Okaloosa County BOCC — May 7, 2013 (meeting #1140) — reading text

Mr. Boyles suggested this would be a good time to discuss Mr. Windes’ comments expressed during the Commissioner’s Minutes segment from earlier in the meeting. Mr. Amunds said before the Board takes up that discussion he would like a status report on hiring the individual for internal risk assessment. Mr. Parisot stated there has been no advertisement for this internal position. Mr. Boyles said the firm of Carr, Riggs & Ingram (CRI) has been performing the internal audit function. Continuing, Mr. Boyles said based on the presentation, the Airports Departments has some issues that warrant closer scrutiny. Mr. Parisot felt part of the job CRI was tasked with was to bring back an assessment and he believes it would be premature to direct them to this department. He noted that he has asked Mr. Padgett and Interim Airports Director Dino Villani to place an item on the next agenda regarding the Destin Airport leases which are in arrears. Mr. Windes stated the county is in the process of hiring a new Airports Director and issues should be straightened out before that individual is hired. Mr. Harris agreed, saying he believes the Board should focus on the enterprise funds and correcting issues. He asked if the Chairman would like a motion and noted this firm has already been hired to do the job. Mr. Boyles said in his mind it is appropriate, because the Board has a contract with CRI, to direct them if the commissioners receive sufficient information to do so. He stated that Mr. Windes recommended CRI be assigned to review the Airports Department for a risk assessment and he agrees with that recommendation. Mr. Boyles added that he is more comfortable with providing that directive in the form of a motion. May 7, 2013 -6- Minute Book 69, Page 109 Okaloosa County Board of County Commissioners Mr. Amunds noted that Mr. Padgett has spoken with Mr. Villani and asked if he can provide additional information. Mr. Padgett replied there are two leases in question, saying he has met with those individuals. He agreed with Mr. Boyles about resolving those lease issues. Mr. Boyles said he believes what Mr. Windes is referring to is bigger than the two leases and CRI should be directed to “sniff around.” Mr. Amunds suggested placing the item on the agenda rather than “pulling anything out of the air.” He also commented that Airports will be included in the audit and a risk assessment should be done. Mr. Parisot said he does not think the Board has all the information back from CRI yet about where to look for risks. Mr. Windes responded the Board should direct the contractor where to look. Mr. Harris said he does not think it would be a violation of the contract to direct CRI. Mr. Dowd commented the Board has the right to emphasize that area. Mr. Parisot contended that he still wants this as an agenda item and more information before a vote is taken. Mr. Windes made motion, seconded by Mr. Parisot, to place this issue on the agenda for the next meeting. Mr. Amunds remarked the item will be placed on the agenda and no vote was taken on the motion. Mr. Boyles referred to minor findings/comments regarding the Water & Sewer Department and the Clerk of Courts. He said the issues regarding Airports and the TDC are being addressed. Ms. Balent said the findings for the TDC and the Convention Center relating to advertising mirror those of the Auditor General's Office. Mr. Boyles said he would like to hear from the Water & Sewer Director and the Clerk. Mr. Jeff Littrell, Water & Sewer System Director, acknowledged that year-end was not organized as they would have liked it. He said a new Financial Manager has been hired and written procedures will be put into place. Upon inquiry by Mr. Parisot, Mr. Littrell replied the position which joined the duties of IT Supervisor and Customer Service Supervisor has been split. He said they agree with the auditor’s comments and recommendation. Mr. Don Howard, Clerk of Courts, stated the findings in the CAFR were in response to the TDC audit by the Auditor General’s Office. He said he thinks when there is an audit prior to the May 7, 2013 -7- Minute Book 69, Page 110 Okaloosa County Board of County Commissioners end of the year, there is a requirement to make that known in the CAFR. Mr. Howard stated he can tell the Board that the Clerk's County Finance Department and the Finance Department for the Clerk’s Office began making changes before the Auditor General conducted his audit because of what was revealed in Mr. Stewart's report. He advised that all issues have been addressed with regard to the findings in the Clerk’s Office. Mr. Howard also said his Internal Auditor is working on risk assessment issues on these two finance operations. VISITOR - GORDON FORNELL, MID-BAY BRIDGE AUTHORITY'S FY 2014 BUDGET Mr. Gordon Fornell, Chairman of the Mid-Bay Bridge Authority, presented the Authority’s FY 2014 budget and accompanying resolution (Mid-Bay Bridge Authority Resolution No. 2013-10). Operating expenses for the coming fiscal year are identified as follows: Administration----------- $207,300 Operations--------------- 431,900 Trustee Fees 62,000 TOTAL $701,200 Mr. Harris made motion, seconded by Mr. Windes, to approve the Authority’s FY 2014 budget and to accept its accompanying resolution which certifies the budget as adopted by the Mid-Bay Bridge Authority on May 2, 2013. 5 yeas. CONSENT AGENDA APPROVAL Mr. Parisot requested Item #8 be pulled for discussion: 8. Sheriff: LETF disbursements—Choctawhatchee District Boy Scouts of America, $500; Emerald Coast Crime Stoppers, $500; St. Jude's Children’s Research Hospital, $500; and City of Niceville $350 for second quarter FY 2013 disbursement Mr. Parisot said he does not feel the $500 request for the Boy Scouts to purchase “wind feathers” and the §500 contribution to the St. Jude’s Children’s Hospital which is located in Tennessee meet the requirements outlined by the statutes. Mr. Boyles stated the Board did receive the Sheriff's certification that these requests where in compliance with the provisions of Section 932.7055, Florida Statutes. Continuing, May 7, 2013 -8- Minute Book 69, Page 111 Okaloosa County Board of County Commissioners he said the Board adopted a policy for processing the LETF expenditures which includes certification by the Sheriff and verification the proposed expenditures are within the approved cap. Mr. Amunds agreed but stated a commissioner does have the right to question the expenditures. Mr. Boyles agreed that a commissioner has the right to question an item. Mr. Parisot read from the Statutes and again said he does not believe the distribution to the Boy Scouts or St. Jude's Children’s Hospital meet the requirement. He added the ultimate decision is with the Board and he is not going to stick his neck out. Mr. Amunds said he also had concerns and spoke with Undersheriff Don Adams about those concerns. He asked Mr. Adams to come to the podium to comment. Mr. Adams stated the Sheriff believes the precepts of the Boy Scouts support crime prevention and the majority of their activities are no different than those of the Girls and Boys Clubs. He said the interpretation of the Statutes is subjective, adding when the request was received from the Boy Scouts, they would have felt remiss in not supporting them. With regard to the contribution to St. Jude’s, he said this is an annual donation in conjunction with the Cumulus versus Cops fundraiser which has been supported by the Okaloosa County Sheriff's Office for many years. Mr. Adams pointed out that event is a crime prevention platform. He reiterated it is a subjective determination and the Sheriff believes it meets the criteria. Mr. Amunds felt more attention to details should be paid in completing the form. Mr. Adams agreed, saying how the event contributes to crime prevention should be spelled out. Mr. Harris stated he supports the contributions to the Boy Scouts and St. Jude’s Hospital. He said we are talking about money taken from criminals and giving back to children who may have been affected by criminal activities. Mr. Harris made motion, seconded by Mr. Windes, to approve all the LETF disbursements listed on the agenda. Mr. Adams said they will try to do a better job in articulating to the applicants the importance of describing how their activity/event helps with crime prevention. Mr. Parisot renewed his concern the applications did not conform to the statutory criteria. Mr. Adams replied that he will prepare an addendum for those May 7, 2013 -9- Minute Book 69, Page 112 Okaloosa County Board of County Commissioners requests. Mr. Harris pointed out the top law enforcement officer of the jurisdiction has certified the applications and he agrees with him 100%. Mr. Boyles reviewed the compromise that was reached on the LETF expenditures. He said the Sheriff is confined to limited purposes, is provided a cap for expenditures, and gives his certification. Mr. Boyles remarked the commissioners “don’t need to get lost in the weeds” on this issue and said that was the purpose behind the procedure and compromise. He questioned the “nit picking” of a $300 Million budget. Mr. Amunds asked Mr. Adams to present the addendum on this agenda request at the next meeting. The vote was taken on the motion to approve the expenditures— 4 yeas, l nay. (Mr. Parisot voted no.) Mr. Parisot made motion, seconded by Mr. Boyles, to approve the remaining items on the Consent Agenda (Items #1 through #7 and #9 through #22): 1. Approval of Minutes for March 4, 2013 Special Meeting; March 5, 2013 Regular Meeting, March 19, 2013 Regular Meeting; and March 28, 2013 Special Meeting 2. Budget resolutions and transfers: (a) Resolution amending FY 2013 Budget, General Fund (cost allocation) RESOLUTION NO. 13-72 (BA #100) (b) Resolution amending FY 2013 Budget, General Fund (Florida Department of Economic Opportunity Neighborhood Stabilization Program Grant, Modification #8 ) RESOLUTION NO. 13-73 (BA #101) (c) Resolution amending FY 2013 Budget, Airport Enterprise Fund (U.S. FAA grant, additional funding to expand terminal concourse at Northwest Florida Regional Airport) RESOLUTION NO. 13-74 (BA #102) (d) Resolution amending FY 2013 Budget, Airport Enterprise Fund (U.S. FAA grant, additional funding for constructing west side parking lot at Northwest Florida Regional Airport) RESOLUTION NO. 13-75 (BA #103) May 7, 2013 ~10- Minute Book 69, Page 113 Okaloosa County Board of County Commissioners (e) Resolution amending FY 2013 Budget, Self-Insurance Fund (general liability premiums, subrogation income and insurance proceeds) RESOLUTION NO. 13-76 (BA #104) (f) Budget transfer in the General Fund, contract with Colin Baenziger & Associations, BT-13-32 3. Request from Barefoot Weddings, Inc. for a Qualified Beach Vendor Certificate for calendar year 2013 4. Request from Big Day Weddings for a Qualified Beach Vendor Certificate for calendar year 2013 5. Request from Coastal Beach Service for a Qualified Beach Vendor Certificate and Qualified Beach Vendor Beach Vehicle Permit for calendar year 2013 6. Request from Sunset Beach Service for a Qualified Beach Vendor Certificate and Qualified Beach Vendor Beach Vehicle Permit for calendar year 2013 7. Request from Simple Destin Weddings for a Qualified Beach Vendor Certificate for calendar year 2013 9. Proclamation designating May 19-25 as National Public Works Week 10. Special Event Permit request from Gregg Chapel AME Church for use of Marler Park for luncheon on May 17, 2013 11. Special Event Permit request from Emerald Coast Chapter of U.S. Lifesaving Association for 2013 5K family fun run for the Junior Lifeguards, Newman C. Brackin Park on May 31, 2013 12. Public Event Permit request from Truth Evangelist Ministries for Rice & Bean Rumble 5K on May 25, 2013 13. Purchasing: Add Appendix to Purchasing Manual addressing Federal Transit Administration requirements 14. Sheriff: Authorization