MINUTES OF special MEETING OF the BOARD OF COUNTY COMMISSIONERS

 tuesday – november 23, 1971

A special-called meeting of the Board of County Commissioners of Lake County, Florida, was held in the Commissioners’ Room in the Courthouse, Tavares, Florida, on Tuesday, November 23, 1971, at 9:00 a.m. for the purpose of considering preliminary and tentative audit findings on the accounts and records of the Board for the period October 1, 1969 to September 30, 1970, as submitted by the Auditor General and any other business which may be brought before the Board.

The meeting was called to order by the Chairman with the following members present:  J. M. Hoskinson, Chairman; James R. Carson, Jr.; C. A. Deems; Thomas J. Windram; and Kenneth VanAuken.  Others present were Christopher C. Ford, County Attorney; Fred M. Harpster, County Engineer; J. C. Watkins, Planning Director; Frank E. Owens, Clerk of the Circuit Court; and Deputy Clerks Norma H. Coven and Doris Babb.

county employees

On a motion by Commr. VanAuken, seconded by Commr. Windram and carried, the Personnel Policy for Lake County as discussed and amended on November 9, 1971 was adopted to become effective January 1, 1972.  It was the Board’s instructions that all departments under the Board’s jurisdiction receive a copy of the policy, also, copies to all elected officials for their information and use if desirable.

audits

The audit findings were discussed in the order submitted and the Board’s rebuttal on the subjects was as follows:

                                                                        November 24, 1971

Mr. Ernest Ellison

Auditor General

State of Florida

Tallahassee, Florida

Dear Mr. Ellison:

At a special meeting of the Board of County Commissioners of Lake County, Florida, held November 23, 1971, the Board discussed the tentative audit findings from the audit of the accounts and records of the Board of County Commissioners for the period October 1, 1969 to September 30, 1970, and the following are comments concerning the findings:

With reference to the current indexing of the County Commissioners minutes, the Board is aware of this, and the employment of an additional employee is being considered to handle the indexing.

Concerning the pooling of purchases for supplies and materials, several County departments have been combined, making purchases of such items under one department.  Also, efforts are being made to secure the cooperation of other departments in this regard.

With reference to the purchase of gasoline on credit cards, when the Board advertised for bids on fuel for the 71-72 fiscal year, bids were requested on credit card purchases; however, the companies declined to bid on such purchases and only submitted bids on deliveries to the County barns and Mosquito Control.  All departments and personnel holding credit cards had been advised to obtain gasoline from the County barns, and credit cards are used only in the case of an emergency.

With reference to the purchase of International Travelall, all makes of this type of equipment only come equipped with the driver’s seat, and it is absolutely necessary to have the additional seat.  The higher bid was accepted because the side doors were not available on the lower priced equipment.

With reference to the purchase of three International Dump Trucks, the County Engineer advised that although the accepted bid did not specify the trucks would be equipped with Eaton two-speed rear axles, but did specify two speed IHRA-189, the trucks actually are equipped with the Eaton axles.

Relative to the bids on the four 10 yd. dump trucks, two with trade-ins and two without, after the bids were accepted and successful bidders notified, the Game and Fresh Water Fish Commission asked the Board to furnish a dump truck to be used for hauling dead fish in conjunction with the seining program.  The Board felt it was wiser and cheaper to retain one of the trucks for this purpose rather than go to the expense of purchasing a truck for this use.

Relative to the recommendation that the road department expand its service facilities to service all County cars and trucks, the road department has been working to accomplish this.

Concerning an inventory of stored materials and supplies, the Board is not staffed at this time to handle the inventory as recommended.  Locks have been installed on store room doors and inventory control procedures are being instituted.  Confiscated vehicles have been disposed of as recommended by a previous audit.

With reference to description of roads accepted into the County road system, this criticism has been corrected.  Inventory of roads and rights of way has been accomplished, and valuations are being established and general ledger control accounts are being set up.

Employees blanket position bond has been accomplished.

Consolidation of various bank accounts is being considered.

The Board is requesting the City of Leesburg and Lennon’s Ambulance Service to furnish the County a report at the end of each six months of the fiscal year on efforts made to collect unpaid bills in accordance with the contracts.

Regarding the salary for the County Attorney, this is regarded as a monthly retainer and in accordance with instructions from the Board, the contract will be prepared on this basis.

Adjustment has been made of fees charged by the Official Court Reporter and overcharged fees reimbursed.

The typical travel allowance form from the Commodity Warehouse Supervisor was filed with the Clerk at the time of the audit, but same was not located in the office when the auditor requested it.

The purchase of two storage tanks from the State Surplus Property Division is being investigated.

The appropriation of $25,000 annually to the Chamber of Commerce is budgeted on the advice of the County Attorney that this is a legal item and that funds have been appropriated for this purpose since 1915.  The 1969 Special Act pertains to publicity expenditures only.

Group insurance premiums paid for Board Member J. M. Hoskinson and the Supervisor of Elections is being corrected.

All departments are being notified immediately to implement purchase order and cost record systems.

Inventory of County land, buildings, roads, and rights of way have been completed, but record cards in the Finance Department have not.  All vehicles are in the process of being properly marked.

With reference to the use of voting machines by the municipal corporations, the Board’s opinion is that the cities and towns furnish the County with voting places during State and County elections at no charge, and in return for this, the Board allows the use of the machines.

Individual ledger cards on County employees have been provided for in the personnel policy recently adopted by the Board.

Violations of Ordinance No. 70-1 are being handled to a conclusion with 95 percent cleared up administratively, and satisfactory records are being kept.

Vehicle and equipment cost records have been covered in the recently-adopted policy manual.

Collection efforts are being continued regarding the promissory note dated November 27, 1967.

With reference to the 1957 purchase of land, this has been settled to the satisfaction of the County Attorney.

If you desire any further information, the Board stands ready to furnish any information that you would like.

Very truly yours,

Board of County Commissioners

Clerk

Instructions concerning the various subjects not included in the Board’s rebuttal were as follows:

The Clerk to notify the City of Leesburg and Lennon’s Ambulance Service that reports on the ambulances services should be made semi-annually and not annually according to the contracts.

The attorney was instructed to prepare a contract form covering his services to the Board, the Pollution Control Board, and the Planning and Zoning Commission.

Commr. Carson was requested to analyze the various bank accounts with the Clerk and Mrs. Babb with the idea of increasing the investments resulting in a higher interest income.

The Board had no comment regarding the indigent and Medicaid programs.

Mr. Watkins will investigate the location of the storage tank purchased through the Civil Defense for the City of Tavares.

The Engineer was instructed to notify all departments of development and implementation of purchase order system and cost records.

Commr. VanAuken will investigate and determine if the voting machines are covered by insurance when being used by the municipalities.

The Clerk was instructed to forward copies of the paragraphs on Pages 5 and 6 relative to Mosquito Control records to Dr. Hall and the Mosquito Control office.

The Attorney was instructed to pursue the collection and settlement of the promissory note dated November 27, 1967 from a subdivision developer.

emergency employment act

Chairman Hoskinson submitted a letter from Senator Lawton Chiles notifying the Board that Lake County has been allocated $123,400 from reserve funds of the Emergency Employment Act.  A telegram regarding this dated August 1, 1971 was answered.  Mr. Watkins advised this is an annual program, and the funds are to be used to fill positions the Board needs but does not have the funds for.  It is expected that the hired will be from the unemployed status.

contracts and agreements

On a motion by Commr. Windram, seconded by Commr. Carson and carried, an agreement with Glen LaRoe and Strobie M. LaRoe granting the County access to clean up the dump site on their property was approved, and the Chairman and Clerk were authorized to execute the same.

On a motion by Commr. VanAuken, seconded by Commr. Carson and carried, the contract for resurfacing the streets in Lake Harris Shores Subdivision with Carroll Contracting Company was approved, and the Chairman and Clerk were authorized to execute the same.

mosquito control

Commr. Deems made the following recommendations concerning the Mosquito Control and Landfills programs:

1. Transfer all employees and equipment not pertinent to Mosquito Control to Landfill operation with the exception of the fogging operators and fogging equipment.

2. Budget $12,000 for rental of equipment to Mosquito Control from Landfill operation.

3. Isolate the Landfill program in its entirety.

4. Name Phil Yoder Acting Director.

After considerable discussion and on a recommendation of the Chairman, the detailed work plan budget for the Arthropod Control Department and Sanitary Landfills for the fiscal year 71-72 was approved on a motion by Commr. Carson, seconded by Commr. VanAuken and carried, and same to be submitted to the State Division of Health with the information that Mr. Deems will be glad to discuss this personally in Jacksonville if desired.

The Board approved the Engineer’s request for the Pollution Board to make water samples at the landfill site to insure that the ground water is not contaminated by the operation.

fair association

H. D. Underwood representing the Leesburg Jaycees appeared relative to the use of the Fair Building to store floats to be used in the Christmas Parade, advising that the Fair Association is asking a charge of $100 per day for the storage.  Days of use will be December 5-11, and the Jaycees are willing to pay the cost of the cleanup.  On a motion by Commr. Carson, seconded by Commr. VanAuken and carried, Commr. VanAuken was instructed to consult with the Fair Association regarding waiving of the charge provided the dates do not conflict with other scheduled use of the building.

accounts allowed

Travel expenses for J. C. Watkins to go to Tallahassee to obtain information on the Emergency Employment Act were approved on a motion by Commr. Carson, seconded by Commr. VanAuken and carried.

On the recommendation of the Chairman and on a motion by Commr. Windram, seconded by Commr. Carson and carried, the estimate from Coven Construction Company of $734 to raise the floor in the Commissioners was accepted and approved.

On a motion by Commr. Windram, seconded by Commr. Carson and carried, the Board approved the payroll for the Clerks and Inspectors who worked at the Special Election November 2, 1971 in the amount of $5,724.32.

suits affecting county

The Board instructed the Attorney to pursue the injunction suit against Tyler Crusades.

There being no further business to bring before the Board, the meeting was adjourned at 12:00 p.m.

_________________________________                              _____________________________

CLERK                                                                                   chairman