Board of County Commissioners
Gadsden County, Florida
AGENDA & MEETING NOTES
Regular Public Meeting
February 21, 2012
9:00 a.m.
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
David Wise, Assistant County Attorney
Arthur Lawson, Interim County Administrator
INVOCATION, PLEDGE OF ALLEGIANCE AND ROLL CALL
Chair Taylor called the meeting to order then led in an invocation followed by the pledge of allegiance to the U.S. flag.
The roll was called by Deputy Clerk Beryl Wood and the attendance was recorded as noted above.
AMENDMENTS AND APPROVAL OF THE
AGENDA
The following amendments were made to the agenda: Pull Item # 6
Motion: Addition timeline:
National Solar – 20A (discussion purposes only)Morgan/Holt 5-0
UPON MOTION BY COMMISSIONER
CROLEY AND SECOND BY COMMISSIONER
MORGAN, THE BOARD VOTED 5 – 0, BY VOICE VOTE, TO APPROVE THE AGENDA AS
AMENDED.
AWARDS, PRESENTATIONS AND
APPEARANCES
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1. |
Update
– Brownfield Community-Wide Grants and Advance Monitoring for Hazardous
Substance and Petroleum grant No.
BF-95460910-0 Background: In October of 2009, staff applied for EPA Brownfield’s Assessment Grant and was awarded $400,000 in April of 2010. This grant will allow the county to pay an environmental consultant to conduct and complete community-wide hazardous substance and petroleum assessments, which will identify properties in the county that could be redeveloped if the site can be eradicated of any kind of contamination that may be present. This will ultimately lead to discouraging premature development in unsuitable sites and help in the effort to create and maintain a living wage. Therefore, concentrating on those sites that can promote economic revitalization for economic development is the primary goal of the process. While the grant will not pay for remediation and cleanup of the properties identified, the county can pursue other funding for those activities through the Environmental Protection Agency and other sources. Following the county’s procurement policy, the county ultimate engaged Cardno TBE as the consultant to do the site inspections. Olga Perry , Project Manager of Cardno TBE prepared a progress report which is attached. Action Request: None. The update is for informational purposes only. Presenter: Roger Register gave presentation to the Board. He also gave handouts to the Board and read the letter handed into record. Commissioner Holt asked Mr. Register to explain the Brownfield’s Assessment Grant. Mr. Register properties that are abandoned placing back on tax roll, it’s an assessment. Commissioner Lamb asked did they include homes. Mr. Register stated he won’t say homes can’t be involved, but mostly Action
Taken: Informational Purpose only |
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CLERK
OF COURTS AGENDA |
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2. |
Presentation of County Finance and County Clerk Issues No Report |
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CONSENT
AGENDA Item 10 pulled from UPON
MOTION BY COMMISSIONER LAMB AND SECOND
BY COMMISSIONER HOLT, THE BOARD VOTED 5 – 0 ,BY VOICE VOTE, TO APPROVE THE CONSENT AGENDA WITH THE EXCEPTION OF
ITEM 11 TO WIT: |
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3. |
Approval
of Minutes January 3, 2012 – Regular
Meeting December 6, 2012 – Regular
Meeting Action Taken: Approved as part of the Consent Agenda |
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4. |
Ratification of Approval to Pay County Bills As Reflected in the Warrant Vouchers Listed Below: Accounts Payables Dated: January 20, 27, 2012 February 3, 10, 17, 2012 Payroll Dated: January 26, 2012 February 9, 2012 Action Taken: Approved as part of the consent agenda |
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5. |
Request for Law Enforcement Educational Fund for Training Purposes and Grant Budgetary Authority - $3,325.00 for Civil Processing Services This request was made by Sheriff Morris Young to use the Law Enforcement Educational Fund to provide proper training for law enforcement personnel for civil processing services. This training will allow the personnel to become updated on the laws relating to civil processing. Avalon Legal Information Services, Inc. from Port Orange, FL will conduct the training, which includes 2 days of live presentation for Road Patrol on Civil Process as well as domestic violence training. The fee for training 35 people and related manual and materials is $3,325.00. Requested Action: Approval of Budgetary Authority and for the use of the use of Law Enforcement Educational Fund to conduct this training. Board Action Taken: Approved as part of the Consent Agenda |
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8. |
Approval of the Request for the Gadsden County Fire Service to Conjointly Apply for the FY 2011 Staffing for Adequate Fire and Emergency Response Grant (SAFER) with the Quincy Fire Department Statement
of Issue: This item seeks approval for eh Gadsden County Fire Service to conjointly apply for the FY 2011 SAFER with the Quincy Fire Department. The Department of Homeland Security (DHS) and the Federal Emergency Management Agency’s (FEMA) Grant Program Directorate implements and administers the SAFER grants, which provides financial assistance to help fire departments increase frontline firefighters, rehire firefighters that have been laid off, retain firefighters facing imminent layoffs or filing for positions that were vacated through attrition. By applying for the grant, it will guarantee fire service response and improve fire service response times in Gadsden County. Because the City of Quincy has an established paid fire department, they will facilitate the grant and all fire department operations. The grant cycle opened January 31, 2012 and closed February 24, 2012. Background: The objective of the SAFER Program is to augment or restore local fire departments’ staffing and deployment capabilities so they may effectively respond to emergencies. With the enhanced or restored staffing, a SAFER Grantee’s response time will be reduced sufficiently and an appropriate number of trained personnel will be at the incident scene. The grant is comprised of two categories: 1. Hiring of Firefighters – A two year grant with no match and no requirement to maintain the program after the grant period. 2. Recruitment and Retention of Volunteer Firefighters – Four year grant with no match and no requirement to maintain the program after the grant period. Analysis: The enhanced or restored staffing level of all SAFER Grantees should improve the safety to firefighters by ensuring all first-arriving engines are staffed with a minimum of four qualified personnel or are able to meet NFPA and OSHA standards. The grantees should be able to demonstrate that they have achieved more efficient response and safer incidents scenes; thereby ensuring communities have improved protection from fire and fire-related hazards. Fiscal Impact: The SAFER grant requires no matching funds. Requested
Action: Approval to allow the Gadsden
County Fire Services to apply for the FY 2011 SAFER Grant Conjointly with the
City of Quincy Fire Department. County
Administrator’s Recommendation:
Approval of the request. Action Taken: Approval as part of the Consent Agenda approval. |
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9. |
Approval
of Annual Support Agreement for EMS Billing Software Statement of Issue: This item seeks Board approval for the Chairman to sign the 2012 EMS Consultant’s Annual Support Agreement for EMS Billing and Collections software. Background: This agreement covers the technical support services for the EMS Billing and Collections software for 2012. Analysis: Because this agreement commits the county to payment of funds it must bear the signature of the chairman as the governing authority. Fiscal Impact: This cost of $3,000 is a budgeted line item expense in the EMS Billing and Administration budget. The payment is in arrears for the 2011 support. It will need to be a line item budget expense in the upcoming 2013 budget. |
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10. |
Approval of Interlocal Government Contract for Cooperative Purchasing with the Houston-Galveston Area Council (HGAC) (pulled by Commissioner Morgan Statement of Issue: This item seeks Board approval for the Chairperson and the Interim County Administrator to sign the Interlocal Contract for Cooperative Purchasing with HGAC. Background: HGAC is a regional council of governments operating under the laws of Texas. The HGAC uses mass circulation, minority emphasis print media and internet services to post legal notices and bid solicitations. The HGAC Board then awards contracts which are made available to local governments nationwide. The Texas Interlocal Cooperation Act and the state Interlocal cooperation authority permits participation by local governments, states, state agencies and certain non-profit corporations. Gadsden County has used HGAC in the past to purchase ambulances. Use of this process expedites the process, saves on advertising expenses and meets the requirements of the local purchasing policy. Fiscal Impact: There is no cost to become a member of the Cooperative. If the contract is used for the ambulance purchases, there is a charge of $600.00 per purchase order. Requested Action Approval of joining the cooperative and authorize the chairperson and the interim administrator to sing the HGAC Interlocal Contract for Cooperative Purchasing. Interim Administrator’s Recommendation: Approval as requested. Commissioner Morgan asked did this limit their buying. Mr. Baker replied no Action
taken: Motion for approval: Morgan/
Lamb 5-0 |
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11. |
Approval of the FY 2012/2013 Proposed Budget Calendar (Attached) Statement of Issue: This item seeks
acceptance of the proposed budget calendar for FY 2012/13. Background: Each year the Budget Office prepares a budget calendar for the upcoming budget year. The proposed calendar outlines various deadlines
for management and staff
to accomplish in order to complete the required budget
timely. Analysis: This year the Budget Office has proposed
4 public budget workshops, one in the months
May, June, July, and August.
There are also
several tentative dates in that are
too early to confirm. Once the Budget Office is able to confirm, the Board will be notified. Staff Recommendation: Approval of the calendar. Action Taken: Approval as part of the Consent Agenda
approval. |
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12. |
Acceptance
of the FY 2012 1st Quarter
Report Statement of Issue: This item seeks
acceptance of the 1st Quarter Report for FY 2012. Background: In April of 2006
the Board adopted a comprehensive financial management policy.
Section 3.03 - Budget
Management
and
Amendment Policy states the
following:
"...Finally, consistent with the spirit
of this policy,
the Board shall
require the County Administrator or his designated budget
officer to develop
during FY 2007
and thereafter regularly submit
quarterly (three month) budget status
reports to the Board.
These reports shall include: 1. The
status of major
revenue collections and/or projections 2.
The status
of actual departmental expenditures in comparison with budgeted
expenditures. 3.
Notification of special issues
that could possibly
affect the current or future financial status
of the Board." Analysis: In summation, operating departments under the jurisdiction of the County
Administrator have expended approximately 23% (versus
the County's established benchmark of 25%) of their allotted budgets through the first quarter of the fiscal
year. Overall, data through the first
quarter (October 1, 2011 thru
December 31, 2011) provides enough
definitive data to constitute the adjustment of original budget estimates at this time.
This report is preliminary due to the fact that
the final close
out budget amendments and any Finance adjustments may not have been posted. Options: 1)
Approve Acceptance of the FY 2012
1st
Quarter Report 2)
Board Direction County Administrator's Recommendation: Option #1 Attachments: FY 2012
1st
Quarter Report Action Taken:
Approval as part of the Consent Agenda |
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DISCUSSION OF CONSENT AGENDA ITEMS PULLED FOR DISCUSSION Item 10 pulled Morgan/Lamb 5-0 |
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CITIZENS
REQUESTING TO BE HEARD ON NON AGENDA ITEMS None |
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GENERAL
BUSINESS AGENDA |
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13. |
Support
Letter for a Grant Proposal – Second Chance Act Technology Careers Training
Demonstration Projects for Incarcerated Adults and Juveniles Presenter:
Sheriff Young, Annie
Berry spoke in support of the program which they have partnered with the
University of Florida. She explained they would receive certificate at the
end of the program which will help them when they return to Society LabFirst,
Gadsden Chamber, WorkforcePlus, Gadsden Leadership Dr. Gary
Knox, University of Florida, Horticulture training, Statement of lssue: The Sheriff’s Department sought a
letter of support for a grant
proposal to fund
the expansion of the Gadsden County Sheriffs "Faith Behind Bars
Re-Entry Program" through a collaborative
partnership
with the University of Florida, Gadsden Research Center. Background:
The Gadsden County
Jail faces the challenge of maintaining and operating a facility within
the constraints of budget
cuts making it difficult to meet the needs in an overcrowded jail and combat recidivism at a rate that continues to increase year after year. Instead of learning how to
change their lifestyles, many offenders adopt more dangerous behaviors. Once
their time is done,
they must re-adjust to society, restore relationships with
their family, locate
a home, find
gainful employment, and deal
with the addictions that may have been the cause of their convictions. Unfortunately, many ex-offenders are unprepared to navigate the challenges of reentry. In a culture
slow to understand why prisoners should
have a second
chance, they will end up homeless, unable to find sufficient work, in need of substance abuse treatment and, most critical
of all, without a support
system to assist
them. An estimated 70% of these
inmates will be re
arrested within two years of their release. Such a high recidivism rate not only
indicates the failure of our society
to address the
needs of ex-offenders, but also demonstrates the public safety risk
if offenders cannot learn
to become productive citizens. Analysis: The Sheriff’s Department is the most appropriate entity to apply for this grant which will help address issues the inmates face. Sheriff Young
recently implemented the Faith
Behind Bars Re Entry Program. The program
has a threefold purpose, one to address
the issues of recidivism
among the inmates, second to provide the inmate with skills
that assist their re-entry into the community with a support
system
to
help
them
find
employment,
housing,
and
provide
a marketable skill by earning a certificate in landscaping, pesticide, and gardening. Thirdly, the program has the potential to save the tax payers
thousands of dollars. The
grant will provide
funding to expand
services to 25 additional inmates. Fiscal Impact: None Options: 1. Write the support letter. 3.
Provide other direction. County Administrator's Recommendation: Write the support letter. Attachment(s) 1. Document from the Sheriff’s Office Points of Discussion by Commissioners: Commissioner Lamb is this volunteer basis. Berry said we want them to volunteer, but
the incentive is gain time. Sheriff Young we are training to train them
while there in jail, so when they return to society the would be skilled. He
said the Chamber of Commerce is doing the entre part of the program. Commissioner Croley said he thought the
program was a great idea, but how will we handle future cost. Corder – Jail get’s commission on sales. He
said it is 100% financed for this year.
He said they will also partner with the businesses in the County. Sheriff Young stated they would have to look
at ways, for community to build a jail, 1cent sales tax has been diverted
know it’s going to other projects, but know it’s time to go back to tax
payers, the 1cent what do we with the penny. It’s and issue with overcrowding Commissioner Croley ordinance that was
passed in 2005, public safety coordinating council. Have you had meetings. Chair Taylor stated the support letter is on
the agenda. This item she asked that it be agenda for another date. Commissioner Holt spoke in support of the
project and in support of the Gadsden County Jail. Commissioner Lamb inquired about females in
the project and spoke in support of the enhancement to the Jail. Action
Taken: Motion :Approved Letter of Support 5-0
Croley/ Morgan Sheriff
Young – CBS News will be in the County covering this particular story |
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14. |
Approval of Request from
Sheriff’s Office to Use Electronic Monitoring Devices for Non-Violent Inmates
As Opposed to Incarceration Statement of lssue: The Sheriff’s Department sought funding that
would allow for the use of East Coast Judicial Monitoring services as an alternative to jail for non- violent offenders. Background:
The Gadsden County
Jail is currently unable to facilitate the needs and or civil
rights of those incarcerated due to the issue of overcrowding. A larger number
of those incarcerated are non-violent offenders and meet the
criteria for alternative sentencing. Alternative sentencing also known as "Smart Justice" addresses the issues of budget cuts
and overcrowded jails.
Smart Justice allows non-violent offenders to be monitored electronically at their home for
a third of the cost
to house them in the jail. East Coast Judicial
Monitoring uses SCRAMX to ensure offenders are in their home and sober. The SCRAMx device is an ankle bracelet that performs transdermal ethanol test which show if an offender has been consuming alcohol. These tests are performed
every 30 minutes for a total of 1488
alcohol test per month. The SCRAMX device can also be used simultaneously as a house arrest
electronic monitor. If the offender leaves the established perimeter the device will electronically notify
authorities. Many states and counties are already using this
program and have great success. Texas was one of the first states
to implement the Smart Justice approach and their research has found that not only
did the SCRAMX
device alleviate the overcrowding and budget crisis
in their jails
but it also drastically reduced the recidivism
rate. Analysis: By
using alternative sentencing strategies provided by East Coast Judicial Monitoring Gadsden
County will drastically reduce their
inmate per diem,
alleviate many problems created by an overcrowded jail, and
reduce recidivism all while continuing to provide the taxpayers of Gadsden County
a safe place
to live. *2012 inmate
daily cost- $53.34 *ECM daily
cost- $12.00
About SCRAMx SCRAMx is the next generation of SCRAM that will elevate
the alcohol offender management
program to a whole new level. By integrating continuous alcohol monitoring (CAM)
with house arrest in one device, SCRAMx
lets you: ·
Go broader in having additional options with which to manage
your offenders ·
Tum on CAM by itself or combine
it with house
arrest as needed
-depending on the offense, situation, or behavior
while on the program ·
Go deeper with how much information you're
able to compile
on offender drinking
patterns and whereabouts, which further heightens accountability ·
Eliminate the need to place offenders on two separate devices Saves considerable time and resources The three components to the SCRAMx
system are: The
SCRAMx Bracelet, the SCRAMX Bast Station and the SCRAM
Net. The
patented SCRAMx ankle
bracelet - the heart of the SCRAMx system
- is attached to the offender with a durable
and tamper-proof strap.
It is worn 24/7 by the offender for the duration
of his or her court-ordered abstinence period, typically 90-120 days. Every half hour, the bracelet captures transdermal alcohol readings by sampling the insensible perspiration collected from the air above the skin. The bracelet stores
the data and, at pre determined intervals, transmits it via radio-frequency (RF) signal to the base station. Attributes ·
24/7 transdermal alcohol detection plus house
arrest technology in one light-weight tamper-proof bracelet ·
Performs 48+ alcohol
tests/day and stores
data ·
Provides full data
vs. a snapshot view ·
Tamper- and water-
resistant ·
Automatically collects, stores,
and transfers all data via the SCRAMx base station on a predetermined schedule (at least lx/day) ·
Date- and time-stamps readings for easy reporting and analysis The SCRAMx
Base Station The
SCRAMx base
station is the mechanism
by which
data is transmitted to AMS for analysis
and reporting. During installation the offender will also
receive a SCRAMx base
station, which plugs
into an analog telephone line- usually in the offender's home or place of work. At a pre-scheduled
time(s) each day, the SCRAMx bracelet "communicates" with the base station, which then retrieves all available data from the bracelet and sends it to SCRAMNET. Attributes • Plugs into an analog
telephone line at the offender's home or office • Uploads all
available data from
the SCRAMx bracelet • Stores and sends alcohol
readings, tamper alerts, and diagnostic data
to SCRAMNET for detailed
analysis and reporting • Sends operational messages directly to the client
via the LCD screen SCRAMNET Where the SCRAMx bracelet is the heart
of the system,
SCRAMNET is the brains. It is the information hub that
not only houses
all offender data, but lets you flexibly
manage
it in the way that is the most effective
for your
offender management program. When data
is received from the SCRAMx base station, it is stored
in SCRAMNET, the web based application managed
by AMS where
offender data
is collected, analyzed, and maintained in a secure, central
location. SCRAMNET
provides a wide range
of reports and graphs at your fingertips- from a snapshot
of a single event
to a comprehensive view of an offender's behavior over time.
SCRAMNET lets you customize
and easily
tailor the reporting that best
suits your needs
and individual cases, and helps
reduce your workload through exception-based reporting. Attributes •
Can be accessed around-the-clock, from any location, using a standard web browser • Provides exception-based reporting to reduce workload • Flags and graphically depicts any alcohol ingestion, tampers, or removal attempts •
Lets you easily
customize testing, synchronization, and reporting schedules for each offender • Provides customized reports and graphs
to best suit your information needs • Allows you
to cost-effectively monitor and manage numerous offenders simultaneously Fiscal Impact: $87,600 Options: 1. Approve the request; 2. Do not approve the request. 3. Provide other direction. County Administrator's Recommendation: 1. Approve the request. Attachment: Information About
SCRAMx Presenters: Power point presentation Sheriff
Young Mike Harrison,
East Coast Monitoring – asking for funding for 20 people at $87,000 Duffer
Harrison – Power Point Presentation Discussion Points by Commissioners: Commissioner Lamb asked what other Counties are involved in the program. Commissioner Morgan as important as this is, it is not budgeted for this year. We need to place I n upcoming budget. He also inquired about overcrowding of the jail. If we could find another way to alleviate overcrowding, would this program be necessary. Corder over half would qualify for outside monitoring. Commissioner Croley thanked Corder for bringing this information before the Board. He agreed the money is not there in the middle of the budget year and consider for upcoming Budget Year. He said the Public Safety Council should be working on the overcrowding issue at the Jail. Not in support of raising mileage rate on tax papers. Commissioner Holt commented it needed to come back. She commented the Board does not see the importance of the program, since it has the potential of lawsuits. She asked that it be placed on next month’s agenda and brought back at that time. Commissioner Morgan stated that the needs have to be prioritized. Commissioner Lamb said this is something we need to look at and it could enhance the Jail. Arthur Lawson said it was an oversite. Chair Taylor echoed Commissioner Morgan and Croley. This size request has to go through the procurement process and it must be budgeted. She asked the Jail to go out for competitive bidding and present during Budget process. She said they don’t want to be that far behind in technology. Motion: Croley for deferral to Budget
Process to see if we have funds, then work with County Administrator on
Procurement Process (died for lack of second) Amended the Upcoming 2012-2013 Budget
Process Croley/ Morgan 5-0 (Motion Approved) Action
Taken: Defer to Budget Process |
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15. |
Discussion of Possible Changes to the Gadsden County Comprehensive Plan and Land Development Code to Allow for a More Expedited Development Review Process
The Board of County
Commissioners (Board) is asked to discuss and provide direction to Planning &
Community Development (P&CD) staff regarding possible changes to the Gadsden County
Comprehensive Plan and Land Development Code (LDC) to allow for a more expedited development review process. Background: The Board has asked
the Planning & Community Development (P&CD) staff to start the process of changing the
County Comprehensive Plan
and Land Development Code in order
to expedite the
development review and permitting process. Analysis: The first step in changing and simplifying the County Comprehensive Plan and Land Development Code in order
to expedite the development review and permitting process
is to identify areas
in both documents where changes
may be most
effective in achieving the aforementioned goal.
These changes generally
fall into the category of process or development standards. Some of these changes
might include: 1. Reducing the creation of illegally subdivided parcels by creating a system of checks and balances with
the Clerk of the Court
and the Property Appraiser offices so that no
new parcels are created or old parcels
re-configured without the required County approval. (This is the number
one delay in the issuance of housing permits. 2.
Consider amending the Comprehensive Plan to
change residential densities in Agricultural Land
Use Districts to allow for more residential units. For
example, AG-3 currently
allows
for only one (1) residential unit per twenty (20) acres; and/or re-visit the 'Immediate Family Exemption'. 3.
Consider reviewing the following development standards: a.
Consider
the creation of a Zoning map with multiple zoning districts to implement
each of the future
land use districts
adopted
in the Comprehensive Plan. A Zoning Map will allow more flexibility within districts; may
reduce the need
for Comprehensive Plan amendments; and may better
segregate uses in a more
logical and effective manner. Most local governments have done this; b. Expanding the number and types of uses allowed
by right in each land use district; c.
Expanding
the types of uses
allowed in Neighborhood Commercial
Districts and consider allowing some of these uses by right; d.
Expanding
the list of Class I Commercial uses and reduce
the list of uses requiring Class II review; e.
Expanding the list of Class
II
Commercial
uses. The uses currently require Board review
and approval; f.
Expansion
of the list of Home Occupation uses; g.
Consider lengthening the current two (2) year deadline requirement for the replacement of a nonconforming residential structure and one (1) year deadline
requirement for the replacement of
a nonconforming non
residential structure; h.
Modifying
the Land Use Intensity provisions of the code; i.
Streamlining site plan requirements based in the intensity and density
of the proposed project; j.
Easing buffering requirements for low-impact projects; k.
Modifying
corridor road requirements; l.
Modifying
sidewalk requirements to require fee-in-lieu where connectivity cannot be achieved; m.
Simplifying parking requirements; n.
Simplifying
tree and vegetation standards; o.
Simplifying
and reducing signage requirements; p.
Simplifying
rules and regulations governing cell towers; q.
Adopt standards
that will promote the re-development
of existing nonresidential and commercial sites. 4.
Consider revising the following processes: a. Shorten
the subdivision review process by
eliminating or making the conceptual plan requirement optional; b.
Allow the Planning & Community Development Director
to have more discretion and flexibility in making code
interpretations in matters
such as setback requirements, parking, etc. This
will dramatically reduce time and expense for applicants who are requesting small variations to the rules; c.
Limit the types
of development actions that
require a Citizen’s Bill of Rights meeting.
Consider requiring a CBR
only for major
developments such as major subdivisions and land use amendments; d.
Consider the creation of a Unified
Development
Code
which
includes Comp Plan polices and land development codes grouped
together in
an easy-to-read and understand format and in one document. Fiscal Impact: Unknown at this time. However, each one of the items
listed above will require planning
resources. Therefore, it is recommended that
the Board consider including funds in the 2012-2013 budget to
retain
a
planning
consulting
firm
to
work
with
Planning
& Community Development staff to review and
rewrite the County's Comprehensive Plan and Land Development Code. Options: 1. Discretion of the Board County Administrator Recommendation: Option #1 Mr. Lawson commented this is a general list
of items. This process will take more than one meeting. Presenter: Anthoney Matheny stated it was an
indebt process. Commissioner Morgan’s remarked why does the
process seem to take longer in Gadsden County. Matheny he said people don’t like being told
what they can do with the property. He said it could be streamlined to make
process much easier Commissioner Lamb agreed that this is not an
easy process. He said the process
could be enhanced, to make it more speedy for the public. Commissioner Croley agreed with the
Commissioner Lamb. He stated we need
standards. The problem is steps I have to take, flow chart, to make process
easier. He said people don’t
understand the process. Matheny we should always work to make
process understandable. He said forms
are very descriptive. He cautioned
some people don’t want to go to through the process. Commissioner Croley didn’t agree with
complaints. Commissioner Holt stated they need both. I
have asked for Workshop on Comp Plan & Land Development Code. (3A) Not
customer friendly Clerk Thomas if document comes all we are
required to do is make it has necessary signatures and once it was recorded
it just that recorded not the legalities of it. Commissioner Holt process with the Citizen’s
Bill of Rights. Matheny the have to host meeting a their
property, advertisement of meetings in 3 papers, take notes positive and
negative comments. He said that
normally it would take 3-4 weeks. National Solar would have to go through the
Citizen Bill of Rights. Holt it doesn’t fit everyone feet (Citizen
Bill of Rights). Commissioner Croley where does it come up
with advertisement and 3 newspapers. Matheny it was in place from the former
Administrator. Mr. Lawson said that it was a requirement in
our Procurement policy about advertisement in the newspapers. Commissioner Morgan asked for a point of
clarification. He said they are in agreement
that any way we can enhance the Land Development Code & Comp Plan is a
positive thing for the public, spoke of importance of the flow chart. He said it should be clearly communicated. Chair Taylor agreed with Commissioner Holt
and Morgan with the complaints on P&Z.
She said it was personality differences, sometimes it is policy and
procedures. This department controls economic development (growth &
development). It needs to customer friendly, workshop on Land Development
Code- follow policy and procedures (flowchart up front). She said they are
feeling a lot of complaints because of barriers that are being placed. Customer friendly P&Z Department. We want smart growth and development. She asked the Administrator to put
something in place, workshop, etc. She asked for day of dialogue. Mr. Lawson clarification get with staff and
vent issue and schedule workshop for issue of concerns. Chair Taylor step process when they walk
through the door(flow chart), Land Code, Competitive & Customer Friendly Matheny supported his department by stating
they are customer friendly and they get the steps. Action Taken: Informational Purpose Only
(Discussion) |
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16. |
Selection
and Approval of 2012 Transportation Grant Projects Presenter: Statement
of Issue: This item seeks
Board of County
Commissioners (Board) selection and approval of transportation capital
projects for the 2012 transportation grant season through
the Florida Department of Transportation. Background: In recent
years, Gadsden County
has been very successful in receiving grants
funds to improve the County's transportation system. The majority of these funds
were received through the Florida
Department of Transportation (FDOT). FDOT
routinely solicits county governments to submit
projects for funding
through their various
programs. The
grants programs of note are: • Small County
Road Assistance Program (SCRAP) • Small County
Outreach Program (SCOP) • County Incentive Grant Program (CIGP) *Programmatic information is
provided on each of the programs in Attachments A, C, D, and E. Annually the grant cycles
open in May or June.
In preparation for
the 2012 grant season, staff has worked with
Preble Rish Engineering, Inc. (PRI) to provide a sampling of projects for the Board to select
from and approve
for the various
grant programs identified above. Analysis: In order to provide a sample list
of the projects for the Board to choose from,
county staff and
PRI reviewed the County's paving history (1998 to present) and selected projects that best fit
the grant criteria and fell within
the respective life
cycles (12-15 years) for the various re-surfacing projects.
A color
coded density map is provided
as in Attachment A with green coloring indicating older paving jobs
(circa
1998)
and
red
being
the
most recent completed. Candidate
projects
based
on the various criteria and relative pavement age is provided in Attachment B for the Board's review and selection. The
Board is to select projects from Attachment B as follows: One
(1) SCRAP project Two (2) SCOP
projects One
(1) CIGP project Fiscal Impact: None. The
County
will enter
into a Joint
Participation Agreement (JPA) with
FDOT for
the release of grant funds if
the selected projects are awarded. Options: Option 1: Select one (1) SCRAP project, select two (2)
SCOP projects, select one (1) CIGP
project and
approve staff to proceed with the application process. Option 2: Board provide
direction Interim County
Administrators Recommendation: Option 1 Attachment (s): ATTACHMENT B POTENTIAL PROJECT LIST 2012 SCRAP I SCOP I CIGP GRANT
SELECTION SCRAP -Select 1 SCOP - Select
2 CIGP- Select 1
Presenters: Charles Chapman Recommendation (s) – Ben Bostick
Road(widening), Little River Bridge, Telogia Creek Road Discussion
Points by Commissioners: Commissioner Taylor asked about the projects
that were rejected last year. Justin There was no feedback, DOT. 2 projects – State. It appears in the last
two years the projects have been split across the district Chapman the are looking at how to relive Commissioner Lamb – HighBridge Road, it’s
being used a lot. Scrap Program Suggestion(s)– 5Bridge 5000145 Highbridge
Road, Peck Road – District 4; Telogia Creek – CIGB; Scrap Project – McCall
Bridge Commissioner Morgan recommended they go with
the recommendations for District 3. Action
Taken: Lamb/ Holt for 4 recommendations 5-0(Approval) |
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17. |
Approval of the 2012 Small County
Consolidated Grant Agreement with Florida Department of Environmental Protection
(DEP) Agreement No. 209SC for
$70,588.00 October 1, 2011 thru
September 30, 2012 Motion for Approval : Croley/ Lamb
5-0 Presenter: Statement
of Issue This agenda
item sought Board
approval of a funding agreement between the Gadsden
County Board of County
Commissioners
and
The
Florida
Department
of
Environmental
Protection (DEP) for a Small
County Consolidated Solid Waste
Grant. Staff also
seeks approval for the Chairperson to sign as the Authorized Representative and execute
the agreement. . Background The Department of Environmental Protection has provided grants
to county solid
waste programs since 1988. Since 1993 DEP
has
made
available
the Small County Consolidated Grant
to fiscally constrained counties with a population under 100,000. Gadsden County
historically used these funds to provide
recycling opportunities. Analysis This grant in the amount of $70,588 subsidizes the solid waste
program and reduces
the burden on the citizens of the county. This year the funds will be used to repair the retention ponds
located at the closed Chattahoochee Landfill, water quality
monitoring, hazardous waste collection efforts, and waste tire disposal. Financial
Impact The Florida
Department of Environmental Protection has approved
funding in the amount of $70,588 for these projects. There is no match
requirement. This
agreement is retroactive to October 1, 2011
for approved FY11-12
expenses |
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18. |
Approval
to Award RFP 12-01 to SunTrust Equipment Finance & Leasing Corp of
Towson, MD for Financing of Ambulance Purchases (Tommy Baker) Statement of lssue: This agenda
item seeks Board
approval to award
RFP #12-01 for financing of Ambulance purchases to SunTrust
Equipment Finance & Leasing Corp. of Towson,
MD. Background: At the January 3, 2012 regular
meeting, the Board authorized staff
to solicit a Request for Proposal for the financing of ambulance purchases. As a result,
an RFP was
solicited in order
to secure a financial institution to provide financing for the project. Analysis: There were ten (10) proposals received to finance
ambulances. The proposals were received from the following financial institutions: •
Midwest Leasing, Inc.
5-year financing@ 1.98%, 7-year@ 2.046%, 10 year no quote, with a $250.00
fee to set up escrow
account •
Systems Finance Corp.
5-year financing@ 3.16%, 7-year@ 3.25%, and 10-year @3.48%. •
SunTrust Equipment Finance & Leasing Corp. 5-year financing@ 1.68%, 7-year @ 1.84%,
10-year@ 2.45% with a $200.00 escrow
fee. •
Global Strategic, LLC 5-year financing @ 1.95%, 7-year
@ 2.10%, 10-year
no quote. Prepayment penalty equal to 101% of principal balance
and $250.00 escrow fee. •
Pinnacle Public Finance, Inc. 5-year financing @ 1.87%, 7-year
no quote, 10-year no quote. •
Municipal
Leasing Consultants 5 year financing@ 2.10%,
7-year@ 2.25%, 10 year
no quote. ·
Government
Capital 5-year financing@ 2.71%, 7-year@ 2.89%,
10-year no quote. Additional fees I% of issuance cost. ·
Fifth Third Bank
5-year financing@ 2.28%,
7-year@ 2.42%, 10 year@
2.68%. Lessee responsible for any legal
fees incurred, not to exceed $7,500.00. ·
US Bancorp Equipment Finance (payment in advance) 5-year
financing @ 2.18%,7-year@ 2.46%, 10-year no quote. ·
US Bancorp Equipment Finance (payment in arrears) 5-year
financing@ 2.29%,7-year@ 2.65%,
10-year no quote. ·
Branch Banking and Trust Company 5-year financing@ 1.80%, 7-year@
2.05%,10-year@ 2.36%. The County proposes to finance $900,000 over a five year period. This amount
of funds is approximately the amount of the ambulance remount/purchases with built
in cost increase for known issues with this fleet
of I 0 units
and anticipated increase in chassis cost. Staff recommends that the bid be awarded
to the low bid by SunTrust Equipment
Finance & Leasing Corp.
of Towson, MD for a five year fixed rate of 1.68%.
This rate is equivalent to annual payments in the
amount of approximately $189,172.75 and a $200.00 escrow fee. Fiscal Impact: This loan
will be financed over a period
of five (5) years, with
annual payments of approximately $189,172.75. The payment
will commence twelve
months from the funding date. There is a separate agenda item that includes
a possible budget source to cover these payments. Options: I. Approve award
of
RFP
#12-01
for
Financing
of
Ambulance
Purchases
to
SunTrust Equipment Finance
& Leasing Corp. and authorize the Chairperson to execute the loan documents. 2. Do not approve award
of RFP #12-01 to SunTrust Equipment Finance & Leasing
Corp. 3. Provide other
direction. Presenter: Tommy Baker Commissioner
Croley asked Clerk did he agree. Mr. Thomas stated
he has meet with Mr. Baker good plan and good fiscal rate, you must budget
money in next budget year. By approving it is priorioty. I Action Taken: Croley/
Lamb 5-0(approved) Suntrust |
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19. |
Approval
of Five Year Replacement Plan for EMS Fleet Croley/ Holt – Option 1
5-0 (Approved) Statement of Issue: This item sought Board approval of 5 year replacement plan for EMS fleet vehicles.
Background: EMS is experiencing an excessive number
of vehicle breakdowns due to the age and condition of the fleet.
The following is a summary
of the vehicles within the fleet listing
year model and mileage: #
Year Mileage Model Make
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Analysis: This plan is for a 5 year replacement schedule for EMS vehicles. With
a fleet size of 10 vehicles and annual miles traveled of approximately
500,000 miles, it necessitates
replacement of two vehicles per year to maintain a reliable fleet and avoid
excessive repair costs. The last vehicle
purchased for the fleet was March 2009.
This plan will
catch us up on replacements, after a 3 year period
of no ambulances being purchased. Once completed, this plan will replace vehicles on a 5 year rotation and by replacing 2 vehicles per year
and avoiding a critical situation with the condition of the vehicles. We will initially send
three units for remount with a 5 month turn
around for completion, and then will begin
to rotate two units through the process every 5 months. Based
on the availability of the chassis
and the schedule of the manufacturer, this upgrade will not be
completed until the end of2014 or early 2015. It is anticipated that in FY 2015, we will
be able to reduce repair
and maintenance costs
for the fleet
after completing this
upgrade. In 2017 we will need to budget
for a continued rotation of fleet vehicles for FY 2018 and
forward. Fiscal Impact: No capital outlay funds were budgeted
for equipment purchase in this fiscal
year and no transfer was budgeted from
General Fund for
the EMS operations budget. Proposals
have been obtained for lease/purchase and financing for replacement of the fleet. Results of the bids indicate that it is more economical to finance than to lease/purchase. We are continuing to seek grant
funding for vehicles, but the application for 2 vehicles in the current year
budget was not approved. Staff requested financing/lease options for the Board
to consider. SunTrust Equipment Finance & Leasing Corp appears to be the low bidder.
They are to finance
$500,000 up to $900,000 with
annual payments as follow: Amount Finance $500,000 $700,000 $900,000 5-year, rate of
1.68% $105,096 $147,134 $189,173 7-year, rate
of 1.84% $ 76,782 $107,494 $138,207 To fund this
proposal, staff has identified that the IT Equipment loan of December
2007 with annual payments of approximately $217,000 was paid off December 2011
with a final payment of over $118,000. These payments have
been funded by General Fund and the County could use the funds
to pay the debt service
for the EMS
vehicles loan. Options: 1. Approval of financing $900,000 on a 5 year term
with Sun Trust
Equipment Finance & Leasing Corp
with annual payments
of $189,173 with
first payment due in FY 2013.
Authorization for Chairperson and Interim County Administrator to sign the necessary financing documents. 2. Do not approve. 3. Board direction. County Administrators Recommendation: 1. Option 1 Attachment: 1.
Ambulance
fleet information spreadsheet showing purchase cost, 2011 repair cost, and life repair
cost for each
vehicle. Action Taken: |
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20. |
Approval
of Purchase of three Ambulance Remounts Lamb/
Croley 5-0 (approved) Commissioner
Holt where would funds come from. Mr.
Lawson, money comes from Suntrust. Statement of
Issue: This item
seeks Board approval of replacement/remount of three ambulances and surplus the three
old chassis/trucks. Background: The last ambulance vehicle purchased
was March 2009. Our fleet size is ten ambulances
and due to annual mileage of approximately 500,000
miles per year,
it is necessary to replace a minimum of two ambulances per year to maintain a reliable fleet.
The
ambulance boxes are designed to be remounted several times over
the life of the unit.
The cost for the remount is $89,975.00 compared to $130,000.00 to purchase a new unit with the same specifications. The three units we will remount
are the three
units donated to us
by Leon County for this
purpose. The remount
of these three
units will facilitate this process without taking any current
units off line
during this process. Analysis: This request is to authorize the purchase/remount of three ambulances
at a cost of $89,975.00 per unit with Frazer Bilt
in Houston, Texas
under the HGAC
contract. Fiscal Impact: Three units remounted at $89,975.00 each for a total of $269,925.00
capital outlay expense. No
capital outlay funds
were budgeted for equipment purchase in this fiscal year and no transfer was budgeted from
General Fund for the EMS operations budget. Included in the agenda package
under a separate item is an option to finance this purchase. Options: 1. Authorization to purchase/remount three
ambulances by Frazer
Bilt in Houston Texas under
the HGAC contract. 2. Do not
approve. 3. Board direction. County Administrators Recommendation: 1. Option 1 Attachment: 1. Frazer Bilt quotes for remount of three ambulances. Action
Taken: 20
a: National Solar(added to Agenda) David Wise, Assistant County Atty, we have
not heard anything back from National Solar. He said he would do followup
with National Solar. Commissioner Croley commented they want to
do things correct and put on front brunner.
We don’t want Gadsden to be hold up. Commissioner Morgan let’s hear communication
at each meeting to make sure iron is in the fire. Chair Taylor would like to hear report at
every meeting, make agenda item. Commissioner Lamb said they can followup
with phone call, but National Solar must respond to phone calls. |
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COUNTY
ADMINISTRATOR’S AGENDA |
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21. |
Update
on Requests Made by the Board None |
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COUNTY
ATTORNEY’S AGENDA |
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22. |
Update
on Various Legal Issues Quail
Roast Road David Wise, seeking direction on Quail Roast, prepared short brief memo regarding potential options. Commissioner Croley asked for report for Emergency Management Report, importance of it. Mr. Lawson said they have not received. Mr. Wise stated they would get followup from the Sheriff. |
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DISCUSSION
ITEMS BY THE COMMISSIONERS |
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23A |
Commissioner
Eugene Lamb, District 1 – Resurfacing of Roads in Lake Yvette Area No
Items |
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23b |
Commissioner
Doug Croley, District 2 ·
Troop
Send Off · Jail Facility- asked that it be placed on the agenda. 5 year plan to get it moving Public Safety Coordinating Council Croley/ Morgan 4-0 (approved) Commissioner Holt was not present for this vote. ·
Code
Enforcement Board need – Mr. Lawson asked for time, he said they are working
on that issue. |
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23c. |
Commissioner Brenda Holt, District 4 · Troop send off · Funeral Patricia Stephens Due – Proclamation was presented thanked Chair. Spoke of her importance to society. Proposal, Day in her name-coming soon. · Bicyclist coming through County in March – economic engine |
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24d. |
Commissioner
Gene Morgan, Vice-Chairman, District 3 · Troop Send Off · Code Enforcement Mr. Lawson, first thing is to get ordinance in place. We are reworking Ordinance, Code Enforcement Cases, no teeth, set up magistrate, and process to court system · Cold Weather Shelter – help from Sheriff in manning the facility |
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24e. |
Commissioner Sherrie Taylor, Chair, District 5 · Troop Sendoff · Process to adopt Road – Churches, signage – followup – they would · Hospital – Buildout $90,000 (agenda use of funds next meeting) · City of Quincy – Funding of Shuttle(she asked was the City of Quincy notified- formal notification) breakdown in communication that effects any municipality. · Commissioner Holt sharing Resolution on Mrs. Due · Veteran Services – consider having facility for veterans. Need to be prepared to receive Veteran’s. · County Administrator – permanent procedure(one person with two major positions – spoke of trying times the County could face) Motion for Advertisement of County Administrator (died for lack of second) · Planning and Zoning Issue – · Code Enforcement on Odor – Atty has read into law, clarity on. What was read by Mrs. Minnis. (Ordinance on Odor) · Municipalities Contractual Annual Agreement -3-5 year intervals, to be proactive, if it’s not in writing pros & cons. She asked Mr. Lawson to take look. She asked that it be agenda along with Odor Ordinance. |
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Receipt
and File Agenda |
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24a |
Letter from the City of Quincy Regarding Authorization of the Issuance of a Community Redevelopment Note by the Quincy Community Redevelopment Agency (CRA) |
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24b. |
Town of Havana Annual Report for the Community Redevelopment Agency (CRA) |
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24c. |
Memorandum Regarding Tourist Development Council Term Extension |
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Adjournment
11:37pm