AGENDA Regular Meeting – February 28, 2018 – 6:00 PM

Courthouse Annex – Commission Meeting Room

ROLL CALL

ADOPTION OF THE AGENDA

PETITIONS FROM THE PUBLIC – FIVE (5) MINUTE LIMIT

APPROVAL OF THE MINUTES FROM THE REGULAR MEETING HELD February 14, 2018.

CONSTITUTIONAL OFFICER REPORTS

CONSENT AGENDA

1. Budget Amendment Request for Special Assessment – Fire to Budget Grants.

2. Budget Amendment Request for Sheriff to Budget Grant.

3. Budget Amendment Request for Sheriff to Amend to Actuals.

OLD BUSINESS

1. .

PUBLIC WORKS DEPARTMENT

1. Request for Extension/Renewal of Striping Contract with Jenkins Painting, Inc. – Mr. Lonnie Thigpen.

NEW BUSINESS

1. Update on Building Department Online Permitting – Mr. Rick Anderson.

2. Discussion Regarding Soil and Water Conservation Agreement – Mr. Buck Carpenter.

Planning & Zoning Board Madison County Development Council

Mack Primm, Chair – District 1 – Term Ends January 1, 2019 BOCC APPOINTEES:

Mike Holton – District 2 – Term Ends December 1, 2020 Ed Meggs – Term Ends – January 1, 2020

Calvin Malone – District 3 – Term Ends February 1, 2019 Rick Davis – Term Ends – January 1, 2020

Richard Cone – District 4 – Term Ends December 1, 2020

Christy Grass – District 5 – Term Ends February 1, 2018

Julia Shewchuck, Vice-Chair – At-Large – Term Ends June 1, 2018

Chad Thurner – At-Large – Term Ends June 1, 2019

Tim Ginn – School Board Representative

Dot Alexander – Alternate – Term Ends February 1, 2018

Tourist Development Council

Chair of BOCC or His Designee, Chair to be Re-Appointed Annually Prior to July 1st – Term Ends June 1, 2019

Jim Catron – Elected Municipal Official from Most Populous Municipality – Term Ends June 1, 2018

Edwin McMullen – Elected Municipal Official from Any Municipality – Term Ends June 1, 2019

Latrelle Ragans – Involved in Tourist Industry and SUBJECT to the Tax – Term Ends June 1, 2018

Brenda Graham – Involved in Tourist Industry and SUBJECT to the Tax – Term Ends June 1, 2019

Trent Abbott – Involved in Tourist Industry and SUBJECT to the Tax – Term Ends June 1, 2018

Jackie Blount – Involved in Tourist Industry and NOT SUBJECT to the Tax* – Term Ends June 1, 2019

Roy Milliron – Involved in Tourist Industry and NOT SUBJECT to the Tax* – Term Ends June 1, 2019

Princess Roebuck – Involved in Tourist Industry and NOT SUBJECT to the Tax* – Term Ends June 1, 2018

*Not More Than One of the Positions Marked with an Asterisk May Also be Filled by a Person who is Subject To the Tax.

Competency Board Code Enforcement Board

Benjamin Grass – Term Expires January 1, 2020 Brian Leonardson – Term Expires January 1, 2018

Travis Renfroe - Term Expires January 1, 2019 Anthony O’Quinn – Term Expires January 1, 2018

Dennis Pitts – Term Expires January 1, 2020 Eddie Taylor – Term Expires January 1, 2018

Jayson Williams – Term Expires January 1, 2020 Curtis Johnson – Term Expires January 1, 2018

Curtis Johnson - Term Expires January 1, 2019 Lynette Sirmon – Term Expires January 1, 2018

Dewayne O’Quinn – Term Expires January 1, 2020 Freddie Simmons – Term Expires January 1, 2018

Danny Plain – Term Expires January 1, 2020 Jimmy Anderson – Term Expires January 1, 2018

Commissioners

Wayne Vickers, Chairman – District 2

Alston Kelley, Vice-Chairman – District 1

Ronnie Moore – District 3

Rick Davis – District 5

Alfred Martin – District 4

PROCEDURAL RULES FOR THE MEETINGS OF THE BOARD OF COUNTY COMMISSIONERS

The following notices are hereby given to all persons concerning the meetings of the Board of County Commissioners of Madison County, Florida (hereinafter the

“Board”):

1. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the meetings of the Board in all cases to which they are applicable

and in which they are not inconsistent with the law, these rules or are otherwise waived by the Board.

2. No comments from the floor will be allowed under any circumstances.

3. The Board shall hear as many comments from the public as practicable during any meeting.

4. No member of the public may address the Board who has not previously signed up to address the Board, unless he or she is requested to do so by the Chair.

5. Any member of the public who wishes to address the Board on any topic, which appears on the agenda or otherwise, must sign up before the scheduled time for public

comments.

6. All speakers will be limited to five (5) minutes per topic, unless leave is given by the Chair.

7. Any identifiable group of three (3) persons or more shall be limited to a total of ten (10) minutes per topic.

8. All members of the public given the privilege of addressing the Board, shall do so at the beginning of its scheduled meeting, or immediately following the lunch time break, if

the scheduled meeting continues past the lunch time break.

9. The Chair may rule any speaker out of order and require that speaker to cease addressing the Board and if necessary order the bailiff to remove that speaker from the

Commission Chambers if:

A. The speaker refuses to confine his remarks to the topic at hand.

B. The speaker becomes belligerent, irrational, or in any way disruptive to the meeting of the Board, or,

C. The speaker refuses to cease addressing the Board after his allotted time.

10. No agenda item will be designated for any specific time other than a time during the first three (3) hours of the meeting, unless leave is given by the Chair. All times shown

on the agenda are approximate.

11. No item may be added to the agenda of the Board of County Commissioners except upon request of the Chair, a Board member, the County Manager, the Clerk of the Board

or the County Attorney.

12. All decisions of the Chair concerning parliamentary procedures, decorum, or rules of order will be final, unless they are overcome by a majority of the members of the Board

in attendance.

13. The Chair shall vote on all issues that come before the Board in the same manner as a member of the Board.

Notice: All items listed on the agenda are for discussion & possible action including vote by the Board. The Board reserves the right to amend the agenda of any meeting

to the fullest extent allowed by law. Pursuant to the provisions of the Americans with Disabilities Act, if you are a person requiring special accommodations to participate

in this meeting of the Board, you are entitled, at no cost to you, to the provision of certain assistance. Please contact Billy Washington, Clerk of Court, at P.O. Box 237,

Madison, Florida 32341, telephone: (850)973-1500, at least 48 hours prior to the meeting. If you are hearing or speech impaired, please call 711. If a person decides to

appeal any decision made by the Board with respect to any matter considered at this meeting he or she will need a record of the proceedings, and that, for such purpose, he

or she will need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based.

BOARD OF COUNTY COMMISSIONERS

MADISON COUNTY, FLORIDA

COURTHOUSE ANNEX

MINUTES OF THE REGULAR MEETING

WEDNESDAY, FEBRUARY 14, 2018

9:00 A.M. The Board of County Commissioners of Madison County, Florida met this day in regular session with the following members present: Alston Kelley (District 1), Wayne Vickers (District 2), Ronnie Moore (District 3), Alfred Martin (District 4) and Rick Davis (District 5). Also present were County Attorney George T. Reeves, County Coordinator Brian Kauffman, and Clerk Billy Washington.

The Chairman, Honorable Wayne Vickers, called the meeting to order at 9:00 a.m. and conducted roll call.

Commissioner Vickers added New Business Item #4 to the agenda. This was discussion and vote to name a primary and alternate member to the county canvassing board. Commissioner Kelley presented a motion to adopt the agenda with the proposed addition. Commissioner Moore seconded the motion and the board voted unanimously (5-0) to adopt the agenda.

Mr. Benjamin Wyche addressed the commission with a petition. He made a request that the meetings be recorded and a link to the video be posted on the county’s website. After discussion, the board agreed by consensus to direct staff to explore costs and methods associated with the request. Commissioner Kelley presented a motion to approve the minutes from the January 24, 2018 meeting. Commissioner Martin seconded the motion and the board voted unanimously (5-0) to approve the minutes. Commissioner Moore presented a motion to approve the consent agenda. Commissioner Kelley seconded the motion and the board voted unanimously (5-0) to approve the consent agenda. The consent agenda contained one item, Resolution 2018-02-14A, concerning an equipment lease for the road department. Under Old Business Item #1, the revisions to the county Personnel Policy were presented. Commissioner Moore presented a motion to approve the policy. Commissioner Kelley seconded the motion and the board voted unanimously (5-0) to approve the policy.

Board of County Commissioners February 14, 2018 Page 2 of 3

Under Public Works Item# 1, Solid Waste Coordinator Jerome Wyche presented proposed waste tire fee increases. The tire recycling company, Liberty Tire Recycling, informed his department of cost increases for their services. He explained that the service cost increase would facilitate the need for the fee increase. He further explained that the proposed fee increases mirrored the fee increases at the Aucilla Landfill. Commissioner Kelley presented a motion to increase the fees in accordance with Mr. Wyche’s proposal. Commissioner Martin seconded the motion and the board voted unanimously (5-0) to increase the fees. Under Public Works Item #2, Road Department Coordinator Lonnie Thigpen presented quotes from Langdale Ford and Coggin Ford for a Lease Purchase of an F-750 truck. He explained that the quote from Langdale Ford was $85,728.00 payable in five annual payments of $19340.23 and the quote from Coggin Ford was $94,324.00 payable in five annual payments of $21,647.33. His recommendation was to accept the quote from Langdale Ford. Commissioner Moore presented a motion to accept the quote from Langdale Ford. Commissioner Kelley seconded the motion and the board voted unanimously (5-0) to accept the quote from Langdale Ford. Chairman Vickers directed the attention of the board to New Business Item #2. Attorney Reeves presented to the board Resolution 2018-02-14 concerning the rotation of the chairmanship of the board. After discussion, Commissioner Kelley presented a motion to approve the resolution. Commissioner Martin seconded the motion and the board voted unanimously (5-0) to approve the resolution. Under New Business Item # 3, County Coordinator Brian Kauffman addressed the board concerning a recent issue with CSX Railroad blocking the entrance into Country Club Estates with a train. Sheriff Stewart explained that every effort was made to rectify the situation. He thought that the best results in expressing the concerns of the county with CSX would come through the Emergency Management Department or through some federal level department. After discussion, the board directed Emergency Management Director Alan Whigham to set up a meeting with the railroad company. At 10:05 a.m., Commissioner Vickers placed the board into recess. Commissioner Vickers called the meeting back into order at 10:20 a.m. and directed the board to New Business Item #1. Economic Development Consultant Crawford Powell presented an update on the economic development activity in the county. He outlined several potential projects. Under New Business Item #4, Mr. Reeves explained that the board had to name two members to the canvassing board. After discussion, Commissioner Davis presented a motion to name Commissioner Kelley as the primary representative and Commissioner Moore as the alternate to the canvassing board. Commissioner Martin seconded the motion and the board voted unanimously (5-0) in favor of the motion.

Board of County Commissioners February 14, 2018 Page 3 of 3

Commissioners Moore and Kelley both had the opportunity to visit lawmakers in Tallahassee. Both briefly outlined meetings during their visits. Commissioner Davis expressed to Clerk Washington that he would like to begin the process of requests for proposals for loan services for paving loans. Clerk Washington stated that he could begin that process. Mr. Kauffman’s update included several items:

Representative Beshears said he would work to obtain continued funding for the Agricultural Center renovation.

The sale of land at the Recreation Park was moving forward. Staff is working with the volunteer fire departments to produce an

interlocal agreement for mutual aid between departments within the county. Veterans Service Office is trying to obtain recognition for Madison County

as a Purple Heart County. Three houses have been removed from the recently purchased Branch

property. An assisted living facility group has met with county staff and is exploring

infrastructure costs and timing.

There being no further business, the Chairman adjourned the meeting at 10:45 a.m. Board of County Commissioners Madison County, Florida By: ______________________ Wayne Vickers, Chairman ATTEST: ____________________________________ William D. Washington, Clerk to the Board of County Commissioners

Madison County Building Department

Permitting System Results

Overview

The system we contracted for is a “cloud” based system.

We have 3 users and we can get on the system through most any device with internet access.

Implementation went live Feb 1 of last year.

Our annual cost is approximately $3,500 per year

What has it been used for?

In that first year 1,105 permits were entered into the system.

We still have some open projects that haven’t closed out, that were permitted before this

system was implemented so we still have some paper only permits.

For most of our permits we can look up the information we need when requested in 30 seconds,

instead of going to a file drawer, searching for the file, getting back to our desk and getting back

on the phone. Now we look up the records without getting off the phone or leaving our desk.

(Most of the time) This is a big time saver.

What’s Next?

We have two processes that we are going to implement in the coming months.

The first is a process for anyone to get on the building department website, fill in our permit

application form and submit their initial permit application on-line right in the system. This will

get entered into a separate data base that we can pull over into our application without having

to enter all that information.

The second process is called a contractor portal. It will be set up so our most frequent users will

be able to log in with their own ID and Password to see the status of what there permit

applications are, or the status of an inspection, or power requests, etc.

Both of these will reduce the amount of data entry we do and the amount of time we spend on

the phone. The goal is to working smarter, not harder!

District Staff Assistant- Madison Soil & Water Conservation District

Position Details:

The Madison Soil & Water Conservation District (SWCD) is an agricultural partner between local

farmers, ranchers and producers as well as local and state agencies. The SWCD works through the Florida

Department of Agriculture and Consumer Service’s (FDACS) Office of Agricultural Water Policy (OAWP)

to assist local landowners with the implementation of Agricultural Best Management Practices (BMP’s).

The SWCD is currently seeking a candidate to fill the administrative role that interfaces between FDACS,

the local farmers and the local education system. Key responsibilities of this position would be to:

a. Assist the Conservation Technician by performing general office duties such as, but not limited to,

ordering office supplies, providing copies of requested items, maintaining an inventory of program

manuals and the administration of monthly SWCD meetings by recording minutes and preparing

presentations. The District Staff Assistant shall maintain a copy of each FDACS contract and

associated invoices and budgets.

b. Prepare quarterly invoices to FDACS for Technician services and Mobile Irrigation Lab (MIL)

services by gathering payroll information and other expense receipts from the county and MIL. The

District Staff Assistant will prepare payment checks to the county and to the MIL to reimburse for

expenses. This position would also be responsible for tracking expenditures using the appropriate

budget management software (QuickBooks, Excel, etc.) to include: year-to-date expenses by budget

category, remaining balance, total expenditures to date and/or payrolls. Additionally, the District

Staff Assistant would prepare necessary reports to the SWCD and FDACS utilizing the Microsoft

suite of applications.

c. Assist with the cost-share program by receiving forms and receipts from agricultural producers,

preparing invoices to FDACS with all supporting documentation, preparing payment checks to the

agricultural producers, balancing the SWCD’s bank accounts, and keeping physical files and

accounting spreadsheets to account for contract funds as detailed in the cost-share contract between

the SWCD and FDACS. He/she shall maintain a spreadsheet to track all producer cost-share

agreements and associated producer allocations.

d. Implement an educational outreach program centered on agricultural advocacy, food production and

the conservation of natural resources in the local schools through the Future Farmers of America

(FFA), 4-H and other classroom initiatives through the coordination of educational grants/ funding.

This position would also work with the Association of Florida Conservation Districts (AFCD) in

leading competitive events (poster and speech contests) within the SWCD.

Knowledge, Skill and Abilities Requirements:

The ideal candidate for this position would possess the following skillsets necessary to the performance

of the task: strong communication skills, effective time management skills, attention to detail,

experience in finance & accounting procedures and proficiency with the Microsoft suite of applications.

Ability to educate others through outreach. Ability to prepare correspondence and administrative

reports. Ability to use a provided personal computer. Ability to work independently. Ability to

establish and maintain effective working relationships with others. Ability to communicate with the

public in a courteous manner. Ability to prioritize workflow.

Minimum Qualifications:

•Must be able to work independently

•Must be able to work with budgets and finances

•Must have good organizational skills

•Must have good time management skills

•Must be proficient with Microsoft Office products such as Word, Excel and Outlook

•Must have strong administrative skills

•Must be able to travel for meetings

•Must be able to work in and around an educational environment

Salary:

$12.00/hr- Commensurate to Experience