Board of County Commissioners

Gadsden County, Florida

AGENDA & NOTES

Regular Public Meeting

February 17, 2014

6:00 p.m.

 

Present:               Eric F. Hinson, Chair, District 1

                                Brenda Holt, Vice-Chair, District 4

                                Doug Croley, District 2

                                Gene Morgan, District 3

                                Sherrie Taylor, District 5

                                Nicholas Thomas, Clerk of Court

                                Robert Presnell, County Administrator

                                David Weiss, Assistant County Attorney

                                Marcella Blocker, Deputy Clerk

 

INVOCATION, PLEDGE OF ALLEGIANCE AND ROLL CALL

Chair Hinson called the meeting to Order at 6:08 p.m.  He asked everyone to stand for the Invocation and then led everyone in the Pledge of Allegiance to the U.S. Flag.

 

AMENDMENTS AND APPROVAL OF AGENDA

  UPON MOTION OF COMMISSIONER MORGAN AND SECOND BY COMMISSIONER HOLT, THE BOARD VOTED 4-0 BY VOICE VOTE TO APPROVE THE AGENDA AS WRITTEN.

 

Commissioner Croley stepped in at this juncture of the meeting

AWARDS, PRESENTATIONS AND APPEARANCES

 

1.

Presentation on the New County Website

  Kembrew Jackson, Myron Williams and Olivia Smith appeared before the Board and introduced the new County Website to everyone and gave an overview of it.

 

Commissioner Croley congratulated them on a great job and asked when a work order is filled out by someone on the website, did that individual receive a confirmation of the job and he also asked if credit card payments would be accepted for permits, etc.  He also asked about the possibility of a mobile app that could be available.

 

Commissioner Morgan said this was a great job and very pleasing, had better access, and was better than he anticipated.  He asked under agenda items, if the minutes would be posted to the county website.  Olivia explained an extra tab could be added for the minutes.

 

Commissioner Holt commented that submitting fees online was important.  She also asked

 

Mr. Presnell said staff had been through training and the site could be done in-house now and would save the County money.

 

CLERK OF COURTS

 

2.

County Finance and County Clerk Issues

  Clerk Thomas said he had 2 issues-1st regarding TDC - asked to make a recommendation that might help make things smoother.  Asked that they consider requiring the County Attorney to attend the TDC meetings, take a proactive role in reviewing agreements and contracts.  He went on to further explain the potential for problems.

 

Commissioner Croley thinks wonderful idea and having county attorney present might alleviate problems in the future.

 

Commissioner Holt stated if the documentation was not there, the money did not follow and needed to look at the cost of having the county attorney attend the meetings.  She added it was a good idea, but was not sure of the costs.

 

Second issue-need to inform the Board that the Clerk’s finance department has not disbursed money to the Quincy CRA, but they have to Havana’s CRA and reason was because they had not received required City’s audit and said the Finance office would not forward the monies without the approval of the Board.

 

Commissioner Croley supported him and the City of Quincy in having the CRA funding looked at and supported an objective review in facilitating the audit.

 

Commissioner Holt said problem she had was should not facilitate audit of another government agency.

 

Commissioner Croley said wanted to work with the City and wanted everyone to know the County was doing things correctly.

 

Chair Hinson asked if any other counties doing this.

 

Commissioner Croley said not recommending that the County go in and do the audit, simply help facilitate the City if they need assistance.

 

Clerk Thomas pointed out it is the Board’s policy to require financials of every department and was just pointing out there might be a problem.

 

Commissioner Morgan thanked the Clerk and said he thought he was proceeding in the right way.  He asked if the audit was required by the State. 

 

Commissioner Holt said it was her opinion that nothing further be added to this conversation.

 

The Clerk clarified that he was simply putting them on notice, would provide whatever documentation he received and he wanted the Board to make the decision whether they chose to disburse the money.

 

Chair Hinson said if there was a problem, documents needed to be brought forth to have support and did not want it to look like the Board was picking on anyone.

 

Clerk clarified it was Board policy to require financials before disbursing any money.

 

Commissioner Morgan asked with Havana, what year was the audit from and Clerk Thomas responded it was 2013 and the 2013 disbursements were made.

 

Attorney David Weiss said Florida Statutes required annual audit.  Wanted to make Board aware the Board was not involved in setting up Quincy CRA and had no involvement with regard to their Interlocal Agreement and further explained the governing Statute and how the taxing authority worked. 

 

Discussion followed.

 

Jack McLean, City Manager of the City of Quincy, appeared before the Board and discussed the situation with the Board.

 

Commissioner Croley clarified it was his opinion that the audit needed to be done BEFORE the money was disbursed.

 

Commissioner Taylor said the City was in her District and asked Mr. McLean what the intentions were going forward.  She said the audit reveals very important information.  Did want to see dollars disbursed but need to make sure the Clerk received what was needed and what state statute required.

 

Chair Hinson said before voting, he would like to see all the documentation.

 

Commissioner Morgan stepped out at this juncture.

 

Commissioner Morgan returned at this juncture.

 

Commissioner Croley said everybody needed to be accountable.

 

Chair Hinson-next time have all the information when come to the Board.

 

CONSENT

  UPON MOTION OF COMMISSIONER CROLEY AND SECOND BY COMMISSIONER HOLT, THE BOARD VOTED 5-0 BY VOICE VOTE TO APPROVE THE CONSENT AGENDA AS WRITTEN.

 

3.

Approval of Minutes

 

4.

Ratification of Approval to Pay County Bills

 

5.

Adoption of Resolution No. 2014-005, Quincy By-Pass-Phase #1 in Gadsden County to be Designated as The “Julia Munroe Woodward Memorial By-Pass” and Designate the Naming of the South-Leg of the Quincy By-Pass (upon completion) the “Willie Ruth Williams Memorial By-Pass”

 

6.

The Small County Road Assistance Program Woodward Road-Florida Department of Transportation

 

7.

Approval to Accept the FY 2014 1st Quarter Report

 

8.

Approval of Professional Services Task Order #2014-137 with Preble-Rish, Inc. for Lewis Lane

 

9.

Grants-Approval of Resolution #2014-002 and Carry Forward Budget Amendments for FY 2014

 

ITEMS PULLED FOR DISCUSSION

 

CITIZENS REQUESTING TO BE HEARD

 

PUBLIC HEARINGS

 

10.

Public Hearing-Approval of Budget Amendments and Resolution 2014-001 for Fiscal Year 2013-2014

  Mr. Presnell introduced the above item and said was to clean-up items in the current budget.  Chair asked if there were any citizens that wished to speak and there were none.

 

UPON MOTION OF COMMISSIONER CROLEY AND SECOND BY COMMISSIONER MORGAN, THE BOARD VOTED 5-0 BY VOICE VOTE TO APPROVE THIS ITEM.

 

GENERAL BUSINESS

 

11.

Approval of Award of Countywide Resurfacing Bid 14-03 to CW Roberts Contracting, Inc.

  Mr. Presnell introduced the above item.

 

UPON MOTION OF COMMISSIONER CROLEY AND SECOND BY COMMISSIONER MORGAN, THE BOARD VOTED 5-0 BY VOICE VOTE TO APPROVE OPTION ONE OF THE ABOVE ITEM.

 

12.

County Resurfacing Project-Additive Change Order

  Mr. Presnell introduced the above item and said was a similar item.

 

Commissioner Croley asked if dirt roads or resurfacing

 

UPON MOTION OF COMMISSIONER CROLEY AND SECOND BY COMMISSIONER HOLT, THE BOARD VOTED 5-0 BY VOICE VOTE TO APPROVE OPTION ONE OF THE ITEM.

 

13.

Jones Joseph Frank Est. c/o Mary Blount; Parcel ID No.: 3-03-*2N-3W-0000-00212-0400

  Mr. Presnell introduced the above item and said was another code enforcement case.

 

UPON MOTION OF COMMISSIONER CROLEY AND SECOND BY COMMISSIONER MORGAN, THE BOARD VOTED 5-0 BY VOICE VOTE TO APPROVE OPTION ONE OF THE ABOVE ITEM.

 

14.

Discussion of BOCC Workshops to be held before each Regular Board of County Commissioners Meeting

  Mr. Presnell introduced the above item and said staff had requested workshops before meetings to discuss items for that meeting.

 

Commissioner Holt said she wanted this but did not have to be before every meeting but would like to have workshop at least once a month.

 

Commissioner Holt-put time into it to fix it. 

 

Commissioner Croley agreed workshops have their place but did not want to be a party to cut out public.

 

Board discussion followed.

 

UPON MOTION BY COMMISSIONER HOLT AND SECOND BY COMMISSIONER MORGAN, THE BOARD VOTED 3-2 BY VOICE VOTE TO APPROVE HAVING A WORKSHOP BEFORE MEETINGS ONCE PER MONTH.  CHAIR HINSON AND COMMISSIONER CROLEY OPPOSED.

 

COUNTY ADMINISTRATOR

 

15.

Update on Board Requests

  Mr. Presnell stated recently recycling had come up and has been worked out with Waste Pro-those that have curb-side service can now add glass to their recycling.

 

Commissioner Morgan said hope can notify citizens in County of change.

 

He asked if Board interested in joint workshop with P&Z to outline legal issues and David Theriaque has offered to come help answer questions at no charge.  Board asked that Mr. Presnell get dates and get back with them to set this up.

 

2 new fire trucks – event scheduled for this Thursday at Robertsville Fire Station.

 

Commissioner Croley asked about jail inspection they had received.

 

Also asked about Economic Development-how is it going? Consultant Ms. Kirkland has gone to municipalities with analysis of inventory of assets.  Had another meeting last week, brought in railroads.  First task is getting plan together.

 

Commissioner Morgan asked about the fire engine equipment-how are things and if in good shape strategically.  Mr. Presnell sail Chief assured him next need is water tanker for Sycamore.

 

COUNTY ATTORNEY

 

16.

Update on Various Legal Issues

  Mr. Weiss said with respect to CRA was not saying county can’t provide support to extent that if CRA needs it with respect to audit.

 

Wanted to point out ethics requirements is annual requirement and Ethics Commission suggests reporting compliance in public meeting and certificate to be filed with the Clerk.

 

Havana Heights-generally anyone has right to exclude anyone else from privately owned property but limited exception with police power –if emergency situation may be exceptions to general rule.  Said had lot more questions but advised they needed to be careful if wanted to get HUD involved.

 

Attorney’s recommendation was to approach property owner and express concerns for residents in the event of emergencies.

 

Commissioner Croley suggested having the Fire Marshall investigate, Mr. Collins said has been done, no fire hazard.

 

Commissioner Holt-send letter to corporate office and inform them of problems.

 

UPON MOTION OF COMMISSIONER HOLT AND SECOND BY COMMISSIONER CROLEY, THE BOARD VOTED 5-0 BY VOICE VOTE THAT LETTER BE SENT TO PROPERTY OWNER INFORMING THEM OF CONCERNS.

 

DISCUSSION ITEMS BY COMMISSIONERS

 

17.

Report and Discussion on Public Issues and Concerns Pertaining to Commission Districts and Gadsden County:

 

 

Commissioner Taylor, District 5

  Had brief conversation with Sheriff and heard Social Security office is entertaining closing Quincy office and asked Board to entertain sending letter in support of keeping office open.

 

UPON MOTION OF COMMISSIONER TAYLOR AND SECOND BY COMMISSIONER CROLEY, THE BOARD VOTED 5-0 BY VOICE VOTE TO SEND LETTER OF SUPPORT ALONG WITH THE SHERIFF’S LETTER OF SUPPORT.

 

Workshops needed- asked why road design is so tedious and what can county do to get leg up with designs and funding.

 

Jail- doors were put in, did painting, installed intercom system, but jail is still 40-60% over capacity every day.  Not rehabbing inmates, not doing due justice with quality of inmates turning out from jail.  Can this be discussed, hold workshop and look at debt services to pay for it. Asked how much time left on .01¢ sales tax (30 year deal).    Mr. Presnell said Board renewed it once and changed it to Public Works and Fire.

 

Said had discussed using inmates for mowing, where does things stand with that?

 

 

Commissioner Morgan, District 3

  Agree with concerns of Commissioner Taylor with jail – right now made to hold 150 and holding average 182 inmates.

 

Commended staff on upgraded website.

 

 

Commissioner Croley, District 2

  Asked why meeting on Monday and not Tuesday. Board voted at last meeting to change due to Former President Jimmy Carter speaking at Bainbridge Junior College on Tuesday.

 

Commissioner Morgan stepped out.

 

Commissioner Taylor pointed out not mandated for everyone to attend.

 

Commissioner Morgan returned at this juncture.

 

Paying for judge travel over for them to hear parole/probation cases quicker and should help resolve over crowding at jail.

 

What is status of beautification monies with wildflower plan.  Has been sent back to DOT for approval.

 

Reminded Chair that he was not only commissioner representing Havana.

 

Asked if possible on website to set up driving tour of the county.

 

Asked if appropriate to send card to Mr. Frank Rowan, has been in the hospital.

 

 

Commissioner Holt, Vice-Chair, District 4

  All boards and commissions that have appointees on,  the Board needs to work closely with them regarding contracts

 

TDC doing workshop on March 3rd.

 

Most important workshop to do right now is economic development.

 

Said she’s been questioned why Talquin Electric’s rate changed.

 

Croley said a member owned cooperative, need to go to Talquin Board and annual meeting was up-coming.

 

 

Commissioner Hinson, Chair, District 1

  Asked if he and Administrator could visit the jail soon.  Asked if there were any interventions, job training available there.  Commissioner Taylor said they are training them on some things, horticulture, etc. but capacity was main concern.

 

Asked Morgan about building in Chattahoochee.

 

Receipt and File

 

18.

a. January 24, 2014 Letter from Florida Department of Economic Opportunity (Enterprise Zone      Boundary Amendments)

b. Town of Havana Community Redevelopment Agency Annual Report

 

MARCH MEETING(S):

                -March 4, 2014, Regular Meeting @ 6:00 p.m.

                -March 18, 2014, Regular Meeting @ 6:00 p.m.

 

MOTION TO ADJOURN

Adjourned at 8:30 p.m.