Okaloosa County BOCC — March 18, 2014 — Minutes

February 4, 2014 Regular Meeting The regular Tuesday meeting of the Okaloosa County Board of County Commissioners was called to order at 8:30 a.m. at the Crestview Courthouse. Members present were Charles K. Windes, Jr., Chairman; Nathan Boyles, Vice Chairman; Wayne Harris; Dave Parisot; and Don Amunds. Also present were Gary Stanford, Finance Director, Clerk's Office; Ernie Padgett, County Administrator; John Dowd, County Attorney; and members of the press. PRESENTATIONS - EMPLOYEE SERVICE AWARDS Mr. Padgett presented service awards to the following county employees: Ty Carhart------------ Five Years Terry Jernigan-------- Ten Years Sheri Whitman--------- Fifteen Years Larry Williams-------- Twenty Years Jimmy Williamson------ Twenty Years Gregory Burden-------- Twenty-five Years (not present) PRESENTATION OF H.E.R.O. AWARD TO BARBARA CHESTNUT Mr. Padgett asked EMT Barbara Chestnut to come forward. He told of the events of November 23, 2013, when Ms. Chestnut was transporting a very sick child, accompanied by her great grandmother, from North Okaloosa Medical Center to Sacred Heart Childrens Hospital in Pensacola. The grandmother who had legal custody of the sick child and three other young siblings was hungry, hadn’t eaten all day, and had no money to buy food. Ms. Chestnut took the grandmother to the Wendy’s restaurant next door to the hospital and bought her a meal. This act of compassion and tenderness for another person is why her department director nominated her for the Humanitarian Efforts Recognized by Okaloosa County (H.E.R.O.) Award. Ms. Chestnut was given a certificate and a round of applause. PRESENTATION OF CERTIFIED JAIL MANAGER AWARD TO LT. APRIL MCQUEEN Mr. Padgett requested Lieutenant April McQueen come forward. He stated Lt. McQueen has received national designation as a Certified Jail Manager, noting she is one of only 503 jail professionals nationwide to receive this award. Lt. McQueen has February 4, 2014 -l- Minute Book 70, Page 219 Okaloosa County Board of County Commissioners served at the Corrections Department Since 2005. She is a FDLE certified firearms instructor, holds a Bachelor of Arts degree in Criminal Justice and a Master's degree in Education Leadership, Curriculum and Instruction. Lt. McQueen was given a plaque and a round of applause. PUBLIC INFORMATION OFFICER UPDATES Mrs. Kathy Newby, Public Information Officer, opened her comments with a promo for the Okaloosa Today program which airs on Cox Channel 6. Other topics were: e Story of a Great Dane named Dozer and his trainer Angie Nousianen which form a registered Therapy Dog team. A photograph was shown of Dozer and his trainer putting travelers at ease at Northwest Florida Regional Airport. e A photograph was displayed of the officer induction for the Okaloosa County Commission on the Status of Women. e A brief commentary was given on the Eco-Nomic Living Expo held on February 1 at the Emerald Coast Convention Center. COUNTY ADMINISTRATOR UPDATE Mr. Padgett complimented staff and the agencies which worked with them during the two and half-day freeze-in last week. COMMISSIONER’S MINUTE Mr. Harris advised he has nothing this morning. Mr. Amunds echoed Mr. Padgett’s comments and thanked everyone who came out to help during the ice storm. Mr. Boyles advised he has nothing this morning. Mr. Parisot thanked Scott Henson of the Public Works Department for representing the county at the National Resource Damage Assessment meeting held in Pensacola last night. Mr. Henson provided details of a $1 Million error which had been discovered in the reef projects. PUBLIC COMMENT ON THE MEETING AGENDA No one came forward to speak. February 4, 2014 -2- Minute Book 70, Page 220 Okaloosa County Board of County Commissioners CONSENT AGENDA APPROVAL Mr. Boyles asked for Item #3 Lease Amendment #5 with the Aero FX, Inc. dba Emerald Coast Aviation at Bob Sikes Airport to be considered separately from the remainder of the agenda. Mr. Windes stated he has been advised staff desires to remove Items #19 and #20. Item #19 is a request to adopt a resolution to ensure reimbursement for costs incurred for planned construction projects. Item #20 is information relating to disbursement of Traffic Education Funds to the Okaloosa County School Board. Mr. Harris made motion, seconded by Mr. Parisot, to approve Agenda Items #1, #2, #4 through #18, and #21 through #24. 5 yeas. Mr. Gary Real, Risk Management, stated Item #18 related to a correction on the Blue Medicare Contract. He said approval was given for the contract last August but the contract pricing was not announced at that earlier meeting. Also, the contract document was presented by staff to both Mr. Amunds and Mr. Windes for signature. In order to correct the omission from August and to clarify the signature, Blue Medicare was asked to provide a new document. Mr. Real said the original document has not yet been received but it will be identical to the document scanned into today’s agenda package and identical to the document signed by both Mr. Amunds and Mr. Windes in early January. With regard to Item #3, Mr. Boyles advised he will abstain on this vote because his wife is employed by this company. He Stated there is no opportunity for financial gain for himself or a relative. Mr. Harris made motion, seconded by Mr. Parisot, to approve Item #3. Mr. Tracy Stage, Assistant Airport Director, requested Item #3 be removed from consideration to allow staff to obtain further details on the terms of the lease. Mr. Harris withdrew his motion. Agenda items approved by the above motion: 1. Public Safety: Approval of interlocal agreement with Ocean City-Wright Fire Control District for Advanced Life Support Fire Engine Partnership Program February 4, 2014 -3- Minute Book 70, Page 22] Okaloosa County Board of County Commissioners 2. IS: Amendment to Contract CO5-1165-WS with Polyengineering, Inc. to extend term of contract for completion of Task Order #111. Completion date is February 14, 2014. 4. Public Safety: Approval to pay Century Link for one outstanding invoice for $22,407.48 (September 2013) 5. Public Safety: Approval of and authorization for Chairman to execute Century Link maintenance agreement for 9-1-1 equipment software support for all Okaloosa Public Safety Answer Points; $89,693.03 6. Public Event Permit request from Emerald Coast Triathlon Club for the Bluewater Bay Duathlon to be held February 22, 2014 7. Public Safety: Approval of interlocal agreement with North Bay Fire Control District for Advanced Life Support Fire Engine Partnership Program 8. Fleet Operations: Authorization to sell certain pieces of surplus equipment at auction (three batwing mowers and one Dodge pickup truck) 9. Public Safety: Approval of interlocal agreement with Destin Fire Control District for Advanced Life Support Fire Engine Partnership Program 10. Purchasing: Request to remove forms from the Purchasing Manual and to revise the Purchasing Manual Table of Contents ll. State Attorney: Request to transfer $32,000 from reserve funding to operating supplies 12. Resolution calling for special referendum to be placed on August 26, 2014 ballot regarding economic development incentives RESOLUTION NO. 14-41 13. BCC Records: Approval of December 17, 2013 regular meeting minutes 14. Public Event Permit request from Bluewater Elementary School for Run To Play Kids Helping Kids One-Mile Run on April 25, 2014 15. Human Resources: Approve issuance of Request for Proposals for Third-Party Administration of property, liability and worker's compensation claims and approve review committee consisting of Gary Real, Risk Management; Paul Lawson, Corrections; Krystal King, Risk Management; GinNeal McVay, Human Resources; and Dave Parisot, County Commissioner 16. Human Resources: Approve issuance of Request for Proposals for employee dental, life and long-term disability insurance and approve review committee consisting of Gary Real, Risk Management; Dave Parisot, County Commissioner; February 4, 2014 -4- Minute Book 70, Page 222 Okaloosa County Board of County Commissioners Brenda Hooks, Human Resources; representative from Clerk of Courts; and representative from the Property Appraiser 17. Human Resources: Approve issuance of Request for Proposals for actuarial services and to approve selection committee consisting of Gary Real, Risk Management; Jon Morris, Alrports; Gary Stanford or designee, Clerk of Courts; and Dave Parisot, County Commissioner 18. Human Resources: Authorize Chairman to execute Blue Medicare contract; Blue Medicare rate is $275.90 per person per month 21. Finance: Budget Resolutions and Budget transfers e Resolution amending FY 2014 Budget, General Fund (FDOT Drive Sober in Destin Grant) RESOLUTION NO. 14-42 (BA #78) e Resolution amending FY 2014 Budget, Airport Enterprise Fund (USDOT FAA grant for design and construction of Aircraft Rescue and Firefighting Station at Northwest’ Florida Regional Airport) RESOLUTION NO. 14-43 (BA #79) e Resolution amending FY 2014 Budget, Airport Enterprise Fund (auto rental security rent abatement) RESOLUTION NO. 14-44 (BA #80) e Budget Transfer: Capital Outlay Construction Fund; rollover for Town of Cinco Bayou from FY 2013 to FY 2014 in the amount of $15,000; BT-14-21 e Budget Transfer: Airport Enterprise Fund; purchase of one 800 Power Sweeper, Rider; BT-14-22 e Budget Transfer: Airport Enterprise Fund; rent abatement; BT-14-23 e Budget Transfer: General Fund; payment of prior year fourth quarter funds to Baker Museum; BT-14-24 e Budget Transfer: Tourist Development Fund; West Destin Beach Restoration was not budgeted in the FY 2014 budget, move reserves to expenditure line item; BT-14-25 22. Airports: Joint Participation Agreement and signature resolution for FDOT grant to construct and eguip control tower at Destin Airport RESOLUTION NO. 14-45 23. Airports: Submission of three FY 2014 FAA grant pre- applications for Destin Airport Air Traffic Control Tower, passenger bag lifts on loading bridges at Northwest Florida Regional Airport, and replace regional boarding ramps with February 4, 2014 -5- Minute Book 70, Page 223 Okaloosa County Board of County Commissioners ground level passenger loading bridges at Northwest Florida Regional Airport 24. Water & Sewer: Approval to rent on a month-to-month basis property of Miracle Strip Lodge No. 60 of Independent Order of Odd Fellows (located at intersection of Lewis Turner Boulevard and Oddfellow Drive) while appraisals are obtained and negotiations for purchase of property are conducted GROWTH MANAGEMENT - AUTHORIZATION TO SCHEDULE PUBLIC HEARING, EXPANSION OF MID-BAY REGIONAL ACTIVITY CENTER Mr. Elliot kKampert, Growth Management Director, requested authorization to advertise a public hearing on February 18 at 6:30 p.m. to consider a request to expand the boundaries of the Mid-Bay Regional Activity Center (RAC). Mr. Amunds made motion, seconded by Mr. Boyles, to authorize the department to advertise the public hearing as outlined above. 5 yeas. TOURIST DEVELOPMENT - USE OF TOURIST DEVELOPMENT TAX REVENUES TO FUND MUSEUMS AND AQUARIUMS WITHIN DISTRICT BOUNDARIES Mr. Ed Schroeder, Tourist Development Department (TDD) Director, Stated that Section 125.0104(4) (d), Florida Statutes, allows the expenditure of tourist development taxes to fund museums and aquariums within the district boundaries. However, the county ordinance does not allow expenditure of these revenues in this manner. He recommended the Board authorize staff or legal counsel to prepare an amendment to the county’s Tourist Development Ordinance, present the proposed ordinance to the Tourist Development Council (TDC) for consideration, and return to the Board for final consideration. Mr. Harris made motion to approve the department head’s request. Mr. Parisot asked Mr. Schroeder to review the proposed changes to the ordinance with each commissioner individually. Mr. Amunds made motion to authorize staff to work this issue. Mr. Harris withdrew his motion and seconded Mr. Amunds’ motion. 5 yeas. TOURIST DEVELOPMENT - FINAL PAYMENT TO DESTIN CHAMBER OF COMMERCE FOR CONTRACT C08-1577-TDC Mr. Schroeder requested approval of the final payment to the Destin Chamber of Commerce for Contract C08-1577-TDC (invoice February 4, 2014 -6- Minute Book 70, Page 224 Okaloosa County Board of County Commissioners #45204) in the amount of $5,000. This is for the period of July 1, 2013 through September 30, 2013. Mr. Harris made motion to approve payment of the invoice. Mr. Parisot seconded with a request to amend the motion to pay contingent upon the Destin Chamber submitting a listing of how the money was spent. Mr. Harris accepted the amendment. 5 yeas. PUBLIC SAFETY - APPROVAL OF NATIONWIDE PROGRAMMATIC AGREEMENT FOR COMMUNICATIONS TOWER IN SHALIMAR WITH VERIZON WIRELESS Mr. Dino Villani, Public Safety Director, requested this item be pulled. He advised the requestor (Verizon Wireless) found the document they needed in their files. PUBLIC SAFETY - APPROVAL OF AMENDMENT NO. 8 WITH CENTURY LINK FOR 9-1-1 CIRCUIT BILLING Mr. Villani requested approval of Amendment No. 8 to Contract CO8-1671-PS with Century Link for 9-1-1 Circuit Billing. The monthly cost iS approximately $15,500. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the contract amendment and to authorize the Chairman to execute same. 5 yeas. WATER & SEWER SYSTEM - AUTHORIZATION TO OBTAIN QUOTES FOR PIPE AND OTHER RELATED MATERIALS FOR NEWCASTLE AREA WATER MAIN AND FIRE PROTECTION PROJECT Mr. Jeff Littrell, Water & Sewer System Director, requested authorization for the Purchasing Department to solicit quotes in lieu of bids for pipes and related materials for the Newcastle Area Water Main and Fire Protection Upgrade Project. He noted the department has a Community Development Block Grant (CDBG) which will pay for most of the costs. Mr. Parisot made motion, seconded by Mr. Amunds, to authorize the Purchasing Department to seek gquotes in lieu of bids for the materials needed for this project. 5 yeas. PUBLIC WORKS - REQUEST FROM DESTIN 50 BEACH ULTRA FOR SPECIAL EVENT PERMIT AND WAIVER OF FEES Mr. John Hofstad, Public Works Director, stated Destin 50 Beach Ultra has submitted a request for a special event permit for a 5K and 50-mile run on February 15-16, 2014, using the beach area at James Lee Park in Destin. The organization has also February 4, 2014 -7- Minute Book 70, Page 225 Okaloosa County Board of County Commissioners requested the event permit fees be waived. He noted the Board has waived the fees in the past three years. Mr. Harris made motion, seconded by Mr. Boyles, to approve the permit and to waive the permit event fees. 5 yeas. (NOTE: This event is a fundraiser to support the Special Operations Warrior Foundation. ) PUBLIC HEARING - REQUEST FROM MILLIGAN FIRST ASSEMBLY OF GOD CHURCH TO AMEND FLUM DESIGNATION AND REZONING DISTRICT FOR FIVE ACRES ON HIGHWAY 4 Mr. Stanford read the advertised legal notice for public hearing to consider the request of Westerra Development, Inc. as agent for Milligan First Assembly of God Church, Inc. to amend the Future Land Use Map (FLUM) designation for five acres located at 5408 Highway 4 from Rural Residential (RR) to Commercial (C) or a more restrictive designation. Further, if the FLUM amendment 1s approved, the petitioner asks for the zoning designation to be changed from Residential Rural (RR) to General Commercial (C- 3) district or a more restrictive zoning district. Because this is a quasi-judicial proceeding, Mr. Dowd asked anyone interested in speaking at the public hearing to stand and be sworn in at this time. Mr. Elliot Kampert, Growth Management Director, stated the reason for this request is the Church would like to construct a 10,000-square foot Family Life Center. The floor area ratio and impervious surface coverage in the current RR zoning will not accommodate the Church’s planned construction. Mr. Kampert reported there has been no public comment or opposition, the Planning Commission unanimously recommended approval of the request at its January 9 public hearing, and staff has no objection to the proposed changes in the FLUM and zoning district. Upon inguiry by Mr. Harris, Mr. Kampert stated the property in question is owned by the Church. No one came forward to speak in favor of or in opposition to the request. Mr. Boyles made motion, seconded by Mr. Harris, to adopt ordinances amending the FLUM designation and rezoning the subject property as advertised. 5 yeas. ORDINANCE NO. 14-02 (FLUM amendment) ORDINANCE NO. 14-03 (rezoning) February 4, 2014 -8- Minute Book 70, Page 226 Okaloosa County Board of County Commissioners FACILITIES MAINTENANCE - SHALIMAR ANNEX ASBESTOS SURVEY Mr. Amunds made motion to approve this agenda request. Mr. Windes suggested the department head provide a brief summary of his request. Mr. Don Turner, Facilities Maintenance Director, requested $8,000 be transferred from Capital Projects Reserves 301-3160 to Facilities Maintenance 0112-546620 in order to conduct an asbestos survey of the buildings to be demolished at the Shalimar Annex site. Mr. Boyles seconded Mr. Amunds’s motion. 5 yeas. FACILITIES MAINTENANCE - REQUEST FOR FUNDS FOR REMODELING THE SHERIFF’S SHALIMAR CAMPUS Mr. Turner stated there are six operating units remaining in the Shalimar Annex, three of those are Sheriff’s units. It is necessary to vacate all occupants of the Annex to adhere to a timeline for demolition of the facility and timely completion of the construction of the new building. He said the contractor has set a date of May 1, 2014 for the Shalimar Annex to be vacated and the demolition of buildings to begin. Mr. Turner stated the plan is to build a new 10,000-square foot building for the three Sheriff's units at the Sheriff's Shalimar Campus. Because the footprint of the new building at the Sheriff's Campus is smaller than the space currently occupied by his units in the Annex and the necessity of vacating the facility, it will be necessary to provide temporary and permanent working space at the Sheriff's complex. Funding is needed for materials to remodel the space. Also, in order to expedite completion of this space, funding is needed for overtime, temporary labor, and to outsource some of the work, 1f needed. He requested an amount not to exceed $150,000 to expedite the remodeling at the Sheriff’s campus. The funds were requested to be transferred from Capital Projects Reserves 301- 3160 to the Sheriff’s Shalimar Remodel 301-3120 account. Mr. Parisot asked for an explanation of this statement in the agenda request, “The cost to extend the necessary leases for the additional three months would likely be more than $80,000 per month, or almost $250,000.” Mr. Turner replied the $80,000 figure is relative if the Shalimar property is not vacated and people must remain there. He said it is based on the $960,000 annual lease payment. February 4, 2014 -9- Minute Book 70, Page 227 Okaloosa County Board of County Commissioners Mr. Parisot expressed concern about the in-house work to be carried out by the Facilities Maintenance staff. He said their primary duty is to maintain the current facilities. Mr. Amunds commented that it is his understanding the Sheriff's Office will be responsible for the remodeling and Don Turner and his staff will assist with pulling permits. He added the majority of this will be done with inmate labor. Mr. Turner stated the electrical, mechanical and plumbing work will be done by Facilities Maintenance personnel and Facilities Maintenance will manage the resources. He stressed that he does not intend to spend $150,000. Upon inguiry by Mr. Parisot, Mr. Turner estimated $30,000 in staff overtime. Mr. Parisot pointed out there is another item later on the agenda regarding additional funding to provide office spaces for Guardian ad Litem at the old Fort Walton Beach Hospital. He said that project is also to be done in-house and questioned Mr. Turner's ability to do this work with limited staff. Upon inquiry by Mr. Parisot, Mr. Turner answered there will be no impact because the preparation of office space at the old hospital for Guardian ad Litem is almost complete, noting all that is left is installation of carpet. Mr. Parisot responded, “But you are just now asking for approval.” Mr. Turner replied it was just labor and he was not trying to get ahead of the Board. Mr. Parisot voiced his uneasiness regarding the funding requests presented by Facilities Maintenance. He said the reguests on today’s agenda total $218,000 to be taken from Capital Projects Reserves. He said currently the balance in that fund is $606,000 and another payment of $400,000 must be made to the Meigs Trust. Mr. Parisot was troubled about overspending that fund. Mr. Turner stated the amounts requested are all estimates and they are as accurate as can be at this time. He announced at this time that Larry Phillips, who was hired to provide technical assistance for the Crestview Courthouse design project, is present this morning. Mr. Turner stated $32,000 was requested for technical assistance but only $15,000 has been spent. He said he does not expect to spend more than $20,000 and will be returning the surplus funds. Continuing, Mr. Turner stated he expects to have surplus funds in these other requests as well. February 4, 2014 -10- Minute Book 70, Page 228 Okaloosa County Board of County Commissioners Mr. Amunds said perhaps Mr. Parisot would be content to approve only $100,000. Mr. Parisot stressed the importance of the cumulative effect and said a workshop to address facilities is needed. He said there should be a serious discussion about how much debt service the county will incur. Mr. Parisot commented that talk about the old Fort Walton Beach Hospital creeps in every now and then but it is not being discussed today. Mr. Turner underscored the importance of the Board making a decision today. He pointed out the Board decided at the last meeting to extend the lease at Uptown Station for one year for the Property Appraiser and Tax Collector. Mr. Turner stated the deadline for completing the new facility in time to move these two officials in is already a weight on him. He reiterated the date to begin demolition of the Shalimar Annex is May 1. Mr. Boyles stated he will echo some of Mr. Turner’s comments. He said the picture is becoming clearer. Mr. Boyles stated the big picture is providing a facility for the next thirty years. He conceded the Guardian ad Litem work is of a temporary nature but feels we must look at the big picture. Mr. Boyles said he is supportive of the request and made motion, seconded by Mr. Amunds, to approve a not-to-exceed budget transfer of $150,000 from Capital Projects Reserves to the Sheriff’s Shalimar Remodel Project with the understanding all expenditures will follow Purchasing Policy. 5 yeas. FACILITIES MAINTENANCE - SELECTION OF PREFERRED DESIGN CONCEPT FOR CRESTVIEW COURTHOUSE PROJECT Mr. Turner said he has for presentation the design concepts prepared by Mr. Phillips for Board consideration. He advised that he and Mr. Phillips met with all the user groups to develop the plans. Mr. Turner emphasized these are not plans for construction but ideas for development. He said they are basically concepts for small, medium, and large scale renovation and expansions of the Crestview Courthouse. Once a decision is reached on the scope, the department will turn it over to the design contractor. Mr. Amunds stated previous talk was to add an additional courtroom to the Courthouse but the concept drawings for renovation/expansion of the Courthouse and the two. other projects is becoming “pricey.” He also felt it has gotten out of control, saying he could support $200,000 or $300,000 but not $17 Million. February 4, 2014 -11- Minute Book 70, Page 229 Okaloosa County Board of County Commissioners Mr. Harris said he appreciates Mr. Amunds comments but he takes an opposite opinion. He stated the Crestview Courthouse is woefully out of date. Continuing, he said money is continually thrown at Shalimar but this facility gets left out. Mr. Harris advised that he is not supportive of putting a band-aid on a hemorrhaging wound but wants to build a facility for the next thirty to fifty years. He said he cannot throw a couple of dollars at North County and build a new facility in South County. Mr. Harris stated he supports Option #3. Mr. Windes requested Mr. Turner continue with his presentation. Mr. Turner stated the Crestview Courthouse was built in 1953 and the end towers were added in 1962-63, Upon inquiry by Mr. Boyles, Mr. Turner stated the Shalimar Annex was constructed in 1974. Mr. Boyles interjected the Crestview Courthouse was built during segregation and before air conditioning. Mr. Harris added the population at the time of construction was under 50,000 with most of the citizens living in North County; thus, the reason for it being the County Seat. Mr. Turner stated the Courthouse was built before the Americans with Disabilities Act (ADA) and the elevator in the facility is not ADA compliant. Another issue is improper inmate holding facilities. Mr. Harris pointed out that during court some of the people on trial are sitting with witnesses. At this point, Mr. Parisot asked to see the design concept drawings. Several topics of discussion continued throughout Mr. Turner’s presentation of the drawings. These included additional parking, security, and fitting a function to a space rather than moving walls. Option #1 would provide additional space as follows: ground floor (basement) - 610 square feet; first floor - 5770 square feet; second floor - 6270 square feet for a total area of 12,650. 50% of the existing facility would be renovated with the most dramatic changes occurring on the court floor (second floor). The only work in the basement would be providing an ADA connection/elevator. The entrance would be on Main Street. Upon inguiry by Mr. Parisot, Mr. Turner estimated this option at S5 Million to $8 Million. He said the remainder of the asbestos in the building must be remediated and a fire sprinkler system may be required. Mr. Turner stated they plan to make the spaces in the building operationally functional. He said the building February 4, 2014 -12- Minute Book 70, Page 230 Okaloosa County Board of County Commissioners should be arranged for operations that serve the public. Mr. Turner noted the ideal solution is to tear down the building and start again but the cost for that option would be $30 Million to S40 Million. Mr. Harris stated demolishing the Courthouse is not an option. He said when the subject was first discussed, the plan was to spend $10 Million on the Courthouse and $10 Million on the Shalimar Annex but now the plan is to tear down the Shalimar Annex and build a new facility. Mr. Harris also pointed out a new annex extension was built in Fort Walton Beach on Lewis Turner Boulevard at a cost of $30 Million. Mr. Amunds stated the purpose of tearing down the Shalimar Annex is to save on rents. The money going to lease rentals would be used to fund the new building. He said it seems to him the cart is being put ahead of the horse. Mr. Amunds used an analogy of needing a new car, saying the money you have will determine if you can buy a Chevrolet (or Ford) or a Cadillac. He stated the Gollar amount should first be determined then work the space into it. Mr. Harris agreed the original plan for the Shalimar Annex was to mitigate rents but then we wound up with a $30 Million building in Fort Walton Beach. He stressed the county must build for tomorrow. Mr. Parisot agreed with Mr. Amunds’ response on using lease payments as the funding source for the Shalimar project. He continued by addressing the topic of the OCWS becoming a commercial renter when county offices are moved out of the Water & Sewer Administration Building, extended financing for the Courthouse renovation, and his opinion the county could not handle $25 Million in indebtedness for these projects. Mr. Parisot said the ideas have mushroomed and a cap should be set. He felt the county should get rid of the fancy stuff and stick to form, fit and function. Mr. Boyles stated there are two approaches: find out how much you can afford and then build or build what you need regardless of the cost. He said no substantial amount of money is being spent right now and we are working forward. Mr. Boyles stated that by selecting a preferred design option, we can begin to develop the cost estimates. He did not see that it would be possible to get there in one vote or in one meeting, saying we will make little decisions to shape it. Continuing, Mr. Boyles February 4, 2014 -13- Minute Book 70, Page 231 Okaloosa County Board of County Commissioners stated that he believes we are where we need to be and the Board has done the same thing in Shalimar. He urged the commissioners to let this process go forward. Mr. Windes agreed with Mr. Boyles and said we cannot wait three or four months before making a decision. He said the cost of Option #1 is $5 Million to $8 Million and he is not sure that option meets the goal. Mr. Turner pointed out that Option #1 will not separate inmates from the public, explaining the inmates will have to walk through public space to get to Courtroom A. He added Option #1 adds only one courtroom and provides for today’s needs. Mr. Harris stated Option #1 hinders ADA and could put the county back into the same situation as the lawsuit which was filed because the Shalimar Annex was not ADA compliant. Mr. Turner also pointed out a lawsuit was filed regarding safety issues at the Shalimar Annex. Mr. Boyles pointed out he has been the Board’s liaison to the Crestview Courthouse Task Force and he gathered from. the stakeholders that if Option #1 is the only one considered, they prefer to do nothing. They did not consider Option #1 to be a wise expenditure of funds and voted this option as being unsuitable. Mr. Boyles stated the Task Force voted for Option #3. Mr. Boyles made motion, seconded by Mr. Harris, to take Option #1 off the table. Mr. Amunds stated he is not saying Option #1 will or will not work but his thing is the dollar amount. He stressed he does not support spending $12 Million to $20 Million. Mr. Parisot stated a RFQ was expedited and only two bids were received. He asked what is taking so long. Mr. Boyles replied that he is a member of the selection committee and feels it is working very well. He pointed out hiring Mr. Phillips to provide architectural technical assistance has been cost effective. Mr. Parisot suggested cancelling the RFQ. Mr. Boyles replied the RFQ is for a construction contractor. Mr. Boyles again asked for the process to be allowed to move forward. 5 yeas. Mr. Turner stated Option #2 is the “middle size” option, adding 15,825 square feet of new space. He said inmate holding facilities would be more centralized in the building and there would be a new public elevator from first floor to basement. Upon inquiry by Mr. Amunds, Mr. Turner stated the cost of this option is in the range of $7 Million to $10 Million. He said February 4, 2014 -14- Minute Book 70, Page 232 Okaloosa County Board of County Commissioners there would be extensive renovation on the court floor but there would not be any elbow room. It would provide a third courtroom but that only meets today’s needs. Mr. Turner reported the workload in Okaloosa County is higher than any other in the First Judicial Circuit. He said the district has been approved for two new judges but the funding for them has not yet been allocated. Upon inquiry by Mr. Parisot, Mr. Phillips stated there are six courtrooms in Fort Walton Beach. Mr. Parisot said he believes it is a scheduling issue. Mr. Boyles responded that scheduling meetings for the Board is quite different than scheduling for court cases. He explained many times an issue is not settled until it is set for trial. Mr. Boyles stated you don’t want to double book court cases like the airlines double book flights. He emphasized that we are not experts on judicial matters and it is not our job to tell the judges how to schedule trials. Mr. Boyles felt Option #3 is much closer to what we will need for the next few decades. Mr. Turner stated Option #3 will add approximately 24,200 square feet of new space. It has jury deliberation rooms and judges’ chambers on the second floor. This plan completely and entirely separates the inmates from the public. It also provides for a new third floor which would contain two additional courtrooms. Mr. Harris spoke about growth in North County. He stated there is 67,000 square feet of space at the Annex and asked Mr. Turner how much space is at the new facility on Lewis Turner Boulevard, to which Mr. Turner replied 84,000 square feet. Upon further inguiry by Mr. Harris, Mr. Phillips answered there are 44,000 square feet of space in the Crestview Courthouse. Mr. Harris said there iS no parity. He stated with the additional courtrooms in Crestview, there could be significant savings realized by not transporting inmates from the County Jail in Crestview to court in Fort Walton Beach. Mr. Turner advised the projected costs for Option #3 is $8 Million to $12 Million. Mr. Windes asked if there are architects who specialize in designing courthouses that we could call on to help answer questions. Mr. Turner replied in the affirmative and noted the design team for the new judicial facility brought one in and he still has those working papers. He stated they could provide some value engineering. Mr. Turner also said they learned some valuable lessons during the construction of the new judicial facility on Lewis Turner Boulevard. Upon inguiry by Mr. Windes, February 4, 2014 -15- Minute Book 70, Page 233 Okaloosa County Board of County Commissioners Mr. Turner said a portion of the additional floor in Option #3 could be shelled out and the fourth courtroom could be developed when we get another judge. Mr. Amunds stated it would be helpful for him to know the tweeked costs for Option #2 and Option #3. He said if, for example, Option #2 was $6 Million and Option #3 turned out to be $7 Million, it would be easier to make a decision. Mr. Amunds asked if those numbers could be provided before a vote. Mr. Harris stated if there is any delay it is because of the Board. He said we beat this thing to death each time it comes up. Mr. Harris made motion, seconded by Mr. Boyles, to accept Option #3 in theory. Mr. Windes concurred this is conceptual. 3 yeas 2 nays (Mr. Amunds and Mr. Parisot voted no). FACILITIES MAINTENANCE - SHALIMAR ANNEX PROJECT, DIRECTION REQUESTED ON ELEVATION AND DESIGN CONCEPT Mr. Turner stated two possible layout options are being presented. One is a single-floor with three-story attached tower and identified as Scheme A-1+3. The second is a two-story facility and identified as Scheme B-2+2. Mr. Turner pointed out Scheme A is cheaper to build. Upon inguiry by Mr. Parisot, Mr. Turner said he does not know the price tag for Scheme A. Mr. Parisot stated this new facility is basically an office building. Mr. Pat Balish, DAG Architects, provided the elevation drawings and details of both options. The explanation included the projected locations of the various entities. The exterior of the building would be brick veneer. Scheme A would provide 63,042 square feet of space. Scheme B would provide 65,389 square feet of space. Mr. Steve Christopher of Lord & Son Construction joined in the discussion on the two options. Upon inquiry by Mr. Parisot, Mr. Christopher estimated the cost of Scheme A at $12 Million. Mr. Harris made motion, seconded by Mr. Boyles, to provide conceptual approval to Scheme A-1+3. 4 yeas, 1 nay (Mr. Parisot voted no.) February 4, 2014 -16- Minute Book 70, Page 234 Okaloosa County Board of County Commissioners FACILITIES MAINTENANCE - FUNDING REQUEST TO FINISH SPACE FOR CLERK'S RECORDS DIVISION AT COURTHOUSE ANNEX EXTENSION Mr. Turner requested approval for funding in the amount of $50,000 to remodel the empty courtroom shell space at the Courthouse Annex Extension on Lewis Turner Boulevard for use by the Clerk of Courts Records Division. The Clerk’s Records Division is one of the entities still in the Shalimar Annex. The funding request is to transfer $50,000 from Capital Projects Reserves 301-3160 to Clerk of Courts Project 301-3160. Mr. Boyles made motion, seconded by Mr. Harris, to approve the funding request. Mr. Padgett said he needs to clarify that the judges have not gone on record to agree with us in taking the courtroom but they do understand the direction the Board needs to go. Discussion ensued regarding the Board’s responsibility for providing courtrooms. Mr. Boyles stated his motion stands. 5 yeas. FACILITIES MAINTENANCE —- DIRECTION REQUESTED WITH REGARD TO SELECTING CONTRACTOR FOR NEW SHERIFF’S BUILDING IN SHALIMAR Mr. Turner stated there are two options for the type of contract for this new facility: (1) Contract Management or (2) Hard Bid. He recommended soliciting for a contract manager. Mr. Amunds made motion, seconded by Mr. Harris to authorize advertising for a contractor to construct the new Sheriff's building in Shalimar utilizing contract management rather than a hard bid. 4 yeas, 1 nay (Mr. Parisot voted no). FACILITIES MAINTENANCE - FUNDING REQUEST FOR TEMPORARY OFFICES FOR GUARDIAN AD LITEM Mr. Turner requested $10,000 be transferred from Capital Projects Reserves 301-3160 to GAL Temporary Space account 301- 3120. He said the funds will be used to provide temporary office space for the Guard ad Litem Program in the former EMS Supply space at the old Fort Walton Beach Hospital. Mr. Boyles made motion, seconded by Mr. Harris, to approve this request. 5 yeas. OLD BUSINESS - TAX INCREMENT FINANCING UPDATE Mr. Mike Chesser stated he has provided the Tax Increment Financing (TIF) package to everyone and he went door-to-door discussing it prior to the meeting. He briefly reviewed how the TIF concept was brought forward. February 4, 2014 -17- Minute Book 70, Page 235 Okaloosa County Board of County Commissioners Mr. Amunds asked if the TIF projects could be identified. Mr. Chesser replied there is one project for this North County TIF proposal and that is a by-pass on the south side of Crestview. Mr. Harris asked if the City of Crestview has adopted a resolution supporting the TIF. Mr. Eric Davis, Crestview Planning Official, stated the City is waiting to see what action the Board takes. Upon inquiry by Mr. Parisot, Mr. Chesser stated a referendum is not required. Mr. Dowd referred to the ordinance drafted by Mr. Chesser and expressed concern about the five-member Board of Trustees. The composition of the Board would change annually with one year 3 commissioners and 2 city councilmen sitting as trustees and the next year it would be 3 city councilmen and 2 commissioners. Mr. Chesser stated when the Mid-Bay Bridge Authority proposed the Mid-Bay Bridge project it gave Jim Vest and the task force the authority to build the bridge and got out of their way. He said the members of the TIF working group want to get away from the concept of an annual political football and, hopefully, “we will get out of the way” and let the group get the by-pass done. Discussion ensued regarding direction to Mr. Dowd about refining the proposed ordinance, use of gas tax funds for road projects, interlocal agreements with cities, and concern about dual taxation issues. Mr. John Hofstad, Public Works Director, came forward and stated he feels the panel may be losing sight of the issue because it is a very narrowly defined project. He said there is no cherry picking of projects. Mr. Hofstad stated the very specific purpose of the TIF is the P.J. Adams/Antioch Road Corridor. He referred to the concerns expressed about the city council trumping county concerns and again stressed this is set up fora specific project. Mr. Hofstad pointed out both the city and county have jurisdiction along this corridor. Mr. Amunds requested an opportunity, as liaison commissioner to the League of Cities, to bring this item to the League for discussion. February 4, 2014 -18- Minute Book 70, Page 236 Okaloosa County Board of County Commissioners Mr. Chesser said he needs the Board to tell him if they believe this TIF is a good idea or does he need to close his briefcase and go do something else. He stated if this TIF is successful, he will propose a TIF for South County and possibly look at the Brooks Bridge as the project. Mr. Harris stated he does not understand why all other cities in the county would be involved in this. Mr. Dowd attempted to explain past issues regarding dual taxation which centered around the budget for the Sheriff. He said if new ad valorem tax assessments are directed to the TIF and the cost for operation of the Sheriff's Office increases, the cities not in the TIF could construe that the additional financial burden for operation of the Sheriff’s Office is unfairly distributed. Mr. Parisot referred to the “recapture rule” used by the Property Appraiser. Mr. Harris remarked that in the military they had a Saying about “stepping on piss ants while elephants are flying by.” He said this is not defining the program but looking at the concept and the group wants to know if the plan sounds good. Mr. Harris asked, “Can we move forward? Is there an interest?” Mr. Elliot Kampert, Growth Management Director, remarked this is the third time this has come before the Board. The first time was to authorize staff to participate. The second time was to discuss at the staff level if the TIF was possible and feasible. He said we are now here to determine interest. Mr. Kampert stated now this is the time for additional legal review. He Said we are asking for a green light to go to the next level. Mr. Amunds responded that he is interested in going forward to the next level. Mr. Boyles asked Mr. Chesser what he needs. Mr. Chesser answered that he needs to take the Board’s action to the City of Crestview and say the county supports it. He said it is time to get off the dime and do something. Mr. Chesser stated he needs to quit working on this if the Board is not interested. Mr. Boyles made motion, seconded by Mr. Harris, to authorize staff to bring back a proposed ordinance at a future date. The ordinance can be reviewed, adjustments made if necessary, anda time set for public hearing. 5 yeas. February 4, 2014 -19- Minute Book 70, Page 237 Okaloosa County Board of County Commissioners FACILITIES MAINTENANCE - DISSOLUTION OF CRESTVIEW COURTHOUSE TASK FORCE Mr. Turner asked for consideration of dissolving the Crestview Courthouse Task Force. Mr. Boyles made motion, seconded by Mr. Harris, to dissolve this task force. 5 yeas. Upon inquiry by Mr. Amunds, Mr. Turner stated the Shalimar Annex Task Force was previously dissolved. PUBLIC COMMENTS Mr. Harold LaFountain, Crestview, asked the Board if they knew that anyone living in a residential home could have a shooting range in his back yard and there is nothing you can do about it. He referred to Chapter 790.15 of the Florida Statutes. Mr. LaFountain stated he would like to be present to hear the interviews with the candidates for the County Attorney position. Mr. Windes advised him it is opened to the public and the HR Director can provide him with the date and time of those interviews. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 11:40 a.m. DON W. HOWARD CHARLES K. WINDES, JR., CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) February 4, 2014 ~20- Minute Book 70, Page 238 Okaloosa County Board of County Commissioners