Okaloosa County BOCC — October 15, 2013 — reading text

Lambert Conformal Conic Projection Stateplane : Flo ida Nor th (0903) NAD 1983(90), NAVD 1988. Wastewater Proposed 24" FM Streams PUBLIC RECORD: This map was created by Okaloosa County GIS and is in the public domain pur uant to Chapter 119 , Florida Statutes. Proposed 16" FM DISCLAIMER: Okaloosa County h reby expressly disclaims any liability for errors or omissions in Packet Pg. 620 these maps, indexes or legends.  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 17, 2013 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Amend the Airports Department Advertising Contract DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Airports Department is requesting the Board of County Commissioners approve to amend the Romjue Advertising & Company Media Buying and Advertising contract. BACKGROUND: In December 2012, Romjue Advertising & Company was awarded the media buying and advertising contract for the Okaloosa County Airports Department. The contract reflects a percentage compensation of 15% commission on media outlet purchases. Invoices received by the various media outlets through which Romjue purchased advertisement reflect the agency’s discounted net price. The industry standard is for the agency to be compensated at 15% of the gross. The gross amount includes the agency commission and the net amount is what is paid to the media outlet. When the contract language was formulated, there was a discrepancy in the terminology of the commission percentage by the County and the Agency that has resulted in a monthly compounding disputed rate of commission totaling $3,225.15 as Finance is currently paying the 15% commission based on the net amount and not on the gross. Not amending the contract will result in a large claim dispute at the end of the contract. OPTIONS: Approve, Reject, or Table RECOMMENDATIONS: Approve to amend the Romjue Advertising contract to reflect that the future commission to be based on 15% of the gross amount calculated by dividing the net amount as shown on the invoice by .85 and retroactively paying the current disputed amount RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 621 1 February 2013 TO: Okaloosa County Officials and To Whom It May Concern: There is an industry standard for "grossing up" a "net figure." Gross includes the agency's commission; net is what is paid to the media. The typical agency commission is 15%. Here's how we get it: To gross up a net: 1. Multiply the net times 1.1765 to get the 15%. $1,500 x 1.1765 = $1,764.75 Less the net $1,500.00 Agency's comm.= $ 264.75 OR 2. Divide the net by .85 = $1,764.71 Less the net $1,500.00 Agency's comm..= $ 264.71 To net down a gross: Multiply the gross times .85 to get the net. $1,764.75 x .85 = $1,500.04 I am the CEO of Media Buying Academy, and have bought and taught media for over 40 years. I know the math doesn't sound logical, but trust me, it is right. From now on, divide the net by .85 to get the gross - an easy way to understand the 15% commission. Sincerely, Lee Morrow, CEO Media Buying Academy Group, Inc. 57 West Baltimore Street Taneytown, MD 21787 410 756 1842 phone/410 756 1844 fax www.mediabuyingacademy.com Packet Pg. 622 January 31, 2013 To Okaloosa County Directors, Officers, and Officials, and to Whom It May Concern: I have been in the advertising industry for over 30 years and my current position is Vice President of Sales, LIN Media. It has been brought to my attention that you are inquiring about agency commissions. An advertising agency gets paid based on an iindustry ndustry standard of a 15% commission/ mark up. We, at Lin Media, have a software program that calculates the industry standard fee. Here is an example: Net amount x 1.1765 = Gross So if an agency makes a media buy for $235 gross. They will receive an Invoice with a $235 Gross amount minus the agency commission ($35) leaving the net amount to pay us $200. $1000 x .85 = $850 or $850 x 1.1765 = $1000 These commissions are automatically calculated by our billing system. If you have any additional questio questions, ns, please feel free to reach out to me directly. Best, Mike Kelly VP Sales, LIN Media (251)-689-4558 Mike.kelly@linmedia.com<mailto:Mike.kelly@linmedia.com Mike.kelly@linmedia.com<mailto:Mike.kelly@linmedia.com> Packet Pg. 623  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 17, 2013 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Shalimar Annex - Asbestos Survey DEPARTMENT: Facility Maintenance BCC DISTRICT: All STATEMENT OF ISSUE: Request BCC approval to take quotes from qualified firms to perform an asbestos survey of the five main buildings at the Shalimar Annex and authorize up to $12,000 to perform the survey. BACKGROUND: A major construction project is being planned to make the Shalimar Annex better meet the needs of the operations that will occupy the completed building or buildings. Before any work can be done, an asbestos survey must be done to test existing materials in the buildings for the presence of asbestos. This work cannot be done by county staff. The samples must be taken by properly trained persons and the samples be tested by a qualified lab. This is a regulatory requirement under 40 CFR 61 Subpart M which requires careful inspection and identification of suspect materials (asbestos survey) and proper handling of asbestos containing materials (ACM). Because there are five separate buildings involved and there have been multiple additions to the original construction, suspect materials from each of those separate areas will have to be tested for the presence of asbestos. RECOMMENDATIONS: Request BCC approval to take quotes from qualified firms to perform an asbestos survey of the five main buildings at the Shalimar Annex and authorize up to $12,000 to perform the survey. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 624  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 17, 2013 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: COLA Employee Pay Increase FY14 DEPARTMENT: Human Resources BCC DISTRICT: All STATEMENT OF ISSUE: Approve a Cost of Living Adjustment (COLA) pay increase for county employees. BACKGROUND: Through the Fiscal Year 2014 budget development process, the Board appropriated funding for a COLA pay increase for county employees. Subject to Board approval, the approximate $1400 annual increase COLA will be awarded effective 9-30-13 (pay period ending 10-13-13) according to the following guidelines: Full time regular employees who have completed their initial 6 month probationary periods before 10-1-13 will receive a pay adjustment equivalent to a $1400 annual increase, including employees who are at or above the maximum of their salary ranges. For employees who work 40 hours per week, this will amount to 67 cents per hour (rounded down to the nearest cent per hour). Part time regular employees who have completed their initial 6 month probationary periods before 10-1-13 will receive an increase of 67 cents per hour, including employees who are at or above the maximum of their salary ranges. Probationary, temporary, seasonal and emergency relief status employees will not receive the COLA adjustment. Full and part time employees who work schedules in excess of 2080 hours annually, such as Correctional Officers and Public Safety, will receive a prorated hourly adjustment (rounded down to the nearest penny) that equals a $1400 annual increase. County Extension employees who are paid by both the state and county will receive a proportionate share of $1400 relative to the percentage of their salaries paid by the county as outlined in the cooperative agreement with the University of Florida. Any increases for grant funded positions will be subject to the guidelines listed above, and subject to availability of grant funding for each such