2014-12-16 Regular Board Meeting Minutes

The Board of Commissioners of the South Walton County Mosquito Control District held its Regular Board Meeting at the Walton County Courthouse Annex, 31 Coastal Centre Boulevard in Santa Rosa Beach, Florida at 9:30 a.m.

The Commissioners attending the meeting were Robert Hudson, Timothy Norris and John J. Magee. Also attending the meeting were Director Ben Brewer, Office Manager Geraldine Via, Operations Coordinator Joseph Jinright, Attorney Rene Youell, Bonnie McQuiston, Ronnie Faulk, Steve Youell, Charlotte Flynt, William Schissler, Tony Anderson, and Michael Weimorts.

The meeting opened with a Prayer and Pledge of Allegiance to the American Flag.

A motion was made by Commissioner Hudson, seconded by Commissioner Magee to approve the minutes of the November 18, 2014 Regular Board Meeting.

Director Brewer presented the Financial Reports for November 2014.

Office Manager Via reported the ending fund balance for September 30, 2014 was broken down as $50,427 nonspendable, which is chemical inventory, $275,601 is assigned carry forward to fiscal year 2015 budget, which is actually reserves that are carried forward, $9,034 is restricted State funds, and $315,800 is unassigned, for a total of $650,862. Commissioner Hudson verified that the insurance funds were included in the unassigned total of $315,800. He stated he would like to have the financial statement for the end of fiscal year 2013-2014 published in the newspaper. A motion was made by Commissioner Magee, seconded by Commissioner Hudson to publish the financial statement in the newspaper. Motion passed unanimously.

Commissioner Norris asked for approval of the monthly expenditures list for the month of November 2014. A motion was made by Commissioner Magee, seconded by Commissioner Hudson to publish the financial statement in the newspaper. Motion passed unanimously.

Commissioner Norris asked the Board’s opinion on having the election of officers today or waiting until the January Board Meeting. The Board decided to elect the officers at today’s meeting. A motion was made by Commissioner Hudson, seconded by Commissioner Magee, for discussion, to have election of officers today. Motion passed with Commissioner Magee and Norris voting yes and Commissioner Hudson voting no.

A motion was made by Commissioner Hudson, seconded by Commissioner Norris to elect Commissioner Magee as Chairman. Motion passed unanimously.

A motion was made by Commissioner Hudson, seconded by Commissioner Magee to elect Commissioner Faulk as Vice Chairman. Motion passed unanimously.

A motion was made by Commissioner Hudson, seconded by Commissioner Norris to elect Commissioner Norris as Secretary. Motion passed unanimously.

Commissioner Norris asked Director Brewer for an update on the building. Director Brewer stated the Walton County Planning Department (WCPD) will not issue a permit that allows the District to expend more than half the value of the building into the repairs and upgrades after a flood event. Within the next five years we would not be able to get a permit for other repairs that may be needed. He recommended tearing the building down and rebuilding at a higher elevation to bring it out of the flood zone to prevent future flooding. Commissioner Hudson stated the building is structurally sound. He thinks it is not a good idea for the District to go into debt to build a new building. The District would have to go to the bank and borrow the money and incumber the citizens of this county. Commissioner Norris stated he was in the meeting with the WCPD regarding the flood zone building permit. If the building is not built above the 7 feet then the District would have to get a permit from the WCPD. In order to make the repairs and upgrades the District has planned. A Conditional Letter of Map Improvement (CLOMA) will have to be submitted to the Federal Emergency Management Agency (FEMA) and this process would take at least a two months. The other option is to build a new building, bringing it above 8 feet elevation. This way there would be no restrictions whatsoever with being insured and permitted. Commissioner Magee stated his opinion is to repair the existing building. Commissioner Norris stated the front part of the building is over 50 years old and we are awaiting FEMA’s decision as to whether the building is considered to be a historic site which would then limit what can be done to the existing structure. A motion was made by Commissioner Magee, seconded by Commissioner Hudson to contact an appraiser and get the building value. Motion passed unanimously. 

Director Brewer stated that the District’s website is down and the contractor we were paying to maintain the website is unavailable to repair it. He found another company, Creative Web Solutions, that can manage the website. They have proposed three options. Option one is repair the site for $320. Option two is to recreate the website on their server for $560 and $75 per quarter. The third option is a completely redesigned website for $2,500 plus $75 per quarter. Minutes of the Regular Board Meeting of December 16, 2014 Director Brewer proposed that the District choose option three. Commissioner Hudson stated the website is not down and you can access information on it. Director Brewer stated he cannot edit or repair the website. A motion was made by Commissioner Magee, seconded by Commissioner Hudson to table Director Brewer’s request until next month once we have the details related to the new website requirements for all Special Districts. Motion passed unanimously.

Director Brewer informed the Board he has received documentation that shows valid easements from the Department of Transportation (DOT) for the 3 ditches MC32, MC35, & MC36. Attorney Youell stated she was in receipt of the valid easements and the DOT has indicated that they will take over the maintenance and she recommended allowing them to do so. A motion was made by Commissioner Magee, seconded by Commissioner Hudson to authorize Attorney Youell to contact DOT to discuss an interlocal agreement regarding MC ditches 32, 35, and 36 to where they are basically taking over maintenance of the ditches and will allow access to the District for purposes of mosquito control. Motion passed unanimously.

Director Brewer stated we know the amount that the insurance company will be paying of the BMS CAT bill. He stated he talked to Mike Matheny yesterday about the overage of the contracted price by BMS Cat. Attorney Youell suggested the Board table this issue until the Florida League of Cities gives a final say regarding the amount for the building. She suggested any further contact with them be directed to her. A motion was made by Commissioner Magee, seconded by Commissioner Hudson to table the BMS Cat issue as suggested by Attorney Youell. Motion passed unanimously.

Director Brewer asked for Board approval to give employees additional holidays on Friday, December 26, 2014 and Friday, January 2, 2015. A motion was made by Commissioner Magee, seconded by Commissioner Norris to approve the additional days requested by Director Brewer. Motion passed with Commissioner Norris and Commissioner Magee voting yes and Commissioner Hudson voting no.

Attorney Youell presented her report to the Board. She stated that her last discussion with the Walton County Sheriff’s Department (WCSD) concerning the HIPAA investigation was with Josh Mitchell. The investigation is still ongoing at this time.

Attorney Youell stated Director Brewer, Commissioner Norris and herself had attended an employee update meeting with the District’s staff during which she was given two topics to research. She found that it is possible for the District to offer compensatory time however it is not recommended. She also did research regarding the cap of 240 hours of leave time allowed to accumulate. She researched other districts and stated she did find a wide range of caps on leave time. She recommended Commissioner Magee having quarterly meetings with employees. Also at the employees request she suggested having Director Brewer meet with the employees the day after each board meeting and inform them of what was done at the meeting. She stated she was directed to look at commissioner benefits changing and the only thing she found was in the fair labor act concerning treating a classification of employees equally. She will be researching further, also as directed by the Board, she will be getting an attorney general’s opinion which may take a couple months. The other issue is getting public health warrants for entry to private property. She will need to coordinate with the WCSD, Walton County Health Department and Walton County Code Enforcement to gather information for the policy. She would like to be directed to contact those different agencies to develop an interlocal agreement for these warrants if and when they are ever needed. A motion was made by Commissioner Hudson, seconded by Commissioner Magee to direct Attorney Youell to work with the various departments stated above. Motion passed unanimously.

Commissioner Hudson stated Attorney Youell was directed to work with Walton County on the changes to the land development code as it relates to protecting the ditches that we have. He asked Attorney Youell to make sure he personally gets a copy of what they are proposing. She stated she will get copies to him and the Commissioners. She stated she would contact Attorney Mark Davis to see if there have been any changes since the last time she and he had discussed it. She does not know of a progress report on the land development code but she will see about developing one.

Attorney Youell presented her monthly statement. A motion was made by Commissioner Hudson, seconded by Commissioner Magee to approve payment of Attorney Youell’s monthly statement. Motion passed unanimously.

Director Brewer presented the Activity Report for the month of November 2014. He stated very minimal spraying was done and the treatment of the storm drains had just started. Two chickens tested positive for Eastern Equine Encephalitis (EEE). North Walton Mosquito Control had one positive for Highlands J Virus and one positive for EEE.

Director Brewer stated he would like to discuss a repair project on MC12. He has contracted with Scott Jenkins to conduct a hydrology study and also give his recomendation for repairs. His recommended repairs that could cost the District $29,000. Director Brewer would like to use rip rap and Quikcrete to do the repair which would only cost about $3,000. He stated Mr. Jenkins said this may work but we will not be assured that it will hold up during another large flood event. A motion was made by Commissioner Magee, seconded by Commissioner Norris to approve using the Quikcrete bags to repair MC12 at a cost of up to $3,500.00. Motion passed unanimously.

Director Brewer announced the Dodd Short Courses will be January 26-30, 2015 in Altamonte Springs, Florida. Commissioner Magee stated he plans to attend the Commissioners meeting and he suggested Commissioners Norris and Faulk also attend.

Commissioner Tim Norris would like a policy restricting use of personal cell phones at work. Commissioner Magee mentioned limiting the use of company phones for personal use also.

Commissioner Hudson expressed concerns that the District may not be in compliance with HIPAA in relation to the Supplemental Insurance Reimbursement Program. It is his recommendation that the Board address this in the near future.

Commissioner Hudson stated he has enjoyed the last 6 years with the District and working with all the employees and commissioners.

Commissioner Magee requested an email from Director Brewer to all the commissioners within a week after the board meeting, stating each of the action items and who is doing what. This will give the commissioners an opportunity to make sure things are being followed up on. He also requested that within two weeks of the board meeting the minutes to be prepared and sent out to the commissioners for review.

Director Brewer presented Commissioner Hudson with a plaque in appreciation of his service on the Board.

A motion was made by Commissioner Magee, seconded by Commissioner Hudson to adjourn. Meeting adjourned at 11:25 a.m. Motion passed unanimously.

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John Magee, Secretary

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Timothy Norris, Chairman

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