Okaloosa County BOCC — October 7, 2014 — Minutes — reading text

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