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Madison County Commission Special Meeting Minutes August 19, 2015






6:00 P.M.

The Board of County Commissioners of Madison County, Florida met this day in Special Session with the following members present: Justin Hamrick (District 1), Wayne Vickers (District 2), Ronnie L. Moore (District 3), Alfred Martin (District 4), and Rick Davis (District 5). Also present were County Coordinator Allen Cherry and County Clerk Tim Sanders.

The Chairman, Honorable Ronnie L. Moore, called the meeting to order and explained the purpose of the Special Meeting as advertised was to (1) Continue preparation of the 2015-2016 Fiscal Year Budget.

Madison County Memorial Hospital Chief Operating Officer Tammy Stevens presented a document entitled PRIORITY BUDGET REQUEST ITEMS for fiscal year 2016 and explained the needs and funds requested as follows: Recruitment of General Surgeon, $300,000; Indigent Health Care, $290,000; Medical Office Building, $50,000; Additional Parking, $10,000. Ms. Stevens also reported on the hospital’s accomplishments that included improvement of patient experience, teleradiology agreement, telestroke program, upper and lower endoscopy procedures, increased ultrasound services, community health needs assessment completed, transition to new IT platform, cardiovascular and thoracic specialist surgeon on medical staff, and cost savings from terminated contracts. In closing Ms. Stevens thanked the Board for its support and reviewed a list of “Threats” to the well being of the hospital that include lack of Medicaid expansion in Florida, government restructure of Low Income Pool Dollars, government mandate for new patient diagnosis coding, and no cash flow to support general surgeon and outfit operating room to generate new revenue.

Madison County Chamber of Commerce and Tourism Executive Director Lisa Frieman began by thanking the Board for its past budgetary allocations and asked for the same $3,500 appropriation as last year.

The Clerk presented a paper entitled 2015-2016 FISCAL YEAR BUDGET RECAP dated August 11, 2015 based upon current millage rate of 10.00; Health Insurance @ 10.5% increase; Florida Retirement contribution rate change effective 7/1/2015; and 0% Cost of Living Adjustment. He reviewed the following latest fund balances: General Fund +$4,754,921; County Transportation Trust Fund +$72,519; Fine & Forfeiture -$4,821,456; Solid Waste +$19,421; Recycling $0 (balanced); EMS +$15,258; Landfill Closure $0 (balanced with proceeds from Local Option Gas Tax in the amount of $120,000 and $60,000 from Solid Waste); Fire Services $0 (balanced). Mr. Sanders reported the net balance for the General Fund, which included the General Fund and Fine & Forfeiture, is now a negative $66,535. He referred to another 2015-2016 FISCAL YEAR BUDGET RECAP dated August 19, 2015 with a net General Fund balance in the amount of $37,735, contingent upon a proposed savings plan.

Mr. Cherry explained an approximate $28,800 General Fund savings by replacing contracted custodial services for county buildings and offices with a part-time in-house employee with oversight of inmate labor. He stated the new part-time position would work out of the Solid Waste/Recycling Department and maintain collection centers in addition to supervising custodial services. Solid Waste/Recycling Department Coordinator Jerome Wyche stated that a job description would be created for the new 29 hour work week position. Mr. Cherry reported that the current contract for custodial services could be ended with a 30 day notice. A motion was made by Commissioner Vickers and seconded by Commissioner Martin to approve said cost savings plan and new part-time position in the Solid Waste/Recycling Department. Motion carried unanimously (5-0).

Mr. Wyche presented a paper entitled 2015-2016 BUDGET CONSIDERATIONS (SPECIAL ASSESSMENTS). Mr. Wyche reported the current annual assessment for the cost to dispose solid waste and run 13 collection centers in Madison County is $191 per year with an estimated revenue in the amount of $1,123,000. He stated a $3.00 increase would generate approximately $17,000 based upon current 5,880 assessments. He also reported the approved increase from $187 to $191 for Solid Waste services this current fiscal year will generate $21,000.

Mr. Wyche asked the Board to consider increasing the assessment per property dwelling (1) to offset costs of the next Special Assessment study for solid waste services in 2016, (2) to offset the continued cost of materials, goods and equipment, (3) to allow the lease of a front load refuse truck, and (4) to offset landfill closure expense from Solid Waste formerly funded by the General Fund.

Mr. Wyche presented front load refuse truck lease proposals from Ingram Equipment Company, LLC and Waste Equipment & Parts LLC for the Board’s review. He reported the Ingram Equipment proposal quoted “3 annual payments of $50,754.49 with a balloon of $124,158 due one month after final payment”, while Waste Equipment quoted “3 annual payments of $45,965.07 with a guaranteed buyback, or balloon of $145,397 due one month after final payment”.

After further discussion a motion was made by Commissioner Martin and seconded by Commissioner Vickers, to approve the increase in the Solid Waste Special Assessment from current $191 to $194. Motion carried 4-1 with Commissioner Hamrick opposed.

A motion was then made by Commissioner Martin and seconded by Commissioner Vickers to follow the recommendation of Mr. Wyche and approve the three (3) annual lease payments in the amount of $45,965.07 for the front load refuse truck from Waste Equipment & Parts LLC. Motion carried 5-0.

The Clerk presented a paper entitled Budget Analysis FY 2015/2016 which listed the proposed budgets of each Constitutional Office and Board Department along with a corresponding proportionate reduction to balance the budget, which is currently a negative $66,535 (amended $37,735) for the General Fund. Also listed was a corresponding 3% Cost of Living Adjustment with reduction to balance for each Constitutional Office and Department funded by the General Fund in the amount of $164,005.52. Also listed were 3% Cost of Living Adjustments for Transportation, Solid Waste, and EMS.

Mr. Cherry addressed the multi-purpose building grant application for submittal to the Legislature again this year. He asked the Board for direction since the County would be required to provide a match to build and also come up with funds to run and maintain the new facility once constructed. The Board by consensus agreed to continue the grant application.

The Chairman reported on an upcoming joint meeting of the Boards of the four member counties of the Aucilla Area Solid Waste Administration at the regional landfill and expressed an opportunity may exist for additional revenues for Madison County.

There being no further business to come before the Board, the Chair adjourned the meeting at 7:15 P.M.

Board of County Commissioners

Madison County, Florida


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