Okaloosa County BOCC — February 18, 2014 — January 21 2014 Regular Meeting Minute — reading text

required because of changes in the Finance Department regarding the way services and materials are procured. Mr. Hofstad noted the list of projects covered by these items was approved last April. Mr. Harris made motion, seconded by Mr. Amunds, to approve the task orders as presented. 5 yeas. FACILITIES MAINTENANCE - FINAL CONTRACT PAYMENT TO SKANSKA/LORD & SON, OKALOOSA COUNTY COURTHOUSE ANNEX EXTENSION PROJECT Mr. Don Turner, Facilities Maintenance, requested approval of the final contract payment to Skanska/Lord & Son for the Okaloosa County Courthouse Extension project in the amount of $37,697. Upon inquiry by Mr. Amunds, Mr. Turner stated all outstanding issues except for one leak have been addressed. Mr. Parisot asked if all ADA issues were completed. Mr. Turner replied by saying “all that were contracted for.” Mr. Harris made motion, seconded by Mr. Amunds, to approve this final contract payment. 5 yeas. (NOTE: The correct budget department numbers for payment are 301 for $10,000; and 3160-- not 3115--for $27,697.) HUMAN RESOURCES — COUNTY ATTORNEY RECRUITMENT UPDATE Mrs. Kay Godwin, Human Resources Director, stated she would like to present an update on the recruitment process for the County Attorney position and to ask guidance on moving forward. She pointed out that John Dowd, County Attorney, will retire in July of this year. In anticipation of Mr. Dowd’s retirement, the county has been accepting employment applications since August 15, 2013. Also, letters of interest were accepted from law firms through December 6, 2013 to provide County Attorney services through a contractual approach. Mrs. Godwin stated the Board-appointed screening committee has reviewed the applications and proposals from firms. The screening committee has narrowed the list of 26 apparently qualified employment applications from individuals down to ten as a potential full-time county employee. She said if the Board desires, the committee can further narrow the field to three to five applicants and schedule interviews. She reported it was the committee’s decision not to rank the firms. The committee felt the first decision was to limit the number of individual candidates and then the Board can make a decision on whether or not to proceed with the law firm concept. January 21, 2014 -7- Minute Book 70, Page 211 Okaloosa County Board of County Commissioners Mr. Amunds stated he agrees with this direction and will second a motion to this effect if placed on the floor. Mr. Parisot commented that he did not get the packages until this afternoon and encouraged the commissioners to look at the three law firms, saying he was surprised about the low dollar amount . Mr. Boyles recommended the scope of individual applicants be narrowed. Mr. Windes stated if there are no objections, we will proceed with the recommendation of the HR Director to narrow the field of applications for County Attorney to three to five individuals. Hearing no comments, Mr. Windes stated the consensus is unanimous. NEW BUSINESS - CONSIDERATION OF LEASE RENEWAL FOR PROPERTY APPRAISER AND TAX COLLECTOR AT UPTOWN STATION Mr. Padgett said the Board needs to take action on one of three options regarding the lease with 99 Eglin, Ltd. for office space for the Property Appraiser and Tax Collector at Uptown Station. Option 1 is a one-year renewal Option 2 is an 18-month renewal Option 3 is a three-year renewal He explained the Board entered into a lease with Jay Odom of 99 Eglin, Ltd. for this office space in January 2009 and the current lease will expire on September 30, 2014. Mr. Padgett stated staff recommends Option 1 which will extend the lease from October 1, 2014 through September 30, 2015. He felt this will give sufficient time for completion of the new Shalimar facility and would mean the Property Appraiser and Tax Collector would only have to make one move. Mr. Harris made motion, seconded by Mr. Boyles, to approve Option 1, a one-year renewal of the current lease. Upon inguiry by Mr. Windes regarding Option 2, Mr. Harris said he is certain there would be a buy-out provision if the Uptown Location is vacated before the end of the 18-month period. Mr. Amunds asked Mr. Turner a question about asbestos (at the Shalimar Annex). Mr. Turner replied they discovered minimal amounts. He said an asbestos survey will be required and he is in the process of doing that. The vote was taken on the motion--5 yeas. January 21, 2014 ~8- Minute Book 70, Page 212 Okaloosa County Board of County Commissioners OLD BUSINESS - COUNTY FACILITIES CONSTRUCTION PROJECTS Mr. Padgett commented that staff needs direction with regard to the future facilities projects and moving forward, possibly under one umbrella. Mr. Turner stated the county has three significant projects moving along separate timelines: Crestview Courthouse, new facility at Shalimar Annex site, and new Sheriff’s building at Sheriff's Shalimar administrative campus. With regard to the Shalimar Annex site, Mr. Turner reported there are six entities in the existing building which will need to be relocated while the building is razed. Three of those are with the Sheriff’s Office and will be relocated to the new building in the Sheriff’s Shalimar compound. He said it has been fifty years since any square footage was added to the Crestview Courthouse; however, more information on that project will be brought to the Board at another time. Mr. Turner said these projects have been discussed with the Einancial advisor and he believes more favorable financial terms can be received by bundling the projects together. Upon inquiry, Mr. Turner stated the financing needed is approximately $20 Million with a 25% plus/minus factor because all details on the construction projects have not yet been decided. Mr. Amunds offered a suggestion of capping each project. At this point Mr. Parisot shared his opinion on the Water & Sewer Administration Building. He said the building was built in 1992 for $3 Million. Mr. Parisot stated north of $4.5 Million in General Revenue funds have been used to pay rent for county operations in this building. He said the Board can get rid of the $250,000 annual rent payment and say the Board owns the building. Also with regard to the Water & Sewer Administration Building, Mr. Parisot said if county offices are relocated out of the building and those spaces are rented out, the Board will become commercial landlords. He said the Property Appraiser and Tax Collector could be moved in to the W&S Administration Building and the county would not need to build a grandiose building in Shalimar. Mr. Boyles said the in-house attorney should review the option and suggested opinions be obtained from the Auditor General and Attorney General on such a proposition of taking ownership of January 21, 2014 -9- Minute Book 70, Page 213 Okaloosa County Board of County Commissioners the building. He stressed he does not want to do anything. arbitrarily. Mr. Parisot said perhaps a facilities workshop would be in order. He also had recommendations on the use of the old Fort Walton Beach Hospital for county office space. Upon inquiry by Mr. Windes, Mr. Dowd stated water and sewer system customers paid for the W&S Administration Building. He felt from an accounting standpoint, the Board is on firm ground by “doing like we are doing.” Mr. Dowd added that he does not know how to “adjust” or “manipulate,” at which point Mr. Windes stated he is not interested in manipulating anything. Mr. Parisot again stated this is a county building and Mr. Dowd interjected that it was built with money from the Water & Sewer Enterprise Fund. Mr. Harris stated customer user fees paid for this building and he does not have the stomach to just try to take it over. Mr. Amunds commented that water and sewer customer fees were used for the bonds to construct the new water reclamation plant and bonds, backed by customer fees, may have been used to construct the W&S Administration Building. He added the word “manipulate” scares him and he is interested in going forward with the three buildings as is. Mr. Amunds stated there may be an opportunity to reduce space in those projects to provide cost savings. Continuing, he said Mr. Parisot’s idea about use of the old Fort Walton Beach Hospital is different from how he remembers the discussion on that subject. Mr. Amunds reiterated he supports going forward with the three facilities. Mr. Turner pointed out the Board earlier took action to extend the lease for the Tax Collector and Property Appraiser at Uptown Station and that date (September 30, 2015) will be fast approaching. He felt if the county is to make the deadline, it must keep moving forward. Mr. Boyles made motion, seconded by Mr. Harris, to move forward with the agenda item as requested with three projects as identified under one financial umbrella. Mr. Parisot stated he believes there should be serious discussion on ail county buildings. Mr. Windes replied, “duly noted.” 5 yeas. January 21, 2014 -10- Minute Book 70, Page 214 Okaloosa County Board of County Commissioners OLD BUSINESS - FISCAL YEAR 2014 THIRD QUARTER (APRIL, MAY AND JUNE) CALENDAR (Tabled from January 7 meeting) Mr. Amunds stated the reason this item was tabled was to give additional time to consider the option of changing the time of meetings to all evening hours. Mr. Parisot remarked that he is not sure anything is wrong with the current system of having one morning and one evening meeting per month and alternating locations. Mr. Windes said initially he thought it was a good idea but after asking around, there was no leaning one way or the other from the people he spoke with. He stated he is comfortable with it staying as it is. Mr. Parisot pointed out there has been live-streaming of meetings since 2010 and he believes the public has ample opportunity to participate. He said if there is a burning issue, the public will find a way to get their concerns known. Mr. Parisot requested the June 17 meeting in Fort Walton Beach Beach changed from an evening meeting to a morning meeting. He said commissioners who plan to attend the annual FAC Conference in Orlando the next day will have more time to travel. Mr. Harris stated he has been doing this for five years and if there is a major issue for citizens, they will voice their opinions. He said he agrees with the Chairman, saying he heard no overwhelming opinion from anyone on the meeting times. Mr. Boyles made motion, seconded by Mr. Parisot, to approve the calendar as presented with the exception of changing the meeting time for the June 17 meeting to 8:30 a.m. 5 yeas. Mr. Parisot asked if a Budget Policy Workshop will be set for April. Mr. Padgett replied he understands the Board has historically held a policy workshop in April but believes that is too early in the budget process. He said he thought everyone was satisfied with the process last year, working through the process workshop by workshop. Mr. Padgett reiterated April is too early for such a workshop and said perhaps one could be scheduled later. Mr.-.Harris stated he will defer to staff because they are the ones working it. Mr. Boyles agreed. Mr. Windes surveyed the Board and said we have consensus. January 21, 2014 -i1- Minute Book 70, Page 215 Okaloosa County Board of County Commissioners PUBLIC HEARING — REQUEST FROM ALPHA OMEGA INVESTMENT TO AMEND FLUM DESTGNATION AND REZONE .43 ACRE IN NICEVILLE Mr. Stanford read the advertised legal notice for public hearing requested by Alpha Omega Investment to amend the Future Land Use Map (FLUM) designation from Low Density Residential (LDR) to Commercial (C) or a more restrictive FLUM designation for .43 acre located at 1445 Pine Street in Niceville. Further, if the FLUM designation is approved, the applicant requests the zoning for the subject parcel be changed from Residential - 1 (R-1) to General Commercial District (C-3) or a more restrictive