Regular Meeting - January 22, 1981 Milton, Florida The Board of County Commissioners of Santa Rosa County, Florida, met in regular session on the above date with the following members present: Chairman Adams, Vice-Chairman Carroll, and members Smith, Barnes, and Howell. Attorney Morton and the Deputy Clerks were also present. The meeting was called to order by Chairman Adams at 9:00 a.m. CST and opened with prayer by Rev. Clifton Black. The audience joined the Board in the pledge of allegiance to the flag. Adams brought up for approval the Minutes of the Regular Meeting of January 8, 1981, and recommended that in the future, names be in full to save confusion. He also noted that Carroll had questioned whether or not the sewage treatment plant at the Industrial Park was budgeted, and the Minutes reflected no one responded to the question, he was under the impression someone did. Carroll said he was, too, but did not recall who it was. Mrs. Kicker clarified that no one responded at that time, but she gave the information to the Board later in the meeting. Barnes said he understood the project would be paid through a $137,000 grant, and if it goes over that figure, the County would have to pick up the over-run, and Mrs. Kicker said yes. Smith moved approval of the Minutes of the Regular Meeting of January 8, 1981, which was seconded by Barnes and carried by unanimous vote. Attorney Paul Fitzgerald met with the Board concerning the maintenance of a portion of Avalon Beach Subdivision. He furnished printed information to each Commissioner and said the shaded area on the map was still subject to the Land Sales Board. Attorney Fitzgerald said Mr. Manus, the owner of Lake Shore Realty Co., wishes to terminate his business here and is trying to get the matter of road maintenance resolved. Mr. Fitzgerald noted that Mr. Woodberry was in attendance and was concerned with the whole Subdivision. Smith brought the Board up-to-date on the present policy for road maintenance and said he felt a policy should be established once and for all. He said Dorothy Reno called him concerning a road off Munson Highway which had been built ten or twelve years, and no lots had been sold. Now she is ready to sell lots and wishes the County to open up the road. Smith said Mrs. Reno was told by the Public Works Department that she would have to pay the expense to have the road opened up, and then the County would maintain it. Mr. Woodberry said his lots had all been sold, are on the tax rolls and being assessed just as much as lots on the streets that are being maintained. He said the Land Sales Board will not let the Corporation off the hook and give up their registration until this situation is resolved because they want to know what is going to be done with the roads. Mr. Fitzgerald said he felt it was a different situation in this Subdivision than other developers, he was not suggesting or asking the County to do that. He said the Subdivision has been recorded over fifty years, and it seemed to him the correspondence and Resolutions should be honored. Smith gave a brief history of the background at Avalon Beach and said he was not arguing against Mr. Woodberrys position, he was just advising the Board of the background of the situation. Pooley noted they were some of the finest roads in the County and said he felt the County shared the responsibility for the condition they were in because at that time the developer far exceeded many of the requirements even in the Subdivision Ordinance for dirt roads. After much discussion, Adams referred the matter to Attorney Morton and the Public Works Committee to review the process and come back with a recommendation to resolve the matter to everyones satisfaction. Smith advised that Bob Wagner, President of Southeastern Municipal Bonds, would be unable to attend the Board meeting today and asked to be re-scheduled for the first meeting in February. Mrs. Kicker requested approval to call for bids on Official Record Books, Commissioners Record Books, Public Notice Books, and various printed forms and case binders. She said a better price could be obtained by bidding. Smith moved approval to call for bids, which was seconded by Carroll and carried by unanimous vote. Mrs. Kicker requested approval for refunds on the following Tax Sale Certificates: Certificates No. 125 and 126 to Alvin Crews in the amount of $9.18. Certificates No. 86 and 1070 to International Timber Co., Inc., in the amount of $55.88. Smith moved approval of the refund, on the recommendation of the Tax Collector, which was seconded by Barnes and carried by unanimous vote. Mrs. Kicker advised she had received an application for payment on the Addition to the Gulf Breeze Library, and since she wasnt sure if the Public Works Department needed to make an on-site inspection prior to payment, she had referred it to them. Howell said it was discussed and appeared to be in order, and Pooley suggested the Board approve it. Mrs. Kicker asked if applications for payment should be sent to the Public Works Department for review in future, and Adams said yes. After some discussion, Smith moved approval, which was seconded by Barnes and carried by unanimous vote. Adams said he had discussed with Mrs. Kicker the possibility of the Board having its own mail box rather than having to go through the Clerks Office. Phyllis said one was available at a cost of $30 per year which would be adequate. Smith moved approval, which was seconded by Barnes. Howell said he had a drawer at the Post Office, which he seldom uses and would be glad to let the County use it, but it was the general consensus that it would be best for the Board to establish its own Post Office box. After some discussion, the motion carried by unanimous vote. Carroll moved approval of the surety for the following bond, which was seconded by Barnes and carried by unanimous vote. 1. Charles Edward Sizemore $1,000 Auxiliary Deputy Sheriff Western Surety Co. Adams advised he had received a request from Sarah Butler Helms to change her classification from Clerk Typist II to Secretary. He said she had sent supporting data, copies of which the Board members had, and he had also referred the data to Attorney Morton who had responded. Adams said he had also received a letter from the Civil Service Board stating that on January 20, the Civil Service Board adopted a Resolution which set Mrs. Helms status as Clerk Typist II and would approve that status until further concrete evidence to the contrary was provided. Adams said Lamar Christenberry had advised that, in his opinion, the position is Clerk Typist II. He said based on the report from the Extension Director, the Civil Service Board and Attorney Morton, he recommended that Mrs. Helms present position of Clerk Typist II be maintained and the Commissioners so advise her. Smith moved a letter be sent to Mrs. Helms informing her of this, which was seconded by Carroll. Howell noted that the Civil Service Board said there was nothing in the Minutes or anywhere else showing when Mrs. Helms was hired, he felt this point should be established and asked Attorney Mortons opinion. Attorney Morton said there was no question that she had been employed and is working, the Civil Service Board couldnt determine who employed her and under what authorization, but he believed she would be grandfathered in after all these years under the new Act. Attorney Morton noted that Mrs. Helms, in her letters to the Civil Service Board, indicated she would be in a more secure position as a Secretary and that was the reason for her request, but he felt she would be in a more secure position as a Clerk Typist II because she would have much more seniority in this position. The motion carried by unanimous vote. Adams advised that Robert Smith had served for two years on the Basin Advisory Committee of the Northwest Florida Water Management District, and the Management District wished to know if he would continue to serve as one of two representatives on behalf of the County for the next two years. Smith said he would be pleased to do so, and Barnes moved approval, which was seconded by Howell and carried by unanimous vote. Adams noted that former Commissioner Wayne Godwin also served as a member for two years, and Carroll said he would be pleased to serve on this Committee. Smith moved approval of his appointment, which was seconded by Howell and carried by unanimous vote. Smith moved approval of the grant application on Changing Attitudes of Teachers and Students, subject to approval and recommendation of the School Superintendent, which was seconded by Howell and carried by unanimous vote. Adams noted there is a vacancy on the West Florida Regional Library Board and asked Carroll if he was ready to appoint someone. Carroll said he had a lady in mind, but would like to talk to her before Board action was taken. Barnes said he had served on the CETA District One Advisory Board for a year, and Smith said he thought it was a two year term. Adams asked Barnes if he would continue to serve, and he said he would as long as he had a good alternate. Barnes said there would be a meeting Friday morning at 10:30 a.m., and Jimmy Stewart had agreed to act as his proxy. Adams advised that at a recent Department of Community Affairs briefing in Tallahassee attended by Carroll and himself, available grants thru the 701 Planning Assistance Program were discussed. He said the grants were up to $20,000, and if approved, could be used to develop programs to insure that policies and recommendations contained in locally adopted Comprehensive Plans are carried out. If additional financial burdens are incurred as a result of adoption of the Plan, these monies would help offset this. He said he understood this would help in any expense in connection with the preparation of the Plan, which must be completed by July 1. Adams said the application must be submitted prior to February 16, and asked the Boards consensus as to whether or not these funds should be applied for. No one replied, and Adams said he would delay this matter until the next Board meeting to give the Board members time to make a decision. Adams advised he had received a resignation from Sandra Park as a dispatcher with the EOC. Pooley said the resignation has been accepted, and this is one of the positions that will not be aced. Smith moved acceptance of the resignation and a letter of appreciation for her services to the County, which was seconded by Howell and carried by unanimous vote. Pooley advised there was also a resignation from Curtis Carnley, as truck driver in services, District #3. Carroll moved acceptance of the resignation, and a letter of appreciation for his services to the County, which was seconded by Howell and carried by unanimous vote. Carroll said if this causes a hardship in his district, he would like to transfer an operator from the swing crew to his crew, but would hold off until he had discussed it with his foreman. Tom Justice reported on the following: 1. Recommended acceptance of the added for recording, and streets for paved road maintenance, in SOUND RETREAT SUBDIVISION. A letter from Frank Rowell also recommended the streets be accepted. Howell moved approval, which was seconded by Carroll and carried by unanimous vote. FROM: _____ RECORDED IN OR. BOOK 533 AT PAGES 535 & 536 1. Tidewater Drive 1830 l.f. 2. Sound Retreat Drive 1190 l.f. 2. Recommended acceptance of the street in INDIAN BAYOU SUBDIVISION for paved road maintenance, a letter from Frank Rowell also recommended the street be accepted. Howell moved approval, which was seconded by Carroll and carried by unanimous vote. 1. Sanchez Court 440 l.f. 3. Noted the signs had not been installed in FIRST ADDITION TO CHEYANNE ACRES SUBDIVISION and recommended acceptance for dirt road maintenance be delayed. 4. Tom again brought up the Giaver drainage easement in Venetian Isles. He said Mr. & Mrs. Giaver are still interested in donating an easement on the west edge of their property in return for the County vacating the present easement. A letter from Frank Rowell advised he couldnt see any drainage problems, and Tom agreed. Carroll asked Tom to clarify this further, and Tom said a house is situated on part of two lots, the County has an easement that goes through a driveway or part of a carport. He said the people want the County to vacate that easement, and they, in turn, will give an easement on the western edge of their property. Carroll said he felt it should be in writing that the County would be given the other easement in return for vacating this one. Howell said if this was put in writing, he could see no reason not to vacate the easement and accept the other easement. After some discussion, Howell moved acceptance of the easement, which was seconded by Smith. Howell said, with regard to the vacation and because a couple of places down there have the same problem, he would like to see the Public Works Department check into it, and if its not already been vacated, make arrangements with the people to vacate the old easement. Tom said Frank Rowell had made an inspection and recommended acceptance, but Carroll said he felt Frank might not know the full position. Pooley said he felt the Public Works Department should check it out before Board action was taken, and the Board agreed it could be taken up at the next Board meeting. Howell then withdrew his motion, and Smith withdrew his second. 5. The Board had been furnished a copy of a letter from Frank Rowell in which Frank agreed with Tom Justice that the only way in which the County had affected the ONeal Baker Creek by the construction of the Berryhill Road Extension was perhaps by increasing the velocity of water down to the creek, but had not altered any drainage basins. Smith said if anything was to be done, a dike or retaining wall would have to be constructed which amounts to a pond. He said the Department of Environmental Regulation was not saying the County needed to do it or doesnt need to do it, what they were saying was if its done, that was the way they would approve it. Tom then read the memo and said he did not see where the County had any responsibility. Adams asked Tom his recommendation, and he suggested a copy of the correspondence from him, the Department of Environmental Regulation, and Frank Rowell be sent to Mr. Baker. Smith moved approval of Toms recommendation, which was seconded by Carroll. Carroll questioned if the Public Works Department was in agreement that this was not the Countys responsibility, and Tom said yes. Smith clarified for Carroll that the Department of Transportation designed and constructed the road, and then the County took it over for maintenance under the secondary system. Carroll said he talked to Mr. Brewer who confirmed the road did damage to his property, and the Department of Transportation came back and corrected it. The motion carried by unanimous vote. 6. Tom said L & N had written to East Milton Water System and sent a contract to bore under the tracks with a 12 waterline that will go to the Industrial Park. He said L & N had an initial charge of $60 and an annual year-to-year basic charge of $25. He said he hadnt yet had a chance to discuss it with East Milton Water System, but didnt feel they would be willing to pay it. Carroll asked Tom to get with East Milton Water System and come back with a recommendation at the next Board meeting. Attorney Alan Sheppard met with the Board concerning road maintenance in Tiger Point Village Unit 1. He said the Land Sales Board require a copy of the recorded deed and an indication that the County will accept the roads for maintenance when they meet County requirements. Attorney Sheppard had prepared a Resolution to the effect that the deed to the roads was accepted by the Board for recording, and the County would accept said roads for maintenance upon completion of construction and certification by the County Engineer that the roads were constructed according to requirements of the County. Howell moved adoption of the Resolution, subject to approval of Attorney Morton, together with acceptance of the deed for recording purposes only, which was seconded by Barnes. Tom Justice noted there were no Construction Plans for this Subdivision, but Tom Morton said he didnt see any problems with the deed and adoption of the Resolution. The motion carried by unanimous vote. FROM: TIGER POINT VILLAGE HOMEOWNERS ASSOCIATION, INC., TIGER POINT VILLAGE, INC.,TIGER POINT PROPERTIES, INC., AND CBM INVESTMENTS RECORDED IN OR. BOOK 533 AT PAGES 533 & 534 1. Tiger Point Boulevard 2. Tiger Lane 3. Tibet Drive 4. Calcutta Drive 5. Bombay Cove 6. Rangoon Cove 7. Burma Cove 8. Bagdad Cove 9. Ceylon Drive 10. Bengal Road 11. Delhi Cove 12. Madras Cove 13. Rajah Cove 14. Saber Tooth Circle 15. Kashmir Cove 16. Bangkok Cove 17. India Cove 18. Ganges Trail 19. Hindu Cove Mr. Carl Hilliard met with the Board concerning the arena, and Smith brought him up-to-date on what the Board had discussed earlier in the day. Smith noted the money for the wire was not in the maintenance budget, but the County will go ahead with the other work and see if it can come up with some funds later. He said since there would be several different organizations using the arena, it would not be leased to the Saddle Club. Instead, a fee would be charged for the time its used on the same order as the County Auditorium. The money could be used for the stables, lights, and bathrooms. Mr. Hillard said the Saddle Club and the Racking Horse Club together are presently paying the electric bill for the arena. Howell said if its handled the way Smith suggested, they wouldnt be required to pay the electricity. Smith said the Recreation Committee was working out the details and would get with the Saddle Club and Racking Horse Club to discuss it with them. Mr. Hilliard said they already had the lights and asked if assistance could be obtained to put them up. Adams suggested he get with Commissioner Howell, as Chairman of the Recreation Committee, to discuss the matter. Smith advised that he presently serves as contracting officer on the G-81 project, which is the Pine Hill Acres drainage problem on Hamilton Bridge Road. At a Pre-Construction Conference yesterday, it was pointed out that payments under the terms of the contract would be due around the first of the month. He said when the Requisition comes to the Clerks Office, it will have already been approved by the Soil Conservation Service in Gainsville, and rather than the contractor having to wait for payment until the Board meets, the Soil Conservation Service requested the Chairman be authorized to sign the check. Smith moved approval for payment and the Chairman be authorized to sign the check under the terms of the contract, which was seconded by Howell and carried by unanimous vote. Smith noted that Tom Justice is under contract to the Soil Conservation Service to provide the inspections. Guy Thompson, along with Wayne Crutchfield, City Manager, Russ Harber, and Jimmy Stephens, met with the Board on behalf of the Downtown Development Committee. He requested the Boards assistance in the amount of $50,000 over the next five years to match the Citys $50,000 they have allocated for the downtowk parking problem. Guy said a survey of each office in the Courthouse shows one hundred and twenty-five County employees park in downtown Milton, and there are approximately one hundred and forty-seven to one hundred and fifty parking spaces. He said they were asking for help to purchase a piece of land to build a parking lot in the near future, they were not asking for control of the funds, only that they be put in the budget so the funds would be available. Adams asked Jimmy Stephens what impact limited parking had on downtown, if vacant buildings were, in part, a result of the parking problem. Jimmy said there is no doubt about it, he was in business across the street about four years ago, and it was such a problem, he had to relocate. He said the general public was his problem now, not County employees parking on the street, he felt the people who come to the Courthouse to take care of their business deserved not to have to park two or three blocks away. Wayne Crutchfield said he ran a business across the street, and the primary reason he went out of business was lack of parking spaces downtown, and it had gotten worse since 1970. He said he felt it needed to be controlled where parking would be available for employees and people visiting the Courthouse. Guy noted in the last nine months, there have been nine new offices in the Professional Mall, he felt downtown Milton could be made into something the County could be proud of. Adams asked how the money would be handled if the Board agreed to the request, and Guy said they would go ahead and find a location to build a nice parking lot to help relieve the parking situation on the street. Barnes asked if the committee had a location in mind, but Guy said no. Carroll noted the Board didnt have the money budgeted this year and asked if the request was for next years budget. Guy said the City had budgeted the money this year and asked that the County Commissioners do the same to enable them to get it as soon as possible. Carroll asked if the committee had checked to see if any federal grants were available, and Jimmy Stephens said the City had a consultant who does nothing but look for grants, but right now for parking and similar things, none are available. Smith said he served on this committee which had been aggresively trying to find a solution to the parking problem, the committee felt it was not their objective to try and lure business to downtown, although that probably would come if the parking situation could be eliminated. He said he personally felt it was at least as much, if not more, a County problem than a City problem because of the number of employees who work for the County. Russ Harber said if funds were not available but a commitment could be made for the next five years, maybe the City could go ahead with the project. Carroll said if the Board gave the City a commitment for $50,000 over the next five years, what would stop the City of Gulf Breeze or Jay asking for similar funding. Mr. Harber said they are not asking the Board to give the City money, they are just asking that parking be provided downtown. After much discussion, Adams referred the matter to the Budget Committee for review and recommendation as quickly as possible. Next on the agenda was bids for idle funds, and bids were received from Century National Bank of Santa Rosa, Santa Rosa State Bank, First Mutual Savings Association of Florida, and Ellis First National Bank of Jay. No bid was received from Century National Bank of Gulf Breeze and Clearwater, Federal Savings and Loan Association. Mrs. Kicker explained that she had requested bids on two Certificates, one for $218,100 and one for $431,900, for 180 days and 360 days, in order to determine which would be in the best interest of the County, the six months or the twelve months. After the bids were read, it was noted Santa Rosa State Bank was the high bidder on these two Certificates, and the interest rate for 180 days was 15.323, and for the 360 days was 13.62. Carroll said he did not feel the interest rate would go much higher than at present, and Howell agreed. Carroll moved Certificates No. 1 and 2 be invested for 360 days, which was seconded by Howell and carried by unanimous vote. Smith then moved the bids be awarded to the highest and best bidder, which was seconded by Barnes and carried by unanimous vote. Amount Period of Time Interest Rate Effective Yield Name of Bank $218,100 360 days 13.62% $29,298.30 Santa Rosa State Bank $431,900 360 days 13.62% $58,018.96 Santa Rosa State Bank $445,000 180 days 15.30% $34,042.50 Century National Bank of S. Rosa $155,000 180 days 15.30% $11,857.50 Century National Bank of S. Rosa $300,000 90 days 16.70% $12,525.00 Century National Bank of S. Rosa $200,000 90 days 16.70% $ 8,350.00 Century National Bank of S. Rosa ONeal Baker met with the Board concerning the water problem on his property and said when he came before the last Board, they agreed to do something about the problem. Mr. Baker briefly reviewed the problem with the Board and noted Tom Justice and the Department of Environmental Regulation were asked to check into it. He said he understood the Department of Environmental Regulation recommends a way to cure the problem, Tom Justice made the recommendation, and he wanted to know what the Board intended to do about his problem. Adams advised Mr. Baker that the Board had already taken action on the matter and asked Tom Justice to explain it. Tom did and added that the decision whether or not to do thing was up to the Board. Mr. Baker requested the Boards decision in writing to enable him to any proceed with his lawsuit against the County. Gerald Barnes, Clerk of Courts, advised that he had received confirmation on the amount of Federal Revenue Sharing the Board would receive this year. Due to the fact the County collected the extra tax money from the oil suits, the Federal Revenue Sharing would be about half a million dollars more than was anticipated, and he had just received the first check in the amount of $227,081.00. Phyllis had been asked to check into what services the account from Barrett, Daffin, and Carlan covered and said Paul McCartney confirmed it covered everything up to the bidding of the road into the Industrial Park which had been taken over by the Department of Transportation. He said there would probably be one more bill on this project which would cover the changes necessary to comply with the Department of Transportation. Smith moved approval for payment in the amount of $1,106.95, which was seconded by Barnes and carried by unanimous vote. Howell noted that the legislative hearings were about to take place and he moved the Board go on record requesting the local legislative delegation to amend the TRIM Bill, locally if not Statewide, in such a way that would require all parties in the budget process to attend the hearing so that all questions could be answered at the relative hearings. Smith seconded the motion, and it carried by unanimous vote. Howell said he would also like to request assistance on the local level from the legislative delegation concerning the problems with the Public Service Commission and the 939 exchange. He said he had tried to do what he could to make it possible for residents of the County to call him without it being a charge on them or the County. Howell said he tried to get a 994 number and was told he would have to pay about six different fees, including $160 a month mileage from Pace thru Pensacola back to his place, plus he would have to keep the 939 exchange. He said the other approach in trying to get a 932 exchange was about $85 installation fee and $80 a month. Howell moved the legislative delegation be requested to lend what assistance they can in alleviating this problem. Barnes seconded the motion, and it carried by unanimous vote. Smith said Bob Sikes was urging that a new effort for the Navarre Canal be launched by strong delegation when meeting with the State Representatives on the 28th, and he was convinced the State legislature may be the only method to overcome the objection of the State and the Department of Environmental Regulation. Smith said undoubtedly the only chance the County would have would be reclassification of waters, and he didnt know if the legislature could do that or not. Howell suggested Cotton Byrom be asked to check into this, and if he could get the necessary information. Howell said he would be more than willing to take a delegation in front of them. Attorney Morton said he had also had some discussion with Bob Sikes on the telephone, and he wanted a Resolution requesting the delegation to pass a law ordering that a permit be issued, but Attorney Morton said he didnt know if the legislative delegation would have the authority to do that. Smith moved the Board go on record asking the delegation to do whatever it can, if they can legally pass a law or whatever they think, in their estimation, is the best effort to get this thing consumated on Navarre Canal. Howell seconded the motion, and it carried by unanimous vote. Barnes again brought up his proposed Mobile Home Ordinance. He said he had reconsidered it and felt it would be fair to charge $20 for setting up a trailer and $5 re-inspection fee. He said he realized the feelings of the Board about lowering the rates, but he would rather his tax money go toward helping some under-privileged child sitting down there without cold milk light or heat rather than paying for setting up a trailer. Howell seconded the motion for discussion. Adams noted that Sam Davis had been asked to give a report, and Barnes said he was looking at Sams report, but he could not concur with it exactly. Adams said neither would he, and Howell said he had not received a copy. Barnes said Sam did not address setting up of a trailer, and Carroll noted that 30% of the permits issued were for house trailers. Pooley said in the year ending December 1980, there were five hundred ninety new resident permits and four hundred ninety-eight mobile home permits. Smith said he could agree with Barnes and sympathized with the cost of getting permits, but at the same time, in establishing the budget, the additional revenue was anticipated, and if action was taken to cut the revenue, at the same time action should be taken to cut the cost of operation. This would reduce services and personnel and would slow down the process of having inspections completed. He said right now there are no complaints on the service, but if we start cutting cost, its going to cut personnel, and therefore cut services. He said if the Board could reduce the cost of operation, then he would be in favor of cutting revenue. Adams said he felt the Board should stick with the original proposal, and Pooley said he believed Sam had come to a figure of $25 and felt most of the inspections were between $21-$37.50. In answer to a question from Smith, Pooley confirmed the Building Inspection Department was $11,000 in the red last year. After much discussion, Adams asked Barnes to re-state his motion, and Barnes said his motion was to adopt the Ordinance pertaining to setting up house trailers, with the maximum of $20 for setting it up and $5 re-inspection fee. Howell noted the current fee for re-inspection is $5 now, and Barnes agreed. Howell said he would rather live with $20 than $42, and suggested Sam meet with the Board to go over his proposed figures, and withdrew his second until this is done. He said he agreed with Barnes in concept, that the County was not providing that much service for that kind of figure. Adams asked Barnes if he withdrew his motion, and he said no, but it died for lack of a second. Carroll noted that several meetings ago, the Subdivision Committee made recommendation to the Board, and he felt these should be addressed and a decision made that would be beneficial to the County, maybe at the next Board meeting. He noted many items come up in the Minutes that action is never taken on, and he felt this should be made part of the agenda and addressed, or increase the budget to blacktop all the roads. Adams said he agreed with Carroll, the only reason he personally had not pursued it was he felt it would be appropriate if the Board goes with a full-time County Engineer, who would be responsible for enforcing the Ordinance, to be part of drafting it, but it was not necessary. Carroll said he felt it should be pursued, otherwise there would soon be more dirt roads than paved ones at the rate they are being accepted. Barnes said he felt the Board needed to start looking at some of the present County roads. Carroll noted that he and Adams attended a Commissioners Workshop in Tallahassee, and the Department of Transportation recommended the Counties, as well as State, due to a lack of funding, not build any new roads, but try to maintain what they have already, or the County would end up having no funds available to maintain these roads, and he felt this should also be addressed. Carroll said he had requested Pooley, at the last meeting, to let the Board review the gas and oil contract and perhaps open it up for bids. Pooley said Mrs. Kicker brought the only contract the Board had in at the last meeting, Mrs. Kicker confirmed this, and said she handed it to Smith at his request. Carroll said he felt these type items, if they were addressed to Pooley, should be a part of his report. Smith said this was another item like the Subdivision Ordinance, it was started, but not finished. He also confirmed he had the gas and oil contract. Carroll said these type items would pretty soon cause the Minutes to be full of unfinished business. Carroll said he understood the Sheriff is still waiting for a Paramedic and remembered at the last meeting, the Sheriff was supposed to have one assigned to him. He said according to the Sheriff, no one had contacted him, and he felt this should be pursued as part of the Judges Order. Carroll said he understood Dr. Sutton had not talked with him either, and was supposed to have contacted the Board, and Pooley said this had not been done. Carroll said the Dietician was also part of the Order and had not been handled, these issues should be addressed rather than voting and forgetting about them. Barnes said when the Board addressed it, it did not say the Sheriff would be furnished with a Paramedic, it was agreed one would be made available, and said all the Sheriff had to do was call Mr. Cook, who would send one down. Smith said he felt the motion at the last meeting was that Dr. Sutton, Mr. Cook, and the Sheriff were to get together and try and work up that agreement, and if Dr. Sutton couldnt, then come back to the Board so they could make other arrangements. Smith said Dennis Norred had discussed with him the possibility of placing the ambulance at the Sheriffs Office rather than out there, and he felt this was something Mr. Cook should also be involved in. Attorney Morton said he had reviewed the Minutes since he was not at the meeting and wrote a letter to the Sheriff, a copy of which had been furnished each Commissioner, advising him of the Boards action on all these matters, but probably the County didnt contact him on this. Carroll said he felt it was the Countys business to do this. Pooley quoted from the Minutes, Smith then asked if it would be in order for the Board to approve it and ask the Sheriff to find someone. Attorney Johnson said he felt that would be in order and would be a courtesy as the Sheriff might have someone he would like to be involved. Smith moved approval to hire a registered dietician, the Sheriff be so advised and requested to proceed to try and locate one on the County payroll who would serve in this position and, if not, make a suggestion as to who else might be available. Barnes seconded the motion and it carried by unanimous vote. Pooley said this showed it was up to the Sheriff to contact these people, not he, it would not have been his priority, it would have been the Board. Smith said Phyllis should be asked specifically to contact the Sheriff in a letter from the Chairman stating the action taken by the Board. Smith asked if Dr. Sutton had been notified of the Boards wishes, and Attorney Morton said not by him. Smith said he needed to be notified and asked if it would be appropriate to ask Attorney Morton to get with Mr. Cook and the Sheriff on this matter, and the Board agreed. Smith moved Pooley and Cook be asked to meet with the Sheriff to come up with a recommendation to the Board concerning the Paramedic coverage of the jail. Barnes seconded the motion. Carroll said he it felt the dietician should be emphasized and suggested checking with the School System, and Adams said the Home Extension Agent the Board voted to hire was a registered dietician. Barnes said he spoke to Mrs. Bowman about this, and she said it would have to be brought before Lamar Christenberry and that he personally felt it could be incorporated in her duties. Smith said maybe another letter should be sent to the Sheriff telling him what had been done today as far as asking Pooley to meet with him and Cook, and also another letter telling the Sheriff that he needs to notify the Board regarding the registered dietician. He noted that it might be another month before Mrs. Bowman comes on board, and in the meantime, the Sheriff might be able to find someone to satisfy the Court. Smith moved a letter be sent to the Sheriff advising him of the action taken concerning the Paramedic and ask him to notify the Board as soon as he secured a registered dietician on the County payroll. Howell seconded the motion, and it carried by unanimous vote. Pooley brought up the gas and oil contract and read from the Minutes, Carroll requested Pooley secure the contract for gas and oil to be reviewed by the Board at the next meeting to see if it should be withdrawn, and if necessary, call for bids. Mrs. Kicker said the Board signed an agreement for purchase from Gulf Oil for the next year which ends in July. She confirmed it was not a firm bid, and the price was tank wagon price plus and escalates up and down, and said the agreement can be cancelled on thirty days notice. He said the Board had all the information it needed on that particular item. Mrs. Kicker confirmed she brought the contract and gave it to Smith at his request. Howell noted it was not a firm contract, Smith agreed and said if the Board wanted to advertise for bids, Gulf Oil should be notified and given a thirty day cancellation notice. Smith said two separate bids should be called for, one for gasoline and one for lubricants. Carroll said he noticed the County buys oil and lubricants in quart cans, and he felt it would be more economical to buy in bulk. Smith moved the Public Works Committee and Pooley draw up the specifications to be approved at the next Board meeting, seconded by Carroll and carried by unanimous vote. Adams said Pooley had been asked to meet with the Gulf Breeze Mayor and City Council to get an agenda worked up for the meeting with the City Council on January 29. Pooley said the four items were: 1. Municipal Service Taxing Unit 2. Fishing Pier 3. Paving 4. Recreation Adams requested a motion to instruct Attorney Morton to work on items 1 and 2 and prepare, for the Boards benefit, the implications of these, especially on the pier, what the past legal history had been, and what the Boards obligation is and should be, also what implications the Municipal Service Taxing Unit would have for the Board. Smith moved Attorney Morton be asked to prepare the necessary information for the Board, which was seconded by Barnes and carried by unanimous vote. COMMITTEE REPORTS: Personnel Committee: Barnes advised that Linda Kay Bowman and Janice Lorene Rowland McBee had been submitted for the position of Home Economic Agent, the Committee had met and discussed these applications and recommended Linda Kay Bowman be hired. Barnes moved approval, which was seconded by Howell. Smith asked the effective date of her employment and Lamar Christenberry said as soon as possible. At the request of Adams, Lamar explained the procedure to be followed to enable her to be on board, hopefully in two to four weeks. The motion carried by unanimous vote. Budget Committee: Howell noted that during the public hearings for taxation, Mrs. Kicker gave comparisons between the 1979/80 budget and the 1980/81 proposed budget, and he recalled the Board was rather surprised at some of the figures. He asked her to make a comparison to show the actual expenditures for 1979/80 vs. the proposed budget for 1980/81. Howell noted the reserves have more than doubled from $1,100,000 to $2,500,000, so it would appear more is going into the reserves and said he felt the County was on the right track. He said the final results are that last years total budget was $20,000,000, and this years total budget is $18,194,000, provided the Board operate within that amount. The County is operating in the neighborhood of $2,000,000 less than last year. Industrial Committee: Barnes had no report. Insurance Committee: Carroll had no report. Public Works Committee: 1. Adams advised he had received a letter from Bennett C. Russell, Superintendent of Schools, which said Mr. Ezell, who works for Systems and Machinery Service Co., Inc., of Pensacola, made an examination of the entire Courthouse heating system. Mr. Russell was told there was a danger to the entire heating system and had so informed Jimmy Stewart, who was taking steps to correct the problem. 2. Specifications had been prepared for fencing the area in the north end of the County purchased for King County equipment. Smith said a question was raised on fencing specifications the last part time they were advertised, and Pooley confirmed Tom Justice had reviewed the specifications with Larry Stanhope. After some discussion, Smith moved approval of the specifications and advertise for bids, which was seconded by Barnes and carried by unanimous vote. 3. Smith moved approval of the bill from Byrom Insurance Agency for the appraisal on the Harris property north of Chumuckla, which was seconded by Barnes and carried by unanimous vote. Smith asked the appraised value of the land, and Carroll said $6,000. Pooley said he agreed with this figure, and Smith moved approval to purchase the property from Mr. Harris at the appraised value, which was seconded by Barnes and carried by unanimous vote. Adams asked Pooley if the Public Works Department felt this would enhance the operation of the County, and Pooley said he believed there would be a reduction in the County insurance and would save a considerable amount on repairs. Adams asked what fund this would come from, and Pooley said there was $5,000 in the budget for land, so this would almost cover it. FROM: HARRY C. HARRIS RECORDED IN OR. BOOK 536 AT PAGE 102 4. Public Works Director: (a) Attorney Morton had approved, as to form, an Interlocal Mutual Aid Agreement between Escambia and Santa Rosa County concerning EMS Services in North Santa Rosa and Escambia. Pooley said Escambia had approved the Agreement, Santa Rosa County was already operating under it, and he recommended approval. Attorney Morton said it provided that if a Santa Rosa vehicle was operating in Escambia under the back-up system, Santa Rosa would be responsible for the liability. The same would apply to Escambia County while operating as a back-up in Santa Rosa County, Santa Rosa would charge the same rates as Escambia County while operating there, and Escambia County would charge the same rates as Santa Rosa while operating over here. Smith moved approval of the Agreement, which was seconded by Carroll and carried by unanimous vote. (b) A Memo from Jimmy Stewart said it was his understanding the telephone pole in the exercise yard of the jail had to be removed. This pole is the main high tension feeder line which supplies the Courthouse with electricity and Gulf Power Co. would not remove the pole as its on private property. After discussing the problem with Gulf Power, Sam Davis, several private electrical contractors, and Pooley, he recommended advertising for bids to remove the pole. Jimmy Stewart said the specifications for removing the pole and reconnecting the high tension lines and circuits to the Courthouse should be those specifications and regulations that meet Gulf Power and the Building Inspection Departmert. Jimmy Stewart said these specifications could be obtained by consulting the engineering department of Gulf Power and Claude Richardson, Chief Electrical Inspector for Santa Rosa County. After much discussion, Smith moved approval to advertise for bids on an emergency basis, which was seconded by Carroll and carried by unanimous vote. Smith said if it couldnt be done by next Thursday, perhaps a Special Meeting should be called. (c) A memo from Jimmy Stewart noted that Carl Hilliard, on behalf of the Santa Rosa Saddle Club, had requested the following: 1. Bush hogging entire area before and after hauling, and grading of clay and dirt. 2. 600 loads of dirt and clay to be hauled in and graded. 3. 1200 ft. of triplex wire to run night lights, at a cost of approximately $600. 4. installing two rest rooms. Jimmy said the Parks Department and District #2 were taking care of items #1 and #2, and since the Parks Department had no extra monies in its budget, he referred items #3 and #4 to the Board for action. Pooley said it was not known to what extent the arena would be used, the money would have to come out of the Building Department budget, which is already overtaxed by repairs on the jail, Courthouse Annex, and Canning Plant. Adams said if the Santa Rosa Saddle Club, 4-H, and the Racking Horse Association all resume use of the arena, there would be a sufficient amount, and since its in his district, he might be able to help with it, but he felt the Board should know how much it would be used. Smith said he and Mr. Hilliard discussed the possibility of charging $5 to board a horse during the day, and noted there are thirty-two stables. He said perhaps a similar type situation as the County has at the Auditorium could be worked out, charge each club a fee for a days use, and Adams agreed. Pooley said he felt they would need some kind of binding lease, but Smith said he didnt feel they wanted a lease, or that the County should give them one, the County should retain it and lease it to any organization that wished to use the arena. Pooley said this would justify spending the money if the County retains the property. (Adams referred items #3 and #4 to the Parks and Recreation Committee.) (d) Recommended approval of budget amendment #1 for Arthropod Control Local Funds (reduction in budget), Amendment #1 for Arthropod Control State II Funds (interest on time deposits), Amendment #1 for Arthropod Control State I Funds (interest on time deposits), Amendment #1 for Landfills State II Funds (insurance for vandalism claim, interest on time deposits, reduction in budget), Amendment #1 Landfills Local Funds (reduction in budget). Smith moved approval, which was seconded by Barnes and carried by unanimous vote. (e) The Professional Services Request from Barrett, Daffin and Carlan had been referred to the Public Works Department to determine if it was in line for the work to be done at the Industrial Park, and Pooley recommended approval. Smith moved approval of the Professional Services Request, which was seconded by Barnes and carried by unanimous vote. (f) Pooley said the three graders to be sold needed to be declared surplus. Barnes said he agreed the County has too many graders but he was thinking the situation over and, if there is a wash out he did not feel one grader would be sufficient for a back up. He suggested taking the Champion grader off the list, although he had not had time to discuss this with Pooley. Carroll said the purpose of the sale was to purchase some other needed equipment, and he did not feel the Board should pile equipment for an emergency situation which might happen five years from now, and the Board agreed. After much discussion on which graders should be kept or sold, Pooley said he would have a foremens meeting on Monday, get with the Shop and go over the list of equipment to be sold and bring it up again at the next meeting. (g) Had a one time License Agreement with L.I. McDonald to backfill a gully caused by water from the County road and recommended the work be done. Barnes moved approval, which was seconded by Howell and carried by unanimous vote. (h) The Insurance Company had told him they would not issue insurance on the boiler next year unless repairs are made, it is proposed to put in a heat pump and there is about $1,000 - $2,000 work which needs to be done immediately. Pooley said it could be repaired under the maintenance contract and recommended the Courthouse be closed on Saturday and Sunday to enable the repairs to be done. Smith moved approval of the repairs with the funds to be taken from reserve for contingencies, which was seconded by Howell and carried by unanimous vote. (i) The incemaker at the Jay Civic Center is beyond repair and Jimmy Stewart recommended it be declared surplus equipment for disposal. Smith asked why Jay needed an icemaker and Pooley said this was also Jimmys question. Carroll said he did not think an icemaker could be justified. Adams said the one mitigating circumstance would be the fact that the fee for the Civic Center had been increased to $25. After much discussion Carroll moved the icemaker be declared surplus and disposed of and, should any problem develop, it could be addressed at a later meeting. Smith seconded the motion and it carried by unanimous vote. (j) A Memo from Jimmy Stewart noted that the Sheriff had requested the areas where the dispatchers and the 911 system are located be combined and carpeted. Also the offices of the three duty officers, receptionist area in the radio room and down the hallway be carpeted at an approximate total cost of $1,319.50. Jimmy said there was no money in the Courthouse budget and he referred it to the Board. Adams noted the Sheriff had been asked to meet with the Board at their next meeting in Gulf Breeze so the matter was left in abeyance until that time. Navarre Beach Committee: 1. Smith said the Committee and Mr. Weeks reached an agreement on a $26,000 annual salary, plus a vehicle, and Mr. Weeks would be available to commence work on February 15. He said Mr. Byrom provided specifications for a mid size four door,six cylinder sedan and requested the Board advertise for bids with the cost to be paid from the Navarre Beach Advisory Council funds. Smith moved approval, which was seconded by Barnes. Barnes questioned if the car would be used for pleasure as well, but Smith said it would be used for official business, Mr. Weeks would take it home the same as Pooley does, and gasoline would have to be documented in the same way. Adams asked that Attorney Morton draw up a contract for approval of the board at its next meeting before final approval of Mr. Weeks. The motion carried by unanimous vote. 2. Smith noted Attorney Morton had furnished a copy of the proposed Navarre Beach Ordinance to each Commissioner and said he felt the words does business with Santa Rosa County should be deleted from paragraph 4, he did not feel just because a person does business with the County should prohibit them fro serving on the Navarre Beach Advisory Council, and Adams agreed. Smith moved these words be de leted, which was seconded by Howell and carried by unanimous vote. Attorney Morton suggested the Board consider adopting the Ordinance on an emergency basis as there was no manager and several of the Council members terms had expired. Carroll said he had discussed the Ordinance with some of the members of the Council who felt one more member should be added due to summer holidays, but Howell noted this would just increase the number needed for a quorum, Smith agreed and said there could also be a tie vote. Adams said if it was a six member Board it may as well be seven and, in that event, it may as well stay as it is. Smith said it could always be changed if its a problem. Smith moved adoption of the Ordinance as amended, and it be advertised as an emergency, which was seconded by Barnes. The motion carried by majority roll call vote with Barnes, Smith, Adams and Howell in favor and Carroll opposed. ORDINANCE NO. 81-2 RECORDED IN ORD. BOOK 1 AT PAGES 237 - 238 3. Smith moved Captain Bill Rueffle be appointed to the Navarre Beach Advisory Council, which was seconded by Howell and carried by unanimous vote. Barnes moved Doug Russell be appointed to the Navarre Beach Advisory Council, which was seconded by Smith and carried by unanimous vote. Howell asked that his appointment be made next week. Carroll moved Jack Locklin be appointed to the Navarre Beach Advisory Council, which was seconded by Smith and carried by unanimous vote. Adams nominated William H. Cotton Byrom to the Navarre Beach Advisory Council. Smith moved approval, which was seconded by Barnes and carried by unanimous vote. Professional Services Committee: Attorney Morton reported on the following: 1. Had furnished each Commissioner a copy of his jail report which showed the results of his investigation, summarized fully what had been done to date and gave some specific recommendations for Board action. Tom said the status of the case was, Mr. Shelley and the other attornies were trying to come up with an agreed on stipulation to be incorporated in the Final Judgment by the Judge. He said Mr. Westmoreland had furnished each Commissioner a copy of the agreed on facts earlier. Attorney Morton recommended the following: (1) Continue strict compliance with the interim order of the Court. Provide the Sheriff with appropriated funds with which to comply and meet regularly with him to monitor this situation. (2) Determine if there was an alternative to present tothe Federal Court that would be less expensive than the construction of a new jail. Write to the Department of Corrections requesting that they meet with the Board, its Architects and the new Sheriff to determine if realistic alternatives exist. (3) The Board not enter into any stipulated agreement to build a new jail. (4) Authorize Counsel to assertall the legal rights of the Board as the elected representatives of the citizens of Santa Rosa County to detemrine, along with the Sheriff and the other elected officials, the actions of local government in this matter. Attorney Morton said if there was to be an alternative to the jail it was necessary to present to the Court an alternative, this had not been done and now was the time to do it. He said it would need some professional decision making by architects, the Department of Corrections and the new Sheriff, but the key agent for this decision was the Board. Howell moved, based on the attorneys recommendations, approval of the actions contained in Attorney Mortons letter dated January 21, which was seconded by Barnes. Adams asked if No. 4 referred to past or future actions. Attorney Morton said there are cases currently on appeal in the Circuit Court that may have some bearing on what authority any court would have, to enter into cases of this type. He said he felt the Board should be vigilant if there were some decisions that come forth and requested authority to pursue that course, if there were some rulings to say the Board had the option to make such determinations rather than the federal court, then he would proceed to enforce those rulings. He said it didnt require any specific action at that time other than to approach the case from the standpoint that the County and Sheriff would like to resolve the problem rather than have the Court impose a settlement on the County. Attorney Morton said Mr. Percy Folsom with the Department of Corrections needed to be contacted and he had already been asked to do this. Adams suggested he be asked to meet with the Board next Thursday at 3:00 pm.in Gulf Breeze. Attorney Morton said he felt this action should be taken as quickly as possible and the Sheriffs Counsel agreed that was the next step before any more negotiations are entered into. Attorney Morton said discussions with Judge Arnow would probably be a pre-trial conference or the actual trial of the matter itself where evidence would be presented relative to a change in position. Adams questioned who would be the appropriate Architect as Giller and Associates prepared the initial report and Smith said he felt Giller was probably more familiar with it than anybody. Adams entertained an amendment to the motion that Attorney Morton contract Giller and Associates to determine if their input at this stage for the purpose of the hearing with the Department of Corrections would be beneficial, and what the cost of that involvment would be, if its not extensive he be authorized to include Giller in the group. Howell suggested it be specified the architect would be Giller, and Adams agreed. After much discussion the motion carried by unanimous vote. Smith asked for clarification of the motion and Adams said it was to accept the attorneys recommendation and include that Giller would act as a consultant but would not replace Bullock and Graves. 2. Had approved as to form the Lease for the federal space in the Administrative Center for $5.00 per square foot, and recommended approval. Smith moved approval, which was seconded by Carroll and carried by unanimous vote. 3. Recommended the charges by the Parks and Recreation Department be established by Ordinance. He had drafted a proposed Ordinance and requested it be advertised. He said it had been approved by Jimmy Stewart and Barnes moved approval to advertise, which was seconded by Smith and carried by unanimous vote. 4. Had prepared a continuation contract between the County and Charles York and Associates in the amount of $12,000 a year for insurance services and recommended approval. Carroll moved approval, which was seconded by Howell and carried by unanimous vote. 5. Had contacted the Appraiser relative to an appraisal on Del Diablo Street condemnation and will file it as soon as the appraisal is received. 6. Advised a hearing had been set for 1:30 p.m. Friday, January 23 in the case with Turner and Phillips relating to Sewell Road. They filed a motion to find the County in contempt and noted it would be necessary for Frank Rowell to attend the hearing. 7. Advised that the Jay City Council passed a motion requesting the County maintain the ambulance service at its present location. He said the City Council met with the Volunteer Fire Department which changed its position and also joined in that request. There was a proviso in their motion that this was subject to the County entering into a contract agreeing to indemnify them from any accidents or liabilities that occur as a result of the County operation at this location. Attorney Morton said this request would be put in writing and Carroll suggested the matter be left in abeyance until the letter is received from the Jay City Council, and the Board agreed. There being no further business to come before the Board at this time, the meeting was adjourned.
Posted on: Thu, 22 Jan 2015 20:41:42 +0000
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