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Madison County Commission Regular Meeting October 14, 2015 Minutes






9:00 A.M.

The Board of County Commissioners of Madison County, Florida met this day in Regular Session with the following members present: 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, Assistant County Coordinator Sherilyn Pickels, County Attorney George T. Reeves, and County Clerk Tim Sanders. District 1 Commissioner Justin Hamrick was not in attendance.

The Chairman, Honorable Ronnie L. Moore, called the meeting to order and passed the gavel to the new Chairman, Honorable Rick Davis.

Chairman Davis called the roll and welcomed everyone in attendance.

Upon a motion by Commissioner Moore, seconded by Commissioner Martin, the Board voted unanimously (4-0) to approve the agenda as presented.

The minutes of the Regular Meeting held on September 23, 2015 and the minutes of the Final Millage & Budget Public Hearing held on September 21, 2015 were presented for review. Upon a motion by Commissioner Vickers, seconded by Commissioner Martin, the Board voted unanimously (4-0) to approve said minutes as presented.

Upon a motion by Commissioner Vickers, seconded by Commissioner Martin, the

Board voted unanimously (4-0) to approve the Consent Agenda (1. Resolution 2015-10-14; Authorizing Chairman to execute Small County Road Assistance Program Agreement; 2. Approval of Small County Road Assistance Program Agreement; 3. Budget Amendment Request for Fiscally Constrained to amend to actual revenues and expenditures; 4. Budget Amendment Request for Law Enforcement/Criminal Justice Education to amend to actual revenues and expenditures; 5. Contract between Madison County and State of Florida Department of Health for operation of the Madison County Health Department for Contract Year 2015-2016; 6. Resolution 2015-10-14A; Establishing Fee Schedule for the Madison County Health Department).

Under Public Works, County Road & Bridge Department Coordinator Lonnie Thigpen reported that he and County Engineer Bill Steves examined the proposed Darbeen Pond “boat ramp” location and suggested placing milled asphalt on the upper portion of the ramp bank. He explained that he would like to delay said improvements until a bulk purchase of milled asphalt is made for the upcoming County Road 53 paving project. The Board by consensus agreed to Mr. Thigpen’s request.

Mr. Thigpen also reported the removal and relocation of underground telephone cabling along Wonderwood Avenue began this week, which will allow paving to begin once completed.

Discussion followed on Celosia Drive and the County Attorney recommended the property lines of the parcel adjoining the sinkhole be flagged to insure that it is the only adjoining parcel involved in the reconstruction project.

Under Unfinished Business, Property Appraiser Leigh Barfield made another request on behalf of her employees to install a locking device on the Courthouse Annex upstairs women’s restroom door. Tax Collector Lisa Tuten and Supervisor of Elections Tommy Hardee made comments in support of Mrs. Barfield’s request. A motion was made by Commissioner Moore to grant the request on a trial basis. Motion died for lack of a second. Commissioner Vickers expressed a concern about locking a public restroom, as did Commissioner Martin. Commissioner Martin suggested looking into creating another restroom in the Annex for employees.

Florida Forest Service Area Supervisor Butch Galbraith presented to the Board a pamphlet entitled FLORIDA FOREST SERVICE ANNUAL REPORT-COOPERATIVE FORESTRY ASSISTANCE AND FOREST PROTECTION PROGRAMS-MADISON COUNTY, FLORIDA for 2014-2015 fiscal year. Mr. Galbraith reviewed the mission of the Florida Forest Service to protect Florida and its people from the dangers of wildland fire and manage the forest resources through a stewardship ethic to assure they are available for future generations. Mr. Galbraith reviewed the Service’s Madison County Forest Protection Program, which included Wildfire Activity, Open Burning Program, Fire Prevention, Rural Community Fire Program, and San Pedro Bay Landowners Association. Also covered were Madison County Cooperative Forestry Assistance Programs, including Landowner Assistance, Forest Information and Education, Federal Assistance Programs, Forest Health, Training, and State Lands Management.

North Central Florida Regional Planning Council (NCFRPC) Executive Director Scott Koons presented a power point presentation along with multi-page hard copy regarding an Overview, Mission Statement, the Council, Programs, and Financial Report of NCFRPC.

Mr. Koons also referred to a proposed Resolution (A RESOLUTION OF BOARD OF COUNTY COMMISSIONERS OF MADISON COUNTY, FLORIDA, ADOPTING AN AMENDED INTERLOCAL AGREEMENT CREATING THE NORTH CENTRAL FLORIDA REGIONAL PLANNING COUNCIL; REPEALING RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT; AND PROVIDING AN EFFECTIVE DATE) and proposed AMENDED INTERLOCAL AGREEMENT CREATING THE NORTH CENTRAL FLORIDA REGIONAL PLANNING COUNCIL for Board consideration. Mr. Koons noted that Chairman Davis serves on the Planning Council for Madison County and followed with a review of major changes of said Amended Interlocal Agreement, which include the addition of Levy and Marion Counties and representation of the units of local government that will keep the Board at a total of 48 representatives. Mr. Koons stated that other amendments were made to the document to meet changes in Florida Statutes and Administrative Rules. Upon a motion by Commissioner Moore, seconded by Commissioner Martin, the Board voted 4-0 to approve said Resolution and Amended Interlocal Agreement. The Chairman thanked Mr. Koons for his work and expressed his gratitude to serve on the NCFRPC for Madison County.

On behalf of the Property Appraiser and Tax Collector, the County Attorney presented a proposed Resolution (A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MADISON COUNTY, FLORIDA, ORDERING THE EXTENSION OF THE 2015 TAX ROLLS; PROVIDING AN EFFECTIVE DATE). Mr. Reeves explained approval of said Resolution would allow the assessment rolls to be extended prior to completion of the Value Adjustment Board hearings. A motion was made by Commissioner Moore and seconded by Commissioner Vickers to amend the agenda and approve said Resolution as presented. Motion carried 4-0.

Discussion followed on the agendaed item regarding the Special Exception Request by Mr. Albert Barfield. The County Coordinator reported Mr. Barfield requested to be on the agenda the last time he met with him in the County Administration office. Mr. Cherry also reported he called and left three voicemails on Mr. Barfield’s phone and a call was not returned. While on the subject and speaking as the County Comptroller and Budget Officer, the Clerk recommended the Board reconsider the waiver of the $2,000 Special Exception Fee granted Mr. Barfield at the last Regular Meeting in light of the County’s tight 2015-2016 fiscal year budget and due to the fact that the Special Exception Request has not been submitted. Mr. Sanders noted all budgeted revenues and expenditures were very important. Commissioner Moore noted too that the waiver did not set a good precedent. A motion was made by Commissioner Moore and seconded by Commissioner Vickers for the Board to rescind the waiver of said $2,000 Special Exception Fee granted Mr. Barfield. Motion carried 4-0.

Mr. Cherry referred to a proposed letter to Senator Montford and Representative Beshears regarding the following issues to be discussed at the Legislative Delegation meeting, now scheduled for December 7th:

  1. Medicaid Cost Share for Counties at 3%

  2. Continued Funding of the Recycling Grant

  3. Economic Development Incentives for Rural Counties

  4. Madison County Application for Multi-Purpose Building

  5. Have SHIP Funding Available at the beginning of the Fiscal Year

  6. Continued and Consideration of Increase in Transportation Disadvantaged Funding

  7. Reduce Ethics Training Requirements to Every 2 or 4 Years

  8. Continue with Fiscally Constrained Funding

Commissioner Moore asked that wording of #6 be changed to: “Funding for Social Services and Continued Funding for Transportation Disadvantaged” and add item Number 9, “Additional Funding for Elder Affairs”.

The County Attorney referred to a proposed INTERLOCAL AGREEMENT AUTHORIZING THE AUCILLA AREA SOLID WASTE ADMINISTRATION TO NEGOTIATE AND ENTER INTO CONTRACTS ALLOWING LIMITED OUT-OF-REGION SOLID WASTE TO BE DISPOSED OF IN THE AUCILLA REGIONAL LANDFILL and a response by email from Landfill Engineer Frank Darabi dated September 21, 2015. Mr. Reeves reviewed the history of the establishment in the late 1980s of the regional landfill located in Madison County and its membership of Madison, Dixie, Jefferson, and Taylor Counties. He advised the current Interlocal Agreement provides Madison County with the oft debated right to veto taking out-of-region waste.

Mr. Reeves reviewed sections of the proposed Interlocal Agreement he drafted which allows Aucilla the authority without approval of Madison County to enter into contracts with entities other than the four member counties for disposal of out-of-region solid waste as long as it is the same kind of solid waste which is permitted to be disposed of in the landfill (Section 2). He also advised that Section 2.1 provides that no contract may be entered into which would have the effect of allowing the disposal of out-of-region solid waste in the landfill after September 30, 2026. Mr. Reeves explained Section 3.1 provides that within 30 days after the effective date of said Interlocal Agreement, Aucilla shall pay Madison County a one-time payment of $100,000. Mr. Reeves also reviewed Section 6, which provides the cancellation of the Interlocal Agreement by Madison County (6.1) or Aucilla (6.2) by giving 90 days notice.

Mr. Reeves also referred to Mr. Darabi’s email communication that reported the Aucilla Board agreed with the proposed Interlocal Agreement, subject to the sunset provision (Section 2.2) and 90 day cancellation notice (Section 6.2).

The County Attorney advised the Board of its options, which included, 1. Do nothing and abide by current Interlocal Agreement; 2. Agree with the Aucilla Board ’s request for elimination of an ending date (Section 2.2, currently 10 years) and delete cancellation clause of 90 days (Section 6.1 and 6.2); or 3. Possibly present a compromise of terms. Mr. Reeves did recommend some ending date found in Section 2.2. He also explained that the 90 day cancellation notice could be any number.

Mr. Reeves reported he spoke with Mr. Darabi about the concerns expressed in the email. Mr. Darabi stated that a sunset period of 25 years (Section 2.2) would be more advantageous in contract negotiations and 180 days, instead of 90 (Section 6.1), would work better for Aucilla.

Commissioner Moore stated that as Madison County’s representative on the Aucilla Board, he was agreeable to the current 10 year (Section 2.2) language, but would like to allow 180 days for the cancellation clause (Section 6.1). Commissioner Moore followed by making a motion, seconded by Commissioner Vickers, to approve said Interlocal Agreement as presented, subject to changing Section 6.1 and 6.2 from 90 days to 180 days. In discussion Mr. Reeves advised changing Section 3.2 from an annual payment of daily fees from Aucilla to the County for each ton of out-of-region waste ( Sections 3.2.1; 3.2.2; 3.2.3) to quarterly as requested by the Clerk. Commissioner Moore amended his motion along with Commissioner Vickers’ second. Commissioner Martin stated that he would prefer a one-time payment from Aucilla to the County in the amount of $200,000, rather than $100,000 (Section 3.1). Motion failed 2-2 with Chairman Davis and Commissioner Martin opposed. A motion was then made by Commissioner Martin and seconded by Commissioner Vickers to approve said Interlocal Agreement as presented, subject to the $200,000 (Section 3.1), quarterly payments (Section 3.2), and 180 days cancellation notice (Section 6.1 and 6.2). Motion carried 4-0. Mr. Reeves advised that he would forward the proposed amended Interlocal Agreement to Mr. Darabi.

The Clerk reported the Sirmans Volunteer Fire Department has saved approximately $80,000 over the past five years to build a new Public Safety Building and has contracted with Mr. Will Rutherford of Clemons, Rutherford & Associates to prepare construction documents for a 2,500 square foot pre-engineered metal building estimated at $190,000. Mr. Sanders reported he met with the Fire Board at the request of the Sirmans Fire Chief to present a proposal to fund a portion of the remainder of the construction cost using Fire Assessment reserves. The Clerk reported the Fire Board unanimously agreed to provide Sirmans a combination $40,000 grant and $40,000 loan, paid back over five years, from fire reserves (estimated at $250,000) to construct said Public Safety Building. The Clerk added that the new building in Sirmans will be County-owned and also used as a voting precinct. To complete the building, the Clerk recommended the Board fund any amount greater than $160,000 with Fiscally Constrained funds. He also reported once bids go out, Mr. Rutherford believed the actual cost will be much lower than the estimated $190,000. In discussion the Clerk advised the Fiscally Constrained reserves will be exhausted with this commitment. A motion was made by Commissioner Martin and seconded by Commissioner Vickers to approve the construction and funding of said Sirmans Public Safety Building. Motion carried 4-0.

Discussion followed on the date for the Annual Employee Appreciation Luncheon with the possibility of it coinciding with the scheduled November 12th County Commission meeting at 9:00 A.M. The Clerk reported the time of the scheduled meeting needed to be changed due to a conflict with the Value Adjustment Board (VAB) at the same time and date. A motion was made by Commissioner Moore and seconded by Commissioner Vickers to move the time of the County Commission meeting to 6:00 P.M. Motion carried 4-0. Then by consensus the Board agreed to hold the Employee Appreciation Luncheon on November 12th at noon at the Road & Bridge Department.

Supervisor of Elections Tommy Hardee asked the Board to include in its letter to Senator Montford and Representative Beshears for the State of Florida to fund the costs of elections due to re-districting. He stated that he too would address the issue at the Legislative Delegation meeting.

Commissioner Moore on behalf of the Aucilla Area Solid Waste Administration invited the Board to an Open House Luncheon on October 19th from noon to 2:00 P.M. along with representatives of the three other member counties for information and an update on the status of the regional landfill.

Mr. Cherry asked about the Board’s intentions for a restroom in the Annex. The Board by consensus agreed for staff to get an estimate to add another restroom for employees.

There being no further business, the Chairman adjourned the meeting at 10:55 A.M.

Board of County Commissioners

Madison County, Florida


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