BAKER COUNTY

BOARD OF COMMISSIONERS

 

MINUTES                                                                                                            September 24, 2002

 

The Baker County Board of Commissioners met in a special session with the following members present:

Chairman Mark Hartley

Commissioner Clif Barton

Commissioner Julie Combs

Commissioner Alex Robinson

Commissioner Fred Raulerson

 

Also, present were:                               County Manager Josie Davis

Clerk of Court Al Fraser

 

Chairman Hartley called the meeting to order and led in the flag ceremonies. Commissioner Barton led in prayer.

 

Chairman Hartley closed the regular session and opened a Public Hearing to hear public comments regarding the adoption of the Tentative Millage and Budget.  Publicly read was:‘The proposed millage rate of 8.96 exceeds the proposed rolled-back rate of 8.49 by 5.51 percent.’ With no public comments, Chairman Hartley closed the public hearing and called the regular session back to order.  Commissioner Robinson made a motion, seconded by Commissioner Raulerson, to adopt the Tentative Millage rate of 8.96.  The motion carried unanimously.  Commissioner Robinson made a motion, seconded by Commissioner Barton, to adopt the Tentative Budget of $17,981,638.00.  The motion carried unanimously.

 

Mr. Mike Sweat, Extension Agent for the Agriculture Center, advised his office received thirty-two applications for the advertised secretarial position.  It was his recommendation that the Board approve Laurie J. Ray, who lives on Clarence Dobbs Road in Sanderson, Florida.  Ms. Ray has extensive work experience including a degree  in Graphic Arts Design from Santa Fe Community College in Gainesville, Florida as well as Web Page and HTML Coding experience.  Commissioner Barton made a motion, seconded by Commissioner Combs, to accept Mr. Sweat’s recommendation.  The motion carried unanimously.  Ms. Ray will begin employment Thursday, October 3, 2002.

 

Mr. Dick Edwards, CDBG Grant Administrator, advised there was a bid opening today with the following results:

 

 

Contractor

 

Rick Combs

 

Richard Higginbotham

 

William Taylor

 

Dugard Construction

 

$ 40,000

 

$ 43,000

 

NO BID

 

Savage Enterprises

 

$ 41,000

 

$ 48,000

 

$ 47,000

 

A & R Construction

 

$ 44,000

 

$ 44,950

 

$ 51,000

*Low bid is designated in the shaded area.

 

MINUTES - 09/24/02

Page 2

 

Mr. Edwards advised Dugard Construction had the lowest bids for Rick Combs and Richard Higginbotham.  Savage Enterprises had the lowest bid for William Taylor.  However, if any projects are approved, the $24,000 maximum must be waived.  Commissioner Combs made a motion, seconded by Commissioner Barton, to waive the $24,000 on the Rick Combs and Richard Higginbotham projects which are accessible to the disabled.  The motion carried unanimously.

 

Mr. Davis advised, William Taylor told him he  would accept a three bedroom mobile home rather than a two bedroom house if this is what it takes to get  three bedrooms.  Mr. Edwards advised the cost of the mobile home would be approximately $28,000 including appliances and CDBG/ SHIP money can be leveraged to accommodate the need. 

 

Mr. Davis reported receiving a call today from Tom Burt, SHIP Administrator with the Florida Housing Finance Corporation.  Mr. Burt advised he received a call that his office needed to look into the grant programs in Baker County and asked Mr. Davis to explain the situation.  Mr. Davis advised  SHIP is now being administered in-house and leveraging is being done on three projects.  Mr. Davis asked Mr. Burt,  if the County is going to leverage a CDBG applicant, do we also need a SHIP applicant.  Mr. Burt advised, you don’t necessarily have to have an applicant but you do have to have all the documentation in a SHIP file.  The documentation can be copied from a CDBG file provided the file is complete.  Since Ms. Lauramore was the administrator for SHIP, Mr. Burt called and asked her if the three individuals in question  meet all requirements and if she has approved them.  Ms. Lauramore advised Mr. Burt, “There is no documentation in the CDBG files that shows how Mr. Edwards came to the conclusion that the homes are in need of such substantial repairs that $24,000 or 70% of the Tax Assessor’s appraisal would not bring the home to Minimum Housing Quality Standards.  There are no income verification forms or verification asset forms in the files.  Therefore, I cannot complete the Income Certification Form until I can obtain proper documents needed.  In reviewing the files, I found a SHIP application from Mr. Higginbotham but his name is not on the list due to the fact that the application was never handed to me.  The date of his application is June 10, 2002.”  Ms. Lauramore advised the Board she was expecting a call back from Mr. Burt but did not receive the call.  However, Mr. Burt did recommend all documents must be in the file prior to approving an application.  Mr. Davis advised, the information Ms. Lauramore needed was not in the CDBG file in order for her to do the verification.

 

Due to the approaching deadline for the CDBG Grant, Mr. Davis advised he made a call to Jim Austin at the Department of Community Affairs, regarding what the County needs to do in order  to close out the current CDBG grant and qualify for another grant.  Mr. Austin advised the County has until December 30, 2003 to close out the current grant.  We can, however, apply for another grant as long as the current grant is closed out prior to being awarded the new grant.  Mr. Edwards advised October 31, 2002 is the deadline to close out the current grant and we must submit the new application by December 19, 2002 for the new grant in order to be funded by March or April 2003.

(Mr. Austin called Mr. Davis the following day and apologized for providing him incorrect information.  The deadline date for the current grant  is in fact October 31, 2002.)

 

MINUTES - 09/24/02

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Commissioner Combs made a motion,  seconded by Commissioner Raulerson, to award the bids for Combs and Higginbotham  contingent on Ms. Lauramore receiving within forty-eight hours the information needed for the files and the approval of DCA and the SHIP Program. The motion carried unanimously. 

 

Commissioner Barton made a motion, seconded by Commissioner Raulerson, to allow Mr. Edwards to price some mobile homes for the Taylor project.  The motion carried unanimously.

 

Mr. Joe Williams, Project Manager for Little and Williams, Inc., presented the Change Orders for the renovation of the former SouthTrust Bank Building.   Mr. Gene Harvey, Tax Collector, asked Mr. Williams about a door going into the counter area with a manual combination lock for security.  Mr. Williams agreed to provide both the door and the security hardware.

 

Mr. Gary Barber, Property Appraiser, had several questions for Mr. Williams regarding a  vent in the Map Room to take ammonia gas out of the building  and sheetrock needed in an exposed area by the vault.  Mr. Williams assured Mr. Barber these would be taken care of.

 

Commissioner Raulerson made a motion, seconded by Commissioner Barton, to approve the change orders as submitted including the additions discussed.  The motion carried unanimously.

 

Chairman Hartley advised the  roof of the Supervisor of Elections Office is leaking. The  roof has been repaired in the past but needs to be replaced in this particular area.  Mr. Davis asked if the County should let each contractor decide what he thinks the resolution is, or should the County provide an overview of what is to be done.  The Board agreed to call for bids, roofing it as it is now but with improved material.  The drive-thru will be an alternate bid.

 

Mr. Davis reported Cathy Williams, Human Resources Officer, asked for clarification regarding what the County would pay toward retirees family health coverage.  Did the motion say we would pay the increase for family coverage or individual coverage for the retiree?  Commissioner Barton advised it was his intent to say the increase would be paid for both the retiree and his family.  The Board agreed.

 

Mr. Richard Ghorley, from the audience, asked the Board to explain why the County does not set aside the 30% ($105,000) specified for this purpose in the Housing Assistance Plan for the disabled and elderly.  Mr. Edwards advised the disabled, elderly and very low  income people are assisted with these funds and reported Mr. Ghorley had only the HAP information rather than all the information.  Commissioner Barton asked Mr. Ghorley to see Ms. Lauramore for a copy of the complete report and information.

 

Commissioner Raulerson made a motion, seconded by Commissioner Barton, to adjourn.

 

Meeting Adjourned.

 

 

                                                                                                                                              

Al Fraser, Clerk to the Board                                                   Mark Hartley, Chairman of the Board