Okaloosa County BOCC — October 7, 2014 — reading text

Czarnecki. BACKGROUND: Solid Waste Haulers failed to pay $12,185.96 in tip fees for the customers they serviced. Several collection attempts made to collect were unsuccessful and the debt was turned over to a collection agency, which was also unsuccessful at recovering the debt. Solid Waste Haulers sold their hauling business in January 2013. Request to write off an uncollected $37.85 from a cash customer that failed to return to the scalehouse with their payment. OPTIONS: Approve / Disapprove RECOMMENDATIONS: Approve a total write-off in the amount of $12,223.81 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 268 Packet Pg. 269 Packet Pg. 270 Packet Pg. 271 Packet Pg. 272 Packet Pg. 273  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Willingham Construction PO for Red Clay DEPARTMENT: Public Works BCC DISTRICT: District 3N STATEMENT OF ISSUE: Seeking approval to authorize final payment to Willingham Construction in the amount of $11,000 for red clay delivered for the repair of storm damages to retention ponds. BACKGROUND: DR-4177 Florida severe storms, tornadoes, straight-line winds, and flooding occurred on April 30, 2014. Subsequently a major disaster declaration was declared on May 6. Stormwater infrastructure staff inspected damage to retention ponds in the Baker and Crestview areas and provided estimates of damages to FEMA. As a result, damages to edges of the holding ponds needed to be backfilled and graded. Originally, PO 21401737 was issued for 1,690 cubic yards of red clay to be delivered to Baker at $10 per cubic yard and 3,142 cubic yards of red clay to be delivered to Crestview at $9 per cubic yard. Total funds encumbered were $45,178.00. Several rains occurred since the PO was issued, causing additional damages to the Baker ponds and increasing the amount of material needed to complete the repairs. At the time additional material was requested, the delivery charge to Baker was at the higher $10 per cubic yard rate. Final invoice 3173 was issued in the amount of $11,000.00 to pay for the red clay delivered to Baker. The remaining balance available on PO 21401737 prior to payment is $11,158.00. OPTIONS: Approve or Disapprove. RECOMMENDATIONS: Approve payment of invoice 3173 in the amount of $11,000.00 to Willingham Construction. RECOMMENDED BY: Packet Pg. 274 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 275 Packet Pg. 276 Packet Pg. 277 Packet Pg. 278 Packet Pg. 279 Packet Pg. 280 Packet Pg. 281 Packet Pg. 282 Packet Pg. 283 Packet Pg. 284  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: William Gary Johnson Road Drainage Easement DEPARTMENT: Public Works BCC DISTRICT: District 3 STATEMENT OF ISSUE: James Owen, adjacent landowner on the west side of William Gary Johnson Road, has agreed to grant the County an easement to facilitate stormwater conveyance via drainage ditch in conjunction with planned improvements to the road. BACKGROUND: Staff has negotiated to obtain a drainage easement from James Owen, a landowner along the west side of County maintained William Gary Johnson Road in the Baker area. Land owners have requested that William Gary Johnson Road be improved with millings and/or the chip seal process. Due to flooding issues in this segment of road during heavy rainfall, the Road Department has constructed an outfall ditch to convey runoff by routing a portion of the stormwater to a shallow retention area. OPTIONS: Approve/Disapprove acceptance of the proposed drainage easement into the County's maintenance system. RECOMMENDATIONS: Accept and record the proposed drainage easement to facilitate maintenance of a portion of the stormwater along the William Gary Johnson Road. . RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 285 Packet Pg. 286  Drainage Easement location on property owned by James R. Owen Packet Pg. 287  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: 2014 Florida State Hog Rally DEPARTMENT: Public Works BCC DISTRICT: Two STATEMENT OF ISSUE: Florida State Rally, Inc is requesting the use of a portion of the parking lot at the Boardwalk for the 2014 Florida State Hog Rally. BACKGROUND: County Ordinance #13-07 (regulation of county recreational areas, including parks and beaches) addresses Special Events at county parks, beaches or recreational areas within Okaloosa County. A request has been received from Florida State Rally, Inc. to use a portion of the parking lot at the Boardwalk for the 2014 Florida State Hog Rally. The rally will be held from Tuesday, October 21st through Saturday, October 25th, 2014. Harley Davidson owners and other motorcycle riders from throughout the State of Florida and other states are anticipated to be attracted to this event. Non-food vendors of leather goods and other motorcycle related items will be present. Entertainment in the form of motorcycle drill teams and motorcycle games are on the schedule. Estimated attendance is from 100 to 499 people for Wednesday through Sunday with Tuesday early arrivals under 100 people. Florida State Rally, Inc. donates a portion of their proceeds to various charities such as the Shriners' Burn Center and Bob Hope Village. This request has been reviewed by Public Works, Risk Management, Public Safety, the Sheriff's Office, the Tourist Development Department, and the leaseholder at the Boardwalk. Risk Management requests that no motorcycle jumping activities be included. OPTIONS: Approve / Disapprove request for a Special Event permit to host the 2014 Florida State Hog Rally on Okaloosa Island. RECOMMENDATIONS: Approve the request for a Special Event Permit to utilize a portion of the parking lot at the Boardwalk for the 2014 Florida State Hog Rally as submitted. Packet Pg. 288 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 289 Packet Pg. 290 Packet Pg. 291 Packet Pg. 292  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: TO 121 Sole Source Approvals DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of sole source forms for GAMPI and Google for Peter Mater task order 121. BACKGROUND: The Task Order Approval Form for Peter Mayer task order 121 targeting meeting professionals was approved by the Purchasing Department on December 23, 2013, but neither page 5 of the task order document nor the sole source forms were signed. County authorization is provided via the Task Order Approval Form, so a County signature is not needed on the task order document itself. The Media Mind and CVENT items do not meet the competitive pricing threshold of $2,500 and those sole source forms are therefore unnecessary. However, payment cannot be processed with incomplete sole source forms for GAMPI and Google. The Meeting Professionals International Georgia Chapter (GaMPI) is the seventh largest chapter in the global MPI organization and Atlanta is a primary meeting and event planner target audience. Google is the number one online search engine and online marketing is an essential component of the County’s marketing approach. The task order was executed prior to the current Purchasing Manager, so Board approval is requested for the GAMPI and Google sole source forms. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve sole source forms for GAMPI and Google for Peter Mater task order 121 and authorize the Chairman to sign the forms. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 293 Packet Pg. 294 Packet Pg. 295 Packet Pg. 296 Packet Pg. 297 Packet Pg. 298 Packet Pg. 299 Packet Pg. 300 Packet Pg. 301 Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Okaloosa Island Fire District Interlocal Agreement DEPARTMENT: Public Safety BCC DISTRICT: STATEMENT OF ISSUE: Request approval of the interlocal agreement with Okaloosa Island Fire District to provide fire protection services to County-owned properties within the Okaloosa Island Service Area for an annual sum of $33,516. BACKGROUND: In 1993, the Board took action to pay the Okaloosa County Island Fire District for fire protection services provided to the properties owned by the County including the Boardwalk and more recently the Convention Center because these properties are exempt from the usual fire assessment fees the fire district would have collected to provide such services. The State Auditor General noted that the agreement to provide fire protection services was never memorialized in a written agreement. The Auditor General recommends the BCC have a written agreement to pay for these services OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the interlocal agreement with Okaloosa Island Fire District. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 307 Packet Pg. 308 Packet Pg. 309 Packet Pg. 310 Packet Pg. 311 Packet Pg. 312 Packet Pg. 313 Packet Pg. 314 Packet Pg. 315 Packet Pg. 316 Packet Pg. 317 Packet Pg. 318 Packet Pg. 319 Packet Pg. 320  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Using CIP Funds "Freed Up" By Grants In Lieu Of A Rate Adjustment DEPARTMENT: Water and Sewer BCC DISTRICT: ALL STATEMENT OF ISSUE: OCWS staff have been requested to discuss the use of CIP funds "freed up" by grants in lieu of the October 1, 2014 rate adjustment stipulated in Ordinance Number 11-12. That ordinance provided for a five year schedule of annual rate adjustments. The first scheduled adjustment took place on October 1, 2011 and the last scheduled adjustment will occur on October 1, 2015. BACKGROUND: As to the use of CIP funds freed up by grant money in lieu of the scheduled October 1 rate adjustment, we do not believe that is appropriate. Grant funds