Okaloosa County BOCC — April 15, 2014 — Minutes — reading text

He said, however, if these are personal preferences, then there should be an opportunity to review individually, line - by - line. Mr. Boyles remarked that it is his understanding this was staffed through. Mr. Pari sot replied he sent 10 to 12 questions to Mr. Dowd and had significant discussion with staff yesterday afternoon. He again said he would like for the policy to be corrected and then returned for a vote. Mr. Boyles addressed Mr. Dowd and Mr. Hofstad and asked if there are any technical deficiencies and if the policy is ready. Mr. Hofstad replied that he thinks some of the questions are best answered by the County Attorney, such as whether it is a MSBU or a MSTU. He said some of the other issues can be cleared up. Mr. Dowd referred to a typo -- "MBSU" rather than "MSBU" requiring correction and in a couple of places reference to giving notice. He stated in the Statutes notification is required by "first class mail." Mr. Dowd said he did not know of any other deficiencies. Mr. Boyles made motion to approve the policy as written. Motion dies for lack of a second. Mr. Harris made motion, seconded by Mr. Boyles, to approve the revised MSBU Policy with corrections as mentioned by the County Attorney. Mr. Boyles said those are specifically for the typographical errors to be corrected and insertion of the proper statutory notification (first - class mail) . Mr. Harris amended his motion to reflect these specifics. Mr. Parisot remarked those are just two minor issues he raised with Mr. Dowd and staff. Mr. Amunds asked if there is anything time sensitive which would not allow the policy to be tabled until next week with the scrivener's errors corrected. Mr. Hofstad stated there are two options: make changes and bring back at the next meeting or take the motion and correct the typos which were identified. He again underlined the fact this is a living document. March 4, 2014 -13- Minute Book 70, Page 275 Okaloosa County Board of County Commissioners Mr. Dowd stated the policy as written refers to "lot owners" but Mr. Parisot wants the properties identified by addresses. He said that could be an issue in undeveloped subdivisions, adding that "lot owners" would be more appropriate. Mr. Dowd also advised that it will be difficult to come up with one clear method for various functions (street lights, road construction, stormwater, sidewalks, etc.). Mr. Windes asked Mr. Dowd if he agrees the policy is a "living document" which can be amended as necessary. Mr. Dowd replied, "Absolutely. It can be revised." Mr. Hofstad stated the policy can be cleaned up by: * correcting the typos * adding a provision of conveyance through easement * on page 6 regarding costs, clarify that one of the costs is ~% Tax Collector commission or 5% administra tive fee for collecting agency * insert that notification is by first-class mail Mr. Harris amended his motion to include Mr. Hofstad's recommendations. Mr. Boyles confirmed his second. Mr. Parisot asked what could happen in the next two weeks. Mr. Harris commented this is a living document and changes will be made. Mr. Boyles stated people will be out tomorrow collecting petitions, saying there is a reason to adopt the policy tonight. He pointed out this is the first MSBU of this type and it may require adjustments as we go forward. The vote was taken- 4 yeas, 1 nay (Mr. Parisot voted no). FACILITIES MAINTENANCE - AUTHORIZATION TO NEGOTIATE WITH AJAX AS DESIGN - BUILD FIRM FOR CRESTVIEW COURTHOUSE PROJECT Mr. Don Turner, Facilities Maintenance Director, stated last November the Board authorized issuance of a RFP for design-build services for the Crestview Courthouse Project. The deadline for submission of proposals was December 5, 2013. He noted the contractors have been patient waiting for a decision on the conceptual design for the project. Mr. Turner stated the review committee met on February 20 and AJAX received the number one ranking. He asked for staff to be authorized to begin negotiations with AJAX for this project. Mr. Harris made motion, seconded by Mr. Amunds, to authorize staff to negotiate with the top - ranked firm, AJAX, for the Crestview Courthouse Project. 5 yeas. March 4, 2014 - 14 - Minute Book 70, Page 276 Okaloosa County Board of County Commissioners FACILITIES MAINTENANCE - UPDATE BY LORD & SON CONSTRUCTION ON SHALIMAR ANNEX PROJECT Mr. Turner stated all projects are moving along normally and appear to be on track to make deadlines. Mr. Turner stated representatives from Lord & Son Construction and DAG Architects are present this evening to update the Board on design drawings for the Shalimar Annex Project. He said he will ask for approval of the 35% design drawings after the presentation. Mr. Charlie Clary, DAG Architects, reported they have discussed the drawings with the various tenants/departments and have been working with Mark Siner of Choctaw Engineering. He said the drawing on the screen shows 395 parking spaces and the stormwater retention areas. Mr. Clary stated the plan is for county employees to park in the rear of the building and public parking will be in the front. In addition to the materials in the agenda packet, Mr. Clary distributed the following pages: Parking Analysis and Programming Comparison . The Parking Analysis identified the number of employees for each tenant, the number of staff parking spaces, and the number of public parking spaces for each tenant. The Programming Comparison showed the existing square footage for each tenant and the proposed square footage. Existing square footage is 44,418 square feet and proposed is 51,418 square feet. Current common areas are 61,340 square feet and proposed are 63,042 square feet. Upon inquiry by Mr. Parisot, Mr. Clary stated the proposed square footage for the Tax Collector is 12,288. Mr. Boyles posed questions on the parking analysis. Mr. Clary replied the facility is within the city limits of Shalimar but the city's parking requirements are less stringent than the county's. He said this will result in "surplus" parking spaces . Mr. Clary continued his review of the drawings, pointing out the areas set aside for the County Attorney and County Administrator. He spoke about growth space and stated the Board Meeting Room is much larger and has flex space built in. Mr. Parisot asked why the Property Appraiser's and Tax Collector's Offices have private bathrooms. Mr. Clary answered they felt their staff needed to be closer to the office because of their interaction with the public. Mr. Parisot responded, March 4, 2014 - 15 - Minute Book 70, Page 277 Okaloosa County Board of County Commissioners "Yes, but the Tax Collector wants six bathrooms and the Tax Collector wants a private one in his office." Mr. Clary said that was the charge received from the working group. Mr. Amunds stated he is the Board's liaison to the working group. He explained the Tax Collector has more ladies in his office than men and that was the reasoning for the bathrooms. Mr. Harris remarked both of these offices, Tax Collector and Property Appra i ser, have a greater volume of public activities than other offices. Mr. Parisot said he does not think the taxpayers should pay for any private bathrooms. Mr. Amunds explained they tried to keep everything consistent with no big offices and getting as much sign - on by the Constitutional Officers as possible. Mr. Amunds asked when a cost estimate will be available. Mr. Steve Christopher, Lord & Son Construction, explained that while Mr. Clary and DAG were working on the drawings, Lord & Son has been working on numbers. He stated they are within 2% of where they were two years ago on this project, saying they are at $10,750,000 for the building and another $750,000 for the site work. Mr. Christopher advised the asbestos survey revealed asbestos was in the drywall joints in the entire facility. This means the drywall must be separated during demolition and taken to a specified dumpster. Mr. Parisot asked if this is new information from what he heard yesterday. Mr. Turner said there are statutory regulations to be followed, noting certain actions are required if the threshold is 1%. He stated no action is required below 1%. Mr. Turner said he did not have this information on the materials in the building yesterday when they spoke. Mr. Parisot stated he might be wrong but he heard it was less than 1%. Mr. Clary referred to the layout of the Board Chambers, saying the room could hold 100 people and will have a specific area set aside for staff and the media. Mr. Windes referred to Mr. Clary's reference of the drawings having 1,500 feet set aside for growth. He asked if that square footage could be left as white space. Mr. Clary answered in the affirmative. March 4, 2014 - 16 - Minute Book 70, Page 278 Okaloosa County Board of County Commissioners Mr. Boyles said he thinks the plan on the conceptual level looks good and approval of the drawings is an issue separate from a costs issue. He added that he is anxious for the Crestview Courthouse project to move forward. Mr. Boyles made motion, seconded by Mr. Harris, to move forward with the plan as proposed and to proceed with the next phase of the process. Mr. Harris remarked he would like to keep the costs under $10 Million. Mr. Parisot stated that he cannot support moving the county commissioners out of a county- owned building (reference is Water & Sewer Administration Building) and then leasing that space commercially. He said he cannot go for a building of the size presented today. Mr. Harris responded the county does not own the Water & Sewer Administration Building. He said it was constructed with enterprise funds. Mr. Parisot replied he does not believe that. Mr. Windes said we are trying to create a governmental center for the next forty years. The vote was taken on the motion to approve the 35% drawings and authorize the design team to begin developing the construction drawings-4 yeas, 1 nay (Mr. Parisot voted no). FACILITIES MAINTENANCE - UPDATE ON COSTS FOR DESIGN ASSISTANCE ON CRESTVIEW COURTHOUSE PROJECT Mr. Turner reported the work of the design assistant for the Crestview Courthouse Project has completed his work. He said $32,000 was originally appropriated for this work but the final costs will be less than $16,200. PUBLIC COMMENTARY Mr. Wendell Batey, Brittany Lane, spoke about "Operation American Spring," a grass roots movement organized by Colonel Harry Riley, U.S. Army retired. The movement is to restore Constitutional Government. The event is slated for May 16 and the rally in Washington D.C. is anticipated to have participation by 10 million Americans. Mr. Batey asked the county and community for not only participants in the march but for their prayers. He referred interested persons to the following website: www . OperationAmericanSpri n g . March 4, 2014 -17 - Minute Book 70, Page 279 Okaloosa County Board of County Commissioners ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 8:07p.m. DON W. HOWARD CHARLES K. WINDES, JR., CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) March 4, 2014 - 18 - Minute Book 70, Page 280 Okaloosa County Board of County Commissioners