MINUTES OF A REGULAR MEETING OF THE GILCHRIST COUNTY BOARD OF COUNTY COMMISSIONERS HELD DECEMBER 1, 2003.
The Gilchrist County Board of County Commissioners, in and for Gilchrist County Florida, convened in a regular meeting on Monday, December 1, 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 Sue Suggs, Vice-Chair
(Absent: Commissioner Langford)
Others in attendance were: Joseph W. Gilliam, Clerk of Court, John McPherson, County Attorney, Karen Heaton, Deputy Clerk, Sam Ferguson, Director of Finance, Ben Chumley, Planner, John Ayers, Mike Burnett, D. Ray Harrison, Evelyn Meece, Dennis Radice, Jedidiah Reeser, Amos Philman, Hattie Tucker, Delisa Chubb, Joseph Chubb.
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.
Additions: (1) Donation to Trenton Library (Clerk’s Report)
(2) SHIP / Local Housing Assistance Plan Workshop, Schedule (Clerk’s Report)
Motion by Commissioner Suggs, seconded by Commissioner Gentry, to accept the agenda with the changes mentioned. The motion carried unanimously.
(1) Approval of Bills
(2) Approval of Minutes:
a. October 7, 2003, Regular Meeting
b. October 20, 2003, Regular Meeting
Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the Consent Agenda. The motion carried unanimously.
Construction Licensing Board – Mr. McPherson recalled he was asked to prepare a ordinance to increase the membership of the Construction Licensing Board from 5 to 7 members. He recommended that a Construction Regulation Board be created instead with authorization to hear fire safety and building code as well as construction licensing. He stated if the Board agrees, he will draft an amendment and re-advertise. The Board agreed to reschedule the ordinance in January. (1/050)
Resolution 03-86 – Mr. McPherson presented Resolution 03-87 accepting a loan from Tri-County Bank for the purchase of a motor grader.
RESOLUTION NO. 2003 – 87
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA; ACCEPTING A LOAN FROM TRI-COUNTY BANK AND AUTHORIZING THE CLERK OF THE BOARD OF COUNTY COMMISSIONERS TO EXECUTE A PROMISSORY NOTE FOR $48,847.00 TO TRI-COUNTY BANK IN ORDER TO PURCHASE A NEW CATERPILLAR 120 H MOTOR GRADER.
Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve Resolution 03-87. The motion carried unanimously. (1/343)
Martini Grade (SE 70th Avenue) – Mr. McPherson reported that he has received the legal descriptions for the storm water retention areas and he is preparing the contracts for those areas. The appraiser has initiated the work for the appraisal. (1/400)
Solid Waste Contract – Mr. McPherson referred to a proposed contract with Suwannee County for solid waste services. He related that he had contacted the attorney for Alachua County on this date who indicated that they did not want to release Gilchrist County from the current contract at this time. Mr. McPherson explained that the Alachua County Waste Management Department has experienced a reduction in revenues due to recent changes and this will affect Alachua County’s position in this matter. Mr. McPherson recommended the Board allow him and Mr. McQueen to meet and review the current contract and the proposed contract and bring back a recommendation at the next meeting. The Board agreed.
Mr. McQueen mentioned that Hal Industries sold the company to Waste Pro and they are in negotiations at this time with Dixie County to take over their transfer station. If this occurs, they intend to haul from Gilchrist County to Dixie County where Waste Pro has a site. This could result in a volume drop for the Gilchrist County Solid Waste Department. (1/442)
Ginnie Springs v. Gilchrist County – Mr. McPherson received the Order from Judge Cates. This case has been officially dismissed.
Email as Public Records – Mr. McPherson advised that Buddy Ellis is working on a web site to forward email to be maintained as public record. He discussed the fact that any email documents pertaining to County business is considered public record. Mr. McPherson and Mr. Ellis will ring back a recommendation for policies and procedures for the Board’s consideration. (1/561)
Sheriff’s Office – Mr. McPherson told the Board that he had received a request from Sheriff Turner relating to a pole barn on the Sheriff’s property and whether or not it complied with use of the property for law enforcement purposes. Mr. McPherson advised that the pole barn was already on the property, however, any additional work should be approved by the Sheriff. He reminded the Board that the Road Department is to be moved to the Walker Curve property and if not, action should be taken transferring the property back. Mr. McQueen commented that the move of the Road Department is pending the decision to hire a new Road Superintendent and paying for the move from Impact Fees if available for that use. He stated that if a new Road Superintendent is hired, that person should orchestrate the move.
Resolution 03-86, Reimbursement of Attorney Fees:
Chairman Durden read the short title of Resolution 03-86. Mr. McPherson discussed the purpose the resolution. Although the statutes authorize the County to reimburse County Officials who have been involved in a lawsuit, the Courts have interpreted the County’s obligation is to reimburse if the action that gave rise to the proceedings took place while carrying out official duties. A procedure needs to be set in place for the reimbursements.
RESOLUTION NO. 2003-86
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA; ADDING A NEW SECTION TO THE COUNTY’S POLICIES AND PROCEDURES MANUAL SETTING FORTH THE COUNTY’S POLICIES AND PROCEDURES WITH REGARD TO REIMBURSEMENT OF ATTORNEYS FEES AND COSTS; AND ESTABLISHING AN EFFECTIVE DATE.
Motion by Commissioner Gentry, seconded by Commissioner Bush, to approve Resolution 03-86. The motion carried unanimously. (1/750)
Mr. D. Ray Harrison, Property Appraiser, advised he received a request from Charles Creel to bring before the Board. Mr. Creel has asked that the road to Bill Colson’s house be graded. Chairman Durden asked Mr. McQueen to notify the Road Department regarding the request.
Mr. Harrison advised a new signs for Hart Springs need to be placed going north on CR 232 and coming South on CR 344. He asked the Board to review all of the signs at the intersections and make sure the official signs are posted.
Mr. Harrison also advised that appeals have been filed in the Ayers petition and the Blanchard petition before the Value Adjustment Board and that his office may need assistance with attorney fees. (1/1060)
Fixed Assets – Mr. Gilliam presented a request to raise the threshold for fixed assets from $500 to $750. He explained that the State recently increased it’s guideline to $1,000 and that effective next year, Gadsby 34 will be implemented. Raising the threshold will reduce the amount of fixed assets that will have to be capitalized or depreciated. Mr. Ferguson stated that he would bring back a list of items that would be deleted from the list and the Board would have the option to retain anything on the list it felt necessary. Motion by Commissioner Suggs, seconded by Commissioner Gentry, to change the threshold from $500 to $750. The motion carried unanimously. (1/1423)
Trenton Elementary – Mr. Gilliam presented a request from Riley Deen, Trenton Elementary School, for a letter of support for the ‘Old Gym Project.’ Mr. Gilliam provided a draft letter pledging up to $10,00 of the “in-kind” services; (1) lime rock, (2) Machinery and Equipment and (3) personnel. Motion by Commissioner Bush, seconded by Commissioner Gentry, to approve the letter of support providing $10,000 of in-kind services. The motion carried unanimously. (1/1505)
Purchase Order, Akins Heating & Air – Mr. Gilliam presented purchase order #400442 in the amount of $8,300 to Akins Heating and Air for the installation of two (2) 5-ton Lennox Heatpumps at the Trenton Library. Motion by Commissioner Bush, seconded by Commissioner Gentry, to approve the purchase order in the amount of $8,300. The motion carried unanimously. (1/1540)
Open Enrollment – Mr. Gilliam referred to a memo regarding a visit scheduled for the John Hancock Life Insurance representative on October 30th. He pointed out that the open enrollment period was in September. He said normally the open enrollment period is to make any changes prior to the next fiscal year so that the payroll staff is not continually making changes in payroll. He suggested that the Board consider a policy regarding open enrollment to be held during the approximate time of the health fair so that all of the changes can be made at one time. Motion by Commissioner Suggs, seconded by Commissioner Gentry, to have the Health Fair and the Open Enrollment period in the month of September and to develop a policy. Mr. Ferguson stated he would meet with staff and bring back a recommendation for the policy. The motion carried unanimously. (1/1592)
Bond, Vice-Chair – Mr. Gilliam presented a bond for the Vice-Chair for approval. Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the Bond for the vice-chair. The motion carried unanimously. (1/7104)
SHIP Program – Mr. Dennis Radice advised the payoff has been received from Joanie Lyndsey and that another payoff, from Will Mitchell, is due in December. These recipients had been in default of their loans and a third recipient is being contacted concerning default.
Mr. Radice presented the following SHIP applications for approval:
Thomas Brown – 739 Cedar Street, Bell; Rehab; Low Income Category ($17,500); actual loan amount, $17,391. The Loan Review Committee recommended approval subject to: (1) applicant’s contribution, (2) signed contract from contractor, (3) availability of SHIP funds and (4) class certificate. Motion by Commissioner Suggs, seconded by Commissioner Gentry to approve the loan for Thomas Brown subject to the conditions listed. The motion carried unanimously.
Mylissa Hutcheson – 228 NE 3rd Ave., Trenton; Purchase; Low Income Category ($17,500); actual loan amount, $17,397.46. The Loan Review Committee recommended approval subject to: (1) Appraisal showing value equal to or in excess of purchase price, (2) completion of repairs, (3) availability of SHIP funds, (4) Closing of first Mortgage in the amount of $57,449 and (5) class certificate. Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve the SHIP loan for Mylissa Hutchenson subject to the conditions listed. The motion carried unanimously. (1/1722)
LHAP Workshop – Mr. Gilliam advised this year it is necessary to update the Local Housing Assistance Plan (LHAP) and have it approved. One of the requirements is a public workshop. He requested the workshop be scheduled the second meeting in January after 5:00. The Board agreed. (1/1804)
Donation to Trenton Library – Mr. Gilliam presented a copy of a check in the amount of $6,000 from Mr. & Mrs. Mikell A. McElroy, 8703 Ellington Park Drive, Charolotte, NC, which is a donation to the Trenton Library. Mr. McElroy requested that the donation be used for flooring, computer upgrades and possible signage for the building. He also requested that Ms. Mattucci provide the recommendations on how the money is spent. Mr. Gilliam provided a draft letter for the Chairman’s signature to the McElroy’s thanking them for the donation. Motion by Commissioner Bush, seconded by Commissioner Suggs, to accept the donation and approve the letter from the Board. The motion carried unanimously.
Mr. Martin reported that RingPower came out this week to repair some electrical problems with the new grader.
Mr. Martin told the Board that Lancaster will be able to provide a new inmate crew and he is expecting to hear back regarding the availability. He stated that a new employee will be needed for supervise another crew. (1/2233)
Charles Scott Land Use Issue – Mr. Chumley recalled at the last meeting the Board had requested him to bring back a recommendation concerning the Charles Scott zoning issue. He stated that it is his recommendation to change the Comprehensive Plan Land Use Map designation from Commercial to Agricultural-1 and change the zoning from Commercial to Rural Residential for not only this property but any other properties in that strip of Commercial properties that do not front State Road 26. Mr. Chumley advised if the Board wishes to keep this action to 10 acres or less right now, it could be accomplished in about two (2) months. He recommended a small scale amendment at this time and a larger scale amendment in the future. It was suggested that the properties in this area be amended on a case by case basis. Motion by Commissioner Bush, to amend Mr. Scott’s property. Commissioner Gentry suggested notifying those property owners adjacent to Mr. Scott’s property regarding rezoning their properties. Mr. Chumley stated there are five (5) land owners contiguous to his property. Commissioner Suggs amended her motion include that those property owners also be notified regarding the possibility of rezoning their property. The motion carried unanimously. (1/2902)
NE 44th Avenue – Mr. Chumley presented a request he received from Gene Parrish, on behalf of Mr. Elmer Bruce, regarding the possibility of conveying the right-of-way of NE 44th Avenue to the County. This road runs through the middle of Mr. Bruce’s property, and is a County-maintained road. The County owns the road by prescriptive easement. The property owner is now willing to deed the road area to the County free of charge if the County chooses to accept it. Commissioner Suggs advised she had had discussion regarding this road with the property owner’s wife and questioned the description provided. The Board asked Mr. Chumley to bring back clarification regarding the portion of road in question. (1/3175)
Local Mitigation Strategy Project List – Mr. Chumley requested permission to add a County Emergency Operations Center (EOC) building to the Local Mitigation Strategy Project List. He explained that this would not obligate the County. Motion by Commissioner Suggs, seconded by Commission Gentry, to approve the request. The motion carried unanimously. (2/036)
State Bid for Solid Waste Vehicle – Mr. McQueen presented a copy of bid from Duval Ford for the replacement of one of the route trucks on the State contract. The purchase price is $31,786. Motion by Commissioner Suggs, seconded by Commissioner Bush, to approve the purchase of the vehicle and to transfer the current route truck to the Road Department. The motion carried unanimously. (2/071)
Interim Solid Waste Supervisor – Mr. McQueen asked for direction in advertising for the Solid Waste Supervisor position. He also suggested that the employees acting as interim supervisors be compensated for the additional responsibilities. Chairman Durden recommended that the Board go ahead and advertise for a Solid Waste Supervisor and to compensate Mr. Fischer and Ms. Lighter for their additional duties until it is filled. Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve a pay increase in the amount of $1.00 per hour for Pat Fischer and Lorraine Lighter retroactive to the date they assumed the supervisor’s responsibilities and to continue that rate until the position is advertised and filled. The motion carried unanimously. (1/195)
Building Department Report – Mr. McQueen presented the Building Department Report for the month of December 2003.
Gilchrist County Building Department
Summary for November 2003
Mobile Homes 8 Total / 3 Replacements / 5 impact fees = $7,206.55
(Transportation = $5,357.15 / Capital = $1,849.40)
New Construction 6 Total / 2 Replacements / 4 impact fees
(Transportation = $4,285.72 / Capital = $1,479.52)
Resolution 03-88 – Mr. McQueen presented Resolution 03-88 which is required to be submitted for the request for the easement for SW 35th Avenue.
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF GILCHRIST COUNTY, FLORIDA, REQUESTING AN EASEMENT FOR THE PAVING OF SW 35TH AVENUE OVER THE GREENWAY BIKE TRAILHEAD BY THE BOARD OF TRUSTEES OF THE INTERNAL IMPROVEMENT TRUST FUND.
Motion by Commissioner Gentry, seconded by Commissioner Bush, to approve Resolution 03-88. The motion carried unanimously. (1/450)
Southeast Gilchrist VFD – Mr. McQueen presented estimates for the repair of one of the engines for the Southeast Gilchrist VFD.
Raney-Mack $ 9,882.50
Milton Weeks $10,150.00
Ring Power $14,054.47
Motion by Commissioner Suggs, seconded by Commissioner Gentry, to approve the repairs in the amount of $9,882.50 with Raney-Mack. The motion carried unanimously. (2/614)
Travel Request – Mr. McQueen requested approval for Ron Mills to attend the Florida Department of Community Affairs Emergency Management Course. It will be held at the Fire College in Ocala. There is no charge for the course but the cost for the room and board will be $8 per night. Motion by Commissioner Bush, seconded by Commissioner Suggs, to approve the request. The motion carried unanimously.
Commissioner Suggs thanked the Board for the flowers sent to her husband during his stay in the hospital.
Commissioner Gentry told the Board that his son would be coming home from the service for a leave of absence.
Chairman Durden suggested discussing the Road Department Supervisor position at the next meeting so that Commissioner Langford will also have an opportunity to participate. The Board agreed.
Mr. Ferguson presented a list of fixed assets that will be deleted and asked that the Board review it and bring back any requests for items to be retained on the list.
Mr. Gilliam mentioned there is a possibility that the Judicial Complex project can be reduced from a 32,000 sq ft building to 20,000 sq ft. This would bring the total cost to approximately $3,000,000. He asked the Board to consider addressing this issue at a later date before the budget process so that he could bring back a proposal for funding.
There Being no further business to discuss, Commissioner Bush moved to adjourn at 3:57 p.m. The motion was seconded by Commissioner Suggs and carried.
Motion Bush, seconded carried to adjourn at 3:57 p.m.
ATTEST: Randy Durden, Chairman
Joseph W. Gilliam, Clerk