Strickland v. Aderholts and Gilchrist County – No activity.            




Special Assessments – Mr. McPherson recalled that a question was raised at the last meeting as to whether there is a 10-year limitation on the imposition of special assessments.  He stated he could not find such limitation and that the Board could impose a limitation or impose it indefinitely.  (1/1340)


Spring Water Bottlers – Mr. McPherson recalled that he was asked to check on whether Marion County is collecting a tax on extractions of spring water within the county.  He spoke with the Marion County Attorney’s office and was told that Marion County is not doing so.  Mr. McPherson said he also checked the statutes and can find no authorization for a county to impose the tax.  A county may not impose a tax unless the tax is expressly authorized by the state constitution or general law.  (1/1352)


Clerk’s Report (continued):


Appaloosa Trails Homeowners Association – Mr. Gilliam recognized Mrs. Evelyn Meece.   Mrs. Meece had contacted him earlier and mentioned that the Homeowners Association may be dissolved by some of the members who want the County to take over maintenance of the roads.  Mrs. Meece told the Board that she is the President of the Homeowners Association and several of the members took over at a recent meeting to dissolve the association.  Mr. Gilliam stated that this may not be possible because there are liens filed in the public records against some of the properties involved.  (1/1464)


Resolution 03-57 / Capital City Bank Loan – Mr. Gilliam presented Resolution 03-57 for approval.  He pointed out the resolution repeals Resolution 03-09 changing the loan from thirty-six (36) monthly payments to specify three (3) annual payments.





Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve Resolution 03-57.  The motion carried unanimously.  (1/1545)


Reimbursement Request – Mr. Gilliam presented reimbursement requests for the CR 337 project and the CR 341 project from the Small County Road Assistance Program.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve the reimbursement request in the amount of $36,332.49 for the CR 337 project.  The motion carried unanimously.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve the reimbursement request in the amount of $927,550.30 for the CR 341 project.  The motion carried unanimously.  (1/1571)                                                             



Gray Construction, Purchase Order – Mr. Gilliam presented a purchase order to Gray Construction in the amount of $32,886.90 for the second pay request for the Hart Springs manager’s residence.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the pay request in the amount of $32,886.90 to Gray Construction.  The motion carried unanimously.  (1/1630)


SHIP Subordination Agreement – Mr. Gilliam presented a subordination request from Teresa McGee.  He advised the balance of the SHIP mortgage is $6,093, the balance of the first mortgage is $29,500 and a second mortgage is $13,015.  The total is $48,608.  The appraised value of the home is $68,000.  Mr. Gilliam pointed out that the new first mortgage will be $65,500 bringing the total, including the SHIP mortgage, to $71,593 which is 105% loan to value.  He stated that the Loan Review Committee has recommended denial of the subordination.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to deny the subordination request for Teresa McGee.  The motion carried unanimously.  (1/1658)


Budget Recap – Mr. Gilliam submitted and reviewed the budget recap for the period ending August 1, 2003.  (1/1716)








% Expended

Revenue Received

% of Budget

General Revenue

$ 6,993,859

$    5,451,458


$ 6,460,367


Law Enforcement

$    12,961

$          2,450


$    12,731


MSTU - Fire

$  444,974

$       222,683


$  450,340


Court Facility

$    26,795

$          2,095


$    26,191


Law Library

$    12,813

$         10,019


$    12,227



$  991,143

$       918,275


$  753,672



$ 1,165,178

$       993,594


$ 1,011,303


Transp. Impact

$ 5,550,485

$    1,313,623


$  983,896


Fine & Forfeiture

$  228,667

$       188,676


$  244,392


St Atty & PD

$  150,072

$         57,891


$  154,321



$  758,602

$       251,401


$  419,472


Current Capital

$  174,633

$         32,492


$  161,002


Capital 301

$ 2,006,171

$       231,457


$  492,346


Capital 306/Impact

$  249,963


$  249,851



$ 1,133,806

$       704,043


$ 1,177,302


Solid Waste

$ 1,576,587

$       816,074


$ 1,275,714


Law Enforcement

$      6,283

$          2,114


$      6,467




Bids, Hart Springs Manager’s Residence – Mr. Ferguson presented the bids received for the financing of a loan in the amount of $93,225 for the Hart Springs manager’s residence as follows: 


1) Capital City Bank                        3.26%                        5-years

2) Drummond                                    3.25%                        5-years

3) Tri-County                                    2.75%                        5-years


Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve the financing of the residence at Hart Springs with Tri-County Bank at 2.75%.  The motion carried with Commissioner Bush abstaining from the vote.  (1/1730) 



EMS Report:


Purchase Requests  Ms. Linda Walker presented a purchase order request in the amount of $3,478.04 for equipment for the ambulances to be paid from the County Awards Grant.  Motion by Commissioner Gentry, seconded by Commissioner Suggs, to approve the expenditure in the amount of $3,478.04.  The motion carried unanimously. 


Ms. Walker also submitted a purchase request in the amount of $2,450 for a stretcher to be paid out of the state matching grant.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to approve the expenditure in the amount of $2,450.  The motion carried unanimously.  (1/1906)


Employee Request – Ms. Walker told the Board that one of the EMT’s has been out on Medical Leave and will be resigning his position.  He has exhausted all of his leave time and he will be unable to return to work.  This employee has had a payroll deduction to reimburse the County for the amount owed for training that he did not complete.  Ms. Walker asked that the balance of this debt be waived considering the circumstances.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to waive the balance owed due to hardship pending his resignation.  The motion carried unanimously.  (1/2142)


Collections Report – Ms. Walker reported that the EMS Department has collected approximately $350,000 to date.  She stated that she anticipates a total of $400,000 will be collected in this fiscal year. 


Request for Additional Position  Ms. Walker asked the Board to consider allowing her promote one of the EMS employees into a new assistant position in her office.  She explained this employee would still work a 24-hour shift on the ambulance and then scheduled hours in the office assisting her with operations.  She stated this employee would also be on call 24-hours per day.  Chairman Durden told Ms. Walker to include the request for a new position in the proposed budget for FY 03/04 to be discussed in the upcoming budget workshops.  Ms. Walkers advised that the current billing clerk will remain employed on a part-time basis to train the new billing clerk.  (1/2458)


Suwannee River Economic Council – Ms. Walker advised she was contacted by Mat Pierson, the Director of the Transportation for Disadvantaged regarding the possibility of the EMS Department transporting citizens for doctors appointments.  Recently Dixie County opted out of the Transportation Disadvantaged Program and decided to use their EMS department for the stretcher transports.  Mr. Pierson has suggested that Gilchrist County do the same.  He told Ms. Walker that there would be an average of ten (10) transports per month .  Ms. Walker estimated that this would provide approximately $18,000 to $20,000 per year in revenue.  She explained that she had discussed the issue with Mr. McQueen and there would be concerns about the effect it would have on availability for 911 calls and extra vehicles.  She called Mr. Pierson and asked him if the program could provide a van for this use.  Ms. Walker also suggested that if an the new position is approved for her office, that person would be available for transports.  Chairman Durden asked Ms. Walker to contact Mr. Pierson and bring back information to the budget workshop.  (1/2810)


Quarterly Writeoffs – Ms. Walker advised she will bring the quarterly writeoffs for approval to the next Board meeting.  She explained these are accounts that have been deleted and sent to the collection agency.  She told the Board that she needs direction regarding guidelines on when to send accounts to the collection office.  Chairman Durden asked Ms. Walker to meet with the Finance Department and bring back a recommendation for a guideline concerning writeoffs.  (1/3173)


The meeting recessed at 3:10 p.m.


The meeting reconvened at 3:20 p.m.


EMA/County Coordinator’s Report:


Household Hazardous Waste Interlocal Agreement – Mr. McQueen presented the Household Hazardous Waste Cooperative Collection Interlocal Agreement with Alachua County for approval.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the interlocal agreement with Alachua County.  The motion carried unanimously.  (02/001)


Revised Local Mitigation Agreement – Mr. McQueen presented the Local Mitigation Agreement with the Department of Community Affairs (CFDA No. #83-557).  He stated this is an amendment to the current agreement.  Motion by Commissioner Suggs, seconded by Commissioner Langford, to adopt the revised Local Mitigation Agreement.  The motion carried unanimously.  (2/024)   (Note: This agreement is the original agreement which allows for the amendment of the current Local Mitigation Plan.)


Waste Water Permit Approval – Mr. McQueen referred to a letter from DEP certifying completion of the wastewater treatment facility at Hart Springs.  Mr. McQueen explained that the contractor has completed the work on the water system and it should also be approved within two (2) weeks.  (2/043)


Hart Springs – Mr. McQueen related that Mr. Amos Philman contacted him about the possibility of one of his part-time employees parking her trailer at the Hart Springs campground and volunteering hours in exchange for staying there.  He explained that this employee currently has the trailer located at Fanning Springs and is allowed to stay a period of three (3) months through the State’s park system.  Mr. McQueen recommended that with the remoteness of the Hart Springs Campground, it would be advantageous to have someone located onsite.  He asked the Board’s permission to check into the State’s program regarding the requirements and the paperwork.  Motion by Commissioner Gentry, seconded by Commissioner Bush, to allow Mr. McQueen to bring back a recommendation after checking with the State program.  The motion carried unanimously.


Mr. McQueen reported that SRWMD is currently pumping the springs.  He discussed the process used to remove the sediment from the springs.  (2/100)


Building Department Report  Mr. McQueen presented and reviewed the Building Department Report for July 2003.  (2/300)


Mobile Homes                                    15 Total/10 Replacements / 5 Impacts = $7,206.55

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


New Construction                         7 Total / 7 Impacts = $10,089.17

(Transp. $7,500.01 / Capital = $2,589.16)


Remodeling/Additions                        3

Barns                                        3            1 impact fee = $1,441.31

(Transp = $1,071.43 / Capital = $369.88)

Sheds                                        2

Roofing                         1

Pools                                        2

Garages                         0                                   

House Move on                                    0

Miscellaneous                                    0



HIPPA Training   Mr. McQueen advised that he and Mr. Gilliam met with Mike Grogan recently regarding training on the new HIPPA regulations.  Mr. Grogan has offered to provide training to the County employees, including the employees for the Constitutional Officers for a fee of $2,500.  Mr. Grogan suggested that the County invite neighboring counties to participate and share the cost.  Mr. Gilliam stated that he also recommends the training considering the seriousness of the new regulations.  Motion by Commissioner Suggs, seconded by

Commissioner Gentry, to approve the expenditure of $2,500 to have Mr. Grogan provide HIPPA training.  The motion carried unanimously.  (2/333)


Code Enforcement – Chairman Durden recognized Ms. Diane Rondolet, Code Enforcement Officer, and commended the job she has been doing.  Commissioner Suggs also commended Ms. Rondolet’s efforts in the Waccasassa area.


Commissioner Reports:


Commissioner Suggs discussed a recent Small County Coalition meeting in which she was reelected Vice Chair.  She asked Mr. McQueen to provide a copy of the survey recently sent out by the Florida Association of Counties to each Commissioner.  She suggested that the Commission complete the survey and return to Mr. McQueen to prepare a proposed agenda to be adopted and submitted to the Small County Coalition.  Commissioner Suggs explained that one of the issues the Coalition is reviewing is a proposal for the reinstatement of the Small County Road Assistance Program. 


Commissioner Suggs told the Board that she will be meeting with Mr. Ferguson and Ms. Avery this week regarding the Solid Waste budget for FY 03/04. 


Commissioner Gentry asked Mr. McQueen to check into spraying for mosquitos again.  Mr. McQueen said that he checked with Joe Ruth in Dixie County about using the County’s sprayer in conjunction with theirs.  The County must spray under the supervision of someone certified.  He stated that to date, the County has spent $2,300 for spraying.  He suggested that the Board approve an expenditure up to that amount.  Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the expenditure up to $2,300 for mosquito spraying.  The motion carried unanimously. 


Commissioner Gentry asked Mr. McQueen to report on the Waters Lake project.  Mr. McQueen advised that he has obtained the engineering information that Levy County used to construct the boat ramp in Inglis.  He explained that the water is too high at this time to begin construction.  When he obtains a quote, he will send an amended budget to FRDAP for approval.  Mr. McQueen mentioned that they have changed the plan to include two (2) swing sets, a concrete slab for the basketball court and the boat ramp. 


Commissioner Gentry asked Mr. McQueen about the time frame for the Sante Fe Road project and the SE 70th project.  Mr. McQueen replied that Mr. McPherson will be sending his office the finalized deeds for right-of-way for Sante Fe Road and that he will contact Mr. Mills about a date he anticipates having the plans completed for each project. 


Commissioner Gentry told the Board that he recently went out and observed the operation of the Timber Jack limber.  He advised that Wayne Stalvey, working with Florida Electric, has operated this machinery for a number of years and he recommended the Board ask him to come train the Road Department employees to use it.  He stated he will contact him and find out how much it will cost and advise the Board. 


Commissioner Gentry advised he will not be in attendance at the meeting scheduled on September 4th.  He will be out of town for a family reunion. 


Commissioner Gentry reported that he has most of the retention areas approved.  Mr. Kevin Davis indicated that he is agreeable to selling his property for the retention area but he wants to go back and address the right-of-way because the County is paying other property owners for their right-of-way.  Commissioner Gentry stated he plans to meet with Mr. Davis again this week.  Chairman Durden suggested that a deadline be established for the property owners to sign the contracts.  Motion by Commissioner Suggs, seconded by Commissioner Bush, to set a deadline of September 4th to receive the signatures for the right-of-way.  The motion carried unanimously. 


The Board agreed to schedule a future meeting to carry out a site visit for the road projects when they have been completed. 



Mr. Michael Lamar, Manager, City of Trenton, suggested that the Board contract with one of their employees who have been certified to spray for mosquitos.  Chairman Durden said the he and Mr. McQueen will meet with Mr. Lamar regarding this issue. 


Commissioner Langford mentioned that he had attended the Appaloosa Trails Homeowners Association meeting recently and several of the members are interested in pursuing a petition to establish a special assessment district for road maintenance. 


Commissioner Langford told the Board that he and Commissioner Bush had attended the meeting in Alachua County regarding a proposed movie studio.  He explained that the meeting was preliminary and there is no definite plan or financing available for the project. 


Commissioner Langford advised he will be attending the Levy County Commission meeting to request assistance with the peanut road (SW 35th Avenue). 


Commissioner Bush told the Board that if the movie studio plans do materialize, this will be a great boost to the area.  He explained that the studio would be comparable to Universal Studios in Orlando. 


Commissioner Durden reported that the Animal Control Committee is continuing to meet with the City of Trenton regarding protocol for the capture and containment of large animals.


Mr. Lamar asked about pending contract between the County and New River Landfill.  He asked if it would be possible for the City to go ahead and receive the lower rate.  Chairman Durden replied that it would be best to wait because Alachua County has increased their fees.  Mr. McQueen mentioned that the City’s garbage hauler has filed an application with Alachua County to haul direct.  Mr. Lamar told the Board he was not aware of this and that he will contact the hauler to find out. 


Chairman Durden asked Mr. Lamar about the proposed route for the sewer to the jail.  Mr. Lamar replied that one of the routes they are looking at will stay on the East side of HWY 129.  The City will schedule a meeting sometime next week to discuss this issue. 


Mr. Lamar told the Board that a meeting will be held on Wednesday regarding the assisted living facility. 


Old Business:


Mr. Gilliam recalled the Board had established policies and procedures for submitting agenda items to the Board.  He suggested that a memo be sent regarding this issue to remind the department heads and Constitutional Officers of the deadlines. 


Mr. Gilliam mentioned that it recently came to his attention that the Board Secretary opens the Chairman’s mail but copies of correspondence to the other Commissioners are not kept in the office.  In order to have these documents available, he suggested that the Board allow his office to copy the documents and keep a copy on file.  The Board agreed that it would be best to keep a copy in the Clerk’s Office for accessibility as a public record.  Mr. McPherson reminded the Board that public records laws also apply to all of the email they receive relating to County business.


New Business:



Public Participation:



There being no further business to discuss, Commissioner Suggs moved to adjourn at 4:25 p.m.  The motion was seconded by Commissioner Langford and carried. 






                                                                          ATTEST:                                                                    Randy Durden, Chairman




Joseph W. Gilliam, Clerk