Town of Glen St. Mary 

Florida's Outstanding Rural Community of the Year-2004

September 17, 2013

The Town of Glen St. Mary held the regular monthly meeting on Tuesday,
September 17, 2013 at 7:03 P.M. at the Town Hall with Council Members Davis, Reneau, and Rhynehardt present.  Councilman Foster was not able to be at the meeting because he was in the hospital.  Mayor Juanice Padgett presided over the meeting.  Council Member Davis opened the meeting with prayer followed by the flag salute.

Minutes:  Consideration – Approval of minutes of August 20, 2013 – Regular Monthly Meeting, September 9, 2013 –  Workshop:  On a motion by Councilman Rhynehardt, second by Councilman Reneau, the Board voted to approve the minutes as presented. (Vote 4-0)

Policy Agenda Items:

A)    Oath of Office for Council Members Tommie Sue Davis, Jack Reneau and Steve Rhynehardt. – Attorney Foreman administered the Town’s Oath of Office to Council Members Tommie Sue Davis, Jack Reneau and Steve Rhynehardt to officially begin their new term of office.

B)    Vote to Adopt Following Budgets and Amended Budgets(On File at Town Hall)

1) 2012/2013 Proposed Amended Budget – General Operating Fund - On a motion by Council Member Davis, second by Councilman Rhynehardt, the Board voted to adopt the 2012/2013 Proposed Amended Budget – General Operating Fund. (Vote 4-0)

2) 2012/2013 Proposed Amended Budget – Water/Sewer Utility Fund - On a motion by Councilman Reneau, second by Councilman Rhynehardt, the Board voted to adopt the 2012/2013 Proposed Amended Budget – Water/Sewer Utility Fund. (Vote 4-0)

3) 2012/2013 Proposed Amended Budget – Capacity Fee Account - On a motion by Council Member Davis, second by Councilman Reneau, the Board voted to adopt the 2012/2013 Proposed Amended Budget – Capacity Fee Account. (Vote 4-0)

4) 2012/2013 Proposed Amended Budget – Impact Fee Account - On a motion by Councilman Reneau, second by Councilman Member Davis, the Board voted to adopt the 2012/2013 Proposed Amended Budget – Impact Fee Account.(Vote 4-0)

5) 2013/2014 Proposed Budget – General Operating Fund - On a motion by Council Member Davis, second by Councilman Rhynehardt, the Board voted to adopt the 2013/2014 Proposed Budget – General Operating Fund. (Vote 4-0)

6) 2013/2014 Proposed Budget – Water/Sewer Utility Fund - On a motion by Councilman Rhynehardt, second by Councilman Member Davis, the Board voted to adopt the 2013/2014 Proposed Budget – Water/Sewer Utility Fund. (Vote 4-0)

7) 2013/2014 Proposed Budget – Capacity Fee Account - On a motion by Councilman Reneau, second by Councilman Rhynehardt, the Board voted to adopt the 2013/2014 Proposed Budget – Capacity Fee Account. (Vote 4-0)

8) 2013/2014 Proposed Budget – Impact Fee Account - On a motion by Council Member Davis, second by Councilman Reneau, the Board voted to adopt the 2013/2014 Proposed Budget – Impact Fee Account. (Vote 4-0)

C)    Vote to modify Employee Handbook Section pertaining to Personal Leave – Changing Maximum Number of Hours that can be Accumulated and Set Provision of Pay at Retirement – Mayor Padgett told Council the Town’s current policy does not address what happens when an employee retires relating to any sick/personal time that has not been used.  The current policy only allows a maximum of 240 hours to be accumluated.  Mayor Padgett told Council this issue was recently brought up by the auditors.  After a brief discussion of what other local governments have in place on the matter, Council Member Davis made a motion, seconded by Councilman Reneau to increase the maximum  hours allowed to be accumulated to 480 hours and pay out at time of retirement any unused sick/personal time at an hourly rate times the number of accumulated hours times 25%.

D)    Vote of Modify Employee Handbook Section Pertaining to Vacations – Changing Vacation Carried over for Three Months to after Fiscal Year. – Mayor Padgett told Council the vacation time was not discussed at the workshop, but that the employee handbook relating to vacation time needed to be reworded.  The handbook currently reads “Up to one week of earned vacation time can be carried over into the next vacation year as long as carried over vacation time is taken within three months from the anniversary date.”  Mayor Padgett would like to replace “anniversary date” to “fiscal year-end”.  On a motion by Councilman Rhynehardt, second by Councilman Member Davis, the Board voted to modify the employee handbook section pertaining to vacations – replacing the “anniversary date” wording with “fiscal year-end”.

E)     Vote to Approve Sewer Line Cost Sharing Agreement with Millennium Venture Group, Inc. (Dollar General) – Mayor Padgett reminded Council of the issue of the new Dollar General store wanting the Town to pay for the added expense of connecting the gravity flow sewer line when it built the new store.  Their attorney calculated the fees and came up with $12,300 in additional costs the Dollar Store incurred, which benefits the Town for future sewer connections from adjoining properties to the new gravity sewer line.  The Dollar General is asking to recover the costs.  This expense split three ways would be $4,100 per customer, Dollar Store being one of them.  The Town does not want to play landlord, but would collect this fee for a certain period of time.  Because 1/3 of this extra cost was for their benefit, we are only concerned with the other $8,200.  If no improvements are made to the adjoining properties during the time frame, we will not owe anything and the agreement will lapse.  Council was in agreement and Councilman Rhynehardt made a motion, seconded by Councilman Reneau, to approve the sewer line cost sharing agreement with Millenium Venture Group, Inc. (Dollar General). (Vote 4-0)

F)     Discussion on Future Sewer Line Cost Sharing Agreements. -  Mayor Padgett feels the Town needs to have something in place for others wanting to improve properties, but wouldn’t have a price until the engineering is completed.  Attorney Foreman added each situation will be different.  Without putting the cart before the horse, the town is willing to consider each proposed project.  The Town Council is authorized to extend an agreement, but would caution against having a lot of lines to be completed.  Mayor Padgett told Council Mr. Crummey called and spoke with her a few days after our last meeting.  He is working with an engineer.

G)    Discuss and Vote on Water Sewer Building Permit Fees. – Mayor Padgett told Council they discussed this matter at the last workshop.  Council had suggested tap fees.  The Town incurs $338 for six hours of labor and material when hooking into the water and boring under roads costs a minimum of $475.  The water tap fee was agreed to be $1,200.  Sewer is not a great expense to us.  Council set $600 for sewer tap fees.  Mayor Padgett is also adding cost recovery on the form for future use.  Mayor Padgett asked if these need to be added to the Ordinance or if it can be voted on now.  Attorney Foreman replied he needed to look at the Ordinance.  He suggested postponing this issue.  Changing the Ordinance would require two readings and one public hearing.

H)    Review Prior Month’s Expenditures (Check Register) – Council had no questions about the prior month’s expenditures.

Mayor Padgett adjourned the Town meeting at 7:30 P.M.

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