Okaloosa County BOCC — May 17, 2016 — April 19, 2016 Regular Meeting — reading text

County Commissioners 26 . Public Works : Request fro m Tropical Beach Weddi n gs Florida LLC for Qualified Beach Vendor Certificate for calendar year 2016 27 . Public Works : AVCON , Inc . Task Order #5 for Bl u e water Bay Area Stormwater Mitigation Improvements Project for a not- to-exceed amount of $98 , 204 28 . Tourist Development : Authorization for Purchasing Manager to execute LoCash concert contract ; approve use of procurement methods other than contract payment form ; approve advance payment of $7 , 5 0 0 to Creative Artists Agency on or before April 22 , 2016 ; and approve advance payment of $7 , 500 to LoCash Cowboys Touring Inc . on or before May 12 , 2016 29 . Tourist Development : Payment of Okaloosa Island Fire District Invoice #112812-65 in the amount of $2 , 115 for fire watch services for Athletic Championships held on April 2 - 3 , 2016 30 . Water & Sewer : Proclamation designating May 1-7 , 2016 as Drinking Water Week 31 . Water & Sewer : Payment of unpaid Mackay Communications invoices totaling $5 , 840 . 92 5 yeas . 18 . Purchasing : Recommendation to award bid for t wo one-ton trucks to Hub City Ford at a total cost of $70 , 592 Mrs . Zan Fedorak , Purchasing Manager , stated the Water & Sewer Department has advised her that sufficient funds are not available for the purchase of two trucks . She said this agenda request has been amended to approve the purchase of one one-ton truck from Hub City Ford . Mrs . Fedorak co n firmed the vendor will honor the per vehicle bid price of $35 , 296 . Mr . Harris made motion , seconded by Mr . Boyles , to approve the amended request for the purchase of one truck from Hub City Ford for $35 , 296 . 5 yeas . OLD BUSINESS BOND RESOLUTION FOR CONSTRUCTION OF NEW COURTHOUSE Public Works Director Jason Autrey reported all employees have been moved out of the Okaloosa County Courthouse in Crestview and detailed where the offices/employees have been relocated . He stated court cases involving inmates will be held at the Fort Wal ton Beach Courthouse Extension while " milder" hearings will be held at the Water & Sewer Building and the Brackin Building . Mr . Autrey said there is still some equipment to be inventoried April 19 , 2016 -6- Minute Book 74 , Page 200 Okaloosa County Board of County Commissioners 26 . Public Works : Request from Tropical Beach Weddings Florida LLC for Qualified Beach Vendor Certificate for calendar year 2016 27 . Public Works : AVCON , Inc . Task Order #5 for Bluewater Bay Area Stormwater Mitigation Improvements Project for a not- to-exceed amount of $98 , 204 28. Tourist Development : Authorization for Purchasing Manager to execute LoCash concert contract ; approve use of procurement methods other than contract payment form ; approve advance payment of $7 , 500 to Creative Artists Agency on or before April 22 , 2016 ; and approve advance payment of $7 , 500 to LoCash Cowboys Touring Inc . on or before May 12 , 2016 29 . Tourist Development : Payment of Okaloosa Island Fire District Invoice #112812-65 in the amount of $2 , 115 for fire watch services for Athletic Championships held on April 2-3 , 2016 30. Water & Sewer : Proclamation designation May 1-7 , 2016 as Drinking Water Week 31. Water & Sewer : Payment of unpaid Mackay Communications invoices totaling $5 , 840 . 92 5 yeas . 18 . Purchasing : Recommendation to award bid for two one-ton trucks to Hub City Ford at a total cost of $70 , 592 Mrs . Zan Fedorak , Purchasing Manager , stated the Water & Sewer Department has advised her that sufficient funds are not available for the purchase of two trucks . She said this agenda request has been amended to approve the purchase of one one-ton truck from Hub City Ford . Mrs . Fedorak confirmed the vendor will honor the per vehicle bid price of $35 , 296 . Mr. Harris made motion , seconded by Mr . Boyles , to approve the amended request for the purchase of one truck from Hub City Ford for $35 , 296 . 5 yeas . OLD BUSINESS BOND RESOLUTION FOR CONSTRUCTION OF NEW COURTHOUSE Public Works Director Jason Autrey reported all employees have been moved out of the Okaloosa County Courthouse in Crestview and detailed where the offices/employees have been relocated . He stated court cases involving inmates will be held at the Fort Wal ton Beach Courthouse Extension while " milder" hearings will be held at the Water & Sewer Building and the Brackin Building. Mr . Autrey said there is still some equipment to be inventoried April 19 , 2016 -6- Minute Book 74 , Page 201 Okaloosa County Board of County Commissioners and removed from the building before abatement and demolition begins . He stated during the construction , the transit author i ty will make provisions to take people from Crestview City Hall to the court/hearing sites in South County . A rendering of the new courthouse was displayed , showing views from various angles . Mr . Autrey stated motorists traveling north on Main Street will be able to see the columns and the Veterans Memorial . He added that earlier in the day he received the 60 % development documents from Ajax . Mrs . Ketchel stated many residents have come to her office expressing concern about the positioning of the new building on the parcel . She asked if additional columns could be placed on one side , acknowledging that shifting the building for more of a front view toward Main Street is not possible . Mr . Autrey replied that staff has met with the Historical Board regarding the f ac;ade and the positioning of the Courthouse . He said the columns will be visible from the railroad tracks and if the building is rotated , parking and trees will be lost . Mr . Stewart stated the agenda summary says the proposed bond issue for this project is not to exceed $14 , 000 , 000 but the bond says $15 , 000 , 000 . Mr . Mark Galvin , financial consultant with First Southwest , made a brief presentation which provided the history of the Board ' s action regarding this bond issue , as well as identification of the financing team. He said on February 16 , 2016 , the Board approved a preliminary financing plan of $14 , 000 , 000 for the construction of the new Courthouse to be amortized over a 30- year period . Staff was authorized to obtain ratings for the bonds and to finalize all documents for the Board. The financing team has prepared the Bond Documents and the Preliminary Official Statement . Mr . Galvin advised a Supplemental Bond Resolution has been prepared which will authorize the Chairman and County Administrator to award bonds to the Underwriters subject to the following delegation parameters : • Issue size cannot exceed $15 , 000 , 000 • Final maturity of no later than October 1 , 2046 • True interest costs no greater than 4 . 50 % per annum April 19 , 2016 -7- Minute Book 74 , Page 202 Okaloosa County Board of County Commissioners  • Optional redemption beginning no later than October 1 , 2016 at 101 % • The Underwriter ' s discount not in excess of 1 % of the Series 2016 Bonds The estimated timetable for the bonds is : • April 19 , 2016 - Board approval • April 21 , 2016 - mail Preliminary Official Statement • Week of April 25 - Price bond/sign bond purchase agreement • Week of May 9 - Close Mr . Galvin stated Mark Mustian , bond attorney , with Nabors , Giblin & Nickerson is available to answer any questions . Mr. Boyles made motion , seconded by Mr . Harris , to adopt the resolution authorizing the Chairman and County Administrator to determine the financial structure within the established parameters . Mr . Boyles confirmed the not-to-exceed amount is $15 , 000 , 000 . Mr. Goodwin shared his reluctance to go into this much debt , saying there are other capital projects which are needed . He asked for a consensus of the Board that if there are any net savings on this project , those savings will be dedicated to resolving the traffic snarl in Crestview and for critical road projects in North County . Mr . Goodwin explained that he has discussed this with Mr . Stewart and there is no prohibition on using the funds in this way . He asked if this provision may be offered as a friendly amendment . Mr . Boyles stated he will accept the amendment . Mr . Harris confirmed his second . 5 yeas . RESOLUTION NO . 16-75 WATER & SEWER - TAXIWAY H WATER MAIN , SITE WORK AGREEMENT WITH EGLIN AFB Mr . Jeff Littrell , Water & Sewer System Director , requested approval of a Site Work Agreement with the 96th Civil Engineering Group at Eglin Air Force Base for the Taxiway H water main extension project . This project will support the Aircraft Rescue and Fire Fighting Station (ARFF) by providing adequate flow and pressure . He said the project will consist primarily of approximately 12 , 800 linear feet of ten-inch water main ; 1 , 400 linear feet of six-inch water main ; and 18 fire hydrants . Mrs. Ketchel made motion , seconded by Mr . Harris , to move forward with the Site Work Agreement with Eglin AFB . 5 yeas . April 19 , 2016 -8- Minute Book 74 , Page 203 Okaloosa County Board of County Commissioners PUBLIC WORKS - 2016 RESUBMISSION OF SIDEWALK PROJECTS FOR FDOT TAP FUNDING Mr . Jason Autrey , Public Works Director , stated the county does not have a program for funding sidewalk construction . He requested authorization to submit applications for five sidewalk projects for funding consideration throu~h the Florida Department of Transportation ( FDOT) Transportation Alternatives Program (TAP) . The five independent applications are to be submitted to the Okaloosa Wal ton Transportation Planning Organization (TPO) . Mr. Autrey stated Board approval of the resolutions and applications does not guarantee funding for construction . He added that staff understands the concerns voiced earlier regarding the proposal for the Santa Rosa Boulevard sidewalk and assured everyone there would be considerable attention to these concerns during the design phase . Mrs . Ketchel made motion , seconded by Mr . Harris , to move forward with these funding applications . Upon inquiry by Mr . Goodwin , Mr . Autrey stated a sidewalk would not be put in the swale or on the side of a swale , pointing out that would not be ADA compliant . He said staff is aware of the utility poles , trees , and vegetation and they will work around them or move the sidewalk . Mr . Autrey reiterated the swales would not be filled in . Upon further inquiry by Mr . Goodwin about having sufficient funds to mitigate landscaping , Mr . Autrey replied that will have to be determined . The vote was taken on the motion to approve submission of the sidewalk funding applications-5 yeas . RESOLUTION NO . 16-76 (Whitehurst Lane) RESOLUTION NO . 16-77 (South Avenue) RESOLUTION NO . 16-78 (Santa Rosa Boulevard) RESOLUTION NO . 16-79 (Redwood Avenue) RESOLUTION NO . 16-80 (Eglin Drive) PUBLIC WORKS SPECIAL EVENT PERMIT REQUEST FOR FIREWORKS DISPLAY Mr . Autrey stated that normally special event permit requests are placed on the Consent Agenda. However , because of the nature of this request , he said he is bringing to the Board . Mr . Autrey said the Okaloosa Island