Okaloosa County BOCC — April 5, 2016 — Regular BCC Meeting 02.02.2016 — reading text

Asset List and donate to City of Fort Walton Beach Police Department 18 . Purchasing : Approval of Amendment No . 5 to Horizons Landscape Maintenance Contract No . C97-0066-WS 19 . Facilities Maintenance : Amendment No . 1 to Contract #WS954 with the Florida Department of Corrections for inmate services in county parks February 2 , 2016 -10- Minute Book 74 , Page 109 Okaloosa County Board of County Commissioners 20 . Tourist Development : Approve payment in advance for VisitFlorida Small Business Partnership Invoice #00036764 in the amount of $395 21 . Tourist Development : Quarterly Report on tourism promotion and marketing campaigns 22 . Water & Sewer : Final Payment (Invoice #0200193-IN) in the amount of $8 , 625 on Contract #Cl2-1935-WS with Fort Bend Services 5 yeas . 5. County Administration : Proclamation designating February 8 , 2016 as 1 ootE Anniversary of Okaloosa County Schools Mrs . Mary Beth Jackson , Superintendent of Schools , announced that yesterday at all schools a flag was raised which had been flown over the Capitol. The flags were presented by Congressman Jeff Miller . She stated this year marks one hundred years of education in Okaloosa County . Mrs . Jackson said there have been many accomplishments , with Okaloosa schools rising from number 7 in the state to number 4 . Mr . Harris made motion , seconded by Mr . Boyles , to approve the proclamation designating February 8, 2016 as the 1ooth Anniversary of Okaloosa County Schools . 5 yeas . GROWTH MANAGEMENT APPROVE DEVELOPMENT OF THE GULF OKALOOSA RESTAURANT Mr. Elliot Kampe rt , Growth Management Director , told the Board he will be happy to work with the BIA and try to come up with a solution to the concerns voiced earlier . Mr . Kampert presented for consideration the site development plans for The Gulf Okaloosa , a proposed 13 , 701-square foot , two- story restaurant with outdoor seating area as submitted by Malcolm Williams of Preble-Rish Engineering on behalf of the property owner FWGV , LLC . The property contains 4 . 06 acres and is located at the northeast corner of Marler Avenue and Seibert Street , Fort Walton Beach . He said the Okaloosa Island Leaseholders Association Architectural Review Committee reviewed the site development plans on July 2 , 2015 and found them to be in compliance with the Okaloosa Island Protective Covenants & Restrictions. February 2 , 2016 -11- Minute Book 74 , Page 110 Okaloosa County Board of County Commissioners Mr . Kampert stated the Board of Adjustment approved the outdoor service of alcohol at this location (which is within 300 feet of a residential use) as provided in Section 2 . 20 . 01 . 6 of the Land Development Code with the following conditions : 1. There will be no consumption of alcoholic beverages in the vehicular parking or circulation areas , retention ponds , or landscape buffers . 2. Inward facing signs containing the message " No Alcoholic Beverages Beyond This Point " shall be installed along the boundaries of the landscape buffers , interior parking , and vehicular circulation areas , as well as Seibert Drive right-of-way and along any areas where the general public other than restaurant patrons may have access to the property . 3. The applicant will be required to ensure that all outside areas remain free of litter , trash , and alcoholic beverage containers not in use by patrons . 4. The kitchen shall remain open and full course meals must be able to be served during all hours that alcoholic beverages are served . 5. No less than 51 % of gross receipts shall be derived from sale of non-alcoholic food or beverages . 6. Outdoor consumption of alcoholic beverages must cease between the hours of 10 : 00 p . m. and 7 : 00 a . m. 7. A barrier that prevents patrons from accessing the parking lot directly from the outside eating and drinking area must be installed . Mr . Joe Rector , representing the applicant thanked a number of staff employees for their assistance getting through the permitting process . He thanked Elliot Kampert , Jason Autrey , Marissa Martinez , Scott Bitterman , Jeff Henderson and Mary Carson . Mrs . Ketchel made motion , seconded by Mr . Harris , to approve the proposed development as presented , to allow staff to post the Notice of Intent to Issue a Development Order sign on the project site , and to issue a development order at the end of the notice period . 5 yeas . WATER & SEWER SYSTEM - SIGNATURE AUTHORITY FOR PROCUREMENTS FOR ARBENNIE PRITCHETT WRF EXPANSION Mr. Jeff Littrell , Water & Sewer System Director , requested signature authority for the procurement of equipment and February 2 , 2016 -12- Minute Book 74 , Page 111 Okaloosa County Board of County Commissioners materials for the Arbennie Pritchett Water Reclamation Facility (WRF) Expansion Project be given to the Okaloosa County Purchasing Manager . The equipment and materials will be purchased under the Owner Purchase Equipment and Materials Program . He estimated sales tax savings at $250 , 000 . Mr . Littrell referenced a meeting county staff had with the Clerk ' s staff to obtain a clear understanding of how this program is to work . Mr . Boyles made motion , seconded by Mr . Goodwin , to approve the department head ' s recommendation to give signature authority to the Purchasing Manager for procurement of equipment and materials for the Arbennie Pritchett WRF expansion project . 5 yeas . TOURIST DEVELOPMENT - REORGANIZATION OF MARKETING FUNCTION AND APPROVAL TO NEGOTIATE CONTRACT EXTENSION WITH PETER MAYER ADVERTISING Mr . Ed Schroeder , Tourist Development Department (TDD) Director , stated the first portion of his presentation is for consideration to reorganize the marketing function which will create new positions and reclassify existing positions . He advised that for his PowerPoint presentation he has chosen four competing destinations for comparison . Those points of comparison are Gulf Shores/Orange Beach , Alabama ; Bay County , Florida ; Walton County , Florida ; and Daytona , Florida . The first slide compared staff positions . Mr . Schroeder pointed out Okaloosa County is at a competitive disadvantage because its public relations/marketing management team is in New Orleans . Some of the disadvantages for this setup are that Okaloosa : • lacks quick response to immediate opportunities • is disconnected from state and regional marketing organizations • has inadequate engagement with local stakeholders • has inadequate shoulder season marketing • is not engaging local talent • spends a large portion of TOT on out-of-state personnel Mr . Schroeder pointed out the request includes the transition of public relations and social media/networking from an outside agency to in-house staff . He explained the positions for the proposed reorganization , adding the job descriptions and classifications / grades will be presented for approval at the February 16 meeting . Those positions are : February 2 , 2016 -13- Minute Book 74 , Page 112 Okaloosa County Board of County Commissioners Position How Created Deputy Director Sales & Marketing Reclass Marketing Manager Digital Marketing Manager New Position Sports & Events Marketing Manager New Position Public Relation Manager Reclass Marketing Coordinator Client Services Coordinator Reclass Research Associate ECCC Sales Manager Reclass Sales & Marketing Manager ECCC Business Dev . Coordinator Reclass Sales & Marketing Coordinator Mr . Schroeder stated the second portion of this request is to negotiate with Peter Mayer Advertising for a seven-month extension . The current contract with Peter Mayer expires at the end of February 2016 . Mr . Schroeder completed his presentation with slides describing the tasks which will be assumed by the TDD if the reorganization is approved . New personnel costs were outlined with a proposal of how to pay for those costs. Mrs . Ketchel stated she likes the positions proposed and the use of local talent . She said she believes the time line may be unrealistic , noting it is important to get the right people in these positions . Mrs . Ketchel then made motion , seconded by Mr. Harris , to approve the re-organization and creation of new positions . Mr . Harris asked for the dynamics of the TDC approval, noting that he understood two members were absent when it was discussed . Mr . Schroeder answered that the representatives from Fort Walton Beach and from Destin were not present but the remaining members approved the restructuring and new positions. Mr . Harris remarked he would like to see more positions added so Okaloosa County may become more competitive . Mr. Goodwin said he believes it is a good plan. He felt using local talent will help ensure our county retains the family- f riendly tourist atmosphere and does not become a problem-filled Spring Break mecca . Mr. Boyles spoke a word of caution , saying he does not believe this plan will resolve all claims and concerns voiced by the industry because their issues are so varied . The vote was taken- 5 yeas . February 2 , 2016 -14- Minute Book 74, Page 113 Okaloosa County Board of County Commissioners RECESS - The meeting was recessed at 10 : 04 a . m. and reconvened at 10:18 a . m. Mr . Schroeder stated bringing back job descriptions at the February 16 meeting may be tough and requested it be February 16 or soon thereafter . Mr . Stewart stated if they are not ready for the meeting on the 16th , they can be moved to another meeting agenda . Mr . Schroeder stated the second part of the agenda request is negotiating with Peter Mayer Advertising for a contract extension . Upon inquiry by Mr . Harris about completion of the audit , Mr . Schroeder stated it is just starting . Mr . Goodwin made motion , seconded by Mrs . Ketchel , to approve contract negotiations with Peter Mayer to extend their contract for seven months . 5 yeas . TOURIST DEVELOPMENT - ISSUE RFP FOR TOURISM WEBSITE HOSTING & MAINTENANCE SERVICES , APPOINTMENT OF REVIEW COMMITTEE Mr . Schroeder requested approval to issue a Request for Proposals (RFP) for tourism website hosting and maintenance services . Management of the county ' s tourism website is included in the current contract for marketing , advertising , public relations , website management , research , social media , and social networking held by Peter Mayer Advertising . This contract will expire on February 27 , 2016 . Staff has been authorized to negotiate a contract extension with this agency. Mr. Schroeder recommended the following individuals be appointed to serve on the RFP review committee : TDD Director , Research & Development Manager , Convention Services Manager , Information Systems Department representative , Tourist Development Council representative , VisitFlorida digital strategy executive , and a website expert from Northwest Florida State College or the University of West Florida . Mr . Goodwin made motion , seconded by Mrs . Ketchel , to authorize issuance of the RFP for tourism website hosting and maintenance services and to appoint the RFP review committee as listed above . 5 yeas . NEW BUSINESS - CHANGE DATE OF FIRST MEETING IN JULY