Okaloosa County BOCC — October 21, 2014 — September 2, 2014 Regular Meeting — reading text

had their vehicles ransacked. She gave her support for vacation of the road and did not feel anyone who lived on the road would be inconvenienced. Mr. Boyles stated this is in his district and he has been to look at the road. He said everyone that will be impacted by vacating this portion of the road has consented. Mr. Boyles commented that if anyone who lives on or owns property on this portion of the road had objected to the request, it would have made a difference. He said it is an old farm road which at some point began to be graded by the county and it is not a necessary thoroughfare. Mr. Boyles made motion, seconded by Mr. Harris, to approve the vacation request as advertised. Mr. Amunds noted there was no opportunity to see the petition, nor verify the signatures, which was presented by Mr. Walker. He said there appears to be an enforcement issue and asked Mr. Autrey if there is anything else the county can do. Mr. Amunds also expressed concern this could open the flood gates for closure requests because of enforcement issues. Mr. Autrey said putting it simply, “I cannot out design stupid.” He continued, explaining the review process when requests are made for right-of-way vacations. Mr. Autrey stated they examine what purpose the road serves, noting there are parallel roads to Gibson Road and the difference in traveling them will be about one mile. He advised this is a use-and-maintenance road and reiterated that he cannot design something for people who misbehave. Mr. Autrey stated the department supports the road vacation request. He also noted that anyone can make a request to close a roadway but each request is assessed individually. Mr. Autrey added they do not get into the emotional issues but look at the impact on traffic. September 2, 2014 -1l2- Minute Book 71, Page 245 Okaloosa County Board of County Commissioners The vote was taken on the motion to approve the vacation request-4 yeas. RESOLUTION NO. 14-156 WATER & SEWER SYSTEM ~- CONSTANTINE ENGINEERING TASK ORDER #11 POR FY 2015 SUNSHINE STATE ONE-CALL FLORIDA SERVICES Mr. defi Littrell, Water & Sewer System Director, recuested approval of Constantine Engineering Task Order #11 for Sunshine State One-Call Florida services for Fiscal Year 23015 at a not- to-exceed cost of $400,000. Mr. Harris made motion, seconded by Mr. Boyles, to approve this task order. 4 yeas. WATER & FOR BY 206 SEWER SYSTEM - CONSTANTINE ENGINEERING TASK ORDER #12 15 SUBSURPACE UTILITY ENGINERRING SERVICES Mr. Littrell requested approval of Constantine Engineering Task Order #12 for Subsurface Utility Engineering Services for Fiscal Year 2015 at &@ mot-to-exceed cost of $125,000. Mr. Amurids made motion, seconded by Mr. Boyles, to approve this task order. 4 yeas, FACILITIES MAINTENANCE - APPROVAL OF LORD & SON CHANGE ORDER #4 FOR SHALIMAR ADMINISTRATION BUTLDING PROJECT Mr. Don Turner, Facilities Maintenance Director, requested approval of Change Order #4 with Lord & Son Construction in the amount of 84,924,754.21 fer the design build contract for the Shalimar Administration Building project. He said he is mot asking for a transfer of funds but this action will allow Lord & Som to enter into contracts with their sub-contractors. Mr, Harris made motion, geconded by Mr. Boyles, te approve this change order. Mr. Boyles asked for clarification, saying although it is styled as a change order the $4 Million is not over and above the projected costs. Mr. Turner replied “That is correct,” adding Lord & Son will scon present the Guaranteed Maximum Price (GMP) to the Board. Mr. Amunds said he understands the price is $21,300,900 for thas project. Mr. Turner said that is in the neighborhesd. 4 yeas. FACILITIES MATNTENANCE ~ REQUEST TO TRANS FER REMAINING RENOVATION PROJECT BUDGET TO SHERIFF'S BODGET TO OFFSET COSTS ASSOCTATED WITH RENOVATION Mr, Turner stated in an effort to vacate the Shalimar Annex quickly, it was necessary to prepare office spaces for various ad September 2, 2014 ~i3~ Minute Book 71, Page 246 Okaloosa County Board of County Commissioners é entities. A budget of $150,000 was approved on February 4, 2014 to remodel the Sheriff’s Shalimar offices. He stated new work stations and other furniture was needed for the renovated space. Mr. Turner stated Sheriff Ashley has submitted receipts for expenses incurred for the renovation, estimating the total of those expenses at $150,000. Mr. Turner stated there are $123,058.48 remaining in Capital Outlay account 301-3160-562248 and requested those funds be transferred to the Sheriff’s budget to offset his expenses related to the renovation. Mr. Amunds said he understands there are problems with the soil samples taken at the site for construction of the Sheriff’s new building at the Shalimar compound which will add costs to the project. He asked how much in additional costs are anticipated, saying he does not want to borrow more money for this project. Mr. Turner reported a problem with the high water table. He said borrow dirt was taken from the Annex site and estimated the overage on the project at $100,000. Mr. Turner stated the Guaranteed Maximum Price (GMP) has not yet been presented for this project. Mr. Amunds stated we should not give money away until we find out where we are on this project and said he does not view that as a good business practice. Mr. Boyles made motion, seconded by Mr. Harris, to approve the recommendation to transfer $123,058.48 (remaining project renovation costs) to the Sheriff’s budget to offset costs associated with the renovation. 3 yeas, 1 nay. (Mr. Amunds voted no.) FACILITIES MAINTENANCE —- APPROVAL OF SITE SURVEY EXPENSE, CHOCTAW ENGINEERING Mr. Turner said last fall when projects were being discussed he came to the Board with a request to add the design of the Sheriff’s building to the Lord & Son design/build contract for the Shalimar Annex site. With the assumption this was acceptable, Lord & Son “ran full speed ahead” to get the work done and contracted with Choctaw Engineering to have the site survey work done. He stated it was later discovered this work did not fall under the existing Lord & Son contract. Mr. Turner reported there is no vehicle to pay for this work which Choctaw Engineering did in good faith, noting that survey work is being used for the project. He requested Board approval to pay September 2, 2014 -14- Minute Book 71, Page 247 Okaloosa County Board of County Commissioners Choctaw Engineering the survey costs of $1,356. Mr. Harris agked where the funding will be taken to pay thig invoice. Mr. Turner responded it would have been part of the project. Mr. Boyles made motion, seconded by Mr. Amunds, to approve payment of $1,950 ta Choctaw Engineering for this site survey. 4 yeas. HUMAN RESQURCES ~- HUMAN RESOURCES POLICY MANUAL UPDATES Mee. Kay Godwin, Human Resources (HR) Director, recommended changes to the Human Resources Policy Manual im the following areas: {1} Code of Conduct and Outside Employment and Contractual Relations. Mrs. Godwin gtated the December 2013 Auditor General Report recommended the county enhance its policies and procedures to identify and prevent potential conflicts of interest. The propesed amendments are intended to define what constitutes a conflict of interest, the eteps employees must take to disclose an actual or perceived conflict of interest, and relterates the requirement as outlined im Chapter 112.313, Florida Statutes. The cecommended effective date of the amendment to thia section ie September 2, 2014. Upon incuiry by Mr. Harris, Mr. Stewart answered the confiict of interests regulations as outlined in the statutes apply to ail elected officials. i2} Fluid Positions. Pursuant to discussions during the FY 2015 budget process requests, Fleet Operations requested the creation of a Certified Equipment Technician. Traffic Operations requested reclassification of the Traffic Signal Technician and Senior Traffic Signal Technician positions to Traffic Signal Technician I and Traffic Signal Technician II positions. he proposed changes would allow these positions to be considered fluid and the employee's classification would be based on the level of certification held. Recommended effective date of this change is September 29, 2014 to coincide with the pay period for the next fiscal year. —_s. tas we Drug-free Workplace Policy. Myre. Godwin requested modification of the drug testing policy to be consistent with provisions of a drug-free workplace program as prescribed by Chapter 440, Florida Statutes; specifically to the definition ef job applicant for a public employer. The recommended effective date of this amendment is September 2, 2014 -15- Minute Book 71, Page 248 Okaloosa County Board of Casinty Commissioners September 29, 2014 to coincide with the pay period for the next fiscal year. Mr, Boyles expressed concern about incorporation of the State Statutes unto the county manual with regard to the code of conduct and comflicta of interest, He termed some of the language foolish without incorporating in the interpretations, He asked for Mr. Stewarh to comment. Mr. Stewart stated the Commission on Ethics has reviewed the language and provided interpretations over the years. He gaid the proposed changes to the Code of Conduct and Conflicts of Interest portions of the HR Manual could add any language /interpretations From the Commission on Ethics. Mr. Boyles made motion, seconded by Mr. Amunds, to approve the changes and effective dates with the addition of the Commission on Ethics interpretations being added as outlined in the discussion above. 4 yeas. PUBLIC COMMENTS Nore. ADIOURNMENT There being no further business to come before the Board, the meeting wae adjourned at 7:28 p.m. DON W. HOWARD CHARLES K, WINDES, JR., CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSTONERS (These minutes were transcribed by Teresa Ward.) September 2, 2014 -1é6- Minute Book 71, Fage 24% Okaloosa County Board of County Commissioners