2015-04-21 Regular Board Meeting Minutes

REGULAR BOARD MEETING

April 21, 2015

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 Tim Norris, Ronald Faulk and John J.

Magee. Also attending the meeting were Director Ben Brewer and Office Coordinator Geraldine

Via.

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

Commissioner Norris noted that the minutes stated he attended Tallahassee Days but he

did not. A motion was made by Commissioner Norris, seconded by Commissioner Faulk to

approve the minutes of the March 18, 2015 Regular Board Meeting with the correction.

Motion passed unanimously.

Director Brewer presented the attorney’s report. There is nothing new in the Liles

litigation. Commissioner Magee stated he would like to make it a public record that Director

Brewer informed him that he saw Mr. Liles at WalMart and Mr. Liles informed him that his son

is an attorney and may be representing him in his law suit against the District.

Director Brewer stated he met with Attorney Youell regarding the Purchasing Policy.

She had a lengthy policy and his goal is to shorten and simplify it. Commissioner Magee stated

he had spoken to Director Brewer about keeping it simple.

Director Brewer would like to pay the remaining balance owed to BMS CAT, the

company that did the clean up after the April 30, 2014 flood. A motion was made by

Commissioner Norris, seconded by Commissioner Faulk to approve paying BMS CAT.

Motion passed unanimously.

Director Brewer and Attorney Youell have been discussing whether or not the ditches

throughout the District are meeting the needs of the mission of the District. Many of the ditches

may be, in actuality, water management ditches. Director Brewer will be examining all the

ditches to determine which ditches are needed for the mission of the District and those whose

true function is water management. Director Brewer stated these ditches are providing a

substantial amount of drainage for the county. We do not have an engineer on staff and handling

the drainage north of Highway 98 is a big job. He is looking into sharing the cost of maintenance

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with Walton County or giving up more ditches. He doesn’t know what the options are for just

walking away from the ditches but is trying to figure something out. He is not suggesting the

District walk away from every ditch but there is a lot of water moving from Highway 98 to the

Choctawhatchee Bay and more and more neighborhoods are being built with more water going

into the ditches. The ditches do serve the District by moving an enormous amount of water into

the Bay, which would otherwise be breeding mosquitoes. We are very fortunate that these

ditches are present and they are a valuable asset to the citizens of Walton County. Commissioner

Magee mentioned contacting Walton County Commissioner Meadows about the ditches.

A motion was made by Commissioner Norris, seconded by Commissioner Faulk to

approve payment of Attorney Youell’s monthly statement $466.67. Motion passed

unanimously.

Mr. Ian Spangler, homeowner in the Palmetto Plantation subdivision, spoke to the Board

concerning Mosquito Control Ditch #18. He has spoken to the HOA about ways to control the

storm water draining by the bridge. He and the HOA will be meeting to look into hiring

contractors to stop the erosion problem in that area. The Board agreed to stabilize the ditch

banks. Commissioner Magee suggested Director Brewer move this project up and give some

kind of time frame within a month. Director Brewer stated he is not comfortable with that time

frame; it may be done by July. He stated there are still some other large repair jobs to be done.

Chris Whitlock with Nationwide spoke to the Board about a deferred comp plan which

will help employees to save for retirement and would supplement what employees will receive

from the Florida Retirement System, which only provides 48% of what the employee earns. It is

an employee voluntary contribution; there are no costs to the District for participation. A motion

was made by Commissioner Faulk, seconded by Commissioner Norris to approve the

presentation by Chris Whitlock with Nationwide to the district employees. Motion passed

unanimously.

Director Brewer presented the Financial Reports for March 2015.

Commissioner Magee asked for approval of the monthly expenditures list for the month

of March 2015. A motion was made by Commissioner Faulk seconded, by Commissioner

Norris to approve the monthly expenditures. Motion passed unanimously.

Director Brewer presented, for approval, Local Budget Amendment #3 in the amount of

$5,500.00 to be transferred from Contingency account #89, into the following accounts,

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$2,500.00 to Travel & Per Diem account #40, $2,000.00 to Office Supplies account #51,

$1,000.00 to Capital Outlay account #60. Director Brewer stated $62,000 was budgeted to

purchase two trucks. The two trucks we would like to purchase cost about $42,000. He would

like to add $1,000 and replace the Tahoe with a 2015 Chevrolet Equinox. The Tahoe is a 2001

model with 177,000 miles and is accruing approximately 6,000 miles a year. It has not been used

for long distance travel due to the age, amount of miles and he is concerned that it may break

down. The total cost of the three vehicles would be $62,914. Commissioner Magee stated he has

a hard time approving the purchase of a replacement vehicle for the Tahoe when it is being used

so little. A motion was made by Commissioner Norris, seconded by Commissioner Faulk to

amend the motion to purchase two trucks and to approve the purchase of two trucks and

the Chevrolet Equinox. Motion passed with Commissioners Faulk and Norris voting yes.

Commissioner Magee voted no.

A motion was made by Commissioner Faulk, seconded by Commissioner Norris to

approve Local Budget Amendment #3 as presented. Motion passed unanimously.

Director Brewer presented his recommendation for the COLA and Merit salary increases.

He asked to have the increases retroactive back to October 1, 2014 due to the evaluations being

completed late. He does not want the employees penalized for that. The amount would be

$14,247.59 and this amount is less than the amount budgeted. A motion was made by

Commissioner Norris, seconded by Commissioner Faulk to approve $14,247.59 for the

COLA and Merit salary increases as presented. Motion passed unanimously.

Commissioner Magee mentioned that he and Director Brewer had discussed changing the

policy for employees that are at the maximum of their pay scale to receive a lump sum amount

for their salary increase so the hourly rate would not be exceeded. Director Brewer stated he

would need to evaluate the pay scale annually to make sure the amount has not changed for some

positions.

Director Brewer reported that Federal Emergency Management Agency (FEMA) has

deobligated $20,892.00 in reimbursements for ditch repairs from the July 4, 2013 storm event.

He hopes to appeal the decision and reapply for just $14,000 which would exclude the

controversial projects. He stated we have learned the District can repair the ditches we manage

but may not make improvements without permits.

Director Brewer demonstrated the new website for the Board. He stated there is more

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work to be done.

Director Brewer presented the Activity Report for the month of March 2015. He stated

there was one chicken positive for Eastern Equine Encephalitis.

Director Brewer asked for approval of a change order from Diamond Cut Builders in the

amount of $3,000 to replace the air conditioning duct work for the back offices. A motion was

made by Commissioner Faulk, seconded by Commissioner Norris to approve the change

order for the air conditioning duct work in the amount of $3,000. Motion passed

unanimously.

Director Brewer demonstrated the Garmin Nuvi 2797 unit and explained how the waiver

and no spray addresses are marked so the spray truck driver is aware when approaching them and

can be prepared to spray the waiver address or turn off the spray at the no spray address. It is also

useful in being able to see the streets as they are laid out while you are spraying. A motion was

made by Commissioner Faulk, seconded by Commissioner Norris to approve the purchase

of six Garmin Nuvi units in the amount of $285.00 each, plus shipping. Motion passed

unanimously.

We have the supplies on hand to provide yellow fly black ball kits. The Board suggested

an advertisement be placed in the local papers to inform the residents of the District that we will

have kits available for pick up at the District.

Office Coordinator Via and Kenny McDaniel have given educational program

presentations to ten kindergarten classes at Butler Elementary. Commissioner Faulk attended one

of the presentations and stated he enjoyed it and it was very educational. Commissioner Magee

passed the gavel to Commissioner Faulk. A motion was made by Commissioner Magee

seconded by Commissioner Norris to present Office Coordinator Via and Kenny McDaniel

with a bonus and a certificate for their work on the educational program. He stated they

stepped up to do the educational program and it was available to any of the employees to be

involved in it and participate. Motion passed unanimously. Commissioner Faulk passed the

gavel back to Commissioner Magee. There will be a total of 38 classes at Butler Elementary and

Bay Elementary schools participating in the presentations.

Director Brewer will be attending a Dodd Short Course board meeting at Indian River

Mosquito Control in Vero Beach, Florida.

There will be a Spring Fling at Bay Elementary Friday evening from 3:00 p.m. until 6:00

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p.m. We have been invited to attend. Office Coordinator Via and Mr. McDaniel will be going.

Commissioner Norris will be there also. Director Brewer stated this is outside of normal work

hours on a Friday evening and they are both excited to do it. Director Brewer thanked them both.

Office Coordinator Via invited the Commissioners to come to the school presentations.

Commissioner Norris suggested starting an account for future headquarters building

location. Commissioner Magee stated he plans to put a line item in the budget to start escrowing

monies for that in a five year plan.

Commissioner Magee suggested scheduling the Budget Workshop after the June 16, 2015

Regular Board Meeting at 1:30 p.m. Commissioner Magee passed the gavel to Commissioner

Faulk. A motion was made by Commissioner Magee, seconded by Commissioner Norris to

schedule the Budget Workshop on June 16, 2015 at 1:30 p.m. Motion passed unanimously.

A motion was made by Commissioner Faulk, seconded by Commissioner Norris to

adjourn. Meeting adjourned at 11:45 a.m. Motion passed unanimously.

_______________________ __________________________

Tim Norris, Secretary John Magee, Chairman

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