Okaloosa County BOCC — April 27, 2013 — reading text

8.1.a.a Packet Pg. 443 Attachment: Shalimar Annex (1469 : Shalimar Task Force Space Allocation  Property Appraiser Area 8.1.a.a Packet Pg. 444 Attachment: Shalimar Annex (1469 : Shalimar Task Force Space Allocation  Tax Collector Area 8.1.a.a Packet Pg. 445 Attachment: Shalimar Annex (1469 : Shalimar Task Force Space Allocation  Supervisor of Elections Area 8.1.a.a Packet Pg. 446 Attachment: Shalimar Annex (1469 : Shalimar Task Force Space Allocation  BCC Area 8.1.a.a Packet Pg. 447 Attachment: Shalimar Annex (1469 : Shalimar Task Force Space Allocation  8.1.a.b Packet Pg. 448 Attachment: Shalimar - Space Allocation Plan Options (1469 : Shalimar Task Force Space Allocation Recommendations)  8.1.a.b Packet Pg. 449 Attachment: Shalimar - Space Allocation Plan Options (1469 : Shalimar Task Force Space Allocation Recommendations)  8.1.a.b Packet Pg. 450 Attachment: Shalimar - Space Allocation Plan Options (1469 : Shalimar Task Force Space Allocation Recommendations)  8.1.a.b Packet Pg. 451 Attachment: Shalimar - Space Allocation Plan Options (1469 : Shalimar Task Force Space Allocation Recommendations)  8.1.a.b Packet Pg. 452 Attachment: Shalimar - Space Allocation Plan Options (1469 : Shalimar Task Force Space Allocation Recommendations)  8.1.a.c November 30, 2012 Attachment: Shalimar Annex Task Force Meeting - Nov 30 Minutes (1469 : Shalimar Task Force Space Allocation Recommendations) Shalimar Annex Task Force Committee Meeting Friday meeting (9 AM) of the Shalimar Annex Task Force Meeting, in the Jury Assembly Room. Committee members present were: • Jim Curry Okaloosa County Administrator • John Dowd Okaloosa County Attorney • Charlie Clary DAG • Pat Ballasch DAG • Leven Lord Lord and Son • Dave Burleson Lord and Son • J.R. Stokes Stokes Architectural, Inc. • Don Howard Clerk of Courts • Kathy Henry Clerk of Courts • Larry Ashley Sheriff • JD Peacock Sheriff’s Administration • Paul Lux Supervisor of Elections • Ben Anderson Tax Collector • William Bishop Chief Assistant State Attorney • Jason McKinney Public Defender’s Office • Mack Busbee Property Appraiser’s Office • Don Turner Okaloosa County Facility Maintenance • Alicia Wardlow Court Administration • Kari Barlow NWFDW Purpose: Advisory Group to the Board for the renovation of the Shalimar Annex. Jim Curry provided a welcome and brief overview to the members. • Board Master Plan for county offices consolidation • Meigs Trust Litigation and the courts final determination under the appeal process • Minimum funding allocations for a design build team consisting of DAG and Lord and Son • Long-term growth and planning considerations Packet Pg. 453  8.1.a.c John Dowd advised the members of Sunshine Law requirements and Attachment: Shalimar Annex Task Force Meeting - Nov 30 Minutes (1469 : Shalimar Task Force Space Allocation Recommendations) how it pertains to the Task Force. Charlie Clary, DAG discussed the challenges of renovating the Shalimar Annex: • Stormwater issues • Due programming/building overall program • Space needs • ADA issues • County/Task Force needs • Parking/security challenges • Judicial space requirement (15,000 sq ft of the 60,000 sq ft allocation) • Future growth planning • Quality/quantity issues and parking considerations • Public access • Major repairs (HVAC systems, roof, energy efficient, etc.) • Site map provided • DAG will meet with potential occupants to determine their requirements and needs. Committee members’ discussion consisted of the following: • Mr. Stokes, original architect of the Shalimar Annex addressed space measurement requirements, receipt of original plans, and structural/foundation elements. • Mr. Lord and team under the impression that it is important to plan accordingly for the Property Appraiser and Tax Collector of being the first occupants to move. • Mr. Lux advised that 2014 is an election year and his department will be very busy. • Mr. Curry advised the members that the Board dedicated 15,000 sq. ft. for the judicial system and supporting services. This sq. ft. will consist of a functional daily use court space with daily court sessions occurring. There may be two entrances, one on the courts with security and another without security for the non-judicial operations. The County Judicial System will determine what their needs are based upon their use and scheduling process. The renovations are to be done per code and will occur in two phrases. The first phrase consists of a 20% schematic design process occurring with full design and construction in the 2nd phrase. The budget estimated is $6M for this project with the old hospital renovation estimated an Packet Pg. 454  8.1.a.c additional $1M. It is important to keep in mind that the Attachment: Shalimar Annex Task Force Meeting - Nov 30 Minutes (1469 : Shalimar Task Force Space Allocation Recommendations) budget should be reasonable and objective and it is very challenging from a budget viewpoint. The Board is aware that the Shalimar Annex is an aging facility and the plan is to add an additional 50 year life into this building. Property Appraiser and Tax Collectors five-year leases expire in September 2014 are the highest priority with their rents totaling $1/2M. The meetings between DAG and potential occupiers important to determine who will fit and what their needs are. This Advisory Board can recommend viable options to the BCC Board for relocation to potential occupiers at other sites. The Board is aware that the process of breathing life into an aging facility and what the scope definition is important to the project. • Mr. Howard advised the court requirements are for a permanent judicial system and this will determine what they need. • Sheriff Ashley advised that the hospital area is ready for renovation and this building should be utilized as soon as possible. Also, his Records and Security area open for occupation purposes. • Mr. Anderson inquiries comprised of the following: is the Shalimar Annex, Hospital, and Sheriff’s portion the only options available? Any other south end property available for consideration? Does the School Board have any property that is available such as the Ocean City Elementary School? What about budgeting issues, internal operations, any consideration regarding vertical parking to address parking concerns, any grandfathered clauses, what is the County vision, and long term solutions/thoughts to what this location will serve. Mr. Curry advised that everything is open for discussion and these are viable points. • Design Build Team will schedule individual meetings with each stakeholder to evaluate needs. • Next meeting anticipated early in January. • Friday’s at 9 AM appear to be an acceptable day/time for future meetings. (Meeting adjoined at approximately 10 AM with minutes transcribed by Sandi Mack) Packet Pg. 455  8.2.a BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 19, 2013 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: MSA Amended Lease and Debt Repayment DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The BCC is requested to approve an amended and restated lease and operating agreement with Miracle Strip Aviation (MSA) and Debt Repayment Agreement BACKGROUND: The existing MSA lease agreement assumed by the new owner needs revisions to bring it into line with the current operating environment. The current lease from June 1998 has been amended twice, but still includes references to past conditions and surveys. This amended and restated edition corrects previous survey errors, requires a new environmental baseline survey, adjusts the percentage of gross sales to equalize rates for each FBO, establishes facility maintenance responsibilities, and defines lease assignment provisions to include a fee. The performance bond was also raised from $25,000 to $50,000. Other terms for fees for insurance/indemnification were raised to the current levels required for an FBO. The lease also includes the provisions of an approved debt repayment agreement (Exhibit D) assumed by the new owners. This document has been coordinated in accordance with County policy. The Debt Repayment Agreement is a separate document attached and