Okaloosa County BOCC — April 7, 2015 — 2-17-15 minutes — reading text

supporting the motion without going through the process, emphasizing we are a joint use facility. Mrs. Ketchel asked Mr. Harman to comment on using the term “regional” in the airport title. Mr. Harman responded this 1is the Board’s airport. He expressed concern about adding another group for him to work with. Mr. Boyles asked Mr. Harman for his preference. Mr. Harman salid he would prefer “regional” be dropped from the name. 3 yeas, 2 nays. (Mr. Boyles and Mr. Goodwin voted no.) February 17, 2015 -11- Minute Book 72, Page 172 Ckaloosa County Board of County Commissioners AIRPORTS - AMENDMENT TO GENERIC HANGAR LEASE Mr. Harman stated in the 2004-07 timeframe, efforts were made to standardize hangar leases at the Destin Airport (DTS) and Bob Sikes Airport (CEW). He reported there were errors in how staff interpreted Board direction. Mr. Harman explained staff added an assessment for leasing a 10-foot setback in 12 instances of lease renewals, assignments and sales. He recommended that in order to set this right and prevent claims of inequity, the Board discontinue the 10-foot setback requirement and clarify the hangar owners will only pay for the actual square footage under the footprint of their hangars. Mr. Harman also recommended the Board waive the requirement of the setback for all hangar owners currently paying for the setback square footage and authcrize a two-year extension of the lease term. Mr. Harris made motion to approve the department head’s recommendations. Motion dies for lack of a second. Mr. Windes asked how extending the lease term by two years benefits the county. Mr. Harman answered 12 hangary owners were assessed the extra costs without proper authorization. He said the Board never approved the setback recommendation from staff (December 2007) . He said the two-year extension would apply only to 12 hangars owners. Mr. Harris placed his motion on the floor again and it was seconded by Mr. Windes. Mr. Boyles asked for more details on how Mr. Harman came up with the two-year extension and clarification on extending the lease at no cost to the hangar owners. Mr. Harman clarified it is for extension of lease term only and the lessee will be required to pay his lease fee. Upon inquiry by Mr. Windes, Mr. Stewart stated these 12 leases will have to come back to the Board for extension of the lease term. Mr. Boyles stated he has a problem with granting an unrequesting extension. 4 yeas, 1 nay. (Mr. Boyles voted no.) HUMAN RESOURCES - ADVERTISE REQUEST FOR QUALIFICATIONS FOR MEDICAL INSURANCE AGENT OF RECORD Mrs. Kay Godwin, Human Recourses Director, requested approval to issue a Request For Qualifications (RFQ) for medical insurance agent of record. The current contract is with Barnes Insurance and Financial Services and will expire on September 30, 2015. She also asked for approval of a selection committee to review the responses, pointing out the Tax Collector, Property February 17, 2015 -12- Minute Book 72, Page 173 Okaloosa County Board of County Commissioners Appraiser, Supervisor of Elections and Clerk of Courts Offices will also be represented. Mrs. Godwin stated a commissioner to serve on the committee would be welcomed. Staff recommended the following individuals to serve on the committee: GinNeal McVvay, Human Resources Manager; Meribketh Poole, Human Resources Director for Clerk of Courts; and Laura Porter, Risk Manager. Mr. Boyles stated that as liaison to this department, he will be pleased to serve on the review committee. Mr. Harris made motion, seconded by Mr. Windes, to approve the department head’s recommendation and to include Mr. Boyles on the review committee. 5 yeas. Ms. Laura Porter, Risk Manager, was introduced to the commissioners. INFORMATION SYSTEMS -~ CONTRACT WITH SIMWRIGHT FOR PROFESSIONAL ENGINEERING SERVICES FOR GIS Mr. Don Vanderhoek, Information Systems Director, requested approval of the subject contract and authorization for the Chairman to sign same. He advised the services are related to aerial photography and digital components to support many county operations. The Department of Revenue requires counties to produce imagery used for property valuation purposes every three years. The not-to-exceed cost for this fiscal year is $50,000 unless additional funding is obtained for a special or emergency project. Mr. Windes made motion, seconded by Mrs. Ketchel, to approve the contract and to authorize the Chairman to execute it. 5 yeas. WATER & SEWER - SOLICITATION OF QUOTES IN LIEU OF BIDS FOR AN EMERGENCY INSTALLATION OF A JACK AND BORE CROSSING UNDER EGLIN PARKWAY Mr. Jeff Littrell, Water & Sewer System Director, stated Okaloosa County Water & Sewer (OCWS) has an existing 12-inch sewer main crossing under Eglin Parkway in poor condition and in need of repair. He said staff has been working with the Florida Department of Transportation (FDOT) to come up with a bypass scheme while the repair is taking place, a Plan B if the sewer main collapses. Mr. Littrell stated he has been working with the Purchasing Department on this contingency. The recommendation 1is to authorize the Purchasing Department to solicit quotes for an emergency installation of a jack and bore crossing of ©Eglin Parkway and to authorize the Purchasing Department to issue an emergency purchase order, if needed, to February 17, 2015 ~13- Minute Book 72, Page 174 Okaloosa County Board of County Commissioners the most available quoter during the potential emergency. Mr. Goodwin said based on the backup documents in the agenda package, it appears there is money available in the Water & Sewer budget and it will not require a budget amendment. Mr. Littrell replied, “I believe that is correct.” Mr. Goodwin made motion, seconded by Mrs. Ketchel, to approve the recommendations of the department head. 5 yeas. WATER & SEWER -~ REQUEST TO REFUND COUNTY'S OUTSTANDING WATER & SEWER BONDS Mr. Littrell stated that as a result of current historically low interest rates, First Southwest (county’s financial advisor) has identified a refunding opportunity relating to outstanding Water & Sewer Revenues Bonds Series 2004, 2006 and 2012. He said the county has an opportunity to not only obtain significant debt service savings but to release existing debt service reserves which could be dedicated for partial funding of the county’s meter replacement program. By this proposed action, an opportunity exists to change bond covenants and remove restrictions on renting space in the Water & Sewer Administration Building to the private sector. Mr. Littrell said most importantly, the amount of planned future rate increases can be reduced. Mr. Mark Galvin, Senior Vice President of First Southwest, stated interest rates have changed significantly over the last month or so and continue to be very volatile due to economic conditions, including the drop of o©0il, international turmoil, and deteriorating economic conditions internationally. First Southwest has reviewed the county’'s outstanding debt and has identified the existing Water & Sewer Revenue Bond, Series 2006 bonds as an attractive refunding candidate. There are additional benefits 1if the Series 2004 Bonds and Series 2012 Note are including in the refinancing. Mr. Galvin explained a series of charts outlining the debt profile. He said the goals and objectives of this financing plan are: e release of over $7.4 Million in existing debt service reserve funds by eliminating the requirement to fund a new debt service reserve due to the county’'s strong credit ratings February 17, 2015 -14- Minute Book 72, Page 175 Okaloosa County Board of County Commissioners ¢ eliminate the reguirement to deposit the £final $652,000 payment into the existing debt service reserve account on October 15, 2015 ¢ eliminate restrictions associated with leasing the Water & Sewer Administration Building e eliminate the provision regarding bond insurer imposed restrictions, including minimum ratings for future bond insurers and debt service reserve surety policy providers Mr. Galvin provided a summary of three refunding options: Refund 2006 only; Refund 2004, 2006 & 2012; or Refund 2004, 2006, 2012 & new money ($3 Million). He concluded the presentation with slides showing the steps to be taken, identification of the financing team, and the preliminary timetable. Mr. Windes called this a trifecta: meter replacement, removal of covenants on this building, and cutting rates for customers. Upon inquiry by Mr. Windes, Mr. Stewart stated a motion is necessary to authorize staff to move forward. He said the bond resolution would be brought back to the Board at its April 7 meeting. Mr. Windes made motion, seconded by Mr. Harris, to authorize staff and the county’s financial team to move forward and to return with the appropriate documents. He also stated his motion includes provision to include the financial structure of using $3 Million to fund a portion of the meter replacement project. 5 yeas. RECESS - The meeting was recessed at 7:46 p.m. and reconvened at 7:55 p.m. FACILITIES MAINTENANCE - LORD & SON CHANGE ORDER #14-05, SHERIFF’'S NEW BUILDING Mr. Don Turner, Facilities Maintenance Director, presented Lord & Son deductive change order #14-05 on Contract #Cl14-2184-FM for the Sheriff's new building in the amount of $66,975.18. He stated a portion of these two deductive change orders is because of savings realized by the Owner Direct Purchase Program. Mr. Harris made motion, seconded by Mr. Goodwin, to approve this deductive change order. 5 yeas. February 17, 2015 -15- Minute Book 72, Page 176 Okaloosa County Board of County Commissioners FACILITIES MAINTENANCE - LORD & SON CHANGE ORDER #14-07, NEW ADMINISTRATION BUILDING Mr. Turner presented for consideration Lord & Son deductive change order #14-07 on Contract #12-1995-FM for the new Administration Building in the amount of $741,693.02. Mr. Hofstad stated a portion of the savings will be used for audio- visual needs at the facility, noting staff will return with a change order for that use. Mr. Harris made motion, seconded by Mrs. Ketchel, to approve this deductive change order. Mr. Peacock pointed out a great deal of effort from the Facilities Maintenance and Purchasing Departments and his staff has gone into realizing these savings. Vote on the motion to approve--5 yeas. PUBLIC WORKS -~ SCS ENGINEERS TASK ORDERS #$#44 AND #45, BUDGET TRANSFER Mr. Jason Autrey, Public Works Director, deemed this a housekeeping matter. He explained these task orders were prepared by SCS Engineers and included a fee schedule. The fee schedule was broken down into sub-tasks and estimated costs proposed for each sub-task. The sub-tasks are further broken down to Vendor Labor Costs and Reimbursable Costs. The sub-task costs were estimated costs and based on project conditions at the time the proposal was prepared. The Finance Department used the estimated costs to track expenditures on the project and invoices prepared by SCS Engineers which reported projects costs at the sub-task level. The consultants tend {sCs is one of several engineering firms under contract) to shuffle the money around but i1t needs to be matched up and recommended the following actions: Task Order #44 - Baker Landfill Remediation Action Plan Modification - $4,800 estimated zreimbursable cost for water level acgquisition by RDH to be transferred to SCS labor under sub-task 8. Mr. Harris made motion, seconded by Mr. Windes, to approve Task Order #44 as recommended by Mr. Autrey. 5 vyeas. Task Order #45 - Niceville Landfill VZA Operation and Reporting - All remaining sub-task balances, including Labor and Reimbursables, be transferred to Task 05 - Data Assimilation and Reporting Labor Category. Mr. Harris made motion, seconded by February 17, 2015 -16- Minute Book 72, Page 177 Okaloosa County Board of County Commissioners Mr. Windes, to approve Task Order #45 as recommended by Mr. Autrey. ©5 yeas. PUBLIC WORKS -