REGULAR MEETING
LEVY COUNTY BOARD OF COUNTY COMMISSIONERS
August 17, 2004
The Regular Meeting of the Board of Levy County Commissioners was held on August 17, 2004 at 9:00 a.m. in the Levy County Board of County Commissioners’ meeting room, with the following Commissioners present:
Chairwoman Lilly Rooks
Vice Chairman Sammy Yearty
Comm. Tony Parker
Comm. Danny Stevens
Comm. Nancy Bell
Also present were:
County Attorney - Anne Brown
County Coordinator - Fred Moody
The Chairwoman called the meeting to order at 9:00 a.m. The invocation was given by Mr. Benny Jerrels followed by the Pledge of Allegiance to the Flag.
EXPENDITURES
Comm. Bell moved to approve the following expenditures presented for payment. Comm. Parker seconded and the MOTION CARRIED.
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MINUTES
Consensus of the Board to table the minutes of the regular meeting of August 3, 2004 and the special meeting of August 3, 2004 until the next Board meeting.
EMERGENCY MANAGEMENT SERVICES
Mr. Mark Johnson requested Board approval for the 2004-2005 Community Emergency Response Team (CERT) Grant in the amount of $23,438 subject to pending review of the attachments by Atty. Brown.
Comm. Stevens moved to approve the 2004-2005 Community Emergency Response Team (CERT) Grant as presented with review and approval of the attachments by Atty. Brown. Comm. Parker seconded and the MOTION CARRIED.
Mr. Johnson responded to Mrs. Renate Cannon the CERT Grant is federally funded and does not require match funding.
Mr. Johnson requested Board approval for the 2004-2005 Shelter Retrofit Agreement in the amount of $133,660, a non-matching grant to continue upgrading shelters and to purchase generators.
Comm. Bell moved to approve the 2004-2005 Shelter Retrofit Agreement as presented. Comm. Stevens seconded and the MOTION CARRIED.
Mr. Johnson requested Board approval for the Ratification and Continuation of the Emergency Declaration from August 11, 2004. Mr. Johnson explained the Declaration needs to be continued every seven (7) days under the Presidential Disaster Declaration in order to ensure monies will be reimbursed to Levy County appropriately.
Comm. Bell moved to approve the Ratification and Continuance of the Emergency Declaration from August 11, 2004. Comm. Stevens seconded and the MOTION CARRIED.
Mr. Johnson presented update of recent storm activity operations and explained although the storm turned within four (4) hours of directly striking Levy County, the County had been declared for disaster and operations implemented thereof. Mr. Johnson commended the united efforts of all county department personnel, volunteers, Sheriff’s Department, Health Department, Fire Departments, Clerk’s Office, Emergency Medical Services, CERT, BOCC, and Levy County citizens which assured emergency management operations were activated accordingly. Mr. Johnson said due to the devastation by Hurricane Charlie in south Florida his department has been activated and will begin a four (4) day deployment to assist Lee County Emergency Management Operations.
Chairwoman Rooks commended the Road Department’s efforts ensuring the ability to pump fuel without the use of electricity. Chairwoman Rooks further commended Ms. Marie Wells, Emergency Medical Services and Desiree Painter, Transportation Department, of their joint efforts for persons with special needs as well as Animal Control which met animal shelter needs for those persons. Chairwoman Rooks said Mr. Fred Moody’s assistance and duration were of great significance. Chairwoman Rooks stated the Sheriff’s Department services were also essential assisting with the staging process. Chairwoman Rooks concluded the tremendous efforts of all supporting persons and departments were invaluable meeting the county’s emergency provisions.
LIBRARY
Mr. Tom Reitz and Comm. Yearty presented a Certificate of Appreciation Plaque to retiring librarian Ms. Ruth Davis in recognition for over twelve (12) years of dedicated service in the Luther Callaway Public Library in Chiefland. Comm. Yearty commended Ms. Davis’ work, experience and efforts benefitting all county libraries through the Library Advisory Council. Ms. Davis stated the county decision for independent implementation of the libraries was insightful and in the community’s best interest.
BIDS
Ms. Heather Alexander and Mr. Bruce Greenlee presented the following bids received for Road Department supplies and materials:
Sign Materials:
Road Cal Inc.
3M Company
Municipal Sign & Supply Company
Vulcan Signs
Striping:
Jenkins Painting Inc.
Sod:
DEC Sod Company
Port-a-Potties:
Jones Plumbing and Septic
Motor Oil:
United Fuels Corporation
Rozier Oil Company
Lewis Oil Company
Safety Items:
Safety Zone Specialists Inc.
Florida Transport Inc. (returned / no bid)
Safety Products Inc.
Municipal Supply and Sign Company
Construction Materials:
Geo-Engineering and Testing Inc.
Central Testing Laboratory
Geo-Tech Inc.
Ardaman and Associates Inc.
Colmix and Asphalt:
Central Materials Company Inc.
Emulsions:
Blacklidge Emulsions Inc.
Mariani Asphalt Company
Culvert Pipe:
Southern Culvert
Metal Culverts Inc.
Gulf Atlantic Culvert
Chairwoman Rooks appointed a committee of Mr. Fred Moody, Mr. Bruce Greenlee, Mr. Rob Corbitt and Mr. Charlie Bedford to review the bids and present their recommendations back to the Board.
MISCELLANEOUS
Mr. Herb Hesch, Division of Forestry, presented a check in the amount of $57,644 to the Board. Mr. Hesch explained the State of Florida provides this allocation as payment in lieu of taxes to local governments which are affected by State ownership.
AGENCIES
Ms. Sharon Battles, Unity Family Community Center, said their agency has been awarded a grant from the Department of Juvenile Justice in the amount of $100,000 to serve girls in Levy County from the ages of 7 - 15. Ms. Battles explained they have partnered with the Sheriff Department, School Board, Health Department, Levy County Extension Office and faith based organizations. Ms. Battles stated one hundred (100) at risk girls will be served for a period of ten (10) weeks teaching basic life skills. Ms. Battles requested Board assistance in the amount of $20,000 for program process of volunteers to mentor the clients after the initial ten (10) weeks. Ms. Battles stated these funds requested would be allocated for background screening, travel expenses, liability insurance and materials. Ms. Battles responded to Comm. Bell these monies requested are for match funding. Board consensus for Mr. Moody to assist Ms. Battles in contacting the municipalities for assistance as well as seeking donations from other organizations and thereafter bring their findings back before the Board.
Ms. Battles responded to Mr. Ron Grant their agency is seeking expansion of their present services.
Comm. Parker stated funds for background screening and liability insurance are essential.
Mr. Jack Screws stated upon his business interaction in the Unity Family Community Center notable efforts and significant results were evident.
NATURE COAST BUSINESS DEVELOPMENT COUNCIL
Mr. Lannie Cardona pursuant to audit recommendation, requested Board appointment of Ms. Gail Fleming, of Yankeetown, and Mr. Thad Barber, of Gulf Hammock, of the Nature Coast Business Development Council to the Levy County Development Authority.
Comm. Bell moved to appoint Ms. Gail Fleming and Mr. Thad Barber to the Levy County Development Authority. Comm. Yearty seconded and the MOTION CARRIED.
ANIMAL CONTROL
Mr. Wayne Hardee, presented Committee Report regarding provision of animal control services to the City of Chiefland. Mr. Hardee said the Animal Control Services budget in 2003 was $196,630 and the projected budget for 2005 is $166,780 which is a decrease of $23,850 since 2003. Mr. Hardee stated there has been a continual increase of call response, picking up a total of 2,376 animals in 2003 and an anticipated pick up of 2,700 in 2004. Mr. Hardee explained these figures do not reflect calls their office responds to without animal pick up. Mr. Hardee stated operating costs are increasing due to fuel and supplies and personnel costs are increasing due to insurance, workers compensation and salaries. Mr. Hardee stated these services are being provided with three (3) animal service officers and currently with the lack of county fund availability the department may not assume animal control services countywide. Mr. Hardee further stated to begin City of Chiefland services it would require one (1) more truck with applicable equipment and one (1) more officer for a total estimated cost of $70,000. Mr. Hardee stated the committee’s recommendation stands to deny the City of Chiefland’s animal control services request until such time funds are available.
Comm. Bell requested Mr. Moody submit a letter to the City of Chiefland identifying the Board position and the measures to be sought for additional grant funding sources.
EMERGENCY MEDICAL SERVICES
Ms. Marie Wells presented departmental update stating from July 24, 2004 to August 8, 2004 Emergency Medical Services responded to 212 calls, transported 144 patients and had 68 calls refused. Ms. Wells said the six units ran 6,357 total miles, averaging 1059.5 miles per unit, with an average response time of 12 to 18 minutes for an average of fifteen (15) calls per day. Ms. Wells stated for the record, correction of newspaper quote, there was two (2) department budgets proposed, one with an increase and one with a decrease. Ms. Wells requested Board approval for proposed write offs from 2001 through April 30, 2004 a total uncollected funds amount of $807,887.60. Ms. Wells stated these results are over a five year period after medicare adjustments, billing co-pays and prior to the new billing system implementation. Ms. Wells further stated to date this year 2004 only two (2) calls have been written off for a total of $782.50.
Comm. Stevens moved to approve the proposed write offs of uncollected funds in the amount of
$807,887.60. Comm. Parker seconded and the MOTION CARRIED.
Ms. Wells presented recommendation for write offs to be determined on a quarterly basis pursuant to the fact if any amount is paid on a bill within a six month period the bill must be carried for an additional six month period.
Chairwoman Rooks expressed appreciation of the departmental service update and conveyed her desire for all departments to present service information accordingly.
FIRE
Mr. Rick Lombardo presented update on the Levy County Fire Standard Operating Guidelines (SOG). Mr. Lombardo stated the Standard Operating Guidelines were brought back before the Fire Advisory Board and was passed by a 10 to 2 vote. Mr. Lombardo stated for informational purposes Morriston Montbrook received a Federal Emergency Management Agreement (FEMA) grant in the amount of $207,000 towards a total vehicle amount of $227,000. Mr. Lombardo stated all Fire Departments were manned during the emergency hurricane declaration and volunteers will be sought to assist in south Florida where Hurricane Charlie created disaster.
Comm. Parker expressed his appreciation of the labor and composition of the SOG stating it addresses more efficient operations as well as safety issues.
Mr. Lombardo read for the record a letter received from the Town of Otter Creek informing as of 8:00 p.m. August 16, 2004 Otter Creek Fire Department has been operating without a qualified Fire Chief and due to the actions of the Town Mayor all trainees have resigned pursuant to lack of proper leadership, letter respectfully submitted by Wayne Hyslip, Assistant Chief of Otter Creek. Mr. Lombardo stated the Town of Otter Creek Fire Department had disbursed and was no longer in service. Chairwoman Rooks requested Mr. Lombardo meet with members of the Otter Creek Town Council.
BIDS
Consensus of Board to table bid awarding process for further committee review and findings until next board meeting.
LIBRARY
Mr. Tom Reitz stated the Library budget depends largely upon state aid of which $118,000 was received this year and it is anticipated $100,000 will be allocated next year. Mr. Reitz explained part of the requirement to receive this aid is contingent upon Board approval of a long-range plan for library service. Mt. Reitz presented and reviewed for informational purposes the Levy County Public Library System Five-Year Plan of Service developed in-house with the Library Advisory Board and with staff. Mr. Reitz reviewed the Five-Year Plan and defined the twelve (12) goals and objectives thereof.
Comm. Bell moved to approve the Levy County Public Library System Five-Year Plan of Service. Comm. Yearty seconded and the MOTION CARRIED.
Mr. Reitz informed last months total library attendance was 4,511 with 6,346 circulation items. Mr. Reitz responded to Mrs. Renate Cannon there is not a maximum limit on the number of items allowed to be checked out during a two (2) week period, however limits are imposed upon the number of exclusive subject materials.
ROAD DEPARTMENT
Mr. Bruce Greenlee presented the following requests for maintenance on a one (1) time basis:
NE 86 Street, University Estates, eight (8) loads of limerock and two (2) hours of grading for an estimated cost of $2,534.00, beginning at NE 102 Court and ending at NE 110 Avenue.
Comm. Parker moved to approve the request for maintenance on a one (1) time basis. Comm. Bell seconded and the MOTION CARRIED.
SE 107 Terrace, Old Cannon Farmsites, one (1) load of limerock and one (1) hour of grading for an estimated cost of $367.00, beginning at C40E and ending at SE 195
Street.
Comm. Yearty moved to approve the request for maintenance on a one (1) time basis. Comm. Bell seconded and the MOTION CARRIED.
Mr. Greenlee requested Board approval of a purchase order to Ring Power in the amount of $6,181.50 for repairs to the 938 Front End Loader. Mr. Greenlee explained other companies to bid on this work require complete machine tear down for evaluation to bid and cost thereof, whereas Ring Power is routine in this form of repair and can meet critical time elements for the machine operation.
Comm. Yearty moved to approve the purchase order for Ring Power in the amount of $6,181.50 for repairs to the 938 Front End Loader. Comm. Parker seconded and the MOTION CARRIED.
SOLID WASTE
Mr. Benny Jerrels requested approval to bid Leachate Transport and Waste Tire Disposal. Mr. Jerrels recommended extension of current contract with Dean Trucking for period of one (1) year at current hauling rate of $137.00 per load.
Comm. Parker moved to approve renewal of contract with Dean Trucking for Leachate Transport as presented. Comm. Stevens seconded.
Mr. Jerrels responded to the Board the initial contract with Dean Trucking authorizes extension annually for three (3) years of which this would be the third and final renewal. Pursuant to agenda requisition Comm. Parker and Comm. Stevens rescinded their motions and Board consensus to place Leachate Transport renewal in lieu of bid, on agenda for next board meeting.
Mr. Jerrels requested approval to bid Contract Services for Waste Tire Recycling Service.
Comm. Parker moved to approve bid for Contract Services for Waste Tire Recycling Service. Comm. Stevens seconded and the MOTION CARRIED.
Mr. Jerrels requested approval of the 2004-2005 Small County Solid Waste Grant Agreement in the amount of $191,176.00.
Comm. Bell moved to approve Chairman signature of acceptance of the 2004-2005 Small County Solid Waste Grant Agreement. Comm. Stevens seconded and the MOTION CARRIED.
Mr. Jerrels presented personnel recommendations for Felippe McElroy and Van Rod Hastings, of $500 certification bonus each for satisfactory completion of Transfer Station Operators and MRF Operators Certification.
Comm. Bell moved to approve the $500 certification bonus each for employees Felippe McElroy and Van Rod Hastings as presented. Comm. Parker seconded and the MOTION CARRIED.
SUPERVISOR OF ELECTIONS
Ms. Connie Asbell requested approval of contract for Voter Education Funds in the amount of $6,362.40 with Chairman signature certifying requiring match of $954.36.
Comm. Stevens moved to approve the contract, subject to County Attorney review, for Voter Education Funds in the amount of $6,362.40, requiring match of $954.36 with Chairman signature certification thereof. Comm. Parker seconded and the MOTION CARRIED.
Ms. Asbell stated federal law requires the implementation of touch screen voting by July 1, 2005. Ms. Asbell informed this would require a minimum of one (1) per precinct with a total of twenty-one (21) including back up for an estimated cost of $100,890. Ms. Asbell further stated funds have been appropriated for this equipment implementation however she is not yet advised of Levy County’s allocation. Ms. Asbell explained the touch screen machines are availed for persons with various disabilities, multi-lingual and maintains privacy aesthetics.
TAX COLLECTOR / PROPERTY APPRAISER
Ms. Linda Fugate reported the Motor Vehicle Division of the Tax Collector’s Office has had 35,266 transactions and 10,809 drivers license transactions through 7/31/04 whereas in 2003 the Motor Vehicle Division totaled 35,587 transactions. Ms. Fugate further reported the tax department applies for 250 county held tax certificates per year after which a period of two (2) years the county puts to sale for past due taxes.
Ms. Fugate stated she and Mr. Akins had previously budgeted an annual $1,000 employee bonus in lieu of raises in their respective office budgets. Ms. Fugate said she and Mr. Akins have since reviewed this submission and after reconsideration request the 3% raise for their department employees as other county department employees pursuant to the actual savings for the county and long term benefits for the employee. Ms. Fugate further explained the Tax Collector Office and Property Appraiser Office have been informed by the Department of Revenue Budget Officer this change must be in written form by Board approval. Ms. Fugate and Mr. Akins requested approval to amend their previous budget allocation of employee bonuses in the amount of $1,000 to annual employee raises in the amount of 3%.
Consensus of the Board to allow Ms. Fugate, Tax Collector and Mr. Akins, Property Appraiser, approval to amend their department budgets allocating employee raises in the amount of 3% in lieu of the $1,000 employee bonus.
Mr. Akins stated tax roll preparation will have trim notices sent out 9/3/04 with a twenty-five (25) day period for petitions therefore a schedule will be given to the Value Adjustment Board (VAB) Secretary approximately 9/28/04 for the purpose of scheduling the hearing dates. Mr. Akins explained due to time extensions the VAB hearings should be initiated 10/26/04 with an organizational meeting prior to that date.
Consensus of the Board to accept the date of 10/26/04 for initial VAB hearings as presented.
CLERK
Ms. Sheila Rees, Chief Deputy Clerk, requested the Board set forth a millage rate pursuant to budget requisites.
Comm. Stevens moved to set a tentative millage rate at nine (9) mills. Comm. Parker seconded and the MOTION CARRIED.
Comm. Yearty requested budget calculations inclusive of raise increases in the amount of 3% for all employees.
COMMISSIONERS
Comm. Rooks stated for informational purposes two (2) resolutions are required for Board approval at the next Board meeting to begin the grant application process for the Number Four Channel Fishing Pier and Boat Ramp in Cedar Key.
Comm. Rooks informed during declared disaster times 87.5% of expended funds are reimbursable through the Federal Emergency Management Agency (FEMA) whereof Levy County will process as applicable to be addressed further at the next Board meeting. Mr. Moody and Ms. Rees addressed record keeping, purchase receipts and all associated costs with the declaration staging process to be compiled and submitted by the Department Heads. Mr. Moody responded to Mr. Al Macri all Department Heads were present and instructed during the staging process of necessary procedures and record keeping.
THERE BEING NO FURTHER BUSINESS TO COME BEFORE THE COMMISSION THE MEETING ADJOURNED.
Lilly Rooks, Board Chair
ATTEST:
Danny J. Shipp, Clerk of Court