Okaloosa County BOCC — October 5, 2013 — 7-16-13 Regular Meeting — reading text

withdrawn. AIRPORTS - AMENDMENT NO. 1 TO AIR FORCE LEASE FOR NORTHWEST FLORIDA REGIONAL AIRPORT Mr. Villani stated the proposed amendment to the lease with the U.S. Air Force (AFMC-EG-1-07-003) for the Northwest Florida Regional Airport will extend the lease for five additional years. Mr. Harris made motion, seconded by Mr. Windes, to approve Amendment #1 as presented. 5 yeas. TOURIST DEVELOPMENT ~ REQUEST FOR PROPOSALS FOR MASTER COASTAL ENGINEERING SERVICES Mr. Daniel O'Byrne, Tourist Development Department (TDD) Director, requested approval for staff to issue a Request for Proposals (RFP) for master coastal engineering firms. He advised the current contract will expire on September 30. Mr. O'Byrne also asked for approval of the review committee to consist of the TDD Director or his designee, the Public Works Director or his designee, the Growth Management Director or his designee, and one County Commissioner if the Board so desires. Mr. Windes stated he will sit on the committee. Mr. Parisot said he believes this would be a Request for Qualifications rather than a RFP. Mr. Windes made motion, seconded by Mr. Harris, to approve the department head’s requests with Mr. July 16, 2013 -16- Minute Book 69, Page 224 Okaloosa County Board of County Commissioners Windes serving as the Board's representative on the review committee. 5 yeas. TOURIST DEVELOPMENT - RESOLUTION APPOINTING RACHEL JOYCE TO TDC VACANCY Mr. O'Byrne presented for consideration a resolution appointing Rachel Joyce to the vacancy on the Tourist Development Council (TDC). He advised the TDC met on June 27 and voted to recommend Ms. Joyce’s appointment. Mr. Windes made motion, seconded by Mr. Parisot, to adopt the resolution appointing Ms. Joyce to the TDC. 5 yeas. RESOLUTION NO. 13~109 PUBLIC WORKS - USE OF COUNTY PARK PROPERTY AT LAUREL HILL FOR AIRSOFT FACILITY Mr. John Hofstad, Public Works Director, requested consideration of a lease with Warrior Base Airsoft for use of county park property in Laurel Hill (old laurel Hill tkLandfill) = for development of an Airsoft tournament field. He stated the facilities maintenance agreement has been through legal and Risk Management department reviews. Upon inquiry by Mr. Amunds, Mr. Hofstad stated the liability issues have been addressed. Mr. Harris made motion, seconded by Mr. Boyles, to approve the facility management lease with Warrior Base Airsoft. 5 yeas. PUBLIC WORKS - TASK ORDER NO. 67 WITH HDR ENGINEERING, MARLER PARK BOAT PARKING & EXHIBIT AREA PROJECT Mr. Hofstad requested approval of Task Order No. 67 with HDR Engineering for service relating to the Marler Park Boat Parking and Exhibit Area project. The not-to-exceed cost is $74,834.50. Mr. Parisot made motion, seconded by Mr. Harris, to approve this task order. 5 yeas. PURCHASING -—- DIRECTION REGARDING CONTRACT FOR FINANCIAL AUDITING SERVICES Mr. Richard Brannon, Purchasing Director, stated the contract for financial auditing services with O'Sullivan Creel, LLP (now Warren Averett, LLC) is expiring and requested Board guidance. The firm was selected to provide auditing services for FY 2010, 2011, and 2012. The contract does contain an option to renew for three one-year terms beyond the initial three-year term of contract. July 16, 2013 -~17- Minute Book 69, Page 225 Okaloosa County Board of County Commissioners Mr. Parisot said auditing is one area where he believes a different set of eyes is needed. He recommended advertising a RFQ for these services. Mr. Boyles said a balance must be met between an entity learning what is going on and not becoming stagnant. He said he would like to see additional options going forward. Mr. Boyles pointed out this consumes staff time, particularly with the reduced staffing levels. He felt three years is too short a time. Mr. Amunds stated he could agree to a renewal with the understanding that a RFQ would be considered next year. Mr. Parisot said he can agree to that, adding that he does not want to put a handicap on the Clerk’s Office and the Finance Department which might delay the audit reports. Mr. Parisot made motion, seconded by Mr. Windes, to extend the current contract with Warren Averett for one year and to advertise an RFQ the following year. 5 yeas. PURCHASING - ENGINEERING SERVICES FOR THE PUBLIC WORKS DEPARTMENT Mr. Brannon reported 21 firms responded to the RFQ for engineering services for the Public Works Department. The Board-approved selection committee met on June 25, 2013 to review and rank the proposals. The list was narrowed to six firms: Larry M. Jacobs; Pensacola, FL HDR, Pensacola, FL Preble Rish, Inc.; Fort Walton Beach, FL Hatch Mott MacDonald; Pensacola, FL SCS Engineering; Pensacola, FL AVCON, Inc.; Niceville, FL He recommended staff be authorized to negotiate a fee schedule with these firms and the Chairman be authorized to sign the resulting contracts. Discussion ensued regarding the term of contract. Mr. Hofstad advised the RFQ stated three years with three one-year renewal options. The new contracts would begin October 1, 2013. Mr. Boyles made motion, seconded by Mr. Harris, to authorize staff to negotiate a fee schedule with each firm and to authorize the Chairman to execute the contracts. 5 yeas. July 16, 2013 -18- Minute Book 69, Page 226 Okaloosa County Board of County Commissioners PURCHASING - BID AWARD FOR MARLER PARK BOAT RAMP AND OUTDOOR EXHIBIT AREA Mr. Brannon stated bids were received from three firms for construction of additional boat ramp parking and an outdoor exhibit area near Marler Park on Okaloosa Island. The low bidder meeting specifications is Gulf Atlantic Constructors with a total bid of $1,064,464.85 (exhibit area: $674,577.26; boat parking: $389,887.59). He advised the project will be funded by two departments—Public Works in the amount of $89,887.59 and Tourist Development in the amount of $974,577.26. Mr. Parisot made motion, seconded by Mr. Windes, to approve awarding the bid to Gulf Atlantic Constructors as low bidder meeting specifications and to authorize the Chairman to execute the contract. 5 yeas. PURCHASING - STATE LOBBYIST SERVICES Mr. Brannon reported the RFQ for State Lobbyist Services is on the street right now. He requested the following individuals be appointed to the review committee: County Administrator Ernie Padgett, HR Director Kay Godwin, Growth Management Director Elliot Kampert, a County Commissioner; and Purchasing Director Richard Brannon as the facilitator. Mr. Parisot volunteered to serve as the Board’s representative. Mr. Windes made motion, seconded by Mr. Boyles, to approve the committee appointee with Mr. Parisot representing the Board. 5 yeas. OLD BUSINESS - ESTABLISHMENT OF COUNTY LEGAL DEPARTMENT Mr. Boyles stated a change in the structure of the legal department will impact the budget. There will be less reliance on outside legal counsel with the establishment of a County Legal Department. He said it is his understanding that Mr. Dowd will be ready to move into a different capacity, perhaps, as Senior Counsel. Mr. Boyles suggested a RFQ be issued for the position of County Attorney and move forward to flesh out a legal department. He felt a structure of three attorneys would be appropriate to cover the needs of the county in house. The composition would consist of a County Attorney, Senior Counsel Attorney, and a Junior or Associate Attorney. Mr. Boyles said he wants to make sure everyone is on the same page. July 16, 2013 -19- Minute Book 69, Page 227 Okaloosa County Board of County Commissioners Mr. Amunds commented that if we prepare a RFQ for a County Attorney position and a paralegal, there will be space in this building and possibly in the Crestview office for them. He liked the idea of having access to an attorney in the building. Mr. Amunds reiterated his support for a County Attorney position and a paralegal position, saying we need to take steps in the establishment of this department. He stated that all issues will go to the legal department unless a “specialty” is required and then the County Administrator will select outside counsel. Mr. Boyles remarked that he can buy into that concept. Mr. Parisot asked if these will be contract positions or job descriptions for county employees. Mr. Boyles responded he believes they should be county employees. Mr. Harris concurred, adding that we must crawl before we can walk. Mr. Windes asked how long the transition period would be with Mr. Dowd. Mr. Dowd replied, “three years.” Mr. Amunds stated he has no comment on the three-year period and would like to see what progress is made. He reiterated he does not want to place a time on it. Mr. Windes agreed, saying we can play it by ear and see how it goes. Upon inquiry by Mr. Windes, Mr. Padgett replied he believes this proposal will get the county on track. He then remarked he would cut to the chase, saying he feels the county relies too much on outside counsel and should put more on the in-house counsel. Mr. Dowd said he will probably come back with an amendment to his contract. Mr. Parisot asked if the legal department would include a lawyer to handle Tourist Development issues. Mr. Dowd replied that would be discussed. Upon inquiry by Mr. Harris, Mr. Dowd confirmed the new attorney would be the County Attorney of record. Mr. Harris commented when Mr. Dowd brings back his amended contract, the length of the contract will be addressed. Mr. Boyles made motion, seconded by Mr. Parisot, to direct staff to prepare job descriptions to be advertised for a County Attorney and Paralegal, that those county positions will be part of an established County Legal Department, and that a position of Senior Attorney will be established with further consideration of the position by the Board. Mr. Amunds asked Mr. Boyles if his motion could be amended to include direction to staff to find a physical location for this department. Mr. Windes suggested the attorneys spend time in both a North County July 16, 2013 -20- Minute Book 69, Page 228 Okaloosa County Board of County Commissioners and a South County location. Mr. Boyles amended his motion to include this recommendation. 5 yeas. OLD BUSINESS - PROPOSED SETTLEMENT WITH MEIGS TRUST ON THE SHALIMAR ANNEX REVERTER LITIGATION Mr. Boyles reported that as of this morning the final document had not been received and he feels it should be in hand before any action is taken by the Board. He recommended this item be tabled. OLD BUSINESS - APPOINTMENT OF CITIZEN REPRESENTATIVE TO VALUE ADJUSTMENT BOARD Mr. Amunds stated the Board has received only one application for this appointment and recommended the submission of applications be held open until the next meeting. Mr. Amunds opened the floor for public comment but no one came forward and the meeting was adjourned. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 11:22 a.m. DON W. HOWARD DON R. AMUNDS, CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) After the meeting was adjourned, Mr. Dave Hancock of Fort Walton Beach came forward and asked who is responsible for putting notices in the parks when water quality is poor. Mr. Dowd advised him the meeting has been adjourned. Mr. Amunds told Mr. Hancock to contact Public Works Director John Hofstad. (NOTE: The recording equipment had already been turned off when Mr. Hancock came forward and his comments are not on the audio record.) July 16, 2013 -21- Minute Book 69, Page 229 Okaloosa County Board of County Commissioners