Okaloosa County BOCC — March 26, 2015 — Agenda Packet — reading text

Minutes Acceptance: Minutes of Feb 26, 2015 2:00 PM (Items for TDC Approval/Recommendation) Charlotte Dunworth reviewed revenues and expenses. Mike Anderson asked why it takes so long to get the data entered as it is two months behind. Ms. Dunworth responded the Clerk’s office processes carryovers after year-end is complete. Mr. Peterson responded that the Tax Collector’s office must wait until the revenues are collected. Mike Anderson noted that 50% of the budget is shown as reserves and tracking doesn’t cross over as a balance. Ms. Dunworth explained various pennies contribute to the reserve amounts and the TDC established a reserve policy as part of its FY15 budget recommendation. Motion to Approve the January Financial Update RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Tom Rice SECONDER: Carolyn Ketchel AYES: Peterson, Guidry, Owen, Joyce, Gossom, Dixon, Anderson c. Promotional Reserve Transfer – replenish transfer to BP account (Charlotte Dunworth) Motion to Approve the transfer of $125,724 from fifth penny promotional reserves to the current year media campaign RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Martin Owen SECONDER: Tom Rice AYES: Peterson, Guidry, Ketchel, Joyce, Gossom, Dixon, Anderson d. FWC/FDEP Turtle Friendly Lighting Retrofit Grant (Jim Trifilio) Jim Trifilio referenced Page 31 regarding the background of the Lighting Retrofit Grant and stated this grant is in no way an attempt to create a lighting ordinance in Okaloosa County. Council Members discussed the existing documents were created for Walton County and are incompatible with Okaloosa County ordinances. Lynn Hoshihara noted there are additional clerical errors from the other district that will also be addressed. Mike Anderson desired to make a clarification regarding previous contact from Rebecca Sherry. Several additional Council Members stated they had also been contacted and expressed concern regarding voting on this matter. Jim Trifilio will follow up with items to be addressed and forward to Lynn Hoshihara for review. Ms Ketchel noted this is a good opportunity to update area lighting and is totally voluntary. Okaloosa County Tourist Development Department Page 3 of 7 February 26, 2015 Packet Pg. 5  1.a David Sherry spoke regarding concerns that the agreement was incorrect/incomplete and that as written it commits the County to taking action it may not necessarily do on its own. Motion to Support the Turtle Lighting Grant Application contingent upon TDD Attorney & County Attorney Official Review. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Martin Owen SECONDER: Tom Rice AYES: Peterson, Joyce, Gossom, Guidry, Dixon, Anderson, Ketchel Minutes Acceptance: Minutes of Feb 26, 2015 2:00 PM (Items for TDC Approval/Recommendation) e. Allocate $50K to Restore Act Snorkel Reef Construction (Jim Trifilio) Jim Trifilio asked to move $50,000 from the living shoreline budget line item to be set aside and encumbered as a match for the Snorkel Reef construction. This project is heavily weighted for area economic increase. Initial funding is to construct 2 reefs with ultimately 8 in total. Restore Act money will be used for the first two. Martin Owen stated he is a member of ORAC and advised he would be most comfortable abstaining. Motion to Allocate $50K to Restore Act Snorkel Reef Construction. RESULT: MOTION APPROVED [8-0] MOVER: Carolyn Ketchel SECONDER: Tom Rice AYES: Peterson, Joyce, Gossom, Guidry, Dixon, Anderson ABSTAIN: Owen f. Beach Parks Janitorial Services Bid (Ed Schroeder) Ed Schroeder requested approval to issue a bid invitation for beach parks janitorial services. The current contract is held by Horizons of Okaloosa County which expires in September 2015 and provides for automatic annual renewals. Per County purchasing policy, contracts are reviewed prior to expiration to determine if a renewal or re-bid is required. Discussion ensued on contract pricing, scope of services, and performance. Dale Peterson commented that it seemed the contract proposal was higher before the 2 additional days were added. Mr. Woodall stated the increase was due to the addition of bathrooms and parking to the contract. Tom Rice asked how many employees work this contract, and Mr. Woodall responded approximately 14 employees varying by season. Joe Guidry asked the reason for this process. Mr. Schroeder would like to verify the price for services is competitive. Lynn Hoshihara clarified County practice is that every 3, 5, or 7 years contracts should go out for bid to verify current market trends. The current contract amount is $138K. Horizons is encouraged to submit a bid as requested. Okaloosa County Tourist Development Department Page 4 of 7 February 26, 2015 Packet Pg. 6  1.a Motion to issue an RFP for Beach Parks Janitorial Services, with the stipulation proposals not be ranked solely on cost, but also on value for dollars spent. RESULT: MOTION APPROVED [6-3] MOVER: Martin Owen SECONDER: Rachel Joyce AYES: Peterson, Gossom, Dixon, Anderson NAYES: Guidry, Rice, Ketchel Minutes Acceptance: Minutes of Feb 26, 2015 2:00 PM (Items for TDC Approval/Recommendation) g. Advertising Services RFQ (Ed Schroeder) The current 3-year contract for advertising services ends this year creating an opportunity for extending the contract two years in 1-year increments. Mr. Schroeder recommended sending out an RFQ for several reasons. However, the annual Strategic Marketing Plan cycle starts next March to be effective on October 1st. The same team can’t be motivated to develop a marketing plan and respond to an RFQ at the same time. A solution is to extend the current contract 17 months to February 2017 and go into the RFQ process at that time. This takes the contract out of the fiscal year cycle, with any agency coming on board March 1st to develop the upcoming marketing plan. Tuffy Dixon requested clarification that an RFQ is only for work they can perform, and an RFP is work they can perform with a price. Lynn confirmed and stated that a selection committee would rank the RFQ’s received and negotiate pricing with the top ranked firm. Mike Anderson asked how this is different from the Horizon’s contract and stated the RFQ process is a better option as it ranks submittals using consistent formats and allows the County to go in the best direction. Ed Schroeder is in favor of pursuing the RFQ process, but desires to exercise an option for an annual renewal route and extend the process 5 months beyond the current cycle. Motion to extend the current contract through February 27, 2017 and issue an RFQ. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Carolyn Ketchel SECONDER: Tom Gossom AYES: Peterson, Rice, Dixon, Anderson, Guidry, Joyce, Owen Mark Mayer thanked the Council for its support through this lengthy process. He is aware of the results and noted they are tracking a 22% increase. Mr. Mayer and the entire team are prepared and agree to the extension. Tom Rice stated he served on the committee to review 12 separate agencies to do this work. Peter Mayer came highly qualified. The first year is extremely rough for any company, and they have performed in an outstanding manner. II. Items for Information Purposes Only – (Speaker) a. Month End Lodging Reports from Smith Travel Research – Jan (Ed Schroeder) Mr. Schroeder noted the month-end reports are for information purposes only. The numbers reflected on Page 59 show an increase started October 2014 and YTD is 22% higher. The expectation is this trend will maintain. Okaloosa County Tourist Development Department Page 5 of 7 February 26, 2015 Packet Pg. 7  1.a b. Okaloosa Tax Collector Report – Dec (Charlotte Dunworth) December collections were up 10% with a cumulative 22% increase. c. Expenditure Transaction Report – Jan (Charlotte Dunworth) Ms. Dunworth presented an overview of this report with no additional comments or questions. d. Reconciliation of Promotional Reserves Funds – Feb (Charlotte Dunworth) Ms. Dunworth reviewed the breakdown of promotional reserve funds that included the recent funding of the Cherry Blossom Festival billboards. She advised the $808 transfer would not be done, so the balance remaining is actually $19,530. Minutes Acceptance: Minutes of Feb 26, 2015 2:00 PM (Items for TDC Approval/Recommendation) Ms. Dunworth noted two educational sessions for local event marketing funding are scheduled for March 18, 2015 (10 AM – 12 Noon) and April 2 (2PM – 4 PM). e. 2015 TDC Meeting Dates (Charlotte Dunworth) Meeting dates for 2015 are listed on Page 99 of the agenda package. f. State Beach Funding and Amendment 1 (Jim Trifilio)