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9:00 A.M.

The Board of County Commissioners of Madison County, Florida met this day in Special Session with the following members present: Wayne Vickers (District 2), Ronnie Moore (District 3), Clyde Alexander (District 4), and Rick Davis (District 5). Also present were County Coordinator Allen Cherry, County Clerk Tim Sanders, Clerk Finance Director Lessia Freeman and Finance Clerk Kaytrena Joseph. District 1 Commissioner and Chairman Justin Hamrick reported a conflict and he would be late.

The Vice-Chairman, Honorable Ronnie Moore, called the meeting to order and explained the purpose of the Special Meeting was to (1) Continue preparation of the 2013-2014 Fiscal Year Budget.

The Clerk presented a paper entitled 2014-2015 FISCAL YEAR BUDGET RECAP dated July 22, 2014 based upon the current FY 2013-2014 Millage Rate of 10.00; Health Insurance @ 4%; Retirement contribution rate increase effective 7/1/2014; and 0% Cost of Living Adjustment. He reported the following fund balances: General Fund +$4,527,746; County Transportation Trust Fund balanced; Fine & Forfeiture –($5,065,522); Solid Waste –($45,364); Recycling balanced; Emergency Medical Services balanced with $473,746 contribution from Small County Surtax; Landfill Closure balanced with proceeds from Local Option Gas Tax in the amount of $100,000 and $60,000 from General Fund); Fire Services balanced. The Clerk reported that the net balance for the General Fund, which includes General and Fine & Forfeiture, is a now a negative –($537,776).

Mosquito/Animal Control Coordinator Jamie Willoughby presented and reviewed the proposed Mosquito Control budget for the 2014-2015 FY in the amount of $54,749.90, an increase of $713 over current. Mr. Willoughby also reported an increase in State Mosquito Control funding from $26,900 to $31,500.

Mr. Willoughby also reviewed the proposed Animal Control budget in the amount of $62,115.39, an increase of $2,512.57 over current. He reported cost savings with a change in policy of trapping personal cats.

Supervisor of Elections Tommy Hardee presented to the Board and reviewed his office’s proposed 2014-2015 FY budget in the amount of $310,598.08, which is $11,432 over current. He thanked the Board for funding needed elections equipment last year, which provided a cost savings due to a reduction in the number of poll workers, and explained the increase in the proposed budget is due to increased retirement rates.

Tax Collector Lisa Tuten reviewed the Tax Collector’s Office proposed 2014-2015 FY budget in the amount of $519,804.56, which is up from the current $497,555.61. She explained the increases are due to contractual services and Florida Retirement System contributions going up. On the revenue side, Mrs. Tuten also explained first time fees from Driver Licenses should be about $27,000.

Chairman Hamrick arrived at the dais at 9:30 A.M.

The Tax Collector also asked the Board to consider eliminating or moving the administration of Occupational Licenses from her office due to the unknown work involved with Driver Licenses. The Board by consensus agreed to postpone discussion until later in the day at the Regular Meeting.

Madison County Property Appraiser Leigh Barfield, along with Mrs. Marie Smith, presented the Property Appraiser Office’s proposed and Department of Revenue’s approved 2014-2015 FY budget in the amount of $728,103. Mrs. Barfield explained the proposed budget is up compared to last year’s $711,035.15 budget due to new retirement rates and IT services.

Madison County Memorial Hospital Chief Executive Officer David Abercrombie reported Dr. Payne is now practicing in Madison and thanked the Board for its help in securing her services. He also presented a paper entitled PRIORITY BUDGET REQUEST ITEMS for the 2014-2015 fiscal year that included $300,000 for recruitment of a General Surgeon, continued salary support for Dr. Payne in the amount of $136,000, computer interface for pharmacy at $10,000, and continued Indigent Health Care at $285,000. In closing he invited the Board to the Grand Opening of the new Madison County Memorial Hospital on Saturday, July 26th.

Madison County Sheriff Ben Stewart presented an informative video entitled Behind the Scenes that depicted the multiple activities, services, and responsibilities of the Sheriff’s Office. Chief Deputy Epp Richardson followed with a power point presentation entitled MADISON COUNTY SHERIFF’S OFFICE FISCAL YEAR 2014-2015 BUDGET and reviewed Grant Awards & Other Generated Revenues in the amount of $625,361.46, Notable/Significant Law Enforcement Increases in 2014-2015 Budget in the amount of $396,463.85; Notable/Significant Detention Increase in 2014-2015 Budget in the amount of $76,831.69; Notable/Significant Communications Increases in 2014-2015 Budget in the amount of $12,028.32; Notable/Significant Court Services Increases in 2014-2015 Budget in the amount of $9,751.18; Notable/Significant Law Enforcement Decreases in 2014-2015 Budget in the amount of $21,420.11; Notable/Significant Detention Decreases in 2014-2015 Budget in the amount of $49,979.49; Sheriff’s Office 2014-2015 Final Budget Synopsis (Budget Increases, less Decreases =Total Budget Increase in the amount of $423,675.44). Chief Deputy Richardson noted the proposed budget could be significantly reduced with lease rather than capital outlay purchases in the amount of $211,000. He also reviewed all department self-supporting funds which include Crime Prevention, Law Enforcement Education, $12.50 Communications, and Forfeiture Fund. Commissioner Vickers questioned the proposed new Clothing Allowance line items. Sheriff Stewart gave a recap of the proposed budget and reiterated the need for new vehicles and computers and his office’s history of saving General Fund dollars by funding Sheriff vehicles with confiscated drug revenues.

Solid Waste/Recycling Department Coordinator Jerome Wyche reviewed the projected revenues for fiscal year 2014-2015 in the amount of $1,527,000 associated with the Solid Waste Department and resulting deficit in the amount of $45,364 with expenditures in the amount of $1,572,364. Mr. Wyche reviewed the Department’s greatest expenses in Tipping Fees and Repairs & Maintenance. He also offered some thoughts on increasing revenues, such as an increase in the Special Assessment for solid waste, turning debts over to collections, opting out of yard trash/debris contract, and increasing open bin delivery fees. Mr. Cherry recommended looking at the commercial revenue adjustments before increasing Special Assessments.

Mr. Wyche also reviewed the Recycling element of the department and reported the State’s Solid Waste Grant remains at $90,909. With recycling revenues, he estimates total revenues at $160,909 and expenditures the same resulting in a balanced Recycling budget.

Road & Bridge Department Coordinator Lonnie Thigpen reviewed line item by line item the proposed 2014-2015 fiscal year County Transportation Trust Fund (CTTF) balanced budget in the amount of $2,398,271 that included a transfer from 5th and 6th Gas Tax Surplus in the amount of $280,415 and a $100,000 transfer to Landfill Closure. The Clerk reported the balanced budget is a result of $239,000 in expenditure cuts from the original budget submittal.

Discussion followed on Capital Projects and the use of the new Five Cent Local Option Gas Tax proceeds. Commissioner Davis asked the Board to consider consolidating the new gas tax revenue and identify county roads to be paved that are not on the Florida Department of Transportation’s paving assistance list and enter into a short-term loan, three years for instance, to pave and resurface roads in the County as intended. County Engineer Bill Steves suggested as a starting point the Board review the County’s Paving Priority List. The Board by consensus agreed to address the road paving prioritization at a Regular Meeting in August.

The Board also by consensus agreed to hold the next Special Meeting in preparation of the 2014-2015 fiscal year budget and set the Tentative Millage on August 1st at 9:00 A.M.

There being no further business to come before the Board, the Chair adjourned the meeting at 3:20 P.M.

Board of County Commissioners

Madison County, Florida



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