Okaloosa County BOCC — May 17, 2013 — reading text

Wardlow stated this space is intended for another courtroom. She explained there are currently six finished courtrooms and one shell space. Ms. Attachment: March 19 Regular (1657 : Approval of Minutes) Wardlow emphasized that if the Judiciary cannot have two courtrooms at the Annex, it will not meet their mission. Mr. Amunds responded that everything is on the table as far as vacant space is concerned. He said use of the shell space would only be long enough to build something else. Mr. Amunds cautioned against being territorial, saying it all belongs to the Board anyhow. HUMAN RESOURCES - FINALISTS FOR COUNTY ADMINISTRATOR POSITION Mr. Colin Baenziger of Colin Baenziger & Associates reported the commissioners were asked to select their top five choices for interviews from the short list of nine candidates. He then read each of the commissioners’ ballots. The five candidates with the most votes are Rick Chaffin, Ted Lakey, Stephen Layson, Ernie Padgett, and Richard Starks. Mr. Harris made motion, seconded by Mr. Parisot, to approve the selection of Mr. Chaffin, Mr. Lakey, Mr. Layson, Mr. Padgett, and Mr. Starks for interviews. 5 yeas. March 28 will be set aside for each commissioner to have a one- on-one interview with the candidates. Mr. Baenzier advised that he will contact each of the candidates. He asked the Board if they would like to pay for the spouses to come. The consensus of the Board was to pay only for the candidates. Mrs. Kay Godwin, Human Resources Director, stated a schedule has been prepared for the personal interviews. The schedule also includes a tour of the county from noon until 3:00 p.m. on March 27. The candidates will then meet with senior staff from 3:00 p.m. until 4:30 p.m. A reception for the candidates and March 19, 2013 -28- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 112  5.1.c their spouses will be held from 6:00 p.m. until 7:30 p.m. Interviews with commissioners are set for 8:30 a.m. until 12:30 p.m. on Thursday, March 28. At 1:00 p.m. a special meeting of the Board will be called in the Fort Walton Beach Chambers for interviews by the full Board. Mr. Amunds asked why a special meeting is necessary. Mr. Parisot said this will give the public an opportunity to attend and hear the candidates. Mr. Curry replied the special meeting will give the Board the opportunity to ask questions as a group. With regard to the public, Mr. Curry stated the Board could recognize the individuals present but it should not be opened for inquiries of/discussion with the candidates. Attachment: March 19 Regular (1657 : Approval of Minutes) Mr. Dowd asked what the Board is expected to do at the March 28 meeting. Mr. Harris asked why it is necessary to have this meeting when each commissioner will have just completed personal interviews with them. Mr. Baenziger replied a county administrator will fill many roles in the county. The schedule provided for the two days will allow the Board to see how a candidate reacts in a social environment, one-on-one discussions, and in front of a group. Mr. Boyles made motion, seconded by Mr. Harris, to schedule a Special Called Meeting of the Board for March 28 at 1:00 p.m. in Fort Walton Beach. 5 yeas. HUMAN RESOURCES – SCREENING COMMITTEE FOR AIRPORTS DIRECTOR POSITION Mrs. Godwin reported the Airports Director position was advertised on February 21 and HR has received 89 applications. She recommended the appointment of the following individuals to serve on a Screening Committee for applicants for the Airports Director position: Mr. Windes, liaison commissioner to Airports; Okaloosa County Administrator; Kay Godwin, Human Resources Director; Bill Johnson, Executive Director of the Florida Airports Council; Dino Sinopoli, Chairman of the Crestview Chamber of Commerce Airports Committee; and Mary Ann Ustick, Destin City Manager. Mr. Harris made motion, seconded by Mr. Parisot, to approve the appointments to this selection committee. 4 yeas. (Mr. Boyles was not present.) March 19, 2013 -29- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 113  5.1.c AIRPORTS – MIRACLE STRIP AVIATION, AMENDED LEASE AND DEBT REPAYMENT PLAN Mr. Dino Villani, Interim Airports Director, presented for consideration an amended lease and operating agreement with Miracle Strip Aviation and a Debt Repayment Agreement. (NOTE: Regal, the new owners of Miracle Strip Aviation, submitted an offer for debt repayment at the February 19, 2013 meeting. The Board instructed staff to make a counter offer.) Mr. Villani stated the amended and restated lease corrects previous survey errors, requires a new environmental baseline survey, adjusts the percentage of gross sales to equalize rates for each Fixed Base Operation (FBO), establishes facility maintenance responsi- bilities, and defines lease assignment provisions. The Attachment: March 19 Regular (1657 : Approval of Minutes) performance bond was also increased from $25,000 to $50,000. Other terms for fees for insurance and indemnification were raised to the current levels required for an FBO. The Board’s counter offer included a $100,000 terminal renovation credit; a cash payment of $150,000 upon transfer of the lease; and repayment of the remaining debt of $235,382 to be paid in equal monthly installments over six years at 4% interest. Mr. Villani advised Regal accepted this counter proposal. Mr. Harris made motion, seconded by Mr. Windes, to approve the amended lease and operating agreement with Miracle Strip Aviation and the Debt Repayment Agreement. 5 yeas. RISK MANAGEMENT – MOVE RENEWAL DATE FOR COUNTY’S PROPERTY INSURANCE Mr. Gary Real, Risk Manager, asked authority to move the renewal date for property insurance from October 1 to April 1. He said by moving the date it will take renewal out of the “heart” of hurricane season. To achieve this goal, Risk Management recommends entering into an agreement to extend current property coverage for six months. This extension will be at a premium increase of 5% for a total of $450,752.65 for the additional six months. The premium will be due October 1, 2013. In April 2014, the county will then pay a full year premium which is estimated to be $901,505.30. Mr. Real said the remainder of the insurance program will continue with an October 1st renewal date. He stated estimated premiums for Fiscal Year 2015 will return to prior levels of premiums in the area of $1.4 Million. Upon inquiry by Mr. Amunds, Mr. Curry explained that the costs for premiums will be $450,000 more in Fiscal Year 2014 because March 19, 2013 -30- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 114  5.1.c of the additional six month-period. Upon further inquiry by Mr. Amunds, Mr. Curry said probably more than half that cost will come out of the General Fund. Mr. Parisot made motion, seconded by Mr. Harris, to approve the recommendation of the Risk Manager to move the renewal date for the county’s property insurance. 5 yeas. TOURIST DEVELOPMENT – UPDATE ON WESTERN DESTIN BEACH RESTORATION PROJECT AND DUNE ENHANCEMENT PROJECT Mr. Daniel O’Byrne, Tourist Development Director, stated Coastal Management Coordinator Jim Trifilio will give an update on the Western Destin Beach Restoration and the Dune Enhancement Attachment: March 19 Regular (1657 : Approval of Minutes) Projects. Mr. Trifilio provided the following information: Western Destin Beach Restoration Project • Over 600,000 cubic yards of sand placed • beach elevation increased more than five feet • shoreline advanced an average of more than 180 feet • 23 marine turtles safely netted and relocated • total project cost under $8 Million authorized by the Board Dune Enhancement Project Update (tentative schedule) • Mobilization on March 30 and 31 • Delivery of fence material on April 1 • Fence installation on April 2 to April 15 • Plant installation on Western Destin on April 15 to April 30 • Plant installation on Okaloosa Island on May 1 to May 21 • Permit and Notice to Proceed are in hand TOURIST DEVELOPMENT – REVISIONS TO TOURIST DEVELOPMENT OPERATIONS & PROCEDURES MANUAL The most recent revisions to the Tourist Development Operations & Procedures Manual were made on September 18, 2012 and February 19, 2013. These latest revisions demonstrate due diligence in executing Board direction. Mr. O’Byrne said the objective is to specifically address the Auditor General’s findings related to special events and sponsorship funding and March 19, 2013 -31- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 115  5.1.c to communicate policies more clearly and effectively to stakeholders and the public. Mr. O’Byrne provided a brief summary of the latest proposed changes: 1. Segregate the document into three sections (TDC Bylaws, TDD Operations & Procedures Manual, and Special Events and Sponsorships) 2. Replace “Council” with “TDC” and “Board” with “BCC” throughout the entire document 3. Add an Appendix to Sections 1 and 3 which includes the applicable forms 4. In Section 1, TDC Bylaws, include a provision on new member orientation, require Voting Conflict Forms to be Attachment: March 19 Regular (1657 : Approval of Minutes) attached to the minutes, and delete redundant Section B.000 which addresses activities subject to financial review by the TDC 5. In Section 2, TDD Operations & Procedures Manual, delete any reference to the Contracts and Leases Policies and Procedures and include a requirement for the TDD Attorney to participate in the contract approval process 6. Section 3, Special Event and Sponsorship Funding, reworked in its entirety to clarify and strengthen procedures and communicate policy more effectively and add an Expense Reimbursement Form to help mirror county Purchasing Policy Mr. Greg Stewart, Special Counsel with Nabors, Giblin & Nickerson, stated potential amendments to the policy include: • Preparation of language regarding expenditures to be reviewed by the TDD Attorney. This would include work orders and review of purchase orders in excess of $50,000 • Require TDD Attorney, in addition to County Attorney, to review marketing contract prior to presentation to the BCC • Require TDC members to execute Form 1 • Provision for validation by BCC of individual elected to serve as TDC Chairperson. Mr. Stewart noted the current draft leaves election of the TDC Chairperson with the TDC, saying he does not think validation should come before the Board. Mr. Amunds said he