Fort Walton Beach Council agenda — 05-14-13--regular — reading text

since October 1, 2010. With many changes anticipated as a result of the Affordable Health Care Reform and limited number of participants in some provider networks, it is prudent for the City to issue an RFP to determine the services and providers serving the best interest for the employees and the City. 2.2, The City has an on -going working relationship with Public Risk Insurance Agency PRIA), which handles all of the City' s Liability Insurance services and products. Staff has worked with PRIA' s Employee Benefits Branch over the past few months in anticipation of the upcoming renewal period and with Affordable Health Care Reform education. Ms. Robin Riley, with PRIA, has the experience necessary to assist the City with issuing a competitive solicitation for these insurance products. 2. 3. Through the RFP process, an Evaluation Committee will be developed to evaluate the proposals, rank the proposals, and bring a recommendation to City Council for final approval. 3. RECOMMENDATION: 3. 1. Staff respectfully recommends City Council authorization for Staff to coordinate with Public Risk Insurance Agency to issue a Request for Proposals for the City' s Medical, Dental, Vision and Life Insurance Products. ATTACK M ENTS: Employee Benefits Timeline ( PDF) SIGNATURE BLOCK: Page 1 of 2  F- 1 5.1 Sylvia Hanks Completed 04/ 23/ 2013 2: 45 PM Finance Completed 04/ 23/ 2013 5: 39 PM Carole Jones Completed 05/ 08/ 2013 7: 54 AM City Manager Completed 05/ 08/ 2013 3: 25 PM City Council Pending Page 2 of 2 v .... ket P9a X02  F- 1 5. 1. a CITY OF FORT WALTON BEACH 2013 Insurance Renewal Timeline Employee Benefits April, 2013 Receive Claims Reports from PRM /BCBS Meet with City Manager to provide infomtation on Health Care Reform May, 21113 Receive Employee Census from Sylvia Receive updated claims reports through March Formal RFP process for Medical, Dental, Vision; Life June, 2013 Receive proposals from the insurance carries Prepare formal presentation Presentation of RFP Responses Canters to present proposals Negotiate final terms and conditions with select carriers Present to council July, 2013 Send termination letterto PRM Set up employee open enrollment meetings Set up employee benefits at a glance booklets August, 2013 Coordinate Open Enrollment Meetings / Employee Education Meetines Check forms for accuracy Submit all forms to carriers September, 2013 Receive plan documents and verify for accuracy Verify enrollment in carriers system Verify employees receive ID cards October, 2013 Program Effective Date Packet Pg. 03  15. 2 City Council of Fort Walton Beach CITY COUNCIL MEMORANDUM To: Michael D. Beedie, City Manager From: Michael Beedie, City Manager Date: May 14, 2013 Subject: Revision of Lease for Krcwe of Bowlegs on Robinwood Drive SW 1. BACKGROUND: 1. 1. The City of Fort Walton Beach owns a 24.41 -acre parcel ( Parcel ID No. 14- 2S -24- 0100- 0000 -0030) on Robinwood Drive SW. The City currently utilizes portions of the parcel for Facilities Maintenance office space, Sanitation office and storage space, Pump Station No. 1, and the City Stockyard. 1. 2. Along Robinwood Drive SW, just south of the City' s Sanitation office, the City currently leases approximately 0. 143 acres of land to the Krewe of Bowlegs. The physical address of the leased area is 20 Robinwood Drive SW and is used as a warehouse for the Krewe' s parade floats and meeting space. 1. 3. The current lease with the Krewe of Bowlegs began on October 1, 2005 with the original term of ten ( 10) years. There are also three ( 3) options to renew the lease for five ( 5) year terms. 2. DISCUSSION: 2. 1. Earlier in 2013, the Krewe of Bowlegs requested the option of expanding their leased area in order to construct additional warehouse and meeting space. The Krewe completed a survey of the requested lard, which will add another approximately 0. 143 acres to the south of the current leased area. 2. 2. The expanded leased area is currently wooded and vacant. The current zoning of the parcel is Community Facilities, and the Future Land Use is CIU. There are no changes proposed to the Zoning or Future Land Use for the expanded leased area. 2.3. During Staffs review of the existing lease, a couple of errors were found in the existing lease document. 2. 3. 1. In Section 2 — Description of Leased Premises, there was a directional error in the legal description that will be revised in the amended lease agreement. 2. 3. 2. In Section 4 — Term, the expiration date of the first lease term was listed as September 31, 2015. 2. 4. Staff has drafted an amended lease agreement including both leased areas and all corrections as needed from the original lease agreement. 2. 5. Any improvements to the property, including building permits, environmental permits, Page 1 of 2 Packet Pg::  15 .2 etc. are the responsibility of the lessee, the Krewe of Bowlegs. The Krewe is also responsible for all maintenance, repairs, etc. on the property and the improvements. 3. FINANCIAL INFORMATION: 3. 1. The original lease agreement listed an annual rent for the land only of $300 per year payable on October 1" of each year of the lease. 3. 2. Because the expanded lease property is currently vacant with no existing or future use by the City, the proposed lease agreement with the additional land lists an annual rent of $600 per year. The additional rent would be required upon execution of the amended lease agreement. 3. 3. The term of the lease would begin upon execution of the lease agreement with the first term ending on September 30, 2023. 4. RECOMMENDATION: 4. 1. Staff respectfully recommends City Council authorization for the Mayor to execute an amended lease agreement with the Krewe of Bowlegs for approximately 0.286 acres at 20 Robinwood Drive SW for the purposes of allowing the Krewe to expand their warehouse space. ATTACHMENTS: Revised Krewe of Bowlegs Lease ( PDF) Krcwe of Bowlegs lease Survey ( PDF) Original Kre" c of Bowlcgs Lease ( PDF) SIGNATURE BLOCK: Finance Completed 05/ 07/ 2013 8: 39 AM City Attorney Completed 05/ 07/ 2013 1: 23 PM Carole Jones Completed 05/ 08/ 2013 7: 51 AM City Manager Completed 05/ 08/ 2013 1: 47 PM City Council Pending Page 2 of 2 PaC1{ P9•  F15 2. . a KREWE OF BOWLEGS LEASE AGREEMENT The State of Florida County of Okaloosa 1. Parties This lease is made between the City of Fort Walton Beach, Florida, a municipal corporation, with its principal place of business at 107 Miracle Strip Parkway SW, Fort Walton Beach, Florida 32548, as City / Lessor, and Krewe of Bowlegs of Okaloosa County, Florida, Inc., a not- for -profit ( Section 501( e)( 3)) corporation, with its principal place of business at 20 Robinwood Drive SW, Fort Walton Beach, Florida 32548, as Lessee. 2. Description of Leased Premises The City, hereby leases to the Lessee and Lessee hereby hires from the City the property and improvements situated at 20 Robinwood Drive SW, Fort Walton Beach, Florida Premises "), and more fully described as: Lease Area # 1: Begin at the southwest corner of the First Addition to Kelly' s Subdivision as recorded on Page 76, Book 3, Okaloosa County, Records, proceed North 3"27' West 55 feet, thence South 86 "33' West 125 feet to the Point of Beginning ( POB) of the property to be leased. Continue South 86 "33' West 125 feet, thence North 03027' West 50 feet, thence North 86 "33' East 125 feet, thence South 03 " 27' East 50 feet to the POB, all in Section 14, Township 2 South, Range 24 West, containing 0. 143 acres, more or less. Lease Area #2: N Begin at the southwest comer of the First Addition to Kelly' s Subdivision as recorded on N Page 76, Book 3, Okaloosa County, Records, proceed North 03 "27' 00" West, a distance m of 55. 00 feet, thence South 86 "33' 00" West, a distance of 125. 00 feet to the Point of Beginning ( POB) of Lease Area # 2. Thence South 03 "33' 55" East, a distance of 50. 00 feet; thence South 86 °33' 00" West, a distance of 125. 00 feet; thence North 03 °34' 09" m West, a distance of 50. 00 feet; thence North 86 °33' 00" East, a distance of 125. 00 feel to 0 the POB, all in Section 14, Township 2 South, Range 24 West, containing 0. 143 acres, m more or less. 3. Use and Occupancy a. Purpose Lessee shall use and occupy the Premises as and for the legitimate public purpose of the Krewe of Bowlegs of Okaloosa County, Florida, Inc. as a centralized location for storage and manufacturing. No retail sales of any items are permitted from the premises. Lessee shall not change its use of the Premises without the City' s prior written consent. b. Compliance with Law Lessee shall comply with all applicable Federal, State, and municipal laws,