Okaloosa County BOCC — July 6, 2016 — June 7, 2016 BCC Meeting (Reg) — reading text

June 7, 2016 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 Crestview City Hall Council Chambers. Members present were Charles K. Windes, Jr., Chairman; Carolyn Ketchel, Vice Chairman; Wayne Harris; Nathan Boyles; and Trey Goodwin. Also present were J.D. Peacock II, Clerk of Circuit Court; John Hofstad, County Administrator; and Lynn Hoshihara, County Attorney. PUBLIC INFORMATION UPDATE Mrs. Kathy Newby, Public Information Officer, provided the following updates: ¢ Hurricane Season is June 1%t - November 30th, e FEMA & NWFMD has released flood insurance rate and maps for Okaloosa. They have meetings scheduled for June 28t (Shalimar)and June 29th (Crestview). e Mural #2: Gulf Life, located in the County Administration Building in Shalimar is almost complete. ¢ The OQOkaloosa County Commission on the Status of Women (OCCSW) installed a new Board of Officers. e Okaloosa County received Combat Wounded Parking Signs. COUNTY ADMINISTRATOR’S UPDATE Mr. John Hofstad, County Administrator, said the County kicked off its budget meetings with the Constitutional Officers 1last week which will be presented in the upcoming workshops. He stated he is looking at filling the director position in the Purchasing Department which would require a selection committee and said this item would be presented at the July 21%% Board meeting. Additionally, he said he will meet with the Laurel Hill City Council on Thursday for a discussion regarding its interest in becoming unincorporated. COMMISSIONER’S MINUTE Mrs. Ketchel stated she would like to have Ttem #7 under the Consent Agenda pulled for discussion and continued by stating the County assumes responsibility for the remains of deceased June 7, 2016 -1- Minute Book 74, Page 247 Okaloosa County Board of County Commissioners unclaimed persons in Okaloosa County and they are not all homeless. She said this is accomplished through a funeral home in which the County contracts with. Mrs. Ketchel said the unclaimed cremains will be buried annually on November 27 at the Beal Memorial Cemetery (Lazarus Project) which will include maintaining a Book of Life, a granite marker and name plates. Mr. Goodwin noted Mrs. Cindy Maney played an integral role in getting the reserve parking signs for Wounded Warriors and further stated that some of the best ideas come from citizens. Mr. Harris stated Mrs. Mary Carson previously handled documents related to the County’s Indigent Program. Mr. Boyles said he was happy to be here, Mr. Windes said the “safety corridor buoys are at home” (Emergency Vessel Corridor along Crab Island). COUNTY ATTORNEY’S UPDATE Mrs. Lynn Hoshihara requested Consent Agenda Item #7 be pulled for discussion. CLERK OF COURT’S UPDATE Mr. Peacock stated he had nothing. PUBLIC COMMENTS Mr. Mike Chesser, Shalimar, said in regards to the rotation of the Crestview Courthouse, there &are some roads around the Courthouse that may need to be one-way and stated the Sheriff may want to vacate the Livingston Building. He continued by reading an excerpt from a court case, later identified as Temple Terrace v. Hillsborough Association For Retarded Citizens, Inc., Court of Appeal of Florida, Second District, October 10, 1975, No. 75-55 (on file in BCC Records). Mr. Chesser asked that the citizens be afforded an opportunity to be heard. Mr. Mickey Rytman, 3rd Avenue, Crestview and former Crestview City Council Member, stated many citizens have asked him for help with regards to the rotation of the Crestview Courthouse. He said the Courthouse is the focal point of Crestview and should remain in its current position and asked the Board to reconsider its decision. June 7, 2016 -2- Minute Book 74, Page 248 Okaloosa County Board of County Commissioners Mr. Bill Parker, Courthouse Terrace, Crestview, stated the Historical Society came up with a good plan which included columns when asked to assist with the courthouse planning. He inquired about the pictures depicting a south view of the courthouse originally circulated. Mr. Boyles stated there 1is not enough time or space to make changes to the orientation of the courthouse. Mr. Parker stated a discussion on time, space and the availability of the property occupied by the Sheriff’'s Office (Livingston Building) need to be included in a discussion regarding the courthouse. Ms. Connie Dukes, Sicux Circle, Crestview, said the Courthouse should remain in its current position and if the Commissioners will not allow discussion, “shame on them.” Mr. Boyles stated a discussion regarding the Sheriff’s Office took place previously and the lease on that property is a long- term lease with the State which would require Legislature or Cabinet approval to make changes. He said it is his understanding the Highway Patrol Tower located on the parcel would not be relocated; therefore, ownership of the property and tower location makes utilization of the parcel impractical. Mr. Harris said his fiduciary responsibility is to use and spend money 1in the best possible manner and his decision would not change. Mr. Rytman requested the Board 1listen to the citizens and reconsider its decision. He said he doesn’t see what the rush is and doesn’t think the architectural design has to be changed. Mr. Goodwin explained he was one of three Commissioners that voted to move forward with the courthouse project because changes would increase costs and felt it was the best value of tax dollars. He said the extra monies would be put toward needed roads in the north county but as a result of calls received and personal contact from citizens who felt they had no say in the process, he has reconsidered the matter. He further stated the demolition and rebuilding of the courthouse has materially and substantially changed the scope of work. Mr. Goodwin made motion, seconded by Mrs. Ketchel, to proceed with the Courthouse design but allow an opportunity for the citizens to be heard and directed staff to put the building construction through a competitive bid process upon design completion. June 7, 2016 -3- Minute Book 74, Page 249 Okaloosa County Board of County Commissioners In response to Mr. Windes, Mr. Goodwin said another public meeting would be held in Crestview. Mr. Boyles said that was a “big bite” and asked that the motion be broken in two pieces. He said the courthouse orientation had been discussed in five public meeting and three or four newspapers articles and stated that Main Street does not run north and south. Mr. Boyles stated he would vote in opposition of the motion. Mr. Goodwin said his motion stands since he was one of three people who can change the vote because he was on the opposing side. He further stated he doesn’t know if the courthouse will or will not face Main Street but he disagrees with the process of getting there and further stated the process has to be correct for the citizens. Upon being asked by Mr. Windes, Mr. Goodwin repeated his motion. Mr. Harris said Mr. Boyles made an adequate explanation as to why we voted to move forward with the current orientation. He said logic prevailed and the design team proved to him that anything other than the proposed courthouse orientation is not the most effective use of the parcel and is not the most cost effective. Mr. Harris stated his decision was based on what was right for all the citizens of Okaloosa County not just a few and said he would not change his vote. He said if the vote passes for extension of the courthouse project, the businesses on Main Street would be hurt. Mr. Boyles asked for clarification of the motion and wanted to ensure everyone understands its import. Mr. Goodwin said slowing down is not going to hurt anything in the long run and stated his motion is clear as it stands. He said there 1is an opportunity to save money through a competitive bid process and further stated the Board should listen to the taxpayers. At Mr. Windes’ request, Mrs. Hoshihara explained in a competitive bid process, the bid award would go to the lowest bidder but with this project (design build), as it relates to the dollar thresholds, it would be subject to Consultants Competitive Association Act (CCA) and the selection is not made based on price but qualification. She stated the most qualified contractor 1is selected and negotiation of price and details follows. She further stated there is no guarantee for negotiation of a less expensive project but it’s not a true bid based solely on price. She stated if Mr. Goodwin’s motion was approved, the process would start from the beginning (subject to June 7, 2016 -4~ Minute Book 74, Page 250 Okaloosa County Board of County Commissioners CCA) and the current contract would have to be terminated and rebidded. Mr. Goodwin amended his motion, seconded by Mrs. Ketchel, for staff to explore his two points in conjunction with one another. Mrs. Hoshihara said based on this discussion, staff could provide recommendations at the next meeting. Mr. Harris raised additional objections to delaying the project. Mr. Goodwin said the contract is for a renovation but the board has discussed tearing it down and rebuilding which is a substantial material change. At Mr. Windes’ regquest, Mr, Goodwin restated his motion saying it 1is an opportunity to explore additional building site orientations, to include public opportunity and comment, a public workshop duly noticed that gives folks an opportunity to give their positions on the issue and once this building has reached a final design phase, it be put out to whatever statutory process 1is available whether or not it’s competitive bid or qualification based (his preference being competitive bid). He stated it is to: 1) open up reorientation and 2) delay final contract until other builders are sought. Mr. Goodwin stated it’s direction for staff to come back on those two issues. Mr. Windes reiterated the Board is voting for staff to bring back guidance on the two noted items at the next meeting in conjunction with one another. Mr. Hofstad stated the contract with Ajax was amended from renovation to demolition and construction when it was determined the courthouse contained mold. Upon Mr. Boyles’ request for clarification, Mr. Windes said the motion was to consider additional placement options, a meeting with public input (a public workshop), and a rebid process but at this vote Mr. Goodwin is requesting staff consider these items at the next meeting and further stated guidance for this item would be forthcoming at the next meeting. Mr. Boyles said the fine tuning of this motion is critical to the continued pace of this project and asked if it’s being put on the agenda for discussion for the next meeting or giving other direction to staff. Mrs. Hoshihara stated she understood the direction from the discussion to be three fold: 1) reconsideration o©of the orientation of the courthouse; 2) the scheduling of a workshop or some vehicle for public input which 1f affirmative vote is June 7, 2016 -5- Minute Book 74, Page 251 Okaloosa County Board of County Commissioners received from the Board, both items can be scheduled without further discussion; and 3) for staff to come back at the next meeting after exploring available options for the Board to consider regarding the possibility of rebidding. She responded to Mr. Windes by stating under any contract up until the date of termination, the County would be «zresponsible for any work completed up to date of termination and any work completed would belong to the County. Mrs. Ketchel stated there was another design being considered at the last meeting that faced downtown which only sacrificed four parking spaces. Mr. Boyles said if that’s the case they should vote on it and give it finality. He further stated if the Board wanted to ignore the design team’s recommendation, orient the building as the Historic Board of the City of