Okaloosa County BOCC — December 16, 2014 — Nov4,2014 — reading text

Director, requested approval to purchase land for the Shoal River buffer and to authorize the Chairman to execute a Resolution approving the action, Purchase & Sales Agreement, Restrictive Use Easement and Closing Documents. The property is located north of the Eglin Air Force Base Reservation. Mr. Littrell commended Mark Wise, Assistance Water & Sewer Director, on his extraordinary efforts on this project. Mr. Harris made motion, seconded by Mr. Amunds, to approve the department head's request to purchase the buffer property and to authorize the Chairman to execute the necessary documents to support that purchase. 4 yeas. RESOLUTION NO. 14-204 WATER & SEWER SYTEM - FDEP GRANT AGREEMENT, OKALOOSA ISLAND WATER SUPPLY Mr. Littrell requested approval of a Florida Department of Environmental Protection (FDEP) grant agreement for $600,000 for the Okaloosa Island Water Supply Project. He noted the grant funds were appropriated by the Legislature. Mr. Parisot made motion, seconded by Mr. Amunds, to approve the grant agreement and to authorize the Chairman to execute this agreement and any future related grant documents. 4 yeas. (Mr. Windes was not present.) WATER & SEWER SYSTEM ~ EGLIN AFB WASTEWATER TREATMENT CONTRACT MODIFICATION FOR DELIVERY DATES Mr. Littrell requested approval of a contract modification with Eglin AFB with regard to delivery dates related to construction work and Capacity Expansion Charges for Camp Rudder. Mr. Parisot made motion, seconded by Mr. Harris, to approve this contract modification and to authorize the Chairman to execute same. 4 yeas. (Mr. Windes was not present.) TOURIST DEVELOPMENT - RESOLUTION REVISING FY 2013-14 STRATEGIC MARKETING PLAN Mr. Ed Schroeder, Tourist Development Department (TDD) Director, requested adoption of a resolution revising the FY 2013-14 Strategic Marketing Plan. Allocations for the Christmas marketing campaign were moved to the fall campaign. Mr. Parisot November 4, 2014 -12- Minute Book 72, Page 47 Okaloosa County Board of County Commissioners made motion, seconded by Mr. Windes was not present. RESOLUTION NO. Amunds, amending the FY 2013-14 Strategic Marketing Plan. resolution Yeas. (Mr. co adopt a 4 14-205 TOURIST DEVELOPMENT - UPDATES TO FY 2014-15 STRATEGIC MARERTING PLAN Mr. Schroeder provided updates to the FY 2014-15 Strategic Marketing Plan: 1. Elimination of Collinson Media (print), Rachael Ray (print), Internationai Travel Guide {print}, and Southern Living {digital} from the co-op program 2. Addition of Fall Travel to the Southeast (print/digital) and Southwest Spirit (mrint}) to the co-op program 3. Staff to present amendment of the SMP in the form of a resolution on a quarterly basis Mr. Harris made motion, seconded by outlined changes. 4 yeas. (Mr. Wind TOURIST DEVELOPMENT ~ CANCELLATION OF THE TENNECO to memorialize changes Mr. Parisot, to approve the €S was nok present.) DEPLOYMENT FOR ARTIFICIAL REEF Mr. Schroeder stated conditions have changed since dune 2013 when the Board approved the equigition of the Tenneco for deployment as an artificial fishing reef. H advised the Tourist Development Council (TRC) allocated $75,000 for the deployment of this vessel. Mr. Schroeder reported the YTennecs would have to be stripped of all wooden materials, tanks, and hazardous materials before deployment. He advised the vessel would be severely weakened and would probably sink on its way here. Mr. Sehroeder recommended the deployment be cancelled and the 675,000 be used for the program using concrete from Eqlin AFB for a reer. Mr. Amunds made motion, seconded by Mr. Parisot, to eancel deployment of the Tenneco and to use he $75,000 allocation for moving the concrete from Eqlin AFB to a site for construction of a fishing reef. Mr. the move to cancel deployment of liability concerns. 4 yeas. (Mr. Wi November 4, 2014 ~13- Hofstad stated he supports the Tenneco, citing huge ndes was nok present.) Minute Book 72, Page 48 Gkaloosa County Board of County Commissioners TOURIST DEVELOPMENT - AMENDMENT NO. 1 TO WASTE MANAGEMENT CONTRACT C03-0898-TDC Mr. Schroeder referred to Waste Management Agreement #S0003339246, Page 2 which states “Rate guarantee for one year excluding disposal price increased. Then cap rate increase in years 2 and 3 to no more than 3%, excluding disposal.” He said Waste Management invoiced a 3% increase to the haul rate and disposal rate effective July 1, 2014 (the start of year 2). However, he said the contract must first be amended to reflect the change in price. Mr. Schroeder stated the Legal and Purchasing Departments have reviewed the proposed contract amendment to memorialize the rate increase and the amendment falls within the signature authority of the Purchasing Manager. He requested Board approval retroactive to July 1, 2014. Mr. Parisot made motion, seconded by Mr. Harris, to approve the contract amendment retroactive to July 1, 2014 “including the strike outs on the contract.” 4 yeas. (Mr. Windes was not present.) FACILITIES MAINTENANCE - SYSTEMS SPECIALISTS CONTRACT RENEWAL, CRESTVIEW COURTHOUSE Mr. Don Turner, Facilities Maintenance Director, stated the next five agenda items are all related contract renewal services by Systems Specialists for HVAC monitoring and controls throughout the county. The first item is for the Crestview Courthouse. He stated the paperwork did not get processed appropriately and are to be retroactive to October 1, 2014. Mr. Turner asked the County Attorney if all five contract renewals can be handled with one motion. Mr. Stewart recommended they be considered individually. Mr. Parisot made motion, seconded by Mr. Harris, to approve the contract renewal with Systems Specialists for HVAC monitoring and controls for the Crestview Courthouse, retroactive to October 1, 2014. Mr. Harris stated this is not the first time we have had to deal with contracts in arrears, saying it is happening more often and he is concerned about the way this is being done, saying it does not look well on leadership. Mr. Turner responded, saying there were communication issues, changes in personnel at his office and policy changes. He said November 4, 2014 -14- Minute Book 72, Page 49 Okaloosa County Board of County Commissioners these items “fell through the cracks.” Mr. Turner stated there will be one or two more service agreements which need to be in the form of contracts and will come to the Board for action in the near future. Mr. Harris stated Mr. Turner made the comment that it would be the last time this would occur and asked him what measures had been put in place to prevent a reoccurrence. Mr. Turner again referred to having a temporary hire in his office in March when the Purchasing Department identified to county departments the contracts which would be expiring. He repeated there was a communication problem. Mr. Harris responded by telling Mr. Turner this is his department and this falls on his shoulders. Mr. Hofstad stated this falls oon his back as County Administrator and on staff. He said there is also an issue with special event permits which will be revised. Mr. Hofstad acknowledged the efforts of the Purchasing Department to notify departments well in advance of issues relating to the term of contracts. He advised the process continues to require revision. Mr. Amunds stated there needs to be more consistency. Mr. Hofstad agreed. Mr. Boyles said it is important to note that we are in a transition phase and stressed that we cannot continue to go past the contract deadline. He stated he feels one of the difficulties is limitations of having a tight staff. Mr. Hofstad noted that he has been meeting with Clerk J. D. Peacock and is encouraged with those talks. He believes communication between the Clerk and BCC will be more open. The vote was taken to approve this agenda item—4 yeas. (Mr. Windes was not present.) FACILITIES MAINTENANCE - SYSTEMS SPECIALISTS CONTRACT RENEWAL, COUNTY JATL Mr. Parisot made motion, seconded by Mr. Harris, to approve the contract renewal with Systems Specialists for HVAC monitor and controls for the County Jail, retroactive to October 1, 2014. 4 yeas. (Mr. Windes was not present.) November 4, 2014 -15- Minute Book 72, Page 50 Okaloosa County Board of County Commissioners PACTOITIES MAINTENANCE -~- SYSTEMS SPECIALISTS CONTRACT RENEWAL, EMERGENCY OPERATIONS CENTER Mr. Harris made motion, seconded by Mr. Farisot, to appreve the coniract renewal with Systems Specialists for HVAC moniter and controls for the Emergency Operations Center (EOC), retroactive ko Octoher 1, 2014. 4 yeas. (Mer. Windes was not present.) PACTLITIES MAINTENANCE -~ SYSTEMS SPECTALISTS CONTRACT RENEWAL, NORTH AND SOUTH FIBER HUBS Me. Amunds made motion, seconded by Mr. Farisot, to approve the contract renewal with Systems Specialists for HVAC monitor and controls for the North and South Fiber ubs, retroactive to petober 1, 2014. 4 yeas. (Mr. Windes was not present.) PACILITIES MAINTENANCE - SYSTEMS SPECIALISTS CONTRACT EENEWAL, SOUTH COURTHOUSE Mr. Barigot made motion, seconded by Mr. Harris, to approve the contract renewal with Systema Specialists for HVAC monitor and controls for the South Courthouse, retroactive to October I, 2014. 4 yeas. (Mr. Windes was not present.} PUBLIC COMMENTS Mr. Stan Brown spoke on behalf of the Lake Lorraine residents, saying he would like te commend Mr. Parisot for his efforts in correcting the drainage problems which have flooded the neighborhood. Mr. Peaceck thanked the two departing commissioners for their work om the Board. He said he ia excited to be part of county government and made a commitment for his staff to work with county staff to improve the county processes. ADTOURNMENT There being no further business to come hefore the Board, the meeting was adjourned at 7:35 p.m. J.D. PEACOCK If CHARLES E. WINDES, GR., CHATRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS AD INTERIM (These minutes were transcribed by Teresa Ward.} November 4, 2014 ~16~- Minute Book 72, Page 41 Okalocaa County Board of County Commissioners