Okaloosa County BOCC — October 7, 2014 — Minutes

August 5, 2014 Regular Meeting The regular Tuesday meeting of the Okaloosa County Board of County Commissioners was called to order at 8:30 a.m. at the Okaloosa County Courthouse in Crestview. Members present were Charles K. Windes, Jr., Chairman; Nathan Boyles, Vice Chairman; Wayne Harris; Dave Parisot; and Don Amunds. Also present were Gary J. Stanford, Finance Director, Clerk’s Office; Ernie Padgett, County Administrator; and Greg Stewart, County Attorney. PRESENTATIONS - EMPLOYEE SERVICE AWARDS Mr. Padgett recognized the following employees for their continued service: Felix Zullo----------- Ten Years Nikki Small----------- Fifteen Years James Cuchens--------- Fifteen Years (not present) Sherry Reed----------- Thirty Years William Gilmore------- Retirement Bobby Johnson--------- Retirement PUBLIC INFORMATION OFFICER UPDATES Mrs. Kathy Newby, Public Information Officer, stated Governor Scott made a stop at the Visitor Information Center and displayed photographs taken of Governor Scott and Tourist Development Department staff. Photographs were also shown of the ribbon cutting ceremony for the Clinic Annex, a 3000-square foot addition to the Okaloosa County Health Department. Mrs. Newby noted the building was donated by the Fort Walton Beach Medical Center. COUNTY ADMINISTRATOR’ S UPDATE Mr. Padgett stated he has nothing at this time. COUNTY COMMISSIONER'S MINUTE Mr. Harris, Mr. Amunds, and Mr. Boyles stated they have nothing. Mr. Parisot reported he will be attending the Gulf Consortium meeting on August 7. He also stated he will not be present for the Tentative Budget Hearing on September 4 and sought approval from the Board to participate by telephone to cast his vote on August 5, 2014 -1- Minute Book 71, Page 192 Okaloosa County Board of County Commissioners the Tentative Millage Rate. Upon inquiry, Mr. Stewart stated there should be no problem as long as a quorum is physically present. Mr. Windes stated there are no objections to this request from Mr. Parisot. Mr. Windes also advised that he will attend the Gulf Consortium meeting. PUBLIC COMMENTS RELATED TO THE CURRENT AGENDA Mrs. Rebecca Sherry, Okaloosa Island, spoke in opposition to the request to set a public hearing to consider a miniature golf course on Okaloosa Island in a residential district. She also voiced objection to the posting of a notice for public hearing at the subject site before the issue was brought to the Board for consideration. Mrs. Sherry stated it is a violation of the Restrictive Covenants to have an arcade or miniature golf ina B2 zone. She also stated the Okaloosa Island Leaseholders Association is opposed to this request. Mr. David Sherry, Okaloosa Island, stated the authorization to have a public hearing to consider the request should have been approved prior to posting of the signs. He said “apparently the decision has already been made.” Mr. Sherry asked for clarification of what the request really is: a waiver, a rezoning from B2 to B3, or an approval for a standalone golf course in B2. He did not feel a public hearing should be held until the county knows exactly what the petitioner is asking for. Mr. Fred Westfall came to speak in favor of the agenda item for approval of drainage pipe replacement for the Lake Lorraine stormwater system. Mr. Dan Brown spoke about “Swamp Lorraine,” collapsing pipes, and sink holes before asking for support to approve the Public Works item for the drainage pipe replacement in Lake Lorraine. Mr. Greggory Givens told the Board about flooding in his home and sinkholes and also asked for the commissioners to support the Public Works agenda item. Mr. Windes asked Growth Management Director Elliot Kampert to come forward to respond to the Sherrys’ concerns. Mr. Kampert apologized and said the posting of the notice for public hearing was premature. He said staff has been working with the August 5, 2014 -2- Minute Book 71, Page 193 Okaloosa County Board of County Commissioners applicant and Mr. Bruner and the return receipts for notification to surrounding property owners have not been provided to the department. He anticipates having those prior to the public hearing. Mr. Boyles asked for the specific nature of the request. Mr. Kampert replied it is not a variance, explaining there is no process in place for a variance of the covenants except for hardship. He said the applicant is asking for a determination on whether or not a putt-putt golf course would be allowed on the subject parcel. Mr. Kampert advised the Board that a putt- putt golf course is not a listed use or an affiliated use. Upon further inquiry by Mr. Boyles, Mr. Kampert confirmed that it is not a rezoning request. Mr. Boyles said he supports’ the applicant’s right for a public hearing. Mr. Parisot referred to the agenda packet and noted a comment in the background section of the request which states the Okaloosa Island Leaseholders Association Architectural Review Committee found the use to be inconsistent with the Covenants but endorsed the proposal as a good land use and advantageous to Island tourism. He asked Mr. Stewart if there are any legal issues with regard to proceeding. Mr. Stewart replied in the negative. VISITOR - SHERIFF LARRY ASHLEY, SHERIFF'S OFFICE COMPENSATED ABSENCES FUND TRANSFER AGREEMENT Sheriff Larry Ashley stated he is present to answer any questions regarding the draft Compensated Absences Fund Transfer Agreement. Mr. Boyles commented that he had six issues/proposed changes regarding the draft document which he discussed with the Sheriff, adding they agreed on one of those changes. He requested staff prepare a strike-through revision to be returned to the Board for review on technical issues. With regard to the amount, Mr. Boyles said he is okay with realigning the compensated absences fund and if there is an excess in that fund, he said it should be resolved. Sheriff Ashley reviewed the document paragraph by paragraph, noting the areas in which he and Mr. Boyles disagree. He suggested consideration of the document be tabled. After additional discussion between Mr. Boyles and Sheriff Ashley, Mr. Stewart stated he was included in an email exchange and reviewed August 5, 2014 ~3- Minute Book 71, Page 194 Okaloosa County Board of County Commissioners the proposed fund transfer agreement. He said he would like to suggest a few changes and can prepare a new document quickly. Mr. Amunds asked if this fund will continue to accrue funds. Sheriff Ashley remarked that he agreed to $750,000 and not the $900,000 proposed by the County Administrator. His proposal was for $500,000 to come back to his office and $250,000 to go to the General Fund. He said some of those funds may be needed to make up for a shortfall in his budget. Mr. Amunds asked if this is being used as a reserve account. The Sheriff replied it is a reserve for the liability which remains funded at 35%. Mr. Padgett stated he has met with Sheriff Ashley and External Auditor Angela Balent about how to approach this subject. He said he believes we are saying the same thing but the numbers are different. Mr. Padgett reported the total balance of this fund is $1,369,000. He said Ms. Balent said the fund should be at 20% to 30% but he went with 35% which would leave $469,000 in the fund. Mr. Padgett stated his recommendation was to unencumber $900,000 with $500,000 going to the Sheriff and $400,000 to the BCC. He acknowledged the Sheriff did suggest $750,000. Mr. Amunds posed questions on the necessity of bringing this item to the Board, saying the Sheriff can allocate his funds. He said Sheriff Ashley could move $500,000 without coming to the Board. The Sheriff stated the county’s auditor recommended it be done in this way for transparency. Sheriff Ashley said he should not be punished and stressed that he disagrees with the numbers. Mr. Boyles made motion, seconded by Mr. Parisot, to direct staff to prepare an agreeable set of revisions using the Administrator's numbers and return the draft to the Board for consideration before sending it to the Sheriff. Upon inquiry by Mr. Parisot, Mr. Stewart replied that he can have the draft document prepared by the August 19 meeting. Sheriff Ashley noted that it may never come back if the numbers stay the same. Mr. Boyles responded that the Sheriff’‘s budget will come back next year and it will weigh heavy on his mind. Discussion continued. Mr. Harris remarked the Board's job is to balance the issues and this is not the place to champion a budget. The vote was taken—-5 yeas. August 5, 2014 -4- Minute Book 71, Page 195 Okaloosa County Board of County Commissioners PUBLIC HEARING - REQUEST FROM NOLA THOMAS AND MYRA EVANS TO AMEND FLUM DESIGNATION AND REZONE 112 ACRES OFF LAKE SILVER ROAD IN CRESTVIEW (9:00 a.m.) Mr. Stanford read the advertised legal notice for public hearing to consider the request submitted by Westerra Development, Inc. as agent for Nola D. Thomas and Myra Evans to amend the Future Land Use Map (FLUM) designation for 112 acres off Lake Silver Road in Crestview from Rural Residential (RR) to Low Density Residential (LDR) or a more restrictive designation. The applicant further requests if the FLUM is approved to rezone Subject property from Residential Rural (RR) to Residential-1 (R-1). Mr. Stewart stated on August 19 a resolution establishing uniform quasi-judicial proceedings will be presented for consideration. In addition to swearing in individuals who desire to address the subject of the hearing, commissioners will be asked to disclose any communications they have had regarding the matter. Mr. Boyles commented that he may have received an email. Mr. Harris said he has not heard from anyone on this request. Mr. Stewart administered the oath to anyone desiring to speak regarding this proposed request. Mr. Elliot Kampert, Growth Management Director, stated this is the final hearing on this request and displayed maps and aerial photographs to identify the subject property. He briefly reviewed the staff findings. Mr. Kampert noted letters opposing the requested changes because of traffic concerns were received. He pointed out safety issues and traffic concurrency will be addressed when the development is approved. The Planning Commission voted unanimously to approve the request on April 10, 2014 and staff had no objections. No one came forward to speak in favor of or in opposition to the request. Mr. Harris made motion, seconded by Mr. Boyles, to approve the FLUM change and subsequent rezoning as advertised. 5 yeas. ORDINANCE NO. 14-09 (FLUM) ORDINANCE NO. 14-10 (REZONING) August 5, 2014 -5- Minute Book 71, Page 196 Okaloosa County Board of County Commissioners CONSENT AGENDA APPROVAL Mr. Boyles requested Item #5 be considered separately. Mr. Parisot asked for Item #39 to be pulled for discussion. Mr. Harris made motion, seconded by Mr. Boyles, to approve Items #1 through #4, #6 through #38, and #40 through #41 on the Consent Agenda. 1. Airports: Final payment to Cathey Construction Development LLC in the amount of $84,933 for Northwest Florida Regional Airport Cell Phone Waiting Area project 2. Airports: Verizon Wireless In-Building Radio Distribution Agreement, Destin Airport 3. Airports: License Agreement with North Light Yacht Sales and Service LLC for display of a boat and trailer at Northwest Florida Regional Airport 4. Airports: Corrected Enterprise Fleet Management lease extension 6. Airports: Assignment of hangar lease for Block 2 Lot 3 at Destin Airport from 1001 Airport Road Block 2 Lot 3, LLC to Allied Global Ventures LLC 7. Finance: Budget Resolutions and Transfers (a) Resolution amending FY 2014 Budget, General Fund (Emergency Preparedness and Assistant Grant) RESOLUTION NO. 14-121 (BA #120) (b) Resolution amending FY 2014 Budget, General Fund (Emergency Management Performance Grant) RESOLUTION NO. 14-122 (BA #121) (c) Resolution amending FY 2014 Budget, General Fund (Interoperable Emergency Communications Grant Program for Statewide Law Enforcement Radio System) RESOLUTION NO. 14-123 (BA #122) (ad) Resolution amending FY 2014 Budget, General Fund (Transportation Disadvantaged Trust Fund Grant) RESOLUTION NO. 14-124 (BA #123) (e) Resolution amending FY 2014 Budget, General Fund (Florida Coalition Against Domestic Violence and/or sexual assault Law Enforcement Service Units Grant) RESOLUTION NO. 14-125 (BA #124) (£) Resolution amending FY 2014 Budget, General Fund (Florida Department of State program grant) RESOLUTION NO. 14-126 (BA #125) (g) Budget Transfer: General Fund, approved funding for Sheriff's Office to join the Board’s Voice Over Internet Protocol Network, BT-14-46 August 5, 2014 -6- Minute Book 71, Page 197 Okaloosa County Board of County Commissioners 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. BCC Records: Regular Meeting Minutes of June 17, 2014 and July 1, 2014 Corrections: Contract renewal with Oasis Management Systems Growth Management: Letter to Department of Economic Opportunity regarding use of program income funds Growth Management: Correcting task order number for Trip and Equipment Grant Agreement from Task Order #56 to Task Order #57 Human Resources: Signature and approval authority for Risk Management and Purchasing Departments during department manager absences Information Systems: Information technology services contracts with TIG, L-3, and TEKLINKS Public Event Permit request from Emerald Coast Professional Firefighters Council for intersection charitable collections, Muscular Dystrophy Association Boot Drive County Administration: Real Estate Transfer Agreement with Ocean City-Wright Fire District RESOLUTION NO. 14-127 Public Event Permit request from Choctawhatchee High School Cheerleaders for First Annual College Colors 5K Run Public Safety: Approve and acknowledge Scope of Services Statement for Kronos Telestaff software update Public Safety: Approve direct payment of outstanding June 2014 invoice from Airgas in the amount of $2,663.67 Public Safety: Direct payment of TracStar Systems Invoice #0000044104 for satellite communication service in the amount of $3,420 for period July 1, 2014 through June 30, 2015 Public Safety: Direct payment of Technical Innovation Invoice #R03464 in the amount of $25,900 for technical support and maintenance of EOC audiovisual equipment Public Safety: Direct payment of Mackay Communications Invoice #S004013641 in the amount of $16,311 for satellite phone service for period of July 1, 2014 through June 30, 2015 Public Safety: Direct payment of Emergency Communications Network LLC Invoice #ECN-016951 in the amount of $27,650 for the period July 1, 2014 through June 30, 2015 and renewal for CodeRED System Public Safety: Direct payment of Blackmon Agency Invoice #072814BA01l in the amount of $9,615 for annual UPS system maintenance contract August 5, 2014 -7- Minute Book 71, Page 198 Okaloosa County Board of County Commissioners 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 40. Public Safety: Direct payment of ESi Acquisitions Inc. Invoice #INV11233 in the amount of $15,522.10 for continued support of the WebEOC System for period of July 1, 2014 through June 30, 2015 Public Safety: Application to Edward Byrne Memorial Justice Assistance Grant Program for Judge Ben Gordon, Jr., Visitation Center in the amount of $20,543 County Administration: Resolution approving the Okaloosa- Walton Transportation Planning Organization's voting membership reapportionment plan RESOLUTION NO. 14-128 Public Works: Temporary Use for Special Public Event Permit from American Foundation for Suicide Prevention for Out of the Darkness Community Walk at Beasley Park on November 15, 2014 Public Works: Request from Lisa Day of Big Day Weddings for a Qualified Beach Vendor Certificate for calendar year 2014 Public Works: Request from Connie Turner of Sugar Beach Weddings for a Qualified Beach Vendor Certificate for calendar year 2014 Public Works: Authorization to advertise for public hearing on September 2, 2014 a request from David and Janet Price to vacate portion of Gibson Road Purchasing: Reject the compressed natural gas roll-off truck bid and authorize staff to re-bid Purchasing: Approval quotes in lieu of bids and purchase of replacement 50-ton drop lowboy trailer from Pitts Trailer for $58,795.01 Purchasing: Ratification of task order list and amendments of the contracts with the LPA Group and Reynolds, Smith and Hill Inc. for completion of existing task orders Purchasing: Northwest Florida State College facilities rental agreement for American Heart Association fundraiser Purchasing: Authorization to auction surplus items Purchasing: Reject proposal by Emerald Coast Aviation for aircraft repair and maintenance at Northwest Florida Regional Airport and authorization to re-advertise Purchasing: Approval of Change Order No. 6 with Jimmy Henderson II Construction which retroactively extends the contract time from July 21, 2014 through August 11, 2014 Human Resources: Renewal of Petroleum Storage Tank Liability Insurance Tourist Development: Final payment of $7,500 to Horizons Foundation for Burning Up the Beaches Car Show August 5, 2014 -8- Minute Book 71, Page 199 Okaloosa County Board of County Commissioners 41. Public Works: Authorization to advertise for public hearing to consider request to add street light on Santa Rosa Boulevard in Okaloosa Island MSBU 5 yeas. 5. Airports: Amendment No. 1 to contract with Fuel FX dba Emerald Coast Aviation for fuels management and operations services at Northwest Florida Regional Airport Mr. Harris made motion, seconded by Mr. Parisot, to approve this amendment. 4 yeas, 1 abstained. (Mr. Boyles abstained.) 39. Human Resources: Employee benefits, contracts with Metropolitan Life Insurance Company Mrs. Kay Godwin, Human Resources Director, stated this item is for renewal of insurances. She said they have the contracts for life and long-term disability insurance but there has been a delay in receipt of the dental insurance. Mrs. Godwin asked for approval of the dental program as outlined, saying she will bring the contract back at the next meeting. She said the reason for approval of the dental program is because open enrollment is slated to begin and will run through September 12. Mrs. Godwin reiterated her request is to approve the contracts for life and long-term disability and to approve the dental program with that contract being presented at the next meeting. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the department head’s request. Mr. Harris stated he has a problem with approving something in advance when the contract is not available to review. Mrs. Godwin replied the policy has been approved by the County Attorney and the company. She explained the form was the problem. 5 yeas. WATER & SEWER SYSTEM - CONTRACT RENEWAL WITH SUNGARD PUBLIC SECTOR FOR SOFTWARE MAINTENANCE Mr. Jeff Littrell, Water & Sewer System Director, requested approval of the annual renewal for software with SunGard Public Section Inc. Mr. Harris made motion, seconded by Mr. Amunds, to approve the contract renewal as recommended by the department head. 5 yeas. August 5, 2014 -9- Minute Book 71, Page 290 Okaloosa County Board of County Commissioners FORM 8B MEMORANDUM OF VOTING CONFLICT FOR | COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS LAST NAME--FIRST NAME—MIDDLE NAME NAME OF BOARD, COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE Boyles, Nathaniel Dodson County Commissioner, District 3 MAILING ADDRESS THE BOARD, COUNCIL, COMMISSION, AUTHORITY OR COMMITTEE ON 302 N Wilson St., Ste. 302 WHICH I SERVE IS A UNIT OF: ony COUNTY Ccity COUNTY JoTHER LOCAL AGENCY Crestview Okaloosa NAME OF POLITICAL SUBDIVISION: Okaloosa County DATE ON WHICH VOTE OCCURRED My POSITION IS: August 5, 2014 ELECTIVE [DO] APPOINTIVE WHO MUST FILE FORM 8B This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies equally to members of advisory and non-advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing the reverse side and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his or her special private gain or loss. Each elected or appointed local officer also is prohibited from knowingly voting on a mea- sure which inures to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent organization or subsidiary of a corporate principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of a busiriess associate. Commissioners of community redevelopment agencies under Sec. 163.356 or 163.357, F.S., and officers of independent speciai tax districts elected on a one-acre, one-vote basis are not prohibited from voting in that capacity. For purposes of this law, a “relative” includes only the officer's father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law. A “business associate” means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder (where the shares of the corporation are not listed on any national or regional stock exchange). * " * oT ® * * * oT * * w * * * * ELECTED OFFICERS: In addition to abstaining from voting in the situations described above, you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the min- utes of the meeting, who should incorporate the form in the minutes. * w * * w oT * * * w w * * * * * APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you otherwise may participate in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: « You must complete and file this form (before making any attempt to influence the decision) with the person responsible for recording the minutes of the meeting, who will incorporate the form in the minutes. (Continued on other side) '|-+—-You'riust digelose drally the nature of your confit in the manly before particlpett ing. om ’ ad y 10 1ST! j 1M YT ~eecopy of the form must be provided Immediately to the other members of the agency. = 7 ig oF QfsIceRs (contntieg) + The form maa be reac publ atthe ext meating after thd form is fied, cn HOM Minnitialt aaNOS IF YOU MAKE NO ATTEMPT 10 alae be THE DECISION Pe B SUSSICN aT THE: MEETING: * " 1a +...You must complete the form and file it within 15 days affer.the véte ocours with the person Tesponsible for recording tha minutes of the meeting, who must incorporate the form in the minutes. A copy of the form must be provided immediately to ‘the other members of the, “agency, and the form must be read publicly at the next meeting after the form is filed. os ee DISCLOSURE OF LOCAL OFFICER'S INTEREST Nathaniel DBoyles, yg yper_ > vephereby disclose that on MUQUSESL w 16 cory a sz ing wie yd sew wot 2004 i q s ' rE {@) A maasure came or will come before my agency which (check one) r i aime Few hurt to my special private gain or loss; , ; ’ a cuctes Inued tothe special gain or loss of my business axsocte, ; inured to the special gain or loss of my relative, fof i Las inured o the special gain or loss of Aa} by a retained; or 7 14) 4 tie = ___. inured to the special gain oF loss of which Is the parent organization or subsidary of@ principal which has retained ma,~ ‘ tanan f itt (0)'The measure before my agency and the neture of my conflicting inferaet in the measure is as folowe; : gi Item #5’Consent Agenda, August 5th, 2014. i d . : 1 “u ay ima My wife is employed by an entity which is affiliated with the entity which is a party to the contract , with the Airport Department to be amended. While the amendment of the contract will not inure to my special gain or loss or the special gain or joss of any relative of mine, i am abstaining to avoid any appearance of an impropriety. i i ry a] i Uy i i or al wOy turwao 4 Date Filed NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED 8Y ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED $10,000. WaSAT maT , Tay ‘CE FORM 86 - BFE. 1/2000 4 ! ' PAGE INFORMATION SYSTEMS - ADDITIONAL FUNDING FOR GENERAL FUND COMMUNICATIONS ACCOUNT Mr. Don Vanderhoek, Information Systems (IS) Director, requested the Board approve additional funding for the General Fund Communications Account. This account provides for various utility payments such as CenturyLink and Cox Communications for the BCC offices, including Judicial and Sheriff. He reported a large portion of the billing was in question and there were several months of negotiations. Additionally, the Sheriff's Office converted to the BCC’s Voice Over Internet Protocol (VoIP) network. He detailed the expenses for this conversion, as well as additional costs needed for telephones and network implementation for the Sheriff's Office. Mr. Vanderhoek stated the shortage amounts to $231,434. Mr. Amunds asked what will happen if the Board does not approve funding of this shortfall. Mr. Vanderhoek’s response was “that will not be good.” Mr. Amunds expressed his concern about continuing to pull money from Reserves and repeated his question. Mr. Vanderhoek stated it will hurt more than help and implementation of the system for the Sheriff will not continue. Mr. Amunds advised it is important to renew the return on expenditures. Mr. Vanderhoek replied the telephone bill is a complicated issue and a specialist has been hired for that purpose. Mr. Harris asked if this is the cost of doing business and how much was saved when the county switched from CenturyLink to the fiber optic system. Mr. Vanderhoek replied the savings were $700,000 each year. Mr. Stanford stated the Board approved additional expenditures out of this account back in September 2013, noting the project had not started at that time. He reported additional funds need to be transferred to cover the VoIP. Mr. Boyles stated $47,900 is the amount needed for the phones and network implementation for the Sheriff's Office. He posed questions about the remaining amount being requested. Mr. Stanford advised the total cost for the Sheriff's Office is $180,000. Mr. Harris made motion, seconded by Mr. Parisot, to approve the additional funding which incorporated a budget transfer of $231,434 (identified as BT-14-46) from the General Fund Reserve for Contingencies to Communications. 5 yeas. August 5, 2014 -10- Minute Book 71, Page 201 Okaloosa County Board of County Commissioners DON W. HOWARD CLERK OF THE CIRCUIT COURT, OKALOOSA COUNTY, FLORIDA DATE: August 5, 2014 SUBJECT: Budget Transfer — General Fund TO: Board of County Commissioners Finance Director / Transfer From Department Account Amount Reserve for Contingencies 0199 599090 $231,434 Transfer To Department Account Amount Communications 0114 541010 $231,434 Naan 5 Topanaymales David L. Skarzynski, Budget Manager Budget Transfer: BT-14-46 Reference: In September 2013 the Board approved funding for the Sheriffs Office to join the Board of County Commissioners Voice Over Internet Protocol (VoIP) network. BUG aPPAdves DATE Miypead. AS, dbf BY Seiden Medd COURTHOUSE @e 101 E. JAMES LEEBLVD, e CRESTVIEW, FLORIDA 32536-1359 © (850) 689-5000 Repvy To: BRACKIN BUILDING © 302 NORTH WILSON ST., SUITE 203 © CRESTVIEW, FLORIDA 32536 « (850) 689-5000 COURTHOUSE ANNEX e@ 1250N. EGLINPKWY © SHALIMAR, FLORIDA 32579 © (850) 651-7200 ANNEX EXTENSION e 1940 LEwis TURNER BLVD e FT. WALTON BEACH, FLORIDA 32547 @ (850) 651-7200 \_: Visit us on the web at http://www.clerkofcourts.cc PUBLIC WORKS - APPROVAL FOR DRAINAGE PIPE REPLACEMENT FOR THE LAKE LORRAINE STORMWATER SYSTEM Mr. John Hofstad, Public Works Director, stated has conducted spot repairs to the Lake Lorraine stormwater system but the system has failed and is beyond maintenance or reasonable repair. Further, the pipe is between homes and excavation is needed to replace it. The cost of materials to replace the full segment of pipe is $250,000 and can be funded with a combination of stormwater and Local Option Gas Tax funding. The Bridge Construction Crew will assist the Road Division on the project. He advised the work will take several weeks to complete. Mr. Parisot made motion, seconded by Mr. Amunds, to approve the drainage pipe replacement for the Lake Lorraine stormwater system. 5 yeas. PUBLIC WORKS - KESSLER CONSULTING, TASK ORDER NO. 5 AND EXTENSION OF CONTRACT Mr. Hofstad requested approval of Task Order No. 5 in the amount of $120,000 with Kessler Consulting to assist in the preparation of bid specifications for residential and garbage collections and disposal for Fiscal Year 2015. The request is also to extend Contract #C10-1781-PW with Kessler until September 30, 2016. Mr. Parisot made motion, seconded by Mr. Amunds, to approve this task order and extension of the contract. 5 yeas. RECESS - The meeting was recessed at 9:55 a.m. and reconvened at 10:07 a.m. GROWTH MANAGEMENT - REQUEST FOR PUBLIC HEARING TO CONSIDER IF A PUTT-PUTT GOLF COURSE CAN BE DEVELOPED IN B-2 ZONE ON OKALOOSA ISLAND Mr. Elliot Kampert, Growth Management Director, requested authorization to advertise for a public hearing on August 19 to consider whether or not a putt-putt golf course can be developed in a B-2 zone on Okaloosa Island. He said the putt-putt golf course is not listed as an affiliated use but the Island Covenants give the BCC some latitude. Mr. Boyles made motion, seconded by Mr. Harris, to set the public hearing with clarification that Growth Management run this by legal staff and obtain a clear interpretation of the mechanics the county is relying on to make this request, to clarify if this is to be a change or amendment, and to direct staff to make certain this public hearing is appropriately posted. 5 yeas. August 5, 2014 -11- Minute Book 71, Page 202 Okaloosa County Board of County Commissioners GROWTH MANAGEMENT - NETGHBORHOOD STABILIZATION PROGRAM MODIFICATION NO. 10 Mr. Kampert recommended approval of Modification No. 10 to the Neighborhood Stabilization Program Subgrant Agreement and accompanying transmittal letter. Mr. Boyles made motion, seconded by Mr. Amunds, to authorize the Chairman to execute Modification No. 10 and the accompanying transmittal letter. 5 yeas. FACILITIES MAINTENANCE - FUNDING REQUEST FOR NEW SHALIMAR ADMINISTRATIVE BUILDING Mr. Don Turner, Facilities Maintenance Director, reported there are three major capital projects ongoing at this time. He said the two projects in Shalimar are more advanced with greater expenditures. Mr. Turner requested a cash infusion of $200,000 into the new Shalimar Administrative Building (former Shalimar Annex site) for an accumulation of expenses. He noted the Capital Projects Reserve Account is very low and suggested the money be transferred from General Fund Reserves. Upon inquiry by Mr. Amunds, Mr. Turner stated reimbursement of these advances through a bond issue is up to the Board. Mr. Amunds made it clear that the only way he will support this transfer is if the funds will be reimbursed. Mr. Padgett replied that is the spirit intended behind the request. He said money which has been advanced will be reimbursed when long-term financing is obtained. Mr. Harris made motion, seconded by Mr. Amunds, to approved the budget transfer of $200,000 from General Fund Reserves for the new Shalimar Administrative Building account. Upon inquiry by Mr. Parisot, Mr. Stewart stated the Board did adopt a Reimbursement Resolution last February. 5 yeas. FACILITIES MAINTENANCE ~- SITE WORK APPROVAL AT FORMER SHALIMAR ANNEX SITE Mr. Turner reported demolition of the Shalimar Annex is progressing and it is time to go forward with the site work package. He stated that he is not asking for funding but he is asking for approval of up to $750,000 for the Design/Build Contractor to enter into a contract for the site work package for the new Administration Building. Mr. Turner said he will return at a future meeting to ask for the funding. August 5, 2014 ~12- Minute Book 71, Page 203 Okaloosa County Board of County Commissioners Mr. Parisot stated we have been taking small bites on this project and asked how close we are to having a total cost. Mr. Turner replied that a complete set of construction drawings was delivered to him this morning but he has not reviewed them. He said the contractor is preparing to bring a Guaranteed Maximum Price (GMP) in the next few meetings. Mr. Parisot said the GMP should include all the dollars which have already been expended. Mr. Windes asked if the $750,000 is a not-to-exceed amount; then, asked how much can be shaved off that figure. Mr. Turner said it is going to be $670,000 to $680,000 and he will come back with the actual numbers. He said the request is a commitment up to that amount. Mr. Parisot said if the Board approves entering into a contract for the site work package, then it is committing to $750,000. He asked which Reserve account this is to be taken from. Mr. Turner stated he is not asking for $750,000 to be put into that construction account at this time. Mr. Harris made motion, seconded by Mr. Boyles, to approve the department head’s request to approve up to $750,000 for the site work package. 5 yeas. FACILITIES MAINTENANCE - FUNDING FOR CAPITAL CONSTRUCTION PROJECTS Mr. Turner stated that Mark Galvin, county financial advisor with First Southwest, will make a presentation on interim and long-term financing for the capital construction projects. Mr. Galvin began his PowerPoint presentation by listing the goals and objectives: e To provide approximately $22 Million in construction proceeds for the Sheriff's Complex, Crestview Courthouse, and Administrative Complex e To obtain the most effective financing option with the lowest possible interest rates/yields e Maximize future financing flexibility Financing options include a 15-year bank loan with level debt and no DSRF, a 20-year bank loan with level debt and no DSRF, or 30-year bond issue with level debt and surety bond. Mr. Galvin also provided a debt profile of the General Fund Revenue debt. Other slides regarding long-term financing included: August 5, 2014 -13- Minute Book 71, Page 204 Okaloosa County Board of County Commissioners e Overview of the Sales Tax Revenue Bonds, Series 2009A&B e Financing Plan - Sales Tax Revenue Bonds, Series 2014 e Financing Plan - Estimates Series 2014 Debt Service e Estimated Timetable (projected closing and transfer of funds on October 30) Mr. Galvin stated there is a timing issue, noting the Board has continued to spend money on the project and go to Reserves for those funds. He said staff is recommending interim financing of approximately $4 Million in order to handle funding issues prior to closing of the bonds. Mr. Galvin provided estimated monthly construction costs for the three projects for a four-month draw down line of credit of $4 Million with SunTrust Bank. If the Board approves the interim financing plan, he said _ the resolution and financing documents can be brought back at the August 19 meeting for approval. Upon inquiry by Mr. Parisot, Mr. Galvin stated bond issues have more lead time, cost more for issuance and will allow the Board to go out thirty years. Mr. Galvin said it gets down to what the Board’s budget is and what it can afford for debt service. Mr. Parisot said he feels the $20 Million for construction proceeds is low and believes we are looking at least $25 Million. He stated at previous meetings he commented about borrowing capacity and believed the $8 Million for improvements to the Crestview Courthouse could be better put into infrastructure needs. Mr. Parisot said he is not going to try to stop these projects and believes we need to get the best deal possible. He stated he would like to have information fleshed out on the 20-year bank loan versus the 30-year bond. An extended discussion continued. With regard to the short-term loan, Mr. Galvin estimated $5 Million would get the county through to the end of November. He said the bond issue could be completed by the end of October. Mr. Boyles remarked that we have known about this for nine months. He stated the Board should get the best deal it can, saying the bond issue is more certain and there are unknowns with bank offers. Mr. Boyles said staff should be directed to go forward with a bank RFP and see what the 20-year options are. He agreed with Mr. Parisot regarding the amount and supported the $25 Million figure. He commented that he has a personal concern about the Crestview Courthouse. Mr. Boyles said if the August 5, 2014 -14- Minute Book 71, Page 205 Okaloosa County Board of County Commissioners two South County projects have cost overruns, then the Crestview project could be squeezed. Mr. Harris said he too believes the $20 Million figure is overly conservative. Mr, Turner said the amount of the short-term lean is predicated on when long-term financing will be put inte place. He believed a short-term loan for §6 Million should be extended through December. Mr. Boyles stated he agrees, With regard to risk factors, Mr. Galvin stated the short-term interest of 1% is almost free money and the real risk is in the factors for long-term financing. Mr. Boyles said he would love to have this item on the August 19 agenda. Upon inquiry by Mr. Parisot, Mr. Galvin stated we must give the banks time to do credit histories. He said the key thing is to get an attractive fixed rate and advised many banks will not go out more than 20 years. Mr. Parisot made motion to direct Mr. Galvin to prepare a RFP and submit to the Board for approval at the August 19 meeting and to look at an issue size of $25 Million. Mr. Boyles seconded the motion and added short-term financing should be authorized at a not-to-exceed amount of $6 Million and run through the end of this calendar year. He also stated the RFP should be for a 20-year term with fixed rates and no resets. Mr. Stewart recommended the interim financing be addressed separately, noting the interim financing can be brought back to the Board for signature at the next meeting. Mr. Boyles made motion, seconded by Mr, Parisot, to approve interim financing not to exceed $6 Million to run through the calendar year. 5 yeas. Mr, Parisot made motion, seconded by Mr. Boyles, to direct Mr. Galvin to prepare a RFP for $25 Million with 20-year term bank loan with both fixed and other terms and to have it prepared by August 19, Mr. Amunds said he wants it understood we are not making a decision on $25 Million at this point. Mr. Parisot replied, “That is my intent." Mr. Boyles stated this is not to the exclusion of a 30-year bond and he wants it understood this ig not an authorization to increase any project costs in any way. 5 yeas, August 5, 2014 -15- Minute Book 71, Page 206 Okaloosa County Board of County Commissioners TOURIST DEVELOPMENT - TAYLOR ENGINEERING TASK ORDER NO. 11 Mr. Ed Schroeder, Tourist Development Department (TDD) Director, requested approval of Task Order No. 11 with Taylor Engineering in the amount of $79,856 for Phase II preliminary design and environmental permitting for the Veterans Park/Living Shoreline Project. Mr. Matt Trammel, Taylor Engineering, stated Phase I was the waterfront portion and Phase II is for the upland section, Mr. Parisot made motion, seconded by Mr. Boyles, to approve Taylor Engineering Task Order No. 11. 5 yeas. TOURIST DEVELOPMENT - RFQ FOR FILM COMMISSION SERVICES AND APPOINTMENT OF REVIEW COMMITTEE Mr. Schroeder requested approval to issue a Request For Qualifications (RFQ) for Film Commission Services. He stated the current contract will expire in January 2015. Mr. Schroeder stated the Tourist Development Council (TDC) at its May 29 meeting recommended an increase in the contractor’s compensation and expenses. The FY 2015 Film Commission budget totals $100,000 to include compensation of $45,000; travel and trades shows at $28,000; and operating expenses at $27,000. He said the alternative are to make this a staff employee position or keep it status quo. Mr. Boyles referred to the comment of keeping it status quo which is not the recommendation of the TDC, saying the TDC’s recommendation was to increase compensation and expenses. He also asked why it is called a Film Commission when it is only one person. Mr. Boyles commented he can support it if it is appropriate to increase the resources but he thinks the TDC is trying to do that prematurely. He suggested Mr. Schroeder be given time to re-evaluate this position. Mr. Schroeder responded that he fully supports the decision of the TDC, adding the funding level was debated twice. Mr. Boyles asked if the current system is the best system. Mr. Schroeder answered it is accomplishing things but he does not think it will be the final look. Mr. Amunds referred to the agenda request which stated the budget for FY 2014 is $67,000 and the FY 2013 budget was $57,000. He questioned the totals for compensation and operating expenses. Mr. Boyles remarked those expenses do not equal $67,000. Mr. Parisot questioned the proposed recommendation to increase compensation by $7,000. He also stated when you are advertising for a RFQ you do not put ina August 5, 2014 -16- Minute Book 71, Page 207 Okaloosa County Board of County Commissioners set figure for compensation and expenses. Mr. Schroeder said the intent is to evaluate the applicants and negotiate a price. Mr. Boyles made motion, seconded by Mr. Harris, for staff to thoroughly review the position of Film Commission and bring back a recommendation on how it should be structured with the options of contract position, staff position, or hybrid. 5 yeas. TOURIST DEVELOPMENT - CONTRACT WITH LIFE'S A BEACH PUBLICATION FOR VISITORS GUIDE PRODUCTION Mr. Schroeder requested approval of a contract with Life’s A Beach Publications for production of the 2014-15 Visitor's Guide. A three-year contract has been negotiated with compensation not to exceed $74,341 annually for 150,000 copies of the Visitor’s Guide and 7,500 copies of the Convention Center flyer insert. Mr. Parisot made motion, seconded by Mr. Amunds, to authorize the Chairman to execute the contract. 4 yeas. (Mr. Boyles was not present.) PUBLIC SAFETY - AGREEMENT WITH FORT WALTON BEACH MEDICAL CENTER TO PROVIDE BAKER ACT SCREENING AND CRISIS STABILIZATION UNIT SERVICES Mr. Dino Villani, Public Safety Director, requested approval of the annual funding agreement with Fort Walton Beach Medical Center to provide Baker Act Screening and Crisis Stabilization Unit services. The cost for these services for FY 2015 is $266,738.04. Mr. Parisot made motion, seconded by Mr. Boyles, to approve agreement and authorize the Chairman to execute same. 5 yeas. CORRECTIONS - JAIL DOOR CONTROL SYSTEM Mr. Paul Lawson, Chief Corrections Officer, reported several lightning strikes during the April 30 rainstorm crippled the electronic door control systems and the connected video and intercom systems. The Facilities Maintenance Department has restored limited functions by using the remaining stock of chips and cards. Chief Lawson requested funding of $300,000 be placed in next fiscal year’s budget to replace this system. He further asked for authorization to advertise this project for bids and to establish a committee to evaluate the bids consisting of Purchasing Services Manager Jack Allen, Electrical Supervisor Neil Redmond, Corrections Lieutenant April McQueen, and Corrections Captain Stefan Vaughn. Mr. Parisot made motion, August 5, 2014 -17- Minute Book 71, Page 208 Okaloosa County Board of County Commissioners seconded by Mr. Boyles, to approve the recommendation of Chief Lawson. 5 yeas. CORRECTIONS - CORIZON HEALTH INC. AMENDMENT NO. 1 Chief Lawson requested approval of Amendment No. 1 to the Corizon Health Inc. contract (C13-2058-COR). The amendment will provide for payment to backfill a county employed Registered Nurse when absent in excess of three consecutive working days. Mr. Parisot made motion, seconded by Mr. Amunds, to approve Amendment No. 1 to the Corizon Health contract. 5 yeas. CORRECTIONS - CORIZON HEALTH INC. AMENDMENT NO. 2 Chief Lawson requested approval of the second amendment to the contract with Corizon Health Inc. The amendment will provide for an additional mental health counselor. Mr. Parisot made motion, seconded by Mr. Amunds, to approve Amendment No. 2 to the Corizon Health contract. 5 yeas. AIRPORTS - ENTERPRISE FLEET MANAGEMENT, RENEWAL OF AIRPORTS LEASE VEHICLES Mr. Sunil Harman, Airports Director, referred to the leased rate quotes from Enterprise Fleet Management and requested approval to renew the lease for the Airports leased vehicle fleet. Mr. Harris made motion, seconded by Mr. Parisot, to approve the request. Mr. Boyles said he maintain his position that all vehicles for all departments should be run through the County’s Fleet Department. He remarked that he saw a shiny new blue Airport vehicle earlier this morning with no county signage/logo on it. 4 yeas, 1 nay. (Mr. Boyles voted no.) AIRPORTS ~ AGREEMENT WITH PLANENOISE TO COLLECT AIRCRAFT NOISE COMPLAINTS AT DESTIN AIRPORT Mr. Harman requested approval of an agreement with PlaneNoise as a sole source provider to collect aircraft noise complaints and develop monthly data reports of impacted areas around the Destin Airport. Discussion ensued regarding the importance of collecting this empirical data to be shared with the FAA and whether or not individuals will be satisfied with recording a telephone complaint rather than talking to a person. Upon inguiry by Mr. Harris, Mr. Harman stated the Destin Airport has been there since 1961. Mr. Harris spoke about subsequent housing construction and asked what people expect when building August 5, 2014 -18- Minute Book 71, Page 209 Okaloosa County Board of County Commissioners next to an airport. Mr. Harman said this is not the same type of airport as it was when the houses were built. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the agreement with PlaneNoise. 5 yeas. OLD BUSINESS ~ SCHOOL BOARD TEEN DRIVER'S CHALLENGE DISBURSEMENTS Mr. Rick Owen, Administrative Manager, stated the Board has been presented with receipts for disbursements for the Megan Warman Driver Education Safety Program from the School Board’s Teen Driver's Challenge budget approved on March 18, 2014. Mr. Harris made motion, seconded by Mr. Parisot, to approve the disbursements. 5 yeas. NEW BUSINESS - DISCUSSION AND DIRECTION RELATING TO SUCCESSION PLAN FOR POSITION OF COUNTY ADMINISTRATOR Mr. Harris made motion to name Public Works Director John Hofstad as Interim County Administrator, effective October 1, 2014. Mr. Amunds stated Mr. Hofstad is a great candidate but he would like to give other directors an opportunity. Mr. Harris noted that Mr. Hofstad has already served as Interim Administrator. Mr. Parisot said he has a problem with the term “Interim” and asked why not make him the County Administrator. Mr. Harris withdrew this motion. He subsequently made another motion, seconded by Mr. Parisot, to name John Hofstad as County Administrator, effective October 1, 2014. Mr. Boyles stated he does not want to rush into anything but he supports naming Mr. Hofstad as Interim. He said he feels it would be prudent for the Board to consider its options and suggested making this a 60-day appointment. Mr. Boyles said the Board may want to wait until the new commissioner/commissioners are on the Board and let them weigh in. Mr. Windes agreed with the interim status, saying any new commissioner should have an opportunity to comment. Mr. Harris stated his motion stands. Upon inquiry by Mr. Boyles, Mr. Harris clarified his motion is to enter into negotiations with Mr. Hofstad for the position. 2 yeas, 3 nays. Motion is defeated. (Mr. Amunds, Mr. Windes and Mr. Boyles voted no.) Mr. Boyles made motion, seconded by Mr. Amunds, to appoint John Hofstad as Interim County Administrator beginning October 1, 2014 and to run for a term of 60 days. Further, the appointment will be subject to extension by the Board. Mr. Boyles added Mr. August 5, 2014 -19- Minute Book 71, Page 210 Okaloosa County Board of County Commissioners Padgett and Mr. Stewart should negotiate with Mr. Hofstad the terms of contract for the interim position. 5 yeas. PUBLIC COMMENTS Mr, Bruce Craul, Chief Operating Officer for Emerald Grande, came forward to express his opinion on the TDC’s decision not to recommend a contribution to the Sheriff's budget. He did not disagree with the position that the Sheriff needs $350,000 but said TDC funds are for the promotion of tourism and were never meant to aupport a line item in a county budget. Mr. Martin White came forward to speak about his suit against the FDLE for not responding to his public records requests, He also spoke about former Sheriff Charlie Morris’ kickback scheme and said there are still deputies employed at the Sheriff's Office who were involved in that scheme. When he asked Mr, Amunds pointed questione about this issue, as well as the Bellinger matter, Mr. Stewart told him this time is for public comments and not to question commissioners. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 12:40 p.m. DON W. HOWARD CHARLES K. WINDES, JR., CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) August 5, 2014 -20- Minute Book 71, Page 211 Okaloosa County Board of County Commissioners