4. Approval of Annual Report Certification and Reporting Forms for Regulatory Reform Activities for the S.H.I.P. Annual Report for FY

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2 SUWANNEE COUNTY BOARD OF COUNTY COMMISSIONERS JUDICIAL ANNEX BUILDING 218 PARSHLEY STREET SOUTHWEST LIVE OAK, FLORIDA TENTATIVE AGENDA FOR August 16, 2016, 6:00 P.M. Invocation Pledge to American Flag ATTENTION: The Board may add additional items to this agenda. Affirmative action on any item includes authorization of Chairman s, or designee s, signature on all associated documents. Individual speakers from the audience will be allowed three (3) minutes to speak following recognition by the Chairman and must speak from the podium. Groups or factions representing a position on a proposition or issue are required to select a single representative or spokesperson. The designated representative will be allowed to speak for seven (7) minutes following recognition by the Chairman and must speak from the podium. Speakers may only make one (1) trip to the podium regarding each item they wish to speak on. For general updates or questions regarding County business contact the County Administrator during regular business hours (386) APPROVAL OF MINUTES: 1. August 2, 2016 Regular Board Meeting CONSENT: 2. Approval of payment of processed invoices. 3. Approval of annual Certification of Resolution (2016) and adoption Agreement (2016) for Section 125 Premium Only Plan. (Cafeteria Plan) 4. Approval of Annual Report Certification and Reporting Forms for Regulatory Reform Activities for the S.H.I.P. Annual Report for FY Approval of Change Order No. 1 with Coleman Construction, Inc. for work associated with reconstruction of Central Road. Funded by FDOT. 6. Approval of Change Order No. 5 with Little & Williams, Inc. for work at Dowling Park Library.

3 7. Authorization to remount and refurbish an existing ambulance. The work will be completed by Frazer Ltd. as a sole source provider in the amount of $140, Fire Rescue, Budgeted item. 8. Authorize execution of a contract with Wayne Frier Home Center for construction of McAlpin Fire Station Sleeping Quarters in the amount of $84, (RFP No ) (Proposals opened on August 9, 2016) Fire Rescue, Budgeted Item PROCLAMATIONS AND PRESENTATIONS: 9. Introduction of new State 4-H Treasurer, Christian Rodriguez. (Katherine Allen, UF/IFAS Suwannee County Extension Director) COMMISSIONERS ITEMS: COUNTY ATTORNEY ITEMS: GENERAL BUSINESS: 10. Discuss, with possible Board action: Allowing employees to continue accruing vacation and sick leave while out on a workers compensation claim. (Commissioner Gamble) 11. Discuss, with possible Board action, Suwannee County Historical Museum Association. 12. Discuss, with possible Board action, any items related to State Attorney s Office (if necessary). (Randy Harris, County Administrator) 13. Additional Agenda Items. The Chairman calls for additional items. 14. Public Concerns and Comments. (Filling out of Comment Card required, and forward to Chairman or County Administrator. Individual speakers from the audience will be allowed three (3) minutes and a single representative or spokesperson will be allowed seven (7) minutes to speak following recognition by the Chairman and must speak from the podium one (1) trip to podium.) 15. Administrator s comments and information. 16. Board Members Inquiries, Requests and Comments. 17. Information items.

4 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida 6:00 p.m. The Suwannee County Board of County Commissioners met on the above date and time for a regular session and the following were present: Chairman Jason Bashaw; Commissioner Clyde Fleming; Commissioner Ricky Gamble; Commissioner Larry Sessions; and Commissioner Wesley Wainwright. Chief Deputy Clerk of Finance Ken Williams; Eric Musgrove, Deputy Clerk; Randy Harris, County Administrator; and James W. Prevatt, Jr., County Attorney, were also present. Chairman Bashaw called the meeting to order at 6:00 p.m. and asked County Administrator Harris to lead the invocation and the Pledge of Allegiance to the Flag of the United States of America. Chairman Bashaw reminded the public that if they wished to speak, to please fill out a comment card and submit it to either County Administrator Harris or any member of the Board. APPROVAL OF MINUTES: The first item on the agenda was to approve the minutes of the July 19, 2016 Regular Board Meeting. Commissioner Gamble moved to approve the minutes of the July 19, 2016 Regular Board Meeting as written. Commissioner Wainwright seconded, and the motion carried unanimously. Chairman Bashaw noted that agenda items 3 and 9 were being pulled from the consent agenda; item 3 for discussion at a later date and item 9 for discussion after the consent agenda. Commissioner Sessions asked that agenda item 7 be pulled for discussion. 1

5 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida CONSENT: The second item on the agenda was to approve payment of processed invoices. SUWANNEE COUNTY BOARD OF COUNTY COMMISSIONERS WARRANTS ISSUED REPORT 8/2/2016 FUND AMOUNT 001 GENERAL FUND $ 784, RESERVE-CAPTIAL PROJECTS 116 FINE AND FORFEITURE $ 55, ADDRESSING FUND $ 2, STATE ATTORNEYS OFFICE $ 18, MUNICIPAL SERVICES FUND $ 8, LAW ENFORCEMENT 121 NARCOTICS CONTROL 122 FIRE PROTECTION FUND $ 1,112, EMS GRANT FUND 128 EMERGENCY MANAGEMENT $ 7, LAW EDUCATION $ TOURIST DEVELOPMENT $ 13, ROAD AND BRIDGE $ 179, ROAD AND BRIDGE CONST. & PAVING 171 LIBRARY FUND $ 193, RECREATION FUND $ 71, LOCAL HOUSING ASSISTANCE PROGRAM $ 41, RENOVATIONS / DEBT SERVICE 301 VOTING EQUIPMENT FUND 351 RENOVATIONS / CONSTRUCTION 402 SOLID WASTE COLLECTION $ 39, SOLID WASTE DISPOSAL $ 46, SUW CTY WATER PLANT $ GRAND TOTAL $ 2,573,

6 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Board of County Commissioners over $10, Warrants Issued Analysis Please find below a list of payments $10, and above that will be approved for disbursement on 08/02/16 Vendor Date Check No. Amount Description Jim Hinton Oil 7/22/ $13, Fuel Dana Edmisten Hill 7/22/ $18, SHIP down payment and closing-----owens American Title Services 7/22/ $18, SHIP down payment and closing------taylor Jenkins Painting 7/28/ $13, Road stripping th/264th/parking lot Jim Hinton Oil 7/28/ $16, Fuel Waste Management 7/28/ $35, Waste disposal First State Investors 7/28/ $18, State Attorney lease Digitech Computer 7/28/ $13, EMS billing Prevatt Law Firm 7/28/ $14, General matters Ketchum, Wood, & Burgert 7/28/ $22, Medical Examiner Carter Excavating 7/28/ $16, Little River Springs restoration #2 Little & Williams 7/28/ $100, Dowling Park Library $300, The third item on the agenda was to approve the Good Samaritan Center/Dacier Manor Emergency Management Disaster Plan Transportation Agreement. This item was pulled from the agenda for discussion at a later date. The fourth item on the agenda was to approve Supplemental Agreement No. 16 with AECOM for professional services associated with the Rehabilitation of the Runway Marking project at the Suwannee County Airport. Funded by FDOT. (Amends Agreement No ) The fifth item on the agenda was to approve Change Order No. 1 with Anderson Columbia Company, Inc., to add two sets of rumble strips on 168 th Street. Funded by Gas Taxes. (Amends Agreement No ) 3

7 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida The sixth item on the agenda was to appoint Councilman David Burch to complete the balance of Jacob Grantham s term on the Suwannee County Tourist Development Council. The seventh item on the agenda was to authorize the purchase of a new truck from Allan J. Chevrolet from the Florida Sheriff s contract in the amount of $32, for Fire Rescue. To be funded from Fire Contingency. This item was pulled from the consent agenda for discussion. The eighth item on the agenda was to authorize applying for a Department of Environmental Protection s Florida Recreation Development Assistance Program (FRDAP) Unique Abilities grant in the amount of up to $500, with no match and to approve a resolution including the project in the budget for FY (Resolution No ) The ninth item on the agenda was to authorize assisting the City of Live Oak with road maintenance on a section of Horne Avenue. This item was pulled from the consent agenda for discussion. The tenth item on the agenda was a request for permission to close all branch libraries of the Suwannee River Regional Library System on Wednesday, September 7, 2016 for Staff Development Day. Commissioner Wainwright moved to approve the Consent Agenda Items 2, 4-6, 8, and 10. Commissioner Fleming seconded, and the motion carried unanimously. The seventh item on the agenda was to authorize the purchase of a new truck from Allan J. Chevrolet from the Florida Sheriff s contract in the amount of $32, for Fire Rescue. To be funded from Fire Contingency. 4

8 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Commissioner Sessions asked if this item had been missed during budget time. Chief James Sommers, Public Safety Director, replied that the current vehicle had about 110,000 miles and was under frequent repair. This new vehicle would replace the current one. Commissioner Wainwright moved to approve the purchase of a new truck from Allan J. Chevrolet from the Florida Sheriff s contract in the amount of $32, for Fire Rescue. Commissioner Sessions seconded, and the motion carried unanimously. The ninth item on the agenda was to authorize assisting the City of Live Oak with road maintenance on a section of Horne Avenue. County Administrator Harris discussed the agreement with the City of Live Oak regarding ongoing maintenance on Ichetucknee Road in return for disposal of the County s leachate. He stated that two other roads, Anna and Eva Streets, were also being jointly maintained but the City needed to determine a permanent solution. County Administrator Harris stated that Horne Avenue was near the new Dollar General Store on the west side of Live Oak, and his understanding was that the County s work there would be a one-time job delivering limerock until the City could determine a permanent solution. Commissioner Wainwright asked if the City received funding to pave the balance of Ichetucknee Road. County Administrator Harris understood that the Department of Transportation had entered into an agreement with the City of Live Oak for paving of the road, but he was not sure. Commissioner Gamble noted that there had been a large amount of work done on Ichetucknee Road lately. 5

9 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Commissioner Wainwright moved to authorize assisting the City of Live Oak with road maintenance on a section of Horne Avenue. Commissioner Fleming seconded, and the motion carried unanimously. PROCLAMATIONS AND PRESENTATIONS: The eleventh item on the agenda was a presentation of a check in the amount of $50,000 from the Florida Recreation Development Assistance Program (FRDAP) for renovations at Douglass Park. Mr. Craig Liney, Park Manager of the Suwannee River State Park, along with Rianna Elliott, Park Naturalist, discussed the work done through the Florida Recreation Development Assistance Program. The grant to Suwannee County would be used to improve various ballfields and other recreational facilities at the Douglass Center. They then presented the check to the County for $50,000. Chairman Bashaw called a brief recess at 6:11 p.m. for photographs. 6:13 p.m. August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Chairman Bashaw called the meeting back to order. The twelfth item on the agenda was to hear a presentation on the economic impact analysis of Klausner Lumber One, LLC. Dr. Alvin Jackson, Economic Development Director, delivered a Microsoft PowerPoint presentation detailing the positive economic impact of Klausner Lumber One, LLC. 6

10 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Discussion ensued on the positive economic impact that Klausner was having on the County s tax base as well as commercial interests. COMMISSIONERS ITEMS: Commissioner Gamble asked to discuss the sick leave policy. He wanted clarification from the Board on what would happen when a worker was out on worker s compensation, as the situation had arisen. Chairman Bashaw stated that when the policy was adopted, it was meant to affect vacation and sick leave, but in an effort to fix one problem, it had apparently created another problem. He stated that the Board needed to look at what was best for the taxpayers of Suwannee County while still taking into account employees needs. Chairman Bashaw suggested that the item be placed on the next agenda for further discussion, or it could be discussed tonight. Commissioner Fleming stated that he was not prepared to discuss the issue tonight. He wished to study the issue and seek legal advice. Commissioner Sessions asked for further time to review the issue and possibly hold a workshop on the matter. Commissioner Gamble stated that the policy was amended to stop the abuse of sick leave, not to impact those on worker s compensation. He was in favor of a workshop if the Board desired it. The Board agreed to discuss the issue at the next meeting, either to discuss the issue at that time or to set a workshop to discuss it further. 7

11 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Chairman Bashaw stated that he had planned to review the budget for the upcoming workshops (to be held on August 3 and August 4), but felt that there had not been enough time to thoroughly review the information after recent extensive revisions. He suggested postponing the budget workshops until before the next regular meeting (August 16) from 9 a.m. until 4 p.m. and then again on the following day (August 17) at 9 a.m. Commissioner Wainwright agreed with the revised budget workshop schedule if it could be done; otherwise, there would be a very involved tentative budget hearing so that the budget was discussed in further detail then. Discussion ensued on various dates and times for the budget workshops. The Board agreed that the budget workshops originally scheduled for August 3 and 4 should be postponed, and instead would be held on August 16 and August 17 at 9 a.m. at the Live Oak City Hall Council Chambers. COUNTY ATTORNEY ITEMS: There were none. STAFF REPORTS: The thirteenth item on the agenda was staff reports. Ms. Katherine Allen, Extension Office Director, updated the Board on the multiple winners from Suwannee County s 4-H program this year as well as the upcoming 4-H awards banquet. Ms. Allen also discussed a bovine conference, master gardener volunteer program, and other Extension-related programs. 8

12 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Mrs. Betty Lawrence, Director of Libraries, stated that the annual summer reading program was coming to a close, and as usual was a great success. There were 6,135 children who had participated in the program this year. She also thanked the teenaged volunteers who helped during the summer. Mrs. Lawrence also discussed the adult summer reading program, a 5K run, and other Library programs. She added that the construction of the Dowling Park Library was coming along well. Commissioner Fleming was impressed with the number of children involved in the summer program. Mr. Greg Scott, Parks and Recreation Director, updated the Board on airport renovations and security upgrades. He also updated the Board on the various athletic programs and state events that had been held over the summer, with some $300,000 in positive economic impact to the area. Mr. Scott discussed the law enforcement patrols at the various local springs that had helped keep them safe during the summer. He thanked his staff for their hard work. Commissioner Gamble thanked Mr. Scott for the quick repairs to the Charles Springs boat ramp a few weeks before. Mr. Scott replied that he had received assistance from the Public Works Department. Mr. Scott added that his office was awaiting notice of a possible grant award for boat ramp improvements for several projects. Chairman Bashaw thanked Mr. Scott for his work with the youth of the community and also thanked the School Board for the use of their property for various sports events. Chairman Bashaw asked Mr. Scott to describe how he determined the economic impact of the various sports tournaments as well as feedback from citizens and visitors. Mr. Scott replied that he calculated 9

13 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida the economic impact based upon the number of players and family members combined with an average expense of $50 per day. Mr. Scott also stated that he had heard many positive comments from visitors describing how great Suwannee County s fields and tournaments were, especially in comparison to other communities. He added that Suwannee County had modeled its Sportsplex after that of Savannah s, which was one of the best in the nation. Chairman Bashaw asked Mr. Scott how many tournaments were held each year in Suwannee County. Mr. Scott did not have the figures available, but noted that the various fields were frequently at capacity throughout the year between tournaments and various local youth leagues. Chairman Bashaw asked that Mr. Scott bring the tournament information to the County s budget workshops. Chief James Sommers, Public Safety Director, stated that Fire Rescue had an average of 618 emergency calls per month. He added that CPR classes were continuing within the County and that on average, strokes and cardiac cases had a 17-minute response time ( door to balloon time ) in comparison to surrounding counties that had a 45-minute response time. Chief Sommers added that recent training with Klausner Lumber had been beneficial to both parties. County Administrator Harris clarified that the Fire Rescue truck approved earlier in the meeting was not a replacement for the old one, but an additional one to share responsibilities. GENERAL BUSINESS: The fourteenth item on the agenda was to discuss, with possible Board action, any items related to the State Attorney s Office (if necessary). 10

14 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida County Administrator Harris reminded the Board that several months before, he had noted that he would be coming back for a request for bids relating to the State Attorney s Office. He asked for authorization to bid the following items: 1. Installation of new sewer main and manhole. 2. Removal of scales and portion of roof and south wall of Mizell s building. 3. Plumb west (rear) wall of Mizell s building and install new siding. 4. Stormwater collection system, inlets, and pipe system. 5. New gutters on Mizell s building. 6. Installation of a new self-supporting concrete power pole at Northeast corner of the State Attorney s Office. (Sole-source with Florida Power for a price of approximately $30,000) 7. Underground electric service to the State Attorney s Office and the Judicial Annex. County Attorney Prevatt suggested that the Board approve item 6 separately, since it was a sole-source item. Commissioner Gamble moved to advertise to bid the aforementioned items 1-5 and 7 for the State Attorney s Office (Installation of new sewer main and manhole; removal of scales and portion of roof and south wall of Mizell s building; plumb west (rear) wall of Mizell s building and install new siding; stormwater collection system, inlets, and pipe system; new gutters on Mizell s building; and underground electric service to the State Attorney s Office and the Judicial Annex). Commissioner Wainwright seconded, and the motion carried unanimously. 11

15 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida Commissioner Wainwright moved to install a new self-supporting concrete power pole at Northeast corner of the State Attorney s Office (Sole-source with Florida Power for a price of approximately $30,000). Commissioner Sessions seconded, and the motion carried unanimously. The fifteenth item on the agenda was Additional Agenda Items. There were no additional agenda items. The sixteenth item on the agenda was public concerns and comments. (Filling out of Comment Card requested, and forwarded to Chairman or County Administrator. Speakers from the audience will be allowed three (3) minutes to speak following recognition by the Chairman and must speak from the podium one (1) trip to podium). Mrs. Julie Ulmer, Vice-Chair of the Suwannee County School Board, discussed the Project Christmas Catalyst Project that had since become Klausner Lumber Company. She stated that taxes from Klausner s construction had helped to offset reductions in School funding by the State in the same period. Mrs. Ulmer also thanked the Board for grant work at the Douglass Center. The seventeenth item on the agenda was Administrator s comments and information. County Administrator Harris updated the Board on recent work done by the Public Works Department, especially preparations for several road and bridge projects. He also pointed out to the Board some of the various budget changes since last year, including a large number of grants for the Recreation Department. County Administrator Harris stated that Suwannee County stood at number 54 of 67 counties per capita property tax levies, meaning that Suwannee County s was among the lowest in the state, and with the per capita county government tax levies, Suwannee County was ranked 51 out of 67 counties. At the same time, in the last eight years, total property 12

16 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida tax growth in Suwannee County had actually seen a decline of more than 4% over the same period. County Administrator Harris thanked the various County departments The eighteenth item on the agenda was Board Members inquiries, requests, and comments. Commissioner Wainwright thanked the County s department heads and workers for their fine work. Commissioner Gamble had nothing to discuss. Commissioner Sessions asked Mrs. Ulmer to discuss the upcoming Back-to-School bash. Mrs. Ulmer replied that the community bash would be held on Saturday, August 6 for the public. Commissioner Fleming thanked the Board for rescheduling the budget workshops to allow him more time to review the budget. He also thanked Mr. Scott for his department s outdoors work despite the heat. Commissioner Fleming suggested that the Board show their appreciation for the employees out on the road. Chairman Bashaw thanked the Board for postponing the budget workshops due to great amounts of changes over the last week. He stated that part of the cause was due to a drastic increase of the proposed budget from $68 million to some $89 million, most of which was from grant funding. (Remainder of page left blank intentionally) 13

17 Book 63, Page?? August 2, 2016 Regular Board Meeting Judicial Annex Building Live Oak, Florida The nineteenth item on the agenda was information items. There were no informational items. Commissioner Fleming moved to adjourn the meeting. Commissioner Sessions seconded, and the motion carried unanimously. There being no further business to discuss, the meeting adjourned at 7:28 p.m. ATTEST:, DC BARRY A. BAKER CLERK OF THE CIRCUIT COURT JASON BASHAW, CHAIRMAN SUWANNEE COUNTY BOARD OF OF COUNTY COMMISSIONERS 14

18 Agenda Item No. 2 Approval of payment of processed invoices.

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98 PUBLIC CONCERNS AND COMMENTS

99 ADMINISTRATOR S COMMENTS AND INFORMATION

100 BOARD MEMBERS INQUIRIES, REQUESTS AND COMMENTS

101 INFORMATION ITEMS