Okaloosa County BOCC — May 21, 2013 (meeting #1140) — reading text

May 21, 2013 Regular Meeting The regular Tuesday meeting of the Okaloosa County Board of County Commissioners was called to order at 8:30 a.m. at the Water & Sewer Administration Building in Fort Walton Beach. Members present were Don R. Amunds, Chairman; Dave Parisot, Vice Chairman; Wayne Harris; Nathan Boyles; and Kelly Windes. Also present were Gary Stanford, Finance Director, Clerk’s Office; Ernie Padgett, County Administrator; John Dowd, County Attorney; and members of the press. EMPLOYEE SERVICE AWARDS Mr. Padgett presented service awards to the following employees. Each person was given a round of applause and had his/her picture taken. Kendall Carpenter----------- Five Years Mary Yedo------------------- Five Years Willie Scott---------------- Five Years Randy Showers--------------- Ten Years Dave ReaviS------------e---- Ten Years Mike Baxley----------------- Fifteen Years Tom Kraus-----------------0-- Fifteen Years Gary Glenn------------------ Twenty Years COUNTY ADMINISTRATOR’ S UPDATE Mr. Padgett reported that he continues to meet with people in an effort to get up to speed. He said although there are many bases to cover, his current focus is on the budget process. Mr. Padgett referred to an item from the Board’s agenda of May 7 involving a request from the Sheriff's Office for disbursement of Law Enforcement Trust Fund (LETF) dollars. The item was approved on a 4 to 1 vote but Undersheriff Don Adams stated he would provide two addendums for those requests. Mr. Padgett acknowledged receipt of those documents. Mr. Amunds stated Mr. Padgett will supply the Clerk with the addendums. He said some questions arose regarding the validity of the requests without the addendums. Mr. Amunds stated the item should have been tabled rather than taking a vote and apologized for that oversight. May 21, 2013 -1- Minute Book 69, Page 126 Okaloosa County Board of County Commissioners COMMISSIONER'S MINUTE Mr. Harris stated a majority of his wife’s family lives in the same Oklahoma county hit by the EF-5 tornado yesterday. He expressed empathy for those whose homes were destroyed and sorrow for the loss of life and asked everyone to recognize their trauma. Mr. Windes reported the dredging of the Destin Harbor is almost complete and he had the opportunity to see it first hand, noting they are doing a good job. Mr. Parisot had no comment. Mr. Boyles apologized for holding up the photo shoot scheduled before the meeting. VISITOR - CAROLYN MCCOY, EDC, GULF POWER SITE CERTIFICATION Ms. Carolyn McCoy, Director of Business Expansion with the Economic Development Corporation (EDC), requested the Board discuss participation in Gulf Power Company’s first Site Certification Program. The intent of the initiative is to help publicly-owned sites become certified, reducing the time and expense for businesses to locate there. The program will also provide prospective businesses with comprehensive data on the site, assist the community with marketing, and certify the locations are ready for industrial development. Ms. McCoy explained Gulf Power will pay for the program design and has retained the firm of McCallum Sweeney as its site consultant. Gulf Power will pay 50% of the consulting fees for Phases II and III. It will be the responsibility of the public entity to provide the remaining 50% of the costs. Continuing, Ms. McCoy said she is appearing on behalf of the Airports Department, noting the EDC submitted a non-binding Letter of Intent (Phase I) on behalf of Okaloosa County. She stated if the Board decides to participate, the cost to the county will be $2,750 for Phase II and $7,750 for Phase III. The site for the program would be Bob Sikes Airpark. Mr. Harris announced that he is a big advocate of this program. He stated Okaloosa County is not only competing with counties to the east and west of us but with Covington County, Alabama. Mr. Harris said the site certification will identify the strengths and weaknesses of the property, speed up development/ May 21, 2013 -2- Minute Book 69, Page 127 Okaloosa County Board of County Commissioners construction, and allow for more effective marketing. He felt participation in this program could really open up Bob Sikes Airport. Mr. Parisot asked if the certification will cover all acreage at Bob Sikes. Mr. Dino Villani, Interim Airports Director, replied it will cover all useable county-owned property and deemed it an excellent marketing tool. Mr. Harris made motion, seconded by Mr. Parisot, to move forward with the partnership with Gulf Power Company for the Site Certification Program at Bob Sikes Airport. 5 yeas. VISITOR - STEVEN RIGGS, CRI, INTERNAL AUDIT AND RISK ASSESSMENT Mr. Steven Riggs of the Carr, Riggs & Ingram (CRI) auditing firm said he is present to give an update on where the firm is and to ask for direction on where to start. He stated that although the firm has been working, he has no slide presentation to give the Board. Mr. Riggs said they have been interviewing county staff but now need for the Board to determine the highest and best uses of the firm's time. He asked where they should start and where to conduct in depth risk assessment. Mr. Amunds commented that he is not sure where we are in the process, i.e. when it officially started or when it will be completed. He said there is nothing in place. Mr. Amunds stated obviously the Airports Department is a priority. He expressed a desire to have CRI provide a rating system for departments at risk, using a scale of 1 to 5, for example, with 5 being the worst. Mr. Amunds said clearly more in depth examination would be needed of areas with a 5 rating. He asked Mr. Riggs when the Board will receive the risk assessment and when can the Board expect to see a report on the Airports. Mr. Riggs asked if they are to go through a full-blown risk assessment before starting or is he (Mr. Amunds) speaking in general terms for departments that may be at risk. He pointed out that, generally in government, enterprise funds carry more risks. Mr. Riggs stated he would be fine starting with the enterprise funds, either the Airports or Water & Sewer, and let the process evolve. Upon inquiry by Mr. Amunds, Mr. Riggs replied they are in the middle of the overall risk assessment. Mr. Riggs reported that he has had conversations with some of the commissioners and there is an interest in starting as soon as possible. With May 21, 2013 -3- Minute Book 69, Page 128 Okaloosa County Board of County Commissioners regard to Mr. Amunds’ earlier comments on risk ratings, Mr. Riggs said at this point they do not know who is a 4 ora 5. Mr. Harris noted the firm has been on site for about one month. He said he told Mr. Riggs yesterday that his emphasis will be on the enterprise funds. He added that he is surprised the firm has been at this for a month and is no further along than this. Mr. Harris stated the internal audit reports may vindicate the county or they may show where improvements are needed. He said he views CRI as the county’s “Inspector General” and added that no one has impeded the firm. Mr. Windes stated his interest is for CRI to focus primarily on the Airports Department while conducting the overall risk assessment. He said if more work needs to be done, the Board will address that. Mr. Windes repeated work should begin at the Airports and there should be a clean bill of health before the new Airports Director comes onboard. Mr. Amunds stated he is looking along the same lines as Mr. Windes. He said the Board needs to have a “report card” of the work and he does not want to go months without knowing what has been done. Mr. Amunds said Mr. Padgett can keep’- the commissioners updated. Mr. Parisot commented that if the firm is here to help us, they will be glad for any information it can provide. He agreed with Mr. Windes comments and recommended looking at contracts and leases at the Airports Department, as well as the quality of the leases. Mr. Parisot stated he would like to know that if a tenant is six to twelve months delinquent in payments, can the Board put a lock on the door. Mr. Boyles said the current scope of work would allow CRI to do a 30,000-foot level of analysis. He asked Mr. Riggs if that is a fair assessment and Mr. Riggs replied it was fair. Mr. Riggs added the firm can conduct both the department risk assessments and in depth of the Airports at the same time. Mr. Boyles said everyone recognizes the fact the Auditor General (AG) has been given instruction by the Legislature to proceed with audit functions in the county. He stated this is a good thing which can be used for the benefit of the citizens. Mr. Boyles stressed that he does not want to follow the AG’s process. He said what the Board has determined to do is independent of the Auditor General and it should be conducted May 21, 2013 ~4- Minute Book 69, Page 129 Okaloosa County Board of County Commissioners swiftly and effectively in order for the county to begin correcting weaknesses. Mr. Boyles felt there should be specific time criteria and the report to the Board should be from the contractor. Mr. Harris stated he would like to see a progress report given once a month. He did not feel these efforts to be a bad thing but positive because it will make the county “lean, mean, and clean.” Mr. Harris said he does not want the audit to just be about fraud but include waste and abuse. He also stated that during the monthly report he would like to hear not just the negatives but positives as well. Mr. Boyles made motion, seconded by Mr. Harris, to direct the contractor to proceed with high level overview of risk assessments and, specifically, to conduct an in depth analysis of the Airports Department. Further, the contractor should provide monthly updates at commission meetings. 5 yeas. PUBLIC HEARING - SYLVANIA HEIGHTS MSBU, ASSESSMENT RATE CHANGE (9:00 A.M.) Mr. Stanford read the advertised legal notice for public hearing to consider raising the assessment for the Sylvania Heights Municipal Services Benefit Unit (MSBU). Public Works Director John Hofstad stated this public hearing is necessitated by the results of the annual evaluation and audit conducted by Zan Fedorak of the department. He advised that collections from this MSBU are not sufficient to cover expenses. Staff met with the Sylvania Heights MSBU Committee to discuss the issue. The committee voted to increase the assessment by $1.00. Mr. Hofstad stated this is a start but it will probably be necessary to increase the assessment again next year. Mr. Amunds opened the floor for public comment. No one came forward to speak. Mr. Boyles stated there is an upcoming agenda item for an additional 200 watt streetlight on Okaloosa Island. Mr. Hofstad said the 200 watt fixture is the standard used by Gulf Power in the street light districts. Mr. Parisot suggested a change in the specifications with a lower lumen. Mr. Hofstad replied they can have that discussion with the utility company. Mr. Boyles pointed out Gulf Power is in the business of selling electricity and we should check to see if there is a more cost effective May 21, 2013 -5- Minute Book 69, Page 130 Okaloosa County Board of County Commissioners alternative. Mr. Hofstad advised they provide the fixture at no cost and only charge for its use. Mr. Harris made motion, seconded by Mr. Parisot, to approve the increased assessment for the Sylvania Heights MSBU- as recommended by the MSBU Committee. 5 yeas. PUBLIC HEARING - CHANGE DEVELOPMENT ORDER FOR KELLY PLANTATION PUD MASTER PLAN (9:00 A.M.) Mr. Stanford read the advertised legal notice for public hearing to consider a request to change an approved Development Order for the Kelly Plantation Planned Unit Development (PUD) Master Plan as submitted by Matt Zinke as agent for KPH3, LLC. The proposed amendment is to allocate an additional seven units to Future Development Parcel 4 which is currently approved for