Okaloosa County BOCC — August 5, 2014 — June 17, 2014 — reading text

Boyles recommended we not muddy the waters but to give clear direction on whether or not to divert staff away from existing projects. He said he believes the Board should vote on this motion. Mr. Parisot stated purchasing materials through the Purchasing Department could save significantly with not paying sales tax. Mr. Christopher responded they do anticipate making purchases through the direct payment system. He said they will work with Purchasing Manager Zan Fedorak and her staff. Mr. Christopher reiterated these are the 50% drawings and he will return when the 100% drawings are completed. Mr. Parisot clarified his motion, saying Lord & Son will have control over the project and the Purchasing Department will be allowed to work with the contractor on direct payments. Mr. Harris confirmed his second. Upon inquiry by Mr. Windes, Mr. Parisot stated this motion rules out the use of Facilities Maintenance and Public Works staff. 5 yeas. FACILITIES MAINTENANCE - CHANGE ORDER NO. 3 TO CONTRACT Cl12- 1995-FM WITH LORD & SON CONSTRUCTION, SHALIMAR ANNEX PROJECT Mr. Hofstad presented for approval Change Order No. 3 to Contract C12-1995-FM with Lord & Son Construction. He pointed out the change order document incorrectly states the change order reflects a decrease in the contract sum of $178,784.69 when in reality it is an increase to the contract by that amount. Mr. Boyles made motion to approve the change order. Mr. Stewart interjected the motion should incorporate approval for the physical document to be amended to reflect the change order as an increase. Mr. Boyles concurred, including that provision in the motion. Mr. Harris seconded the motion. 5 yeas. DISCUSSION ON FUNDING CAPITAL PROJECTS Mr. Amunds asked when the Board can see more accurate numbers on the Shalimar Annex project. He underscored the importance of having this information before borrowing money. Mr. Amunds stated six months ago the cap for all three projects (Shalimar Annex project, Crestview Courthouse renovations, and Sheriff's June 17, 2014 -17- Minute Book 71, Page 109 Okaloosa County Board of County Commissioners new building in Shalimar) was $20 Million. He said at some point we have to have the money for these projects. Mr. Christopher stated on July 15 the 100% drawings will be completed and bids for the construction of the facility should be in by the end of August. He was hopeful of having this information by the first meeting in September. Mr. Christopher spoke of a guaranteed price with value engineering to adjust the number. He said that is when they will know the price of this facility. Mr. Amunds asked if that will give the Board sufficient time to have financing in place using that scenario. He expressed concern because the Reserves are already low and questioned putting financing in place at the end of hurricane season. Mr. Padgett responded by saying if the project moves forward, we will know a range of prices so we can take care of the financing. He added that he does not want to pull any more from Reserves or any other line item. Mr. Christopher stated they are within 5% of the number the Board will get in September. Mr. John Hofstad, Public Works Director, stated they also expect a conversation relatively soon with Mark Galvin (financial consultant). He said there needs to be a capital plan in place once you put in the order for the steel ($1.5 Million cost). Mr. Harris stated we should look at the future. He said he agrees with Mr. Boyles on quality, durable construction for a building to last fifty years. He felt it was premature to lock in an amount. PUBLIC WORKS - SUBMERGED LANDS LEASE ANNUAL WET SLIP REPORT AND GROSS INCOME REPORTING FOR OKALOOSA ISLAND PIER Mr. John Hofstad, Public Works Director, requested approval to submit the Annual Wet Slip Report and Gross Income Reporting for Okaloosa Island Pier and for the Chairman to execute the associated certification. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the department head’s request. 5 yeas. HUMAN RESOURCES - FLORIDA BLUE RENEWAL Mrs. Kay Godwin, Human Resources Director, stated her request has two parts: (1) approval renewal of the employee group health insurance and Blue Medicare supplement with Florida Blue effective October 1, 2014 and (2) changing the waiting period for new employees enrolling in the employee health plan to June 17, 2014 -18- Minute Book 71, Page 110 Okaloosa County Board of County Commissioners comply with the requirements of the Affordable Care Act. She stated all Constitutional Officers, with the exception of the Sheriff, participate in the county’s insurance program. Mrs. Godwin recommended approval of the coverage at this time because of budgetary allocations. She stated Dennis Barnes and Glenn Little of Barnes Insurance and Financial (county’s medical insurance agent of record) are present this morning. Mrs. Godwin said she wants to publicly thank them for their assistance in negotiating the ProShare Agreement and keeping the county in compliance with the health care mandates. She reported this is a partnership with Florida Blue, meeting with them and the underwriters each year. This year the cost came in with a 5% increase in premiums but it was negotiated down to a 1.84% increase. With regard to the ProShare Agreement, Mrs. Godwin stated the county has received $4.8 Million in rebates in past years (2012 and 2014). The next refund will be in 2016. The ProShare Agreement returns a portion of premiums in excess of claims and administrative fees. The second portion of the HR agenda request is to amend the waiting period for new employees. Current policy states new employees become eligible for the county’s employee group health plan on the first day of the first month after 90 days of employment. The Affordable Health Care Act mandates any waiting period for participation in an employee health plan cannot exceed 90 days. She recommended this waiting period be changed to 30 days. (NOTE: Directors are eligible to participate in the employee group health plan on the first day of the first month following the date of employment. There will be no change to the eligibility period for directors.) Additionally, Mrs. Godwin stated the ProShare Agreement refund is to be used to offset the employees’ $40 contribution to the health plan. She also reported the stipend policy will remain unchanged. Mr. Amunds stated more and more counties in the state have gone to a non-smoking policy. He said if the Board adopted such a policy, no new hires could be smokers. He asked Mr. Barnes to comment on the cost for smoking cessation programs for current employees and possible savings for such a policy. June 17, 2014 -19- Minute Book 71, Page 111 Okaloosa County Board of County Commissioners Mr. Barnes replied the county’s Wellness Committee has reviewed the smoking cessation programs available to staff members. He advised that it does take time to realize a savings following adoption of a smoke-free policy. Mr. Barnes stated with Board direction, they can return with more information on the implementation steps, stressing there are very calculated steps to be taken in such a program. Mr. Boyles commented this is very interesting to him because each of us make our own personal health decisions but a group plan would eliminate those individual decisions. He asked Mr. Barnes, based on his experience in the health insurance business, if he can say the program would reduce rates and when. Mr. Barnes responded that health is unpredictable. He spoke about Gulf Power Company’s decision to go smoke free and that plan showed results at the five-year point. Mr. Barnes pointed out it is not an overnight change, again saying you must create a culture of wellness and have a five-year strategy. He said he believes it could be effective. Mr. Parisot voiced support for Mr. Barnes and Mr. Little to provide additional information on the program to the County Administrator and to the Board. Mr. Windes asked his fellow commissioners if they objected to this request for more information. There were no objections. Mr. Amunds made motion, seconded by Mr. Parisot, to renew the employee group health insurance and Blue Medicare supplement with Florida Blue and to request the Insurance Brokers work with staff to learn about procedures for a non-smoking work place. 5 yeas. Mr. Harris made motion, seconded by Mr. Boyles, to change the waiting period for new employees enrolling in the employee health plan to comply with the Affordable Care Act as outlined by the HR Director. 5 yeas. Mrs. Godwin stated pursuant to the Florida Clean Indoor Act there is to be no smoking in county vehicles or in corridors. June 17, 2014 -20- Minute Book 71, Page 112 Okaloosa County Board of County Commissioners NEW BUSINESS - APPOINTMENTS TO VALUE ADJUSTMENT BOARD Mr. Windes stated the next item is appointments to the Value Adjustment Board (VAB). Pursuant to Chapter 194.015, Florida Statutes, the VAB must consist of: * two County Commissioners and one citizen to he appointed by the BCC who owns homestead in the county and * one member of the School Board and one citizen appointed by the School Board who owns a business occupying commercial space within the school district Mr. Parisot made motion, seconded by Mr. Harris, to appoint Commissioners Harris and Boyles to the VAB. 5 yeas. Mr. Parisot made motion, seconded by Mr. Harris, to post a solicitation for citizen volunteers for the third appointment. 5 yeas. Mr. Parisot asked if citizens serving on the VAB must fill out a financial disclosure statement. Mr. Stewart replied that he will look into that. COUNTY ADMINISTRATOR Mr. Padgett advised he will be at a conference through Friday and asked for authorization for Rick Owen to sign documents in his absence. Upon inquiry by Mr, Amunds, Mr. Parisot stated the authorization will only apply to the administrative process and not financial approvals. Mr. Harris made motion, seconded by Mr. Boyles, to approve Mr. Padgett’s request and to authorize Rick Owen to sign administrative documents in Mr. Padgett’s absence. 5 yeas. PUBLIC COMMENTS None. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 11:10 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.) June 17, 2014 ~21- Minute Book 71, Page 113 Okaloosa County Board of County Commissioners