COLUMBIA COUNTY BOARD of COUNTY COMMISSSIONERS. Minutes of March 15, 2012

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1 COLUMBIA COUNTY BOARD of COUNTY COMMISSSIONERS Minutes of March 15, 2012 The Board of County Commissioners met in a regularly scheduled meeting at the Fort White Community Center. The meeting opened at 7:00 p.m. with prayer. The Pledge of Allegiance to the Flag of the United States of America followed. Commissioners in Attendance: Others in Attendance: Chairwoman Scarlet Frisina, Stephen Bailey, Russell DePratter, Ronald Williams and Jody DuPree. Senior Staff Assistant David Kraus, Asst. County Manager Lisa Roberts, Attorney Marlin Feagle, Deputy Clerk Linda Odom. Agenda Deletions. Items to be presented by Liz Horne, Supervisor of Elections Agenda Additions. Facility Use Agreement Solid Waste Collection Franchise Applications (non-exclusive) Veolia Interlocal Agreement relating to establishment of FLOW MOTION: By Commissioner Williams to adopt the agenda with changes. Second by Commissioner DuPree. The motion carried unanimously. Public Comment: Stewart Lilker s comments related to: Thanking Commissioner DuPree for bringing the water drawdown issue to the forefront. Investing funds in the School Board Auditorium instead of the Sports Hall of Fame Building or the School Board s Aquatic Complex. Request for the Commission to exercise great caution as it relates to North Florida Broad Band. SVTA Meeting (3/26/12). Tak Waldren (Area Promotor) addressed: USSA Sports Baseball Tournaments at Southside Recreation Complex and the need for additional playing fields. Merrilee Malwitz-Jipson, President of Our Santa Fe River, Inc. spoke on:

2 Their organization s Dry Well Campaign, and their plans to setup on March 30, 2012 at Camp O Leno, and Saturday, April 07, 2012 at Alligator Lake to promote public awareness in protecting and conserving the local waters. Local Economic Development Incentive Ordinance # Attorney Joel Foreman gave an overview of the ordinance. MOTION: By Commissioner Williams to set the public hearing on April 05, Second by Commissioner DePratter. The motion carried unanimously. Consent Agenda (1) External Budget Amendment Public Works BA# Roadside Mowing - $17, (2) External Budget Amendment Board of County Commissioners BA # Budget for Charter Committee - $22, (3) External Budget Amendment Board of County Commissioners BA #12-34 Budget for Water Conservation Working Group - $250,000 (4) External Budget Amendment Sheriff s Office - #7 BA #12-38 Subsistence Costs Generated at the Detention Center February $4, (5) External Budget Amendment Finance Department BA #12-33 Budget for FBIP Grants for Repairs to Cone Bridge and Bible Camp Boat Ramps - $46, Cone Bridge and $30, Bible Camp (6) External Budget Amendment Sheriff s Office - #8 0 BA #12-39 Jail Doors Supporting Material is on File for Review - Due to Security Reasons the Information is not a Public Record (7) Suwannee River Economic Council, Inc. - (S.H.I.P.) Release of Lien Bryon C. Maxwell and Laura B. Maxwell - $3, (8) Landscape and Parks Department Cub Scouts Pack 85 Requesting a Waiver for the Rental of Ponderosa Pavilion at Alligator Lake - $ (9) Senior Staff Assistant Recommending to End Agreement Florida Department of Corrections Community Service Workers Effective Date March 30, 2012 (10) Resolution No. 2012R-13 Adopting a Policy to Pro-Rate First Month Billing for New Utility Customers (11) Clerk of Courts Declaration of Surplus Property County ID # 11957, HP Color LaserJet 2840 Printer

3 (12) Economic Development Department Request to Approve the Following Proposals (Payment to be made From REDI Grant Catalyst Site) (a) Skeen Railroad Engineering - $14, (b) Cardno TBE - $47, (c) LD Bradley - $3, (13) Memorandum of Understanding North Florida Broadband Authority/Columbia County Board of County Commissioners In-Kind Resources as Part of Their Grant Match (14) Public Works Requesting Approval Purchase a Road Widener Machine - $100,000(MOL) (15) Appointment Tourist Development Council Suzanne Moses of Super Motel 3 Year Term Ending December 30, 2014 (16) Utility Permit Comcast Cable SW King Road (17) Utility Permit Comcast Cable SW Florida Gateway Drive (18) Senior Staff Assistant Contract with Lake Shore Hospital Authority to Administer HCRA Program (19) Right of Entry Agreement License Audrey & Harry Denune County to Enter Property Adjacent to Landfill for Purpose of Drilling Test Well (20) Ronnie Brannon, Tax Collector Office County Held Tax Certificates Recommendation to Cancel Certificates Held by Board of County Commissioners (21) BCC Administration Perimeter Master Services Agreement - Renewal of Intrusion Detection & Prevention Monitoring Services Cisco ASA5510 Firewall - HIPAA Compliance - $ per month (22) Columbia County Fire/Rescue Refund Request Blue Cross & Blue Shield of Florida - $ (23) Minute Approval Board of County Commissioners Regular Meeting February 16, 2012 MOTION: By Commissioner Bailey to approve the Consent Agenda. Second by Commissioner DuPree. The motion carried unanimously. Aquatic Complex The Columbia County School System is interested in forming a Joint Planning Committee with the City and County. The Committee s task would be to consider the future expansion, direction and management of the Aquatic Complex as a year round joint use facility. Staff will obtain additional information.

4 Solid Waste Collection Franchise Applications (non-exclusive) Staff advised that each of the four haulers have made application and have met all requirements: (a) Waste Pro of Florida, Inc. (b) Wilson s Containers (c) Norris Containers (d) Veolia E.S. Solid Waste Southeast, Inc. MOTION: By Commissioner Williams to approve the four named waste haulers for a non-exclusive franchise application. This will include the modifications discussed pertaining to Section 6, Exhibit A. Second by Commissioner Bailey. There was discussion that there are four customer accounts that may still be in dispute. It is possible that the franchise will resolve the pending issues surrounding these accounts. Staff was asked to report back to the Board on this matter in two weeks. There are other haulers that have not made application with the County. Per the Board s prior action, those who did not make application by March 08 and not approved in the current meeting are out of compliance with County s ordinance. The Landfill Director will report noncompliant haulers to the County Manager. The non-compliant haulers will be placed on notice. Injunctive relief may become necessary. Commissioner Williams briefly discussed the need for sworn Code Enforcement Officers who can serve notices, write tickets, etc. Columbia County Recreation Department Resolution No and Policies and Procedures for Regulating the use of County Owned Facilities for Tournament Play Section III - Resolution MOTION: by Commissioner DuPree to amend Section 3 to read, Columbia County Recreational Director shall coordinate the schedule and recommend usage of the facilities schedule [inaudible] recreational facilities and shall keep the master calendar. Second by Commissioner Williams. The motion failed with DePratter, Bailey and Frisina voting in opposition. MOTION: By Commissioner Bailey to amend Section 3 to state that the Columbia County Landscape and Parks Department will coordinate the scheduling. Also in the second section, Columbia County Recreation Director is to be replaced with Landscape and Parks Director in the same paragraph. Making the Landscape and Parks Director everyone s point of contact and will hold the master calendar. Second by Commissioner DePratter. The motion carried with Commissioner Williams and DuPree voting in opposition.

5 Section IV - Resolution MOTION: By Commissioner DePratter and second by Commissioner Bailey as to the following: a. Fees are negotiable but are based on: Set at $25 per field, per game for the first 39 teams, and $15 per field, per game for any additional teams 40 and over. b. Deposits: Established at $500 for everyone. The deposit will be refundable if tournament is canceled at least 30 days in advance of the scheduled tournament date and/or another tournament schedules in the vacant slot. The motion carried unanimously. Section #VI - Resolution MOTION: By Commissioner Williams and second by Commissioner Bailey to modify section to read: All payments for the use of the county recreation facilities shall be submitted to the County Parks and Landscape Director and shall be payable by check and shall be made out to Columbia County. The Parks and Landscape Director shall issue receipts for all payments. The funds shall be deposited into a county account designated by the Clerk of Courts. The Columbia County Board of County Commissioners shall issue these funds to the licensed recreation leagues for physical improvements to the recreation facilities. All improvements to the complex must receive approval from the Director of Landscaping and Parks Department before work begins. Section VII. The motion carried 4-1 with Commissioner DuPree voting in opposition. MOTION: By Commissioner Williams and second by Commissioner DuPree to make the following change to Section VII: Due to liability issues, no pets shall be allowed at the facility (other than those exempt under ADA). Director of Parks and Landscaping (or designee) will oversee compliance with this section. Applications shall reflect that no pets will be allowed. Resolution. The motion carried unanimously. MOTION: By Commissioner Williams to adopt Resolution #2012R-14; Polices and Procedures for Regulating Use of County Owned Recreation Facilities for Tournament Play as amended. Second by Commissioner Bailey.

6 Commissioners Made Note for the Record: Commissioner Williams said that he did not agree with every part of the resolution, but would vote in favor of the concept. He said that he would push TDC to hire someone to put over the facility. Amendment to MOTION: Commissioner DePratter suggested, and it was amended into the motion on the floor, that every place the term Recreational Director is used within the agreement shall be changed to read Parks and Landscape Director. Commissioner DuPree said that he would vote in favor, but wanted an objection noted in the record. He stated that Columbia County hired Mario Coppock as the County s Recreational Director. He said that nothing said in the current meeting would preclude the Recreational Director from doing what has been asked of him by the TDC. Nor has there been a single document where the Board has given authorization for the Recreational Director to do anything with recreation at any level up to this point. The motion carried unanimously. Facilities Use Agreement SSA Kraus noted that the Facilities Use Agreement would need to be changed to reflect the resolution (2012-R14) and policies on tournaments adopted by the Board. MOTION: By Commissioner Williams and second by Commissioner Bailey that all tournament fees must be paid prior to tournament start date. Any reimbursements will be made after the tournament and based on attendance. The motion carried unanimously. Regarding Schedule A, the Board agreed to the following: Section 6. Section 7. Section 9. Section 12. Strike. Strike. Verbiage requiring compliance with rules, regulations, etc. will remain in place. Insurance will be in place prior to a team being allowed to participate in the tournament. All participants will have executed waivers in place prior to playing. Section 13. No changes. Section 14. No changes. MOTION: By Commissioner Williams to approve the foregoing [6, 7, 9, 12, 13, and 14]. Second by Commissioner Bailey. The motion carried unanimously. Sports License Agreements

7 After discussion, there was a consensus that the Commissioners would not get involved with deciding who would be eligible to sit on the Board of Directors. There was also discussion as to whether fees should be charged for gate admission for recreational league play. MOTION: By Commissioner Bailey to add language to the license agreement for Columbia Youth Soccer, Girls Softball and Babe Ruth Baseball that prohibits charging admission fees or gate fees for recreational league play. (Admission fees should be charged for tournaments.) Second by Commissioner DuPree. The motion carried unanimously. MOTION: By Commissioner DuPree and second by Commissioner Williams that Section 4, Paragraph 3 adopt verbiage this information shall be provided to the Recreational Director annually. The motion carried unanimously. The Board discussed that claims were made approximately 4-5 month ago regarding Columbia Youth Soccer Association ( CYSA ), which resulted in the County requesting the association to submit their financial documents for audit. To date, the requested information has not been provided. The Board of County Commissioners cannot validate or deny the accusations that funds have been misused by the Soccer Association without being able to conduct an audit of their records. Attorney Feagle offered that corrective action should be considered if the documentation is not produced as requested. A default in or failure to comply with the terms of the Licensing Agreement is cause to terminate the agreement. SSA Kraus said that it would be proper to terminate the group s agreement and ability to use the facilities if they do not produce the financial documents. The Board has the ability to enter into an agreement with another group to provide the same services. Attorney Feagle agreed. Mr. Kraus noted that it is his understanding that CYSA has been in contact with Richard Powell, CPA regarding the reconstruction of their financial documents. MOTION by Commissioner Williams to authorize Attorney Feagle to prepare a formal letter to the President of the Soccer organization requesting their financial documents be produced within 15 days. If the organization is not able or will not produce the requested documents, they should state their reason for not producing the documentation. Attorney Feagle was asked to make a recommendation to the Board at the next meeting based on CYSA s response. Second by Commissioner DuPree. The motion carried unanimously. MOTION by Commissioner DuPree that the Licensing Agreement with CYSA be held in abeyance until the next meeting of the Board of County Commissioners. Second by Commissioner Williams. The motion carried unanimously. Commissioner Williams said the County has a similar problem with the Community Centers not complying with the rules which require them to report their income and expenditures. Commissioner Williams said the issue needs to be addressed.

8 The Board discussed the need to add Termination for Cause. Verbiage should be added that if there is a default in agreement or a failure to comply, the county will have the right to terminate the agreement early for cause. MOTION by Commissioner DuPree and second by Commissioner Williams to approve Sports Licensing Agreements with: Columbia Softball Association (Girls Softball) Lake City/Columbia County Youth Baseball, Inc. (Baseball Only) Lake City/Columbia County Youth Baseball, Inc. (Adult Softball/Tball) The motion carried unanimously. North Florida Regional Water Supply Partnership Stakeholder Committee Indication of Interest The Florida Environmental Protection, along with the Suwannee River Water Management District and the St. Johns Water Management District are creating a shareholders stakeholders group. North Florida Regional Water Supply Partnership Stakeholder Committee will be making assignments to this committee soon and has asked if there is any interest in a member from the Board of County Commissioners filling one of the twelve positions on the committee. If so, they should complete an Indication of Interest Form and submit. Completion of form does not guarantee a position on the Committee. MOTION by Commissioner Bailey to submit Commissioner DePratter s name to be considered for the governmental position. Second by Commissioner DePratter. The motion carried 4-1 with Commissioner Williams voting in opposition. Interlocal Agreement F.L.O.W. - Florida Leaders Organized for Water This Agreement has been reviewed by Attorney Feagle. MOTION by Commissioner Williams to adopt the agreement. Second by Commissioner DuPree. The motion carried unanimously. Meeting Conflict for Commissioner Frisina Commissioner Frisina reported that she will be involved in a Florida Association of Counties Meeting on April 19 and will not be in attendance at the April 19 meeting of the Board of County Commissioners. She stated she has a personal conflict which would prevent her from being in attendance at the May 17 Board of County Commissioner s Meeting. She asked if the Board would agree to change the time to 5 p.m. instead of 7 p.m.

9 MOTION by Commissioner DePratter to rearrange and re-advertise the May 17 th meeting for 5:00 p.m. Second by Commissioner DuPree. The motion carried 4-1 with Commissioner Bailey opposing. Adjournment p.m. There being no further business to come before the Board, the meeting adjourned at 9:55 ATTEST: P. DeWitt Cason Clerk of Circuit Courts Scarlett Frisina, Chairwoman Board of County Commissioners