Okaloosa County BOCC — January 30, 2013 — reading text

recommended holding off on the RFP for the TDC attorney. Mr. Windes asked if the recommendation is for three or four attorneys. Mr. Boyles replied it is not to have a specific TDC Attorney now. He said he would like to get the Legal Department started first and would like to see a Paralegal and three attorneys. Mr. Windes noted the TDC attorney would be funded 100% by tourists’ dollars. He underscored the importance of expanding the legal team and said he pretty much concurs with Mr. Boyles. April 2, 2013 -12- Minute Book 69, Page Okaloosa County Board of County Commissioners Mr. Parisot asked about clerical support for the legal team. Mr. Boyles said that is up for Board discussion. Mr. Amunds said the consensus appears to be to not issue a RFP for a TDC attorney at this time and to continue to work with Mr. Stewart, Mr. Dowd, and Mr. Boyles. Mr. Curry reminded the Board of the timeline regarding the 2014 budget, saying guidance needs to be given to staff by May or June at the latest. HUMAN RESOURCES – BALLOTING, COUNTY ADMINISTRATOR POSITION Mr. Baenziger reported the ballots of each commissioner and advised that Mr. Layson received four votes. Mr. Chaffin and Mr. Padgett each received three votes. Mr. Baenziger stated it will be necessary to have a runoff between Mr. Chaffin and Mr. Padgett and he again distributed ballots to the commissioners. HUMAN RESOURCES – FLORIDA BLUE RENEWAL Mrs. Godwin stated the current contract for health insurance with Florida Blue expires on October 31, 2013. She pointed out that when the current contract with Florida Blue expires, staff anticipates being eligible for more than $1.5 Million in ProShare premium rebates. Under the terms of the contract, to receive the rebate (payable in 2014) the county must continue to have a contract with Florida Blue. Mrs. Godwin recommended staff be authorized to negotiate with Florida Blue for at least one more year. Mr. Harris made motion, seconded by Mr. Parisot, to allow HR to negotiate with Florida Blue for contract renewal. 5 yeas. HUMAN RESOURCES – BALLOTING, COUNTY ADMINISTRATOR POSITION Mr. Baenziger read the ballots of each commissioner for the tie- breaker. He announced that Mr. Padgett received three votes and Mr. Chaffin two votes. Each commissioner voiced what he perceived to be the strengths of each candidate and reinforced what he was looking for in the candidates. Mr. Amunds commented that regardless of whether or not the vote is 3-2, tomorrow is a new day. Mr. Curry recommended that if the vote is 3-2, the Board follow up with a formal vote for the top candidate. April 2, 2013 -13- Minute Book 69, Page Okaloosa County Board of County Commissioners Mr. Baenziger distributed the ballots for the final vote, instructing the commissioners to select only one name. He retrieved the ballots and read them aloud—Mr. Amunds, Mr. Harris and Mr. Parisot voted for Mr. Padgett; Mr. Boyles and Mr. Windes voted for Mr. Layson. Mr. Boyles made motion, seconded by Mr. Windes, to proceed with negotiations with Mr. Padgett for the position of Okaloosa County’s next County Administrator. If negotiations are unsuccessful, staff will then negotiate with Mr. Layson. Mr. Boyles added that the Chairman will conduct the negotiations. 5 yeas. RECESS – The meeting was recessed at 10:35 a.m. and reconvened at 10:47 a.m. PUBLIC WORKS – TASK ORDER NO. 5 WITH HATCH MOTT MACDONALD FLORIDA, FAIRCHILD ROAD PROJECT Mr. John Hofstad, Public Works Director, requested approval of Task Order No. 5 with Hatch Mott MacDonald Florida for design of Fairchild Road from dirt to pavement. The not-to-exceed cost of the task order is $77,822. Mr. Harris made motion, seconded by Mr. Boyles, to approve the task order. 5 yeas. FACILITIES MAINTENANCE – CRESTVIEW COURTHOUSE TASK FORCE Mr. Don Turner, Facilities Maintenance Director, stated the Crestview Courthouse Task Force has held two meetings and has two recommendations for presentation to the Board. He said the first recommendation is to approve, in concept, all non-judicial functions be relocated from the Crestview Courthouse and the facility be exclusively for Judicial-related operations. Secondly, the Task Force requested the Board issue a RFQ for qualified firms to memorialize the conversations coming from the Task Force with regard to space planning. Mr. Boyles stated he has been trying to make this a small bite- by-bite process. He said he wants to come back regularly to make the Board aware of the discussions. Mr. Boyles advised the Task Force believes reserving the Courthouse for the Judiciary and judicial-related functions is an important first step. He felt it was important to find out if the facility can meet our needs and the reason for securing a firm to provide this information. Mr. Turner pointed out a design team can make recommendations in coordination with the Task Force regarding the future of the April 2, 2013 -14- Minute Book 69, Page Okaloosa County Board of County Commissioners facility. Upon inquiry by Mr. Amunds, Mr. Turner answered funds are not set aside in his budget for the RFQ. Mr. Amunds said although a RFQ is not costly, he is hesitant to take money for Reserves for it. Mr. Boyles said staff could obtain cost estimates. Mr. Harris commented this has been discussed in the past and referred to the Board’s prior decision to move the Property Appraiser to the second floor of the Brackin Building. He added that he likes Mr. Boyles’ bite-by-bite concept. Mr. Harris felt staff should be directed to look at what we need and the costs. Mr. Parisot said he understands the Board Chambers are used by the School Board and as a courtroom. He wants to make certain the Board has adequate space in North County for meetings and it is not booted out. Mr. Turner asked if he is to move forward with the RFQ, to which Mr. Amunds replied, “No.” Mr. Curry stated staff will look into the cost for the RFQ and build it into the budget. INFORMATION SYSTEMS – RECOMMENDATION TO AWARD BID FOR DUKE FIELD SCADA FIBER OPTIC LINK Mr. Don Vanderhoek, Information Systems (IS) Department, requested approval to award the bid for the Duke Field Secondary Control and Data Acquisition (SCADA) Fiber Optic Link to CCI Systems, Inc. as the lowest responsive, responsible bidder in the amount of $163,518.08. The project will be funded in part by the Water & Sewer System in the amount of $93,100. Mr. Vanderhoek requested the remaining amount be allocated from the BCC Capital Outlay Reserves Account. Upon inquiry by Mr. Parisot, Mr. Stanford estimated the balance in Capital Outlay Reserves at $900,000. Mr. Vanderhoek said they estimated the cost to be much less but the bids came in higher. Mr. Harris made motion, seconded by Mr. Boyles, to approve the request to award the bid to CCI Systems and to allocate $70,481.08 from Capital Outlay Reserves. 5 yeas. TOURIST DEVELOPMENT – EVALUTION OF THREE 2013 SPECIAL EVENT AND SPONSORSHIP FUNDING REQUESTS Mr. Daniel O’Byrne, Tourist Development Director, termed this a housekeeping issue relating to the Policies and Procedures Manual which was updated at the last meeting. He explained April 2, 2013 -15- Minute Book 69, Page Okaloosa County Board of County Commissioners three requests were originally submitted in January 2013. The requests are: • Emerald Coast Volleyball Week (April 17-21) & Emerald Coast Volleyball Juniors Open (May 18-19) • Musical Echoes Flute Festival (April 19-21) • 2013 Laser Gulf Coast Masters Championship (May 18-19) Mr. O’Byrne sought approval to process these three requests using the policies and procedures adopted on March 19, 2013 but to retain the applicant’s original application date. Mr. Parisot asked the dollar amounts associated with these requests and then asked the director if the Board is expected to approve something when the amounts are unknown. Mr. Harris commented the requests could continue to move forward but could be stopped later. Mr. Parisot made motion, seconded by Mr. Harris to re-evaluate these three requests and acknowledge the January 2013 application dates. Mr. Curry stated the 60-day rule has been established and he understands this action will put these requests in the que to undergo evaluation as any other request in the future. 5 yeas. TOURIST DEVELOPMENT – TDC APPOINTMENTS Mr. O’Byrne stated Commissioner Windes, Public Works Director John Hofstad, and himself served on the selection committee to review candidate applications to fill the six non-elected seats on the Tourist Development Council (TDC). He advised a ballot process, much the same as that used for selection of the County Administrator, was used. The committee makes the following recommendations: (1) Joe Guidry, lodging industry owner/operator—4 year term (2) Dale Peterson, lodging industry owner/operator—4 year term (3) Michael D., Bass, lodging industry owner/operator—2 year term (4) Thomas Rice, tourism-related industry member—4 year term (5) Thom Gossom, Jr., tourism-related industry member—2 year term (6) Daniel F. Empson, tourism-related industry—2 year term Mr. Windes commented that he believes this is a good slate of members and made motion, seconded by Mr. Harris, to adopt a resolution appointing the above list of members to the Tourist Development Council. 5 yeas. RESOLUTION NO. 13-61 April 2, 2013 -16- Minute Book 69, Page Okaloosa County Board of County Commissioners PUBLIC SAFETY – RENEWAL OF ANIMAL CONTROL CONTRACT WITH PAWS Mr. Dino Villani, Public Safety Director, submitted for consideration the renewal of a contract with Panhandle Animal Welfare Society (PAWS) for animal control services for Fiscal Year 2014. The proposed cost is $466,000 which is the same as the existing contract. Mr. Harris made motion, seconded by Mr. Windes, to renew the contract with PAWS as outlined above. 5 yeas. PUBLIC SAFETY – EMS BILLING CONTRACT Mr. Villani’s agenda request listed the following actions: (1) Approve the last contract renewal for EMS billing with Advanced Data Processing for an estimated annual cost of $429,500. This renewal will extend the contract through May 18, 2014. (2) Authorize solicitation from bidders for EMS billing services. (3) Appoint the following individuals to the selection committee: EMS Division Chief Al Herndon, Office Supervisor Michelle Huber, and EMS Billing Coordinator Laurel Stewart with Purchasing Manager Jack Allen providing guidance to the committee. Upon inquiry by Mr. Amunds, Mr. Villani replied it has been a while since the contract was bid and he does not know how many companies will respond. He explained the lag time between filing with insurance companies and receipt of the payments. Mr. Villani commented it may require support of the department with ad valorem tax revenue for a three-month period. Mr. Parisot suggested the RFP be issued several months prior to the end of the contract. Mr. Villani pointed out there would then be overlap. Mr. Parisot made motion, seconded by Mr. Boyles, to extend the current contract with Advanced Data Processing for its last renewal period and to issue an RFQ for EMS billing services. Mr. Boyles asked if the selection committee should be approved. Mr. Curry advised the committee does not have to be appointed at this time. Mr. Parisot restated his motion is to extend the current contract and to prepare/issue a RFQ or RFP for competitive bidding for a smooth transition. 5 yeas. AIRPORTS – SKYCAP SERVICES, REBID REQUESTED Mr. Dino Villani, Interim Airports Director, advised the contract for Skycap and wheelchair services was rebid in April 2, 2013 -17-