REGULAR MEETING
LEVY COUNTY BOARD OF COUNTY COMMISSIONERS
November 16, 2004
The Regular Meeting of the Board of Levy County Commissioners was held on November 16, 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 Bast Brown
County Coordinator - Fred Moody
The Chairwoman called the meeting to order at 9:00 a.m. The invocation was given by Judge Joseph Smith followed by the Pledge of Allegiance to the Flag.
EXPENDITURES
Comm. Stevens 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 October 5, 2004. Comm. Bell moved to approve the amended minutes for September 21, 2004, and Special Meeting of September 21, 2004 and November 5, 2004. Comm. Parker seconded and the MOTION CARRIED.
OATH
Levy County Judge Joseph Smith administered Oath of Office to the following Commissioners: Commissioner Tony Parker, Commissioner Sammy Yearty and Commissioner Danny Stevens.
AGENCY
Mr. Wayne Helsby, Attorney with Allen, Norton and Blue, requested ratification of Collective Bargaining Agreement with Northeast Florida Public Employee’s Local 630. Mr. Helsby stated the agreement in question is a three (3) year agreement from October 1, 2004 thru September 30, 2007.
Comm. Yearty moved to ratify the Collective Bargaining Agreement with Northeast Florida Public Employee’s Local 630. Comm. Bell seconded and the MOTION CARRIED.
RECOGNITION
Comm. Stevens presented a Proclamation recognizing Ms. Rhonda Seldon’s service as a volunteer to the Levy County Library System in Williston.
Chairwoman Rooks presented a Certificate of Appreciation to Ms. Janice Coupe for her contribution as Head Librarian at the Cedar Key Library.
PUBLIC COMMENTS
Mr. Dave Bibby congratulated to Comm. Yearty, Comm. Stevens and Comm. Parker on their re-election.
VOLUNTEER FIRE DEPARTMENT
Mr. Roger Crossman, South Levy Volunteer Fire Department, requested transfer of funds for additional expenses incurred due to hurricanes. Mr. Crossman further requested to receive an advance from future quarterly monies and asked for $4,100.00 to cover expenses.
Comm. Yearty moved to approve the advance with the understanding it is to be paid back with FEMA reimbursements. Comm. Parker seconded and the MOTION CARRIED.
VFW POST #5625
Ms. Susan Haines requested to display a commemorative of the USS Arizona in the Courthouse lobby during the month of December.
Comm. Yearty moved to accept the display. Comm. Bell seconded and the MOTION CARRIED.
COURT ADMINISTRATOR’S OFFICE
Ms. Jan Chesser requested approval for the Courthouse Facility Grant-in-Aid Agreement.
Comm. Yearty moved to approve the Courthouse Facility Grant-in-Aid Agreement. Comm. Bell seconded and the MOTION CARRIED.
NATURE COAST BUSINESS DEVELOPMENT COUNCIL
Mr. Lannie Cardona proposed an agreement with the Nature Coast Business Development Council to provide management services to the Tourist Development Council.
Comm. Stevens moved to accept the aforementioned agreement. Comm. Yearty seconded and the MOTION CARRIED.
LEVY COUNTY TOURIST DEVELOPMENT COUNCIL
Mr. Cardona proposed appointment of Mr. Jerry Robinson of the Williston City Council to the Tourist Development Council.
Comm. Stevens moved to accept the appointment of Mr. Jerry Robinson. Comm. Bell seconded and the MOTION CARRIED.
Mr. Cardona requested approval of the Tourist Development Council’s action to grant $7,000.00 to the Cedar Key State Museum for a Tourism Information Center.
Comm. Stevens moved to approve grant of $7,000.00 to the Cedar Key State Museum. Comm. Bell seconded and the MOTION CARRIED.
CORRESPONDENCE
Ms. Heather Alexander requested to re-appoint Mr. Fred Moody as public-sector Representative to the Central Florida Community Action Agency Board of Directors.
Comm. Stevens moved to accept the re-appointment of Mr. Fred Moody. Comm. Parker seconded and the MOTION CARRIED.
PUBLIC HEARING
Mr. Rob Corbitt presented proposed Ordinance #2004-05, providing that the Levy County Code be amended by amending section 74-1 of such code. Atty. Brown read the Ordinance title for the record.
Comm. Yearty moved to approve the Ordinance as presented. Comm. Parker seconded and the MOTION CARRIED.
FLOODING REPORT
Ms. Charlene White, Levy Soil and Water Conservation District, and Mr. Tom Mirti, Hydrologist for the Suwannee River Water Management District, provided a flooding report from Hurricanes Frances and Jeanne, September 2004.
GRANT APPLICATION
Ms. Betty Jordan, Jordan & Associates, presented review of the upcoming Community Development Block Grant (CDBG) Application process
COUNTY COORDINATOR
Mr. Fred Moody provided an update of the proposed impact fee study.
Mr. Moody proposed a scope of services with Governmental Services Group, Inc. for Countywide Fire Services Funding Formula and Master Plan. Mr. Moody said the total cost is $35,000.00.
Consensus of the Board to table voting on the funding formula and master plan.
Mr. Moody proposed a $0.50 per hour increase for Ms. Jacqueline Martin who was promoted to Human Resource Manager on April 8, 2004.
Comm. Parker moved to approve the increase. Comm. Stevens seconded and the MOTION CARRIED.
Mr. Moody requested an increase for fire departments monthly expense allowance from $300.00 to $500.00, effective October 1, 2004.
Comm. Parker moved to accept the increase. Comm. Bell seconded and the MOTION CARRIED.
MOSQUITO CONTROL
Mr. Wayne Hardee requested an increase in pay of $0.50 per hour for Matt Weldon, who was promoted to Assistant Mosquito Control Director on April 8, 2003.
Mr. Hardee also requested addition of Assistant Director for Parks to the position for Mr. Weldon.
Comm. Parker moved to approve the increase and added title to position. Comm. Stevens seconded and the MOTION CARRIED.
ANIMAL SERVICES
Mr. Wayne Hardee requested an increase in pay of $0.50 per hour for David Weatherford, who was promoted to Assistant Animal Control Director on May 21, 2004.
Comm. Parker moved to accept the increase. Comm. Parker, Comm. Stevens, and Comm. Yearty voted Yes, Chairwoman Rooks and Comm. Bell voted No and the MOTION CARRIED.
CONSTRUCTION/MAINTENANCE
Mr. Jim Jones proposed the purchase and installation of an air conditioning control system for the Courthouse.
Consensus of the Board to table due to the lack of funds.
EMERGENCY MANAGEMENT SERVICES
Mr. Mark Johnson requested approval to purchase shutters with 2004-2005 Shelter Retrofit Grant.
Comm. Stevens moved to approve the purchase of shutters. Comm. Bell seconded and the MOTION CARRIED.
EMERGENCY MEDICAL SERVICES
Ms. Marie Wells requested approval to table the County Award Grant and the adoption of supporting Resolution.
Ms. Wells updated the Board with departmental calls and unit breakdowns.
FIRE DEPARTMENTS
Mr. Rick Lombardo requested a workshop for Fire Departments and Board members on December 9, 2004, to allow Sumter County to explain their consolidation procedures.
Comm. Bell moved to accept the workshop. Comm. Parker seconded and the MOTION CARRIED.
Mr. Lombardo informed he has received extension contracts from the following Fire Departments:: Town of Yankeetown Volunteer Fire Department, City of Fanning Springs Volunteer Fire Department and City of Cedar Key Volunteer Fire Department.
ROAD DEPARTMENT
Mr. Bruce Greenlee requested the following for a one (1) time road maintenance:
1. NE 85th Street in University Estates; estimated cost of $434.00 which required one (1) load of rock and two (2) hours of grading beginning at NE 105th Ave. and ending at NE 118th Terr.
Comm. Parker moved to approve one (1) time road maintenance. Comm. Bell seconded and the MOTION CARRIED.
2. NE 120th Street; estimated cost of $667.00 which required two (2) loads of rock and one (1) hour of grading beginning at C-337 and ending at NE 75th Terr.
Comm. Parker moved to approve one (1) time road maintenance. Comm. Bell seconded and the MOTION CARRIED.
3. SE 118th Lane in Bonable Acres; estimated cost of $682.50 which required two (2) loads of rock and three (3) hours of grading beginning at C-337 and ending at end of road.
Comm. Yearty moved to approve one (1) time road maintenance. Comm. Bell seconded and the MOTION CARRIED.
Mr. Greenlee proposed a Certificate of Correction of Non-Ad Valorem Assessment Roll for removal of road maintenance assessments to parcel #18277-000-00 and #18276-001-00.
Comm. Bell moved to accept the proposed Certificate of Correction. Comm. Parker seconded and the MOTION CARRIED.
SOLID WASTE
Mr. Benny Jerrels requested to table the approval for construction of a Transfer Station.
Consensus of the Board to table as requested.
Mr. Jerrels requested an increase of $1.00 per hour for Mr. Felippe McElroy due to his promotion to Assistant Solid Waste Director on October 22, 2003.
Comm. Parker moved approve the increase. Comm. Stevens seconded and the MOTION CARRIED.
Mr. Jerrels requested a one (1) time $500.00 certification bonus for completion of Transfer Station Operators and MRF Operators course for the following personnel: Darryl Gunter, Benny Jerrels, David Meeks, Robert Murray, Travis Newsome and Almarie Sheppard.
Comm. Bell moved to approve the one (1) time certification bonus for the aforementioned personnel. Comm. Parker seconded and the MOTION CARRIED.
ATTORNEY
Attorney Anne Bast Brown requested ratification of Emergency Declaration #2004-86, 2004-87,
2004-88, 2004-89, 2004-90, and 2004-91; and adoption of Emergency Declaration 2004-92
and 2004-93.
Comm. Stevens moved to approve ratification and the adoption of the aforementioned Emergency Declaration. Comm. Parker seconded and the MOTION CARRIED.
SHERIFF DEPARTMENT
Captain Mike Sheffield presented quotes for the purchase of a dishwasher for the jail as follows: RW Beaty Restaurant Equipment and Supplies $26,375.98, Cook’s $22,547.00 and Restaurant Equipment World $10,240.80.
Captain Sheffield presented quotes for replacement of the air cool chiller at the jail as follows: Envirotemp, Inc. $47,500.00, AAA Air Conditioning & Refrigeration $48,500.00 and Newman’s Heating & Air Conditioning Inc. $56,943.00.
CLERK OF THE COURT
Ms. Sheila Rees requested a special budget meeting to be held on Monday, November 22, 2004.
Comm. Bell moved to approve the date. Comm. Parker seconded and the MOTION CARRIED.
Ms. Sandy Ashley presented a Satisfaction of Mortgage for Willie Mae Jenkins in the amount of
$14,901.00.
Comm. Bell moved to approve the Satisfaction of Mortgage. Comm. Parker seconded and the MOTION CARRIED.
LIBRARY
Mr. Tom Reitz requested the Board to hear a non-agenda item.
Comm. Parker moved to approve the request. Comm. Bell seconded and the MOTION CARRIED.
Mr. Reitz requested permission to apply for a Library Services and Technology Act (LSTA) Grant in the amount of $5,000.00 with no match requirements.
Comm. Bell moved for Mr. Reitz to apply and accept the Grant if awarded. Comm. Parker seconded and the MOTION CARRIED.
COMMISSIONER’S NOTES
Comm. Yearty moved to appoint Mr. Thad Barber to the Levy County Planning Commission. Comm. Stevens seconded and the MOTION CARRIED.
Comm. Stevens moved to appoint Mr. Ron Grant to the Levy County Planning Commission. Comm. Bell seconded and the MOTION CARRIED.
Chairwoman Rooks presented a report on the meeting with Cedar Key Mayor, Paul Oliver, and City Attorney, C. David Coffey, regarding County owned infra-structures within the City.
Chairwoman Rooks called for the meeting to adjourn until after lunch and at that time the Board will interview firms for Organizational Efficiency Consultant Services.
INTERVIEWS
Comm. Parker called the meeting back to order to hear proposals for the Organizational Efficiency Consultant Services.
Mr. Thomas J. Harper, Harper Consulting, opened to the Board questions regarding the proposal which was submitted August, 2004, and the interview August 30, 2004, and suggested the fees be paid only out of savings generated by the improvements from the program and if savings were not generated, there would not be a fee. Attorney Anne Bast Brown stated from her perspective, not knowing what the savings will be, this would be an invitation to litigation, unless we can determine what the savings will be. Atty. Brown further stated there are not funds budgeted for this study. Mr. Harper responded stating the proposal submitted will address the funding issue and reiterated, his fee would only be assessed upon actual savings. Mr. Harper concluded stating this will create a structure in the County which must be experienced to realize the actual benefit.
Mr. Fred Moody stated Cody and Associates could not attend today’s interview process, however requested their previous proposal to be considered.
Mr. Donald C. Long, Management Advisory Group, Inc., stated the focus of this company is local government, as well as provision of a team who has the background needed to successfully complete this project. Mr. Long also stated this company has the depth of experience to handle this project. Mr. Long concluded stating there are eight (8) steps that this Company will take to accomplish the task of the study, task one (1): initiate project; task two (2): conduct interviews and collect information; task three (3): prepare department profiles; task four (4): conduct department evaluations and develop findings; task five (5): develop improvement recommendations; task six (6): prepare draft study reports; task seven (7): develop management improvement plan; and task eight (8): prepare and present final report. Comm. Bell stated that what I’m wanting to get out of this study are the nuts and bolts, if Emergency Management Services (EMS) are receiving this many calls, responding to this many calls and taking this many trips, how much it is costing the County and how much can the County save. Mr. Long responded confirming the project would support savings to the County.
Mr. Stephen F. Humphrey, MGT of America, stated the firm has been established in Tallahassee, Florida since 1974. Mr. Humphrey stated MGT’s audit methodology included: a detailed work plan and time schedule, consideration of the unique environment within which County Government operates, identifies the existence, appropriateness, and use of specific goals and objectives, tailored to the unique needs of the County, obtains a significant amount of input from County Commissioners, Board Members, Administrators, and staff, identifies excellent practices as well as needed improvements, documents all findings, and present straightforward and practical recommendations for improvements and specific implementation strategies. Mr. Humphrey also stated that the estimated budget range to provide organizational efficiency consultant services for Levy County is $50,000.00 - $75,000.00. Mr. Humphrey responded to Comm. Bell stating that the budget will be closer to $50,000.00 without the Constitutional Officers participation. Mr. Humphrey concluded stating the firm understands the critical importance of this project and will design a detailed work plan directly responsive to the County’s specifications.
Mr. Herb Marlowe and Mr. Larry Arrington, Arrington Marlowe, stated their firm would like to sit down with the Board and figure out in great depth what the issues are, view all documentation, do an analysis and set recommendations. Mr. Arrington stated their firm believes the Board knows a lot more about Levy County then they do, and during the interview process they will draw that information out to better develop a formula designed for the needs of the County. Mr. Arrington responded to Comm. Parker by stating he believes there are not grant monies to help fund the study, other than the Small Counties Technical Assistance Program, which the County is involved in and could receive some financial assistance. Mr. Marlowe responded to Comm. Stevens by stating the County will receive “real” cost savings and that is derived by changing how the County does the work or eliminating certain work. Mr. Marlowe concluded stating work needs to be done more efficiently, productively and with cost avoidance. Mr. Arrington concluded stating the County has the opportunity to lay out a blueprint of the way the County should work or run fifteen (15) to twenty (20) year from now and this firm can help you do this.
Mr. Fred Moody stated the County needs to find a way to fund the Impact Fee Study and the Organizational Efficiency Study. Comm. Parker stated the County needs to prioritize: One (1) choosing the firm for the Organizational Efficiency Project and two (2) finding the funding for the project. Comm. Bell moved to prioritize and vote fore the firm of choice. Comm. Stevens seconded and the MOTION CARRIED.
COMMISSIONERS NAME FIRST CHOICE SECOND CHOICE
Danny Stevens MGT of America Arrington and Marlowe
Nancy Bell Arrington Marlowe MGT of America
Tony Parker Arrington Marlowe MGT of America
Comm. Bell moved to prioritize Arrington Marlowe first and MGT of America second. Comm. Stevens seconded and the MOTION CARRIED.
Comm. Parker stated the next step in process is to identify the funds and then begin negotiations with the firm. Mr. Moody stated that a letter should be mailed to all firms stating the ranking of the participants and that the Board is seeking budgeting for the project and therefore the Board will contact the first choice for negotiation.
THERE BEING NO FURTHER BUSINESS TO COME BEFORE THE COMMISSION THE MEETING ADJOURNED.
Lilly Rooks, Chairwoman
ATTEST:
Danny J. Shipp, Clerk of Court