AT A REGULAR MEETING OF THE BOARD OF COUNTY COMMISSIONERS HELD IN AND FOR GADSDEN COUNTY, FLORIDA ON JULY 5, 2011 AT 6:00 P.M., THE FOLLOWING PROCEEDINGS WERE HELD, VIZ.

PRESENT: Sherrie Taylor, Chair, District 5

Gene Morgan, Vice-Chair, District 3

Eugene Lamb, District 1

Doug Croley, District 2

Brenda Holt, District 4

Nicholas Thomas, Clerk

Deborah Minnis, County Attorney

Arthur Lawson, Interim County Administrator

CALL TO ORDER

Chair Taylor called the meeting to order at 6:00 p.m. announcing the date and time. She then led in a prayer followed by the pledge of allegiance to the U.S. flag.

The roll was called by Deputy Clerk Muriel Straughn and recorded above.

AMENDMENTS AND APPROVAL OF THE AGENDA

The following changes were made to the agenda: updated interlocal agreement between Gretna, Greensboro and the county

Morgan/Lamb approve as presented 5 - 0

AWARDS, PRESENTATIONS AND APPEARANCES

1. Status of Hurricane Preparedness

Major Shawn Wood, Sheriff’s Department spoke to the board. Gave a handout regarding training and exercises. Training will be done by at the staff Pat Thomas Law Enforcement Academy

Chair asked about evacuation plans. Coastal and Inland hazards. What are the plans for businesses, community, sand bags, where are the shelters, how do we get people informed?

Not in an evacuation zone. Schools do the transportation from our location to another. We don’t have our own evacuation route because we are not considered by the state to be in an evacuation zone.

Chair Taylor want to have an evacuation plan just in case. Mosquitos, pets, sand bags, - want a level of comfort.

Special Needs program in Gadsden County. Tashonda Whaley, Special Needs Coordinator spoke to the board. Bed bound patients would be transported to Capital Regional Hospital. Between 2,000 – 5,000 in the county that are oxygen dependent.

Commissioner Holt – wants feedback about use of fire stations and publicity.

Cold weather shelters – put on the radar to work a plan to bring people to safety

CLERK OF COURT AGENDA

2. Presentation of County Finance and County Clerk Issues

CONSENT AGENDA Pull Item 8 for discussion

Lamb/Holt approve remainder 5 - 0

3. Approval of Minutes May 3, 2011 Regular Meeting

May 3, 2011 Special Meeting

4. Ratification of Approval to Pay County Bills

Accounts Payable Dated: June 10, 2011

June 17, 2011

June 24, 2011

Payrolls Dated: June 16, 2011

June 30, 2011

5. Request for Budgetary Approval for Expenditures Made on the 911 Digital Recording System Grant for the fiscal years 2009-10 through 2010-12

Type of Grant: Edward Byrne Memorial Justice Assistance Grant (JAG)

Amount of Grant: $29, 411.00

Period of Grant: 10/01/2009 thru 09/30/2013

Title of Program: FY 2010 Justice Assistance Grant Program

Title of Project: Gadsden County Sheriff’s Office Technology Enhancement Plan -Digital Recording

Project Number: 2010-DJ-BX-1406

Date of Award: 08/10/2010

The grant funds were sought to offset the cost to install network technology, system hardware and software for a digital recording system for the 911 dispatch. It benefits all municipalities of the county.

6. Approval and Signatures for Satisfaction of Special Assessment Lien(s) for the State Housing Initiative Partnership (SHIP) Program

Ollie Mae McGriff

7. Approval of Signatures for Special Assessment Liens and Rehabilitation Contracts – SHIP and Florida Housing (FHOP) Rehabilitation Program

Ernest McGrif

Diane Robinson Green

Carol Blake

8. Approval of Public Works Mosquito Control Budget and Detailed Work Plan FY 2011-2012

There is a county match of $53,289.89 for this program for the 2011/2012 fiscal year. Due to budget constraints on the Department of Agriculture and Consumer Services , the funding for Gadsden County has been reduced from $35,000 to $18,396.11. To continue the program, the difference will have to be made up by the county. This was not planned for during next year’s budgeting process because it was not announced until after the proposed budget was submitted to the county administrator. Regardless of the funding issues, the detailed work plan must be submitted to continue to have an approved program with the State. Staff will submit an appeal for amendments to the work plan once a full scale solution has been determined to solve the fiscal reductions.

9. Sufficiency of Public Official Bonds

Ordinance 2011-001 established the bond amounts of local constitutional officers as follows: Clerk of Courts -$100,000; Tax Collector - $100,000; Sheriff - $100,000; Deputies - $1,000; Supervisor of Elections and Property Appraiser - $$5,000; County Commissioners $2,000 each. S Section 2-112(g) requires the county commission to examine the bonds for sufficiency at the first meeting of January of each year as well as the first meeting in June of each year. There is no fiscal impact at this time.

Staff recommended that the board determine that the current bonds are sufficient.

10. Approval of Lease with Capital Regional Medical Center for 12 Hospital Beds for a total of $360.00 per month

10 Stryker GO Bed Model FL20E Hospital Beds and

2 Stryker GO Bed Model FL17E.

ITEMS PULLED FOR DISCUSSION

Approval of Public Works Mosquito Control Budget and Detailed Work Plan FY 2011-2012

Charles Chapman made explanation.

Croley/Lamb 5 – 0 approve work plan for a program that we don’t have money to fund.

CITIZENS REQUESTING TO BE HEARD ON NON-AGENDA ITEMS

PUBLIC HEARINGS

11. Public Hearing – Approval of Community Development Block Grant Application (Disaster Recovery Initiative) and Authorization for the Chairperson to Execute the Grant

This is a grant application to Florida Department of Community Affairs for a CDBG grant for disaster recovery. The grant funding was made available to Florida by the US Department of Housing and Urban Development under Title IV of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5121 et.seq. for federally declared natural disasters that occurred during 2008 (Tropical Storm Fay, Hurricanes Gustav and Ike). Gadsden County will apply for $98,249.07 to address flooding Canty Lane in Gretna. FEMA identified this road in 2008 as needing service.

Chair Taylor announced the public hearing and explained that the board would take comments and questions from the pubic at this juncture. No public comment.

Phyllis Moore, Community Development Administrator spoke to the board.

Lamb/Holt approve application for this grant 5 – 0

12. Public Hearing: Rosedale Community Water System Improvements CDBG Grant Application for $750,00

Phyllis Moore and Chris Forehand addressed the board.

The Rosedale Community in Chattahoochee has petitioned the Gadsden County Board of County Commissioners to apply for a CDBG grant to the Department of Community Affairs on their behalf to help upgrade their water system . Preble Rish, Inc. requested the county to hold a public hearing. This hearing is the first stage of the application.

Chair Taylor opened a public hearing to receive comments and questions from the public. There was no response.

Lamb/Holt approve this application.

Comments from Commissioner Morgan. Calvin Dawkins of the Rosedale Water Association spoke to the board. They are in dire need of the water system. Some days they wake up and find that they don’t have water due to broken pipes.

Commissioner Holt – thanked the association for their hard work.

Vote 5 – 0 to approve.

GENERAL BUSINESS AGENDA

13. Approval of Budget Amendment OMB BA# 110080 Request to Authorize Expenditure of the Courthouse Facilities Fund to Complete Repairs and Renovations in the Circuit Judge’s Chambers of the Guy A. Race Judicial Complex

The Second Judicial Circuit requested that the county approve the above stated budget amendment to authorize the expenditure of up to $15,000 in the Courthouse Facilities Reserve Surplus for Contingency Fund (Account 59901) for FY 2011 to complete the repairs and renovations in the Circuit judge’s chambers in the Guy A. Race Building.

Significant water leaks had developed in the ceiling of the Public Defender’s office on the second floor and in the ceiling of the original courtroom on the first floor. On February 16, 2010, the board approved funds to patch the roof, fix the leaks in the ceilings, and refurbish the heavily utilized original courtroom annex. Forty –two patches were made and the courtroom was renovated, replacing torn carpet and painting stained walls. On September 21, 2010, the board approved additional expenditure of the Courthouse facilities reserve surplus for contingency fund to make necessary repairs to the Guy A. Race Judicial Complex and to the Gadsden County Courthouse to include replacing the still-leaking roof, replacing the ceiling and floor coverings in the Public Defender’s office, completing repairs and renovations in the Circuit judge’s chambers, installing a fire alarm and suppression system and testing the air quality and inspecting the ductwork. The Board stated that necessary repairs would be made a funds became available in the facilities reserve surplus for contingency fund. The roof replacement was subsequently approved by the board as funds were made available, and was completed in December 2010.

The Board is now being asked to approve expenditure of additional funds to accomplish this item, which was from the previously approved list of repairs and renovations.

Croley/Holt approve the budget amendment 4 – 0 (Lamb Not present for the vote.)

14. Resolution 2011-023; OMB-BA# 110058;110059; 110060; 110061; 110062; 110063; 110064; 110065;110066; 110067; 110068; 110069; 110070; 110071; 110072; 110073; 110074; 110075; 110076; 110077; 110078; 110079 To Carry Forward Grant Funding for FY 2011-

Croley/Morgan approve amendments 5 – 0

15. Request from the City of Gretna for $250,000 in funding to Assist with the Construction of a Wastewater Line to Serve the State Highway 12 Interstate 10 Corridor

This agenda item sought Board direction as to Gretna’s funding request of $250,00 to assist with the construction of a wastewater line to serve the State Highway 12/Interstate 10 corridor. Gretna City Manager Antonio Jefferson made a presentation to the Board on May 25, 2011 to request the county’s participation. At the board’s direction, the staff met with the Clerk’s Finance staff to review options for possible funding sources. The only option available at this time would be to take funds from the County’s unbudgeted fund balance. The Clerk and staff could find no other funds available.

Robert Hill, Liberty County Clerk – available for information.

Mayor Clarence Jackson from City of Gretna spoke as to the impact of the project on the entire county as well as the City of Gretna.

Croley’s comments. Support the provision for infrastructure at the interstate exchanges. Did we get this on Short notice? Yes. Not comfortable in taking it from cash balances. Proposed use of the discretionary sales tax. It can be used for water and sewer. Look at budgeting it in the upcoming budget.

Clerk Thomas – yes, you can use it for this project. Currently you use it for fire and public works. It originally used it for the jail construction. You have contracts for fire services. You would have to reduce Public works by that amount of $250,000. There has been talk at the jail for constructing a pod at the jail. You can redirect the proceeds from the sales tax.

Croley’s comment. Hesitant to take money from fund balance.

Fund Balance is down to $3.8. Budget is out of balance by $600,000. Concern that you would use $600,000 to balance the upcoming budget. If you use fund balance to balance your budget, the auditors will likely give you a going concern. They have already told the board that there is not enough – it should be $8 million.

Morgan’s comments. Want to support the project in the, but during the budget season.

Lamb will not support taking it from fund balance or public works. Will look at funding it from the sales tax.

Holt’s comments. The money won’t be gone forever. People are already at work. Look at the tax. We are supposed to invest.

Jeff Price, OMB Senior Analyst. June revenues are now in and we are hoping that it will

Increase EMS fees, cut library hours, etc.

Lawson – budget workshop on Thursday – unfair to ask the OMB to speak to budget issues at this meeting .

Holt – Clerk said he had no problem taking it for one time expenditures. Just don’t balance the budget using the fund balance.

Public Input: Robert Hill, Liberty County Clerk, 14465 NW Hoecake Road, Bristol, FL in support of this investment. It is an investment in Gadsden County and surrounding counties as well.

Clerk – no problem taking one time expenditures.

Lawson – good points made in favor of funding a worthwhile project. Opposed totally of going into the fund balance. We still don’t have a balanced budget.

Chair Taylor – After speaking with Mr. Lawson, learned that the budget only reflects 80- 85% of the revenue. It will come in. But, if it doesn’t, there are items that the county can live without and balance the budget. Will not go along with using fund balance to balance the budget. This project will generate revenue. If we don’t invest, no more money will come in. This will cause economic development dollars to come in. Use fund balance now, then in December, look at replace that fund balance using fiscally constrained money and possibly some help from Gretna to pay it back.

Holt – they are looking at sewer lines, there are impact fees, would they look at splitting the impact fees with the county. Motion to approve $250,000 from fund balance. Second by Chair Taylor.

Morgan – this would be robbing Peter to pay Paul. Serious issue. Support the project. Budget it and move forward in the right manner.

Call for vote: 2 -3 Motion failed.

10% of the 95% of the discretionary sales tax to be earmarked for the 2011/2012 budget to pay for the via interlocal agreement. Clerk, the county administrator and the municipality Croley/Morgan 5 – 0

City Manager Antonio Jefferson – need to have the money now so that they can leverage the money. This is critically urgent.

Holt comments. Motion move the money from fund balance for Gretna and replace it from the discretionary sales tax in the new budget contingent that it can be used.

Croley – we have given the Clerk and staff a sense of direction – allow them the opportunity to look at this a little further.

Holt – put Gretna back on the agenda for the next regular meeting. Bring back expeditiously and recognize how it can be accomplished expeditiously.

If funds are found

Mr. Jackson requested joint meeting with City of Gretna and the County Commission.

Clarified – meeting will be between Lawson and the City. Then later have a joint meeting of the boards.

16. Request for Approval of Interlocal Agreement with the City of Gretna, The Town of Greensboro and Gadsden County to Implement Grant Number LP6721 from DEP to Construct a Waterline to Serve the Highway 12 Corridor

Attorney has reviewed the agreement. All attorneys are in agreement.

Morgan/Lamb Motioned approval. 5 – 0

17. Inter-local Agreement with Sheriff re: Emergency Management and 911

The proposed agreement would memorialize the transfer of the division of Emergency Management to the Gadsden County Sheriff’s Office except in time of a declaration of an emergency or disaster under Chapter 252, Florida Statutes.

Lamb/Taylor approve with changes made.

Minnis – changes were made – paragraph 15, where it allowed the CA if the chair could not be reached. It was changed to the Vice-Chair, not the administrator, if the VC is not available, then it would go back the EM Director. The CA would not be involved. – Amend language Chair, Vice-Chair in consultation with the County Administrator.

Other Change – Paragraph 16 - Property to be tagged as county equipment. If agreement is terminated, all equipment to be returned to the county.

Croley – Agreement says the County is to establish the minimum training and qualifications of the emergency director. Do we have standards developed for that? Must bring back. Mr. Lawson to bring this back.

Vote 4 – 0 (Holt not present for this vote.)

18. C.W. Roberts Contracting, Inc. Request for Approximately Six Month Extension to Continue Operating an Asphalt Recycling Operation and for Commissioner Authorization for Chairperson to Execute

This agenda item presents a request by Mr. Charles Roberts, President of C.W. Robert’s Contracting, Inc. to the Board for approximately six month extension of a previous agreement to cease operation of the company’s asphalt recycling operation located on Highway 267, South of Quincy. The original agreement called for the operation to be closed no later than July 21, 2011. The extension request is requested to allow the company to complete a contract with FDOT to widen and resurface Highway 267 and to allow the remaining recycled Asphalt Pavement (RAP) to be transported to other sites in the most economical manner possible.

The Planning & Community Development staff has conducted monthly site visits and inspections since 2009 and can verify that continuing progress has been made to clear the site of RAP.

Holt/Lamb approve the extension of six months.

Ed Allen, 268 Chicapin Way, Lake – question When is a contract not a contract? There is a contract for him to be out by July 21. He is not in compliance. When will he have to remove himself?

Public Comments: Cathy Anderson – proponent for the extension. Contracts are broken every day.

There needs to language added to say that he must reapply

Vote – 5 – 0

Croley withdraw his vote.

Lamb withdrew his vote and the second to the motion.

Lamb/Croley motion to rescind the previous motion. 4 -1 (Holt)

Lamb/Taylor motion to add language that at the end of the six months, he will either close the operation or come back for appropriate procedure to stay there permanently. If he wants to stay there, he needs to initiate the land use change during the six months. 5 – 0

19. Approval of Contract Extension between the Gadsden County Board of County Commissioners and Ron Sachs Communications, Inc. for Implementation of Phase III of the Contract for Services as Recommended by Gadsden County Tourist Development Council

Jeff Dupree, TDC Chair present.

Ron Sachs Communications, Inc. was hired by the board in September 2010 to develop/design a web-site for the Tourist Development Council to promote tourism the Gadsden County. The Sachs firm has also won Emmy and Addy awards for their work and several years ago they received recognition as one of the nation’s top 75 public relations firms.

The Council is completely satisfied with the work they did in Phase I and II which are complete. They voted 5-0 to recommend to the board to extend the contract until June 30, 2012 for the implementation of Phase III. The extension will be based upon a $5,000 monthly retainer which will be equivalent to $60,000 for 12 months for public relations services, on-going marketing, publicity and promotion of Gadsden County. Also included with Phase III is $40,000 for promotion of special events. The $40,000 to come from the fund reserves.

Received supplemental material from Ron Sachs.

Commissioner Morgan’s remarks. Support the TDC proposal.

Commissioner Taylor – local company underbid Sachs, but Sachs was awarded the bid. Would rather see local businesses .

Holt - no problem with Sachs, but would like to do RFP - What do the guests say about Gadsden County? Want to see something in the way of commercials on the T.V.

Morgan’s comments. It was RFP’d in the

Croley/Morgan Approve Option 1

Lamb – this is too much money $5,000 per month.

Holt: Attachment B

Vote 3- 2 to approve Option 1.

20. Approval of the Renewal of Professional Services Agreement for Engineering Services with Preble-Rish, Inc.

On May 3, 2011, the board directed the staff to negotiate a renewal of the agreement with Preble-Rish, Inc. and to set a term of three years. Staff and Preble-Rish have reviewed the contract language from the original agreement, which was signed in 2009. Two amendments were made to that agreement: term of three years and a termination for convenience clause for both parties was added.

Services to be rendered are as follows: Roadway and bridge design; Stormwater and flood plain management; Project planning and management; survey services; Environmental engineering to include water and sewer; Site Planning and design; Traffic Planning; Permitting (Local, state and federal); Architectural services. Staff will negotiate prices for each project based upon the scope of the project in conjunction with the fee schedule included in the professional services agreement.

Staff recommended approval.

Motion : Lamb/Holt to approve contract for three years. 3 – 1 (Taylor opposed. Morgan not present.)

21. Renewal of Legal Services Agreement with the Law Firm of Ausley and McMullen as the County Attorney

The contract with the county attorney expired on May 30, 2011. At the June 7, 2011 regular BOCC meeting, the board directed the interim administrator to negotiate a new contract with the county attorney. Pursuant to those negotiations, staff proposed a three year contract. The changes are listed below:

Year of Contract	Retainer Amount	Minnis Hr. Rate	Associate Hr. Rate
06/01/11 - 05/30/12 -	$7,000	165.00	125.00	No Change
06/01/12 - 05/31/13	$7,500	175.00	130.00	Increase
06/01/13 – 05/31/14	$7,750	180.00	135.00	Increase

Ms. Debra Minnis will continue to serve as the county attorney and Michael Glazer will serve as the deputy attorney.

Staff recommended approval of the contract as proposed.

Motion: Lamb/Croley approve

Holt wants expenditures for outside attorneys that have been contracted.

Vote 3 – 2 to approve the three year contract. (Holt/Taylor opposed.)

22. County Administator’s agenda

23. county attorney’s agenda

24. COMMISSIONERS DISCUSSION ITEMS

24a.	Commissioner Eugene Lamb, District 1 Appointment of Carol Edwards to the Library Commission Lamb/Croley 5 – 0 Appointment of Ronny Butler to the Planning Commission Lamb/Croley approved appointment 5 – 0
24b.	Commissioner Doug Croley, District 2 · Reports: June 20, 2011 CRTPA met – FY2012-2016 Plan adopted. Fed/State/Local funding should receive $91,066,000 million in transportation funds. Can’t guarantee anything, but it should work. Subject to Federal Highway Commission Includes the Quincy By-Pass. · Solar Power Farming Project – Do we need to make sure in LDC – is solar power farming a permissible use? Growth Management Director Anthony Matheny answered – Comp Plan any utility use in any land use designation, but by special exception to be permitted. Can it be changed to “By right” issue in AG 1, 2, 3? There is no impact environmentally. It could be done via public hearings as change to the Comp Plan. It is an option. Croley motion to change to bring this matter back on the agenda that will to allow staff to ready Gadsden County to go forward to allow solar power farming to be an acceptable use. · Old Bailey Bridge in District 2. (military type bridge) Department of Defense – has innovative readiness program that might help with the bridge. Allow staff to proceed with making contacts to see if this bridge could be considered as a military training. Have the engineer company to look at it. Also have the attorney to look at it. · Budget – guardrail on Frank Smith Road – large drop on - have staff look at this. · Privatization of County Probation. · Roadside mowing privatization
24c.	Commissioner Brenda A. Holt, District 4 Economic Development Would like to hear from the chamber on the projects that come before the board. We need input. Need to look at Capital Regional about adding beds to the hospital Franklin County has received another NACO grant. Need to have someone representing our board to the conferences. Gadsden needs to be applying for grants. Want to streamline the Comp Plan procedures to make it business friendly. Add to the agenda: When items regarding item to agenda, please send them to District 4 commissioner. Discussion of Citizens Growth Management and Planning Bill of Rights
24d.	Commissioner Gene Morgan, District 3 Chamber of Commerce Attorney Mike Glazer – received recognition. Compliments to Connie McLendon for her efforts in the Interlocal agreement between Greensboro and Gretna . Florida State Hospital Public Record request – agenda this at next meeting. Motion. Second by Lamb. 5 – 0 Approach the State of FL for funds for upgrades for Tax Collector’s office.
24e.	Commissioner Sherrie Taylor, District 5 Discussion of Future Meetings with Individual Municipalities Regard Lobbying Services Covering Goals and Objectives, Growth and Development, Public Safety and Health Issues Source 2 – need to look at this. Auto Desk – Planning & Zoning – fast tracking – will send information to staff. Conflict Resolution – Florida in NO. 1 for convictions by politicians. Congratulations to Croley and Morgan for becoming advanced commissioners. Need some in-service on the issues for Driver’s License responsibility. Look at the discretionary surtax – may need to revisit for other purposes. Ask Planning and Zoning to come back with fast track initiatives. Asked for travel funds to go to NACO to take advantage of grant fund opportunities.

FILED FOR THE RECORD

25a.	Public Hearing Announcement from the City of Quincy regarding a resolution for the purpose of financing certain redevelopment in accordance with the Quincy Community Re-development Agency (CRA) Plan . The hearing was to be held on June 14, 2011
25b.	Letter from Clerk Thomas acknowledging receipt of City of Quincy’s CRA audit for FYE September 30, 2009
25c.	Letter to Mike Long at the Department of Environmental Protection Agency from Interim county administrator requesting information regarding current leases of properties that are potential disposition candidates.
25d.	Letter to Chair regarding availability of Census information

ADJOURNMENT

THERE BEING NO OTHER BUSINESS BEFORE THE BOARD AND UPON MOTION BY CHAIR TAYLOR, THE MEETING WAS ADJOURNED.

Sherrie Taylor, Chair

ATTEST:

Muriel Straughn, Deputy Clerk