Okaloosa County BOCC — April 27, 2013 — reading text

County Board of County Commissioners Packet Pg. 253  7.16.a Mr. Amunds stated he would prefer to issue a Request for Proposals (RFP) for an outside CPA firm. Mr. Harris questioned the necessity of having a CPA firm or a Certified Public Accountant. Ms. Angela Balent, County external auditor with Warren Averett O’Sullivan Creel, said from her perspective in an advisory capacity, it could be a CPA and not necessarily a CPA firm. Mr. Harris stated he does not want it limited to a firm, Attachment: Minutes Jan 22 2013 (1474 : Minutes - January 22 & February 5 2013 BCC Meetings) adding he also believes it should be an outside firm. Mr. Amunds recommended Mr. Windes be the Board’s representative on the selection committee. Mr. Parisot concurred with Mr. Amunds and Mr. Harris this should be a RFP for an outside audit firm. He referred to Paragraph B.(2) Scope of Work to be Performed in the draft RFP, which says the initial period of work is anticipated to be heavily weighted toward activities in the Tourist Development Department (TDD). He stated the Auditor General report on the TDD was just issued and investigations were conducted by various law enforcement agencies and he believes the individual or firm should work on solution to the problems identified in the AGO report or law enforcement investigations. Mr. Parisot felt the county is missing the mark and it should be for overall risk assessment. Mr. Windes said he will agree with that and the concept is for the individual/firm to work at the direction of the Board. Mr. Harris said he believes an important aspect is that in 18 months the Auditor General will return to the county and having a firm or individual to assure compliance with the AGO report is very important. Mr. Curry stated a selection will be based on qualifications and the work plan will come to the Board for approval. Mr. Parisot made motion to issue an RFP, to contract for services with an outside firm, and for Mr. Windes to be the Board’s representative on the Selection Committee. Mr. Windes asked for staff’s Option #1 to be read into the record. Mr. Parisot made motion, seconded by Mr. Windes, to solicit proposals for a qualified Certified Public Accounting firm to provide internal auditing services to the Board; to appoint a selection committee to review proposal and make a recommendation to the Board; consider the following selection committee members: Commissioner Kelly Windes, Finance Director Gary Stanford, HR Director Kay Godwin, Risk Manager January 22, 2013 -16- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 254  7.16.a Gary Real, and Purchasing Service Coordinator Jack Allen. (Angela Balent is willing to serve as an ex-officio member of the committee in an advisory capacity.) Mr. Windes suggested an amendment allowing for consideration of a Certified Public Accountant as well as a Certified Public Attachment: Minutes Jan 22 2013 (1474 : Minutes - January 22 & February 5 2013 BCC Meetings) Accounting firm. Mr. Parisot so amended his motion. 5 yeas. INFORMATION SYSTEMS – CONTRACT WITH PICTOMETRY INTERNATIONAL CORPORATION The Department of Revenue (DOR) is required to provide aerial photography to Property Appraisers at least once every three years. Mr. Don Vanderhoek, Information Systems (IS) Department, stated that at the July 3, 2012 meeting, the Board decided to opt out of the DOR administered photography project. Okaloosa County GIS and Eglin Air Force Base have forged a cost and data sharing partnership to provide the aerial photography which exceeds the minimum technical standards and requirements set forth by DOR. This partnership leverages the services of Pictometry International Corporation. A contract with Pictometry will cost the county $88,548, saving $46,329 from the original DOR billable cost. Mr. Harris made motion, seconded by Mr. Parisot, to approve the contract with Pictometry. 5 yeas. RECESS – The meeting was recessed at 10:46 a.m. and reconvened at 10:52 a.m. AIRPORTS – LEASE AGREEMENT WITH RONDAN INVESTMENT LLC Mr. Greg Donovan, Airports Director, presented for consideration a 30-year land lease with RONDAN Investments LLC for a parcel at Bob Sikes Airport. RONDAN requests to lease 137,500 square feet at $.30 per square foot for a total of $41,250 per year for the purpose of building a hangar on speculation to attract an aerospace company to the region. The lease rate was determined by independent appraisal and contains provision for annual increases based on the Consumer Price Index (CPI). The 30-year lease contains an option for an additional ten years. Rent is to be abated for a period of three calendar years in recognition of lessee’s investment into all vertical construction. The vertical construction must be started within one calendar year and hangar construction must be completed within two years. Maintenance of the hangar will be the responsibility of the lessee. January 22, 2013 -17- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 255  7.16.a Mr. Dan Gilmore, RONDAN, stated he is from Pensacola. He showed a slide of the hangar plans, noting it will be large enough for three C130s at one time. Mr. Gilmore reported they had options to locate in Mississippi and Alabama but it was the knowledge and professionalism of the county staff and potential manpower of the area that led them to a decision to locate at Bob Sikes Attachment: Minutes Jan 22 2013 (1474 : Minutes - January 22 & February 5 2013 BCC Meetings) Airport. He advised they are working with the AVCON Engineering firm and will exceed the construction goals, saying construction will begin within 90 days with completion within one year. Mr. Harris expressed his appreciation for RONDAN taking this step and made motion, seconded by Mr. Parisot, to approve the lease. 5 yeas. PUBLIC WORKS – RFP FOR BIOMASS ESTIMATION PROJECT Mr. John Hofstad, Public Works Director, stating that in following through with a $450,000 BP grant (Gulf Tourism and Seafood Promotion Fund) received last year, he is requesting authorization to issue a RFP from commercial interests for a Biomass Estimation Project. He also requested approval of the following individuals to serve on the selection committee: Scott Henson, Jason Autrey, Clay Simmons, James Puckett, and a county commissioner. Mr. Parisot made motion, seconded by Mr. Harris, to approve the department head’s request and to name Mr. Windes as the Board’s representative. 5 yeas. PUBLIC WORKS – SETTLEMENT AGREEMENT WITH DR. AND MRS. PAUL HSU Mr. Hofstad requested approval of a Settlement Agreement with Dr. and Mrs. Paul Hsu as a result of an ongoing problem at the South County Yard Facility. This facility houses the Public Works South County operation, EMS function, Fleet Operations, and Mosquito Control. Mr. Hofstad explained that sometime in the 1990s a number of fuel spills occurred which penetrated the soil and groundwater system. There was a phased remediation of the contamination at the county yard but not offsite. Dr. and Mrs. Paul Hsu own the property south of the subject county facility. The Florida Department of Environmental Protections (FDEP) approached Dr. Hsu and the county with options for cleanup of his property. A plan emerged that would expedite the cleanup process and the proposed settlement agreement outlines the responsibilities of each party. FDEP will coordinate and fund January 22, 2013 -18- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 256  7.16.a the soil remediation effort and provide partial payment to Dr. Hsu for the loss of the building. The remaining balance of the loss of the building will be paid for by Okaloosa County over a three-year period. The total due to Dr. Hsu from the county is $550,000. In exchange for the expedited remediation and repayment for loss of the building, Dr. Hsu will agree to settle all claims with the county that have arisen or could arise Attachment: Minutes Jan 22 2013 (1474 : Minutes - January 22 & February 5 2013 BCC Meetings) related to the contamination. Mr. Hofstad pointed out some changes in the draft settlement agreement which occurred over the weekend. He referred to Item 2.2 Remediation Strategy, C. State Compensation and said the numerical value ($250,000) was added. In Item “M” Remediation and site close-out documents, it was added that FDEP will provide the property owners will copies of all reports and monitoring. Mr. Harris made motion, seconded by Mr. Parisot, to approve the Settlement Agreement with Dr. and Mrs. Paul Hsu. Mr. Parisot asked if the funds for the first year payment to Dr. Hsu will be taken from Reserves. Mr. Curry replied in the affirmative. Mr. Harris amended his motion to include provision to take $185,000 from Reserves for this payment pursuant to the terms of the Settlement Agreement. 5 yeas. TOURIST DEVELOPMENT – REVISED 2012-13 TDD BUDGET Mr. Daniel O’Bryne, Tourist Development Department (TDD) Director, stated he would like to update the Board on events following the adoption of County Ordinance No. 12-21 on September 18, 2012 which updated and clarified the acceptable uses of each of the five percentage points or “pennies” of bed tax collected in the county. The ordinance also directed how certain line item expenditures within the overall TDD were to be reallocated or reassigned into new percentage points (pennies). Mr. O’Bryne advised that the TDD staff has been working the with Clerk’s Office to realign the budget to comply with Ordinance No. 12-21. Mr. O’Bryne provided a PowerPoint presentation on the FY 2012-13 budget update. Highlights are given of each penny allocation: • 1st Penny Allocation – To provide beach park facilities or beach improvements, maintenance, renourishment, restoration and erosion control, including shoreline protection, enhancement, access, cleanup or restoration of other January 22, 2013 -19- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 257  7.16.a waterways and tourist destination facilities within the sub-district for which there is public access, including the beaches located within the city limits of Destin. October 1, 2012 fund balance plus tax revenue and interest is $9,516,621. • 2nd Penny Allocation – 30% for Tourist Bureau Administration, 70% for beach, waterways, and other tourist Attachment: Minutes Jan 22 2013 (1474 : Minutes - January 22 & February 5 2013 BCC Meetings) destination facilities, improvements, landscaping, operations and