Fort Walton Beach Council minutes — 06-11-13--regular — reading text

The vote on the nomination of Sam Kinkaid to the Local Planning Agency carried unanimously. Council requested that in the future applicants to the City boards be contacted and asked to attend the Council meetings when their nomination is discussed. The City Clerk advised she will contact applicants and advise them of the meeting date RESULT: APPROVED [ UNANIMOUS] MOVER: Amy Jamieson, Council Seats AYES: Griggs, Mead, Goodwin, Jamieson, Rigdon, Rynearson ABSENT: joyce gossom Tennis Center Contract Agreement Jeff Peters, Recreation/ Cutmral Services Director, advised that the City has contracted out the operation of the Fort Walton Beach Tennis Center with Erik Stenberg since 2001 with several options to renew. The current contract will end on September 30, 2013. Mr. Peters continued that the City and the Contractor desire to form a new agreement for the operation of the Tennis Center, with proposed changes to include the Contractor being responsible for setting up all utility accounts in his name as opposed to City accounts; the Contractor will have authority to change membership and daily fees; the Contractor will not be required to provide an annual audit for the City's review but will need to provide annual Federal Tax and Sales and Use Tax Returns; and the Contractor will be authorized to set Complex hours. Mr. Peters advised the City will continue to be responsible for services including ground maintenance, pest control services, HVAC repairs and building maintenance. Discussion included the savings to the City by using a contractor and the need to upgrade the outside appearance of the building and grounds. Mr. Peters advised fencing can be replaced and courts can be resurfaced and that he will prepare an estimate for consideration for the upcoming budget as a Capital Improvement Project. Ciry Council of Fort Wahon Beach Page 5 Printed 61122013  Minutes June 11, 2013 Mr. Goodwin discussed the agreement and that it could be construed as a lease; that it limits the uses of the tennis center, and questioned the discretion of allowing the Contractor to set the fees and time of operation of the center. Council questioned whether an RFP was issued; Mr. Peters advised this is a renewal request and not an RFP. Mr. Rigdon moved to authorize the City Manager to execute the proposed Agreement between Erik Stenberg and the City of Fort Walton Beach to continue to manage the operation of the Municipal Tennis Center for a three -year period, from October 1, 2013 through September 30, 2016, with an option of an additional three year period upon mutual agreement between the City and the Contractor. Mr. Rynearson seconded motion. Mr. Mead stated that Mr. Goodwin brought up some good points and that the matter be tabled to the next meeting since the renewal isn't due until October. The City Attorney advised a vote needed to be taken since a motion and second had already been made. The vote on the motion tied at 3 for and 3 against. The Mayor voted verbally to break the tie and voted in favor of renewal of the agreement the motion carried b RESULT: APPROVED 14 TO 31 MOVER: Bull Rigdon, Council Seat 6 SECONDER: Dick Rynearson, Council Seat 7 AYES: Mike Anderson, Amy Jamieson, Bull Rigdon, .Dick Rynearson NAYS: Bobby Griggs, John Mead, Trey Goodwin joyce gossom j l ABSENT: Purchase/ Lease Fonality Telephone System for the City The City Manager informed the City' s current phone system is obsolete with both digital and analog lines and is costly for service /repair calls. He advised the City's IT Division reviewed telephone systems to provide a better set of features to increase the productivity of City Staff including speaker phone, voicemail, conferencing, caller ID, etc. After reviewing the various systems, it was determined the Fonality Voice Over IP ( VOIP) telephone system provided by Ricoh USA Inc to be the best fit for the City. Also, telephone lines will need to be purchased and it was recommended " piggybacking" on the County School District's RFP with Cox business Services for this service. Telephones will be replaced at all City facilities except Hedrick, the Senior Center, Docie Bass and Chester Pruitt Centers due to the construction of the new recreation facility, and that the new phone system is included in the new facilities construction. Dave Jenzen, IT Director, explained the costs savings associated with the new system and described the many service charges of the current system. Mr. Jenzen stated there are two recommendations: 1) Council authorization for the City Manager to execute the agreement for the purchase/ lease of the Fonality VOIP telephone system from Ricoh USA Inc., as an authorized GSA contract holder; and 2) City Council authorization for the City Manager to execute the agreement for the purchase of the SIP truck telephone service from Cox Business Services. City Courscil fFen Walton Bench Page 6 Printed 611212013  227 Regular Meeting Minutes June 11 2013 Mr. Rynearson moved City Council authorization authorize the City Manager to execute the agreement for the purchase /lease of the Fonality VOIP telephone system from Ricoh USA Inc., as an authorized GSA contract holder; and 2) City Council authorization for the City Manager to execute the agreement for the purchase of the SIP truck telephone service from Cox Business Services. Mr. Rigdon seconded motion and it carried unanimously. RESULT: APPROVED [ UNANIMOUS] MOVER: Dick Rynearson, Council Seat 7 SECONDER: Bull Rigdon, Council Seat 6 AYES: Griggs, Mead, Goodwin, Jamieson, Rigdon, Rynearson ABSENT: Joyce gossom Recreation Official Fees Jeff Peters, Recreation/ Cultural Services Director, explained that the City's Recreation Department contracts league officiating each year for Adult Softball and Basketball, and Youth Football, Baseball, Basketball and Soccer. Each year Staff requests quotes for officiating services and receives quotes from the same three organizations: Panhandle Sports Officials, West Florida Officials Association, and Emerald Coast Soccer Officials Association. The Recreation Departments budget of $30,540 for sports officiating is broken down among the three organizations. In October of 2012 the City was notified by Panhandle Sports Officials that they did not have enough personnel to officiate adult sports for the City and due to the short timeline and ongoing season, the City did not have the opportunity to issue a formal bid for the services. The City extended a request to the West Florida Officials Association to handle all officiating for adult sports and they accepted. The total amount paid to West Florida Officials Association this year will exceed $ 20, 000. 00. Mr. Peters requested that Staff waive the formal bidding process for officiating fees in the Recreation Department for FY 2012 -13 and for authorization to issue a purchase order in an amount not to exceed $ 24, 540 to West Florida Officials Association. Mr. Peters advised Staff will send out a formal bid request for Officiating Services for FY 2013 -14. Ms. Jamieson moved Council approval to waive the formal bidding process for officiating fees in the Recreation Department for FY 2012 -13 and for authorization to issue a purchase order in an amount not to exceed $ 24,540 to West Florida Officials Association. Mr. Mead seconded motion and it carried unanimously. RESULT: APPROVED [ UNANIMOUS] MOVER: Amy Jamieson, Council Seat 5 SECONDER: John Mead, Council Seat 3 AYES: Griggs, Mead, Goodwin, Jamieson, Rigdon, Rynearson. ABSENT: joyce gossom Request for Code Enforcement Fine Waiver at 208 Hood Avenue SE Tim Bolduc, EngineeringfOtilities Director, advised that the property owner of 208 Hood Avenue, Bank of America, submitted a request to reduce the existing Code Enforcement fines and fees on the property, which have accrued to $ 27,600. 00 in addition to $ 650. 00 in administrative fees. The property owner's request was that the fine amounts be reduced to 30% Cary Council ofForl Walton Beach Page 7 Printed 6/ R /2073 r :, Regular Meeting Minutes June 11 2013 of the total amount of $ 27, 600.00, or $ 8, 280. 00. According to Ord. 1793, the mitigation schedule shows the settlement would be $ 8, 280 for the fines and $650. 00 for administrative fees for a total of $8, 930. 00. Mr. Rigdon moved City council authorization for a reduction in Code Enforcement fines and fees at 208 Hood Avenue SE for the mitigated amount of $8, 930. 00, releasing the property owner of all fines and fees owned on the property. Ms. Jamieson seconded motion and it carried unanimously_ RESULT: APPROVED [ UNANIMOUS] MOVER: Bull Rigdon, Council Seat 6 SECONDER: Amy Jamieson, Council Seat 5 AYES: Griggs, Mead, Goodwin, Jamieson, Rigdon, Rynearson ABSENT: joyce gossom CITY MANAGER REPORTS Soundside Update The City Manager advised construction is progressing on Soundside with water and sewer lines ready to be installed. He will have a further update at the June 25 meeting. Landmark Center Update The City Manager announced he is meeting with Landmark representatives this Thursday to discuss the progress of the project and noted the deadline is getting close. He will have a further update at the June 25 meeting. The City Manager announced the Special Meeting next Tuesday, June 18, at 5: 30 on the budget; Kids Day this Friday, June 14, at 10 am to 1 pm at the Landing; and the Celebrity Basketball Game at Choctawhatchee High School on June 14 at 7 pm involving the police officers to benefit Special Olympics. The City Manager also advised that Denton Blvd will be closed from 7 am to 8 pm for the next two month for